Loading...
10. SR 04-25-1995Item 10. ver MEMORANDUM TO: Mayor and City Council FROM: Patrick D. Klaers, City Administrator DATE: April 20, 1995 SUBJECT: CIP Work Session Items A number of the earlier agenda items relate directly to the City's Capital Improvement Program (CIP). A municipal CIP is really an ongoing project with changes and adjustments being made throughout the year. In Elk River, we use the late winter time as the annual review period for projects and programs. Attached for your review are parts of the February 20, 1995, Council CIP Work Session minutes, parts of the Apri127, 1994, CIP plan, and parts of the • 1995 CIP Finances update. Something that always needs to be repeated relates to the status of our CIP finances. This is that "Elk River does not have sufficient funds to do all the projects that are desired." Accordingly, the City Council must be very careful in analyzing its work program and authorizing projects. The Council must plan to save funds for larger scale projects which need to take place in the future. There are always very difficult decisions for the City Council to make in moving a CIP forward. 1995 Assessment Overlay Proiects -Please see the attached memorandum and map from Phil Hals regarding possible 1995 Assessment Overlay Projects. Waco Land Purchase -Please see the attached memorandum and map from Phil Hals regarding the discussion about purchasing Waco Street land north of the Elk River. • 13065 Orono Parkway • P.O. Box 490 • Elk River, MN SS330 • (612) 441-7420 • Fax: (612) 441-7425 Main Street/Hiehwav 10 Intersection Issue -Please see the attached • memorandum from MSA Consulting Engineers regarding the potential improvements at the Main Street and Highway 10 intersection. This is a very big fmancial issue for the City and we do not have sufficient funds to do this project in the next few years. The City is responsible for the purchasing of right-of-way for this project and this is an expensive item. I believe that the City Engineer will request that we ask MnDot to delay this project for a few years until we can get our funding in order. County Road 1 - We received a verbal update from the County on 4117 on the status of the County Road 1 improvement project for 1995-96. It is appropriate to review our understanding of this project and to send a letter to the county regarding some of our goals for this project. No attachments are offered for this agenda item. Holt and Jackson Avenue -City Engineer will verbally discuss this improvement project with the City Council. No attachments are offered for this agenda item. Street Superintendent Priorities For Street Proiects -Please see the attached memorandum from Phil Hals regarding his priorities for street improvements. Also please see the CIP finances section (dated 2/95) in order • to get an understanding of the available funding for street projects. The larger scale projects that are on MSA routes will need MSA monies and most likely will not be able to be done for a few years. The smaller projects can use the capital projects fund or the street reserve (landfill) fund. Surface Water Mana¢ement Projects (SWM) - I hope to have attached some SWM program cost estimates. If this material is not attached it will be handed out at the Tuesday meeting. What I hope to have is an update of the estimates that were provided in February, now that the County Road 12/13 project and the Main and Evans Avenue project are moving forward. As previously discussed with the City Council, the management of activities related to surface water is the staffs number one financial concern. As a city, we absolutely cannot get too far ahead of available revenues, in spite of the need for various projects. Plannine/Administration Vehicle -Please see the attached memo from the City Clerk regarding the consensus for the need for a better and more dependable administration vehicle. I concur with this recommendation. School Street/Proctor Avenue Sienal -The Mayor brought up this topic at the 4/17 City/County meeting. If we desire to pursue this, we should request traffic counts in order to determine if warrants exist that would support the • need for this project. Other - I am sure a number of other topics will need to be mentioned at the end of the meeting. Two that come to mind include the status of the Elk Hills Drive/Dodge Avenue/Highway 169 project and what the City is going to pursue in terms of construction of youth athletic fields. • ~4 Special CIP City Council Meeting February 20, 1995 Page 2 concurred that UPA had been billed for a larger amount of services than they hod actually used, in spite of this larger amount being consistent with previous billing agreements. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE A REBATE TO UPA FOR SANITARY SEWER SERVICES IN THE AMOUNT OF $16,688.48. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 3-2. Mayor Duitsman and Councilmember Dietz opposed based on the refund being more than appropriate. 5. Discussion on CIP City Administrator Pat Klaers provided the City Council with on overview of the capital improvements that have taken place in the last two years, and on some improvements that are currently being worked on by the City. the 1993 goals for projects identified in the 3/20/93 minutes and the 1994 goals for projects identified in the 2/21 /94 minutes were reviewed. Additionally, it was noted that the three Jorge scale projects that have been worked on the post two years are still being worked on in 1995. These projects ore the WWTP Expansion and East Highway 10 Utility Project, the long range Transportation Plan, and the Surface Water Management Program. City Engineer Terry Maurer provided the Council with an overview of the status of the Surface Water Management (SWM) Program. Most of the comments were specifically related to the western area of the City which is currently experiencing development pressures. In the last six months, the City Council has authorized additional work and study o` the SWM issues in this vicinity. Additionally, the City Engineer provided an overview of the SWM Plan on a city-wide basis, and noted that the efforts being undertaken in the western area of the City in 1995 will also have to be undertaken in the eastern area of the City when utilities are extended in that vicinity. The finance Director distributed a SWM estimates page. This page showed projects that have already been undertaken and the cost for these projects. It was noted that the City is approximately $1 million in debt due to storm drainage projects in 1993 and 1994. Additionally, the Council has authorized another $400,000 in debt for the County Road 12/13 project. In 1994, the City issued $1 million in debt for storm drainage projects and levied $210,000 in tax monies that will be received in 1995 to help finance projects.. Additional debt will have to be issued in 1995 if the City is to undertake the Main/Evons project. The Council expressed its desire to have the Main/Evons project completed in 1995. It was noted that County approval to release water into the County Ditch System would be necessary prior to this project taking place. The City Administrator noted that the tax levy will have to continue on an annual basis to finance debt payments on the previously constructed projects and for the 1995 projects. Additionally, unless this debt amount increases in the future, no new additional projects will be able to be financed for the next few years by the SWM fox levy. The one exception to This situation will be if the Cify decided not to repay its capitol projects fund. In this manner, an additional $200,000 project could be undertaken without an increase in the SWM tax levy. r ~ Special CIP City Council Meeting February 20, 1995 Page 3 the City Engineer reviewed with the Council the status of the long range transportation plan. Discussion concentrated on the east/west corridor and the • need to have o bridge over the Elk River in the western part of the City. It was noted that the County needs to be o partner in this long range plan and needs to accept one east/west and bridge location. County partnership is necessary in order to help construct and maintain this City system that ultimately may be a County transportation system based on its area-wide function. The City Engineer indicated that it is anticipated that the County Engineer will get approval from the County Board to develop acounty-wide long range transportation plan. If this happens, the City of Elk River will be the first piece of the County plan that would be put into place. The Council discussed with the City Engineer the potential Waco Street bridge over the Elk River. The City Engineer noted that the floodable bridge concept is acceptable to MnDOT, but is not acceptable to the DNR. In this regard, the Waco Street bridge would have to be approximately 1300 feet and the DNR has encouraged the City to look at other options. One option being reviewed is Zebulon Street on the Elk River/Big Lake Township border. Abridge in this vicinity would be approximately 700 feet, but would require The removal of some housing units in the Camp Cory subdivision. It is a goal of the City to have the County also take the lead in this project. The City Engineer updated the Council on discussions with the County regarding improvements to County Road 1. It is a goal of the City to have this project undertaken in 1995, and a County decision on this issue is expected in the near future. If this project does not happen in 1995, it is anticipated that it would be started in 1996. The City Engineer reviewed with the Council the status of the Wastewater Treatment Plant expansion plans. MPCA is scheduled to approve these plans in the summer of 1995. Following this approval, the City can begin construction once finances are available. The Finance Director reviewed with the City Council the status of the finances for the plant expansion project. It was noted that connection fees were very high in 1994 and that if this trend continues in 1995, the City may be able to finance the plant expansion in early 1996. Payment of a $4.5 million bond issue over 30 years may require some of the planned annual depreciation reserve allocation, but this would be acceptable if it was only done for the first few years of the bond payment plan. The WWTP Superintendent and the City Engineer reviewed with the Council the capacity of the Treatment Plant and the growth projections of the City. It was noted that the plant should have capacity until 1998-99, and that if growth takes place, funds will be available for the plant expansion. Accordingly, the plant expansion would then be needed to be completed by 1998. This is a direct cause and effect relationship. The Council indicated its desire to authorize this project in early 1996. The City Engineer briefly reviewed with the City Council the status of the East Highway 10 feasibility study. City Planner Steve Ach reviewed the Comprehensive Special CIP City Council Meeting February 20, 1995 Page 4 _ Plon Steering Committee work in helping to define the urban service district in this area of the City. The Council indicated its desire to have a special worksession on • this topic. On a new topic, the Mayor indicated shot he would like to have the City Council review the inventory of City property. This was requested in order to determine if There is land that the City o•.vhs that it should sell and put the funds to use for other activities. One piece of property in particular that the Council discussed is the property north of 193rd Avenue, east of Holt Avenue, and west of Highway 169. The Mayor also discussed with the City Council some concerns that he has regarding the spending of TIF No. 1 and No. 3 and TIF No. 4 funds. The Council reviewed o memo from the Economic Development Coordinator regarding possible uses of TIF funds for future economic development projects. The Mayor and the Council discussed the possibility of extending municipal utilities further north on each side of Highway 169. The utilities in this area could be to serve future commercial properties. The Council recessed at 8:30 p.m. and reconvened at 8:40 p.m. The City Administrator reviewed with the City Council the 4/27/94 Capital Improvement Program. The Council reviewed the document year by year and discussed the status of projects that are under construction and that ore planned for 1995. The City Administrator reviewed the non-programmed projects with the City Council and the Council discussed how a project could move from this list to a construction year schedule. The City Administrator reviewed with the City Council the 13 page draft CIP Finances document. The MSA, capital projects, landfill, equipment reserves, park dedication, liquor store, NSP, surface water management, TIF, general fund, and self-insurance funds were reviewed. The Council concurred with the staff recommendation to begin establishing the Fire Department equipment reserve fund with some of the increased Utilities contribution that the City will begin receiving in 1995. The first goal for this fund is the purchase of a Fire Department pumper in about 1998. It is estimated that this fund can receive about $30,000 annually from the increased Utilities contribution. Due to the lateness of the evening, fhe City Council decided to have a special CIP worksession in the future, concentrating on the East Highway 10 project and on a discussion of the City's land inventory. 6. Other Business/Staff Updates 6.1. Consider Planning Commission National Conference COUNCILMEMBER SCHEEL MOVED TO AUTHORIZE TWO PLANNING COMMISSION MEMBERS TO ATTEND THE NATIONAL PLANNING CONFERENCE IN TORONTO IN 1995. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. • MEMORANDUM TO: MAYOR & CITY COUNCIL FROM: PAT KLAERS, CITY ADMINISTRATOR DATE: APRIL 27, 1994 SUBJECT: CAPITAL IMPROVEMENT PROGRAM The 1994 Capital Improvement Program (CIP) and the five year CIP are attached for your review and consideration. This plan needs to be annually reviewed in order to help make decisions on which projects should move forward, and in order to adequately address funding and banding needs for various improvements. The annual review by the City Council determines the priorities for various .projects and essentially determines when a project gets done. During this review process, new projects can be initiated and e~dsting projects can change in their scope. FYnally, under the premise that "any project can happen in any year", the Council can move a project (once funding has been arranged) from the non-programmed category into any specific CIP Year during its annual review. In general, the City annually does as much as possible for capital improvements depending on the dollars available to finance the project. The 1994 CIP is very specific as the Council has discussed this project year in great detail for the past twelve months. It is somewhat general after 1995 as these projects are less certain. The City Council overall priorities are sometimes ever changing as is the annual evaluation on how to use a limited amount of dollars for funding of these projects. The CIP is rather brief after 1995, but this is because projects tend to slide into future CIP years. Additionally, it tends to take more than one year to do a major project. Also, the CIP after 1995 is very brief when it comes to its analysis of assessment projects. This is because developer d2iven assessmeut projects are very difficult to forecast and predict. However, the City is not at risk «dth this type of project, but we need to know well in advance which projects are scheduled so that if the City is involved with the bonding for the project, this schedule can be developed in an appropriate time frame. CAPITAL IMPROVRM~T PROGRAM (CIP) YRA.R - 1994~fS AND 4~'GSTI;RN AR1/A PI3AS>; II: Construction of Trunk Sewer & Water to County Government Center Construction of Orono Parkway to Joplin Street Construction of Joplin Street from County Road #30 to Highway 10 Capital Improvement Progra~u (CIP) Year - 1994~q$ Trunk Sewer & Water will be assessed out to the benefited property owners. Any lateral sewer & water extensions will also be assessed out to the benefited property owners. Orono Parkway will be assessed to the benefited property owners and the City will finance the balance of the project with MSA funds. Joplin Street north of Orono Parkway will be assessed out to the benefited property owners and the City will use MSA funds to finance the balance of the project. Joplin Street south of Orono Parkway will be financed and paid by the developer of the Country Crossing plat. All improvements associated with plats in this area, including Country Crossing south of the Orono Parkway extension, will be financed and paid by the developer. $1.95 million total project - $1 million for trunk sewer and water, $500,000 for street and storm sewer, and $450,000 for Country Crossing $1.95 million total project -The developer will finance and pay $631,000 for the Country Crossing plat and their share of Orono Parkway and Joplin Street south of Orono Parkway. City MSA funds will finance $240,000 worth of improvements on Orono Parkway and Joplin Street. The City will bond for $1,079,000 worth of street and trunk sewer and water improvements in the summer of 1994, and these bonds will be repaid over a 10-15 year period through assessments to benefited property owners. Page 1 DESCRIPTION ELI PARIS CENTER: (mbsrrY c°`" Construction of trunk sewer and water to the northeast area Construction of Freeport Avenue between School Street and Jackson Avenue Reconstruction of School Street and Jackson Avenue from intersection to Highway 169 HILLSIDE III ADDITION: Construction of streets and sewer and water Capital Improvement Program (CIP) Year - 1~J94`RS AND Trunk sewer and water will be assessed out to the benefited property owners as will any lateral sewer and water associated with this project. Freeport Avenite will be assessed out to the benefited property owners. School Street and Jackson Avenue will be jointly financed by the developer, through assessments to Elk Park Center, and the City via MSA turnback funds. $4.5 million total project - $1.1 million for trunk and lateral sewer and water and $3.4 million for new and reconstructed streets. $4.5 million total project -The developer will finance and pay $750,000 for some of the street and sewer and water unpravements. The City will hoed for $3.75 minion worth of improvements in the s rin of 1994. $600,000 of this amount will be financed through MSA turnback funds and the $3.15 million balance for the trunk sewer and water and street improvements will be assessed out (15 year repayment schedule) to the benefited property owners which are mainly the commercial lots in the Elk Park Center development project. $350,000 -The City will bond for this entire project in the summer of 1994. The entire project will be assessed against the lots in this residential development project based on a 3 year repayment schedule. Page 2 CT AND 221ST AVENU>;: Realign and reconstruct gravel road HIGI3WAY 10 TURN LANE: ~ p°u~~ Improve westbound Highway 10 turn lane at Oxford Avenue CONCORD STREET: (cn h~l~ Reconstruction of private gravel road to City standards GREENHEAD ADDITION OVERLAY: PETERSON ADDITION OVERLAX: 1-1/2 inch overlay street improvement project CITY MAINTENANCE: Overlay and seal coat City streets where necessary I'AIRGROUND PARI~ING LOT: Purchase land from the County, improve drainage and construct bituminous improvements ~) C~rc~ovf has c~~~~e Capital Improvement Program (CIP) Year - 1~J9A/Q~ COST $120,000 -City Street Reserves $22,000 -City Street Reserve $116,000 -The City will bond for this project in the summer of 1994. Assessments to the 13 benefited property owners will pay. off this bond over a 10 year schedule. $84,000 -The City will bond for this project in the summer of 1994. Assessments to the 55 benefited property owners will pay off this bond over a 5 year schedule. $75,000 -General fund Budget $225,000 -City Street Reserve funds plus the possible use of the NSP Contribution fund, Capital Projects fund, or Liquor Store Reserves Page 3 JE CT SUIIi'ACE WATER MANAGEMENT PROGRAM: Deerfield III Reconstruction IIighways 10 & 1G9 pipe reconstruction and enlargement County Roads 12 & 13 area pipe and ditch construction project LIBRARY EXPANSION: ~ DoN E~ 4400 square foot library expansion WELLS AND TOWERS: Completion of the northeast area tower and well and possibly water treatment building plus completion of the western area water treatment building and drainage pond WWTP EXPANSION: C.Do~~) Wastewater Treatment Plant Interim Plan improvement projecb Capital Improvement Program (CIP) Pear - 199~Q5 AND $150,000 -The City will bond for this project in the surine of 1994, and these bonds will be paid over a 15 year period with funds collected through the City Surface Water Management Utility Fee and funds generated by Developer Impact Fees. $413,000 - (same as above) $425,000 - (same as above) $550,000 - Library Reserves and Transfers into its reserves will finance $305,000 of this project. The City will bond for $245,000 of this project in the s rin of 1994 and this will be paid off in 10 years through annual Landfill revenues designated for the Library Expansion Project plus annual General Fund budget revenues. $1,125,000 -The City bonded for these projects in 1993 and these bonds will be repaid from annual water revenues over a 15 year period. $12 million -The City will bond for this project in the s rin of 1994 and these bonds will be repaid with Wastewater Treatment Plant annual revenues over a 20 year period. Page 4 OJECT DESCRIPTION -~ ----_ ~ N~, ~ ~,~~~ ~~ LIQUOR STORE EYPANSION: /.lor 3`r ~oNE 8 foot building expansion on soot and w se t sides ''~qs. HOCKEY ARENA: Construction of a new hockey arena - PARK IMPROVEMENTS: Smaller park projects throughout the City park system WOODLAND TRAILS PARI{: Parking lot, entrance road, and trail improvements EQUIPMENT: Police Vehicles Street/Park Truck Emergency Preparedness Siren Capital Improvement Program (CIP) Year - 1~J9<I jqs AND -Liquor Store Reserves $2 million -The City will bond for this project in the summer of 1994. City bonds will be repaid over a 20 years from Hockey Association annual revenues and possibly some annual contribution from the City; either its General Fund, NSP Contribution fund, or annual Liquor Store revenues $28,000 - Gity Park Dedication Fees $120,000 - $50,000 from the State through a grant; $30,000 from City Park Dedication Fees; and $40,000 in Cif manT?ower and equipment a~ a rnatclung contrilution - to the State funds $115,000 -City General Fund Budget and Levy through the use of equipment certificates. Page 5 CAPITAL IMPROVEMENT PROGRAM (CIP) YEAR -1995 PROJECT D CRIPTION AND COMPLETE 1994 PROJECTS: Western Area Phase II Elk Park Center I~'airground Parking Lot Surface Water Management Program Hockey Arena Woodland Trails Park ELI CROSSING COMMERCIAL PROJECT: Construction of trunk sewer and water from the WWTP to east of Highway 1G9. Reconstruct Main Street and Main Street/Highway 1G9 intersection. bra, e ~+ ~„ ~~ I ~ ( 1' ~ SEE 1994 CIP NARRATIVE Trunk sewer and water will be assessed out to the benefited property owners as will any lateral sewer and water associated with this project. Reconstruction of Main Street and the Main Street/Highway 169 intersection will mainly be a developer expense. Some City MSA funds may also need to used. $3 million total project - $1.25 million for trunk and lateral sewer and water and $1.75 million for reconstructed streets. $3 million total project -The developer will finance and pay for all of the improvements in the commercial project. The City will bond for $2.25 million worth of improvements for this project in the s rin of 1995. All of this amount will be assessed out (15 year schedule) to the benefited property owners which are the commercial lots in the Elk Crossing Commercial Project. CapiCal Lnprovement Program (CIP) Year - 1~J95 Page 1 PROJECT DESCRIPTION ~ COST AND FINANCING SURFACE WATER MANAGEMENT PROGRAM: Main Street and Evans Avenue Intersection Reconstruction $175,000 -The City will bond for this project in the summer of 1995, and these bonds will be repaid over a 15 year period with funds collected through the City Surface Water Management Utility Fee and funds generated by Developer Impact Fees. 169/10 Railroad Crossing Ditch and Pipe Enlargement COUNTY STATE AID HIGHWAY 1: Reconstruct to urban standards from Proctor Avenue to Meadowvale Road. The second phase of this project will take place in 1996 and is from Meadowvale Road to County Road 32. 183RD AVENUE: Construct 183rd Avenue from Joplin Street to Naples Street in Sandpiper Estates Subdivision $100,000 - (same as above) $1.5 million for both phases -The County will pay and finance .the majority of this project. Some City participation with MSA funds will be necessary. $145,000 -This will mainly be the responsibility of the developer of Country Crossings 2nd Addition. Some capital projects reserve funds may need to be used for the City share of the project. ELI RIVER BUSINESS PARI{: Install lateral sewer and water and streets in the EDA owned Elk River Business Park. The service road for this development may not begin until 1996. This road will go from Joplin Street to the County Government Center service drive. $650,000 -The EDA will require City Council concurrence on a financing plan that will be developed in 1994. MSA funds will be used and participation from some City reserve funds will be necessary to temporarily repay some EDA bonds (15 year schedule). Capital Improvement Program (CIP)1 ear - 19~Ju Page 2 i • • DES COST AND ASSESSMENT PROJECTS: HILLSIDE ESTATES 4TH ADDITION COUNTRY CROSSING 2ND & 3RD ADDITIONS MEADOWVALE IIEIGHTS 2ND ADDITION Construction of streets and sewer and water laterals PARI{ LAND PURCHASE: Eighty acres of flat, open land for recreation field development CITY MAINTENANCE: Overlay and seal coat City streets where necessary PART{ IMPROVEMENTS: Smaller park projects throughout the City park system EQUIPMENT: Police Vehicles Street/Park Truck Emergency Preparedness Siren Capital Improvement Fragrant (CIF) Year - I9~J5 $1,025,000 -The developers of the Country Crossing Additions and the Meadowvale Heights project are anticipated to pay the majority of the expenses for their projects without requesting City bonds. The City will bond for the Hillside Estates project in the summer of 1995. This entire project, estimated at $125,000 will be assessed against the lots in this residential subdivision project based on a three year repayment schedule. $220,000 -Liquor Store reserves and NSP contributions $75,000 -General Fund $udget $.28,000 -City Park Dedication Fees $115,000 -City General Fund Budget and Levy through the use of equipment certificates. Page $ NON-PROGRAMMED PROJECTS STREETS: • Railroad Drive and 3rd Avenue Reconstruction Dodge Avenue Reconstruction Dodge Avenue and 5th Street Reconstruction 3rd and Gates Avenue Reconstruction Evans Avenue south of Main Street Reconstruction School Street between Jackson Avenue and Proctor Avenue Reconstruction King and Lowell Avenues Reconstruction Highway 169 and 5th Street Turn Lane Reconstruction Old Core Village Streets and Sidewalk Reconstruction Program Liquor Store Road Reconstruction Alley Improvements Old Township Roads: 173rd/175th Easements 173rd/175th Reconstruction 225th Reconstruction 213th Reconstruction Cleveland Avenue Improvements Edison Avenue Improvements Naples Street (private road} Long Range Transportation Plan Routes: • 193rd Avenue 201st Avenue County Road 31 Extension Waco Street Bridge Fillmore Street PARK & RECREATION: Orono Park West Expansion Railroad Trail Improvements Central Business District Park and Trail Athletic Complex Land Purchase Athletic Complex Development Riverbank Protection Program Orono Lake Dredging Program PUBLIC IMPROVEMENTS: Assessment project initiated by the Gity Assessment projects requested by developers Northwest water tower, well, and treatment facility Northwest trunk sewer and water extensions Elk River Business Park Phase II • EDA site • COMMUNITY FACILITIES: Community Center Youth Center Police Gun Range Fire Department Satellite Station MAJOR EQUIPMENT PURCHASES: Fire Department Pumper Street Sweeper Street Grader WWTP Sludge Truck WWTP Jet Truck Computer System All of the listed non-programmed projects have been previously discussed by the City Council at one time or another. Same of these projects are very high priorities, but no funds are currently available to finance the project. The projects listed can, and most likely will, change in scope from the initial discussions depending on the perceived need for the project, the priorities of the City Council, and the amount of funds. available. It is anticipated that as a project gets closer to being undertaken, it would be moved to a specific CIP year during the annual update of the CIP. Nonetheless, any of the projects listed in the non-programmed category could happen at any year based on action by the City Council. It should be noted that most of the street projects are in competition for the same source of funds. These sources include MSA funds for those projects that meet its eligibility criteria, and the street reserves and the Capital Projects reserves. Additionally, the City needs to pay attention to developing its equipment reserves for some of the major items listed above. Finally, the City will have to consider public referendum-voter approved bonds for some of the major facilities listed in this non-programmed category. range in nature and it may be many years before they are £inanceable and undertaken. It should be noted that some of the non-programmed projects are very long • DRAFT 2/95 CIP FINANCES MUNICIPAL STATE AID (MSA) MSA Funds can only be used for street, drainage, and sidewalk projects on MSA routes. These funds are usually usediin combination with City assessments and/or the use of City Reserve funds. The annual allocation for the City of Elk River is approximately $46Q,000 per year. These funds increase as the MSA mileage in the City increases. Funding is also subject to changes depending on State Legislative action. Some improvement projects that have been partially funded with MSA monies and which have taken place in the last ten years include: Tyler Street, Proctor Avenue, Fillmore Street, Main Street/Highway 169, Main Street/Orono Road and the bridge replacen1lent, 193rd Avenue/Highway 169 signal, Orono Parkway, and School Street/~ackson Avenue and the signal at this intersection. In 1992, the City bonded for some large sca~e improvement projects (Main Street/Highway 169, Orono Parkway, 193rd Avenue signal) and committed • future MSA funds from 1994 through 1999~'or the repayment of these bonds. This annual bond payment equals half of the MSA annual allocation. Accordingly, the annual revenues that are Actually available to the City for improvement projects for the next five years are approximately $230,000. In 1994, the City advanced encumbered MJA funds for the School Street and Jackson Avenue project. This project met MSA funding eligibility requirements. By advance encumbering these funds, the State will reserve the funds and allow us to draw out these monies in 1995, 1996, and 1997 for this project. In reality, limited-City MSA fulnds were. needed for this project as other funding sources (State turnback monies and project assessments) paid for the majority of this project. Howevrer, by using this advance encumbering technique, the City has more flexibility and can then use these MSA monies for other Council priority street projects that may not meet all of the MSA funding and design requirements. Some of the 1995 monies listed below are scheduled to be spent on the School Street and Jackson Avenue project. The balance of the 1995 monies and most of the 1996 monies are scheduled to b2 spent on the Orono Parkway and Joplin Street improvements associated with the Western Area Phase II project. This project is scheduled for completion in 1995. The MSA monies • will directly pay off some of the bonds that have already been issued for this project. Finally, the 1997 monies are anticipated to be used in 1995 on the Page 1 of 13 DRAFT MSA -Continued 2/95 Elk Hills Drive/Dodge Avenue/5th Street project that is currently under Council consideration. VVe will do an internal loan and "hold" the expenses until the MSA dollars are available. In review of these expenditures, and as previously discussed by the City Council, if this Elk Hills Drive/Dodge Avenue/5th Street project is approved, the City may not have any MSA funds available until 1998. There may be a small amount of money left in the 1997 MSA fund. The Council can decide to use this money for the Waco Street bridge land, if desired. This decision can be made in the next few years and does not need to be made at the. time of purchase. We have already received State approval for this if it is approved by the City. 1995 Revenues (Excluding Bond Payment) 1996 Revenues (Excluding Bond Payment) 1997 Revenues (Excluding Bond Payment) 1998 Revenues (Excluding Bond Payment) 1999 Revenues (Excluding Bond Payment) 2000 Revenues Possible MSA Projects: 173rd/175th Avenue Railroad Drive and 3rd Avenue Dodge Street and 5th Avenue Main Street and Highway 10 $230,000 $230,000 $230,000 $230,000 $230,000 $460,000 Liquor Store Road Waco Street Bridge School Street • • Page 2 of 13 n~Fr 2/95 CIP FINANCES CAPITAL PROJECTS FUND This reserve fund was created in order to allow the City to recapture MSA funds that are spent on a project which wag also partially assessed out to the benefited property owners. Additionally, this fund also receives some revenue, as designated by the City Council, when improvement project bonds are defeased. Accordingly, the 1993 City Audit shows this MSA Capital Projects fund as having receivable special assessments of almost $400,000. These funds will be received over the next night years. The Capital Projects funds are spent on street improvement projects, special projects as designated by the City Council, or to suppletment under financed projects. Typically, no annual revenues are received ~o the City must be careful in spending these limited funds. Approx. 1/94 Balance (Cash) $225,000 1994 Revenues Sub-total $ 1994 Expenditures: • Approx. 1/95 Balance (Cash) 1995 Revenues Sub-total 1995 Expenditures: 1/2 of 221st Avenue $ 65,000 Balance at end of 1995 $ Possible Future Projects: LAWCON Park Grant ' Parks and Trails Improvement Old Township Roads Waco Bridge 173rd/175th Naples Avenue Tax Land Purchases Dredging of Lake Orono Dodge/5th Street Railroad Drive/3rd Avenue Riverbank Improvement Project Concord Street Improvement of the Railroad Trail Page 3 of 13 nRAFT CIP FINANCES LANDFILL FUND 2/95 A $.65 per cubic yard surcharge on mixed municipal solid waste disposed of at the landfill has been collected by the City and placed into reserves for needed projects. This surcharge has been collected since about 1989. How much money is generated by the surcharge fluctuates as the level of activity at the landfill fluctuates. The funds for the City Hall and Library projects are built into the bond repayment schedules. The Street funds can be reapportioned at City Council discretion. In addition to the $.65 that goes into the three reserves, another $.10 flows into the City General Fund budget that is annually approved by the City Council. LIBRARY ($.10) Revenue (Annual Amount) The Library bonds are scheduled to be paid off in 2006. CITY HALL {$.35) Revenue: (Annual Amount) The City Hall bonds are scheduled to be paid off in the year 2010. STREETS ($.20) 1/95 Balance (Cash) -Approx. 1995 Revenues (Annual Amount) 1995 Expenditures: 1/2 of 221st Avenue General Fund Transfer BALANCE Available for other 1995 and beyond projects Possible Streets Projects: Dodge/5th Street Old Township Roads Railroad Drivel3rd Avenue 3rd and Gates $ 19,000 $ 66,000 $170,000 $ 38,000 $ 65,000 25 000 $118,000 Concord Street Naples Street Liquor Store Road C~ • Page 4 of 13 CRAFT CIP FINANCES EQUIPMENT RESERVES 2/95 This fund was originally established by the City Council through the designation of available General Fund monies and the defeasing of a special assessment bond. Additional revenues are very limited. Typical use of these funds is for smaller equipment items. Approx. 1/95 Balance $261,000 Undesignated $ 60,000 Streets Department 63,000 Parks Department 54,000 Major Equipment Repair & Maintenance 84,000 The Council should note that the Audit sh©ws a higher amount of money available in the equipment reserves. This is due to this category including the D.A.R.E. funds that were generated from the "house" project, and also because this fund includes monies for the school repayment for their contribution to the public works building. The Council should note that the • D.A.R.E. funds will all be spent in 1995 and beginning in 1996, this personnel expenditure for the D.A.R.E. polite officer will have to be included in the General Fund budget. This topic needs to be discussed with the School Board to ascertain their cost sharing of this,.program. Over the next four years, we will be repaying the school $60,0(10 for their contribution to the pubic works building. Regarding the above designations of equipment reserves, it should be noted that all of these designations can be changed per request of the City Council. The major equipment repair and maintenance category is a new one for the City and began with $15,000 from the sale a~f City property to Mr. Foster, and $69,000 from the sale of property to UPA. With regards to the UPA land transaction, the Council should note that this $175,000 was distributed in the following fashion: $6,000/expenses; $50,000/payback to the City Hall fund;: $50,000/Street Department front end loader; and $69,000/major equipment R&M reserve. This major equipment R&M funding category eases some of the pressures from the General Fund budget when unexpected expenditures and emergencies take place. Additionally, regarding the parks amount listed above, this $54,000 amount has been accumulated over time and has been generated mostly through end of the year transfers from the General fund into this reserve. The Street Department reserves have been accumulated typically through the selling of equipment." • Page 5 of 13 oRaFr 2/95 CIP FINANCES PARK DEDICATION • Funds are generated in this category through the platting and development process. Monies can be used only for park capital improvements and not for annual maintenance items. The Park and Recreation Commission annually reviews how funds in this category are proposed to be spent. The City Council has fmal approval over use of these monies. This fund has been traditionally used on an annual basis for smaller land purchases and for smaller capital improvements in neighborhood parks (approximately $25,000 per year). No large scale projects have been financed through this fund. The City will need to use some of this park dedication money as our local match for the State grant that was received for the Woodland Trails Park improvements. Additionally, other park grants are submitted annually that require local matches. If the City is successful in these grants, some of the park dedication monies may be needed to match the State funds. In addition to the Woodland Trails Park expenditure in 1995, there are two other possible expenditures that may come from this fund. One of these expenditures is the development of youth soccer fields, either at Lion's Park • or on the west Orono Park (E&0 Tool land). Another expenditure may be the purchase of the Waco Street land. This expenditure may eventually be financed with MSA monies, but we also may use just park dedication monies as this area will be eventually utilized for park and recreation purposes. If the bridge is actually constructed at this location, we may then recapture this capital outlay expenditure into this fund. Approx. 1/95 Balance (Cash & Fund Balance) $155,000 The current park fee is $500 per residential lot. The commercial fee is $1,000 per unsewered acre and $1,500 per sewered acre. There is no fee on plats for industrial property. The 1/95 balance is much higher than the 1/94 balance of $76,000 due to the high level of commercial building activity in 1994. • Page 6 of 13 ~~/iF]~ 2/95 CIP FINANCES • LIQUOR STORE FUND At the end of each year, the Municipal Liquor Store typically has a net profit of $50,000 to $75,000. This amount is aftex the transfers-out to the City General Fund. Since 1987, over $1.4 million has been transferred and spent on General Fund related activities. Of the $50,000 to $75,000 annual remaining balance, most has gone into the x.and/Building Reserve fund for a future second liquor store (Westbound) that is anticipated to be needed within the next five years. Also, in January, 1995, approximately $387,000 was spent on a site to relocate Northbound,. Some of this expenditure will be recaptured when the existing Northbound,aite is sold. The Liquor Store fund also retains a constant $300,000 in reservep for its inventory (or for emergencies). The annually designated transfers from the liquor store to the General Fund are typically near the $150,000 range and include part of the payments for the fire station and City Hall buildings. Im'1995, the Liquor Store is anticipated to make a profit of approximately $250,000. However, a larger than typical amount, approximately $200,000, is programmed to be transferred into other City budgets. Accordingly, about $50,000 is available • to flow into the LandlBuilding Reserve fund for the second liquor store or for other activities, per Council direction. Curatently, we are short of the necessary funds to finance a new liquor stone. 1/95 Land/Building Reserve (Cash) (This is after the January, 1995 land' purchase) 1/95 Inventory Reserve Total Reserve on 1/1/95 1995 Profit Estimate 1995 Programmed Expenditures Balance scheduled for the land/buildng reserve • $100,000 300 000 $400,000 $250,000 200 000 $ 50,000 Page 7 of 1] 3 oRAFr 2/95 CIP FINANCES NSP CONTRIBUTIONS • Beginning in 1991, NSP began contributing funds to the City of Elk River. The contribution was negotiated between the City and NSP and was offered by NSP to finance improvements in the City to help offset any negative effects or opinions which may inadvertently be directed at Elk River due to the RDF Plant. The contribution is approximately $200,000 per year. Of this amount, $20,000 goes directly into the City General Fund to help pay for a police officer associated with monitoring garbage truck traffic on the highway. Half of the balance, approximately $90,000 per year, is designated for part of the City Hall/Police Station bond repayment plan. Approximately $90,000 per year is available for other activities at the discretion of the City Council. Of the amount that remains under the discretion of the City Council, the 1991-1994 funds were spent on the Oak Knoll recreation fields, park-like improvements at the EDA site, and the purchase of the land at the City Hall site. Beginning in 1995, approximately $90,000 per year will be available to be spent on projects at the discretion of the City Council. One known expenditure that is planned for 1995 is about $100,000 for the • purchase of the Waco Street land. No definite funding source has been identified for this purchase and this NSP money is one possibility that needs to be examined. Ideally, NSP money will be saved in a reserve for future large scale projects. These projects could include the purchase of land for youth recreation fields, the development of youth recreation fields, for other community facilities or structures such as a senior center, teen center, arts facility, etc. Saving this NSP money for a number of years until a larger pool of funds develops could be a significant benefit to the City in the future. • Page 8 of 13 DRAT 2/95 • CIP FINANCES SURFACE WATER NLANAGEMENT In late 1994, the City Council approved its tax levy for calendar year 1995. Included in this tax levy was $210,000 for surface water management activities. This tax levy will have to continue for the long term in order to finance surface water management activities and this amount will most likely have to be increased in future years. In 1994, the City authorized over $1 million in bonds for surface water management activities. These activities included work in Deerfield III, County Roads 12/13, and Highways 10/169. Additional surface water management projects are being discussed by the City Council, but have not been authorized and financing has not been arranged. Those projects include Main/Evans, the railroadculvert, and Western Area Phase II trunk storm drainage pipes. Additionally, there was some pre-1994 activities that were charged to the surface water management fund that were financed internally. These funds need repayment from the surface water management levy. This cannot happen in 1995, but should happen in the next few years. • The surface water management (SWM} fund is currently in debt and will be in debt for the foreseeable future. Even without any activities for the County ditches, Western Area Phase III, or east Highway 10, it is estimated that this fund will be in debt in excess of $600,000 by late 1995. This is in addition to the $1 million in bonds that were issued in 1994. Surface water management is the number one financial concern of the City staff as it relates to capital improvements programming. C~ Page 9 of 13 ~~FT 2/95 CIP FINANCES • EXISTING TIF FUNDS Tax Increment Financing {TIF) Districts No. 1 and No. 3 were created to fund the water tower north of the School Administration building along Highway 169. Funds in excess of the repayment commitment are available for any number of activities as outlined by Minnesota State Statutes and as outlined in the City development plans. Excess TIF funds are never actually realized until all the bond payments have taken place. However, accurate projections can indicate if excess funds may be available for other infrastructure improvement such as extension of sewer and water mains, the construction of a water tower, the improvements of City streets, the purchase of park property, or the construction of a community center. In the past few years, the City has used excess TIF No. 1 and No. 3 funds for a variety of activities. These activities include the public improvements in Phase II of the Industrial Park, the purchase of park property, the purchase of the downtown redevelopment site, and for the financing of east Main Street redevelopment projects. Additional funds appear to be available in this District (please see the attached material from the Economic Development Coordinator regarding possible uses of these funds). These • funds could be used to underwrite the cost of trunk utilities, in either east or west Elk River, for a major industry or school. It should be noted that the State Legislature meets every year and TIF is annually discussed. The Legislature could change TIF rules at any time which could affect existing or future projects. One TIF project that the City has been decertified is the RDF TIF project. The City did collect in excess of $400,000 in this District before the project was decertified. Use of these funds for business park activities is being discussed. This is subject to City Council approval. • Page 10 of 13 n~Fr X95 CIP FINANCES GENERAL FUND OPERATING MONIES, LEASE PURCHASE AGREEMENTS, AND EQUIPMENT CERTIFICATES Annual tax monies are spent in these categories on a number of smaller capital improvement/equipment items. The City averages approximately $300,000 per year on these types of expenditures. Examples of these expenditures include the purchase of emergency preparedness sirens, police vehicles, street/park department equipment and vehicles, copy machines, the annual payments for the public works building, fire hall expansion and the City Hall building, and some seal coat and overlay projects. SELF INSURANCE FUND This fund was created through the designation of General Fund monies and through the defeasing of a special assessment bond. This fund is used to pay for various lawsuits not covered by the City insurance policy and for the loss of non-insured equipment items. Very limited additional revenues are projected in this fund. Any insurance rebate at the end of the year does flow into this fund, but this insurance rebate is usually small and it is • unpredictable if we will get any funds at a11, Monies from this fund could be shifted to any other category or used for any other purpose at the discretion of the City Council. Discussion has recently taken place regarding using some of these funds on an annual basis for a self insurance employee package and this topic will receive more Council discussion in the future. 1195 Balance {Cash and Fund) $288,000 • Page 11 of 13 ®RAFT 2/95 CIP FINANCES REMAINING FINANCING TOOLS: • CONTRIBUTIONS/DONATIONS Limited funds are available through this mechanism and the amount of money is typically for special one-time items. This may be one source of funding for the proposed ice arena project or for park or recreation projects. GRANTS There are a limited amount of grant programs currently available. Possible grant applications could relate to park development through the LAWCON program or for the riverbank protection from the Sherburne County Soil and Water Conservation District. HRA/EDA Annual revenues are generated through a tax levy as approved by the City Council. EDA bond projects may be available for larger scale projects such as a community center. Either the EDA or HRA may use its fund balance on smaller improvement projects such as upgrading the downtown parking lots, • or improvement of the riverbank area. Additionally, either agency may approve a TIF project provided it is also approved by the City Council. WATER FUND This fund is under the jurisdiction of the Municipal Utilities Commission. Funds are available for water related improvements. The Commission needs to plan for future wells, water towers, and major expansions of the trunk utility system. ELECTRIC UTILITY This fund is under the jurisdiction of the Municipal Utilities Commission. The Electric Fund currently donates cash to the City in the amount of $150,000 annually for General Fund purposes. Additionally, the electric utility finances all of the ongoing City street electrical expenses within its territory, free of charge to the City. It is unlikely, but the electric fund may finance one-time special projects as has happened in the past with the Industrial Park purchase and the Fire Department equipment van. • Page 12 of 13 ,~~~, 2/95 CIP FINANCES IMPACT FEES Funds are limited and designated for a specific purpose. For example, the City collects a park dedication fee, which could be considered an impact fee, on all new plats for future park projects. Additionally, the City collects a seal coating impact fee to finance the first sealcoat needed in a subdivision. Impact fees can be collected for such items as new signals. Impact fees are obtained when a project has an impact on off-site City programs, projects, or services. SPECIAL ASSESSMENTS A number of street and utility improvements are assessed out to benefited property owners either in its entirety or as a partial assessment. Projects can be pursued by a petition of benefited property owners, developers, or initiated by the City Council. TIF PROJECTS (New) Monies are only available for special projects subject to City Council approval • and/or concurrence with the EDA or HRA. Each project is reviewed on the individual merits of the proposal. BOND REFERENDUM Monies are only available if approved by the citizens through a public vote. Money is typically used for larger scale items such as a major park land purchase or improvement program, or for a community center. The only recent bond referendum that the City has 17ad relates to the purchase of the aerial platform ladder truck for the Fire Department. WASTE WATER TREATMENT PLANT All WWTP improvements are financed thr©ugh the WWTP reserves or WWTP revenue bonds (if they are not assessed out to benefited property owners). The City has recently financed sgme minor plant improvements and the purchase of the WWTP sludge land through the reserve funds. Also; Phase I of the plant expansion project was financed through revenue bonds in 1994. WWTP monies are not available for non-WWTP projects. A major plant expansion ($4.5 million) is anticipated in 1996-98, and this project will have to be financed through reserves and future revenues. This will be accommodated through the selling of a WWTP G.O. Revenue Bond. • Page 13 of 13 ( ~J \~ ~tlk, River Item 10. MEMORANDUM TO: Mayor and City Council FROM: Phil Hals, Street/Park Supt. DATE: April 25, 1995 SUBJECT: 1995 Assessment Overlay Projects I think it is also important that the City Council pursue assessed overlays for Greenhead I, II, and III, Countryside Acres, and Edison Street, south of Highway 10. These areas all have substandard street surfaces and can be greatly improved with a two inch bituminous overlay. Two other areas that are in great need of street improvements are Lake Orono 3rd Addition (Denver, 182nd, and 183rd) and Mississippi Heights. Since either of these developments could be subject to sewer and water, I • have not suggested an overlay on either of these because that would complicate a sewer extension, but I feel that the council should be aware that the street surface in both of these areas is in poor condition. See attached maps. s:councff:asseover • 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 of River MEMORANDUM TO: Mayor and City Council FROM: Phil Hals, Street/Park Superintendent DATE: Apri121, 1995 SUBJECT: CIP Overlays Greenhead I Area Estimated Cost Number of Lots Cost Per Lot Greanhead H Area Estimated Cost Number of Lots Cost Per Lot • Greenhead III Area Estimated Cost Number of Lots Cost Per Lot 7800 s.y. $22,000.00 19 $1160.00 (no overhead included) 14,300 s.y. $38,500.00 26 $1490.00 (no overhead included) 28,542 s.y. $76,650.00 58 $1321.55 (no overhead included) Countryside Acre Area 18,640 s.y. Estimated Cost $51,450.00 Number of Lots 52 Cost Per Lot $989.42 (no overhead included) Edison Street Including 153rd, 154th, and Ftillrnore Area 10,170 s.y. Estimated Cost $30,000.00 Number of Lots 21 Cost Per Lot $1428.57 (no overhead included) Highway 10 service road @ Edison Area 3040 s.y. Estimated Cost $9600.00 Number of Lots 5 Cost Per Lot $1920.00 (no overhead included) • s: ~~~s~o~i ]3065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fruc: (612) 441-7425 • +~ / - / n _~ G AD1 -i~~- n ~~ 0 I' \»,' a n u r 0.NTRY 1 • ~k N 0 Q L 9 4 ~I ~88 ~E ~~~ 1 ACf£S 1 ~vB'S/ ~ \ ~' 1 .+~' E 6 b ~~ ~~; ~~ `r ~ ~, -, l._ '^ ~1[~rJ ~ e APR - 2 6- 9 5 WED 1 4 4 8 MSA S T P A U L RESOLUTION - - A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION OF THE CTfY OF ELK RIVER ORDERING A PRELIMINARY FEASIBILTTY REPORT IN THE MATTER OF THE 1995 BTTCTiv1TTlOUS OVERLAY IMPROVEMENT P 0 2 WHEREAS, the City has determined that it should consider improving certain property by constructing a bituminous overlay (the improvement), the improvement areas include Greenhead Acres 1, 2, and 3 Additions, Countryside Acres Addition, and the Edison Street Area, including 153rd, 154th, Fillmore, and the Service Road; and WHEREAS, Council must fast secure a preliminary feasibility study in order to consider making the improvement; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: This matter shall be referred to MSA, Consulting Engineers, who is requested to provide to the City Council a report advising, in a preliminary way, whether the proposed improvement is feasible and whether the improvement should thus be made as proposed or in connection with some other improvemenk and the estimated cost of the improvement as recommended. Passed and adopted this 25th day of April, 1995. ATTEST: Sandra A. Thackeray, City Clerk Henry A. Duitsman, Mayor MEMORANDUM Item 10. TO: Mayor & City Council FROM: Phil Hals, Street/Park Supt. DATE: April 25, 1995 SUBJECT: Consider Waco Land Purchase The Gagne property involves 48 acres of which about 35 could be usable for ballfields, hiking trails, parking and a proposed road corridor. Several factors are involved in deciding how many fields could be constructed, but a preliminary sketch design including the road corridor suggests that three full sized baseball fields and two full sized soccer fields, plus two parking lots, could be built. The Park and Recreation Commission discussed this proposal and, by motion, • recommended that the property be purchased with non-park funds. The field development costs would be roughly the same on this property or on the WWTS sludge land. Mileage from downtown to either site is about the same. The Gagne land is not as readily accessible for users. My personal opinion is that the Gagne land offers some interesting and unique opportunities for a passive recreation facility as well as active athletics and it would be an excellent use for flood plain property. councIl:wacost • PA0.w4M r. i • • Y ~ YvlfA2. ~~y' ; V"~` .~ t=~c~ y ~Y ~~ •u ~~~r~ w ~ Z; ~_ . ~,, . ~~.'. ~~ ~~~ 1~ k IAA 0.X1N 4 S ~MaR z ~ l9l5 March 24, 1995 File: 230-235-80 C093~LTI9G ~VGII~ERS 1326 Energy Park Drive Mr. Pat Klaers St. Paul, MN 551 DB City Administrator 612-baa-a369 13065 Orono Parkway 1-800688-2923 Elk River, MN 55330 faz: 612-644-9446 RE: GEOMETRIC AND SIGNAL IMPROVEMENTS AT MAIN STREET AND TRUNK HIGHWAY 10 Dear Mr. Klaers: As you know, MnDOT is administering the use of ISTEA funds as a reimbursement program to assist municipalities in the construction of traffic, bridge, and off-street pedestrian improvements. An application was made in 1993 for geometric and signal improvements at the intersection of Main Street and Trunk Highway 10. The present signal was installed in 1978, but increased traffic generated by surrounding expansion justifies left avR ENGINEERING turnlanes and appropriategeometric and signal modifications. ENVIRONMEMAL - MuwaPAL In June 1994, four alternatives for these improvements were presented to the City Council ~"wNG for review and discussion. No action was taken on choosing an alternative. Right-of--way aOLID WASiE acquisition from the Bank of Elk River and Boelter's Service Station may be needed sreucruaAL depending on which alternative is chosen. SURVEYING rRARPIC The project was approved by MnDOT for ISTEA funding in F.Y. 1996, which is from TRANSPORiAiION July 1, 1995, to June 30, 1996. The ISTEA application estimated the construction cost at ELecrRlcauMEaANICAL $500,000. Of this amount, 80% of the construction cost to a maximum of $400,000 will ENGINEERwG: be reimbursed by ISTEA. IIl order to utilize the funding in F.Y. 1996, the City must have Hvnc completed several reports, determined right-of--way needs, initiated acquisition, and Powea DISrRIeurloN prepared plans and specifications and received MnDOT approval before June 30, 1996. SCADA srsrEM coNreoLS All right-of--way acquisition costs and engineering expenses must be funded by the City, as they aze not eligible for ISTEA funds. The City would also fund 20% of the construction cost, calculated to be $100,000, plus 100% of any construction cost exceeding the $500,000 estimate. As Main Street is on F1k River's MSA System, it is possible to use MSA funds for the City costs. The next step for the City is to determine if planning should proceed for this project. The use of ISTEA funds requires a number of documents and reports be submitted to various state and federal agencies. The time necessary for preparation and review of these offices iN: documents, aswell asright-of-way acquisition, is significant. The work necessary to allow 11NNEAPOLI6 for wnstruction in 1996 must begin as soon as possible. We have briefly discussed the Peioe LAKE document review process with District State Aid Engineer Mike Tardy, who emphasized ST. PAUL WASECA .I; `~~- ~ ~ ~- M'~N 'Star`.-_- ~~ .~ rn .. .~ (7 Q v NT O ' p~ 3 ~ MAIN STREET T'" _ n ~~ ~~ w :. ~.. Q w ~ \ s ? . F Q r ~, Y ~-~ `x ,~ 9 R y~ A" '~~' i° R .~Pa 111 13ze ENEncr vAac Dare (elz) e~+-s3ec (A\Jll sr. vAU.. warcsorA ssioe 9800 SNELMO PARNWAY MMNEAPOLIS, MINNESOTA SSMI ~ (612) SN-032 ,f ,;. f s i ZNU SIFZEET I, ;~ ~ ~ ~\ "a~ 'tj Y ~~ ~~ ~Y 1 1 Z ~ -., . ya ~. '' I CITY OF ELK RIVER GEOMETRIC INTERSECTION DESIGN ~ MAIN STREET O TN 10 '. ALTERNATE 3 ~ ~~, Y~ SNEET ~ OF ~ SREE YS PRO.eCi H0. 2]f1-735 , i 1 ~'` Ned Aug ~4:38:5i 1994 ~ • • ~~li I zil/ Dili i ~~ ~ ~~~~ y I r~~ ~ ',i ' ~ i 1 '~:~ ,, ~ 1 Ir -- r f ,+ '' ,: /'!' - _ -- --- -- _ _ ~~ If~VIN6 -~fiVENUE Bf~FD6 - - 'ss ~ ,~~ y s h ~ ~ ;~i , ~ ~.'~ ~1 p 9 / ^" ~, ~~.- r~ i ~ GJ -%. c ~~ > ~ ~ ~ ~ _ ~ o s ~~ ~, ~~ ~' q ~ .y .. yn >9> ~1 / ^ i / ` ~) 7. i ~Y. `~i'av FEN90N5 ,Q p._ J i .. ~~S v 5 i~ N ~m~? ~-' Z~~ ~a- ~ O ~~zm ~ zm m D~ ~O~ ~ N~Z ~ C < °a O~~ fL z 0 ,.~ o . , - ,; ,. j! r ~^l' -h sL' y% -. ~-^.. ,~~~r ~~ ~~~~` D~ ~ z ~ ~a . ~ -d ~e'' ~'. Y v ~r ;,~ ,~ ;iS .'.; j~~s. ~' k ti ~Y ~ ~: b ~~ •~ `,~-~ ~ ~ -- Vii:: =;° ~ ;~ \. \ D_ Z ;U fTl fTl 1~ GATES AVEUNE ~ _ Item 10. ver MEMORANDUM TO: Mayor & City Council FROM: Phil Hals, StreetJPark Supt. DATE: April 25, 1995 SUBJECT: CIP Prioritized Street Project List The following list of streets were prioritized at council request after the CIP meeting in February. To add another perspective to this project schedule, I did not consider costs, traffic counts, or assessable properties; just street condition, serviceability, and maintenance costs. • C.I.P. Street Project ac prioritized by Phit H~ Dodge Avenue (reconstruction) 5th Street (reconstruction) Evans Street south of Main Street (reconstruction) Railroad Drive and 3rd Avenue (reconstruction) King and Lowell Avenue (reconstruction) 173rd/175th (easements and reconstruction) Jarvis Street (221st to 229th) (O.T.R. regrade and pave) Old Core Village Street (reconstruction) Irving Ave (from 4th Street to School Street) (reconstruction) 3rd and Gates intersection (realignment) School .Street between Jackson and Proctor (reconstruction) Liquor Store Road 225th (east of Hwy. 169) (reconstruction) 217th (east of County Road 1) • ccuncil:atimplst 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 of . i.+t. MEMORANDUM River TO: Mayor and City Council FROM: Pat Klaers, City Administrator DATE: April 21, 1995 SUBJECT: Surface Water Management Attached, is some of the material that was used for the 2/20/95 CIP discussion on surface water management (SWNI). Now that we know more about 1995 SWM projects, we hope to provide the Council with an update on Tuesday on the status of this fund. The generalized comments in my 2120 memo relating to being $600,000 dollars in debt, in addition to the $1,000,000 dollars in bonds that we have already spent, are accurate. Also, unless development fee's provide funding or the levy is increased, we will not have moneys for any substantial project until after the year 2000. This is because the $210,000 dollar annual levy is necessary to pay off the debt that was issued in 1994, and the debt that will need to be issued in 1995; leaving • no room for additional projects in the next few years. • ~~swnv~o~~~~i 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 ITEM 5 MEMORANDUM ver TO: Mayor & City Council FROM: Pat Klaers, City Administer r ~- DATE: February 20, 1995. SUBJECT: Agenda Memo The itv Council has previously received some material in preparation this 2 CIP meeting. This material included 1993 and 1994 CIP worksessr minutes and the status report from the City Engineer current projects. Attached for your re w is the 4/27/94 CIP that was pu ogether for our 1994 bond issue. The a 't pages at the back of thi ocument are year end 1993 figures. Also attache is some 1995 Wast ater Treatment Plant (W4~~TP) financial information, Bill Rubin emo on TIF funds, and some overall 1995 CIP financial inform 'on. It is anticipated that most of thi 20 C eeting will be dedicated to • reviewing current projects a antes. The esentations on current projects will include a m' f long term and shor rm projects. A few of the discussion. topics will new while most of the other ill be updates on the status of previous reviewed topics. Some items at need to be discussed are listed below. These a in addition to the ite ~in the previously distributed City Engineer status rep .There is not extensive review of the issues listed below as they are rather tom " ex and difficult to discuss on paper. Nonetheless, I want everyone to kfiow that these topics will need some discussion. `~ Surface W¢ter M¢n¢eement (SWMI -The City Engineer will want ~l` to specifically discuss activities in the western area of the City. The financing of SWM projects is the number one CIP financial concern that Lori and I have. In 1994, we spent approximately $1 million for projects. In 1995, we need to spend money on storm drainage for the Western Area Phase II project, and we have goals to complete the Main/Evans street project, and to install the culvert underneath the railroad crossing. If all of these activities take place in 1995, we will be over 5600,000 in debt in addition to the $1 million • bond issue we have already spent. ' 13065 Orono Parkway • P.O. Box 490 • Elk River, MN ~~330 • (613) 441-7420 • Fax: (612) 441-742 The tax levy of $210,000 minus our current bond payments (due on the • $1 million issue) leaves us with a surplus. An annual SWM tax levy is required to fund necessary projects and his surplus is needed for the next 6-7 years to pay off the 1995 projects that we will have to fund. These 1995 projects are noted in the above paragraph. Accordingly, we will be $600,000 in debt before we even consider other improvements to such areas as the County ditches, the east Highway 10 area, or the Western Area Phase III project. • Of all of our CIP projects,. goals, and activities, SWM funding is our number one concern. Trap ortati n Plan -The City Engineer will h e some informa ion to provide the Council regarding the tatus of the County long rang transportation plan and how this in rrelates with our City long range ansportation plan. At some point i time in the future, we ne to officially adopt this City plan and be 'n the process of estab ' hing an official transportation ma .This official mapp' g process allows us to obtain right-of--way as prop ty is developed. It is important for us to ork as it is anticipated that th n will ultimately become Cou some of these routes, and the have yet to be determined. , million gallons per need the treatme~v with e County in our long range plan ajo east/west connector and Waco bridge y utes. The timing for construction on st for some of these improvements, H'WTP Expansion - In 1 94 we di an interim plant expansion project. This was really hase I of th ultimate giant expansion project. The balance o the plant expan ion project that is being discussed is about $4 million and will ' The constrw preferred tir operation in be authorize rease our capacity from 1.2 y (mgd) to 2.2 mgd. is anticipated that we will plant to be expanded an ' oject takes about eighteen would be for the plant to be ~'te 1997. This would require that in early 1996. operation by 1998. onths. Amore panded and in nc expansion Last year the Finance Director distributed information th t indicated we coul not afford this plant expansion until about 1997, e financ look much better at this time due to the high number f connections that took place in 1994. If growth continues at its current ~r4t'r ci5e4' IYV .9u nl~n~ • Jan 1994 Fund Balance Jan 1994 Cash Balance 1994 Revenues Impact Fees Bond Proceeds (net of fees) Expenditures Deertield 3 Hwy 10/101 Other Engineering Legal Other Bond Proceeds Reserved CR 12/13 Dec 31 Cash Balance • Less Cash Reserved Dec 31 Fund Balance Excluding Portion Reserved Bond Prcds. Due to Other Funds (Westwood & Fresno) ,~7 -7 __-_~\ '~-/q~f~e~- lad 2~1T Chi ~/mo ~~4.- _~,. ~. STORM SEWER FUND Fund Status Update 1994 Fund Activity (5229,120) !$36,8811 S19,140 S 1,055,635 S 1, 074, 775 S 168,421 5538,393 S 15,457 S11,118 53,888 5737,277 S 348, 821 5300,000 fS348,821) ($ 48, 821) (S240,900) S 188,000 These are estimates only. This excludes the Western Area 2 project. 1995 Estimated Activity Tax Revenues $210,000 Debt Service 5114,500 CR 12/13 Project Estimate S400,000 Available Bond Proceeds S346,800 Balance to come from fund balance S53,200 1 Cash Balance available 542,300 fThis can be used to repay part of the amount due to other funds or to eliminate cash deficit in this fund.) f~c~~e. )q9~ ~r~«~ 2!15/95 TORM95.XL5 fr-~ jp~:„~uuY,s ~ ~ ~ ki.~~ ~ Ur VPP~ilyn~ >~e C:~ ~uNds Proiects charged to Storm Sewer Fund Westwood Fresno Deerfield 3 Highway 10/101 Master Storm Plan 1993 Drainage Repairs 1994 Engineering 1994 Legal 1994 Other Total 1993 & 1994 Revenue sources 51 15,034 S72,935 5168,421 5538,393 331,967 S6,324 S 15,457 S11,118 53,888 5963,537 Bond Proceeds 51,055,635 1994 Impact Fees 519,140 1995 Tax Levy 9210,000 SI~ACE WATER hL1NA)IGEMEN'T ESTIMATES Financing Source Loan from Capital Projects Fund Loan from Capital Projects Fund 1994 Revenue Bond Proceeds 1994 Revenue Bond Proceeds Storm Sewer Cash Balance Storm Sewer Cash Balance Storm Sewer Cash Balance Storm Sewer Cash Balance Storm Sewer Cash Balance Amount Available S348,821 County Road 12/13 595,500 5114,500 Reserved for 1995 debt service The CR 12/13 project cost is estimated at S400,000 leaving a bond shortfall of S53,200. The Storm Sewer Fund owes the Capital Projects Fund 5188,000 The Storm Sewer Fund has a NEGATIVE cash balance of approximately 548,800 as of December 31, 1994. ~eta+-principal-and ' The Western Area Phase 2 costs are NOT included in any of the above figures. Page 1 2!17/95 :15 PM WWTP.XLS MEMORANDUM ver TO: Mayor and City Council FROM: Sandra Thackeray, City Clerk DATE: April 25, 1995 SUBJECT: City Hall Vehicle INTRODUCTION City staff presently has two vehicles for employee use, (excluding the trucks for the building inspectors) both of which are recycled police vehicles. • 1986 Ford LTD - 108,770 miles • 1989 Ford LTD - 91,665 miles These vehicles are driven by all city employees for many different uses, some of which may include: . • Conferences • Trips to the post office • Trips to the bank • Out of office meetings • Errands, i.e., supplies, pick up lunches, star news, etc. Both of these vehicles are starting to show there age. There is also the concern that these vehicles are becoming unsafe to drive by employees, especially for long distance driving. The 1986 vehicle is in worse shape than the 1989, and for safety reasons, it is not recommended that anyone drive this vehicle outside of the city limits. The Police Department will be selling three used squads, two of which have 95,000 - 100,000 miles each and one which was a K-9 unit. The K-9 vehicle would not be a good vehicle for staff due to the odor. The two other squads have as much mileage on them as staffs existing vehicles. After meeting with Steve Ach, Steve Rohlf, Lori Johnson, and myself to discuss this issue, it was suggested that the city consider investing in one "newer" vehicle, perhaps a used rental vehicle with low mileage. This vehicle would then be used by employees for long distance driving (outside of the city • limits). The 1989 LTD could still be used by the staff for local trips. 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 CONCLUSION Staff requests the council to consider authorizing the expenditure of funds to • purchase a vehicle for city staff in the range of $10,000 - $12,000. If the council concurs with this request, staff suggests that the car be purchased with Undesignated Equipment Reserves as there is currently a balance of $50,000 in the Undesignated Reserve Fund. s:\council\vehicle.doc • •