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12/20/2011 - City Council RegularAGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING DECEMBER 20, 2011 6:30 P.M. I. ROLL CALL AND PLEDGE OF ALLEGIANCE II. ADOPT AGENDA III. RECOGNITIONS AND PRESENTATIONS / I A. RECOGNIZE Public Works Utility Superintendent Wayne Schwanz on his retirement after `7 27 years of service to the City of Eagan IV. CONSENT AGENDA (Consent items are acted on with one motion unless a request is made for an item to be pulled for discussion) P S A. APPROVE MINUTES J B. PERSONNEL ITEMS jq C. APPROVE Check Registers a D. APPROVE Change Orders No.'s 3, 4, and 5 for City Conduit and Fiber Contract 11 -14 E. APPROVE revised City Purchasing Policy and revised Environmentally Preferable Purchasing Guidelines P�J(p F. APPROVE Conditional 90 -Day On -Sale Liquor Licenses 1'44 7 G. APPROVE 2012 On -Sale Liquor License renewal for Starks I, Inc. dba Rickey's Cafe /Starks Saloon (10 H. APPROVE 2012 Enterprise Fund budgets for Public Utilities (Water, Sewer, Street Lighting, and Storm Drainage/Water Quality), Cascade Bay and Community Center 5? I. APPROVE 2012 Special Revenue Funds budgets: Housing Fund, DWI Forfeiture Fund, Minnesota Investment Fund (MIF) Revolving Loan Fund, Cable TV Franchise Fees Fund, and E -TV Fund �f'Dq J. ADOPT a Resolution to receipt a $1,000 check from Wal -Mart to be used for the Shop with f _ a Cop Program K. APPROVAL of a Joint Powers Agreement with Dakota County to implement outdoor warning siren narrow banding P L. PRESENT Feasibility Report for Project 1057 (Highview Acres — Street Overlay) and Schedule Public Hearing (January 17, 2012) M. PRESENT Feasibility Report for Project 1058 (Oslund Timberline (Pine Ridge Drive) — Street Overlay) and Schedule Public Hearing (January 17, 2012) g) N. PRESENT Feasibility Report for Project 1062 (Kings Wood/ Cutters Ridge/ She Downs — Street Overlay) and Schedule Public Hearing (January 17, 2012) D �T •&;�O. PRESENT Feasibility Report for Project 1073 (Wescott Road, Denmark to 600' East of Lexington/ Glacier Drive — Street Overlay) and Schedule Public Hearing (January 17, 2012) p 9 •� P. APPROVE Amendment to Consulting Engineering Fee Schedule (2012) t?(p Q. APPROVE Final Payment for Contract 11 -11, City -Wide Trail Improvements R. RECEIVE Petition to Vacate Drainage & Utility Easement and Schedule Public Hearing (January 17, 2012) — Ballantrae Apartments j S. APPROVE Modification to the Final Plat — Pomroy Addition Q q T. AUTHORIZE Submittal of FY 2012 Community Developmen 3 t Block Grant Application to the :.J Dakota County CDA P� U. AUTHORIZE Submittal of 2012 Redevelopment Incentive Grant Application to the Dakota County CDA V. AUTHORIZE Submittal of 2012 Redevelopment Grant Application for Completion of Cedar Grove Boulevard to the Minnesota Department of Employment and Economic Development {� IDT W. APPROVE Tobacco License for Discount Tobacco, Inc., 1960 Cliff Lake Road Ste 106 1� X. APPROVE an Amended and Restated Easement and Assessment Agreement — Cedarvale Highlands I APPROVE TWTC Conduit Lease Agreement V. PUBLIC HEARINGS 616 A. 2012 Fee Schedule e. / - j6. PROJECT 1047 (Johnny Cake Ridge Road (Cliff Road to City Limits) - Street Overlay) 19,113C- PROJECT 1078 (Johnny Cake Ridge Road (Diffley Road to Teal Cove) - Street Overlay) -P 195D. PROJECT 1079 (Denmark Avenue/ Clubview Drive - Street Overlay) 1� E. PROJECT 1080 (Rahn Road (Shale Lane to Cedar Grove Parkway) - Street Overlay) D)41 F. COACHMAN OAKS Housing Improvement Area - City of Eagan VI. OLD BUSINESS - Pa 5 APPROVE 2012 General Fund budget and property tax levy eAe�B. RECEIVE Central Area Retail Market Absorption Study Results VII. NEW BUSINESS VIII. LEGISLATIVE I INTERGOVERNMENTAL AFFAIRS UPDATE IX. ECONOMIC DEVELOPMENT AUTHORITY A. CALL TO ORDER Pd - 7013. ADOPT AGENDA C. CONSENT AGENDA 1. APPROVE EDA Minutes D. OLD BUSINESS E. NEW BUSINESS a 7i/ 1. AUTHORIZE Distribution of RFP for Limited Site Investigation (LSI) at 3955 Cedarview Drive `j and AUTHORIZE Submittal MN Petrofund Application for LSI Costs F. OTHER BUSINESS G. ADJOURN X. ADMINISTRATIVE AGENDA A. City Attorney B. City Council Comments C. City Administrator D. Director of Public Works E. Director of Community Development XI. VISITORS TO BE HEARD (for those persons not on the agenda) XII. CLOSED SESSION XIII. ADJOURNMENT City of Eap Demo TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: DECEMBER 16, 2011 SUBJECT: AGENDA INFORMATION FOR DECEMBER 20, 2011 CITY COUNCIL MEETING ADOPT AGENDA After approval is given to the December 20, 2011 City Council agenda, the following items are in order for consideration. 3 Recognitions and Presentations Information Memo December 20, 2011 Eagan City Council Meeting RECOGNITIONS AND PRESENTATIONS: Recognize the retirement of Public Works Utility Superintendent Wayne Schwartz for his 26%2 years of service to the City of Eagan. FACTS: • Wayne Schwanz was hired on March 11, 1985 • He has held several positions within the Utility Maintenance Division including Sewer Maintenance worker, Sewer Maintenance Supervisor and Utility Superintendent. • Public Works Director Colbert will address the Council with more detail on his service to the City. • Utility Superintendent Schwanz will be presented with a plaque in recognition and appreciation for his service to the community. ATTACHMENTS: None Agenda Information Memo December 20, 2011 Eagan City Council Meeting CONSENT AGENDA The following items referred to as consent items require one (1) motion by the City Council. If the City Council wishes to discuss any of the items in further detail, those items should be removed from the Consent Agenda and placed under Old or New Business unless the discussion required is brief. A. APPROVE MINUTES ACTION TO BE CONSIDERED: To approve the minutes of the December 6, 2011 Regular City Council meeting as presented or modified. ATTACHMENTS: Minutes of the December 6, 2011 Regular City Council meeting are enclosed on pages through �. 5 MINUTES OF A REGULAR MEETING OF THE DRAFT EAGAN CITY COUNCIL Eagan, Minnesota DECEMBER 6, 2011 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Councilmembers Bakken, Fields, Hansen and Tilley. There were no visitors who wished to be heard. A regular meeting of the Eagan City Council was held on Tuesday, December 6, 2011 at 6:30 p.m. at the Eagan Municipal Center. Present were Councilmembers Bakken, Fields, Hansen and Tilley. Also present were City Administrator Tom Hedges, Assistant City Administrator Miller, Director of Administrative Services VanOverbeke, Director of Community Development Hohenstein, City Planner Ridley, Police Chief McDonald, Communications Director Garrison, Director of Parks and Recreation Johnson, Public Works Director Colbert and City Engineer Matthys. Mayor Maguire not yet present. Councilmember Hansen was Acting Mayor. AGENDA City Administrator Hedges asked to have Public Hearing item A., Variances for 733 Bradford Place moved to final Public Hearing, item D. Councilmember Tilley moved, Councilmember Fields seconded a motion to approve the agenda as amended. Aye: 4 Nay: 0 RECOGNITIONS AND PRESENTATIONS There were no recognitions or presentations. CONSENT AGENDA Councilmember Tilley moved, Councilmember Fields seconded a motion to approve the Consent Agenda as presented. Aye: 4 Nay: 0 A. It was recommended to approve the minutes of the November 15, 2011 regular City Council meeting as presented B. PERSONNEL ITEMS 1. It was recommended to approve the hiring of Eagan Fire Fighter, Andrew Fossum and Eagan Fire Fighter, Tom Schellinger as temporary Fire Inspectors 2. It was recommended to authorize a Phased Retirement Agreement for Gene VanOverbeke effective January 30, 2012 through December 31, 2012 3. It was recommended to approve the hiring of Erica Olson for the Clerical Technician III position in the Community Development Department C. It was recommended to approve Check Registers dated November 10, 2011, November 17, 2011 and November 23, 2011 as presented D. It was recommended to approve Amendment adding South Metro Fire to Dakota County Fire Mutual Aid Agreement E. It was recommended to approve a Resolution accepting a Donation of $2,000 from the Eagan Fire Department Auxiliary for the Fire Department F. It was recommended to approve a Temporary On -Sale Liquor License and waive the license fee for Trinity School at River Ridge Winter Classic Events on January 27 and 28, 2012 G. It was recommended to approve a change in management on the Off -Sale 3.2 Percent Malt Liquor (Beer) License for Wal -Mart Stores, Inc. DBA Wal -Mart Store #1786 H. It was recommended to approve Change in Management on the Off -Sale Liquor License for Sam's West DBA Sam's Club #4738 I. It was recommended to approve Change in Management on the Off -Sale 3.2 Percent Malt Liquor (Beer) License for Kwik Trip, Inc. DBA Kwik Trip #662 E l City Council Meeting Minutes December 6, 2011 2 page DRAFT J. It was recommended to approve Change in Management on the Off -Sale Liquor License for Supervalu, Inc. DBA Cub Liquors and the Off -Sale 3.2 Percent Malt Liquor (Beer) License for Eagan 2008 LLC DBA Cub Foods K. It was recommended to approve Change in Management on the Off -Sale 3.2 Percent Malt Liquor (Beer) License for Northern Tier Retail, LLC, DBA SuperAmerica 44049 L. It was recommended to approve Change in Management on the Off -Sale 3.2 Percent Malt Liquor (Beer) License for Northern Tier Retail, LLC, DBA SuperAmerica #4464 M. It was recommended to approve Change in Management on the Off -Sale 3.2 Percent Malt Liquor (Beer) License for RBF, LLC of Wisconsin DBA Rainbow Foods N. It was recommended to approve Change in Management on the Off -Sale 3.2 Percent Malt Liquor (Beer) License for Supervalu, Inc. DBA Cub Foods O. It was recommended to approve On -Sale 3.2 Percent Malt Liquor (Beer), Wine and Sunday License for Sangat, Inc. DBA Indian Zayka, 1260 Town Centre Drive P. It was recommended to approve renewals of existing alcohol licenses for 2012 Q. It was recommended to direct the City Clerk to issue 2012 alcohol license renewals upon licensees' submission of renewal documents and fees R. It was recommended to approve renewals of existing tobacco licenses for 2012 S. It was recommended to direct the City Clerk to issue 2012 tobacco license renewals upon licensees' submission of renewal documents and fees T. It was recommended to approve renewals of existing tree maintenance contractor licenses for 2012 U. It was recommended to direct the City Clerk to issue 2012 tree maintenance contractor licenses upon licensees' submission of renewal documents and fees V. It was recommended to approve renewals of existing trash hauler licenses for 2012 W. It was recommended to direct the City Clerk to issue 2012 trash hauler licenses upon licensees' submission of renewal documents and fees X. It was recommended to approve renewals of existing kennel and pet shop licenses for 2012 Y. It was recommended to direct the City Clerk to issue 2012 kennel and pet shop licenses upon licensees' submission of renewal documents and fees Z. It was recommended to approve a Revised Fund Balance Policy and related Resolution committing specific revenue sources in Special Revenue Funds AA. It was recommended to approve Agreement with Vanco Services for ACH processing of utility customer bank - pay checks BB. It was recommended to approve Resolution agreeing to enter into an Assessment Agreement — (City of Eagan and Perron Family Members) CC. It was recommended to approve Change Order No. 2 for Contract 10 -11, Ames Crossing Road (Street & Utility Improvements) DD. It was recommended to approve Change Order No. 2 for Contract 11 -08, Cedar Grove Boulevard (Street & Utility Improvements) EE. It was recommended to present Feasibility Report for Project 1061 (S & W — Sibley Court — Street Overlay) and schedule Public Hearing for January 3, 2012 FF. It was recommended to present Feasibility Report for Project 1060 (Tesseract Place — Street Overlay) and schedule Public Hearing for January 3, 2012 GG.It was recommended to present Feasibility Report for Project 1076 (Slater Road/ Whispering Woods 4 — 5�' Additions — Street Overlay) and schedule Public Hearing for January 3, 2012 HH. It was recommended to authorize Applications to Minnesota Pollution Control Agency for Clean Water Partnership Grants PUBLIC HEARINGS COACHMAN OAKS HOUSING IMPROVEMENT AREA — CITY OF EAGAN City Administrator introduced the Coachman Oaks Housing Improvement Area item. Councilmember Tilley moved, Councilmember Fields seconded a motion to call for a Public Hearing on Tuesday, December 20, 2011 to consider the creation of a housing improvement area for the Coachman Oaks Condominiums, located at 1700 Four Oaks Road and 3155 Coachman Road. Aye: 4 Nay: 0 7 City Council Meeting Minutes D R A F 7 December 6, 2011 3 page PROJECT 1085 DENMARK AVENUE, PROMENADE PLACE TO TOWN CENTRE DRIVE INTERSECTION TRAFFIC CONTROL & STREET IMPROVEMENTS City Administrator Hedges introduced the item regarding Project 1085, Denmark Avenue — Promenade Place to Town Centre Drive, intersection traffic control and street improvements. City Engineer Matthys gave a staff report and noted on November 1, 2011 the feasibility report for Project 1085 was presented to the City Council and an informational meeting was held on November 28. Mayor Maguire arrived at 6:45 P.M. Mayor Maguire opened the public hearing. Ronald Erickson of Woodland Trail addressed the Council as to the breakdown of who was paying for the improvements. Councilmember Fields moved, Councilmember Bakken seconded a motion to close the public hearing and approve Project 1085, Denmark Avenue — Promenade Place to Town Centre Drive, intersection traffic control and street improvements, as presented, and authorize the preparation of detailed final plans and specifications for a contract that may be let within 2 years after said approval, and the acquisition of right -of -way and easements through quick -take Eminent Domain, if necessary. Aye: 5 Nay: 0 PROPOSED 2012 BUDGET AND PROPERTY TAX LEVY City Administrator Hedges introduced the item. The City Administrator and Director of Administrative Services VanOverbeke reviewed the proposed 2012 budget and property tax levy. Mayor Maguire opened the public hearing. Neville Ansley, 1301 Berry Ridge Road, addressed the Council as to why his house recently appraised for less than the assessed value. Mike Gresser, 2905 Lexington Avenue South, addressed his proposed 2012 property taxes and asked the Council to further reduce the City's budget. The Council responded to Mr. Ansley and Mr. Gresser's concerns. There was further discussion by the City Council and staff regarding the property tax levy and General Fund Budget. Director of Administrative Services VanOverbeke responded to questions regarding the Market Value Homestead Credit and Homestead Market Value Exclusion. Councilmember Maguire moved, Councilmember Tilley seconded a motion to close the public hearing and set the 2012 general levy and General Fund Budget approval for consideration at the December 20 City Council meeting. Aye: 5 Nay:0 Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the 2012 Cedarvale Special Services District levy and budget. Aye: 5 Nay: 0 The City Council recessed at 8:05 p.m. The City Council reconvened at 8:15 p.m. VARIANCE — BRADFORD PLACE — LESTER BORDSEN/HOMEOWNER City Administrator Hedges introduced the item regarding variances for the property located at 733 Bradford Place allowing more than 2 detached accessory structures, accessory structures exceeding 800 sq. ft., an accessory square footage area exceeding the square footage of the dwelling, an accessory structure in the front yard and an accessory structure exceeding the wall height requirements. City Planner Ridley gave a staff report and provided background information. Mayor Maguire opened the public hearing. FIN City Council Meeting Minutes December 6, 2011 4 page Homeowner, Lester Bordsen of 733 Bradford Place, was present and addressed the Council regarding the site history and variances requested. The Council discussed the proposal at length including the possibility of setting a precedent by allowing the variances. The Council consulted the City Attorney and staff about possible conditions of approval for the variances. Ultimately, the Council asked the applicant if he was supportive of a continuance to allow further investigation of scenarios to allow the variances and increase the Council's comfort level. The applicant agreed with the approach. The Council clarified that approval has not been given, but various scenarios would be considered. The Council asked for a progress update prior to the item coming back before them. Councilmember Bakken moved, Councilmember Fields seconded a motion to close the public hearing and to continue the item to the February 21, 2011 regular City Council meeting to consider the following variances: 1) to allow more than two detached accessory structures, 2) to allow accessory structures in excess of 800 sq. ft., 3) to allow the size of accessory structure to exceed the size of the house, 4) to allow an accessory structure in the front yard, and 5) to allow an accessory structure that exceeds the wall height requirements, subject to the conditions listed in the staff report. Aye: 5 Nay: 0 OLD BUSINESS There were no items for discussion. NEW BUSINESS COMPREHENSIVE GUIDE PLAN AMENDMENT AND REZONING — FORMER FIRE ADMINISTRATION BUILDING City Administrator Hedges introduced the item regarding a Comprehensive Guide Plan Amendment to be submitted to the Metropolitan Council for the City-owned property located at 3795 Pilot Knob Road. City Planner Ridley gave a staff report and provided background information. Councilmember Hansen moved, Councilmember Tilley seconded a motion to direct staff to submit a Comprehensive Guide Plan Amendment to the Metropolitan Council for the City-owned property located at 3795 Pilot Knob Road. Aye: 5 Nay: 0 LEGISLATIVE /INTERGOVERNMENTAL AFFAIRS UPDATE There were no items to be discussed. VISITORS TO BE HEARD There were no visitors to be heard. ADJOURNMENT Councilmember Tilley moved, Councilmember Hansen seconded a motion to adjourn the meeting at 9:25 p.m. Aye:5 Nay:0 Date Mayor Clerk Agenda Information Memo December 20, 2011 Eagan City Council Meeting B. PERSONNEL ITEMS Item 1. ACTION TO BE CONSIDERED: To ratify the agreement reached between the City of Eagan and Law Enforcement Labor Services, Inc; Eagan Police Officer's Patrol Unit, Local 170. FACTS: • The terms of this agreement include 2011, 2012 and 2013. • Except for the additional year, this agreement is consistent with the settlement reached between the City Council and the Eagan Sergeants for 2011 and 2012. (In addition, the Sergeants accepted the proposed holiday schedule change). • Except for the additional year, the agreement is consistent with the settlement reached with the Teamsters Union; Clerical and Maintenance Workers for 2011 and 2012. • The full contract is available in the City Administrator's Office to be signed by the Mayor, City Administrator and City Clerk. Item 2. ACTION TO BE CONSIDERED: To amend the City Personnel Policy to close City offices the Day after Thanksgiving Day. FACTS: • The proposed holiday schedule essentially removes the '/2 day (4 hours p.m.) for either Good Friday or the last working day prior to New Year's Day. • Floating holiday hours will decrease from 16 hours per year to 12 hours per year. • This overall reduction of 8 hours will make available an 8 hour holiday for the day after Thanksgiving Day, thereby maintaining the same number of holiday hours for 2012 and beyond. • The Maintenance employees represented by Teamsters Local 320 did not agree to the proposed holiday schedule, therefore, the Central Maintenance Facility will remain open l0 the day after Thanksgiving. All employees covered under this collective bargaining agreement will be expected to work unless a request for time off is submitted in accordance with the labor agreement and/or City policy. All other parameters remain status quo: • When New Year's Day, Independence Day, Veteran's Day or Christmas Day falls on a Sunday, the following day shall be a holiday. When any of these holidays fall on a Saturday, the preceding day will be a holiday. • Employees shall give the Employer at least two (2) day's notice of their request to take a floating holiday which request shall not unreasonably be withheld. The floating holidays may be taken as one (1) eight (8) hour day or in hourly increments. • All regular, part time employees are eligible for paid holidays on a pro rata basis. Based on their employment status. For example, an employee with a status of 20 hours per week shall be compensated four hours of holiday pay. Item 3. ACTION TO BE CONSIDERED: To amend the City Personnel Policy to approve proposed changes to the Health Care Savings Plan. FACTS: • The Minnesota State Retirement System requires that the Health Care Savings Plan be reviewed at least every two years by the participants. • Recently, each of the identified non union groups met to discuss the desired plan design for 2012 -2013. PROPOSED HOLIDAY SCHEDULE: • Through consensus, each group determined whether or not the parameters would remain with a status quo plan design or propose changes. The attached policy indicates the groups who proposed changes to the plan design. Some groups indicated they did not wish to make any changes. • Attached on pages through � is the revised Personnel Policy, Section 38 which describes the Health are Savings Plan. Strike through marks and underlined text indicate the proposed changes. Item 4. ACTION TO BE CONSIDERED: To approve the proposed 2012 non -union Compensation Plan for all regular non - collective bargaining employees, which will reflect a 2% increase effective January 1, 2012 and a 1 % increase effective July 1, 2012. To approve the proposed 2012 Parks & Recreation Seasonal Compensation Plan which will reflect a 2% increase effective January 1, 2012. This plan includes; non collective bargaining employees with a status of temporary, seasonal, and recurring part time (non- benefit eligible). To approve the proposed 2012 City Wide Intern Compensation Plan effective January 1, 2012 which will reflect a 2% increase effective January 1, 2012. FACTS: • Wages were frozen for all non collective bargaining employees in 2010 and 2011. • The funds necessary for these revisions have been incorporated into the proposed 2012 budget. Item 5. ACTION TO BE CONSIDERED: Approve the hiring of Maura Marko for the Part Time GIS /Office Support position in the Parks Department. FACTS: • On August 1, 2011, Council approved filling of the PT GIS /Office Support position due to employee transfer. a Item 6. ACTION TO BE CONSIDERED: Approve the hiring of Seasonal Employees in Parks & Recreation: Name Division Job Title Alex Barta Civic Arena Building Attendant I Anthony Jackson Civic Arena Building Attendant I Edward Stevens Civic Arena Building Attendant I Thomas Caron Civic Arena Building Attendant I David Allen Parks & Rec Rec Sports Official Keith Wallace Parks & Rec Rec Sports Official Scott O'Neil Parks & Rec Rec Sports Official Ryan Marks Parks & Rec Recreation Program Assistant Ben Fischer Parks & Rec Winter Recreation Leader Bradi Larson Parks & Rec Winter Recreation Leader Brady Weldon Parks & Rec Winter Recreation Leader Brendan Wind Parks & Rec Winter Recreation Leader Claire Opsahl Parks & Rec Winter Recreation Leader Connor Mullarky Parks & Rec Winter Recreation Leader Drew Delvestra Parks & Rec Winter Recreation Leader Jessica Giesen Parks & Rec Winter Recreation Leader John Opsahl Parks & Rec Winter Recreation Leader Jordan Rothschiller Parks & Rec Winter Recreation Leader Joseph Boursell Parks & Rec Winter Recreation Leader Katherine Sturdivant Parks & Rec Winter Recreation Leader Kevin Kunik Parks & Rec Winter Recreation Leader Kyle Hanson Parks & Rec Winter Recreation Leader Matthew Wrycza Parks & Rec Winter Recreation Leader Neal Kunik Parks & Rec Winter Recreation Leader Nick Schuetz Parks & Rec Winter Recreation Leader Nikki Galatowitsch Parks & Rec Winter Recreation Leader Richard LeMay Parks & Rec Winter Recreation Leader Robert Edwards Parks & Rec Winter Recreation Leader Ryan Wall Parks & Rec Winter Recreation Leader Zach Sheahan Parks & Rec Winter Recreation Leader Zachary Holloway Parks & Rec Winter Recreation Leader r3 The text in bold represents proposed changes by each group. Regular employees of the City of Eagan who are scheduled to work 30 or more hours per week may participate in a Health Care Savings Plan (HCSP) as members of specific employee groups. 38.1 The specific groups are: a. Department Directors b. FLSA Non - Exempt Non - Collective Bargaining Employees, Levels 1 -6 who are scheduled to work thirty or more hours per week C. FLSA Non - Exempt Non - Collective Bargaining Employees, Levels 7 -9 who are scheduled to work thirty or more hours per week d. FLSA Non - Exempt Non - Collective Bargaining Employees, Levels 10 -11 who are scheduled to work thirty or more hours per week e. FLSA Exempt Non - Collective Bargaining Employees, Levels 7 -9 f. FLSA Exempt Non - Collective Bargaining Employees, Levels 10 -12 g. FLSA Exempt Non - Collective Bargaining Employees, Levels 13 -16 h. Clerical Collective Bargaining Unit i. Public Works /Parks Maintenance Collective Bargaining Unit I Police Collective Bargaining Unit k Sergeants' Collective Bargaining Unit (Contributions of those represented by a collective bargaining unit are described within each labor contract.) 38.2 Each group will separately determine whether the group wishes to participate in a HCSP. 38.3 If a group chooses to participate, the group will determine the standard amount and type of contribution every employee in that group will make. 38.5.1 Positions required to participate in the Department Director Work Group HCSP Program include: City Administrator, Director of Communications, Director of Administrative Services, Manager of Human Resources, Director of Parks and Recreation, Director of Community Development, Director of Public Works, Chief of Police, and Fire Chief. 38.5.2 Salary Contribution: Year of Service* Year 1 -5 Year 6 -10 YeaYear 16 -20 Year 21+ 15 of salary to be 1% 2% 3]%/, 4% 5% contributed N *Years of Service shall be based on years of participation in a public retirement system, which will be determined by the employee and the Manager of Human Resources upon being hired. a. A department director's salary contribution will commence upon hire. An adjustment to an increased salary contribution will be made in January of the year in which a department director's anniversary in a public retirement system takes place (e.g. if a department director's 15 anniversary in a public retirement system occurs in June of 2006, he /she will be beginning the 16 year of service and thus will make a salary contribution of 4% beginning in January of 2006). 38.5.3 Severance: If a department director voluntarily separates from the City, a contribution of 100% of severance pay shall be allocated to the HCSP. (Severance shall be defined as per Section 14.7 of the Personnel Policy) 38.5.4 Vacation: If a department director voluntarily separates from the City, a contribution of 100% of unused vacation shall be allocated to the HCSP. 38.5.5 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. 38.6.1 Salary Contribution: Year of Service* Year 1 -9 Year 10 -19 Year 20 -25 Year 26+ % of salary to be contributed 1% 2% 3% 5% 38.6.2 Severance: When an employee in this group voluntarily separates from the City, a contribution of the following appropriate amount of severance will be allocated to the Health Care Savings Plan. (Severance shall be defined as per Section 14.7 of the Personnel Policy). Year of Service* Year 1 -4 Year 5 -15 Year 16+ of severance to be allocated 0% 50% 100% *Years of service shall be based on the total number of years that an employee has worked for the City of Eagan. Year 1 begins on the first day of employment at the City of Eagan. a. An adjustment to an increased contribution percentage will be made based on the employee's anniversary date (first day of employment at the City of Eagan). For example, if an employee's 15 anniversary at the City occurs on June 20, 2006, he /she will be beginning the 16 year of employment on that date, and thus 100% /5- of the employee's severance, upon separation, would be allocated to the HCSP from June 20, 2006 and forward. 38.6.3 Vacation: Year of Year 1 -4 Year 5 -15 Year 16 -24 25+ Service* % of vacation to 0% 25% 50% 100% be allocated *Years of service shall be based on the total number of years that an employee has worked for the City of Eagan. Year 1 begins on the first day of employment at the City of Eagan. a. An adjustment to an increased contribution percentage will be made based on the employee's anniversary date (first day of employment at the City of Eagan). For example, if an employee's 15 anniversary at the City occurs on June 20, 2006, he /she will be beginning the 16 year of employment on that date, and thus 50% of the employee's vacation, upon separation, would be allocated to the HCSP from June 20, 2006 and forward. 38.6.4 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. 38.7.1 Salary Deduction: 1 % of an employee's gross salary will be allocated to the Health Care Savings Plan (HCSP) upon hire. 38.7.2 Severance: If an employee in this group voluntarily separates from the City, a contribution of 100% of severance will be allocated to the Health Care Savings Plan. (Severance shall be defined as per Section 14.7 of the Personnel Policy) 38.7.3 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. 38.8.1 Salary Deduction: 1.5 0 % 2% of an employee's gross salary will be allocated to the Health Care Savings Plan (HCSP) upon hire. 38.8.2 Severance: If an employee in this group voluntarily separates from the City, a contribution of 100% of severance will be allocated to the Health Care Savings Plan. (Severance shall be defined as per Section 14.7 of the Personnel Policy) 38.8.3 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. 38.9 FLSA Exempt Non - Collective Bargaining Employees, Levels 7 -9 38.9.1 Salary Deduction: $20 /pay period will be deducted from each employee's pay check (pre -tax) and allocated to the Health Care Savings Plan (HCSP) upon hire. 38.9.2 Severance: If an employee in this group voluntarily separates from the City, a contribution of 100% of severance will be allocated to the Health Care Savings Plan. (Severance shall be defined as per Section 14.7 of the Personnel Policy) 38.9.3 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. 38.10 (previously Levels 10 -12) 38.10.1 Salary Deduction: "0 1.5% of an employee's gross salary per pay period will be allocated to the HCSP upon hire. 38.10.2 Severance: If an employee in this group voluntarily separates from the City, a contribution of 7" 100% of severance will be allocated to the Health Care Savings Plan. (Severance shall be defined as per Section 14.7 of the Personnel Policy) 38.10.3 Vacation: If an employee in this group voluntarily separates from the City, a contribution of 100 50% of unused vacation time at the time of separation from the City will be allocated to the Health Care Savings Plan. 38.10.4 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. 38.11 (previously Levels 10 -12) Years of Service* Year 0 -10 Year 11- Year 20- Year 30+ 19 29 % of salary to be 1% 1.5% 2% 3% contributed 38.10.1 Salary Deduction The table above depicts how an employee's gross salary shall be allocated per pay period, upon hire. 38.10.2 Severance: If an employee in this group voluntarily separates from the City, a �7 contribution of 75-OA 100% of severance will be allocated to the Health Care Savings Plan. (Severance shall be defined as per Section 14.7 of the Personnel Policy) 38.10.3 Vacation: If an employee in this group voluntarily separates from the City, a contribution of 1009% 50% of unused vacation time at the time of separation from the City will be allocated to the Health Care Savings Plan. 38.10.4 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. 38.11.1 Salary Deduction: Year of service* Year 0 -10 Year 11 -14 Year 15 -19 Year 20 -24 Year 25+ Definition Beginning in Commencing Commencing Commencing Commencing the first yr of the 11 yr of the 15 th yr of the 20 th yr of the 25 th yr of service service through service through service through service and through the the 14' yr of 19 th yr of 24 th of service. beyond. 10` yr of service. service. service. % of salary to be 1.5% 2.5% 4% ^ 5% 4.5- -- contributed *Year of service is based on the total number of years that an employee has worked for the City of Eagan. Year 1 begins on the first day of employment. The employee's salary contribution will commence upon hire. An adjustment to an increased salary contribution will be made ifl4anttafy upon the anniversary date of the year in which the employee completes their l O 14 tH , 19 and 24 year of service. e; if empley's 10'wmiver- ar-y eeetffs in itine ef 2006 they will be beginning their o 0 beginni ianuai:y of 2006. 38.11.2 Severance: If an employee in this group voluntarily separates from the City, a contribution of 100% of severance will be allocated to the Health Care Savings Plan. (Severance shall be defined as per Section 14.7 of the Personnel Policy) 38.11.3 Vacation: If an employee in this group voluntarily separates from the City, a contribution of 100% of unused vacation time at the time of separation from the City will be allocated to the Health Care Savings Plan 38.11.4 Plan Provisions: This group's HCSP shall be reviewed by the group every two years. Lkp /benefits /hcsp revised 12.2011 1 19 Agenda Information Memo December 20, 2011 Eagan City Council Meeting C. RATIFY CHECK REGISTERS ACTION TO BE CONSIDERED: To ratify the check registers dated December 1, 2011 and December 8, 2011 as presented. ATTACHMENTS: • Check registers dated December 1, 2011 and December 8, 2011 are enclosed without page number. /9 Agenda Information Memo December 20, 2011 Eagan City Council Meeting CONSENT AGENDA: D. APPROVE CHANGE ORDERS #3 #4 and #5 FOR CITY CONDUIT AND FIBER CONTRACT 11 -14 ACTION TO BE CONSIDERED: To approve change orders 3, 4 and 5 to Contract 11 -14. FACTS: • Change Order #3 - Increase the slack of fiber optic cable from 40 feet to 75 feet in the existing 13 hand holes and 36 new hand holes to allow for weather related expansion and contraction and to allow for future relocation. The total amount $4,683.65. • Change Order #4 — Joint bore of 1300 feet with Time Warner tel for a reduction in rate of $3.00 per foot. Total credit amount ($3,900.00). • Change Order 45 -Contract 11 -14 was bid with the understanding that the conduit and fiber would be installed on the north side of Yankee Doodle Road from Central Parkway to Coachman Road in the area of Segment 41. Site identification by the contractor and City staff, discovered that the area from the east property line of 1665 Yankee Doodle Rd. (Carbon's Pizza) going west to the intersection of Coachman Road is extremely congested with many utilities already buried in the ground. This puts the City at risk for hitting other utilities during installation. This also puts the City conduit and fiber at risk for any future digging in that area. 2. City staff discovered that there is a larger right -of -way and/or easement area on the south side of Yankee Doodle with fewer utilities running through it. Total amount $1,980.18. • Consultants, Design Nine and Elert & Associates are recommending approval of change orders #3, #4, and #5, resulting in a total increase of $2,763.83 to Contract 11 -14. • This contract was bid well below the original estimate. ATTACHMENTS: (None) 1; Agenda Information Memo December 20, 2011, Eagan City Council Meeting E. APPROVE REVISED PURCHASING POLICY AND REVISED ENVIRONMENTALLY PREFERABLE PURCHASING GUIDELINES ACTION TO BE CONSIDERED: To approve the revised City Purchasing Policy and the revised Environmentally Preferable Purchasing Guidelines. FACTS: ➢ Staff has undertaken a review of the City Purchasing Policy to ensure it reflects recent changes in State Law and reflects the Council's approval of Environmentally Preferable Purchasing Guidelines ➢ Housekeeping changes have been made to clarify the requirements for price quotations from vendors and price quotations from purchasing cooperatives. ➢ The City Senior Management Team has reviewed the revisions. ➢ The proposed change to the Environmentally Preferable Purchasing Guidelines is a housekeeping item to clarify that the guidelines refer to Subdivisions 1 and 2 of Minnesota Statute 16B.122. ATTACHMENTS (2): ➢ The revised City Purchasing Policy on page to q - 5 - ,+� ➢ The revised Environmentally Preferable Purchasing Guidelines on page —dta4 City of Eagan Purchasing Policy .. December 1 20 11 Im Table of Contents Section I. Purpose of Policy .............................................. ............................... I Section II. Public Purpose of Expenditures ........................ ............................... I Section III. Purchasing Responsibilities ............................... .............................. Section IV. Decentralized Purchasing ................................... .............................. Section V. Purchasing Definitions .................................. ............................... 2 -4 Section VI. General Purchasing Guidelines .......................... .............................. Section VII. Payment Procedures ...................................... ............................... 4 -5 Section VIII. Procedures Based on Amount of Purchase ... ............................... 5 -6 Section IX. General Requirements — Quotations & Bidding ..............................7 Section X. Best Value Contracting ...................................... .............................. Section XI. Public Construction Contracts Greater than $75,000 .................. 7 -8 Section XII. Contract Review by City Attorney .................... ..............................8 Section XIII. Insurance Requirements ..................................... .............................. Section XIV. Retention of Purchasing Documentation ...... ............................... 8 -9 Section XV. Usual and Customary Purchases ........................ ..............................9 Section XVI. Professional Consulting Services ....................... ..............................9 Section XVII. Credit Cards /Store Purchasing Cards ................. ..............................9 Section XVIII. Charge Accounts ............................................... ............................. SectionXIX. Petty Cash ......................................................... ............................. Section XX. Travel, Conferences, Schools and Training ...... .............................10 Section XXI. Ethics and Acceptance of Gifts ......................... ............................. C9 :-6 Section XXIII. Emergency Purchasing .................................. ............................ Appendix A. M.S. 471.345 Uniform Municipal Contracting Law ................11 -16 Appendix B. Purchasing Record ............................................ ............................. Appendix C City of Eagan Environmentally Preferable .............. .. ..................... 18 -19 Purchasing Guidelines Appendix D. M.S. 16B.122 Subd. 1 & 2 Purchase and Use of .... .............................20 Paper Stock; Printing a4 Section I. Purpose of Policy The purpose of this policy is to establish the procedures for purchases made on behalf of the City of Eagan. This policy has the following objectives: 1. Ensure that all purchases comply with applicable laws, in particular M.S. 471.345, Uniform Municipal Contracting Law. 2. Comply with Minnesota Public Purpose Doctrine and City Policy on Public Purpose Expenditures. 3. Make the best possible use of tax dollars by purchasing goods and services economically. 4. Provide clear and consistent guidelines for the City staff to follow in making purchasing decisions. 5. Encourapze the use of Environmentally Preferable Purchasing Guidelines whenever practicable. Section II. Public Purpose of Expenditures The Minnesota Public Purpose Doctrine permits a governmental entity to expend public funds only when the primary purpose of the expenditure is public and the expenditure relates to the governmental purposes for which the entity was created. There must also be statutory authority allowing for the expenditure of such funds and there must be a benefit to the community. Proper documentation must be maintained by the City to establish that all expenditures served a public purpose. The City of Eagan has established guidelines related to certain public purpose expenditures that may at the same time provide a limited personal benefit to employees. Some such expenditures are permitted as they are intended to serve the public purpose of recruitment and retention of the City's personnel and serve to ensure high employee productivity and morale and reduce expenses resulting from low productivity and high turnover. The City's Public Purpose Expenditure Policy, approved January 20, 2009, and located on the City's Intranet, identifies specific expenditures that are permitted and not permitted. Section III. Purchasing Responsibilities Purchasing and budgetary control for each department is the responsibility of the department head. The department head may designate other staff within their department to purchase goods and services in compliance with the annual budget. The City Council has delegated authority to staff to make usual and customary purchases as approved in the annual budget in compliance with all bidding requirements and the City's purchasing policy. Formal Council approval of budgeted, routine purchases is not necessary. The Director of Administrative Services or designee will report budget status to the City Council on a monthly basis. Payment details for all goods and services will be listed on check registers and presented to the City Council for review. Section IV. Decentralized Purchasing The majority of City purchases are decentralized, meaning that each department handles procurement of goods and services needed for their own operation. Individual departments shall determine their policy for implementation of the outlined purchasing procedures. In an effort to be uniform and save time and money on certain purchases, the City Clerk/Administrative Services Coordinator will assist department personnel by providing recommendations on certain vendors, products and services (e.g. office supplies) to secure the best price and highest quality of goods and services. These recommendations should be followed where applicable. Individual departments are expected to provide expertise in their particular areas relating to the purchase of specific goods and services. Section V. Purchasing Definitions Best Value Contracting (BVC) — Applicable only for contracts for construction, building, alteration, improvement, or repair services. Best value describes the results determined by a procurement method that considers price and performance criteria including, but not limited to, vendor quality, timeliness, customer satisfaction, staying within budget and minimizing cost overruns on previous projects, ability to minimize change orders and prepare project plans, vendor's technical abilities, qualifications of key personnel and ability to assess and minimize risk (M.S. 16C.02, Subd. 4, 4a.) Bid Bond — A written guarantee in which a third party agrees to be liable to pay the City a certain amount of money, usually 5% of the bid price, in the event the bidder awarded the contract does not execute the contract documents, furnish any required bond(s) or required insurance documents and proceed with performance. The bid bond, naming the bidder as principal, is given to the City at the time of bid submittal. In lieu of a bid bond, the City may allow the contractor to supply a bid deposit. Bid Deposit - A guaranteed check (certified or cashiers), usually 5% of the bid price, furnished by a bidder to the City to guarantee that a bidder awarded the contract will execute the contract, furnish any required bond(s) or required insurance documents and proceed with performance. The bid deposit is given to the City at the time of bid submittal. In lieu of a bid deposit, the City may allow the contractor to supply a bid bond. Bid Security — A bid bond or bid deposit. Contract — An agreement entered into by the City for the sale or purchase of supplies, materials, equipment or the rental thereof, or the construction, alteration, repair or maintenance of real or personal property (M.S. 471.345, Subd. 2.) 2 atp Cooperative Purchasing Venture (CPV a.k.a. "State Contract ") — A joint purchasing program designed by the State of Minnesota where governmental units obtain the benefits of volume purchasing and/or reduction in administrative expenses by participating in the program and purchasing from existing State of Minnesota commodity contracts. Lowest Responsible Bidder — The bidder who is awarded a contract because the bid is lower in price than any of the other bidders and whose reputation, past performance and financial capabilities are such that they would be judged to be capable of satisfying the needs of a specific contract. Open Market — A freely competitive, widely accessible market in which the City may purchase goods and services at a price determined by competition. The purchase is not restricted by price or vendor; it is determined by the best price offered and accepted by the City. Payment Bond — A bond issued by a surety company, authorized to do business in the State of Minnesota, to guarantee payment of all workers, subcontractors and persons furnishing materials which is provided to the City prior to contract execution. The bond should be in an amount not less than the contract price (M.S. 574.26, Subd. 2, 3.) Performance Bond - A bond issued by a surety company, authorized to do business in the State of Minnesota, to guarantee satisfactory completion of a project by a contractor which is provided to the City prior to contract execution. The bond should be in an amount not less than the contract price (M.S. 574.26, Subd. 2, 3.) Practicable Whenever possible and compatible with state and federal law, without reducing safety, quality or effectiveness Price Documentation — Copies of bid awards (any purchasing cooperative available to the City), Internet sales information, specific vendor proposals or written staff notes from conversations. Written staff notes are only applicable for purchases less than $50,000. Public Notice — Also known as a legal notice, a public notice is required by law to inform the public about an action to be taken by a government agency. The notice must be published in the City's official newspaper. Purchasing Cooperative — Contracting for the purchase of supplies, materials, or equipment without regard to the competitive bidding requirements if the purchase is through a national municipal association's purchasing alliance or cooperative created by a joint powers agreement that purchases items from more than one source on the basis of competitive bids or competitive quotations (M.S. 471.345, Subd. 15.) Request for Proposal (RFP) — A solicitation (the process used to communicate procurement requirements and to request responses from interested vendors) where it is not advantageous to set forth all the actual, detailed requirements at the time of solicitation and responses are negotiated to achieve best value for the City. Price must be 3 Q a factor in the award but not the sole factor (M.S. 16C.02, Subd. 12.) This process is utilized most often for consultant services, e.g. engineering, legal. The City is not obligated to accept the proposals. Sealed Bid — A document enclosed in a sealed envelope or container to be opened at a stated time and place to be evaluated for the award of a contract. Cities must generally use the competitive bidding process in specific situations (refer to Section IX, X and XII.) The process involves publication of an advertisement to solicit sealed bids and the award of the contract to the lowest responsible bidder. The bidding process is not a "test the market" process. The City can reject all bids for good reason. Section VI. General Purchasing Guidelines 1. It is the City's intent to minimize special handling of checks through proper planning. 2. Each department will assist in ensuring that goods and services ordered are received, that only goods and services actually received are paid for, that goods and services ordered are necessary and that no duplicate payments are made. 3. Purchase orders are not required by the City prior to making a purchase. Certain vendors may request a signed purchase order. (Forms are located on the City's Intranet.) 4. The Finance Department is responsible for receiving and paying routine items such as electric, gas, telephone, pager and air card bills. 5. If the purchase of new property results in the need to dispose of existing City property, certain guidelines must be followed. (Refer to the City's Policy for the Sale of Surplus Property, approved September 20, 2005, which is located on the City's Intranet.) 6. Whenever practicable, purchases should conform to the City's Environmentally Preferable Purchasing Guidelines. 7. Generally accepted accounting principles will be followed. Section VII. Payment Procedures 1. All invoices should be mailed to the department making the purchase. The Finance Department will route invoices to the appropriate department for approval. 2. Original invoices and documents should be submitted for payment whenever possible. 3. All invoices should be approved by including the initials of the person authorizing payment, the date and the proper account code. Using an incorrect account code to obligate an unexpended appropriation will not be permitted. 4. For purchases requiring an order blank, application or printed form to be completed and returned with the check, the completed form along with a copy should be sent to Finance for payment. Examples include dues, 4 subscriptions, reference materials, professional membership applications and renewals and conference registration forms. 5. Claim vouchers are used for such items as reimbursements, refunds and contractual services payments. (Forms are located on the City's Intranet.) If an employee is the payee (claimant), the employee must sign the claim voucher and a countersignature from the employee's supervisor must be obtained. If the payee is a business /vendor, only one authorized bill payor signature within the department is required. A check will be mailed by the Finance Department unless otherwise directed. 6. Conference /travel reimbursement should be submitted on a travel expense reimbursement form. (Forms are located on the City's Intranet.) 7. Invoices and other documentation, coded per instructions, are due in the Finance Department before noon on Tuesday. Checks for payment of the invoice will be issued on Friday of that week. All invoices coded and submitted for payment after noon on Tuesday will not be paid until Friday of the following week. 8. The City Council has delegated authority to pay certain claims to the Chief Financial Officer and in his /her absence to the Director of Administrative Services. The claims list of all claims paid will be presented to the City Council for informational purposes at the next regular meeting after payment of the claims. 9. Accounts payable documentation is digitally recorded (scanned) for retention purposes. In an effort to simplify the scanning process the following guidelines should be followed: a) remove staples from all documents and paper clip items together; b) if an invoice, receipt or document size is not 8.5 x 11, attach it to that size of paper using tape; c) if the document or receipt is too long for 8.5 x 11 paper, break it into two pages — do not fold; d) the scanner scans both sides, so smaller papers can be taped to the back of an 8.5 x 11 piece of paper; e) if a personal receipt or credit card statement for reimbursement is being submitted, black out account numbers or other personal information; f) if the receipt will not copy well, it will not scan well either and g) receipts for direct bill accounts (e.g., Home Depot, Hardware Hank) must be attached to 8.5 x 11 paper. Section VIII. Procedures Based on Amount of Purchase The Uniform Municipal Contracting Law (Minnesota Statutes 471.345 — See Appendix A) outlines certain quotation/bid requirements based on the amount of the purchase. The City of Eagan has adopted quotation/bid requirements for purchases up to $100,000 that, at a minimum, meet the statutory requirements, and at times, exceed the statutory requirements. For purchases over $100,000, the City's policy reflects the same requirements as the Uniform Municipal Contracting Law. The following procedures apply to the purchase of supplies, materials, equipment or the rental thereof, or the construction, alteration, repair or maintenance of real or personal 5 R property. Purchasing must be consistent with the approved annual budget. Any deviations should be clearly documented and recorded as to special circumstances necessitating the deviation. Purchases under $10,000 These purchases may be made on the open market at the most convenient locations, provided that whenever volume or quantity purchases are considered, staff is encouraged to seek competitive pricing. The City's general purchasing guidelines should be followed. Purchases from $10,000 to $50,000 Price documentation should be obtained from at least two vendors or one purchasing cooperatives and included with the request for payment and retained as the same time period required for the invoice. If price documentation from at least two vendors or one purchasing cooperatives cannot be obtained for any reason, written explanation of the circumstances must be provided. Purchases from $50,000 to $100,000 Price documentation should be obtained from at least three vendors or one purchasing cooperatives and included with the request for payment and retained as the same time period for the invoice. If price documentation from at least three vendors or one purchasing cooperatives cannot be obtained for any reason, written explanation of the circumstances must be provided. The City Council and /or staff reserve the right to reject all quotations. Purchases over $100,000 (M.S. 471.345, Subd. 3) Sealed bids shall be solicited by public notice. Council must first authorize the advertisement for bids and must also award the contract. All accepted bids must be kept for ten years after the completion of the contract. Accepted bids for capital improvements, must be retained permanently. All rejected bids shall be kept for a period of six years following the award of the bid. Requests for competitive bids are required to be published once at least ten (10) days before the last day for submission of bids in the City's official newspaper. Either specifications or a memo listing where they can be found shall be on file with either the Office of the City Clerk or the department seeking bids. Copies of the specifications will be furnished on request to any prospective bidder. A monetary deposit may be required to guarantee their return. Bids shall be directed to the City Clerk or the designated department, securely sealed and clearly labeled on the outside package with a description of the bid. The City Council reserves the right to reject all bids. Bids, both accepted and rejected, are considered public data following award of the bid by the City Council. 31 Section IX. General Requirements - Quotations & Bidding Contracts that are awarded as a result of the quotation or bidding process shall be awarded to the lowest responsible bidder. As an alternative to awarding the bid to the lowest responsible bidder, Best Value Contracting (BVC) may be used for public construction projects. Bidding requirements are met if goods or services being purchased have been bid through any cooperative purchasing arrangement. For a contract estimated to exceed $25,000, a municipality must consider the availability, price and quality of supplies, materials, or equipment available through the State's Cooperative Purchasing Venture before purchasing through another source. When purchasing in excess of $25,000, document efforts made to utilize State contracts in the event that state contracts are not utilized. On purchases being made over a period of time, e.g. motor fuels, water meters, etc., steps are to be undertaken to show that competitive prices have been received by the City. No attempt to avoid bidding requirements by splitting a contract into several contracts, each of which is below the minimum amount requiring bids, is to be made. Purchases over a period of time to meet City utilization requirements are not considered an attempt to avoid bidding requirements. Section X. Best Value Contracting Best Value Contracting (BVC) allows governmental entities to consider both price and contractor performance to get the best overall value on construction projects. The criteria used to evaluate BVC proposals must be included in the RFP along with the relative weight of price and other selection criteria. Section XI. Public Construction Contracts Greater than $75,000 For public construction contracts greater than $75,000 for public work, performance and payment bonds are required. Performance and payment bonds should be issued for the amount of the total bid. If the contract amount increases, the amount of the payment and performance bonds should also be increased. Performance and payment bonds will be returned two years after successful completion of contract and final acceptance of the project by the City. A bid security, in the form of a bid bond or bid deposit in an amount equal to 5% of the bid, is required to ensure that the successful bidder will sign a contract according to the bid specifications at the price offered and to ensure that the performance and payment bonds and insurance are submitted as required. The bid security shall be subject to forfeit for failure to contract within 15 days after tender. Deposits of unsuccessful bidders will be returned upon award of contract. The successful bidder's deposit will be returned after 7 �1 the contract is awarded and the payment and performance bonds and insurance have been received by the City. Section XII. Contract Review by City Attorney For construction projects or any agreements requiring a public notice or intricate service requirements, the City Attorney's office should review the contract prior to execution. For usual and customary agreements, the City Attorney's office should review the initial agreement and any substantial changes to the original agreement. Section XIII. Insurance Requirements In most situations, where services are provided by a vendor, and for all construction contracts, proof of insurance should be provided to the City. The City of Eagan should be listed as the certificate holder and also as an Additional Insured with respect to any and all projects done on their behalf by the contractor or vendor. The department engaging the services of the contractor and overseeing implementation of the contract is responsible for securing and maintaining the certificate of insurance and ensuring that a current certificate is in effect throughout the contract period. The following insurance limits should be requested: General Liability (or in combination with an umbrella policy) $1,000,000 Each Occurrence $1,000,000 Personal & Advertising Injury $2,000,000 Products Completed Operations Aggregate $2,000,000 Annual Aggregate Auto Liability $1,000,000 Combined Single Limit — Bodily Injury & Property Damage Owned Vehicles (if contractor has such vehicles) Hired & Non -Owned Workers Compensation Statutory Limits $100,000 Each Accident $500,000 Policy Limit $100,000 Each Disease Section XIV. Retention of Purchasing Documentation In most cases, the documentation required to support a purchasing decision should be retained with the invoice and filed electronically by the Accounts Payable Clerk. Per the City's Record Retention Schedule, invoices and related documentation must be retained for a period of six years. Bids and specifications for accepted contracts shall be kept on file for a period of ten years following payment/audit. Rejected bids and specifications 8 shall be maintained for a period of six years. For capital improvement projects, bids and specifications must be kept permanently. For those retention periods that are longer than the six year retention for invoices, departments are responsible for maintaining the records supporting the purchase. (Refer to Retention Schedule which is located on City's Intranet.) Section XV. Usual and Customary Purchases Subject to the requirements found in Section VIII. Procedures Based on Amount of Purchase, City staff may purchase items and services of a usual and routine nature when the items and services 1) have been included in the City's annually approved budgets, 2) do not involve personnel, and 3) do not include new or expanded operations or functions. All actions that obligate the City for purchases and commitment are subject to all purchasing and bidding statutes and City policies. Usual and customary purchases of items and services for City operations and functions meeting the above criteria do not necessarily require Council approval or signatures by the Mayor and City Clerk. (Refer to Resolution No. 08 -15A, approved May 6, 2008, which is located on the City's Intranet.) Section XVI. Professional Consulting Services Professional consulting services such as engineering, legal, architectural and planning do not fall under the State or City competitive bidding process due to the subjective nature of the service provided. The City of Eagan has latitude to define which vendor or consultant best meets their particular needs and are not constrained to the lowest responsible bid. The public interest should be served through a mechanism which will ensure quality service for the dollar spent. The City follows an RFP process when soliciting professional consulting services. (Refer to the City's Professional Consulting Services Policy, adopted March 19, 1991, which is located on the City's Intranet.) Section XVII. Credit Cards /Store Purchasing Cards In certain situations, efficiencies in the City's purchasing process are gained through the use of credit cards or store purchasing cards (e.g. Office Depot store card.) Credit limits will be established and programmed into the cards. No cash withdrawals will be allowed with the cards. The employee whose name is on the card is the only one authorized to use that card. Any employee issued a City credit card should use the City card (not a personal card) for any City business requiring the use of a credit card. (For cardholder responsibilities, refer to the City's Credit Card Policy, approved April 9, 1999, which is located on the City's Intranet.) W 33 Section XVIII. Charge Accounts In certain situations, it may be advantageous to use charge accounts with local businesses and vendors which allow employees to purchase needed goods and services with periodic (usually monthly) billing to the City. Employees must sign sales slips or other vendor documentation at the time of the sale and submit documentation to their supervisor. Section XIX. Petty Cash The petty cash fund is used for the purchase of no more than $20.00 for items that are needed at once. (Refer to the City's Petty Cash Policy, approved September 1, 2009, which is located on the City's Intranet.) Section XX. Travel, Conferences, Schools and Training Reimbursements of travel expenses are intended to refund actual costs incurred by City employees and officials while traveling as authorized representatives of the City of Eagan. (Refer to the City's Travel Regulations and Reimbursement Policy, approved June 19, 2007, which is located on the City's Intranet.) Section XXI. Ethics and Acceptance of Gifts Employees shall not make any purchases for personal use utilizing City funds. The only exception would be those purchases made in accordance with the City's Public Purpose Expenditure Policy that provide a limited personal benefit to employees. Employees shall not be allowed to take advantage of special pricing offered to the City by vendors to make personal purchases. Employees may not take advantage of government discounts for non - business related purchases. The general rule to be applied is if a discount is not available to a member of the public, the employee should not take advantage of it. Gifts offered by vendors to staff responsible for making purchasing decisions may only be accepted if they are considered to be a trinket or memento costing $5.00 or less. (Refer to July 21, 1994 memo regarding the City's Gift Policy, which is located on the City's Intranet.) 10 f2 d IDT Section XXIII. Emergency Purchasing An emergency is defined as an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring. The Mayor can declare a local emergency which may last no longer than three days unless the City Council agrees to continue it. During that time, the governing body may waive compliance with the prescribed purchasing guidelines including compliance with M.S. 471.345, Uniform Municipal Contracting Law (see Appendix A.) Lack of proper planning by staff does not constitute a basis for making emergency purchases. 11 ON MI. EMMUNTamm �.. Section XXIII. Emergency Purchasing An emergency is defined as an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring. The Mayor can declare a local emergency which may last no longer than three days unless the City Council agrees to continue it. During that time, the governing body may waive compliance with the prescribed purchasing guidelines including compliance with M.S. 471.345, Uniform Municipal Contracting Law (see Appendix A.) Lack of proper planning by staff does not constitute a basis for making emergency purchases. 11 EMMUNTamm �.. Section XXIII. Emergency Purchasing An emergency is defined as an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring. The Mayor can declare a local emergency which may last no longer than three days unless the City Council agrees to continue it. During that time, the governing body may waive compliance with the prescribed purchasing guidelines including compliance with M.S. 471.345, Uniform Municipal Contracting Law (see Appendix A.) Lack of proper planning by staff does not constitute a basis for making emergency purchases. 11 Appendix A MINNESOTA STATUTES 2010 471.345 471.345 UNIFORM MUNICIPAL CONTRACTING LAW. Subdivision 1. Municipality defined. For purposes of this section, "municipality" means a county, town, city, school district or other municipal corporation or political subdivision of the state authorized by law to enter into contracts. Subd. 2. Contract defined. A "contract" means an agreement entered into by a municipality for the sale or purchase of supplies, materials, equipment or the rental thereof, or the construction, alteration, repair or maintenance of real or personal property. Subd. 3. Contracts over $100,000. If the amount of the contract is estimated to exceed $100,000, sealed bids shall be solicited by public notice in the manner and subject to the requirements of the law governing contracts by the particular municipality or class thereof. With regard to repairs and maintenance of ditches, the provisions of section 103E.705, subdivisions 5, 6, and 7, apply. Subd. 3a. Contracts over $100,000; best value alternative. As an alternative to the procurement method described in subdivision 3, municipalities may award a contract for construction, alteration, repair, or maintenance work to the vendor or contractor offering the best value under a request for proposals as described in section 16C.28, subdivision 1, paragraph (a), clause (2), and paragraph (c). Subd. 4. Contracts exceeding $25,000 but not $100,000. If the amount of the contract is estimated to exceed $25,000 but not to exceed $100,000, the contract may be made either upon sealed bids or by direct negotiation, by obtaining two or more quotations for the purchase or sale when possible, and without advertising for bids or otherwise complying with the requirements of competitive bidding. All quotations obtained shall be kept on file for a period of at least one year after receipt thereof. Subd. 4a. Contracts exceeding $25,000 but not $100,000; best value alternative. As an alternative to the procurement method described in subdivision 4, municipalities may award a contract for construction, alteration, repair, or maintenance work to the vendor or contractor offering the best value under a request for proposals as described in section 16C.28, subdivision 1, paragraph (a), clause (2), and paragraph (c). Subd. 5. Contracts $25,000 or less. If the amount of the contract is estimated to be $25,000 or less, the contract may be made either upon quotation or in the open market, in the discretion of the governing body. If the contract is made upon quotation it shall be based, so far as practicable, on at least two quotations which shall be kept on file for a period of at least one year after their receipt. Alternatively, municipalities may award a contract for construction, alteration, repair, or maintenance work to the vendor or contractor offering the best value under a request for proposals as described in section 16C.28, subdivision 1, paragraph (a), clause (2), and paragraph (c). Subd. 5a. County or town rental contracts. If the amount of a county or town contract for the rental of equipment is estimated to be $60,000 or less, the contract may, in the discretion of the county or town board, be made by direct negotiation by obtaining two or more quotations for the rental when possible and without advertising for bids or otherwise complying with the requirements of competitive bidding. All quotations shall be kept on file for a period of at least one year after their receipt. Subd. 5b. Water tank service contracts. A municipality may, by direct negotiation or through the solicitation of requests for proposals, enter into a multiyear professional service Copyright © 2010 by the Office of the Revisor of Statutes, State of Minnesota. All Rights Reserved. 11 4p 2 MINNESOTA STATUTES 2010 471.345 contract for the engineering, repair, and maintenance of a water storage tank and appurtenant facilities owned, controlled, or operated by the municipality, if the contract contains: (1) a provision that the municipality is not required to make total payments in a single year that exceed the water utility charges received by the municipality for that year; (2) a provision requiring that the work performed be done under the review of a professional engineer licensed in the state of Minnesota attesting that the work will be performed in compliance with all applicable codes and engineering standards; and (3) a provision that if, at the commencement of the contract, the water tank or appurtenant facilities require engineering, repair, or service in order to bring the water tank or facilities into compliance with federal, state, or local requirements, the party contracting with the municipality is responsible for providing the engineering, repair, or service. The costs to bring the water tank or facilities into compliance must be itemized separately and charged to the municipality in payments spread over a period of not less than three years from the commencement of the contract. Subd. 6. Applicability of other laws. The purpose of this section is to establish for all municipalities, uniform dollar limitations upon contracts which shall or may be entered into on the basis of competitive bids, quotations or purchase or sale in the open market. To the extent inconsistent with this purpose, all laws governing contracts by a particular municipality or class thereof are superseded. In all other respects such laws shall continue applicable. Subd. 7. Minimum labor standards. Nothing in this section shall be construed to prohibit any municipality from adopting rules, regulations, or ordinances which establish the prevailing wage rate as defined in section 177.42, as a minimum standard for wages and which establish the hours and working conditions prevailing for the largest number of workers engaged in the same class of labor within the area as a minimum standard for a contractor's employees which must be agreed to by any contractor before the contractor may be awarded any contract for the furnishing of any labor, material, supplies, or service. Subd. 8. Procurement from economically disadvantaged persons. For purposes of this subdivision, the following terms shall have the meanings herein ascribed to them: (a) "Small targeted group business" means businesses designated under section 16C.16. (b) "Business entity" means an entity organized for profit, including an individual, partnership, corporation, joint venture, association, or cooperative. Nothing in this section shall be construed to prohibit any municipality from adopting a resolution, rule, regulation, or ordinance which on an annual basis designates and sets aside for awarding to small targeted group businesses a percentage of the value of its anticipated total procurement of goods and services, including construction, and which uses either a negotiated price or bid contract procedure in the awarding of a procurement contract under a set -aside program as allowed in this subdivision, provided that any award based on a negotiated price shall not exceed by more than five percent the municipality's estimated price for the goods and services if they were purchased on the open market and not under the set -aside program. Subd. 9. [Repealed, 1990 c 549 s 3] Subd. 10. Shared hospital or ambulance service purchasing. Supplies, materials, or equipment to be used in the operation of a hospital licensed under sections 144.50 to 144.56 or an ambulance service licensed under chapter 144E that are purchased or leased under a shared service Copyright © 2010 by the Office of the Revisor of Statutes, State of Minnesota. All Rights Reserved. 12 '37 MINNESOTA STATUTES 2010 471.345 purchasing arrangement whereby more than one hospital or ambulance service purchases supplies, materials, or equipment with one or more other hospitals or ambulance services either through one of the hospitals or ambulance services or through another entity, may be purchased without regard to the competitive bidding requirements of this section, if the following conditions are met: (1) the hospital's or ambulance service's governing authority authorizes the arrangement; (2) the shared services purchasing program purchases items available from more than one source on the basis of competitive bids or competitive quotations of prices; and (3) the arrangement authorizes the hospital's or ambulance service's governing authority or its representatives to review the purchasing procedures to determine compliance with these requirements. The shared services purchasing program may award contracts to more than one bidder if doing so does not decrease the service level or diminish the effects of competition. Subd. 11. Fuel contracts for generation of municipal power. Notwithstanding the amount of the contract, any contract entered into by a municipality for the purchase of fuel required for the generation of power from municipal power plants shall be governed by subdivision 4. Subd. 12. Procurement from rehabilitation facilities. Nothing in this section prohibits a municipality from adopting a resolution, rule, regulation, or ordinance that on an annual basis designates and sets aside for awarding to rehabilitation facilities as described in section 268A.06 a percentage of the value of its anticipated total procurement of goods and services, including construction, and which uses either a negotiated price or bid contract procedure in the awarding of a procurement contract under a set -aside program as allowed in this subdivision, provided that any award based on a negotiated price shall not exceed by more than five percent the municipality's estimated price for the goods and services if they were purchased on the open market and not under the set -aside program. Subd. 13. Energy efficiency projects. The following definitions apply to this subdivision. (a) "Energy conservation measure" means a training program or facility alteration designed to reduce energy consumption or operating costs and includes: (1) insulation of the building structure and systems within the building; (2) storm windows and doors, caulking or weatherstripping, multiglazed windows and doors, heat absorbing or heat reflective glazed and coated window and door systems, additional glazing, reductions in glass area, and other window and door system modifications that reduce energy consumption; (3) automatic energy control systems; (4) heating, ventilating, or air conditioning system modifications or replacements; (5) replacement or modifications of lighting fixtures to increase the energy efficiency of the lighting system without increasing the overall illumination of a facility, unless an increase in illumination is necessary to conform to the applicable state or local building code for the lighting system after the proposed modifications are made; (6) energy recovery systems; Copyright © 2010 by the Office of the Revisor of Statutes, State of Minnesota. All Rights Reserved. 13 S� 4 MINNESOTA STATUTES 2010 471.345 (7) cogeneration systems that produce steam or forms of energy such as heat, as well as electricity, for use primarily within a building or complex of buildings; (8) energy conservation measures that provide long -term operating cost reductions. (b) "Guaranteed energy- savings contract" means a contract for the evaluation and recommendations of energy conservation measures, and for one or more energy conservation measures. The contract must provide that all payments, except obligations on termination of the contract before its expiration, are to be made over time, but not to exceed 20 years from the date of final installation, and the savings are guaranteed to the extent necessary to make payments for the systems. (c) "Qualified provider" means a person or business experienced in the design, implementation, and installation of energy conservation measures. A qualified provider to whom the contract is awarded shall give a sufficient bond to the municipality for its faithful performance. Notwithstanding any law to the contrary, a municipality may enter into a guaranteed energy- savings contract with a qualified provider to significantly reduce energy or operating costs. Before entering into a contract under this subdivision, the municipality shall provide published notice of the meeting in which it proposes to award the contract, the names of the parties to the proposed contract, and the contract's purpose. Before installation of equipment, modification, or remodeling, the qualified provider shall first issue a report, summarizing estimates of all costs of installations, modifications, or remodeling, including costs of design, engineering, installation, maintenance, repairs, or debt service, and estimates of the amounts by which energy or operating costs will be reduced. A guaranteed energy- savings contract that includes a written guarantee that savings will meet or exceed the cost of energy conservation measures is not subject to competitive bidding requirements of section 471.345 or other law or city charter. The contract is not subject to section 123B.52. A municipality may enter into a guaranteed energy- savings contract with a qualified provider if, after review of the report, it finds that the amount it would spend on the energy conservation measures recommended in the report is not likely to exceed the amount to be saved in energy and operation costs over 20 years from the date of final installation if the recommendations in the report were followed, and the qualified provider provides a written guarantee that the energy or operating cost savings will meet or exceed the costs of the system. The guaranteed energy- savings contract may provide for payments over a period of time, not to exceed 20 years. A municipality may enter into an installment payment contract for the purchase and installation of energy conservation measures. The contract must provide for payments of not less than 1/20 of the price to be paid within two years from the date of the first operation, and the remaining costs to be paid monthly, not to exceed a 20 -year term from the date of final acceptance. A municipality entering into a guaranteed energy - savings contract shall provide a copy of the contract and the report from the qualified provider to the commissioner of commerce within 30 days of the effective date of the contract. Guaranteed energy- savings contracts may extend beyond the fiscal year in which they become effective. The municipality shall include in its annual appropriations measure for each later fiscal year any amounts payable under guaranteed energy- savings contracts during the Copyright © 2010 by the Office of the Revisor of Statutes, State of Minnesota. All Rights Reserved. 1459 MINNESOTA STATUTES 2010 471.345 year. Failure of a municipality to make such an appropriation does not affect the validity of the guaranteed energy- savings contract or the municipality's obligations under the contracts. Subd. 14. Damage awards. In any action brought challenging the validity of a municipal contract under this section, the court shall not award, as any part of its judgment, damages, or attorney's fees, but may award an unsuccessful bidder the costs of preparing an unsuccessful bid. Subd. 15. Cooperative purchasing. (a) Municipalities may contract for the purchase of supplies, materials, or equipment by utilizing contracts that are available through the state's cooperative purchasing venture authorized by section 16C.11. For a contract estimated to exceed $25,000, a municipality must consider the availability, price and quality of supplies, materials, or equipment available through the state's cooperative purchasing venture before purchasing through another source. (b) If a municipality does not utilize the state's cooperative purchasing venture, a municipality may contract for the purchase of supplies, materials, or equipment without regard to the competitive bidding requirements of this section if the purchase is through a national municipal association's purchasing alliance or cooperative created by a joint powers agreement that purchases items from more than one source on the basis of competitive bids or competitive quotations. Subd. 16. Reverse auction. Notwithstanding any other procedural requirements of this section, a municipality may contract to purchase supplies, materials, and equipment using an electronic purchasing process in which vendors compete to provide the supplies, materials, or equipment at the lowest selling price in an open and interactive environment. A municipality may not use this process to contract for services, as defined by section 16C.02, subdivision 17, or a service contract, as defined by section 16C.02, subdivision 16. Nothing in this subdivision must be construed to prohibit a municipality from adopting a resolution, rule, regulation, or ordinance relating to minimum labor standards under subdivision 7, or procurement from economically disadvantaged persons under subdivision 8. Subd. 17. Electronic sale of surplus supplies, materials, and equipment. Notwithstanding any other procedural requirements of this section, a municipality may contract to sell supplies, materials, and equipment which is surplus, obsolete, or unused using an electronic selling process in which purchasers compete to purchase the surplus supplies, materials, or equipment at the highest purchase price in an open and interactive environment. Subd. 18. Electronic bidding. Notwithstanding any other procedural requirements of this section, vendors may submit bids, quotations, and proposals electronically in a form and manner required by the municipality. A municipality may allow bid, performance, or payment bonds, or other security, to be furnished electronically. . Subd. 19. Town road construction and maintenance. Notwithstanding any other procedural requirements of this section, a town may contract for the construction or maintenance of a town road by agreeing to the terms of an existing contract between a vendor and a county for road construction or maintenance on an adjoining road if the existing county contract was made in conformance with all applicable procedural requirements. History: 1969 c 934 s 1; 1973 c 123 art 5 s 7; 1973 c 226 s 1,2; 1974 c 510 s 1; 1977 c 182 s 1 -3; 1980 c 462 s 4; 1983 c 42 s 1 -3; 1983 c 301 s 211; 1984 c 413 s 1; 1985 c 172 s 129; ISp1985 c 13 s 347; 1986 c 350 s 1,2; 1986 c 444; 1988 c 409 s 1; 1988 c 689 art 2 s 268; 1989 c Copyright © 2010 by the Office of the Revisor of Statutes, State of Minnesota. All Rights Reserved. 15 In 6 MINNESOTA STATUTES 2010 471.345 9 s 3; 1989 c 352 s 19,25; 1990 c 391 art 8 s 51; 1990 c 541 s 26,29; 1990 c 549 s 1; 1992 c 380 s 4 -6; 1998 c 386 art 2 s 93; 1998 c 397 art 11 s 3; 1999 c 13 s 1; 2000 c 328 s 2 -4; 2002 c 358 s 1; I Sp2003 c 10 s 1; 2004 c 278 s 10 -14; 2005 c 63 s 1; 2006 c 274 s 2; 2007 c 136 art 3 s 4; 2007 c 148 art 3 s 31 -33; 2008 c 207 s 4 -8; 2008 c 356 s 11; 2009 c 101 art 2 s 92 Copyright © 2010 by the Office of the Revisor of Statutes, State of Minnesota. All Rights Reserved. 16 �l Appendix B. Purchasing Record This form is to be completed and retained with other purchasing documentation, and invoice, for purchases made between $10,000 and $100,000. All documentation should be provided to Accounts Payable. Description of purchase: Amount of purchase: $ Vendor selected: Explain why vendor was selected: Purchase made by: For purchases between: Dept: $10,000 to $50,000: Price documentation from at least two vendors or one purchasing cooperative $50,000 to $100,000: Price documentation from at least three vendors or one purchasing cooperative Indicate which pieces of price documentation were obtained: (X all that apply) Vendor name: Two or three pieces of documentation are Description, if necessary, or attach Vendor name: required depending upon purchase amount documentation ❑ Copies of bid awards (any purchasing Phone: ❑❑ cooperative available to the City) ❑ Internet sales information ❑ Specific vendor proposals (complete section ❑ below) ❑ Written staff notes from conversations (only ❑ applicable for purchases less than $50,000) ❑ Other El Vendor name: Contact: Phone: Vendor name: Contact: Phone: Vendor name: Contact: Phone: ❑ The least cost option was not chosen. The rationale for this decision is attached. If required piece(s) of price documentation could not be obtained, provide a detailed explanation describing the measures taken and limitations encountered: Signature of employee authorizing purchase Date 17 4f 0� Appendix C City of Eagan Environmentally Preferable Purchasing Guidelines Purpose and Scope The goal of these guidelines is to encourage purchasing that reflects the City of Eagan's commitment to sustainability. Benefits of the guidelines include: • Conserving natural resources • Minimizing environmental impacts such as pollution, water usage, and energy waste • Identifying environmentally preferable products and distribution systems • Achieving best practices in environmental purchasing as identified through the Minnesota Pollution Control Agency's (MPCA) GreenStep Cities Program • Setting an example of environmental sustainability and energy conservation for residents and businesses in the City of Eagan • Lower overall costs to the City by addressing full cost accounting (purchase, operation, maintenance, disposal, staff time, and labor) Definitions "Environmentally Preferable Products and Services" as defined by the United States Environmental Protection Agency (US EPA) means products and services that have a lesser or reduced effect on human health and the environment when compared to competing products and services that serve the same purpose. This applies to raw material acquisition, as well as product manufacturing, distribution, use, maintenance, and disposal. "Energy Star" means the US EPA's energy efficiency product labeling program described at http: / /www.energystar.gov "Energy Efficient Product" means a product that 1.) meets Department of Energy and Environmental Protection Agency criteria for use of the Energy Star® trademark label; or, is in the upper 25 percent of efficiency for all similar products as designated by the Department of Energy's Federal Energy Management Program— http://wwwl .eere.energy. gov "Financially Feasible" means a product has lower costs over its entire lifecycle as determined by full cost accounting (purchase, operation, maintenance, disposal, staff time, and labor). "Practicable" means whenever possible and compatible with state and federal law, without reducing safety, quality, or effectiveness. "Post- consumer Recycled Material" refers to material that has served its intended use and has been discarded for disposal or recovery, having completed its life as a consumer item, and is used as a raw material for new products. "US EPA Comprehensive Procurement Guidelines" are the most current policies established by the U.S. Environmental Protection Agency for federal agency purchases— hqp.L//www.epa.gov "Water- Saving Products" are those that are in the upper 25% of water conservation for all similar products, or achieves a WaterSense label /certification. 18 4 __� Roles and Responsibilities All City departments are to be fully aware of the City's guidelines on purchasing environmentally preferable goods and services, and all departments are responsible to: • Ensure that specifications do not discriminate against reusable, recycled, or environmentally preferable products without justification, • Evaluate environmentally preferable products to determine the extent to which they may be used by the department and its contractors, • Review and revise specifications to maximize the specification of designated environmentally preferable products where practicable, • Facilitate data collection on purchases of designated environmentally preferable products by the department in order to assist in tracking the City's environmentally preferable purchasing efforts. The following guidelines are to be followed by the City of Eagan: Recycled Paper Products Per subdivisions one (1) and two (2)o Minnesota Statute 16B.122 and per the Federal Environmental Protection Agency's (EPA) requirements, the City of Eagan will endeavor to purchase paper products containing the highest post - consumer content practicable, but no less than minimum recycled content standards established by the EPA Comprehensive Procurement Guidelines: www.epa.gov Energy and Water Savings All appliances and products purchased by the City for which the US EPA Energy Star certification is available will meet Energy Star certification provided such products are available and financially feasible ( www.energ_ystar.gov ). Typically, this would include lighting systems, exhaust fans, water heaters, computers, exit signs, and appliances such as refrigerators, dishwashers, and microwave ovens. When Energy Star labels are not available, appliances and products that are in the upper 25% of energy efficiency as designated by the Federal Energy Management Program shall be considered for purchase. 2. Water- saving products purchased by the City will meet the WaterSense certification when such products are available and financially feasible ( http: / /www.epa.gov This includes, but is not limited to, high - performing fixtures such as toilets, waterless urinals, low -flow faucets and aerators, and upgraded irrigation systems. Cleaning Products Cleaning products purchased by the City will meet Green Seal, EcoLogo, and /or U.S. EPA Design for the Environment cleaning product standards if such products are practicable, available, and perform to an acceptable standard. ( http: / /www.greenseal.ora http : / /www.environmentalchoice.com and http: / /www.epa.gov These guidelines are subject to the requirements and preferences in the Municipal Contracting Law (MN Statutes 471.345) and all other applicable laws and ordinances. Date of Approval: Approved: Mike Maguire Mayor 19 Appendix D MINNESOTA STATUTES 2010 16B.122 16B.122 PURCHASE AND USE OF PAPER STOCK; PRINTING. Subdivision 1. Definitions. The definitions in this subdivision apply to this section. (a) "Copier paper" means paper purchased for use in copying machines. (b) "Office paper" means notepads, loose -leaf fillers, tablets, and other paper commonly used in offices. (c) " Postconsumer material" means a finished material that would normally be discarded as a solid waste, having completed its life cycle as a consumer item. (d) "Practicable" means capable of being used, consistent with performance, in accordance with applicable specifications, and availability within a reasonable time. (e) "Printing paper" means paper designed for printing, other than newsprint, such as offset and publication paper. (f) 'Public entity" means the state, an office, agency, or institution of the state, the Metropolitan Council, a metropolitan agency, the Metropolitan Mosquito Control District, the legislature, the courts, a county, a statutory or home rule charter city, a town, a school district, another special taxing district, or any contractor acting pursuant to a contract with a public entity. (g) "Soy -based ink" means printing ink made from soy oil. (h) "Uncoated" means not coated with plastic, clay, or other material used to create a glossy finish. Subd. 2. Purchases; printing. (a) Whenever practicable, a public entity shall: (1) purchase uncoated office paper and printing paper; (2) purchase recycled content paper with at least ten percent postconsumer material by weight; (3) purchase paper which has not been dyed with colors, excluding pastel colors; (4) purchase recycled content paper that is manufactured using little or no chlorine bleach or chlorine derivatives; (5) use no more than two colored inks, standard or processed, except in formats where they are necessary to convey meaning; (6) use reusable binding materials or staples and bind documents by methods that do not use glue; (7) use soy -based inks; and (8) produce reports, publications, and periodicals that are readily recyclable within the state resource recovery program. (b) Paragraph (a), clause (1), does not apply to coated paper that is made with at least 50 percent postconsumer material. (c) A public entity shall print documents on both sides of the paper where commonly accepted publishing practices allow. (d) Notwithstanding paragraph (a), clause (2), and section 16B.121, copier paper purchased by a state agency must contain at least ten percent postconsumer material by fiber content. Copyright © 2010 by the Office of the Revisor of Statutes, State of Minnesota. All Rights Reserved. 20 4S Agenda Information Memo December 20, 2011, Eagan City Council Meeting F. APPROVE CONDITIONAL 90 -DAY ON -SALE LIQUOR LICENSES ACTION TO BE CONSIDERED: To approve Conditional 90 -Day On -Sale Liquor Licenses for Cedarvale Bowl, Inc. DBA Cedarvale Lanes /Fitz's Bar & Grill; Latt, Inc. DBA Valley Lounge; and Coopers' Restaurant Inc. DBA Coopers' Restaurant. FACTS: ➢ The City Council was informed that Cedarvale Lanes/Fitz's Bar & Grill, the Valley Lounge, Starks' Saloon/Rickey's Cafe, and Coopers' Restaurant do not meet the City Code requirements to receive an on -sale liquor license. The establishments' gross food service revenue is less than the 50 percent minimum required by City Code. ➢ Starks' Saloon/Rickey's Cafe has submitted additional documentation that verifies the establishment is eligible for an on -sale liquor license. The establishment's gross food service revenue is 62.5 percent. ➢ The proposed action would conditionally renew for 90 days the on -sale liquor licenses for Cedarvale Lanes/Fitz's Bar & Grill, the Valley Lounge, and Coopers' Restaurant. This will allow the establishments to continue to serve alcohol, subject to all other Code and Statute requirements, pending the Council's review of the City's liquor license requirements in early 2012. ATTACHMENTS (0): (The complete applications are available from the Office of the City Clerk.) Agenda Information Memo December 20, 2011, Eagan City Council Meeting G. APPROVE 2012 ON -SALE LIQUOR LICENSE RENEWAL FOR STARKS I, INC. DBA STARKS' SALOON/RICKEY'S CAFE ACTION TO BE CONSIDERED: To approve the 2012 On -Sale Liquor License renewal for Starks I, Inc. DBA Starks' Saloon/Rickey's Cafe, located at 3125 Dodd Road. FACTS: ➢ Starks I, Inc DBA Starks' Saloon/Rickey's Cafe has submitted an application and license fee to renew its on -sale liquor license for 2012. ➢ The application is complete and the establishment is eligible for an on -sale liquor license. ATTACHMENTS (0): (The complete applications are available from the Office of the City Clerk.) 47 20- Dec -11 Aquatic Facility Financing Total Cost $7,140,000 Current 12 -20 -11 Revision Change Cinnamon Ridge Note $1,200,000 $ 545,000 $ (655,000) Community Investment Fund Note 800,000 435,000 (365,000) Housing Fund Contribution - 655,000 655,000 Community Investment Fund 5,140,000 5,505,000 365,000 Grand Total $7,140,000 $ 7,140,000 $ - Corrected 19- Jan -12 Aquatic Facility Financing Total Cost $7,140,000 Current 01 -19 -12 Correction Change Cinnamon Ridge Note $1,200,000 $ 655,000 $ (545,000) Community Investment Fund Note 800,000 435,000 (365,000) Housing Fund Contribution - 545,000 545,000 Community Investment Fund 5,140,000 5,505,000 365,000 Grand Total $ 7,140,000 $ 7,140,000 $ - Agenda Information Memo December 20, 2011 Eagan City Council Meeting H. Approve proposed 2012 Enterprise Fund budgets for Public Utilities (Water, Sanitary Sewer, Street Lighting, and Storm Drainage/Water Quality), Cascade Bay and Community Center. ACTIONS TO BE CONSIDERED: 1) Approve the proposed 2012 Enterprise Fund budgets for Public Utilities (Water, Sanitary Sewer, Street Lighting, and Storm Drainage /Water Quality), Cascade Bay, including the revised Cascade Bay financing plan, and the Community Center. FACTS: • The City Council reviewed all of these budgets at a special Council meeting in October. • Subsequently, per direction from the Council in response to certain challenges, the Finance Committee has reviewed the proposed Cascade Bay budget and is recommending a revised financing plan for the facility as follows: Aquatic Facility Financing Total Cost $7,140,000 Current 12 -20 -11 Revision Change Cinnamon Ridge Note $1,200,000 $ 545,000 $(655,000) Community Investment Fund Note 800,000 435,000 (365,000) Housing Fund Contribution - 655,000 655,000 Community Investment Fund 5,140,000 5,505,000 365,000 Grand Total $7,140,000 $ 7,140,000 $ - • The recommended changes in the financing plan will save Cascade Bay approximately $160,000 per year in debt service costs and allow operating reserves to increase. • The City remains committed to a continuation of strong marketing, ongoing program enhancements, and creatively looking for ways to enhance revenues and reduce costs at Cascade Bay. Agenda Information Memo December 20, 2011 Eagan City Council Meeting No changes from the October presentation are proposed for the Public Utilities Fund and Community Center Fund budgets. User fees are the primary revenue source of Enterprise Fund budgets. ATTACHMENTS: • Enclosed on page is the Public Utilities Fund revenue and expenses summary. • Enclosed on page I is the Cascade Bay Fund revenue and expenses summary. • Enclosed on page is the Community Center Fund revenue and expenses summary. �q Public Utilities Fund 2012 Budget Revenue and Expense Summary Revenues: Service charges Connection permits Meter sales Other Total revenues Operating expenses: Personal services Supplies, repairs, maint. Other services & charges Merchandise for resale Capital outlay MCES disposal charges Total operating exp* Net cash inflow (outflow) 829,200 408,300 1,100 167,200 *Excluding depreciation expense 168,300 Other non - departmental revenues: Interest income Connection charges Antenna lease revenue (excludes ECC allocation) Other Total - non -dept revenue Net cash inflow (outflow) TOTALS $ 12,536,000 5,000 13,000 24,000 $ 12,578,000 2,181,400 498,400 4,008,900 20,000 87,800 4,207,400 $ 11,003,900 1,574,100 404,000 42,000 568,000 55,300 1,069,300 $ 2,643,400 �DO Sanitary Street Storm Water Water Sewer Lighting Drainage Quality $ 4,620,000 $ 6,099,000 $ 587,000 $ 445,000 $ 785,000 2,000 3,000 - - - 13,000 - - - - 13,000 - - - 11,000 $ 4,648,000 $ 6,102,000 $ 587,000 $ 445,000 $ 796,000 1,225,700 514,700 - 89,400 351,600 347,000 58,600 - 11,200 81,600 2,175,300 913,000 585,900 147,200 187,500 20,000 - - - - 50,800 - - 30,000 7,000 - 4,207,400 - - $3,818,800 $ 5,693,700 $ 585,900 $ 277,800 $ 627,700 Net cash inflow (outflow) 829,200 408,300 1,100 167,200 *Excluding depreciation expense 168,300 Other non - departmental revenues: Interest income Connection charges Antenna lease revenue (excludes ECC allocation) Other Total - non -dept revenue Net cash inflow (outflow) TOTALS $ 12,536,000 5,000 13,000 24,000 $ 12,578,000 2,181,400 498,400 4,008,900 20,000 87,800 4,207,400 $ 11,003,900 1,574,100 404,000 42,000 568,000 55,300 1,069,300 $ 2,643,400 �DO Aquatic Facility (Cascade Bay) Fund 2012 Budget Revenues, Expenses and Other Disbursements Revenues Daily Admissions /Season Pass Group Sales Concessions Classes / Camps Merchandise Sales Vending Rental Interest Other Total Revenues Expenses Personal Services Parts & Supplies Cost of Concession Sales Services & Other Charges Capital Outlay Sub -total Expenses Replenish operating cash Reserve for Renewal & Replacement Total Operating Expenses and R &R Non - Operating Disbursements Debt Service Payments Total Expenses /Non -Op Disbursements 2009 2010 2011 2012 Actual Actual Budget Budget 76,267 91,175 85,500 70,000 $ 507,695 $ 642,399 $ 762,800 $ 674,000 120,372 126,268 146,500 140,000 167,518 206,876 225,000 215,000 23,148 30,496 24,000 30,000 10,204 14,365 11,000 14,500 1,598 2,047 2,000 2,000 7,362 9,232 10,000 12,000 15,604 5,036 15,000 3,000 4,399 920 400 400 857,900 1,037,639 1,196, 700 1,090,900 $ 523,945 $ 514,376 $ 588,300 $ 600,600 59,030 70,439 84,600 84,300 76,267 91,175 85,500 70,000 179,409 16 7, 619 199,600 18 2, 000 15,420 26,791 5,800 2,800 854,071 870,400 963,800 939,700 - - - 81,300 67,100 67,100 69,900 69,900 921,171 937,500 1,033, 700 1,090,900 161,938 156,875 163,000 - $ 1,083,109 $ 1,094,375 $ 1,196,700 $ 1,090,900 2012 ECC rev -exp summary.xlsx Eagan Community Center Fund 2012 Budget Revenues, Expenses and Other Disbursements Revenues Personal Trainers Equipment Rental Parks /Rec Programming Concessions /Vending /Merchandise Sales Group Sales Daily Admissions Memberships Room & Facility Rentals Contract Revenue Passport Processing ECVB Rent Other Total Revenues Other Financing Sources Antenna Lease Revenues Total Revenues /Other Financing Sources Expenses Personal Services Parts & Supplies Cost of Merchandise Sales Services & Other Charges Capital Outlay Total Operating Expenses Reserve for Renewal & Replacement Total Operating Expenses and R &R Debt Service -- voter - approved tax levy 12/15/2011 2009 2010 2011 2012 Actual Actual Budget Budget 28,902 32,540 29,000 33,600 $ 61,786 $ 61,441 $ 69,000 $ 70,500 14,044 15,325 21,000 17,700 10,210 9,764 14,000 10,500 76,732 73,450 73,600 85,100 51,118 46,729 47,500 49,700 88,040 88,225 108,000 105,800 622,475 620,635 683,900 639,300 244,900 214,006 335,700 319,400 79,381 71,888 84,600 81,500 21,875 19,900 - - 12,320 12,336 11,200 12,800 61,653 57,593 7,500 6,000 1,344,534 1,291, 292 1,456,000 1,398,300 235,706 238,274 216,700 269,800 $ 1,580,240 $ 1,529,566 $ 1,672,700 $ 1,668,100 1,000,652 967,288 1,046,300 1,026,300 54,538 56,745 61,100 62,900 28,902 32,540 29,000 33,600 333,464 305,198 355,300 363,700 4,684 9,795 23,000 23,600 1,422,240 1,371,566 1,514,700 1,510,100 158,000 158,000 158,000 158,000 $ 1,580,240 $ 1,529,566 $ 1,672,700 $ 1,668,100 $ 1,119,581 $ 1,359,085 $ 1,192,200 $ 1,128,900 Agenda Information Memo December 20, 2011 Eagan City Council Meeting I. Approve 2012 Special Revenue Funds Budgets: Housing Fund, DWI Forfeiture Fund, Minnesota Investment Fund (MIF) Revolving Loan Fund, Cedarvale Special Services District Fund, Cable TV Franchise Fees Fund, and E -TV Fund ACTION TO BE CONSIDERED: Approve the 2012 budgets for the following Special Revenue Funds: Housing Fund DWI Forfeiture Fund MIF Revolving Loan Fund Cedarvale Special Services District Fund Cable TV Franchise Fees Fund E -TV Fund FACTS: • For financial reporting purposes, it is required that the City Council adopt each of these budgets. • The purpose of each fund, the revenue sources, and the expenditure categories are listed for each fund in the attachments. • The Council reviewed the E -TV Fund budget at a workshop in October. • There are no tax levies related to these funds. ATTACHMENTS: • Housing Fund budget on pages r�4 and • DWI Forfeiture Fund budget on pages and • MIF Revolving Loan Fund budget on pages �3F- and q. • Cedarvale Special Services District Fund budget on pages and • Cable TV Franchise Fees Fund budget on paggs and . • E -TV Fund budget on pages through -S3 41 City of Eagan 2012 Proposed Budget Special Revenue Funds — Housing Fund (113) PURPOSE & DESCRIPTION The purpose and description of the Special Revenue Housing Fund is to: • Provide financing for future housing - related developments within the City. • The fund was established in 1998 as the consolidation of the Housing Revenue Bonds Fund and the Housing and Redevelopment Authority (HRA) Fund. • The Housing Revenue Bonds Fund accounted for annual fees collected on the principal balance of revenue bonds issued under the City's name. • The HRA Fund accounted for the tax increment financing (TIF) proceeds and expenditures of the Cinnamon Ridge Apartments interest rate reduction Operating Budget program. The TIF district expired in 1997 and a note was issued by Cinnamon Ridge to the City in the amount of the total TIF proceeds. At the end of 1998, the City sold its interest in the note to a third party for $1,200,000, and as a component of this transaction, the proceeds of the closing were loaned to the Aquatic Facility. The Special Revenue Housing Fund is responsible for the following functions: • To account for annual fees collected on the principal balance of revenue bonds issued under the City's name used to finance multi - family housing developments. To account for the internal loan made to the Aquatic Facility construction fund. The loan will be closed at the end of 2011 under the revised financing arrangements for the Aquatic Facility. PERFORMANCE INDICATORS Description Number of revenue bonds issued under the City's name to finance multi - family housing developments 2008 2009 Actual Actual 2010 2011 Budget Budget I y *Cify ofEaQan 2012 Proposed Budget Operating Budget Special Revenue Funds - Housing Fund (113) Expenditure by Category ;ted es Fund Balance, Beginning of Year Revenues: Housing Bond Fees Interest on Investments Total Revenues Other Financing Sources: Interest on Loan Principal on loan* Total Other Financing Sources Total Revenues and Other Financing Sources Expenditures: Monitoring Fee Contractual Services Total Expenditures Fund Balance, End of Year *Excluded from fund balance HIGHLIGHTS & CHANGES Overview: With the revised financing arrangement under consideration with the Aquatic Facility for 2012, housing bond fees and interest will be the sole revenue sources for this fund. REVENUE & EXPENDITURE DETAIL 2009 2010 2011 2012 Actual Actual Budget Budget $ 2,672,956 $ 2,804,389 $ 2,919,603 $ 3,049,603 72,513 49,303 72,000 49,300 25,519 34,666 30,000 20,000 98,032 83,969 102,000 69,300 37,051 34,020 31,700 - 60,000 60,000 65,000 - 97,051 94,020 96,700 - 195,083 177,989 198,700 69,300 3,150 2,475 3,200 2,800 500 300 500 400 3,650 2,775 3,700 3,200 $ 2,804,389 $ 2,919,603 $ 3,049,603 $ 3,115,703 City of Eapn 2012 Proposed Budget Operating Budget Special Revenue Funds — DWI Forfeiture Fund (115) PURPOSE & DESCRIPTION The purpose and description of the Special Revenue DWI Forfeiture Fund is to: • Account for money received from the court system related to DWI forfeitures. • The money accounted for in this fund is restricted for police operations. • This fund was created in 2006. The Special Revenue DWI Forfeiture Fund is responsible for the following functions: • Accounting for money received from the court system related to DWI forfeitures. • Purchase of new police equipment and police vehicles with DWI forfeiture monies. 9 G"C 4 1� City of EaQan 2012 Proposed Budget Operating Budget Special Revenue Funds - DWI Forfeiture Fund (115) Expenditure by Category Blood draws 0% Conf. & Train. 4% HIGHLIGHTS & CHANGES Overview: No significant changes in revenues are anticipated; no significant changes in expenditures are planned. 5 57 REVENUE & EXPENDITURE DETAIL 2009 2010 2011 2012 Actual Actual Budget Budget Fund Balance, Beginning of Year $ 16,794 $ 20,974 $ 4,140 $ 3,840 Revenues: DWI Forfeitures 35,212 23,835 36,000 29,500 Otherrevenues 530 66 - - Interest on Investments 427 428 200 100 Total Revenues 36,169 24,329 36,200 29,600 Other Financing Sources: Transfers In 417 - - - Total Other Financing Sources 417 - - - Total Revenues and Other Financing Sources 36,586 24,329 36,200 29,600 Expenditures: Parts and Supplies 20,522 31,256 25,000 22,000 Conference & Training 2,472 331 3,000 1,400 Professional Services 9,061 9,510 8,000 9,200 Blood draws for DWI cases 351 66 500 200 Mobile Equipment - - - - Total Expenditures 32,406 41,163 36,500 32,800 Fund Balance, End of Year $ 20,974 $ 4,140 $ 3,840 $ 640 5 57 1 1� My of Eapn 2011 Proposed Budget Operating Budget P 9 P 9 9 Special Revenue Funds — MIF Revolving Loan Fund (118) PURPOSE & DESCRIPTION The purpose of the Minnesota Investment Fund (MIF) Revolving Loan Special Revenue Fund is to: • Create and grow a lending program to Eagan businesses that can create jobs through investment in capital expansion. Currently, only a single loan is in place, but collections on the existing loan will provide additional funds that can be loaned to other businesses to create more jobs. In 2009, the City received the full amount of the initial loan, $350,000, as a grant from the State MIF to make the loan. Under the terms of the City's agreement with the MIF, 80% of the loan payments collected are to be returned to the State, and the remaining 20% are to be retained by the City for the purpose of making additional loans in the future. W OR Oty Of Eapn 2011 Proposed Budget Operating Budget P 9 P 9 9 Special Revenue Funds — MIF Revolving Loan Fund (118) Expenditure by Category Payments to State 100 HIGHLIGHTS & CHANGES Overview: The loan to Biothera was disbursed in 2009. Activity in the fund for 2011 will consist of receipt of the monthly payments from Biothera and the related payment to the State's Minnesota Investment Fund (MIF) of 80% of receipts. REVENUE & EXPENDITURE DETAIL 7 5q 2009 2010 2011 2012 Actual Actual Budget Budget Fund Balance, Beginning of Year - 5,563 $ 17,249 $ 28,749 Revenues: State Grants $ 350,000 $ - - - Biothera loan payments 5,712 57,409 57,400 57,400 I nterest i ncome 779 204 - 200 Total Revenues 356,491 57,613 57,400 57,600 Expenditures: MIF Repayment to State 19,136 45,927 45,900 45,900 Loan disbursementto Biothera 331,792 - - - Total Expenditures 350,928 45,927 45,900 45,900 Excess of Revenue Over(Under) Expenditures 5,563 11,686 11,500 11,700 Fund Balance, End of Year 5,563 $ 17,249 $ 28,749 $ 40,449 7 5q My of EaQan 2011 Adopted Budget Special Revenue Funds — Cedarvale Special Services District (119) PURPOSE & DESCRIPTION The purpose and description of the Special Revenue Cedarvale Special Services District is to: Account for taxes collected and expenditures made pertaining to the Cedarvale area special services tax district. The special services tax district was established in 1995. The Special Revenue Cedarvale Special Services District is responsible for the following functions: • To provide signage, sign maintenance, and turf maintenance for the Cedarvale Shopping Center. 0 Operating Budget M City of Evan 2012 Proposed Budget Operating Budget Special Revenue Funds — Cedarvale Special Services District (119) Expenditure by Category HIGHLIGHTS & CHANGES Overview: No levy is adopted for 2012 as fund balance is sufficient to fund budgeted expenditures. (e( REVENUE & EXPENDITURE DETAIL 2009 2010 2011 2012 Actual Actual Budget Budget Fund Balance, Beginning of Year $ 1,008 $ 3,946 $ 4,741 $ 3,741 Revenues: Special Services District Taxes 2,965 729 - - Interest on Investments - 66 - - Total Revenues 2,965 795 - - Expenditures: Professional Services - - - - Mowing & weed control - - 1,000 1,000 Electricity 27 - - - Total Expenditures 27 - 1,000 1,000 Excess of Revenue Over(Under) Expenditures 2,938 795 (1,000) (1,000) Fund Balance, End of Year $ 3,946 $ 4,741 $ 3,741 $ 2,741 (e( City of Evan 2012 Proposed Budget Operating Budget P 9 P 9 9 Special Revenue Funds — Cable TV Franchise Fee Fund (196) PURPOSE & DESCRIPTION The purpose and description of the Special Revenue Cable TV Franchise Fee Fund is to: • Account for franchise fees paid to the City from the local cable franchises. • Restricted for communications and cable television activities. The Special Revenue Cable TV Franchise Fee Fund is responsible for the following functions: • The money is used for communications and cable television related activities, primarily the Communications Department budget and the City's share of the funding for Eagan Television 0 (Pr—� I I Eity of Evan 2012 Proposed Budget Operating Budget Special Revenue Funds - Cable TV Franchise Fee Fund (196) HIGHLIGHTS & CHANGES Overview: The fund continues to support the Communications budget in the General Fund and the non - PEG - eligible expenditures of the E -TV Fund. No significant changes in revenues are anticipated. REVENUE & EXPENDITURE DETAIL Fund Balance, Beginning of Year Revenues: Cable TV Franchise Fees Interest on Investments Sale of City Property Other reimbursements Total Revenues Expenditures: Capital Equipment per CIP Professional Services Total Expenditures Other Financing Uses: Transfer to General Fd - Communications Transfer to E -TV I'd - non - PEG - eligible Transfer to Fiber Conduit Ring I'd Total Other Financing Uses Total Expenditures and Other Financing Uses Fund Balance, End of Year 2009 2010 2011 2012 Actual Actual Budget Budget $ 2,560,162 $ 2,579,773 $ 2,561,642 $ 2,468,342 762,326 767,058 750,000 765,000 35,121 46,511 51,200 44,000 763 - - - 68,998 - - - 867,208 813,569 801,200 809,000 7,354 - 106,200 111,200 7,808 46,322 - - 15,162 46,322 106,200 111,200 417,781 451,807 448,700 457,700 333,887 333,571 339,600 339,800 80,767 - - 832,435 785,378 788,300 797,500 847,597 831,700 894,500 908,700 $ 2,579,773 $ 2,561,642 $ 2,468,342 $ 2,368,642 IN 41 1� City of Eapn 2012 Proposed Budget Operating Budget P 9 P 9 9 E -TV (197) Responsible Manager: Tom Garrison, Director of Communications PURPOSE & DESCRIPTION Eagan Television (E -TV) creates public, educational, and government cable TV programming through a partnership of volunteers and professional staff. E -TV also provides television production equipment facilities, and channel time to televise locally - produced programming. It is cable programming by the community, for the community. PERFORMANCE INDICATORS * Estimate based on year -to -date actuals; budgeted amount for 2011 was $36,000 2009 2010 2011 2012 Description Actual Actual Estimate Target Monthly Staff Program Production 8 10 14 24 Monthly Access Show Production 8 18 22 32 New Volunteers 89 120 140 80 Outside Revenue $ 13,425 $ 3,017 $ 18,000 * $ 25,000 Opportunities For Youth 12 -18 26 30 75 75 * Estimate based on year -to -date actuals; budgeted amount for 2011 was $36,000 4 1� City of Faun 2012 Proposed Budget Operating Budget E -TV (197) Responsible Manager: Tom Garrison, Director of Communications HIGHLIGHTS & CHANGES Overview: For the first time in 15 years, Eagan enters the three -year cable franchise renewal process and will incur extra expense. Consequently, the budget is up 5.3% from the prior year, mostly because of these extraordinary expenses. Excluding the retained expertise for renewal audit, the budget would be up 3.1 %. The E -TV budget is funded by non - taxpayer dollars. The sources of funding are franchise fees paid by Comcast and a small fee on local subscriber bills which supports capital equipment for Public, Educational and Governmental (PEG) public access facilities. Highlight /Change 1: Year One franchise renewal preparation with franchise fee audit of the cable company Financial Impact: $10,000 increase Service Level Impact: No direct impact to daily operations, but quicker spend down of franchise fee fund balance. Highlight /Change 2: In an effort to more effectively teach video production and make it more accessible to all volunteers, we have proposed purchasing 4 laptops to be used for editing and compositing classes as well as being available for volunteers to check out. Financial Impact: $4,800 expense. The account from which the laptops would be purchased, however, is flat year to year. Service Level Impact: To pursue E -TV's strategic plan, this will allow us to have more effective classes and also allow more volunteers the opportunity to participate in E -TV. Highlight /Change 3: Because of the addition of an edit suite in 2011, our maintenance service contract has increased by $2,250 to cover the additional equipment. Financial Impact: With slight reductions in other areas, there is no financial impact. Service Level Impact: Entire studio is now covered under our maintenance agreement with AVI. Highlight /Change 4: Salary increases are being implemented in 2012. Three of the four staff members are due to receive step increases as well. Financial Impact: $10,100 increase, including benefits. Service Level Impact: None 0-s 4 1 Nj of Faun 2012 Proposed Budget Operating Budget E -TV (197) Responsible Manager: Tom Garrison, Director of Communications EXPENDITURE SUMMARY Expenditure Actual 2009 Actual 2010 Budget 2011 Budget 2012 Personal Services $ 329,870 $ 332,186 $ 332,900 $ 343,000 Parts and Supplies 29,477 28,868 36,200 34,700 Services and Other Charges 38,563 48,190 81,400 96,200 Capital Outlay 6,400 8,000 9,800 10,600 Total $ 404,310 $ 417,245 $ 460,300 $ 484,500 POSITION INVENTORY Personnel 2009 2010 2011 2012 Hours Studio Supervisor 1 1 1 1 2,080 Client Services Coordinator 1 1 1 1 2,080 Govt Programming Coordinator 1 1 1 1 2,080 Field Coordinator /Video Specialist 1 1 1 - Videographer /Editor - 1 2,080 Total 4 4 4 4 8,320 WORK PLAN 2012 Activity Routine 1 Supervision of PEG channels for Eagan 2 Provide and maintain public access facilities 3 Provide training for PAfacility and equipment 4 Facilitate, organize and execute the playback of all sponsored PA shows 5 Provide coverage of community events 6 Provide coverage of all Eagan government meetings 7 Provide video production services to City of Eagan departments 8 Provide video production services to revenue generating clients 9 Assist Comcast customers with complaints 10 Provide video production services to Thomson Reuters in exchange for rent City of Eapn 2012 Proposed Budget Operating Budget E -TV (197) Responsible Manager: Tom Garrison, Director of Communications REVENUE SUMMARY CAPITAL PURCHASES Fund Sourc CIP (PEG) Three studio camera pedestals CIP (PEG) Conversion from Mi ni DV to P2 CIP (PEG) Shared mobile studio expenses Opg budg Other $ 39,500 12,200 10,600 Subtotal - CIP capital 62,300 10,600 Total $ 72,900 4-7 Actual Actual Budget Budget Revenue 2009 2010 2011 2012 4689 PEG fees (tota 1) $ 380,545 $ 382,079 $ 380,000 $ 382,000 Less: PEG fees used for current year CIP - E -TV (309,412) (33,147) (96,500) (62,300) PEG fees used for current year CIP - Eagan Rm /CC - - (79,000) PEG fees availableforfuturecapital expenditures - (265,628) (163,000) (108,700) Net PEG fees used for E -TV operations 71,133 83,304 120,500 132,000 4690 City contribution - from Cable Franchise Fees fund 333,887 333,571 303,800 327,500 4699 Class fees 2,610 1,620 6,000 8,000 4696 Dub /Rental /Paid production 5,890 1,397 15,000 12,000 4698 Community programming sponsorship 4,925 - 15,000 5,000 Total Operating Revenues 418,445 419,892 460,300 484,500 CAPITAL PURCHASES Fund Sourc CIP (PEG) Three studio camera pedestals CIP (PEG) Conversion from Mi ni DV to P2 CIP (PEG) Shared mobile studio expenses Opg budg Other $ 39,500 12,200 10,600 Subtotal - CIP capital 62,300 10,600 Total $ 72,900 4-7 City of Evan 2012 Proposed Budget Operating Budget E -TV (197) Responsible Manager: Tom Garrison, Director of Communications LINE ITEM DETAIL 6110 SALARIES AND WAG ES- REGULAR 6112 OVERTIME - REGULAR 6130 SALARIES AND WAG ES- TEMPORARY 6142 PERA- COORDINATED 6144 FICA 6151 HEALTH INSURANCE /VEBA 6152 LIFE 6154 DISABILITY- LONGTERM 6155 WORKERS COMPENSATION PERSONAL SERVICES 6210 OFFICE SUPPLIES 6212 OFFICE SMALL EQUIPMENT 6215 REFERENCE MATERIALS 6220 OPERATING SUPPLIES - GENERAL 6224 CLOTHING /PERSONAL EQUIPMENT 6231 MOBILE EQUIPMENT REPAIR - PARTS 6232 SMALL EQUIPMENT REPAIR - PARTS 6235 FUEL, LUBRICANTS, ADDITIVES 6270 COMPUTER SOFTWARE PARTS & SUPPLIES 2009 2010 2011 2012 Actual Actual Budget Proposed 240,775 239,591 239,200 247,100 2,444 3,141 2,500 2,000 11,762 13,223 15,000 14,000 16,278 17,327 17,900 19,100 18,645 18,721 19,500 20,100 36,911 37,711 37,500 39,000 490 495 - - 906 920 - - 1,659 1,057 1,300 1,700 329,870 332,186 332,900 343,000 844 1,202 1,000 800 706 1,314 500 500 296 - 500 500 4,622 7,936 9,300 9,300 330 - 2,000 2,000 5,807 712 3,500 3,500 1,725 4,725 5,000 4,500 592 1,989 1,300 1,300 14,555 10,989 13,100 12,300 29,477 28,868 36,200 34,700 6310 PROFESSIONAL SERVICES- GENERAL 19,557 1,433 7,000 17,000 6314 AUDITING - 400 - - 6346 POSTAGE 48 149 800 800 6347 TELEPHONE SERVICE & LINE CHARGES - - 100 100 6353 PERSONAL AUTO /PARKING 261 9 400 400 6355 CELLULAR TELEPHONE SERVICE 1,771 1,942 2,700 2,700 6357 GENERAL ADVERTISING - 311 2,100 2,100 6359 LEGAL NOTICE PUBLICATION - - 200 200 r 6370 GENERAL PRINTING AND BINDING 565 - 1,100 1,100 6385 INSURANCE 2,300 7,300 7,400 7,400 6405 ELECTRICITY - - 12,000 12,000 6425 MOBILE EQUIPMENT REPAIR - LABOR - 2,294 2,500 2,500 6426 SMALL EQUIPMENT REPAIR - LABOR 350 5,045 9,500 9,500 6427 BUILDING OPERATIONS REPAIR - LABOR 1,538 - - - 6457 MACHINERY & EQUIPMENT RENTAL - - 400 400 6475 MISCELLANEOUS 5,537 4,843 5,200 4,900 6476 CONFERENCES AND SCHOOLS 2,671 1,376 3,300 3,000 6477 LOCAL MEETING EXPENSES 45 370 1,200 800 6478 TUITION AND REIMBURSEMENTS - - - 3,300 6479 DUES AND SUBSCRIPTIONS 3,655 3,405 4,600 4,800 6480 LICENSES, PERMITS AND TAXES - 15 - - 6569 MAINTENANCE CONTRACTS 265 19,299 20,900 23,200 OTHER SERVICES AND CHARGES 38 48,190 81,400 96,200 6640 MACHINERY /EQUIPMENT 6,400 8,000 9,300 10,200 6660 OFFICE FURNISHINGS /EQUIPMENT - - 500 400 6670 OTHER EQUIPMENT - 6680 MOBILE EQUIPMENT - - - - CAPITALOUTLAY 6,400 8,000 9,800 10,600 TOTAL E -TV 404,310 417,245 460,300 _ 484,500 5.26% (_� C� Agenda Information Memo December 20, 2011, Eagan City Council Meeting CONSENT AGENDA J. Adopt a Resolution accepting a $1000 donation from Wal -Mart ACTION TO BE CONSIDERED: Approve a Resolution accepting a $1000 donation from Wal -Mart, which will be used by the Eagan Police Department to purchase gifts for needed families in our community. FACTS: • Wal -Mart stores donated $1000 to the police department for the annual "Shop with a Cop" program. • The idea behind the program is to connect with kids whose families have had contact with police or are in need of assistance. • The program, which is a nationwide event, is intended to enhance the image of the police. • The funds will be used during this year's "Shop with a Cop" event. • Approving the resolution/accepting the donation will also approve a $1000 budget adjustment to line item 1104 - 6477 -Local Meeting Expenses in the police department's 2011 budget. ATTACHMENTS Resolution on page __70 (�q CITY OF EAGAN RESOLUTION ACCEPTING DONATION TO THE CITY OF EAGAN Wal -Mart WHEREAS, the City Council of the City of Eagan encourages public donations to help defray the costs to the general public of providing services in Eagan; and WHEREAS, Wal -Mart has presented the Police Department with a donation in the amount of $1000.00 as reimbursement for "Shop with a Cop" program. WHEREAS, Minnesota Statutes §465.03 requires that all gifts and donations of real or personal property be accepted only with the adoption of a resolution approved by two - thirds of the members of the City Council; and NOW, THEREFORE, BE IT RESOLVED by the City Council of Eagan, Dakota County, Minnesota, that the donation is hereby accepted for use by the City; BE IT FURTHER RESOLVED, that the City sincerely thanks Wal -Mart for the gracious and generous donation. ADOPTED this 20th day of December, 2011. CITY OF EAGAN CITY COUNCIL By: It's Mayor Attest: It's Clerk Motion by: Seconded by: Those in Favor: Those Against: Date: —7 D Agenda Information Memo December 20, 2011, Eagan City Council Meeting K. Joint Powers Agreement for Outdoor Warning Siren "Narrow Banding" ACTION TO BE CONSIDERED: To enter into a Joint Powers Agreement with Dakota County to implement outdoor warning siren narrow banding while providing access to partial financial reimbursement and the master contract described in the Joint Powers Agreement. FACTS: • Outdoor warning sirens in Eagan currently use wide band radio technology, and due to Federal Communications Commission (FCC) rules these units must be converted to narrow band operation before January 1, 2013. • In February 2011 the City adopted a resolution endorsing the outdoor warning siren Work Group narrow banding plan. • Dakota County has received a 2010 Urban Area Security Initiative (UASI) grant which includes funding for the narrow band conversion of outdoor warning sirens. • Dakota County will use these grant funds to reimburse up to 50 percent of the cost for converting local systems to narrow band operation for participating cities. • Dakota County conducted a competitive Request For Proposal process with input from participating cities and established a single master contract for all siren narrow banding work in participating cities. • By entering into the Joint Powers Agreement, Eagan will be eligible to receive matching financial assistance through the UASI grant administered by Dakota County. The Joint Powers Agreement also allows Eagan to access the master contract for completing the work at the 12 warning siren locations. • Through the agreement, the City will be eligible to receive up to $850. • The attached Joint Powers Agreement has been reviewed by the City Attorney. ATTACHMENTS: Narrow Banding Joint Powers Agreement with Dakota County on page 7J JOINT POWERS AGREEMENT WITH DAKOTA COUNTY AND THE CITY OF EAGAN TO NARROW BAND OUTDOOR WARNING SIRENS This Joint Powers Agreement (the Agreement) is entered into on _ December 20, 2011 _ (Date), by and between the County of Dakota, a political subdivision of the State of Minnesota, Dakota County Administration Center, 1590 Highway 55, Hastings, Minnesota, 55033, hereinafter referred to as County, and the City of Eagan , a Minnesota municipal corporation, city address 3830 Pilot Knob Road, Eagan, MN 55122 hereinafter referred to as the City. RECITALS WHEREAS, in October 2010, the Minnesota Department of Public Safety (MDPS) received a grant of monies from the United States Department of Homeland Security (2010 Homeland Security Grant Program) for improvements to homeland security preparedness under the Urban Area Security Initiative Grant Program; and WHEREAS, the MDPS has entered into a grant agreement with County (County Board Resolution No. 10 -616) on or about December 30,2010 to allow County to claim reimbursement for expenditures incurred by cities in Dakota County for the evaluation of sirens, client /server Windows based siren control software systems and related VHF/JHF radio system interfaces and to replace and upgrade existing hardware based warning points and to upgrade the activation and end point VHF/UHF mobile radios in the siren controller boxes to accommodate the FCC mandated narrow banding (hereinafter referred to as "narrow band the City's outdoor warning siren(s)"); and WHEREAS, it is a requirement of the Urban Area Security Initiative Grant that the granted monies be used to supplement, not supplant or replace, funds appropriated from the State of Minnesota or the City; and WHEREAS, the MDPS Grant Agreement (hereinafter Grant) attached hereto and incorporated herein by reference as Exhibit A, has imposed on the County certain requirements and obligations to insure that Grant funds are expended by County for authorized activities and that appropriate records and certifications are prepared and maintained; and WHEREAS, the County has identified the need for narrow banding outdoor warning sirens to continue the notification of the public of emergency situations and to comply with the requirements of the Federal Communications Commission (FCC) narrow band mandate before December 31, 2012; and WHEREAS, County has obtained a professional services master contract through a Request for Proposal competitive process that is available to City for professional services and equipment necessary to narrow band the City's outdoor warning siren(s) (Master Contract); and DAKOTA COUNTY /CITY .IPA NARROW BAND WARNING SIRENS Septernbu I5, 2011 7a � WHEREAS, the City, by Resolution dated 2 -15 -11 , stated its intent to access the Master Contract obtained by County for the necessary services and equipment to narrow band some or all of City's outdoor warning siren(s) and to obtain reimbursement of a portion of the associated costs from said Grant funds; and WHEREAS, the County and City wish to set forth their respective roles and responsibilities and the terms and conditions of their understanding. NOW, THEREFORE, in consideration of the mutual promises and covenants herein, County and City do hereby agree as follows: I. General Purpose. The purpose of this agreement is to enable County to disburse Grant funds for reimbursement to City of a portion of the costs City incurs to narrow band its outdoor warning siren(s), utilizing the Master Contract vendor obtained by County. The Parties to this Agreement are bound by and shall comply with the terms and provision of the Grant, attached hereto and incorporated herein as Exhibit A. II. Responsibilities of the County. 1. The County shall make available to City a Master Contract for use by City to narrow band some or all of its outdoor warning siren(s) 2. The County shall reimburse the City for 50 % of the eligible portion of City's costs of narrow banding the City's outdoor warning siren(s), as provided for in the Grant, Exhibit A, upon submission of invoices approved by the County's Representative, in an amount not to exceed $ 850.00 . To the extent Grant money is available this maximum amount may increase, at the sole discretion of County, in order to account for project cost increases to City. III. Responsibilities of the City. 1. City shall narrow band some or all of its outdoor warning siren(s) utilizing the Master Contract. City is solely responsible to pay all costs and expenses for the services and equipment provided by the vendor under the Master Contract and to work with said vendor for the design, installation, and management of the work to narrow band its outdoor warning siren(s). 2. The City shall submit invoices for reimbursement of the costs to narrow band its outdoor warning siren(s) to County in a timely manner. All requests for reimbursement must be submitted to the County by December 31, 2012. City must certify that the payments or reimbursements are accurate, appropriate and directly related to the narrow banding of the City's outdoor warning siren(s); that City has obtained documentation of actual expenditures for which payment or reimbursement is sought including copies of its itemized invoices and payment verification. 3. City shall continue to own its outdoor warning siren(s) and the equipment installed under the Master Contract and is responsible for all ongoing maintenance of such equipment. 4. The City shall comply with the terms and provision of the Agreement. With respect to this Agreement, City represents and warrants to County as follows: DAKOTA COUNTY /CITY.IPA 2 NARROW BAND WARNING SIRENS September 1?, 2011 '73 a. It has the legal authority to enter into, execute and deliver this Agreement, and it has taken or will take, prior to disbursement of any Grant proceeds, all actions necessary to the execution and delivery of this Agreement and has the legal authority to purchase the equipment necessary to narrow band some or all of its outdoor warning siren(s). b. This Agreement is a legal, valid and binding obligation of the City and is enforceable against the City according to its terms. c. It will comply with all of the terms, conditions, and warranties in the Grant Agreement in Exhibit A. d. It will use the Grant proceeds solely for expenditures directly related to the purchase and installation of the equipment authorized for reimbursement by the Grant. e. It will be responsible for the ongoing maintenance and operational costs for outdoor warning sirens narrow banded under this Agreement for the life of the equipment as determined by the City. IV. Term of Agreement. 1. Effective date. The term of this Agreement shall commence on the last signature date ( "Effective Date ") this Agreement was executed by either party. 2. Expiration Date. This Agreement shall expire and be of no further force or effect on the date all of the following have been accomplished: City has narrow banded the sirens in their city consistent with the Master Agreement; City has submitted all invoices or statements to County for which it seeks reimbursement under this Agreement; County has reimbursed City for all invoices and costs as provided for in this Agreement. 3. Survival of Terms. The following Sections of this Agreement shall survive the expiration or cancellation of this Agreement. Sections V 3 -8, V 10 -11 V. Miscellaneous Authorized Representative. The County's Authorized Representative is: B.J. Battig, Risk and Homeland Security Manager Dakota County, 1590 Highway 55 Hastings, MN 55033 Phone: 551- 438 -4532 DAKOTA COUNTY /CITY JPA NARROW BAND WARNING SIRENS Sepieinha 15, 2011 B.J. Battig, or his successor, has the responsibility to monitor City's performance and the authority to approve the invoices submitted for reimbursement under this Agreement for payment by County. If the County's Authorized Representative approves an expenditure the Representative will certify acceptance on each invoice submitted for payment. If the County's Authorized Representative changes at any time during this Agreement, the County must immediately notify the City in writing. City's Authorized Representative is: Jeremy Klein, Support Services Manager City of Eagan, 3830 Pilot Knob Road Eagan, MN 55122 Phone: 651 - 675 -5805 If City's Authorized Representative changes at any time during this Agreement, City must immediately notify the County in writing. 2. Assignment, Amendments, Waiver, and Grant Contract Complete. a) Assignment. City may neither assign nor transfer any rights or obligations under this Agreement without the prior consent of the County and a fully executed Assignment Agreement, executed and approved by the same parties who executed and approved this Agreement, or their successors in office. b) Amendments. Any amendment to this Agreement must be in writing and will not be effective until it has been executed and approved by the parties who executed and approved the original Agreement, or their successors in office. C) Waiver. If the County fails to enforce any provision of this Agreement, that failure does not result in a waiver of the right to enforce the same or another provision of the Agreement in the firture. d) Agreement Complete. This Agreement and exhibits contain all negotiations and agreements between the County and City. No other understanding regarding this Agreement, whether written or oral, may be used to bind either party. Liability and Insurance Each party to this Agreement shall be liable for the acts of their own agents, volunteers or employees and the results thereof to the extent authorized by law and shall not be responsible for the acts of the other party, its agents, volunteers or employees. It is understood and agreed that liability and damages arising from the parties' acts and omissions are governed by the provisions of the municipal Tort Claims Act, Minn. Stat. Ch. 466, the Minnesota Tort Claims Act, Minn. Stat. §3.736, as applicable, and other applicable laws. Each Party warrants that they are able to comply with the aforementioned liability and insurance requirements through an insurance or self - insurance program and that each has minimum coverage consistent with the liability limits contained in Minn. Stat. Ch. 466 or Minn. Stat. §3.736, as applicable. DAKOTA COUNTY /CITY JPA 4 NARROW [SAND WARNING SIRENS September 15, 2011 -7r �M This agreement shall not be construed as and does not constitute a waiver by any Party of any conditions, exclusions or limitations on the Parry's liability provided by Minnesota Statutes, Chapter 466, Minnesota Statutes § 3.736 or other applicable law. This clause will not be construed to bar any legal remedies that each party may have for the other's failure to fulfill its obligations under this Agreement. 4. Audits. Under Minn. Stat. § 16C.05, subd. 5, County's and City's books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by the State and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this Sub -Grant Agreement. County and City shall maintain such books and records as will satisfactorily demonstrate to Federal, State, and County's Auditors that the County or City has not used the Grant monies to supplant or substitute for local funds. If upon such audit the auditing agency determines that Grant funds have been used by City to supplant, rather than supplement, local funds, and levies any penalties or fines, or requires refund of any Grant monies, City agrees that it shall be responsible for such penalties, fines, or refundment, and shall hold the County harmless therefrom. 5. Government Data Practices. City and County must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data created, collected, received, stored, used, maintained, or disseminated by either party under this Agreement. 6. Workers' Compensation. City certifies that it is in. compliance with Minn. Stat. § 176.181, subd. 2, pertaining to workers' compensation insurance coverage. City's employees and agents will not be considered County employees. Any claims that may arise under the Minnesota Workers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the County's obligation or responsibility. 7. Publicity and Endorsement (Exhibit A). a) Publicity. Any publicity regarding the subject matter of this Agreement must identify the State as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the City individually or jointly with others, or any subcontractors, with respect to the program publications or services provided resulting from this Agreement. b) Endorsement. City must not claim that either the State or the County endorses its products or services. DAKOTA COUNTY /CITY .IPA NARROW BAND WARNING SIRENS September IS. 2011 8. Governing Law, Jurisdiction, and Venue. Minnesota law, without regard to its choice -of -law provisions, governs this Agreement. Venue for all legal proceedings out of this Agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Dakota County, Minnesota. 9. Termination a. This Agreement may be terminated by City, without cause, upon 30 days written notice to County. In the event of termination of this Agreement by City without cause, City shall be responsible for payment of all outstanding, incurred costs relative to the City's interest in the outdoor warning siren(s) that are the subject of the Master Contract, including any costs that are owed to the vendor under the Master Contract terms and provisions. In the event of termination of this Agreement by City without cause, County shall not have any obligation to pay costs owed to the vendor under the Master Contract. b. Termination for Insufficient Funding. The City or County may immediately terminate this Agreement if it does not obtain funding from the Minnesota Department of Public Safety, or other funding source; or if funding cannot be continued at a level sufficient to allow for the payment of the cost of equipment identified in Exhibit A. Termination must be by written or fax notice to the other parry. The terminating party is not obligated to pay for any costs incurred after notice and effective date of termination. However, the non - terminating party will be entitled to payment, determined on a pro rata basis, for costs incurred up to the date of termination to the extent that funds are available. The terminating party will not be assessed any penalty if this Agreement is terminated because of the decision of the Minnesota Department of Public Safety, or other funding source, not to appropriate funds. The terminating party must provide the non - terminating parry notice of the lack of funding within a reasonable time of the terminating party receiving that notice. C. Ownership. At the end of the term of this Agreement or upon its termination, the City will continue to own its outdoor warning siren and equipment that they presently own or install pursuant to this Agreement 10. Data Disclosure. Under Minn. Stat. § 270C.65, and other applicable law, City consents to disclosure of its federal employer tax identification number, and /or Minnesota tax identification number, already provided to the State, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring City to file state tax returns and pay delinquent state tax liabilities, if any, or pay other state liabilities. DAKOTA COUN'T'Y /CITY IPA 6 NARROW BAND WARNING SIRENS September 15, 2011 - 77 9"-- 11. Operating and Maintaining the Sirens. During the useful life as determined by the City of its outdoor warning siren(s) the City will pay for all operational costs including performing routine and regular maintenance of its siren(s). City will provide insurance or self - insurance covering the sirens. This provision shall survive the termination of this Agreement. DAKOTA COUNTY CITY OF EAGAN VA W. Taud Hoopingarner Operations Management Director Dated: Approved as to Form: By: Assistant Dakota County Attorney Dated: V I � Approved by Dakota County Board Resolution No. K11 -156 Siren Narrow Banding City 1PA FINAL 9/15/2011 By: Its: Mayor Dated: By: It City Clerk Dated: Approved as to Form: By: Dated: DAKOTA COUNTY /CITY JPA 7 NARROW BAND WARNING SIRENS September 1 5, 2011 --7e Agenda Information Memo December 20, 2011 Eagan City Council Meeting L. PROJECT 1057, HIGHVIEW AVENUE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1057, (Highview Avenue - Street Improvements) and schedule a public hearing to be held on January 17, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the street rehabilitation of Highview Avenue, west of Pilot Knob Road, in northwest Eagan. • A structural mill & overlay of this street is programmed for 2012 in the City of Eagan's 5 -Year CIP (2012- 2016). • An informational neighborhood meeting will be held with the adjacent property owners prior to the formal public hearing to review and discuss the proposed improvements. • A draft of this Feasibility Report has been prepared and is being presented to the Council for their consideration of scheduling a public hearing for Tuesday, January 17, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. Agenda Information Memo December 20, 2011 Eagan City Council Meeting M. PROJECT 1058, OSLUND TIMBERLINE (PINE RIDGE DRIVE) STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1058, (Oslund Timberline/ Pine Ridge Drive - Street Improvements) and schedule a public hearing to be held on January 17, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the street rehabilitation of Pine Ridge Drive, from McCarthy Road to Red Cedar Road, in northwest Eagan. • A structural mill & overlay of this street is programmed for 2012 in the City of Eagan's 5 -Year CIP (2012- 2016). • An informational neighborhood meeting will be held with the adjacent property owners prior to the formal public hearing to review and discuss the proposed improvements. • A draft of this Feasibility Report has been prepared and is being presented to the Council for their consideration of scheduling a public hearing for Tuesday, January 17, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. - � Agenda Information Memo December 20, 2011 Eagan City Council Meeting N. PROJECT 1062, KINGS WOOD/ CUTTERS RIDGE/ SHERWOOD DOWNS STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1062, (Kings Wood/ Cutters Ridge/ Sherwood Downs Additions - Street Improvements) and schedule a public hearing to be held on January 17, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the street rehabilitation of numerous streets within the Kings Wood/ Cutters Ridge/ Sherwood Downs Additions, in central Eagan. • A structural mill & overlay of these streets is programmed for 2012 in the City of Eagan's 5 -Year CIP (2012- 2016). • An informational neighborhood meeting will be held with the adjacent property owners prior to the formal public hearing to review and discuss the proposed improvements. • A draft of this Feasibility Report has been prepared and is being presented to the Council for their consideration of scheduling a public hearing for Tuesday, January 17, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. ,S>/ Agenda Information Memo December 20, 2011 Eagan City Council Meeting O. PROJECT 1073, WESCOTT ROAD/ GLACIER DRIVE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1073, (Wescott Road/ Glacier Drive - Street Improvements) and schedule a public hearing to be held on January 17, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the street rehabilitation of Wescott Road, from Denmark Avenue to 600 feet east of Lexington Avenue, and Glacier Drive, south of Wescott Road, in central Eagan. • A structural mill & overlay of these streets is programmed for 2012 in the City of Eagan's 5 -Year CIP (2012- 2016). • An informational neighborhood meeting will be held with the adjacent property owners prior to the formal public hearing to review and discuss the proposed improvements. • A draft of this Feasibility Report has been prepared and is being presented to the Council for their consideration of scheduling a public hearing for Tuesday, January 17, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. 0 Agenda Information Memo December 20, 2011 Eagan City Council Meeting P. 2012 CONSULTING ENGINEERING RATES ACTION TO BE CONSIDERED: Approve an amendment to the Fee Schedule Appendix for the current Consulting Engineering Contracts for services to be provided in 2012. FACTS: • Each year the consulting engineering companies selected to provide services to the City of Eagan submit their proposed fee schedules for the upcoming year. According to the terms of the contracts, these proposed amendments to the original contracts must be approved by the City Council before implementation. The attached spreadsheets indicate the fees the consultants have requested for the Council's approval. • A few changes are noteworthy in the proposed amendment for 2012. Bonestroo was acquired by Stantec Consulting Services Inc. in September, 2011, and will continue operations under the Stantec name. Bolton & Menk and Stantec ( Bonestroo) have elected to keep their 2012 rates consistent with the 2011 rates. WSB, having kept their rates consistent since 2008, has decided to increase some of their individual rates from 1.5% to 4% and added seven new position classifications. The numerous changes to WSB's classifications and rates have proven challenging to clearly represent on the "Fee Increase Comparison" attachment. ATTACHMENTS: • Consulting Engineering Fees, page • Fee Increase Comparison, pag. S:5 2012 COMPARISON OF RATES OF CONSULTING ENGINEERING FIRMS FOR THE CITY OF EAGAN GENERAL MUNICIPAL ENGINEERING SERVICES BOLTON & STANTEC f /k/a CLASSIFICATION MENK INC Bonestroo WSB CITY City Position Title Senior Principal / Principal $120-$150 $122-$150 $137 $150.00 Department Head Principal Engineer / Sr Associate / Senior Proj Manager $100 - $150 1 $119-$138 $130.00 City Engineer Specialist / Associate / Sr. Proj Manager $106-$176 $128 $107 Project Manager / Dept Mngr / Design Review Engr $60-$145 $115-$135 $114 $120.00 Assistant $121 City Engineer $89 Engineering Specialist / ROW Spec / Senior Agent $70-$120 $110-$136 $99 $110.00 Transportation $107 Engineer $114 Landscape Architect / Hydrologist / Planner $60-$135 $99-$121 $72 $94 $99 Project Engineer /Architect $60-$135 $83-$119 $107 $114 $121 Senior GIS Designer / Water Resource / Senior Designer $84-$104 $79 Graduate Engineer/ Architect $84 $89 $79 $84 Senior Field Supervisor / Construction Observer $70-$120 $88-$119 $89 $95.00 Project Coordinator $94 $99 $49 $56 Engineering Technician / Scientist / CADD /Survey /Graphics $50-$90 $67-$98 $62 $85.00 Engineering Technician $68 $79 Project Technician $47-$67 $33 Word Proc/ Admin Tech/ Clerical $35-$80 $62 $60.00 Clerical Technician $72 Licensed Surveyor $70-$135 Surveyor $60-$100 $127-$157 $110.00 1 Project 3-Person Survey Crew $168 $160.00 2- Person Survey Crew $144 $135.00 GPS Survey Equipment Included Above $38.00 Total Station Equipment Included Above $28 GIS Workstation Equipment Included Above $22 GPS Submeter Unit (per half day) $22 Coring Crew - One Person Crew $80 $145 Coring Crew - Two - Person Crew $220 Included unless outlined age Included Above Included Above by contract IRS Rate roductio n, Printing, Duplicating, LR es, Field Supplies, Telephone calls Etc. Included Above Included Included Actual Costs Rev. 12 -15 -2011 g L� W W LL a Z R W W Z Z 00 z U Z Q W IL z W W p oLL � LL O U N 0 U 0 N V LL O W a W U Z N m d u c m m K W a co U K w z 0 W U ov O o c N co N N C C c O O O C C C U • C ~ CO c O W N �p C O O N V fo C U N E W r N U F • p 0 [0 U C: W U 0) C F W U O. m U w o d Q a U } F N O O O O O O O o O 0 O 4? m U o 0 0 M C) N 0 r M co (0 C) M N 69 EA fA 69 ul fA 69 fA d' Y O O .n U 0 0 0 0 0 0 0 0 0 0 o W 0 0 0 0 0 0 0 0 0 0 0 O O O O O O O O O Q U Q O O O O O O O O O O C j C) O to M O N O .- to M -r) 00 O O 0 9 N EA _ 4> _ EA fA fH ff) fA fA 60 U N p O O O O O LO N O p o O O O O O o O O O p0 O O O O p 0 C) CO O M N 00 . - O_ n O 0 co (O N O t0 .�- N T N fA 69 6% fA fA fH fA fA fA fH 69 609, L N � C N 0 0 o Q Q c i0 Q 41 Q n Q o 0 0 0 0 7 m Z Z O Z Z O Z N N C N Cl) ? 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U Q fn = d U Q N f6 a O Q w U) g __ g N - m L c 2 c a N U N U o E a 7 w c d LL C N o U a fa ' o Y Q N L c • 7 a) c o 3 L 4 C N a a�i r 2 CD N c 0 c' w C T (D Z 00) Z v w Cr o O F d 0i CL LT Q Q � C Q C N am C (n F L O. C L N Z 7 N 7 7 >. c O N 3 3 OC (U c m fu fP U w ° C N v U (n (n d o Y £ d O F a w w C7 F° o o f0 0 U V v a d f0 (U p N U C j (U �. U d N U ` U) 01 C7) Of C C d 'p m C • p C N f` C 0) O Z N O 72 O C (D 0) O N a d s (/) d r U) (/) d C O C O N d d N 7 4) a O U (n w (n a - d co N C7 O F C7 C7 U U� a U (n a (n d W N m d u c m m K W a co U K w z 0 W U ov O Agenda Information Memo December 20, 2011 Eagan City Council Meeting Q. CONTRACT 11 -11, CITY -WIDE TRAIL IMPROVEMENTS ACTION TO BE CONSIDERED: Approve the final payment for Contract 11 -11 (City -Wide — Trail Improvements) in the amount of $6,212.51 to Bituminous Roadways, Inc., and accept the improvements for perpetual City maintenance subject to warranty provisions. FACTS: • Contract 11 -11 provided for the overlay and construction of trails and sidewalk throughout the City of Eagan in accordance with the 2011 -2015 Capital Improvement Program. • These improvements have been completed, inspected by representatives of the Public Works Department, and found to be in order for favorable Council action of final payment and acceptance for perpetual maintenance subject to warranty provisions. Ed, Agenda Information Memo December 20, 2011 Eagan City Council Meeting R. LOT 1, BLOCK 1, BALLANTRAE 2" ADDITION DRAINAGE & UTILITY EASEMENT VACATION ACTION TO BE CONSIDERED: Receive the petition to vacate public drainage & utility easements on Lot 1, Block 1, Ballantrae 2 nd Addition, and schedule a public hearing to be held on January 17, 2012. FACTS: • On December 12, 2011, City staff received a petition from Paola Bernardi, owner of Ballantrae Apartments (3800 Ballantrae Road), south of Silver Bell Road near the Cedar Grove area, requesting the vacation of portions of public drainage & utility easement within that property. • The easements were dedicated with the Ballantrae 2 " Addition plat over public sanitary sewer, water main, and storm sewer utilities within the property. • The owner/ applicant is proposing significant renovations to the apartment buildings on the property, and has discovered two areas of existing buildings ( both 6 feet x 38 feet) that encroach into the public drainage & utility easements. The new entrance renovations to two apartment buildings and one garage result in four areas of proposed encroachment into public drainage & utility easements (various sizes ranging from 3' x 11' to 9' x 20'). • The owner/ applicant is requesting vacation of the easements in the six areas to keep the property title clear on the existing and proposed encroachment areas. • Notices will be published in the legal papers and sent to all potentially affected and /or interested parties for comment prior to the scheduled public hearing. ATTACHMENTS: • Legal Description, gra hics, pages ? -t4e — • Location Map, pag. 1R7 2010 RLK INC. Easement Vacation Locations Ballantrae Apartments ko 3800 Bollontroe Rood Eagan, MN 55122 Sll ver Bell Road _ N6 6 t� `► h P m 7 J J GOLD TRAIL 2 3I 1 P RLK Minnet o nka, \I.V INl - <IFUI IRA v Phone 952 9331/972 Paz: 92 933 1 153 u 9 933 ] 6110 Blue Circle Drive • Suite 100 • Elinnct —ki, NISI 55343 Ballantrae Apartments Location of Proposed Easement Vacations DAW 12 -09 -11 PROJ/ 2011 -081 M Ballantre 2nd Addition City of �a�a Easement Vacation � � Fig. 1 Engineering Department Agenda Information Memo December 19, 2011, Eagan City Council Meeting S. APPROVE MODIFIED FINAL PLAT (POMROY ADDITION) — 3755 BLACKHAWK ROAD ACTION TO BE CONSIDERED: To approve a modified Final Plat for Pomroy Addition which consists of one single- family lot located at 3755 Blackhawk Road. REQUIRED VOTE FOR APPROVAL: Majority of Councilmembers present. FACTS: ➢ The original plat dedicated 40 -50 feet of right -of -way for Blackhawk Road. ➢ The modified plat shows 17 feet of right -of -way dedicated for Blackhawk Road, and the remaining land area within Blackhawk Road as an exception to the plat. ➢ During Dakota County's review of the plat prior to recording, the County identified a discrepancy between the property legal description and the proposed plat. ➢ The property is Torrens. It was registered and a certificate issued in 1949. Sometime after the certificate was issued, the words "except road" were added to the legal description. While it is believed that this language was intended to exem t the land underlying the road from taxes, the verbiage has the effect of excepting it from the legal description. Thus, that portion of the land could not be included in the current plat as was originally proposed. ➢ Through conversation with County staff and the City Attorney, the solution arrived upon was to modify the plat to exclude that portion of Blackhawk Road from the plat as an "exception to plat." The applicant has submitted the modified plat. ➢ The City Council approved a Comprehensive Guide Plan Amendment and Rezoning on June 7, 2011; part of the approval required the Pomroy's to plat their property in conjunction with proposed structural improvements and an expansion of their 100 -year old home. The Final Plat application was made and approved by the City Council, but recording was not completed for the reasons stated above. ISSUES: None ATTACHMENTS (1�:, Location Map, p ge ( Final Plat, page 9/ Location Map � ortSn 6lli g State Park 0 r` P ` Q I zl,� -_ _......_''� ■11111 �® oil Blackhawk Park 7 -- - - -- - - ��� � �■ ■.ail Iw . .111► ♦i� ■ ONE ► �.�,���� ►���,, '�.:C iii �■ - ■. � . ■ �� �■■ SOMEONE I I *MM— I . �� ♦ ♦� �► �. ��■■■ ■ • ®illy■■■■ ■� NMI Feet Project Name: Jon & Linda Pomroy (3755 Blackhawk Rd.) 0 500 1,000 2,000 Legend i->tu City Boundary Parcels Parks Buildings N City of Eagan �� W LIU 0 m m W Q O � R � a = "xE t R $SE 2pp i2 Y a z 3 =a : €^ ;g. h `aE EF: I III I I I a E 5 fr: W I O I I o 5 fr i Q u, i dl� co a I H ti Y I Rs � IIII S 2 E to Ex p 3 S iLLy � � kf �so EE b I � I 8 LLt� p 00'9LI ¢a g a fig€ g i €am fr A fr � a lz E ' �5a � 0 �a t e fr E g U C I Uj 0 C U 0 o N rn s Q C 0 R s F z ' gF v 2 b R � a fz� R 2pp i2 Y a HMVNHOne h `aE EF: I III I I I h III W I O I I o Q dl� co a I H ti Y I Rs � IIII Q I 3 kf I M I � I 00'9LI NLMON 0 �a t e fr E g U C I Uj 0 C U 0 o N rn s Q C 0 R s F z ' gF v 2 b qa 0 Y n � o . 0 r d WL R � a fz� R 2pp i2 Y a h `aE EF: qa 0 Y n � o . 0 r d WL R R 2pp i2 Y a `aE EF: qa 0 Y n � o . 0 r d WL Agenda Information Memo December 20, 2011 Eagan City Council Meeting T. AUTHORIZE SUBMITTAL OF FY 2012 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDING APPLICATION AND AUTHORIZE AND AN AMENDMENT TO REALLOCATE UNUSED 2008 FUNDS. DIRECTION TO BE CONSIDERED: To authorize submittal of the City's FY 2012 Community Development Block Grant (CDBG) Application and adopt a Resolution approving the funding application request. To Authorize an Amendment to reallocate a portion of unused 2008 Community Development Block Grant (CDBG) program funds. FACTS: • The US Department of Housing and Urban Development (HUD) provides block grant funding for programs that conform to national objectives and eligible activities that meet Community Development Block Grant (CDBG) Program regulations. • The City of Eagan's CDBG allocation is administered through a subrecipient agreement with the Dakota County CDA. The coordination of the program by the CDA permits various cities within the County to focus on a range of specific eligible activities unique to their situations and the CDA is able to balance the activities countywide to ensure that the overall County allocation meets all HUD eligibility requirements. • The CDBG fiscal year begins July 1. The application deadline for local governments has been set at January 5th, 2012. • HUD has provided FY2012 appropriations and the CDA indicates that the City should program funding allocation of $156,777. This represents an 11.6% reduction from 2011. • Eligible activities under the HUD rules must either remove slum and blight or provide benefits to low and moderate income (LMI) persons and families. The CDA requires that at least 50% of each City's application be designated for LMI uses, which can be either programs or acquisitions. PROPOSED PROGRAM FUNDING: Housing Rehabilitation: The CDA administers a County -wide housing rehabilitation program to assist income qualified households in making eligible housing upgrades. Funding for this program comes from two sources — a base amount allocated by the CDA and additional funds designated from CDBG allocations of the individual cities. The CDA continues to see a strong demand for Eagan rehab loans over the last three years, averaging 10 loans per year. As a result, the city has shifted a greater portion of CDBG funds to meet this demand. Also, a large portion of unused CDBG dollars originally 93 Agenda Information Memo December 20, 2010 Eagan City Council Meeting Page 2 of 3 allocated toward Cedar Grove activities was transferred in 2009 to shore up a negative residential rehab loan balance due to the increase demand. City Staff suggests continuing to fund this program for FY 2012 with $60,888 to meet demand in the 2012. Public Service Programs: The Eagan Parks Department is proposing a similar budget of $35,000 to fund three successful Public Service programs which were funded with CDBG dollars since 2009. These programs include: an after school and summer program for 6 -9 graders, a K -12 summer and winter break art program at Dakota Woodlands homeless shelter, and a senior outreach health and wellness program. Parks Staff has indicated a very high demand for these services and program costs are increasing. Current CDBG funding allocations may not fully support these programs but staff is continuing to spend down previous years funding to supplement next fiscal years funding. Weatherization Plus Program -(New) • The CDA has administered a Weatherization Grant Program since 1977 designed to give qualified homeowners or renters weatherization assistance for those earning up to 50% of median income. A typical weatherization costs $7500 per home and provide assistance with home energy and weatherization projects such as diagnostics, insulation, air sealing, furnace replacement, exhaust venting, etc. • City Staff and Energy and Environment Commission expressed interest to expand current CDA Weatherization program to a broader income qualifications. The Weatherization Plus pilot program combines the focus on energy efficiency of the Weatherization Program with the expanded income limits and repayment component of the Home Improvement Loan program. • The Weatherization Plus Pilot Program will be offered to households with an annual income of 50% - 80% AMI. In addition, the CDA recommends the program would take the form of a loan program. The loan format would give the program revolving income to help fund its continued operation and administration through the CDA. • Further details of this program will still need to be worked out, but the CDA is excited to participate in this supplemental pilot program and will invite other communities to participate when the program details are finalized and operational. • A more detailed description of the program is attached for review. Reallocation of Unused Funds HUD has indicated to CDA Staff that all 2008 funds previously programmed for Cedar Grove redevelopment should be reallocated to other approved programs. The City was holding $158,246.74 in this program account and has exhausted potential uses of these remaining funds for the redevelopment area. Remaining funds will be allocated to the existing City's housing rehabilitation account and assist with initial funding of the weatherization plus program. Total breakdown of allocated funds will be determined when weatherization plus program details are finalized. qLt Agenda Information Memo December 20, 2010 Eagan City Council Meeting Page 3 of 3 A proposed budget for all requested programs is attached along with previous year funding allocations. ATTACHMENTS: • Draft application budget on page • Weatherization Plus Program description on page `"9 q� C O r C m U) V O r a m rn O 'O 7 m 00 O G1 O O N co Ef? 0 O O O ti 69 555 CD O EA O O Il- O O I- O O f� N N O r N In ff3 EA � 69 O O O O O LO O O M N co tl- � N fl- 69 Y> fA 00 O O O O co O O N N EH 69 N Y> 0 0 0 o O o N 00 O — N O ER EA N Ei? O r- O co m O N N Lf � N O 69 60- N 69 m c lC W w O a 0) 00 O N U C 00 00 r O O d N CO (O •� EA 60 � N 7 m o O O c .N r LO O r ti O c ++ 00 M 0) o 00 LO 0 � EA 69 a O r a m rn O 'O 7 m 00 O G1 O O N co Ef? 0 O O O ti 69 555 CD O EA O O Il- O O I- O O f� N N O r N In ff3 EA � 69 O O O O O LO O O M N co tl- � N fl- 69 Y> fA 00 O O O O co O O N N EH 69 N Y> 0 0 0 o O o N 00 O — N O ER EA N Ei? O r- O co m O N N Lf � N O 69 60- N 69 m c lC W w O a 0) U C N � (� V N •� U � N c o c .N E c a E o o 0 oa m a >d m a u M = m ° m m Q 4) '0 0 z :t - a d 0) m > U R Q m U U. 0 Z O O L C7 L .0 t_n .O N 91 C 0) U O (n !C �p C 7 O E E O O O r N O I� cC O H q` Memo To: Jon Hohenstein, Eagan Director of Community Development Erik Slettedahl, Community Development/GIS Specialist From: Lisa Henning, Asst. Director of Community & Economic Development Date: 12/13/2011 Re: Weatherization Plus Proposal The City of Eagan has expressed interest in expanding the CDA Weatherization Program to assist a broader range of homeowners beyond the households currently eligible for weatherization services. Weatherization is an eligible activity under the Community Development Block Grant (CDBG) program. For the purposes of this discussion, the proposed pilot program has been identified as the Weatherization Plus Program. Below is a brief description of the Weatherization and Housing Rehabilitation Loan Programs currently administered by the CDA, followed by a summary of the Weatherization Plus Program proposal. Weatherization Program Dakota County CDA has administered a Weatherization Program since 1977. The purpose of the weatherization program is to use energy conservation techniques to reduce the cost of home energy to low income households. This grant program is only available for homeowners and renters with household income at or below 200% of the federal poverty income guidelines, which is roughly equivalent to 50% area median income (AMP). Households must apply and be approved for energy assistance through the Scott Carver Dakota CAP ( "CAP Agency') Agency's Energy Assistance Program (EAP) to be eligible for the Weatherization Program. Approximately $7,500 is spent on each weatherized home, with eligible work including: minor and major air sealing; attic insulation; sidewall insulation; diagnostics, pressure balancing, and ductwork sealing; general repairs and furnace replacement. The weatherization program is funded through the U.S. Department of Energy, MN Department of Commerce, and local utility companies. Administration and coordination of the CDA Weatherization Program is conducted by CDA staff, with the exception of income eligibility determination, which is performed by CAP Agency. Initial audits of households and all weatherization work is conducted by contractors that are pre- approved by the CDA. Housing Rehabilitation Loan Program The purpose of the Housing Rehabilitation Loan Program is to provide financing to low and moderate income households to maintain the safety and integrity of existing homes, to remove architectural barriers in homes to allow independent living for persons with physical disabilities, and to reduce lead -based paint hazards. Funds are commonly used for roof replacement, furnace replacement, electrical and plumbing repairs, insulation and special needs improvements (such as ramps, bathroom and kitchen modifications). This program is available for homeowners with household income at or below 80% of AMI. Homeowners apply directly to the CDA. The Housing Rehabilitation Loan program offers assistance in the form of three types of loans, including deferred loan, emergency loan, and accessibility loan. The deferred loan is the most commonly used loan. The maximum deferred loan amount secured by a single property at any given time is $25,000 for real property and q7 $5,000 for emergency loans. Deferred loans must be paid back in their entirety when the property is sold, transferred, or no longer the principal residence of the original applicant. Deferred loans may include an interest charge between 0% - 3 %, as determined by the CDA, and are secured with a mortgage against the property. This program is funded by CDBG. Coordination and administration including the application process and eligibility determination, developing the scope of work and preparing specifications, working with the homeowners throughout the process, assistance with contractors, loan closing, loan proceed disbursements, and rehab work inspections is completed by the CDA Rehabilitation staff. Weatherization Plus Proposal The Weatherization Plus pilot program combines the focus on energy efficiency of the Weatherization Program with the expanded income limits and repayment component of the Home Improvement Loan program. The Weatherization Plus pilot program will be offered to households with an annual income of 50% - 80% AMI" Another difference is that Weatherization Plus will only be available to homeowners. The loan option will benefit the City by generating program income, or repayment from previously issued loans, that would go directly to the City of Eagan Weatherization Plus program to assist additional homes in the future. The CDA proposes the City of Eagan fund the Weatherization Plus pilot program with CDBG funding. The specific amount of funding per home for weatherization has yet to be determined. A percentage of the CDBG funding dedicated to the Weatherization Plus Program will need to be allocated to project administration to cover the CDA coordination and administrative costs. Details of Weatherization Plus Program are not finalized, but the CDA is excited to work with the City of Eagan on the development of a weatherization program that assists a broader range of homeowners than can be served with the traditional weatherization program. Once the details of the Weatherization Plus pilot program are finalized, the CDA will invite other cities to participate. 50% AMI for a household of four is $43,050, based on 2011 HUD Income Limits. 80% AMI for a household of four is $64,200, based on 2011 HUD Income Limits. E Agenda Information Memo December 20, 2011 Eagan City Council Meeting U. AUTHORIZE SUBMITTAL OF CDA REDEVELOPMENT INCENTIVE GRANT APPLICATION FOR THE CEDAR GROVE PROJECT ACTION TO BE CONSIDERED To adopt a resolution authorizing the submittal of a CDA Redevelopment Incentive Grant (RIG) program application for demolition and improvement activities in the Cedar Grove Redevelopment District. FACTS: • The Dakota County Community Development Agency has allocated another $1 million for its 2012 Redevelopment Incentive Grant (RIG) Program round, which was created to assist cities and development entities in the County in meeting their redevelopment goals and to further the goals of the CDA. • The maximum grant award is $250,000 per community, but may be less depending upon the number of qualified applications that are received for the program. Grant applications are accepted through January 5th for award and distribution in 2012. • The CDA has worked with the City in a number of respects relative to the Cedar Grove Redevelopment District and approved $250,000 in RIG funding in both 2009 and 2010, and $175,000 in 2011 to assist with demolition work on acquired properties, a trail connection to Woodhaven Park, and utility and infrastructure improvements. • The City of Eagan currently has $313,554.44 of funds remaining from its 2010 and 2011 awards. A portion of these funds are programmed for four remaining property demolitions that have been delayed until they are vacated. The remaining funds were to be used for a parking lot improvement on the east end of the redevelopment. However, the city has been unable to acquire all the easements necessary for this project, forcing the project to be suspended indefinitely. Proposed 2012 application request and use of remaining funds • City Staff has identified the completion of the pedestrian trail connection along Cedar Grove Parkway from Rahn Road to Nicols Road as priority need that meets the requirements of the Redevelopment Grant Program. • The completion of the Cedar Grove Parkway trail is necessary to meet the walkability goals of the district and completes the pedestrian connection between the current and future developments along the parkway and the Cedar Grove Transit Station on the west end. • The preliminary cost estimate provided by City Engineering staff to complete this project is projected to be $512,000. • Staff is prepared to complete the FY2012 RIG application requesting $250,000 to assist with this trail connection. • In addition, County CDA staff indicated that the remaining funds programmed for the east end parking lot improvement are eligible for transfer to the trail construction project. • The RIG grant application and the program criteria require adoption of the attached resolution as part of the submittal documents. ATTACHMENTS: • Cedar Grove Trail Map on page • Resolution on page Q� lad �Z � N O N O o O x W � N Q O O O N N O E L 7 O O L d f0 Q W C � O 'N a •X O W d L 3 a as 0 ' V L U m y Q O L Q O U� m _ O UH /G/)/ RESOLUTION AUTHORIZING SUBMITTAL OF 2012 CDA RIG APLICATION CITY OF EAGAN WHEREAS, the City of Eagan has identified a proposed project(s) within the City of Eagan that meets the Dakota County Community Development Agency (CDA) Redevelopment Incentive Grant program's purposes and criteria; and WHEREAS, the City of Eagan is engaged in activities to bring about the redevelopment of the Cedar Grove area and the proposed projects are components of that effort; and WHEREAS, the City of Eagan has the capability and capacity to ensure the proposed project be completed and administered within the Redevelopment Incentive Grant program guidelines; and WHEREAS, the City of Eagan has the legal authority to apply for financial assistance; and WHEREAS, the City of Eagan is supportive of affordable housing and of the CDA's mission, to improve the lives of Dakota County residents through affordable housing and community development. NOW THEREFORE BE IT RESOLVED that the City of Eagan approves the application for funding from the Dakota County CDA Redevelopment Incentive Grant program. BE IT FURTHER RESOLVED that upon approval of its application by the Dakota County CDA, Mike Maguire (Mayor) and Tom Hedges (City Administrator) are hereby authorized to execute such agreements as are necessary to receive and use the funding for the proposed project. Motion by: Second by: Those in Favor: Those Against: CERTIFICATION I, Mike Maguire, Mayor and Tom Hedges, City Administrator, City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the Eagan City Council in a regular meeting thereof assembled this 20` day of December, 2011. Mike Maguire, Mayor Tom Hedges, City Administrator �v Agenda Information Memo December 20, 2010 Eagan City Council Meeting V. RESOLUTION AUTHORIZING DEED REDEVELOPMENT GRANT APPLICATION FOR CEDAR GROVE INFRASTRUCTURE IMPROVEMENTS ACTION TO BE CONSIDERED: To Adopt a Resolution authorizing a Department of Employment and Economic Development (DEED) Redevelopment Grant Application for infrastructure improvements in Cedar Grove Redevelopment District. FACTS: ➢ The Redevelopment Grant Program was established by The Minnesota Department of Employment and Economic Development (DEED) in 1998 to help communities with the costs of redeveloping blighted industrial, residential, or commercial sites and putting land back into productive use. ➢ DEED is making $2 million available this year as part of the 2012 grant round. However, at least half the money will be awarded to outstate applicants if enough eligible applications are received. ➢ If awarded, grants pay up to half of redevelopment costs for a qualifying site, with a 50- percent local match. ➢ Eligible uses of grant funds include land acquisition, demolition, infrastructure improvements, soil stabilization, ponding or other environmental infrastructure and adaptive reuse of buildings. ➢ The City of Eagan received a 2010 award of $559,000 to assist with infrastructure improvements in the Cedar Grove Redevelopment Area, specifically, the first phase upgrade and realignment of Cedar Grove Boulevard. A substantial portion of that project was completed in the fall of 2011 with final completion scheduled sometime in the Spring of 2012. Grant Request: ➢ The intent of the Eagan 2012 application is to request grant assistance to complete the second phase of the upgrade and realignment of Cedar Grove Boulevard within the redevelopment area. The grant funds would help incent private development by reducing road assessment otherwise passed to the developer. ➢ The continued upgrade of Cedar Grove Boulevard is among the projects requested in the 2012 Capital Improvement Plan, pending funding availability. The overall project cost that would be reimbursable /eligible would be roughly be $1.7 million. ➢ The City Major Street Fund would act as the $850,000 match, therefore the total grant application request would be $850,000. ➢ DEED requires a specific resolution be adopted by the applicant city authorizing the application and execution of agreements to implement grant funding. ➢ City Staff is currently drafting the application for its January 3, 2012 deadline. Details of the application are available upon request. /d'�5 ATTACHMENTS: • Cedar Grove Blvd Extension Map on page / o • Resolution, page. )bq <� a� a� LL 0 O 0 a CL x w o) 0 0 N N E E 3 N 0 0 r CL O O LO C C O . C d r K W O N O CL O da L � Q t+ E r a . (Q d N � LL m O O b '' ,, cs V V L L �} U V I o-g RESOLUTION DEED REDEVELOPMENT GRANT APPLICATION EAGAN CITY COUNCIL BE IT RESOLVED that the City of Eagan act as the legal sponsor for project(s) contained in the Redevelopment Grant Program to be submitted on January 3, 2012 and that the Mayor is hereby authorized to apply to the Department of Employment and Economic Development for funding of this project on behalf of the City of Eagan_ BE IT FURTHER RESOLVED that the City of Eagan has the legal authority to apply for financial assistance, and the institutional, managerial, and financial capability to ensure adequate project administration. BE IT FURTHER RESOLVED that the sources and amounts of the local match identified in the application are committed to the project identified. BE IT FURTHER RESOLVED that the City of Eagan has not violated any Federal, State or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest or other unlawful or corrupt practice. BE IT FURTHER RESOLVED that upon approval of its application by the state, the City of Eagan may enter into, an agreement with the State of Minnesota for the above referenced project(s), and that the City of Eagan certifies that it will comply with all applicable laws and regulation as stated in all contract agreements. NOW, THEREFORE BE IT FINALLY RESOLVED that the Mayor and the Clerk are hereby authorized to execute such agreements as are necessary to implement the project on behalf of the applicant. I CERTIFY THAT the above resolution was adopted by the City Council of the City of Eagan on December 20, 2011. SIGNED: WITNESSED: Mike Maguire, Mayor Christina M. Scipioni, City Clerk s- Agenda Information Memo December 20, 2011, Eagan City Council Meeting W. APPROVE TOBACCO LICENSE FOR DISCOUNT TOBACCO, INC., 1960 CLIFF LAKE ROAD STE 106 ACTION TO BE CONSIDERED: To approve the Tobacco License for Discount Tobacco, Inc., for a new tobacco store located at 1960 Cliff Lake Road Ste 106. FACTS: ➢ Ali Sadeq, owner of Discount Tobacco, Inc., has applied for a Tobacco License to be effective January 1, 2012 to December 31, 2012. ➢ All required documents have been submitted, reviewed and deemed in order by City staff and the Police Department. ATTACHMENTS (0): (The complete application is available from the Office of the City Clerk.) /d7 Agenda Information Memo December 20, 2011 Eagan City Council Meeting X. APPROVE AN AMENDED AND RESTATED EASEMENT AND ASSESSMENT AGREEMENT — CEDARVALE HIGHLANDS BUSINESS CENTER ACTION TO BE CONSIDERED: Approve an Amended and Restated Assessment Agreement for the Cedarvale Business Center and authorize the Mayor and City Clerk to execute all related documents. FACTS: • On June 1, 2004, the City entered into an Easement and Assessment Agreement with the Cedarvale Partnership relating to the planned construction of a trailway along the south side of Cedar Grove Parkway from Rahn Rd to Nicols Rd. This trail installation will require a temporary construction easement from the Cedarvale Business Center parking lot, located in the southwest corner of Rahn Rd and Cedar Grove Parkway. The original agreement had a 5 year term limit, causing it to expire on June 1, 2009. Because of protracted negotiations with Xcel Energy on the cost to relocate the existing overhead power, the trail construction was not able to progress within the allotted time frame. Subsequently, the original agreement was amended and the expiration was extended to June 1, 2014. This amendment has not yet been recorded. The trail is currently scheduled to be constructed during the 2012/13 season. • Recently, the owner of the residential apartments located above the Cedarvale Business Center informed the City of a property - transfer closing schedule before the end of the year. A title search uncovered the original easement and assessment agreement recorded against their property, of which they were never a party to its execution. Apparently, they own the property rights above elevation 842.4, and since it wasn't specifically excluded by the original agreement's easement description, it is considered encumbered by it. As such they have requested the City to amend this agreement to exclude all property above the stated elevation. • The City Attorney is suggesting that the original agreement not only be amended again, but restated to clearly stipulate this exclusion and new termination date. • The original signatories to this agreement have executed the new amended and restated agreement, which is now being presented to the Council for approval. It has been reviewed by the Public Works Department and found to be in order for favorable Council consideration. ATTACHMENTS: • Restated and Amended Easement and Assessment Agreement, pages through f . /og AMENDED AND RESTATED EASEMENT AND ASSESSMENT AGREEMENT This Amended and Restated Easement and Assessment Agreement ( "Agreement ") is made this day of December 2011, by and between the CITY OF EAGAN, a Minnesota municipal corporation (hereinafter "City ") and CEDARVALE BUSINESS CENTER, a Minnesota general partnership (hereinafter " Cedarvale Partnership "). (The City and Cedarvale Partnership are collectively referred to as the "Parties "). This Agreement replaces that certain Easement and Assessment Agreement dated June 1, 2004, recorded July 14, 2004 as Document No. 2225141. This Agreement revises the legal description and extends the expiration date. WHEREAS, Cedarvale Partnership is the fee owner of certain property located at 3902 — 3938 Cedar Grove Parkway and legally described as Lot 1, Block 1, Stryker Addition, according to the recorded plat thereof, Dakota County, Minnesota, except that part thereof which lies above elevation 842.40 feet (mean sea level datum, N.G.V.D., 1929) being the lowest floor level of the existing apartment buildings located thereon; and lying within the area described as follows: Beginning at the most Southerly corner of said Lot 1; thence North 33° 24' 00" West on an assumed bearing along the Southwesterly line of said Lot 1, a distance of 80.52 feet; thence North 53° 25' 04" East, a distance of 157.82 feet; thence North 36° 34' 56" West, a distance of 40.00 feet; thence North 53° 25' 04" East, a distance of 210.60 feet; thence South 36° 34' 56" East, a distance of 40.00 feet; thence North 53° 25' 04" East, a distance of 156.49 feet to the Northerly line of said Lot 1; thence South 40° 42' 50" East along the Northerly line of said Lot 1, a distance of 80.61 feet to the Northeast corner of said Lot 1; thence South 53° 25' 04" West along the Easterly line of said Lot 1, a distance of 177.60 feet; thence North 36° 34' 56" West, a distance of 40.00 feet; thence South 53° 25' 04" West, a distance of 180.00 feet; thence South 36° 34' 56" East, a distance of 40.00 feet; thence South 53° 25' 04" West, a distance of 177.59 feet to said point of beginning. (the "Property "); and in WHEREAS, in connection with the City's Cedar Grove redevelopment activities, the City is proposing to construct future trailway improvements that will impact the Property (the "Future Project "); and WHEREAS, Cedarvale Partnership recognizes the benefit associated with the Future Project and is willing to grant the City the necessary construction easements and to provide a financial contribution towards the future project all upon the terms and conditions contained herein. NOW, THEREFORE, in consideration of the mutual covenants and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows: 1. CONSTRUCTION OF FUTURE PROJECT The Parties acknowledge that the Future Project has not been authorized by the City Council of the City. If the Future Project is approved, it will include the following items: A. Construction of Trail A trail shall be constructed adjacent to the Property within the existing public right -of -way. B. Retaining Walls The construction of the trail may require the removal of trees and construction of a retaining wall. If the slope of the Property adjacent to the right -of -way will exceed a three to one ratio, then a retaining wall shall be constructed. The City will use its best efforts to keep the sign described in paragraph 5 below in its proposed location or condition. C. Parking Lot Construction The construction of the proposed trail will require grading and reconstruction of a portion of the Property's parking lots in accordance with the plans prepared by SEH and dated January 5, 2004, which are currently on file with the City. In the event such construction occurs, the City agrees it will undertake to minimize disruption of the business activities that occur on the Property and further covenants that at least one driveway access for the property will remain open during construction. Pi- 1/6 Cedarvale Partnership will be given a copy of the plans and specifications for the parking lot construction, and an opportunity to comment on them prior to the initiation of work. The grading, reconstruction, and resurfacing will include the following: (1) Grading, reconstruction, and resurfacing of the property marked with slashed lines on Exhibit A. (2) Doing this work so that it blends with the unchanged portions of the Property. (3) Replacing any curbs that are damaged or destroyed during construction. (4) To the maximum extent possible, leaving the Property with a gently sloping grade from the buildings (or ungraded areas) to Cedarvale Parkway. (5) Striping of the resurfaced areas to match the existing parking. (6) The trail, any retaining wall(s), and other changes in the right -of -way adjacent to the Property shall be finished in a manner consistent with the new Cedar Grove theme. 2. GRANT OF EASEMENT /WAIVER OF COMPENSATION Cedarvale Partnership acknowledges that the construction of the trail and driveway and parking lot modifications under the Future Project require the grant of temporary construction easements to the City, its agents and contractors. Cedarvale Partnership shall, at no cost to the City, grant such temporary construction easements as may reasonably be required by the City to undertake the construction activity associated with the Future Project. The City will pay for the costs to prepare and record such easements. Cedarvale Partnership acknowledges that trees will be removed in connection with the Future Project, and Cedarvale Partnership waives any and all damages arising out of or relating to the removal of trees or other activities performed as described in to this Agreement. This grant and waiver is contingent upon the construction of the Future Project. 3 ASSESSMENT Cedarvale Partnership recognizes the benefit to the Property as a result of the Future Project. Cedarvale Partnership, for itself, its successors and assigns, hereby accepts an assessment against the Property for the Future Project in an amount not to exceed $17,500.00. The assessment shall be levied against the Property in the year following completion of the Future Project. The assessment shall be payable over a period of 10 years at a rate of 7% per annum. 4. WAIVER OF OBJECTION Cedarvale Partnership hereby waives its right to object or appeal the assessment described in paragraph 3 above, pursuant to MINN. STAT. §429.081, and further waives notice of hearing on this Agreement. 5. H OLD HARMLESS /INDEMNITY Cedarvale Partnership acknowledges that it currently has a monument sign, and that it has requested the City to grant a conditional use permit to allow for the construction of a pylon sign. The construction of such sign will be located within the public drainage and utility easement adjacent to the right -of -way for Cedar Grove Parkway. Cedarvale Partnership agrees to hold harmless and indemnify the City from any claims, losses, judgments, damages or costs incurred, including attorneys' fees, resulting from the construction of the pylon sign on the Property within the public drainage and utility easement. This Agreement is subject to the City granting the conditional use permit, variance, and vacation of right -of -way to allow the sign as presented in City Planning Cases 19- CU- 16 -10 -13 and 19- VA- 18- 10 -13. The City further agrees to refund the second sign application fee paid by Cedarvale Partnership on or about March 19, 2004. 6. G OVERNING LAw This Agreement shall be governed by and interpreted under the laws of the State of Minnesota. 7. ExPIRATION In the event the City has not undertaken construction of the Future Project prior to June 1, 2014, this Agreement (other than the indemnity obligation under paragraph 5) shall be null and void and of no further effect. 4 1 �� CITY OF EAGAN, a Minnesota municipal corporation C Mike Maguire Its: Mayor C Christina M. Scipioni Its: Clerk STATE OF MINNESOTA) )ss. COUNTY OF DAKOTA ) The foregoing was acknowledged before me this day of December 2011, by Mike Maguire and Christina M. Scipioni, the Mayor and Clerk of the City of Eagan, a Minnesota municipal corporation, on behalf of the municipal corporation. Notary Public 5 II3 CEDARVALE BUSINESS CENTER, a Minnesota general partnership i Its: STATE OF MINNESOTA) )ss. COUNTY OF DAKOTA ) The foregoing was acknowledged before me this and day of December 2011, by the and of Cedarvale Business Center, a Minnesota general partnership, on behalf of the general partnership. Notary Public THIS INSTRUMENT WAS DRAFTED BY: SEVERSON, SHELDON, DOUGHERTY & MOLENDA, P.A. 7300 West 147th Street, Suite 600 Apple Valley, MN 55124 (952) 432 -3136 (RBB: 206 - 21773) rol 14 Agenda Information Memo Eagan City Council Meeting December 20, 2011 ACTION TO BE CONSIDERED: Y. APPROVE TWTC CONDUIT LEASE AGREEMENT SUBJECT TO FINAL APPROVAL BY THE CITY ATTORNEY AND CITY ADMINISTRATOR FACTS: • TW Telecomm of Minnesota (TWTC) desires to lease approximately 12,200 linear feet of conduit from the City of Eagan along Highway 149 to serve business customers. • The City of Eagan has installed conduit space for this purpose and has previously executed a lease with another telecommunications provider. • The parties are agreed as to price and length of term, $3,000 a year for 30 years • The City's broadband consultant, Design Nine, certifies that there is sufficient additional space in the conduit for City government needs and for the current addition of City fiber for open access lease by other providers. • The finishing touches are being made to the final agreement and, as this is the last City Council meeting of 2011, the City Attorney recommends the approval action state above, subject to final approval by the City Administrator and City Attorney. ATTACHMENTS: • None 115- Agenda Information Memo December 20, 2011 Eagan City Council Meeting PUBLIC HEARINGS A. 2012 Fee Schedule ACTION TO BE CONSIDERED: To close the public hearing and adopt a resolution approving the 2012 Fee Schedule establishing fees for various City services, supplies and materials. FACTS: Per Minnesota Statutes 462.353, the adoption of a fee schedule requires publication at least 10 days prior to a public hearing. The notice was published on December 9. Fees are reviewed annually by staff. Fee increases are proposed by the departments charging the fee. Proposed increases are reviewed for propriety and compiled for presentation to the Council by the Chief Financial Officer. ATTACHMENTS: • A summary of notable changes for 2012, referencing the fee schedule page numbers, not the packet page numbers, is attached on page Jul . • A copy of the resolution adopting the 2012 Fee Schedule is attached on page • A copy of the existing 2011 Fee Schedule marked up with proposed changes for 2012 is attached on pages through . /IN 2012 Fee Schedule Summary of Notable Proposed Changes December 20, 2011 Page 2 The City eliminated body art licensing last year. The State does licensing. Page 2 Dog license fee remains $20 for a two -year license. The practice of prorating licenses purchased in the second year of the two -year period is eliminated, primarily because the City's new dog license software is unable to prorate. The late fee is eliminated. Page 9 Mechanical and plumbing permits are generally increased $5. Page 12 Connection /availability charges are increased 2.5% per our customary use of the Engineering News Review construction inflation index. Page 13 Public utility rate increases /decreases are proposed as follows. Where there are changes, they are generally in line with Springsted's rate recommendations from their 2010 rate study: • Water – No change in volume rates; $6.00 /qtr fixed rate is reduced to $3.00 • Sanitary sewer – 5.3% increase in volume rate from $2.85 to $3.00 /thous gal; fixed rate is increased from $1.45 to $1.55. • Street lighting – 3.85% increase • Storm drainage – 6.00% increase The monthly utility bill for all utilities— water, sanitary sewer, street lighting, storm drainage —for a typical household that uses 20,000 gallons of water in the winter will increase $ .29 from $36.53 to $36.82. Page 15 Some water meter prices are up. Prices are based on the City's cost. Page 17 -18 Most Parks & Recreation facility fees remain at 2011 levels. Page 19 Cascade Bay rates are generally unchanged; Civic Arena rate increases were approved with the Civic Arena budget on August 15. Page 25 Fire Department training room in the new Fire Safety Center is no longer available for public use as it serves as the City's Emergency Operations Center. Page 27 City attorney rates remain at 2011 levels. Page 28 Antenna lease annual rentals are increased 6% per existing contract provisions. 01 RESOLUTION CITY OF EAGAN APPROVING THE 2012 FEE SCHEDULE WHEREAS, various sections of the City Code provide for fees to be established by City Council resolution; and WHEREAS, the City desires to recover certain user related costs through fees and reimbursement; and NOW THEREFORE, BE IT RESOLVED, that the fees as listed in the attached shall be effective immediately: Motion by: Seconded by: Those in Favor: Those Against: Date: December 20, 2011 CITY OF EAGAN CITY COUNCIL IC Its Mayor Attest: CERTIFICATION Its Clerk I, Christina Scipioni, City Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 20th day of December, 2011. Christina Scipioni, City Clerk Emb City of Ea an � F To be reviewed by the City Council at its December 20, 2091 meeting. Fees are effective January 1, 2012. H Table of Contents I0,() Page Licenses and Permits Alcohol......................................................................................... ..............................1 Other............................................................................................ ..............................2 Tobacco and Liquor License Violations ....................................... ..............................3 DevelopmentReview ................................................................................ ..............................4 Construction - related and Right -of -Way Permits ....................................... ..............................5 EscrowDeposits ....................................................................................... ..............................6 Other Development - related Charges Park, Trail, Water Quality Dedication ........................................... ..............................7 Tree Mitigation / Replacement ....................................................... ..............................7 Inspections Fees /Permits BuildingPermits ........................................................................... ..............................8 MechanicalPermits ...................................................................... ..............................9 PlumbingPermits ......................................................................... ..............................9 Fire Suppression and Fireworks Permits ..................................... ..............................9 OtherInspections ..................................................................... ............................... 10 StateSurcharge ....................................................................... ............................... 11 Utilities Fees /Charges Connection /Availability Charges .............................................. ............................... 12 UserRates ............................................................................... ............................... 13 OtherUtilities Fees .................................................................. ............................... 14 WaterMeters ........................................................................... ............................... 15 Street and Trail Special Assessment Rates ......................................... ............................... 16 Other Assessment - related Charges ..................................................... ............................... 16 Parks and Recreation Charges ............................................................. ............................... 17 CascadeBay Fees ................................................................................ ............................... 19 CivicArena Fees ................................................................................... ............................... 19 CommunityCenter Fees ....................................................................... ............................... 20 Wetland Conservation Application Fees ............................................... ............................... 22 PoliceDepartment Charges..... .............................................................. ............................... 23 FireDepartment Charges ..................................................................... ............................... 24 ................................................ EquipmentRates .................................................................................. ...............4............... ............................... 26 Staff and City Attorney Rates ................................................................ ............................... 27 Miscellaneous Fees / Charges ................................................................ ............................... 28 Summary of Connection Charges ......................................................... ............................... 31 I0,() 4 011 � cflyfl apfl 2012 DRAFT Fee Schedule ALCOHOL LICENSES AND PERMITS Fee Acct Code Beer Application and investigation $ 500.00 (1) 1101.4239 Off -sale license 100.00 0401.4056 On -sale license 450.00 0401.4056 Temporary license 25.00 0401.4056 Liquor Application and investigation 500.00 (2) 1101.4239 Off -sale license 200.00 04014055 On -sale license Annual sales < $275,000 5,300.00 Sales $275,000- 550,000 6,300.00 Sales > $550,000 7,300.00 Sunday license 200.00 On -sale club license < 200 club members 300.00 0401.4055 201 -500 club members 500.00 501 -1,000 club members 650.00 1,001 -2,000 club members 800.00 2,001 -4,000 club members 1,000.00 4,001 -6,000 club members 2,000.00 > 6,000 club members 3,000.00 Temporary (up to 3 days) 150.00 Wine Application and investigation 500.00 (1) 1101.4239 On -sale license 1,900.00 0401.4055 Sunday license 100.00 0401.4055 Daily consumption and display 25.00 0401.4055 Annual consumption and display 300.00 Daily sports or convention 50.00 Annual sports or convention 600.00 Duplicate license 5.00 0401.4230 Change in managers 300.00 1101.4239 (1) When wine and beer licenses are applied for by the same applicant, the total maximum application and investigation fee is $500.00. (Acct code 9001.2248) (2) Also requires additional fee of $200 /person or entity beyond five having an interest in the proposed licensed establishment. A $1,000 escrow for up to five applicants residing outside of the state is required, plus $200 /person beyond five with an interest. lal' �Cityflapn 2012 DRAFT Fee Schedule OTHER LICENSES AND PERMITS 250.00 1101.4239 Fee Adult establishments: 0401.4114 Investigation $ 300.00 Annual license 5,000.00 Adult companionship /escort service provider: 1101.4120 Investigation 300.00 Annual license (one license included w/ 850.00 adult establishment license) 0401.4060 Amusement, mechanical (statutory maximums) Per establishment 15.00 plus Per machine 15.00 Contractors license - Plumbing OR Sewer and Water Unlicensed Dance hall - initial investigation Dance hall - annual permit Dance, public - single event Requires $1,000 escrow Requires $1,000 escrow MN Dept of Health Bond & Ins. Cert. ($25,000), and MN Master Plumbers Cert. ABC, LECET, or MUCA Pipelayer Training Certification & MN Dept of Health Contractor Bond Certificate ($25,000) 300.00 300.00 50.00 Dangerous dog registration Registration, sign, and tag (lifetime of dog) 100.00 Development - related permits See pages 4 through 7 Acct Code 1101.4239 0401.4067 1101.4239 0401.4067 0401.4062 1101.4239 0401.4112 1. 1101.4061 Dog license (2- year) " 20.00 1101.4061 [Licenses are also available at all Eagan veterinary clinics.] Dog license late fee 6.0- 0 1101.4961 Duplicate dog tag 2.00 1101.4061 Gambling - investigation 250.00 1101.4239 Golf cart, motorized permit 25.00 0401.4114 Golf driving range license 50.00 0401.4070 Hunting, bow permit - resident 10.00 1101.4120 Hunting, bow permit - non - resident 25.00 " Kennel permit - initial 100.00 0401.4060 Kennel permit - renewal 50.00 0401.4060 " Dog licenses purchased in the second year of the two -year period are $20.00: fee is not prorated. j ,3 2 �Cltyflapn 2012 DRAFT Fee Schedule OTHER LICENSES AND PERMITS (cont'd) Massage therapy establishment - investigation Massage therapy establishment - license Massage therapist - investigation Massage therapist - license Paintball facility - investigation Paintball facility - license Parade permit Pawn shop - investigation Pawn shop - license Pet shop license - initial Pet shop license - renewal Pigeon Rubbish hauler - commercial, residential, recycling only, or construction /demolition debris: 1 truck Each additional truck Shows (circus, carnival) - investigation Shows - license Solicitor /peddler /transient merchant Stables license Tobacco sales- investigation Tobacco sales license Tree contractor license TOBACCO LICENSE VIOLATIONS Licensee: First violation at licensed premise Second violation within 24 months of first violation at licensed premise Third and subsequent violations within a 24 -month period at licensed premise Other individuals: LIQUOR LICENSE VIOLATIONS: Licensee: First violation at licensed premise Second violation within 24 months of first violation Third violation within 24 months of first violation Fourth and subsequent violations within 36 months of first violation Fee Acct Code $ 300.00 1101.4239 300.00 includes 1 therapist license 0401.4064 100.00 1101.4239 25.00 0401.4064 50.00 1101.4239 150.00 0401.4070 25.00 0401.4120 850.00 per owner 1101.4239 12,000.00 0401.4065 100.00 50.00 0401.4063 50.00 0401.4120 0401.4059 100.00 60.00 " 50.00 1101.4239 25.00 0401.4120 100.00 1101.4239 50.00 0401.4070 100.00 200.00 0401.4057 25.00 0401.4058 75.00 1101.4233 200.00 " 250.00 50.00 500.00 1101.4241 1,000.00 " 1,500.00 plus seven (7) -day suspension of license 2,000.00 plus thirty (30) -day suspension of license I a 3 �Cityflapn 2012 DRAFT Fee Schedule DEVELOPMENT REVIEW For the charges below that require escrow deposits, refer to p. 6 for the amount. Application Type Fee Escrow required? Acct Code Comprehensive Plan Amendment $ 500.00 Yes 0720.4207 Conditional Use Permit (CUP) * 350.00 Yes 0720.4095 Final Planned Development 350.00 Yes 0720.4206 Final Plat 250.00 Yes 0720.4206 Final Subdivision 250.00 Yes 0720.4206 plus 3.00 /lot Interim Use Permit (IUP) " 250.00 Yes 0720.4095 Planned Development - annual review 100.00 No 0720.4223 Planned Development Amendment 250.00 Yes 0720.4207 (separate from rezoning) Preliminary Planned Development 500.00 Yes 0720.4206 Preliminary Subdivision * 450.00 Yes 0720.4206 Public notice mailing labels — residential variances 1.50 per mailing address 0720.4230 and Housing Improvement District mailings Rezoning * 350.00 Yes 0720.4207 Site plan review 150.00 Yes 0720.4223 Variance - residential * 300.00 Yes 0720.4205 Variance - non - residential * 500.00 Yes " * Application to appeal is 50% of original fee. NOTE: Rezoning, Preliminary and Final Planned Developments, CUPs and IUPs do not require additional escrow if incorporated with subdivision application. 14 4 + Cityfl apn 2012 DRAFT Fee Schedule DEVELOPMENT REVIEW (cont'd) Fee Acct Code Lot combination agreement Vacation proceedings Industrial revenue bond and multi- family housing bond application Public financing Assistance application (TIF, State program, etc) $ 200.00 0720.4206 400.00 plus out -of- pocket City costs on 0720.4220 replacement easements and /or transfer of property if handled outside normal subdiv. process 1,000.00 plus out -of- pocket City costs 9113.4211 (Escrow required) 9113.4224 1,000.00 plus out -of- pocket City costs xxxx.4229 (Escrow required) CONSTRUCTION - RELATED PERMITS Grading /excavation If preliminary platted: < 1 acre 1 -5 acres 5+ acres If not preliminary platted: 0 -5 acres each additional acre over 5 Renewal 300.00 500.00 700.00 300.00 50.00 (800.00 maximum) 200.00 2010.4094 RIGHT -OF -WAY (ROW) PERMIT & MANAGEMENT FEES ROW registration fee 40.00 ROW excavation /installation permit up to 1,000 feet 200.00 ROW excavation /installation (> 1,000 feet) .20 Winter ROW excavation surcharge (Dec 1 —Mar 31) 100.00 58�00 ROW excavation /installation fee Qoint trench) 90.00 Obstruction permit 50.00 Private improvement in ROW (e.g. mailbox, driveway) 28-09 Residential 20.00 Commercial 200.00 If maintenance agreement is required 400.00 259-00 If disturbance of existing infrastructure 200.00 220.00 (e.g., curb, sidewalk, catch - basin) * Security deposit to be calculated by Engineering Department 2010.4102 per foot plus minimum $10,000 one -year warranty bond or security deposit plus minimum $500.00 security deposit* for one year warranty I aS 5 �Cflyflapn 2012 DRAFT Fee Schedule ESCROW DEPOSITS The City requires the following escrow deposits. The amounts represent initial deposits, not actual charges. Additional deposits may be required as City costs are incurred. Initial Escrow D eposit Acct Code Preliminary Subdivision application OR $ 2,500.00 single - family < 10 acres 9001.2245 Preliminary Planned Development OR 5,000.00 single - family > 10 acres " Comprehensive Plan Amendment 4,500.00 C/I and townhomes /multiples " < 20 acres 9,000.00 C/I and townhomes /multiples " > 20 acres Final Planned Development Planned Development Amendment Final Plat Final Subdivision application - 1 -3 lots Final Subdivision application - 4 or more lots Contract management < $150,000 estimated construction costs $150,001 - $500,000 estimated construction costs > $500,000 estimated construction costs Conditional use permit (Not required if subdivision escrow has been collected as part of same application.) Interim use permit - when site plan is involved (Not required if subdivision escrow has been collected as part of same application.) Rezoning (Not required if subdivision escrow has been collected as part of same application.) Site Plan Review Variance - residential Variance - non - residential Public financing assistance Request for release of development documents Impervious Surface Mitigation Inspection 3,000.00 1,500.00 800.00 2,000.00 4,000.00 12% of costs 5,000.00 minimum 9001.2245 9% of costs 15,000.00 minimum 5% of costs 30,000.00 minimum " 500.00 Residential 9001.2245 1,000.00 Commercial 500.00 Residential 9001.2245 1,000.00 Commercial 500.00 Residential 9001.2245 1,000.00 Commercial 500.00 9001.2245 300.00 " 500.00 " 10,000.00 9001.2245 Determined on case -by -case basis 9001.2245 500.00 Single- family 9001.2245 la� 6 q City afEapu 2012 DRAFT Fee Schedule OTHER DEVELOPMENT - RELATED CHARGES Water quality dedication: Water quality dedication fee is equal to the sum of: (1) the cost of the area of a water quality treatment pond using the per -acre land values below; and (2) the cost of the volume of that pond using the excavation rate below. Dedication fees apply in lieu of or in addition to construction or use of an actual treatment pond. Per -acre land values: Fee Single- family Acct Code Parkland dedication: 84,158.00 Townhome 141,262.00 Single- family $ 3,308.00 per unit 9328.4670 Duplex 3,258.00 per unit 10.00 per cubic yard Townhouse /Quad 3,458.00 per unit Apartments /Multiple 3,212.00 per unit Commercial (post- 1/1/83) 869.00 per 1,000 ft of bldg industrial (post- 1/1/83) 236.00 per 1,000 ft of bldg Commercial /Industrial (pre- 1/1/83) 2,618.00 per net acre Trailway dedication: Commercial /Industrial /Public Facility 1,251.00 per net acre 9375.4671 Residential 250.00 per unit 9375.4671 Water quality dedication: Water quality dedication fee is equal to the sum of: (1) the cost of the area of a water quality treatment pond using the per -acre land values below; and (2) the cost of the volume of that pond using the excavation rate below. Dedication fees apply in lieu of or in addition to construction or use of an actual treatment pond. Per -acre land values: Single- family 85,474.00 6501.4672 Duplex 84,158.00 Townhome 141,262.00 Apartments, Schools & Churches 149,893.00 " Commercial 96,481.00 Industrial 82,754.00 Excavation rate 10.00 per cubic yard Tree mitigation /replacement: Refer to City Code section 11. 10, subd. 15.1 for calculation. Individual trees 120.00 per diameter inch 9001.2120 Woodland areas 1.20 per sq ft of woodland 9001.2120 lad �Cflyflapn 2012 DRAFT Fee Schedule INSPECTION FEES /PERMITS Building permits: Building permit fees are based on the League of Minnesota Cities Fee Table. Permits are issued to specific lots. There is a State surcharge on all permits; the surcharge fee schedule is on page 11. The following connection and availability charges are also collected with single - family building permit fees: • Windows /door (1 opening) 40.00 0801.4085 • Re -roof, siding, windows, including egress (based on fixed valuation of $3,000 per work type and per unit for 1- and 2 -unit buildings): $3,000 valuation 88:50 103.25 0801.4085 $6,000 valuation 132.70 162.25 " $9,000 valuation 177.00 211.25 " * or fraction thereof mw Fee Acct Code Sewer availability charge (SAC) - Met. Council - Environmental Services $ 2,230.00 2,365.00 9220.2275 Sewer availability charge - City 100.00 9376.4681 Water supply and storage - City 1,185.00 1,260.00 6101.4680 Water meter (5/8 ") i66.00 189.00 6101.4509 Treatment plant charge 735 00 784.00 6101.4685 Building permit valuation < $500 40.00 0801.4085 501 -2,000 40.00 plus 2.25 / $100 valuation* > $500 " 2,001- 25,000 73.75 plus 14.75/ $1,000 valuation* > $2,000 " 25,001- 50,000 413.00 plus 10.75/ $1,000 valuation* > $25,000 " 50,001- 100,000 681.75 plus 7.50/ $1,000 valuation* > $50,000 " 100,001- 500,000 1,056.75 plus 6.00/ $1,000 valuation* > $100,000 " 500,001- 1,000,000 3,456.75 plus 5.00/ $1,000 valuation* > $500,000 " > 1,000,000 5,956.75 plus 4.00/ $1,000 valuation* > $1,000,000 " Building permits for selected work at existing residences: • Fireplace /fireplace stove, demolition, building move 88.50 0801.4085 • Nail salon owner change inspection 88.50 55.00 0801.4085 • Tents >200 sq. ft., canopies >400 sq. ft., greenhouses, pylon signs >7' tall 128.5 130.00 0801.4085 • Residential lower level finishes, residential Based on valuation ($2,000 minimum) 0801.4085 decks Also subject to plan review fee • Windows /door (1 opening) 40.00 0801.4085 • Re -roof, siding, windows, including egress (based on fixed valuation of $3,000 per work type and per unit for 1- and 2 -unit buildings): $3,000 valuation 88:50 103.25 0801.4085 $6,000 valuation 132.70 162.25 " $9,000 valuation 177.00 211.25 " * or fraction thereof mw 4 1111 � City otEap 2012 DRAFT Fee Schedule INSPECTION FEES /PERMITS (cont'd) Mechanical permits: The Inspections Department must verify the classification of each multiple- residence dwelling to determine the appropriate permit type. Fee Acct Code Residential (1 -2 family, townhomes, condominiums) New construction $95.00 90-89 per dwelling unit 0801.4088 Modification /alteration (e.g., furnace, A/C, air exchange) 55.00 50.00 (Permit not required for lower -level ductwork alterations.) Supplementary furnace 55.00 50.00 per dwelling unit " Commercial /Industrial /Apartment buildings HVAC 1 % of contract price ($55.00 50.00 minimum) 0801.4088 Process piping systems 55.00 50.08 0801.4088 Underground tank installation /removal 70.00 0801.4088 Plumbing permits: The Inspections Department must verify the classification of each multiple- residence dwelling to determine the appropriate permit type. Residential (1 -2 family, townhomes, condominiums) New construction Modifications that alter living area Add /replace softener, water heater Private sewage disposal system (includes 40.00 County Permit Fee - 9001.2276) Additional, per as -built Abandonment of private sewage disposal System - demolition Abandonment - escrow Turnaround Reduced pressure zone (RPZ) backflow preventer Lawn irrigation system Commercial /Industrial /Apartment buildings All plumbing PVB /RPZ - new /repair /rebuild /remove Landscape guarantee Fire Suppression and Commercial Fire Alarm Permits: Fireworks Permits: Sales and Storage - outdoor Sales and Storage - all other Pyrotechnic Special Effects Displays 95.00 90.09 per dwelling unit 0801.4087 55.00 50-09 " 55.00 50.00 100.00 " 9001.2276 10.00 0801.4087 55.00 60.00 0801.4093 9001.2257 55.00 50-80 0801.4087 55.00 30.00 55.00 30:-00 " 1% of contract price ($55.00 59.00 minimum) 0801.4087 55.00 50-09 per building 0801.4087 7,500.00 9001.2257 1 % of contract price ($55.00 50.00 minimum) 0801.4096 lag 9 410.50 (includes tent) 0801.4097 100.00 " 100.00 " 4 11* CityofEaRan 2012 DRAFT Fee Schedule INSPECTION FEES /PERMITS (cont'd) Other building inspections fees: Electrical permits Plan review Demolition permit Day Care inspection Minnesota Department of Health inspection Moving permit - building Fee Acct Code Issued by the State 65% of building permit fee 0720.4222 $90.00 880 0801.4093 50.00 1201.4216 55.00 0801.4093 90.00 + cost of damage /repairs; 0801.4093 $2,000 escrow required. 9001.2257 Outdoor electronic sound system /audio after 10 p.m. 75.00 0720.4115 Sign permit (excludes temporary signs) 2.50 per square foot 0720.4089 (minimum fee $25) Pylon sign footing inspection permit (in addition to sign permit fee) 130.00 429.50 0801.4085 Temporary sign permit (up to 10 days in a 60 -day period) 25.00 0720.4089 Sign permit - investigation fee (applies when work Double sign permit fee 0720.4089 commences before permit issuance) Wind energy, radio and TV tower permit Based on value -see building permits 0801.4092 Underground storage tank installation /removal 70.00 0801.4088 Building permit investigation fee 50% of plan review fee 0801.4085 (applies to approved permits abandoned by applicant) Building /Plumbing /Mechanical permit investigation fee Double the base fee permits, p.9 (applies when work commences prior to permit issuance) Lot transfer or address change fee 50.00 0720.4222 Commercial driveway construction in City ROW 50.00 Escrow to be determined Commercial utility connection in City ROW 50.00 on case -by -case basis Re- inspection fee 50.00 per hr. - 1 hr minimum 0801.4242 After - hours /weekend inspection fee 50.00 per hr. - 2 hr minimum 0801.4242 Address change after building permit issued 50.00 0201.4230 Permit refunding fee 50.00 permits, pp. 8,9 State of MN contractor license verification 5.00 0201.4230 Street name change application 100.00 + out -of- pocket City costs 0201.4230 ) 3D 10 �Cityflapn 2012 DRAFT Fee Schedule INSPECTION FEES /PERMITS (cont'd) State surcharge The State of Minnesota requires the following permit surcharges to be collected by the City and remitted to the State. Building Permits: Fee Acct Code Value -based permits: < $1,000,000 valuation 1,000,001- 2,000,000 2,000,001-3,000,000 3,000,001- 4,000,000 4,000,001 - 5,000,000 > 5,000,000 Fixed -fee permits: Permit amount < 1,000 Permit amount 1,000- 10,000 Permit amount > 10,000 .0005 x valuation 500 + .0004 x (valuation — 1,000,000) 9001.2195 900 + .0003 x (valuation — 2,000,000) " 1,200 + .0002 x (valuation — 3,000,000) " 1,400 + .0001 x (valuation — 4,000,000) " 1,500 + .00005 x (valuation — 5,000,000) " 5.00 through June 30; .50 thereafter " 5.00 through June 30; permit fee x .0005 thereafter " Permit fee x .0005 " Mechanical, Plumbing, and Fire Suppression permits: Permit amount < 1,000 5.00 through June 30; .50 thereafter Permit amount 1,000- 10,000 5.00 through June 30; permit fee x .0005 thereafter " Permit amount > 10,000 Permit fee x.0005 " 13)11 �Cityflqan 2012 DRAFT Fee Schedule UTILITIES FEES - CONNECTION /AVAILABILITY CHARGES Trunk charges: Fee Acct Code Sanitary sewer oversize (for assessment purposes) Un- platted and platted non - residential $ 2,800.00 2,730.08 per acre 9376.4611 Platted residential 1,360.00 1,32 5.00 per lot 9376.4611 Water main oversize Un- platted and platted non - residential 2,950.00 2,880.00 per acre 9376.4611 Platted residential 1,415.00 1,0-00 per lot 9376.4611 Storm sewer oversize Single- family .125 4-22 per sq ft 9376.4611 Multi- family .160 .456 per sq ft Non - residential .192 .4-87 per sq ft Lateral charges: Sanitary sewer 66.87 65.25 per centerline foot 9376.4611 Water main Single- family 67.50 65.85 per centerline foot 9376.4611 Multi- family and non - residential 85.10 83.00 per centerline foot 9376.4611 Storm sewer (based on pipe at 15' depth) 12" storm sewer 73.40 74-50 per centerline foot 9376.4611 15" storm sewer 75.90 74.1 per centerline foot 18" storm sewer 81.50 7950 per centerline foot 21" storm sewer 87.50 85.40 per centerline foot " 24" storm sewer 100.00 97.65 per centerline foot Service Charges: Sanitary Sewer - 4" service 816.00 7-96.00 per service 9376.4533 Sanitary Sewer - 8" stub 1,876.00 1,30:00 per stub 9376.4533 Water - 1" service 912.00 890.00 per service 9376.4508 Water - 6" stub 3141.00 3 per stub 9376.4508 Sanitary sewer availability (SAC): MCES portion - all property types 2,365.00 2,230.00 per SAC unit * 9220.2275 City portion - all property types 100.00 per SAC unit * 9376.4681 Sanitary Sewer Trunk Connection Charge (SCC): 1 -5 SAC units 1,740.00 1 per SAC unit * 9376.4611 6 -10 SAC units 8,710.00 8,500.00 plus 436.00 425.00 per SAC unit over 5* 9376.4611 11+ SAC units 10,890.00 40,625.00 plus 174.00 17-0.00 per SAC unit over 10* 9376.4611 Water supply and storage: Residential 1,260.00 1,230.00 per SAC unit * 6101.4680 Non - residential 4,680.00 4,565.00 per acre " Treatment plant: All property types 784.00 765.00 per SAC unit * 6101.4685 Direct connection to MCES Interceptor - application fee (not a City fee) 900.00 per connection * SAC units are determined by Metropolitan Council- Environmental Services (MCES). l� 12 q City of Eap UTILITIES FEES -USER RATES 2012 DRAFT Fee Schedule Sanitary sewer Residential and Commercial /Industrial (Usage is based on lower of winter quarter and current quarter water usage) Administrative fee All usage (min 3,000 gal /qtr) Sewer -only (no water connection) Manual reading /billing fee - deduct meters Fee Acct Code 1.55 4-:45 per bill 6201.4530 3.00 2.5 per 1,000 gallons " 61.55 58.45 per quarter 10.00 per meter, per read " Water Residential and Commercial /Industrial Administrative fee Domestic /Potable usage Winter quarter; all usage All other quarters: Usage up to amount used in prior winter quarter Usage in excess of amt used in prior winter qtr Lawn & Irrigation usage if separately metered Hydrant/construction meter - minimum Storm water drainage R1, R2 properties R3 properties R4 properties Office /Retail /Business Park Public /Quasi - Public Street/signal lighting Neighborhood lights Single- family, twin homes (R1 /R2) Townhomes (R3) Multiple residential Non - continuous Continuous (per LF basis) Continuous (per acre basis) Individual lights 100 WHPS 150 WHPS 200 WHPS 250 WHPS Community and signal lights R1 /R2 R3 R4 Non - residential 3.00 6-00 per bill 6101.4505 1.40 per 1,000 gallons " 1.40 per 1,000 gallons 1.75 per 1,000 gallons 1.75 per 1,000 gallons " 5.00 per day " 8.67 8A-B per REF /qtr 6401.4540 5.38 5:-08 per REF /qtr " 12.17 11.48 per REF /qtr " 10.29 9-.74 per REF /qtr " 11.85 11.18 per REF /qtr " 5.59 5.38 per qtr /lot 6301.4550 4.48 4-.34 per qtr /unit " 9.79 943 per qtr /account " 6.62 647 per qtr /acre " 0.141 Q. per qtr /LF " 12.63 1 246 per qtr /acre " 39.72 38.25 per light/qtr 57.57 55.44 per light/qtr 50.68 480 per light/qtr 64.10 61.72 per light/qtr 2.07 1759 per unit/qtr " 1.66 4-60 per unit/qtr " 1.22 4-47 per unit/qtr " 8.35 8-04 per unit/qtr " 1 33 13 4 City of Eagan UTILITIES FEES -OTHER 2012 DRAFT Fee Schedule Clear water discharge surcharges: Inspection not completed - single - family Inspection not completed - non - single - family Correction not made - single - family Correction not made - non - single - family Prohibited reconnection made - single - family Prohibited reconnection made - non - single - family Water shut -off Water meter removal /replacement/resealing Utility bill late charge Certification fee on delinquent utility bills Sewer permit - new or repair of existing Water permit - new or repair of existing Temporary construction hydrant meters (6 month max) Permit fee Hydrant damage deposit 5/8" meter damage deposit 3" meter damage deposit 3" backflow preventer & cart damage deposit Trip fee (if required) 3 %" backflow preventer deposit Scheduled after -hours work Call out - 2.5 hour minimum Extended day Meter testing (charged only if meter tests correct) 5/8" through 1" 1 %" through 2" All other sizes Private hydrants Maintenance /flushing Repair Utilities customer list Electronic transmission, weekly new customer list Fee Acct Code $ 150.00 per month 6201.4534 500.00 per month 6201.4534 150.00 per month 6201.4535 500.00 per month 6201.4535 300.00 per month 1,000.00 per month 55.00 (7am - 3pm) 6101.4512 55.00 (7am - 3pm) 6101.4512 1.5% per month on 6101.4506 unpaid balance 25.00 per parcel xxxx.4612 55.00 68-50 6201.4532 55.00 68:50 6101.4507 40.00 per month, 3 -month 6101.4521 200.00 deposit required 9220.2254 189.00 245.00 9220.2254 2,348.00 1 , ^ �- 022.00 " 1,800.00 " 55.00 0801.4242 45.00 9220.2254 OT labor rate plus 15% admin fee to max admin of 60.00 OT labor rate plus 15% admin fee 110.00 6101.4242 130.00 6101.4242 Contract cost plus 15% 55.00 6101.4242 Time and material plus 15% 6101.4242 50.00 per year 0501.4230 14 4 2012 DRAFT Fee Schedule UTILITIES FEES -WATER METERS Fee Acct Code Water meters (includes copperhorn /strainer, remote wire, and touch -pad meter) 5/8" x 3 / " meter $189.00 166-00 6101.4509 3 / " meter 231.00 204.90 1" meter 303.00 264. -00 " 1 ' /2 " meter 616.00 537.00 " 2" compound meter 1,920.00 1,750.00 3" compound meter 2,348.00 '.'�00 4" compound meter 3,781.00 3,746.00 6" compound meter 6,167.00 6,176.00 1 ' /z" turbo meter 995.00 842.00 2" turbo meter 1,486.00 1,000 " 3" turbo meter 1,678.00 1397.00 " 4" turbo meter 3,242.00 2,920.00 " 6" turbo meter 5,353.00 4,778.00 " Replacement remote wire (over 50') 0.14 per foot Replacement outside touch -pad meter 23.75 20.00 #2 copperhorns only 56.35 49.00 " Meter strainers only 2" strainer 426.00 322.09 3" strainer 544.00 411.09 " 4" strainer 825.00 624.00 " 6" strainer 1,041.00 787.00 Radio meter read sending unit 177.00 154.00 6101.4509 Dual port expander 79.00 69-90 6101.4509 Driveway covers for water service shutoff valve 83.00 6101.4509 12515 4 11 %tyflapn 2012 DRAFT Fee Schedule STREET ASSESSMENTS OTHER ASSESSMENT - RELATED CHARGES Reallocation of special assessments Fee Acct Code Residential - 32' wide Pending assessment report 0.25 per page Street surfacing $ 54.70 63.40 per FF xxxx.4611 / 4612 Street surfacing with grading 92.75 90.50 per FF " Street surfacing with storm sewer 75.80 74.00 per FF " Street surfacing w/ grading and storm sewer 114.40 111.60 per FF " Multiple and Institutional - 44' wide Street surfacing 90.65 88.46 per FF Street surfacing with grading 146.15 44 0 per FF " Street surfacing with storm sewer 128.30 1 25.20 per FF " Street surfacing w/ grading and storm sewer 183.90 179.40 per FF " Commercial /Industrial - 52' Wide Street surfacing 122.90 119.90 per FF Street surfacing with grading 190.60 195.95 per FF " Street surfacing with storm sewer 168.20 464-45 per FF " Street surfacing w/ grading and storm sewer 235.90 230.20 per FF " TRAIL ASSESSMENTS Concrete - 6' wide (includes $4.15/FF sod /grading) 40.75 39x5 per FF xxxx.4611 / 4612 Bituminous - 10' wide (includes $4.15/FF sod /grading) 26.26 25.60 per FF It OTHER ASSESSMENT - RELATED CHARGES Reallocation of special assessments 150.00 0501.4225 Assessment search 10.00 0501.4225 Pending assessment report 0.25 per page Final assessment report 0.25 per page * " Copies of legal description, owners, etc. 0.25 per page * 0201.4230 * if less than 100 pages LMS 4 11), City of Eap 2012 DRAFT Fee Schedule PARKS AND RECREATION CHARGES The following facility rental fees are subject to 7.125% State sales tax and require a $150.00 damage deposit payable at the time of reservation. Eagan based school organizations that have a Joint Powers Agreement with the City may schedule use of Eagan shelters and pavilions free of charge, although a damage deposit is required. FACILITY FEE Adult League Protest/Appeal Fee Athletic Field /Facility Maintenance Fees Youth Traveling Teams - Eagan & Eastview Athletic Associations Residents Non - residents Acct Code 56.00 56.00 xxxx.4310 • Soccer - per team 102.00 N/A • Football - per team 35.00 N/A • Baseball /Softball - per team practice fee for season 26.00 N/A • Baseball /Softball - per game 15.00 N/A Adults 252.00 315.00 3088.4325/4326 • Practice - exclusive use of field, no setup per hour 10.00 20.00 • Up to 9 games per team 257.00 514.00 • More than 9 games, fee for each additional game >9 36.00 72.00 71.00 Tournaments - per field /per day or single games • Youth 58.00 116.00 • Adult 82.00 164.00 163.00 Lights • Northview per hour (includes all 4 fields) 58.00 58.00 • Goat Hill per field per hour 31.00 31.00 • Clearwater per field per hour 31.00 31.00 Building cleaning per full day use 77.00 77.00 Lexington - Diffley building per full day use only 50.00 50.00 Band Shell and Public Address System at Central Park • Permitted use in partnership with Eagan Parks and Recreation community entertainment criteria: • Permitted use in conjunction with a Community Center paid permitted use: No fee Band Shell only per hour 77.00 96.00 Band Shell with Sound System (includes staff) per hour 122.00 153.00 Band Shell with Microphone only 51.00 51.00 Wedding Ceremonies per hour 59.00 74.00 Wedding Ceremonies with Oaks rental per hour 51.00 51.00 Wedding Ceremonies w /Sound Sys. (includes staff) per hr 102.00 128.00 Canoe Storage (May 1 - October 31) 44.00 55.00 Central Park Festival Grounds: Ellipse only, one day event 154.00 Designated Green Space within a Park 53.00 193.00 106.00 3087.4624/4627 No fee 6809.4325/4326 3089.4305 3088.4325/4326 3087.4624/4627 Dunk Tank Fill in City Park - Filled by Parks Staff Weekdays - Monday - Friday from 7 am - 3:30 pm 102.00 102.00 3089.4310 Weekends /Evenings after 3:30 pm 179.00 179.00 " Holz Farm Barn Rentals from June - August per day Group size limited to 80 252.00 315.00 3088.4325/4326 Staff attendant required with fee charged per hour 10.20 10.20 1 : 67 17 4 City of Eagan 2012 DRAFT Fee Schedule FACILITY FEE (Cont'd) Residents Non - residents Acct Code Moonshine Park Retreat Center Upstairs - retreat/meeting space All day rental - kitchen included 141.00 176.00 3088.4325/4326 " 6 -hour time slot - kitchen included 95.00 119.00 Downstairs - activity space „ All day rental 47.00 59.00 6 -hour time slot 33.00 41.00 Outdoor hockey rinks per hour 19.00 24.00 3087.4624/4627 With or without ice and lights Without ice 7.00 9.00 Park Shelter Buildings All day rental from 10 am -10 pm 141.00 176.00 3088.4625/4626 Half -day rental from 10 am -4 pm or 5 pm -10 pm 95.00 119.00 Pavilions All day rental from 10 am -10 pm 141.00 176.00 3088.4625/4626 Half -day rental from 10 am-4 pm or 5 pm -10 pm 95.00 119.00 Kitchen use 47.00 59.00 Sand Volleyball Courts per hour 5.00 6.00 3087.4624/4627 Special Events Closing trail & posting signs 51.00 102.00 3088.4625/4626 Sun Shelters peg day All -day rental from 10am -10pm 55.00 47 08 69.00 59-00 3088.4625/4626 Half day rental from 10am -4pm or 5pm -10pm 37.00 46 Tennis courts per court per hour 5.00 6.00 3087.4624/4627 Trapp Farm Tubing Hill: Daily per person 3.00 2775 3.00 275 3074.4318 Reservations for groups of 20 -80 per person 5.25 6.25 Use of parks for large groups, charity walks /runs /rides 63.00 79.00 3088.4625/4626 Vendor permit to conduct sales at outside facilities 27.00 34.00 33.00 3087.4624/4627 EAGAN ROOM - 2 -hour minimum 26.00 NA 3088.4625/4626 Youth Groups per hour Local Civic Groups per hour 41.00 NA Local Resident Groups per hour 41.00 NA ; Non - Resident Groups per hour 51.00 NA Profit Making Groups per hour 77.00 NA Kitchen, City Hall - flat rate: 10.00 NA 3088.4625/4626 Youth Groups per hour Local Civic Groups per hour 20.00 NA Local Resident Groups per hour 20.00 NA Non - Resident Groups per hour 26.00 NA Profit Making Groups per hour 36.00 NA �z� 18 �Cflyflapn 2012 DRAFT Fee Schedule PARKS AND RECREATION CHARGES (Cont'd) EQUIPMENT Residents itern 5.00 Non - residents NA Acct Code 3089.4305 P kit (Fequires $50.00 darnage deposit) aGh Chuckwagon grill per day 46.00 47.00 58.00 69.09 3089.4305 Extra picnic tables per table with a maximum of 6 18.00 23.00 " CASCADE BAY Daytime After 4 p.m. Daily Admission Guests over 42" 10.00 8.00 67XX /43XX Guests under 42" 8.00 6.00 Seniors 62 and older 8.00 6.00 " Under 18 months Free Free Season Passes Resident Non - Resident First family member, all ages 60.00 70.00 670X.4321 Additional family members 50.00 65.00 Additional family members <42" tall 36.00 46.00 Seniors 62 and older 36.00 46.00 Under 18 months of age Free Free Captain's Course 9 holes 2.00 2.00 Unlimited daily use with pool admission 4.00 4.00 " Birthday Parties Pool, includes up to 10 guests 150.00 150.00 6709.4316 Additional guests 15.00 15.00 Golfing, includes up to 10 guests 120.00 120.00 6726.4316 Additional guests 12.00 12.00 Groups per person 10.00 10.00 6708.43XX Private Rental per hour, minimum of two hours 1,000.00 1,000.00 6711.43XX CIVIC ARENA Residents Non - residents Civic Arena Rentals per hour, October 1, 2011 - September 30, 2012 Prime rate 185.00 460:09 185.00 480.09 66XX.4355/4356 Eagan & Eastview Association 185.00 189-09 185.00 460-00 High School 190.00 4509 N/A Non -prime 130.00 400 130.00 112.00 Off -peak 115.00 115.00 Dry Floor 45.00 40.09 45.00 4000 Indoor turf - full field 80.00 75-09 80.00 7500 Indoor turf - half field 45.00 40.00 45.00 49-09 " Indoor turf - less than 24 -hour notice 90.00 90.00 " Civic Arena mezzanine: Hourly - 1 hour minimum 27.00 25.00 33.00 31.09 6622.4325 Hourly with outside food and beverage 60.00 67.00 Daily— 8 hours 0. 0 0 f188.00 Clean up fee for outside feed and beverage 125.00 125.00 Traininq Center Prime rate per hour, Oct 1 - Mar 1 5 -9pm, and Sat/Sun 8am -9pm 24.00 24.00 66XX.4355/56 Non -prime rate per hour 15.00 15.00 I5JG 19 �Cflyflapn 2012 DRAFT Fee Schedule CIVIC ARENA (cont'd) Residents Non - residents Birthday Parties Gold, includes up to ten guests 150.00 " 150.00 6630.4311 Additional guests 15.00 • 1:00 pm - 5:00 pm 15.00 " Silver, includes up to ten guests 120.00 370.00 120.00 " Additional guests 12.00 Non -Res./ 12.00 " Bronze, includes up to ten guests 90.00 17.00 /hr 90.00 " Additional guests 9.00 14.00 /hr " 9.00 " COMMUNITY CENTER FEES Fee Acct Code Note: Deposit required for all rentals 38.00/hr (175.00 max) The Board Room (35 capacity) The Oaks (350 capacity) Sunday - Saturday (2 -hour mimimum) 22.00 /hr Sunday - Thursday Reduced (w /8 hr banquet rental) 18.00 /hr 18.00 /hr " • 8:00 am - 11:00 pm 850.00 6802.2855.x 6802.4324/4325 • 8:00 am - Noon 55.00 /hr 6812.4324/4325 300.00 " • 1:00 pm - 5:00 pm Oasis Teen Center (2 -hour minimum) 300.00 " • 6:00 pm - 11:00 pm 20.00 /hr 400.00 " Friday: Full Day (patio included) 1,150.00 Saturday: Full Day (patio included) 1,490.00 " North, South or Central Oaks (110 capacity /each room) Sunday - Thursday • 8:00 am - 11:00 pm 400.00 • 8:00 am - Noon 155.00 " • 1:00 pm - 5:00 pm 155.00 " • 6:00 pm - 11:00 pm 185.00 " North /Central or South /Central (2 Oaks rooms combined) Sunday - Thursday • 8:00 am - 11:00 pm 775.00 " • 8:00 am - Noon 285.00 " • 1:00 pm - 5:00 pm 285.00 " • 6:00 pm - 11:00 pm 370.00 " Resident Non -Res./ North, Central or South Meeting Rooms (20 cap. /each room) For Profit Sunday - Saturday (2 -hour minimum) 17.00 /hr 19.00 /hr " Reduced (w/ 8 -hr banquet rental) 14.00 /hr 14.00 /hr " North /Central /South Meeting Rooms combined Saturday - Sunday (2 -hour minimum) 44.00/hr (200.00 max) 52.00/hr(240.00 max) Reduced (w/ 8 -hour banquet rental) 38.00/hr (175.00 max) The Board Room (35 capacity) Sunday - Saturday (2 -hour mimimum) 22.00 /hr 26.00 /hr " Reduced (w /8 hr banquet rental) 18.00 /hr 18.00 /hr " The Lone Oak Room Full Lone Oak Room (2 -hour minimum) 50.00 /hr 55.00 /hr 6812.4324/4325 Half Lone Oak Room (2 -hour minimum) 30.00 /hr 35.00 /hr " Oasis Teen Center (2 -hour minimum) 50.00 /hr 55.00 /hr 6811.4324/4325 Kid's Kare 20.00 /hr 22.00 /hr 6813.4324/4325 J 4D 20 �Cityflapn 2012 DRAFT Fee Schedule COMMUNITY CENTER FEES (cont'd) 41 21 Resident Non -Res./ For Profit North, Central, or South Gym: Parks & Recreation 25.00 /hr 25.00 /hr 6810.4326/4327 Athletic Association 32.00 /hr 32.00 /hr " Private - full court 58.00 /hr 58.00 /hr (349:00 max) " Private - half court 32.00 /hr 32.00 /hr (200.00 max) " Gazebo 58.00 /hr 60.00 /hr 6844.4326/4327 Reduced (w/ 8 -hour banquet rental) 50.00 /hr 50.00 /hr " Fitness Membership Fee Acct Code Member enrollment fee - 1 st family member (admin) 25.00 6807.4321 Member enrollment fee - each addl fam mbr (admin) 25.00 " Monthly fee - Resident/Corporate - 1 family member 35.00 " Monthly fee - Resident/Corporate - each additional 30.00 " Monthly fee - Non - resident - 1 St family member 40.00 " Monthly fee - Non - resident - each additional 40.00 " Daily admission to fitness center 10.00 6807.4310 Report Processing Fee Fitness Attendance Activity report 30.00 6807.4304 Open Gym Fees Adult Open - Resident 6.00 6810.4318/4319 Adult Open - Non - resident N/A " Youth Open 3.00 " Preschool Open (includes limited Blast use) 3.00 " Blast Fees Daily admission 5.00 6804.4318/4319 After 5 pm 2.50 " 10 -Visit punch card (residents only) 40.00 " Private Rental - Resident 125.00 " Private Rental - Non - resident 150.00 6804.4326/4327 Private Rental (with 8 -hr banquet room rental) 100.00 " Birthday Party Fees Rocketship, includes up to ten guests 125.00 6805.4310/4311 Additional guests 12.50 " Moonbuggy, includes up to ten guests 75.00 " Additional guests 5.00 " Color copies (8.5x11) 1.00 per page 41 21 �Cityflapn 2012 DRAFT Fee Schedule WETLAND CONSERVATION APPLICATION FEES Exemption /no -loss determination Replacement plan Banking plan Certificate of completion Wetland decision appeal Aquatic plant harvesting Co- application & service fee (City - permitted activity, lakes only) $ 100.00 (plus staff review time) 6530.4675 300.00 (plus staff review time) " 300.00 (plus staff review time) " 100.00 " 300.00 " 100.00 per property owner per year 6523.4676 I� 22 4 2012 DRAFT Fee Schedule POLICE DEPARTMENT CHARGES 1 �3 23 Fee Acct Code Police /Fire reports: Police incident and other reports /data $ .25 per page 1101.4221 Background investigation report (copy) 10.00 " Photos 3P,�Tst Print !10 1101.4221 35F,qrn,eaGh P PhOtOGOP„ 3 nn " G0 1 0 F Digital - color print 3.00 Viewing accident reports (commercial users) 0.50 per report " Audio tapes (copy) 25.00 1101.4221 Video tapes (copy) 35.00 " CD ROM (copy) 25.00 " Other Police charges: Contractual security 68.00 67.00 per officer per hour 1116.4234 Contractual security admin. fee (5 %) 3.40 3-35 per officer per hour 0501.4228 BCA urine or blood test kit DFivefTl;sense 10.00 5-00 1101.4691 110 -1.4221 printouts Dog license database CD — Excel listing of dog owners 40.00 1101.4221 Police records check /clearance letters / certified copies Law enforcement agencies no fee Non -law enforcement agencies 5.00 1101.4221 Repeat nuisance call, for third and subsequent calls 250.00 per call 1101.4215 in a 365 -day period 1 �3 23 4 City of Eap FIRE DEPARTMENT CHARGES 2012 DRAFT Fee Schedule Fire reports: Personnel /Equipment: Manpower Chief's vehicle, rescue truck, grass rigs Pumper, tanker, emergency support vehicle, heavy rescue Command vehicle, aerial Safety house: Within City limits Outside City limits - house, manpower (minimum 2 firefighters) Hazardous material containment/cleanup: Personnel: Supplies: Equipment Rescue boat Fire key Knox box "Fire Department Connection" sign Fire Extinguisher training: Up to 20 trainees Each additional 20 trainees Fee Acct Code $ 0.25 per page 1221.4221 45.00 per hr (1 hr min) 1221.4242 (one hour minimum) 175.00 per hr (1 hr min) 1221.4242 per equipment rates above 300.00 per hr (1 hr min) 1221.4242 actual cost 600.00 per hr (1 hr min) 1221.4242 1221.6220 no fee 275.00 per day + 45.00 per FF 1221.4242 45.00 per person per hour 1221.4242 (one hour minimum) actual cost per equipment rates above 1213.4242 175.00 per hour (1 hr min) 1221.4242 actual cost 1221.6220 actual cost 1221.6220 150.00 1221.4242 50.00 1 4 4 24 4 City atEayn 2012 DRAFT Fee Schedule Note: Training room is no longer for public use as room now serves as the Emergency Operations Center. I+S 25 4 City ofEapn 2012 DRAFT Fee Schedule EQUIPMENT RATES Hourly Rate Acct Code Equipment: (does not include operator labor) Pick -up truck $ 32.00 xxxx.4242 One -ton dump truck 35.00 " Single -axle dump truck 45.00 " Tandem -axle dump truck 55.00 " Bucket Truck 55.00 " Aquatic Plant Harvester / conveyor 100.00 " Tractor 45.00 " Backhoe /loader 60.00 " Front -end loader 85.00 " Street sweeper 85.00 " Roller 20.00 " Roller (5 -ton) 30.00 " Paver 95.00 " Air compressor 40.00 " Sewer jetter or sewer rodder 175.00 " Sewer vacuum /jetter 200.00 " Groundsmaster mower 32.00 " Sprayer boat 32.00 " Pump, 6" 45.00 " Pump,' 8" 50.00 " Skid loader 60.00 " Chipper 25.00 " Tanker 60.00 " TV camera - service (1 hour minimum) 200.00 " TV camera - main line (1 hour minimum) 260.00 " / 26 4 110. City of Eap 2012 DRAFT Fee Schedule STAFF RATES: Hourly Rate Department Director 150.00 Assistant City Administrator 125.00 City Engineer 130.00 Maintenance Superintendent 125.00 Assistant City Engineer /Sr. Building Inspector 120.00 Transportation Engineer 110.00 Building Inspector 100.00 Maintenance Supervisor 100.00 City Planner 125.00 Planner 95.00 Water Resources Coordinator 100.00 City Clerk 95.00 Police Officer - dangerous dog hearings 90.00 Water Resources Specialist 90.00 Water Resources Technician 80.00 Construction Project Coordinator 95.00 Utilities Construction Inspector 80.00 Engineering Technician 85.00 GIS Technician 90.00 Animal Control Officer 60.00 Maintenance Person - regular 65.00 Maintenance Person - overtime 95.00 Intern /Seasonal 45.00 Survey crew (includes vehicle and equipment): 2- person 135.00 3- person 160.00 Clerical Tech 60.00 CITY ATTORNEY RATES Severson, Sheldon, Dougherty & Molenda General legal $ 134.89 Paralegal fees 82.11 Development - related work 207.05 City Council /APC meetings 427.38 per meeting Acct Code xxxx.4242 9001.2245 I `O 27 �Cityflapn 2012 DRAFT Fee Schedule MISCELLANEOUS FEES /CHARGES Fee Acct Code Animal pickup $ 20.00 Animal impound 4.00 Antennae - Radio, Satellite, Microwave and PCS: One -time fees: Application & Frequency Analysis 500.00 Site survey review 500.00 Administrative Process & Construction Inspection actual costs with 2,500.00 Landscaping 2,500.00 Lease /rent rates: 1 -9 antenna panels 28,579.00 26,961.00 Each additional antenna panel 3,176.00 2,996.00 1 -3 microwave /satellite dishes or whip 28,579.00 26,961.00 antennae (includes up to 3 antenna panels at no extra cost) Maximum dish size - 24" diameter Ground space only lease (16 sq. ft. minimum charge) Exterior space 38.00 Interior space 76.00 Monopoles Scheduled after -hours work (M -F 7:00 am to 3:30 pm) OT labor rate Call -out - 2.5 hour minimum Audio tapes - Board /Council meetings Certification fee for unpaid false alarm or weed bills City Plans /Policies: Comprehensive Plan 2030 Special Area Plans Comp. Water Supply /Distribution Plan Comp. Sanitary Sewer Policy /Plan Comp. Storm Water Management Plan Landscape Policy, Shoreland Zoning Ordinance, Sign Regulations or Tree Preservation Policy Water Quality & Wetlands Management Plan actual costs 1101.4212 per day over amount 1101.4212 billed to City by pound per site xxxx.4618 per site xxxx.4617 per site minimum xxxx.4617 per site xxxx.4619 per site per year xxxx.4620 per site per year xxxx.4620 per site per year xxxx.4620 per square foot per year xxxx.4620 per square foot per year xxxx.4620 varies depending on size /location + 15% admin fee (maximum admin fee of $60.00) 25.00 per parcel xxxx.4612 125.00 0720.4230 0.25 per page 0201.4230 75.00 " 75.00 " 75.00 0.25 per page " 75.00 6501.4230 Dangerous Dog hearing actual costs based on staff time (see Equipment & Staff rates section) for hearing and written recommendation, for City Clerk, Animal Control Officer, and Police officer, to a maximum of $1,000 Dangerous Dog hearing escrow (in advance of hearing) 1,000.00 9001.2250 Data processing reports actual cost + 10% 0201.4230 Digital image photocopies (pictometry not included) Color 3.00 per page 0720.4230 Black & white .25 per page 1�� 2$ +Cilyflayn 2012 DRAFT Fee Schedule MISCELLANEOUS FEES /CHARGES (cont'd) "Eagan on Deck" playing cards Extension fee for variance, CUP, or recording of a Plat or Subdivision False alarm charges - commercial and residential: First 3 false alarms per year Each false alarm after 3 Fee schedule Invoicing charge Lodging tax Mailing labels Inspection /administrative fee City- initiated corrective or clean -up work (e.g., tree debris, noxious weeds, board up) Maps: City map: First one Each additional Section maps: %2 section - property only % section - property and planimetric '/ section - property, planimetric, and contours 1/8 section - prop., planimetric and contours '/z section - aerial photo (black and white) % section - aerial photo (color) % section - property only Trunk water or sewer system map Water quality classification map Specialty maps Zoning or Comp Guide maps: 15 x 22 color 22 x 34 color GIS Utility As -Built (1/2 section - digital format) National Night Out map Location Plan map GIS existing map Other digital data /mapping Fee Acct Code 5.00 0905.4666 75.00 0720.4206 no charge 100.00 1101.4214 0.25 per page 0501.4230 15% to max. of $10.00 0501.4228 3% of gross receipts ECVB 9001.2210 (5% City admin fee) 0501.4247 1.50 per label 0201.4230 50.00 free 2.00 0201.4230 10.00 xxxx.4230 50.00 " 150.00 " 40.00 " 6.00 " 12.00 5.00 " 2.50 " 5.00 " Based on staff rates, p. 27 " 5.00 " 15.00 " 40.00 " 25.00 " 40.00 per page " 25.00 " Based on staff rates, p. 27 " 141 29 �Cityflapn 2012 DRAFT Fee Schedule MISCELLANEOUS FEES /CHARGES (cont'd) Fee Land Use Study copy 50.00 Notary seal (non -City business): First 5 1.00 each Each additional > 5 0.50 each Patch - Eagan Historical Trail 1.00 Photocopies — B &W — up to 100 pages 0.25 per page Photocopies — B &W — in excess of 100 pages Allowable costs as calculated per State law Photocopies — Color 1.00 per page Plans and Specifications 50.00 minimum, varies by contract Research of City records (beyond readily Allowable costs as calculated per State law available material) Parking restriction - sign bagging fee Street Closure Deposit Returned check or ACH transfer fee Zoning letter Standard Specialty 50.00 25.00 + deposit 25.00 20.00 50.00 per parcel Based on staff rates, p. 27 )Sb 30 Acct Code xxxx.4231 0201.4230 1. 0201.4230 0201.4231 0201.4231 xxxx.4230 xxxx.4231 2001.4691 2001.4691 9001.2255 0501.4210 0701.4242 �Cityflapn 2012 DRAFT Fee Schedule SUMMARY OF CONNECTION CHARGES The following connection charges are provided for in the City Code. Some or all of them may be collected at the time of: 1) new development applications, 2) new connections to a utility system, 3) the issuance of building permits, and 4) enforcement of agreements; as appropriate in each individual circumstance. Fee P aqe Sewer Availability Charge (SAC) 8 & 12 Sanitary Sewer Trunk Connection Charge (SCC) 12 Water Supply & Storage 8 & 12 Water Meter 8 & 15 Treatment Plant Charge 8 & 12 Plumbing Permits 8 Building Permits 8 & 11 Trunk Oversize Charges Sanitary Sewer 12 Water Main 12 Storm sewer 12 Lateral Charges Sanitary Sewer 12 Water Main 12 Storm Sewer 12 Sewer permit - new or repair of existing 14 Water permit - new or repair of existing 14 1st 31 2012 Fee Schedule Summary of Notable Proposed Changes December 20, 2011 Page 2 The City eliminated body art licensing last year. The State does licensing. Pages 2 Dog license fee remains $20 for a two -year license. The practice of prorating licenses purchased in the second year of the two -year period is eliminated, primarily because the City's new dog license software is unable to prorate. The late fee is eliminated. Page 9 Mechanical and plumbing permits are generally increased $5. Page 12 Connection /availability charges are increased 2.5% per our customary use of the Engineering News Review construction inflation index. Page 13 Public utility rate increases /decreases are proposed as follows. Where there are changes, they are generally in line with Springsted's rate recommendations from their 2010 rate study: • Water – No change in volume rates; $6.00 /qtr fixed rate is reduced to $3.00 • Sanitary sewer – 5.3% increase in volume rate from $2.85 to $3.00 /thous gal; fixed rate is increased from $1.45 to $1.55. • Street lighting – 3.85% increase • Storm drainage – 6.00% increase The monthly utility bill for all utilities— water, sanitary sewer, street lighting, storm drainage —for a typical household that uses 20,000 gallons of water in the winter will increase $ .29 from $36.53 to $36.82. Page 15 Some water meter prices are up. Prices are based on the City's cost. Page 17 -18 Most Parks & Recreation facility fees remain at 2011 levels. Page 19 Cascade Bay rates are generally unchanged; Civic Arena rate increases were approved with the Civic Arena budget on August 15. Page 25 Fire Department training room in the new Fire Safety Center is no longer available for public use as it serves as the City's Emergency Operations Center. Page 27 City attorney rates remain at 2011 levels. Page 28 Antenna lease annual rentals are increased 6% per existing contract provisions. ls,;� Agenda Information Memo December 20, 2011 Eagan City Council Meeting B. PROJECT 1047, JOHNNY CAKE RIDGE ROAD (CLIFF RD TO APPLE VALLEY BORDER) STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1047, Johnny Cake Ridge Road (Street Improvements - Cliff Road to Apple Valley border) as presented and authorize the preparation of detailed plans and specifications. FACTS: • Since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets, significantly extending their overall life expectancy. During these past 21 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of the one mile of Johnny Cake Ridge Road (Cliff Road south to the Apple Valley border) in south - central Eagan has been programmed for 2012 in the City's 5 -Year Capital Improvement Program. • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On November 15, 2011, the feasibility report for Project 1047 was presented to the City Council and a Public Hearing was scheduled for December 20 to formally present and discuss the report with the adjacent property owners. • Two Lebanon Hills Regional Park (LHRP) properties are proposed to be assessed under this project. • In 2004, an assessment agreement was reached between Dakota County, Metropolitan Council, and the City of Eagan to determine the special assessment benefits to LHRP properties from City of Eagan public improvement projects based on park facility usage. In accordance with this agreement, notices were sent to representatives of Dakota County Parks and the Metropolitan Council, informing them of this public hearing. • Notice of this public hearing has been published in the legal newspaper. ATTACHMENTS: • Feasibility Report, pages shrough� sa , 15,5 vanil jr ,� ,� � _ ��'`� '+�. a •. � •; p .cam - - . • `� ,, t � � 4 : � City of Eapn Mike Maguire Mayor Paul Bakken Cyndee Fields Gary Hansen Meg Tilley Council Members Thomas Hedges City Administrator I Municipal Center 3830 Pilot Knob Road Eagan, MN 55122 -1810 651.675.5000 phone 651.675.5012 fax 651.454.8535 TDD Maintenance Facility 3501 Coachman Point Eagan, MN 55122 651.675.5300 phone 651.675.5360 fax 651.454.8535 TDD www.cityofeagan.com The Lone Oak Tree The symbol of strength and growth in our community. December 14, 2011 Honorable Mayor and City Council City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Re: Johnny Cake Ridge Road (Cliff Road to Apple Valley Border) Street Revitalization City Project No. 1047 Dear Mayor and City Council: Attached is our report for the Johnny Cake Ridge Road (Cliff Road to Apple Valley Border) - Street Revitalization, City Project No. 1047. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Sincerely, John P. Gorder Assistant City Engineer Red a ed By: Dept. of Public Reviewe o-, N _ 1.... .. K_ f 41...•x. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the Statp,of Minn eso John P. Gorder � Date: l2 20 it Finance Dept. lS� Date: Reg. No. 22813 /L- - /5 — l/ f ` Date: �` TABLE OF CONTENTS Executive Summary -------------------------------- - - - - -_ 1 Introduction /History -------------------------------- - - - - -_ 2 Scope ------------------------------------------ - - - - - Area To Be Included --------------------------------- - - - - -_ 3 Street Pavement Evaluation --------------------------- - - - - -- 3 Proposed Improvements ------------------------------- - - - - -4 Easements /Permits --------------------------------- - - - - -- 6 Feasibility and Recommendations ------------------------- - - - - -6 Cost Estimate ------------------------------------- - - - - -7 Assessments-------------------------------------- - - - - -7 Assessment Financing Options -------------------------- - - - - -- 9 Revenue Source ------------------------------------ - - - - -9 Project Schedule ------------------------------------ - - - - -9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures 1 Location Map 2 Street Improvement /Assessment Area Map 3 Typical Section — Full Width Mill & Overlay 154 Executive Summary Background Project Name Johnny Cake Ridge Road (Cliff Road to Apple Valley border) project # 1047 Street Area 28,053 sq. yds Street Length 5,260' Streets Included Johnny Cake Ridge Road Constructed 1976 Overlayed 1992 Cracksealed - Seal Coated 1996, 2005 Location Section 32, 33 Township 27, Range 23 Relative Location South of Cliff Road East of Interstate -35E City Park/ County Park 6 parcels Project Details Roadway/ trail resurfacing PCI Rating 48/100 Replacement of damaged Recommended Patch /Repair and curb & gutter Improvement 1.5" Overlay Curb Removal 8% Adjustment /Replacement of; Scope sanitary /storm sewer $ 102,000 (24 %) $ 329,900 (76 %) utility castings Residential Lots 0 water gate valves City Park/ County Park 6 parcels street signage Cost Estimate Johnny Cake Ridge Road (Cliff Road to apple Valley border) 1 IcI Property City Mill & Overlay w/ signage $ 245,700 $ 102,000 $ 143,700 Repair Ex Conc Curb & $ 186,200 - $ 186,200 Gutter/ Trail Overlay Total $ 431,900 $ 102,000 (24 %) $ 329,900 (76 %) Johnny Cake Ridge Road (Cliff Road to apple Valley border) 1 IcI December 2011 Street Revitalization Johnny Cake Ridge Road (Cliff Road to Apple Valley border) Eagan, Minnesota -•.. Introduction/ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed which allowed the City to evaluate the condition of existing pavement surfaces for all streets on a routine basis and schedule timely maintenance. This information is used to develop a five -year Capital Improvement Program (CIP) for street rehabilitation. The nearly 1 mile of Johnny Cake Ridge Road, south of Cliff Road to the Apple Valley border (3 -lane collector street) in south - central Eagan has been identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. This portion of Johnny Cake Ridge Road was constructed in 1976 and overlayed in 1992. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, and again at 12 to 14 years) with a bituminous overlay at approximately 20 years. Overlaying the roadway located within the project area, which is in the 20 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City's maintenance records indicate Johnny Cake Ridge Road was seal coated in 1996 and 2005, after the 1992 overlay. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration where necessary. These repairs alone will not substantially extend the life expectancy of the street section unless combined with the bituminous overlay proposed with this project. Johnny Cake Ridge Road South (Cliff Road to Apple Valley border) 2 ls� Infrastructure Review - The Public Works Department has inspected the utility infrastructure (sanitary sewer, water main, and storm sewer) and access in the project area and determined the system is in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right -of -way and easements such as street lights, utility boxes, and storm water ponding/ access, and pedestrian features were evaluated. The rehabilitation of City- maintained items are included in this project, if needed. f , Scope This project will provide resurfacing (full -width mill and overlay) for approximately 1 mile of roadway. Project limits are illustrated in Appendix C, Figure 2. This project's northern limit will match the limits of Dakota County's intersection improvements at Cliff Road (County Project 32 -61), scheduled for 2012 construction. The following improvements are also included in the City project: replacement of damaged curb and gutter, trail pavement overlay (west side), adjustment and /or replacement of sanitary /storm sewer utility castings, water gate valves, and street signage. Area To Be Included � Properties included in the project lie within the East % and West % of Sections 32 and 33, respectfully, lying South of Cliff Road, East of Interstate 35 -E, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: Johnny Cake Ridge Road (Cliff Road to Apple Valley border) 3 �Sh PCI Recommended Improvement 56-100 Routine Maintenance /Crack Seal /Seal Coat 36-55 Patch /Repair and /or Overlay 0-35 Reconstruct/ Reclaim The 2011 PCI rankings for this segment of Johnny Cake Ridge Road has a weighted average of 50, which falls within the "Patch /Repair and /or Overlay" category. The street pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2012 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street section and require full reconstruction. Proposed Improvements Pavement - The existing street section for this roadway consists of 7" bituminous pavement supported by 8" gravel base. To remove significant surface raveling imperfections, the existing bituminous surface will be milled the entire street width to accommodate a 1' /z -inch bituminous overlay. This pavement work will be coordinated with the Dakota County intersection improvements at the Cliff Road/ Johnny Cake Ridge Road intersection, also scheduled for the 2012 construction season. The new pavement will provide a street section consistent with current City standards for a 9 -ton collector street, similar to Blackhawk Road, north of Deerwood Drive, reconstructed and overlayed in 2010. A 10 -ton collector street pavement section was also evaluated as part of this project, but determined that the cost of the additional pavement and aggregate base needed for a 10 -ton section was not warranted given the relatively low heavy -duty vehicle traffic ( - 300 per day) on this section of roadway. To extend the life of the existing trail pavement, it is proposed to construct a 1 % -inch bituminous overlay over the existing 8 -feet wide trail on the west side of Johnny Cake Ridge Road within the project area. Johnny Cake Ridge Road (Cliff Road to Apple Valley border) 4 lbv The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. The proposed street improvements for Johnny Cake Ridge Road Concrete Curb & Gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. Existing drop curb sections no longer needed will also be replaced. It is estimated that approximately 8% of the existing concrete curb and gutter in this project area will have to be replaced. Boulevard turf will be removed and replaced. Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. Alternative adjustment materials and methods are investigated and implemented to reduce infiltration into the City sanitary and storm sewer systems. Johnny take Ridge Road (Cliff Road to Apple Valley border) 5 1 (0) South are detailed in Appendix C Figure 3. Sidewalk /Path & Pedestrian Ramp — Revisions to the Americans with Disabilities Act (ADA) requires jurisdictional agencies to provide detectable warnings at all existing pedestrian ramps of sidewalks and paths with public streets that are improved, including street surface improvements. The most common method of providing this detectable warning is through the installation of truncated domes a minimum of two feet in length across the width of all pedestrian ramps. This project provides for the installation of truncated pedestrian ramps along the existing trail. In addition, the existing trail along the west side of Johnny Cake Ridge Road will be cleared of overgrowth and overlayed with 1 -1/2" of bituminous material along the entire length. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life and will be considered for replacement as part of this project. Existing signage will be reviewed to determine if it is required by the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Existing signs which are required by the MnMUTCD will be replaced to improve safety and night time visibility. Existing signs which are not required by, or compliant with, the MnMUTCD will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage at the street intersections. Easements /Permits All work will be in the public right -of -way. No additional easements will be necessary. It is anticipated that no permits will be required for the resurfacing project. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. The mill and overlay portion of the project is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street and trail. Johnny Cake Ridge Road (Cliff Road to Apple Valley border) 6 1 (D ;� The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets and pavements throughout the City and the region. This project is in accordance with the Five -Year Capital Improvement Plan (2012 -2016) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2012 construction costs and include a 5% contingency and indirect cost of 30 %, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Johnny Cake Ridge Road South (Cliff Road to Apple Valley border) • Mill & Overlay w/ signage $ 245,700 • Repair Ex Conc Curb & Gutter/ Trail Overlay $186,200 Total $ 431,900 �r Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for collector streets, and in accordance with a special assessment agreement between the City and Dakota County Parks. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Johnny Cake Ridge Road (Cliff Road to Apple Valley border) 7 1 (3 City Special Assessment Policy Assessment Ratio Property City Mill & Overlay — Community Park 75% 25% Repair Ex Conc Curb & Gutter/ Trail Overlay 0% 100% Street Revitalization Improvements — Community Park Ridgecliffe Park (City park), as shown in Figure 2, adjacent to Johnny Cake Ridge Road within the project area, is proposed to be assessed. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable to community parks for collector streets, regardless of width. The estimated cost per front foot to be assessed based on the City Assessment Policy is $17.55 /front foot and is calculated as follows: % Community Parks Frontage = 735 ff./ 10,481 Total ff. = 7.0% [$245,700 (Overlay/ Sign Cost) x 75% x 7.0 %] _ $12,900 $12,900(Total Community Parks Assessment) 4 $17.55/ front foot 735 ff. Street Revitalization Improvements — County Park Lebanon Hills Regional Park (LHRP), as shown on Figures 2A /B /C, adjacent to Johnny Cake Ridge Road within the project area, is proposed to be assessed, per a 2004 assessment agreement between the City and Dakota County. The agreement is based on park facility usage and calls for the LHRP property west of Johnny Cake Ridge Road (Parcel 10- 03200 - 010 -75) to be assessed for 1,000 feet of its frontage, at the current City Fee Schedule (2011) rate for an overlay (44' wide) at $88.45/ F.F. The agreement also calls for the LHRP property east of Johnny Cake Ridge Road (Parcel 10- 03300- 010-51) to be assessed for 30 feet of its frontage, at the current City Fee Schedule (2011) rate for trail at $25.60/ F.F. The remaining Johnny Cake Ridge Road frontage within the project area (8,716 front feet or 83.2 %) is either sideyard or backyard property with no driveway accesses, or not covered by assessment agreement, and therefore not assessable under the City's Assessment Policy. ';[�? `i(' V,1H[ Y ley , Assessment Financing Options J The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment will be spread over ten years with the interest determined by the results of the bond sale used to finance the improvements. The following payment schedule is an example of a $1,000 assessment with an estimated 5.0% interest for the assessed amounts: Principal Per Year Interest Per Year Cost Per Year First Year $ 100 $ 50 $ 150 Tenth Year $ 100 $ 5 $ 105 <�� Revenue Source A summary of revenue sources is listed below: The City's Major Street Fund will finance the estimated project deficit of $329,900 (76% of total). •�Y� Project Schedule Present Feasibility Report to City Council/ Order Public Hearing November 15, 2011 Notices Sent to Dakota County Officials Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 245,700 $ 102,000 $ 143,700 Repair Ex Curb/ Trail Overlay $ 186,200 - $ 186,200 Totals $ 431,900 $ 102,000 $ 329,900 The City's Major Street Fund will finance the estimated project deficit of $329,900 (76% of total). •�Y� Project Schedule Present Feasibility Report to City Council/ Order Public Hearing November 15, 2011 Notices Sent to Dakota County Officials December 2, 2011 Public Hearing December 20, 2011 Approve Plans and Specifications February 2012 Award Contract March 2012 Project Completion August 2012 Final Cost Report September 2012 Final Assessment Hearing Fall 2012 First Payment Due with Property Tax Statement May 2013 Johnny Cake Ridge Road (Cliff Road to Apple Valley border) 9 1l Appendix A Preliminary Cost Estimate City Project 1047 Johnny Cake Ridge Road South Item No. I Item $ Unit I Unit Price Est Qty $ Estimated Cost Part 1 - Bituminous Street Overlay 2021.501 Mobilization LS $ 5,000.00 1 $ 5,000.00 2232.501 Mill Bituminous Pavement (Edge Mill) SY $ 0.70 10,000 $ 7,000.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 1,460 $ 5,840.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 2,800 $ 140,000.00 2504.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 1 $ 400.00 2506.602 Remove & Replace Frame & Ring Casting (27 ") EA $ 675.00 4 $ 2,700.00 2582.501 Pavement Message Arrow (Left) - Epoxy EA $ 105.00 7 $ 735.00 2582.501 Pavement Message Arrow (Right) - Epoxy EA $ 105.00 1 $ 105.00 2582.501 Pavement Message Arrow (Thru) - Epoxy EA $ 105.00 1 $ 105.00 2582.502 24" Solid Line White - Epoxy LF $ 7.00 50 $ 350.00 2582.502 24" Solid Line Yellow - Epoxy LF $ 5.50 350 $ 1,925.00 2582.502 4" Double Solid Line Yellow- Epoxy LF $ 0.60 1,935 $ 1,161.00 2582.502 4" Solid Line White -Epoxy LF $ 0.30 1,660 $ 498.00 2582.502 12" Solid Line White - Epoxy LF $ 4.03 220 $ 886.60 SP -1 Signage Remove & Replace LS $ 9,268.37 1 $ 9,268.37 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 Subtotal 5% Contingency Subtotal 30% Indirect Costs Part I - Bituminous Street Overlay $ 179,973.97 $ 8,998.70 $ 188,972.67 $ 56,691.80 $ 245,664.47 Item No. I Item JUnitl Unit Price Est Qty Estimated Cost Part II - Repair Existing Curb & Gutter 2101.601 Remove Trail Overgrowth LS $ 1,200.00 1 $ 1,200.00 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 820 $ 4,920.00 2104.503 Remove Concrete Sidewalk (4 ") SF $ 0.60 50 $ 30.00 2104.505 Remove Bituminous Pavement SF $ 0.60 100 $ 60.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $ 15.00 10 $ 150.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 9 $ 900.00 2360.501 SP WEA240B Wearing Course Mixture (Trail Overlay) TON $ 80.00 1350 $ 108,000.00 2504.602 Repair Residential Sprinkler Head EA $ 100.00 5 $ 500.00 2504.602 Repair Sprinkler System EA $ 250.00 1 $ 250.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 6 $ 1,500.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2521.501 4" Concrete Ped Ramp w /Wet Cast for Truncated Dome Inset SF $ 4.50 150 $ 675.00 2531.501 Concrete Curb and Gutter, 8618 LF $ 17.00 820 $ 13,940.00 2531.618 Truncated Dome Detectable Warning Paver SF $ 42.00 36 $ 1,512.00 2573.530 Storm Drain Inlet Protection EA $ 125.00 3 $ 375.00 2575.505 Sodding, Type Lawn (Highland) SY $ 7.00 220 $ 1,540.00 2575.551 Compost, Grade 1 TON $ 20.00 32 $ 640.00 Subtotal $ 136,392.00 5% Contingency $ 6,819.60 Subtotal $ 143,211.60 30% Indirect Costs $ 42,963.48 Part II - Repair Existing Curb & Gutter/ Trail Overlay $ 186,175.08 Part I - Bituminous Street Overlay $ 245,664.47 Part II - Repair Existing Curb & Gutter/ Trail Overlay $ 186,175.08 Project 1047 Total Cost $ 431,839.55 j l( Appendix B Preliminary Assessment Roll City Project 1047 Johnny Cake Ridge Road Park P.I.D. Assessable Front Foot Rate /F.F. Street Overlay Assessment Ridgecliffe Park (City) 10- 63980 -00 -062 53.1 $17.55 $932 Ridgecliffe Park (City) 10- 63980 -00 -061 200.3 $17.55 $3,515 Ridgecliffe Park (City) 10- 39800 -00 -030 374.7 $17.55 $6,576 Lebanon Hills Reg Pk (City) OL B Brittany - Assessable portion 10- 15000 -00 -020 107.0 $17.55 $1,878 Lebanon Hills Reg Pk (County)* 10- 03200 -75 -010 1000.0 $88.45 $88,450 Lebanon Hills Reg Pk (County)* 10- 03300 -51 -010 30.0 $25.60 $768 Subtotals 1765 $102,119 TOTAL ASSESSMENTS 1 $102,119 *Use 1,000 FF for Parcel 10- 03200 - 010 -75 (2,041.7' actual) & 30 FF (1,458.4 actual) for Parcel 10- 03300 - 010 -51 per agreement with County *LHRP/ County assessment rate per 2011 City Fee Schedule, also per agreement with County Non - Assessable Properties OL B Brittany (Easement - non assessable portion) 10- 15000 -00 -020 1 220 Front Footage Summary City Park ( Ridgecliffe/ LHRP) 735.0 7.0% County Park (LHRP) 3,500.0 33.4% Non - Assessable (easement and sideyard/ backyard) 6,246.0 59.6% Total 10,481.0 100.0% 10 Q q City of Eakan Engineering Department Johnny Cake Ridge Road Street Revitalization - Project 1Q47 Fig. 1 Location Map Ito ,. _ CLIFF° °- ; . ���,�...,r -,��Y � - �� �.• -�aF . I i i. i DAKOTA COUNTY INTERSECTION COUNTY PROJECT 3206 EM T EN v SCHEDULED FOR 2011 t CONSTRUCTION "' IIKS., ;,z ♦ A 4 ;i. � � � 3 � $ Ki y4.. � _� � �. ,m. � i� "'A �2. a yr . , ,4 1R ' �O 4 31R t �a'c 1 I ' C ` " ' ^ ) ' ��, #!L fx'��.__, "��'' a'Sk �/ as �i �� I II' �i � � ; ?•' �C' - i � .+�•� � k Masi � _Y � � �fl�� P c� - {t ` ��.� � y �, '� 4 fi �COVINGTON LN. <. {, COVINGTON ASSESSABLE AREA 10/25/2011 STREET IMPROVEMENT Johnny Cake Ridge Road [ ^ non Street Revitalization - Project 1047 Fig. 2A City Of ca Assessments / Street Improvement Area Engineering Department ASSESSABLE AREA STREET IMPROVEMENT Johnny Cake Ridge Road Street Revitalization - Project 1047 Fig. 2B City Of ����Il Assessments /Street Improvement Area Engineering Department p ea / 70 ASSESSABLE AREA STREET IMPROVEMENT Johnny Cake Ridge Road City of Eakan Street Revitalization - Project 1047 Fig. 2C Engineering Department Assessments/ Street Improvement Area 17� 100' ROW 52' F. F. Z EX. TRAIL 7" BITUMINOUS SURFACE 8" CL. 5 AGGREGATE BASE Existing Typical Section 100' ROW FULL —WIDTH MILL_ (49' wide) Typ. 1.5" OVERLAY � -� REPLACE EX. CURB & GUTTER AS DIRECTED 52' ( F- 1.5" TYPE 2350/2360 BITUMIN BITUMINOUS TACK COAT 5.5" BITUMINOUS SURFACE 8" CL. 5 AGGREGATE BASE ) �_ EX. TRAIL - EX. B618 CURB & GUTTER OVERLA 1__ EX. TRAIL Bituminous Street Overlay Proposed Typical Section 1 0/22/201 0 Johnny Cake Ridge Rd. City Of Eagan Street Revitalization - Project 1047 Fig. 3 Engineering Department Typical Sections , Agenda Information Memo December 20, 2011 Eagan City Council Meeting C. PROJECT 1078, JOHNNY CAKE RIDGE ROAD (DIFFLEY ROAD TO TEAL COVE) STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1078, Blue Cross Road (Street Improvements) as presented and authorize the preparation of detailed plans and specifications. FACTS: • Since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets, significantly extending their overall life expectancy. During these past 21 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of the `/2 mile of Johnny Cake Ridge Road (Diffley Road to Teal Cove) in central Eagan has been programmed for 2012 in the City's 5 -Year Capital Improvement Program. • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On November 15, 2011, the feasibility report for Project 1078 was presented to the City Council and a Public Hearing was scheduled for December 20 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 12 for the adjacent property owners to discuss the proposed improvements. Of the 64 total properties (10 commercial/ industrial, 54 townhome residential) proposed to be assessed under this improvement, 10 residents from 6 townhome properties attended the meeting. • All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. ATTACHMENTS: • Feasibility Report, pages'WthroughaIR • Informational Meeting Minutes, page -- J L /7\3 1 UP- VO _ -,,: :a :a. � � „� � � i K I • � ` � j� v J v C ity 0 all Mike Maguire Mayor ! December 14, 2011 Paul Bakken Cyndee Fields Gary Hansen Meg Tilley Council Members Thomas Hedges City Administrator Municipal Center 3830 Pilot Knob Road Eagan, MN 55122 -1810 651.675.5000 phone 651.675.5012 fax 651.454.8535 TDD Maintenance Facility 3501 Coachman Point Eagan, MN 55122 651.675.5300 phone 651.675.5360 fax 651.454.8535 TDD www.cityofeagan.com The Lone Oak Tree The symbol of strength and growth in our community. Honorable Mayor and City Council City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Re: Johnny Cake Ridge Road (Diffley Road to Teal Cove) Street Revitalization City Project No. 1078 Dear Mayor and City Council: Attached is our report for the Johnny Cake Ridge Road North Street Revitalization, City Project No. 1078. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Sincerely, 0'�" 4W John P. Gorder Assistant City Engineer I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the StatApf Minnesot John P. Gorder Date: t 2 1 z 1 I RRyJe�ved By: � t Dept. of Public Date Reviewed Finance Dept. I IS_ Reg. No. 22813 / Z 15 -- I I Date: ' `� TABLE OF CONTENTS Executive Summary -------------------------------- - - - - -- 1 Introduction /History -------------------------------- - - - - -- 2 Scope ------------------------------------------ - - - -•3 Area To Be Included--------------------------------- - - - - -- 3 Street Pavement Evaluation — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - 3 Proposed Improvements ------------------------------- - - - - -4 Easements /Permits --------------------------------- - - - - -- 6 Feasibility and Recommendations ------------------------ - - - - -- 7 Cost Estimate ------------------------------------- - - - - -7 Assessments-------------------------------------- - - - - -7 Assessment Financing Options -------------------------- - - - - -- 8 Revenue Source ------------------------------------- - - - -10 Project Schedule ------------------------------------- - - - -10 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures 1 Location Map 2 Street Improvement /Assessment Area Map 3 Typical Section — Full Width Mill & Overlay '7te Executive Summary Background Project Name Johnny Cake Ridge Road (Diffley Road to Teal Cove) Project # 1078 Street Area 14,243 sq. yds Street Length 2,040' Streets Included Johnny Cake Ridge Road Constructed 1974, 1989 Overlayed - Cracksealed - Seal Coated 1996, 2004 Absolute Location NW % Section 28 Township 27, Range 23 Relative Location South of Diffley Road East of Interstate -35E street signage /Public Facility Lots 10 Project Details Roadway/ trail resurfacing PCI Rating 32/100 Replacement of damaged Recommended Full Width Mill curb & gutter Improvement & 2" Overlay Curb Removal 18% Adjustment /Replacement of; Scope sanitary /storm sewer Residential Lots (TH — 54 utility castings indirect access) water gate valves Commercial /Industrial street signage /Public Facility Lots 10 Cost Estimate Mill & Overlay w/ Signage Repair Ex Curb & Gutter/ Trail Overlay Total Property $ 171,600 $ 69,200 $ 96,500 1 _ $ 268,100 1 $ 69,200(26%) city $ 102,400 Johnny Cake Ridge Road (Diffley Road to Teal Cove ) 1 17? $ 96,500 $ 198,900 (74 %) December 2011 Street Revitalization Johnny Cake Ridge Road North (Diffley Road to Teal Cove) Eagan, Minnesota Introduction/ History Y Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed which allowed the City to evaluate the condition of existing pavement surfaces for all streets on a routine basis and schedule timely maintenance. This information is used to develop a five -year Capital Improvement Program (CIP) for street rehabilitation. Johnny Cake Ridge Road (from Diffley Road to Teal Cove), a collector roadway in west - central Eagan, approximately % mile in total length, has been identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. This street was constructed in 1974 and reconstructed in 1989. Based on the data and engineering strategies available, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, and again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is in the 20+ year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that Johnny Cake Ridge Road was seal coated in 1996 and 2004. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Johnny Cake Ridge Road (Diffley Road to Teal Cove) 2 1W Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration where necessary. These repairs alone will not substantially extend the life expectancy of the street section unless combined with the bituminous recycling and overlay proposed with this project. The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer) in the project area and determined the system is in good working order and that no major repairs are necessary. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer) and access in the project area and determined the system is in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right -of -way and easements such as street lights, utility boxes, and storm water ponds /access, and pedestrian features were evaluated. The rehabilitation of City- maintained items are included in this project, if needed. Scope This project will provide resurfacing (edge mill and overlay) for approximately 1/2 mile of collector roadway. Project limits are illustrated in Figure 2. The following improvements are also included in this project: replacement of damaged curb and gutter, bituminous trail overlay, concrete sidewalk replacement, adjustment and /or replacement of sanitary /storm sewer utility castings, water gate valves, and street signage. •.k Area To Be Included Properties included in the project lie within the NW %, Section 28, lying South of Diffley Road, East of Interstate -35E, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. t Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: Johnny Cake Ridge Road (Diffley Road to Teal Cove) 3 117 PCI Recommended Improvement 56-100 Routine Maintenance /Crack Seal /Seal Coat 36-55 Patch /Repair and /or Overlay 0-35 Reconstruct/ Reclaim The 2011 PCI rankings for this segment of Johnny Cake Ridge Road has a weighted average of 32, which falls in the "Reconstruct /Reclaim" category. Because the rating is just below the "Patch/ Repair/ Overlay" category, the main deficiencies in the pavement are at or near the surface and the underlying pavement has substantial structural strength, the proposed improvement is to mill the entire width of the pavement, and resurface with 2 inches of new bituminous. The street pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly further decline if no improvements are performed. Therefore, the 2012 construction season is the optimal time to construct the full -width bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require full reconstruction. Proposed Improvements Pavement - The existing street section for this roadway consists of 5" bituminous pavement supported by 9" gravel base. The existing bituminous surface will be milled its entire width to accommodate a 2 -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for collector streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. The Johnny Cake Ridge Road (Diffley Road to Teal Cove) 4 IF6 proposed street improvements for Johnny Cake Ridge Road North are detailed in Figure 3. To extend the life of the existing trail pavement, it is proposed to construct a 1 % -inch bituminous overlay over the existing 8 -feet wide trail on the east side of Johnny Cake Ridge Road within the project area. Concrete Curb & Gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 18% of the existing concrete curb and gutter in this project area will have to be replaced. Boulevard turf will be removed and replaced. The contractor who performs the work is responsible for the establishment of the new turf in the first 30 days after placement, though adjacent property owners are encouraged to consistently water it, where possible, to help ensure its growth. Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. Alternative adjustment materials and methods are investigated and implemented to reduce infiltration into the City sanitary and storm sewer systems. P .O �' wwl T Johnny Cake Ridge Road (Diffley Road to Teal Cove) 5 /gl Sidewalk /Path & Pedestrian Ramp — Revisions to the Americans with Disabilities Act (ADA) requires jurisdictional agencies to provide detectable warnings at all existing pedestrian ramps of sidewalks and paths with public streets that are improved, including street surface improvements. The most common method of providing this detectable warning is through the installation of truncated domes a minimum of two feet in length across the width of all pedestrian ramps. This project provides for the installation of truncated dome pedestrian ramps along the existing trail. In addition, the existing trail along the east side of Johnny Cake Ridge Road will be cleared of overgrowth and a 1 -1/2" overlay for the bituminous trail constructed and sections of the concrete sidewalk along the west side will be replaced. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life and will be considered for replacement as part of this project. Existing signage will be reviewed to determine if it is required by the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Existing signs which are required by the MnMUTCD will be replaced to improve safety and night time visibility. Existing signs which are not required by, or compliant with, the MnMUTCD will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric) are in good condition and provide adequate coverage at the intersections. l � ; •Y Easements /Permits All work will be in the public right -of -way. No additional easements will be necessary. A permit from Dakota County Transportation Division will be necessary for work within Diffley Road (Co. Rd 30) at Johnny Cake Ridge Road. Johnny Cake Ridge Road (Diffley Road to Teal Cove) 6 1 O 0; �..,.� Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. The mill and overlay portion of the project is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street and trail. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets and pavements throughout the City and the region. This project is in accordance with the Five -Year Capital Improvement Plan (2012 — 2016) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. *. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2012 construction costs and include a 5% contingency and indirect cost of 30 %, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Johnny Cake Ridge Road • Mill & Overlay w/ signage $ 171,600 • Repair Ex Conc C & G/ Trail Overlay $96,500 Johnny Cake Ridge Road (Diffley Road to Teal Cove) 7 N3 Total $ 268,100 '. Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for collector streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay— Residential (R- 1,2,3) 50% 50% Mill & Overlay — Commercial /Industrial /Public Facility 100% 0% Repair Existing Concrete Curb & Gutter 0% 100% Street Revitalization Improvements — Residential Lots - All low- density residential equivalent properties on Johnny Cake Ridge Road (54 total residential townhome lots, Centennial Ridge and Summit Hill) as shown on Figure 2, having indirect access on to Johnny Cake Ridge Road via private street (Marina Lane and Summit Hill), are proposed to be assessed based on the amount of front footage adjacent to the project. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The average street width within the project area is 63 feet. The estimated cost per townhome lot based on the City Assessment Policy is $195/lot and is calculated as follows: % Townhouse Frontage = 990 f. f/ 4,082 Total ff. = 24.2% [$171,600 (Mill & Overlay + Signage Cost) x 50% x 32/63 x 24.2 %] _ $10,500 [Total $4,400(Total Residential Assessment) 4 $195/ Townhouse Unit 54 Townhouse Units Street Revitalization Improvements — Public Facility Lots - All public facility lots adjacent to streets in the project area (Oak Ridge Elementary), as shown in Figure 2, are proposed to be assessed. A majority of the Oak Ridge Elementary School frontage (782 FF) was assessed with a previous City street improvement Project 752, 1999). The City's Assessment Policy states that 75% of the mill and overlay costs are assessable to adjacent public facility lots for collector streets, based on a standard 32 -foot width. The Johnny Cake Ridge Road (Diffley Road to Teal Cove) 8 ) g� (average street width within the project area is 63 feet . The estimated cost per front foot to be assessed based on the City's Assessment Policy is $16 /front foot and is calculated as follows: % Public Facility Frontage = 310 f.f./ 4,082 Total U. = 7.6% [$171,600 (Mill & Overlay + Signage Cost) x 75% x 7.6% x 32/63] = $5,000 $5,000(Total PF Assessment) 4 $16/ Front Foot 310 F.F. Street Revitalization Improvements – Commercial /Industrial Lots - All commercial and industrial lots adjacent to streets in the project area, as shown in Figure 2, are proposed to be assessed. The City's Assessment Policy states that 100% of the mill and overlay costs are assessable to commercial /industrial lots for collector streets, regardless of width. The estimated cost per net acre to be assessed based on the City's Assessment Policy is $3,230 /net acre and is calculated as follows: % Comm/ Ind Frontage = 1,277 f .f./ 4,082 Total ff. = 31.3% [$171,600 (Mill & Overlay/ + Sign Cost) x 100% x 31.3 %] = $53.700 $53,700(Total Comm/ Ind Assessment) a $3,230/ Net Acre 16.62 Net Acres The remaining Johnny Cake Ridge Road frontage within the project area (1,505front feet or 36.9 %) is either sideyard or backyard property with no driveway accesses, and therefore not assessable under the City's Assessment Policy. Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment will be spread over five years for residential lots and ten years for commercial /industrial /public facility lots, with the interest determined by the results of the bond sale used to finance the improvements. The following payment schedules are examples with an estimated 5.0% interest for the assessed amounts: Townhouse Residential Lots – Indirect Access = $195 Principal Per Year Interest Per Year Cost Per Year First Year $ 39 $12 $ 51 Fifth Year $ 39 $ 2 $ 41 Johnny Cake Ridge Road (Diffley Road to Teal Cove) 9 0 r— Commercial /Industrial /Public Facility Lots = per $1,000 Assessment Principal Per Year Interest Per Year Cost Per Year First Year $ 100 $ 50 $ 150 Tenth Year $ 100 $ 5 $ 105 �,• Revenue Source A summary of revenue sources is listed below: The City's Major Street Fund will finance the estimated project deficit of $198,900 (74% of total). C Project Schedule Present Feasibility Report to City Council/ Order Public Hearing Informational Meeting Public Hearing Approve Plans and Specifications Award Contract Project Completion Final Cost Report Final Assessment Hearing First Payment Due with Property Tax Statement November 15, 2011 December 12, 2011 December 20, 2011 March 2012 April 2012 August 2012 September 2012 Fall 2012 May 2013 Johnny Cake Ridge Road (Diffley Road to Teal Cove) 10 e Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 171,600 $ 69,200 $ 102,400 Repair Existing Curb/ Trail Overlay $ 96,500 - $ 96,500 Totals $ 268,100 $ 69,200 $ 198,900 The City's Major Street Fund will finance the estimated project deficit of $198,900 (74% of total). C Project Schedule Present Feasibility Report to City Council/ Order Public Hearing Informational Meeting Public Hearing Approve Plans and Specifications Award Contract Project Completion Final Cost Report Final Assessment Hearing First Payment Due with Property Tax Statement November 15, 2011 December 12, 2011 December 20, 2011 March 2012 April 2012 August 2012 September 2012 Fall 2012 May 2013 Johnny Cake Ridge Road (Diffley Road to Teal Cove) 10 e Appendix A Preliminary Cost Estimate City Project 1078 Johnny Cake Ridge Road North Item No. I Item I Unit Unit Price I Est City I Estimated Cost Part I - Bituminous Street Overlay $ 6,285.39 Subtotal 2021.501 Mobilization LS $ 5,000.00 1 $ 5,000.00 2232.501 Mill Bituminous Pavement (Full Width Mill) SY $ 0.70 14,300 $ 10,010.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 720 $ 2,880.00 2360.501 SP WEA3408 Wearing Course Mixture (Overlay) TON $ 50.00 1600 $ 80,000.00 2504.602 Adjust Gate Valve Box EA $ 125.00 17 $ 2,125.00 2504.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 12 $ 4,800.00 2504.602 Adjust Manhole Casting - Riser Adjustment EA $ 185.00 2 $ 370.00 2504.602 Repair Gate Valve Mid Section EA $ 155.00 5 $ 775.00 2504.602 Repair Gate Valve Top Section w /Cover EA $ 175.00 8 $ 1,400.00 2582.501 Pavement Message Arrow (Left) - Epoxy EA $ 105.00 7 $ 735.00 2582.501 Pavement Message Arrow (Right) - Epoxy EA $ 105.00 1 $ 105.00 2582.501 Pavement Message Arrow (Thru) - Epoxy EA $ 105.00 1 $ 105.00 2582.502 24" Solid Line White - Epoxy LF $ 7.00 50 $ 350.00 2582.502 24" Solid Line Yellow - Epoxy LF $ 5.50 350 $ 1,925.00 2582.502 4" Double Solid Line Yellow- Epoxy LF $ 0.60 1935 $ 1,161.00 2582.502 4" Solid Line White -Epoxy LF $ 0.30 1660 $ 498.00 2582.502 12" Solid Line White - Epoxy LF $ 4.03 216 $ 870.48 SP -1 Signage Remove & Replace LS $ 8,598.25 1 $ 8,598.25 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 Subtotal $ 125,707.73 5% Contingency $ 6,285.39 Subtotal $ 131,993.12 30% Indirect Costs $ 39,597.93 Part I - Bituminous Street Overlay $ 171,591.05 Item No. Item Unit Unit Price Est Qty Estimated Cost Part II - Repair Existing Curb & Gutter/ Trail Overlay 2101.601 Remove Trail Overgrowth LS $ 1,200.00 1 $ 1,200.00 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 745 $ 4,470.00 2104.503 Remove Concrete Sidewalk (4 ") SF $ 0.60 470 $ 282.00 2104.505 Remove Bituminous Pavement SF $ 0.60 500 $ 300.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $ 15.00 10 $ 150.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 19 $ 1,900.00 2360.501 SP WEA240B Wearing Course Mixture (Trail Overlay) TON $ 130.00 208 $ 27,040.00 2504.602 Repair Residential Sprinkler Head EA $ 100.00 5 $ 500.00 2504.602 Repair Sprinkler System EA $ 250.00 1 $ 250.00 2506.602 Remove & Replace Casting (Catch Basin) EA $ 575.00 6 $ 3,450.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 9 $ 2,250.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2521.501 6" Concrete Walk - Bullnose SF $ 6.00 70 $ 420.00 2521.501 4" Concrete Ped Ramp w /Wet Cast for Truncated Dome Inset SF $ 4.50 900 $ 4,050.00 2531.501 Concrete Curb and Gutter, B618 LF $ 17.00 745 $ 12,665.00 2531.618 Truncated Dome Detectable Warning Paver SF $ 42.00 216 $ 9,072.00 2540.602 Repair Residential Landscaping EA $ 170.00 1 $ 170.00 2573.530 Storm Drain Inlet Protection EA $ 125.00 3 $ 375.00 2575.505 Sodding, Type Lawn (Highland) SY $ 7.00 200 $ 1,400.00 2575.551 Compost, Grade 1 TON $ 20.00 29 $ 580.00 Subtotal $ 70,724.00 5% Contingency $ 3,536.20 Subtotal $ 74,260.20 30% Indirect Costs $ 22,278.06 Part 11- Repair Existing Curb & Gutter/ Trail Overlay $ 96,538.26 Part I - Bituminous Street Overlay Part II - Repair Existing Curb & Gutter/ Trail Overlay Project 1078 Total Cost $ 171,591.05 $ 96,538.26 $ 268,129.31 Iq Appendix B Preliminary Assessment Roll City Project 1078 Johnny Cake Ridge Road North Marina Lane R -3 Residential P.I.N. Lot Unit Total 1606 Marina Lane 10- 16950 - 010 -10 1 $195 $195 1610 Marina Lane 10- 16950 - 010 -20 1 $195 $195 1614 Marina Lane 10- 16950 - 010 -30 1 $195 $195 1618 Marina Lane 10- 16950 - 010 -40 1 $195 $195 1622 Marina Lane 10- 16950 - 010 -50 1 $195 $195 1626 Marina Lane 10- 16950- 010 -60 1 $195 $195 1630 Marina Lane 10- 16950 - 010 -70 1 $195 $195 1634 Marina Lane 10- 16950 - 010 -80 1 $195 $195 1638 Marina Lane 10- 16950 - 010 -90 1 $195 $195 1642 Marina Lane 10- 16950 - 011 -00 1 $195 $195 1646 Marina Lane 10- 16950 - 011 -10 1 $195 $195 1650 Marina Lane 10- 16950 - 011 -20 1 $195 $195 1654 Marina Lane 10- 16950 - 011 -30 1 $195 $195 1658 Marina Lane 10- 16950 - 011 -40 1 $195 $195 1662 Marina Lane 10- 16950 - 011 -50 1 $195 $195 1666 Marina Lane 10- 16950 - 011 -60 1 $195 $195 1670 Marina Lane 10- 16950 - 011 -70 1 $195 $195 1609 Marina Lane 10- 16950 - 020 -70 1 $195 $195 1613 Marina Lane 10- 16950 - 020 -60 1 $195 $195 1617 Marina Lane 10- 16950- 020 -50 1 $195 $195 1657 Marina Lane 10- 16950 - 020 -40 1 $195 $195 1661 Marina Lane 10- 16950 - 020 -30 1 $195 $195 1665 Marina Lane 10- 16950 - 020 -20 1 $195 $195 1669 Marina Lane 10- 16950- 020 -10 1 $195 $195 Subtotals 24 $4,680 Summit Hill R -3 Residential P.I.N. Lot Unit Total 1600 Summit Hill 10- 72970 - 010 -10 1 $195 $195 1604 Summit Hill 10- 72970 - 010 -20 1 $195 $195 1602 Summit Hill 10- 72970 - 010 -30 1 $195 $195 1606 Summit Hill 10- 72970 - 010 -40 1 $195 $195 1608 Summit Hill 10- 72970 - 010 -50 1 $195 $195 1612 Summit Hill 10- 72970 - 010 -60 1 $195 $195 1610 Summit Hill 10- 72970 - 010 -70 1 $195 $195 1614 Summit Hill 10- 72970 - 010 -80 1 $195 $195 1607 Summit Hill 10- 72970 - 010 -90 1 $195 $195 1609 Summit Hill 10- 72970 - 011 -00 1 $195 $195 1611 Summit Hill 10- 72970 - 011 -10 1 $195 $195 1613 Summit Hill 10- 72970 - 011 -20 1 $195 $195 1615 Summit Hill 10- 72970 - 011 -30 1 $195 $195 1617 Summit Hill 10- 72970 - 011 -40 1 $195 $195 1619 Summit Hill 10- 72970 - 011 -50 1 $195 $195 1621 Summit Hill 10- 72970 - 011 -60 1 $195 $195 i j Appendix B Preliminary Assessment Roll City Project 1078 Johnny Cake Ridge Road North Summit Hill (continued) R -3 Residential P.I.N. Lot Unit Total Total 4350 Johnny Cake Ride 10- 84450 - 010 -10 310 $16 1623 Summit Hill 10- 72970 - 011 -70 1 $195 $195 1625 Summit Hill 10- 72970 - 011 -80 1 $195 $195 1627 Summit Hill 10- 72970 - 011 -90 1 $195 $195 1629 Summit Hill 10- 72970 - 012 -00 1 $195 $195 1631 Summit Hill 10- 72970 - 012 -10 1 $195 $195 1632 Summit Hill 10- 72970 - 012 -20 1 $195 $195 1630 Summit Hill 10- 72970 - 012 -30 1 $195 $195 1626 Summit Hill 10- 72970 - 012 -40 1 $195 $195 1624 Summit Hill 10- 72970 - 012 -50 1 $195 $195 1628 Summit Hill 10- 72970 - 012 -60 1 $195 $195 1622 Summit Hill 10- 72970 - 012 -70 1 $195 $195 1616 Summit Hill 10- 72970 - 012 -80 1 $195 $195 1620 Summit Hill 10- 72970 - 012 -90 1 $195 $195 1618 Summit Hill 10- 72970 - 013 -00 1 $195 $195 Subtotals 30 $5,850 TOTAL TH LOT ASSESSMENTS 1 54 1 1 $10,530 Johnny Cake Ridge Road Public Facility P.I.N. Front Foot Rate /F.F. Total 4350 Johnny Cake Ride 10- 84450 - 010 -10 310 $16 $4,960 4245 Johnny Cake Ridge Rd Subtotals 310 $3,230 $4,960 Johnny Cake Ridge Road Commercial /Industrial P.I.N. Net Acreage* Rate/ Net Acre Street Assessment 4241 Johnny Cake Ridge Rd 10- 20500 - 010 -10 1.78 $3,230 $5,749 4245 Johnny Cake Ridge Rd 10- 20500 - 010 -20 1.15 $3,230 $3,715 4249 Johnny Cake Ridge Rd 10- 20500 - 010 -30 2.56 $3,230 $8,269 1642 Diffley Road 10- 20500 - 010 -70 1.07 $3,230 $3,456 1646 Diffley Road 10- 20500 - 010 -40 3.70 $3,230 $11,951 1650 Diffley Road 10- 20500 - 010 -60 1.49 $3,230 $4,813 1654 Diff ley Road 10- 20500 - 010 -50 2.33 $3,230 $7,526 1625 Lena Court 10- 20500 - 010 -20 0.98 $3,230 $3,165 1629 Lena Court 10- 20500 - 010 -10 1.56 $3,230 $5,039 Subtotals 16.62 $53,683 * Public easement credits for 1646 Diffley Road (5.1 acres minus 1.4 acres) and 1629 Lena Court (2.13 acres minus 0.57 acre) Residential Frontage 990 24.2% Commercial /Industrial Frontage 1277 31.3% Public Frontage 310 7.6% Non - Assessable 1505 36.9% Total 4082 100.0% TOTAL 569.172.60 e9 J J YANKEE DOODLE RD. N ui z w 0 z N �N P 13 SILVER BELL RD. Np. o Ix Y Q 2 Y U 5 00 DEERWOOD D . Project Location IFFLEY RO D '. DIFFLEY ROAD T a o U Q o C Y z ��� ` a U i CLIFF ROAD CLIFF ROAD I 10/16/2011 Johnny Cake Ridge Road North City of Bakan Street Revitalization - Project 1078 Fig. 1 Engineering Department Location Map/ RD Y - Diffley Road co. RD. 30 Diffley Ro ad 11 1654 12.33 P I A \ . x" ff "�J� dgat 440o, L ahr 1 7 1 —162 5 1629' 11.78 Ac. % 06 161 1 161 4 � 61 T 1606 Ac. %V 1622 W Lena 1626 ♦ M 1 609 1613 1617 — a) 1 63 4 - c 1657 CL 1638 fi 164 1669 16651661 Marina 1646 1650 4 1662 1658 666 -4 *Jr 670' 1654 0 S u mmit Hill (Private) i' 1600 1604 1608 1612 160 1 • 11602116061 1610 1614 ' u L FZT-71 1613 . W-.�tp` 1630 1626 1622 16161 1615 a F � 1 624 J1626 L--L— J 1617 Summit Hill (Private) J Z" 163 11 , 1629[ , 1162711625f 162311621 iJ L LEGEND Street Improvement M M M M 1 Assessable Area %U 4350 Oak Ridge Clemson Dr. G. lProjects and Contractsl 2012 St Recon CL� Johnny Cake Ridge Road - North Project 10 reet M Fig .mxd Street Revitalization - Project 1078 FIG. 2 Eft of Eno Street Improvement Area )91 Date: 10/02/2011 Z 100' -120' ROW IL Z7 k L. J AbbKLUA I L UAH )t Existing Typical Section 1 nn'_1 on' Dn%Al FULL -WIDTH MILL REPLACE EX. CURB & GUTTER AS DIRECTED 66' -80' ( F. F. 2" TYPE 2360 BITUMINOUS 0 BITUMINOUS TACK COAT 3" BITUMINOUS SURFACE 9" CL. 5 AGGREGATE BASE Bitu minous Street Over a EX. TRAIL Proposed Typical Section is. Johnny Cake Ridge Rd. (North) City of Evan Street Revitalization - Project 1078 Fig. 3 Engineering Department Typical Sections 19 JOHNNY CAKE RIDGE ROAD (DIFFLEY RD TO TEAL COVE) Street Revitalization City Project No. 1078 Informational Meeting — 6:00 P.M. Monday, December 12, 2011 City Hall Conf Room 1 Attendance John Gorder, Assistant City Engineer, 10 residents representing 6 townhome properties (see attached sign -in sheet). Presentation of Proiect Details Gorder welcomed the property residents and presented project information, including details such as construction, costs, schedule and assessments. Questions/ Comments We live in the Centennial Ridge Townhomes. Why are we proposed to be assessed for the street improvements to Johnny Cake Ridge Road when we already maintain our own private street, Marina Lane? The City's long- standing Special Assessment Policy provides for the assessment of benefits from public street improvements to properties at their first point of public street access, in this case Johnny Cake Ridge Road. The private street is considered similar to a driveway. Every property in the City, with direct or indirect access to a City street, has been or will be identified for a street improvement assessment. The townhome assessment under this project (est. $195) is determined by the amount of frontage adjacent to the public improvement, and spread out on a per unit basis. Assessments for street improvements in many other similar situations in the past 20 year have been levied to townhomes with indirect access via private streets. Which Councilmember serves our area? Councilmembers are all elected to at -large positions, and represent the interests of the entire City. You are welcome to contact the Mayor or any of the Councilmembers with your concerns. Why are the single - family properties along the west side of Johnny Cake Ridge Road not being assessed for this project? Those properties do not have driveway access to Johnny Cake Ridge Road, but rather on to other City streets. These properties will be assessed when their streets are improved, likely in the next 5 to 10 years. Their assessment will likely be in the range of $800 to $1,000 per lot. After further discussion regarding the equity of the City's Assessment Policy where all properties have been or will be assessed for street improvements, and comparison of the proposed townhome assessment ($195) to a typical single - family lot assessment ($800 - $1,000), the attendees were generally in favor of the project. The meeting adjourned at 6:40 p.m. 1q,:3 4 City of E INFORMATIONAL NEIGHBORHOOD MEETING Johnny Cake Ridge Road Project No. 1078 Monday, December 12, 2011 6:00 p.m. – Conference Room 1AB NAME 1 —� - I // i�� 2. 3. ADDRESS LIl 4. 5. 7. 0 cz A- s 4Yb 1A)P&) 10. 11. &4 12. 13. iGs- o M,,-, '&/ , L a �v 14. Agenda Information Memo December 20, 2011 Eagan City Council Meeting D. PROJECT 1079, DENMARK AVENUE/ CLUBVIEW DRIVE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1079, Denmark Avenue/ Clubview Drive (Street Improvements) as presented and authorize the preparation of detailed plans and specifications. FACTS: • Since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets, significantly extending their overall life expectancy. During these past 21 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of the %2 mile of Denmark Avenue and Clubview Drive in north- central Eagan has been programmed for 2012 in the City's 5 -Year Capital Improvement Program. • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering a rehabilitation of these streets. • On November 15, 2011, the feasibility report for Project 1079 was presented to the City Council and a Public Hearing was scheduled for December 20 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 12 for the adjacent property owners to discuss the proposed improvements. Of the 6 total properties (all commercial/ industrial) proposed to be assessed under this improvement, one representative of one commercial/ industrial property attended the meeting. • All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. ATTACHMENTS- 19 ^^ rr • Feasibility Report, pages hroughai- • Informational Meeting Minutes, page a/0 i 1 {'r' � ! ` ... CIS ^� ,''i'!f �:,'`✓.t \.� _ ' .'•` 3 C ity of Ea�an Mike Maguire Mayor December 14, 2011 Paul Bakken Honorable Mayor and City Council Cyndee Fields City of Eagan Gary Hansen 3830 Pilot Knob Road Meg Tilley Eagan, MN 55122 Council Members Re: Denmark Avenue/ Clubview Drive Street Revitalization Thomas Hedges j City Project No. 1079 City Administrator Dear Mayor and City Council: Attached is our report for the Denmark Avenue/ Clubview Drive Street Revitalization, City Project No. 1079. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. Municipal Center We would be pleased to meet with the City Council at your convenience to review and 3830 Pilot Knob Road discuss the contents of this report. Eagan, MN 55122 -1810 Sincerely, 651.675.5000 phone 651.675.5012 fax 651.454.8535 TDD John P. Gorder Assistant City Engineer hereby certify that this report was prepared by me or Maintenance Facility under my direct supervision and that I am a duly 3501 Coachman Point ! Licensed Professional Engineer under the laws of the Eagan, MN 55122 StatQ of Minneso a. 651.675.5300 phone John P. Gorder 651.675.5360 fax i 651.454.8535 TDD Date: Reg. No. 22813 Rev r By• www.cityoteagan.com 1�t''�"�' 0401 _ Dept. of Public Work Date: Reviewed The Lone Oak Tree The symbol of strength and growth in our community. Finance Dept. Date: ( 'z � 1: l X97 TABLE OF CONTENTS Executive Summary -------------------------------- ------ 1 Introduction /History -------- -- ---- ---------------- -------_2 Scope ------------------------------------------ - - - - - Area To Be Included -------------- ------- --- ------- --- - - - -_3 Street Pavement Evaluation ---------- --------------- -- - ----- 3 Intersection Evaluation 4 Proposed Improvements ____ _____ ___________ ____ _________ _-5 Easements /Permits---------------- - --- -- Feasibility and Recommendations----------------- -- ----- -- ---- Cost Estimate----------- ------------------------- - - - - -- 8 Assessments ------------------------------------ - - - - -- 8 Assessment Financing Options- ----------------- --- --- -- - --- -- 9 Revenue Source ------------------------------------- - - - -10 Project Schedule ------------------------------------- - - - -10 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures 1 Location Map 2 Street Improvement /Assessment Area Map 3 Typical Section — Mill & Overlay IqS' �.. Executive Summary ' Background Proiect Details Roadway resurfacing Replacement of damaged curb & gutter/ sidewalk Adjustment /Replacement of; Scope sanitary /storm sewer utility castings water gate valves street signage PCI Rati Recommended Improvement Curb Removal Residential Lots Commercial /Industrial /Public Facility Lots 39/100 Patch /Repair and 1.5" Overlay 9% Cost Estimate Denmark Avenue/ City Mill & Overlay w/ Signage $ 112,200 Project Name Clubview Drive Project # 1079 Street Area 9,626 sq. yds Street Length 2,353' Total $ 162,000 $ 95,600 (59 %) Constructed 1988 -89 Overlayed - Denmark Avenue Streets Included Clubview Drive Crack Sealed - Seal Coated 1997, 2005 NE 1/4 Section 10 Relative South of Lone Oak Road Absolute Location Location Township 27, Range 23 West of Lexington Avenue Proiect Details Roadway resurfacing Replacement of damaged curb & gutter/ sidewalk Adjustment /Replacement of; Scope sanitary /storm sewer utility castings water gate valves street signage PCI Rati Recommended Improvement Curb Removal Residential Lots Commercial /Industrial /Public Facility Lots 39/100 Patch /Repair and 1.5" Overlay 9% Cost Estimate Denmark Avenue / Clubview Drive 1 19q Property City Mill & Overlay w/ Signage $ 112,200 $77,600 $34,600 Repair Existing Concrete Curb & Gutter $ 31,800 - $ 31,800 Concrete Entrance Replacement $ 18,000 $ 18,000 - Total $ 162,000 $ 95,600 (59 %) $ 66,400 (41 %) Denmark Avenue / Clubview Drive 1 19q December 2011 Street Revitalization Denmark Avenue/ Clubview Drive Eagan, Minnesota -ri Introduction/ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed which allowed the City to evaluate the condition of existing pavement surfaces for all streets on a routine basis and schedule timely maintenance. This information is used to develop a five -year Capital Improvement Program (CIP) for street rehabilitation. The Denmark Avenue /Clubview Drive commercial/ industrial collector streets in north - central Eagan, approximately % mile in total length, have been identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets in project area were constructed from 1988 -89. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, and again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is in the 20 to 25 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the streets. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that these streets were seal coated in 1997 and 2005. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration where necessary. These repairs alone Denmark Avenue /Clubview Drive 2 will not substantially extend the life expectancy of the street section unless combined with the bituminous recycling and overlay proposed with this project. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer) and access in the project area and determined the system is in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right -of -way and easements such as street lights, utility boxes, and storm water ponds /access, and pedestrian features were evaluated. The rehabilitation of City- maintained items are included in this project, if needed. Scope J This project will provide resurfacing (edge mill and overlay) for approximately % mile of roadway. Project limits are illustrated in Appendix C, Figure 2. The following improvements are also included in this project: replacement of damaged curb and gutter, sidewalk, adjustment and /or replacement of sanitary /storm sewer utility castings, water gate valves, and street signage. C Area To Be Included Properties included in the project lie within the NE %, Section 10, lying South of Lone Oak Road, West of Lexington Avenue, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. Street Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance /Crack Seal /Seal Coat 36-55 Patch /Repair and /or Overlay 0-35 Reconstruct/ Reclaim Denmark Avenue /Clubview Drive 3 aO1 The 2011 PCI rankings for the street segments in Denmark Avenue /Clubview Drive have a weighted average of 39, which falls in the lower range of the "Patch /Repair and /or Overlay" category, as seen above. The street pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2012 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require full reconstruction. Intersection Evaluation Denmark Avenue/ Clubview Drive- The City's 2012 -2016 Capital Improvement Plan identified potential traffic control improvements at the Denmark Avenue/ Clubview Drive intersection. An analysis by the City's traffic engineer, Short - Elliot- Hendrickson (SEH) was performed to evaluate traffic control options at the intersection, which is currently controlled by an all -way stop. The evaluation included the current all -way stop, a traffic signal warrant analysis and capacity analysis for a roundabout at the intersection. The results of the analysis indicate that a traffic signal is not warranted at this time, and that a roundabout would only slightly improve efficiency and level of service. Given this, it is not proposed to change the current traffic control of the intersection. Due to the configuration of the northeast corner curb line, the stop sign on the east leg of the intersection (Clubview Drive) is placed in a temporary fashion on the pavement. With this project, it is proposed to reconfigure the northeast corner of the intersection to accommodate placement of the stop sign in a more permanent boulevard area behind the new curb line. Denmark Avenue /Clubview Drive 4 �OD� C, to Proposed Improvements Pavement - The existing street section for this roadway consists of 4" bituminous pavement supported by 16" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and gutter (6' -8' wide) to accommodate a 1% -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for commercial/ industrial streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. The proposed street improvements for Denmark Avenue /Clubview Drive are detailed in Figure 3. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 9% of the existing concrete curb and gutter in this project area will have to be re - placed. Boulevard turf will be removed and replaced. The contractor who performs the work is responsible for the establishment of the new turf in the first 30 days after placement, though adjacent property owners are encouraged to consistently water it, where possible, to help ensure its growth. Denmark Avenue /Clubview Drive 5 C 0?� Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. Alternative adjustment materials and methods are investigated and implemented to reduce infiltration into the City sanitary and storm sewer systems. Sidewalk /Path & Pedestrian Ramp — The Americans with Disabilities Act (ADA) requires jurisdictional agencies to provide detectable warnings at all existing pedestrian ramps of sidewalks and paths with public streets that are improved, including street surface improvements. The most common method of providing this detectable warning is through the installation of truncated domes a minimum of two feet in length across the width of all pedestrian ramps. This project provides for the installation of truncated dome pedestrian ramps along the existing trail. In addition, damaged sections of the concrete sidewalk along Denmark Avenue will be replaced. Denmark Avenue /Clubview Drive 6 J'cq Driveway Replacement - Some of the properties along Denmark Avenue /Clubview Drive were constructed with bituminous driveway entrances and are proposed to be replaced. The entrances will be reconstructed with 7" -thick concrete aprons in accordance with Eagan Standard Detail 440. This driveway entrance replacement provides commercial entrances of adequate strength and width and is consistent with similar projects in commercial/ industrial areas throughout the City and the other properties within the project area. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life and will be considered for replacement as part of this project. Existing signage will be reviewed to determine if it is required by the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Existing signs which are required by the MnMUTCD will be replaced to improve safety and night time visibility. Existing signs which are not required by, or compliant with, the MnMUTCD will be permanently removed. Street Lights — The street lights in the project area (maintained by Xcel Energy) are in good condition and provide adequate coverage at the intersections. Easements /Permits All work will be in the public right -of -way. No additional easements will be necessary. A permit from Dakota County Transportation Department will be necessary for work within Lexington Avenue (Co. Rd. 43) at Clubview Drive and within Lone Oak Road (Co. Rd. 26) at Denmark Avenue. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. Denmark Avenue /Clubview Drive 7 The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. The mill and overlay portion of this project is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. This project is in accordance with the Five -Year Capital Improvement Plan (2012 — 2016) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. q �l Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2012 construction costs and include a 5% contingency and indirect cost of 30 %, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Denmark Avenue /Clubview Drive Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay Denmark Avenue /Clubview Drive 8 • Mill & Overlay w/ signage $ 112,200 • Repair Ex Conc C & G/ Sidewalk $ 31,800 • Concrete Entrance Replacement 18 000 Total $ 162,000 improvement for commercial/ industrial streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay — Commercial /Industrial 100% 0% Repair Existing Concrete Curb & Gutter 0% 100% Concrete Entrance Replacement 100% 0% Street Improvements — Commercial /Industrial Lots All commercial and industrial lots adjacent to streets in the project area, as shown in Figure 2, are proposed to be assessed. The City's Assessment Policy states that 100% of the mill and overlay costs are assessable to commercial /industrial lots for collector streets, regardless of width. The estimated cost per net acre to be assessed based on the City's Assessment Policy is $2,880 /net acre and is calculated as follows: Assessable Commercial/ Industrial Front Footage = 3,255 front feet/ 4,706 total = 69.2% $112,200 (Mill & Overlay + Sign Cost) x 69.2% = $77,600 Total Comm/ Industrial Assessment $77,600 (Total C/I Assessment) = $2,880/ Net Acre 26.92 Net Acres The remaining frontage within the project area (1,451 front feet or 30.8 %) is United States Postal Service property, a Federal facility and not subject to local control or special assessments by local agencies. Driveway Entrance Replacement - All adjacent commercial/ industrial properties with driveways not to current City standards are proposed to be assessed the total cost of driveway entrance replacement improvements on the area of driveway installed. The total driveway improvement assessment per lot is calculated based on the individual requirements needed to replace existing bituminous entrances with concrete entrances in accordance with current City standards. The estimated cost of driveway replacement is approximately $93 per square yard replaced. 1;�� Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included Denmark Avenue /Clubview Drive 9 �-7 property tax statement, the assessment will be spread over ten years with the interest determined by the results of the bond sale used to finance the improvements. The following payment schedule is an example with an estimated 5.0% interest for the assessed amounts: Commercial /Industrial Lots = per $1,000 Assessment Principal Per Year Interest Per Year Cost Per Year First Year $ 100 $ 50 $ 150 Tenth Year $ 100 $ 5 $ 105 i� Revenue Source A summary of revenue sources is listed below: The City's Major Street Fund will finance the estimated project deficit of $66,400 (41% of total). Project Schedule Present Feasibility Report to City Council/ Order Public Hearing Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 112,200 $ 77,600 $34,600 Repair Existing Curb $ 31,800 - $ 31,800 Concrete Entrance Replacement $ 18,000 $ 18,000 - Totals $ 162,000 $ 95,600 $ 66,400 The City's Major Street Fund will finance the estimated project deficit of $66,400 (41% of total). Project Schedule Present Feasibility Report to City Council/ Order Public Hearing November 15, 2011 Informational Meeting December 12, 2011 Public Hearing December 20, 2011 Approve Plans and Specifications March 2012 Award Contract April 2012 Project Completion August 2012 Final Cost Report September 2012 Final Assessment Hearing Fall 2012 First Payment Due with Property Tax Statement May 2013 Denmark Avenue /Clubview Drive 10 wa Appendix A Preliminary Cost Estimate City Project 1079 Denmark Avenue /Clubview Drive Item No. Item $ Unit Unit Price Est Qty I $ Estimated Cost Part I - Bituminous Street Overlay 2021.501 Mobilization LS $ 5,000.00 1 $ 5,000.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6" Width) SY $ 0.70 3140 $ 2,198.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 490 $ 1,960.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 900 $ 45,000.00 2506.602 Adjust Gate Valve Box EA $ 125.00 13 $ 1,625.00 2504.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 15 $ 6,000.00 2504.602 Adjust Manhole Casting - Riser Adjustment EA $ 185.00 2 $ 370.00 2504.602 Repair Gate Valve Mid Section EA $ 155.00 4 $ 620.00 2504.602 Repair Gate Valve Top Section w /Cover EA $ 175.00 6 $ 1,050.00 2506.602 Remove & Replace Frame & Ring Casting (27 ") EA $ 675.00 1 $ 675.00 2582.501 Pavement Message Arrow (Left) - Epoxy EA $ 105.00 3 $ 315.00 2582.502 24" Solid Line White - Epoxy LF $ 7.00 100 $ 700.00 2582.502 4" Double Solid Line Yellow- Epoxy LF $ 0.60 2175 $ 1,305.00 2582.502 4" Solid Line White -Epoxy LF $ 0.30 175 $ 52.50 2582.502 12" Solid Line White - Epoxy LF $ 4.03 196 $ 789.88 2565.602 NMC Loop Detector 6'x 6' EA $ 1,000 6 2 $6,000 SP -1 Signage Remove & Replace LS $ 4,544.27 1 $ 4,544.27 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 Subtotal $ 170.00 2573.530 Storm Drain Inlet Protection $ 82,204.65 5% Contingency Subtotal 30% Indirect Costs Part I - Bituminous Street Overlay $ 4,110.23 $ 86,314.88 $ 25,894.46 $ 112,209.35 Item No. I Item Unit Unit Price Est Qty 7,329.74 Estimated Cost Part II - Repair Existing Curb & Gutter/ Sidewalk 2101.601 Remove Trail Overgrowth LS $ 1,200.00 1 $ 1,200.00 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 415 $ 2,490.00 2104.503 Remove Concrete Sidewalk (4 ") SF $ 0.60 125 $ 75.00 2104.505 Remove Concrete Valley Gutter SY $ 10.00 2 $ 20.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $ 15.00 10 $ 150.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 21 $ 2,100.00 2504.602 Repair Residential Sprinkler Head EA $ 100.00 5 $ 500.00 2504.602 Repair Sprinkler System EA $ 250.00 1 $ 250.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 15 $ 3,750.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2521.501 6" Concrete Walk - Bullnose SF $ 6.00 25 $ 150.00 2521.501 4" Concrete Ped Ramp w /Wet Cast for Truncated Dome Inset SF $ 4.50 100 $ 450.00 2531.501 Concrete Curb and Gutter, B618 LF $ 17.00 415 $ 7,055.00 2531.604 Concrete Valley Gutter - High Early SY $ 55.00 2 $ 110.00 2531.618 Truncated Dome Detectable Warning Paver SF $ 42.00 72 $ 3,024.00 2540.602 Repair Residential Landscaping EA $ 170.00 1 $ 170.00 2573.530 Storm Drain Inlet Protection EA $ 125.00 3 $ 375.00 2575.505 Sodding, Type Lawn (Highland) SY $ 7.00 120 $ 840.00 2575.551 Compost, Grade 1 TON $ 20.00 18 $ 360.00 Subtotal $ 23,269.00 5% Contingency Subtotal 30% Indirect Costs Part II - Repair Existing Curb & Gutter/ Sidewalk $ 1,163.45 $ 24,432.45 $ 7,329.74 $ 31,762.19 ac9 Item No. I Item Unit I Unit Price Est Qty I Estimated Cost Part 111 - Concrete Entrance Replacement 17,940.11 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 30 $ 180.00 2104.505 Remove Concrete Driveway /Valley Gutter SY $ 6.00 112 $ 672.00 2104.505 Remove Bituminous Pavement SY $ 4.75 81 $ 384.75 2105.501 Common Excavation CY $ 18.75 16.81 $ 315.19 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $ 15.00 12 $ 180.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 1.42 $ 142.00 2531.501 Concrete Curb and Gutter, B612 LF $ 17.00 30 $ 510.00 2531.507 7" Concrete Driveway Pavement - High Early SY $ 55.00 193 $ 10,615.00 2575.505 Sodding, Type Lawn (Highland) SY $ 7.00 12 $ 84.00 2575.551 Compost, Grade 1 TON $ 20.00 3 $ 60.00 Subtotal $ 13,142.94 5% Contingency Subtotal 30% Indirect Costs Part III - Concrete Entrance Replacement $ 657.15 $ 13,800.08 $ 4,140.03 $ 17,940.11 Part I - Bituminous Street Overlay Part II - Repair Existing Curb & Gutter Part III - Concrete Entrance Replacement Project 1079 Total Cost $ 112,209.35 $ 31,762.19 $ 17,940.11 $ 161,911.64 l l o �L 0 Lv O .0 cc 3 41 U C G1 N m N Q N � Q. a E CL a w C � cn n - O ri a � Gl O L a U 0 LD O n CF Q1 in• z W 2 Ln Ln W to N Q J Q H N 41 CL O a ` LA a, LA d H a c O .J al) v N LL 0 LL rl Ln ri Y m 025 .1 N H 41 Q 0 d v U • L Q� Ln fd 0 CL Ln Z) 0 0 rl 00 cn O LD M Ln I H to LO Ln N %T r- m ri -:Zt 0 L L• n " fC � E a E to � 0 v \ (o � � N O U O N U. 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"• -.. � �X` ` 7 r a x LONE OAK RD., NORTH `� •n ..-� �+ - - - , -:.� Tr - __3* „ ._'/�'�� 1.83� Net Ac. e !: $ 3.74 Net Ac -: 1 58 Net Ac . Jr ; k Lj x.- = 3000 3015 w - 4 O A' a 3020 6.29 Net Ac.''' X 1 f; SAM S LU 'CLUB 3035 i K 1 ' ' - _ y; • ,r 4 y E - .S , - J �4 48 Nt Ac . �.` - i Reconfigure NE,_ `` -- C —'}— . e .• �.. L BVIEW DR. .1 r -•• � .• ` `Corner Radius - PAW ..d l •' �. �.,� �`• � x�''h}X$ 41.+1'1 -° r. - =' z � Q t USPS Retail Center A Non - Ass ble i s r . USPS Bulk Mail Facility: - - Non - Assessable \ {x x I ■ M ■ ASSESSABLE AREA / STREET IMPROVEMENTS 10n812011 Denmark Ave./ Clubview Dr. non Street Revitalization - Project 1079 Fig. 2 City of Ea Engineering Department -2- Street Improvement Area F79 '►•11 40' (F —F) 4" BITUMINOUS SURFACE 16" CL. 5 AGGREGATE BASE Existing Typical Section EDGE MILL (6' -8' wide) Typ. 40' (F- 1 "TYPE 2360 WEAR COUSE BITUMINOUS OVERLAY EX. B618 CURB & GUTTER REPLACE EX. CURB & GUTTER AS DIRECTED BITUMINOUS TACK COAT 4" BITUMINOUS SURFACE 16" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section 10/23/2011 ~ City � of Ea a>l Denmark Ave. \ Clubview Dr. J Typical Section - Project 1079 Fig.3 1 Engineering Department DENMARK AVENUE/ CLUBVIEW DRIVE Street Revitalization City Project No. 1079 Informational Meeting - 3:30 P.M. Monday, December 12, 2011 City Hall Conf Room 1 Attendance John Gorder, Assistant City Engineer, 1 property representative for 1 commercial property (Sams Club — 3035 Denmark Avenue, see attached sign -in sheet). Presentation of Project Details Gorder welcomed the property representative and presented project information, including details such as construction, costs, schedule and assessments. Questions/ Comments The representative is the manager of Sams Club, and wished to better understand the nature of the proposed project and schedule, and provide business contact information for City use before and during construction. The meeting adjourned at 3:50 p.m. INFORMATIONAL NEIGHBORHOOD MEETING To, Denmark Avenue /Clubview Drive Project No. 1079 Monday, December 12, 2011 City of Eakan 3:30 P.M. - Conference Room 1AB NAME ADDRESS 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14.� Agenda Information Memo December 20, 2011 Eagan City Council Meeting E. PROJECT 1080, RAHN ROAD STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1080, Rahn Road (Street Improvements — Cedar Grove Parkway to Shale Lane) as presented and authorize the preparation of detailed plans and specifications. FACTS: • Since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets, significantly extending their overall life expectancy. During these past 21 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of the 1.2 miles of Rahn Road, from Cedar Grove Parkway to Shale Lane, in western Eagan has been programmed for 2012 in the City's 5 -Year Capital Improvement Program. • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On November 15, 2011, the feasibility report for Project 1080 was presented to the City Council and a Public Hearing was scheduled for December 20 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 12 for the adjacent property owners to discuss the proposed improvements. Of the 165 total properties (159 single - family to multi - family residential, 3 commercial/ industrial, 3 public facility) proposed to be assessed under this improvement, 1 resident of a single - family home attended the meeting. • All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. ATTACHMENTS: �� • Feasibility Report, page through • Informational Meeting Minutes, page�L 7 --Z! q QW7 + `. • ♦`� M �� � 'l fi'�.. ! ��)�. �`�- v ol _ {_ IZ City of Eagan Mike Maguire Mayor Paul Bakken Cyndee Fields Gary Hansen Meg Tilley Council Members December 14, 2011 Honorable Mayor and City Council City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Re: Rahn Road Street Revitalization Thomas Hedges City Project No. 1080 City Administrator Dear Mayor and City Council: Attached is our report for the Rahn Road Street Revitalization, City Project No. 1080. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. Municipal Center We would be pleased to meet with the City Council at your convenience to review and 3830 Pilot Knob Road discuss the contents of this report. Eagan, MN 55122 -1810 651.675.5000 phone Sincerely, 651.675.5012 fax 651.454.8535 TDD John P. Gorder Assistant City Engineer Maintenance Facility I hereby certify that this report was prepared by me or 3501 Coachman Point under my direct supervision and that I am a duly Eagan MN 55122 Licensed Professional Engineer under the laws of the 651.675.5300 phone Stat of Minnesota: 651.675.5360 fax John P. Gorder 651.454.8535 TDD Date: "/15 D1 Reg. No. 22813 www.cityofeagan.com Revi wed By t,1✓h � C � Dept. of Public �o� ks Date: L i Reviewecj�$/ The Lone Oak Tree Finance Dept. Date: The symbol of 1'- strength and growth in our community. �I Executive Summary Background Project Name Rahn Road Project # 1080 Street Area 25,668 sq. yds. Street Length 6,344' Overlay Adjustment /Replacement of, Constructed 1966-69,1990 Overlayed - - Streets Included Rahn Road sanitary /storm sewer Residential Lots (111, 2, 3, 4) 159 utility castings Crack Sealed - water gate valves Commercial /Industrial/ Seal Coated 1996, 2005 Public Facility Y Lots Section 19 -20, 29 -30 South of Cedar Grove Absolute Location Relative Location Parkway Township 27, Range 23 West of Blackhawk Road Project Details Roadway resurfacing PCI Rating 52/100 Recommended Edge Mill & 1.5" Replacement of damaged curb & gutter Improvement Overlay Adjustment /Replacement of, Curb Removal 7% Scope $5,100 - Total $458,600 $86,600 (19 %) sanitary /storm sewer Residential Lots (111, 2, 3, 4) 159 utility castings water gate valves Commercial /Industrial/ street signage Public Facility Y Lots 6 Cost Estimate Rahn Road 1 Property City Mill & Overlay w/ Signage $249,500 $81,500 $168,000 Repair Existing Concrete Curb & Gutter $204,000 - $204,000 Concrete Entrance Replacement $5,100 $5,100 - Total $458,600 $86,600 (19 %) $372,000 (81 %) Rahn Road 1 TABLE OF CONTENTS Executive Summary -------------------------------- - - - - -- 1 Introduction /History -------------------------------- - - - - -- 2 Scope ------------------------------------------ - - - - -3 Area To Be Included--------------------------------- - - - - -- 3 Street Pavement Evaluation - - - - -- 3 Proposed Improvements ------------------------------- - - - - -4 Easements /Permits --------------------------------- - - - - -- 7 Feasibility and Recommendations ------------------------ - - - - -- 7 CostEstimate ------------------------------------- - - - - - Assessments------------------------------------- - - - - -- 8 Assessment Financing Options -------------------------- - - - - -- 11 Revenue Source ------------------------------------- - - - - Project Schedule ------------------------------------- - - - -12 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures 1 Location Map 2 Street Improvement /Assessment Area Map 3 Typical Section — Mill & Overlay December 2011 Street Revitalization Rahn Road (Cedar Grove Parkway to Shale Lane) Eagan, Minnesota ., Introduction/ History ' Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed which allowed the City to evaluate the condition of existing pavement surfaces for all streets on a routine basis and schedule timely maintenance. This information is used to develop a five -year Capital Improvement Program (CIP) for street rehabilitation. Rahn Road, a collector street in west - central Eagan, approximately 1 % miles in total length from Cedar Grove Parkway to Shale Lane, has been identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. This street was constructed between 1966 and 1969, and this whole length reconstructed in 1990. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, and again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is in the 20+ year time frame after reconstruction, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that this street was seal coated in 1996 and 2005. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs Rahn Road 2 alone will not substantially extend the life expectancy of the street section unless combined with the bituminous overlay proposed with this project. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer) and access in the project area and determined the system is in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right -of -way and easements such as street lights, utility boxes, storm water ponding /access, and pedestrian features were evaluated. The rehabilitation of City- maintained items are included in this project, if needed. . Scope This project will provide resurfacing (edge mill and overlay) for approximately 1 % miles of roadway. The recently constructed roundabout area at the Rahn Road/ Diffley Road intersection (2009) is not included in this project. Project limits are illustrated in Appendix C, Figure 2. The following improvements are also included in this project: replacement of damaged curb and gutter/ sidewalk, trail overlay, adjustment and /or replacement of sanitary /storm sewer utility castings, water gate valves, and street signage. -.. Area To Be Included J Properties included in the project lie within Sections 19 -20 and 29 -30 lying South of Cedar Grove Parkway, West of Blackhawk Road, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. Street Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: Rahn Road 3 aa3 PCI Recommended Improvement 56-100 Routine Maintenance /Crack Seal /Seal Coat 36-55 Patch /Repair and /or Overlay [ — : 0 - :315 Reconstruct/ Reclaim The 2011 PCI rankings for this segments of Rahn Road have a weighted average of 52, which falls within the "Patch /Repair and /or Overlay" category. The street pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2012 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street section and require full reconstruction. i Proposed Improvements Pavement - The existing street section for this roadway consists of 6 %" bituminous pavement supported by 12" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and gutter (6' -8' wide) to accommodate a 1% -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for collector streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. The proposed street improvements for Rahn Road are detailed in Figure 3. Rahn Road 4 L� �2, 4 Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 7% of the existing concrete curb and gutter in this project area will have to be replaced. Boulevard turf will be removed and replaced. The contractor who performs the work is responsible for the establishment of the new turf in the first 30 days after placement, though adjacent property owners are encouraged to consistently water it, where possible, to help ensure its growth. Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. New adjustment materials and methods are investigated and implemented to reduce infiltration into the City sanitary and storm sewer systems. Rahn Road 5 Gas— Sidewalk /Path & Pedestrian Ramp — Revisions to the Americans with Disabilities Act (ADA) requires jurisdictional agencies to provide detectable warnings at all existing pedestrian ramps of sidewalks and paths with public streets that are improved, including street surface improvements. The most common method of providing this detectable warning is through the installation of truncated domes a minimum of two feet in length across the width of all pedestrian ramps. This project provides for the installation of truncated dome pedestrian ramps along the existing trail. In addition, the existing trails along Rahn Road will be cleared of overgrowth and repaired, a 1 -1/2" overlay will be placed over the entire length of the bituminous trail, and damaged sections of the concrete sidewalk along the east side will be replaced. Driveway Replacement - Some of the non- residential properties along Rahn Road were constructed with bituminous driveway entrances and are proposed to be replaced. The entrances will be reconstructed with 7" -thick concrete aprons in accordance with Eagan Standard Detail 440. This driveway entrance replacement provides entrances of adequate strength and width and is consistent with similar projects in commericial/ industrial areas throughout the City and the other properties within the project area. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life and will be considered for replacement as part of this project. Existing signage will be reviewed to determine if it is required by the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Existing signs which are required by the Rahn Road 6 �(P reviewed to determine if it is required by the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Existing signs which are required by the MnMUTCD will be replaced to improve safety and night time visibility. Existing signs which are not required by, or compliant with, the MnMUTCD will be permanently removed. Street Lights — The street lights in the project area (maintained by Xcel Energy and Dakota Electric) are in good condition and provide adequate coverage at the intersections. Easements /Permits All work will be in the public right -of -way. No additional easements will be necessary. It is anticipated that no permits will be required for the resurfacing project. ' J Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. The mill and overlay portion of the project is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five -Year Capital Improvement Plan (2012 — 2016) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2012 construction costs and include a 5% contingency and indirect cost of 30 %, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Rahn Road 7 at�O Rahn Road • Mill & Overlay w/ signage $ 249,500 • Repair Ex Conc Curb & Gutter/ Trail Overlay $ 204,000 • Concrete Entrance Replacement $5,100 C Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential collector streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. The properties included in the preliminary assessment roll are consistent with those included in the final assessment roll for the reconstruction project of this segment of Rahn Road in 1990 (City Project No. 584). Rahn Road 8 i Total $ 458,600 City Special Assessment Policy Mill & Overlay — Low Density Residential (R- 1,2,3) Mill & Overlay — High Density Residential (114) Mill & Overlay — Commercial /Industrial /Public Facility Repair Existing Concrete Curb & Gutter/ Trail Overlay Concrete Entrance Replacement Street Improvements — Low Density Residential Lots (R- 1,2,3) Assessment Ratio Property City 50% 50% 75% 25% 100% 0% 0% 100% 100% 0% All residential lots (56.5 total lot equivalents, 52 single - family, 6 townhome lots at 75% lot equivalents) as shown on Figures 2A -2D having direct driveway access on to the street to be improved are proposed to be assessed, based on the amount of front footage adjacent to Rahn Road within the project. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for residential properties (111, 2, 3) for collector streets, based on a standard 32 -foot width. The average street width within the project area is 44 feet. The estimated cost per single - family lot based on the City Assessment Policy is $640/ SF lot and $480/ TH unit and is calculated as follows: % Low Density Residential Frontage = 5,035f.f./ 12,688 Total f.f. _ [$249,500 (Overlay/ Sign Cost ) x 50% x 39.7% x 32/44] _ $36,000 $36,000 (Total LD Res Assessment) --> $640/ Lot Equivalent 56.5 Lot Eq Townhome => 75% of SF Lot (75% x $640) _ $480/ Townhome Unit Street Improvements — High Density Residential Lots (114) - Rental All high density residential properties (rental units with one property owner of the entire property) as shown on Figures 2A -2D having driveway access on to the street to be improved are proposed to be assessed based on the amount of front footage adjacent to Rahn Road within the project area. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable to high- density residential properties (114) for collector streets, based on a standard 32 -foot width. The average street width within the project area is 44 feet. The estimated cost per front foot based on the City Assessment Policy is $11.00 /front foot and is calculated as follows: Rahn Road q % High Residential - Rental Frontage = 1,840f .f./ 12,688 Total f.f. = 14.5% [$249,500 (Overlay/ Sign Cost ) x 75% x 14.5% x 32/44] _ $19,800 $19,800(Total HD Res - RentalAssessment) 4 $11.00/ Front Foot 1,840 Front Feet Street Improvements — High Density Residential Lots (114) — Owner - Occupied Units All high density residential properties (Owner occupied — Eagan on the Green, 99 units) as shown on Figures 2A -2D having driveway access on to the street to be improved are proposed to be assessed based on the amount of front footage adjacent to Rahn Road within the project area. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable to high- density residential properties (114) for collector streets, based on a standard 32 -foot width. The average street width within the project area is 44 feet. The estimated cost per apartment unit based on the City Assessment Policy is $42.00 /unit and is calculated as follows: % High Residential -Owner occupied Frontage = 385 f.f./ 12,688 Total ff. = 3.0% [$249,500 (Overlay/ Sign Cost ) x 75% x 3.0% x 32/44] _ $4,150 $4,150(Total HD Res - OwnerAssessment) 4 $42/ Apartment Unit 99 Units Street Improvements — Public Facility Lots All public facility lots adjacent to Rahn Road in the project area (Mount Cavalry Church, Eagan Fire Station 1, and Grace Slavic Church) as shown in Figures 2A -2D, are proposed to be assessed. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable to public facilities for collector streets, based on a standard 32 -foot width. The average street width within the project area is 44 feet. The estimated cost per net acre to be assessed based on the City's Assessment Policy is $980 /net acre and is calculated as follows: % Public Facility Frontage = 1,006 f f./ 12,688 Total f.f. = 7.9% [$249,500 (Overlay/ Sign Cost ) x 75% x 7.9% x 32/44] _ $10,800 $10,800(Total Public Facility Assessment) 4 $980/ Net Acre 11.05 Net Acres Rahn Rol)d a3o Street Improvements — Commercial /Industrial Lots All commercial and industrial lots adjacent to Rahn Road in the project area, as shown in Figures 2A -2D, are proposed to be assessed. The City's Assessment Policy states that 100% of the mill and overlay costs are assessable to commercial /industrial lots for collector streets, regardless of width. The estimated cost per net acre to be assessed based on the City's Assessment Policy is $2,120 /net acre and is calculated as follows: % Commercial/ Industrial Frontage = 514 f .f./ 12,688 Total f.f. = 4.1% [$249,500 (Overlay/ Sign Cost ) x4.1% ) = $10,100 $10,100(Total Public Facility Assessment) 4 $2,120/ Net Acre 4.77 Net Acres Driveway Entrance Replacement - All adjacent commercial/ industrial properties with driveways not to current City standards are proposed to be assessed the total cost of driveway entrance replacement improvements on the area of driveway installed. The total driveway improvement assessment per lot is calculated based on the individual requirements needed to replace existing bituminous entrances with concrete entrances in accordance with current City standards. The estimated cost of driveway replacement is approximately $93 per square yard replaced. The remaining Rahn Road frontage within the project area (3,908 front feet or 30.8 %) is either sideyard or backyard property with no driveway accesses, and therefore not assessable under the City's Assessment Policy. • Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment will be spread over five years for low density residential and high- density owner occupied lots and ten years for commercial /industrial /public facility/ high - density rental properties, with the interest determined by the results of the bond sale used to finance the improvements. The following payment schedules are examples with an estimated 5.0% interest for the assessed amounts: Rahn Road 11 a3l Residential Lot = per $640Assessment Principal Per Year Interest Per Cost Per Year Year First Year $ 128 $ 40 $ 168 Fifth Year $ 128 $ 6 $ 134 Commercial /Industrial /Public Facility High Density Residential = per $1,000 Assessment Principal Per Year Interest Per Cost Per Year Year First Year $ 100 $ 50 $ 150 Tenth Year $ 100 $ 5 $ 105 . Revenue Source A summary of revenue sources is listed below: The City's Major Street Fund will finance the estimated project deficit of $372,000 (81% of total). Project Cost Property Assessment City Contribution Mill and Overlay (Including $ 249,500 $ 81,500 $ 168,000 Signage) December 12, 2011 Public Hearing December 20, 2011 Repair Existing Curb/ Trail $ 204,000 - $ 204,000 Overlay August 2012 Final Cost Report September 2012 Concrete Entrance $ 5,100 $ 5,100 - Replacement Totals $ 458,600 $ 86,600 $ 372,000 The City's Major Street Fund will finance the estimated project deficit of $372,000 (81% of total). Rahn Road 12 M • Project Schedule Present Feasibility Report to City Council/ Order Public Hearing November 15, 2011 Informational Meeting December 12, 2011 Public Hearing December 20, 2011 Approve Plans and Specifications March 2012 Award Contract April 2012 Project Completion August 2012 Final Cost Report September 2012 Final Assessment Hearing Fall 2012 First Payment Due with Property Tax Statement May 2013 Rahn Road 12 M • Appendix A Preliminary Cost Estimate City Project 1080 Rahn Road Item No. Item Unit Unit Price Est Qty Estimated Cost rag t 1 - DILUITIMUU3 JUeeC UVerlay 2021.501 Mobilization LS $ 5,000.00 1 $ 5,000.00 2232.501 Mill Bituminous Pavement (Edge Mill) SY $ 0.70 8460 $ 5,922.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 1290 $ 5,160.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 2600 $ 130,000.00 2504.602 Adjust Gate Valve Box EA $ 125.00 26 $ 3,250.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 25 $ 10,000.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $ 185.00 2 $ 370.00 2504.602 Repair Gate Valve Mid Section EA $ 155.00 8 $ 1,240.00 2504.602 Repair Gate Valve Top Section w /Cover EA $ 175.00 13 $ 2,275.00 2506.602 Remove & Replace Frame & Ring Casting (27 ") EA $ 675.00 1 $ 675.00 2582.501 Pavement Message Arrow (Left) - Epoxy EA $ 105.00 1 $ 105.00 2582.501 Pavement Message Arrow (Right/Thru) - Epoxy EA $ 170.00 1 $ 170.00 2582.502 24" Solid Line White - Epoxy LF $ 7.00 45 $ 315.00 2582.502 24" Solid Line Yellow - Epoxy LF $ 5.50 25 $ 137.50 2582.502 4" Double Solid Line Yellow - Epoxy p Y LF $ 0.60 5365 $ 3,219.00 2582.502 4" Solid Line White -Epoxy LF $ 0.30 3820 $ 1,146.00 2582.503 Zebra Crosswalk White - Epoxy SF $ 3.00 216 $ 648.00 SP -1 Signage Remove & Replace LS $ 9,167.31 1 $ 9,167.31 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 Subtotal $ 182,799.81 5% Contingency $ 9,139.99 Subtotal $ 191,939.80 30% Indirect Costs $ 57,581.94 Part I - Bituminous Street Overlay $ 249,521.74 Item No. Item Unit Unit Price Est Qty Estimated Cost �a - opa.0 wie a v - nau vvo1 ay 2101.601 Remove Trail Overgrowth LS $ 1,200.00 1 $ 1,200.00 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 910 $ 5,460.00 2104.503 Remove Concrete Sidewalk (4 ") SF $ 0.60 400 $ 240.00 2104.505 Remove Bituminous Pavement SF $ 0.60 220 $ 132.00 2104.505 Remove Concrete Valley Gutter SY $ 10.00 31 $ 310.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $ 15.00 10 $ 150.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 38 $ 3,800.00 2360.501 SP WEA240B Wearing Course Mixture (Trail Overlay) TON $ 130.00 557 $ 72,410.00 2504.602 Repair Residential Sprinkler Head EA $ 100.00 10 $ 1,000.00 2504.602 Repair Sprinkler System EA $ 250.00 1 $ 250.00 2506.602 Remove & Replace Casting (Catch Basin) EA $ 575.00 19 $ 10,925.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 26 $ 6,500.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2521.501 6" Concrete Walk - Bullnose SF $ 6.00 400 $ 2,400.00 -Q--35 2521.501 4" Concrete Ped Ramp w /Wet Cast for Truncated Dome Inset 2531.501 Concrete Curb and Gutter, 8618 2531.604 Concrete Valley Gutter - High Early 2531.618 Truncated Dome Detectable Warning Paver 2540.602 Repair Residential Landscaping 2573.530 Storm Drain Inlet Protection 2575.505 Sodding, Type Lawn (Highland) 2575.551 Compost, Grade 1 Subtotal 5% Contingency Subtotal 30% Indirect Costs Part 11- Repair Existing Curb & Gutter/ Trail Overlay SF $ 4.50 1550 LF $ 17.00 910 SY $ 55.00 31 SF $ 42.00 372 EA $ 170.00 5 EA $ 125.00 3 SY $ 7.00 350 TON $ 20.00 50 $ 6,975.00 $ 15,470.00 $ 1,705.00 $ 15,624.00 $ 850.00 $ 375.00 $ 2,450.00 $ 1,000.00 $ 149,426.00 $ 7,471.30 $ 156,897.30 $ 47,069.19 $ 203,966.49 Item No. Item Unit Unit Price Est Qty Estimated Cost Part III - Concrete Entrance Replacement 2104.501 Remove Concrete Curb and Gutter 2104.505 Remove Concrete Driveway /Valley Gutter 2104.505 Remove Bituminous Pavement 2105.501 Common Excavation 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) 2360.501 SP WEA340B Wearing Course Mixture (Patch) 2531.501 Concrete Curb and Gutter, 8612 2531.507 7" Concrete Driveway Pavement - High Early 2575.505 Sodding, Type Lawn (Highland) 2575.551 Compost, Grade 1 Subtotal 5% Contingency Subtotal 30% Indirect Costs Part III - Concrete Entrance Replacement Part I - Bituminous Street Overlay Part II - Repair Existing Curb & Gutter/ Trail Overlay Part III - Concrete Entrance Replacement Project 1080 Total Cost LF $ 6.00 10 $ 60.00 SY $ 6.00 30 $ 180.00 SY $ 4.75 25 $ 118.75 CY $ 18.75 4.79 $ 89.81 TON $ 15.00 3 $ 45.00 TON $ 100.00 0.4 $ 40.00 LF $ 15.00 10 $ 150.00 SY $ 55.00 55 $ 3,025.00 SY $ 7.00 4 $ 28.00 TON $ 20.00 1 $ 20.00 $ 3,756.56 $ 187.83 $ 3,944.39 $ 1,183.32 $ 5,127.71 $ 249,521.74 $ 203,966.49 $ 5,127.71 $ 458,615.94 Q3+ Appendix B Preliminary Assessment Roll City Project 1080 Rahn Road Rahn Road /Jade Lane /Carnelian Lane/ Zircon Lane Single - Family (R -1 Residential) P.I.N. Lot Equivalent Unit Assessment Total 2013 JADE LN 10- 16702 - 041 -20 1 $ 640 $ 640 1956 CARNELIAN LN 10- 16704 - 131 -50 1 $ 640 $ 640 2014 CARNELIAN LN 10- 16702 - 041 -10 1 $ 640 $ 640 1996 ZIRCON LN 10- 16700 -10 -111 1 $ 640 $ 640 3990 RAHN RD 10- 16704 - 031 -10 1 $ 640 $ 640 3996 RAHN RD 10- 16704 - 031 -00 1 $ 640 $ 640 4028 RAHN RD 10- 16704 - 041 -60 1 $ 640 $ 640 4034 RAHN RD 10- 16704 - 041 -50 1 $ 640 $ 640 4040 RAHN RD 10- 16704 - 041 -40 1 $ 640 $ 640 4046 RAHN RD 10- 16704 - 041 -30 1 $ 640 $ 640 4052 RAHN RD 10- 16704 - 041 -20 1 $ 640 $ 640 4058 RAHN RD 10- 16704 - 041 -10 1 $ 640 $ 640 4064 RAHN RD 10- 16704 - 041 -00 1 $ 640 $ 640 4065 RAHN RD 10- 16702 - 071 -70 1 $ 640 $ 640 4070 RAHN RD 10- 16704 - 040 -90 1 $ 640 $ 640 4137 RAHN RD 10- 48900 - 010 -10 1 $ 640 $ 640 4141 RAHN RD 10- 48900 - 010 -20 1 $ 640 $ 640 4145 RAHN RD 10- 16700 - 090 -10 1 $ 640 $ 640 4151 RAHN RD 10- 16700 - 090 -20 1 $ 640 $ 640 4157 RAHN RD 10- 16700 - 090 -30 1 $ 640 $ 640 4165 RAHN RD 10- 16700 - 090 -40 1 $ 640 $ 640 4171 RAHN RD 10- 16700 - 090 -50 1 $ 640 $ 640 4211 RAHN RD 10- 16701 - 014 -70 1 $ 640 $ 640 4217 RAHN RD 10- 16701 - 014 -60 1 $ 640 $ 640 4223 RAHN RD 10- 16701 - 014 -50 1 $ 640 $ 640 4229 RAHN RD 10- 16701 - 014 -40 1 $ 640 $ 640 4235 RAHN RD 10- 16701 - 014 -30 1 $ 640 $ 640 4241 RAHN RD 10- 16701 - 014 -20 1 $ 640 $ 640 4247 RAHN RD 10- 16701 - 014 -10 1 $ 640 $ 640 4253 RAHN RD 10- 16701 - 014 -00 1 $ 640 $ 640 4259 RAHN RD 10- 16701 - 013 -90 1 $ 640 $ 640 4265 RAHN RD 10- 16701 - 013 -80 1 $ 640 $ 640 4271 RAHN RD 10- 16701 - 013 -70 1 $ 640 $ 640 4277 RAHN RD 10- 16701 - 013 -60 1 $ 640 $ 640 4283 RAHN RD 10- 16701 - 013 -50 1 $ 640 $ 640 4289 RAHN RD 10- 16701 - 013 -40 1 $ 640 $ 640 4295 RAHN RD 10- 16701 - 013 -30 1 $ 640 $ 640 4301 RAHN RD 10- 16701 - 013 -20 1 $ 640 $ 640 4307 RAHN RD 10- 16701 - 013 -10 1 $ 640 $ 640 4313 RAHN RD 10- 16701 - 013 -00 1 $ 640 $ 640 4327 RAHN RD 10- 16703 - 011 -80 1 $ 640 $ 640 a5s- 4333 RAHN RD 10- 16703 - 011 -90 1 $ 640 $ 640 4339 RAHN RD 10- 16703 - 012 -00 1 $ 640 $ 640 4345 RAHN RD 10- 16703 - 012 -10 1 $ 640 $ 640 4351 RAHN RD 10- 16703 - 012 -20 1 $ 640 $ 640 4357 RAHN RD 10- 16703 - 012 -30 1 $ 640 $ 640 4363 RAHN RD 10- 16703 - 012 -40 1 $ 640 $ 640 4369 RAHN RD 10- 16703 - 012 -50 1 $ 640 $ 640 4370 RAHN RD 10- 70775 - 010 -10 1 $ 640 $ 640 4372 RAHN RD 10- 70775 - 010 -20 1 $ 640 $ 640 4374 RAHN RD 10- 48050 - 011 -04 1 $ 640 $ 640 4375 RAHN RD 10- 16703 - 012 -60 1 $ 640 $ 640 $ 42.00 Subtotal 52 10- 22470 - 021 -10 $ 33,280.00 Rahn Road Townhomes (R -3 Residential) P.I.N. Lot Equivalent Unit Assessment Total Eagan on the Green 3898 RAHN RD 10- 84700 - 010 -20 0.75 $ 640 $ 480 3900 RAHN RD 10- 84700 - 010 -30 0.75 $ 640 $ 480 3902 RAHN RD 10- 84700 - 010 -40 0.75 $ 640 $ 480 3904 RAHN RD 10- 84700 - 010 -50 0.75 $ 640 $ 480 3906 RAHN RD 10- 84700 - 010 -60 0.75 $ 640 $ 480 3908 RAHN RD 10- 84700 - 010 -70 0.75 $ 640 $ 480 4110 RAHN RD A107 Subtotals 4.5 $ 42.00 $ 2,880 TOTAL SF LOT Equivalents 56.5 1 $ 36,160 Rahn Road Owner - Occupied Apartments (R-4 Residential) P.I.N. Unit Rate /Unit Total Eagan on the Green 4110 RAHN RD A101 10- 22470 - 021 -01 1 $ 42.00 $ 42.00 4110 RAHN RD A102 10- 22470 - 021 -02 1 $ 42.00 $ 42.00 4110 RAHN RD A103 10- 22470 - 021 -03 1 $ 42.00 $ 42.00 4110 RAHN RD A104 10- 22470 - 021 -04 1 $ 42.00 $ 42.00 4110 RAHN RD A105 10- 22470 - 021 -05 1 $ 42.00 $ 42.00 4110 RAHN RD A106 10- 22470 - 021 -06 1 $ 42.00 $ 42.00 4110 RAHN RD A107 10- 22470 - 021 -07 1 $ 42.00 $ 42.00 4110 RAHN RD A108 10- 22470 - 021 -08 1 $ 42.00 $ 42.00 4110 RAHN RD A109 10- 22470 - 021 -09 1 $ 42.00 $ 42.00 4110 RAHN RD A110 10- 22470 - 021 -10 1 $ 42.00 $ 42.00 4110 RAHN RD A111 10- 22470 - 021 -11 1 $ 42.00 $ 42.00 4110 RAHN RD A112 10- 22470 - 021 -12 1 $ 42.00 $ 42.00 4110 RAHN RD A114 10- 22470 - 021 -14 1 $ 42.00 $ 42.00 4110 RAHN RD A116 10- 22470 - 021 -16 1 $ 42.00 $ 42.00 4110 RAHN RD A117 10- 22470 - 021 -17 1 $ 42.00 $ 42.00 4110 RAHN RD A118 10- 22470 - 021 -18 1 $ 42.00 42.00 4110 RAHN RD A119 10- 22470 - 021 -19 1 $ 42.00 $ 42.00 4110 RAHN RD Al20 10- 22470 - 021 -20 1 $ 42.00 $ 42.00 4110 RAHN RD Al21 10- 22470 - 021 -21 1 $ 42.00 $ 42.00 4110 RAHN RD Al22 10- 22470 - 021 -22 1 $ 42.00 $ 42.00 4110 RAHN RD Al23 10- 22470 - 021 -23 1 $ 42.00 $ 42.00 4110 RAHN RD Al24 10- 22470 - 021 -24 1 $ 42.00 $ 42.00 4110 RAHN RD A201 10- 22470 - 022 -01 1 $ 42.00 $ 42.00 4110 RAHN RD A202 10- 22470 - 022 -02 1 $ 42.00 $ 42.00 4110 RAHN RD A203 10- 22470 - 022 -03 1 $ 42.00 $ 42.00 4110 RAHN RD A204 10- 22470 - 022 -04 1 $ 42.00 $ 42.00 4110 RAHN RD A205 10- 22470 - 022 -05 1 $ 42.00 $ 42.00 4110 RAHN RD A206 10- 22470 - 022 -06 1 $ 42.00 $ 42.00 4110 RAHN RD A207 10- 22470 - 022 -07 1 $ 42.00 $ 42.00 4110 RAHN RD A208 10- 22470 - 022 -08 1 $ 42.00 $ 42.00 4110 RAHN RD A209 10- 22470 - 022 -09 1 $ 42.00 $ 42.00 4110 RAHN RD A211 10- 22470 - 022 -11 1 $ 42.00 $ 42.00 4110 RAHN RD A212 10- 22470 - 022 -12 1 $ 42.00 $ 42.00 4110 RAHN RD A213 10- 22470 - 022 -13 1 $ 42.00 $ 42.00 4110 RAHN RD A214 10- 22470 - 022 -14 1 $ 42.00 $ 42.00 4110 RAHN RD A215 10- 22470 - 022 -15 1 $ 42.00 $ 42.00 4110 RAHN RD A217 10- 22470 - 022 -17 1 $ 42.00 $ 42.00 4110 RAHN RD A219 10- 22470 - 022 -19 1 $ 42.00 $ 42.00 4110 RAHN RD A220 10- 22470 - 022 -20 1 $ 42.00 $ 42.00 4110 RAHN RD A221 10- 22470 - 022 -21 1 $ 42.00 $ 42.00 4110 RAHN RD A222 10- 22470 - 022 -22 1 $ 42.00 $ 42.00 4110 RAHN RD A223 10- 22470 - 022 -23 1 $ 42.00 $ 42.00 4110 RAHN RD A224 10- 22470 - 022 -24 1 $ 42.00 $ 42.00 4110 RAHN RD A301 10- 22470 - 023 -01 1 $ 42.00 $ 42.00 4110 RAHN RD A304 10- 22470 - 023 -04 1 $ 42.00 $ 42.00 4110 RAHN RD A305 10- 22470 - 023 -05 1 $ 42.00 $ 42.00 4110 RAHN RD A306 10- 22470 - 023 -06 1 $ 42.00 $ 42.00 4110 RAHN RD A307 10- 22470 - 023 -07 1 $ 42.00 $ 42.00 4110 RAHN RD A308 10- 22470 - 023 -08 1 $ 42.00 $ 42.00 4110 RAHN RD A309 10- 22470 - 023 -09 1 $ 42.00 $ 42.00 4110 RAHN RD A310 10- 22470 - 023 -10 1 $ 42.00 $ 42.00 4110 RAHN RD A311 10- 22470 - 023 -11 1 $ 42.00 $ 42.00 4110 RAHN RD A312 10- 22470 - 023 -12 1 $ 42.00 $ 42.00 4110 RAHN RD A313 10- 22470 - 023 -13 1 $ 42.00 $ 42.00 4110 RAHN RD A315 10- 22470 - 023 -15 1 $ 42.00 $ 42.00 4110 RAHN RD A317 10- 22470 - 023 -17 1 $ 42.00 $ 42.00 4110 RAHN RD A318 10- 22470 - 023 -18 1 $ 42.00 $ 42.00 4110 RAHN RD A319 10- 22470 - 023 -19 1 $ 42.00 $ 42.00 4110 RAHN RD A320 10- 22470 - 023 -20 1 $ 42.00 $ 42.00 4110 RAHN RD A321 10- 22470 - 023 -21 1 $ 42.00 $ 42.00 4110 RAHN RD A323 10- 22470 - 023 -23 1 $ 42.00 $ 42.00 4110 RAHN RD A324 10- 22470 - 023 -24 1 $ 42.00 $ 42.00 4130 RAHN RD B102 10- 22470 - 031 -02 1 $ 42.00 $ 42.00 cD3r7 4130 RAHN RD B103 10- 22470 - 031 -03 1 $ 42.00 $ 42.00 4130 RAHN RD 8106 10- 22470 - 031 -06 1 $ 42.00 $ 42.00 4130 RAHN RD B108 10- 22470 - 031 -08 1 $ 42.00 $ 42.00 4130 RAHN RD 13112 10- 22470 - 031 -12 1 $ 42.00 $ 42.00 4130 RAHN RD 13115 10- 22470 - 031 -15 1 $ 42.00 $ 42.00 4130 RAHN RD 6116 10- 22470 - 031 -16 1 $ 42.00 $ 42.00 4130 RAHN RD 8117 10- 22470 - 031 -17 1 $ 42.00 $ 42.00 4130 RAHN RD 13118 10- 22470 - 031 -18 1 $ 42.00 $ 42.00 4130 RAHN RD B120 10- 22470 - 031 -20 1 $ 42.00 $ 42.00 4130 RAHN RD 8121 10- 22470 - 031 -21 1 $ 42.00 $ 42.00 4130 RAHN RD B123 10- 22470 - 031 -23 1 $ 42.00 $ 42.00 4130 RAHN RD B124 10- 22470 - 031 -24 1 $ 42.00 $ 42.00 4130 RAHN RD B202 10- 22470 - 032 -02 1 $ 42.00 $ 42.00 4130 RAHN RD B203 10- 22470 - 032 -03 1 $ 42.00 $ 42.00 4130 RAHN RD B204 10- 22470 - 032 -04 1 $ 42.00 $ 42.00 4130 RAHN RD 8205 10- 22470 - 032 -05 1 $ 42.00 $ 42.00 4130 RAHN RD B206 10- 22470 - 032 -06 1 $ 42.00 $ 42.00 4130 RAHN RD B214 10- 22470 - 032 -14 1 $ 42.00 $ 42.00 4130 RAHN RD B217 10- 22470 - 032 -17 1 $ 42.00 $ 42.00 4130 RAHN RD B219 10- 22470 - 032 -19 1 $ 42.00 $ 42.00 4130 RAHN RD B222 10- 22470 - 032 -22 1 $ 42.00 $ 42.00 4130 RAHN RD B223 10- 22470 - 032 -23 1 $ 42.00 $ 42.00 4130 RAHN RD 8301 10- 22470 - 033 -01 1 $ 42.00 $ 42.00 4130 RAHN RD B302 10- 22470 - 033 -02 1 $ 42.00 $ 42.00 4130 RAHN RD B303 10- 22470 - 033 -03 1 $ 42.00 $ 42.00 4130 RAHN RD B305 10- 22470 - 033 -05 1 $ 42.00 $ 42.00 4130 RAHN RD B306 10- 22470 - 033 -06 1 $ 42.00 $ 42.00 4130 RAHN RD 8307 10- 22470 - 033 -07 1 $ 42.00 $ 42.00 4130 RAHN RD B308 10- 22470 - 033 -08 1 $ 42.00 $ 42.00 4130 RAHN RD 8309 10- 22470 - 033 -09 1 $ 42.00 $ 42.00 4130 RAHN RD B310 10- 22470 - 033 -10 1 $ 42.00 $ 42.00 4130 RAHN RD B314 10- 22470 - 033 -14 1 $ 42.00 $ 42.00 4130 RAHN RD 8315 10- 22470 - 033 -15 1 $ 42.00 $ 42.00 4130 RAHN RD B317 10- 22470 - 033 -17 1 $ 42.00 $ 42.00 4130 RAHN RD 8319 10- 22470 - 033 -19 1 $ 42.00 $ 42.00 4130 RAHN RD 8320 10- 22470 - 033 -20 1 $ 42.00 $ 42.00 99 $ 4,158.00 Rental Apartments (R-4 Residential) P.I.N. Front Footage Rate /Unit Total 4182 RAHN ROAD 10- 32800 - 010 -10 587 $ 11.00 $ 6,457.00 3898 VALLEY VIEW DRS 10- 81995 - 010 -10 1248 $ 11.00 $ 13,728.00 Subtotal 1835 $ 20,185.00 a3t� Public Facilit % Low - Density Residential (R1, 2, 3) P.I.N. Net Acreage Rate /Acre Total 3920 RAHN RD 10- 49100 - 010 -10 6.71 $ 980.00 $ 6,575.80 City Fire Station 10- 02000 - 290 -10 0.52 $ 980.00 $ 509.60 1985 DIFFLEY ROAD 10- 02000 -52 -011 3.82 $ 980.00 $ 3,743.60 2.94 Subtotal 11.05 $ 6,232.80 $ 10,829.00 Commercial /Industrial % Low - Density Residential (R1, 2, 3) P.I.N. Net Acreage Rate /Acre Concrete Entrance Assessment Total (Vacant Lot) 10- 84700 - 000 -10 0.98 $ 2,120.00 $ - $ 2,077.60 900 CEDAR GROVE PKWI 10- 72840 - 010 -20 0.85 $ 2,120.00 $ 5,128.00 $ 6,930.00 908 CEDAR GROVE PKW 10- 1900 -10 -010 2.94 $ 2,120.00 $ - $ 6,232.80 Subtotal 4.77 $ 15,240.40 Assessments Street $ 81,444.40 TOTAL ASSESSMENTS 1 $ 86,572.40 Summary Land Use Front Footage % Low - Density Residential (R1, 2, 3) 5,035 39.7% High- Density Residential (Rental) 1,840 14.5% High- Density Residential (Owner- occupied) 385 3.0% Public Facility Lots 1,006 7.9% Commercial /Industrial 514 4.1% Non - Assessable 3 30.8% Total 12,688 100.0% a31 8/16/2011 Rahn Road City of Eapn Street Revitalization - Project 1080 Fig. 1 Engineering Department Location Map a4D J � 3883 3900 1'•: 1975 # ! > 1965 1 973 1 3914 .3 0 Q`w f � LEGEND /10-84700 Street Improvement JP 0.98 Ac i e Assessable Area 3906 G 3900 w ti Woodhaven Park `0:85 Ac. ' ! , 3908 3906 Cedarvale 'Highlands ` 4� s Apartment 3908 ,N 2.94,Ac. �;. 3908►`' 1 w i '.. A N , CP 1 ValleView Pointe fl. A artments� Mount ,Calvary 1 P rt Church, Cal �� ' ;� , 3920 J, Q f £Y O' 1 3898 Z `* 3947` 1 �;' Fire y ' 1 � 11 l Station �d 3973 33 3 ;r #1 ED '397 s 3941 , A v 1 t } 0.52.Ac 9 , x„ �} 4.. � 3952 3785, * 39 , 3990_ , -U 3964 < 3991 N O 3984 r , 3997 � 1 d: '1949 G:IProjects and Contracts) Rahn Road 0 e ct10 et Reco A.mx 6oml 0. Proje Q Street Revitalization - Project 1080 x Fig. 2A Q Street Improvement Area NLi City of FR oRfl Date: 10/02/2011 Z GARrojects and Contracts) Rahn Road 2012 Street ReconstrucUoml a lqb� Project 10801 Fig 2B.mxd Q Street Revitalization - Project 1080 Street Improvement Area aq � Fi Zs Q City of Raoao Date: 10/02/2011 Jade Lane , e as � a _ M LEGEND r ` _A Street Improvement 411 Assessable Area ♦ u: I ;R �Y ♦♦ `' 4141 Q 4 99 Owner Occupied Units . 4130 r m 4145 K ;;. N„ a Y 1 _ 4151 �`°' 7 /aCe Y 4157T ♦♦ # " High Site Terraces ♦♦ a a 4165 r Apartments � �► �, (D , 4171 4182 a : i f1 Zircon Lane w ter. , .•�s " a � ` '� 1996 � JC 82 1985x a oil 3. A } # 1 Dffley,Service:Road DIFFLEY ROAD +, Dlffle ' ; -o o _. �, y S ery i ce - .Road Aiw A as fi G Wrojects and Contracts) Rahn Road 2012 Street Reconstrucdoml a. Project 10801 Fig 2C.mxd Street Revitalization - Project 1080 x Fig. 2C St 4� 6 w }❑ of �,pnpn St Improvement Area Q 111.1 III 1NI11(III `' Date: 10/02/2011 Z D I F,�F L EYn ROA T 4 -. AL �� N111 — �5 I%Z% M Oorl * ,`�/ / b l �� \.\ \ -Y, ° � fie ;'; 4 L L L l § t7 LJ 1 372 'TI 4363 (L a -1 4374 1 7 7 �6f9j -o� 71 J, '4377531 0 I, -Ilk -w '7 Shdie Labe SHALE LANE E m 4 4 - if B� X13 "I Y Oorl * ,`�/ / b l �� \.\ \ -Y, ° � fie ;'; 4 L L L l § t7 LJ 1 372 'TI 4363 (L a -1 4374 1 7 7 �6f9j -o� 71 J, '4377531 0 I, -Ilk -w '7 Shdie Labe SHALE LANE E m 4 4 > Highline Trail Park G IProjects and Contracts) 2012 Street Reconstructioml Cl Rahn Road Project IOMFfg 2E mxd Street Revitalization - Project 1080 X Fig. 2E 0 Cits of Don Street Improvement 045— Date: 10/02/2011 21 ]�'4 - if > Highline Trail Park G IProjects and Contracts) 2012 Street Reconstructioml Cl Rahn Road Project IOMFfg 2E mxd Street Revitalization - Project 1080 X Fig. 2E 0 Cits of Don Street Improvement 045— Date: 10/02/2011 21 ]�'4 6 1 /2 " BITUMINOUS SURFACE 12" CL. 5 AGGREGATE BASE Existing Typical Section EDGE MILL (6' -8' wide) Typ. 1 1 /2 " TYPE 2360 WEAR COUSE BITUMINOUS OVERLAY EX. B618 CURB & GUTTER REPLACE EX. CURB & GUTTER AS DIRECTED BITUMINOUS TACK COAT 6 1 /2 " BITUMINOUS SURFACE 12" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section 4� City of Eaku Engineering Department 36' -44' (F —F Rahn Road Typical Section - Project 1080 aq Fig. 3 ROW (VARIES) RAHN ROAD Street Revitalization City Project No. 1080 Informational Neighborhood Meeting - 7:00 P.M. Monday, December 12, 2011 City Hall Conference Room 1 Attendance John Gorder, Assistant City Engineer, 1 property owner representing 1 single - family property (see attached sign -in sheet). Presentation of Project Details Gorder welcomed the property owner and presented project information, including details such as construction, costs, schedule and assessments. Questions/ Comments I have a low- riding sports car and was concerned the entire street would be ripped up for months. The proposed mill & overlay construction maintains a hard blacktop driving surface for vehicles at all times during construction, which is anticipated to be completed in three to four weeks after construction begins. The meeting adjourned at 7:20 p.m. c W _7 INFORMATIONAL NEIGHBORHOOD MEETING lbo Rahn Road Project No. 1080 Monday, December 12, 2011 City of Eakan 7:00 p.m. - Conference Room 1AB NAME ADDRESS 1 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. �9 Agenda Information Memo December 20, 2011 Eagan City Council Meeting F. COACHMAN OAKS HOUSING IMPROVEMENT AREA — CITY OF EAGAN ACTIONS TO CONSIDER: To hold and close a public hearing on the possible implementation of a Housing Improvement Area (HIA) under Minnesota Statutes Sections 428A.11- 428A.21 and to direct preparation of: 1. An ordinance establishing the Coachman Oaks HIA. 2. A resolution imposing fees on housing units within the Coachman Oaks HIA to finance improvements. 3. A Development Agreement between the City and the Association. FACTS: ➢ After receiving support from 54% of the condominium owners, the HOA Board unanimously authorized submittal of this request to the City. City staff has received three written objections. ➢ The owners of the Coachman Oaks Condominiums have requested that the City establish a HIA to finance the estimated cost of improvements of $1,583,000. Capitalized interest, administrative costs, etc., raise the required bond issue (debt) to $1,660,000. ➢ A city may create a HIA to finance improvements to the common areas of condo and townhome associations when other financing cannot be obtained. This financing mechanism was adopted by the state legislature due to the inability of homeowner associations to readily obtain financing because they have very little collateral and cannot mortgage individual's units. ➢ Within a HIA, the City may finance housing improvements and recover the cost by assessing fees, much like special assessments. The fees are assessed against each unit, and appear on the property tax statement to be paid by the individual homeowners with their taxes. ➢ The sequence of events that has preceded the public hearing is as follows: ❑ In 2005, the City Council was approached by one of the City's Homeowners Association regarding the potential creation of a City policy for the creation of a HIA. d4� ❑ In response, the City Council adopted a policy on September 20, 2005 that would permit consideration of petitions and the process by which applications would be reviewed. ❑ On May 4, 2009, the City Council received the Coachman Oaks Homeowners Association preliminary application and petition and authorized staff to request that the Association make a formal submittal of improvement plans, detailed financial plans and a fee to cover City costs associated with the detailed review. ❑ Those submittals were made and reviewed by City staff, the City Attorney, the Dakota County CDA and Ehlers and Associates, the City's fiscal consultant. They are in order for formal consideration through the public hearing process. ❑ On November 15, 2011, the City Council adopted a resolution calling for a public hearing on December 6, 2011, and notice was duly published and distributed to the owners of each unit, as required by state law. ➢ The total cost of the improvements, financed by the City, is estimated to be $1,583,000. The City will make a loan to the association in an amount of $1,660,000 at an interest rate of 5.0% and amortized over 15 years. ➢ The proposed fee is being spread against 218 units and the fees for the individual homeowners ranges from: ❑ $544.98 per year ($45.42 per month) to $1,176.72 per year ($98.06 per month) Or ❑ $5,656.71 to $12,214.00 total if paid in full ➢ Following the public hearing, if the City Council wishes to proceed in establishing the Coachman Oaks HIA, the Council should direct staff to prepare: ❑ an ordinance establishing the HIA; • a resolution imposing housing improvement fees; and • a development agreement between the City and the association Each of these items will come back to the Council for consideration on January 3, 2012. ATTACHMENTS: (3) Location map on page Sample Public Hearing Notice on page and List of improvements on page �S Location Map J Lan ak R Fort Snelling State Park O D. Ie - DfRey.Rd ' Cliff Rd Map Area Extent Subject Site ED ® ® ® ® ®® EQ ® ® Central Park Park , 0� i' Quarry Park mm mmmmm B 8 mml➢I➢m m� 28 -° — t Park Feet Coachman Oaks Condominiums 0 500 1,000 2,000 Legend jtauft I;MllaC City Boundary Parcels Parks i Buildings N City Ego 3 of SI 1700 Four Oaks Rd, Unit 114 REVISED PUBLIC NOTICE NOTICE OF PUBLIC HEARING CITY OF EAGAN DAKOTA COUNTY STATE OF MINNESOTA NOTICE IS HEREBY GIVEN that the City of Eagan will hold a public hearing on December 20, 2011, at approximately 6:30 p.m. at the Eagan City Council Chambers in the Eagan Municipal Center, 3830 Pilot Knob Road, Eagan, Minnesota, to consider two actions under Minnesota Statutes Sections 428A.11- 428A.21 as follows: 1. Adoption of an ordinance establishing the Coachman Oaks Housing Improvement Area. 2. Adoption of a resolution imposing fees on housing units within the Coachman Oaks Housing Improvement Area. Within the Coachman Oaks Housing Improvement Area, the City proposes to facilitate various improvements to the Coachman Oaks Condominiums. The boundaries of the proposed Coachman Oaks Housing Improvement Area are shown in the attach. -d map. Fees imposed on the owners of units in the Coachman Oaks Condominiums would finance the improvements. Details regarding the hearing, the improvements and the fees are described below: 1. Persons to be heard: All persons owning housing units in the proposed housing improvement area that v. ould 1-, e subject to a fee for housing improvements, and all other interested persons., will be giva n an opportunity to be heard at the hearing. 2. Proposed Improvements: The improvements to the interior common area and building sysLeaa s include: renovating party rooms, exercise and game rooms; re- carpeting hall, lobby and stairwells; renovating laundry rooms, office; certain building mechanical systems, garage floor restoration. Exterior improvements include exterior lighting, renovating retaining walls and playground. 3. Estimated Cost of Improvements to be paid in whole or in part by the Fee: $1,660,000 including capitalized interest and administrative costs. 4. Amount to be charged against each housing unit: Each housing unit in the Coachman Oaks Condominium Association Housing Improvement Area will be charged a portion of the total cost of $1,660,000, based on the unit share (Fee). Annual Payments reflect repayment of the Fee over 15 years, with 5% interest per annum. Total Payments are the sum of Annual Payments over 15 years. Fees and Payments may not be more than the amounts shown below. At the applicant's request, Units 232 and 487 are exempted from this fee. aSa 1700 Four Oaks Rd, Unit 114 Coachman Oaks Condominiums Association Unit Share Fee (Principal Only Annual Payment over 15 Years Principal & Interest ) Total Payments over 15 Years (Principal & Interest 0.3373 5,656.71 544.98 8,174.70 0.3865 6,481.82 624.47 9,367.10 0.3910 6,557.29 631.74 9,476.16 0.4414 7,402.52 713.18 10,697.64 0.4847 8,128.69 783.14 11,747.05 0.4982 8,355.09 804.95 12,074.23 0.5188 8,700.56 838.23 12,573.48 0.5244 8,794.48 847.28 12,709.20 0.6553 10,989.75 1,058.78 15,881.66 0.6860 11,504.60 1,108.38 16,625.69 0.6861 11,506.28 1,108.54 16,628.12 0.7283 12,214.00 1,176.72 17,650.87 The share for 1700 Four Oaks Rd, 114 is 0.6553. Please reference the above table for fee and payment information. 5. Owner's right to prepay the Fee: Housing unit owners may prepay the fee in whole or in part without interest through November 30, 2012. 6. Number of years the Fee will be in effect. If owners do not prepay the Fee by November 30, 2012, the Fee will be imposed in egUA installments with interest over a period not to exceed 15 years. The Anrt Payments will be payable in tax year 2013 through tax year 2027. 7. Compliance with Petition Requirement: Owners of more than 51 percent of the housing units t ;lt would be subject to the proposed fee in the Coachman Oaks Housing Improvemew," Area have filed a petition with the City Clerk requesting a public hearing on the proposed fee. v ii.ich exceeds the requirement under Ch. 428A.12. For further information on the proposed housing improvement fee, contact Mike Ridley at (651) 675 -5650. BY ORDER OF THE CITY COUNCIL OF THE CITY OF EAGAN, MINNESOTA /s/ Michael Ridley, AICP City Planner X53 Coachman Oaks Condominiums 2012 Estimated HIA Project Costs Building Interior Renovate Party Rooms $113,300 Carpet - Halls, Lobbies, Stairwells 135 Wallcoverings, paint Halls, stairs, lobbie & Unit Entries 154,500 Interior Signage 15 Interior Light Fixtures 53,560 Replace all Wood Doors, Common and Unit Doors 136 Tile Flooring - Garage Elelvator, lobbyis and Stairwells 25,750 Renovate Laundry Rooms 26 Renovate Office 6,695 Garage water intrusion repair 11,000 Decorating Contingency 72 Garage Floor Restoration 185,400 $936,970 Building Mechanical Install Ball Drain Valves on Supply Risers $20,000 Replace Fire Alarm System 113,300 Replace Exit and Emergency Lights 9 Install Corridor Make -U,p Air System 298,700 $441,270 Site Imorovemen Exterior Lighting $49,440 Entrance Signs 13,905 Replace Courtyard Lamp -posts 9,785 Install New Boulder Retaining Walls 13 Asphalt Repair 38 Renovate Tennis Court 14,420 $139,990 Professional Fees Project Manager $65,000 $65,000 Total Estimated 2012 HIA Project Costs $1,583,230 a�y- Agenda Information Memo December 20, 2011 Eagan City Council Meeting OLD BUSINESS A. Approve 2012 General Fund Budget and Payable 2012 Property Tax Levy ACTIONS TO BE CONSIDERED: • To approve the proposed 2011 (payable 2012) property tax levy as follows: General Revenue: General Fund $ 21,515,000 Equipment Revolving Fund 1,053,549 Major Street Fund 2,638,388 Gen Facilities R/R Fund 289,197 Parks System Development and 400,000 Renewal /Replacement Fund Fire Apparatus 266,479 Subtotal — General Revenue 26,162,613 Debt service: 2009A Equipment Certificates 72,865 2010A Equipment Certificates 60,656 Community Center bonds 1,128,947 Subtotal — Debt Service 1,262,468 Total City -wide Levy 27,425.081 • To approve the 2012 General Fund budget in the amount of $28,040,000. FACTS: • The City held a budget open house at City Hall on November 22. One resident attended. • The City held a public hearing on December 6 to consider the 2012 General Fund budget and the payable 2012 property tax levy. Two people addressed the Council: a resident commented on his property's valuation as determined by the County, and a local business owner commented on his tax increase. • No changes were made to the budget or levy as presented at the December 6 hearing. • The final levy must be certified to the County by December 28. ATTACHMENTS: • Enclosed on pageas�o and 5511 are the 2010 General Fund Budget summaries for revenues and expenditures. • Enclosed on page 02_zi57is a copy of the resolution adopting the final levy. 0?6s__�" 12/12/2011 2012 BUDGET GENERALFUND COMPARATIVE SUMMARY OF REVENUES 2011 2012 1 1 0 (12 vs. 11) asc� Budget Budget $ % General Property Taxes $ 21,204,600 $ 21,515,000 310,400 1.5% Licenses 277,900 274,700 (3,200) -1.2% Permits 959,600 936,200 (23,400) -2.4% Intergovernmental Rev 678,100 621,000 (57,100) -8.4% Charges for Services 1,009,600 1,323,800 314,200 31.1% Recreation Charges 622,600 669,600 47,000 7.5% Fines & Forfeits 344,500 245,200 (99,300) -28.8% Other Revenues 284,600 260,900 (23,700) -8.3% Program Revenues 1,847,100 1,728,000 (119,100) -6.4% Transfers 459,300 465,600 6,300 1.4% TOTAL GENERAL FUND $ 27,687,900 $ 28,040,000 $ 352,100 1.3% asc� 2012 Comparative Summary of Expenditures General Fund Budget 2011 1 2012 Budget GENERAL GOVERNMENT 01 Mayor & Council 02 Administration 03 Information Technologies 04 City Clerk 05 Finance 06 Legal 07 Comm Dev-- Planning /ED 08 Comm Dev -- Inspections 09 Communications 10 Human Resources Gen Govt Total PUBLIC SAFETY 11 Police 12 Fire Public Safety Total PUBLIC WORKS 21 Public Works /Engineering 22 Streets & Highways 24 Central Svices. Maint. Public Works Total PARKS & RECREATION 30 Recreation 31 Parks 32 Tree Conservation Parks & Rec Total GENL GOVT BLDG MAINT 33 Government Buildings Subtotal 41 Conti ngency-- undesignated $ 143,300 506,900 1,283,200 255,300 1,115, 500 407,700 910,500 915,800 457,700 242,600 6,238,500 11,101,000 1,726,700 12,827,700 1,175, 200 1,659,800 611,700 3,446,700 1,974,900 1,942,000 484,400 4,401, 300 715,300 27,629,500 58,400 Difference Budget $ 141,800 534,300 1,313,700 315,100 1,044,200 390,000 970,900 878,300 465,600 263,200 6,317,100 $ (1,500) 27,400 30,500 59,800 (71, 300) (17, 700) 60,400 (37,500) 7,900 20,600 78,600 11,203,700 1,730,800 12, 934, 500 1,191,200 1,699,400 629,800 3,520,400 2,047,000 1,951,700 501,000 4,499,700 738,700 28,010,400 29,600 102,700 4,100 106,800 16,000 39,600 18,100 73,700 72,100 9,700 16,600 98,400 23,400 $ 380,900 (28, 800) General Fund Total $ 27,687,900 $ 28,040,000 $ 352,100 C�S 7 RESOLUTION CITY OF EAGAN LEVY OF PAYABLE 2012 REAL ESTATE TAXES WHEREAS, a regular meeting of the City Council of the City of Eagan, Dakota County, Minnesota, was held on December 20, 2011, at 6:30 p.m., at the Eagan Municipal Center, all members being present, WHEREAS, upon motion by Councilmember Councilmember and seconded by NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Eagan, Dakota County, Minnesota, hereby is on record approving and certifying the levy of Real Estate Taxes for Eagan, Minnesota, which taxes are payable in 2012 as follows: General Revenue: General Fund $ 21,515,000 Equipment Revolving Fund 1,053,549 Major Street Fund 2,638,388 General Facilities Renewal /Replacement Fund 289,197 Parks System Development and Renewal/ 400,000 Replacement Fund Fire Apparatus Fund 266,479 Subtotal General Revenue 26,162,613 Debt Service: 2009A Equipment Certificates 72,865 2010A Equipment Certificates 60,656 Community Center /Central Park bonds 1,128,947 Subtotal Debt Service 1,262,468 Total City -Wide Levy Dated: December 20, 2011 $ 27,425,081 CITY OF EAGAN CITY COUNCIL IM Its Mayor Attest: Its Clerk CERTIFICATION I, Christina Scipioni, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 20th day of December, 2011. Q5�? Christina Scipioni, City Clerk Agenda Information Memo Eagan City Council Meeting Old Business December 20, 2011 B. RECEIVE CENTRAL AREA RETAIL MARKET ABSORPTION STUDY RESULTS ACTION TO BE CONSIDERED: No action — for information purposes. FACTS: • At its meeting of October 4, 2011, the City Council considered a Comprehensive Guide Plan Amendment request by CSM Corporation to change the land use designation for 41 acres of the Lockheed Martin property at 3333 Pilot Knob Road from Major Office to Retail Commercial. The Council will take formal action on the proposed Amendment at such time as CSM brings an application forward for the redevelopment of the site. The City Council forwarded the Amendment to the Metropolitan Council for review and authorized the preparation of an Environmental Assessment Worksheet and the related traffic study to assess the changes that would arise from a change in use. • At that time, the Council also provided direction to the developer as to the types of users and the nature of development it sees as necessary if it is to consider approval of the amendment, namely that the development would need to be a marquee project that would include a number of destination users unique to the region or rare in the region so as to attract shoppers from a larger area and enhance the market for the entire Central Commons Special Area, including the Promenade, Town Centre and Yankee Square. • To that end, the Council also authorized the preparation of a Market Absorption Study for the proposed project in the context of those existing retail areas. The purpose of the study was to define at a high level the capacity of the area to absorb additional retail development of the kind and scale being proposed by CSM without having the effect of cannibalizing the existing centers. • At its meeting of November 1, 2011, the City Council approved an agreement with Maxfield Research to complete the study. The Study report was submitted to the City on December 5, 2011 and is being presented to the City Council for information purposes. • Like the EAW and traffic study, the Market Absorption Study will be part of the background to the planned development application at such time as it may be presented to the Planning Commission and City Council. It is being presented at this time as a progress step and to permit the Council to clarify its direction to the developer regarding the nature and scope of the project, if appropriate. • In particular, with respect to the Council's direction that the developer pursue and include rare or unique destination uses for the project, the Study concludes that the Central Area can support between 630,000 and 940,000 square feet of additional retail development between now and 2020 without cannibalizing the other retail properties in the area. The study concludes that the higher end of the range is achievable if new development attracts additional shoppers from the secondary and tertiary (metro region) market areas by having a number of those destination uses CQ6-7 within the user mix. Absent those uses, the supportable square footage would be at the lower end of the range and, by extension, there could be potential for adverse impacts on the other area centers mentioned above. • With respect to the Council's question as to whether the market could support the potential redevelopment of only the 41 acres or the entire 47 acre Lockheed Martin property, the developer has indicated that they would propose 480,500 square feet of retail on the 41 acres or 525,000 square feet of retail if the entire site were reguided and rezoned. The study indicates that would account for 50% to 56% of the 2020 supportable market. Since there are no other sites of scale within the central area guided or zoned for retail at this time and there has been no new retail development of a large scale since the completion of the Eagan Promenade in 1996, it appears that either scenario could be supportable. • With respect to the Council's observation that the current retail mix in the community is underserved in areas including men's and women's clothing and full -line sporting goods among others, the study confirms that a significant amount of the dollars spent on such goods from the primary market area are spent outside the City. Specific examples of these and other types of businesses Maxfield believes would have the greatest interest in the area are outlined in the conclusions section beginning on page 70 of the report. CSM has received a copy of the study and, while they believe that its findings are conservative and that there may be supportable demand for even more square footage than the study finds, they concur with the general conclusions. Maxfield staff will be present at Tuesday's meeting to respond to any questions the Council may have in this regard. ATTACHMENTS: • Study Request for Proposals on page through • Copy of Maxfield Study enclosed and numbered separately. C9& C) REQUEST FOR PROPOSALS FOR RETAIL MARKET ABSORPTION STUDY EAGAN CENTRAL COMMONS SPECIAL AREA FOR THE CITY OF EAGAN PROPOSALS DUE: 4:30 P.M., OCTOBER 19, 2011 LOCATION: CITY OF EAGAN 3830 PILOT KNOB ROAD EAGAN, MN 55122 -1897 acs I TABLE OF CONTENTS I. PURPOSE OF REQUEST IL INSTRUCTIONS TO PROPOSERS III. PROPOSAL CONTENTS IV. SCOPE OF SERVICES V. SELECTION VI. TERMS AND CONDITIONS r / � REQUEST FOR PROPOSALS EAGAN CENTRAL COMMONS SPECIAL AREA RETAIL MARKET ABSORPTION STUDY I. PURPOSE OF THE REQUEST The City of Eagan is considering a proposed amendment to its Comprehensive Land Use Guide Plan that would redesignate up to 50 acres of property currently guided Major Office to a Retail Commercial designation. The applicant - developer currently contemplates up to 500,000 s.f, of a mix of commercial retail (anchor, junior anchors, small shops and restaurants). In considering the proposal, the City wishes to have the benefit of a third party analysis of whether the current market, or an expanded market that takes destination uses into account, will be able to support additional retail development of this scale at this location, without having a material adverse impact on the other shopping centers within the Central Commons Special Area. Further, the City wishes to understand whether the Central Commons Area would have market support for additional retail development in excess of 500,000 s.f. and whether a development of this scale and character at this location would create gravity or synergies that would enhance the likelihood of that occurring. Detailed information concerning the City's needs is outlined in the following Request for Proposals. II. INSTRUCTIONS TO PROPOSERS A. All proposals should be sent and all questions and correspondence should be directed to: Jon Hohenstein City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 -1897 (651) 675 -5653 B. All proposals must be received no later than 4:30 p.m., Wednesday, October 19, 2011. Three (3) copies of the proposal must be presented. The copies shall be sealed and clearly identified with the proposal name and submittal deadline. C. In order to be considered a valid proposal, each submittal must meet the following requirements: a. Written proposals are the only valid form. Proposals received after 4:30 p.m., Wednesday, October 19, 2011 will be returned unopened. &�5 Verbal proposals will not be permitted. b. A representative of your company who can be held accountable for all representations must sign each proposal. D. The proposal shall be limited to a maximum of ten (10) pages, printed on one side. The proposers may provide additional material, other than that requested by the City, but it may not be considered as part of the selection decision. E. City staff will review the proposals and contact firms by October 21, 2011 to review any additional questions. Selection of a location will occur shortly thereafter. F. Proposers are prohibited from contacting any City Council members or staff for purposes of lobbying to secure this contract. III. PROPOSAL CONTENTS Proposers should provide the following information. A. Identification of Assigned Personnel 1. The name of the person that would be responsible for the management and administration of a contract with the Associations together with a description of that person's experience and qualifications. 2. A statement committing the aforementioned staff to this project. 3. Background information concerning the firm and its ownership, including the number of years in business under this name and any previous affiliations with similar firms. B. Proposer's Detailed Approach to the Scope of Services 1. The proposal shall address in detailed fashion the approach of the proposer to the Scope of Services. 2. Timeline for completion of the study. The maximum shall be 45 days. Consideration will be given in selection to completion timelines shorter than that. C. Basis for Compensation 1. Budget documentation must include the following: a. Estimate of time necessary for each task within the proposed approach to the scope of services, broken out by position and rate. acpq b. Estimate of time and cost per meeting with developer and staff — maximum of two. c. Estimate of out of pocket or third party costs. d. Other expenses. e. Total not to exceed amount for completion of the project. D. Disclosures and Assurances 1. Statement disclosing any known circumstances which may limit the proposer's ability to perform the services requested, including but not limited to conflicts of interest, competing demands or other limitations on timely completion of the work. 2. Insurance Coverage - Documentation of current insurance coverage and limits shall be provided with the proposal. IV. SCOPE OF SERVICES A. General Description The Eagan City Council has directed the retention of a firm to conduct an analysis and prepare a retail market study for the City's Central Commons Special Area that would define the area's capacity to absorb additional retail development. The study is not intended to assess the relationship of potential new development with specific users currently within the area, but to assess the amount of retail development that could be supported in consideration of the potential conversion of up to 50 acres of property currently guided for major office to a retail commercial designation. The site under consideration is the Lockheed Martin property located in the northwest quadrant of Yankee Doodle and Pilot Knob Roads. It would be assumed that the future project at the site would accommodate approximately 500,000 s.f. made up of a mix of commercial retail (anchor, junior anchor, small shops and restaurants). Existing retail properties within the area consist of the Eagan Promenade and surrounding properties, Eagan Town Centre and surrounding properties and Yankee Square Center and surrounding properties. The Council has set an expectation that the future project would deepen the market area for the Central Area, by introducing uses not currently in the City, 1�9s— such that shoppers within the current market area would have the option of getting those goods and services within the City rather than outside of it. In the past, resident surveys and business contacts have suggested interest in additional options for men's and women's clothing and soft goods, full line sporting goods, grocery options not currently in the City, fine dining and additional food and beverage options. The Council has also set the expectation that the project would expand the market area by including one or more attractive anchor uses not currently in the Twin Cities region or rare in the region, such that they would attract shoppers from outside the immediate area and form the basis for combined shopping trips. The expected outcome of the study would be to provide a conclusion and supporting documentation as to whether the market area (defined by the qualifications above) would be able to comfortably absorb: • The proposed addition of 500,000 s.f of retail development, • A level of additional retail development greater than 500,000 s.f. or • A level of additional retail development less than 500,000 s.f.? B. Service Elements and Deliverables The successful proposer will provide the following services and deliverables: 1. Execute a service agreement and commence work promptly following selection. 2. Meet with City staff and the applicant - developer to define and confirm assumptions for project. The meeting with the developer will be with City staff present and for the sole purpose of defining and confirming assumptions regarding the type and scale of the intended retail uses and users and such other information as may be necessary for the firm to proceed with the project. A certification to that effect shall be included within the final report. Complete all tasks and deliver completed report to the City within 45 days of the execution of the service agreement or such other shorter term as may be agreed to. V. SELECTION A. The City reserves the right to reject any or all proposals, and is not bound to accept the lowest cost proposal if that proposal is contrary to the best interests of the organizations. B. The proposals will be evaluated by the Eagan City staff. ao(R C. Selection of the firm to be considered shall be based upon the following criteria: The firm's approach to and understanding of the City's needs as demonstrated in the proposal. 2. The qualifications of the firm's staff and staff's experience with similar proj ects. 3. The firm's demonstrated ability to serve similar clients effectively and within budget. 4. The firm's demonstrated understanding of the scope of work and deliverables. 5. Timeline for completion of the study. 6. The cost of the services. VI. TERMS AND CONDITIONS A. The City reserves the right to cancel or amend the request for proposals at anytime, to determine the successful respondent and to reject any or all proposals. B. The City shall not be liable for any costs incurred by the firm in responding to this request. C. A contract will be executed between the successful respondent and City of Eagan. It is anticipated that the contract will include the successful firm's proposal and that the specifications of this request, including the Terms and Conditions set forth herein, will be incorporated in the contract. D. The City shall pay the selected facility for the proposed services on the basis of the approved fee or fee schedule outlined in the proposal. E. If, for any reason, the selected firm shall fail to fulfill the obligations under the contract in a timely and proper manner, the City reserves the right to terminate the contract by specifying the date of termination in a written notice to the firm at least thirty (30) calendar days before the termination date. In this event, the firm shall be entitled to just and equitable compensation only for any services satisfactorily provided to that time. F. No officer or representative of the City who exercises any responsibilities in the review, approval or carrying out of the proposal or contract shall participate in any decision which affects his or her direct or indirect personal or financial interest. Firm: RATING FORM CITY OF EAGAN CENTRAL COMMONS SPECIAL AREA RETAIL MARKET STUDY REQUEST FOR PROPOSALS A. Identification of Assigned Personnel 1. The name of the person that would be responsible for the management and implementation of a contract with the City together with a description of that person's experience and qualifications. 2. A statement committing the aforementioned staff to this project. 3. Background information concerning the firm and its ownership, including the number of years in business under this name and any previous affiliations with similar facilities. B. Proposer's Detailed Approach to the Scope of Services 1. The proposal shall address in detailed fashion the approach of the firm to the Scope of Services. 2. Timeline for completion of the study. C. Basis for Compensation 1. Budget documentation must include the following: a. Estimate of time necessary for each task within the proposed approach to the scope of services, broken out by position and rate. b. Estimate of time and cost per meeting with developer and staff — maximum of two. c. Estimate of out of pocket or third party costs. d. Other expenses. e. Total not to exceed amount for completion of the project. D. Disclosures and Assurances 1. Statement disclosing any known circumstances which may limit the proposer's ability to perform the services requested, including but not C �( limited to conflicts of interest, competing demands or other limitations on timely completion of the work. 2. Insurance Coverage - Documentation of current insurance coverage and limits shall be provided with the proposal. AGENDA CITY OF EAGAN REGULAR MEETING OF THE ECONOMIC DEVELOPMENT AUTHORITY EAGAN MUNICIPAL CENTER DECEMBER 20, 2011 A. CALL TO ORDER B. ADOPT AGENDA C. CONSENT AGENDA 1. APPROVE EDA Minutes D. OLD BUSINESS E. NEW BUSINESS 1. AUTHORIZE Distribution of RFP for Limited Site Investigation at 3955 Cedarview Drive and AUTHORIZE Submittal MN Petrofund Application for LSI Costs F. OTHER BUSINESS G. ADJOURN Q76 Agenda Information Memo Eagan Economic Development Authority Meeting December 20, 2011 NOTICE OF CONCURRENT ACTIONS The Council acting as the Board of Commissioners of the Economic Development Authority ( "EDA ") may discuss and act on the agenda items for the EDA in conjunction with its actions as a Council. A. CALL TO ORDER ACTION TO BE CONSIDERED: To convene a meeting of the Economic Development Authority to run concurrent with the City Council meeting. B. ADOPT AGENDA ACTION TO BE CONSIDERED: To adopt the Agenda as presented or modified. C. CONSENT AGENDA ACTION TO BE CONSIDERED: To approve the Consent Agenda as presented or modified. 1. APPROVAL OF M UTES -The minutes of the December 6, 2011 EDA meeting are enclosed on page z -, tl — _ sa-7 a71 MINUTES OF A MEETING OF THE EAGAN ECONOMIC DEVELOPMENT AUTHORITY Eagan, Minnesota DECEMBER 6, 2011 A meeting of the Eagan Economic Development Authority was held on Tuesday, December 6, 2011 at the Eagan Municipal Center. Present were President Maguire, Commissioner Fields, Commissioner Bakken, Commissioner Hansen and Commissioner Tilley. Also present were Executive Director Hedges, Community Development Director Hohenstein and City Attorney Dougherty. CALL TO ODER President Maguire called the Economic Development Authority meeting to order. ADOPT AGENDA Commissioner Tilley moved, Commissioner Bakken seconded a motion to approve the agenda as presented. Aye: 5 Nay: 0 CONSENT AGENDA Commissioner Bakken moved, Commissioner Fields seconded a motion to approve the Consent Agenda as presented. Aye: 5 Nay: 0 It was recommended to approve the minutes of the October 18, 2011 EDA meeting as presented. OLD BUSINESS There were no Old Business items. NEW BUSINESS CEDAR GROVE REDEVELOPMENT AREA ALTA SURVEY Community Development Director Hohenstein introduced the item. Commissioner Bakken moved, Commission Tilley seconded a motion to authorize the preparation of an America Land Title Association (ALTA) Survey by RLK, Inc. for the Cedar Grove Redevelopment Area. Aye: 5 Nay: 0 OTHER BUSINESS There were no Other Business items. 'Z7(�� ADJOURNMENT Commissioner Hansen moved, Commissioner Tilley seconded a motion to adjourn the meeting. Aye: 5 Nay: 0 Date Thomas Hedges, Executive Director a-7-5 Economic Development Authority Agenda Information Memo December 20, 2011 E. NEW BUSINESS 1. AUTHORIZE A REQUEST FOR PROPOSAL FOR A LIMIT SITE INVESTIGATION AT THE FORMER LARSON AUTOMOTIVE PROPERTY AND AUTHORIZE SUBMITTAL OF MN PETROFUND APPLICATION ACTION TO BE CONSIDERED To authorize a Request for Proposals to conduct a Limited Site Investigation (LSI) at 3955 Cedarview Drive (former Larson Automotive Property) in the Cedar Grove Redevelopment Area, and, authorize submittal of a MN Petrofund application for partial reimbursement of LSI costs. FACTS: • In early 2011, the Eagan EDA completed acquisition of the former Larson Automotive building located at 3955 Cedarview Drive in the Cedar Grove Redevelopment Area. During March -April of 2011, Braun Intertec completed a Phase II environmental study to investigate a recognized environmental concern identified in a 2005 Phase I report. • The Phase II investigation revealed a diesel range organic (DRO) was present in the groundwater at the subject site. The release was reported to the State Duty Officer on March 29, 2011 and the MPCA will require a Limited Site Investigation (LSI) be completed to further evaluate the extent and magnitude of the groundwater impacts. • The LSI cannot be completed until the building is demolished so that potential sources of the release can be identified under the building. The building has been readied for demolition. • The City can receive up to 90% reimbursement of the LSI from the Petrofund managed by the State Department of Commerce, provided at least two competitive bids for the service are obtained. • City Staff will prepare the necessary Request For Proposals documents required by the Petrofund subsequent to authorization by the EDA and apply for Petrofund reimbursement when the investigation is complete. ATTACHMENTS: Location Map on pag -! � 1 V Location Map L n ak Fort Snelling State Park r.ak.. Da.ai..Ra .� i D71ffl.r Rd � � crnRa Map Area Extent . �tSp G J P O Q 0� h SILVER BELL RD SILVER BELL Z K 0 a Subject Site GOLD L; �a P� �QP G 0 G a P p Woodhaven Park C del P P O 9 2 R T D Y G� P SAPPHI 5 � t�'O 09 Q Op Feet 0 500 1,000 2,000 Legend 3955 Cedarview Dr. ,.1i. City Boundary Parcels Parks / Buildings N City of Evan -7 9— Agenda Information Memo Eagan Economic Development Authority Meeting December 20, 2011 F. OTHER BUSINESS There is no other business to come before the EDA at this time. G. ADJOURNMENT ACTION TO BE CONSIDERED To adjourn the Economic Development Authority meeting. ,�;-7�