6.15. SR 04-19-2004 oward R. Green Qompany
Item 6.15.
Apdl 15, 2004
File: 823100J-0030
Honorable Mayor and City Council
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
RE: BITUMINOUS OVERLAY IMPROVEMENT OF 2004
Dear Council Members:
On February 23rd, the City Council adopted Resolution 04-13. Ordedng the Feasibility Study for the
Bituminous Oveday Improvement of 2004. A copy of that feasibility study is attached. The
feasibility study looks at providing a bituminous oveday in six subdivisions, including M-Vale
Addition, Brentwood Addition, Heavenly Hills, Fairhaven Hills Addition, Greenhead Acreslst
Addition, Belgin Acres Addition.
This project is very similar to previous assessable oveday projects undertaken by the City in the
past. The feasibility study proposes to have the bituminous oveday 100 percent assessed to the
benefited properties. As in past projects the City street department will prepare the existing
bituminous surface by patching any severely disturbed areas pdor to the oveday. The street
department will also restore the gravel shoulders as needed after the overlay. The feasibility study
estimates an assessment rate of $2175.00 per residential equivalent unit. This is slightly more then
previous years for two reasons; first all six areas are large lot subdivisions in the rural area of the
city, second is the escalating costs of oil products.
In the past the City has held a joint public headng and an assessment headng on these overlay
projects to minimize the amount of times the benefited property owners need to come to City Hall.
We have typically prepared the plans and received a bid pdor to the assessment headng so we will
be able to present actual numbers at the headng. Attached for the City Council's consideration are
four resolutions. They are as follows:
· Resolution Receiving the Feasibility Study and Ordedng a Public Headng.
Resolution Determining the Assessed Cost of the Improvement and
Preparation of Assessment Roll.
· Resolution Establishing the Date for the Assessment Headng.
· Resolution Ordedng the Preparation of Plans and Specifications.
Ordering the
We would recommend adoption of all four resolutions. The public headng and assessment heating
would be held on June 7, 2004. At that time we would have an actual bid and could adjust the
assessment rate downward if the bid was lower then the feasibility study estimate.
Ltr-041404-Council.doc
2550 University Avenue West · Suite 400N ° St. Paul, MN 55114 ° 651/644-4389 fax 651/644-9446 toll free 888/368-4389
Honorable Mayor and City Council
April 14, 2004
Page 2
If you have any questions regarding these issues, I will be in attendance at your Apd119, 2004 City
Council meeting.
Sincerely,
Howard R. Green Company
TemP. E''~'¢~
TJM:ac
Enclosure
Ltr-041404-Council.doc
Howard R. Green Company
RESOLUTION 04-
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION RECEIVING THE FEASIBILITY REPORT
AND ORDERING A PUBLIC HEARING ON THE
IMPROVEMENT IN THE MATTER OF THE BITUMINOUS OVERLAY
IMPROVEMENT OF 2004
WHEREAS
the Feasibility Report ordered by the Council in Resolution 04-13 has been prepared
with reference to the Bituminous Oveday of 2004 improvement and was received by
the City on Apd119, 2004; and
WHEREAS the Feasibility Report recommends that the proposed improvement is feasible;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota:
The City Council will consider the 2004 Bituminous Overlay improvement as
described in the Feasibility Report and the assessment of the property abutting this
proposed improvement and for all or a portion of the cost of the improvement pursuant to
Minnesota Statutes, Section 429, at an estimated total cost for the improvement of
$622,OO0.
A public headng shall be held before the City Council on the proposed improvement on the
7th day of June, 2004, at 6:30 p.m. at the Elk River City Hall Council Chambers.
The City Clerk shall provide two published notices (one week apart) in the official newspaper
with at least three days between the last publication date and the heating, and mailed notice
ten days pdor to the headng as required by law.
Passed and adopted this 19th day of Apdl, 2004.
ATTEST:
Stephanie A. Klinzing, Mayor
Joan M. Schmidt, City Clerk
o./gen ./forrn/resolution/A-8
RESOLUTION 04 -
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION DETERMINING ASSESSED COST OF
IMPROVEMENT AND ORDERING PREPARATION OF
PROPOSED ASSESSMENT ROLL IN THE MATTER OF
BITUMINOUS OVERLAY IMPROVEMENT OF 2004
WHEREAS
costs have been determined for the 2004 Bituminous Oveday improvement
consisting of a contract pdce of $540,900 and expenses incurred or to be
incurred by the City in the making of the improvement in the amount of
$81,100, for a total cost of the improvement of $622,000.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota:
Based upon the City Assessment Policies, it is determined that the portion of this
improvement to be paid by the City and not assessed to benefited properties is
The portion of the cost to be assessed against benefited properties pursuant to the Elk
River City Assessment Policies shall be $622,000.
The assessments shall be payable in equal annual installments and shall extend over a
pedod of five years, the first of the installments to be payable on or before the first
Monday in January 2005, with interest at the rate of 5.50% per annum from the date of
the adoption of the assessment resolution.
The City Administrator with the assistance of the Project Engineer shall forthwith
calculate the proper amount to be specially assessed for such improvement against
every assessable lot, piece, or parcel of land, without regard to cash valuation, as
provided by law, and shall have available at the City Administrator's office a copy of the
proposed assessment roll for public inspection.
Upon completion of the proposed assessment roll, the City Administrator shall notify the
Council and schedule a public headng upon the proposed assessment, causing notice of
the headng by publication and mail to be made at least two weeks prior to the hearing.
Passed and adopted this 19~h day of Apdl, 2004.
A'I-I'EST:
Stephanie A. Klinzing, Mayor
Joan M. Schmidt, City Clerk
o./gen./form/resoluticm A-13
RESOLUTION 04-
A RESOLUTION FOR THE CITY OF ELK RIVER
WHEREAS
WHEREAS
A RESOLUTION ESTABLISHING THE DATE
FOR THE ASSESSMENT HEARING FOR THE
BITUMINOUS OVERLAYIMPROVEMENT OF2004
by a resolution passed by the Council on April 19, 2004, the City Clerk was
directed to prepare a proposed assessment of the cost of the 2004 Bituminous
Oveday Improvement; and
the Clerk has notified the Council that such proposed assessment will be
completed and filed in the Clerk's office for public inspection by the appropriate
time.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota:
A hearing shall be held on the 7t~ day of June, 2004, in the City Hall at 6:30 p.m. to pass
upon such proposed assessment and at such time and place all persons owning
property affected by such improvement will be given an opportunity to be heard with
reference to such assessment.
The City Clerk is hereby directed to cause a notice of the headng on the proposed
assessment to be published once in the official newspaper at least two weeks pdor to
the hearing, and shall state in the notice the total cost of the improvement. The City
Clerk shall also cause mailed notice to be given to the owner of each parcel described in
the assessment roll not less than two weeks pdor to the hearings.
The owner of any property so assessed may, at any time pdor 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 of any property may at any time thereafter pay
to the City of Elk River the entire amount of the assessment remaining unpaid, with
interest accrued to December 31st of the year in which such payment is made. Such
payment must be made before November 15t~ or interest will be charged through
December 31 st of the succeeding year.
Passed and adopted this 19th day of April, 2004.
ATTEST:
Stephanie A. Klinzing, Mayor
Joan M. Schmidt, City Clerk
O:~HRG\1020\102000.Admin\Cledcal~arahVesolution-assessment hearing.doc
RESOLUTION 04-
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION ORDERING THE
PREPARATION OF PLANS AND SPECIFICATIONS IN
THE MATTER OF THE BITUMINOUS OVERLAY IMPROVEMENT
OF 2004
WHEREAS
a public headng relating to the 2004 Bituminous Oveday improvement will be
held before the Elk River City Council after ten days mailed notice and two weeks
published notice of the headng was given; and
WHEREAS
the City Council will duly consider the Feasibility Report and those matters
presented at the public headng by those persons desidng to be heard on the
matter;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota:
Howard R. Green Company is hereby designated as Project Engineer for this
improvement. The Project Engineer is directed to prepare plans and specifications for
the making of the improvement and the solicitation of competitive bids.
Passed and adopted this 19th day of Apdl, 2004.
ATTEST:
Stephanie A. Klinzing, Mayor
Joan M. Schmidt, City Clerk
o./gen./form/resolution.A- 10
Feasibility No. 823100J
FEASIBILITY STUDY
FOR
2004 BITUMINOUS OVERLAY
IMPROVEMENTS
ELK RIVER, MINNESOTA
MARCH 2004
FEASIBILITY STUDY
FOR
2004 BITUMINOUS OVERLAY
IMPROVEMENTS
ELK RIVER, MINNESOTA
APRIL 2004
I hereby certify that this plan, specification, or report was prepared by me or under my
direct supervision and that I am a duly registered licensed Engineer under the laws of
the State of Minnesota.
Terry J.
Registration No. 15316
Date
Howard R. Green Company
2550 University Avenue, Suite 400N
St. Paul, MN 55114
Phone: 612/644-4389
Fax: 612/644-9446
O:~ROJ~823100J~030~easibility Study.doc i
TABLE OF CONTENTS
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
Pa.qe
..1
INTRODUCTION ...............................................................................................
EXISTING CONDITIONS ..................................................................................... 1
PROPOSED IMPROVEMENTS ........................................................................... 2
EASEMENTS AND PERMITS ............................................................................. 2
NECESSITY AND COST-EFFECTIVENESS ...................................................... 3
ESTIMATED PROJECT COST ............................................................................ 3
PROJECT FINANCING ....................................................................................... 3
PROJECT SCHEDULE ........................................................................................ 4
CONCLUSION ..................................................................................................... 4
O:XPROJ~823100JSO030~Feasibility Study.doc ii
I. INTRODUCTION
II.
The City Council of the City of Elk River adopted Resolution 04-13 authorizing
Howard R. Green Company to prepare this report to determine the feasibility of
overlaying several streets within six developments in the city. The developments
are Greenhead Acres 1st Addition, Heavenly Hills, Fairhaven Hills Addition, M-
Vale Addition, Brentwood Addition, and Belgin Acres Addition. The feasibility
study was initiated by the City Council based on the City's ongoing maintenance
program. The streets being considered for overlaying are as follows:
Street From To
201 st Avenue
Troy Street
Lander Street
196th Avenue
Lander Street
191st Avenue
Kent Street
207th Avenue
Wilson Street
208th Avenue
Ulysses Street
201 st Avenue
200th Avenue
Brentwood Lane
Norfolk Street NW
198th Avenue
Lowell Street
197th Avenue
195th Avenue
196~ Circle
195th Circle
Zebulon Street
201 st Avenue
County Road 32
Lander Street
192nd Avenue
Kent Street
192nd Avenue
Wilson Street
207th Avenue
Ulysses Street
205th Avenue
Highway 169
Irving Street
Irving Street
Brentwood Lane
Brentwood Lane
198th Avenue
Lowell Street
Irving Street
Lowell Street
Lowell Street
Rawlins Street
192 % Avenue
191st Avenue
cul-de-sac
191st Avenue
208th Avenue
208th Avenue
Irving Street
cul-de-sac
Irving Street
Irving Street
Lowell Street
cul-de-sac
cul-de-sac
The locations for the bituminous overlay areas are shown on Exhibit 1.
This study will summarize the existing conditions, proposed improvements,
estimated construction costs, and associated overhead costs for the project.
Overhead costs include City administration, engineering, fiscal, and legal
expenses. The City's Assessment Manual and previous projects will be used as
a guide to establish financing methods for the project.
EXISTING CONDITIONS
The six developments proposed to be overlaid are rural sections with no storm
sewer. The streets are generally in fair condition; however, additional bituminous
III.
IV.
surfacing is needed to maximize the useful life of these streets before more
costly repairs, such as reconstruction, are necessary.
The six developments are:
· Greenhead Acres- 24-foot wide street with no curb and gutter
· Heavenly Hills- 24-foot wide streets with no curb and gutter
· Fairhaven Hills- 24-foot wide streets with bituminous berm
· M-Vale- 24-foot wide streets with bituminous berm
· Brentwood- 24-foot wide streets with no curb and gutter
· Belgin Acres- 24-foot streets with no curb and gutter
PROPOSED IMPROVEMENTS
The proposed improvement to the streets is to provide an overlay with 1 ~ to 2
inches of bituminous surfacing. The proposed improvements are shown on
Exhibits 1 through 7. The streets can be overlaid while maintaining traffic, so
there will be minimal disruption during construction.
In addition, the improvements will consist of milling and/or removal of a small
portion in front of relatively flat driveways to ensure they can be made to match
propedy with the newly ovedaid street.
Exhibit 8 shows the relationship between life of service and strength of
pavement. This graph shows that once a street reaches 75 percent of years of
service, the pavement strength rapidly drops and the cost to maintain the road
increases. By overlaying these roads, the strength and life of the road will
increase. The oveday will seal the cracking in intermediate stages. The oveday
will also fill the Iow areas in the pavement, which collect water and decrease the
life of the pavement. Existing transverse cracks, which are caused by freeze-
thaw cycles, will likely reflect through the overlay in the future.
As with all previous bituminous oveday projects, the City Street Department will
patch any severely damaged areas before the overlay and will restore the gravel
shoulders after the oveday. Therefore, the only cost proposed to be assessed to
the benefiting properties would be the actual oveday project costs.
EASEMENTS AND PERMITS
The right-of-way width for these streets is generally 60 feet and is adequate for
these improvements. No work is proposed outside of the right-of-way.
No permits from any local or state agencies will be required for this project.
2
V. NECESSITY AND COST-EFFECTIVENESS
VI.
VII.
The streets being reviewed are in need of repair. The project is necessary to
provide the residents of this area with a safe and adequate public transportation
system. If the overlay is not done in a timely fashion, the roads will continue to
deteriorate and reach a point where an overlay will not be a feasible alternative.
The project will minimize future maintenance costs and increase traffic safety.
The size of the project will ensure competitive bidding; from this standpoint, the
project is cost-effective.
ESTIMATED PROJECT COST
The estimated construction and project cost for the proposed improvements is
provided below:
Estimated Total Construction Cost
$ 540,900
Overhead (15%)
81,100
Total Overall Project Cost
$ 622,000
The project cost includes both construction and overhead costs. In accordance
with the City's assessment manual, the overhead costs are estimated as 28
percent of the total construction cost. The overhead cost includes City
administration, engineering design, construction staking and inspection, and
fiscal and legal costs. Since this project will not require detailed plans and
specifications, the overhead has been reduced to 15 percent.
PROJECT FINANCING
As has been the City's practice on past overlay projects, it is proposed that 100
percent of the cost of the improvements be financed by assessments to the
benefiting properties. As outlined in the City's Assessment Manual, all properties
with frontage abutting the roads or properties dependant on the road to be
overlaid shall be assessed on a per unit basis. Each residential property is
considered one unit.
In the Brentwood Addition, all of Block 9 is owned by Solid Rock Church. The
original plat indicates Block 9 consists of eight lots; therefore, Solid Rock Church
is proposed to be assessed eight units. Likewise, Outlot A of Brentwood Addition
is approximately 29 percent larger than Block 9, so it is proposed to be assessed
ten units.
The total number of assessable units in the residential areas of the project is 286.
Dividing 286 by the total project cost of $622,000, the cost per unit is $2,175.
3
VIII.
The existing parcels and corresponding property identification numbers for the
benefiting properties are shown on Exhibits 2 through 7.
PROJECT SCHEDULE
The following project schedule for the 2004 Overlay Improvement Project is
based upon guidelines in Minnesota Sate Statues Chapter 429 for assessment of
local improvements:
Order Feasibility Study
February 2004
Receive Feasibility Study, Order Public Hearing, Determine
Cost to be Assessed/Order Assessment Hearing
April 2004
Hold Public Hearing/Assessment Hearing
Order Plans and Specifications, Authorize Advertisement
for Bids
June 2004
Open Bids, Award Contract
June 2004
Begin Construction
June 2004
IX.
Complete Construction
August 2004
CONCLUSION
Based on the information gathered and the analyses presented, the proposed
overlay improvements are feasible from an engineering standpoint and would
meet all standards set forth by the City. The proposed project would increase the
total life of the existing bituminous roads and improve the condition of the roads.
4
APPENDIX
EXHIBIT 3
2004 STREET
OVERLAY IMPROVEMENTS
February 10, 2004 8:00:20 o.m.
823~OOj~EXHISIT I.DWG (TELGAAR)
LEGEND
OVERLAY AREA
EXHIB
1
i<lver
75-497-0270
5
0
0
I
03
LEGEND
OVERLAY AREA
M(3rch 24, 2004 1:57:02 p.m
823100j~EXHIBIT 2.OWG (T£LGAAR)
75-4-97-0160
12
11
10
75-497-0130 2
75-497-0125 G ' "'
75-497-0110
GREENHEAD ACRES
FIRST ADDITION
LEGEND
OVERLAY AREA
Februory 10, 2004 7:50:0.3 o.m.
825100j~EXHIBIT 3 OWG (TELOAAR)
1"3 U3
0 0
I I
1~3 I/3
75-114-3104
75-114-,3106
75-114-.3403
75-114-.3404
75-114-3402
5,
2004 STREET
OVERLAY IMPROVEMENTS
HEAVENLY HILLS ADDITION
~,~"' ~', -,~, EXHIBIT
2
2
LEGEND
OVERlaY ARIA
Februory 10, 2004 7:51:39 o.m.
825100j%EXHIBIT 4.DWG (TELGAAR)
/
· 5 5 ,, 1
15 5 ,5 i
2004 STREET
OVERLAY IMPROVEMENTS
FAIRHAVEN HILLS
ADDITION
~. ~ ~ t~lver
75-130-4105
ASSESSED IN 1998
FOR OGDEN STREET
75-130- 4120
75-517-0340
75-51~7~-0336
7
75-129-3101
75-129-3102
75-129-31
75-517-0302 75-517-0475
1~,
1
75-517-0205
75-517-0304
~ 75_5~7_0306
2
3
75-517-0115
i:
0
u~ O
'- O
c~
I I
o O
7
'~:' i.: ..... :'-., i ~i / "-, !.: ,., i -. i ! ~ >
: ....... ;,- ..... ,; /,.,i., i ~',i :' ", co 7:/ :i:~ i~ ....... i ! c~ ;~.-:~ co
-, 0 : ~ · ,
2004 STREET
OVERLAY IMPROVEMENTS
M-VALS ADDITION
LEGEND
OVERLAY AREA
Morch 24, 2004 2:48:.50 p.m.
825100j~EXHIBIT 5.DWG (TELG.~AR)
~~ EXHIBIT
lver 5
19
5
Z
STREET
LEGEND
OVERLAY ARF~A
Morch 24, 2004 4:37:28 p.rn
823100j~£XHiBiT 6 DWG (TELGAAR)
16
4
7i5
O
, 14
O
0
3
2
4
75-505-0620
0
r~
I
75- 503- 0615
75-503-0610
8
,~ 10
1
0
I
1
I
P~18
I
75-503-0535
7
-~75-503-0540:
8
75-503-0545
10
3
11
O~
Ii
O'
0
¥12 o
I
19~
I
0
0
4~
5
75-503-0525
?'15
1
75-503- 0110
I
0
75-503-02~2~
11
1
8
/
75_503-0212
5
75-503-0210
2 ~a~
3>
4~
0
h~
0
0
2OO4 STREET
OVERLAY IMPROVEMENTS
BRENTWOOD ADDITION
,EXHIBI'
6
R G,~n Com~
!
75- 506- 011
'i
75-506-0310
2
75_506_01,~..~ _Z~.~,
75,506~0320 ·
2
4
75-506-014-0
75- 506- 02101
/
75-506-03,.30
5
75-506-0350
75-506-0380
75-506-0370
2
75-506-0220
3
75-506-0230
5
15
9
~'5~506-0290
¥~506-0280
75-506-0270
75-506-0260
7
5
OU FL,,
LEGEND
OVERLAY AREA
Morch 24, 2004 1:59:23 p.m.
823100j~E×HISIT 7.DWG (TELGA~R)
2004 STREET
OVERLAY IMPROVEMENTS
BELGIN ACRES
-~,: ~ ~,~ EXHIBIT
THE COST OF 'TIMELY~ MAINTENANCE
FROM "THE HOLE STORY .... FACTS AND FALLICIES OF POTHOLES"
AMERICAN PUBLIC WORKS ASSOCIATION, 1983
PSR
75% TIME
40% DROP IN
QUALITY
VERY GOOD
EACH $1.00
................................ OF RENOVA~ON
COST HERE
GOOD
FAIR
Poor 40% DROP IN
QUALITY
12% TIME
VERY POOR
~LL COST $4.00
TO $5.00 IF
DELAYED UN~L
HERE
TOTAL FAILURE
YEARS OF SERVICE
THE ADVANTAGE OF DOING TIMELY MAINTENANCE
Morch 31, 2004 9:25:54
825100j~EXHIBIT 8.0WG (TELG~AR)
PAVEMENT STRENGTH
VERSUS
YEARS OF SERVICE
~' EXHIBIT
~,~,~ Ri~'~'