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Agenda Packets - 1995/03/08
j1 aa,9l'IX ANN I jjj ijijij d nX,uA rvnn I anon <3 j{ 1Xy ®If elmn xer Inpl M. n ¶ XJee,w,nnl IryX} I Inln v- In u I WI anu mlunn IXN41 lynln i11101 MNdr M WfiM' Idaela lie'Allllll lh I EI , I "'V rAln f\j 1 juf''{ J'N{{ I` l ull nNi m'n Plry nn ee 11 Yman XnrX lll R,! NYNI I C IP .IIXI p I YWI 1'+IIIII 6 n 'Ikea, am Fl, N/I I IIII.Ifp [11J ,N Lma III1, 1— l" I'dB E S Reasons to not adopt a 32 -feet street standard for residential streets: 1. Because it wasn't built that way in the first place. House setbacks, storm sewers, fire hydrants, driveways, landscaping, etc. were based on current road widths. 2. We already have a problem with storm water run-off. Increasing impervious surfaces by nearly 15% or more will increase demands on storm sewers. Calculations: 32 - 28 avg. = 4; 4/28 = 14.4% increase in impervious surface. This is greater on some streets, Knollwood measures at 27', increase impervious surface by 18.5%.) 3. Costs increase with more asphalt laid, more preparation from moving fire hydrants, storm drains, cutting back driveways, cutting into front lawns to bring to street grade. We will be assessing a portion of these costs. When homeowners see the figures, they will question the wisdom of widening their street because of these excess costs. 4. We already prohibit overnight street parking. I seldom see streets used for parking now. Everyone is using their driveways. Wider streets will mean some homeowners driveways will be shortened from 2 - 3 feet, assuming widening is spread equally between two sides. If street widening is not equally done then driveways could be noticeably shortened on one side. We are not a city of three car garages but many families have lots of vehicles to park. Why have wider streets for parking when we don't have a problem but we do have a problem with the amount of off-street parking. 5. Speed. Everyone witnesses the avg. speed on Long Lake Rd. as being about 10 mph faster than before widening. It's hard not to drive faster on wider roads, they are designed for faster traffic. 6. We are a residential community. Fortunately we do not have all the cut-throughs Re in Spring Lake Park. The focus should be on providing what the residents who live here want and need. t- AGENDA Item 1. Discussion of Old Highway 8 reconstruction (Dick Wedell, County Commissioner) Item 2. Presentation of Sanitary and Storm Sewer conditions (LarryDecheineandWallyMortenson) Item 3. Discussion of Assessment Policy, and Street Standards Item 4. Discussion of Pavement Management Program Item 5. Ramsey County Road Turnback Item 6. Presentation of Ramsey County contract maintenance proposal Item 7. Discussion regarding Water Meter Change Out Proposal Item B. Discussion regarding Silver Lake Sidewalk, and Surface Water Feasibility Studies, Surface Water Utility Update Item 9. Discussion of Wellhead Protection Policy and Water Conservation Act, (Steve Campbell, City Engineer) If Council has any questions or concerns that may require further research or explanation prior to the meeting, please free to contact me, 784-3114. ITEM NO. 1 OLD HIGHWAY 8 RECONSTRUCTION AND REALIGNMENT Commissioner Wedell will be in attendance for the discussion of the reconstruction and realignment of Old Highway 8. ITEM NO. 2 PRESENTATION OF SANITARY STORM SEWER CONDITIONS Public Works Wastewater operators, Larry Decheine and Wally Mortenson will discuss the growing concerns and problems related to the City's aging sewer system. They have prepared a brief videopresentation, and will provide comments related to these systems,ie. infiltration, sump pump discharge, system reconstruction, MWCC charges, funding. Related to the presentation and possible solutions, staff has consulted with City department heads, and line staff to address the maintenance needs of all departments. At the Council/Staff goal setting session, staff was directed to revisit the organizational structure of the Maintenance Divisions. After reviewing considerable alternatives, all staff concluded that increased pooling of labor resources is the most efficient means of performing many seasonal tasks, or projects. Both Parks and Public Works department heads could still remain in charge of their designated employees and budgets. Increased coordination of departmental tasks could lessen the duration of time needed to complete high labor related programs. These two departments have high labor needs during the spring of the year. The addition of seasonal employees will alleviate this labor shortage in the summer. This would allow the Wastewater Division to continue to devote their efforts to the sewer systems. Both department heads will remain in charge of their given employees and budgets. Labor shortages have hampered efforts to provide service levels at projected goals in many projects. Staff is of the opinion that this expanded coordination effort will effectively complete projects in a timely manner, reduce contracted labor, and enhance public service. After a complete cleaning, and partial inspection of problem areas are identified, rehabilitation of some nature will be necessary. If a major effort, ie. lining, replacement, is needed, a means to fund these repairs will be required. Possible funding mechanisms are, increased rates, assessments, sewer reserves. STAFF SEEKS COUNCIL DIRECTION IN THIS MATTER 00© o V ITEM NO. 3 DISCUSSION OF ASSESSMENT POLICY Staff has reviewed several assessment policies from various municipalities. Each city seem to assess public improvements in a similar manner, although a few, similar to Mounds View must follow guidelines established in the City Charter. Staff has compiled an assessment policy that combines various segments of individual policies, into one that hopefully addresses Mounds View's needs. To briefly summarize the policy, property owners benefitting from a given improvement would be assessed two thirds (2/3) of the total improvement costs. It is a bit more complex than this and is explained in greater detail in the attached Assessment Policy. This Policy will be reviewed at the meeting. Additional funding will be necessary to complete desired improvements. Other funding mechanisms can include, ad valorem taxes, dedicated improvement funds, general obligation bonds, and enterprise funds. Arbitrary Improvement Assessment Total Improvement Costs $120,000 Total Adjusted Front Footage (AFF) 3,600 ft. all properties benefitting) Individual Property AFF 100 ft. AFF / TAFF * COSTS * .66(2/3) 100 / 3,600 * $120,000 * .66 028 * $120,000 = $3,360 * .66 = $2,217 Other funding responsible for approximately $40,000. TREE? Street standards are comprised of two criterion, design strengths andstandards, and widths. These standards must be met whenreconstructing, or constructing a Municipal State Aid (MSA) street, although minimum widths may be constructed in accordance withtrafficvolumesandstreetclassifications, (minor or major collectors, minor or major arterial). Residential streets may have their ownstandards. Staff has researched surrounding communities andconsultedwiththeCity's engineer to determine the most appropriateresidentialdesign. Residential streets designed and constructed to provide a nine (9) ton rating, concrete curb and gutter (B618), and thirty two (32) feet widefacetofacewillprovideafunctional, safe, attractive, and cost efficientstreetfortheresidentsofthecommunity. Many factors wereconsideredinrecommendingthisstandard. Some of them are asfollows. A thirty two (32) foot design will accommodate the following: Permits parking on both sides of the street. Permits one lane of traffic at all times. Functions well for all types of vehicles which may use thestreet, including emergency, maintenance, delivery, andschoolbusses. Provides room for bicycle traffic in what is normally theparkinglane. Provides room for pedestrians in what is normally theparkinglane. Allows turning in and out of driveways with less interference from parked vehicles across the street of adjacent to the driveway. Permits turning in and out of driveways by larger vehicles, such as delivery vehicles, boat trailer, RVs, etc. Parking lane can also accommodate delivery vehicles such as mail or paper deliveries. Parking lane can accommodate disabled vehicles or maintenance vehicles. Fits well within a sixty (60) to sixty six (66) foot right-of-way with room for signs, hydrants, snow storage, etc., on the public boulevard. Provides better and safer sight distance along the street. Does not invite higher speeds or through traffic. A nine (9) ton rating design will accommodate the following: Sandy subgrade improves strength design for minimal costs Reduces the necessity of seasonal road restrictions, providing a more user friendly street system. May reduce future maintenance needs by initially constructing a stronger pavement. Street width should only be as wide as necessary to accommodate the use. However, most residential areas place a number of demands on the street system for parking, travel, bicycles, pedestrians, deliveries, and emergencies. While arguments can be made for narrower streets in terms of less surface area, less cost, "slower traffic", and more aesthetic appearance, the can actually operate relatively poorly in providing a service to the adjacent residents. Adoption of an Assessment Policy and Street Standards will determine the route staff utilizes in the maintenance and construction of the City's pavements for the future. Staff seeks Council direction in this policy. ASSESSMENT POLICY STATEMENT CITY OF MOUNDS VIEW TABLE OF CONTENTS Section I - General Policy Statement 1 Section II - Methods of Assessment 5 Section III - Improvement Type and Cost Apportionment 13 Section IV - Assessment Conditions 15 Section V - Supplemental Assessment Policy Guidelines 17 Section VI - Definitions 21 Exhibit "A" - Summary of Actions and Resolutions 23 Exhibit "B" - Construction Improvement Program Time Schedule 25 Exhibit "C" - Life Cycle for Improvements 26 CITY OF MOUNDS VIEW ASSESSMENT POLICY FOR LOCAL IMPROVEMENTS SECTION I - GENERAL POLICY STATEMENT A. PURPOSE The purpose of this Assessment Policy is to provide a fair and equitable manner of recovering and distributing the cost of public improvements. While there is no perfect assessment policy, it is important that assessments be implemented in a reasonable, consistent and fair manner. There may be exceptions to the Assessment Policy when unique situations or circumstances exist which may require special consideration and discretion by the City Council. Therefore, the assessment policy is intended to serve as a guide for a systematic assessment process in the City of Mounds View. This policy shall relate only to those public improvements allowable under Chapter 429, Minnesota Statutes. These public improvements may include the following: a) Sanitary sewer utility system improvements b) Water utility system improvements c) Storm sewer, holding pond and drainage systems d) Streets, curb and gutters, grading, graveling e) Pedestrian ways f) Tree trimming, care and removal g) Abatement of nuisances h) Public malls, plazas and courtyards i) Service charges which are unpaid for the cost of rubbish removal from sidewalks, weed elimination, and the elimination of public health or safety hazards, upon passage of appropriate ordinances j) Surface water maintenance, ie ditch and pond cleaning B. PROCEDURE The procedures used by the City of Mounds View ("City") for levying special assessments are those specified by Minnesota Statutes and the City Charter, which provide that all or a part of the cost of improvements may be assessed against benefitting properties. The procedures for local improvements are summarized in Exhibit "A". While establishing the authority by which communities may proceed to construct public facility projects, the statutes provide no guide as to how costs are to be apportioned. Therefore, it is the responsibility of the local legislative body to establish a fair and reasonable method by which properties will be assessed. Page 2 C. ASSESSMENT CRITERIA Three basic criteria must be satisfied before a particular parcel can be validly assessed. They are: 1. The land must have received special benefit from the improvement. 2. The amount of the assessment must not exceed the special benefit. 3. The assessment must be uniform in relation to the same class of property within the assessment area. The primary test for determining the validity of a special assessment is whether the improvement for which the assessment was levied has increased the market value of the property against which the assessment operates in at least the amount of the assessment. It is important to recognize the actual cost of extending an improvement past a particular parcel is not the sole determining factor in determining the amount to be assessed. An exception might be a project initiated by a single property owner/developer where market value increase may not be a relevant factor given the nature of the improvement. Another test for determining the validity of a special assessment is whether the assessment is based on a uniform method for all like classes of property. For example, the use of a front foot assessment for some properties and the use of a per lot assessment for other properties of the same class for a related improvement could result in a non-uniform assessment rate which could mean the assessment would be set aside or could be thrown out by the courts. D. INITIATION OF IMPROVEMENTS l Public improvements may be initiated in the following manner and is a summary of the l Mounds View Charter, Chapter 8, Section 8.04: 1. Council Initiated. The City Council, on its own motion and without petition, may order the improvement on at least a 4/5 vote of the City Council. However, the City must still follow all statutory provisions related to the local improvement process. Page 3 2. Property Owner Petition. The City Council may decide, by simple majority, on an improvement after receiving a petition for said improvement from the owners of not less than twenty five (25%) of the properties abutting on the streets named in the petition as the location of the improvement. In addition, all owners of real property abutting upon any street named as the location of any improvement may petition the City Council to construct the improvement and to assess the entire cost against their property. In the latter case, the City Council may, without a public hearing, adopt a resolution determining such fact and ordering the improvement. However, it is advisable to conduct public hearings on the improvement to avoid misunderstanding by the petitioners and to also inform the general public about the nature of the project. Proper waiver of assessments and/or agreements should be obtained from each property owner affected by theimprovement. 3. Developer Request. A developer who is the owner of all the property within the proposed subdivision may petition the City Council to construct the improvement and to assess the entire cost against the developer's property pursuant to Minnesota Statutes. In such event, the City may, without a public hearing, adopt a resolution determining such fact and ordering the improvement. However, a developer's agreement, including a valid and enforceable waiver of assessments if appropriate, shall be negotiated and executed prior to said authorization. It may also be advisable to conduct public hearings on the improvement to avoid misunderstanding by the petitioners and to also inform the general public about the nature of the project. E. PROJECT COSTS Project costs shall include, but not be limited to, the following: 1. Construction costs (day labor or contractual). 2. Engineering and consulting fees. 3. Administrative fees. 4. Right -of -Way acquisition/condemnation costs. 5. Legal fees. 6. Capitalized interest. 7. Financing costs. Page 4 The entire project shall be considered as a whole for the purpose of calculating and computing an assessment rate. However, project costs for work of a dissimilar natureie., where a project contains different types of work such as street resurfacing in one project area and street reconstruction in another area) shall be calculated separately and assessed separately according to benefit received. If City staff has doubt as to whether or not the costs of the project may exceed the special benefits to the property, the City Council should obtain such appraisals as may be necessary to support the proposed assessment. Appraisals may be obtained anytime after the improvement has been ordered including prior to actually awarding the bid or entering into a contract for the work. The City Council may also conduct assessment hearings and actually adopt the assessment roll anytime after the improvement hearing and before a contract for the work is awarded. p The Assessment Policy, in brief summary, consists of six (6) main sections addressing General Policy Statement, Methods of Assessment, Improvement Type and Cost Apportionment, Assessment Conditions, Supplementary Guide section and Definition section. Page 5 SECTION II - METHODS OF ASSESSMENT The nature of an improvement determines the method of assessment. The objective is to choose an assessment method which will arrive at a reasonable, fair and equitable assessment which will be uniform upon the same class of property within the assessed area. The most frequently recognized assessment methods are: the unit assessment, the front footage assessment and the area assessment. Depending upon the individual project, any one or a combination of these methods may be utilized to arrive at an appropriate cost distribution. City staff will consider all methods and weigh their applicability to the project and present a recommendation to the City Council in the form of a mock assessment roll (or rolls). A description of each assessment and its corresponding policy application is presented. A separate section (Section III) will identify the appropriate matchup of method with a specific type of project and analyze why each is generally used. a. Unit Assessment. A unit assessment shall be derived by dividing the total project cost by the number of Residential Equivalent Density (RED) units in the project area. A RED unit is defined as a single family residential unit. All platted and unplatted property will assigned RED unit values equivalent to the underlying zoning. When the existing land use is less than the highest and best permitted use, the Council may consider the current use as well as the full potential of land use in determining the appropriate number of RED units. Otherwise, the following RED chart will apply on aPerunitbasis, subject to adjustment by the Council for any inequities: Single Family Duplex Condominium Multifamily (3 units or more) Townhouse Commercial Industrial 1.00 RED 1.00 RED 0.80 RED 0.80 RED 0.80 RED 2:00 Units 2.00 Units The unit approach has proven to be the best method in those instances whereby the improvement largely benefits everyone to the same degree and the cost of the improvement is not generally affected by parcel size. Page 6 b. Area Assessment. The assessable area shall be expressed in terms of the number of acres or the number of square feet subject to assessment. When determining the assessable area, the following considerations will be given: 1. Ponding Assessment Consideration. Lakes, ponds and swamps may be considered a part of the assessable area of a parcel. However, the property owner has the option of providing a storm water ponding easement to the City for the land under the lake, pond or swamp if integrated into the storm water management system. If such ponding easement is accepted based upon its functional integration into the storm water management system, a reduction in area equal to the area of the easement for the lake, pond or swamp will be subtracted from the gross area assessment of the parcel. Lots utilizing a ponding area for the purpose of density credit shall be charged for that area within the portion of the easement necessary to meet minimum lot standards. 2. Road Right -of -Way Assessment Consideration. Up to 20 percent 20%) of the gross acreage may be deducted for street right-of-way purposes within unplatted parcels of five acres or more depending upon the parcel configuration. Parcels of less than five acres may not qualify and may be assessed full acreage. The reason for this size restriction is that, in most instances, parcels of less than five acres cannot support an internal public road system. 3. Park Dedication Assessment Consideration. When park land is dedicated as part of a residential development, as required by Subdivisions Code - Chapter 1204.02, the developer shall not be assessed an acreage charge on the portion of land dedicated. Page 7 C. Front Footage Assessment. The actual physical dimensions of a parcel abutting an improvement (ie., street, sewer, water, etc.) shall NOT be construed as the frontage utilized to calculate the assessment for a particular parcel. Rather, an "adjusted front footage" will be determined. The purpose of this method is to equalize assessment calculations for lots of similar size. Individual parcels by their very nature differ considerably in shape and area. The following procedures will apply when calculating adjusted front footage. The selection of the appropriate procedures will be determined by the specific configuration of the parcel. All measurements will be scaled from available plat and section maps and will be rounded down to the nearest 1/2 foot dimension with any excess fraction deleted. Categorical type descriptions are as follows: 1. Standard Lots 2. Rectangular Variation Lots 3. Triangular Lots 4. Cul-de-sac Lots 5. Curved Lots 6. Irregularly Shaped Lots 7. Corner Lots B. Flag Lots 9. Double Frontage Lots The ultimate objective of these procedures is to arrive at a fair and equitable distribution of cost whereby consideration is given to lot size and parcels are comparably assessed. SECTION III - IMPROVEMENT TYPE AND COST APPORTIONMENT A. Street Reconstruction Including Curb and Gutter. The cost of street reconstruction shall be recovered by the adjusted front footage method. The front footage rate shall be determined by dividing the project cost by the total number of adjusted front feet in the project area x the individual adjusted front footage x two-thirds (2/3). I The remaining cost shall be recovered by means of the general ad valorem F property tax paid by the entire community or by other funds that may become 1 available to the City for infrastructure cost recovery. B. Street Resurfacing. Street resurfacing is commonly known and referred to as street overlaying whereby a new bed of road material such as bituminous is installed over an existing paved road to a specific thickness. Assessments shall be determined by the adjusted front footage method. The assessment rates shall be adjusted from time to time based on the Engineering New Record Index. The remaining cost shall be recovered by means of the general ad valorem property tax paid by the, entire community or by other funds that may become available to the City for infrastructure cost recovery. C. Sidewalk. Sidewalk improvements may be done in conjunction with a street reconstruction or as a separate project. In any event, 50 percent (50%) of the cost of sidewalk improvements shall be assessed to benefitted properties on a front footage basis or on a square footage basis for improvement having significant sidewalk width variations. D. Sealcoating. Sealcoating shall be treated as a general maintenance expense and - - shall be paid from the City's current operating funds. No assessments will be levied for sealcoating projects. E. Sanitary Sewer and Water Mains. Repair and replacement of sewer or water mains is usually done in conjunction with a street reconstruction project and the cost of this work should be included as part of the total major street project cost and should also be considered to be included in the rate assessed for street reconstruction. If it is determined that the repair and replacement work results in a greater benefit to some properties and not to others, the Council should consider establishing a different assessment rate based on the benefits received. 1. Standard Lots. In this instance, the adjusted front footage for rectangular lots will be the actual front footage of the lot. The frontage measured shall be the lot width at the front lot line. MAIN AVL, so' so' A B Adj. Front Footage EXAMPLES Lot A-50' Lot B-90' 2. Rectangular Variation Lots. For a lot which is approximately rectangular and uniform in shape, the adjusted front footage is computed by averaging the front and back sides of the lot. This method is used only where the divergence between front and rear lot lines is 20 feet or less. MA i N AVE. Adj. Front Footage so' 70EXAMPLES Lot A-90 :110 = 100' A B 2 Lot B-70 =. 80 = 75' 110, 80' 2 3. Triangular Lots. For a triangular shaped lot, the adjusted front footage is computed by averaging the front and back lot lines. The measurement at the back lot line shall not exceed a maximum distance in depth of 150 feet. MAIN AVE. Adj. Front Footage EXAMPLES Lot A-100: 40 = 70' 2 Lot B-40' 130 = 85' 2 Lot C-120 1 0 = 60' 2 4. Cul -de -Sac Lots. The adjusted front footage for those lots that exist on cul- de-sacs will be calculated at the midsection of the lot at the most reasonably defined and determinable position. This line will be computed by connecting the midpoints of the two side lot lines. Or, if the lots are similar in nature and configuration, a common lot width, such as the standard set back of 30' may be assigned based upon an evaluation of typical lots within the subdivision. Adj. Front Footage EXAMPLES MAIN CIRCLE Lot A-75' Lot B-110' roi C Lot C- 80' i i 1lo---- A B 5. Curved Lots. In certain situations such as those where lots are located along meandering trail system streets, read patterns create curvilineal frontages. In such instances, the adjusted front footage will be the width of the lot measured at the midpoint of the shortest side lot line. A Adj. Front Footage EXAMPLESX'\ Lot A- 70' P/Lot B- 90' f B Lot C-150' I5__ 7o' 6. Irregularly Shaped Lots. In many cases, unplatted parcels that are legallydescribedbyametesandboundsdescriptionareirregularandodd shaped. The adjusted front footage will be calculated by measuring thelotwidthatthe30footbuildingsetbackline. MAI N AVE. Adj. Front Footage m 115' )40' 125' EXAMPLES Lot A-115' Lot B-140' A B C Lot C-125' 7. Corner Lots a) On a corner lot, 100 percent (100%) of the adjusted front footage of the short side will be assessed and 35 percent (35%) of.the adjusted front footage of the long side will be assessed for improvements benefittingtherespectivesides. The length of the property sides and not the orientation of the principal building shall determine adjusted front footage in this case. A series of lots (two or more) under common ownership shallbeconsideredasoneparcelorlotfordeterminingwhichistheshortor long side of a property. However, this shall only apply to series of lots on which only one principal building is situated. MAIM N UJQ I LoNn B , I iso' 100' AV E. (SIDE 1) Adj. Front Footage EXAMPLES Lot A -Side 1 43.75' Side 2 95' Lot B -Side 1 87.5' Side 2 125' b) General Commercial Zoned Corner Lots. No allowance relief will be granted because of the higher inherent property value associated with improved traffic frontage and greater visibility along business district and industrial park intersections. The adjusted front footage shall be the entire frontage measured along the setback line comprising the building envelope. Adj. Front Footage EXAMPLES Lot A-280' Lot B-390' i w B 275-' MAIN 'O° AVE. 8. Flag lots. Properties which utilize a narrow private easement or I maintain ownership of access to their property exceeding a minimum t length of 125 feet, thereby having a small frontage on a street, will be assigned an adjusted front footage of 75 feet. This dimension is consistent with the subdivision ordinance which prescribes such length as the minimum lot frontage along a public roadway. The adjusted front footage for flag lots whose driveway access is under 125 feet will be measured at the building setback line from the access terminus. 170' Adj. Front Footage EXAMPLES Lot A -7s' Lot B-90' 9. Double Frontage Lots. If a parcel, other than a corner lot, comprises frontage on two streets and is eligible for subdivision, then an adjusted front footage assessment will be charged along each street. For double frontage lots lacking the necessary depth for subdivision, only a single adjusted front footage will be computed. Adj. Front FootageNAVE. MAIN AVE EXAMPLES 80Lot A-220' COPT70T ' Lot B- 80' Page 14 F. Sanitary Sewer and Water Trunk Impfovements. Trunk sewer and water mains are usually designed to carry larger volumes of flow than are necessary within an immediate property area in order to serve additional properties beyond the area of their immediate placement, Therefore, 100 percent (100%) of the cost of trunk improvements will be assessed on a unit basis to all properties within a district deemed to be benefitted from the trunk improvements. G. Sewer and Water Services. Individual sewer and water services benefit only the properties they serve and 100 percent (100%) of their cost shall be assessed to the property for which they are installed. H. Drainage Improvements. Storm drainage and ponding/basin systems are usually constructed to serve a specific drainage or "watershed" district. The cost of drainage improvements shall be two-thirds (2/3) assessed. The remaining cost will be paid for by the Storm Water Surface Utility and/or by an ad valorem tax basis to the properties within the district as provided by Minnesota Statutes. Storm sewer reconstruction normally takes place together with street reconstruction projects and the costs shall be assessed in accordance with the assessment policies related to street improvements. Special Conditions. Special consideration shall be given to the "age" of a street or utility system when determining the proportion of cost. to be assessed to benefitted properties. If it is necessary to reconstruct or resurface a street or perform major repair/replacement work on sewer and water utilities, before a reasonable amount of time (10 to 12 years for resurfacing, 12 to 17 years for partial reconstruction and 17 to.25 years for total reconstruction) the assessment shall be calculated on a pro -rata basis. The remaining cost shall be recovered by means of the general ad valorem property tax paid by the entire community or by other funds that may become available to the City for infrastructure- - - cost recovery. Page 15 SECTION IV - ASSESSMENT CONDITIONS A. Terms of Assessment. The term of special assessments shall normally be for a ten (10) year period. However, in some cases the project costs could warrant either shorter or longer terms. For example, sidewalk improvements undertaken separately may be assessed for over a five (5) year period because the costs are usually nominal (under $2,000). On the other hand, some major reconstruction projects where several types of improvements are involved could lead to a very high assessment which could create a financial hardship if assessed for a ten 10) year term. A fifteen (15) to twenty (20) year term may be appropriate in this case. In any event, the assessment term should never exceed the potential life of the improvement. B. Interest Rate. The interest rate charged on assessments for all projects financed by debt issuance shall be two percent (2%) greater than the net interest rate of the bond issue or debt used to finance the improvement. This is necessary in order to ensure adequate cash flow when the City is unable to reinvest assessment prepayments at an interest rate sufficient to meet the interest cost of debt or when the City experiences problems of payment collection delinquencies. Interest on initial special assessment installments shall begin to accrue from the date of the resolution adopting the assessment. Owners must be notified by mail of any changes adopted by the City Council regarding interest rates or prepayment requirements which differ from those contained in the notice of the proposed assessment. C. Payment Procedures. The property owner has five available options when considering payment of assessments: 1. Tax Payment. If no payment is undertaken by the property owner, then special assessment installments will appear annually on the individual's property tax statement for the duration of the assessment term. 2. Full Payment. No interest will be charged if the entire assessment is paid within 30 days of the date of adoption of the assessment roll. 3. Partial Payment. The property owner has a one-time opportunity to make a partial payment reduction of any amount against his/her assessment. This option may only be exercised within the 30 -day period immediately following adoption of the assessment roll. Page 16 4. Prepayment. The property owner may at any time prior to November 15 of the initial year, prepay the balance of the assessment with interest accrued to December 31 of that year. The property owner may also choose to pay the remaining assessment balance at any time, with the exception of the current year's installment of principal and interest. D. Appeals Procedures. No appeal may be taken as to the amount of any assessment adopted unless a written objection signed by the affected property owner is filed with the City Clerk's office prior to the assessment hearing or presented to the presiding officer at the hearing. The property owner may appeal an assessment to District Court by serving notice of the appeal upon the Mayor or City Clerk within thirty (30) days after the adoption of the assessment and filing such notice with the District Court within ten (10) days after service of the appeal upon the Mayor or City Clerk. E. Reapportionment Upon Land Division. When a tract of land against which a special assessment has been levied is subsequently divided or subdivided by plat or otherwise, the City Council may, on application of the owner of any part of the tract or on its own motion, equitably apportion among the various lots or parcels in the tract all the installments of the assessment against the tract remaining unpaid and not then due if it determines that such apportionment will not materially impair collection of the unpaid balance of the original assessmentagainstthetract. The apportionment shall be done on the same basis as the original assessment unless another method. of apportioning can be done with the owner's acceptance and if the apportionment will not materially impair collection E of the unpaid balance of the assessment against the tract of land. In any case, the City Council may require furnishing of a satisfactory surety bond in certain cases as specified in Minnesota Statutes Section 429.071, Subd. 3. Notice of the apportionment and of the right to appeal shall be mailed to or personally serviced upon all owners of any part of the tract. F. Senior Citizen Deferral. Chapter 202.13 of the Mounds View City Code allows the City Council, at its discretion, to defer the payment of any special assessment forlocalimprovementsconstructedbytheCitywhenitdeterminesbyathree-fifths 3/5) vote that the property being assessed is homestead property and that one or more of the owners of the property is sixty-five (65) years of age or over and that the payment of the assessment would be a hardship for the owner thereof. The interest for senior citizen deferral shall be at the same rate that the City sets for other property owners for the improvement. Page 17 SECTION V - SUPPLEMENTAL ASSESSMENT POLICY GUIDELINES A. Areas Partially Served by Utilities. Any tract of land, lot or parcel whereby aprojectimprovement, such as sewer or water lateral or ending street terminus, does not extend fully past or beyond the property shall be considered served, benefitted and assessed accordingly. The current special assessment shall be subject to an adjusted front footage not to exceed 150 feet and a maximum current acreage of 2.5 acres, provided said assessment does not exceed the special benefit conferred upon the affected property. If an improvement benefits, non -abutting properties which may be served by the improvement when later extensions or improvements are made but are not initially assessed, the City mayreimburseitselfforallorpartofthecostsincurredbyassessingthosenon - abutting properties at the time of the later extensions or improvements. However, proper notice must be given of that fact at the time of making the extensions or improvements to the previously unassessed non -abutting properties. The Citymayalsoestablish "hookup" charges to recover costs of sewer and water mainimprovementsnotinitiallyassessed. B. Preliminary Plat Consideration. Land could be considered for assessment based on preliminary plat consideration. This consideration will occur only when thefollowingscenariosexits: (1) the City Council has approved a preliminary plat, and (2) a public hearing ordering the improvement project has not yet occurred. In the event this exists, assessment frontages may be calculated based upon the proposed lot configuration within the preliminary plat. Road right-of-way withintheproposedstreetalignmentwillnotbesubjecttoassessment. C. Tax Exempt Property. Other than land under City ownership, there are three categories of tax exempt properties. Said properties shall be assessed asfollows: 1. Churches and schools shall be assessed in the same manner as commercial and industrial zoned property, as long as the assessments do not exceed the special benefits conferred. Acreage assessment shall be based upon the gross acreage of the site. Adjusted front footage shall be similarly calculated along the building setback line in its entirety. 2. State land is normally exempt from assessment unless otherwise negotiated or agreed upon by the affected state agency. 3. County land is subject to assessment and shall be assessed in the same manner as commercial and industrial zoned property, as long as the assessments do not exceed the special benefits conferred. Page 18 D. Municipal Property Assessments. City owner property is divided into three classifications for the purpose of determining assessment participation. They are: 1. Public Facility Land 2. Public Right -of -Way 3. Park Land Public facility property is defined as land utilized for public buildings such as city halls, fire halls, libraries, maintenance garages, municipal parking lots, etc. Public facility property within a project area will participate in the total assessable cost of an improvement and will be treated in the same manner as any other benefitted parcel. Public right-of-way property consisting of all City acquired easements, subject to fee title, for the specific purpose of utility placement or street construction will be exempt from assessment. Park land assessment eligibility is further categorized according to the following descriptions: 1. "Community Parks" are characterized by a higher degree of intense public use and are relatively large in area size. They are normally associated with athletic events and sporting activities, ie, softball, football, baseball, hockey, etc. Park lands of this nature will be subject to assessments. Because community parks provide citywide benefit, the cost of these assessment shall be recovered by a special levy upon the ad valorem taxes. 2. "Neighborhood Parks" accommodate open space objectives within residential development and are passive in use as indicated by such features as playground structures. Because neighborhood parks are commonly used by the immediate residents of the area, such park land will not be assessed if it comprises less than 25 percent of the aggregate project area. Larger parks representing an area greater than 25 percent of the aggregate project area shall participate in the assessment process in the same manner as community parks. 3. "Parkland Dedication" is required either in the form of cash in lieu of land or a land grant. The developer shall be responsible for the payment of all special assessments existing at the time of dedication. Depending upon the amount of land involved, the development shall not be assessed trunk acreage for that portion exceeding the minimum percentage dedication requirement for park purposes. Page 19 E. Tax Forfeiture Assessments. When a parcel of tax forfeited land is returned to private ownership, and the parcel is benefitted by an improvement for which special assessments were canceled because of the forfeiture, the City may, upon notice and hearing as provided for the original assessment, make a reassessment or a new assessment as to the parcel in an amount equal to the amount remaining unpaid on the original assessment. F. First Serve Situations. If the plans of the City and a developer coincide in regard to utility installations on certain properties, the plans of the City shall receive first consideration. In that event, the City may, upon notice and hearing, assess all unplatted parcels according to this Policy if the improvements are approved prior to hardshell consent of the unplatted properties. G. New Subdivisions 1. The improvement costs of new subdivisions shall be the sole responsibility of the property developer except consideration shall be given for assessing any other properties that receive special benefit from the improvements. H. Street Standards 1. Minnesota State Aid Road Funds (MSA). The City is eligible for and annually receives funds from the State for the construction of roadways and related systems which are designed to specific standards. The State Aid procedures do not dictate how the City expends its annual appropriation, but rather it approves proposed City expenditures for eligible projects. Therefore, the City has the latitude to define how much MSA funding could be used in a given project. Stated differently, the City has the ability to define a project's assessable cost, and if the assessable cost is below the project cost, fund the difference with MSA monies. The MSA Board has extensively researched design standards for roadways. The City has approximately eight (8) miles of MSA designated streets. These streets are classified minor collectors and must be constructed to MSA Specifications to received funding. In most cases, the widths of these roads will be thirty six (36) to thirty eight (38) feet. A select number of non -system streets may also be classified collectors based on their traffic counts and function. Residents residing on these streets will be assessed for a thirty two (32) foot wide street. The remaining street width will be funded from State assistance. Page 20 Residential streets will be designed and constructed for nine (9) ton and thirty two (32) feet wide. (This thirty two (32) feet, as all streets, is a face of curb to face of curb measurement.) Page 21 SECTION VI - DEFINITIONS ADJUSTED FRONT FOOTAGE The number of feet actually utilized in calculating an assessment for a particular property. This may differ from the actual front footage of the property. ASSESSMENT The dollar amount charged against a property receiving an improvement benefit. CONDOMINIUM Individual ownership of a unit in a multi -unit structure similar to an apartment building). A special relationship exists whereby the individual owns the actual air space within the physical confines of the unit but not the barrier walls themselves. DRAINAGE DISTRICT An area defined by the City Engineer which shall form the physical boundaries where benefit exists within a storm sewer project. Property to be included within a district shall be all land which contributes to storm water runoff, as well as land serving as a collector basin for storing such water. Natural geographical features normally form these boundaries. LATERAL A lateral sewer is designated to collect the sewage from a project area for conveyance to a trunk facility. A water lateral is sized to provide water in sufficient volumes and pressure as required to serve a defined project area. MULTIFAMILY A structure of more than two (2) units, the primary purpose of which is to provide rental or leased living space to the general public. Building characteristics include common hallways for access purposes and a common parking lot. NUISANCE ABATEMENTS The elimination of a nuisance whereby the City acts on behalf of the property owner as authorized by ordinance to eliminate problems such as junk, weeds, dead trees, etc. The City may collect the charges for all or any part of the cost of eliminating any such nuisance by levying a special assessment against the property benefitted. Page 22 OVERSIZING A pipe which is designed and constructed larger and/or deeper than necessary to serve a specific project area. PUBLIC IMPROVEMENT A project undertaken by the City under the authority granted in MSA 429.021 for the purpose of installation of improvements such as street, curb and gutter, sewer, water, etc. A public hearing shall be conducted to determine the necessity and common good of the project as it affects the community. Upon authorization, the City will proceed with construction and administration of the project. TOWNHOUSE Single family attached units in structures housing three 3) or more contiguous dwelling units, sharing a common wall, each having separate individual front and rear entrances; the structure is that of a row -type house as distinguished from multiple -dwelling apartment buildings. UTILITY IMPROVEMENT A defined area within which all properties are deemed AREA to have been served by an important project and are considered to receive the benefit. Page 23 EXHIBIT "A" SUMMARY OF SCHEDULE OF ACTIONS AND RESOLUTIONS FOR LOCAL IMPROVEMENT PROJECTS Initiation of proceedings either by the Council or by petition of affected propertyowners. Owners may waive public hearing and submit "Agreement of Assessment and Waiver of Irregularity and Appeal" Adopt Resolution "Declaring Adequacy of Petition and Ordering preparation of Report" (should be published because of appeal process) or, if not usingpetition, "Ordering Preparation of Report on Improvement" (need not be published). 2. Preparation of report on the proposed improvement, submission to and approval by Council, Council then accepts the report and orders a public hearing. (When a petition signed by 100% of the landowners requests the improvement, the Council may order the improvement without a hearing.) Adopt Resolution "Receiving Report and Calling Hearing on Improvement" need not be published). 3. After a public hearing, or if hearing is waived, adopt following Resolution: Adopt Resolution "Ordering Improvement and preparation of Plans andSpecs" 4. After submission to and approval by Council the following Resolution is required: Adopt Resolution "Approving Plans and Specifications, Ordering ImprovementandAdvertisementforBids". 5. After receiving bids, Council will adopt the following Resolution awarding thebid: Adopt Resolution "Accepting Bid" (Need not be published.) 6. Issuance of Bonds to finance improvement. Page 24 7. After work is completed and receiving Engineer's recommendation for final acceptance, the following Resolution is adopted.: Adopt Resolution "Accepting Work". 8. Assessment Proceedings: Adopt Resolution "Declaring Cost to be Assessed and Ordering Preparation of Proposed Assessment". Adopt Resolution for Hearing on Proposed Assessment" (need not publish resolution - but must publish and mail hearing notice). 9. After hearing and adopting assessment, adopt the following Resolution: Adopt Resolution "Adopting Assessment". (Need not be published.) Page 25 EXHIBIT "B" EXAMPLE OF IMPROVEMENT SCHEDULE 1. The financing of public improvements in existing developed areas shall be in accordance with Chapter 429 of the Minnesota Statutes and the Mounds View City Charter. The following is a summary of the steps required undertheselaws: A. Initiation of proceedings either by Council or petition of affected property owners. B. Preparation of a feasibility report. C. Public hearing on proposed improvement. D. Ordering of Improvement and preparation of plans. E. Award of contract. F. Issuance of bonds to finance the improvement. G. Performance of work under contract. H. Levy of special assessments after public hearing on proposed assessments. Page 26 I EXHIBIT "C" LIFE CYCLE FOR IMPROVEMENTS The following public improvements may be financed by the City to serve existing I developed areas. The life cycle for improvements for assessment purposes is: A. Trunk sanitary - 30 years B. Lateral sanitary sewers - 30 years I C. Storm sewers - 30 years D. Bituminous street with concrete curb and gutter - 25 years E. Sidewalks - 20 years F. Watermain trunk lines - 40 years G. Watermain lateral lines - 40 years r H. Drainage ditch cleaning - 10 years (City jurisdiction) ITEM NO. 4 PAVEMENT MANAGEMENT PROGRAM Staff has been rating the city's pavements for the past six (6) years. The Pavement Management Program (PMP) used in the past was difficult to understand and work with as it was a hand written program. Although staff did perform preventative maintenance based on the PMP, it did not provide staff, council, and the public a concrete understanding of the program. Last year council authorized staff to proceed with the purchase of a new program, funded from the Capital Improvement Fund for streets. Staff had intended to perform city wide ratings in the fall of 1994, but project schedules conflicted, consequently the rating will take place this spring. A Pavement Management Program is a tool by which the appropriate preventative maintenance technique are scheduled and performed to ensure, enhance, or extend the pavements longevity. The PMP will also project capital costs for maintenance procedures, allowing accurate budget input. Life cycle curves, 5 -year Capital Improvement schedules, drainage needs, are some of the many features available from a good PMP. An issue that staff has been battling for the past five (5) years, is to what degree do we repair roads that should be reconstructed. Numerous calls are received concerning standing water in front of driveways, mailboxes, and frontages in general. Much of the remaining gutter lines are deteriorating to the point where if staff does not repair them to some extent, the remaining pavement surface will rapidly decay. An adopted PMP would establish guidelines or parameters which would determine the level of maintenance a given segment of pavement would receive, once it has declined in it's life cycle rating. Dependent upon funding, labor, and street segment, a street may receive minimal maintenance, which would provide for patching of the driving lanes only. These are issues that should be addressed. Once a formal Pavement Management Program is adopted, all parties involved will understand the associated costs and rationale related to maintaining a qualitypavementsystem. Purchase of a PMP program and adoption of the program will determine the level of service pavement sections will receive in the future. Staff seeks council's adoption of a PMP. 05/06/95 17:29 FAX 612 490 2150 SEH 5T. PAUL MOUNDSVIEW, MINNESOTA PAVEMENT MANAGEMENT BASED ON 1992 RATINGS, UP DATED WITH 92-94 IMPROVMENTS PERCENT ROADS JNTY/CSAH 0 NOTHING 1) 2.00 5 6% 0 JTINE MAINT_ 2) 10.00 d?g P. % 13,787 kLCOAT 3) 21.61 60 ,7 % 673,656 (4) ONSTRUCT 2.00 6 % 799,924 (5) 3.5.61 100.00% 1,487,367 BASED ON 1992 RATINGS REVISED TO INCLUDE 1992 TO 1994 PROJECTS (SEAL COATING, PATCHING, ETC,), PROPOSED IMPROVMENTS ARE BASED ON THE FOLLOWING RATING BREAKDOWN: ROUTINE MAINT. <15 SEAL COATING 16 TO 40 RECONSTRUCTION >40 1) 92 RATINGS INDICATE MINOR IMPROVEMENTS THAT WERE COMPLETED AS CITY PROJECTS FROM 1992 TO 1994 2) INCLUDES CRACK FILLING AND PATCHING 3) INCLUDES CRACK FILLING, PATCHING AND SEALCOATING 4) COST INCLUDES : PATCHING 13.0,754 CRACK FILLING 295,349 SEAL COATING 247,553 5) BASED ON $400,000/MILE Q002/002 ITEM NO. 5 RAM SEY COUNTY ROAD TURN BACKS Mounds View is scheduled to receive 3.63 miles of roads from Ramsey County through the Functional Road Consolidation Program. In 1994 Pleasantview Drive was reconstructed and turned over. The remaining schedule is as follows: 1996 Co. Rd. H2, West Co. line to TH 10 1999 Co. Rd. I, West Co. line to Silver Lake Rd. 2000 Spring Lake Rd., TH 10 to N. Co. line 2002 Spring Lake Rd., Co. Rd. H2 to 79th. This schedule can be flexible, it that some projects may performedearlierorlaterthanoriginallyscheduled. Issues that may change the schedule could be items such as, funding, design, community involvement, and right of way. At the Ramsey County CIP meeting held on Friday, staff waspresentedwithanalternativetothescheduled1995recyclingofCo. Rd. H, Silver Lake Road to the West Co. line. If the cities, Mounds View and New Brighton would prefer, the county would reconstruct this road in 1999. It is possible that some underground utility workmightbenecessaryinthisroad. Staff will consult with New Brighton as to their concerns involving this project. ITEM NO. 6 PRESENTATION OF RAMSEY COUNTY CONTRACT MAINTENANCE PROPOSAL Staff met with Ramsey County representatives to discuss the possibility of the City of Mounds View providing contract road maintenance to the county. Issues discussed to name a few were: 1. Timeliness of the County's snow and ice control, and spring sweeping. 2. Scheduling and coordination of sidewalk snow removal. 3. Methods of cost reductions and service improvement. Ramsey County proposed to the City, to perform contract road maintenance of the pavement segments that will eventually be turned over to Mounds View. This amounts to 3.63 miles of streets. If the city would provide maintenance to these streets, one piece of the County's snow removal equipment would be freed up, thereby increasing service to the remaining County roads within Mounds View. The City of Mounds View would submit itemized invoices to the county for payment of maintenance performed. In 1993, the county determined that expenses for routine maintenance is $6,593. This amount may be adjusted periodically based on the previous year's County Annual State Aid Maintenance Cost Expenditure Report. Since Mounds View will be responsible for these future turnback roads, it is staff's opinion, that the city should accept the Ramsey County's proposal. Staff believes that the City's and the County's concerns were identified in the earlier meeting, and this resolution could provide suitable solutions for both entities involved. Staff is recommending the purchase of a dump truck equipped with snow removal equipment for 1996. This truck will be necessary when the turnbacks are effective. With the additional mileage the city would then have a ratio of 1 piece of equipment for every 10 miles of street. Although this is considered a very good service level, only two vehicles can apply chemicals. Major breakdowns of equipment during snow storms can provide hazardous conditions for motorist. This has not been the case with the current equipment, but as snow removal equipment ages, it's reliability is lessened. The ability to create safe driving conditions, is a major concern of staff. The City currently does not have enough snow removal equipment should one breakdown. Ramsey County used four 4) units to plow Mounds View. Staff ,reeks Council direction in regards to accepting or declining Ramsey County's contract maintenance agreement. DRAF-T AGREEMENT NO. ".'•? AGREEMENT FOR ROAD MAINTENANCE SERVICES This agreement is entered into between the City of Mounds View, Minnesota, a municipal corporation, hereinafter referred to as the "City", and the County of Ramsey, a political subdivision of the State of Minnesota, hereinafter referred to as the "County". WHEREAS, the County, through Ramsey County Public Works Department, is responsible for the maintenance of certain roadways within the City; and WHEREAS, the City has the staff, equipment and proximity to these roadways to provide the routine maintenance necessary on the roads. The parties mutually agree as follows: 1. Services: The services which the City shall perform are as follows: a. The city shall provide routine and winter road maintenance on 3.63 miles of County roadways, as described below. County Road H2 from W. 1.26 miles County Road I from W. 1 County Line to T.H. 10 - County Line to Silver Lake Road - 0.43 mi es Pleasant View Drive from County Road H2 to County Road I - 0.45 miles Spring Lake Road from T.H. 10 to North County Line 0.69 milesSpringLake Road from County Road H-2 to 79th St. 0.80 miles b. The term "routine road maintenance" shall mean to keep the aforesaid portions of County roadways reasonably smooth and in reasonably good repair for the passage of vehicular traffic and reasonably free of all obstructions and impediments to traffic. This maintenance shall include such preventative maintenance services as may be reasonably required to preserve the roadwayinitspresentoperatingconditionincluding, but not limited to, proper and timely crack sealing, patching, joint repair, street sweeping, rubbish removal, cleaning and repair of drainage facilities, mowing of grassed areas, and trimmingofbushes, trees, and shrubs within highwayright-of-way. C. The term "winter road maintenance" shall mean tokeeptheaforesaidportionsofCountyroadwaysreasonablyfreeandclearfromice, snow anddebris, and undertake proper sanding and/orsaltingwhennecessary. It shall be the City'sresponsibilitytomaintainthethroughtrafficlanestotheirfullwidthduringthewintermonths. d. The City shall furnish all equipment, materialsandstaffnecessarytoprovideroutineandwinterroadmaintenance. 2. Payment: The County shall pay the City as follows: a. The County shall pay the City for actual expensesincurredmaintainingsaidCountyroadways. ThisexpenseshallnottoexceedanamountbasedontheCounty's Annual State Aid Maintenance CostExpenditureReport. (In 1993 this amount was6,593 per mile.) Annual adjustments to the baseamountwillbemadeinaccordancewiththepreviousyearsCountyAnnualStateAid Maintenance Cost Expenditure Report. b. The County shall pay the City for these servicesonsubmissionofabillingdetailingexpensesattheendofeachyear. c. On the effective date a County roadway istransferredtothejurisdictionoftheCity, theCountyshallnolongerberesponsibleforthe payment for routine and winter road maintenance. 3. Relationship between the parties: a. The parties agree that the relationship betweenthemcreatedbythisagreementisthatofemployertheCounty) and independent contractor (theCity). No agent or employee of the City shall bedeemedtobetheagentoremployeeoftheCounty. b. The City agrees to save, defend and hold theCountyharmlessfromallclaims, demands, costs orjudgmentscausedbyorarisingoutofthe negligence of the City, its officers, agents or employees in the performance of this contract. 4. Effective date of agreement: a. This agreement shall become effective the first day of June 1995 and shall remain in effect until such time as all of the County roadways herein listed shall be transferred to the City under the functional consolidation program or the agreement is terminated in accordance with Section 5, below. Termination: a. The County reserves the right to suspend or terminate this agreement if the City violates any of the terms or conditions of this agreement or does not fulfill in a timely and proper manner its obligations under this agreement as determined by the County. In the event the County exercises its right of suspension or termination under this Paragraph, it shall submit written notice to the City specifying the extent of such suspension or termination, the reasons, therefore, and the date upon which suspension or termination becomes effective. Upon receipt of such notice, the City shall take all actions necessary to discontinue further commitments of funds to the extent that they relate to the suspended or terminated portions of this agreement. IN WITNESS WHEREOF, the parties hereto have caused thisagreementtobeexecuted. CITY OF MOUNDS VIEW THE COUNTY OF RAMSEY By By Chairperson Its Board of County Commissioners By Attest: Its Chief Clerk -County Board Date: Date: Approved as to form: Assistant County Attorney Recommended for Approval: Paul L. Kirkwold, P.E. Ramsey County Engineer Risk Management ITEM NO. 7 DISCUSSION REGARDING WATER METER CHANGE OUT PROPOSAL I believe that discussions regarding a water meter change out, hasbeenanissuefromthedistantpast, and most recently in the last eighteen (18) months. There are several issues that bear consideration as staff seeks the direction of this revisited topic. At the beginning of the 1995 budget calendar, staff began consulting with a vendor Meter issues prompted this exploration. Reading (AMR). A few of them are listed below: Decreased availability and safety awareness in accessing households to read meters. Expenditures related to reading meters, ie. a. Hiring and training of annual meter readers b. Full time employees re -reading incorrect meters C. Quarterly labor expense to read commercial meters d. Final readings for new and old accounts Expenditures related to quarterly billings, ie. a. Labor expenses for data entry b. Billing paper supplies, ie. postcards Accuracy of the systems meters, recently a 25 year old, 2 inch meter was repaired. It was only registering 4% of the water used at high flow. The City may be losing tens of thousands of revenue dollars per year. Labor and capital expenditures replacing bad meters. Replacing meters manufactured with outdated technology. Staff along with representatives from WaterPro have gathered data, performed meter testing, assembled an RFP, and a financial reportbasedonthenationalaveragesandinformationavailable. Thisdocumentcanpredictestimatedlabor, material, and capital costs and savings related to a total meter change out. Data is compiled basedonthecurrentsystem's meters which are an average of 20 years old. Increased revenue through accurate meters and efficient reading canproduceanadditional $2.06 million during the next 20 years. The system upgrade will pay for itself after approximately 8 years. Staff has also been in touch with staff from the City of Arden Hills, as they too are very interested in an Automated Meter Reading Program. By combining the two projects it might be possible for both cities to save an additional $25,000. Representatives from WaterPro will be in attendance Wednesday evening to expand on these issues in greaterdetailifnecessary. Possible funding mechanisms for this project may be: 1. Institute a quarterly or monthly meter charge. 2. Increase in rates. 3. Leasing to purchase, use possible increased earnings to offset lease payment. 4. Bonding 5. Water reserve funds. Staff requests Council direction whether to proceed with this project. The next course of action would be to finalize and advertise the RFP, analyze the RFPs, formally present to council, award project. 0 0 0 0 0 0 0 0 0 0 0 0 0 o o i I l W aate. 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'$ W w H H H H m W fxwHwcx0 aw 0 E as W hoz w OH 31 HFCIU- I`r rZiP,CW7 4o4 aIIIXUFwww(u> w aw E F>+3HtiHZwE co 1 4uu az OIoavWwxFCzzxzuEw z 0FCHggqaQHqamOw _ z ri HEU O 02FCW aWWW aWWO WWO 0- - WWU H HHPEWEEEI-7EPUWPUH Oxo w XFC E HWWUHUWUHU C7 HEOawwwwwwxxEmxF It7 wwWwl- ONO h h F - j0 044zza1:lzvl0 WOOD'( 7zC7zO a'FCGLFCfk P:W[t1WHP'4wUN$ Wwwooril a a a N4 4UQMP H OU wq zU oza UWP' OHW EH - I I>+w aaa zoo HDU FF U) 0 C: - n Cn fin m C n D CD c rn c 0 — C -- i C: rnp0 ' - rn r D O m - n 7N z Z D rn rn z A m w M m O v c D D 0 o0 C: -- i rn D m o M ao D o r r - Z V V Projects scheduled for near future: EW -1 1995 Completion of Feasibility study north of Silver Pointe SC -2 1995 Study of Woodcrest Drive and Silver Lk Rd. area EW -4 Fut Study for sedimentation pond west end of Silver Lake 1995 Sedimentation Pond cleaning, Pinewood Pond 1995 Ardan Ditch cleaning (Ardan Park) Ar 3535 VADNAIS CENTER DRIVE, 200 SEH CENTER, ST. PAUL, MN55110 6124902000 800325-20.55 ARCHITECTURE ENGINEERING ENVIRONMENTAL TRANSPORTATION January 16, 1995 RE: Mounds View, Minnesota Silver Lake Road Sidewalk and Drainage Facilities SEH No. A-MOUND9505.00 Mr. Mike Ulrich Director of Public Works City of Mounds View , 2466 Bronson Drive Mounds View, MN 55112 Dear Mike: In accordance with our recent discussions, we are pleased to submit this proposal for engineering services associated with the study and preparation of a feasibility report for the construction of a sidewalk and related drainage improvements along Silver Lake Road between County Road H and County Road I. Services will be provided in accordance with our Agreement for Professional Engineering Services dated November 17,1993, herein called the Agreement. This work was initially proposed to include the sidewalk construction only. However, upon review, it was noted that the proposed sidewalk alignment would impact several adjacent wetland areas and traverses several drainage improvements projects which have been identified in the Local Water Management Plan (LWMP). It was then determined that the proposed drainage improvements should be included in a study to provide a more comprehensive review of the project area needs. These basic improvements to be presented in the study are as follows: 1. Feasibility of the proposed sidewalk construction. 2. Feasibility of Project EW -1 identified in the LWMP (see Attachment #1). 3. Feasibility of Project SC -2 identified in the LWMP (see Attachment #1). 4. Feasibility of the Silver View sediment pond (see Attachment #1). - Other related items to be included in the study: 1. Delineations of the boundaries of affected wetlands. 2. Discussion of any special permitting requirements. 3. Proposed construction phasing for all identified improvements. 4. Cost estimates for all identified improvements. 5. Identification of available funding sources. Upon completion of the study, we will prepare text describing our findings and recommendations which, together with maps and drawings generated during the study, will be bound into a report for presentation to the Council, staff and other interested parties. SHORTELLIOrrHENDRICKSON I Mr. Mike Ulrich January 16,1995 Page 2 Compensation for our services will be a fee based on our payroll cost times a factor of 2.24 for services rendered by our personnel engaged directly on the project, plus reimbursable expenses including mileage and equipment rental. We estimate this fee to be as follows: Sidewalk 3,200 EW -1 4,300 SC -2 4,900 Silver View Pond 2.500 Total Estimate 14,900 We will bill you monthly for services and reimbursable expenses. The above financial arrangements are based on prompt payment of our bills and the orderly and continuous progress of the project. We will begin our services promptly after receipt of your acceptance of this proposal. To increase the accuracy of the report, we propose to delay the wetland boundary delineation portion of the study until the snow cover is gone. Based on this, we would estimate completion of the report in early May. This proposal includes the completion of the report phase only. Design and construction services, if required, will be addressed under a subsequent agreement. Services are to be rendered in the customary phase which, together with the general understandings applicable to our relationship with you set forth in the Agreement, your particular responsibilities are also set forth in the Agreement. This Supplemental Letter Agreement and the Agreement represents the entire understanding between you and us in respect to the project and may only be modified in writing if signed by both of us. If it satisfactorily sets forth your understanding of our agreement, we would appreciate your signing the enclosed copy of this letter in the space provided below and returning it to us. Sincerely, Short Elliott Heq ricren OS Steve Campbell, P.E. tlo Accepted this day of City of Mounds View M Title 1995. 3//\- on E® m 7 o. a' o w G 0 M m o±!`^& o, f o 0 y q/ a 3 e\` B E® Ul cr ~}(D m( D Az a a, om_ e E( U) CD rA k[/ E 7\ m\( may( weRm a- e 7) r}/{ yM WrD aQ D ymg M o) yj riq w r Or 4/ J( 7\§/\\/ 3, j\(\\ A) Fro aE 3 E C( ITJC\ 0D0}7% 7 K n m O O p z r = - - cn C rn -- m - y n m p C D - o cin Z ._ Z p O O O O — z c z D m O D mni n - O z This issue was briefly discussed at the goal setting meeting last month. Legislation has been passed, mandating that all Public Water Suppliers develop and adopt a Wellhead Protection Policy. This policy will identify each aquifer, it's geological formation, any readily identifiable contamination sources, and the well's area of vulnerability. Steve Campbell will be present to discuss in more detail the process involved, and the proposal presented by SEH. This policy will involve some staff time, but most of research must be completed by a professional hydrogeologist. Recently, staff received the rating schedule for water supplies that are most vulnerable to contamination. Mounds View is currently ranked in the second tier of the rating schedule. It appears at this time that the City will not be required to submit its wellhead protection policy until 1997. Staff seeks council comment and direction in this matter. Water Conservation Act This Act again is mandated (unfunded) legislation. The Water Conservation Act is a document that involves conversation measures that suppliers are using, or plan to implement. It is also a forecasting tool for water consumption in the future. An extensive amount of time is spent researching past history, determining trends, logging pumping needs, and tabulating information. The city's water users will receive a rating based on the priority of their water consumption. Should water rationing be instituted in an emergency or extended drought, high priority services will receive the most water. Therefore this document must be incorporated into the City's Comprehensive Plan. Staff has met with Steve Campbell to discuss the impacts to staff time, the preparation of this document would require. It was felt that staff could supply some of the hard data related to water pumpage and consumption of the past, but would not be available to devote the extensive amount of time necessary for all the related professional tasks. Steve will explain in greater detail, the burden this mandate has caused for all communities. This document must be presented to Met Council and adopted by the City by January of 1996. Staff seeks council comments and directions in this matter. IZ 28•;10 i1:Jp t.a.\ -, nn Z,1. rAL-L til uV t. uui Supplemental Letter of Agreement February 27,1995 Mr. Mike Ulrich Director of Public Works City of Mounds View 2466 Bronson Drive Mounds View, Minnesota 55112 Dear Mike: RE: Mounds View, Minnesota Public Water Supply Emergency and Conservation Plan SEH No. P-MOLJND9510.00 Short Elliott Hendrickson Inc. (SEH) is pleased to submit this proposal for professional engineering services associated with the preparation of a Public Water Supply Emergency and Conservation Plan. Our services will be provided in accordance with our Agreement for Engineering, Architectural, and Planting Services dated November 17, 1993, hereinafter called the Agreement. Scope of Services Our services will consist of the preparation of an Emergency and Conservation Plan in accordance with the requirements and guidelines established by and for submittal to the Minnesota Department of Natural Resources (DNR). The master outline which we have developed for the plan is attached for your review. Project Team Short Elliott I Iendrickson Inc. has assembled a team of professionals tailored to deliver this service to you. Team leaders Ann Perry and Steve Campbell represent the most knowledgeable of the two disciplines required to assemble elements, formulate, submit and obtain approval of this plan by the regulatory agencies. Lloyd Pauly will support that team. with his knowledge and background inmanagingandoperatingmunicipalwatersystems, along with his background and accreditation in emergency management and response. Ms. Perry is a highly qualified and respected urban planner with acknowledged expertise in the development of comprehensive plans, environmental planning, and city -oriented planning activities and strategies. Mr. Campbell is a senior project manager with over 20 years experience in the planning, design, and construction of municipal water systems throughout Minnesota. He has particular expertise in the areas of water supply planning and the design and construction of supply and storage facilities. 0-, '.7/4a 11: Ju hd_1 '"H J1. rAUL ktiji10.) uui Mr. Mike Ulrich February U,1995 Page 2 Mr. Pauly is a recognized public works manager who has over 30 years experience operating and managing a successful municipal water system. In addition, he is an experienced emergency manager. Mr. Pauly is certified in emergency management by both the state Department of Emergency Management and the Federal Emergency Management Agency. This team will be supported by the entire staff of SEH with proven expertise in all disciplineF, of ci-H engineering, environmental, and water resources management. Responsibility of the City SEH believes that for any plan to be effective, it must represent the thoughts and plans of the City. To that extent, we will need the involvement from key members of your staff, including planning, and utility management and operational personnel. Our proposal anticipates that key members of the city staff will be available for at least 3-12 hours for interviews and review of City records and documents relating to the municipal water system, emergency plan, and the City's comprehensive plan elements. It is further anticipated in this proposal that the City will make available any records, maps, or doctunents necessary to be a part of this plan development. We also anticipate that the City will be responsible for distribution of this plan to neighboA g communities and agencies for their formal review and comment as part of the requirements for amending the Comprehensive Plan. Fee for Service SEH proposes to develop this plan in cooperation with the City of Mounds View and in accordance with the stated scope of services for a lump sum fee of $6,900. This proposal does not include SEH involvement in public meetings such as Planning Commission or City Council. We are however, available on an hourly basis to provide that support as requested by the City. Upon satisfactory completion and submittal of the draft plan, SEH will invoice the City for 90% of the above fee. The retraining 10% will be invoiced after completion of the final plan. Schedule Following our initial interview with City staff, we will complete the draft of the Public Water Supply, Emergency and Conservation Plan within 45 days for formal city review. The final plan, which will incorporate any changes mandated by the City, will be completed within two weeks after formal City review. 11.00 rAA Mr. Mike Ulrich February 27,1995 Page 3 11 J1. I"ALL y_fi. 111.11. VQ 1 Services are to be rendered in the customary phase which, together with the general understandings applicable to our relationship with you, are set forth in the Agreement. Your particular responr4h0it4,0s are also set forth in the Agreement. This Supplemental Letter Agreement and the Agreement for Engineer, Architectural, and Planning Services represents the entire understanding between you and us in respect of the project, and rna y 011i, be n',: be modified in writing, signed by both of us. If this letter satisfactorily sets forth your understanding of our agreement, we would appreciate your signing the enclosed copy of this letter in the space prnv :i r• below and returning it to us. Thank you for the opportunity to present this proposal and for your consideration. We look fore •.. working with you on your plan. Sincerely, Short Elliott Hendrickson Inc. Steven D. Campbell, P.E. Senior Project Manager CITY OF MOUNDS VIEW, MINNESOTA Accepted this day of M3 Title: 1995 11:.16 tA_1 .tH J1. VA ISL U/ UV.1 pill Water Supply Plan — Master Outline A. Introduction I. Discussion of the purpose of the plan. Importance of plan to meeting needs of the community, compliance with state law, DNR rules, and Metropolitan Council requirements. 2. General discussion of community setting, population, status of development, and relationship inregionalsetting. 3. General desc..rintion of the historical development of the public water system of the community. 4. Description of the water supply plan that follows. B. Geologic Setting of the Community 1. General description of the underlying geology of the region. 2. General description of the aquifers and groundwater conditions underlying the communis-, 3. General description of surface water characteristics of major bodies of water_ 4. General description of water quality characteristics of subsurface and surface water areas. C. Existing Water Supply, Storage and Treatment System 1. Description of specific aquifer and groundwater areas serving community wells. 2. Description of well construction specifications and locations. 3. Characteristics of ownership and use of public well sites. 4. Description of trunk water system and service areas. 5. Description of water supply system in relation to adjacent communities. 6. Description of water treatment facilities and characteristics. D. Discussion of Historical Water Use and Supply: 1985-1994 1. Demographic changes and development characteristics. 2. Specific characteristics of user groups (i.e. residential, commercial, etc.). 3. Description of major water users in the community. 4. Collection of annual and seasonal well water levels. 5. Description of current issues with existing system and storage. 6. Presentation of statistics required for plan: Population growth/water use. Per capita wa t?r use. Li:JI I.A.1 'c11 O1. rALL WJ mJU -uo, Water demand by customer category. Seasonal and peak water demand use. Storage capabilities.. E. Discussion of Future Water Demand and Supply Needs 1. Identify and project water supply needs by user groups to the year 2005. 2. Determine capacity of existing system, storage, treatment, and wells to meet future needs. 3. Description of planned or needed improvements to meet future demand. F. Establish Water Supply Policies, Objectives and Standards for Utility Operations 1. Establish community goals for water consumption and demand, water conservation, system expansion, wellhead protection, and emergency situations. 2. Develop objectives that guide expansions to the system, focus water conservation efforts, and encourage protection of subsurface and surface water supplies. 3. Formulate standards that will implement standards for utility operations. G. Establish Water Conservation Plan 1. Generally describe the need and purpose of water conservation efforts for the community. 2. Analyze existing water conservation efforts and develop appropriate water reduction alternatives including the following: Status and extent of metering program. Extent of water audit program and analysis of unaccounted water losses. History and development of water rate structure; review need to change in order to encourage water conservation. Review of current and planned regulations to encourage water conservation. Need for retrofitting programs for public and private structures. Need for pressure control and reduction program. Educational and informational programs that are available in the community. 3. Develop procedure for sequential water demand reduction for each water use group for non- emergency short- and long term periods. 4. Identify implementation steps necessary to effect water conservation plan. 5. Establish educational program for community residents and businesses. 02 1 28 a.-. 11:37 FAA DtH 51. YALL WJU01-IM, H. Wellhead Protection 1. Narrative indicating the City's intent to develop a wellhead protection plan in accordance isrith the rules set forth by the State Health Department at such time as they become adopted and a schedule is set forth. Development of a wellhead protection plan is not part of this proposal. I. Emergency Response Plan for Water Supply 1. Identify current emergency response procedures. 2. Identify new procedures that should be added based upon inventory and water system goals. 3. Develop revised emergency response plan which will include the following items: Easily understood map depicting well and service areas; and production and well characteristics. Description of water system, treatment facilities, wells, pumps, and tnmk lines. Description of interconnections with other communities including cooperative agreement clauses; use of surface water; and availability of large, private wells. Discussion of feasibility of conjunctive use and potential limitations. Discussion of other feasible alternatives (i.e. use of treated water). 4. Develop emergency demand reduction plan Review potential to reduce demand for each user group. Develop criteria to utilize in establishing effective demand reduction and allocation programs. Establish program for sequencing demand reduction procedures for user groups. Establish allocation program. Develop implementation program which will include triggering mechanisms and enforcement procedures. Water Supply and Conservation Plan Implementation 1. Establish public review and comment period. 2. Analyze impact upon Comprehensive Plan. 3. Amend Capital Improvements Program to reflect plan recommendations. 4. Amend official controls to allow for plan effectuation. 5. Program for review and update of plan.