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HomeMy WebLinkAbout7A - 2005 Public Imp. Project DATE: AGENDA #: PREPARED BY: REVIEWED BY: SUBJECT: DISCUSSION: 05IMPROV2 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCil AGENDA REPORT FEBRUARY 7TH, 2005 7A lARRY POPPlER, ASSISTANT CITY ENGINEER STEVE ALBRECHT, CITY ENGINEER PUBLIC HEARING TO CONSIDER APPROVAL OF A RESOLUTION ORDERING THE 2005 IMPROVEMENT PROJECT AND PREPARATION OF PLANS AND SPECIFICATIONS. HISTORY On July 19, 2004, Council adopted Resolution 04-117 ordering the preparation of a Feasibility Report for those projects in the 2005 Capital Improvement Program (CIP) required to follow the Minnesota Statutes Chapter 429 process. The Minnesota Statutes Chapter 429 process is required because the City Council intends to specially assess a portion of the project. The roadways studied in the report include: Fish Point Road, Fairlawn Shores Trail, Frost Point Circle, Bluedorn Circle, Centennial Street, and Candy Cove Trail (TH 13 to CR 44). The recommendation of the feasibility report was to proceed with this project. On December 20, 2004, Council adopted Resolution 04-192 accepting the Feasibility Report and calling for a Public Hearing for the 2005 improvement project. The Public Hearing was held and continued at the January 18th, 2005 City Council meeting. Details of the project and proposed financing were presented at the informational meeting on January 12, 2005 and were presented to the public at the hearing. The proposed assessment rate for Centennial Street is $16,660.00/unit. Consistent with the City's assessment policy, this is a 100% assessment because it is the first time an improved street will be constructed. Currently there is only a gravel street. The proposed assessment rate for the rest of the project is $8,094/unit. Consistent with the City's assessment policy the proposed assessment is based upon a 60% public cost I 40% special assessment. Currently there is an existing worn out bituminous street On January 18th, the City opened the Public Hearing for the 2005 Improvement Project. The hearing was continued to February 7th to allow for resident comment and staff response to issues raised. Attached to this report is a matrix addressing comments received at that meeting. www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 CURRENT CIRCUMSTANCES The purpose of the Public Hearing is to determine if plans and specifications should be prepared for Council consideration. The Public Hearing will cover the reconstruction of Fish Point Road, Fairlawn Shores Trail, Frost Point Circle, Sluedorn Circle, Centennial Street, and Candy Cove Trail (TH 13 to CR 44), including sanitary sewer, water main, storm sewer, aggregate base, concrete curb and gutter, bituminous surfacing, and appurtenant work. The properties deemed to specially benefit from the improvements in the project area are subject to assessment. Each of the affected property owners has been notified in accordance with the statute regarding tonight's Public Hearing. ISSUES A number of issues were discussed at the Public Hearing on January 18th, 2005. A summary of the comments received is attached. The Assessment Review Committee (ARC) met on January 20th, 2005 to discuss the issues presented at the Public Hearing. The following summarizes the Assessment Review Committees discussion: · Flint Road - A number of residents questioned why the Flint Road residents are not part of the assessable portion of this project. Staff response: Flint Road is a private street and must be maintained by the residents who have an address on Flint Road. The benefit received by Flint Road residents would most likely not support the assessment. Including Flint Road as assessable properties would not be consistent with City policy. Staff and ARC recommend not including Flint Road as part of the project assessment. · Frost Point Circle - A number of residents expressed that they did not feel that the replacement of Frost Point Circle was necessary. Frost Point Circle has concrete curb and gutter and is in better condition than the other roadways scheduled for replacement. Staff recommends that Frost Point be reconstructed and should include the watermain replacement. The alternative to this is to leave Frost Point Circle at this time. Staff feels that if the watermain is not part of the improvements, the City should not invest in pavement construction. The City completes reconstruction projects by grouping adjoining roadways together. This is the most efficient and cost effective method to do reconstruction projects. Further, grouping neighborhood streets together that require work does not disrupt these neighborhoods in variety of time periods. Staff and ARC recommend that Frost Point Circle including the watermain reconstruction be included in the project scope. · Candy Cove Sidewalk - A resident asked that the costs for the sidewalk proposed on Candy Cove Trail be eliminated from the assessable portion of the project. After evaluation the staff and ARC recommend paying for this sidewalk segment from the Capital Park Fund as not all properties in this project benefit from the sidewalk construction. · Centennial Street - Some residents do not feel that it is necessary to reconstruct Centennial at this time. Staff responded that Centennial is one of the last remaining gravel streets in the City of Prior Lake. The maintenance of gravel streets is different than maintenance of paved streets. Costs for reconstructing 05IMPROV2 _______U_.~_,,_~,..,,' --,_-,,-,,-, --"--"i"--.""""u"""'"'' "'",u_ ,__"",_, ", ,,'. "',,,,,,,..... ,,,, .__ ",," "'."""_''''_'__'''''_'''''",._,,,,__.,,,,_ this roadway segment have been increasing. Erosion and dusf from the gravel street ultimately are deposited in the storm sewer system. Staff and ARC recommend keeping Centennial in the project scope. Appraisals will be performed to verify that the benefit supports the assessment. Staff will work with the residents at the end of Centennial Street to maintain the trees within the cul- de-sac. · Level of Benefit - Some residents feel that the level of benefit will not support the proposed assessment. The City will perform representative appraisals to justify the assessment. The representative appraisals performed in the past two years have supported our proposed assessments. Last year the City did not receive any appeals on our reconstruction project (estimated assessment $8,200, final $7,300). · Driveway Width - A couple of residents commented on the inequities of driveway type and width on the reconstruction projects. They recommended that the driveways all be constructed with concrete aprons to a maximum opening of 24 feet. Current City ordinances provide for a 24 foot driveway width. Staff has responded by noting there is no way of knowing when driveways were initially constructed. Some residents have multiple driveway openings. If these driveways were constructed before the ordinance went into affect, the City should not change these widths. Staff and ARC recommend maintaining it's practice of replacing driveways in kind. · Fairlawn Shores Parkina Area - A parking area exists on the south side of Fairlawn Shores Trail. This property has a driveway access off of Storms Street with a rear yard fronting Fairlawn Shores Trail. This parking area was constructed within the Fairlawn Shores Trail right-of-way and is a private use of public property. This property is not being assessed on this project. In 2001 the City Council directed staff to remove these types of parking areas during reconstruction projects. Staff and ARC recommend that they be removed as well. · Indirect Costs - The ARC recommended that staff track the indirect costs for this project. The City staff is prepared to discuss each of the concerns presented at the Public Meeting. If, in the Council's judgment, the issues should be addressed in the plans and specifications, direction could be given to staff. The purpose of this Public Hearing is to determine whether the project should move forward to the next step, which is the preparation of plans and specifications which will provide greater information about expected project cost and, therefore, the assessments associated with these improvements. Once the plans and specifications are completed, they are submitted to the City Council for approval. At the same time, approval is sought to accept the plans and specifications and authorize the advertisement for bids, the Council could decide not to continue with the project. If the Council elects to proceed, a separate Assessment Hearing will be conducted following review of the proposed assessments by the City Council's Special Assessment Committee. 05IMPROV2 .".".,+""",.,,- ."'".._- '-'["..,,''',..,'' '.."",.._--"..",,,-,,-,,,_.,,,,,,,,,,, ,.,.."..,.",-".,---".,..,._.""._.,,,-,,,-,-,,,..,,,-,,,,..._----, ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: REVIEWED BY: 05IMPROV2 CONCLUSION The project is feasible from an engineering and economic standpoint. If the preparation of plans and specifications is approved, the work will be completed by City Staff. There are three alternatives for the City Council to consider: 1. Conduct the Public Hearing and approve a resolution that orders the 2005 Improvements and authorizes City staff to prepare 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. A motion and second to adopt a resolution ordering the 2005 Improvements and authorizing City staff to prepare plans and specifications. ".-, '~'"-'r''.''' ., -.,- . "-,,,., "" ,,, 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION OS-xx ORDERING 2005 IMPROVEMENTS AND PREPARATION OF PLANS AND SPECIFICATIONS FOR FISH POINT ROAD, FAIRLAWN SHORES TRAIL, FROST POINT CIRCLE, BLUEDORN CIRCLE, CENTENNIAL STREET, AND CANDY COVE TRAIL MOTION BY: SECOND BY: WHEREAS, the Prior Lake City Council on its own initiative has determined that it desires to complete the 2005 Public Improvement Project; and WHEREAS, on December 20, 2004, the City Council adopted Resolution 04-192 accepting the Feasibility Report and calling for a Public Hearing to be held on the 2005 Improvement Project which includes the reconstruction of Fish Point Road, Fairlawn Shores Trail, Frost Point Circle, Bluedorn Circle, Centennial Street, and Candy Cove Trail sanitary sewer, water main, 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 18th day of January, 2005, at which time all persons desiring to be heard were given an opportunity to be heard thereon; and WHEREAS, since the project is initiated by the City Council it must be approved by 4/5ths vote in accordance with Minnesota Statutes 429.031 Subdivision 1 (~. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA: 1. The recitals set forth above are incorporated herein. 2. The City Engineer is hereby authorized to prepare plans and specifications for the improvements delineated in City Council Resolution 04-192 adopted December 20, 2004 and by the required statutory 4/5ths vote does hereby order the project. 3. The City Engineer is hereby designated as the Engineer for these improvements. The Engineer shall prepare plans and specifications for the making of such improvements. G:\Resolution \Resol05\05IMPROY .DOC www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 Passed and adopted this 7th day of February, 2005. YES NO Haugen Haugen Fleming Fleming LeMair LeMair Petersen Petersen Zieska Zieska Frank Boyles G:\Resolution \Resol05\05IMPROV .DOC -----_."",,--, -,--.+--,._~,-_._, >,,-.. ---1---''''''''''''''._''''' _.,- LOWER PRIOR LAKE ,--, Road wi Concrete Curb L-...J & Gutter .. Mill & Overlay wI Concrete Walk CITY PROJECT #05-11 PROJECT AREA MAP EXHIBIT 1 DO N ~E L.. S 700 o 700 Feet r---1 Road wI Concrete Curb L-..J & Gutter CITY PROJECT #05-01 PROJECT AREA MAP EXHIBIT 1A PUBLIC HEARING COMMENTS 2005 IMPROVEMENT PROJECT JANUARY 18TH. 2005 NUMBER OF TIMES COMMENT RECEIVED ASSESSMENT REVIEW COMMITTEE / CITY STAFF RESPONSE 2 If PUBLIC HEARING COMMENT Per City Ordinance the maximum driveway The current ordinance provides for driveway width of 24 feet, however width should be 24' at the ri~ht of way. Would there is no way of knowing when driveways were initially construc~ed. like to see the City retu.rn dnve~ays out of they were constructed before the ordinance went into affect the City compliance to the maximum Width should not change these widths. Staff and ARC recommend requirements on project as a way to reduce maintaining it's practices and replace driveways in kind costs. TOPIC Driveway Width 2 The City will perform representative appraisals to justify the assessment. The representative appraisals performed in the past two years have supported our proposed assessments. Last year the City did not receive any appeals on our reconstruction project (initial assessment $8,200, final $7,300) wi Does not feel that the level of benefit support the proposed assessment Level of Benefit 3 After evaluation the staff and ARC recommend paying for this sidewalk segment from the Capital Park Fund as not all residents on this project benefit from the sidewalk construction Does not feel that the sidewalk should be assessed. Residents feel that assessing for Sidewalk on Candy Cove the sidewalk is inconsistent the past practices. 3 that Frost Point be reconstructed and should The alternative to this is to leave part that if the watermain is not invest in pavement Staff and ARC recommend include the watermain replacement. Frost Point Circle at this time. Staff feels of the improvements, the City should not construction. Does not feel that it is necessary to reconstruct Frost Point Circle at this time. Frost Point Assessment 4 . . While laboratory conditions may show that the cast iron pipe could last. Resident has done research on cast Iron pipe 120 years, the field conditions and construction techniques of the past In and finds th~t the pipe can last .up to .120 poor soils, like those of Prior Lake, has shown th~t cas~ iro~ pipe does years. ReSident feels the cast Iron pipe on not last. If sewer services are replaced, the cast Iron pipe IS more prone Frost Point Circle is fine and hasn't to future breakages. That is why the City replaces cast iron pipe on the reconstruction projects experienced any watermain breaks. Frost Point Cast ron Watermain NUMBER OF TIMES COMMENT RECEIVED ASSESSMENT REVIEW COMMITTEE / CITY STAFF RESPONSE 4 Flint Road is a private street with a Flint Road address and they must maintain Flint Road. The benefit received by Flint Road residents would most likely not support the proposed assessment. Including Flint Road as assessable properties would not be consistent with City policy. Staff and ARC recommend not including Flint Road as part of the project assessment. PUBLIC HEARING COMMENT Flint Road residents should be assessed for the reconstruction project TOPIC Flint Road kind The methodology behind the assessment policy is that each resident Resident feels that the residents that have should have to participate in payment of one street. For these residents access from Storms Circle and 150th Street, the street which they are responsible is either Storms Circle or 150th but back up to Fairlawn Shores, receive Street. These residents would be assessed for improvements to Storms benefit and should be included as assessable Circle and 150th Street. The benefit they receive for the improvement of properties Fairlawn Shores most likely would not support the proposed assessment. The City is following it's standard practices regarding indirect costs. The City picks up the cost for 60% of the indirect costs associated with the construction of the street and storm sewer. The City does not use utility funds to reimburse indirect costs. Staff has reviewed the percentage and is comfortable with the percentage as presented. The City overhead equates to a 250/0 multiplier. If a consultant were hired to complete the project the costs would be much higher. The City will be tracking the project costs to insure the final assessment reflects these costs. In 2001 the City Council directed staff to remove these types of parking areas during reconstruction projects. Staff and ARC recommend that they be removed as well. In addition to parking areas, the City is encountering residents with multiple driveway openings. Staff and ARC are recommending that the additional driveway openings be returned in Resident feels that the 25% indirect cost percentage is higher than the actual percentage the City is spending Parking Area on I Re.sident feels that the parking area on Fairlawn Shores Falrlawn Shores should not be allowed to stay Costs Indirect Fairlawn Shores Backyard Properties The utility portion of the project should incur indirect costs as design, inspection, and administration is occuring for that portion of the project. Utility Indirect Costs NUMBER OF TIMES COMMENT RECEIVED ASSESSMENT REVIEW COMMITTEE / CITY STAFF RESPONSE Grouping adjoining roadways together is the mose efficient, cost effective, and least disruptive way of reconstructing these neighborhoods. When the City performs a reconstruction project the streets included in the reconstruction project have varying degrees of pavement wear. Grouping of adjoining streets provides better costs. Coming back in 5-10 years to complete Bluedorn Circle would result in higher costs, another disruption to the neighborhood, and heavy vehicle loading on Fish Point Road. In addition the Bluedorn storm water flows to the Fish Point Storm sewer system. Staff and ARC recommend including Bluedorn Circle as presented. While Bluedorn is in better shape than Fish Point Road, it is still 27 years old and should be PUBLIC HEARING COMMENT Does not feel that it is necessary to reconstruct BluedornCircle at this time. TOPIC Bluedorn Assessment 4 reconstructed Hydrants and Valves are consistently replaced on the reconstruction projects. The parts for these older items are not as readily available. These hydrants and valves wear out over time. Centennial is one of the last remaining gravel streets in the City of Prior Lake. The maintenance of gravel streets is different than maintenance of paved streets. Costs for constructing this roadway segment have been increasing and will continue to increase the longer we wait to construct this street. Erosion and dust from the gravel street ultimately is deposited in the storm sewer system or adjacent waterbodies. Staff and ARC recommend keeping Centennial in the project scope. ARC would like to see costs for the maintenance of gravel roadways. to replace Resident does not see the need the hydrants and valves Hydrants and Valves to construct Does not feel that it is necessary Centennial at this time. Centennial Street Part of the work involved with constructing Centennial Street would be to remove the trees in the cul-de-sac. The existing street is not located within the right of way so the removal of trees is necessary to properly position the cul-de-sac within the right of way. Staff will work with the residents at the end of Centennial Street to maintain the trees within the cul-de-sac. The trees in the Centennial Street cui-de sac give the street a rustic feel. Does not want to see the trees removed Centennial Street Trees NUMBER OF TIMES COMMENT RECEIVED CITY STAFF ASSESSMENT REVIEW COMMITTEE / RESPONSE PUBLIC HEARING COMMENT The width of Candy Cove south of Centennial I City Staff recommends a roadway width of 32' with a 5' sidewalk. Staff Street should not be reduced as cars park on will work with the School District on the inclusion of parking near the both sides of Candy Cove for access to the school buildings and ball fields. TOPIC Candy Cove Street Width 2 the City assessment policy. follow State Statutes and The City wi School facilities Resident wants the City to follow State Statutes and assess every parcel whether abutting or not which receives benefit Accountabil ity Part of the decision process in determining which streets are proposed to be reconstructed, include the pavement analysis. Based on the R 'd t f It th t I Id b d pavement analysis, it is not cost effective to overlay Fairlawn Shores. eSI en e a an overay cou e one on '" F . I Sh . t d f t t' The cracks and settlements would Immediately return to Falrlawn air awn ores inS ea 0 a recons ruc Ion " " . t Shores and thus the overlay expenditure would not Yield the deSired life proJec expectancy. Staff recommends keeping Fairlawn Shores within the project scope. Fairlawn Shores has been identified for reconstruction in the City's Capital Improvement Program since 2000. Fairlawn Shores Overlay The drainage currently collects in a low point on private property at the end of Centennial. The design would include an outlet for this drainage so that this currently undeveloped property would not have potential flooding, when it is developed. Resident questions the need for storm sewer at the end of Centennial Street. Centennial Street Storm Sewer the watermain in conjunction with this The City agrees. The City is planning to replace project. Reconstruction is needed Road Fish Point Road Watermain Fish Point The residents must collectively request this of Minnesota Valley Electric or collectively approach the City to talk with Minnesota Valley Electric. The costs for this would be paid by the residents. City Staff will contact MVEC to get an estimate of the cost for burial of overhead electric. The watermain is in poor condition the overhead power buried Would like to see with this project Power Pole Burial The City recognizes people with special needs and makes every attempt to accommodate the schedule of necessary deliveries, doctor's appointments, etc. Resident in Bluedorn has special needs and would like to know how access can be maintained. Access During Construction NUMBER OF TIMES ASSESSMENT REVIEW COMMITTEE / CITY STAFF COMMENT TOPIC PUBLIC HEARING COMMENT RESPONSE RECEIVED CITY COUNCIL COMMENTS Joe Zieska directed staff to notify the residents of Flint Road of the February 7th meeting. Joe Zieska asked that staff assemble an Assessment Review Committee Meeting and that Pavement data be brought to that meeting to discuss. The Assessment Review Committee should look at assessing Flint Road. Bryan Fleming asked for an assessment cost breakdown for individual streets. Jack Haugen stated that the City should only be reconstructing streets which need to be done.