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HomeMy WebLinkAbout2010-09-15 PACKET 04.K.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 hearing on the 2010 Pavement Management River Acres(District H) 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 2010 Pavement Management River Acres (District H) project, and then adopt the resolution calling for the hearing on the proposed assessment. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE �� •C •1111 �.�•\ � • \', ❑ PLANNING ❑ ❑ ❑ ❑ PUBLIC SAFETY ❑ ❑ ❑ ❑ PUBLIC WORKS ❑ ❑ ❑ ❑ PARKS AND RECREATION ❑ ❑ ❑ ❑ HUMAN SERVICES /RIGHTS ❑ ❑ ❑ SUPPORTING DOCUMENTS ® MEMO /LETTER: ® RESOLUTION: 4 el 5 gc�'10 - ' 171 Y City of Cottage Grove Memo Im FROM M Honorable Mayor and City Council Ryan Schroeder, City Administrator Robin Roland, Finance Director Jennifer Levitt, City Engineer Brenda Peper, Financial Analyst September 10, 2010 Declare costs to be assessed and call for public hearing on October 20 2010 Introduction On October 21, 2009 the City Council authorized a feasibility report for the 2010 Pavement Management Project to be prepared. The 2010 Pavement Management - area is for the River Acres Area, known as District H as established by the 1994 Pavement Management Program. The City Council held a workshop session on December 2, 2009 to discuss the various elements of the proposed improvements. A neighborhood meeting was held for the proposed area on January 7, 2010 at the Cottage Grove City Hall. The feasibility report was approved on February 17, 2010 and a Public Hearing was held on March 17, 2010. The project was ordered and plans and specifications were requested to be prepared on March 17, 2010. The bid was awarded to Ace Blacktop on 6/16/2010. Discussion The proposed assessment amounts follow the adopted Infrastructure Management Task Force (IMTF) policy calling for 45% of the project costs to be assessed equally to all properties in the improvement area. The attached breakdown from the SEH Engineering firm shows assessable cost of $614,668 resulting in an assessment for each property of $5,277. The City's practice is to assess for improvement projects once the project is substantially complete which has been interpreted to mean a drivable surface. We are told that the roadway improvements will be substantially complete and usable by the date of the public hearing but there may be some restoration work that continues into the spring. City Council 2010 Pavement Management Declare Costs Page #2 Recap of the project costs and funding Estimated tinal cost with other Assessed % Storm Sewer Property Tax costs Amount (45 %) Assessed Utility Fund Levy Streets $ 1,172,385 $ 527,573 45.0% $ - $ 644,812 Storm Sewer 164,944 74,225 45.0% 90,719 - Railroad crossing improvements 28,600 12,870 45.0% 15,730 1,365,929 614,668 45.0 90,719 660,542 Parcels Assessed Quiet Zone 52 Assessment Amount Per parcel Quiet Zone $ 247.50 Parcels Assessed Street and Storm 114.0422 Assessment Amount Per parcel streets $ 4,626 Assessment Amount Per parcel storm $ 651 Total assessment streets and storm 7 5,277 These current assessment amounts compare to the original projected assessment amounts based on the engineer's estimate of $6,275 for streets and storm and $247.50 for the quiet zone. The action requested at this meeting is to adopt resolutions declaring the costs to be assessed and calling for a public hearing to consider the assessment. Following these actions staff will prepare assessment notices that will be sent to the benefiting property owners, and publish the notice in the newspaper. The assessment notices will show the proposed assessment amounts included in the attached list. Staff Recommendation Staff recommends adoption of the attached resolutions declaring the costs to be assessed and calling for a public hearing on October 20, 2010. Action Requested Adopt resolution declaring the costs to be assessed and calling for a public hearing to be held October 20, 2010. RESOLUTION NO. 10- RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL FOR THE 2010 PAVEMENT MANAGEMENT RIVER ACRES (DISTRICT H) ROAD PROJECT WHEREAS, contracts were let for the 2010 Pavement Management River Acres(District H) Road Project and the contract price for such improvements was $915,430 with expenses incurred in the construction of improvements and other construction amounting to $450,499. 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 $614,668 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 Passers this 15 day of September, 2010. Myron Bailey, Mayor Attest: Caron Stransky, City Clerk RESOLUTION NO. 10- RESOLUTION CALLING FOR PUBLIC HEARING ON THE 2010 PAVEMENT MANAGEMENT RIVER ACRES (DISTRICT H) 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 2010 Pavement Management River Acres(District H) Road 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 20th 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 W z r z W Q W N Z J 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O . c.. r r.. . r r r r. r. r r... r h r r r . .. N N N N r N. 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