HomeMy WebLinkAbout7A 2018 Mill and Overlay Public Hearing Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: APRIL 16, 2018
AGENDA #: 7A
PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER
PRESENTED BY: JASON WEDEL
AGENDA ITEM: PUBLIC HEARING TO CONSIDER APPROVAL OF A RESOLUTION
ORDERING THE IMPROVEMENTS FOR THE 2018 MILL & OVERLAY
IMPROVEMENT PROJECT, CITY PROJECT #STR18-000001 AND
PREPARATION OF PLANS AND SPECIFICATIONS
DISCUSSION: Introduction
The purpose of this agenda item is to receive comments on the 2018 Mill &
Overlay Project and if appropriate order the improvements. Approval of the
resolution ordering the improvements requires a 4/5ths vote.
We have learned that while every property within the proposed project area
received an address specific notice of public hearing, the original
newspaper notice did not include the name of four of the streets in the
project area. That issue has since been rectified by correcting and
republishing the notice in the newspaper and moving the public hearing
date from March 5, 2018 to April 16, 2018.
A second letter was also sent to all persons in the project area so they
know that the public hearing was moved to April 16, 2018.
So that the project may proceed expeditiously we are also asking the city
council to approve the plans and specifications and authorize
advertisement for bids tonight as a later agenda item.
Such action can be deferred of course if substantive information is
introduced at the hearing.
History
On December 4, 2017, the City Council ordered the preparation of a
feasibility study for the 2018 Mill & Overlay Project (Street Project #STR18-
000001). The feasibility study was necessary because a portion of the
funding for this project is proposed to come from special assessments.
State Statutes dictate that a feasibility study can either be initiated by a
petition of the affected property owners, or at the direction of the City
Council. This project was initiated at the direction of the City Council.
Identification of the areas proposed for mill and overlay in 2018 are a result
of the City’s ongoing Pavement Management Program. The program was
2
implemented to maximize the useful life of the City’s streets in a cost
effective manner.
Based on the Pavement Management Program data and field reviews by
City staff, the following streets were identified to be included in the 2018
Mill & Overlay Project.
Street From To
Carriage Hills Pkwy NE Pike Lake Trl NE Nightingale Cir NE
Carriage Hills Pkwy NE Nightingale Cir NE Bluebird Trl NE
Carriage Hills Pkwy NE Bluebird Trl NE Dove Ct NE
Carriage Hills Pkwy NE Dove Ct NE Raven Ct NE
Carriage Hills Pkwy NE Raven Ct NE
Wild Oaks Ter NE Greenway Ave NE Wild Oaks Ter NE
Wild Oaks Ter NE (Sac) Wild Oaks Ter NE
Hidden View Rd NE Shady Beach Trl NE Bay View Cir NE
Priorwood St SE Five Hawks Ave SE Duluth Ave SE
Priorwood St SE Priorwood St SE Priorwood St SE
Priorwood St SE (Sac) Priorwood St SE
Tranquility Ct SE Priorwood St SE
Tranquility Ct SE (Sac) Priorwood St SE
Willowwood St SE Five Hawks SE Willowwood Cir SE
Willowwood Cir SE Willowwood St SE
Willowwood Cir SE (Sac) Willowwood St SE
Willowwood St SW Willowwood Cir SE Peregrine Cir SW
Willowwood St SW Peregrine Cir SW Simpkins Ave SW
Willowwood St SW Westbury Ave SW Simpkins Ave SW
Willowwood St SW Willow Ln SW Westbury Ave SW
Simpkins Cir SW Willowwood St SE
Simpkins Cir SW (Sac) Willowwood St SE
Peregrine Cir SW Willowwood St SE
Peregrine Cir SW (Sac) Willowwood St SE
Simpkins Ave SW Willowwood St SW Cross St SW
Simpkins Ave SW Cross St SW Kestrel St SW
Kestrel St SW Westbury Ave SW Simpkins Ave SW
Westbury Ave SW Cross St SW Kestrel St SW
Westbury Ave SW Willowwood St SW Cross St SW
Cross St SW Westbury Ave SW Simpkins Ave SW
3
Nightingale Cir NE Carriage Hills Pkwy NE
Nightingale Cir NE (Sac) Carriage Hills Pkwy NE
Dove Ct NE Carriage Hills Pkwy NE Dove Ct NE
Raven Ct NE Carriage Hills Pkwy NE Raven Ct NE
Raven Ct NE Carriage Hills Pkwy NE
Raven Ct NE (Sac) Carriage Hills Pkwy NE
Dove Ct NE Carriage Hills Pkwy NE
Dove Ct NE (Sac) Carriage Hills Pkwy NE
Fish Point Rd SE Fairlawn Shores Trl SE TH 13
Fish Point Rd SE Fairlawn Shores Trl SE Forsythe Rd SE
Fairlawn Shores Trl SE Fish Point Rd SE Shannon Trl SE
Fairlawn Shores Trl SE Shannon Trl SE Indian Ridge Cir SE
Fairlawn Shores Trl SE Indian Rdge Cir SE Maves Trl SE
Fairlawn Shores Trl SE Maves Trl SE Lost Horizon Cir SE
Fairlawn Shores Trl SE Lost Horizon Cir SE 150th St SE
Lime Rd SW County Road 12 Center Rd SW
Lime Rd SW Center Rd SW
Center Rd SW Terrace Cir SW Lime Rd SW
Terrace Cir SW Center Rd SW
Terrace Cir SW (Sac) Center Rd SW
Center Rd SW Northwood Rd NW Terrace Cir SW
Maps of the proposed project areas are included in the Feasibility Report.
At the February 5, 2018 City Council meeting, the Council accepted the
feasibility report and scheduled the Public Hearing.
Current Circumstances
The 2018 Street Improvement Project affects approximately 3.6 miles of
roadway throughout the City. The proposed work type is a mill and overlay
where the bituminous pavement is edge milled and a layer of pavement,
typically 1.5” thick, is placed. This provides a smooth pavement surface as
well as providing a new structural layer to the roadway. Replacement of
the curb and gutter will occur where there is cracked or damaged curb and
in locations to improve drainage. The feasibility report explores the
necessity of rehabilitating the roadways within the developments as part of
the City’s ongoing Street Improvement program.
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.
4
The purpose of this Public Hearing is to determine if the project should
move forward. Completion of plans and specifications would be the next
step. Once they have been completed, they will be submitted to City
Council for approval and authorization to advertise for bids. The Council
could decide not to continue with the project upon receipt of the bids.
It is recommended to hold the Assessment Hearing in the fall so that
property owners can see the results of the project prior to the assessment
hearing. However, the proposed assessments have been established
according to the City’s 2018 Fee Schedule and are not dependent upon the
actual construction costs nor will they cover the entire construction cost.
Therefore the assessment hearing could be held any time.
ISSUES: The city’s ongoing objective has been to keep the city’s average street
Overall Condition Index (OCI) at 70. To accomplish this, the
recommendation has been to complete two miles of street reconstruction
and four miles of mill and overlay projects per year. Unfortunately, we
have not performed street maintenance to these amounts and the City’s
current OCI has declined to 65. Only through a regimen of comprehensive
maintenance and street replacement can we prevent our OCI from
declining further.
This will be the second pavement mill and overlay project that will be
completed under the revised City Assessment Policy. The City Council
approved amendments to the Assessment Policy so that street reclamation
and street overlay projects would be assessed at their regular meeting on
May 23, 2016.
It was concluded by the City Council that the use of assessments for
reclamation and mill and overlay projects was appropriate and provides a
funding source that reduces the overall tax levy by distributing a portion of
the costs to the benefitting property owners.
Per the Assessment Policy, the assessment rate in 2018 for street overlay
projects is $1,200 for single family and $960 for multifamily (0.8 x $1,200).
Commercial and industrial parcels are assessed based on their Residential
Equivalent Density (RED). The assessment period is over 5-years.
Based on the age of the City’s existing streets, the City is entering a time
period where more streets are in need of timely mill and overlay projects to
extend their useful lives. The previous method of funding these projects
put pressure on the tax levy. Utilizing special assessments brings greater
equity to the City’s funding of transportation improvements.
FINANCIAL
IMPACT:
The 2018 Mill and Overlay Project is proposed to be financed by Special
Assessments and a transfer from the General Fund to the Permanent
Improvement Revolving (PIR) Fund The total cost is estimated at
$630,000 which includes $482,306.40 in special assessments. The
remaining funding of $147,693.60 will come from the General Fund transfer.
The approved 2018 Capital Improvement Program and Budget
contemplated $650,000 in the newly created PIR Fund for this project.
5
Utilizing special assessment and the PIR fund for overlay projects allows
the city to complete four miles of street mill and overlay projects annually
as compared to two miles completed in prior years.
The overlay project will have an annual tax impact of $150,000-$210,000.
This is the amount that was levied in the General Fund Streets department
in prior years. The PIR fund allows the City more flexible use of revenues
from special assessments. For the City’s annual street mill and overlay
projects, financed with PIR Bonds, the revenues can be used for any
authorized purpose of the PIR Fund. For example, special assessments
collected from a previous improvement could be used to provide upfront
funding for the future improvement.
PIR Fund Bonds are secured by revenues of the Fund and not solely by
the special assessments of the financed improvements. It is anticipated
that, over time, the fund will be self-sustaining. Until we develop special
assessment prepayment history, we anticipate that the City will bond for
the special assessment portion, levy or transfer funds for a portion of the
costs and fund the remainder with prepayments of special assessments
collected from prior year(s) improvements.
ALTERNATIVES: 1. Open the public hearing, receive public input, and close the
hearing. If all questions are answered, make a motion and second
to adopt a resolution ordering the improvements and preparation of
plans and specifications.
2. Conduct and close the public hearing, take no action on the
resolution and direct the staff to prepare information as appropriate
so the city council can take the action it desires.
RECOMMENDED
MOTION:
Alternative 1.
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-___
ORDERING IMPROVEMENTS AND PREPARATION OF PLANS AND SPECIFICATIONS
FOR THE 2018 MILL AND OVERLAY PROJECT # STR18-000001.
Motion By: Second By:
WHEREAS, The Prior Lake City Council on its own initiative has determined that it desires to
complete the Public Improvements for the 2018 Mill & Overlay Project; and
WHEREAS, On February 5, 2018; the City Council accepted the Feasibility Report and called
for a Public Hearing to be held for the 2018 Mill & Overlay Project which includes
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 16th day of April 2018 city council meeting at which
time all persons desiring to be heard were given an opportunity to be heard
thereon; and
WHEREAS, 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).
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 Council by the required statutory 4/5ths vote does hereby order the project as
outlined in the feasibility report.
4. The Public Works Director is hereby designated as the Engineer for these improvements
and is authorized to record engineering expenses in the Permanent Improvement Revolving
Fund (#450-43500.00-55020.00-PIR18-000001).
5. The Engineer shall prepare plans and specifications for the making of such improvements
for the 2018 Mill & Overlay Project.
6. The City Council authorizes the following preliminary funding sources and corresponding
transfer of $148,000 to the Permanent Improvement Revolving Fund for the project:
General Fund $147,693.60
Assessments $482,306.40
Total $630,000.00
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 expected to be in an amount
not to exceed $645,000 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 475, 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.
Passed and adopted by the Prior Lake City Council this 16th day of April 2018
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager
City Logo
Jason Wedel, PEPublic Works Director/City EngineerCity of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372| Direct: 952.447.9832 | Main: 952.447.9800
From:Jason Wedel
To:oyjane2@gmail.com
Subject:RE: #STR18-00001 2018 Mill and Overlay Improvements
Date:Monday, March 12, 2018 10:38:00 AM
Attachments:image001.png
Mr. and Mrs. Horn,
You are correct. The public hearing that was scheduled for March 5th was canceled due to weather. The
public hearing has been rescheduled for April 16th. You will receive a notice in the mail of the revised
public hearing date if you haven’t already. I will include your comments at the public hearing on April
16th or you are certainly welcome to attend the meeting yourselves and mention your comments
directly to the City Council. The staff recommendation is to do your street this year based on the
condition of your existing pavement. However, if you want to request your street be delayed to the City
Council that is an option as well.
If you have any other questions or would like to discuss further, please let me know.
Thank you.
Jason
From: LeRoy Horn [mailto:oyjane2@gmail.com]
Sent: Monday, March 05, 2018 7:56 PM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: #STR18-00001 2018 Mill and Overlay Improvements
Assume the public hearing scheduled for today, March 5 at 7 pm was cancelled due to weather. Please
advise as to when this will be rescheduled.
We are owners of 6405 Wild Oaks Terrace, which is one of the 21 townhouse units in Wild Oaks
Townhouse Assn. Our street, Wild Oaks Terrace, was built in 2001 when the first units were built. Over
that 16 years, to the knowledge of even the “original” owners, there has never been any street
improvement, repair, etc. A few years ago, the city told us we were not on the schedule, but should be
the following year. Nothing ever came of that. We even requested crack filling. Obviously, you have the
records for the past 16 years as to any street maintenance done.
We now understand there may be an assessment of approx. $1200 per unit. It is our opinion (not
speaking for the other 20 units), that any street work here should be normal maintenance covered by
city street improvement funds, not an assessment. The street is not in very bad shape.
If we as an HOA were to take a vote (and I have no idea how that would turn out), would you entertain
our petition to delay work to another year? Yes, we understand costs can increase. But it is our opinion
that whenever the proposed improvements are done, they should be covered by city funds.
This is our 50th year in Prior Lake (3 different homes), so we love it here obviously. Thanks for your
consideration. And let us know when & where the hearing will be. Thank you.
LeRoy & Jane Horn
6405 Wild Oaks Terrace
Prior Lake, MN 55372
952.447.3061
oyjane2@gmail.com
From:Jason Wedel
To:sawdusttherapy.m@gmail.com
Subject:Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
Date:Monday, March 19, 2018 11:04:50 AM
Attachments:pastedImage.png
Mr. Johannes,
Thank you for your email. I will do my best to respond to all of your questions and concerns. I
don't know all of the service history on your particular street. I do know that our public works
department does perform crack sealing and seal coating on public streets as needed. However, it
does become necessary to perform mill & overlay projects when the age of a street is
approximately 20 years old. Sometimes it might be a few years earlier or a few years later, but at
around 20 years a mill & overlay is needed. A number of factors can influence the timing on the
need for this type of project. The quality of the initial construction, the types of soils that are
located beneath the street, the amount of heavy traffic, etc. The City performs inspections of all
of our streets each year and gives them an Overall Condition Index (OCI) rating. The ratings range
from 0 to 100, with 100 being a brand new street and 0 being the worst possible condition. These
ratings are then used to prioritize which streets are constructed each year. The City Council has
made it a goal to have the average OCI rating for the entire City of 70.
After the mill & overlay is completed the City will be back in future years to perform additional
crack sealing and seal coating. The goal is to get our streets to last 40-50 years. Once they reach
40-50 years of age it will be necessary to perform a complete reconstruction of the street. To
perform mill & overlay projects and street reconstruction projects when needed the City's goal is
to complete 4 miles of mill & overlay and 2 miles of reconstruction each year. To fund these
projects the City has chosen to assess a portion of the construction cost to the adjacent
properties that benefit from the project. As a resident, you have the opportunity to express your
opinions publicly to the City Council on a couple of occasions. First, a public hearing is being held
on April 16th during the normal City Council meeting. At that public hearing the City Council will
take public input and then decide whether or not to order the project. If the project moves
forward an assessment hearing will be held this fall. At the assessment hearing the City Council
will take public input on the particulars of the actual assessments. You will receive notification in
the mail prior to both of these hearings.
Regarding why your neighborhood has some private streets, I don't have the history on that.
However, if your association was interested in pursuing turning over your private streets to the
City and making them public I can certainly discuss that with you further. It would involve making
sure the private streets are constructed to City standards and the necessary right of way is in
place.
If you have any other questions or would like to discuss further, please let me know.
Thank you.
Jason Wedel, PEPublic Works Director/City EngineerCity of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372| Direct: 952.447.9832 | Main: 952.447.9800
Jason
From: 2018Overlay
Sent: Monday, March 19, 2018 8:29 AM
To: Jason Wedel
Subject: FW: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
-----Original Message-----
From: Mike Johannes [mailto:sawdusttherapy.m@gmail.com]
Sent: Monday, March 12, 2018 2:09 PM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
I can understand the need for the proposed repairs as listed in the letters I have received about the
2018 street repairs. I don’t agree with the fact that all residents that benefit from these repairs will be
assessed for those costs. I have lived in the Wild Oaks Townhome development since June 2002 and am
not sure just when the Wild Oaks Terrace Street was completed. I am not well versed on street
construction or maintenance schedules however in the 15+ years I have lived here the only maintenance
I am aware of that the city has completed is street sweeping and snow plowing. It is possible there were
some crack filling repairs years ago but that would be the only street maintenance to the street
surfaces. I am very familiar with the importance of scheduled routine maintenance and even preventive
maintenance services that will assure full life cycle usage of constructed buildings and grounds and am
sure streets fall into this category requiring such services throughout the expected life cycle. Our
association hired a contractor two years ago to grind out and fill the cracks, since the city hadn’t, to try
to keep the street from further deterioration.
It is the city’s responsibility to see that the streets are properly maintained and in a timely manor to
assure a normal usage life cycle. It appears the city has missed the boat on the normal cycle of street
maintenance in the past so now there is a much higher cost to restore the street surface. My initial
question about the other streets listed is in the letter is: (Are those streets requiring the overlay
improvement because of the lack of proper maintenance too)? Since the lack of routine maintenance is
the root cause of the street deterioration the city should be completing this repair without an additional
assessment and treat it as regular street maintenance services. What is going to be the ongoing future
schedule for the street maintenance services to assure a normal street life cycle, and what are those
services?
I also have a side issue not related to the above street repairs. In our association of 21 units there are 9
units that are on private streets which is almost half of the association. The private streets have curbs,
gutters, sanitary sewers, city water, storm sewers, street lights, fire hydrants, and black top surfaces
they look like regular city streets, however are considered a private street. I just don’t understand how
a development like ours would have been allowed to have private streets such as ours. I live in a city
paying city taxes, one would think the street out in front of one’s home would be a city street. There are
streets much like ours that are maintained by the city even though they don’t meet current
requirements for a city street, so what gives?
Mike Johannes
952-240-0085
From:Jason Wedel
To:Mike Johannes
Subject:RE: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
Date:Friday, March 23, 2018 3:49:00 PM
Mr. Johannes,
I have added my comments below in green. Let me know if you have any other questions.
Thank you.
Jason Wedel
From: Mike Johannes <sawdusttherapy.m@gmail.com>
Sent: Friday, March 23, 2018 11:13 AM
To: Jason Wedel <jwedel@cityofpriorlake.com>
Subject: Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
Mr. Wedel,
I made some notations in your previous emails in red with more questions.
On Mar 22, 2018, at 12:41 PM, Jason Wedel <jwedel@cityofpriorlake.com> wrote:
Mr. Johannes,
Unfortunately, we don’t keep the history of the OCI ratings for each street. REALLY? We just have
the current ratings. So there’s now trending of street conditions/deterioration? The City’s
pavement model provides a rating in “real-time” of all of our streets. It has a build in degradation
formula that automatically adjusts the ratings of each street every year. When we do our field
inspections we confirm that the current rankings are accurate or if the need to be tweaked up or
down. We then make adjustments as needed. We inspect approximately 25% of our City streets
each year so each street is inspected once every four years. Therefore in between inspections we
count on the automatic degradation built into the computer model to modify the street ratings.
Wild Oaks Terrace is currently shown as a 72 in our ratings. Streets are typically eligible for mill &
overlay when the rating is between 45 to 65. We are above the range and a long way from the
bottom of the range so why the rush to do this now? We are recommending doing your street now
because the pavement surface has issues. I think there was likely an issue with the quality of the
bituminous that the developer who built the street used. It has deteriorated in such a way that is
not typical. Sealcoating your street is no longer a viable option in its current condition. We
therefore want to get the mill & overlay done now to make sure we preserve the life of the street
for as long as possible. Your street is a little better than 65 (7% better) but there are other factors
we look at too. What are some of the other factors? If the city had completed the sealcoating
sometime in the past 13 years it looks like it would have possibly made the full 20 year cycle. As I
stated above, there is an issue with the original pavement that was installed on your street. The
current surface deterioration is not typical. The City has crack sealed the street previously but a
sealcoat would not be effective on this pavement. This is the primary reason why we are
recommending that the street get done now.
If you have any other questions, please let me know.
Thanks.
Jason
From: Mike Johannes <sawdusttherapy.m@gmail.com>
Sent: Thursday, March 22, 2018 11:22 AM
To: Jason Wedel <jwedel@cityofpriorlake.com>
Subject: Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace
NE
Mr Wedel,
Thanks for responding to my email. I hadn't heard about the OCI rating system for our streets here
in Prior Lake before your response. I would be interested in knowing what our streets history of the
OCI ratings were over the past 10 or so years.
Thanks
Michael Johannes
952-240-0085
On Mar 19, 2018 11:04 AM, "Jason Wedel" <jwedel@cityofpriorlake.com> wrote:
Mr. Johannes,
Thank you for your email. I will do my best to respond to all of your questions and
concerns. I don’t know all of the service history on your particular street. Who does
know the history?I do know that our public works department does perform crack sealing
and seal coating on public streets as needed. So why was our street not a part of the
maintenance routine in the last 13 years? However, it does become necessary to
perform mill & overlay projects when the age of a street is approximately 20 years old.
Sometimes it might be a few years earlier or a few years later, but at around 20 years a mill
& overlay is needed.I moved into this development in June 2002 and the final overlay of
blacktop was put down in 2005 that makes our street 13 years old this summer. That is a
long way from the twenty year cycle. If the city does this street evaluation annually then
why didn’t our street get the seal coating and maintenance it should have had to assure
something closer to the twenty year cycle? A number of factors can influence the timing on
the need for this type of project.Like the lack of normal street maintenance! The quality of
the initial construction, the types of soils that are located beneath the street, the amount of
heavy traffic, etc.Our street doesn’t see much heavy traffic like many other streets we only
have one garage hauler so one truck a week and two trucks every other week with
an occasional deliver truck and no thru traffic only residents and guest use this street, I
would consider our street low usage or a light usage street, is this a correct statement ? The
City performs inspections of all of our streets each year and gives them an Overall Condition
Index (OCI) rating. The ratings range from 0 to 100, with 100 being a brand new street and
0 being the worst possible condition. These ratings are then used to prioritize which streets
are constructed each year. The City Council has made it a goal to have the average OCI
rating for the entire City of 70. So if you don’t save past years (OCI) readings how do you
gage or plan upcoming repairs or maintenance of the streets?
<image001.png>
Jason Wedel, PEPublic Works Director/City EngineerCity of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372| Direct: 952.447.9832 | Main: 952.447.9800
After the mill & overlay is completed the City will be back in future years to perform
additional crack sealing and seal coating.Will our Association have to remind the city to do
this or will this be on someone's schedule to be completed this time? The goal is to get our
streets to last 40-50 years. Once they reach 40-50 years of age it will be necessary to
perform a complete reconstruction of the street. To perform mill & overlay projects and
street reconstruction projects when needed the City's goal is to complete 4 miles of mill &
overlay and 2 miles of reconstruction each year. To fund these projects the City has chosen
to assess a portion of the construction cost to the adjacent properties that benefit from the
project. As a resident, you have the opportunity to express your opinions publicly to the
City Council on a couple of occasions. First, a public hearing is being held on April 16th
during the normal City Council meeting. At that public hearing the City Council will take
public input and then decide whether or not to order the project. If the project moves
forward an assessment hearing will be held this fall. At the assessment hearing the City
Council will take public input on the particulars of the actual assessments. You will receive
notification in the mail prior to both of these hearings.
Regarding why your neighborhood has some private streets, I don’t have the history on
that. Who does? However, if your association was interested in pursuing turning over
your private streets to the City and making them public I can certainly discuss that with you
further. What defines a city street verses a private street? I look out my window at a gravel
street or road (Conroy St NE) is that a definition of a city street? If it is then ours should
certainly fit into the mix also. I have also toured the area around us and it appears there are
streets that look like our private streets that are maintained by the city as a city street: such
as Rutgers St NE, GraylingCir NE, Cove Ave SE and others I am not sure where Conroy St NE
fits into this at all. Why and how do these streets meet the city requirements and ours
doesn’t? It would involve making sure the private streets are constructed to City standards
and the necessary right of way is in place.
If you have any other questions or would like to discuss further, please let me
know.
Thank you.
Jason
From: 2018Overlay
Sent: Monday, March 19, 2018 8:29 AM
To: Jason Wedel
Subject: FW: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks
Terrace NE
-----Original Message-----
From: Mike Johannes [mailto:sawdusttherapy.m@gmail.com]
Sent: Monday, March 12, 2018 2:09 PM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace
NE
I can understand the need for the proposed repairs as listed in the letters I have received about
the 2018 street repairs. I don’t agree with the fact that all residents that benefit from these
repairs will be assessed for those costs. I have lived in the Wild Oaks Townhome development
since June 2002 and am not sure just when the Wild Oaks Terrace Street was completed. I am
not well versed on street construction or maintenance schedules however in the 15+ years I have
lived here the only maintenance I am aware of that the city has completed is street sweeping and
snow plowing. It is possible there were some crack filling repairs years ago but that would be the
only street maintenance to the street surfaces. I am very familiar with the importance of
scheduled routine maintenance and even preventive maintenance services that will assure full life
cycle usage of constructed buildings and grounds and am sure streets fall into this category
requiring such services throughout the expected life cycle. Our association hired a contractor two
years ago to grind out and fill the cracks, since the city hadn’t, to try to keep the street from
further deterioration.
It is the city’s responsibility to see that the streets are properly maintained and in a timely manor
to assure a normal usage life cycle. It appears the city has missed the boat on the normal cycle of
street maintenance in the past so now there is a much higher cost to restore the street surface.
My initial question about the other streets listed is in the letter is: (Are those streets requiring the
overlay improvement because of the lack of proper maintenance too)? Since the lack of routine
maintenance is the root cause of the street deterioration the city should be completing this
repair without an additional assessment and treat it as regular street maintenance services. What
is going to be the ongoing future schedule for the street maintenance services to assure a normal
street life cycle, and what are those services?
I also have a side issue not related to the above street repairs. In our association of 21 units there
are 9 units that are on private streets which is almost half of the association. The private streets
have curbs, gutters, sanitary sewers, city water, storm sewers, street lights, fire hydrants, and
black top surfaces they look like regular city streets, however are considered a private street. I
just don’t understand how a development like ours would have been allowed to have private
streets such as ours. I live in a city paying city taxes, one would think the street out in front of
one’s home would be a city street. There are streets much like ours that are maintained by the
city even though they don’t meet current requirements for a city street, so what gives?
Mike Johannes
952-240-0085
City Logo
Jason Wedel, PEPublic Works Director/City EngineerCity of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372| Direct: 952.447.9832 | Main: 952.447.9800
From:Jason Wedel
To:wstrout@aol.com
Subject:RE: 6359 Wild Oaks Terrace
Date:Monday, March 12, 2018 10:54:00 AM
Attachments:image001.png
Mr. Strout
Thank you for your email. You are correct that the assessment amount for the mill & overlay project is
$1,200. This amount is set by the City Council each year as part of their adoption of the City’s annual
Fee Schedule.
The City recommends streets for mill & overlay as part of the life cycle of maintenance for the roadway.
Completing timely mill & overlay projects extend the life of the roadway and helps delay the full
reconstruction of the street as long as possible. We try to do mill & overlay projects when the street is
approximately 20 years old. Sometimes it might be a few years earlier or later depending on the
condition of the street, but we try to get it done close to that age. Last year was the first year the City
began to assess for this type of project. This was done to help fund a portion of the cost so we could do
more miles of streets per year.
I understand that you believe that the City failed to perform other maintenance such as crack filling and
therefore do not believe you should be assessed for this project. I can certainly mention this to the City
Council at the public hearing that will be held on April 16th or you can come to that meeting and state it
directly to the City Council. The public hearing was originally scheduled for March 5th but was canceled
due to weather. You will be receiving a new notice, if you haven’t already, stating the new public
hearing date of April 16th. I just wanted to make sure you were aware of the change in date for the
meeting.
If you have any other questions or would like to discuss further, please let me know.
Thank you.
Jason
From: wstrout@aol.com [mailto:wstrout@aol.com]
Sent: Wednesday, March 07, 2018 12:29 PM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: 6359 Wild Oaks Terrace
To Whom It May Concern;
I am writing regarding the above captioned street overlay project at a cost to each homeowner.
It is my understanding that each home owner will possibly be charged an unofficial assessment of 1200.00
for a street overlay due to the fact the street is "too far gone" to seal coat and chip.
As a homeowner I strongly oppose such an assessment. The city for some reason overlooked or failed to do
normal street maintenance. The city neglected to do any street repair, crack filling etc in the past 16 years to
ensure the life of the street. I feel these monies should come out of the city street fund and not from an
assessment inasmuch as it was the city who failed to maintain the street.
Please consider an alternative plan for the homeowners of Wild Oaks Terrace on this matter.
Regards,
Terry L. Strout
owner of 6359 Wild Oaks Terrace NE
Prior Lake, MN 55372
City Logo
Jason Wedel, PEPublic Works Director/City EngineerCity of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372| Direct: 952.447.9832 | Main: 952.447.9800
From:Jason Wedel
To:stevenbean@mchsi.com
Subject:RE: Concern of Wild Oaks Repair Funding
Date:Thursday, March 22, 2018 3:13:00 PM
Attachments:image001.png
Mr. and Mrs. Andrzejewski,
Thank you for your email. I don't know all of the service history on your particular street. I do
know that our public works department does perform crack sealing and seal coating on public
streets as needed. However, it does become necessary to perform mill & overlay projects when
the age of a street is approximately 20 years old. Sometimes it might be a few years earlier or a
few years later, but at around 20 years of age a mill & overlay is needed. A number of factors can
influence the timing on the need for this type of project. The quality of the initial construction,
the types of soils that are located beneath the street, the amount of heavy traffic, etc. The City
performs inspections of all of our streets each year and gives them an Overall Condition Index
(OCI) rating. The ratings range from 0 to 100, with 100 being a brand new street and 0 being the
worst possible condition. These ratings are then used to prioritize which streets receive a mill &
overlay each year. The City Council has made it a goal to have the average OCI rating for the
entire City of 70.
After the mill & overlay is completed the City will be back in future years to perform additional
crack sealing and seal coating. The goal is to get our streets to last 40-50 years. Once they reach
40-50 years of age it will be necessary to perform a complete reconstruction of the street. To
perform mill & overlay projects and street reconstruction projects when needed the City's goal is
to complete 4 miles of mill & overlay and 2 miles of reconstruction each year. To fund these
projects the City has chosen to assess a portion of the construction cost to the adjacent properties
that benefit from the project. As a resident, you have the opportunity to express your opinions
publicly to the City Council on a couple of occasions. First, a public hearing is being held on
April 16th during the normal City Council meeting. At that public hearing the City Council will
take public input and then decide whether or not to order the project. If the project moves forward
an assessment hearing will be held this fall. At the assessment hearing the City Council will take
public input on the particulars of the actual assessments. You will receive notification in the mail
prior to both of these hearings.
Thank you again for your comments. If you are unable to attend the public hearing on April 16th I will
make sure to present your concerns to the City Council.
Thank you.
Jason Wedel
From: Steve Andrzejewski <stevenbean@mchsi.com>
Sent: Thursday, March 22, 2018 9:51 AM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: Concern of Wild Oaks Repair Funding
Dear Mr. Boyles, Mr. Theisen & Ms. Thompson:
I am a resident of Wild Oaks Terrace and am writing to express my disagreement with the proposed
assessment for the repairs to the cul de sac in Wild Oaks.
While I appreciate the fact that the city is proposing repairs to the street, I disagree with the city’s
determination that the residents of Wild Oaks should be assessed $1,200.00 each for the repair.
My disagreement with this determination is based on the fact that each resident of Wild Oaks Terrace
pays property taxes every year.
Part of that property tax goes to maintain and repair the streets in the city of Prior Lake, which includes
the cul de sac in Wild Oaks.
Additionally, it is the city of Prior Lake’s responsibility for routine maintenance of the city’s streets.
Based on discussions with long-term residents of the association and the management companies we’ve
employed, there has not been any routine maintenance on the cul de sac.
This would seem to be a significant oversight and error on the city’s part, yet you are proposing that the
residents pay for that error?
In addition, the Wild Oaks Homeowner’s Association paid for the crack sealing that was done to the cul
de sac last year, the city didn’t.
Therefore, we’ve already paid for repairs / routine maintenance that should have been covered by the
city.
In closing, I would like reiterate that, while I appreciate proposed repairs to the cul de sac, I do not agree
that the residents should be assessed for it.
We have all paid our taxes every year and it was the city’s responsibility to maintain our street.
Thank you,
Steve & Shana Andrzejewski
6364 Wild Oaks Terrace NE
Prior Lake, MN 55372
952-233-3435
City Logo
Jason Wedel, PEPublic Works Director/City EngineerCity of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372| Direct: 952.447.9832 | Main: 952.447.9800
From:Jason Wedel
To:mtjensens@yahoo.com
Subject:RE: Proposed assessment for Wild Oaks Terrace
Date:Friday, March 23, 2018 9:16:00 AM
Attachments:image001.png
Mr. Laramy and Ms. Jensen,
Thank you for your email. I don't know all of the service history on your particular street. I do
know that our public works department does perform crack sealing and seal coating on public
streets as needed and that we have crack sealed Wild Oaks Terrace in the past. However, it does
become necessary to perform mill & overlay projects when the age of a street is approximately 20
years old. Sometimes it might be a few years earlier or a few years later, but at around 20 years of
age a mill & overlay is needed. A number of factors can influence the timing on the need for this
type of project. The quality of the initial construction, the types of soils that are located beneath
the street, the amount of heavy traffic, etc. The City performs inspections of all of our streets
each year and gives them an Overall Condition Index (OCI) rating. The ratings range from 0 to
100, with 100 being a brand new street and 0 being the worst possible condition. These ratings
are then used to prioritize which streets receive a mill & overlay each year. The City Council has
made it a goal to have the average OCI rating for the entire City of 70.
After the mill & overlay is completed the City will be back in future years to perform additional
crack sealing and seal coating. The goal is to get our streets to last 40-50 years. Once they reach
40-50 years of age it will be necessary to perform a complete reconstruction of the street. To
perform mill & overlay projects and street reconstruction projects when needed the City's goal is
to complete 4 miles of mill & overlay and 2 miles of reconstruction each year. To fund these
projects the City Council has chosen to assess a portion of the construction cost to the adjacent
properties that benefit from the project. As a resident, you have the opportunity to express your
opinions publicly to the City Council on a couple of occasions. First, a public hearing is being
held on April 16th during the normal City Council meeting. At that public hearing the City
Council will take public input and then decide whether or not to order the project. If the project
moves forward, an assessment hearing will be held this fall. At the assessment hearing the City
Council will take public input on the particulars of the actual assessments. You will receive
notification in the mail prior to both of these hearings.
Thank you again for your comments. If you are unable to attend the public hearing on April 16th I will
make sure to present your concerns to the City Council.
Thank you.
Jason Wedel
From: Terri Jensen <mtjensens@yahoo.com>
Sent: Thursday, March 22, 2018 10:58 PM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: Proposed assessment for Wild Oaks Terrace
Dear Mr. Boyles, Mr. Theisen & Ms. Thompson:
My husband and I are residents of Wild Oaks Terrace and are writing to express our
disagreement with the proposed assessment for the repairs to the cul de sac on Wild Oaks
Terrace.
We understand that repairs DO need to be made to this road, however, we disagree with the
city’s determination that the households here should be assessed $1,200.00 each for the
repair.
Our disagreement with this determination is based on the fact that each resident of Wild Oaks
Terrace pays property taxes every year. Part of that property tax goes to maintain and repair
the streets in the City of Prior Lake, which includes the cul de sac in Wild Oaks. Additionally, it
is the City of Prior Lake’s responsibility for routine maintenance of the city’s streets.
Based on discussions with long-term residents of the association and the management
companies we’ve employed, there has not been any routine maintenance done on this cul de
sac. This would seem to be a significant oversight and error on the city’s part, yet you are
proposing that the residents pay for that error? In addition, the Wild Oaks Homeowner’s
Association paid for the crack sealing that was done to the cul de sac last year, the city
didn’t. It appears that was a bandaid that shouldn’t have been needed if the street had been
properly maintained earlier.
In closing, we would like reiterate that we do not agree that the residents should be assessed
for it.
We have all paid our taxes every year and it was the city’s responsibility to maintain our street.
Thank you,
Jay Laramy and Teresa Jensen
6356 Wild Oaks Terrace N.E.
Prior Lake, MN 55372
From:Jason Wedel
To:michaelbdemarco@gmail.com
Subject:RE: Wild Oaks
Date:Monday, March 12, 2018 10:44:00 AM
Mr. DeMarco,
Thank you for your email. In response to your question, the City Council implemented assessing for mill & overlay
projects beginning in 2017. This was done to help fund the timely maintenance of our streets and delay full
reconstruction projects as long as possible by doing more miles of mill & overlay each year. To accomplish this, the
options were to increase property taxes or to assess a portion of the cost to the properties that are directly benefitting
from the project. The City Council decision was to assess a portion of the cost.
Currently the more basic maintenance such as crack sealing and seal coating are paid for out of the City's general
fund.
If you have any other questions or would like to discuss further, please let me know.
Thank you.
Jason
Jason Wedel, PE
Public Works Director/City Engineer
City of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372
| Direct: 952.447.9832 | Main: 952.447.9800
-----Original Message-----
From: Michael DeMarco [mailto:michaelbdemarco@gmail.com]
Sent: Tuesday, March 06, 2018 12:34 PM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: Wild Oaks
As a tax payer I struggle with the concept of a special assessment for normal street maintenance. I already pay a
variety of taxes, this one appears redundant, placed on a small group of voters.
How do you define what comes out of the road and bridge fund, and what is a special assessment?
Regards,
Mike DeMarco
Sent from my iPad
From:Jason Wedel
To:Mike Johannes
Subject:Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
Date:Saturday, March 24, 2018 12:21:55 PM
Mr. Johannes,
Please see my responses below in green.
Thank you.
Jason Wedel
From: Mike Johannes <sawdusttherapy.m@gmail.com>
Sent: Saturday, March 24, 2018 11:45 AM
To: Jason Wedel
Subject: Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace
NE
I had made these comments on your previous email also.
On Mar 23, 2018, at 3:48 PM, Jason Wedel <jwedel@cityofpriorlake.com> wrote:
From: Mike Johannes <sawdusttherapy.m@gmail.com>
Sent: Thursday, March 22, 2018 11:22 AM
To: Jason Wedel <jwedel@cityofpriorlake.com>
Subject: Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay
Improvements of Wild Oaks Terrace NE
Mr Wedel,
Thanks for responding to my email. I hadn't heard about the OCI rating
system for our streets here in Prior Lake before your response. I would be
interested in knowing what our streets history of the OCI ratings were
over the past 10 or so years.
Thanks
Michael Johannes
952-240-0085
On Mar 19, 2018 11:04 AM, "Jason Wedel" <jwedel@cityofpriorlake.com>
wrote:
Mr. Johannes,
Thank you for your email. I will do my best to respond to all of
your questions and concerns. I don’t know all of the service history
on your particular street. Who does know the history?
Speaking with our public works staff it is my understanding
that the City has done crack sealing on your street. Seal
coating has not been done in recent years because the
surface of your street has deteriorated in such a way that
seal coating would not last nor be effective in prolonging the
life of your street. It appears there may be an issue with the
bituminous that was installed by your developer when the
street was paved originally.I do know that our public works
department does perform crack sealing and seal coating on public
streets as needed. So why was our street not a part of the
maintenance routine in the last 13 years? It has been
included. However, it does become necessary to perform mill &
overlay projects when the age of a street is approximately 20 years
old. Sometimes it might be a few years earlier or a few years later,
but at around 20 years a mill & overlay is needed.I moved into
this development in June 2002 and the final overlay of
blacktop was put down in 2005 that makes our street 13 years old
this summer. That is a long way from the twenty year cycle. If the
city does this street evaluation annually then why didn’t our street
get the seal coating and maintenance it should have had to assure
something closer to the twenty year cycle? Your street has
received maintenance. The need to do the mill & overlay is a result
of the quality of the initial construction by your developer nothing
to do with the City's maintenance or the age of the street. We are
fearful that if we do not perform a mill & overlay soon then your
street will soon deteriorate to the point of needing to be
completely reconstructed. The cost and assessments for a
complete reconstruction are substantially higher than doing a mill
& overlay. That is why we are trying to address this issue now
before it is too late. A number of factors can influence the timing
on the need for this type of project.Like the lack of normal street
maintenance! It is not due to lack of maintenance as stated
above. The quality of the initial construction, the types of soils that
are located beneath the street, the amount of heavy traffic,
etc.Our street doesn’t see much heavy traffic like many other
streets we only have one garage hauler so one truck a week and
two trucks every other week with an occasional deliver truck and
no thru traffic only residents and guest use this street, I would
consider our street low usage or a light usage street, is this a
correct statement ? I agree that your street has lower traffic
volumes than others. The City performs inspections of all of our
streets each year and gives them an Overall Condition Index
(OCI) rating. The ratings range from 0 to 100, with 100 being a
brand new street and 0 being the worst possible condition. These
ratings are then used to prioritize which streets are constructed
each year. The City Council has made it a goal to have the average
OCI rating for the entire City of 70. So if you don’t save past years
(OCI) readings how do you gage or plan upcoming repairs
or maintenance of the streets? We know we need to do
approximately 4 miles of streets each year to keep up with the
entire street system and we select the streets that need it the
most each year based on their current ratings. We also try to
cluster areas together when possible to make the projects more
efficient to construct.
After the mill & overlay is completed the City will be back in future
years to perform additional crack sealing and seal coating.Will
our Association have to remind the city to do this or will this be on
someone's schedule to be completed this time? Once your street
receives a mill & overlay it will then be scheduled to receive crack
sealing within a couple of years and a seal coat a few years after
that. The goal is to get our streets to last 40-50 years. Once they
reach 40-50 years of age it will be necessary to perform a complete
reconstruction of the street. To perform mill & overlay projects
and street reconstruction projects when needed the City's goal is
to complete 4 miles of mill & overlay and 2 miles of reconstruction
each year. To fund these projects the City has chosen to assess a
portion of the construction cost to the adjacent properties that
benefit from the project. As a resident, you have the opportunity
to express your opinions publicly to the City Council on a couple of
occasions. First, a public hearing is being held on April 16th during
the normal City Council meeting. At that public hearing the City
Council will take public input and then decide whether or not to
order the project. If the project moves forward an assessment
hearing will be held this fall. At the assessment hearing the City
Council will take public input on the particulars of the actual
assessments. You will receive notification in the mail prior to both
of these hearings.
Regarding why your neighborhood has some private streets, I don’t
have the history on that. Who does? Your developer made a
conscious decision to install private streets when they proposed
the development to the City for approval. Typically developers like
private streets because they don't have to meet the same setback
requirements for the homes from the street and they don't need
to dedicate the required right of way. This allows them to
construct more homes within the development and make more
money. You would need to go back and ask your developer to
confirm exactly why they requested private streets for your
neighborhood. However, if your association was interested in
pursuing turning over your private streets to the City and making
them public I can certainly discuss that with you further. What
defines a city street verses a private street? I look out my window
at a gravel street or road (Conroy St NE) is that a definition of a city
street? If it is then ours should certainly fit into the mix also. I have
also toured the area around us and it appears there are streets
that look like our private streets that are maintained by the city as
a city street: such as Rutgers St NE, GraylingCir NE, Cove Ave SE
and others I am not sure where Conroy St NE fits into this at all.
Why and how do these streets meet the city requirements and
ours doesn’t? A city street involves the construction of the street
itself which include the width, materials, thickness of the aggregate
base and bituminous as well as dedicating the necessary right of
way. If you would like to pursue this further I would suggest
setting up a meeting and I would be happy to discuss with
representatives from your home owners association. It would
involve making sure the private streets are constructed to City
standards and the necessary right of way is in place.
If you have any other questions or would like to discuss
further, please let me know.
Thank you.
Jason
From:Jason Wedel
To:Mike Johannes
Subject:RE: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
Date:Monday, March 26, 2018 4:07:00 PM
Mr. Johannes,
For a new development, a City street would be required to be located within a minimum of 50-foot wide right of way, be 32-feet wide from curb to curb, and have concrete curb and gutter, with a street section of 24-inches of sand and 6-inches
of aggregate base and 4-inches of bituminous pavement.
Conroy Street is an older city street that was accepted prior to our current city standards. However, it does have the necessary right of way so that it could be constructed in the future to current city standards. The private street in your
neighborhood does not have enough room for the required 50 feet of right of way. I believe there is only approximately 60 feet between your buildings as they currently exist. The setback from a home to the right of way line is required to be
25-feet. Therefore you need 25-foot set back +50-foot right of way +25 set back on the other side of the street = 100 feet between homes to meet current City standards. You are therefore approximately 40-feet too narrow. I am sure that is
why your developer proposed to make your street private otherwise the three units on the east side of the street would have had to been eliminated. In addition, you would need a cul-de-sac at the end of your private street that could
accommodate a snow plow and fire truck turning around, similar to the cul-de-sac on the public portion of your street.
If you have any other questions, please let me know.
Thank you.
Jason Wedel
From: Mike Johannes <sawdusttherapy.m@gmail.com>
Sent: Monday, March 26, 2018 2:21 PM
To: Jason Wedel <jwedel@cityofpriorlake.com>
Subject: Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
Mr. Wedel
In the last paragraph I had a couple questions regarding definition of city street verses a private street and also a question about the street that runs around behind our development Conroy Street NE. What qualifies Conroy as a city street? It is
a gravel road, no curbs or gutters, no storm sewers, and it is quite narrow. It would appear that if the city considers Conroy to be a city street just about anything else would or should also be qualified including the private streets in our
development .
Thank You
Mike Johannes
On Mar 24, 2018, at 12:21 PM, Jason Wedel <jwedel@cityofpriorlake.com> wrote:
Mr. Johannes,
Please see my responses below in green.
Thank you.
Jason Wedel
From: Mike Johannes <sawdusttherapy.m@gmail.com>
Sent: Saturday, March 24, 2018 11:45 AM
To: Jason Wedel
Subject: Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
I had made these comments on your previous email also.
On Mar 23, 2018, at 3:48 PM, Jason Wedel <jwedel@cityofpriorlake.com> wrote:
From: Mike Johannes <sawdusttherapy.m@gmail.com>
Sent: Thursday, March 22, 2018 11:22 AM
To: Jason Wedel <jwedel@cityofpriorlake.com>
Subject: Re: 2018 Proposed Proj. #Str18-00001 Mill and Overlay Improvements of Wild Oaks Terrace NE
Mr Wedel,
Thanks for responding to my email. I hadn't heard about the OCI rating system for our streets here in Prior Lake before your response. I would be interested in knowing what our streets history of the OCI
ratings were over the past 10 or so years.
Thanks
Michael Johannes
952-240-0085
On Mar 19, 2018 11:04 AM, "Jason Wedel" <jwedel@cityofpriorlake.com> wrote:
Mr. Johannes,
Thank you for your email. I will do my best to respond to all of your questions and concerns. I don’t know all of the service history on your particular street. Who does know the
history? Speaking with our public works staff it is my understanding that the City has done crack sealing on your street. Seal coating has not been done in recent years
because the surface of your street has deteriorated in such a way that seal coating would not last nor be effective in prolonging the life of your street. It appears there may
be an issue with the bituminous that was installed by your developer when the street was paved originally.I do know that our public works department does perform crack sealing
and seal coating on public streets as needed. So why was our street not a part of the maintenance routine in the last 13 years? It has been included. However, it does become
necessary to perform mill & overlay projects when the age of a street is approximately 20 years old. Sometimes it might be a few years earlier or a few years later, but at around 20 years a
mill & overlay is needed.I moved into this development in June 2002 and the final overlay of blacktop was put down in 2005 that makes our street 13 years old this summer. That is a long
way from the twenty year cycle. If the city does this street evaluation annually then why didn’t our street get the seal coating and maintenance it should have had to assure something closer
to the twenty year cycle? Your street has received maintenance. The need to do the mill & overlay is a result of the quality of the initial construction by your developer nothing to do with
the City's maintenance or the age of the street. We are fearful that if we do not perform a mill & overlay soon then your street will soon deteriorate to the point of needing to be completely
reconstructed. The cost and assessments for a complete reconstruction are substantially higher than doing a mill & overlay. That is why we are trying to address this issue now before it is
too late. A number of factors can influence the timing on the need for this type of project.Like the lack of normal street maintenance! It is not due to lack of maintenance as stated
above. The quality of the initial construction, the types of soils that are located beneath the street, the amount of heavy traffic, etc.Our street doesn’t see much heavy traffic like many other
streets we only have one garage hauler so one truck a week and two trucks every other week with an occasional deliver truck and no thru traffic only residents and guest use this street, I
would consider our street low usage or a light usage street, is this a correct statement ? I agree that your street has lower traffic volumes than others. The City performs inspections of all of
our streets each year and gives them an Overall Condition Index (OCI) rating. The ratings range from 0 to 100, with 100 being a brand new street and 0 being the worst possible condition.
These ratings are then used to prioritize which streets are constructed each year. The City Council has made it a goal to have the average OCI rating for the entire City of 70. So if you don’t
save past years (OCI) readings how do you gage or plan upcoming repairs or maintenance of the streets? We know we need to do approximately 4 miles of streets each year to keep up with
the entire street system and we select the streets that need it the most each year based on their current ratings. We also try to cluster areas together when possible to make the projects
more efficient to construct.
After the mill & overlay is completed the City will be back in future years to perform additional crack sealing and seal coating.Will our Association have to remind the city to do this or will
this be on someone's schedule to be completed this time? Once your street receives a mill & overlay it will then be scheduled to receive crack sealing within a couple of years and a seal coat
a few years after that. The goal is to get our streets to last 40-50 years. Once they reach 40-50 years of age it will be necessary to perform a complete reconstruction of the street. To
perform mill & overlay projects and street reconstruction projects when needed the City's goal is to complete 4 miles of mill & overlay and 2 miles of reconstruction each year. To fund these
projects the City has chosen to assess a portion of the construction cost to the adjacent properties that benefit from the project. As a resident, you have the opportunity to express your
opinions publicly to the City Council on a couple of occasions. First, a public hearing is being held on April 16th during the normal City Council meeting. At that public hearing the City
Council will take public input and then decide whether or not to order the project. If the project moves forward an assessment hearing will be held this fall. At the assessment hearing the
City Council will take public input on the particulars of the actual assessments. You will receive notification in the mail prior to both of these hearings.
Regarding why your neighborhood has some private streets, I don’t have the history on that. Who does? Your developer made a conscious decision to install private streets when they
proposed the development to the City for approval. Typically developers like private streets because they don't have to meet the same setback requirements for the homes from the street
and they don't need to dedicate the required right of way. This allows them to construct more homes within the development and make more money. You would need to go back and ask
your developer to confirm exactly why they requested private streets for your neighborhood. However, if your association was interested in pursuing turning over your private streets to the
City and making them public I can certainly discuss that with you further. What defines a city street verses a private street? I look out my window at a gravel street or road (Conroy St NE) is
that a definition of a city street? If it is then ours should certainly fit into the mix also. I have also toured the area around us and it appears there are streets that look like our private streets
that are maintained by the city as a city street: such as Rutgers St NE, GraylingCir NE, Cove Ave SE and others I am not sure where Conroy St NE fits into this at all. Why and how do these
streets meet the city requirements and ours doesn’t? A city street involves the construction of the street itself which include the width, materials, thickness of the aggregate base and
bituminous as well as dedicating the necessary right of way. If you would like to pursue this further I would suggest setting up a meeting and I would be happy to discuss with
representatives from your home owners association. It would involve making sure the private streets are constructed to City standards and the necessary right of way is in place.
If you have any other questions or would like to discuss further, please let me know.
Thank you.
Jason
City Logo
Jason Wedel, PEPublic Works Director/City EngineerCity of Prior Lake | 17073 Adelmann St. SE | Prior Lake, MN 55372| Direct: 952.447.9832 | Main: 952.447.9800
From:Jason Wedel
To:oz.bette@gmail.com
Subject:RE: Concern of Wild Oaks Repair Funding
Date:Monday, April 09, 2018 9:35:00 AM
Attachments:image001.png
Mr. and Mrs. Osgar,
Thank you for your email. I don't know all of the service history on your particular street. I do
know that our public works department does perform crack sealing and seal coating on public
streets as needed and that we have crack sealed Wild Oaks Terrace in the past. However, it does
become necessary to perform mill & overlay projects when the age of a street is approximately 20
years old. Sometimes it might be a few years earlier or a few years later, but at around 20 years of
age a mill & overlay is needed. A number of factors can influence the timing on the need for this
type of project. The quality of the initial construction, the types of soils that are located beneath
the street, the amount of heavy traffic, etc. The City performs inspections of all of our streets
each year and gives them an Overall Condition Index (OCI) rating. The ratings range from 0 to
100, with 100 being a brand new street and 0 being the worst possible condition. These ratings
are then used to prioritize which streets receive a mill & overlay each year. The City Council has
made it a goal to have the average OCI rating for the entire City of 70.
After the mill & overlay is completed the City will be back in future years to perform additional
crack sealing and seal coating. The goal is to get our streets to last 40-50 years. Once they reach
40-50 years of age it will be necessary to perform a complete reconstruction of the street. To
perform mill & overlay projects and street reconstruction projects when needed the City's goal is
to complete 4 miles of mill & overlay and 2 miles of reconstruction each year. To fund these
projects the City Council has chosen to assess a portion of the construction cost to the adjacent
properties that benefit from the project. As a resident, you have the opportunity to express your
opinions publicly to the City Council on a couple of occasions. First, a public hearing is being
held on April 16th during the normal City Council meeting. At that public hearing the City
Council will take public input and then decide whether or not to order the project. If the project
moves forward, an assessment hearing will be held this fall. At the assessment hearing the City
Council will take public input on the particulars of the actual assessments. You will receive
notification in the mail prior to both of these hearings.
Thank you again for your comments. If you are unable to attend the public hearing on April 16th I will
make sure to present your concerns to the City Council.
Thank you.
Jason Wedel
-----Original Message-----
From: Bette Osgar <oz.bette@gmail.com>
Sent: Monday, April 02, 2018 10:47 PM
To: 2018Overlay <2018Overlay@cityofpriorlake.com>
Subject: Concern of Wild Oaks Repair Funding
Dear Mr. Boyles, Mr. Theisen & Ms. Thompson:
I am a resident of Wild Oaks Terrace and am writing to express my disagreement with the proposed
assessment for the repairs to the cul de sac in Wild Oaks.
While I appreciate the fact that the city is proposing repairs to the street, I disagree with the city’s
determination that the residents of Wild Oaks should be assessed $1,200.00 each for the repair.
My disagreement with this determination is based on the fact that each resident of Wild Oaks Terrace
pays property taxes every year.
Part of that property tax goes to maintain and repair the streets in the city of Prior Lake, which includes
the cul de sac in Wild Oaks.
Additionally, it is the city of Prior Lake’s responsibility for routine maintenance of the city’s streets.
Based on discussions with long-term residents of the association and the management companies we’ve
employed, there has not been any routine maintenance on the cul de sac.
This would seem to be a significant oversight and error on the city’s part, yet you are proposing that the
residents pay for that error?
In addition, the Wild Oaks Homeowner’s Association paid for the crack sealing that was done to the cul
de sac last year, the city didn’t.
Therefore, we’ve already paid for repairs / routine maintenance that should have been covered by the
city.
In closing, I would like reiterate that, while I appreciate proposed repairs to the cul de sac, I do not agree
that the residents should be assessed for it.
We have all paid our taxes every year and it was the city’s responsibility to maintain our street.
Thank you,
Bette and Richard Osgar
6376 Wild Oaks Terrace NE
Prior Lake, MN 55372
952-903-0225