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HomeMy WebLinkAbout5N Receive Feasibility-Schedule Public Hearing ReportPhone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: PRESENTED BY: AGENDA ITEM: GOAL AREA AND OBJECTIVE: JANUARY 6, 2020 5N JAKE THEISEN, MAINTENANCE SUPERINTENDENT JAKE THEISEN ADOPT RESOLUTION NO. 20-007 ACCEPTING THE FEASIBILITY REPORT AND SCHEDULING A PUBLIC HEARING TO CONSIDER THE 2020 MILL AND OVERLAY PROJECT, CITY PROJECT #PIR20-000001 Transportation & Mobility 1.Maintain quality local street system based on a financially stable plan that meets Overall Condition targets. DISCUSSION: Introduction The purpose of this agenda item is to accept the Feasibility Report and schedule a Public Hearing to be held on February 3, 2020 for the 2020 Mill and Overlay Project. History Each year the City mills and overlays street segments that are part of its Capital Improvement Program (CIP). The City uses the CIP and its Pavement Management Program to plan for its infrastructure improvement and financing for capital improvements. Special assessments were planned to be part of the financing for this project. Minnesota Statute Chapter 429 identifies a process that applies to all projects that will be financed in whole or in part through special assessments or bond proceeds. At it’s November 4, 2019 meeting, the City Council adopted Resolution 19-127 authorizing staff to prepare a Feasibility Report for the 2020 Mill and Overlay Project. The next step is to accept the feasibility study and call for the Improvement Hearing. At the Improvement Hearing, interested persons may voice their concerns whether or not they are in the proposed assessment area. A reasonable methodology used to calculate individual assessments for the affected parcels must be available at the hearing. Current Circumstances The 2020 Street Improvement Project affects approximately 1.6 miles of roadway throughout the City. Proposed roadways to be improved are shown on the Location Map provided in the feasibility study and include Windsor Lane, Wellington Court, Wyndam Court, Blind Lake Trail, Lexington Court, Wilderness Trail, Crimson Court, and Cottonwood Lane. The proposed work type for 2020 is slightly different than that was done historically. In the past, the City has performed a mill and overlay where the bituminous pavement is edge milled and a layer of pavement, typically a 1.5” thick, is placed. Unfortunately, the streets that are of the age and needing an overlay are streets that were constructed in the 1990s, prior to the City’s design requirements of including a two-foot sand subgrade beneath the streets. Since these streets do not have the sand subgrade they are more susceptible to movement due to the ground beneath them freezing and thawing which makes them crack. Therefore, when the City completes a mill and overlay of the street cracks reflect from beneath the street up through the new pavement. This has raised concerns from residents who are being assessed for a new street surface and they see cracks appear within a year of the mill and overlay being completed. To address this concern staff is recommending modifying the construction methods again for 2020. Rather than doing an edge mill, a full width mill of the entire street from curb to curb will be completed. Then, prior to paving the new bitumous surface, a chip seal will be performed on the underlaying pavement. The chip seal acts as an elastic buffer between the older pavement underneath and the new pavement above. This is called an underseal and has been used by a number of surrounding communities and Scott County. The City of Eden Prairie uses this method and they have seen great success in minimizing the amount of reflective cracking coming up through their mill and overlay projects. Replacement of the curb and gutter will still occur where there is cracked or damaged curb and in locations to improve drainage. The feasibility report provides additional detail on the project and explores the necessity of rehabilitating the roadways as part of the City’s ongoing Street Improvement program. ISSUES: The City’s assessment policy is being followed for this project. The policy was updated in 2016 to include assessments for mill and overlay projects and a per lot amount was set as part of the City’s fee schedule. The Single-Family Assessment Rate was updated based in the Construction Cost Index and is set at $1,290 per single family lot for 2020 (0.8 or $1,032 for multifamily). FINANCIAL IMPACT: The 2020 Mill and Overlay Project is proposed to be financed by special Assessments and the Street portion of the General Fund. Revenue will come from two sources, the tax levy and special assessments. The 2020 budget is at a total of $700,000. The project as shown in the feasibility study is estimated at $680,000 The addition of the underseal is $50,162 which, is within to the total cost. Staff recommends moving forward with the project as presented. Once bids are received and the actual costs are known, street segments can be eliminated from the project to stay within the $700,000 budget. The City Council can reduce the scope of the project at the time of award, but it is not possible to add street segments due to the notification requirements outlined in state statute 429. ALTERNATIVES: 1.Approve a Resolution accepting the Feasibility Report and establishing a Public Hearing Date as part of the consent agenda. 2.Remove this item from the consent agenda for additional discussion, RECOMMENDED MOTION: Motion and second for Alternative #1 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 20-007 A RESOLUTION ACCEPTING THE FEASIBILITY REPORT AND SCHEDULING A PUBLIC HEARING TO CONSIDER THE 2020 MILL AND OVERLAY PROJECT, CITY PROJECT #PIR20-000001 Motion By: Second By: WHEREAS, Pursuant to Resolution 19-127, the City Council on November 4th, 2019 ordered a Feasibility Report to be prepared by the City’s Public Works Director with reference to the 2020 Mill and Overlay project; and WHEREAS, The Feasibility Report for the 2020 Mill and Overlay, dated January 6, 2020 contains information that the proposed project is necessary, cost effective, and feasible. 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 City Council hereby accepts the Feasibility Report as submitted. 3.The Council will consider the improvement of such streets and areas in accordance with the Report and the assessment of property described in the Report for all or a portion of the cost of improvements pursuant to Minnesota Statutes Chapter 429 at an estimated cost of improvements of $680,000.00 4.A Public Hearing shall be held on such proposed improvements on the 6th of January 2020 at Prior Lake City Hall, with the address of 4646 Dakota St. SE, City of Prior Lake, Minnesota at 7:00 p.m. statutory notice and publication requirements shall be followed. Passed and adopted by the Prior Lake City Council this 6th day of January 2020. VOTE Briggs Thompson Burkart Braid Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐☐ ☐ ☐ ☐ Absent ☐☐ ☐ ☐ ☐ ______________________________ Lori Olson, Assistant City Manager