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01-21-1991 CC MIN - SPECIAL . . . SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL WORK SESSION HELD AT THE ELK RIVER CITY HALL MONDAY, JANUARY 21, 1991 MEMBERS PRESENT: Mayor Tralle (6:45 p.m.), Councilmembers Schuldt, Holmgren, Kropuenske, and Dietz MEMBERS ABSENT: None STAFF PRESENT: Lori Johnson, Finance Director; Terry Maurer, City Engineer; Phil Hals, Street/Park Superintendent; and Pat Klaers, City Administrator 1. Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council work session was called to order by Vice Mayor Schuldt at 6:30 p.m. I') &.. Discussion on Capital Improvement Program The meeting began with a brief discussion on possible cuts in Local Government Aid and other finances provided by the State. It was indicated that at least a $45,000 cut in Local Government Aid can be anticipated with additional Local Government Aid cuts being very possible, as well as reductions in other funding sources. The City Administrator noted that Local Government Aid goes into the City General Fund and does not directly affect the Capital Improvement Program (CIP). However, in order to make up the loss of Local Government Aid, it may be necessary to utilize some reserve funds which may reduce future Capital Improvements. The City Administrator reviewed with City Council the status of the Capi tal Improvement finances, along with a brief update on the status of ongoing projects. The majority of the financial discussion related to the status of the Municipal State Aid (MSA) fund, the Capital Projects fund, the Equipment Reserve fund, and the Landfill Surcharge fund. The other funds available for Capital Improvements, but which are used to a lesser degree, were briefly reviewed. Discussion took place regarding the future use of the NSP contribution. It was noted that the highest priority for these funds is for land and public facili ties but no official designation of these funds will take place at this time. Review of the status of the 1990-94 and the "pending" Capital Improvement Projects took place. Completed projects were identified and potential new projects were discussed. It was noted that all of the projects listed last year were deemed to be still valid and important to have retained in the Capital Improvement Projects list. Addi tional projects noted for inclusion in the Capital Improvements Projects list include: Naples Street improvement project, Highway 169 . City Council Minutes January 21, 1991 Page 2 acceleration lane, Highway 169 turn lane at 5th Street, 173rd/175th Street improvement, and Orono Park expansion. In review of the Capital Improvement Projects list, it was noted that as in 1990, a number of timing and financing issues remain unresolved for some high priority projects. These projects include Dodge Avenue, 5th Street, and Railroad Drive improvements. The City Council took a ten minute break and reconvened at 8:45 p.m. At this time, the City Council began formation of the 1991 Capital Improvement Work Program. The basis of this program was the 1990 Capital Improvement Program. As in the 1990 CIP, many of the 1991 projects will take more than one year to be finalized. 173rd Railroad Crossin~ - Work has been progressing on this project. The Council indicated that this project is a high priority. It is anticipated that the railroad crossings would be installed and the street would be improved in 1991. Funding for this project would come from MSA funds. Anticipated costs for the project are $81,000 for the railroad crossing and $64,000 for the associated street improvements. . Sidewalk Replacement - The sidewalk and pathway plan and policy was approved by the City Council in 1990. Staff was instructed to follow-up on the sidewalk reconstruction project in the old core village that began in 1989 with the removal (and replacement with bituminous surface) of some sidewalks. Part of the project would be a City financial responsibility. Up to $30,000 has been placed in the Capital Projects fund for sidewalk replacement over the next five years. Waco Street Bri~ - Staff was instructed to continue with the necessary paperwork to have this project move forward for construction in 1994. The City Engineer noted that right-of-way property, which is in the floodplain, needs to be purchased in the next 18 months. In 1990, the Council identified $125,000 worth of funds for this purchase, all of which would be reimbursable to the City from Federal Funds. This purchase would temporarily be financed from various funds. The funds discussed were $50,000 from the Capital Projects fund, $50,000 from TIF #1 and #3, and $25,000 from the Self Insurance fund. In planning for this purchase in the next 18 months, the City Council decided to use $50,000 from the Capital Projects fund, and $75,000 from the Self Insurance fund and not utilize any TIF funds for this expenditure. . Westwood Addition - This project calls for street, water, storm sewer, and sanitary sewer improvements. The Ci ty Council instructed staff to proceed with this project, so that construction can take place in 1991. A resolution to update the 1985 feasibility study for this project will be presented to the Ci ty Council in February. Informational notices will be sent to property owners shortly thereafter. The majority of this project is anticipated to be assessed to benefited property owners. City . City Council Minutes January 21, 1991 Page 3 participation is anticipated with the storm sewer portion of this project. Up to $80,000 has been dedicated for storm sewer in the Westwood Addition from Capital Project fund. Other funds, if necessary, would have come from the Street (Landfill) fund. "Da~Brigg~ - The City Engineer indicated that the paperwork for this improvement is moving forward in a timely fashion. Construction is anticipated in 1992. Almost all of the funding would come from non-city monies. The City Council discussed possible improvements to Main Street and utility extensions in the area west of the dam bridge up to the "Y." In this manner, this stretch of road would not have to be under construction again in the future when and if major utility expansions in the western area of the City take place. No consensus was reached on the street and utility improvements associated with this dam bridge replacement project. . 19~rd Si~nal It was noted that a commercial development project is anticipated on the southeast corner of the intersection of 193rd Avenue and Highway 169. Staff has indicated to the developer that this commercial development may generate sufficient traffic to warrant a street signal at this intersection and that, as such, the developer would be responsible for a certain amount of the cost for the signal installation. The City Engineer indicated that if the signal is to be installed in 1992, notification to the MnDOT office in Brainerd needs to take place in early 1991. Direction by the City Council to have the City Engineer contact MnDOT regarding the signal installation in 1992 is anticipated in the next few months. The City share for this project is estimated to not exceed $30,000 and would come from MSA Funds. RailroaQ_Drive._-1tD.cL 3rd---A'yeI1J!.~ - The City Council acknowledged that no MSA funds would be available for this project in 1991. Staff was instructed to complete some initial studies regarding improvement of this street and intersection. Discussion took place whether this project was a higher priority than improvements on Dodge Avenue, which would be competing for the limited amount of MSA funds that would be available in 1992. In addition to MSA funds, some assessments would be required, along with a contribution from the Capital Projects fund and Street (Landfill) fund. . Dod~e Aven.ue and 5th Street - The City Council discussed the needs of Dodge Avenue and 5th street. It was noted that 5th Street could be a relatively simple street project or a comprehensive street and utility project. It was desired by the Ci ty Council to have a petition for this project before proceeding. Staff was was instructed to begin initial studies for improvement of Dodge Avenue. Funding for the Dodge Avenue Project would come from MSA funds and assessments. Funding for the 5th Avenue Proj ect would come from a mul ti tude of sources including assessments, MSA funds, Capital Projects funds, and Street (Landfill) funds. . City Council Minutes January 21, 1991 Page 4 ~ro9~_~Ayenue - It was acknowledged that improvement of the School Street and Proctor Avenue intersection took place in 1990 and that initial approval from the County Board for the further expansion of Proctor Avenue has been received. Staff was instructed to proceed with this project in order for construction to take place in 1991. The majority of the funding for this project will come from the County but some City participation will be required. MSA funds in the amount of $50,000 are estimated to be needed. Up to $25,000 worth of Capital Project funds have also been dedicated for this project. These funds may be recaptured through assessments to benefited property owners. The project includes expansion of street to a four-lane; sidewalks; improvement to the sanitary sewer, storm sewer, and water systems; installation of street lights; and realignment of the railroad crossing signals. Also, the closing of the frontage road (6th Street) running along Highway 10 on the east side of Proctor Avenue needs to be reviewed. . Tax Forfeited Properties - It was unknown whether or not any tax forfeited properties would be desirable or available in 1991. Funding for such purchases would have to come from the Capital Projects fund, as authorized by the City Council. Remaining speci al assessments, if any, on the propert i es would be lev i ed against the entire City over the next few years. Main Street/Hi~hway 169 Intersection - The City Engineer noted that progress has been made on this project and a decision from MnDot is expected soon regarding available funding in 1991. If unsuccessful, the City would apply for funding for this project in 1992. The City Engineer indicated that almost the entire project is MSA fundable, but that the scope of the project has increased since preliminary discussions in 1990. The cost of the project, including purchase of necessary right-of-way on the south side of Main Street, both east and west of Highway 169, is estimated at $175,000. It was noted that some of the cost of this improvement may be assessed to benefited property owners. It was also noted that a potential "right-on right-off" on southbound Highway 169 and northbound Highway 169 is being requested in conjunction with this project. The design for this intersection would be two lanes in each direction with a turn lane in the center as traffic moves in a east/west fashion. . Street Overlay and Sealcoatin~ Pro.iects The City Council concurred to proceed forward as budgeted for the annual sealcoating and overlay projects. These projects are financed through the City General Fund. Combined expenditures in the range of $75,000 for these projects are anticipated in 1991. Authorization for action on these projects by the City Council is necessary in the spring of 1991. Ka~Q.r west Hi..,ghway 10 Utilities - Staff was instructed to continue to monitor the situation and update the two existing engineering studies for these projects. The update would include . City Council Minutes January 21, 1991 Page 5 the utilization of the land use planning studies approved by the City Council in 1990. F~llmore Street Staff was instructed to proceed with this pro,ject for construction in 1991. A feasibility study has been prepared and will be reviewed by the City Council shortly. An informational meeting with affected property owners will be required before a City Council public hearing. The total cost of the project is estimated in the range of $230,000. Assessments to benefi ted property owners would be required. Utilization of the previously collected City impact fee for this project and MSA funds would also be necessary. MSA contribution to this project is anticipated in the $160,000 range. The project is to include a bicycle path. It was noted that Fillmore is one part of the link between County Road 12 and Highway 10. The improvement of 173rd/175th would be necessary to complete this link. The second phase of this project is not anticipated to take place until MSA funds are available around 1993. . Annual EQutQment Purchases and Lease/Purchase PavmeQts - Staff was instructed to proceed with the payment of these annual purchases and obligations as outlined in the City General Fund budget. Equipment purchases are estimated in the $120,000 range and lease purchase payments in the $100,000 range. Small Park Improvements - Staff was instructed to work with the Park and Recreation Commission on the expenditure of a small amount of Park Dedication funds for miscellaneous park improvements. Capital Project funds in the amount of $20,000 for improvement of the railroad trail and $10,000 for improvement of Barrington Park were allocated above and beyond Park Dedication funds. It was noted that if a major park improvement project took place through a successful LAWCON Grant, Capital Project funds would be necessary as the local match. Such a LAWCON Grant is not anticipated until at least 1992. Wast~ Water Treatl!lent Plant Property - Staff proceed with the purchase of land for the long Waste Water Treatment Plant sludge disposal. proceeding for the purchase of 120 acres. A this purchase is anticipated in February, 1991. project will come from the Waste Water Treatment was instructed to term future of the Negotiations are public hearing on Funding for this Plant reserves. . Old City Hall Staff was requested to proceed with the necessary steps in order to ensure that old City Hall is removed in 1991. Formal action by the City Council is anticipated in January/February, 1991, directing staff to do the necessary work. The cost for removal of old City Hall is estimated in the $90,000 range and will come from the City Hall (Landfill) reserve fund. Ri verb_ank Pro teGJ.l o:rr Staff noted that bids have been authorized for the improvement of this Mississippi Riverbank from CSAH 42 toward the downtown area. Completion of this $30,000 project is anticipated before spring, 1991. $15,000 of City funds . . . City Council Minutes January 21, 1991 Page 6 for this project will come from the Capital Projects fund. Staff was instructed to submit an additional application for Riverbank Protection funds in 1991. Communl1Y-J;enter - The City Council noted that a special work session is planned on this topic. A decision on how and when to proceed for the construction of the Community Center is anticipated in the spring of 1991. City ~llnolice Facility The City Council noted that following a decision on a Community Center, discussion would take place regarding a permanent City Hall/Police facility. Decisions anticipated on this project in the spring of 1991 relate to site selection and determination of appropriate financing. It was the desire of the City Council to have construction of this facility begin in 1992. Orono Park ExpaD~iQn Staff updated the City Council on discussions to purchase land adjacent to Orono Park. The City Council indicated that, if possible, they prefer to use TIF #1 and #3 increments for this purchase. It was the consensus of the City Council that it desired to take formal action on old City Hall, Fillmore Street, Proctor Avenue, and Westwood Addition in January/February, 1991, in order for these projects to take place during the summer of 1991. 3. Ad,] ou rnmenJ~. It was the consensus of the City Council that the meeting be adjourned at approximately 9:50 p.m. The next ClP work session is scheduled for 6:30 p.m. on Monday, February 18, 1991. Respectfully submitted, Patrick D. Klaers City Administrator