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Home My WebLink About2010-09-15 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 09/15/10 PREPARED BY Finance Robin Roland ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Adopt resolutions declaring costs and calling for the public hearings on the Lehigh and Trunk Highway 95 street assessment project STAFF RECOMMENDATION Staff is recommending that the Council adopt the resolution declaring the costs and ordering the preparation of the assessment roll for the Lehigh and Trunk Highway 95 street assessment project, and then adopt the resolution calling for the hearing on the proposed assessment. BUDGET IMPLICATION $ BUDGETED AMOUNT ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS SUPPORTING DOCUMENTS ® MEMO /LETTER: ® RESOLUTION: DATE ADMINISTRATORS COMMENTS W 21Z 9 10 bo City Administrator Date COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER ACTUAL AMOUNT FUNDING SOURCE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ADMINISTRATORS COMMENTS W 21Z 9 10 bo City Administrator Date COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER From: Jennifer M. Levitt, P.E., City Engineer Robin Roland, Finance Director Brenda Peper, Financial Analyst Date: September 10, 2010 Re: Lehigh and TH95 Project: Declare Costs for the Project Call for a Public Hearing on October 6, 2010 Backaround: This area had been a concern to area residents and the City for a number of years. Specifically, the Lehigh and Trunk Highway 95 intersection had been a safety concern for some time with the skewed angle. An analysis of the MnDOT crash data of accidents occurring in close proximity to the intersection revealed nine accidents took place between 2002 and 2005. In each of these accidents, roadway design appeared to be a contributing factor. According to the crash report, all of these accidents occurred within 1/4 —mile of the intersection, and the crashes were all sideswipes, rear -end collisions, and vehicles running off the road to avoid slowing or stopping vehicles preparing to turn. In addition to the safety concerns, there was also poor drainage north of the intersection. Residents had made numerous complaints regarding the drainage in this area. Each spring a large section of Lehigh Road had water standing on it and many areas experienced washouts. These washouts have had temporary measures utilized each year to stabilize the road until an ultimate solution could be implemented. The ultimate solution was to create a ditch section along Lehigh Road to contain the water and add additional culverts to control drainage to existing drainage and utility easements. A History of City Actions on this project are as follows: The City Council authorized staff to submit an application to the MnDOT's 2008 Municipal Agreement Program on October 4, 2006 for the TH95 and Lehigh Road improvements. Then on February 27, 2007, the City was notified that $135,041 had been offered for the improvement project. Council then authorized acceptance of the FY2008 Municipal Agreement Program Funding on March 21, 2007. In September 2007, WSB was selected to provide the engineering design services for the project. The City continued to negotiate for additional funds for the project due to additional requirements placed on the design of the bypass lane, turn lane and road re- alignment. Then on February 8, 2008, the City was notified that additional funds valued at $210,000 could be utilized for a reduced scope to eliminate the bypass lane and keep the turn lane and Lehigh re- alignment. Council approved the feasibility report on April 16, 2008 and called for a Public Improvement Hearing to be held on May 21, 2008. Public Hearing At the May 21, 2008 Public Hearing the City Council ordered the improvements to Lehigh Road and TH 95 intersection (Schedule A in the feasibility report) and a portion of the drainage improvements (Schedule D in the feasibility report) with a 4 -0 (Sandy Shiely was absent). The project ordered selected was to construct only the TH 95 and Lehigh realignment portion and not do anything else on Lehigh. This would mean the City would be able to utilize the Cooperative Agreement money from the MnDOT and would have less assessments related to the project. The funding for the project would be the $210,000 in Cooperative Agreement Dollars, assessments, Stormwater Utility and State Aid funds. In the discussions at the Public Hearing, Council indicated they did not want to assess the two parcels for stormwater related activities. Council proposed a cap of $5,513.00($3,095.45 streets and $2,418 storm) for parcels 44.0001 and 44.0007 for an equitable road assessment even though the more extensive Lehigh Road improvement was not ordered. Council further directed that the stormwater drainage assessment not be assessed so an assessment of $3,095.45 is proposed. The cost benefit appraisal dated 12/31/2007 for the assessments on the two parcels being assessed came back at $10,000 (25.027.21.44.0001) and $8,000 (25.3027.21.44.0007) Following is a recap of the constructions costs incurred: Estimated final Assessed % MnDOT MSA State Storm Water MSA Fund cost Amount Assessed Funding Aid utility Balance Contractor and other costs $ 420,121 $ 6,191 1.5% 210,000 $ 110,449 $ 37,505 $ 55,976 ROW /Easement 11,606 0.0% $ 11,606 431,727 6,191 1.4% 210,000 122,055 37,505 55,976 Parcels Assessed Assessment Amount Per parcel 3,095.45 Recommendation: It is recommended the Council adopt the attached resolution declaring the costs to be assessed and calling for a public hearing to be held on October 6, 2010. RESOLUTION NO. 10- RESOLUTION CALLING FOR PUBLIC HEARING ON THE LEHIGH AND TRUNK HIGHWAY 95 ROAD PROJECT WHEREAS, by Resolution 10- , passed by the City Council on September 15, 2010, the Council directed the Finance Director to prepare the proposed assessment roll for the Lehigh and Trunk Highway 95 Project and WHEREAS, the City Clerk has notified the Council that such assessment roll is complete and filed in her office for public inspection. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, as follows: 1. A hearing shall be held on the 6th day of October 2010 at 7:30 p.m. to pass upon such proposed assessment roll. 2. The Finance Director is hereby directed to cause a Notice of Hearing on the proposed assessments to be published in the Washington County Bulletin, the official newspaper of the City, at least two (2) weeks prior to the hearing and shall state in the notice the total cost of the improvement and the proposed interest rate of 7 %. The Finance Director shall cause mailed notices to be given to the owner of each parcel described in the assessment roll Passed this 15th day of September 2010 Myron Bailey, Mayor Attest: Caron Stransky, City Clerk RESOLUTION NO. 10- RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL FOR THE LEHIGH AND TRUNK HIGHWAY 95 ROAD PROJECT WHEREAS, contracts were let for the Lehigh and Trunk Highway 95 Project and the contract price for such improvements was $265,141, with expenses incurred in the construction of improvements and other construction amounting to $166,586. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, as follows: 1. The net cost of such improvements to be assessed is declared to be $6,190.90 2. The Finance Director, with the assistance of the City will calculate the proper amount to be assessed for such improvements against every assessable lot or piece of parcel or land within the district affected without regard to cash valuation as provided by law, and shall file a copy of proposed assessment roll in the City Clerk's office for public inspection 3. The City Clerk shall, upon completion of such assessment roll, notify the City Council therefor Passed this 15 day of September, 2010. 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