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Home My WebLink About#14 2017 Street Improvements -Approve Report AGENDA ITEM MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: December 6, 2016 REGULAR ITEM 14 AGENDA ITEM: 2017 Street Improvements – Resolution Receiving Feasibility Report and Calling Hearing on Improvement SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Ryan Stempski, Project Manager Rob Weldon, Public Works Director Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item ...................................................................... City Engineer - Report/Presentation ....................................................................... City Engineer - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate .................................................... Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: None. The Feasibility Report was previously authorized. Calling for and conducting the Public Improvement Hearing is included in the scope of services. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider adopting a Resolution receiving the Feasibility Report and calling for a Public Improvement Hearing for the 2017 Street Improvements to be held on January 17, 2017. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: This feasibility report has been prepared to address street and drainage improvements programmed for construction in 2017. In accordance with the city’s annual Street Capital Improvement Plan (CIP) the City Council authorized the preparation of a feasibility report to be completed in accordance with Minnesota State Statutes 429. The report serves to identify the necessary improvements, the City Council Meeting [Regular Agenda Item 14] December 6, 2016 -- page 2 -- estimated project costs, and to consider the assessment of a portion of the project costs to properties adjacent to and benefitting from the improvements. The 2017 Street Improvement project addresses street segments located in 4 separate Subdivisions, including Fox Fire Estates, Springborns Green Acres, Judith Mary Manor and Rolling Hills Estates. The proposed project includes Street Reclaim Improvements for the following areas consisting of approximately 2.3 miles of local streets: • 55th Street North, from Demontreville Trail North to Jamaca Avenue North. 2,100 LF • 55th Street North, from Jamaca Avenue North to 57th Street North. 3,550 LF • 57th Street North, from Julep Way North to Keats Avenue North. 1,820 LF • Jamaca Avenue North, from 55th Street North to Jamaca Boulevard North. 2,450 LF • Jamaca Boulevard North, from 55th Street North to Jamaca Avenue North. 2,200 LF The timing of these street improvements was determined by the city’s pavement management program. Upon review of the necessary street improvements, staff also reviews the street drainage systems and existing public utilities. In addition to the street improvements, the scope of this Report includes storm sewer casting replacement and storm sewer or drainage upgrades to prevent water from standing on or along the new street pavements. As part of the improvements the existing bituminous curb will be replaced with new concrete curb and gutter to improve drainage, improve the construction quality, and provide edge control to protect and extend the service life of the new bituminous surface. A geotechnical investigation was completed to support the Report recommendations. The total estimated project cost is $1,400,000. The improvements would be partially assessed against the benefitting properties consistent with the City’s Special Assessment Policy. Street and drainage improvements are assessed at a rate of 30% of the total project costs for residential properties using a unit method, and at a rate of 100% of the total project costs for non-residential properties based upon the actual front footage abutting the improvement. Residential properties are considered to provide an equal demand on street use and are therefore assessed on a per unit basis. The remaining 70% of the project costs are paid through the City general fund. Residential properties along 55th Street North, 57th Street North, Jamaca Avenue North and Jamaca Boulevard North with direct access to the street are included as benefitting properties. Each property is assessed one unit unless the property has the ability to be subdivided using the current underlying land use and zoning regulations. The city planning department reviews larger parcels to determine if a parcel can be subdivided and the number of lots that could be obtained. There are a few properties located along the proposed improvements that have a qualified deferred assessment status. The property is still levied an assessment as part of the project, however the assessment is deferred until the status no longer exists for the property. The preliminary assessment rolls detailing each property’s proposed assessment amount are included in the Appendix of the report. Assessments for street and drainage improvements will be levied over a 15-year period. Assessments will be charged an interest rate of 1% over the bond rate for the project. City Council Meeting [Regular Agenda Item 14] December 6, 2016 -- page 3 -- In addition to the recommended improvements, the estimated project costs and the proposed assessments, this Report addresses the permitting requirements and the easement and right-of- way acquisition needed to implement the improvements. The feasibility report findings and recommendations will be further presented at the meeting. RECOMMENDATION: Staff is recommending that the City Council adopt Resolution No. 2016-107, receiving the Feasibility Report and calling Hearing for the 2017 Street Improvements. The recommended motion for this action is as follows: “Move to adopt Resolution No. 2016-107, receiving the Feasibility Report and Calling Hearing for the 2017 Street Improvements.” ATTACHMENT(S): 1. Resolution 2016-107 Receiving Report and Calling for Hearing on Improvements. 2. Notice of Hearing on Improvement. 3. Location Map. 4. Project Schedule. 5. Feasibility Report (available for review at City Hall) Resolution No. 2016-107 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2016-107 A RESOLUTION RECEIVING A FEASIBILITY REPORT FOR THE 2017 STREET IMPROVEMENTS AND CALLING HEARING ON IMPROVEMENT WHEREAS, pursuant to city council authorization, adopted on October 4, 2016, a feasibility report has been prepared by FOCUS Engineering, Inc. for the 2017 Street Improvements; and WHEREAS, the feasibility report recommends that benefitting properties be assessed all or a portion of the cost of the improvements pursuant to the city’s Special Assessment Policy and Minnesota Statutes, Chapter 429; and WHEREAS, the feasibility report provides information regarding whether the proposed improvement is necessary, cost-effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvements as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. NOW, THEREFORE, BE IT RESOLVED, 1. That the City Council will consider the improvements in accordance with the report and the assessments of the abutting properties for all or a portion of the cost of the improvements pursuant to Minnesota Statues, Chapter 429 at an estimated total project cost of $1,400,000. 2. A public hearing shall be held on such proposed improvements on the 17th day of January, 2017, in the council chambers of the City Hall at or approximately after 7:00 P.M. and the clerk shall give mailed and published notice of such hearing and improvement as required by law. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTH DAY OF DECEMBER, 2016. CITY OF LAKE ELMO By: __________________________ Mike Pearson (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO NOTICE OF HEARING ON IMPROVEMENT 2017 STREET IMPROVEMENTS Notice is hereby given that the City Council of Lake Elmo will meet in the council chambers of the city hall at or approximately after 7:00 P.M. on Tuesday, January 17, 2017, to consider the making of the following improvements, pursuant to Minnesota Statutes, Sections 429.011 to 429.111; Street and drainage improvements including a new bituminous pavement supported by a renewed recycled aggregate base with new concrete curb and gutter, and a repair or restoration of the existing street drainage system for the following streets: • 55th Street North, from Demontreville Trail North to Jamaca Avenue North. • 55th Street North, from Jamaca Avenue North to 57th Street North. • 57th Street North, from Julep Way North to Keats Avenue North. • Jamaca Avenue North, from 55th Street North to Jamaca Boulevard North. • Jamaca Boulevard North, from 55th Street North to Jamaca Avenue North. The area proposed to be assessed for these improvements include properties abutting the above referenced streets or properties that gain direct driveway access from the above referenced streets. The estimated total cost for the project is $1,400,000. A reasonable estimate of the impact of the assessment will be available at the hearing. Such persons as desiring to be heard with reference to the proposed improvements will be heard at this meeting. DATED: December 6, 2016 BY ORDER OF THE LAKE ELMO CITY COUNCIL Mike Pearson, Mayor (Published in the Oakdale/Lake Elmo Review on December 21, 2016 and December 28, 2016) PROJECT SCHEDULE CITY OF LAKE ELMO 2017 STREET IMPROVEMENTS PROJECT NO. 2016.135 FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 AUGUST 2016 OCTOBER 4, 2016 Council authorizes Feasibility Report. DECEMBER 6, 2016 Presentation of Feasibility Report. Council accepts Report and calls Hearing. Authorizes Design Survey. JANUARY 17, 2017 Public Improvement Hearing. Council Orders the Improvement and orders the preparation of Plans and Specifications (Requires 4/5th vote). APRIL 4, 2017 Council approves Plans and Specifications and orders Advertisement for Bids. MAY 4, 2017 Receive Contractor Bids. MAY 16, 2017 Council accepts Bids and awards Contract. JUNE 12, 2017 Conduct Pre‐Construction Meeting and issue Notice to Proceed.  SEPTEMEBER 22, 2017 Substantial Completion.  OCTOBER 27, 2017 Final Completion.