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6.2. SR 05-01-2006 City of Elk River REQUEST FOR COUNCIL ACTION Agenda Section Meeting Date Plannin jEn ineerin Ma 1, 2006 Item Description 2006 Street Overla 1m rovement Item Number 6.2. Prepared by Ter Maurer, Ci Reviewed by Introduction Late in 200S, the City Council authorized the preparation of a feasibility report for the 2006 Street Overlay Improvement. As the City Council is aware, for many years now in even numbered years, the City has been undertaking assessable street overlay projects. Discussion As has been past practice with street overlay projects, the public hearing and assessment hearing are held the same evening to minimize the amount of trips the public has to make to City Council meetings to hear basically the same information. The City has typically bid the projects before the meeting date so that an actual bid will be available the night of the hearings. This year's proposed project includes Deerfield 1 st Addition, Deerfield 2nd Addition, Hidden Creek Country Estates Addition, North Meadows Addition, Oak Meadows Addition, Ridgewood Additions, Sandpiper Estates 1 st and 2nd Additions, and Schoolview Addition. Also, it has been the City's practice to include one gravel road paving in each assessable overlay project in an attempt to eliminate all gravel roads in the City. This year's gravel road paving project is 213th Avenue west of Jarvis Street. Financial Impact As has been the City's practice in the past, the bituminous overlay is proposed to be 100 percent assessed to the benefited properties. The City's contribution to these projects is the Street Department's preparation of areas prior to the overlay by patching and restoring areas that are badly deteriorated. The Street Department is also responsible for re-installing gravel shoulders and other cleanup work after the bituminous overlay has been placed. Attachments . Feasibility Report . Resolution Receiving Feasibility Report and Ordering Public Hearing . Resolution Ordering Preparation of Plans and Specifications . Resolution Determining Assessment Costs and Ordering Preparation of Assessment Roll . Resolution Establishing Date for Assessment Hearing Action Requested The City Council is requested to consider adopting all four of the attached resolutions. Council Action Follow Up Motion by _ Second by _ Vote S:\EngineerImprovProj\2006 Improvement Projects\2006 Overlay Project\05 0106 CC memo.doc RESOLUTION 06 - 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 STREET OVERLAY IMPROVEMENT OF 2006 WHEREAS, the feasibility Report ordered by the Council in Resolution 05-127 has been prepared with reference to the 2006 Street Overlay improvement and was received by the City on May 1, 2006; 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: 1. The City Council will consider the 2006 Street Overlay improvement as described in the Feasibility Report and the assessment of the property abutting this proposed improvement 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 $780,000. 2. A ~ublic hearing shall be held before the City Council on the proposed improvement on the 19 day of June, 2006, at 6:30 o'clock p.m. at Elk River City Hall Council Chambers. 3. 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 hearing, and mailed notice ten days prior to the hearing as required by law. Passed and adopted this 1st day of May, 2006. Stephanie A. Klinzing, Mayor ATTEST: Joan M. Schmidt, City Clerk S:\EngineerImprovProj\2006 Improvement Projects\2006 Overlay Project\Resolutions\Recv feas & order PHdoc RESOLUTION 06 -_ A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ORDERING THE PREPARATION OF PLANS AND SPECIFICATIONS IN THE MATTER OF THE STREET OVERLAY IMPROVEMENT OF 2006 WHEREAS a public hearing relating to the 2006 Street Overlay improvement will be 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 will consider 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. Teny J. Maurer, City Engineer is 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 1st day of May 2006. Stephanie A. Klinzing, Mayor ATTEST: Joan M. Schmidt, City derk S:\EngineerhnprovProj\2006 hnprovement Projects \2006 Overlay Project \Resolutions \Order plans&specs.doc RESOLUTION 06 -_ A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION DETERMINING ASSESSED COST OF IMPROVEMENT AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL IN THE MATIER OF THE STREET OVERlAY IMPROVEMENT OF 2006 WHEREAS costs have been determined for the 2006 Street Overlay improvement consisting of a construction price of $682,500, and expenses incurred or to be incurred by the City in the making of the improvement in the amount of $97,500, for a total cost of the improvement of $780,000. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: 1. 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 $ -0-. 2. The portion of the cost to be assessed against benefited properties pursuant to the Elk River City Assessment Policies shall be $780,000. 3. The assessments shall be payable in equal annual installments and shall extend over a period of five years, the first of the installments to be payable on or before the first Monday in January, 2007, with interest at the rate of 5.50% per annum from the date of the adoption of the assessment resolution. 4. 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. 5. Upon completion of the proposed assessment roll, the City Administrator shall notify the Council and schedule a public hearing upon the proposed assessment, causing notice of the hearing by publication and mail to be made at least two weeks prior to the hearing. Passed and adopted this 1st day of May 2006. Stephanie A. Klinzing, Mayor ATTEST: Joan M. Schmidt, City derk s: \EngineerImprovProj\2006 Improvement Projects \2006 Overlay Project\Resolutions\Determ cost-order assess roll.doc RESOLUTION 06 -_ A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ESTABLISHING THE DATE FOR THE ASSESSMENT HEARING FOR THE STREET OVERLAY IMPROVEMENT OF 2006 WHEREAS, by a resolution passed by the Council on May 1, 2006 the City Oerk was directed to prepare a proposed assessment roll of the cost of the 2006 Street Overlay Improvement; and WHEREAS, the Clerk has notified the Council that such proposed assessment roll will be completed and filed in the Oerk'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: 1. A hearing shall be held on the 19th day of June 2006, 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. 2. The City Oerk 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 shall state in the notice the total cost of the improvement. The City Oerk shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two prior to the hearings. 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 in 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 15th or interest will be charged through December 31st of the succeeding year. Passed and adopted this 1st day of May 2006. Stephanie A. Klinzing, Mayor ArrEST: Joan M. Schmidt, City Oerk S:\EngineerImprovProj\2006 Improvement Projects\2006 Overlay Project\Resolutions \Establish date Asess hearing.doc FEASIBILITY STUDY 2006 BITUMINOUS OVERLAY IMPROVEMENT CITY OF ELK RIVER APRIL 2006 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 Professional Engineer under the laws of the State of Minnesota. Terry 1. ~aauJ Lic. No. 15316 4'/;?o/ap Date: BDM CONSULTING ENGINEERS, PLC 4175 Lovell Road, Suite 112 Lexington, MN 55014 763-786-4570 Project No. 226-092F TABLE OF CONTENTS I. INTRODUCTION................................................................................................................ 1 II. EXISTING COND ITI ONS............................................................... .................................... 1 III. PROPOSED IMPROVEMENTS.......................................................................................... 2 IV. EASEMENTS AND PERMITS. ................................ ............. ...... ........................... ...... ....... 2 V. NECESSITY AND COST-EFFECTIVENESS ...................................................................2 VI. ESTIMATED PROJECT COST.. ........... ........ ........... .............. ...... ............ ...................... ..... 3 VII. PROJECT FINANCING... ...... ...... ...... .... .... ........ ............. ................. ............ .................. ......3 VIII. PROJECT SCHEDULE..................................................................................................... 3,4 IX. CONCLUSION..................................................................................................................... 4 X. APPENDIX (Exhibits 1 - 11)............................................................................................. 5 I. INTRODUCTION The City Council of the City of Elk River adopted Resolution 05-127 on November 21, 2005 authorizing preparation of this report to determine the feasibility of overlaying several streets within eight developments in the city. Also included in this report is the paving of a gravel road: 213th Avenue west of Jarvis Street. The developments are Deerfield First Addition, Deerfield Second Addition, Hidden Creek Country Estates Addition, North Meadows Addition, Oak Meadows Addition, Ridgewood Addition, Sandpiper Estates Addition and Schoolview Addition. The feasibility study was initiated by the City Council based on the City's ongoing overlayment maintenance program. 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 fmancing methods for the project. II. EXISTING CONDITIONS The streets in the eight developments proposed to be overlaid are rural sections with no storm sewer. The streets are generally in fair condition; however, additional bituminous surfacing is needed to maximize the useful life of these streets before more costly repairs, such as reconstruction, are necessary. . A description of the existing streets in the eight developments is as follows: Deerfield First Addition: 24-foot wide pavement with no bituminous berm . Deerfield Second Addition: 24- foot wide pavement with no bituminous berm . Hidden Creek Country Estates Addition: . North Meadows Addition: . Oak Meadows Addition: . Ridgewood Addition: . Sandpiper Addition: . Schoolview Addition . 213th Avenue: 32-foot wide pavement with bituminous berm 30-foot wide pavement with bituminous berm 24-foot wide pavement with no bituminous berm 24- foot wide pavement with no bituminous berm 24- foot wide pavement with no bituminous berm 31- foot wide pavement with no bituminous berm Gravel road; no bituminous paving 1 Ill. 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 2 through 10. 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 of existing bituminous in front of relatively flat driveways to ensure they can be made to match properly with the newly overlaid street. Exhibit 11 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 be increased. The overlay will seal the cracking in intermediate stages. The overlay will also fill the low 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 overlay projects, the City Street Department will patch any severely damaged areas before the overlay and will restore the gravel shoulders after the overlay. Therefore, the only cost proposed to be assessed to the benefiting properties would be the actual overlay project costs. IV. 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. v. NECESSITY AND COST-EFFECTIVENESS The streets being reviewed are in need of repair. The project is necessary to provide the residents of these areas 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. 2 VI. ESTIMATED PROJECT COST The estimated construction and project cost for the proposed improvements is provided below: Estimated Total Construction Cost Contingency Overhead (15%) $650,000 32,500 97,500 Total Overall Project Cost $780,000 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. VII. 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 dependent on the road to be overlaid shall be assessed on a per unit basis. Each residential property is considered one unit. The total number of assessable units in the residential areas of the project is 340. Dividing the total project cost of $780,000 by 340 units, the cost per unit is $2,300. The existing parcels and corresponding property identification numbers for the benefiting properties are shown on Exhibits 2 through 10. x. PROJECT SCHEDULE The following project schedule for the 2006 Overlay Improvement Project is based upon guidelines in Minnesota State Statues Chapter 429 for assessment of local improvements and the schedule followed in previous overlay projects: 3 Resolution Ordering Feasibility Study November 2005 Resolution Receiving Feasibility Study & Ordering Public Hearing May 1, 2006 Resolution Ordering Plans & Specifications May 1, 2006 Resolution Determining Assessed Cost & Ordering Preparation Of Assessment Roll May 1, 2006 Resolution Establishing Date of Assessment Hearing May 1,2006 Open Bids June 6, 2006 Hold Public Hearing/Assessment Hearing June 19,2006 Resolution Ordering Improvement June 19,2006 Resolution Adopting Assessment Roll June 19,2006 Resolution A warding Contract June 19,2006 Begin Construction July 2006 Complete Construction August 2006 First Payment Due with Real Estate Taxes May 2007 IX. 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 5 ~b EX,'I IBIT 5 NeRf, MEADO i'-' -j I ,,,,,,,,,,,,', EXIA')\BlT' 8 SANE1:>"~'I'i~E .....'...:.:.,"= EST-Ate's' ......~ ~~:, _.'N.H ::::::~~~?/ .- -'. ", .' .// /'. I{ !I'I \ )j i; \..,\ '\~ \( r'~ '0'''''^\ \ ~<~~r;~;,<]j{P) ~ ~~ '- ~'^ ~~-'"" ~~ ^~"'''''''~H_~' " EkHt IT 10 21--3fH AYE. n H H II ,{! f k'/ ,::~')'Y . I) d%"ff f' if ,-f-y.~~Z;J ""1 ' 11 , II -""EXHI~IT 6 OJ\iK MEI , j,l /c~,--j /""", \\J i \~\. 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