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5.1. SR 06-06-20111 Elk REQUEST FOR ACTION .~.., River TO ITEM NUMBER Ma or and Ci Council 5.1 AGENDA SECTION MEETING DATE PREPARED BY Administration une 6, 2011 ustin Femrite, P.E. ITEM DESCRIPTION REVIEWED B~/ 2011 Street Improvement Project -Public Hearing REVIEWED BY ACTION REQUESTED Upon conclusion of the improvement hearing, if the City Council determines the project should proceed, staff will ask fox resolutions to be passed via separate motions in the following order: a resolution ordering the improvement; a resolution approving the plans and specifications and ordering the advertisement for bids; a resolution declaring the costs to be assessed and ordering the preparation of the proposed assessment; and a resolution calling for the assessment hearing. Separate from the assessment process resolutions listed above, one final resolution required to be passed is a no parking resolution which restricts parking to one side of the street on Industrial Boulevard. BACKGROUND/DISCUSSION The improvement hearing for the 2011 Street Improvement project is scheduled for this evening's City Council meeting. Please bring a copy of your feasibility report which was presented at the May 2 meeting. At the start of the public hearing I will make a presentation of the feasibility report for the residents. An informational meeting was held on May 19 for affected residents along the project to clarify and answer specific questions they had about the proposed improvements. As with previous residential reconstruction projects, the assessments in Project Area 1 are proposed on a residential unit basis. The proposed assessment rate for 2011 has increased modestly from the last reconstruction projects in 2007 and is proposed at $7,000 per residential unit. There are a number of properties on this project that are not typical single residential units. As with previous projects all town home or twin home properties are proposed to be assessed at 0.75 residential equivalents per dwelling unit. The properties along the 15` Street cul-de-sac are proposed to be assessed at a rate of 0.25 residential equivalents per dwelling unit. This results in a proposed assessment of $1,750 per unit along 15C Street which is receiving an overlay improvement. Assessments in Project Area 2 have been calculated with the total assessable costs split throughout the Industrial Park based on 50% per unit and 50% on assessable lot frontage. Estimated assessments in Project Area 2 range from $6,928 to $18,834. At the close of the public hearing, it would be appropriate for the Council to consider four resolutions: the first orders the improvement, the second approves the plans and specifications and orders the advertisement for bids. This will allow the project to bid prior to the assessment hearing. The third N:\Public Bodies\City Council\Council RCA\Agenda Packet\OG-O1-2011\Street Improvement.docx determines the amount to be assessed and orders the preparation of the assessment roll, and the last resolution sets the assessment hearing for July 18, 2011. The final attached resolution is required to be passed in order to meet State Aid standards and qualify for State Aid funding for this project. The existing street width along Industrial Boulevard is 36-feet wide. State Aid rules will only allow for parking to be facilitated along one side of the street at this width. We have prepared the attached resolution to meet this rule and restrict parking along the inner side of the Industrial Boulevard loop. FINANCIAL IMPACT Based on the feasibility study the amount to be funded by the City is approximately $1,030,000 of the $1,605,000 project. ATTACHMENTS • Resolution Ordering the Improvement • Resolution Approving the Plan/Specifications and Ordering the Advertisement fox Bids • Resolution Declaring the Costs to be Assessed and Ordering the Preparation of the Proposed Assessment • Resolution to Call for an Assessment Hearing • Resolution to Restrict parking on Industrial Boulevard ACt1o11 Motion by Second by Vote Follow Up N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\OG-O1-2011\Street Improvement.docx RESOLUTION I I - A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ORDERING THE IMPROVEMENT IN THE MATTER OF THE 201 I STREET IMPROVEMENT PROJECT WHEREAS a public hearing relating to the 2011 Street Improvement was held before the Elk River City Council after ten days mailed notice and two weeks published notice of the hearing was given; and WHEREAS the City Council has duly considered the Feasibility Report and those matter presented at the public hearing by those person desiring to be heard on the matter; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: 1. The 2011 Street Improvements is hereby ordered as recommended in the Feasibility Report dated May 2011. Passed and adopted this 6~ day of June, 2011. John J. Dietz, Mayor ATTEST: Tina Allard, City Clerk N:\Departments\Public Works\Engineering\$IMPROVEMENT PROJECTS\2011 Improvement Projects\2011 Street Improvements\Resolutions\Res ordering Imp.doc RESOLUTION 1I- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS IN THE MATTER OF THE 201 I STREET IMPROVEMENT PROJECT WHEREAS pursuant to Resolution 11-22, the City Engineer has prepared plans and specifications for the 2011 Street Improvement, which plans and specifications have been reviewed by the City; NOW, THEREFORE, BE IT RESOLVED by the City Council of the Ciry of Elk River, Minnesota: 1. Such plans and specifications, a copy of which is attached hereto and incorporated herein by this reference, are hereby approved. 2. The City Clerk shall prepare and obtain the publication of an advertisement for bids for the making of the improvement pursuant to the attached plans and specifications. The advertisement shall be published for 21 days, shall specify the work to be done, and shall state that the bids will be received by the Ciry Clerk until 10:00 a.m. on June 30, 2011, at which time the bids will be publicly opened in the Council Chambers of the City Hall by the City Clerk and the City Engineer and will then be tabulated for consideration by the Ciry Council at a meeting thereof at 6:30 o'clock p.m. on July 18, 2011 in the Ciry Council Chambers at City Hall. No bids will be considered unless sealed and filed with the Ciry Clerk and accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the City of Elk River in the amount of 5% of the amount of such bid. Passed and adopted this 6~ day of June, 2011. John J. Dietz, Mayor ATTEST: Tina Allard, City Clerk N:\Departments\Public Works\Engineering\$IMPROVEMENT PROJECTS\2011 Improvement Projects\2011 Street Improvements\Resolutions\Res App Plans Order Ad.doc RESOLUTION 11- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT IN THE MATTER OF THE 201 I STREET IMPRQVEMENT PROJECT WHEREAS, estimated costs have been calculated for the 2011 Street Improvement Project, the improvements being in the following locations: • 2nd Street NW from Railroad Drive NW to cul-de-sac east of Evans Avenue NW • 151 Street NW from Evans Avenue NW to the cul-de-sac • Railroad Drive NW from Gates Avenue NW to entrance gate to Great River Energy • Gates Avenue NW from Main Street NW to Railroad Drive NW • Freeport Avenue NW from Main Street NW to 2°d Street NW • Evans Avenue NW from Main Street NW to Railroad Drive NW • Industrial Boulevard NW • Triangle Road NW from Industrial Boulevard NW to the cul-de-sac • 192nd Court NW from Industrial Boulevard NW to the dead end to the west and the estimated cost for such improvements is $1,387,000, and the expenses incurred or to be incurred in the making of such improvement amount to $218,000 so that the total cost of the improvement will be $1,605,000. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ELK RIVER, MINNESOTA: 1. The portion of the cost of such improvement to be paid by the city is hereby declared to be $1,030,000 and the portion of the cost to be assessed against benefited property owners is declared to be $575,000. 2. Assessments shall be payable in equal annual installments extending over a period of 10 years, the first of the installments to be payable on or before the first Monday in January, 2012, and shall bear interest at the rate of 3.4 percent per annum from the date of the adoption of the assessment resolution. 3. The City Clerk, with the assistance of the City Engineer, shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and he/she shall file a copy of such proposed assessment in his/her office for public inspection. 4. The clerk shall upon the completion of such proposed assessment, notify the council thereof. Passed and adopted this 6th day of June, 2011. ATTEST: John J. Dietz, Mayor Tina Allard, Ciry Clerk RESOLUTION I I - A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION CALL FOR A HEARING ON THE PROPOSED ASSESSMENT IN THE MATTER OF THE 201 I STREET IMPROVEMENT PROJECT WHEREAS, by a resolution passed by the council on June 6, 2011, the City Clerk was directed to prepare a proposed assessment of the cost of the 2011 Street Improvement Project, the improvements being in the following locations: • 2nd Street NW from Railroad Drive NW to cul-de-sac east of Evans Avenue NW • 1St Street NW from Evans Avenue NW to the cul-de-sac • Railroad Drive NW from Gates Avenue NW to entrance gate to Great River Energy • Gates Avenue NW from Main Street NW to Railroad Drive NW • Freeport Avenue NW from Main Street NW to 2nd Street NW • Evans Avenue NW from Main Street NW to Railroad Drive NW • Industrial Boulevard NW • Triangle Road NW from Industrial Boulevard NW to .the cul-de-sac • 192nd Court NW from Industrial Boulevard NW to the dead end to the west WHEREAS, the Clerk has notified the Council that such proposed assessment will be completed upon receipt of bids for the project and filed in her office for public inspection, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCII.OF ELK RIVER, MINNESOTA: 1. A hearing shall be held at 6:30 p.m. on July 18, 2011 in the City Hall to pass upon such proposed assessment. All persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. Z. The City Clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the hearing, and she shall state in the notice the total cost of the improvement. She shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearing. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City of Elk River, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment. The owner may at any time thereafter, pay the entire amount of the assessment remaining unpaid, with interest accrued to the December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. Passed and adopted this 6th day of June, 2011. John J. Dietz, Mayor ATTEST: Tina Allard, City Clerk RESOLUTION I I - A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ESTABLISHING NO PARKING ON ONE SIDE OF INDUSTRIAL BOULEVARD NORTHWEST, MUNICIPAL STATE AID ROUTE 125 WHEREAS, the Ciry has planned the improvement of Industrial Boulevard Northwest, State Aid Route No. 125, State Aid Project No. 205-125-002; and WHEREAS, the City will be expending Municipal Street Aid Funds on the unprovements of this street; and WHEREAS, these improvements do not provide adequate width for parking on both sides of the street; and WHEREAS, approval of the proposed construction as a Municipal State Aid Street project must therefore be conditioned upon certain parking restrictions. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ELK RIVER, MINNESOTA: That the City shall ban the parking of motor vehicles at all times on the inner side of this looped street. Passed and adopted this 6th day of June, 2011. ATTEST: John J. Dietz, Mayor Tina Allard, City Clerk 2011 Street Improvements Improvement Hearing June 6, 2011 Project Locations Project Area 1: • Gates Avenue NW -Reconstruction – Freeport Avenue NW -Reconstruction – Evans Avenue NW -Reconstruction – 2 nd Street NW -Reconstruction – 1 st Street NW -Overlay – Railroad Drive NW -Reconstruction – Project Area 2: • Industrial Boulevard NW –Reconstruction / Overlay – Triangle Road NW -Reconstruction – 192 nd Court NW -Reconstruction – Existing Conditions •Project Area 1 -Primarily Residential Area with commercial fronting Main Street -Existing Bituminous Streets are in poor condition -Sanitary Sewer –Primarily Clay Pipe in Poor Condition -Watermain–some 4” Mains requiring Upsizing -Drainage –Poor drainage contributing to street deterioration Existing Conditions •Project Area 2 -Fully Developed Industrial Park -Industrial Boulevard NW is a MSAS Route -Existing Bituminous Streets are in Fair to Poor Condition -Sanitary Sewer –PVC Pipe in Good Condition -Watermain–Ductile Iron in Good Condition -Drainage –Fair Condition but Requires Improvements Proposed Improvements •Project Area 1 -Replacement of Clay Sanitary Sewers -ERMU considering Replacement of 4” Watermainwith 8” DIP nd -Extension of Storm Sewer on Evans and 2Street -Bituminous Street Construction with B618 Curb and Gutter st -Edge Mill & Overlay on 1Street NW -Street Widths Primarily 26’ Wide -Railroad Drive NW and Gates Avenue to be 9-Ton Road nd -2Street NW (east of Evans) to be 32’ Wide to Match Existing Proposed Improvements •Project Area 2 –Industrial Park –Edge Mill & 2” Bituminous Overlay –West Segment of Industrial Boulevard –Reclaim Existing Bituminous & 4” Overlay –Curb and Gutter Fill-In on Triangle Road and East Segment of Industrial Boulevard –Storm Sewer Extension on East Segment with additional Catch Basins nd –Storm Sewer to End of 192Court Project Cost Estimates PROJECT AREA 1$1,149,500 PROJECT AREA 1 –LIGHTING$2,500 PROJECT AREA 1 RIGHT-OF-WAY$7,000 PROJECT AREA 2$446,000 TOTAL ESTIMATED PROJECT COST:$1,605,000 Project Assessments •Project Area 1 -Assessed on Per Unit (Lot) Basis -Approximately 55 units -Estimated Assessment = $7,000 per unit -Industrial & Commercial = 1.5 units -Residence with Duplex = 0.75 units -Residence Fronting Overlay = 0.25 units Project Assessments •Project Area 2 –Industrial Park –Assessments calculated as follows: •50% of Project Cost Assessed per Foot Lot Frontage •50% of Project Cost Assessed per Unit -Estimated Assessments •$11.68 per front foot •$5,082 per unit This represents a 35% reduction from the proposed assessment amount in 2010 Project Assessments •Assessments are proposed to be levied for 10-years with an interest rate of 3.4% (2007 Projects were levied at 5.5%) A $7,000 Assessment (1 Res Unit) = $837.45 Annual Payment A $5,250 Assessment (3/4 Res Unit) = $628.09 Annual Payment A $1,750 Assessment (1/4 Res Unit) = $209.36 Annual Payment •Final Assessment dollar amounts will be based on actual bid prices for the work. Project Schedule City Council Receive Feasibility Study May 2, 2011 • City Council Calls for Improvement HearingMay 2, 2011 • City Council Authorizes Preparation of P&S May 2, 2011 • Staff Conducts Informational Open HouseMay 19, 2011 • •City Council holds the Improvement HearingJune 6, 2011 •City Council Authorizes the Project June 6, 2011 •City Council Approves the P&SJune 6, 2011 •City Council Authorizes Ad for BidsJune 6, 2011 •City Council Calls for Assessment HearingJune 6, 2011 •Staff conducts the Bid Opening June 30, 2011 •City Council Conducts Assessment HearingJuly 18, 2011 •City Council Awards the Bid July 18, 2011 •Construction Commences July 2011 •Substantial Completion November 4, 2011 Questions? 2011 Street Improvements ~~1~~ ~ ~~ Miller, Jessica From: michael cooley~~~ Sent: Friday, June 03, 20113:24 PM ~~ To: Femrite, Justin ~, ,~y Subject: evans ave street improvement ~ ~ ~ ~V~ `~'~ I am unable to come to the meeting for the street repairs so I just want you to know that I am all for it. You will probably hear from alot of my neighbors screaming they don't think they should have to pay for it so I want youto know not everyone has that opinion. This street should have been fixed 20 years ago! ! I have lived on it all my life and it is in pitiful condition .If it does not get repaired my taxes should be lowered because I do not live on a tarred street! Ihave been taxed for every other street in town so now it will be nice to get taxed on one I use and can see! ! Thanks Mike Cooley