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HomeMy WebLinkAbout2005-067 Council Resolution• • CITY OF LINO LAKES RESOLUTION NO. 05 -67 RESOLUTION ADOPTING PAVEMENT MANAGEMENT POLICIES WHEREAS, the City Engineer has presented the Pavement Management Report to the Council for acceptance, and WHEREAS, City staff has presented the Pavement Management Financing Report to the Council for acceptance, and WHEREAS, it has been requested that these policies be adopted by the Council; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LINO LAKES, MINNESOTA: 1. Adopt the Pavement Management Policies. Adopted by the Lino Lakes City Council this 9t" day of May, 2005. ATTEST: Ann J. BIir, City Clerk AGENDA ITEM 6Eiii STAFF ORIGINATOR: James E. Studenski COUNCIL MEETING DATE: May 9, 2005 TOPIC: Resolution No. 05 -67, Adopting Pavement Management Policies VOTE REQUIRED: Simple Majority BACKGROUND: At the April 6 and 20, 2005 Work Sessions, staff presented the Pavement Management Policies to the City Council. The intent of the policy is to establish the procedures for implementation of the Pavement Management Program. It was then requested, at the April 20, 2005 Work Session, that these policies be adopted by the Council. Attached is a survey of other surrounding communities' storm water utility fees. OPTIONS: 1. Return to staff for further review. 2. Adopt Resolution Number 05 -67, Adopting Pavement Management Policies. 3. Not adopt Resolution Number 05 -67. RECOMMENDATION: Option No. 2 - Staff recommends that Resolution No. 05 -67 be adopted. Draft Draft 4 -18 -2005 Draft PAVEMENT MANAGEMENT POLICIES TABLE OF CONTENTS I. PURPOSE 1 II. ESTABLISHMENT OF RATING SYSTEM 1 III. PAVEMENT MANAGEMENT CATEGORIES 1 A. Street Reconstruction B. Street Maintenance IV. PROJECT SELECTION CRITERIA 2 V. FINANCING 2 VI. STORM WATER UTILITY VII. ASSESSMENTS •VIII. MAXIMUM ASSESSMENT RATE 5 IX. TERM OF ASSESSMENTS 5 X INTEREST RATE ON ASSESSMENTS 6 XL CORNER LOTS 6 XII. IRREGULARLY SHAPED LOTS 6 XIII. LOT WIDTH 6 XIV. COLLECTOR STREET CREDITS 6 XV. CAPITAL IMPROVEMENT PROGRAM 6 XVI. MAINTENANCE OF STREETS 6 XVII. MUNICIPAL UTILITIES 7 KVIII. CITY STANDARD STREET DESIGN 8 KIX. SENIOR CITIZEN/DISABILITY SPECIAL ASSESSMENT DEFERRALS 8 • Pavement Management Policy i 05/02/05 -208- • • Draft Draft 4 -18 -2005 Draft I. PURPOSE The Pavement Management Program (PMP) sets forth a system for the optimal maintenance of streets to extend their useful life and the reconstruction of streets, which have exceeded their useful life, and establishes a funding strategy to maximize available resources to carry the maintenance and reconstruction activities. The Pavement Management Program Policies will guide the timing and type of maintenance actions and reconstruction activities and the fmancing of activities. These policies will preserve the City's asset of streets, provide for the safe and efficient travel of its citizens, retain property values, keep the City attractive and desirable, and minimize costs to the property owners and taxpayers of the City. II. ESTABLISHMENT OF RATING SYSTEM A. Background. In 2004, the City and TKDA investigated and evaluated every block of City pavement to establish its condition based upon what defects each block contained. City records were investigated to obtain knowledge of how old each block is and what maintenance has occurred throughout its history. This information was then entered into a nationally accepted computer program that identifies and analyzes all defects in each block of road and records it together with all relevant information concerning that block to determine the capable condition of the street. B. Index. The program rates the streets by using an Overall Condition Index (OCI) having a 1 -100 scale with 100 being a perfect new street. It then projects the OCI of a segment and gives budget - dependent maintenance protocols for a given time period. It is the City's goal to maintain an overall OCI rating of 70. C. Rating Procedure. Each City street shall be rated every four years by the public works /engineering staff. This will be accomplished by reviewing 25% of the street mileage every year. III. PAVEMENT MANAGEMENT CATEGORIES The pavement management categories considered for City streets will be as follows: A. Street Reconstruction (OCI 0 -40. "Problem" category) Includes: Storm Sewer Grade Changes Subgrade Correction (Major/Minor) Install Concrete Curb and Gutter Pavement Management Policy 1 05/02/05 -209- • Draft Draft 04 -18 -2005 Draft Recycle Existing Pavement Financing: Lot/Unit Assessment Commercial /Industrial = 50% of project cost up to maximum assessment rate Residential = 50% of project cost up to maximum assessment rate City contributes balance from General Fund, State Aid Funds, or other sources. B. Street Maintenance. 1. Overlay (OCI Includes: 2. 40 -70, "Marginal" category) Crack Filling Milling Surface Patching Pothole Subgrade and Base Correction Repair or Replace Concrete Curb and Gutters 1 1/2 Inch Bituminous Surface Overlay Financing: City General Fund or other sources Sealcoat (OCI 70 -100, "Adequate" category) Includes: Pothole Filling Crack Filling Sealcoat Financing: City General Fund or other sources IV. PROJECT SELECTION CRITERIA The OCI rating shall serve as the base criteria for project selection. In addition to the OCI, streets shall be evaluated according to Average Daily Traffic (ADT), Stormwater Management, Public Utilities and project priority groupings to achieve economies of scale. The City Engineer shall annually prepare a five year Street Maintenance & Reconstruction Plan based on these criteria for review and approval by the City Council. V. FINANCING The components of the Pavement Management Program (PMP) will be financed as follows: A. Maintenance (Sealcoating and Overlays) — The City will levy a property tax each year to pay for annual maintenance costs as outlined in the PMP. B. Local Street Reconstruction — The City will use: Pavement Management Policy -210- 05/02/05 Draft Draft 04-18-2005 Draft 1. General Obligation Street Reconstruction Bonds authorized under Minnesota Statutes Chapter 475 for reconstruction projects where the existing street width is adequate and /or where no additional improvements, such as curb and gutter, are needed. 2. General Obligation Improvement Bonds authorized under Minnesota Statutes Chapter 429 for reconstruction projects where the existing street width is not adequate and /or where additional improvements, such as curb and gutter, are needed and at least 20% of the project cost is to be assessed. 3. General Obligation Bonds authorized under Minnesota Statutes Chapter 475. for reconstruction projects where the existing street width is not adequate and /or where additional improvements, such as curb and gutter, are needed and less than 20% of the project cost will be assessed. Street reconstruction projects financed through these means will be funded from special assessments to benefited properties, proceeds from the storm water utility, and city tax levies and other sources. C. Municipal State Aid Streets. 1. MSA funds or bonds will be used to finance reconstruction of streets designated as part of the City's MSA system. 2. Properties benefiting from these projects will specially assessed according to the same formula used for benefited properties on local streets. Other financing sources, including but not limited to, proceeds from the storm water utility and city tax levies may also be used. VI. STORM WATER UTILTY The City Council shall establish and maintain a storm water utility as authorized under Minnesota Statutes Chapter 444, for the purpose of financing those costs of the PMP related to storm water improvements, and for maintaining the storm water management system. VII. ASSESSMENTS A. The following is the general Street Reconstruction Policy for special assessments to benefiting property. 1. It is the policy of the City to special assess abutting benefiting property for street reconstruction costs, but not in excess of the special benefit to the Pavement Management Policy 3 05/02/05 -211- • • Draft Draft 04 -18 -2005 Draft property. This policy applies to all streets that are the responsibility of the City. 2. The maximum assessment rate for the reconstruction of previously paved streets shall be determined according to Section VIII of this policy. 3. Assessments shall not exceed any of the following: (a) the special benefit to the property being assessed; (b) the total project cost. (c) the maximum assessment rate. 4. Project cost includes both direct construction costs, including land acquisition, and all indirect costs such as engineering, legal, fiscal and administration. Method of Assessment The City Council, shall assess street improvements on the basis of a Lot /Unit assessment. The Lot/Unit assessment shall be calculated as follows: 1. Rural, Single Family, Two Family Residential Districts. (a) One half of the total cost of the improvements shall be divided by the total front footage for the improvement. The quotient of this shall be the Calculated Assessment Rate. (b) The Calculated Assessment Rate shall be compared to the Maximum Assessment Rate, as provided for under this policy and the lesser of the two shall be the Assessment Rate. (c) The Assessment Rate shall be multiplied by the minimum required lot width of the respective zoning district that applies. The product of this shall be the Lot/Unit Assessment (d) Exceptions. Where parcels in Rural Zoning Districts have less than the minimum required lot width they shall be evaluated under the lot width requirements of the most applicable single family district. ii. Where parcels within zoning districts have less than the minimum required lot width of the respective district the Lot /Unit Assessment shall be calculated by multiplying the individual lot width by the Assessment Rate. Pavement Management Policy 4 05/02/05 -212- Draft Draft 04 -18 -2005 Draft IP2. Medium & High Density Residential, Commercial and Industrial Districts (a) One half of the total cost of the improvements shall be divided by the total front footage for the improvement, as determined under this policy. The quotient of this shall be the Calculated Assessment Rate. (b) The Calculated Assessment Rate shall be compared to the Maximum Assessment Rate, as provided for under this policy and the lesser of the two shall be the Assessment Rate. (c) The Assessment Rate shall be multiplied by the minimum required lot width of the respective zoning district that applies. The product of this shall be the Lot/Unit Assessment. (d) Parcels shall be converted into an equivalent number of parcel units by dividing the area of the parcel by the minimum lot area of the respective zoning district. The quotient of this shall be the Unit Assessment Multiplier. (e) The Lot/Unit Assessment shall be multiplied by the Unit Assessment Multiplier. The product of this shall be the assessment amount. 3. When an assessable parcel from an improvement project is subdividable under City Code, the City will assign the maximum number of Lots/Units to the parcel that would result from a future subdivision under the current City Code. 4. Nothing herein shall preclude the City Council from assessing 100% of a project cost upon receipt of a Petition and Waiver of Irregularity and Appeal from 100% of the property owners benefiting from the project. VIII. MAXIMUM ASSESSMENT RA 'E The base year for the street assessment under the Pavement Management Program will be 2005. The maximum assessment rate shall be $77.00 per front footage. This rate shall be adjusted annually (January 1) using the National Engineering News Record (ENR) cost index. IX. TERM OF ASSESSMENTS Project costs assessed under this policy will be collected over a 15 year period. Pavement Management Policy 5 05/02/05 -213- • • Draft Draft 04 -18 -2005 Draft X. INTEREST RATE ON ASSESSMENTS An interest rate of assessments shall be charged at 2% over the rate of bonds issued to finance the project. The minimum interest rate shall be 7% per annum. XI. CORNER LOTS Comer lots in Single Family, Two Family and Medium Density Districts where single - family homes, two - family homes, townhomes, or condominiums are - built, will be a part of the improvement and assessment process if the driveway for the subject corner lot is on the improvement street. Such lot shall be assessed on a unit basis the same as interior lots. However, regardless of driveway location, where a lot is subdividable and such subdivision fronts the improvement street, the parcel shall be assessed for all units in excess of the original lot. XII. IRREGULARLY SHAPED LOTS Irregularly shaped lots will be considered on an individual basis. Such lots will be measured and assessed on their average width with the lot width at the front setback line taken into consideration. XIII. LOT WIDTH Lot width is generally considered the lot width at the front setback line, with the exception of irregularly shaped lots. XIV. COLLECTOR STREET CREDITS All residential properties, with the exception of properties with a density of greater than 6 units /acre, will only be assessed for a city standard street as defined in Section XVIII., of this policy. Residential properties with greater than 6 units per acre density and commercial /industrial properties will be assessed toward the entire cost of street improvement as outlined in these policies. XV. CAPITAL IMPROVEMENT PROGRAM The Street Maintenance and Reconstruction Plan, established per Section IV, shall be part of the City's Capital Improvement Program which is prepared during the budgeting process. XVI. MAINTENANCE OF STREETS A. General Maintenance. An important element of a good street Pavement Management Plan Program is to provide good maintenance practices. Streets should be swept as early as possible in the spring to help dry the streets; cracks should be filled as early as possible in the year to prevent moisture into the sub- Pavement Management Policy 6 05/02/05 -214- • Draft Draft 04 -18 -2005 Draft base; filling of potholes should be made as necessary to prevent travel hazards and damage to sub -base; and special maintenance shall be consistently performed to protect and prolong the life of the pavement. The City Council needs to provide the necessary funding in the budget to perform the necessary maintenance work in a timely and professional manner. B. Special Maintenance. Special maintenance shall be include timely seal coating and bituminous overlays on streets as follows: aiiten assurance orney 'VII. MUNICIPAL UTILITIES. A. In instances where street reconstruction is proposed within areas not currently serviced by municipal sanitary sewer and /or water, the City shall provide for the extension of these services in conjunction with the improvement project subject to the following: 1. Municipal sanitary sewer and water are available to service the project area. The City's Comprehensive Plan guides the area for sewered development. Pavement Management Policy 7 05/02/05 -215- Age of Street Maintenance Action 5 — 7 years First sealcoating 10 —14 years Second sealcoating 15 — 21 years Third sealcoating 20 — 28 years First overlay 25 — 35 years First sealcoating 30 — 42 years Second sealcoating 35 — 49 years Second overlay 40 — 56 years First sealcoating 47 — 65 years Road reconstruction aiiten assurance orney 'VII. MUNICIPAL UTILITIES. A. In instances where street reconstruction is proposed within areas not currently serviced by municipal sanitary sewer and /or water, the City shall provide for the extension of these services in conjunction with the improvement project subject to the following: 1. Municipal sanitary sewer and water are available to service the project area. The City's Comprehensive Plan guides the area for sewered development. Pavement Management Policy 7 05/02/05 -215- • Draft Draft 05 -6 -2005 Draft 1. With the exception of trunk improvements (i.e., oversizing or overdepth) sanitary sewer and water main extension shall be 100% assessed to benefited properties provided that such assessments do not exceed the following: (a) the special benefit to the property being assessed; (b) the total project cost. 27 All sanitary sewer and water main improvements proposed to be paid for by special assessments shall be subject to the provisions and procedures of Minnesota Statute, Chapter 429 and City Charter, Chapter 8. Such A ., Charter requirements. XVIII. CITY STANDARD STREET DESIGN A. The City Standard Street Design shall be 32 feet from back of curb to back of curb . 1. Exception. In cases were the existing street proposed for reconstruction is 29 feet wide or less, and not a Municipal State Aid Road, County, or other designated collector road, the street shall be reconstructed to a maximum width of 29 feet from back of curb to back of curb. All such streets constructed to such width shall be limited to parking on one side and be signed accordingly. B. The pavement section shall consist of a minimum 7 -ton design, which consists of 1 -1/2 inches of bituminous wearing course, 2 inches of bituminous base course, and 8 inches of Class 5 aggregate base course. XIX. SENIOR CITIZEN /DISABILITY SPECIAL ASSESSMENT DEFERRALS. Owners of homestead property aged 65 or older, or who are retired by virtue of permanent and total disability may, if eligible, apply for deferral of special assessments in accordance with Ordinance 07 -90. Pavement Management Policy 05/06/05 Storm Water Utility Survey City • Blaine • Coon Rapids Circle Pines Ramsey Andover Mounds View Blaine staff is in the process of developing a policy to present to their City Council this fall, 2005. They are modeling their Storm Water Utility policy after the policy that Coon Rapids has in place. Fees: Effective November 1, 2002 Fees: Billed quarterly Single family - $6.50 per unit Medium density (townhomes) - $4.70 per unit High density (apartments) - $2.50 per unit Commercial - $41.00 per acre Parks & open space - $4.00 per acre Elementary & middle schools - $12.00 per acre High schools -jr. colleges- $22.00 per acre Churches - 25.00 per acre Other public & semi - public property The Circle Pines Storm Water Utility policy will go into effect April 1, 2005 and will be part of the Centennial Utilities operation. Fees: Billed monthly Residential - $3.00 Commercial - Calculate surface run -off Implemented 3 years ago. Fees: Outsource their billing (Connexus) - billed quarterly Residential - $7.50 Commercial - Based on engineers calculations Effective June 17, 2003 Fees: Billed quarterly Single family - 5.44 per unit Multiple dwelling - $11.96 per unit Business, commercial, industrial & public - 22.84 per acre Elementary, middle & high schools - $10.87 per acre Churches - $10.87 per acre Increased fees January 26, 2004 Fees: Billed quarterly Single & 2- family residential - $7.50 per quarter Medium density - 40.99 per quarter High density - $49.72 per quarter /acre Industrial - $49.72 per quarter /acre School /church /public - $22.89 per quarter /acre Shoreview Hugo • Implemented in the 1980's Fees: Billed quarterly Single family - $9.96 per unit Multi- family & townhomes - $10.56 per unit Condos - $68.74 per acre Apartments, commercial, industrial, public instututions, churches & hotels - $83.36 per acre Hugo is in the preliminary stages of developing a policy. At the September 10, 2004 workshop, staff indicated to city council the projected everyday maintenance for storm water related projects and programs. Staff requested city council to consider directing staff to develop a scope of services needed to complete the steps to implement the storm water utility.