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HomeMy WebLinkAbout7A - Highland Improvement Project O� PRION U 4646 Dakota Street SE Prior Lake. MN 55372 �INNEso�P CITY COUNCIL AGENDA REPORT MEETING DATE: NOVEMBER 24, 2014 AGENDA#: 7A PREPARED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR PRESENTED BY: KATY GEHLER AGENDA ITEM: PUBLIC HEARING TO CONSIDER APPROVAL OF A RESOLUTION ORDER- ING THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD AND EAU CLAIRE IMPROVEMENT PROJECT (PROJECT#TRN15-000004)AND PREPARATION OF PLANS AND SPECIFICATIONS DISCUSSION: Introduction The purpose of this agenda item is to hold the Improvement Hearing to consider approval of a resolution ordering Highland, Marsh, Skyline, Grainwood, and Eau Claire Improvement Project and the preparation of plans and specifications. A super majority (4/5) is needed to approve the resolution. History Each year the City reconstructs street segments that are scheduled for recon- struction as part of its Capital Improvement Program (CIP) and have exceeded their useful design life. The City uses the Capital Improvement Program and its Pavement Management Program to plan for infrastructure improvements and the financing for capital improvements. Special assessments were planned to be part of the financing for this projects. Minnesota Statute Chapter 429 identi- fies a process that applies to all projects that will be financed in whole or in part through special assessments or bond proceeds. At its August 25, 2014 meeting the City Council adopted Resolution 14-125 and 14-126 authorizing staff to prepare a Feasibility Report for the Improvement of Highland, Marsh, Skyline, Grainwood, and Eau Claire which is the first step in the 429 process. On November 10th, 2014 the City Council accepted the feasi- bility report and scheduled the public hearing. Further direction was given to consider narrowing the roads from the standard 32 foot width. Current Circumstances The next step for the Council is to hold the Improvement Hearing and consider a resolution ordering the project and authorizing the preparation of the plans and specifications. At the Improvement Hearing, interested persons may voice their concerns, whether or not they are in the proposed assessment area. A reason- able estimate of the total amount to be assessed and a description of the meth- odology used to calculate individual assessments for affected parcels must be available at the hearing. Once the plans and specifications are completed, they will be submitted to the City Council for approval and authorization to advertise for bids. The Council could decide not to continue with the project upon receipt of bids. A separate Assessment Hearing will be conducted following review of the proposed as- sessments by the City Council's Assessment Review Committee The 2015 Road Reconstruction Project includes three distinct areas. The first is what is known as the Fisher Farm area on the west side of County Road 21, the second is the Grainwood area on the East side of CR 21 and the third is north of Grainwood along Eau Claire and 154th. These three areas will be considered separately for the purposes of assessments, however the construction contract is recommended to include all three to provide cost, scheduling and project ad- ministration efficiencies. The proposed improvements consider replacement or addition of street, storm sewer, storm water quality, sanitary sewer, watermain, concrete curb and gutter, and appurtenant work depending on the existing conditions. The Feasibility Re- port includes total estimated costs, preliminary assessment amounts, and a pro- ject financing summary. Also included in the report are design criteria, esti- mates and information on watermain, sanitary sewer, storm sewer, and streets. Details on each can be found in the Feasibility Report. A follow-up memo re- garding the impact of the street width reduction is attached. The Council is asked to provide specific direction on the width to be used to develop the plans and specifications. A neighborhood meeting was held on October 23, 2014 to provide residents in- put on the project, most importantly sharing problems or issues they have ob- served. In addition the engineer reviewed the standards and potential options being considered with the project. A summary of comments received from this meeting is attached. Conclusion City Staff is prepared to discuss each of the concerns presented at the Public Hearing. If the Council deems the issues that have been brought up need to be addressed in the project plans and specifications, direction could be given to staff. In summary, the project is feasible from an engineering and economic stand- point. If the preparation of the plans and specifications is approved, the work will be completed by the consultant engineer. ISSUES: The Assessment Review Committee met on October 28th, 2014, at which time the following issues were discussed and recommendations made: Assessment Map The attached map shows the three distinct areas of the improvement. Street and Storm Sewer Pursuant to the Assessment Policy, the street and storm sewer reconstruction should be assessed at up to 40% of the total project cost against the benefiting properties. The remaining amounts should be recovered through the general ad valorem property tax. 2 Assessment Method The Assessment Review Committee recommends the unit method of assess- ment due to the fact that the lots in the project area are of similar size and/or value. The estimated assessment rate is shown in the table below. FINANCIAL The 2015 Road Reconstruction Project is proposed to be financed by Special IMPACT: Assessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fend. The assessment amount is based on 40% of the cost of the street and storm sewer improvements. Note that the amount of the assessment will be calculated based on the final construction cost once the project is completed. The amount shown in the table below is an estimate based on the estimated construction costs cal- culated in the Feasibility Report. Funding sources and amounts are as shown below: Highland/ Grainwood/ Eau Claire/154th Marsh/Skyline Eau Claire (Reclamation/ Reconstruction Reconstruction Overlay) Assessments $681,732 $448,163 Sewer Fund $553,785 $364,464 $3,234 Water Fund $638,764 $431,625 $792 Water Quality Fund $162,863 $72,978 Tax Levy $859,735 $599,266 $185,580 Project Total Cost $2,896,880 $1,916,497 $189,606 Estimated Unit As- 619 Overlay sessment $9,469 $8, N/A Assessable Units 72 52 Project Linear Feet 3532 2448 ALTERNATIVES: 1. Conduct the Improvement Hearing and approve the attached resolution that orders the project and authorizes the preparation of plans and specifications. 2. Deny this item for a specific reason and provide staff with direction. 3. Table this item until some date in the future. RECOMMENDED Motion and second for alternative #1. MOTION: 3 O� FRIO ti 9 U r,y 4646 Dakota Street SE INxEso�� Prior Lake.MN 55372 RESOLUTION 14-xxx ORDERING IMPROVEMENTS AND PREPARATION OF PLANS AND SPECIFICATIONS FOR (PROJECT#TRN14-000004); FINANCING THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD AND EAU CLAIRE IMPROVEMENT PROJECT TO BE UNDERTAKEN BY THE CITY AND ESTABLISHING COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE Motion By: Second By: WHEREAS, the Prior Lake City Council on its own initiative has determined that it desires to complete the Public Improvement Project to Highland, Marsh, Skyline, Grainwood and Eau Claire; and WHREAS, on November 10, 2014; the City Council adopted Resolution 14-177 accepting the Feasibility Report and calling for a Public Hearing to be held on the Highland, Marsh, Skyline, Grainwood and Eau Claire Improvement Project which includes sanitary sewer, watermain, storm sewer, aggregate base, concrete curb and gutter, bituminous surfacing, and appurtenant work; and WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given, and the hearing was held on the 24th day of November, 2014, at which time all persons desiring to be heard were given an opportunity to be heard thereon; and WHERES, since the project was initiated by the City Council it must be approved by 4/5ths vote in accordance with Minnesota Statutes 429.031 Subdivision 1(f); and 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. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 3. The City Public Works Director is hereby authorized to prepare plans and specifications for the improvements delineated in City Council Resolution 14-177 adopted on November 11, 2014 and by the required statutory 4/5ths vote does hereby order the project. 4. The Public Works Director is hereby designated as the Engineer for these improvements and is authorized to record engineering expenses in the Construction Fund (#501-48379). 5. The Public Works Director shall prepare plans and specifications for the making of such improvements for Highland, Marsh, Skyline, Grainwood and Eau Claire. 6. The City Council authorizes the following preliminary funding sources and corresponding transfers to the Construction Fund for the project: Highland/ Grainwood/ Eau Claire/154th Marsh/Skyline Eau Claire (Reclamation/ Reconstruction Reconstruction Overla Assessments $681,732 $448,163 Sewer Fund $553,785 $364,464 $3,234 Water Fund $638,764 $431,625 $792 Water Quality Fund $162,863 $72,978 Tax Levy $859,735 $599,266 $185,580 Project Total Cost $2,896,880 $1,916,497 $189,606 7. The City has determined to make a declaration of official intent ("Declaration") to reimburse certain estimated costs for this project from proceeds of bonds in accordance with the Internal Revenue Service Reimbursement Regulations (Treasury Reg. 1.150-2). 8. The City may declare other separate statements of reimbursement intent in connection with specific public improvements projects as they are initiated under Minnesota Statutes Chapters 429 and 444, or for other capital projects, with the understanding that such additional declarations of reimbursement intent will supplement this resolution. All reimbursed expenditures will be capital expenditures, costs of issuance of the bonds, or other expenditures eligible for reimbursement under Section 1.150-2(d)(3) of the Reimbursement Regulations. 9. This Declaration has been made no later than 60 days after payment of any original expenditure to be subject to a reimbursement allocation with respect to the proceeds of bonds, except for the following expenditures: a. costs of issuance of bonds; b. costs in an amount not in excess of $100,000 or five percent of the proceeds of an issue; or c. "preliminary expenditures" up to an amount not in excess of 20 percent of the aggregate issue price of the issue or issues that are reasonably expected by the City to finance the project for which the preliminary expenditures were incurred. The term "preliminary expenditures" includes architectural, engineering, surveying, bond issuance, and similar costs that are incurred prior to commencement of acquisition, construction or rehabilitation of a project other than land acquisition, site preparation, and similar costs incident to the commencement of construction. 10. This Declaration is an expression of the reasonable expectations of the City based on the facts and circumstances known to the City as the date hereof. The anticipated original expenditures for the Projects and the principal amount of the bonds are consistent with the City's budgetary and financial circumstances. No sources other than proceeds of bonds to be issued by the City are, or are reasonably expected to be reserved, allocated on a long term basis, or otherwise set aside pursuant to the City's budget or financial policies to pay such Project expenditures. 11. This Declaration is intended to constitute a Declaration of the Official Intent for the purposes of the Reimbursement Regulations. 2 PASSED AND ADOPTED THIS 24TH DAY OF NOVEMBER 2014. VOTE Hedberg Keeney McGuire Morton Soukup Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager 3 EN LRT ERIALC UAE 5814 C ADNIL & J KNARF LLERROW EN LRT ERIALC UAE 4904 OF :NTTA & AN KNAB OGRAF SLLEW EN LRT ERIALC UAE 6604 SIRHC NOSTREBLIG EN TS 451 5504 J PPIK ETTENRUB EN LRT ERIALC EN LRT ERIALC UAE 3404 UAE 0404 ARABRAB & DROFFILC EN RIC ERIALC FFEJ ETTESUOD KCURTSTTIW UAE 0604 ENAHS EKNAWS WN TS 451 5204 TPED YWH YTNUOC TTOCS WN TS HSRAM 5983 M REFINNEJ & D NALOD RERUES WN TS HSRAM 2983 OINOTNA ZELAZNOG WN TS HSRAM 3883 L EINAHPETS EFAS WN TS HSRAM 0883 A ASIL & J YERFFEJ FFOHPU WN TS HSRAM 0783 K ARBED & D LEAHCIM YEHAGCM WN EVA ENILYKS 09751 H DDOT EPIS WN TS HSRAM 2583 J ECIRTAP & A ECURB RETTUZ WN TS HSRAM 4383 G TREBOR TSEW WN TS HSRAM 6183 D YELDARB LHADBYD WN TS HSRAM 6973 RS H SEMAJ LEAHCIM WN TS HSRAM 6773 YLLOH & L DDOT ESOR OF FRIOR 2015 Street Reconstruction Project Neighborhood Meeting #1 Project Questionnaires Summary November 11, 2014 A Neighborhood Meeting was held on October 23, 2014 from 5:00 to 7:00 PM at City Hall. The sign-in sheet indicated 36 people were in attendance.This number does not include the City or Bolton & Menk representatives. Comments were received from 7 people who attended the Neighborhood Meeting on October 23, 2014.An additional 6 comments were received through email/mail. A summary of the comments from the Neighborhood Meeting#1 is found below: 1) Street Lights • 1 respondent indicated they were in favor of street lighting as part of this project. 1 respondent indicated they were against the installation of street lights. • 1 respondent indicated they are against paying for any other street lights as they have an existing street light they already paid for 18-years ago at the end of the cul-de-sac on Skyline Avenue. 2) Street Ponding/ Flooding • 2 respondents indicated they have observed street ponding after a significant rain in the cul-de-sac at the south end of Skyline Avenue. • 1 respondent indicated they have observed street ponding after a significant rain at the intersection of Eau Claire Trail and Circle. 3) 46%of the respondents admitted they were aware of City Right-of-Way encroachments along their property. • BOL 'I'ON & M ;--= N K , I N C® Consulting Engineers & Surveyors 12224 Nicollet Avenue•Burnsville, MN 55337 Phone(952)890-0509•Fax(952)890-8065 www.bolton-menk.com MEMORANDUM Date: 11/11/2014 To: Katy Gehler,P.E.,Public Works Director From: Cory Bienfang,P.E.,Project Manager Subject: 2015 Street Reconstruction Project—Feasibility Report Street Width Analysis On November 10, 2014 the Prior Lake City Council accepted the 2015 Street Reconstruction Project Feasibility Report dated November 5, 2014 with the condition that an analysis to consider narrowing the new street width from the City typical section of 32-feet wide be completed. The majority of the existing street widths within the project area are 31-feet wide and for the report were planned to be reconstructed at a 32-foot width.This includes Highland,Marsh, Skyline and portions of Grainwood and Eau Claire. The remaining streets that are currently at a width much less than the City's standard 32-feet are proposed to be replaced at their current width. This would include Grainwood Circle with a current width of 26 feet and the portion of Eau Claire where a full depth reclamation is proposed so the curb is not proposed to be replaced. The narrowing of the street width has several benefits. First,it reduces the amount of impervious or hard surface area which reduces the volume of stormwater runoff providing a water quality benefit. Second it reduces the overall cost of the project which also impacts the amount of the assessments. Third it provides a traffic calming benefit. 28-Foot Width 30-Foot Width 32-Foot Width West Side Reconstruction Area $1,343,651.37 $1,388,271.75 $1,432,892.14 Total Street Costs Total Street Cost Savings $89,240.77 $44,620.39 $0 Total Street Cost Savings per Foot* $25.42/LF $12.71 /LF $0/LF East Side Reconstruction Area $961,129.01 $979,953.58 $998,778.15 Total Street Costs Total Street Cost Savings $37,649.14 $18,824.57 $0 Total Street Cost Savings per Foot** $14.49/LF $7.25/LF $0/LF *West Side Reconstruction Project Area=3,510 LF **East Side Reconstruction Project Area=2,598 LF HAPLAMT18109027\2_Preliminary\C_Reports\2015 Reconstruction Feasibility Street Widths Analysis.docx DESIGNING FOR A BETTER TOMORROW Bolton&Menk is an equal opportunity employer