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Home My WebLink About7D Sycamore Trail Reconstruction Adopt Assessment Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: OCTOBER 16, 2017 AGENDA #: 7D PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER PRESENTED BY: JASON WEDEL AGENDA ITEM: PUBLIC HEARING TO CONSIDER APPROVAL OF A RESOLUTION ADOPT- ING THE ASSESSMENT ROLL FOR THE SYCAMORE TRAIL ROAD RECON- STRUCTION IMPROVEMENT PROJECT (PROJECT #TRN17-000005) DISCUSSION: Introduction This agenda item is necessary to adopt the assessment roll for the Sycamore Trail Road Reconstruction Improvement Project. History Each year the City reconstructs street segments that are scheduled for reconstruc- tion as part of its Capital Improvement Program (CIP) and have exceeded their useful design life. The City uses the Capital Improvement Program and its Pave- ment Management Program to plan for infrastructure improvements and the fi- nancing for capital improvements. At its September 26, 2016 meeting the City Council adopted Resolution 16-121 authorizing staff to prepare a Feasibility Re- port for the Sycamore Trail Road Reconstruction Project as outlined in the CIP. The M.S. Chapter 429 process applies to all projects that will be financed in whole or in part through special assessments or bond proceeds. For bidding purposes, this project was combined with three other project areas. This was done to simplify the bidding process and to better coordinate construc- tion scheduling with one contractor. Sycamore Trail includes improvements to Maplewood Townsite, RLS 33, RLS 94, RLS 108, and Willows 1st Addition located in Section 3, Township 114, Range 22. Structures in this area were built between 1928-1988 but most were generally built in the 1970’s. The proposed improvements include street reconstruction or recla- mation, storm sewer, storm water quality, sanitary sewer, watermain, concrete curb and gutter, and appurtenant work. At the November 28th, 2016 City Council meeting, the Council accepted the feasi- bility study and scheduled the Public Hearing for January 23rd, 2017. On January 23, 2017, the City Council held the Public Hearing and adopted Reso- lution 17-010 ordering the improvement project. Several options for a turnaround were brought to City Council and discussed, ulti- mately staff was directed to provide a design for a hammerhead. Discussions with the residents at the end of Sycamore Trail and the Willow Beach Association ulti- mately determined the design in the plan set at the time. Residents of Sycamore 2 Trail still opposed a turnaround and requested to have it removed from the design and the cost applied to burying the electric lines. In addition to the Public Hearing, the City has held three informational meetings to discuss the project. The last informational meeting was an open house held on March 29, 2017 and offered residents the opportunity to comment on the proposed plans. City staff explained the proposed design and went over potential property impacts individually with residents. On April 10, 2017 the City Council approved the project plans and specifications and authorized the advertisement for bids for the 2017 Reconstruction Improve- ment Projects. On May 22, 2017 the City Council accepted bids and awarded the City’s standard- ized construction contract for the 2017 Reconstruction Improvement Projects to Geislinger and Sons, Inc. At this time the City Council removed the proposed hammerhead turnaround from the project. Current Circumstances The proposed improvements include street reconstruction, storm sewer, storm wa- ter quality, sanitary sewer, watermain, concrete curb and gutter, and appurtenant work. Construction of the project is currently ongoing with the anticipated substan- tial completion date of October 31, 2017. ISSUES: The Assessment Review Committee has reviewed and agrees with the assessment map, assessment rate, and method of assessment. The unit method for the as- sessment is used due to the uniformity of benefit received by the benefited parcels and the relative consistency in parcel size. 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. As been in past practice in residential neighborhoods, the Assessment Review Workgroup recommends the unit method of assessment due to the fact that lots in the project area are of similar size. The remaining amounts should be recov- ered through the general ad valorem property tax. The estimated assessment rate per the Feasibility Report is proposed at $9,459.25/unit. A number of residents have shared their concerns that the as- sessment rate was high and they are hoping for lower assessments once the bids have been received. With the bids received, the estimated proposed assessment is $10,527/unit. The project bid included the hammerhead turnaround. After awarding the contract, the hammerhead turnaround was removed from the project allowing additional savings, resulting in a revised assessment amount of $9,142.22 per unit. 3 FINANCIAL IMPACT: The Sycamore Trail Road Improvement Project is proposed to be financed by Spe- cial Assessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fund. The amount shown in the table below is an estimate based on the bid prices received. Funding sources and amounts are as shown below: Estimated Project Costs and Financing Item Estimated Project Costs Assessments City Share Streets1 $321,136 $128,454 $192,681 Sanitary Sewer $17,899 $17,899 Watermain $178,000 $178,000 Storm Sewer1 $79,884 $17,821 $62,063 Total $596,919 $146,276 $450,643 1 Includes Option 1 - Dead End Total Assessed $146,276 Number of Units 16 Unit Assessment $9,142.22 Unit Assessment from Prelim Report $9,459.25 ALTERNATIVES: 1. Conduct the public hearing and if no new substantive information is offered, ap- prove a resolution adopting the assessment roll as submitted for the Sycamore Trail Road Improvement Project #TRN17-000005. 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: Motion and second for approval of alternative #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ A RESOLUTION ADOPTING ASSESSMENTS FOR THE SYCAMORE TRAIL ROAD RECONSTRUCTION IMPROVEMENT PROJECT (CITY PROJECT #TRN17-000005) Motion By: Second By: WHEREAS, Pursuant to proper notice duly given as required by law, the Council has met and heard and passed upon all objections to the proposed assessments for the Sycamore Trail Road Reconstruction Improvement Project, City Project #TRN17-000005. 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 proposed assessment for the Sycamore Trail Road Reconstruction Improvement Project, City Project #TRN17-000005, a copy of which is attached hereto and made part hereof, is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefitted by the proposed improvement in the amount of the assessment levied against it. 3. The portion of the cost of such improvements to be paid by the City is hereby declared to be $450,643, and the portion of the cost to be assessed against benefited property owners is declared to be $146,276. 4. Assessments shall be payable on an equal principal installment method extending over a period of ten (10) years for the street improvements. The first installment shall be the annual principal plus interest calculated from the public hearing date to the end of this year plus twelve months of the following year and shall bear interest at the rate of 3.8% per annum from the date of the adoption of the assessment resolution. 5. The owner of any property so assessed may, at any time prior to certificati on of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of the payment, except that no interest will be charged if the entire assessment is paid within thirty (30) days, and he/she may, at any time thereafter, pay to the city treasurer the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the next succeeding year. 6. The Finance Director shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of Scott County. Such assessments shall be collected and paid to the City in the same manner as other municipal taxes. Passed and adopted by the Prior Lake City Council this 16th day of October, 2017 2 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager FINAL ASSESSMENT ROLL 2017 Street Improvement Project - Sycamore Trail Full Street Reconstruction 16 No.Legal Description Parcel Address PID Property Owner Assessible Units Unit Assessment Amount Total Assessments 1 SubdivisionName MAPLEWOOD TOWNSITE Lot 001 SubdivisionCd 25098 3508 SYCAMORE TRL SW 250980010 HACKETT WILLIAM B 3508 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 2 SubdivisionName MAPLEWOOD TOWNSITE Lot 002 SubdivisionCd 25098 3498 SYCAMORE TRL SW 250980020 WARMKA ROBERT E 3498 SYCAMORE TR SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 3 SubdivisionName MAPLEWOOD TOWNSITE Lot 004 SubdivisionCd 25098 & LOT 5 EX W 12' OF LOT 5 3486 SYCAMORE TRL SW 250980040 ROBINSON LAURA 3486 SYCAMORE TR SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 4 SubdivisionName MAPLEWOOD TOWNSITE Lot 006 SubdivisionCd 25098 & W 12' OF LOT 5 3478 SYCAMORE TRL SW 250980050 DAVENPORT WILLIAM G 3478 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 5 SubdivisionName MAPLEWOOD TOWNSITE Lot 7&8 SubdivisionCd 25098 3470 SYCAMORE TRL SW 250980060 MADER WESLEY M & CHARLOTTE 3470 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 6 SubdivisionName MAPLEWOOD TOWNSITE Lot 012 SubdivisionCd 25098 & LOT 13 & N1/2 OF 14 & P/O GOVT LOT 3 COM N'ERLY COR LOT 12, NW'ERLY ALONG NW'ERLY EXT NE'ERLY LN LOT 12 TO SHORE, SW'ERLY ALONG SHORE TO INT W/ W'ERLY EXT S LN N1/2 LOT 14, E'ERLY ALONG W'E 3442 SYCAMORE TRL SW 250980080 SHORT KIMI C & CHRISTOPHER T 2835 COUGAR PATH NW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 7 SubdivisionName MAPLEWOOD TOWNSITE Lot 015 SubdivisionCd 25098 & LOT 16 & S1/2 OF LOT 14 3420 SYCAMORE TRL SW 250980090 JOHNSON MARGARET A 3420 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 8 SubdivisionName MAPLEWOOD TOWNSITE Lot O/L Block 00A SubdivisionCd 25098 3483 SYCAMORE TRL SW 250980110 SPANIER MICHAEL T & KATHRYN A 3483 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 9 SubdivisionName MAPLEWOOD TOWNSITE Lot O-L Block 00C SubdivisionCd 25098 3437 SYCAMORE TRL SW 250980130 BAUCHLE JOHN F & DARLA D 3437 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 10 SubdivisionName MAPLEWOOD TOWNSITE Lot O-L Block 00D SubdivisionCd 25098 N'ERLY 120' OF 3415 SYCAMORE TRL SW 250980160 SUTHERLAND JOSHUA 3415 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 11 SubdivisionName MAPLEWOOD TOWNSITE Lot O-L Block 00B SubdivisionCd 25098 3469 SYCAMORE TRL SW 250980180 HANSON TIMOTHY D & TAMMIE J 3469 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 12 SubdivisionName RLS 033 Lot TCT Block 00E SubdivisionCd 25106 N 107.4' OF 3385 SYCAMORE TRL SW 251060160 SMITH SCOTT J 3385 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 13 SubdivisionName RLS 094 Lot TCT Block 00A SubdivisionCd 25195 LYING SW OF LINE COM E COR, N 43-03-36 W 29.43' TO POB, N 52-25-03 W 196' TO SHORE & THERE TERMINATING 3454 SYCAMORE TRL SW 251950010 CHOUDEK DANIEL 3454 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 14 SubdivisionName RLS 108 Lot TCT Block 00B SubdivisionCd 25218 3380 SYCAMORE TRL SW 252180020 TRUST NUMBER 250 3380 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 15 SubdivisionName RLS 108 Lot TCT Block 00C SubdivisionCd 25218 3402 SYCAMORE TRL SW 252180030 CURRY RONALD D & KATHY J 3402 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 16 SubdivisionName RLS 108 Lot TCT Block 00D SubdivisionCd 25218 3406 SYCAMORE TRL SW 252180040 EICHTEN THOMAS J & EVE D 3406 SYCAMORE TRL SW PRIOR LAKE MN 55372 1 $9,142.22 $9,142.22 16 $146,275.52 Construction Method: Total Units: Property Owner Address Prepared by: Bolton Menk, Inc. 2017 Street Reconstruction Project ǀ T18.112541 Assessment Roll Full Street Reconstruction Page 1 of 1