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HomeMy WebLinkAbout06-15-2020-WSAGENDA ITEMS State Of The City Update Dawn Skelly, Communications Coordinator MEMO.PDF Lake Johanna Fire Department Station Cities Agreement Discussion Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 2021 -2025 Capital Improvement Plan (CIP) Update Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF 2021 Feasibility Report Todd Blomstrom, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF Pavement Resurfacing Discussion Todd Blomstrom, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Elections And Voting Update Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF COVID -19 Operations Update Dave Perrault, City Administrator MEMO.PDF Council Tracker Dave Perrault, City Administrator MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Steve Scott City Council Work Session Agenda June 15, 2020 5:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. This meeting can be accessed remotely by joining via Zoom T o join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/81750856617 CALL TO ORDER 1. 1.A. Documents: 1.B. Documents: 1.C. Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: 1.G. Documents: 1.H. Documents: 2. AGENDA ITEMSState Of The City UpdateDawn Skelly, Communications Coordinator MEMO.PDFLake Johanna Fire Department Station Cities Agreement DiscussionDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDF2021-2025 Capital Improvement Plan (CIP) UpdateGayle Bauman, Finance Director MEMO.PDFATTACHMENT A.PDF 2021 Feasibility Report Todd Blomstrom, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF Pavement Resurfacing Discussion Todd Blomstrom, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Elections And Voting Update Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF COVID -19 Operations Update Dave Perrault, City Administrator MEMO.PDF Council Tracker Dave Perrault, City Administrator MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott City Council Work SessionAgenda June 15, 2020 5:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.This meeting can be accessed remotely by joining via ZoomTo join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/81750856617CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: 1.G. Documents: 1.H. Documents: 2. AGENDA ITEM – 1A MEMORANDUM DATE: June 15, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Dawn Skelly, Communications Coordinator SUBJECT: 2020 State of the City Meeting Budgeted Amount: Actual Amount: Funding Source: $1,000 N/A EDC Council Should Consider Staff is requesting City Council review and provide feedback on the second draft revision of the slide presentation and a corresponding narrative/script for the Mayor’s delivery of the State of the City address. The draft presentation and narrative will be provided prior to the meeting. In addition to placing the presentation video on the city’s website, would the Council like the address to be aired on Channel 16 at various times or a specific time? Background At its June 8 Special Work Session the Council expressed concerns regarding the presentation length and level of detail, as well as the format style. It was determined that the Mayor would deliver the address in the Council chambers with slides as visuals. Staff revised the presentation draft and developed a corresponding narrative. The presentation was shortened to approximately 10 minutes. A follow-up conference call with CTV will be held prior to the Council Work Session and details will be provided at the work session. Attachments N/A AGENDA ITEM – 1B MEMORANDUM DATE: June 15, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Lake Johanna Fire Department Station Cities Agreement Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration The Council may consider providing further feedback on the draft three city agreement regarding the Lake Johanna Fire Department station search. Background At its May work session, the City Council received an update regarding the status of the Lake Johanna Fire Department’s search for a future station location, the memo from that work session is attached for additional background (see Attachment A). At that meeting, Staff said they would bring back a draft of the agreement between the three cities, Arden Hills, North Oaks, and Shoreview, that would outline the responsibilities of each city should the fire department move forward with the property acquisition. Since the May work session, the LJFD Board of Director’s authorized the fire chief to move forward with signing a purchase agreement for the property, the purchase agreement did not change from the one presented to Council in May (it is included in Attachment A). The fire department is currently in its due diligence phase, and will have sixty days from when the preliminary plat is approved to close on the land. The preliminary plat has been submitted by Bethel, and was approved by the Planning Commission (7-0) and will move to the Council for review on June 22, 2020. Prior to closing on the land, the cities will need to have agreed upon their respective responsibilities with regards to the land acquisition and future responsibilities regarding development. Attached is a draft agreement that outlines how each city will participate (see Attachment B). It is important to remember the City is part of the Lake Johanna Fire Department Board where Arden Hills has one vote, North Oaks has one vote and Shoreview has two votes. There are no plans at this time for moving forward with station construction, the department is only focused on land acquisition. The major points of the draft agreement that Council will need to provide staff direction on are: Financing For the land acquisition – at the time of closing, each city will need to provide their respective share of the purchase price of the land, and, in the future, their portion of the cost to move the road. The price of the land is $1,350,000 and the cities’ share of the road realignment will not exceed $325,000. The fire department is also recommending to use $300,000 of their General Fund dollars to offset the cost of the land and road, for a net cost to the cities of $1,375,000. Arden Hills share of this would be twenty-five percent, or $343,750. North Oaks and Shoreview’s share would be fourteen percent and sixty-one percent, or $192,500 and $838,750, respectively. It is recommended by staff to use a portion of the City’s excess General Fund balance following the 2019 audit to pay its share of the land cost (the total amount available is $478,000). For future station construction – the draft agreement does not bind the City to a particular financing method, but outlines two options. Should the cities agree to not have Arden Hills finance the entire project, likely through bonding, then each city would need to come up with its share of the cost to construct a new station at the time it is needed. The other option would be to have Arden Hills finance the project, likely through bonding, and have each city pay its portion of the debt service to the City annually. If the cities were interested in repaying themselves for the land acquisition through the bond proceeds, there is a three year timeline to finish the station from when the land is purchased; however, given the previous discussions and uncertainty surrounding the timeline of construction, it is unlikely the cities would be able to reimburse themselves for the land acquisition. If the City were to bond for the entire project, it could anticipate an estimated $178,000 in issuance cost, assuming a $10,000,000 project (please note this number is purely for illustrative purposes and does not represent a true project estimate). The City of Arden Hills share of this cost would be $44,500 ($178,000 x 25%). If each city were to bond individually, it is estimated Arden Hills issuance cost would be $73,000, or $28,500 more for the City than if it had bonded for the entire project. It does not appear that there is a significant difference in total principal and interest costs between the two options for any of the cities due to the size of the issue. Other notes regarding the financing. The City of Arden Hills and Shoreview are both AAA rated, meaning each city may receive favorable interest rates, it is unclear what North Oaks’ bond rating is. Should each City bond individually, they would only be responsible for their respective interest costs, not a blend of rates. The Council does not need to make this decision tonight; however, if one of two financing options is not palatable, the City will want to make the other two cities aware. Timeline of Construction The timeline of construction is unknown, the fire department is only looking to purchase the land at this point. Currently, an arbitrary date stating construction will begin by June 30, 2025, is in the draft agreement; this would bind the cities to begin construction by that date, unless otherwise mutually agreed upon. This particular item is complicated in that the LJFD Board would actually vote to move forward with construction, which would be especially difficult without the cities consent as they would finance the project. The City Council may keep the current language, move the date sooner or later, or get rid of the language all together. Development Fees At its last work session, the Council briefly discussed charging development fees. The current draft agreement outlines that the City would charge all of its customary development fees, including park dedication fees, approximately $100,000 (7.5 percent of fair market value of the unimproved land). When the City reviews the preliminary plat application from Bethel, it is noted as part of the development agreement that park dedication fees will be charged at the time of development. Note, all fees would also be charged to the other parcel adjacent to the proposed fire department property. The Council could discuss the fees at tonight’s work session, or leave the language as is and discuss at the time of development. Budget Impact In the near term the budget impact of the draft agreement would be for the purchase of the land, which would be approximately $343,750 for Arden Hills. If the City were to use a portion of the excess fund balance to pay its share of the land acquisition, then the Public Safety Capital Fund would not be affected. However, future financial planning would need to be done to finance the construction of a future fire station, and this planning would happen as part of the City’s CIP process. Attachment Attachment A: May 18, 200 LJFD Memo Attachment B: Draft Three City Agreement for Future LJFD Station DATE: May 18, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Lake Johanna Fire Department Proposed Station Location Update Budgeted Amount: Estimated Amount: Funding Source: N/A $417,000 Public Safety Capital Fund Council Should Consider Council will be provided an update on the Lake Johanna Fire Department’s activities relating to the proposed station and the Anderson Center property negotiations. Staff will also be seeking Council input on a future agreement between the three cities on moving forward with the future station location. Discussion Chief Boehlke of the Lake Johanna Fire Department will be present to provide an update on the discussions with Bethel University and their negotiations to acquire a piece of property adjacent to the Anderson Center on Pine Tree Drive (see Attachment A). The Chief is providing an update to ensure issues or concerns are addressed early in the process, this remains a fire department project. Please note that the university is planning on splitting the northern piece of their property into two parcels, the fire department is only pursuing the parcel closer to Pine Tree Drive. The Lake Johanna Fire Department has served Arden Hills, Shoreview, and North Oaks since 1943, and serves approximately 42,000 residents today. The department responded to 3,820 calls in 2019 and is expecting to surpass 6,000 calls by 2026 due to pending development projects. The department has evolved from a Paid-On-Call (POC) department to a mix of career positions and 24/7 duty crews, totaling approximately eighty firefighters. The 24/7 duty crews allow firefighters to respond quickly from their respective stations increasing their effectiveness and shortening response times. As the department continues to evolve, a needs study was commissioned by the board of directors to assist in future planning. The needs study was conducted by Buetow 2 Architects and found the fire department did not have adequate space or facilities and noted several shortcomings with Station 4 (3615 Victoria St, Shoreview) including, but not limited to, (a) it was not designed for full-time staffing; (b) the trucks were smaller when the station was designed; (c) no room for expansion; (d) no support AGENDA ITEM – 1B MEMORANDUM spaces or additional storage spaces; and (e) no training or de-contamination spaces. The study recommended the fire department construct a new station with adequate space and facilities to last the department for the next fifty years and close Station 4. The study highlighted the new station should be at least three to four acres, able to accommodate six drive thru bays, and include training, support, and administrative offices. The recommended location was between Lexington Ave and Snelling Ave along County Road E. The fire department researched potential locations, and based on its size, location, and current development status, highlighted the property to the north of the Anderson Center as its first choice. A copy of the needs study is available on the City’s website under the proposed station’s webpage (https://www.cityofardenhills.org/1005/Proposed-Fire-Station-Location). Additional information regarding the project and FAQ’s can also be found on the development page. At the direction of the board of directors, the fire department began discussions with Bethel about potentially selling a piece of their property to the fire station. The university was open to selling a piece of their property and hired a real estate consultant to assist them in the negotiations. Following negotiations, a letter of intent (LOI) was reached between the fire department and Bethel, which outlined major points in the deal, and now the department is seeking to move forward with a purchase agreement (see Attachment B). The purchase agreement is being brought forward to the Lake Johanna Board of Directors on May 20, 2020 for discussion and potential direction to have the fire chief move forward. The major points of the Purchase Agreement are: -The fire department will purchase the land for $1,350,000. -The fire department will pay 1/3 or $325,000, whichever is less, of the cost to relocate the current access road for the Anderson Center. -The fire department will have a sixty-day contingency period following the approval of the preliminary plat by the City of Arden Hills and the approval of the access road by the City and the Rice Creek Watershed District. -Bethel will request the City waive its traditional park dedication fees for the fire department proposal. Should a purchase agreement be reached, the cities would be responsible for funding their respective portions of the purchase price and road cost. Generally, the cities fund the fire department’s operating and capital costs based on a formula that is used in the budgeting process; for Arden Hills this currently equates to 25%, with Shoreview and North Oaks being responsible for 61% and 14%, respectively. Based on that formula, Arden Hills would be responsible for $417,000 assuming the purchase price and the maximum amount for the road relocation, which could be less depending on final costs (this does not take into account a potential $300,000 contribution from the fire department’s General Fund which is discussed below). It is worth noting that the fire station is only seeking to acquire the property at this stage, timing of construction for a future station has not been approved by the board of directors or vetted by the three cities. The City represents one vote on the LJFD Board of Directors, there are also representatives from the cities of Shoreview and North Oaks, as well as, the fire department. If the board directs the fire department to sign the purchase agreement, then the process would continue and the fire department would continue with their due diligence of the site. If the board does direct the fire department to move forward, below are next steps on the land acquisition: • Board directs Fire Chief to sign the purchase agreement • Bethel University works with the City on a preliminary and final plat to subdivide the northern piece of their property into two parcels • Following approval of a lot split and if the fire department and Bethel come to an agreement, the fire department would take ownership over their parcel • Future fire station construction would be at the direction of the board of directors City Staff will also be seeking direction on proceeding with a future agreement between the three cities on the mechanics of moving forward with the property acquisition. Below are questions or points of discussion raised between the City Administrators/Managers. Staff does not need final direction tonight, but an agreement would be brought forward between the three cities for approval before the fire department closes on the property. Items for discussion: • Paying for the land: each City will pay for their respective portion based on the formula the fire department currently uses for the budgeting process. The fire department has suggested using $300,000 from the fire department’s General Fund, which would help offset the cost of the land acquisition (approximately $75,000 in savings for Arden Hills). • Bond issuance: when the construction for the fire station moves forward, Arden Hills could bond for the entire project, which would save on overall issuance costs and the three cities could take advantage of the city’s bond rating to obtain a lower interest rate. The total cost of the project, including issuance costs, would be split between the cities based on the aforementioned formula. Depending on the mechanics of the issuance, each City may be able to roll their cost for the land into the bond issuance and refund themselves with the bond money, spreading the cost of the land acquisition over the duration of the bond. The other option is to have each city individually bond for their portion of the project, but this could lead to higher overall costs for the project due to additional issuance costs, varying interest rates, and there may be concerns from other cities about bonding for a project outside of their city. • Bond repayment: the bond issue will be repaid through annual appropriations by each city consistent with the cost share formula. • Municipal fees: Arden Hills may waive park dedication fees for the fire department parcel. The city may consider other fees to include the Building Permit Fee, Plan Review Fee, etc. • Development approvals: the City of Arden Hills will provide necessary development approvals for the construction of a fire station when needed. • Timing of construction of a new station: the timeline of construction has not been identified, however, if the city decided to refund its cost for the land acquisition through bond proceeds, it would need to have a completed station within three years of the expenditure of the land purchase. It has also been discussed whether the three cities want to set a date for construction to begin, such as, June 30, 2022 (or another mutually agreed upon date). Budget Impact The funding for the land acquisition would come from the City’s Public Safety Capital Fund, which had a negative fund balance of $5,198 at the end of 2019. This fund is primarily supported by property taxes ($70,000) and charitable gambling revenues ($23,000 est.). While long-term financial planning needs to be done to prepare for the construction of a future fire station, the City is expecting approximately $478,000 in excess General Fund fund balance following the 2019 audit. This amount would normally be transferred to the PIR Fund, however, this amount could be transferred to the Public Safety Capital Fund and used for the City’s share of the land acquisition. If the Council is not supportive of using the excess General Fund fund balance, then an interfund loan could be used to pay the City’s share of the land acquisition. The projected fund balances for the Public Safety Capital Fund are below. Please note that this does not include any excess fund transfers, land acquisition costs, or future fire station costs: 2020 2021 2022 2023 2024 2025 Beginning Balance (5,198)20,322 61,612 (48,498)(92,098)(100,978) Revenues 93,000 93,000 93,000 93,000 93,000 93,000 Expenditures 67,480 51,710 203,110 136,600 101,880 25,000 Ending Balance 20,322 61,612 (48,498)(92,098)(100,978)(32,978) It is normal for fund balances to fluctuate between positive and negative as long as funds are sustainable in the long-term. Attachments: Attachment A: Fire Station Location Maps Attachment B: Draft Purchase Agreement Disclaimer: This map is intended for reference purposes only and is not a legally recorded map or survey. The City of Arden Hills shall not be liable for any damages or claims that arise due to accuracy, availability, use or misuse of the information herein pursuant to MN Statute 466.03 Subd 21. Location Map Highway 51County Road E West Pine Tree DriveBenton WayNB Hwy 51 To CO RD EHarri e t A v e n u e Benton WayBenton WayHighway 51Benton Way± Proposed location PURCHASE AGREEMENT THIS PURCHASE AGREEMENT (“Agreement”) is made as of May____, 2020, by and between BETHEL UNIVERSITY, a Minnesota non-profit corporation, (“Seller”) and the LAKE JOHANNA FIRE DEPARTMENT, a Minnesota non-profit corporation, ("Buyer"). In consideration of this Agreement, Seller and Buyer agree as follows: 1. Sale of Property. Seller agrees to sell to Buyer, and Buyer agrees to buy from Seller, the following property (collectively, the "Property"): 1.1 Real Property. The real property located at 2 Pine Tree Drive, in the City of Arden Hills, County of Ramsey, State of Minnesota, described as follows to wit: The real property consisting of approximately 3.703 acres (161,282 sf), located in Arden Hills, MN, depicted as Lot 2, Block 1 on the Survey and Preliminary Plat of 2 Pine Tree North provided by Sunde Land Surveying attached hereto as Exhibit A (the “Real Property” or “Lot 2”). There are no buildings or improvements constructed or located on the Real Property, except the existing entrance road and bituminous trail; however, there may be easements and rights benefiting or appurtenant to the Real Property, some of which are set forth below. 1.1.1 The parties acknowledge that Seller is in negotiations for the sale of Lot 1 as well as governmental approval for said Preliminary Plat. Accordingly, Seller is unable to provide assurance that the shape and size of Lot 2 will not be altered. The final shape and size of Lot 2 and corresponding legal description will be finalized during the Due Diligence Period defined herein. Buyer shall not be required to accept a smaller lot than Lot 2, described above. However, if Buyer does accept a smaller lot, the Purchase Price (defined below) shall be prorated based on the square footage. 1.2 Easements. In addition to the Real Property, Seller shall convey to Buyer: 1.2.1 A permanent storm water easement to connect to a storm water pond on Wetland 3 located on Lot 3, Block 1, as depicted on the Survey and Preliminary Plat of 2 Pine Tree North provided by Sunde Land Surveying attached hereto, provided all costs that may be required to connect to a storm water pond outside of Lot 2 will be borne by the Buyer. In addition to storm water runoff and treatment for Lot 2, the storm water easement will allow the Buyer to drain and/or spray clean water used for fire department training exercises into the storm water pond(s), subject to regulatory approval. 1.2.2 A utility easement over Lot 1 or Lot 3 to provide utilities to Lot 2, 2 provided that all costs that may be required for utility work shall be borne by the Buyer. Seller has the right to approve the path of any such easements in order to ensure the easement does not detrimentally impact Lot 1 or Lot 3 in Seller’s reasonable judgment. 1.2.3 A temporary construction easement over parts of Lot 3, allowing Buyer to do the following: (1) park vehicles in pre-determined areas of the parking lot on Lot 3; and (2) stage construction materials and equipment on Lot 3. The temporary construction easement shall commence upon Seller's completion of a new access road depicted on Exhibit A and shall expire twelve (12) months after construction of the new access road is completed. 1.3 Personal Property. There is no personal property transferred by this Agreement. 1.4 Contracts. There are no service or maintenance contracts, equipment leases or other contracts pertaining to the Real Property. 1.5 Warranties. Seller's interests in all warranties and guaranties pertaining to, assigned to, or benefiting Seller or the Real Property. 1.6 Plans. A copy of all preliminary and final survey plans will be made available to the Buyer subject to approval by all necessary governmental entities, including the City of Arden Hills. 2. Purchase Price and Manner of Payment. The total purchase price ("Purchase Price") to be paid by Buyer to Seller for the Property shall be One Million Three Hundred Fifty Thousand Dollars ($1,350,000.00). 3. Additional Consideration to be Paid to Seller. In addition to the Purchase Price, Buyer will be responsible for the following: 3.1 Buyer will pay to Seller one-third (1/3) of Seller's costs, or Three Hundred Twenty-five Thousand Dollars ($325,000.00), whichever is less, to construct a new access road (the “Access Road”) to serve the Real Property, on Outlot A on the attached Exhibit A. Seller’s costs will include the costs to design and construct the Access Road. In addition thereto, Buyer shall be solely responsible for all costs related to paths/trails that may be required by any governmental entity for Buyer’s use of Lot 2 and all wetland mitigation or tree replacement costs for Buyer’s use of Lot 2. 3.2 Seller shall be solely responsible for all future maintenance and repair costs for the Access Road. Buyer shall not disturb the present road or Sellers monument sign until Seller completes the Access Road, which shall be completed no later than July 1, 2021, unless unforeseeably delayed by city or other regulatory approvals. Seller will remove the monument sign and its foundation during the new road construction at Sellers sole cost. 3 3.3 Upon completion of the Access Road construction, Seller shall provide to Buyer all invoices and cancelled checks documenting Seller's costs. After Buyer's receipt of the invoices and cancelled checks, Buyer shall pay Buyer's one-third (1/3) share of the costs to Seller within Thirty (30) days up to the maximum stated in Section 3.1 above. 4. Earnest Money. Buyer will deposit twenty-five thousand dollars ($25,000) ("Earnest Money") into an escrow account with Land Title, Inc. ("Title Company") within five (5) business days following execution of this Agreement by both Buyer and Seller. The Earnest Money shall be (i) applied to the Purchase Price at Closing if the parties close hereunder, (ii) refunded to Buyer if this Agreement is terminated by either party for any reason during the Due Diligence Period, or (iii) if the foregoing provisions do not apply, the Earnest Money shall be paid to the party entitled thereto in accordance with the remaining provisions of this Agreement. 5. Title, Survey, Geotechnical and Environmental. Seller will provide the following to Buyer at Seller’s sole cost: 5.1 Title Commitment issued by Land Title; 5.2 Survey by Sunde Land Surveying in PDF format (completed) and in CAD format; 5.3 Wetland Determination Study (completed); 5.4 Phase I Environmental Study (completed); and 5.5 Property subdivision which Seller will complete as soon as practicable. All customary fees, and other subdivision costs, including but not limited to engineering, design, survey, wetland delineation, local governmental fees and costs, Mylar and other printing costs, filing fees, and other costs to subdivide Seller’s real property, shall be borne solely by Seller; provided however, Buyer shall be solely responsible for all park dedication fees, city impact fees, and/or SAC/WAC fees as the foregoing relate to Buyer's ownership and use of Lot 2. Seller will, however, request from the City of Arden Hills a waiver of all park dedication and park dedication fees for Lot 2, but the same is not guaranteed and if not granted, said cost shall be borne solely by Buyer. 6. Closing. The purchase of the Property will close ("Closing") no later than (30) days after the expiration of the Contingency Date. Closing will take place at the main office of Land Title, Inc. or as otherwise agreed by Seller and Buyer. 7. Contingency Date and Contingencies. The "Contingency Date" shall be sixty (60) days from the date the preliminary plat is approved by the City of Arden Hills and the Ramsey County Surveyor’s office and the Access Road design is approved by the City of Arden 4 Hills and the Rice Creek Watershed District. If any such contingency has not been satisfied on or before said date (which determination shall be within the Buyer’s exclusive discretion), then this Agreement may be terminated, at Buyer’s option, by written notice from Buyer to Seller. Upon such termination, the Earnest Money shall be immediately returned to Buyer, and neither party shall thereafter have any further rights against or obligations to the other hereunder, except as expressly provided otherwise herein. All the contingencies set forth in this Agreement are specifically stated and agreed to be for the sole and exclusive benefit of Buyer, and Buyer shall have the right to unilaterally waive any contingency by written notice to Seller. The obligations of Buyer under this Agreement are contingent upon Buyer’s determining (in its sole discretion) that Buyer is satisfied with each of the following: 7.1 With the results of all environmental investigations, studies and tests completed by an environmental testing firm acceptable to Buyer. 7.2 With the results of all soil and other site engineering investigations, studies and tests, which Buyer deems appropriate. 7.3 With utilities, storm water retention and all on-site and off-site infrastructure to the Real Property. 7.4 With all government approvals desired by Buyer to develop the Real Property, including, but not limited to, waiver of all park dedication fees for the Real Property. 7.5 With the Real Property title, including all leases, easement agreements, including but not limited to the easements Seller will provide to Buyer, maintenance agreements, or any other agreements relating to the Real Property. 7.6 With its review of all documents provided to Buyer by Seller. 7.7 With its review of the condition of title to the Real Property. 7.8 That the Real Property is suitable for Buyer’s needs in accordance with Buyer's development plans. 7.9 With the physical condition of the Property including zoning, access, drainage, and wetlands. Subject to any rights or restrictions under any of the Permitted Encumbrances, Buyer and its agents will have the right, from time to time prior to the Closing, to enter upon the Real Property to examine the same and the condition thereof and to conduct such surveys and to make such engineering and other inspections, tests, and studies as Buyer determines to be reasonably necessary, all at Buyer’s sol e cost and expense. 5 Buyer will give Seller advance notice of such examinations or surveys and will conduct such examinations or surveys during normal business hours to the extent practicable. Buyer will conduct all examinations and surveys of the Real Property in a manner that will not harm or damage the Real Property or cause any claim adverse to Seller, and will restore the Real Property to its condition prior to any such examinations or surveys immediately after conducting the same. 7.10 With all survey matters, including but not limited to the acreage and the location of the boundaries and boundary markers to be placed on the land. 7.11 That Buyer has obtained financing on terms satisfactory to Buyer. 7.12 That Buyer has obtained an appraisal satisfactory to Buyer. 8. Seller's Closing Documents. On the Closing Date, Seller shall execute and deliver to Buyer the following (collectively, "Seller's Closing Documents"), all in form and content reasonably satisfactory to Buyer: 8.1 Deed. A Warranty Deed, conveying the Real Property to Buyer, free and clear of all encumbrances. 8.2 Seller's Affidavit. An Affidavit of Title by Seller indicating that on the Closing Date there are no outstanding, unsatisfied judgments, tax liens or bankruptcies against or involving Seller or the Real Property; that there has been no skill, labor or material furnished to the Real Property for which payment has not been made or for which mechanics' liens could be filed; and that there are no other unrecorded contracts, leases, easements, or other agreements or interests in the Real Property. 8.3 Non-Foreign Transferor Certificate. A non-foreign certificate, properly executed and in recordable form, containing such information as is required by IRC Section 1445(b)(2) and its regulations. 8.4 Bring-down Certificate. A Bring-Down Certificate, stating that Seller’s representations and any warranties are true and correct as of the Closing Date. 8.5 Other Documents. All other documents reasonably determined by the Title Company or the Buyer to be necessary to transfer the Property to Buyer in compliance with this Agreement or which are to be entered into by, or given to, the parties upon Closing pursuant to the terms and conditions of this Agreement. 9. Expense Allocations. Seller and Buyer agree to the following prorations and allocations of costs regarding this Agreement: 9.1 Real Estate Taxes and Special Assessments. Real estate taxes payable in the first half of 2020 and all prior years will be paid by Seller. Real estate taxes payable in 6 the second half of 2020, shall be prorated to the date of Closing. All future real estate taxes shall be paid by Buyer. All presently assessed and pending special assessments on the Real Property shall be the sole responsibility of the Seller. Any new special assessments for Lot 2 certified after the Closing Date shall be the obligation of the Buyer. 9.2 Recording Costs. Seller will pay the cost of recording all documents necessary to place record title in the condition warranted in this Agreement. Buyer will pay the costs of recording the Warranty Deed. Seller will pay the State Deed tax on the sale price. 9.3 Attorney's Fees. Each of the parties will pay its own attorney fees. 9.4 Title Insurance. Seller will pay all costs of providing the Title Commitment designated in 5.1, above, and 11.1, below. Buyer shall pay the cost of the title insurance premium. 9.5 Closing Costs. Seller and Buyer will each pay one-half of the customary closing costs not otherwise herein allocated. 10. Title Examination. Title Examination will be conducted as follows: 10.1 Title Evidence and Buyer's Examination. Seller shall provide Buyer, within ten (10) days of full execution of this Agreement, a copy of a commitment for an ALTA Owner’s Policy of Title Insurance (accompanied by legible copies of all documents described therein) (“Title Commitment”) issued by Land Title, Inc., (“Title Company”) and any and all documents, reports, studies, tests, engineering drawings, CAD surveys, Phase I report, Wetland Delineation, or other pertinent materials which Seller has in its immediate possession (or available to Seller) which relate to the Property. 10.2 Title Corrections. Within fifteen (15) days after receiving the Title Commitment, Buyer will examine the title to the Real Property and make written objections (“Objections”) to the form and/or contents of the Title Commitment and/or to any items shown on the survey. If Buyer delivers to Seller any Objections, Seller will use Seller’s best efforts to cure or satisfy the Objections on or before the Closing date. If the Objections are not cured on or before the Closing date, the Buyer will have the option to do the following: i. Terminate this Agreement and receive a full refund of the Earnest Money; ii. Withhold from the Purchase Price an amount which, in the reasonable judgment of the Title Company, is sufficient to assure cure of the Objections. Any amount so withheld will be placed in escrow with the Title Company, pending such cure. If Seller does not cure such Objections within ninety (90) days after such escrow is established, Buyer may then cure such Objections 7 and charge the costs of such cure (including reasonable attorney’s fees) against the escrowed amount. If such escrow is established, the parties agree to execute and deliver such documents as may be reasonably required by Title Company, and Seller agrees to pay the charges of the Title Company, to create and administer the escrow; or iii. Waive the Objections and proceed to Closing. 11. Representations and Warranties by Seller. Seller represents and warrants to Buyer as follows (which representations and warranties shall be true and correct as of the date the Seller signs this Agreement and as of the date of actual Closing): 11.1 Corporation; Authority. Seller is duly incorporated and is in good standing under the laws of the State of Minnesota; Seller has the requisite corporate power and authority to enter into and perform this Agreement and those Seller's Closing Documents signed by it; such documents have been duly authorized by all necessary corporate action on the part of Seller and have been duly executed and delivered; such execution, delivery and performance by Seller of such documents does not conflict with or result in a violation of Seller's Articles of Incorporation or Bylaws, or any judgment, order, or decree of any court or arbiter to which Seller is a party; such documents are valid and binding obligations of Seller, and are enforceable in accordance with their terms. 11.2 Title to Real Property. Seller owns the Property, free and clear of all encumbrances, except the encumbrances, if any, identified in the legal description, or those approved by Buyer after review of the Title Evidence, which shall become the “Permitted Encumbrances.” 11.3 Leases. There are no leases or other possessory rights of others regarding the Real Property except as disclosed to Buyer. 11.4 Contracts. There are no Contracts affecting the Property, excepting any contracts made for Lot 1, as referenced in Section 1.1.1 hereof. 11.5 Rights of Others to Purchase Property. Seller has not entered into any other contracts for the sale of the Property, other than that disclosed in this Agreement, nor are there any rights of first refusal or options to purchase the Property or any other rights of others that might prevent the consummation of this Agreement. 11.6 Environmental Representations. The Seller has no knowledge of the presence of any hazardous material located on the Real Estate. Further, the Seller has no knowledge of any underground storage tanks, or wells on the Real Estate. Seller has delivered to Buyer a current Phase I environmental report, and a Wetlands Delineation of the Real Estate. 11.7 Indemnity. Seller will indemnify Buyer, against and will hold Buyer, its 8 successors and assigns, harmless from, any expenses or damages, including reasonable attorneys' fees as awarded by a court, that Buyer incurs because of the breach of any of the above representations and warranties, whether such breach is discovered before or after closing. 12. Representations and Warranties of Buyer. Buyer makes the following representations and warranties to Seller, which representations and warranties shall be true and correct in all material respects on the Closing Date: 12.1 Corporation. Buyer is a non-profit corporation duly organized, validly existing and in good standing under the laws of the State of Minnesota. 12.2 Authority. The execution, delivery and performance of this Agreement and all other documents, instruments and agreements now or hereafter to be executed and delivered by Buyer pursuant to this Agreement are within the power of Buyer, have been duly authorized by all necessary or proper action, and are enforceable against Buyer in accordance with its terms. The individual executing this document on behalf of Buyer has the authority to bind Buyer. 12.3 Buyer will indemnify Seller, against and will hold Seller, its successors and assigns, harmless from, any expenses or damages, including reasonable attorneys' fees as awarded by a court, that Buyer incurs because of the breach of any of the above representations and warranties, whether such breach is discovered before or after closing. 13. Conditions Precedent. Buyer's obligation to close on the Property purchase is subject to the following conditions precedent: 13.1 The representations and warranties of Seller contained in this Agreement must be true now and on the Closing date as if made on the Closing date. 13.2 The Seller shall have performed and satisfied each of the Seller’s obligations under this Agreement. 13.3 The Buyer is able to obtain an Owner’s Policy of Title Insurance issued by the Title Company in the full amount of the Purchase Price, subject only to the Permitted Encumbrances, covering title to the Real Property, showing Buyer as owner of the Property and providing for full coverage over all standard title exceptions. 13.4 There has been no change in the physical condition of the Property between the date the Buyer signs this Agreement and Closing. In the event any of the foregoing conditions are not satisfied as of the time of Closing, Buyer will have no obligation to proceed to Closing and, unless Buyer delivers written notice to Seller that Buyer has waived any unsatisfied condition and will proceed to 9 Closing, this Agreement, upon notice from Buyer to Seller, will cease and terminate, the Earnest Money shall be refunded to Buyer, and neither party shall thereafter have any rights against or obligations to the other hereunder, except as expressly provided otherwise herein. 14. Condemnation. If, prior to the Closing Date, eminent domain proceedings are commenced against all or any part of the Property, Seller shall immediately give notice to Buyer of such fact and at Buyer's option (to be exercised within thirty (30) days after Seller's notice), this Agreement shall terminate, in which event the Earnest Money shall be refunded to Buyer and neither party will have further obligations under this Agreement, except as expressly provided otherwise herein. If Buyer shall fail to give such notice then there shall be no reduction in the Purchase Price, and Seller shall assign to Buyer at the Closing Date of all of Seller's right, title and interest in and to any award made or to be made in the condemnation proceedings. Prior to the Closing Date, Seller shall not designate counsel, appear in, or otherwise act with respect to the condemnation proceedings without Buyer's prior written consent. 15. Broker's Commission. Seller and Buyer represent and warrant to each other that they have dealt with no brokers, finders or the like in connection with this transaction, except as follows: Seller has engaged Pete DuFour and Andy Heieie of Colliers International and David Buyse and Rory Johnson of Corporate Tenant Advisors; Seller shall be solely responsible for paying all amounts that may be owed to the foregoing. Seller and Buyer agree to indemnify each other, and to hold each other harmless against all claims, damages, costs or expenses of or for any fees or commissions due to any other brokers resulting from their actions or agreements, regarding the execution or performance of this Agreement. The foregoing indemnification shall survive Closing or if no Closing occurs the termination or cancellation of this Agreement. 16. Survival. All of the terms of this Agreement and warranties and representations herein contained shall survive and be enforceable after the Closing. 17. Notices. Any notice required or permitted hereunder shall be given by personal delivery upon an authorized representative of a party hereto; or if mailed, by United States registered or certified mail, return receipt requested, postage prepaid, or if deposited cost paid with a nationally recognized, reputable overnight courier, properly addressed as follows: If to Seller: Amy Blaz--CFO Bethel University 3900 Bethel Drive St. Paul, MN 55112 With Copy to: Thomas F. Hutchinson/Dale J. Moe Eastlund Hutchinson, Ltd 4200 County Road 42 West Savage, MN 55378 10 612-865-2317 thutchinson@eastlundhutchinson.com dmoe@eastlundhutchinson.com If to Buyer: Tim Boehlke, Fire Chief Lake Johanna Fire Department 5545 Lexington Avenue North Shoreview, MN 55126 651-415-2100 With Copy to: Erich J. S. Hartmann Erickson, Bell, Beckman & Quinn, PA 1700 West Highway 36, Suite 110 Roseville, MN 55113 651-223-4999 Any party may change its address for the service of notice by giving notice of such change ten (10) days prior to the effective date of such change. 18. Choice of Law. The laws of the State of Minnesota shall govern all matters relating in any manner to the Agreement. 19. Captions. The paragraph headings or captions appearing in this Agreement are for convenience only, are not a part of this Agreement and are not to be considered in interpreting this Agreement. 20. Entire Agreement; Modification. This written Agreement constitutes the complete agreement between the parties and supersedes any prior oral or written agreements between the parties regarding the Property. There are no verbal agreements that change this Agreement and no waiver of any of its terms will be effective unless in a writing executed by the parties. 21. Confidentiality. Seller and Buyer both acknowledge that the terms and conditions of this Agreement and all information exchanged by the parties ("Confidential Information") is private and confidential. Neither party shall directly or indirectly, disclose, or permit the disclosure of the Confidential Information to any other persons or entities other than their accountants, attorneys, boards of directors, real estate consultants and agents who have a legitimate need to know such information and who, as a condition precedent to such disclosure, agree to keep the Confidential Information in strict confidence. Both parties may disclose Confidential Information to the extent required by law or appropriate judicial order. 22. Binding Effect. This Agreement binds and benefits the parties and their successors and 11 assigns. 23. No Assignment. This Agreement shall be binding on the parties hereto and their respective successors. Neither party may, or shall have the power to, assign this Agreement, and/or any rights and/or obligations hereunder. 24. Counterparts. This Agreement may be executed in any number of counterparts, each of which when executed and delivered shall be deemed to be an original and all of which counterparts taken together shall constitute but one and the same instrument. 25. Defaults and Remedies. In the event of a default on the part of either party under this Agreement which continues for three (3) business days after receipt of written notice from the other party, the following shall apply: 25.1 If the Buyer is the defaulting party, the Seller may, as its sole remedy, terminate this Agreement, whereupon the Earnest Money shall be delivered to Seller as liquidated damages. 25.2 If the Seller is the defaulting party, the Buyer may, as its sole remedy, terminate this Agreement, whereupon the Earnest Money shall be returned to Buyer. Notwithstanding anything to the contrary contained herein, the parties acknowledge and agree that any liability of the parties to the other under the covenants and indemnification contained in 11.7, 12.3, and 15 shall not be limited or affected by the foregoing provisions of this section. 26. Operation Prior to Closing. During the period from the date of Seller’s acceptance of this Agreement to the earlier of the date of actual Closing or termination of the Agreement (the “Executory Period”), the Seller shall execute no contracts, easements, leases or other agreements regarding the Property without the prior written consent of Buyer. Seller will give to Buyer written notice of any citation or other notice which Seller receives, subsequent to the date the Seller signs this Agreement, from any governmental authority concerning any alleged violation of any law, ordinance, code, rule, regulation or order regulating the Property of the use thereof. The Seller shall not take any action, or cause to be recorded against the Real Property, any documents which change the condition of title to the Real Property from that shown in the Title Commitment without the prior written consent of the Buyer. The Seller shall keep in full force and effect all existing insurance policies affecting the Property in the same or greater coverages and amounts during the Executory Period as the Seller is currently maintaining on the Real Property. 12 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the date and year above written. SELLER: BETHEL UNIVERSITY By: ______________________________ Amy Blaz, CFO BUYER: LAKE JOHANNA FIRE DEPARTMENT By: ______________________________ Tim Boehlke, Chief Executive Officer AGREEMENT BETWEEN CITY OF SHOREVIEW, MINNESOTA, CITY OF ARDEN HILLS, MINNESOTA, AND CITY OF NORTH OAKS, MINNESOTA FOR THE LAKE JOHANNA FIRE DEPARTMENT FIRE STATION PROJECT THIS AGREEMENT is made and entered into the ___ day of __________, 2020 by and between THE CITY OF SHOREVIEW, a municipal corporation and political subdivision of the State of Minnesota, THE CITY OF ARDEN HILLS, a municipal corporation and political subdivision of the State of Minnesota, and THE CITY OF NORTH OAKS, a municipal corporation and political subdivision of the State of Minnesota. RECITALS WHEREAS, each City is responsible for providing fire protection and prevention services for the people and institutions within its boundaries; and WHEREAS, each City contracts with Lake Johanna Fire Department to provide each City’s fire protection and preventions services; and WHEREAS, the costs of said fire protection and prevention services are allocated pursuant to contracted service agreements between the Cities and Lake Johanna Fire Department; and WHEREAS, Lake Johanna Fire Department conducted a needs analysis that reviewed the adequacy of Fire Station number 4 and identified future department facility needs; and WHEREAS, the needs analysis concluded that the existing Fire Station number 4 located at 3615 Victoria Street in the City of Shoreview was undersized and had many deficiencies; and WHEREAS, the needs analysis concluded that it would not be feasible to expand the station due to the limited lot size and subpar access to Victoria Street north of the railroad tracks which may impact response times; and WHEREAS, Lake Johanna Fire Department reviewed potential property locations in southern Shoreview and Arden Hills; and WHEREAS, Lake Johanna Fire Department identified vacant property owned by Bethel University on Pine Tree Drive in the City of Arden Hills (“the Property”)as a potential site for a new fire station; and WHEREAS, the Property is large enough to accommodate headquarters for Lake Johanna Fire Department and has improved access ideally situated to cover southern Arden Hills and Shoreview as well as the entire service area for Lake Johanna Fire Department; and WHEREAS, Lake Johanna Fire Department’s Board of Directors authorized the Fire Chief to negotiate and execute a letter of intent to purchase the property from Bethel University; and 2 WHEREAS, in early April 2020, Lake Johanna Fire Department and Bethel University executed a letter of intent to purchase the Property for a purchase price of $1.35 million; and WHEREAS, the letter of intent also requires Lake Johanna Fire Department to contribute one third of the cost, up to a maximum of $325,000, to relocate an access road on the property; WHEREAS, the purpose of this agreement is to define each City’s responsibilities for the Lake Johanna Fire Department’s purchase of the Property and the construction of improvements on the Property (“the Project”); and WHEREAS, the new fire station would be owned and operated by the Lake Johanna Fire Department to serve the three contract cities of Arden Hills, North Oaks, and Shoreview. AGREEMENT NOW, THEREFORE, in consideration of the mutual undertakings herein expressed, the City of Shoreview, the City of Arden Hills, and the City of North Oaks agree as follows: 1 Term of Agreement 1.1 Effective date: This Agreement and any amendments thereto shall be in full force and effect upon the filing of a certified copy of the resolution approving this Agreement by each City. Said resolutions shall be filed with the Shoreview City Attorney who shall notify each City in writing of its effective date. 1.2 Expiration date: This Agreement expires upon the Bond, issued pursuant to paragraph 2.3, being repaid in full. 2 Agreement between the Parties 2.1 Cost. The cost of the land purchase, access road relocation, and property improvements will be funded by a $300,000 contribution from the lake Johanna Fire Department and by contributions from each City allocated proportionally through the current cost share agreement for fire department operations and capital costs. 2.2 Cost share formula. The cost share formula will be used to allocate each City’s contribution, but is currently defined as 25% population, 25% households, 40% fire calls, and 10% assessed value. 2.3 Bond issuance. At the time financing is needed for the construction of a new station, the financing will be provided by one of the two following methods: Should all three cities mutually agree, the City of Arden Hills will provide financing for the cost to construct a station, including any costs associated with the financing, and each city will annually reimburse the City of Arden Hills for their portion of the debt service payment based on the cost formula. Should a station be constructed in 3 the allotted timeline for reimbursement of the land acquisition costs, Arden Hills will include the land acquisition costs in the financing and each City will be repaid via the financing proceeds for their portion of the land acquisition. If the Station is not constructed in the time frame that is necessary to include the property acquisition costs as part of the financing, each city will be responsible for their proportionate share of the property acquisition costs in accordance with the cost share formula in effect at the time. or Each City will be responsible for providing their financial contribution, bond proceeds or otherwise, when needed for the construction of a new station. 2.4 Bond repayment. The bond issue will be repaid through annual appropriations by each City consistent with the cost share formula calculated and adjusted annually to account for growth and development in each City. 2.5 Station Construction. Station construction will begin no later than June 30, 2025, unless an alternative date is mutually agreed upon by all three cities. 2.6 Development Approvals. The City of Arden Hills will review the proposed project as part of its normal development process. 2.7 Municipal Fees. The City of Arden Hills will charge its customary development fees unless the City of Arden Hills chooses to waive any of the said fees; these fees include, but are not limited to, Metropolitan Council WAC/SAC, local WAC/SAC, building permit and plan review, and park dedication fees. At the discretion of the Parties, those fees may also be included in the Station financing or allocated per the cost share formula. 3 Assignment, Amendments, Waiver, and Contract Complete 3.1 Assignment. No party may assign nor transfer any rights or obligations under this Agreement. 3.2 Amendments. Any amendment to this Agreement must be in writing and will not be effective until it has been signed and approved by the same parties who signed and approved the original agreement, their successors in office, or other individual duly authorized. 4 3.3 Waiver. If any party fails to enforce any provision of this Agreement, that failure does not waive the provision or the right to enforce it in the future. 3.4 Contract Complete. This Agreement contains all negotiations and agreements between the Cities. No other understanding regarding this Agreement, whether written or oral, may be used to bind either party. 4 Liability Each City will be responsible for its own acts and behavior and the results thereof and shall not be responsible or liable for the other party’s actions and consequences of those actions. The Minnesota Municipal Tort Claims Act, Minn. Stat. Ch. 466, governs the Cities’ liability. 5 Venue Venue for all legal proceedings involving this Agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 6 Signatures This Agreement may be executed in several counterparts, and all so executed shall constitute one Agreement, binding on each City notwithstanding that each City may not be a signatory to the original of the same counterpart. IN WITNESS WHEREOF, the Cities have hereunto set their hands the day and year first above written. CITY OF SHOREVIEW By: Mayor SEAL DATED: ___________________, 2020 ATTEST: 5 City Clerk 6 CITY OF ARDEN HILLS By: Mayor SEAL DATED: _________________, 2020 ATTEST: City Clerk 7 CITY OF NORTH OAKS By: Mayor SEAL DATED: _________________, 2020 ATTEST: City Clerk AGENDA ITEM – 1C MEMORANDUM DATE: June 15, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: 2021 – 2025 Capital Improvement Plan (CIP) Budgeted Amount: Actual Amount: Funding Source: N/A N/A Various Council Should Consider Provide feedback to staff on Preliminary 2021 – 2025 CIP Plan. Background Annually, the City prepares a five (5) year Capital Improvement Plan for budgeting and forecasting. The focus of the CIP is on the maintenance and protection of the City’s existing assets, redevelopment, and investment in new initiatives. The CIP is part of the budget process, but it is not a budget, it is a plan, and one that changes often. The CIP does not commit the council to the proposed projects, nor implement the assumptions made during the preparation; however, this is the basis for the 2021 Budget as we continue with its preparation. The city has a finite amount of resources, so prioritizing and then being able to finance projects is crucial for ensuring the city’s long-term sustainability and being responsible stewards of the city’s investments. Staff has been working on completing a comprehensive study of the City’s current and future needs for infrastructure projects to better estimate project costs and ensure more accurate forecasting of available fund balances. Discussion A preliminary plan has been prepared and is attached which includes a summary of projects, sources of funds, and estimated fund balances (since the operating budgets have not yet been completed, these fund balances are estimated operating costs). Project detail information is not included at this time as we are focusing on cash flow rather than detailed descriptions. Information is included on street and park projects going out ten (10) years even though our CIP is only for five years. Please note that project timelines are subject to change and that the current timeline is City Staff’s best estimate. The 2020-2024 CIP was a $15.3 Million plan, while the proposed 2021-2025 CIP is listed for $15.7 Million in expenditures. This is a 3.1% increase from the previous year’s program or $475,838. The biggest change is found in street projects. PIR Fund • The city has about $112.4 million of streets and trails. Estimating the useful life of these assets at 40 years would require an investment of about $2.8 million annually. The current funding sources of the tax levy, Municipal State Aid and special assessments account for about $1.1 million on average per year. This gap in the CIP fluctuates from year-to-year, but will need to be addressed over time. The fund balance was just over $6 million at the end of 2017 and is projected to drop to $770,000 by the end of 2025. • A property tax levy of $250,000 is being proposed for 2021, which is unchanged from 2020. • The city has been able to self-finance the special assessment portion thus far. However, with the cost of these projects increasing, we may need to eventually look at bonding for the special assessment portion of street projects. Current projections do not include any prepayments of special assessments. • There is a definite need to stay on top of street improvement projects to ensure streets reach their useful lives and don’t require costly premature full reconstructions. Several areas of the city are reaching those crucial ages that significant outlay is needed to ensure the long-term vitality of the streets. • The Snelling Ave. road project (County Road E to Highway 51) is scheduled to proceed in 2022 but the round-a-bout was separated out as its own project and isn’t scheduled until 2026. • The two trail projects (Mounds View High School and Snelling Avenue N) for which state funding is being requested, are not currently included in the CIP. Information has been added to the bottom of the Sources and Uses for the PIR Fund to show the potential impact of these projects if they are approved for state funding. Public Safety Capital Equipment Fund • The fund is currently being used to account for capital expenditures made by the Lake Johanna Fire Department. • It is proposed to utilize a transfer from the General Fund in 2020 to cover the city’s cost of the land for the new fire station. • The assumption being used for this CIP is that debt service on the new fire station will begin in 2025 at $195,000 per year and continuing for 15 years. This could be decreased to $155,000 if we were to bond for 20 years. Property tax levy increases are proposed for the years 2021-2025 with a final total levy increase of $225,000. • Major vehicle purchases are projected to occur in 2026, 2027 and 2028. LJFD will need to reevaluate their need and look at spreading these costs out over a longer period of time to level off the funds needed from contract cities. Equipment & Building Replacement Fund • The current plan includes $350,000 for HVAC equipment in 2020 and $300,000 for the city hall parking lot in 2021. • The long-term asset management plan for equipment has not yet been completed so purchases are only scheduled out for 5 years. Utility Funds • The City conducted a rate study in 2017-2018 to address utility rates and financing further Enterprise Fund operations. The assumptions used for these cash projections includes the rate increases proposed in the study. The adopted rate increases may differ from the study because they are based on an analysis of actual operations and updated estimates. For example, the 2020 rate increase for water and sewer was 3% even though the rate study recommended 6.5%. • Public Works staff continues to evaluate the condition of City utilities throughout the community. The majority of street projects currently include a minimum amount for isolated utility repairs. Staff will complete a comprehensive review of the utility systems to identify locations where broader water, sanitary sewer and drainage replacement is needed. This will increase the forecasted capital expenses for the utility funds. Budget Impact The Council should review the estimated fund balances and funding sources with special attention given to the Permanent Improvement Revolving (PIR) Fund, Equipment Building Replacement Fund, and the Public Safety Capital Fund. Attachments Attachment A: Overview of Capital Improvement Plan PageDepartment Summary1Projects Proposed for 20216Fund Balances9Sources and Uses of Fund10Street Projects ‐ 10 year plan18CITY OF ARDEN HILLSREVIEW OF CIP 2021‐2025June 15, 2020 Summary of Capital Improvement Plan ExpendituresThe above table shows the City of Arden Hill’s estimated costs for capital projects and equipment for the next five years broken down by department.Department 2021 2022 2023 2024 2025 TotalEconomic Development‐               246,130       ‐               40,000         ‐               286,130        Government Buildings 350,000      50,000        50,000        50,000        50,000        550,000        Parks Department 200,000      426,000      55,000         ‐               206,000      887,000        Public Safety Department 51,708        203,112      136,600      101,880      220,000      713,300        Sewer Department 268,000      90,000        385,000       ‐               330,000      1,073,000     Street Department 4,645,000  1,787,000  1,872,500  1,357,500  907,500      10,569,500  Surface Water Department 180,000      290,000      470,000        Water Department 65,000        75,000         ‐               60,000        90,000        290,000        Equipment251,000      71,000        80,000        270,000      230,000      902,000        Total6,010,708  2,948,242  2,869,100  1,879,380  2,033,500  15,740,930  Expenditures by Year1 Capital Improvement PlanCity of Arden Hills, MinnesotaPROJECTS BY DEPARTMENT2021 2025thru Total2021 2022 2023 2024 2025Department Project # PriorityEconomic Development22-EDA-001286,130246,130 40,000Gateway Signs n/a286,130246,130 40,000Economic Development TotalEquipment20-EqpV-001135,000135,000Replace International Plow Truck (Unit 120) n/a21-Eqp-00160,00060,000Replace 1997 Toro Groundsmaster (Unit 409) 321-Eqp-00330,00030,000Trade in Program Toro Z Mowers (458 & 459) 321-Eqp-00416,00016,000Portable Message Board 421-Eqp-00510,00010,000Add Portable Light Tower422-Eqp-00610,00010,000Replace 2005 Felling Trailer (Unit 414)422-Eqp-00725,00025,000Replace 2001 Toro Workman (Unit 411)322-EqpV-00236,00036,000Building Inspector Vehicle (Unit 504)n/a23-EqpV-00280,00080,000Replace F-450 Truck (Unit 211)324-Eqp-00210,00010,000Replace 1996 Wacker 880 Roller (Unit 106)324-EqpV-001160,000160,000Replace Sterling Acterra Truck (Unit 431)324-EqpV-002250,000100,000 150,000Replace 2012 Int'l Plow Wing Truck (115)n/a25-Eqp-00180,00080,000Replace 2018 Toro Large Area Mower (Unit 457)3902,000251,000 71,000 80,000 270,000 230,000Equipment TotalGovernment Buildings21-Bldg-005250,00050,000 50,000 50,000 50,000 50,000City Hall Maintenance 221-Bldg-006300,000300,000City Hall parking lot3550,000350,000 50,000 50,000 50,000 50,000Government Buildings TotalParks Department20-Park-003236,000110,000 126,000Playground Structure Replacement 321-Park-00290,00090,000Hazelnut Park Warming House 422-Park-001506,000426,00080,000Hard Court Reconstruction3Produced Using the Plan-It Capital Planning Software2 Total2021 2022 2023 2024 2025Department Project # Priority23-Park-00455,00055,000Perry & Cummings Park Roof Maintenance 3887,000200,000 426,000 55,000 206,000Parks Department TotalPublic Safety20-Pub-00174,88424,428 5,456 15,000 15,000 15,000LJFD General Equipment n/a20-Pub-002131,44019,840111,600LJFD Rescue/Chief/Utility Vehicle Replacementn/a20-Pub-00449,0967,440 11,656 10,000 10,000 10,000LJFD Station Capitaln/a22-Pub-001262,880186,00076,880LJFD Engine/Ladder Replacementn/a25-Pub-005195,000195,000Lake Johanna Fire Dept Fire Stationn/a713,30051,708 203,112 136,600 101,880 220,000Public Safety TotalSanitary Sewer Department21-Sew-001348,00048,000 90,000 210,000Lift Station Rehabilitation 221-Sew-002725,000220,000175,000330,000Sewer Lining/Rehabilitation21,073,000268,000 90,000 385,000330,000Sanitary Sewer Department TotalStreet Department21-Str-0053,632,0003,632,0002021 PMP - Hazelnut Neighborhood 221-Str-0061,013,0001,013,000Lexington Improvements222-Str-001822,000822,000Arden Oaks Neighborhood Streets222-Str-003965,000965,000Old Snelling Ave PMP, CR E - Hwy 51223-Str-0011,872,5001,872,500Colleen/Norma/Briar Knoll/Royal Hills/Arden Vista224-Str-0011,357,5001,357,500Karth Lake East Neighborhood Streets225-Str-001907,500907,500Tiller/Dunlap/Benton Way Resurface/Replace210,569,5004,645,000 1,787,000 1,872,500 1,357,500 907,500Street Department TotalSurface Water Management Dept21-Storm-001180,000180,000Karth Lake Runoff Control 223-Storm-00165,00065,000Karth Lake retaining wall223-Storm-002225,000225,000Storm Pond and Outfall Maintenance2470,000180,000290,000Surface Water Management Dept TotalWater Department21-W-00265,00065,000Trunk Water Main Evaluation 222-W-001135,00075,00060,000Water Tower Maintenance225-W-00290,00090,000Booster Station Improvements2Produced Using the Plan-It Capital Planning Software3 Total2021 2022 2023 2024 2025Department Project # Priority290,00065,000 75,000 60,000 90,000Water Department TotalGRAND TOTAL15,740,9306,010,708 2,948,242 2,869,100 1,879,380 2,033,500Produced Using the Plan-It Capital Planning Software4 Changes from Prior Year CIPThe above table shows the differences between the 2020‐2024 CIP and the 2021‐2025 CIP by department.Department 2020‐2024 CIP 2021‐2025 CIP DifferenceEconomic Development 286,130 286,130 0Government Buildings 725,000 550,000(175,000)Parks Department 1,360,000 887,000(473,000)Public Safety Department 513,161 713,300 200,139Sewer Department 873,100 1,073,000 199,900Street Department 9,960,701 10,569,500 608,799Surface Water Department 742,000 470,000(272,000)Water Department 0 290,000 290,000Equipment 805,000 902,000 97,000Total 15,265,092 15,740,930 475,838Changes by Department5 Projects in 2021ProjectFund Source AmountCity Hall Maintenance Equip/Bldg Replacement $50,000Ongoing maintenance & repair placeholder.City Hall MaintenanceEquip/Bldg Replacement$300,000Completion of City Hall parking lot.PlaygroundsCapital Improvement$110,000Reconstruct Arden Manor play area.Hazelnut Park Warming House Capital Improvement$90,000Replace warming house.LJFD Capital ItemsPublic Safety Capital$51,708City share of Lake Johanna Fire Department capital budget.2021 PMPCap Impr/Utilities$3,807,000Hazelnut neighborhood street & utility improvements.6 Lexington AvenueCap Impr/Water$1,033,000City share of design work on Ramsey County project.Sewer LiningSewer$220,000Lift stations 4 & 5, Oak Avenue and Lake Valentine Road.Lift Station RehabSewer $48,000Rehabilitation needed on station 3.Trunk Water Main Evaluation Water$65,000Evaluate condition between north and south towers.Karth Lake Runoff Control Surface Water Mgmt/Grant$180,000Drainage improvements, south end of lake.Projects in 2021ProjectFund Source Amount7 Replace Int’l Plow Truck (#120) Equip/Bldg Replacement $135,000Replace 1997 Toro Groundmaster (#409) Equip/Bldg Replacement $60,000Trade in Program Toro Z Mowers (#458/ #459)Equip/Bldg Replacement $30,000Add Portable Message Board Equip/Bldg Replacement $16,000Add Portable Light Tower Equip/Bldg Replacement $10,000Equipment in 2021ProjectFund Source Amount8 Estimated Ending Fund Balance by YearNo additional bonding is included in the projections shown above.Fund2021 2022 2023 2024 2025Capital Improvement Fund 3,596,903 2,398,243 1,445,943 990,203 773,603Economic Development Fund 531,353 252,913 217,743 139,633 98,493Equipment Building Replacement Fund(189,555)39,445 259,445 289,445 359,445Public Safety Capital Fund 111,614 101,502 207,902 399,022 497,022Sanitary Sewer Fund65,576 322,236 367,636 828,506 986,226Surface Water Fund(157,450)52,170 40 245,770 493,970Water Fund426,271 700,681 1,072,981 1,377,811 1,649,761Net Fund Surplus (Deficit) by Year9 EDA General FundSource2021 2022 2023 2024 2025560,393 531,353 252,913 217,743 139,633Beginning BalanceRevenues and Other Fund SourcesRevenue3,500 3,000 3,000 3,000 3,000Miscellaneous Revenues100,000 100,000 100,000 100,000 100,000Tax Levy103,500 103,000 103,000 103,000 103,000Total 663,893 634,353 355,913 320,743 242,633Total Funds Available103,500 103,000 103,000 103,000 103,000Total Revenues and Other Fund SourcesExpenditures and UsesCapital Projects & EquipmentEconomic Development0 (246,130) 0 (40,000)0Gateway Signs22-EDA-0010 (246,130) 0 (40,000)0Total Other Uses(92,540) (95,310) (98,170)(101,110) (104,140)Operating Expenditures(40,000) (40,000) (40,000) (40,000) (40,000)Tax Abatement(132,540) (135,310) (138,170) (141,110) (144,140)Total (132,540) (381,440) (138,170) (181,110) (144,140)Total Expenditures and Uses531,353 252,913 217,743 139,633 98,493Ending Balance(29,040) (278,440) (35,170) (78,110) (41,140)Change in Fund BalanceProduced Using the Plan-It Capital Planning Software10 Equipment/Building Replacement FundSource2021 2022 2023 2024 202561,445 (189,555) 39,445 259,445 289,445Beginning BalanceRevenues and Other Fund SourcesRevenue50,000 50,000 50,000 50,000 50,000Tax Levy50,000 50,000 50,000 50,000 50,000Total Other Fund Sources126,000 126,000 126,000 126,000 126,000Transfer from Sanitary Sewer Fund74,000 74,000 74,000 74,000 74,000Transfer from Surface Water Fund100,000 100,000 100,000 100,000 100,000Transfer from Water Fund300,000 300,000 300,000 300,000 300,000Total 411,445 160,445 389,445 609,445 639,445Total Funds Available350,000 350,000 350,000 350,000 350,000Total Revenues and Other Fund SourcesExpenditures and UsesCapital Projects & EquipmentEquipment(135,000)0000Replace International Plow Truck (Unit 120)20-EqpV-001(60,000)0000Replace 1997 Toro Groundsmaster (Unit 409)21-Eqp-001(30,000)0000Trade in Program Toro Z Mowers (458 & 459)21-Eqp-003(16,000)0000Portable Message Board21-Eqp-004(10,000)0000Add Portable Light Tower21-Eqp-0050 (10,000) 000Replace 2005 Felling Trailer (Unit 414)22-Eqp-0060 (25,000) 000Replace 2001 Toro Workman (Unit 411)22-Eqp-0070 (36,000) 000Building Inspector Vehicle (Unit 504)22-EqpV-00200 (80,000)00Replace F-450 Truck (Unit 211)23-EqpV-002000 (10,000)0Replace 1996 Wacker 880 Roller (Unit 106)24-Eqp-002000 (160,000)0Replace Sterling Acterra Truck (Unit 431)24-EqpV-001000 (100,000) (150,000)Replace 2012 Int'l Plow Wing Truck (115)24-EqpV-0020000(80,000)Replace 2018 Toro Large Area Mower (Unit 457)25-Eqp-001Produced Using the Plan-It Capital Planning Software11 Equipment/Building Replacement FundSource2021 2022 2023 2024 2025(251,000) (71,000) (80,000) (270,000) (230,000)Total Government Buildings(50,000) (50,000) (50,000) (50,000) (50,000)City Hall Maintenance21-Bldg-005(300,000)0000City Hall parking lot21-Bldg-006(350,000) (50,000) (50,000) (50,000) (50,000)Total (601,000) (121,000) (130,000) (320,000) (280,000)Total Expenditures and Uses(189,555) 39,445 259,445 289,445 359,445Ending Balance(251,000) 229,000 220,000 30,000 70,000Change in Fund BalanceProduced Using the Plan-It Capital Planning Software12 City of Arden Hills, MinnesotaCapital Improvement PlanSOURCES AND USES OF FUNDS2021 2022 2023 2024 2025 2026 2027 2028 2029 2030Capital Improvement Funds (PIR)Beginning Balance 5,606,913 3,596,903 2,398,243 1,445,943 990,203 773,603 799,453 74,403 441,303 1,384,873 Revenues and Other Fund SourcesDonations - Bethel100,000 150,000 150,000 - - - - - - - Interest Income75,000 75,000 50,000 25,000 25,000 25,000 25,000 25,000 50,000 60,000 Net Assessments(755,510) (422,660) (447,300) (80,740) 144,400 105,850 174,950 447,900 643,570 643,570 Tax Levy250,000 250,000 250,000 250,000 250,000 250,000 250,000 250,000 250,000 250,000 Total Revenues and Other Fund Sources(330,510) 52,340 2,700 194,260 419,400 380,850 449,950 722,900 943,570 953,570 Total Funds Available5,276,403 3,649,243 2,400,943 1,640,203 1,409,603 1,154,453 1,249,403 797,303 1,384,873 2,338,443 Expenditures and UsesPlayground Structure Replacement20-Park-003 (110,000) - - - (126,000) - (260,000) (276,000) - (144,000) Hazelnut Park Warming House21-Park-002(55,500) - - - - - - - - - Hard Court Reconstruction22-Park-001- (426,000) - - (80,000) - - (80,000) - - Perry & Cummings Park Roof Maintenance23-Park-004- - (55,000) - - - - - - - Park Shelter Roof Replacements26-Park-004- - - - - (120,000) - - - - Hazelnut Park Parking Lot27-Park-004- - - - - - (185,000) - - - Perry Park Parking Lot27-Park-005- - - - - - (240,000) - - - 2021 PMP - Hazelnut Neighborhood21-Str-005 (1,066,000) - - - - - - - - - Lexington Improvements21-Str-006(448,000) - - - - - - - - - Arden Oaks Neighborhood Streets22-Str-001- (350,000) - - - - - - - - Old Snelling Ave PMP, CR E - Hwy 5122-Str-003- (475,000) - - - - - - - - Colleen/Norma/Briar Knoll/Royal Hills/Arden Vista23-Str-001- - (900,000) - - - - - - - Karth Lake East Neighborhood Streets24-Str-001- - - (650,000) - - - - - - Tiller/Dunlap/Benton Way Resurface/Replace25-Str-001- - - - (430,000) - - - - - Cummings/Northwoods/Red Fox/Grey Fox Resurface26-Str-001- - - - - (235,000) - - - - Chatham/McCracken/Fairview/Brighton Way Resurface27-Str-001- - - - - - (490,000) - - - Total Expenditures and Uses(1,679,500) (1,251,000) (955,000) (650,000) (636,000) (355,000) (1,175,000) (356,000) - (144,000) Change in Fund Balance(2,010,010) (1,198,660) (952,300) (455,740) (216,600) 25,850 (725,050) 366,900 943,570 809,570 Ending Balance3,596,903 2,398,243 1,445,943 990,203 773,603 799,453 74,403 441,303 1,384,873 2,194,443 Mounds View High School Trail (net city cost)- - - (590,000) - - - - - - Snelling Avenue Trail (net city cost- - - (460,000) - - - - - - Adjusted Ending Balance3,596,903 2,398,243 1,445,943 (59,797) (276,397) (250,547) (975,597) (608,697) 334,873 1,144,443 $0.0$0.5$1.0$1.5$2.0$2.5$3.0$3.5$4.02021 2022 2023 2024 2025 2026 2027 2028 2029 2030Millions13 City of Arden Hills, MinnesotaCapital Improvement PlanSOURCES AND USES OF FUNDS2021 2022 2023 2024 2025 2026 2027 2028 2029 2030Public Safety Capital FundBeginning Balance 20,322 111,614 101,502 207,902 399,022 497,022 148,622 (13,778) (312,578) (214,578) Revenues and Other Fund SourcesCharitable Gambling23,000 23,000 23,000 23,000 23,000 23,000 23,000 23,000 23,000 23,000 Tax Levy120,000 170,000 220,000 270,000 295,000 295,000 295,000 295,000 295,000 295,000 Total Revenues and Other Fund Sources143,000 193,000 243,000 293,000 318,000 318,000 318,000 318,000 318,000 318,000 Total Funds Available163,322 304,614 344,502 500,902 717,022 815,022 466,622 304,222 5,422 103,422 Expenditures and UsesLJFD General Equipment20-Pub-001 (24,428) (5,456) (15,000) (15,000) (15,000) (15,000) (15,000) (15,000) (15,000) (15,000) LJFD Rescue/Chief/Utility Vehicle Replacement20-Pub-002(19,840) - (111,600) - - - - - - - LJFD Station Capital20-Pub-004(7,440) (11,656) (10,000) (10,000) (10,000) (10,000) (10,000) (10,000) (10,000) (10,000) LJFD Engine/Ladder Replacement22-Pub-001- (186,000) - (76,880) - (446,400) (260,400) (396,800) - - Lake Johanna Fire Dept Fire Station25-Pub-005- - - - (195,000) (195,000) (195,000) (195,000) (195,000) (195,000) Total Expenditures and Uses(51,708) (203,112) (136,600) (101,880) (220,000) (666,400) (480,400) (616,800) (220,000) (220,000) Change in Fund Balance91,292 (10,112) 106,400 191,120 98,000 (348,400) (162,400) (298,800) 98,000 98,000 Ending Balance111,614 101,502 207,902 399,022 497,022 148,622 (13,778) (312,578) (214,578) (116,578) ‐$0.4‐$0.2$0.0$0.2$0.4$0.62021 2022 2023 2024 2025 2026 2027 2028 2029 2030Millions14 City of Arden Hills, MinnesotaCapital Improvement PlanSOURCES AND USES OF FUNDS2021 2022 2023 2024 2025 2026 2027 2028 2029 2030Sanitary Sewer Utility FundBeginning Balance 469,966 65,576 322,236 367,636 828,506 986,226 1,347,246 1,462,946 1,987,091 2,541,591 Revenues and Other Fund SourcesOperating Revenue2,183,670 2,259,620 2,338,230 2,419,580 2,503,780 2,590,930 2,681,120 2,774,460 2,871,070 2,971,060 Total Revenues and Other Fund Sources2,183,670 2,259,620 2,338,230 2,419,580 2,503,780 2,590,930 2,681,120 2,774,460 2,871,070 2,971,060 Total Funds Available2,653,636 2,325,196 2,660,466 2,787,216 3,332,286 3,577,156 4,028,366 4,237,406 4,858,161 5,512,651 Expenditures and UseLift Station Rehabilitation21-Sew-001 (48,000) (90,000) (210,000) - - - (90,000) (75,000) (77,000) (80,000) Sewer Lining/Rehabilitation21-Sew-002(220,000) - (175,000) - (330,000) - (350,000) - - (350,000) 2021 PMP - Hazelnut Neighborhood21-Str-005(517,000) - - - - - - - - - Arden Oaks Neighborhood Streets22-Str-001- (42,000) - - - - - - - - Old Snelling Ave PMP, CR E - Hwy 5122-Str-003- (20,000) - - - - - - - - Colleen/Norma/Briar Knoll/Royal Hills/Arden Vista23-Str-001- - (7,500) - - - - - - - Karth Lake East Neighborhood Streets24-Str-001- - - (7,500) - - - - - - Tiller/Dunlap/Benton Way Resurface/Replace25-Str-001- - - - (7,500) - - - - - Cummings/Northwoods/Red Fox/Grey Fox Resurface26-Str-001- - - - - (7,500) - - - - Old Snelling Ave/CR E Intersection Improvements 26-Str-002- - - - - (160,000) - - - - Chatham/McCracken/Fairview/Brighton Way Resurface27-Str-001- - - - - - (7,500) - - - Debt Service(40,650) (39,450) (38,250) (37,050) (40,750) (39,350) (37,950) (36,725) (40,600) - Operating Expenses(1,636,410) (1,685,510) (1,736,080) (1,788,160) (1,841,810) (1,897,060) (1,953,970) (2,012,590) (2,072,970) (2,135,170) Operating transfer to Equipment Fund(126,000) (126,000) (126,000) (126,000) (126,000) (126,000) (126,000) (126,000) (126,000) (126,000) Total Expenditures and Uses(2,588,060) (2,002,960) (2,292,830) (1,958,710) (2,346,060) (2,229,910) (2,565,420) (2,250,315) (2,316,570) (2,691,170) Change in Fund Balance(404,390) 256,660 45,400 460,870 157,720 361,020 115,700 524,145 554,500 279,890 Ending Balance65,576 322,236 367,636 828,506 986,226 1,347,246 1,462,946 1,987,091 2,541,591 2,821,481 $0.0$0.5$1.0$1.5$2.0$2.5$3.02021 2022 2023 2024 2025 2026 2027 2028 2029 2030Millions15 City of Arden Hills, MinnesotaCapital Improvement PlanSOURCES AND USES OF FUNDS2021 2022 2023 2024 2025 2026 2027 2028 2029 2030Surface Water Mgmt Utility FundsBeginning Balance 203,540 (157,450) 52,170 40 245,770 493,970 581,230 818,120 1,071,200 1,315,020 Revenues and Other Fund SourcesOperating Revenue888,300 897,160 906,110 915,150 924,280 933,500 942,810 952,210 961,710 971,300 Total Revenues and Other Fund Sources888,300 897,160 906,110 915,150 924,280 933,500 942,810 952,210 961,710 971,300 Total Funds Available1,091,840 739,710 958,280 915,190 1,170,050 1,427,470 1,524,040 1,770,330 2,032,910 2,286,320 Expenditures and Uses2021 PMP - Hazelnut Neighborhood21-Str-005 (567,000) - - - - - - - - - Arden Oaks Neighborhood Streets22-Str-001- (60,000) - - - - - - - - Old Snelling Ave PMP, CR E - Hwy 5122-Str-003- (20,000) - - - - - - - - Colleen/Norma/Briar Knoll/Royal Hills/Arden Vista23-Str-001- - (45,000) - - - - - - - Karth Lake East Neighborhood Streets24-Str-001- - - (30,000) - - - - - - Tiller/Dunlap/Benton Way Resurface/Replace25-Str-001- - - - (20,000) - - - - - Cummings/Northwoods/Red Fox/Grey Fox Resurface26-Str-001- - - - - (23,000) - - - - Chatham/McCracken/Fairview/Brighton Way Resurface27-Str-001- - - - - - (25,000) - - - Karth Lake Runoff Control21-Storm-001 (90,000) - - - - - - - - - Karth Lake retaining wall23-Storm-001- - (65,000) - - - - - - - Storm Pond and Outfall Maintenance23-Storm-002- - (225,000) - - (160,000) - - - (110,000) Operating Expenses(518,290) (533,540) (549,240) (565,420) (582,080) (589,240) (606,920) (625,130) (643,890) (663,210) Transfer to Equipment Fund(74,000) (74,000) (74,000) (74,000) (74,000) (74,000) (74,000) (74,000) (74,000) (74,000) Total Expenditures and Uses(1,249,290) (687,540) (958,240) (669,420) (676,080) (846,240) (705,920) (699,130) (717,890) (847,210) Change in Fund Balance(360,990) 209,620 (52,130) 245,730 248,200 87,260 236,890 253,080 243,820 124,090 Ending Balance(157,450) 52,170 40 245,770 493,970 581,230 818,120 1,071,200 1,315,020 1,439,110 ‐$0.5$0.0$0.5$1.0$1.5$2.02021 2022 2023 2024 2025 2026 2027 2028 2029 2030Millions16 City of Arden Hills, MinnesotaCapital Improvement PlanSOURCES AND USES OF FUNDS2021 2022 2023 2024 2025 2026 2027 2028 2029 2030Water Utility FundsBeginning Balance 1,242,181 426,271 700,681 1,072,981 1,377,811 1,649,761 1,498,391 1,843,351 2,198,021 2,545,656 Revenues and Other Fund SourcesOperating Revenue2,500,480 2,659,150 2,711,760 2,765,430 2,820,160 2,875,990 2,932,940 2,991,020 3,050,270 3,110,700 Total Revenues and Other Fund Sources2,500,480 2,659,150 2,711,760 2,765,430 2,820,160 2,875,990 2,932,940 2,991,020 3,050,270 3,110,700 Total Funds Available3,742,661 3,085,421 3,412,441 3,838,411 4,197,971 4,525,751 4,431,331 4,834,371 5,248,291 5,656,356 Expenditures and Uses2021 PMP - Hazelnut Neighborhood21-Str-005 (660,000) - - - - - - - - - Lexington Improvements21-Str-006(385,000) - - - - - - - - - Arden Oaks Neighborhood Streets22-Str-001- (20,000) - - - - - - - - Old Snelling Ave PMP, CR E - Hwy 5122-Str-003- (25,000) - - - - - - - - Colleen/Norma/Briar Knoll/Royal Hills/Arden Vista23-Str-001- - (20,000) - - - - - - - Karth Lake East Neighborhood Streets24-Str-001- - - (20,000) - - - - - - Tiller/Dunlap/Benton Way Resurface/Replace25-Str-001- - - - (20,000) - - - - - Cummings/Northwoods/Red Fox/Grey Fox Resurface26-Str-001- - - - - (20,000) - - - - Old Snelling Ave/CR E Intersection Improvements 26-Str-002- - - - - (205,000) - - - - Chatham/McCracken/Fairview/Brighton Way Resurface 27-Str-001- - - - - - (20,000) - - - Trunk Water Main Evaluation21-W-002(65,000) - - - - (300,000) - - - - Water Tower Maintenance22-W-001- (75,000) - (60,000) - - - - - - Booster Station Improvements25-W-002- - - - (90,000) - - - - - Debt Service(248,150) (250,750) (248,050) (250,050) (246,750) (248,150) (249,150) (250,950) (248,675) - Operating Expenses(1,858,240) (1,913,990) (1,971,410) (2,030,550) (2,091,460) (2,154,210) (2,218,830) (2,285,400) (2,353,960) (2,424,580) Transfer to Equipment Fund(100,000) (100,000) (100,000) (100,000) (100,000) (100,000) (100,000) (100,000) (100,000) (100,000) Total Expenditures and Uses(3,316,390) (2,384,740) (2,339,460) (2,460,600) (2,548,210) (3,027,360) (2,587,980) (2,636,350) (2,702,635) (2,524,580) Change in Fund Balance(815,910) 274,410 372,300 304,830 271,950 (151,370) 344,960 354,670 347,635 586,120 Ending Balance426,271 700,681 1,072,981 1,377,811 1,649,761 1,498,391 1,843,351 2,198,021 2,545,656 3,131,776 $0.0$0.5$1.0$1.5$2.0$2.5$3.0$3.52021 2022 2023 2024 2025 2026 2027 2028 2029 2030Millions17 Total2021 2022 2023 2024 2025Department2026 2027 2028 2029 2030Project #Street Department5,044,0001,514,000 825,000 900,000 650,000 430,000Capital Improvement Funds (PIR)235,000 490,0004,969,4901,002,000 775,000 900,000 650,000 430,000Other495,000 490,000 227,4901,406,000Ramsey County1,406,000776,500517,000 62,000 7,500 7,500 7,500Sanitary Sewer Utility Fund167,500 7,500927,500State Aid700,000227,500790,000567,000 80,000 45,000 30,000 20,000Surface Water Mgmt Utility Funds23,000 25,0001,395,0001,045,000 45,000 20,000 20,000 20,000Water Utility Funds225,000 20,00015,308,4904,645,000 1,787,000 1,872,500 1,357,500 907,500Street Department Total3,251,500 1,032,500 454,99021-Str-0053,632,0002021 PMP - Hazelnut Neighborhood3,632,00021-Str-0061,013,000Lexington Improvements1,013,00022-Str-001822,000Arden Oaks Neighborhood Streets822,00022-Str-003965,000Old Snelling Ave PMP, CR E - Hwy 51965,00023-Str-001Colleen/Norma/Briar Knoll/Royal Hills/Arden Vista1,872,5001,872,50024-Str-0011,357,500Karth Lake East Neighborhood Streets1,357,50025-Str-001907,500Tiller/Dunlap/Benton Way Resurface/Replace907,50026-Str-001Cummings/Northwoods/Red Fox/Grey Fox Resurface980,500980,50026-Str-002Old Snelling Ave/CR E Intersection Improvements2,271,0002,271,00027-Str-001Chatham/McCracken/Fairview/Brighton Way Resurface1,032,5001,032,50028-Str-002Lake Valentine Road Street Improvements454,990454,99015,308,4904,645,000 1,787,000 1,872,500 1,357,500 907,500Street Department Total3,251,500 1,032,500 454,990Produced Using the Plan-It Capital Planning SoftwarePROJECTS & FUNDING SOURCES BY DEPARTMENTCity of Arden Hills, MinnesotaCapital Improvement Plan18 19 Page 1 of 4 AGENDA ITEM – 1D MEMORANDUM DATE: June 15, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Public Works Director/City Engineer SUBJECT: Feasibility Report for the 2021 PMP Project Budgeted Amount: Actual Amount: Funding Source: $2,500,000 $3,807,000 PIR, Water, Sanitary Sewer, Surface (2020-2024 CIP) (anticipated) Water, State Aid, Special Assessments Council Should Consider City Council direction is requested regarding five project related items prior to completion of the Feasibility Study for the 2021 Pavement Management Program as described below. Background On April 27, 2020, the City Council ordered the preparation of a feasibility study for the 2021 PMP project including street and utility improvements within two areas depicted on Attachment A. Area 1 is the Hazelnut Park/Glenpaul Neighborhood and Area 2 is a portion of Lake Valentine Road. The study is nearing completion and staff intends to distribute a copy of the report well in advance of the regular City Council meeting to allow sufficient time for review and consideration. The report will include specific recommendations regarding the scope of improvements, project costs, funding sources, proposed assessments, and a project delivery schedule. Staff is seeking direction from the City Council regarding the following five key issues prior to presenting the final report for consideration. 1. Lake Valentine Road: Road improvements to Lake Valentine Road have been included within the 2021 PMP project description as part of the City’s past Capital Improvement Programs. The pavement condition along Lake Valentine Road is generally considered fair with signs of pavement deterioration. A resurfacing overlay would typically be implemented to preserve the roadway after 25 years since full reconstruction in 1995. However, the pavement is exhibiting distress in the form of lateral cracking along with minor rutting along the wheel paths. Lateral cracks along the road are heaving or tenting at isolated locations during the winter months as moisture infiltrates under the pavement, freezes, and creates intermittent bumps. Page 2 of 4 Four core samples were collected along Lake Valentine Road as part of a recent pavement forensic analysis. The analysis indicates that recycled aggregate material in the road base may be the root cause of the formation of cracking as well as the tenting of the transverse cracks. Full depth reclamation (FDR) is recommended as a long-term fix to this problem. The scope of a full depth reclamation along with the additional effort to address the aggregate base material has significantly increased the cost of the proposed improvements from the original scope of a standard overlay. Based on the above information, staff is recommending that improvements to Lake Valentine Road are not included in the proposed 2021 PMP Street and Utility Improvements. While the tenting that occurs along isolated lateral cracks degrades the ride quality during the winter, the existing pavement has valuable remaining service life compared to other deteriorated street segments in the City. Staff recommends that street improvements for Lake Valentine Road be rescheduled for the year 2028 and that further analysis be conducted to determine the full extent of necessary repairs to the aggregate base material under the pavement. Council Direction: Does the City Council support changing the schedule for street improvements along Lake Valentine Road to the year 2028 as proposed in the draft CIP? 2. Extent of Water Main and Sanitary Sewer Reconstruction: The existing lateral sanitary sewer system within the Hazelnut Park Neighborhood was lined in 2013 and remains in good condition based on recent inspections. Proposed sanitary sewer improvements include resetting manhole castings, minor manhole repairs, and repairs to sanitary sewer services at 19 locations as shown on Attachment B, where root intrusion or damaged service connections were noted during sewer inspections. The project cost estimate includes expenses for installing a cured in place pipe (CIPP) liner within the 21-inch diameter sanitary sewer along Prior Avenue and within Hazelnut Park, which has been in service for approximately 60 years. Existing water main along Edgewood Avenue and the west portion of Jerrold Avenue consists of ductile iron pipe installed in 1977 and is proposed to remain in-place. Water main within the neighborhood does not have a history of water main breaks based on City records. Removal and replacement of water main along Edgewood and Jerrold would require removal of a significant portion of the existing curb, which is in good condition. Future replacement of this water main would be more cost effective when the roadway is due for full reconstruction. Water main along the east portion of Jerrold Avenue and the full length of Glenpaul Avenue is recommended to be replaced with the improvements as shown in Attachment C. This work would include replacement of all gate valves, fittings, hydrants, water services and curb stops. Council Direction: Does the City Council have questions or concerns regarding the proposed extent of utility replacements described above? 3. Prior Avenue Assessments: The proposed improvement area includes a segment of Prior Avenue extending from County Road D to Jerrold Avenue. There are no residential properties within the improvement area having a street address on Prior Avenue. The City of Arden Hills Assessment Policy states that “All R-1 and R-2 residentially zoned properties with frontage abutting a street that is reconstructed shall be assessed on a per unit basis at the residential equivalent assessment rate.” The policy further states that “Corner lots shall be assessed on the street that is used for the mailing address.” Assessment rate calculations are being completed with the assumption that Page 3 of 4 street costs associated with Prior Avenue are being funded by the PIR Capital fund and not by assessments. Council Direction: Does the City Council have concerns that funding for Prior Avenue is 100% by the PIR Capital Fund? 4. Street Section Options: The City Council had previously requested that staff consider two options for reconstruction of Glenpaul, Prior Avenue, and the east portion of Jerrold Avenue to evaluate opportunities to reduce project costs and special assessments for the project. Option 1 includes installation of curb and gutter along with associated storm sewer drainage improvements. Option 2 consists of street reconstruction without curb, gutter or a significantly expanded drainage system. The cost estimate for Option 2 does not include construction of drainage ditches along the edge of the roadway. Typical street sections for both options are provided in Appendix D. Detailed project cost estimates are provided in Appendix E. Estimated project costs for these two street improvement options along with a preliminary estimate of unit assessment amounts are provided in the following tables. Option 1 – Estimated Project Cost with Full Curb and Storm Sewer Total Project Assessment Assmt REU Cost Amount Units Amount Street Improvements - Edgewater and West Jerrold $346,170 $173,085 58 $2,984 Street Improvements - Glenpaul and E Jerrold $1,297,157 $648,579 80 $8,107 Street Improvements - Prior Avenue $369,296 Drainage Improvements $577,162 Sanitary Sewer Improvements $536,775 Water Improvements $679,959 TOTAL $3,806,519 *Data is preliminary for initial consideration and not a final recommendation Option 2 – Estimated Project Cost with Minimal Curb and Storm Sewer Total Project Assessment Assmt REU Cost Amount Units Amount Street Improvements - Edgewater and West Jerrold $346,170 $173,085 58 $2,984 Street Improvements - Glenpaul and E Jerrold $1,156,525 $578,263 80 $7,228 Street Improvements - Prior Avenue $369,296 Drainage Improvements $418,430 Sanitary Sewer Improvements $536,775 Water Improvements $679,959 TOTAL $3,507,155 *Data is preliminary for initial consideration and not a final recommendation Council Direction: While Option 1 has a higher initial cost, the addition of storm sewer and curb would reduce long-term deterioration due to freeze/thaw cycles and would likely result in a lower overall life cycle cost. Can the City Council provide guidance regarding the preferred option at this time? Page 4 of 4 5. Project Delivery Schedule: Staff anticipates the final feasibility report will be included on the City Council Regular Meeting agenda for July 13, depending upon direction provided by Council during this work session. A final draft of the report can be provided to Council members at least one week prior to the meeting for review. One critical path item that will highly influence the project delivery schedule is hiring an engineering consultant to prepare the plans and specifications for the project. Staff is recommending that a Request for Proposals (RFP) be issued within the next two weeks to begin the selection process for a project consultant. Council Direction: Does the City Council have objections or concerns if staff issues a RFP for engineering services for the project within the next two weeks? Proposals would be evaluated and presented to the City Council in July for consideration. Financial Impact The proposed schedule change for Lake Valentine Road to the year 2028 would allow the City to utilize the remaining service life of the pavement and release approximately $455,000 of PIR funds for street segments currently experiencing more severe deterioration. The cost estimates for the Hazelnut Park/Glenpaul Neighborhood indicate a potential short-term savings of approximately $300,000 if Glenpaul, east Jerrold and Prior Avenues were reconstructed without curb and gutter. However the potential decrease in service life of the pavement may outweigh the short term cost benefit. Attachments Attachment A – Project Area Map Attachment B – Sanitary Sewer Improvements Attachment C – Water Main Improvements Attachment D – Typical Street Sections Attachment E – Project Cost Estimates, Option 1, Option 2 and Lake Valentine Road STOWE AVE LAKE VALENTINE RD SIEMS CTGLEN PAUL AVE VENUS AVE T H O M D R CHATHAM AVENOBLE RD GRAMSIE RD GRANT RD OAK AVE EDGEWATER AVE JERROLD AVE G L E N V I E W A V E PRIOR AVE NKATIE LN FAIRVIEW AVE NRIDGEWOOD RDC R Y S TA L A V E A R D E N O AKS DR V A LE N T IN E A V E SKILESLN BECKMAN AVE L A M E T T I L N M C CR A C K EN LN ASBURY AVE NBUSSARD CT JANET CT KATIE CT RIDGEWOOD CTSA N D EEN R D V A L E N T I N E C T GLENVIEW CT T H O M C T CHATHAM CTROLLING HILLS RDNORMA CIRI N D I A N P L EDGEWATER AVE ARDENPLFAIRVIEW AVE NG L E N H I L L R DDELLVIEW AVEDELLVIEW AVEVALENTINE CREST RD CHATHAM CIR L A K E JO H ANNABLVDLAKE JOHANNA BLVDRIDGEFAIRVIEW AVE NK A TIE LN COUNTY ROAD D W SHOREWOODDR LAKE LN COUNTY ROAD E W LAKEJOHAN N A B LV D GLEN PAUL AVECLEVELAND AVE NN E W B R I GH T ON R DNEW BRIGHTON RDHUDSON RDTHOM DRCLEVELAND AVE NBRIGHTON WAYNEW BRIGHTON RDINTERSTATE 35WCOUNTY ROAD E2 W C O U N T Y R O A D E 2 WLAKEVIEWCT C H A TH A M A V E SIEMS CTARDEN PLOLD SNELLI NGBETHEL DROLD SNELLINGVENUS AVE LAKE VALENTINE RD B E T H E L D R WOOD RDPrivateKATIE LNTony SchmidtRegional Park HazelnutPark Tony SchmidtRegional Park SampsonPark Lindey's Park CharlesPerry Park Tony SchmidtRegional Park ValentinePark JohannaMarsh Lake Johanna ValentineLake 2021 PMP 0 1,000Feet Ü Document Path: P:\PR&PW\Numbered Projects\PW-21-0100 Glenpaul_Arden Oaks PMP Improvements\01 feasibility\2021 PMP Area.mxdProject Area !(!( !( !( !( !( !(!(!( !(!(!(!(!( !( !( !( !(!(!(!( !(!(!( !( !( !(!(!( !(!( !( !( !( !( !( !( !( !( !(!( !( !( !( !( !( !( !( !(!(!( !(!(!(!( !( !( !( !(!( !( !(!( !( !( !( !( !( !( HazelnutPark COUNTY ROAD D W PRIOR AVE NKATIE LNN E W B R I GH T ON R D CLEVELAND AVE NKATI E CT JERROLD AVE EDGEWATER AVE BECKMAN AVE GLEN PAUL AVE LAKE JOHANNA BLVDB-010B-009 B-007 B-006 B-005 B-004 B-003B-0301-016 1-0151-0141-0131-0021-003 1-017 1-018 1-019 1-020 B-027 B-028 B-029 B-031 B-032 B-033 B-040 5-0155-0215-022 5-0235-024 5-025 5-026 5-016 5-017 5-018 7-0171-024 1-0251-026 B-008 1-023 1-022 B-041 B-002 B-000 1-007 1-0061-0051-004 1-008 1-009 1-011 1-012 B-039 B-037 B-038 B-036B-035 5-019 5-020 B-034 1-010 1-028 1-029 1-030 B-0011-009A 2021 PMP - Sanitary Sewer Improvements 0 500Feet Ü !(Sanitary ManholesSanitary Service RepairSewer Lining Force main lining Replace manhole structure !þ !þ !þ !þ !þ !þ!þ !þ !þ !þ!þ !þ !þ !þ !þ !þ !þ !þ !þ!þ!þ !þ!þ !þ !þ !þ !> !> !>!> !> !> !> !> !>!>!> !> !> !>!>!> !>!>!>!> !>!>!> !>!> !> !> !> !> !> 2021 PMP - Watermain Improvements 0 500Feet Ü !þ Hydrant !>Gate Valve Remove & Replace Abandon Existing Watermain Pipe Type CIP DIP 2021 PMP - Street Improvements 0 500Feet Ü Existing CurbProposed CurbOptional CurbReclaim and PaveReconstruct ATTACHMENT E - Hazelnut Park Neighborhood OPTION 1 - Full Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No.Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price 2011.601 VIBRATION MONITORING LS 4,000.00 1.00 4,000.00 $1,368 $1,917 714.80$ 2021.501 MOBILIZATION LS 132,000.00 1.00 132,000.00 $45,144 $63,268 23,588.40$ 2101.502 CLEARING TREE 400.00 12.00 4,800.00 $0 $3,942 857.76$ 2101.507 GRUBBING TREE 400.00 12.00 4,800.00 $0 $3,942 857.76$ 2101.604 CLEAR AND GRUB BRUSH SQ YD 11.25 1,000.00 11,250.00 $0 $9,240 2,010.38$ 2540.602 TEMPORARY MAILBOX BANK EACH 35.00 138.00 4,830.00 $0 $4,830 -$ 2540.602 RELOCATE/REINSTALL MAILBOX EACH 135.00 138.00 18,630.00 $0 $18,630 -$ 2563.601 TRAFFIC CONTROL LS 15,000.00 1.00 15,000.00 $5,130 $7,190 2,680.50$ SUBTOTAL - GENERAL AND REMOVALS 195,310$ $51,642 $112,958 $30,710 ENG. DESIGN, ADMIN, CONTINGENCY (30%)58,593$ $15,493 $33,888 $9,213 TOTAL - GENERAL AND REMOVALS 253,903$ $67,135 $146,846 $39,922 2104.501 REMOVE CONCRETE CURB AND GUTTER LIN FT 4.00 700.00 2,800.00 $1,920.00 $880.00 $0.00 2104.505 REMOVE CONCRETE DRIVEWAY APRON SQ YD 10.00 1,128.00 11,280.00 $0.00 $10,080.00 $1,200.00 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT SQ YD 10.00 1,044.00 10,440.00 $0.00 $10,440.00 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 3.00 17,020.00 51,060.00 $0.00 $37,193.34 $13,866.66 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ YD 6.00 1,044.00 6,264.00 $0.00 $6,264.00 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH)LIN FT 4.00 400.00 1,600.00 $0.00 $1,320.00 $280.00 2104.523 SALVAGE SIGNS EACH 50.00 20.00 1,000.00 $0.00 $750.00 $250.00 2105.501 COMMON EXCAVATION (EV)(P)CU YD 18.00 11,344.00 204,192.00 $22,212.00 $140,220.00 $41,760.00 2105.507 SUBGRADE EXCAVATION CU YD 13.00 1,000.00 13,000.00 $0.00 $9,469.20 $3,530.80 2105.522 SELECT GRANULAR BORROW (CV)CU YD 25.00 5,685.00 142,125.00 $0.00 $103,375.00 $38,750.00 2105.523 COMMON BORROW (CV)(P) CU YD 2.15 1,000.00 2,150.00 $0.00 $1,566.06 $583.94 2105.543 STABILIZING AGGREGATE TON 39.00 50.00 1,950.00 $0.00 $1,420.38 $529.62 2105.602 POTHOLE EXISTING UTILITIES EACH 535.00 8.00 4,280.00 $0.00 $3,117.55 $1,162.45 2123.501 COMMON LABORERS HOUR 83.00 10.00 830.00 $0.00 $604.57 $225.43 2123.507 3.0 CU YD SHOVEL HOUR 182.00 10.00 1,820.00 $0.00 $1,325.69 $494.31 2123.61 STREET SWEEPER (WITH PICKUP BROOM)HOUR 152.00 15.00 2,280.00 $0.00 $1,660.75 $619.25 2130.501 WATER FOR DUST CONTROL M GALS 34.00 70.00 2,380.00 $809.20 $924.39 $646.41 2211.501 AGGREGATE BASE, CLASS 5 TON 18.00 6251.175 112,521.15 $0.00 $84,454.65 $28,066.50 2232.501 MILL BITUMINOUS SURFACE (3.0")SQ YD 3.10 8,845.00 27,419.50 $27,419.50 $0.00 $0.00 2301.604 PRIVATE DRIVEWAY CONCRETE PAVING SQ YD 68.25 1,044.00 71,253.00 $0.00 $64,127.70 $7,125.30 2331.604 AGGREGATE BASE, CLASS 7, FULL DEPTH RECYCLED PRODUCTION SQ YD 2.50 8,845.00 22,112.50 $22,112.50 $0.00 $0.00 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALS 3.50 1,293.05 4,525.68 $1,550.50 $2,166.29 $808.89 2360.501 TYPE SPWEB240C WEARING COURSE MIXTURE TON 65.00 5,630.00 365,950.00 $132,275.00 $168,675.00 $65,000.00 2360.503 3.0 IN. WEARING COURSE MIXTURE FOR DRIVEWAYS SQ YD 30.00 1,044.00 31,320.00 $0.00 $28,188.00 $3,132.00 2521.501 6-INCH CONCRETE WALK - PEDESTRIAN CURB RAMPS SQ FT 11.75 120.00 1,410.00 $0.00 $1,410.00 $0.00 2531.501 CONCRETE CURB AND GUTTER, DESIGN B618 LIN FT 13.00 8,510.00 110,630.00 $0.00 $79,430.00 $31,200.00 Total Project Residential Neighborhood GENERAL AND REMOVAL STREET IMPROVEMENTS Page 1 of 4 ATTACHMENT E - Hazelnut Park Neighborhood OPTION 1 - Full Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No.Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price Total Project Residential Neighborhood 2531.501 CONCRETE CURB AND GUTTER, DESIGN B618 - HAND FORM LIN FT 29.85 1,000.00 29,850.00 $14,328.00 $12,537.00 $2,985.00 2531.507 6-INCH CONCRETE DRIVEWAY PAVEMENT SQ YD 61.25 1,128.00 69,090.00 $0.00 $61,740.00 $7,350.00 2531.618 TRUNCATED DOMES SQ FT 55.00 32.00 1,760.00 $0.00 $1,760.00 $0.00 2564.537 INSTALL SALVAGED SIGNS, TYPE "C"EACH 120.00 20.00 2,400.00 $0.00 $1,800.00 $600.00 2582.502 4" SOLID LINE - PAINT LIN FT 1.30 4,600.00 5,980.00 $0.00 $5,980.00 $0.00 2582.502 4" DOUBLE YELLOW - PAINT LIN FT 2.10 2,300.00 4,830.00 $0.00 $4,830.00 $0.00 2582.502 24" STOP LINE - PAINT LIN FT 12.20 84.00 1,024.80 $0.00 $1,024.80 $0.00 SUBTOTAL - STREET IMPROVEMENTS 1,321,528$ $222,627 $848,734 $250,167 ENG. DESIGN, ADMIN, CONTINGENCY (37%)488,965$ $82,372 $314,032 $92,562 TOTAL - STREET IMPROVEMENTS 1,810,493$ $304,999 $1,162,766 $342,728 52.7% 2104.501 REMOVE PIPE STORM SEWER LIN FT 12.25 100.00 1,225.00 2104.509 REMOVE DRAINAGE STRUCTURE EACH 555.00 5.00 2,775.00 2502.541 4-INCH PE CORRUGATED PERFORATED PIPE DRAIN WITH SOCK LIN FT 17.50 9,200.00 161,000.00 2502.602 CONNECT 4-INCH PVC OR PERF PE TO STORM SEWER EACH 183.00 12.00 2,196.00 2503.541 15-INCH STORM SEWER PIPE LIN FT 45.25 1,500.00 67,875.00 2503.541 18-INCH STORM SEWER PIPE LIN FT 50.75 2,000.00 101,500.00 2503.602 CONNECT TO EXISTING STORM SEWER EACH 678.00 2.00 1,356.00 2506.501 CONSTRUCT DRAINAGE STRUCTURE, DESIGN B LIN FT 410.00 40.00 16,400.00 2506.501 CONSTRUCT DRAINAGE STRUCTURE, DESIGN C LIN FT 517.00 25.00 12,925.00 2506.516 CASTING ASSEMBLY R-3067-V EACH 815.00 8.00 6,520.00 2506.516 CASTING ASSEMBLY R-1733 EACH 1,100.00 4.00 4,400.00 2506.522 ADJUST FRAME AND RING CASTING EACH 1,075.00 6.00 6,450.00 2506.522 INSTALL SALVAGED FRAME AND RING CASTING EACH 1,075.00 14.00 15,050.00 SUBTOTAL - STORM SEWER 399,672$ ENG. DESIGN, ADMIN, CONTINGENCY (30%)119,902$ TOTAL - STORM SEWER 519,574$ 15.1% 2104.501 REMOVE SEWER PIPE (SANITARY)LIN FT 10.00 40.00 400.00 2104.501 REMOVE SANITARY SERVICE PIPE LIN FT 5.80 540.00 3,132.00 2104.509 REMOVE MANHOLE EACH 725.00 1.00 725.00 2104.523 SALVAGE CASTING EACH 105.00 29.00 3,045.00 2503.601 TEMPORARY CONVEYANCE OF WASTEWATER LS 10,000.00 1.00 10,000.00 2105.602 DEWATERING - SANITARY SEWER LS 7,500.00 1.00 7,500.00 2503.602 EXPOSE & REPAIR SANITARY SEWER SERVICE CONNECTION (< 13' DEPTH)EACH 3,735.00 18.00 67,230.00 2503.602 8" x 4" PVC WYE, SCHEDULE 40 EACH 184.00 18.00 3,312.00 SANITARY SEWER STORM SEWER Page 2 of 4 ATTACHMENT E - Hazelnut Park Neighborhood OPTION 1 - Full Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No.Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price Total Project Residential Neighborhood 2503.603 8" PVC PIPE SEWER (SANITARY SDR 35)LIN FT 60.00 40.00 2,400.00 2503.603 LINING SEWER PIPE 21" DIA LIN FT 90.00 1,000.00 90,000.00 2503.603 LINING SEWER PIPE 18" DIA LIN FT 75.00 1,000.00 75,000.00 2503.603 LINING SEWER PIPE 6" DIA LIN FT 25.00 1,300.00 32,500.00 2503.602 CONNECT TO EXISTING SANITARY SEWER EACH 1,900.00 2.00 3,800.00 2506.602 CONSTRUCT SANITARY SEWER MANHOLE EACH 4,100.00 1.00 4,100.00 2506.603 CONSTRUCT SANITARY SEWER MH (EXTRA DEPTH)LIN FT 290.00 4.00 1,160.00 2503.603 4" PVC SANITARY SERVICE PIPE (SCH 40)LIN FT 37.00 540.00 19,980.00 2506.522 ADJUST FRAME AND RING CASTING EACH 1,075.00 29.00 31,175.00 2506.516 CASTING ASSEMBLY R-1733 (SELF SEAL LID)EACH 1,155.00 4.00 4,620.00 2545.602 ADJUST HANDHOLE EACH 955.00 12.00 11,460.00 SUBTOTAL - SANITARY SEWER 371,539$ ENG. DESIGN, ADMIN, CONTINGENCY (30%)111,462$ TOTAL - SANITARY SEWER 483,001$ 14.1% 2104.501 REMOVE WATER MAIN LIN FT 6.30 3,435.00 21,640.50 2104.501 REMOVE WATER SERVICE PIPE LIN FT 5.25 2,340.00 12,285.00 2104.509 REMOVE HYDRANT AND GATE VALVE ASSEMBLY EACH 480.00 12.00 5,760.00 2104.509 REMOVE GATE VALVE & BOX EACH 175.00 6.00 1,050.00 2104.509 REMOVE CURB STOP & BOX EACH 105.00 78.00 8,190.00 2503.604 2-INCH RIGID INSULATION SQ YD 34.50 50.00 1,725.00 2504.602 INSTALL HYDRANT, GATE VALVE AND 6-INCH DIP CL 52 ASSEMBLY EACH 5,900.00 12.00 70,800.00 2504.602 1" CORPORATION STOP EACH 195.00 78.00 15,210.00 2504.602 6" GATE VALVE & BOX EACH 2,150.00 6.00 12,900.00 2504.602 1" CURB STOP AND BOX EACH 390.00 78.00 30,420.00 2504.602 ADJUST GATE VALVE BOX EACH 258.00 6.00 1,548.00 2504.602 CONNECT TO EXISTING WATERMAIN EACH 910.00 6.00 5,460.00 2504.603 1" TYPE K COPPER PIPE LIN FT 40.00 2,340.00 93,600.00 2504.608 DUCTILE IRON FITTINGS - EXPOXY COATED LBS 7.25 2,550.00 18,487.50 2504.603 6" WATERMAIN DUCTILE IRON CL 52 LIN FT 50.00 3,435.00 171,750.00 SUBTOTAL - WATER SYSTEM 470,826$ ENG. DESIGN, ADMIN, CONTINGENCY (30%)141,248$ TOTAL - WATER SYSTEM 612,074$ 17.8% WATER SYSTEM Page 3 of 4 ATTACHMENT E - Hazelnut Park Neighborhood OPTION 1 - Full Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No.Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price Total Project Residential Neighborhood 2571.502 REPLACE TREE 2-INCH B AND B TREE 585.00 15.00 8,775.00 $8,775 2573.53 INLET PROTECTION - TYPE A EACH 128.00 30.00 3,840.00 $1,920 $1,920 2123.604 TILL BOULEVARD SUBGRADE SQ YD 2.75 3,500.00 9,625.00 $9,625 2574.525 TOPSOIL BORROW (LV)CU YD 28.40 1,700.00 48,280.00 $4,828 $38,624 4,828.00$ 2575.505 SODDING, TYPE LAWN SQ YD 3.90 3,500.00 13,650.00 $1,365 $10,238 2,047.50$ 2575.525 EROSION CONTROL BLANKET, CATEGORY 3 SQ YD 4.50 500.00 2,250.00 $2,250 2575.535 POST WARRANTY SOD WATERING M GALS 15.25 30.00 457.50 $376 81.76$ 2575.601 EROSION CONTROL LS 1.00 5,000.00 5,000.00 $4,107 893.50$ 2575.605 HYDROSEEDING ACRE 6,180.00 1.00 6,180.00 $6,180 SUBTOTAL - RESTORATION 98,058$ $8,113 $82,094 $7,851 ENG. DESIGN, ADMIN, CONTINGENCY (30%)29,417$ $2,434 $24,628 $2,355 TOTAL - RESTORATION 127,475$ $10,547 $106,722 $10,206 OPINION OF PROBABLE COST, OPTION 1 (Full Curb and Storm Sewer) Total Project Assessment Assmt REU Cost Amount Units Amount Street Improvements - Edgewater and West Jerrold $346,170 $173,085 58 $2,984 Street Improvements - Glenpaul and E Jerrold $1,297,157 $648,579 80 $8,107 Street Improvements - Prior Avenue $369,296 Drainage Improvements $577,162 Sanitary Sewer Improvements $536,775 Water Improvements $679,959 TOTAL $3,806,519 * General/Removal and Restoration costs apportioned to categories listed above Preliminary, this is not a final assessment rate determination RESTORATION Page 4 of 4 ATTACHMENT E - Hazelnut Park Neighborhood OPTION 2 - Minimal Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No. Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price 2011.601 VIBRATION MONITORING LS 4,000.00 1.00 4,000.00 $1,368 $1,917 $715 2021.501 MOBILIZATION LS 132,000.00 1.00 132,000.00 $45,144 $63,268 $23,588 2101.502 CLEARING TREE 400.00 12.00 4,800.00 $0 $3,942 $858 2101.507 GRUBBING TREE 400.00 12.00 4,800.00 $0 $3,942 $858 2101.604 CLEAR AND GRUB BRUSH SQ YD 11.25 1,000.00 11,250.00 $0 $9,240 $2,010 2540.602 TEMPORARY MAILBOX BANK EACH 35.00 138.00 4,830.00 $0 $4,830 $0 2540.602 RELOCATE/REINSTALL MAILBOX EACH 135.00 138.00 18,630.00 $0 $18,630 $0 2563.601 TRAFFIC CONTROL LS 15,000.00 1.00 15,000.00 $5,130 $7,190 $2,681 SUBTOTAL - GENERAL AND REMOVALS 195,310$ $51,642 $112,958 $30,710 ENG. DESIGN, ADMIN, CONTINGENCY (30%)58,593$ 15,493$ 33,888$ $9,213 TOTAL - GENERAL AND REMOVALS 253,903$ $67,135 $146,846 $39,922 2104.501 REMOVE CONCRETE CURB AND GUTTER LIN FT 4.00 480.00 1,920.00 $1,920 $0 $0 2104.505 REMOVE CONCRETE DRIVEWAY APRON SQ YD 10.00 680.00 6,800.00 $0 $5,600 $1,200 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT SQ YD 10.00 500.00 5,000.00 $0 $5,000 $0 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 3.00 17,020.00 51,060.00 $0 $37,193 $13,867 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ YD 6.00 500.00 3,000.00 $0 $3,000 $0 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH)LIN FT 4.00 400.00 1,600.00 $0 $1,320 $280 2104.523 SALVAGE SIGNS EACH 50.00 20.00 1,000.00 $0 $750 $250 2105.501 COMMON EXCAVATION (EV)(P)CU YD 18.00 11,344.00 204,192.00 $22,212 $140,220 $41,760 2105.507 SUBGRADE EXCAVATION CU YD 13.00 1,000.00 13,000.00 $0 $9,469 $3,531 2105.522 SELECT GRANULAR BORROW (CV)CU YD 25.00 5,685.00 142,125.00 $0 $103,375 $38,750 2105.523 COMMON BORROW (CV)(P) CU YD 2.15 1,000.00 2,150.00 $0 $1,566 $584 2105.543 STABILIZING AGGREGATE TON 39.00 50.00 1,950.00 $0 $1,420 $530 2105.602 POTHOLE EXISTING UTILITIES EACH 535.00 8.00 4,280.00 $0 $3,118 $1,162 2123.501 COMMON LABORERS HOUR 83.00 10.00 830.00 $0 $605 $225 2123.507 3.0 CU YD SHOVEL HOUR 182.00 10.00 1,820.00 $0 $1,326 $494 2123.61 STREET SWEEPER (WITH PICKUP BROOM)HOUR 152.00 15.00 2,280.00 $0 $1,661 $619 2130.501 WATER FOR DUST CONTROL M GALS 34.00 70.00 2,380.00 $809 $924 $646 2211.501 AGGREGATE BASE, CLASS 5 TON 18.00 6251.175 112,521.15 $0 $84,455 $28,067 2232.501 MILL BITUMINOUS SURFACE (3.0")SQ YD 3.10 8,845.00 27,419.50 $27,419.50 $0 $0 2301.604 PRIVATE DRIVEWAY CONCRETE PAVING SQ YD 68.25 1,044.00 71,253.00 $0 $64,128 $7,125 2331.604 AGGREGATE BASE, CLASS 7, FULL DEPTH RECYCLED PRODUCTION SQ YD 2.50 8,845.00 22,112.50 $22,113 $0 $0 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALS 3.50 1,293.05 4,525.68 $1,551 $2,166 $809 2360.501 TYPE SPWEB240C WEARING COURSE MIXTURE TON 65.00 5,630.00 365,950.00 $132,275 $168,675 $65,000 2360.503 3.0 IN. WEARING COURSE MIXTURE FOR DRIVEWAYS SQ YD 30.00 1,044.00 31,320.00 $0 $28,188 $3,132 2521.501 6-INCH CONCRETE WALK - PEDESTRIAN CURB RAMPS SQ FT 11.75 120.00 1,410.00 $0 $1,410 $0 2531.501 CONCRETE CURB AND GUTTER, DESIGN B618 LIN FT 13.00 2,660.00 34,580.00 $0 $3,380 $31,200 Total Project Residential Neighborhood GENERAL AND REMOVAL STREET IMPROVEMENTS Page 1 of 4 ATTACHMENT E - Hazelnut Park Neighborhood OPTION 2 - Minimal Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No. Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price Total Project Residential Neighborhood 2531.501 CONCRETE CURB AND GUTTER, DESIGN B618 - HAND FORM LIN FT 29.85 580.00 17,313.00 $14,328 $0 $2,985 2531.507 6-INCH CONCRETE DRIVEWAY PAVEMENT SQ YD 61.25 1,128.00 69,090.00 $0 $61,740 $7,350 2531.618 TRUNCATED DOMES SQ FT 55.00 32.00 1,760.00 $0 $1,760 $0 2564.537 INSTALL SALVAGED SIGNS, TYPE "C"EACH 120.00 20.00 2,400.00 $0 $1,800 $600 2582.502 4" SOLID LINE - PAINT LIN FT 1.30 4,600.00 5,980.00 $0 $5,980 $0 2582.502 4" DOUBLE YELLOW - PAINT LIN FT 2.10 2,300.00 4,830.00 $0 $4,830 $0 2582.502 24" STOP LINE - PAINT LIN FT 12.20 84.00 1,024.80 $0 $1,025 $0 SUBTOTAL - STREET IMPROVEMENTS 1,218,877$ $222,627 $746,083 $250,167 ENG. DESIGN, ADMIN, CONTINGENCY (37%)450,984$ 82,372$ 276,051$ $92,562 TOTAL - STREET IMPROVEMENTS 1,669,861$ $304,999 $1,022,134 $342,728 2104.501 REMOVE PIPE STORM SEWER LIN FT 12.25 100.00 1,225.00 2104.509 REMOVE DRAINAGE STRUCTURE EACH 555.00 5.00 2,775.00 2502.541 4-INCH PE CORRUGATED PERFORATED PIPE DRAIN WITH SOCK LIN FT 17.50 9,200.00 161,000.00 2502.602 CONNECT 4-INCH PVC OR PERF PE TO STORM SEWER EACH 183.00 12.00 2,196.00 2503.541 15-INCH STORM SEWER PIPE LIN FT 45.25 950.00 42,987.50 2503.541 18-INCH STORM SEWER PIPE LIN FT 50.75 200.00 10,150.00 2503.602 CONNECT TO EXISTING STORM SEWER EACH 678.00 4.00 2,712.00 2506.501 CONSTRUCT DRAINAGE STRUCTURE, DESIGN B LIN FT 410.00 35.00 14,350.00 2506.501 CONSTRUCT DRAINAGE STRUCTURE, DESIGN C LIN FT 517.00 15.00 7,755.00 2506.516 CASTING ASSEMBLY R-3067-V EACH 815.00 8.00 6,520.00 2506.516 CASTING ASSEMBLY R-1733 EACH 1,100.00 4.00 4,400.00 2506.522 ADJUST FRAME AND RING CASTING EACH 1,075.00 6.00 6,450.00 2506.522 INSTALL SALVAGED FRAME AND RING CASTING EACH 1,075.00 14.00 15,050.00 SUBTOTAL - STORM SEWER 277,571$ ENG. DESIGN, ADMIN, CONTINGENCY (30%)83,271$ TOTAL - STORM SEWER 360,842$ 2104.501 REMOVE SEWER PIPE (SANITARY)LIN FT 10.00 40.00 400.00 2104.501 REMOVE SANITARY SERVICE PIPE LIN FT 5.80 540.00 3,132.00 2104.509 REMOVE MANHOLE EACH 725.00 1.00 725.00 2104.523 SALVAGE CASTING EACH 105.00 29.00 3,045.00 2503.601 TEMPORARY CONVEYANCE OF WASTEWATER LS 10,000.00 1.00 10,000.00 2105.602 DEWATERING - SANITARY SEWER LS 7,500.00 1.00 7,500.00 2503.602 EXPOSE & REPAIR SANITARY SEWER SERVICE CONNECTION (< 13' DEPTH)EACH 3,735.00 18.00 67,230.00 2503.602 8" x 4" PVC WYE, SCHEDULE 40 EACH 184.00 18.00 3,312.00 2503.603 8" PVC PIPE SEWER (SANITARY SDR 35)LIN FT 60.00 40.00 2,400.00 2503.603 LINING SEWER PIPE 21" DIA LIN FT 90.00 1,000.00 90,000.00 STORM SEWER SANITARY SEWER Page 2 of 4 ATTACHMENT E - Hazelnut Park Neighborhood OPTION 2 - Minimal Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No. Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price Total Project Residential Neighborhood 2503.603 LINING SEWER PIPE 18" DIA LIN FT 75.00 1,000.00 75,000.00 2503.603 LINING SEWER PIPE 6" DIA LIN FT 25.00 1,300.00 32,500.00 2503.602 CONNECT TO EXISTING SANITARY SEWER EACH 1,900.00 2.00 3,800.00 2506.602 CONSTRUCT SANITARY SEWER MANHOLE EACH 4,100.00 1.00 4,100.00 2506.603 CONSTRUCT SANITARY SEWER MH (EXTRA DEPTH)LIN FT 290.00 4.00 1,160.00 2503.603 4" PVC SANITARY SERVICE PIPE (SCH 40)LIN FT 37.00 540.00 19,980.00 2506.522 ADJUST FRAME AND RING CASTING EACH 1,075.00 29.00 31,175.00 2506.516 CASTING ASSEMBLY R-1733 (SELF SEAL LID)EACH 1,155.00 4.00 4,620.00 2545.602 ADJUST HANDHOLE EACH 955.00 12.00 11,460.00 SUBTOTAL - SANITARY SEWER 371,539$ ENG. DESIGN, ADMIN, CONTINGENCY (30%)111,462$ TOTAL - SANITARY SEWER 483,001$ 2104.501 REMOVE WATER MAIN LIN FT 6.30 3,435.00 21,640.50 2104.501 REMOVE WATER SERVICE PIPE LIN FT 5.25 2,340.00 12,285.00 2104.509 REMOVE HYDRANT AND GATE VALVE ASSEMBLY EACH 480.00 12.00 5,760.00 2104.509 REMOVE GATE VALVE & BOX EACH 175.00 6.00 1,050.00 2104.509 REMOVE CURB STOP & BOX EACH 105.00 78.00 8,190.00 2503.604 2-INCH RIGID INSULATION SQ YD 34.50 50.00 1,725.00 2504.602 INSTALL HYDRANT, GATE VALVE AND 6-INCH DIP CL 52 ASSEMBLY EACH 5,900.00 12.00 70,800.00 2504.602 1" CORPORATION STOP EACH 195.00 78.00 15,210.00 2504.602 6" GATE VALVE & BOX EACH 2,150.00 6.00 12,900.00 2504.602 1" CURB STOP AND BOX EACH 390.00 78.00 30,420.00 2504.602 ADJUST GATE VALVE BOX EACH 258.00 6.00 1,548.00 2504.602 CONNECT TO EXISTING WATERMAIN EACH 910.00 6.00 5,460.00 2504.603 1" TYPE K COPPER PIPE LIN FT 40.00 2,340.00 93,600.00 2504.608 DUCTILE IRON FITTINGS - EXPOXY COATED LBS 7.25 2,550.00 18,487.50 2504.603 6" WATERMAIN DUCTILE IRON CL 52 LIN FT 50.00 3,435.00 171,750.00 SUBTOTAL - WATER SYSTEM 470,826$ ENG. DESIGN, ADMIN, CONTINGENCY (30%)141,248$ TOTAL - WATER SYSTEM 612,074$ WATER SYSTEM Page 3 of 4 ATTACHMENT E - Hazelnut Park Neighborhood OPTION 2 - Minimal Curb and Storm Sewer 2021 PMP - Neighborhood Portion of Project Only Arden HIlls, Minnesota Assessment Costs Assessment Costs Prior Avenue Project Number PW-21-0100 Edgewater and West Jerrold All Other Streets (Glenpaul, E Jerrold) Item No. Item Unit Unit Price Est. Quantity Total Price Total Price Total Price Total Price Total Project Residential Neighborhood 2571.502 REPLACE TREE 2-INCH B AND B TREE 585.00 15.00 8,775.00 $8,775 $0 2573.53 INLET PROTECTION - TYPE A EACH 128.00 30.00 3,840.00 $1,920 $1,920 $0 2123.604 TILL BOULEVARD SUBGRADE SQ YD 2.75 3,500.00 9,625.00 $9,625 $0 2574.525 TOPSOIL BORROW (LV)CU YD 28.40 1,700.00 48,280.00 $4,828 $38,624 $4,828 2575.505 SODDING, TYPE LAWN SQ YD 3.90 3,500.00 13,650.00 $1,365 $10,238 $2,048 2575.525 EROSION CONTROL BLANKET, CATEGORY 3 SQ YD 4.50 500.00 2,250.00 $2,250 $0 2575.535 POST WARRANTY SOD WATERING M GALS 15.25 30.00 457.50 $376 $82 2575.601 EROSION CONTROL LS 1.00 5,000.00 5,000.00 $4,107 $894 2575.605 HYDROSEEDING ACRE 6,180.00 1.00 6,180.00 $6,180 $0 SUBTOTAL - RESTORATION 98,058$ $8,113 $82,094 $7,851 ENG. DESIGN, ADMIN, CONTINGENCY (30%)29,417$ $2,434 $24,628 $2,355 TOTAL - RESTORATION 127,475$ $10,547 $106,722 $10,206 OPINION OF PROBABLE COST, OPTION 2 (Minimal Curb and Storm Sewer) Total Project Assessment Assmt REU Cost Amount Units Amount Street Improvements - Edgewater and West Jerrold $346,170 $173,085 58 $2,984 Street Improvements - Glenpaul and E Jerrold $1,156,525 $578,263 80 $7,228 Street Improvements - Prior Avenue $369,296 Drainage Improvements $418,430 Sanitary Sewer Improvements $536,775 Water Improvements $679,959 TOTAL $3,507,155 * General/Removal and Restoration costs apportioned to categories listed above Preliminary, this is not a final assessment rate determination RESTORATION Page 4 of 4 ATTACHMENT E - Lake Valentine Road Project Name Arden HIlls, Minnesota Project Number Item No. Item Unit Unit Price Est. Quantity Total Price 2011.601 VIBRATION MONITORING LIN FT 1.25 2011.601 PRECONSTRUCTION PROPERTY SURVEY EACH 50.00 2021.501 MOBILIZATION LS 24,000.00 2101.502 CLEARING TREE 400.00 2101.507 GRUBBING TREE 400.00 2101.604 CLEAR AND GRUB BRUSH SQ YD 11.25 2104.503 REMOVE RETAINING WALL SQ FT 13.00 2104.509 REMOVE MISC. SMALL MISC. STRUCTURE EACH 1,500.00 2104.521 SALVAGE FENCE LIN FT 11.80 2540.602 TEMPORARY MAILBOX BANK EACH 35.00 2540.602 RELOCATE/REINSTALL MAILBOX EACH 135.00 2557.603 INSTALL SALVAGED FENCE LIN FT 16.10 2563.601 TRAFFIC CONTROL LS 18,000.00 SUBTOTAL - GENERAL AND REMOVALS 42,000$ CONTINGENCY (30%)12,600$ TOTAL - GENERAL AND REMOVALS 54,600$ 2104.501 REMOVE CONCRETE CURB AND GUTTER LIN FT 4.00 500.00 2,000.00 2104.505 REMOVE CONCRETE DRIVEWAY APRON SQ YD 10.00 100.00 1,000.00 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT SQ YD 10.00 100.00 1,000.00 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ YD 6.00 100.00 600.00 2104.511 SAWING CONCRETE PAVEMENT (FULL DEPTH)LIN FT 3.25 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH)LIN FT 4.00 2104.523 SALVAGE SIGNS EACH 50.00 20.00 1,000.00 2105.501 COMMON EXCAVATION (EV)(P)CU YD 18.00 2,200.00 39,600.00 2105.507 SUBGRADE EXCAVATION CU YD 13.00 2105.522 SELECT GRANULAR BORROW (CV)CU YD 25.00 2105.523 COMMON BORROW (CV)(P) CU YD 2.15 2105.543 STABILIZING AGGREGATE TON 39.00 2105.602 POTHOLE EXISTING UTILITIES EACH 535.00 2111.501 TEST ROLLING RD STA 15.85 2123.501 COMMON LABORERS HOUR 83.00 10.00 830.00 2123.507 3.0 CU YD SHOVEL HOUR 182.00 10.00 1,820.00 2123.61 STREET SWEEPER (WITH PICKUP BROOM)HOUR 152.00 15.00 2,280.00 2130.501 WATER FOR DUST CONTROL M GALS 34.00 35.00 1,190.00 2211.501 AGGREGATE BASE, CLASS 5 TON 18.00 1,620.00 29,160.00 2211.601 AGGREGATE BASE HANDLING, CLASS 7 LS --- 2211.607 AGGREGATE BASE PLACED, CLASS 7 (CV)CU YD 7.80 2232.501 MILL BITUMINOUS SURFACE (2.0")SQ YD 2.45 2301.604 PRIVATE DRIVEWAY CONCRETE PAVING SQ YD 68.25 2331.604 AGGREGATE BASE, CLASS 7, FULL DEPTH RECYCLED PRODUCTION SQ YD 1.10 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALS 3.50 900.00 3,150.00 2360.501 TYPE SPWEB240C WEARING COURSE MIXTURE TON 100.00 750.00 75,000.00 2360.502 TYPE LVNW35030B NON WEARING COURSE MIXTURE TON 60.00 1,750.00 105,000.00 2360.503 3.0 IN. WEARING COURSE MIXTURE FOR DRIVEWAYS SQ YD 30.00 100.00 3,000.00 2411.603 CONCRETE STEPS LIN FT 83.50 2411.618 MODULAR BLOCK RETAINING WALL SQ FT 50.25 2511.515 GEOTEXTILE FILTER TYPE V (WOVEN)SQ YD 2.00 2521.501 6-INCH CONCRETE WALK - PEDESTRIAN CURB RAMPS SQ FT 11.75 2531.501 CONCRETE CURB AND GUTTER, DESIGN B618 LIN FT 14.00 2531.501 CONCRETE CURB AND GUTTER, DESIGN B618 - HAND FORM LIN FT 29.85 500.00 14,925.00 2531.507 6-INCH CONCRETE DRIVEWAY PAVEMENT SQ YD 61.25 100.00 6,125.00 2531.604 7-INCH CONCRETE VALLEY GUTTER SQ YD 78.40 2521.501 4" CONCRETE WALK SQ FT 9.00 SEGMENT 100 GENERAL AND REMOVAL STREET IMPROVEMENTS Short Elliott Hendrickson Inc. Page 1 of 2 ATTACHMENT E - Lake Valentine Road Project Name Arden HIlls, Minnesota Project Number Item No. Item Unit Unit Price Est. Quantity Total Price SEGMENT 100 2531.618 TRUNCATED DOMES SQ FT 55.00 2564.537 INSTALL SALVAGED SIGNS, TYPE "C"EACH 120.00 2582.502 4" SOLID LINE - PAINT LIN FT 1.30 5,000.00 6,500.00 2582.502 4" DOUBLE YELLOW - PAINT LIN FT 2.10 2,500.00 5,250.00 2582.502 24" STOP LINE - PAINT LIN FT 12.20 2582.502 24" STOP LINE - EPOXY LIN FT 16.20 2582.503 ZEBRA CROSSWALK - PAINT SQ FT 6.60 2582.503 ZEBRA CROSSWALK - EPOXY SQ FT 8.25 SUBTOTAL - STREET IMPROVEMENTS 299,430$ CONTINGENCY (37%)110,789$ TOTAL - STREET IMPROVEMENTS 410,219$ 2104.501 REMOVE SEWER PIPE (SANITARY)LIN FT 6.55 2104.501 REMOVE SANITARY SERVICE PIPE LIN FT 5.80 2104.509 REMOVE MANHOLE EACH 725.00 2104.523 SALVAGE CASTING EACH 105.00 2503.601 TEMPORARY CONVEYANCE OF WASTEWATER LS --- 2105.602 DEWATERING - SANITARY SEWER EACH 85.00 2503.602 CONNECT TO EXISTING SANITARY SEWER EACH 1,900.00 2503.602 CONNECT TO EXISTING MANHOLE (SAN)EACH 1,595.00 2503.602 8" x 4" PVC WYE, SCHEDULE 40 EACH 184.00 2503.602 8" x 6" PVC WYE, SCHEDULE 40 EACH 248.50 2503.603 8" PVC PIPE SEWER (SANITARY SDR 35)LIN FT 52.00 2503.603 LINING SEWER PIPE 8" DIA LIN FT 25.00 2,750.00 68,750.00 2503.603 4" PVC SANITARY SERVICE PIPE (SCH 40)LIN FT 37.00 2503.603 6" PVC SANITARY SERVICE PIPE (SCH 40)LIN FT 40.00 2506.522 ADJUST FRAME AND RING CASTING EACH 1,075.00 2506.516 CASTING ASSEMBLY R-1733 (SELF SEAL LID)EACH 1,155.00 2506.602 CONSTRUCT SANITARY SEWER MANHOLE EACH 4,100.00 2506.603 CONSTRUCT SANITARY SEWER MH (EXTRA DEPTH)LIN FT 290.00 2506.603 CONSTRUCT OUTSIDE DROP LIN FT 855.00 2545.602 ADJUST HANDHOLE EACH 955.00 SUBTOTAL - SANITARY SEWER 68,750$ CONTINGENCY (30%)20,625$ TOTAL - SANTIARY SEWER 89,375$ OPINION OF PROBABLE COST - Lake Valentine Road Total Project Assessment Assmt REU Cost Amount Units Amount Street Improvements $454,991 $227,496 35 $6,500 Drainage Improvements $0 NOT FINAL Sanitary Sewer Improvements $99,203 Water Improvements $0 TOTAL $554,194 Preliminary, this is not a final assessment rate determination SANITARY SEWER Short Elliott Hendrickson Inc. Page 2 of 2 Page 1 of 2 AGENDA ITEM – 1E MEMORANDUM DATE: June 15, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Public Works Director/City Engineer SUBJECT: Pavement Resurfacing by Public Works Department Staff Budgeted Amount: Actual Amount: Funding Source: $130,000 TBD Street Maintenance Operating (101) Council Should Consider City Council direction is requested regarding future pavement resurfacing overlay work conducted by in-house staff within the Public Works Department. Background The City Council has previously expressed an interest in the Public Works Department conducting additional street resurfacing work by department staff. The Department is certainly willing to conduct paving work. Existing staff has sufficient experience operating paving equipment to successfully complete small street section projects. One item to consider prior to the City proceeding with future in-house paving projects is the consistent application of the City’s Assessment Policy for resurfacing overlay work for larger projects that are completed under construction contracts. The demand for future pavement overlay work is projected to exceed the annual paving capacity of staff. The Department’s current annual paving capacity is estimated to be approximately 4,000 square yards per year. A copy of the City’s Assessment Policy is provided in Attachment A. Part 1 of the policy addresses assessments for overlays and reconstruction projects. The Public Works Department is seeking direction from the City Council regarding the application of special assessments for future street overlay work conducted by City forces. The Department is also seeking direction if the Council would prefer to include in-house bituminous overlay work on the existing City trail system, which typically does not involve special assessments. Page 2 of 2 Financial Impact The 2020 operating budget (101-Street Maintenance) includes $250,000 for sealcoating and resurfacing work. The 2020 Street Maintenance contract for sealcoating and crack sealing work was awarded in March 2020 in the amount of $120,000, leaving approximately $130,000 for material, equipment rental, and trucking for resurfacing overlay work in 2020. Attachments Attachment A – Arden Hills Special Assessment Policy City of Arden Hills 2004 Assessment Policy Index Page General Information ............................................................................................ 1 Part I – Assessment Policy for Existing Streets .................................................. 1 Street Reconstruction .............................................................................. 3 Mill and Overlay Improvements ............................................................. 4 Alley ..................................................................................................... 5 Appurtenances......................................................................................... 5 Maintenance/Rehabilitation Projects ...................................................... 6 Definitions and General Provisions ........................................................ 6 Assessment Units .................................................................................. 10 Hardship Deferrals ................................................................................ 11 Appeals Process .................................................................................... 12 Part II – Policy for New Developments ............................................................ 13 Sanitary Sewer ...................................................................................... 14 Water Distribution System .................................................................... 16 Storm Sewer .......................................................................................... 20 Additional Definitions and General Provisions .................................... 22 2004 Assessment Policy – Page 1 City of Arden Hills 2004 Assessment Policy General Information The City of Arden Hills has adopted a revised Assessment Policy for its existing streets that are part of the Pavement Management Program (PMP )).. The PMP is a long-term, multi-year plan that consists of proposed reconstruction and repair of the city’s streets. The goal and intent of this policy revision was to simplify and make the process easy to understand and implement. The Policy was drafted by a group of local citizens who served on the City’s 2004 Assessment Policy Task Force. This Policy document is divided into two parts. Part I deals with existing streets and Part II deals with new developments. Part I – Assessment Policy for Existing Streets The purpose of this assessment policy manual is to establish procedures to be utilized by the City of Arden Hills when preparing assessment rolls, so as to assure uniform and consistent treatment of the affected properties. Minnesota State Law, Chapter 429 provides that a municipality shall have the power to make public improvements such as sanitary sewers, storm sewers, water source and distribution facilities, street improvements including grading, curb and gutter, surfacing, sidewalks, street lighting and recreational facilities, etc. The various procedures that the municipality must follow including reports, notices and public hearings are well defined within the law. The Statute further defines that the cost of any improvement may be assessed upon property benefited by the improvement based upon the benefits received whether or not the property abuts on the improvement and whether or not any part of the cost of the improvement is paid from other funding sources. The law is not specific on how these benefits are to be measured or how the costs are to be apportioned, but rather makes it incumbent upon the municipality to determine with assistance of the City Engineer, City Attorney, appraisers or other qualified personnel, a fair and equitable method of cost-sharing among the properties involved. Throughout this policy manual, the total cost of an improvement shall include the construction cost, plus all associated overhead costs. The total cost of the associated overhead for a public improvement project would typically include the following as a percentage of the construction costs: 2004 Assessment Policy – Page 2 City Administration 2.5% Design Engineering Construction Engineering 10.0% 10.0% Legal 2.0% Fiscal 3.0% Interest During Construction 4.5% Assessment Roll Preparation 1.0% Contingencies 4.0% TOTAL 37.0% These overhead costs are estimates however; they are used to calculate actual assessments. The initiation of public improvement projects may happen utilizing two (2) different methods. The first method is by a petition of the affected property owners. The petition must be signed by not less than thirty-five percent (35%) of the owners of the frontage of the real property abutting the proposed improvements .. It should be noted that the City Council retains the right to review the merits of each project or improvement and establishes the priority as it deems proper. The second method is to initiate the proceedings by City Council direction, in which case no petition is needed. Any reference to land zoning in this policy manual shall mean the most current approved City Zoning Map available at the time. It should be emphasized that the special assessment methods and policies summarized herein cannot be considered as all-inclusive and that unusual circumstances may at times justify special consideration. Also, any fixed cost data and rates presented herein will be adjusted from year to year so as to reflect current costs. The City Council shall retain the right to review each project on its own merit and to deviate from any portion of this Assessment Policy Manual, as it deems proper. These deviations may occur in unique situations or where application of the policy produces unfair or undesirable results. The City of Arden Hills utilizes a Unit Cost methodology for the assessment of existing residential homes on a per-lot unit basis, with a lot unit being defined as a platted single- family residential lot or equivalent, which, according to current Arden Hills Municipal Code cannot be further subdivided for R-1 and R-2 residential use. The City will assess fifty percent (50%) of the total charges, as assessment, to the residents for existing roadways. Generally, no assessments are made to the residents for sanitary sewer, water, and storm water that are part of the PMP. 2004 Assessment Policy – Page 3 Street Reconstruction A. Residential Equivalent Assessment Rate All R-1 and R-2 residentially zoned properties with frontage abutting a street that is reconstructed shall be assessed on a per unit basis at the residential equivalent assessment rate. This rate shall apply, regardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). The residential equivalent assessment rate shall be based on fifty percent (50%) of the total cost of street reconstruction, including all associated overhead costs for a typical residential street section. This residential equivalent assessment rate shall be determined by the City Council. B. Commercial Equivalent Assessment Rate/All Other Zoning Classifications Assessment Rate Commercial properties with frontage abutting a street that is reconstructed shall be assessed on a per unit basis at the commercial/industrial equivalent assessment rate. The per unit basis is calculated based on the average neighborhood unit size, particularly in a mixed (residential and commercial) neighborhood. Larger sized commercial lots may be sub-divided into smaller units for assessment purposes and to ensure equity. This rate shall apply, regardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). The commercial/industrial equivalent assessment rate shall be based on seventy percent (70%) of the cost of street reconstruction plus all associated overhead costs for a typical commercial street section. This commercial/industrial equivalent assessment rate shall be determined by the City Council. C. Tax Exempt (non-profits, churches, schools, organizations, groups) Equivalent Assessment Rate The tax exempt equivalent assessment rate shall be based on one hundred percent (100%) of the total cost of street reconstruction, including all associated overhead costs for a typical residential street 2004 Assessment Policy – Page 4 section. This assessment rate shall be determined by the City Council. All properties with frontage abutting a street that is reconstructed shall be assessed on a per unit basis at the tax exempt equivalent assessment rate. This rate shall apply, regardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). Mill and Overlay Improvements Mill and overlay improvements are placed as a cost-effective measure to extend the useful street life of a particular roadway and to delay street reconstruction needs. As bituminous mill and overlays are constructed as long-term rehabilitation improvements, the cost of these improvements shall be assessed as described below. From time to time, however, the City's Operations and Maintenance Department may determine that small street areas need immediate bituminous overlay improvements for short- term maintenance purposes. These types of bituminous overlays, determined to be "stop gap" maintenance needs rather than long-term street rehabilitation improvements, shall not be assessed to abutting properties and shall be funded by the City. A. Residential Equivalent Assessment Rate All R-1 and R-2 residentially zoned properties with frontage abutting a street that is overlaid with bituminous surfacing shall be assessed on a per unit basis at the residential equivalent assessment rate. This rate shall apply, regardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). The residential equivalent assessment rate shall be based on fifty percent (50%) of the cost of bituminous overlay plus all associated overhead costs for a typical residential street section. This residential equivalent assessment rate shall be determined by the City Council. B. Commercial/Industrial Equivalent Assessment Rate All commercially or industrially zoned properties with frontage abutting a street that is overlaid with bituminous surfacing shall be assessed on a unit basis at the commercial/industrial equivalent assessment rate. This rate shall apply, regardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). 2004 Assessment Policy – Page 5 The commercial/industrial equivalent assessment rate shall be based on seventy percent (70%) of the cost of a bituminous overlay plus all associated overhead costs for a typical commercial street section. This commercial/industrial equivalent assessment rate shall be determined by the City Council. C. Tax Exempt (non-profits, churches, schools, organizations, groups) Equivalent Assessment Rate All tax exempt properties with frontage abutting a street that is overlaid with bituminous surfacing shall be assessed on a per unit basis at the tax exempt equivalent assessment rate. This rate shall apply, regardless of the street's classification (local, collector, arterial, trunk highway); designation (County State-Aid Highway, Municipal State-Aid Street); or jurisdiction (State, County or City). The tax exempt equivalent assessment rate shall be based on one hundred percent (100%) of the cost of bituminous overlay plus all associated overhead costs for a typical residential street section. This tax exempt equivalent assessment rate shall be determined by the City Council. Alley All reconstruction shall be assessed 50% to the abutting properties. The assessment shall be on a per unit basis for the property frontage on the alley. Appurtenances Appurtenances such as sidewalks, street lighting, trees, or other landscaping features are often encountered during street improvement projects. Appurtenances to new street construction, street reconstruction, or bituminous overlay improvements that are either existing or needed by the City shall be included in the cost of the street improvement project. Appurtenances constructed or provided in areas along an improvement project where they do not currently exist, shall be one hundred percent (100%) assessed to the benefiting properties on a per unit basis. The cost of these appurtenances shall be separated from the cost of the street improvement project. All costs of ornamental street lighting and/or any lighting shall be one hundred percent (100%) assessed to the benefiting properties on a per unit basis. 2004 Assessment Policy – Page 6 Maintenance/Rehabilitation Projects Concrete Pavement Restoration – Concrete pavement restoration is a maintenance procedure funded by the City. Crack Sealing – Crack sealing is a maintenance procedure funded by the city. Bituminous Seal Coating – Bituminous seal coating is a maintenance procedure funded by the City. Bituminous Surface Patching – Bituminous surfacing patching is a maintenance procedure funded by the City. Definitions & General Provisions A. Assessment Rate The assessment rate for any special assessment district is computed by dividing the total assessable costs of such improvement by the total number of assessment units. Residential Example: Roadway Project Cost $601,000 Drainage Improvements $205,000 Sanitary Improvements $245,000 Water Main Improvements $38,000 Total Project Cost: $1,089,000 Assessed to Property Owners: Roadway Project Cost $601,000 50% assessed $300,500 Number of units in the neighborhood 60 Per Unit Assessment: $300,500 divided by 60 equals $5,008 B. Assessable Costs The assessable cost of an improvement shall be defined as those costs that, in the opinion of the City Council, are attributable to the need for service in the area served by the improvement. 2004 Assessment Policy – Page 7 C. Petition Petition shall mean a written document presented to the City Council for purpose of initiating a public improvement project. The address of each signatory, the date of the signature and a printing of each signatory's name shall accompany all signatures. D. Total Project Cost Total project cost shall mean the total estimated construction cost plus all associated overhead costs. Overhead costs shall include, but not be limited to, City administration, engineering, legal, fiscal, and interest during construction and land acquisition. E. Assessment Period The length of payment period of various types of improvement projects shall be as follows: ▪ Mill and Overlay = 5 years ▪ Street Reconstruction = 10 years In the case where several areas of the improvements listed above are included in the same project, the assessment period shall be determined by the City Council. In no event shall an assessment period exceed ten (10) years. F. Municipal State-Aid Streets Municipal State-Aid Streets are routes designated by the City Council and approved by the Commissioner of Transportation for inclusion in the City's State-Aid system. All routes typically begin and end on another municipal state-aid road, county state-aid road, or trunk highway. The criteria used in selecting such routes are as follows: ▪ The route is projected to carry a relatively heavier traffic volume or is functionally classified as collector or arterial as identified on the City's functional plan as approved by the City Council; and, ▪ The route connects the points of a major traffic interest within the City; and, ▪ The route provides an integrated street system affording, within practical limits, a state-aid street network consistent with projected traffic demands. 2004 Assessment Policy – Page 8 G. Municipal State-Aid Construction Funds Municipal State-Aid construction funds are monies apportioned to the City from the State to be used for the construction of routes designated on the Municipal State-Aid system. All construction funded with these monies must be in accordance with the Minnesota Department of Transportation (MnDOT) Office of State-Aid design criteria. Municipal State Aid (MSA) Funds will be utilized to offset the city’s portion of the project cost. H. Interest Rate on Unpaid Balance The interest rate used for the assessment shall be designated at the prime rate plus two (2) percentage points, fixed for the duration of the outstanding balance. The effective date of the interest shall be the date the Council approval of the assessment role. I. Land Not Included in Assessment The City may reserve the right to delete land within the assessable area from the assessment roles if, in its opinion, the land cannot be developed and/or the improvement does not provide benefit. No development of that property shall be permitted, nor shall any physical connection to the City's utility or drainage facilities be made by any development on that property until the assessment or connection fees are paid. J. Service District A service district is the area, as determined by the City Engineer and approved by the City Council, which will receive benefit from a proposed improvement project. This type of approach for assessment purposes is typically used for trunk and subtrunk sanitary sewer projects; trunk, subtrunk, source, storage and treatment water projects; and trunk storm sewer projects. K. Certification of Assessment Roll At the time the assessment rolls are adopted by the City Council by resolution (refer to Appendix for a sample resolution), the property owner may pay the entire assessment against their property in full at Arden Hills City Hall, 1245 W. Highway 96, within thirty (30) days without interest charge. Beyond thirty (30) days, but prior to certification to the County, payment (principal plus interest from the assessment roll date) can be made at the City Hall. After the certification of assessment to the County is made, a resident may make a payment directly at the Ramsey County Government Center, 50 Kellogg Boulevard, St. Paul. Interest 2004 Assessment Policy – Page 9 charges apply effective from the date of Council approval of the assessment role. It should be noted that the certification is made to the County in early September. A property owner may pay the total assessment against their property with accrued interest at any time during the life of the project assessment period. If paid before November 15th, interest is calculated to December 31st of the year the payment is made. If paid after November 15th, interest will be calculated through December 31st of the next year. Once the assessments are certified to the County, it is the responsibility of the County staff to calculate the interest charges and include them in the annual property tax payment schedule. Example: Assessment Amount $4,500 No. of years assessed 10 Interest Rate 6% Assessment Roll Approval Date 5/1/2005 Est. Total Interest over the life $1665 Schedule of Payments: Interest Principal Total Balance Year 1* $ 450.00 $ 450.00 $ 900.00 $4,050.00 Year 2 $ 243.00 $ 450.00 $ 693.00 $3,600.00 Year 3 $ 216.00 $ 450.00 $ 666.00 $3,150.00 Year 4 $ 189.00 $ 450.00 $ 639.00 $2,700.00 Year 5 $ 162.00 $ 450.00 $ 612.00 $2,250.00 Year 6 $ 135.00 $ 450.00 $ 585.00 $1,800.00 Year 7 $ 108.00 $ 450.00 $ 558.00 $1,350.00 Year 8 $ 81.00 $ 450.00 $ 531.00 $ 900.00 Year 9 $ 54.00 $ 450.00 $ 504.00 $ 450.00 Year 10 $ 27.00 $ 450.00 $ 477.00 $ - $1,665.00 $4,500.00 $6,165.00 * Note: Interest in year 1 is for twenty (20) months (May 1 ,2005 – December 31, 2006). 1. Ad Valorem Tax The City Council may, at their discretion, utilize ad valorem taxes to fund portions of the project cost of any public improvement. This shall be done in accordance with the appropriate Minnesota State Statutes. 2004 Assessment Policy – Page 10 2. Petition for Non-Programmed Projects The City of Arden Hills has established a formal capital improvement program for street reconstruction and rehabilitation projects. It is the intent of the City to generally follow this established program. The Arden Hills City Council will accept petitions from property owners requesting non- programmed projects. Generally, the assessment rate for non-programmed improvement projects initiated by petition of the affected property owners, and approved by the Council, shall be one-hundred percent (100%) of the total project cost. 3. Improvements to Roadways Not Under City Jurisdiction The City may assess properties that abut roadways not under City jurisdiction, but receiving reconstruction or bituminous overlay improvements. The assessment rate levied against these properties shall be the same as those established for City reconstruction or bituminous overlay projects. Assessment Units The City shall levy special assessments on adjacent benefiting properties for street improvement projects. The assessment rate shall be computed on a per-lot unit basis, with a lot unit being defined as a platted single-family residential lot or equivalent, which, according to current Arden Hills Municipal Code cannot be further subdivided for R-1 and R-2 residential use. If a property has been assessed on a lot unit basis for a public improvement, and subsequently a property division is made creating additional lot units, then a supplemental charge shall be made to the property at the same rate which applied under the original assessments. All tax exempt status properties shall be subdivided to determine the assessable lot units or part thereof. Corner lots shall be assessed on the street that is used for the mailing address. If a street improvement project is requested to be constructed to a greater width and/or thickness than the standard by the abutting property owners, the excess cost above that of the standard reconstruction cost shall be assessed one hundred percent (100%) to those properties. All properties with tax exempt status and abutting new street reconstruction, street reconstruction, or bituminous overlay improvements shall be assessed at one hundred percent (100%) of the cost of the improvement. 2004 Assessment Policy – Page 11 The assessment process shall be carried out in accordance with Minnesota Statutes Chapter 429. The assessment rate shall be on a per-lot unit basis and shall be calculated and processed in accordance with the current Arden Hills Pavement Management Program and Assessment Policy. Hardship Deferrals Minnesota Statute No. 435.193 allows the City, at its own discretion, to defer the payment of any assessment for any homestead property, that is a primary place of residence, owned by a person sixty-five (65) years of age or older, or retired by virtue of a permanent and total disability for which it would be a hardship to make the payments. Under the hardship criteria, no payment amount is reduced or eliminated, but deferred to a future date. Eventually, a payment in full with interest will be due to the City/County. The person filing for a senior deferment must be sixty-five (65) of age on or before December 31st of the assessment year. In order to receive such a deferment, the affected person must establish the economic hardship that would be incurred to the reasonable satisfaction of the Arden Hills City Council by providing documentation showing an annual gross income less than fifty percent (50%) of the Ramsey County median household income as determined by the most recent census. The deferral will last for a period of not more than ten (10) years, and will terminate before ten (10) years if any one of the following conditions is present: ▪ The owner of the property dies and the spouse is not eligible for a deferment; ▪ The property is sold; ▪ The property is no longer homestead; ▪ The City Council determines that there is no longer hardship incurred in immediately requiring either full or partial payment of the assessment. The City reserves the right to periodically request verification of continued eligibility for a hardship deferral. It should be noted that during the term of the deferral, interest will accrue. At the termination of the deferral period, interest and principal will be due in a lump sum amount. An application for deferment of special assessments is available at the City Offices. It is the responsibility of the resident to submit a completed deferral form, along with tax documents, to the Finance Director for approval. This application must be filed within 30 days of the assessment role. The submission of a deferral form to the City does not automatically qualify a resident for the deferral. If a resident is approved for the deferral, the City staff will notify the resident of the approval. The City staff on a periodic basis may request the resident to verify their eligibility. 2004 Assessment Policy – Page 12 Appeals Process An owner of the property has the opportunity to appeal the assessment amount at various stages of the assessment process. The first stage is when the assessment amount is initially estimated by staff based on the interpretation of the existing Assessment Policy. If the estimate was based on inaccurate or incomplete information, the owner may work directly with staff to clarify or rectify the situation. If the owner is not satisfied with the outcome at this stage, known as the first stage, they may file a formal appeal with the City Council, prior to the adoption of the assessment roll. This is known as the second stage of the appeal’s process. If the appeal is denied by the City Council, the owner may appeal to the district court pursuant to Minnesota Statutes, Section 429.081, by serving notice of the appeal to the Mayor or the City Administrator within thirty (30) days after the adoption of the assessment. 2004 Assessment Policy – Page 13 Part II – Policy for New Developments The assessment policy for anyone who wishes to make public improvements within the City of Arden Hills, as part of a proposed development shall conform to the policies established herein and as modified below. It is the responsibility of the developer to assume total costs (100%) for all new road and street construction including, lights, sanitary sewer, water, and storm water. Prior to any action on the part of the City to determine the feasibility of providing public improvements, the developer shall deposit such amount as determined by the City Administrator to adequately reimburse the City for all engineering, legal and planning, and other consultant fees for work performed in regard to such improvements. In addition, the developer shall be required prior to the City ordering the installation of any City financed improvements, to enter into a Development Contract insuring compliance with the policies set out herein and all subdivision requirements of the City. The developer shall also be required to post all cash deposits, and/or letters of credit prior to such action by the City Council. In all projects that the City constructs and finances, the following security provisions shall apply. A. For single family, two family or townhouse residential developments, the developer shall deposit with the City a cash escrow or an irrevocable letter of credit of not less than one hundred twenty-five percent (125%) of the estimated project cost as determined by the City Engineer. If the estimated project cost, as determined after receipt of bids for construction, exceeds the Engineer's estimate by ten percent (10%) or more, the deposit shall be increased proportionately. The total project costs shall be assessed in equal annual installments according to the assessment period. B. In the case where the improvements benefit not only the property being developed, but other areas within the City, the developer shall provide to the City a security deposit in accordance with paragraphs described above for the portion of the estimated project costs that represent the benefit to the proposed development. Such portion shall be assessed against the properties benefited. For all other types of development, the developer shall deposit with the City a cash escrow or irrevocable letter of credit of not less than one hundred twenty-five percent (125%) of the estimated project cost as determined by the City Engineer. If the estimated project cost as determined after receipt of bids for construction exceeds the Engineer's estimate by ten percent (10%) or more, the deposit shall be increased proportionately. The total project costs shall be assessed in equal annual installments according to the assessment period. The security deposit shall be irrevocable for the full term of any assessments for which given. The agreement shall be so conditioned as to guarantee payment of the 2004 Assessment Policy – Page 14 assessments as due or to pay for the cost of all improvements that the developer agreed to install. The required security deposit may consist of a cash escrow deposit or irrevocable letter of credit, in form acceptable to the City Attorney, and with firms authorized to do business in the State of Minnesota. Sanitary Sewer A. Definitions and General Provisions 1. Sanitary Sewer Interceptors A network of relatively large diameter, deep sewer pipe and associated pumping stations and appurtenances. The interceptors are designed as collectors for large areas within the sanitary sewer service area. 2. Sanitary Sewer Trunks and Subtrunks Sanitary sewer pumping stations, including associated forcemain and/or a network of gravity pipes ranging in size generally from ten inch (10") through eighteen inch (18") and extending away from respective interceptor mains. Pumping station, forcemains, trunks and subtrunks are designed as collectors for areas usually less than three hundred (300) acres. Because sewer lines flow by gravity, the pipes can become quite deep at some locations and very costly to install. A trunk or subtrunk assessment is, in certain cases, utilized so that costs due to extra depth (and/or oversizing) will be spread over the entire service district rather than becoming a burden on just those properties abutting that portion of the pipe network constructed. 3. Sanitary Sewer Laterals A network of pipes, usually eight inch (8") in size that are installed eight (8) to twenty (20) feet deep and are designed to serve those buildings abutting a given street or easement. The laterals drain to trunks, subtrunks or directly to interceptors. 4. Sanitary Sewer Building Services Those pipes, usually four-inch (4") or six-inch (6") in size leading from laterals (or sometimes from trunks, subtrunks and interceptors) that serve individual buildings. The services are plugged at the property line until such time that a building is connected to the sewer system. The property owner must make arrangements with a licensed, bonded plumber to complete the service connection. 2004 Assessment Policy – Page 15 5. Sanitary Sewer Availability Charge (SAC) This is a charge billed to all properties at the time of connection to the sanitary sewer system. The charge is the individual property share of the cost of the interceptor trunk and treatment facilities that make sewer service available. The charge is based on an equivalent unit basis. The method used to calculate the total number of units for any specific property and the current unit charge are based on the Metropolitan Council Environmental Services (MCES) for expected sewage flow from various dwellings or businesses. A listing of the MCES sewer availability charges is available on the Metropolitan Council website: www.metrocouncil.org. This charge may not be assessed against the property. 6. Sanitary Sewer Lateral Benefits Lateral benefit may be provided by connection to trunk, subtrunk or lateral pipes. The calculation of lateral benefit from a trunk or subtrunk pipe will be based on the cost of an eight inch (8") pipe along the same alignment at a depth adequate to provide services to the abutting properties. 7. Infrastructure Rehabilitation Projects Any project or portion of a project that reconstructs an existing sanitary sewer facility. A rehabilitation project may occur on the existing alignment of the sewer line or on a new alignment, thus allowing the existing line to be abandoned or its status downgraded (i.e., trunk or subtrunk to lateral). B. Determining Sanitary Sewer Assessment Rates 1. Sanitary Sewer Interceptor Rates All properties that lie within the approved Service District shall bear the cost of sanitary sewer interceptor projects. The costs shall be spread equally, based on a gross area basis within the Service District, and will be known as an interceptor assessment. 2. Sanitary Sewer Trunk/Subtrunk Rates The lateral and building service assessments described below will be deducted from the total improvement cost to be assessed. The amount remaining after said deductions will be assessed on a gross area basis to all propertied within the Service District, and will be known as a trunk assessment and/or subtrunk assessment. 2004 Assessment Policy – Page 16 3. Sanitary Sewer Lateral Rates The building service assessments described below will be deducted from the total improvement cost to be assessed. The amount remaining after said deductions will be assessed by the following method. The resulting assessment will be known as a lateral benefit assessment. Each assessable unit shall be assessed as follows: ▪ R-1 and R-2 residential lots at 100% of the total project cost ▪ All other land uses at 100% of the total project cost 4, Sanitary Sewer Building Service The assessment rate for each size of building service; four inch (4"), six inch (6"), or eight inch (8") shall be determined by adding all the costs associated with each size of service and dividing by the total number of services constructed. Each unit will be assessed at the determined rate for each size and number of services installed. This will be known as the building service assessment. Water Distribution System A. Definitions and General Provisions 1. Water Source and Treatment Facilities The City of Arden Hills purchases water from the City of Roseville to supply the water distribution system. Water enters the system at three (3) separate meter stations. The water purchased from Roseville is treated, and Arden Hill does not add any water treatment to the distribution system. 2. Water Storage Facilities The City of Arden Hills has a total water storage capacity of 1.5 million gallons comprised by two (2) elevated storage tanks. One tank has a capacity of 1.0 million gallons and is located south of I-694 along Red Fox Road. The other storage tank has a capacity of 0.5 million gallons and is located north of I-694 along Fernwood Avenue. 2004 Assessment Policy – Page 17 3. Water Trunk and Subtrunk Distribution Mains A network of pipes and related appurtenances usually in the size range of ten inch (10") to sixteen inch (16"). These pipes are designed to carry large volumes of water and interconnect various point sources of water supply and storage reservoirs. Appurtenances to these facilities would include valves and fittings, but not fire hydrants. 4. Water Main Laterals A network of water pipes and related appurtenances usually six inches (6") or eight inches (8") in size that are installed with approximately eight feet (8') of ground cover to retard freezing and are designed to serve those buildings abutting a given street or easement. Lateral mains are "looped" wherever possible to balance pressures and to provide water from at least two (2) directions so that continuous water service is maintained for most people during a water main break. Looping of lateral mains eliminates dead end water mains that cause a variety of distribution and stagnation problems. Appurtenances to these facilities would include valves, fittings and fire hydrants. 5. Water Main Building Service These pipes lead from laterals (or sometimes from trunk and subtrunk mains) and serve individual buildings abutting thereon. The size of the service usually ranges from three-quarter inch (3/4") to six-inch (6"), depending upon the type of building served. The lines terminate at the property line with a shut off valve and are plugged until such time that the building is connected to the water system. The property owner must make arrangements with a licensed, bonded plumber to complete the service connection. 6. Water Connection Charge This is a charge billed to all properties at the time of connection to the water system. The charge is the individual property share of the cost of the trunk, source, and storage facilities that make water service available. The charge is based on the size of the connection, plus the material and installation cost of a water meter. The current charges are outlined in the City Fee Schedule. Neither of these charges may be assessed against the property. 2004 Assessment Policy – Page 18 7. Water Main Lateral Benefits The benefit resulting to a property abutting or utilizing a water main where a direct connection to that water main via a building service is reasonably possible without additional lateral pipes. Lateral benefit may be provided by connection to trunk, subtrunk or lateral pipes. The calculation of lateral benefit from a trunk or subtrunk pipe will be based on the cost of an eight inch (8") pipe along the same alignment for commercial or industrial zoned property and a six inch (6") pipe for all other areas. 8. Infrastructure Rehabilitation Projects Any project or portion of a project that reconstructs an existing water system facility. A rehabilitation project may occur on the existing alignment of the water line or on a new alignment, thus allowing the existing line to be abandoned or its status downgraded (i.e., trunk or subtrunk to lateral). B. Determining Water Main Assessment Rates 1. Trunk, Subtrunk, Storage and Treatment Facility Rates Any lateral and building service assessments described below will be deducted from the total improvement cost to be assessed. The remaining costs shall be spread equally to all properties that lie within the approved Service District. The costs shall be spread on a gross area basis and will be known as all or any of the following as appropriate: trunk, subtrunk, source, storage, and treatment assessment. 2. Water Main Lateral Rates The building service assessments described below will be deducted from the total improvement cost to be assessed. The amount remaining after said deductions will be assessed by the following method. ▪ R-1 and R-2 residential lots at 100% of the total project cost ▪ All other land uses at 100% of the total project cost 3. Water Main Building Service The assessment rate for each size of building service three-quarter inch (3/4") to eight inch (8") inch shall be determined by adding all the costs associated with each size of service and dividing by the total number of services 2004 Assessment Policy – Page 19 constructed. Each unit will be assessed at the determined rate for each size and number of services installed. This will be known as the building service assessment. Storm Sewer A. Definitions and General Provisions 1. Storm Sewer Improvement District The City Council may, at its discretion, construct and finance storm sewer improvements by utilizing a storm sewer tax district, pursuant to Minnesota Statute 444.16 through 444.21. 2. Storm Sewer Trunk Facilities a. Ponds A basin or wetland constructed or naturally located within a permanent easement for the purpose of containing storm runoff. May be a retention (permanent) pond; detention (temporary) pond; or a combination of both. Arden Hills is within the Rice Creek Watershed District (RCWD), which may require additional improvement to control flow discharge from the ponds. The RCWD has a formal permitting process governing pond construction. b. Pipe Network A network of pipes ranging in size generally from thirty inches (30") through seventy-two inches (72"). The trunk pipe networks are designed to collect stormwater runoff from an area generally larger than forty (40) acres. 3. Channels, Ditches and Swales Conveyance network constructed within permanent easements for the purposes of transporting stormwater runoff. 4. Storm Sewer Lateral Facilities A network of pipes ranging in size generally from twelve inches (12") to twenty-seven inches (27") designed to collect stormwater runoff from a specified small area to a trunk facility. The lateral facilities also include street 2004 Assessment Policy – Page 20 overland flow and inlet structures such as catch basins, manholes and flared end sections. 5. Storm Sewer Taxing District A drainage area determined by using topographical maps and surveys that mutually benefit from storm sewer improvements in conformance with Minnesota Statute, Section 444.16 through 444.21 6. Watershed District A formally established area and Board that protects and controls the water management aspects of subdivisions and developments within the region. B. Determining Storm Sewer Assessment Rates 1. Storm Sewer Trunk Rates Design and estimate the total improvement cost of the ultimate trunk system needed to provide complete service to each property in the Service District considered. Also, include the total cost of any existing facilities and/or previous storm sewer assessments to be credited. Determine the base assessment rate by dividing the ultimate system cost described above by the sum total of the following: ▪ Gross area of low-density residential properties times 1.0. ▪ Gross area of medium and high density residential, church and school properties times 1.25. ▪ Gross area of commercial property times 1.5. ▪ Gross area of industrial property times 2.0. Assessment rates would be set as follows: ▪ The base rate shall apply to low density residential properties. ▪ The base rate times 1.25 shall apply to medium and high- density residential, church and school properties. ▪ The base rate times 1.5 shall apply to commercial property. ▪ The base rate times 2.0 shall apply to industrial property. Credits may be given for previous storm sewer assessments, existing systems and any future additional construction that may be necessary as determined by 2004 Assessment Policy – Page 21 the City Engineer for complete service to each property. Credit rates for future construction shall be based on current prices. The City may determine that storm sewer trunk cost be assessed to all properties within a respective storm sewer taxing district under Minnesota Statute 444.16 through 444.21 2. Storm Sewer Lateral Rates The lateral storm sewer project costs will be assessed by one of the following methods as determined by the City Council after the project feasibility study. 3. Lot/Equivalent Lot Basis Determine the total number of lots and equivalent lot units receiving lateral benefit and divide the project cost equally among them. ▪ R-1 and R-2 residential lots at 100% of the total project cost ▪ All other land uses at 100% of the total project cost B. Municipal State-Aid Construction Fund Contributions When a Municipal State-Aid Street project includes either trunk or lateral storm sewer, which the Minnesota Department of Transportation (MnDOT) determines may be funded by Municipal State-Aid construction funds, the amount determined to be actually funded by MnDOT may be deducted from the total improvement costs to be assessed. C. Infrastructure Reconstruction Projects Any project or portion of a project that reconstructs an existing storm sewer system facility. A reconstruction project may occur in the existing alignment of the storm sewer pipe or on a new alignment, thus allowing the existing line to be abandoned or its status downgraded (i.e., trunk to lateral). All properties with tax exempt status and abutting new street reconstruction, street reconstruction, or bituminous overlay improvements shall be assessed at one hundred percent (100%) of the cost of the improvement. 2004 Assessment Policy – Page 22 Additional Definitions and General Provisions A. Federal, State and County Highways These streets are classified as expressways, freeways, and principal arterials constructed and maintained by the State or County Highway Departments. They will carry large volumes of traffic at peak loading times. B. Minnesota State-Aid (MSA) Streets These are termed collector streets that interconnect other collector streets, State or County highways, or with Minnesota State-Aid streets in the municipality. Municipal State-Aid funds, apportioned from the gasoline tax, are used to help finance the cost of Minnesota State-Aid Street. The design for a Minnesota State-Aid road is dependent on traffic volumes and the urban setting. C. Commercial/Industrial Streets These are streets that generally serve commercial/industrial property. They would typically have a projected traffic volume higher than a residential street. A typical design would be thirty-six feet (36') wide with concrete curb and gutter, and nine (9) tone design in accordance with current MnDOT standards. D. Residential Streets Primarily serve adjoining residents with little or no through traffic. Almost all trips have either an origin or destination on that street. (18.5 miles throughout the City) Street width: Minimum of 28 feet. E. Neighborhood Streets Provide access to residences on that street and provide a route through neighborhood for residents on other streets. A large proportion of trips have neither an origin nor destination on that street. (4.5 miles throughout the City) Street width: Minimum of 30 feet. F. Community Street Provide access to the residences, institutions and businesses on that street, providing a route through the neighborhood or business district for residents of other neighborhoods. (6.0 miles throughout the City) Street width: Case specific, 32 foot minimum. 2004 Assessment Policy – Page 23 G. Special Cases Streets which do not fir into any of the above descriptions and have a very low usage, (1-3 residences); streets which provide secondary access (i.e. alleys); or, streets defined by extreme limitations due to narrow right-of-way, topography, etc. H. Appurtenances 1. Sidewalks The City may require sidewalks or trails on or adjacent to selected streets or in selected subdivisions. 2. Street Lighting The City has a separate plan that indicates where lights are typically installed. Additional street lights or ornamental lights may be installed at the written request of the abutting property owners. 3. Trees Trees and other types of landscaping may be required on selected streets. 4. Seeding/Sod Boulevard restoration by seeding/sodding may be required to prevent erosion. 5. Existing Street Reconstruction Projects Projects that reconstruct existing City streets shall be to the minimum applicable standards for the type of street classification, consistent with the Arden Hills Pavement Management Program (PMP) (as found in the Appendix) 6. Maintenance/Rehabilitation Projects a. Cold in Place Recycling and Repaving (CIR/Repaving) 2004 Assessment Policy – Page 24 Recycling of existing deteriorated pavements by pulverizing, mixing with new asphaltic oils and compacting in place. New paving materials are then placed over the cold recycled pavement similar to a standard overlay. b. Bituminous Overlay Placement of an additional bituminous layer, generally one inch (1") to two inches (2") thick, over an existing bituminous surfaced street. c. Concrete Pavement Restoration Replacement of existing concrete panels that have deteriorated, mudjacking panels to improve rideability, and the filling of joints and cracks with petroleum based material to eliminate flow water to the base below the surface. d. Crack Sealing Placement of petroleum based material in the cracks of a bituminous surfaced street for the purpose of eliminating the flow of water from the surface to the aggregate base material blow. e. Bituminous Seal Coating Placement of petroleum based material and aggregate on an existing bituminous surfaced street for the purpose of filling cracks and covering mild wear. f. Bituminous Surfacing Patching Repair or replacement of existing bituminous surfacing that has deteriorated. \\Earth\Finance\FinanceDirector\APTF\2004Assessment Policy: Revised 9/1/04 2004 Assessment Policy – Page 25 The City of Arden Hills appreciates and acknowledges all the contributions made by the Assessment Policy Task Force in the drafting of this document. The City acknowledges the following individuals who served on the Task Force: Gerald Garski Bill Gillies Jim Holden Andy Holewa Raymond McGraw Charles Stoddard David Grant (Council Liaison) Gregg Larson (Council Liaison) Murtuza Siddiqui, Finance Director (staff liaison) Tom Moore, Operations and Maintenance Director (staff liaison) Page 1of 2 DATE: June 15, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Elections and Voting Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council may discuss any concerns about functionality, signage, parking, and ease of access related to the city’s three election precinct locations as outlined below: Precinct 1 – Presbyterian Church of the Way, 3382 Lexington Avenue Precinct 2 – Anderson Center - Bethel University Satellite Campus, 2 Pine Tree Drive Precinct 3 – North Heights Lutheran Church, 1700 W Highway 96 Background/Discussion On January 13, 2020 the City Council approved Resolution 2020-005 designating the three polling locations as outlined above. Precinct 1 remains the same as in prior years; however, Precincts 2 and 3 were both reassigned. Following the March 2020 Presidential Primary, various concerns were raised regarding the Anderson Center - Bethel University Satellite Campus located at 2 Pine Tree Drive (Precinct 2). The concerns included the need for a larger room for the 2020 General Election, that an adequate amount of extension cords and more outlets be readily available in the space, better signage be implemented, and to address parking and ease of access for those with disabilities. Regarding North Heights Lutheran Church located at 1700 W Highway 96 (Precinct 3), it was generally felt that the location’s room worked well but that better signage routing voters from Highway 96 along the drive leading to the parking area were necessary. The only concern raised about the Presbyterian Church of the Way (Precinct 1) was that some Shoreview residents indicated that they had received a mailing indicating this was their polling location. AGENDA ITEM – 1E MEMORANDUM Page 2of 2 In addition, curbside voting and how that option would potentially function was a question expressed by some election judges. Following the March primary, City staff relayed the above concerns to Ramsey County Elections Office (RCEO) staff. RCEO staff have stated that they will work with the city to ensure additional signage is in place, especially at the Anderson Center – Bethel University Satellite Campus and North Heights Lutheran Church locations. It should be noted that Arden Hills staff has also internally discussed providing signs (in addition to those provided by the RCEO) and will work with Public Works staff regarding placement of the additional signs. RCEO staff has also indicated that based on the need for a larger space at Precinct 2 - Anderson Center – Bethel Satellite Campus, voting will take place in a much larger room that is located on the “second” floor; however, it is important to note that technically the main entrance is considered to be the building’s third floor, which means the room we will be using is actually on the fourth floor. There are several elevators available immediately in the front entrance and we have been assured ample signage will be in place to direct voters to the appropriate level. Regarding curbside voting and in light of coronavirus and social distancing concerns, RCEO staff stated they are working closely with the State’s Election Task Force and Public Health pertaining to the logistics of this option. In previous years, curbside voting was exercised only for disabled voters or for voters that were not able to stand in long lines. RCEO staff recognizes that this option must be expanded as it could potentially be utilized by quite a large population of voters. City staff will update the Council once a formal plan has been formulated and communicated to us. Once the logistics are decided, staff will work with RCEO to ensure that those that need to utilize curbside voting are aware of how to use it, and there is prevalent signage at the polling place. That said, voting by mail is being heavily promoted for both the August 11 Primary and the November 3 General election. Attached is a sample of the postcard RCEO staff will be mailing to all Ramsey County voters informing them about no excuse absentee voting and encouraging people to vote by mail. RCEO has stated they are promoting absentee voting by mail via radio ads, social media, and the Ramsey County Elections website. We also are promoting voting via the city’s website and social media. Attachments Attachment A: Sample elections/voting postcard Vote by mail STATE PRIMARY GENERAL ELECTION All eligible voters in Ramsey County can vote by mail in both the Aug. 11 State Primary and the Nov. 3 General Election. Voting by mail is... Safe. Easy. Convenient. ramseycounty.us/VoteByMail Is diiwangeli si aad u dhiibato codkaaga oo u aad codsato cod dhiibashada Regístrese para votar y solicite una boleta de votación en Sau npe xaiv tsa & thov daim ntawv xaiv tsa ntawm တၢ်ဆဲးလီၤမံၤလၢကဟ့ၣ်တၢ်ဖးအဂီၢ် ဒီး ဃ့ထီၣ်လံာ်က့လၢကဘၣ်ဟ့ၣ်တၢ်ဖးဖဲလဲၣ်အဂီၢ် Register to vote and request a ballot ramseycounty.us/VoteByMail Request an absentee ballot to vote by mail. See if you are eligible to vote and register. Questions? 651-266-2171 elections@ramseycounty.us PO Box 64098 Saint Paul, MN 55164-0098 STATE PRIMARY: Aug. 11, 2020 GENERAL ELECTION: Nov. 3, 2020ramseycounty.us/VoteByMail Request an absentee ballot to vote by mail. See if you are eligible to vote and register. Questions? 651-266-2171 elections@ramseycounty.us PO Box 64098Saint Paul, MN 55164-0098 STATE PRIMARY: Aug. 11, 2020 GENERAL ELECTION: Nov. 3, 2020 **********ECRWSSEDDM********** Local Postal Customer PRSRT STANDARD US POSTAGE PAID TWIN CITIES MN PERMIT NO 594 AGENDA ITEM – 1G MEMORANDUM DATE: June 15, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: COVID-19 Operations Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration Council may provide further direction on ongoing operations regarding COVID-19. Background Staff will provide applicable COVID-19 updates and any updates to the Governor’s guidance. Note, a new requirement was issued that requires cities to have a COVID-19 preparedness plan approved and posted to the State’s Stay Safe Minnesota Website. Additional guidance is due out by June 15, 2020; should the guidance come out prior to the work session Staff will have a draft preparedness plan for review. Should guidance not be available by the work session, staff will have it out to Council shortly thereafter. This plan will need to be approved by the Council at its June 22, 2020 regular Council meeting, or at a special meeting prior to June 29, 2020. Budget Impact N/A Attachment N/A Page 1 of 1 AGENDA ITEM – 1H MEMORANDUM DATE: TO: FROM: June 15, 2020 Honorable Mayor and City Councilmembers Dave Perrault, City Administrator SUBJECT: Council Tracker Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should provide further direction on items presented on the Council Request Tracker. Background City Council will receive a verbal update on items the Council has previously directed staff to research and/or bring forward. Discussion N/A Budget Impact N/A Attachments N/A