6.7. - 6.8. SR 09-16-2002 Howard R, Green Company
Item 6.7. - 6.8.
September 11, 2002
File: 230000M-0325
Honorable Mayor and City Council
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
RE:
SHERBURNE COUNTY POSSIBLE TURNBACKS
COUNTY ROAD 40 AND 44
Dear Council Members:
On July 8, 2002, Michele McPherson, Director of Planning, and I met with Dave Schwarting,
Sherbume County Engineer, regarding the potential tumback to the City of County Road 44
(Meadowvale Road) from Trunk Highway 10 (TH 10) to CSAH 1. We also discussed the potential
tumback of County Road 40 (Cleveland Avenue) from CSAH 12 to CSAH 13. Mr. Schwarting shared
with us the following information regarding these two roads.
County Road 44 (Meadowvale Road)
Sherbume County has Meadowvale Road in their Capital Improvements Program (CIP) for
reconstruction in 2004. Their CIP allocates $956,670.00 for this project. The program dollar
amount is intended to cover the County construction cost. It has no monies included for any
items that are funded by the City according to the County's cost participation policy. It is
unclear whether or not the programmed dollar amount is intended to cover overhead. It would
be my interpretation that this amount is not sufficient to cover overhead items. Meadowvale
Road is approximately 1.7 miles from TH 10 to CSAH 1.
Mr. Schwarting was unable to provide us definitive information regarding the amount of right-
of-way that the County has along Meadowvale Road. I have spoken with Rhonda Lewis,
Assistant County Engineer, who has indicated that the Sherbume County survey crew has
shot the existing topography along the road. However, at this point it has not been plotted up.
Ms. Lewis has indicated that she will make the base drawings available to the City when they
are complete.
County Road 40 (Cleveland Avenue)
Sherbume County has applied for and received a TEA 21 federal grant in fiscal year 2004 for
the reconstruction of County Road 40 from CSAH 12 to CSAH 13. The total amount of the
project estimated in the State Transportation Improvement Program is $898, 880.00. Of this
amount, 80 percent is funded by federal money, so the grant total is $719,104.00
In the six to eight weeks since we have met with Mr. Schwarting, staff has discussed this tumback
issue several times. We have also done some preliminary cost estimating to determine what can be
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1326 Energy Park Drive · St. Paul, MN 55108 · 651/644-4389 fax 651/644-9446 toll free 888/368-4389
City Council
September 11, 2002
Page Two
constructed with the monies the County has budgeted for each read. Based on our discussions and
analysis, we would offer the following points for discussion purposes:
It appears that the dollar amounts budgeted for each project are approximately adequate to
off-set the County's construction cost on these two projects. It does not appear that the
budgeted dollars are sufficient for land acquisition and/or overhead items. Also, there are
construction costs that would be considered entirely the City's, given the County cost
participation policy. These costs--such as detached trails, lighting, landscaping, concrete
medians, etc.--are not funded in these budget amounts. Therefore, it should be noted that a
total project cost could be well in excess of the County budgeted amount for each of these
projects.
On the County Road 40 project, the County can be expected to pay some dollar amount above
and beyond the TEA 21 grant. The County's cost participation policy states that on projects
with federal funds, the federal grant amount will be deducted from the total cost first, and the
remaining costs will be split between the City and the County, according to the County's cost
participation policy.
With the County Road 40 improvement, the County's cost participation policy will require the
City to acquire all additional right-of-way needed for the project. This will include at least three
portions of right-of-way necessary to straighten out the 90 degree curves and the intersection
with CSAH 13.
It appears clear that if these roads both remain in the County jurisdiction, Sherbume County
will proceed with an improvement to County Road 44 (Meadowvale Road) in 2004. It is
unclear what that improvement will be and whether or not the City will be able to provide much
if any input relative to street section and pedestrian facilities. It is less clear with the planned
improvement to County Road 40 (Cleveland Avenue). Potentially, if the City does not take the
lead and acquire the right-of-way to facilitate that improvement, the County could forgo the
TEA 21 grant and not make an improvement to County Road 40 at this time.
We have had a bdef discussion with a developer interested in developing property on the east
side of County Road 40 near the 'intersection with CSAH 13. The property is currently outside
the urban service distdct and the developer is interested in an urban-type development.
Cleady if the City were to consider taking back either or both County roads, there is an issue of
additional maintenance relative to snow plowing, sweeping, crack sealing, and seal coating,
beyond the issue of reconstructing both of these roads. It is difficult to put a exact dollar
amount on the on-going maintenance issue the City would be undertaking.
If the City were to take back either or both of these roadways, they would go immediately on to
the City's Municipal State Aid system. This would provide a potential funding source for the
City's cost of upgrading either or both of these roads that currently would not exist with the
County undertaking the improvement under their jurisdiction. There is, however, a small
benefit to the City's Municipal State Aid system, if the County could get a County State Aid
designation on County Road 44 (Meadowvale Road) pdor to turning it back to the City. The
benefit is that County State Aid tumbacks go on to the Municipal State Aid system above and
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Howard R, Green Company
City Council
September 11, 2002
Page Three
beyond the Municipality's allocated mileage. County roads tumbacked to the City go on the
Municipal State Aid system inside the allowable State Aid mileage.
We have bdefly discussed with Mr. Schwarting the City tumback of 221st Avenue from TH 169
to CSAH 1. This City road is approximately the same length as CSAH 40 (Cleveland Avenue).
Mr. Schwarting indicated a slight interest in the tumback. One thought staff had was that it
may be better to not tumback 221st Avenue at this time; rather, try to negotiate a tumback of
County Roads 40 and/or 44 to the City with as much County funding associated with the
improvement as possible.
It appeared both to Michele and I when we met with Mr. Schwarting that if the City is interested
in discussing the tumback of these roadways further, the County may be willing to negotiate a
dollar amount larger than the budgeted dollars to offset both reconstruction costs and some
on-going maintenance cost.
If the City Council is interested in pursuing the tumback of either or both of these roadways, staff
would suggest that they discuss the vadous issues raised, and then direct staff to meet with County
staff and try to negotiate a suitable tumback arrangement that could be reviewed by the City Council
at a later date.
If you have any questions regarding this issue, I will be attendance at your September 16, 2002 City
Council Meeting.
Sincerely,
Howard R. Green Company
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Howard R, Green Company
~.i~ ICOUNTY ROAD 40 & 44
ROAD DISCUSSIONS
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