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3.0. SR 03-30-1993 TO: MAYOR AND CITY COUNCIL FROM: PATRICK KLAERS, CITY ADMINISTRATOR DATE: MARCH 24, 1993 SUBJECT: CIP MEMO Attached for your review is the 3/17/93 CIP Work Session Memo and most recent CIP minutes. As the Council knows, this material was for the 3/22 CIP Work Session and this meeting did not take place. In effect, the agenda for the CIP Work Session on 3/30 is included on the second page of the attached memo. Based on a special meeting being held exclusively for CIP work, it is anticipated that we will make more progress than implied in the 3/17 memo. . . 720 Dodge Avenue N.W., Elk River, Minnesota 55330 (612) 441-7420 ITEM 6. TO: SUBJECT: MAYOR & CITY COUNCIL PAT KLAERS, CITY ADMIN~. TOR MARCH 17, 1993 ~~ CIP WORK SESSION FROM: DATE: A Capital Improvement Program (CIP) Work Session is scheduled for Monday, March 22, 1993, at the Elk River City Hall Conference Room. There are some business items to take care of before the CIP Work Session. The Executive Session of the City Council is scheduled to begin at 6:00 p.m. and it is anticipated that we will begin work on the CIP at approximately 8:00 p.m. At the last CIP Work Session on 2/15/93, the City Council reviewed the 1993-97 projects and the "pending" or non-programmed list of projects from the old 1990 CIP document. Almost all of the projects from these two lists were discussed in some detail. However, some of the projects may require additional discussion at this upcoming CIP meeting. On 2/15, the Council also discussed some special ongoing projects. These minutes are attached for your review. . The goal of this 3/22 CIP meeting is to review all potential new projects which the City Council would like to evaluate. Once this is completed, we should be able to begin discussing available finances. When discussing all the new projects that the City Council may wish to undertake in the next five years or so, it may be appropriate to consider adding potential special assessment projects. In the past, we have eliminated these projects from the CIP work list as the costs are mostly assessed out to benefitted property owners. However, we have heard comments about "not doing an improvement project in XXX area as it was not listed in the Capital Improvement Program". If this is going to be a rationale for the City to not undertake a project, or a justification for property owners to argue against an improvement project taking place, then the City may want to consider adding these potential special assessment improvements into our CIP list of projects. . 720 Dodge Avenue N.W., Elk River, Minnesota 55330 (612) 441-7420 . CIP work that needs to be accomplished in the next meeting (or two) includes the following: . - Briefly review January and February meeting discussions Briefly review the 1993-97 and pending or non-programmed projects from the 1990 CIP document - Discuss in detail the new 1993-97 projects and the pending or non-programmed CIP projects that are desired by the City Council (including special assessment projects) - Discuss the scope of each project and provide direction to the City Engineer on whether or not rough cost estimates should be obtained for each identified project - Discuss the priority and yearly timeframe for each project - Review available finances for all CIP projects - Designate available finances for specific projects - Based on project priorities, costs for each project, and available finances; reestablish the timeframes for each project In addition to the generalized work list above, on 3/22 the City Council may want to specifically discuss where to designate the UPA revenue that is forthcoming due to the purchase of some of the old City Hall property. Additionally, with the County Board/City Council meeting scheduled for 3/29, we may want to discuss in some detail the need for County land for the extension of public improvements and the County fairgrounds parking lot issue. Also, it is appropriate that the City Engineer provide an update to the City Council on the status of the storm sewer study, traffic study, and WWTS expansion project. Staff is prepared to discuss previously reviewed projects, future projects, and available finances in as much detail as desired by the City Council. It is anticipated that we will need at least another few meetings to complete our CIP work in 1993. Hopefully, at this 3/22 meeting we can complete our discussion on projects and begin reviewing finances. In reality, based on the limited amount of finances available for CIP work in 1993, and the time it is taking us to work through the CIP, what we may be really doing is completing a 1994-98 CIP work schedule. . The City Council should note that it was the intention of staff to keep this agenda open for CIP work. However, this is very difficult to accomplish. At this meeting we should remain flexible and if it looks like the meeting is getting lengthy, we can either delete some agenda items (i.e. 5.2., 5.4., and 5.5.) or we can try to reschedule the CIP Work Session. I hate to say this, but it may be appropriate to try an 8:00-11:00 a.m. Saturday meeting or a Tuesday evening meeting. ~€ Capital Improvement Program Minutes February 15, 1993 Page 3 ----------~------ . 6: 00 P.M. COUNCILMEMBER FARBER SECONDED THE MOTION. CARRIED 4-0. THE MOTION 4.5. Mayor Duitsman Update on Fire Relief Association Mayor Duitsman informed the Council that he had attended the Fire Relief Association meeting. Be explained that the Fire Relief Association is considering switching from a defined benefit to a defined contribution retirement plan. Be indicated that would be to the City's benefit. Mayor Duitsman was concerned that the Council review the investments of the Fire Relief Association as the City has responsibility over those investments. Finance Director, Lori Johnson, gave a brief history on the changes that have been made in the last several years in the Fire Relief Association's investments. She noted that the Fire Relief Association now meets State requirements whereby less than 75\ of their investments are held in mutual funds. Lori further indicated that much progress has been made in getting the Fire Relief Board to more closely review its investments and change its investment procedures. . Mayor Duitsman indicated that he had spoken with the Fire Chief regarding a satellite station which may be located in Otsego. A brief discussion took place on financing the Fire Relief Association and fire expenditures. 4.6. Highway 101 Update Pat Klaers, City Administrator, updated the Council on the Highway 101 project. The bid letting for Highway 101 has been accelerated. Pat indicated that original completion was scheduled for fall, 1995, and this has been moved to fall, 1994, for the stretch of road between the Mississippi River to County Road 42. Pat stated that the rest of the project will remain on schedule. 4.7. Check Register COUNCILMEMBER SCHEEL MOVED TO APPROVE THE CHECK REGISTER. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 5. Discussion on Caoital Improvement Program Mayor Duitsman turned the meeting over to Pat Klaers for discussion on the Capital Improvement Program. . It was agreed that the City Council would pick up where it had left off at the last CIP meeting. The City Administrator reviewed the 1990 Capital Improvement Plan to update the City Council on projects remaining from that list. There was a discussion on the western area utility and road improvement project including a discussion regarding the fairgrounds property and the need for the City to acquire approximately 2 acres from the County for road and utility purPOses. Capital Improvement Program Minutes February IS, 1993 Page 4 There was further discussion on the possibility of the a portion of the fairgrounds parking lot. City \. ~. '. .~~ purchasing \~~ The City Administrator continued his review of the 1990 Capital Improvement Project list. There was discussion on the sale of the UPA property and the possibility of a Chamber Office locating on this parcel. Councilmember Scheel questioned whether the City was gaining anything by selling this property to UPA or if it would be better off selling the property to someone else. Councilmember Dietz indicated that the previous City Council did not want to sell the property for retail or commercial use because the Council did not want more traffic on an already congested corner. Councilmember Scheel opened a discussion on the road from the Liquor Store through Rons Food's parking lot. She felt that the road was not functioning properly and requested that something be done to improve the situation. Pat Klaers indicated that staff and previous Councils had discussed this project before, however the options for improving the situation were very expensive, therefore no major changes had been made. Mayor Duitsman requested that east/west traffic patterns connecting to Anoka County #22 be added to the list of future projects. He felt that the City should designate a roadway for east/west traffic at this time. Terry Maurer indicated that the traffic study should be complete in mid March and at that point the City Council can change the MSA ~ designation and redesignate a portion of the MSA mileage for an east/west traffic route. Mayor Duitsman indicated that he would like a road location planned some time this year. The City Administrator went over the 1993-97 projects and described each project. The City Council recessed at 8:00 p.m. and reconvened at 8:10 p.m. There was discussion on the Wastewater Treatment System expansion. Terry Maurer reviewed his February 3 and February 8 memos with the City Council. He indicated that the revised plan shows a 3 million gallon per day capacity. Terry stated that in order for the City to use this capacity, it would need to grow 5% for the next twenty years and the current service area would need to be expanded slightly. There was discussion on the size of the plant and the City of Otsego's request for use of the City's Wastewater Treatment Plant. Mayor Duitsman said that economics will dictate whether this is a 2.2 million or 3 million gallon per day expansion. It was the consensus of the City Council that Terry proceed with the expansion plans. Terry Maurer updated the City Council on the variance request to the MPCA which would allow the City to possibly increase its discharge into the MiSSiSSippi River. He estimated that the cost to apply for the variance would be approximately $1,000. However, if the variance was ~ approved, there would be substantial savings on the construction of a new facility because the cost of treating the sewage to meet the MPCA standards would be decreased. . . . ... . ,,,A > Capital Improvement Program Minutes February 15, 1993 Page 5 COUNCILMEMBER SCHEEL MOVED TO REQUESTING A VARIANCE FROM MPCA. MOTION. THE MOTION CARRIED 4-0. AUTHORIZE TERRY MAURER TO PROCEED WITH COUNCILMEMBER FARBER SECONDED THE Pat Klaers indicated that the City Council had received an old East Highway 10 feasibility study. There was discussion on that feasibility study including the fact that the sewer cost is only one-half of the water cost, the timing of the water project, that extra sewer capacity would not be available in 1996, and the issue of how to finance the $1.2 million incurred to extend utility lines before reaching any assessable property. The City Administrator discussed the Jackson Avenue/Highway 169 feasibility study indicating that a water tower and well are necessary and that financing a water tower would be a major item of discussion at the joint City Council/Utilities Commission meeting. Discussion took place on the Elk Park Center development including the traffic study and EAW. Councilmember Farber questioned the numbers in the traffic study, wondering whether the information presented at the neighborhood meeting was accurate. The City Administrator informed the City Council that he had given special assessment estimates to the Elk Park Center developers which would include both the internal and external development costs. Terry Maurer indicated that the County had agreed that improvements should be made to CSAH #1. He provided a resolution which would allow the City to proceed. The resolution includes a statement that Maier Stewart and Associates would provide interim financing for the engineering portion of the project and those charges would be billed at a later date when the project proceeds. This project would be funded totally by County funds. COUNCILMEMBER DIETZ MOVED TO APPROVE RESOLUTION 93-4, A RESOLUTION REQUESTING SHERBURNE COUNTY PROGRAM THE UPGRADING OF COUNTY STATE AID HIGHWAY 1 (CSAH U) FROM THE INTERSECTION OF COUNTY ROAD #77 TO THE INTERSECTION OF COUNTY ROAD #32 FOR 1994. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Administrator updated the City Council on the Lake Orono dredging issue. He indicated that there is a homeowners meeting on Thursday, and Mayor Duitsman would be in attendance. There was discussion regarding the fact that Lake Orono is a river and not a lake. Terry Maurer gave the Council some history on the project. Councilmember Scheel indicated that she did not feel that this was a City issue. Terry Maurer indicated that he would work with Street/Park Superintendent, Phil Hals, to establish a base to see if there really is a sediment problem. Discussion took place regarding the sale of the City's property on Highway 169. The Council agreed that it is appropriate to sell that property and authorized staff to negotiate the sale of that property. ~ ......, Capital Improvement Program Minutes February 15, 1993 . ... Page 6 ----------------- There was discussion on the storm drainage plan. indicated that he would like to have it on the March 1 Hals stated that Phase II of the storm drainage plan to Maier Stewart would be a very useful tool for both his the Building and Zoning department. Mayor Duitsman agenda. Phil be completed by department and . COuncilmember Farber indicated that he would like to attend the "Beyond the Basics" planning workshop. The City Administrator will register Councilmember Farber for the April 8, session. The City Administrator discussed the letter from Bob and Ann Oster regarding their assessment for the western area improvement. The letter will be published in the Star News. The City Administrator pointed out to the Council several errors in the letter. First, City Hall did not drive the project. This project had been planned for several years. Second, the road which Ann Oster is referring to was not redone two years ago, that was simply an overlay in order to hold the road together until a major reconstruction project was completed. Third, assessments are always done in open meetings. Fourth, the previous assessment of $800 that the letter refers to was a sewer trunk assessment. Fifth, it is not necessary to have an attorney in order to appeal an assessment. There was a brief discussion on the special assessment process. Councilmember Scheel was concerned that all property owners be aware of the process they need to go through to appeal an assessment. Staff . indicated that a letter goes out to each property owner outlining the steps necessary to appeal an assessment and further that the City Attorney reiterates that information at the special assessment hearing. 6. Adjournment COUNCILMEMBER FARBER MOVED TO ADJOURN THE MEETING. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. The meeting of the Elk River City Council Capital Improvement Program Work Session adjourned at 10:10 p.m. Respectfully submitted, -I .. ~j\ ~, l",.. ~ . I. : ~ : I :;. , \ Lor i Johnson C: c.. ....) Finance Director .