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01/17/2012 - City Council Regular AGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING JANUARY 17, 2012 6:30 P.M. I. ROLL CALL AND PLEDGE OF ALLEGIANCE '1 3 II. ADOPT AGENDA III. RECOGNITIONS AND PRESENTATIONS IV. CONSENT AGENDA (Consent items are acted on with one motion unless a request is made for an item to be pulled for discussion) 4 A. APPROVE MINUTES f), B. PERSONNEL ITEMS C. APPROVE Check Registers p 17 D. DIRECT Greater MSP Operational Protocols to Council Finance Committee for Review p 3 E. APPROVE Extension of Conditional Use Permit and Variance (Spectrum Business Park) — Bricks and Mortar F. DIRECT preparation of an Ordinance Amendment to City Code Chapter 10 relative to Special Assessments for refuse removal, diseased tree removal, mowing and noxious weed abatement, false alarm fees and board -ups 13-5 G. APPROVE Tree Maintenance Contractor License for Aspenwall Tree Service Inc. -P.31a H. APPROVE Tree Maintenance Contractor License for Rainbow Tree Care ?37 I. APPROVE Contracts for three food catering providers for the Eagan Community Center '1 and Authorize the Mayor and City Clerk to execute the appropriate documents ` ' J. APPROVE a contract for one alcohol catering provider for the Eagan Community Center and authorize the Mayor and City Clerk to execute the appropriate documents 4 4) K. PRESENT Feasibility Report for Project 1066 (Coventry 1st & 2 Additions/ Country Hollow — Street Overlay) and Schedule Public Hearing (February 21, 2012) e43 L. PRESENT Feasibility Report for Project 1069 (Cliff Ridge — Street Overlay) and Schedule Public Hearing (February 21, 2012) P. 44 M. PRESENT Feasibility Report for Project 1070 (Oak Chase 4 (Oak Chase Circle) — Street Overlay) and Schedule Public Hearing (February 21, 2012) PL) N. Present Feasibility Report for Project 1071 (Signal Point/ Knob Hill — Street Overlay) and Schedule Public Hearing (February 21, 2012) f O. Present Feasibility Report for Project 1072 (Boulder Ridge (Heine Court) — Street Overlay) and Schedule Public Hearing (February 21, 2012) f. LI 7 P. PRESENT Feasibility Report for Project 1075 (Great Oaks Lane/ Great Oaks Circle — Street Overlay) and Schedule Public Hearing (February 21, 2012) e.,4g Q. APPROVE Project 1082 (2012 Water Quality /Storm Sewer Improvements — Pond Sediment Removal) and Authorize Preparation of Plans and Specifications by Barr Engineering Co. 06 R. APPROVE Project 1087 (City -Wide Inflow & Infiltration Reduction — Sanitary Sewer Improvements) and Authorize Preparation of Plans and Specifications by SEH Inc. V. PUBLIC HEARINGS {?S0A. VARIANCE — Ballantrae Apartments - A Variance to the side yard setback for garages and a Variance to reduce the number of enclosed garage stalls required by City Code located at 3800 Ballantrae Road - B. CONSIDER Drainage & Utility Easement Vacations — Ballantrae Apartments D 7 C PROJECT 1057 (Highview Acres — Street Overlay) -`- D. PROJECT 1058 (Oslund Timberline (Pine Ridge Drive) — Street Overlay) e. 113 E. PROJECT 1062 (Kings Wood/ Cutters Ridge/ Sherwood Downs — Street Overlay) F. PROJECT 1073 (Wescott Road (Denmark to 600' East of Lexington)/ Glacier Drive — Street f. ) 5I Overlay) ff toi VI. CITY ORGANIZATIONAL BUSINESS A. ACTING MAYOR B. OFFICIAL LEGAL NEWSPAPER C. CITY COUNCIL MEETING SCHEDULE D. COUNCIL MEETING PROCEDURES E. STANDING COMMITTEE APPOINTMENTS / REPRESENTATIVE APPOINTMENTS VII. OLD BUSINESS VIII. NEW BUSINESS IX. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE X. ECONOMIC DEVELOPMENT AUTHORITY (There are no EDA items to be considered at this time) XI. ADMINISTRATIVE AGENDA A. City Attorney :J B. City Council Comments C. City Administrator D. Director of Public Works E. Director of Community Development XII. VISITORS TO BE HEARD (for those persons not on the agenda) XIII. CLOSED SESSION IV. ADJOURNMENT 4 City of Eapli memo TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JANUARY 13, 2011 SUBJECT: AGENDA INFORMATION FOR JANUARY 17, 2012 CITY COUNCIL MEETING ADOPT AGENDA After approval is given to the January 17, 2012 City Council agenda, the following items are in order for consideration. 3 Agenda Information Memo January 17, 2012 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 January 3, 2012 Regular City Council meeting and the minutes of the December 13, 2011 Special City Council meeting as presented or modified. ATTACHMENTS: • Minutes o the January 3, 2012 Regular City Council meeting are enclosed on pages 5 through )U . • It inutes of the December 13, 2011 Special City Council meeting are enclosed on pages / through 1,5 . MINUTES OF A REGULAR MEETING OF THE DRAFT EAGAN CITY COUNCIL Eagan, Minnesota JANUARY 3, 2012 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Mayor Maguire, Councilmembers Bakken, 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 20, 2011 at 6:30 p.m. at the Eagan Municipal Center. Present were Mayor Maguire, Councilmembers Bakken, 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, Communications Director Garrison, Director of Parks and Recreation Johnson, Public Works Director Colbert, City Engineer Matthys, Police Chief McDonald and Fire Chief Scott. City Councilmember Fields was not present. AGENDA City Administrator Hedges added Consent P. to the agenda; changing the first Council meeting date in February. Councilmember Baken moved, Councilmember Hansen seconded a motion to approve the agenda as amended. Aye:4 Nay: 0 CONSENT AGENDA Councilmember Tilley moved, Councilmember Hansen seconded a motion to approve the Consent Agenda as amended. Aye: 4 Nay: 0 A. It was recommended to approve the minutes of the December 20, 2011 regular City Council meeting as presented B. PERSONNEL ITEMS 1. It was recommended to approve the hiring of Sheen Yang for the Code Enforcement/Property Maintenance Technician position in the Community Development Department 2. It was recommended to approve the hiring of seasonal/temporary employees in Parks & Recreation, Utilities and Engineering 3. It was recommended to approve the hiring of Jon Eaton for the Utilities Superintendent position 4. It was to acknowledge the resignation/retirement notice of Tom Colbert, Director of Public Works and authorize replacement of the position C. It was recommended to approve Check Registers dated December 15, 2011 and December 22, 2011 as presented D. It was recommended to approve Agreement with Diamond Officials of Eagan Umpires Association E. It was recommended to approve Agreement with Suburban Officials Association F. It was recommended to approve Agreement with Metro Volleyball Officials Association G. It was recommended to approve a 2012 Promotion at the Eagan Community Center and Cascade Bay for Military Families H. It was recommended to present Feasibility Report for Project 1063 (Chatterton — Street Overlay) and schedule Public Hearing (February 8, 2012) I. It was recommended to present Feasibility Report for Project 1064 (Hills of Stonebridge 2 & 3 Additions — Street Overlay) and schedule Public Hearing (February 8, 2012) J. It was recommended to present Feasibility Report for Project 1067 (Hawthorne — Street Overlay) and schedule Public Hearing (February 8, 2012) K. It was recommended to present Feasibility Report for Project 1068 (Lexington Pointe 1 & 2 Additions — Street Overlay) and schedule Public Hearing (February 8, 2012) L. It was recommended to present Feasibility Report for Project 1077 (Northview Park Road/Braddock Trail / Elrene Road — Street Overlay) and schedule Public Hearing (February 8, 2012) M. It was recommended to authorize RFP Franchise Attorney 5 City Council Meeting Minutes DRAFT January 3, 2012 2 page N. It was recommended to approve an Ordinance establishing the Coachman Oaks Housing Improvement Area, a Resolution imposing fees on housing units within the Coachman Oaks Housing Improvement Area and a Development Agreement between the City and the Association — City of Eagan O. It was recommended to approve Change in Management on the On -Sale 3.2 percent Malt Liquor (Beer) and Wine License for Smashburger acquisition - Minneapolis, LLC DBA Smashburger P. APPROVE February 8, 2012 as the first City Council meeting in February due the Precinct Caucuses Consent items H. through L were pulled and the scheduled public hearing date of February 7 was changed to February 8, 2012. PUBLIC HEARINGS PROJECT 1076 SLATER ROAD/WHISPERING WOODS 4 & 5 ADDITIONSL — STREET OVERLAY City Administrator introduced the item regarding Project 1076, Slater Road/Whispering Woods 4 and 5 Additions street improvements. Director of Public Works Colbert gave an overview of the City's payment management program. City Engineer Matthys provided an overview of the feasibility study and proposed improvements. Mayor Maguire opened the public hearing. There being no comment, he turned the discussion back to the Council. Councilmember Hansen moved, Councilmember Tilley seconded a motion to approve Project 1076, Slater Road/Whispering Woods 4 Additions street improvements as presented and authorize the preparation of detailed plans and specifications. Aye: 4 Nay: 0 PROJECT 1061 S & W INDUSTRIAL — STREET OVERLAY City Administrator Hedges introduced the item regarding Project 1061, S & W Industrial Acres, Sibley Court street improvements. City Engineer Matthys provided an overview of the feasibility study. Mayor Maguire opened the public hearing. There being no comment, he turned the discussion back to the Council. Councilmember Bakken moved, Councilmember Tilley seconded a motion to approve Project 1061, S & W Industrial Acres, Sibley Court street improvements as presented and authorize the preparation of detailed plans and specifications. Aye: 4 Nay: 0 PROJECT 1060 TESSERACT PLACE — STREET OVERLAY City Administrator Hedges introduced the item regarding Project 1060, Tesseract Place street improvements. City Engineer Matthys provided an overview of the feasibility study. Mayor Maguire opened the public hearing. There being no comment, he turned the discussion back to the Council. Councilmember Tilley moved, Councilmember Hansen seconded a motion to approve Project 1060, Tesseract Place street improvements as presented and authorize the preparation of detailed plans and specifications. Aye: 4 Nay: 0 OLD BUSINESS There are no items at this time. City Council Meeting Minutes DR AFT' January 3, 2012 3 page NEW BUSINESS CONDITIONAL USE PERMIT — STEININGER PROPERTY City Administrator Hedges introduced the item regarding conditional use permits to allow outdoor storage of contractor equipment and trailers; and to allow truck and trailer repair and service on property located at 829 Aldrin Drive. City Planner Ridley gave a staff report and provided background information. The applicant was present to answer questions from staff or Council. Councilmember Bakken moved, Councilmember Tilley seconded a motion to approve a conditional use permit to allow outdoor storage of contractor equipment and trailers on property located at 829 Aldrin Drive subject to the following conditions. Aye: 4 Nay: 0 1. This conditional use permit replaces any prior CUP's issued for the property and shall be recorded at Dakota County within 60 days of approval by the City Council, and proof of recording submitted to the City. 2. The outdoor storage shall be limited to a maximum of 32 trailers plus construction related equipment, per the index provided by the applicant dated November 15, 2011, and contractor storage, located in the outdoor storage areas as identified on the site plan received November 15, 2011. 3. The contractor storage items shall be limited to the items identified in the list provided by the applicant dated December 6, 2011. 4. The storage areas and items stored shall be maintained in an orderly fashion. 5. The proposed outdoor storage areas shall be surfaced with recycled asphalt aggregate no later than August 1, 2012. If recycled asphalt aggregate is used for the outdoor storage areas, the site will be subject to periodic review by City staff and adequacy of the material to control dust and drainage. The first review will occur two years following approval of this permit. If the material is determined to be inadequate, the City will require that it be replaced with bituminous asphalt. 6. The outdoor storage areas shall not be surfaced with gravel base, Class V or otherwise. 7. All parking and storage areas shall be properly maintained to prevent deterioration. 8. The existing CUP approved October 4, 1994, terminates upon recording of this CUP. Councilmember Bakken moved, Councilmember Tilley seconded a motion to approve truck and trailer repair and service on property located at 829 Aldrin Drive subject to the following conditions. Aye: 4 Nay: 0 1. This conditional use permit shall be recorded at Dakota County within 60 days of approval by the City Council, and proof of recording submitted to the City. 2. Truck and trailer repair shall not occur outside the building. CONDITIONAL USE PERMIT AND ITERIM USE PERMIT — ASPEN WASTE SYSTEMS City Administrator Hedges introduced the item regarding a conditional use permit to allow outdoor storage of trucks and waste containers upon the property and an interim use permit to allow outdoor storage of trucks, trailers, equipment and materials of a lawn care service business upon property located at 3259 Terminal Drive. City Planner Ridley gave a staff report and provided background information regarding the improvements included in Phase 1 and Phase 2. Councilmember Bakken moved, Councilmember Tilley seconded a motion to approve a conditional use permit to allow outdoor storage of trucks and waste containers upon property located at 3259 Terminal Drive subject to the following conditions. Aye: 4 Nay: 0 1. This conditional use permit shall be recorded at Dakota County within 60 days of approval by the City Council. 2. A revised Site Plan identifying the Phase 1 and Phase 2 container storage shall be provided prior to release of this permit for recording. 3. The outdoor storage shall be limited to the number and type of items shown on the site plan and all containers and vehicles to be empty when stored on site. 7 City Council Meeting Minutes T January 3, 2012 DR AFT 4 page 4. The storage area shall be maintained in an orderly fashion. 5. All parking and storage areas shall be properly maintained to prevent deterioration. 6. Trash containers shall be relocated indoors or, alternatively, a trash enclosure to contain and screen dumpsters may be constructed consistent with the requirements of the City Code. 7. All signage should be consistent with City Code requirements and design standards. 8. A building permit is required for the masonry block screen wall. 9. Fabric mesh attached to the chain link fence shall be used for screening in place of slats. The fabric shall be kept in premium condition, and replacement of the fabric cover shall occur immediately if it falls into disrepair. 10. The applicant shall install fifteen Category A trees and thirteen Category B trees, per approved Tree Preservation Plan, as fulfillment of Tree Preservation requirements. 11. The applicant shall protect the preserved woodlands and individual tree's critical root zones through the placement of required Tree Protective measures (i.e. orange colored silt fence or 4 foot polyethylene laminate safety netting), to be installed at a drip line or at the perimeter of the Critical Root Zone, whichever is greater, of significant trees /woodlands to be preserved on -site. 12. The applicant shall contact the City Forestry Division and set up a pre - construction site inspection at least five days prior to the issuance of the grading permit to ensure compliance with the approved Tree Preservation Plan and placement of the Tree Protection Fencing. 13. The applicant shall obtain a grading permit from the City prior to the reconstruction of the proposed outdoor storage and parking areas. Detailed plans for this grading work must be prepared and signed by a registered professional engineer. 14. If a recycled bituminous surface is used for the outdoor storage areas, the site will be subject to periodic review by City staff for adequacy of the material to control dust and drainage. The first review will occur two years following approval of this permit. If the material is determined to be inadequate, the City will require that it be replaced with bituminous asphalt. 15. This development shall manage storm water and protect water quality from the new outdoor storage /parking areas by meeting requirements for design standards, minimizing impervious surface area and maximizing infiltration and retention, acceptable complementary storm water treatments, storm water treatment ponds, regional ponds, and maintenance of private storm water facilities in accordance with the current City post construction storm water regulations. 16. The applicant shall verify with the City, during /after construction, that subsoil within all proposed infiltration areas (i.e., grassed swale, rain garden) is loosened to a depth of 24' or greater, to a maximum compaction density per standard tests. 17. The applicant shall be required to plug the drain tile that is proposed to be open for one year to allow plants to become established in the swale, and verify with the City that this work has been done. 18. The applicant shall use weed/seed -free compost mixed with sand versus topsoil before planting and seeding the infiltration areas, due to unknown amounts of clay /fine soil in the topsoil and to discourage premature plugging of the infiltration capacity. 19. The applicant shall be required to provide the City its considerations for incorporating a containment area or structure to pre -treat or collect gravel material in runoff before it enters and becomes deposited in the infiltration area. This will help extend the functional life of the infiltration area. Consideration also shall be provided regarding a pre - treatment area or structure for the asphalt runoff. 20. The applicant shall be responsible for annual inspection and maintenance of the stormwater features (clean out sedimentation, replenish or replace subsoils as needed to maintain infiltration and functionality, etc.) and for providing the City documentation of these activities (e.g. copies of inspection reports, invoices for work completed, etc.) 21. If the initial construction of 28 parking stalls is not adequate to handle actual on -site car parking needs, additional parking stalls in the proof of parking area shall be installed. 22. Construction block of wall will be added with the construction of the office building and consist of the same Material. Mayor Maguire asked for a motion to reconsider Condition No. 3.of the CUP by including "...all containers and vehicles to be empty when stored on site ". Councilmember Bakken moved, Councilmember Tilley seconded a motion to approve a conditional use permit to allow outdoor storage of trucks and waste containers upon property located at 3259 Terminal Drive subject to the conditions as most recently amended. Aye: 4 Nay: 0 City Council Meeting Minutes January 3, 2012 .; R 5 page Councilmember Bakken moved, Councilmember Tilley seconded a motion to approve a interim use permit to allow outdoor storage of trucks, trailers, equipment and materials of a lawn care service business upon property located at 3259 Terminal Drive, subject to the following conditions. Aye: 4 Nay: 0 1. This interim use permit shall be recorded at Dakota County within 60 days of approval by the City Council. 2. This interim use permit shall terminate upon the earlier of May 31, 2015 or the existing lawn service tenant vacating the property. 3. A revised Site Plan identifying the type and number or quantity of specific items to be stored, and delineating the area in which they will be stored, shall be provided prior to release of this permit for recording. 4. The outdoor storage shall be limited to the number and type of items shown on the revised Site Plan. 5. The storage area shall be maintained in an orderly fashion. 6. All parking and storage areas shall be properly maintained to prevent deterioration. 7. Trash containers shall be relocated indoors or alternatively, a trash enclosure to contain and screen dumpsters may be constructed consistent with the requirements of the City Code. DOMESTIC PARTNER REGISTRATION City Administrator Hedges introduced the item regarding an ordinance amendment to Chapter 2 of the Eagan City Code relative to domestic partner registration. Hedges gave background on the item noting that on December 20, 2011 the City Council gave direction to the City Attorney to draft an ordinance amendment and resolution adopting fees for the registration. Hedges also noted staff collected data from communities who have adopted domestic partnership registration, as well as the League of Minnesota Cities. There was brief discussion by Council regarding the registration process associated with the ordinance amendment. Tim Lewis, 990 Kensington Trail, questioned the benefits to the City of such an ordinance. Phil Duran, representing Outfront Minnesota, spoke on the benefits of the ordinance regarding health care, insurance and emergency notification to the registrants. Councilmember Hanson moved, Councilmember Tilley seconded a motion to approve an ordinance of the City of Eagan, Minnesota, amending Eagan City Code Chapter 2 entitled "Administration and General Government" by adding Sec. 2.82 regarding Domestic Partnership Registration; and by adopting by reference Eagan City Code Chapter 1 and Sec. 2.99 of the State of Minnesota, and to direct the City Attorney to publish the ordinance. Aye: 4 Nay: 0 Councilmember Bakken moved, Councilmember Hansen seconded a motion to approve a resolution adopting fees in connection with domestic partnership registration. Aye: 4 Nay: 0 LEGISLATIVE /INTERGOVERNMENTAL AFFAIRS UPDATE There were no items to be discussed. DIRECTOR OF COMMUNITY DEVELOPMENT COMMENTS Director of Community Development Hohenstein asked to return to New Business item B. Conditional Use Permit and Interim Use Permit for Aspen Waste Systems for reconsideration. VISITORS TO BE HEARD There were no visitors to be heard. 9 City Council Meeting Minutes _ R A CT N January 3, 2012 6 page ADJOURNMENT Councilmember Tilley moved, Councilmember Bakken seconded a motion to adjourn the meeting at 7:35 p.m. Aye: 5 Nay: 0 Date Mayor City Clerk /0 MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, DECEMBER 13, 2011 5:30 P.M. EAGAN ROOM — EAGAN MUNICIPAL CENTER City Council members present: Mayor Maguire, Councilmembers Bakken, Fields and Tilley. Councilmember Hansen was not present. City Staff present: City Administrator Hedges, Assistant City Administrator Miller, Director of Administrative Services VanOverbeke, Public Works Director Colbert, Parks and Recreation Director Seydelll Johnson, Community Development Director Hohenstein, Superintendent of Operations Mesko, Communications Director Garrison, and City Clerk Scipioni. I. ROLL CALL AND ADOPTION OF THE AGENDA Councilmember Tilley moved, Councilmember Bakken seconded a motion to adopt the agenda as presented. Aye: 3 Nay: 0 (Councilmember Fields not yet present) II. VISITORS TO BE HEARD There were no visitors to be heard. III. REVIEW PROCESS FOR CONSIDERING SPECIAL EVENT PERMITS City Administrator Hedges introduced the item, noting that the City has been experiencing an increasing number of requests for park permits to host 5K runs, charity walks and bike events. Hedges noted that the Council directed staff in September to research regulations needed to safely allow runs, walks, bike rides, and similar events throughout the City. Councilmember Fields arrived at 5:40 p.m. Parks and Recreation Director Seydell Johnson provided an overview of the research conducted by staff, and highlighted public policy questions associated with the proposed creation of a special events permit. The City Council discussed the proposed special event permit criteria and fees. The Council requested that additional clarity be provided by the City Attorney's office regarding the definition of non - moving assemblages. The Council directed the City Attorney's office to proceed with an ordinance amendment to create the special event permit. The Council directed that the special event permit process be handled administratively (by staff), with an option to appeal to the City Council. 11 Special City Council Minutes December 13, 2011 Page 2 IV. 2011 EAGAN BUSINESS SURVEY RESULTS City Administrator Hedges introduced the item, noting that the most recent business survey was conducted this August - October, and unlike previous surveys that involved random samples and scheduled phone interviews, the 2011 survey was conducted online, resulting in a cost savings of approximately $17,000. Communications Director Garrison summarized the survey findings and stated that 1,900 Eagan businesses were invited in writing to access the web link to take the confidential survey. Garrison noted the survey response rate was 10 %, which was stated as being a typical response rate for online surveys. Dakota County Regional (DCR) Chamber Executive Director Ruthe Batulis commented on the findings and thanked the City for facilitating the survey. The City Council discussed the survey results and opportunities for further partnership with the DCR Chamber of Commerce. The Council requested that a summary of the survey be prepared for the public. V. BUSINESS LICENSES AND PERMITS City Administrator Hedges introduced the item noting that staff has undertaken a review of existing business licenses and permit ordinances. Director of Administrative Services VanOverbeke and City Clerk Scipioni presented a summary of the review, including: 1.) Public policy questions/housekeeping items needed to maintain consistency between the City Code and current practices and policies; 2.) Licenses that could be approved administratively; and, 3.) Licensing requirements that could be discontinued, if desired by the City Council. The City Council discussed the public policy questions associated with the business licenses and permits. The Council directed that staff proceed with the following amendments: • Chapter 5, Alcoholic Beverages —The Council directed staff to prepare an ordinance amendment to authorize the City to issue Temporary Wine Festival Licenses. The Council also directed that Section 5.13 and 5.52 be made consistent with State Statute. • Chapter 6.31, Dance Halls —The Council directed staff to prepare an ordinance amendment to change the definition of a dancehall to include only those establishments operating exclusively as a dancehall. • Chapter 6.32, Shows —The Council provided direction that the shows license requirements should be changed to include only large public events; however, requested that staff do additional research to define large, public events, as they do not want to begin licensing ongoing theater events in the community, or school or church carnivals. • Chapter 6.36, Solicitors —The Council directed staff to prepare an ordinance amendment to require a vendor permit and not a transient merchant permit for transient merchants located within City parks. • Chapter 6.37, Garbage, Refuse and Recycling Haulers —The Council directed staff to prepare an ordinance amendment to continue to require insurance throughout the haulers' licensing period, but without specifying a policy expiration date. a Special City Council Minutes December 13, 2011 Page 3 • Chapter 6.45, Pawnshop —The Council directed staff to prepare an ordinance amendment that would grant authority to the Police Chief's designee to notify pawnshops when an item should not be sold. • Chapter 6.46, Paintball Sport Facility —The Council directed staff to prepare an ordinance amendment to specify that a paintball facility license is meant for commercial properties, not residential. The City Council reviewed licenses that are current approved by the City Council, but could be approved administratively (by staff). The Council directed staff to proceed with administrative approval of the following licenses: Tobacco, Garbage and Recycling Hauler, Massage Therapy Establishments, Pet Shops, Tree Maintenance Contractors, Motorized Golf Carts, Pigeon, and Kennel. The Council directed that the licenses provide the right for a person to appeal to the Board of Appeals and Adjustment (City Council) if a license is denied administratively. The City Council reviewed licenses that were proposed to be discontinued. The Council directed staff to prepare an ordinance amendment to remove the licensing requirements for Mechanical Amusement Devices (but keep the regulations in Section 6.30), Stables, and Golf Driving Ranges. VI. OTHER BUSINESS There was no other business. VII. ADJOURNMENT Councilmember Tilley moved, Councilmember Bakken seconded a motion to adjourn the meeting at 7:15 p.m. Aye: 4 Nay: 0 ) Agenda Information Memo January 17, 2012 Eagan City Council Meeting B. PERSONNEL ITEMS Item 1. ACTION TO BE CONSIDERED: To amend the City Personnel Policy Section 15.1 Funeral Leave from two (2) days to three (3) days paid bereavement leave as of 1/1/2012. FACTS: • The proposed change would modify the Funeral Leave policy from two (2) days to three (3) days funeral leave in the case of death of a regular employee's immediate family not to exceed a total of 24 hours. • This change is consistent with current contract language the City previously approved in all four labor agreements. Item 2. ACTION TO BE CONSIDERED: Approve the hiring of Darrin Bramwell for the Fire Marshal position in the Fire Department. FACTS: • Darrin Bramwell is currently the Fire Inspector who has been the Acting Fire Marshal since the position's vacancy. • On November 15, 2011, Council approved re- filling of the Fire Marshal position. Item 3. ACTION TO BE CONSIDERED: Authorize replacement of the position of Fire Inspector. FACTS: • Fire Inspector Darrin Bramwell was promoted to Fire Marshal. • Two part-time temporary Fire Inspectors are currently filling the Fire Inspector vacancy, not exceeding 40 hours per week collectively. Item 4. ACTION TO BE CONSIDERED: Accept the retirement of Kristi Peterson, IT Manager, and authorize her replacement. • Kristi Peterson submitted her resignation effective February 29, 2012. • She will be retiring after 25 years of service to the City of Eagan. Item 5. ACTION TO BE CONSIDERED: Approve the hiring of Seasonal Employees in Parks & Recreation: Name Division Job Title Wayne St. Martin Parks Seasonal Parks Maintenance Worker Steven Kellogg Parks Winter Recreation Leader Item 6. ACTION TO BE CONSIDERED: Approve the following reclassifications in the Fire Department; Fire Inspector, Fire Chief, Deputy Fire Chief, Fire Marshal. FACTS: • The City periodically conducts external market analysis to determine the wages in comparable cities with similar positions. Since the full time Fire Chief was hired in 2006, the compensation of the above named positions has not been studied. • City staff compiled and analyzed compensation data from comparable cities and reviewed the City's Compensation Plan and Classification Data with positions with similar job classifications and recommends the following changes: o Fire Inspector from Level 8 to Level 9 o Fire Chief from Level 16 to Level 17 o Deputy Fire Chief from Level 11 to Level 14 o Fire Marshal from Level to Level 11 • Effective date of change; January 15, 2012 to coincide with the pay period. • Adequate funds are included in the contingency account in the 2012 budget to finance these changes; estimated cost will be approximately $15,000. Agenda Information Memo January 17, 2012 Eagan City Council Meeting C. RATIFY CHECK REGISTERS ACTION TO BE CONSIDERED: To ratify the check registers dated December 29, 2011 and January 5, 2012 as presented. ATTACHMENTS: • Check registers dated December 29, 2011 and January 5, 2012 are enclosed without page number. Agenda Information Memo Eagan City Council Meeting Consent Agenda January 17, 2012 D. DIRECT GREATER MSP OPERATIONAL PROTOCOLS TO COUNCIL FINANCE COMMITTEE FOR REVIEW ACTION TO BE CONSIDERED: To direct a review of the Greater MSP Operational Protocols to the Finance Committee. FACTS: > The City of Eagan is an investor and participant in Greater MSP, the regional economic development entity that has been formed in response to an Itasca Project study that identified the need for the Twin Cities to have a unified brand, marketing and point of contact for businesses interested in growing or locating in the region. > As the organization is getting established, it has formed a Partner Advisory Council and several work groups to address a range of tasks including outlining a set of operational protocols for Greater MSP staff and its partner organizations, marketing and product improvement. ➢ At this time, they have asked the partners to review and provide input on the operational protocols. Since the protocols overlap with local economic development policies and practices, it will be worthwhile for the City Council to review the protocols in that regard. Since a number of the aspects of the protocols relate to business finance incentives and staff is proposing that the review begin at the Finance Committee to determine whether any recommendations for policy or practical changes may be necessary. ATTACHMENTS: j > Draft protocols on pages ! through 3D /7 GREATER >MSP Minneapolis Saint Paul Regional Economic Development Partnership (GREATERMSP) Operating Principles and Protocols Background: The MSP Regional Economic Development Partnership The GREATERMSP is a Private - Public Partnership (501C3), funded by business, institutions, and government, whose mission is to stimulate economic growth and prosperity, and a resultant higher quality of life for all citizens of the Minneapolis — St. Paul Metropolitan Region (MSA). Its primary role is to be a value -added resource to all economic development organizations and activities in the region. The efforts of the GREATERMSP, and the resulting investment and prosperity, will lessen the burden of government and contribute to a brighter future for all residents of the region. The overall responsibility of a successful regional economic development partnership is to better coordinate the activities of the region's economic development partners by providing vision, strategy, resources, and staff support to link state and local governments and organizations involved with job creation, marketing, recruitment and retention. There are four specific activities that the GREATERMSP will lead or partner with existing organizations in order to accomplish: Set a Strategic Vision • Create the regional strategic vision for economic development • Define the tactical economic development agenda to guide resource prioritization Brand and Market the Region • Create regional brand to reflect strategic vision • Market the region's vision and brand internally to align regional stakeholders • Market the region to external site consultants, companies, and potential clients Retain Current Businesses in the Region • Conduct local business check -ups and solve company specific problems • Connect businesses to, and raise awareness of, state and local resources Attract Businesses to, and Expand Businesses in, the Region • Aggressively pursue national and global business growth opportunities • Serve as main contact for site consultants and relocating businesses • Provide one -stop shop for regional data, permit processes, real estate information, etc. • Serve as project manager for local expansions and new attraction efforts • Connect companies with local resources and incentive programs GREATER >MSP Regional Economic Development Partnership 11 P age w Document Purpose This document outlines the standard practices of the GREATERMSP staff and regional partners, comprised of public, private, and public - private economic development entities in the greater Minneapolis - Saint Paul region who represent or serve either a portion of, or all of, the Metropolitan Statistical Area. These principles attempt to articulate the basic commitments of the GREATERMSP staff and partner organizations. Together, these commitments represent the desired ethics and professional courtesies that will shape the business development practices of the combined partners — as they relate specifically to industrial and commercial (non - retail) economic development retention, recruitment and expansion. In support of these commitments, the following sections of the document establish the Operational Principles to be supported by each respective participant in the GREATERMSP. Attached to this document, as Appendix A, are more specific procedural protocols for the GREATERMSP. These procedural protocols provide further guidance to the GREATERMSP staff and partners regarding Project Vetting (lead generation and prospect conversion), Project Management, and Confidentiality Practices. The appendix is intended to be reviewed, updated regularly and modified as required by the Partner Advisory Council to ensure that the manner in which the organization is executing its responsibilities is most efficient and effective for all partners. Supplemental to this document, it is the intention of the GREATERMSP to execute a Memorandum of Understanding (MOU) with the State of Minnesota Department of Employment and Economic Development (DEED), which will establish any required protocols and procedures between GREATERMSP, including its regional partners, and DEED. Upon execution, the MOU will become Appendix B to this document. Participation in the GREATERMSP is contingent on acceptance of these guidelines. Each economic development partner organization is asked to review, sign and abide by these principles to the absolute best of his or her organization's ability. Willful or repeated disregard for the principles and /or protocols by any party to the agreement will be addressed to the Partner Advisory Council for their consideration. Definitions: Client: Refers to an employer who is or may be engaged with GREATERMSP and regional partners for retention, expansion or recruitment purposes. Clients may be also referred to as customers or prospects. Confidentiality: Refers to the need to protect client identity during the engagement process. GREATERMSP will defer to client desired confidentiality needs and will share information with regional partners per client direction. GREATER > > MSP Regional Economic Development Partnership 2 I P a g e GREATERMSP Staff's Commitment to Regional Partners and Communities: It is the responsibility of the GREATERMSP staff to execute the strategies and work plan established by the GREATERMSP Board of Directors. In executing the retention, expansion, and attraction goals of the GREATERMSP, the GREATERMSP staff is committed to establishing and executing its role in complete fairness to all regional partners, maintaining a "level playing field" at all times. The following paragraphs outline the concepts and principles that the GREATERMSP staff is committed to in executing their responsibilities: • Embrace a "One Region" philosophy o Always position the Minneapolis - Saint Paul region as a multi- county region. The GREATERMSP staff will be committed to locating and /or keeping prospects in the Minneapolis - Saint Paul region and will work to ensure that marketing materials, documentation, and web sites seek to promote the entire area and its many advantages in an unbiased manner. o Be as inclusive as possible. GREATERMSP staff will start its engagement with a client and /or its representatives by assuming that they are interested in the entire region and submit opportunities accordingly, unless directed otherwise. o Present data in a regional format whenever possible. The GREATERMSP staff will communicate the necessity of breaking out certain data items (e.g., tax rates or incentives) as needed or requested. • Offer consistent project transparency to all partners o Using the principle of "more information is better than less," the GREATERMSP is committed to sharing among the regional partners as much information as is necessary and prudent on any activity or situation to allow for the best solutions to be identified and /or offered. Information about client projects will be shared with all regional partners even when their parts of the region may not be under consideration. The only exception to this situation is when the client specifically prohibits this or the project was generated by a particular partner. • Respect the wishes of a client (assuming no conflict with operating protocol) o Acknowledge that all work done for a client is driven by the wishes of the company and its representatives, not the GREATERMSP staff or regional partners. o Respect and comply with requests for confidentiality from the client. • Balance regional role with respect and support for partner efforts o Partner generated lead: Any lead not originated with the GREATERMSP o Respect the lead of any partner who develops a prospective client. GREATER ) MSP Regional Economic Development Partnership 3 I P a g e al' o In supporting Minnesota Department of Employment and Economic Development (DEED) - managed prospective clients, the GREATERMSP's goal is to get the Minneapolis - Saint Paul region into contention. o As a general practice, it is the GREATERMSP's intent to be an impartial observer in intra - regional relocations. In these instances, the GREATERMSP staff will always communicate early, openly and often with the regional partner(s) impacted by any potential loss. • Recognize, respect and support efforts of all partners o Work in partnership with the state and community partners to jointly announce all successes, taking special care to recognize all who played a part. o Treat all project- specific information gathered from various communities, counties or other partners as confidential and never share it with anyone other than the company o After a project has ended, GREATERMSP staff will provide feedback to partners to promote continuous improvement for competitiveness regionally and globally. • Be a resource (e.g. data, project management technical assistance) to regional partners as they purse their own respective partner generated leads as GREATERMSP capacity allows. Regional Partners' Commitment to GREATERMSP Staff: Regional partners are comprised of the region's economic development organizations and units of government throughout the region who are investors and members in the GREATERMSP. In order for the GREATERMSP to function as a successful private - public partnership, regional partners must commit to work closely and collaboratively with the professional economic development staff of the GREATERMSP, led by the GREATERMSP CEO. The GREATERMSP staff should be considered a tremendous value -added resource to each regional partner, bringing resources and expertise to every economic development project where coordination and assistance is needed or warranted. The following paragraphs outline the concepts and principles that the regional partners are committed to in executing their responsibilities: • Embrace a "One Region" philosophy o Support the GREATERMSP staff to always position the Minneapolis - Saint Paul region as a multi- county region. Regional partners will be committed to locating and /or keeping prospects in the Minneapolis - Saint Paul region. • Operate in a manner which is in line with partnership protocol GREATER >MSP Regional Economic Development Partnership 4 I l' a g e o Recognize and respect the role of the GREATERMSP staff to coordinate regional marketing, economic development strategy, retention, expansion, and attraction prospects and projects within the region o Maintain confidentiality in all aspects of the project management process insofar as possible, with the understanding that all projects will include a public element at some point in the process. • Support regional objectives through showcasing of local resources o Be fully prepared to plan for, and participate in, visits by prospective clients and business sector leaders, media representatives, and other economic development professionals that visit the region. o Regional partners are encouraged to keep all site and building information for their area on the MetroMSP.org web site current as a way to help maximize the separate and combined efforts of all partners. Regional Partners' Commitment to Each Other: • Positive promotion of, and cooperation within, region in all instances o Acknowledge and understand that various communities or site /facility options within a region may be in competition for a particular project. o Regional Partners are encouraged not to disparage other partners or areas of the Minneapolis - Saint Paul region verbally, in marketing materials or in written communications. o Avoid proactively marketing to individual businesses in the region in a manner that overtly encourages intra - regional relocation unless it is in response to an inquiry by a business. o Share a mutual goal of locating prospects — expansions and new projects -- in the Minneapolis - Saint Paul region over other alternative locations outside the region. • Respect confidentiality o Support all confidentiality agreements executed by GREATERMSP staff and other regional partners o Keep regional partners' matters and clients within the group. • After a project has ended, regional partners contribute feedback to promote continuous improvement for competitiveness regionally and globally. Suggested Approach for Dealing with Inquiries from Existing Businesses within the Region (Piracy Policy): It is understood that industry relocations between communities and counties within the Minneapolis - Saint Paul region do not, in and of themselves, increase net regional wealth. GREATER >MSP Regional Economic Development Partnership 5 i P a g e Any gains associated with such relocations come at the expense of a partner community and /or county. Therefore, regional partners should not initiate contact for the purpose of business recruitment with an existing business located in the jurisdiction of another partner without permission, except in such cases where the existing business also maintains a presence within the initiating partner's jurisdiction (multiple facilities) and has been contacted by said business. The above paragraph notwithstanding, it is recognized that situations may arise where an existing business is contemplating an expansion or relocation, and due to labor, transportation, real estate, or other factors, may elect to initiate contact with other states or communities — including other Minneapolis - Saint Paul region economic development organizations - as part of an internal site selection process. As such, regional partners should accept that one partner's retention client could, under the circumstances described above, legitimately become another partner's recruitment prospect. Therefore, a partner may respond to a request from a business located in another partner's jurisdiction, provided that the prospect is promptly advised that prior to providing assistance of any kind, the contacted partner will notify, only with permission from the company, the partner in the company's present jurisdiction that a company- initiated contact has occurred. If such permission has been granted, the notifying partner is not obligated — and may not be permitted due to a written or verbal confidentiality agreement — to share project details beyond the company name, initiating contact person, and date that contact occurred. Following this notification, it is understood that each partner will respond independently as they deem appropriate, with no further obligation to communicate project status or the content of their community's proposal. In the event that the company objects to this notification, the contacted partner will 1) respect the company's request and keep all information related to the contact strictly confidential, and 2) may continue discussion /assistance until such time that the company will permit notification as described above. Insomuch as possible, a regional partner should notify another partner(s) prior to public announcements that have community impact. GREATER >MSP Regional Economic Development Partnership 6 I P a g e We, GREATERMSP and our regional partners set forth the above guidelines and principles of behavior as a guide in our mutual efforts to promote the Tong -term health of the Minneapolis - Saint Paul region and its numerous individual communities. We fully realize that no Code of Ethics or operating principles are of value without an inherent level of trust in the integrity of one another and a commitment from each of us to conduct ourselves at the highest levels of professional courtesy and conduct. In that spirit, we sign our names in agreement. Endorsed by the Board of Directors of the GREATERMSP and signed by its Chairmen and CEO on the Day of , 2010. Chair, Greater MSP CEO, Greater MSP Signatures Representing Regional Partner Organizations GREATER > MSP Regional Economic Development Partnership 7 I P a g c APPENDIX A This appendix contains operational protocols which support and supplement the GREATERMSP Operating Principles and are intended to provide further guidance to the GREATERMSP staff and partners regarding procedural approaches to 1) Project Vetting (lead generation and client conversion), 2) Project Management, and 3) Confidentiality issues. This appendix is intended to be reviewed, updated regularly, and modified as required by the Partner Advisory Council to ensure that all required situations are addressed, and to allow the organization to execute its responsibilities in the most efficient and effective manner for all partners. GREATERMSP Staff / Regional Partner Protocol 1. Project Vetting o If the GREATERMSP staff has resources available and is requested to assist a regional partner, the GREATERMSP staff will work exclusively on their behalf until the originating partner's community /area is eliminated from consideration. o If it is discovered that a prospective client has simultaneously contacted the GREATERMSP and /or a regional partner, the GREATERMSP will work on the regional partner's behalf as per the client's wishes. o If the GREATERMSP staff is aware that two or more regional partners have been contacted by a company, and the company is in agreement, the GREATERMSP will disclose that information. If the company requires confidentiality, the GREATERMSP staff will abide by that request. o Regional partners will work to provide their organization's local information to ensure regional marketing materials, documentation, and web sites seek to promote the entire area and its many advantages in an unbiased manner. o Respective regional partners will act as the local host for client visits in accordance with information /detail that the GREATERMSP staff has been able to provide. While the GREATERMSP staff may be in charge of setting up and executing a trip to the region by the company, the particular regional partner will be expected to be the particular expert /salesperson during their portion of a visit /tour. 2. Project Management • GREATERMSP staff will be the central point of contact for project management for projects initiated through GREATERMSP, including coordination of site visits and state incentives. At such time as a client has narrowed its choice to a single option /community in the MSA, the GREATERMSP staff will seek to transition from being the primary point of contact in an appropriate professional manner to the key GREATER :> MSP Regional Economic Development Partnership 8 1 P a g e regional partner for the remainder of the decision - making process unless that is counter to the company's wishes. As long as locations outside of the MSA remain in serious contention, the GREATERMSP staff will remain an integral part of the team including serving as primary point of contact if appropriate or requested by the company. • GREATERMSP staff will provide prompt and timely communications with regional partners, in accordance with the protocols set forth within these operating principles and protocols. • If there are not multiple options identified within the region, the GREATERMSP staff will act as a support for the community or entity that is being reviewed. If only one location or entity is in contention, that partner should be the lead point of contact with DEED. • If contacted concerning an intra - regional move and no representation is made that the company may leave the region, the GREATERMSP staff will quickly extricate itself from direct involvement. If contacted about a potential relocation within the region, when a credible threat to leave the area entirely also exists, the GREATERMSP staff will remain involved in a manner that suits the particular situation. • Regional partners will respect the GREATERMSP staff's lead on projects the GREATERMSP generates, refraining from contacting a company or its representatives until requested to do so by the company or GREATERMSP staff. • In situations involving clients from DEED, regional partners can elect to work with GREATERMSP staff to be part of a potential regional response, seek GREATERMSP staff advice and assistance (if resources are available) and /or submit its own response directly to DEED. If a partner elects the third option, the GREATERMSP staff asks that the partner simply alert GREATERMSP staff so that they can be aware that a partner's area may be in contention for a prospect. 3. Confidentiality • GREATERMSP staff will be responsible to ensure that proper confidentiality agreements and /or documentation are executed with regional prospects /projects. • GREATERMSP staff will coordinate with DEED on behalf of the region to ensure that confidentiality required with state - generated projects is communicated fully to regional partners. • GREATERMSP staff will protect the confidentiality needs of regional partners to the maximum extent possible, and will request permission to share any local information deemed confidential by the regional partners. • Regional partners will adhere to the confidentiality requirements established by GREATERMSP prospects. • Regional partners will adhere to the confidentiality requirements passed to the GREATERMSP from DEED. Regional Partner / Regional Partner Protocol GREATER > MSP Regional Economic Development Partnership 9 I P a g e S 1. Project Vetting • Regional partners shall jointly participate in lead generation activities with the GREATERMSP staff through tours, marketing missions, trade missions /shows, as well as other events sponsored by GREATERMSP. • If a partner cannot meet the needs of a prospect situation, the partner is encouraged to communicate with GREATERMSP staff and regional partners to try and satisfy the requirement elsewhere in the region. • Regional partners shall work together to provide their organization's local information to ensure that regional marketing materials, documentation, and web sites seek to promote the entire area and its many advantages in an unbiased manner. 2. Project Management • Regional Partners shall assist other regional partners in any way possible in pursuing projects, once the client company has selected a location, as the economic benefit to the region and surrounding communities through workforce development and subsequent community investments will be of importance to all communities in the region. 3. Confidentiality • There may be instances where some regional partners are involved in other geographic regions or states beyond the Minneapolis - Saint Paul region. Those partners shall keep all GREATERMSP matters (prospects and /or other sensitive issues) confidential. There may be cases where a prospect contacts other regions, but a partner should maintain a firewall as much as possible between his or her competing economic development commitments. APPENDIX B GREATER >MSP Regional Economic Development Partnership 10 1 1' a g e This operating protocol was developed by a diverse group of economic development leaders throughout the region. The task force was comprised of the following individuals: Name Organization Ruthe Batulis Dakota County Regional Chamber of Commerce Cecile Bedor City of Saint Paul — Planning and Economic Development Denise Biegbeder Ramsey County — HRA /Community and Economic Development Bill Blazar Minnesota State Chamber and Grow MN! Patrick Connoy Hennepin County — Department of Housing, Community Works and Transit Louis Jambois Saint Paul Port Authority Todd Klingel Minneapolis Regional Chamber of Commerce Matt Kramer Saint Paul Area Chamber of Commerce Michael Langley Greater MSP Mark Lofthus DEED Russ Nelson Nelson, Tietz & Hoye Bruce Nustad Twin West Chamber of Commerce Cathy Polasky City of Minneapolis — Community Planning and Economic Development Kathy Schmidlkofer Greater MSP GREATER } MSP Regional Economic Development Partnership 11 'Page 30 Agenda Information Memo January 17, 2012, Eagan City Council Meeting E. EXTENSION OF CONDITIONAL USE PERMIT AND VARIANCE APPROVALS (SPECTRUM BUSINESS PARK) — BRICKS AND MORTAR LLC ACTION TO BE CONSIDERED: To approve a one -year extension of the Conditional Use Permit and Variance approvals for property legally described as Lot 1, Block 1, Spectrum Business Park in the NW `/4 of Section 2. REQUIRED VOTE FOR APPROVAL: Majority of Councilmembers present FACTS: > The City Council approved the Conditional Use Permit and Variances on February 4, 2008. > Extensions have been requested each year with the current extension expiring on February 4, 2012. ➢ The applicant, Spectrum Development Group, LLC is requesting an extension due to the current real estate market. > This request would extend the approvals until February 4, 2013, allowing additional time for the applicant to develop the property. ATTACHMENTS (2): Location Map, page:6a Letter from Spectrum Development Group, page3 3 3' Eagan Boundary Right -of -way Location Map I I Parcel Area Park Area U r "`1 Building Footprint \\ e 01011117 _ Mk - ii 6 I. A E ifigi Illie ,#°k1 O r '..& , "„Ia t 0 4 I illi _. ;''' - L i ."—^ ' AMMIL k N is..k. ,...„,„., , , , 1¢}. k C .., 1 i 1/2. WA' '4.4 ). 4fP 1 el 4 - :,....,,,,, ,, 41■111411■ . .;--1.7_ .4, % t'''' P. ° is 555555�5�5555 ° 4 4 , 4 ,,, ‘., . ° 2�2C2z2r22222 Sub'ect Site O�63 IMMESHES% - a'2222iiEEEERE = r Pir ¢ wo i a 4155555515" 0� ' F 4, l r IT ® 3 �2222Z22�i7 — ° o o rte-" .. � o R Illy, „,, Q)•11,1 a E‹ ...Alt NO26 (LONE OM RD.) ) 1 P r. ' L II '`� a Op ..... -- -ig• - kw?s$4, ,, tic- -------- , , _„. A A . 1-, @ it 1 Eg .,,,„Th..K, e ° 4 1 ‘, :s ...,.„ C L :t . r 7 . . E,,, SA 'C-' Gs , .. I 1 tz-r- td - '; - , - .---- - 1 _._ , - 1 1 1 m i 9 q ''''' pf-.......- 416 WI k im E 7 1000 0 1000 2000 Feet 1 Development/Developer: Spectrum Business Park Application: Conditional Use Permit Case No.: 02- CU- 15 -12 -07 N 4 1 ” City of Ca �Il W+ E y � THIS MAP IS INTENDED FOR REFERENCE USE ONLY J The City of Eagan and Dakota County do not guarantee the accuracy of this information and are S Community Development Department not responsible for errors or omissions. ifo gL iiima CTRUM DEVELOPMENT GROUP, L.L.C. December 15, 2011 RECEIVED Mayor Mike McGuire DEC 3 0 2011 Paul Bakken, Councilmember Gary Hansen, Councilmember Cyndee Fields, Councilmember Meg Tilley, Councilmember 3830 Pilot Knob Road Eagan, Minnesota 55122 RE: Extension of Conditional Use Permit, Variance to Allow 9 ft x 19 ft parking spaces and the Variance from the required 20 ft setback from Blue Gentian Road and TH 55. Lot 1, Block 1 Spectrum Business Park Class A Office Building Dear Mayor and Councilmembers: Spectrum Development Group, LLC respectfully requests a one year extension to its Conditional Use Permit and the above referenced variances on Lot 1, Block 1 Spectrum Business Park. Spectrum is requesting a one year extension as a result of the unstable real estate market and economy. We have been communicating on the above referenced property with a prospect that despite the unstable economy is prospering. We believe when we are able to develop this property, it will be a welcome addition to our immediate area and to the City of Eagan. If you have any questions, please feel free to contact me. Thank you for your consideration. Sincerely, , Ri and Morphew President Cc: Planning Department 1000 Blue Gentian Road • Suite 135 • Eagan. MN 55121 651.675.0500 • Fax 651.675.2290 33 Agenda Information Memo January 17, 2012, Eagan City Council Meeting F. DIRECT PREPARATION OF AN ORDINANCE AMENDMENT TO CITY CODE CHAPTER 10 RELATIVE TO SPECIAL ASSESSMENTS FOR REFUSE REMOVAL, DISEASED TREE REMOVAL, MOWING AND NOXIOUS WEED ABATEMENT, FALSE ALARM FEES AND BOARD - UPS ACTION TO BE CONSIDERED: Direct the City Attorney's Office to prepare an ordinance amendment to City Code Chapter 10, relative to special assessments for refuse removal, diseased tree removal, mowing and noxious weed abatement, false alarm fees and board -ups. FACTS: ➢ Chapter 10 of the Eagan City Code allows for collection of delinquent bills for refuse removal, diseased tree removal, mowing and noxious weed abatement, false alarm fees and board -ups through certification to property taxes. ➢ Within Chapter 10, each type of delinquent bill (i.e. refuse removal, noxious weeds, etc.) has its own language authorizing certification to property taxes, which means that the language is not consistent. In practice, the City has the same certification process for each type of delinquent bill. The ordinance amendment would provide consistency within City Code and would accurately reflect the City's certification process. ATTACHMENTS (0): 34 Agenda Information Memo January 17, 2012, Eagan City Council Meeting G. APPROVE TREE MAINTENANCE CONTRACTOR LICENSE FOR ASPENWALL TREE SERVICE, INC. ACTION TO BE CONSIDERED: To approve a Tree Maintenance Contractor License for Aspenwall Tree Service, Inc., 1950 Lower 87 St. W., Inver Grove Heights, MN 55077 FACTS: ➢ Brent Aspenwall, owner of Aspenwall Tree Service, Inc., has applied for a Tree Maintenance Contractor License for 2012. All requirements of the application have been met and the fee has been paid. ➢ Staff recommends approval. ATTACHMENTS (0): (The complete application is available from the Office of the City Clerk.) - - 1 Agenda Information Memo January 17, 2012, Eagan City Council Meeting H. APPROVE TREE MAINTENANCE CONTRACTOR LICENSE FOR RAINBOW TREE CARE. ACTION TO BE CONSIDERED: To approve a Tree Maintenance Contractor License for Rainbow Tree Care, 11571 K -Tel Drive, Minnetonka, MN 55343 FACTS: > Ben Cooper, owner of Rainbow Tree Care, has applied for a Tree Maintenance Contractor License for 2012. All requirements of the application have been met and the fee has been paid. ➢ Staff recommends approval. ATTACHMENTS (0): (The complete application is available from the Office of the City Clerk.) 3L Agenda Memo January 17 City Council Meeting I: APPROVE contracts for three food catering providers for the Eagan Community Center and authorize the Mayor and City Clerk to execute the appropriate documents. ACTION TO BE CONSIDERED: To approve the selection of Classic Catering, Green Mill and Lancer Catering as the exclusive catering providers for the Eagan Community Center from March 2012 through February 2015 and direct staff to prepare the appropriate contract for the Mayor's and City Clerk's signature. FACTS: • In 2009 the City of Eagan entered into a three -year contract with Classic Catering, Mintahoe and Kowalski's to provide exclusive catering service to the Eagan Community Center. Those contracts expire March 1, 2012. • The City Council authorized staff to advertise and solicit bids in October 2011 for the years 2012 -2015. • The City Council originally authorized the use of up to three vendors to provide exclusive catering for banquets, large meetings and events in the community center. • Staff received several calls of interest, sent out requests for proposals and followed up with a pre - proposal meeting in December for potential vendors to tour the building and ask questions. • Twelve bona fide proposals were received and reviewed for consideration. Staff visited several vendor events to determine their ability to provide the high level of service expected by ECC renters. • After significant review of menus, prices, services and references staff is recommending this combination of vendors to provide a wide variety of price and service options for ECC renters. • The vendors will also be asked to provide similar service to the Eagan Civic Arena, Cascade Bay and any other City owned facility that may require catering service. ATTACHMENTS: Catering proposal comparison included on pages38 to 3g . 3-7 s -a - .F.. n �. L ' xM o CO 0 5 � 49 z = 0 c Cr, Z C ' 0 0 M tl M . N M A oo ,- * g CO3 c a. 1 • . Z 0 N Q ... O O '.Y` y 4 O O 0- 20 0 S ... N e, o 0' 4 r-. 7.1' ci Z Q e • N • G o O N O * o N ,.. t+ o 5 N t tn e, .D A N O to O O e, M 44 49. 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CO G. c 0 k N ,' t o v 0 y +I v 0. :a: CO n 4' M S N � O‘ ‘O W d' r` '1 r 44 49 6 4~9 0 L CO N «-1 'O a) ' Y t EA CU t0 O... 0 A 0 M m > N M f9 44 48 CO 44 LO n. m49 N W U44 TI Pi Na N H :G .- K 0 o O � cn ad'u 3 " o vF,y . N 48 " :: o '.' , ti l Z wro'� ^ ' . . 3 E i c3.. D. oco 4 . . : 0 No ry 66+ N " ' + me - .: 0 1 a. f N al 49 A N O 'V T � 4 '' u N y LO -. N C + ; Q O +.' N t + G V 'fl . n d tiC H G' + O � G ++ R M 6 O .121 _0++ mP 1 d•P y b m O P « 8 N ° M P . to 1 =I Y o 6 u 3 vi 48 +4 z ; . 4 - r+ m ,+- o a. ar 4s w.� -v3 s9mn a �n Wv r + .. y Cll CU y � � + cn y °: ec :' t"s m x. d [L. 0 Q,) o 0. ,� b ti d ao c J. I. i- U a) d as m as v = 'C ea +, C w a+ al cE � 2 3 w Xw 02 x 000. A vi 4.. 0 Agenda Memo January 17 City Council Meeting J: APPROVE a contract for one alcohol/beverage catering provider for the Eagan Community Center and authorize the Mayor and City Cloerk to execute the appropriate documents. ACTION TO BE CONSIDERED: Approve the selection of Pear One, Inc. dba Roasted Pear as the exclusive alcohol/beverage provider for the Eagan Community Center from March 2012 through February 2015 and direct staff to prepare the appropriate contract for the Mayor's and City Clerk's signature. FACTS: • In 2009 the City of Eagan entered into a three -year contract with Holiday Inn of Burnsville to provide exclusive alcohol service to the Eagan Community Center. That contract expires March 1, 2012. • The City Council authorized staff to advertise and solicit bids in October 2011 for the years 2012 -2015. • Staff received several calls of interest, sent out requests for proposals and followed up with a pre - proposal meeting in December for potential vendors to tour the building and ask questions. • Three bona fide proposals were received and reviewed for consideration. • After reviewing the submitted proposals staff is recommending that Pear One, Inc. dab Roasted Pear of Burnsville as the exclusive beverage provider for the community center. This represents the first change in exclusive beverage provider since the ECC opened in 2003. • This vendor will also be asked to provide similar service to the Eagan Civic Arena, Cascade Bay and any other City owned facility that may require this level of catering service as determined and approved by the City Council. ATTACHMENTS: ' I Alcohol/beverage proposal comparison included on page 14 1 . ?U Overview BEST WESTERN ROASTED PEAR HOSPITALITY Catering Proposal Comparison Main Contact Jamie Dahlen Kristin Corrigan Dan Nelson 2011 612 - 702 - 3832 651 - 2 09 -1800 952 - 201 -7531 Alcohol Revenue 25% 28% 26% Percentage Overview • Has been the • Preferred vendor at • One of or single beverage several SOR exclusive caterer provider since facilities. for several n. opening. suburbs facilities • Consistent staff • Anticipated both at events. food & bev • Work contract when cooperatively proposing. with caterers and ECC staff Beverage Pricing Host $3.75- 6.25/ea $3.65- 5.45/ea Not specified Cash $4- 6.50 /ea $4 -6 /ea $3.75 -6 /ea Soft Drinks $1.50/2.00 $1.50 /2.00 $1 /pp Kegs $275+ $275 -375 $225 + Bartender fees $100 /bar if $100 /bar if Info not provided minimum not minimum not met met Minimum Sales $25 $250 Info not provided SERVICE FEE 19% + tax 18% +tax 18% + tax Sales Cash only POS system for Cash only Transactions Cannot accept cash /CC sales CC Recommendation NO YES NO 1l) Agenda Information Memo January 17, 2012 Eagan City Council Meeting K. PROJECT 1066, COVENTRY PASS 1 & 2 / COUNTRY HOLLOW STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1066, (Coventry Pass 1 2 " Country Hollow Additions - Street Improvements) and schedule a public hearing to be held on February 21, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the rehabilitation of streets within the Coventry Pass 1 2 " Country Hollow Additions neighborhood, north of Diffley Road and east of Dodd Road, in east - 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, February 21, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. 4D, Agenda Information Memo January 17, 2012 Eagan City Council Meeting L. PROJECT 1069, CLIFF RIDGE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1069, (Cliff Ridge Addition - Street Improvements) and schedule a public hearing to be held on February 21, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the rehabilitation of streets within the Cliff Ridge Addition neighborhood, north of Cliff Road and west of Lexington Avenue, in south - 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, February 21, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. 43 Agenda Information Memo January 17, 2012 Eagan City Council Meeting M. PROJECT 1070, OAK CHASE 4 (OAK CHASE CIRCLE) STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1070, (Oak Chase 4 Oak Chase Circle - Street Improvements) and schedule a public hearing to be held on February 21, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the rehabilitation of Oak Chase Circle within the Oak Chase 4 Addition neighborhood, north of Cliff Road and east of Pilot Knob Road, in south - central Eagan. • A structural mill & overlay of this cul -de -sac 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, February 21, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. 414 Agenda Information Memo January 17, 2012 Eagan City Council Meeting N. PROJECT 1071, SIGNAL POINT / KNOB HILL STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1071, (Signal Point/ Knob Hill - Street Improvements) and schedule a public hearing to be held on February 21, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the rehabilitation of Signal Point and Knob Drive within the Signal Point/ Knob Hill Additions neighborhood, north of Diffley Road and west of Pilot Knob 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, February 21, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. � l � 1,5 Agenda Information Memo January 17, 2012 Eagan City Council Meeting O. PROJECT 1072, BOULDER RIDGE (HEINE COURT) STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1072, (Boulder Ridge/ Heine Court - Street Improvements) and schedule a public hearing to be held on February 21, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the rehabilitation of Heine Court within the Boulder Ridge Addition neighborhood, south of Diffley Road and west of Pilot Knob Road, in central Eagan. • A structural mill & overlay of this cul -de -sac 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, February 21, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. /RQ Agenda Information Memo January 17, 2012 Eagan City Council Meeting P. PROJECT 1075, GREAT OAKS LANE/ GREAT OAKS CIRCLE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Receive the Draft Feasibility Report for Project 1075, (Great Oaks Lane/ Great Oaks Circle - Street Improvements) and schedule a public hearing to be held on February 21, 2012. FACTS: • On June 7, 2011 the City Council directed staff to prepare a feasibility report considering the rehabilitation of Great Oaks Lane and Great Oaks Circle within the Great Oaks Addition neighborhood, south of Yankee Doodle Road and west of Elrene Road, in east - central Eagan. • A structural mill & overlay of these cul -de -sac 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, February 21, 2012. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. 1+1 Agenda Information Memo January 17, 2012 Eagan City Council Meeting Q. PROJECT 1082, WATER QUALITY /STORM SEWER IMPROVEMENTS 2012 POND SEDIMENT REMOVAL ACTION TO BE CONSIDERED: Approve Project 1082 (2012 Water Quality /Storm Sewer Improvements — Pond Sediment Removal) and authorize the preparation of detailed final plans and specifications by Barr Engineering Co. FACTS: • Project 1082 provides for outlet structure alterations and the removal of sediment collected in storm water ponds connected to the City's storm sewer system for water quality benefits, as programmed for 2012 in the City's 5 -Year Capital Improvement Program (CIP) (2012- 2016). • On June 7, 2011, the City Council approved the 5 -Year CIP (2012 -2016) and authorized the initiation of the public improvement process for the 2012 programmed improvements. • Routine inspections of the storm sewer system, including storm water ponds, are required as part of the City's Municipal Separate Storm Sewer System (MS4) permit. Most, if not all, of the storm water ponds or sediment basins were constructed in accordance with a design based upon a required removal rate for Total Suspended Solids (TSS) and the pollutants associated with them. The productivity of the removal rates decrease as these ponds perform the job they were initially constructed to do. • In order to enable the ponds to function at levels more comparable to their initial removal rate designs, removal of the sediment the ponds have been collecting from the storm water drainage is required. Alterations to some outlet structures will also enhance the removal rates in some ponds. • The following ponds have been identified for sediment removal: o Pond BP -29 (Murphy Parkway /Blackhawk Ponds) o BP - 37 George Ohmann Park) o BP -38 (Northwest corner Fairway Hills) o JP -50 (East side of Jessica Court) o JP -67.1 (South of Duckwood Square) o LP -31 (Hay Lake) 4e Agenda Information Memo January 17, 2012 Eagan City Council Meeting R. PROJECT 1087, CITY -WIDE SANITARY SEWER IMPROVEMENTS I & I MITIGATION ACTION TO BE CONSIDERED: Approve Project 1087 (City -Wide Inflow and Infiltration Mitigation — Sanitary Sewer Improvements) and authorize the preparation of detailed final plans and specifications by SEH Inc. FACTS: • On March 15, 2011, the City Council approved an agreement with the Metropolitan Council for a Municipal Publicly Owned Infrastructure Inflow & Infiltration Grant Program. The agreement qualified Eagan for approximately $180,500 of matching funds for capital improvements to the public sanitary sewer system to reduce the amount of inflow and infiltration to the metropolitan sewer (MCES) disposal system. The identified improvements must be completed by Sept. 30, 2012. • The City has made improvements to the sanitary sewer system over the past five years to mitigate the effects of inflow and infiltration. While a portion of the cost of these completed improvements made after July 2010 are eligible for the aforementioned grant program, there are additional eligible funding needs that may be addressed by the grant program, as well as the local funding match responsibility. • City staff has identified various elements of the City's sanitary sewer collection system for possible structural modifications and improvements that would be eligible for such funding. Improvements include lining of sanitary sewer laterals (11,800 ft), and raising manhole structures above high water elevations or installing water tight seals on other manholes in low lying areas around lakes, ponds, wetlands and in highway ditches (180 total). The funds cannot be used for any private property improvements (i.e. private sump pump and sewer lateral corrections). • The proposed inflow and infiltration mitigation improvements are in accordance with the agreement for the grant program. The City is responsible to complete all of the referenced work and submit proof of completion for reimbursement from MCES. The proposed Project 1087 improvements would maximize the available funding from the grant program. The following are estimated costs of the eligible proposed improvements and actual costs of the eligible completed improvements. Project 1087 Sanitary Sewer Improvements: $143,500 total cost * 50% = $71,750 grant 2012 Sewer Lining: $169,000 total cost * 25% = $42,250 grant 2012 Storm Sewer Project Costs: $31,000 total cost * 50% = $15,500 grant 2010 Alexander Lift Station: $14,490.87 total cost * 50% = $7,245.44 grant 2011 Sewer Lining: $158,290 total cost * 25% = $39,572.50 grant 2011 Manhole Sealing: $8,060 total cost * 50% = $4,040 grant Total Grant Funding = $180,357.94 4D Agenda Information Memo January 17, 2012 Eagan City Council Meeting V. PUBLIC HEARINGS A. VARIANCES — 3800 BALLANTRAE ROAD (BALLANTRAE APARTMENTS) ACTIONS TO BE CONSIDERED: To approve a Variance to reduce the number enclosed parking stalls from 205 to 185 for property located at 3800 Ballantrae Road subject to the conditions listed in the staff report. To approve three building setback Variances of 16 -28' from the east property line for three single - loaded garage buildings on property located at 3800 Ballantrae Road subject to the conditions listed in the staff report. * This item relates to Public Hearing Item B REQUIRED VOTE FOR APPROVAL: Majority of Council Members Present FACTS: ➢ The subject property is platted and was developed in 1972. The current owner acquired the property in 1974. The site contains 204 apartment units in nine buildings and 205 enclosed parking spaces in seven detached garage buildings. Overall the site has 455 parking stalls now will have 451 after the proposed improvements. ➢ The applicant proposes razing the seven existing free - standing, double - loaded garages and replacing them with 15 relocated single - loaded garage buildings. The new garages will be sized wider to allow for individual demised stalls; the single stall depth will allow for a lower profile with sloped hip roofs. The net loss of enclosed stalls is 20; however, the applicant has provided for 20 `proof garage stalls around the site. ➢ The proposed building setback for the three new garage buildings along the east property line range from 2' — 20'. ➢ Other site improvements (not related to either of these Variance requests) are planned that include new sloped hip roofs on all apartment buildings that will update the appearance and allow for insulation and ventilation, enlarged vestibules that will enhance the appearance and add a safety buffer zone from building access points to the vehicular drive aisles. ATTACHMENTS (2): Location Map on page 5 Planning Report on pages 3c through Location Map 7 � /� - •ak Rd • •+ / Y kaa Ooo dle.Rd • Fort Snelling State Park II a \! I. 0 I WN n a aIRRa .Ia Plki, . Map Are Extent ,,,,,,, e / `,' ice � i gik47,t,,d41 .., , ,,,,,,., � fi r° �, Q ° °° �® Site SIWER BELL RD II .g{ �wzl�l� ®� i� 4, 7Aril ..• c5 ",:,....;„ 4„ ,. wil ...„, c..444-t .4.4 r o 0 ,,,,. ' ° ° " � ® . ; o i►♦i®®inum ■1111 ,, F ell■ posor.otulits. �'� ® � °� IIPP ' � l ,,,, GDLD T• ra ' � ® V, � M • dr, adlir■ "I 111 a r r 4t, 11 1 ‘ , g � ' Woodhaven Park A® e IN l * ft i 2 ® a i . :4■4 O ® S ®,''® Peridot Path Park ':® i k , oss iv : ® l i e ® O ® s' �. �� ® ®e° r lank ■■ 1 a a l ® 11� tid e 0 ..11111 ; ...,, E 1 141 r � ®� ® 1111111 � ®■■ ` �� ® ∎® ® ®, - II 0 ® ®11!® b I ii, O ► ♦ ■ ■-■► ♦ tsar® ® ♦ ■ Wiji rol 1 Ili 1131111-' si 16 ,..S, gillr .42 M ®® ® !0% 0, 4 4 , � ®I j�� g al R MI. miss 1ta i. ow•• diet.` iss go I � , � Il1 ■ ■ ■ ■ ■� ®�! ■ ■ ■1� K wo ® °e ®: 0`■ 1 1 f 1 Feet Project Name: Ballentrae Apartments 0 500 1,000 2,000 Request: Variance Legend Case Nos.: 20- VA- 01 -09 -11 ,. 16ni City Boundary Parcels Parks Buildings N 4, 01. City of kaa _S PLANNING REPORT CITY OF EAGAN REPORT DATE: January 10, 2012 CASE: 20- VA- 01 -09 -11 APPLICANT: Luigi Bernardi HEARING DATE: January 17, 2012 PROPERTY OWNER: Ballantrae Assoc. APPLICATION DATE: Sept 20, 2011 REQUEST: Variances PREPARED BY: Michael J. Ridley, AICP LOCATION: 3800 Ballantrae Road COMPREHENSIVE PLAN: HD, High Density Residential ZONING: R -4, Residential Multiple SUMMARY OF REQUEST The applicant is requesting approval of a Variance to reduce the number enclosed parking stalls from 205 to 185 and a setback Variance of 10'- 28' from the east property line for three of the new single- loaded garages; both requests are part of a pallet of improvements designed to reposition the property located at 3800 Ballantrae Road, legally described as Lot 1, Block 1, Ballantrae 2 " Addition. AUTHORITY FOR REVIEW ➢ City Code Chapter 11, Section 11.50, Subdivision 3, B., 3, states that the Council may approve, approve with conditions or deny a request for a variance. In considering all requests for a variance and whether the applicant established that there are practical difficulties in complying with the provision(s) of this Chapter, the City Council shall consider the following factors: a. Exceptional or extraordinary circumstances apply to the property which do not apply generally to other properties in the same zone or vicinity, and result from lot size or shape, topography, or other circumstances over which the owners of property has no control. b. The literal interpretation of the provisions of this Code would deprive the applicant property use commonly enjoyed by other properties in the same district under the provisions of this Code. 5D, Variance — 3800 Ballantrae Road January 17, 2012 Page 2 c. The exceptional or extraordinary circumstances do not result from actions of the applicant. d. The granting of the variance will not confer on the applicant any special privilege that is denied by this Chapter to owners of other lands, structures or buildings in the same district. e. The variance requested is the minimum variance which would alleviate the practical difficulties. f. The variance would not be materially detrimental to the purposes of this Code, or other properties in the same zone. g. The property for which the variance is requested is otherwise in compliance with the City Code. The recently adopted Variance legislation is reflected in the City Code language above and also contains the following: Subd. 3, A. "Practical difficulties" as used in connection with the granting of a variance, means that the applicant proposes to use the property in a reasonable manner not permitted by the zoning provisions of this Code; the plight of the applicant is due to circumstances unique to the property not created by the applicant; and the variance, if granted, will not alter the essential character of the locality. Economic considerations alone do not constitute practical difficulties. Subd. 3, B., 3. A variance will be denied when it is not in harmony with the general purposes and intent of the zoning provisions of this Code and when the variance is inconsistent with the comprehensive plan. Any condition imposed upon the approved variance must be directly related to and must bear a rough proportionality to the impact created by the variance. CODE REQUIREMENTS Section 11.70, Subdivision 5, K requires all multiple residential buildings to provide at least two parking spaces per unit, one of which is required to be enclosed. BACKGROUND/HISTORY The subject property is platted and was developed in 1972. The current owner acquired the property in 1974. EXISTING CONDITIONS The site contains 204 apartment units in nine buildings and 455 total parking spaces; 205 of those are enclosed parking spaces located in seven detached garage buildings. There is also a free - standing office /community center building. The applicant states there are drainage issues on 53 Variance — 3800 Ballantrae Road January 17, 2012 Page 3 the site that are causing undermining of foundations and pooling in parking lots and that the existing garages are in need of so many repairs that they need replacement. According to the applicant, the current garages are not wide enough to allow private divisions between stalls and the buildings are back to back massive units that dominate the environment and are located in such a way that they block views of the site amenities of ponds and forest. In addition, there are security issues behind some of the garages. PROPOSAL According to the applicant, razing the seven existing free - standing, double - loaded garages and replacing them with 15 relocated single - loaded garage buildings near the ends of the apartments that will open the site up and create new view sheds. The new garages will be sided with a new warmer earth -tone fiber- cement siding. They will also be sized wider to allow for individual demised stalls; the single stall depth will allow for a lower profile with sloped hip roofs. Other site improvements (not related to either of these Variance requests) are planned that include new sloped hip roofs on all apartments that will update the appearance and allow for insulation and ventilation, enlarged vestibules that will enhance the appearance and add a safety buffer zone from building access points to the vehicular drive aisles and remodeling of the community center (currently underway) inside and out with a sloped roof, new windows and a handicap access and picnic areas will also be a new feature. The improvements to each of the nine apartment buildings will occur in phases beginning with the northern most building along Silver Bell this spring. Work would also start with the removal of the southern garages which will also include drainage improvements in that area. APPLICANT'S PRACTICAL DIFFICULTIES According to the applicant, the owner is proposing a number of enhancements to the 1970's vintage apartment complex in order to reposition the property for a successful future. There are currently drainage issues on the site that are causing undermining of foundations and pooling in the parking lots. The existing garages are in need of such significant repairs that they need to be replaced. With the number of repair items needed, the development team took a more global look at the property. EVALUATION OF REQUEST Enclosed Stall Variance — As mentioned, the applicant is interested in updating the current garages that are not wide enough to allow private divisions between stalls and are designed in a back to back configuration that results in buildings with a large scale for the site. With total 204 units, the City Code requires two parking stalls per unit or 408 total; 455 stalls exist, the site is `over - parked' by 47 stalls based on City Code requirements. The breakdown is illustrated below: 5 f Variance — 3800 Ballantrae Road January 17, 2012 Page 4 Exiting Parking Proposed Parking Community Center 43 Community Center 43 Surface 205 Surface 215 (5 HC) Tuck -under 73 Tuck -under 73 Garage 132 Garage 114 Shop 2 Shop 2 Total 455 Total 447 The net impact of the proposed modification is a reduction of 20 enclosed parking stalls (185 rather than 205) but a total on -site reduction of 8 stalls versus existing conditions. The historical demand for the free - standing garage spaces has been less than 90% and the owner and property Management Company believe the proposed reduction will not adversely affect the tenants and, further, the trade -off will provide a better site environment. The applicant has also indicated space for 20 (four 5 -stall buildings) garage stalls distributed across the site if the demand ever warrants additional stalls. Setback Variances — The setback Variances involve three proposed garage buildings along the east property line. Because the east property line angles away from the apartment buildings, the amount of Variance ranges from 28' — 10'. In this instance, the 30'setback requirement is being applied to all yards because the City Code has not contemplated detached garages in the R -4 zone for many years so the standard principal building setback is all that is listed in the City Code. The east property line is a side yard and, at this location, is adjacent to a wooded area. The nearest neighboring structure is — 200' away from the proposed garages. Impervious Coverage — The lot is not within a Shoreland Overlay District. Therefore limits on impervious surface coverage do not apply; however, the proposed improvements will result in comparable impervious percentages to what exists today. Variance Criteria — The Zoning Ordinance states that relief may be granted from a required ordinance provision provided there are special conditions that apply to the subject land, the relief is not contrary to the Zoning Ordinance and Comprehensive Guide Plan, and it is necessary to alleviate a demonstrable hardship or difficulty. The relief sought by the applicant does not appear to be contrary to the Comprehensive Guide Plan, but may be inconsistent with the intent of the Zoning Ordinance. That is, the purpose of the City's parking standards is to insure each apartment has access to an enclosed parking space. An enclosed space is not required to be provided free -of- charge however, and the applicant has shared that a consistent percentage of tenants opt to not pay for an enclosed stall. A demonstrable difficulty is required to grant relief from City standards. The applicant is requesting relief from a setback standard that is intended to apply to principal buildings rather Variance — 3800 Ballantrae Road January 17, 2012 Page 5 than accessory structures as explained earlier in this report. The applicant's narrative explains the approach and rationale for the Variances and both appear to be the minimum amount necessary to achieve the over -all goals. The special conditions that exist for this site appear to simply be a nine - building, 204 -unit apartment complex with detached garages that was built 40 years ago and the owner's desire to make improvements that will revitalize the complex in order to make it competitive now and into the future. SUMMARY /CONCLUSION The owner is proposing a number of site improvements that will help update the 1970's vintage apartment complex and correct drainage issues that have evolved over time. The Variance requests involve the number of enclosed parking stalls (space has been designated for 20 `proof garage stalls) and setback deviations for three of the proposed detached garages. Specifically, the Variances necessary to accommodate the proposed changes include a reduction of 19 enclosed parking stalls from the Code required 204 and side yard setback Variances of 28' to 10' to the 30' setback (20'- 2' building setbacks) to allow the construction of three detached garages along the east property line. The suitability of the requested deviations to the City Code in this context should be determined by City policy makers. ACTION TO BE CONSIDERED To approve a Variance to reduce the number enclosed parking stalls from 205 to 185 for property located at 3800 Ballantrae Road. If approved, the following conditions should apply: 1. If within one year after approval, the variance shall not have been completed or utilized, it shall become null and void unless a petition for extension has been granted by the council. Such extension shall be requested in writing at least 30 days before expiration and shall state facts showing a good faith attempt to complete or utilize the use permitted in the variance. 2. The Applicant shall obtain Building Permits prior to any construction or demolition. To approve a Variance of 28' — 10' from the east property line for three of the new single - loaded garages on property located at 3800 Ballantrae Road. If approved, the following conditions should apply: 1. If within one year after approval, the variance shall not have been completed or utilized, it shall become null and void unless a petition for extension has been granted by the council. Such extension shall be requested in writing at least 30 days before expiration and shall state facts showing a good faith attempt to complete or utilize the use permitted in the variance. 510 Variance — 3800 Ballantrae Road January 17, 2012 Page 5 than accessory structures as explained earlier in this report. The applicant's narrative explains the approach and rationale for the Variances and both appear to be the minimum amount necessary to achieve the over -all goals. The special conditions that exist for this site appear to simply be a nine - building, 204 -unit apartment complex with detached garages that was built 40 years ago and the owner's desire to make improvements that will revitalize the complex in order to make it competitive now and into the future. SUMMARY /CONCLUSION The owner is proposing a number of site improvements that will help update the 1970's vintage apartment complex and correct drainage issues that have evolved over time. The Variance requests involve the number of enclosed parking stalls (space has been designated for 20 `proof garage stalls) and setback deviations for three of the proposed detached garages. Specifically, the Variances necessary to accommodate the proposed changes include a reduction of 19 enclosed parking stalls from the Code required 204 and side yard setback Variances of 28' to 10' to the 30' setback (20'- 2' building setbacks) to allow the construction of three detached garages along the east property line. The suitability of the requested deviations to the City Code in this context should be determined by City policy makers. ACTION TO BE CONSIDERED To approve a Variance to reduce the number enclosed parking stalls from 205 to 185 for property located at 3800 Ballantrae Road. If approved, the conditions below should apply: To approve a Variance of 28' — 10' from the east property line for three of the new single - loaded garages on property located at 3800 Ballantrae Road. If approved, the conditions below should apply: 1. If within one year after approval, the variance shall not have been completed or utilized, it shall become null and void unless a petition for extension has been granted by the council. Such extension shall be requested in writing at least 30 days before expiration and shall state facts showing a good faith attempt to complete or utilize the use permitted in the variance. 2. The Applicant shall obtain Building Permits prior to any construction or demolition. Location Map _ -. -- I I , , .•CI , t �: — �;i • ak Rd r' .J Yankee Do dl•.Rd F Fort Snelling State Park . ' • ir, � � �� Ofl1.Y Rd Q ' I , , i i &*' : . ® + Map Area Extent , , : lir $ i 1 . . '-- , ,f, s 441:IN4 r " .. ' - ' - '-'1 IliQ,‘,t ' AI ti till e � P ®to � f � s $ iii l0 ® y Subject Site ® f ,: - ' - ° ®• . 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' .P/LS '.L L � XOtlddtl.el5 f'.6Z 0 4.it 'XONddtl.85 ea Lp3 Revised Narrative RECE/VE JA N 1 0 2012 Ballantrae Associates is applying for a variance to reduce the number of enclosed garage stalls as required by code and a variance to reduce the setback from eastern property line at the Ballantrae Apartments. The owner is proposing enhancements to the 1970's vintage apartment complex in order to reposition the property for a successful future. Currently there are drainage issues on the site that are causing undermining of foundations and pooling in the parking lots. The existing garages are in need of such extensive repair that they need replacement. The garages are not wide enough to allow private divisions between the stalls. The apartment building closest to Silver Bell Road has a leaky flat roof and needs replacement. With the number of maintenance repair items required, the development team decided to take a more global look at the property. Currently the garages are back to back massive units that dominate the environment and are located as such to block views of the site amenities of ponds and forest. There are security issues behind some of the garages as well. By relocating new garages near the ends of the apartments where residents do not have views, new view sheds are created. The new garages would be a single depth therefore having a lower profile with sloped hip roofs, and new warmer, earth -tone fiber - cement siding. The new garages would be sized wider to allow for individual demised stalls and security lighting. Currently there are 17 garages that are not leased by tenants, and property management confirms a history of lack of demand and a preference for surfacing parking despite the low rental rates. The market demand seems to support the need for 114 free standing garages instead of the existing 132. This reduction in garages allow for a new configuration in the northwest development that would make room for a new "village green" area for the residents to gather. The variance request is for the reduction in enclosed stalls from 205 to 187. The code requires one enclosed and one surface per unit. With 204 residential units, the overall total of 447 stalls seems ample to meet the demand. EXISTING PARKING PROPOSED PARKING Community center 43 Community center 43 Surface 205 Surface 215 (5 HC) Tuck -under 73 Tuck -under 73 Garage 132 Garage 114 Shop 2 Shop 2 TOTAL 455 Stalls TOTAL 447 Stalls The current site does not have any ADA handicap stalls. The new plan includes 5 handicap stalls. The proposed plan indicates areas of "proof of garage parking" that in the event of future demand, the garages could be built and become code compliant. If the existing garages were to be rebuilt in the current locations, the property would remain in its outdated state and the opportunities for improvement for the community would be missed. The setback request from 30'by code to a range 0' to 13.7' along the eastern property line for garages is to enable the garages to be located farther from view of the apartment windows and enough room for surface parking and a safety zone for new entry vestibules. The setback would be adjacent to an expansive wooded area, and not intruding on neighboring buildings. The other enhancements anticipated for the property include new sloped hip roofs on all the apartments instead of the dated flat roofs. The roofs will allow for insulation currently non - existent and ventilation. New enlarged vestibules with an added safety buffer zone from the vehicular drive aisles would be added to each apartment entry with landscaping. New siding and garage doors will add warmer more inviting tones. The community center is being remodeled both interior and exterior also adding sloped roofs and new windows. Handicap access is being added to the entryway. Picnic areas are new additions to the property. The pervious /impervious ratio is comparable from the existing condition to the new plan. The project would be done in phases. Currently the community center building construction is underway. In the spring work would start with the removal of the southern garages, new drainage improvements to the south, as well as the northernmost apartment receiving a new sloped hip roof and vestibules. RECEIVE J AN 1 01011 Agenda Information Memo January 17, 2012 Eagan City Council Meeting B. LOT 1, BLOCK 1, BALLANTRAE 2 ADDITION DRAINAGE & UTILITY EASEMENT VACATION ACTION TO BE CONSIDERED: • Direct preparation of findings for DENIAL of the petition to vacate public drainage and utility easements within Lot 1, Block 1, Ballantrae 2 " Addition, • Direct preparation of an encroachment agreement to be returned for future Council consideration. FACTS: • On December 12, 2011, City staff received a petition from Paola Bernardi, owner of Ballantrae Apartments, 3800 Ballantrae Road (Lot 1, Block 1, Ballantrae 2 " Addition), south of Silver Bell Road near the Cedar Grove area, requesting the vacation of portions of public drainage and utility easements upon said property. • On December 20, the City Council received the petition for this vacation, and set a public hearing for January 17 to consider vacating said drainage and utility easements. • In 2000, public easements were dedicated with the Ballantrae 2" Addition plat over all (both public and private ) sanitary sewer, water main, and storm sewer facilities serving the buildings comprising the Ballantrae Apartments. • The owner /applicant is proposing significant renovations to the apartment buildings on the property, and has discovered two areas of existing buildings that encroach into these public drainage & utility easements (both 6' x 38'). In addition, proposed entrance renovations to two apartment buildings and a proposed new garage construction result in four more areas of encroachment into these public drainage and utility easements (various sizes ranging from 3' x 11' to 9' x 20'). • The owner /applicant has requested the City to vacate these 6 isolated easements segments to help provide clear property title on the existing and proposed encroachment areas. • The existing publicly dedicated easements are already minimally sized for the depth and location of the associated sanitary and/or water lines. Future maintenance, repairs and/or replacement of the utility lines in or near the encroachment areas will require extraordinary efforts with related expense and added liability which could result in potential damage to the encroaching structures. • Recognizing the value of the proposed building improvements to the property and possible options to accommodate future maintenance, construction and/or repair activity, an encroachment agreement could be entered into between the City and the property owner. Such an agreement could allow the improvements to be completed within the easements by addressing any future liabilities and responsibilities for such utility maintenance, construction and/or repairs. • All notices have been published in the legal newspaper and sent to all potentially affected private utility owners informing them of this public hearing. No objections beyond the City staff concerns have been received to date. • This vacation petition as presented has been reviewed by the City Attorney and the Engineering and Planning Divisions and found to be unsuitable for favorable Council action at this time. • City staff has discussed with the owner's representative the option of an encroachment agreement to accommodate the owner /applicant's desired renovations. The representative has indicated an interest in the Council's consideration of pursuing such an agreement option. ATTACHMENTS: • Legal Description, graphics, pages 'O p _through (� T . • Location Map, page �-] . 11\11— \ YANKEE DOODLE RD. Moan+ � _c. ) L ) - - -, , // Proposed Easement Vacation ,<'. � II # VER SIL BELL I $ ROAD I ) t 1 r Y / Q ❑ 7 /1 Q • Go o ., J U c s v 1 Q, Q m ��P�� D EERWOOD ❑ 0 • DRIVE � S ca II Z Y F- 0 � � Si DIFFLEY ROAD 4 DIFFLEY ROAD i J Q 1 U -Z ` U two W /. cr u W Q CC Q W U T- J � t , CLIFF ROAD — ) (P 0 0 - --.- 0 1° ,� ,, ,,` I\- C!ty a aIl of E Ballantre 2nd Addition 7 Fig. 1 Easement Vacation (�l Engineering Department Silver Bell Road 5893954 f § 715. 00 E 1 11111 ' _ b r_ _ � _...6___ �, r '4) 0_ 589'59'54"E 139.10 r ' L.l g� j J Li J I L 1 , 1 \ l II 4 1 1 I \\ - - I r - - 1 1 1 ._ - -+ c- -� I 1 ( 11 ! r T , 1 ° 1 Al - 1 11 r I I Ir r ' i I v 1 I �. " �,�� / A �. ., L - -7 r '1 r - --- ' � EASE 1 I 1 I A within easements 1 1 Existing buildings Q 1 I $ . --3-1 1 J I 1 1_ 1 G 1 O A E L - within easements Proposed building improvements 1 -t a am 1 � sewers serving multiple properties " ' I 1 I 1 I . ) 1 Sd9J9_ - .L ' GOLD TRAIL i4` t ` 4.1' Proposed Easement Vacation Locations City of Eagan Ballantrae Apartments kg Jan. 9, 2012 © 2010 RLK INC. Easement Vacation , Ballantrae Apartments Sketch and Description ,k°` 3800 Bollontroe Rood Eagan, MN 55122 ______\---- - 1 I. , , I I \. -- t 1 point of beginning i I I I HI I I I 1 L J L - - - L__ I L I — — — , - - S89'35'59 "W 27876 , — " - ■ 589`35'59 "W 11.00 :' o • I AN I I ° 1 I 11 8 ■ � . ...---------.--------..f--— n J ---- L J I i \\\ \ '' 1 _ centerllnearamage 1 \ f - -_ __� __ o �. sntlii iii meat - - - -' \ \ \ 1 - ro - ` \\ \� 1 1Z _ �i 1 L r L _ . 1 1 L__ _ 1 cil 1 r , I I 0 1 O 1 g Q ) I 1 GU I a) W r l o I NORTS 1 z I \ n Q 0 100 SCALE IN FEET I I , Southeast corner of lot 1 ; V 1 j 6 GOLD TRAIL 1 PROPOSED EASEMENT VACATION "A" DESCRIPTION That port of the droinoge and utility easement over Lot 1, Block 1, BALLANTRAE 2ND ADDITION occording to said plot on file and of record in the office of the County Recorder, Dakota County, Minnesoto being o strip of land 3.00 feet in width, the southerly line of which is described os commencing of the southeosterly corner of said Lot 1; thence North 04 degrees 10 minutes 36 seconds East on on assumed bearing olong the eost line of soid Lot 1, o distonce of 488.01 feet to the intersection of the centerline of said droinoge and utility D easement; thence South 89 degrees 35 minutes 59 seconds West, olong soid centerline, o distonce of 278.76 1 feet; thence North 00 degrees 24 minutes 01 seconds West, perpendicular to soid centerline, o distonce of 3 7.00 feet to the point of beginning; thence South 89 degrees 35 minutes 59 seconds West, parallel with soid centerline, o distonce of 11.00 feet, and soid line there terminoting. U 5 . D. t I hereby certify thot this survey, plan or report was prepared by me or u der my direct supervision and thot I om o duly Registered Lon S rveyor under the I s of the Stote of Minnesoto. o NOTE: , A, 9 NOTE: Area = 33 sq. ft `� ` 12 - - Henry D. Nelsor, , MN Lice se No. 17255 Dote . 1 DATE K Ballantrae Apartments 12 -09 -11 V lMhnnetonk,i, dN ri ( INC C ) ORPR.n le ) Phone : 952 933 0972 ' PROD/ _� I: a.: 952933 „53 E XHIBIT A 1 952 93111 3 2011- 0 wune U ] 6110 Blue Cirdc Dove • Suirc 100 • Minnetonka, HIV 55343 © 2010 RUC INC. Easement Vacation Ballantrae Apartments Sketch and Description ,k° 3800 Bollontroe Rood Eagan, MN 55122 %_.--.......-- I, r , I I I I I _ point of beginning -- ..._ 1 1 /` iI L L -- L- �� "-- I — — — . — — 9 ' � 221 50 .......... S89 °35'59 "W 11.00 ■ ° o . I A, 1 1 ' `` Ls— S J J I t \\ — — —1 _ cent rline aralnage 1 ' \\ \\ 1 1 r_ - - _ — — — - • n. ilif y e z meat— — — _1 \ \ 1 1 r - _ \ \\ 1 I 1 J ,_ I L_ L__, I I L____] 1 I {a I I = � o I I a; . 0 I I . I G 1 r 1 W 1 Fr I Zu rn I NORTH ‘ . z _ 1 ■ ... — SCALE IN FEET I! , 1 Southeast comer of lot 1 ; s, I ) I 1 i I , , I - GOLD TRAIL I , si PROPOSED EASEMENT VACATION "B" DESCRIPTION Thot port of the droinoge and utility easement over Lot 1, Block 1, BALLANTRAE 2ND ADDITION according to soid plot on file and of record in the office of the County Recorder, Dokoto County. Minnesota being o strip of fond 3.00 feet in width, the southerly line of which is described os commencing of the southeasterly corner of soid Lot 1; thence North 04 degrees 10 minutes 36 seconds Eost, on on ossumed beoring along the eost line of soid Lot 1, a distance of 488.01 feet to the intersection of the centerline of soid droinoge and utility eosement; thence South 89 degrees 35 minutes 59 seconds West, olong soid droinoge and utility easement, o - distonce of 221.60 feet; thence North 00 degrees 24 minutes 01 seconds West, perpendiculor to soid 5 centerline, o distance of 7.00 feet to the point of beginning; thence South 89 degrees 35 minutes 59 seconds West, porollel with soid centerline, o distonce of 11.00 feet, and soid line there terminoting. I) 5 1 L I hereby certify that this survey, pion or report was prepored by me or under my direct supervision and thot I am o duly Registered Lond urveyor under the lows of the Stote of Minnesota. NOTE: ;�, Vacated Areo = 33 sq. ft Y . 12 - - Henry D. el n, MN Li ense No. 172 5 Dote n 1 �. Ballantrae Apartments 12 09 - 11 1 V RL�K n(innca)nka, MN ( txconroRm t D ) Phone: 952 933 1197 2 PROJO \,..„.......... Paa: 952 933 uwv.rlkinc corn corn EXHIBIT B � � 2011 -081 M U 61 10 Blue Circle Drive • Suite 100 • Minnetonka, MN 55343 © 2010 RLK INC. Easement Vacation , Ballantrae Apartments Sketch and Description ,'sP` 3800 Bollontroe Road Eagan, MN 55122 t Silver Bell Road i South ROW line of Silver Bell Road j Northeasterly corner of Lot 1 S00° 1 1'06 "W 40.00 - -= ' 1 L - 1-- ____- - -_. -- S89 °59'54 "E 115.00 `` -500 °00'06 "W 70.96 J 1 ! -- J i — N89_43'45 "W 386.5 r— :.-�t _poin of nib - N89 °43'45 "W 11.64 "' — r 1 r — — — — l a— , j f r —i 1 1 ( centerline drainage _ 1 1 14 ' and utilit ease - I P I CI ( Li � I I I 1 1 r III ) _0- — — — — I 1 ---- C - - --1 e r l_ a 1 ) r — _ I 1 ` r-- - * - -- - -. c- --I �\ i 1 [[ 1 1 1 I f 1 N ∎. f , ! 1 . 1 . I\ 1 PROPOSED EASEMENT VACATION "C" DESCRIPTION That port of the droinoge and utility easement over Lot 1, Block 1, BALLANTRAE 2ND ADDITION according to said plot on file and of record in the office of the County Recorder, Dokoto County, Minnesoto being o strip of lond 6.00 feet in width, the southerly line of which is described os commencing of the northeosterly corner of soid Lot 1 which is on the southerly right— of —woy line of Silver Bell Rood os plotted in soid plot; thence South 00 degrees 00 minutes 06 seconds West on on ossumed bearing olong on easterly line of soid Lot 1, o distonce of 40.00 feet; thence South 89 degrees 59 minutes 54 seconds East, along o northerly line of soid NORTH lot, o distonce of 115.00 feet; thence South 00 degrees 00 minutes 06 seconds West, along on easterly line of soid Lot, o distonce of 70.96 feet. to the intersection of the centerline of the soid droino and utility ■ easement; thence North 89 degrees 43 minutes 45 seconds West, along soid centerline, o distonce of 386.57 feet; thence North 00 degrees 16 minutes 15 seconds West, perpendiculor to said centerline, o distonce of ii 4.00 feet to the point of beginning; thence North 89 degrees 43 minutes 45 seconds West, parallel with soid centerline, o distonce of 11.00 feet, and said line there terminoting. 0. r 1 hereby certify that this survey, on or report was pre pored by � � y me or nder m direct supervi and that I am o duly Registered oio■is Land ' rveyor under the laws of the State of Minnesoto. SCALE IN FEET c_ o NOTE: P i. di v, 12 -09 -11 Vacated Areo = 66 sq. ft Henry D. N- . MN Lice e No. 172 Dote Ballantrae Apartments 12 09 -11 1 RLK Minnetonka, MN LI ( INCORPORAT ) Phone 952 933 0972 PROD/ �J ` nc: 97791375' EXHIBIT C 1 ani v.akin<.<um 2011-081M U � 61 10 Blue Circle Drive • Suite 100 • \linnccanka, MN 55341 © 2010 RLK INC. Easement Vacation , Ballantrae Apartments Sketch and Description ,k° 3800 Bollontroe Rood Eagan, MN 55122 Silver Bell Road Northwesterly corner of Lot 1 — \._.. i ---: I. ‘‘ 1. P ti cA I t_ I r ----, r az= - - I -A- i - -L- - - -, I I - I J -1 l N W O \ I _ . : ly b O l in 1 N 0 \ O f I Z V I r t\ t t L_. " _J I centerline drainage � — —\� _ ..- _ _ I and uitility easemen .. f - 7� —j'"ii r_ = A --- o - - --1. r N8...51,35•E 50.3 ` - ,.cr 1 1 I of `3 o ,n,-. I I r c `� 1 I I 1 r— Qa I I l r J L ■ l 1 1 i - - - - \ I � � 1 I I . 1 1 1 I--1 ` i1 i ` �\ N 1 I '1 1 1 I o 1 / v PROPOSED EASEMENT VACATION "D" DESCRIPTION 1 That port of the droinoge and utility eosement over Lot 1, Block 1, BALLANTRAE 2ND ADDITION according to said plot on file and of record in the office of the County Recorder, Dakota County, Minnesota being o strip of land 4.00 feet in width, the southerly line of which is described os commencing of the most northwesterly corner of soid Lot 1; thence South 00 degrees 19 minutes 24 seconds East, on on ossumed beoring along o o westerly line of soid Lot 1, o distonce of 293.04 feet, to the intersection of the centerline of soid droinoge and utility eosement; thence North 89 degrees 51 minutes 35 seconds East, olong soid centerline, o distonce NORTH of 50.38 feet; thence North 00 degrees 08 minutes 25 seconds West, perpendicular to said centerline, o distonce of 6.00 feet to the point of beginning; thence North 89 degrees 51 minutes 35 seconds East, D porollel with said centerline, o distonce of 38.00 feet, and soid line there terminoting. U J v o 100 I hereby certify thot this survey, pion or report was prepored by a me or under my direct supervision and that l am o duly Registered • MENEM La • Surveyor under the lows of the State of Minnesota. SCALE IN FEET Ai An. _ _ j 12 -09 -11 • NOTE: • , ,ale • vacated Areo = 152 sq. ft Henry D. on, M License •. 17255 Dote 5 • �� Ballantrae Apartments 12 D 09 -11 1 V RLK Minnetunka, MN n ( INCORPORATED ) Phone: 952 933 0972 PROD/ ATE \__ Fa :952933,153 EXHIBIT D -2,_ . 952 lkinc.com 2011 -081 M U � 61 10 Bluc Circle Drive •Suite 100 •Minnetonka, MN 55343 © 2010 RIX INC. Easement Vacation , Ballantrae Apartments Sketch and Description ,k°` 3800 Bollontroe Rood Eagan, MN 55122 Silver Bell Road Northwesterly comer of Lot 1 __. - -- -- -- —� t t V__ \--South line of Silver Bell Road Iti L - -..- i E ..S89 °43'45 "E 38.00 o _ i ri 0 td r X89 43 45 "E 190 ' .Dint of beg nin r rn - r w 1 r - - - --1 r` - --11 I S 1 1 up O _� I_� W I o �" I O v co LI o v zl L_. centerliuitilne drainage (= — — — — J �-- 1 easement L --------- _ X89 °5135 "E 249 I and ity J € 1 1 I I l r— I 1 ! I J L 1/ O � , 11 N ,. PROPOSED EASEMENT VACATION "E" DESCRIPTION Thot port of the droinoge and utility eosement over Lot 1, Block 1, BALLANTRAE 2ND ADDITION occording to soid plot on file and of record in the office of the County Recorder. Dokoto County, Minnesota being o strip 7 of land 4.00 feet in width. the northerly line of which is described os commencing of the northwesterly corner. on the south line of Silver Bell Rood. of said Lot 1; thence South 00 degrees 19 minutes 24 seconds Eost on 1 on ossumed beoring olong o westerly line of said Lot 1. 0 distonce of 293.04 feet to the intersection of the D centerline of said droinoge and utility eosement; thence North 89 degrees 51 minutes 35 seconds Eost. olong NORTH soid centerline, o distonce of 249.55 feet; thence North 01 degrees 47 minutes 20 seconds Eost, olong soid 3 centerline. o distonce of 171.57 feet; thence South 89 degrees 43 minutes 45 seconds East, along said centerline. o distonce of 190.26 feet; thence South 00 degrees 16 minutes 15 seconds West. perpendiculor to :, 7 soid centerline, o distonce of 6.00 feet to the point of beginning; thence South 89 degrees 43 minutes 45 ' seconds Eost, porollel with soid centerline. o distonce of 38.00 feet. and soid line there terminating. 3 n, n 0 100 I hereby certify that this survey, plan or report was prepared by iii■I me or under my direct supervision and that I om o duly Registered l�� : • • Surveyor under the lows of the Stote of Minnesoto. 3 • SCALE IN FEET o NOTE: 12 -09 -11 Vacated Areo = 152 sq. ft Henry D. N - on, MN Lic nse No. 172 5 Dote 3 J r ..._—_,\ Ballantrae Apartments 12 0 V 09 -11 RLK Minnetonka, MN ., ( INC,,RPORAn[D ) Phone: 952 933 0972 PROD/ ',s 9;2933 corn EXHIBIT E • 3 «�tw.rlkinc.com 2011-081M U � • 6110 I31uc Cirdc Drive •Suite 100 • Minnetonka, SIN 55343 © 2010 RUC INC. Easement Vacation Ballantrae Apartments Sketch and Description , c o 3800 Bollontroe Rood Eogon, MN 55122 jt ► ! — I I l_ c 1 1 1 1 1 I 1 N9P °00'00 "V 26.E � �' 11 1 1 l , 1 t 1 —I 1 ____L.., �` \ , 1 L - - - . - �. N90T00 0C E 9.00 -s - -- 1 1 r -85.10 . 1 v S89 35'59"W \ .-- L — 1 r - - l m wr I ' I IR \ \\ �� = - J - cen rli J Si I - _ • n. - - lg. y e aeemeft_ _ JI \ \ _ \ \ \ I r _ _ L-1 \ I \ _ \ \\ 1 1 - J - _ 1 r - L__1 1 1 - - L___J I Al I r \ II ` 1 § NJ I 111 o v I m I c J l a) W Zip in I m NORTH I / 1 o \ o I Z I E 0 100 , — \ I — V SCALE IN FEET i _.i L_- 7 I I Southeast comer of lot 1 I i , 0 7 GOLD TRAIL { PROPOSED EASEMENT VACATION "F" DESCRIPTION Thot port of the droinoge and utility eosement over Lot 1. Block 1, BALLANTRAE 2ND ADDITION according to soid plot on file and of record in the office of the County Recorder, Dakota County, Minnesota being o strip 1 of lond 20.00 feet in width. the centerline of which is described as commencing of the southeost corner of ° soid Lot 1; thence North 04 degrees 10 minutes 36 seconds Eost on on ossumed beoring along on eost line 1 of soid Lot 1. o distonce of 488.01 feet to the intersection of the centerline of soid droinoge and utility eosement; thence South 89 degrees 35 minutes 59 seconds West, olong soid centerline, o distonce of 85.10 n feet to onother centerline; thence North 00 degrees 00 minutes 00 seconds Eost, olong soid centerline. o distonce of 20.93 feet; thence South 90 degrees 00 minutes 00 seconds West, along soid centerline, o ii distonce of 26.52 feet to onother centerline and to the point of beginning; thence continuing South 90 5 degrees 00 minutes 00 seconds West o distonce of 9.00 feet, and soid line there terminoting. n_ I I hereby certify thot this survey, plan or report was prepared by me or under my direct supervision and that 1 om o duly Registered s Lond S , rveyor under the lows of the State of Minnesota. • o NOTE: 5 Vocoted Areo = 180 sq. ft 4r. , 1P • 12 -09 -11 = H ry D. • , MN Lice Or-'07.04.--\ No. 17255 Dote 5 D .7-- Ballantrae Apartments 12 0 09 -11 RLK Minnetonka, MN .i ( IN, ORPORATGD ) Phone: 952 9330972 PROD/ \---_-, Faw:952933i753 EXHIBIT F www.rlki 43 / ' I 2011-081M ] 6110 Blue Circle Drive • Suite 100 • Minnetonka, MN 553 55343 Agenda Information Memo January 17, 2012 Eagan City Council Meeting C. PROJECT 1057, HIGHVIEW AVENUE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1057, Highview Avenue (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 22 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of Highview Avenue in northwest 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 December 20, 2011, the feasibility report for Project 1057 was presented to the City Council and a Public Hearing was scheduled for January 17 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on January 9 for the adjacent property owners to discuss the proposed improvements. Of the 17 total properties (all single - family) proposed to be assessed under this improvement, 1 resident 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: n . • Feasibility Report, pages throug `� • Informational Meeting Minutes, page 1.1' C !ty ofEaa all Report for Highview Acres Neighborhood Street Revitalization City Project No. 1057 January 2012 rez r 4 r.r 1 T �� d% 14.4.4■ ■0001.°) C ity 0 f E aoll Mike Maguire Mayor January 10, 2012 Paul Bakken Cyndee. Fields Honorable Mayor and City Council Gary Hansen City of Eagan Meg Tilley 3830 Pilot Knob Road Council Members Eagan, MN 55122 Thomas Hedges City Administrator Re: Highview Acres Street Revitalization City Project No. 1057 Dear Mayor and City Council: Attached is our report for the Highview Acres Street Revitalization, City Project No. 1057. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. Municipal Center 3830 Pilot Knob Road We would be pleased to meet with the City Council at your convenience to review and Eagan, MN 55122 -1810 discuss the contents of this report. 651.675.5000 phone 651.675.5012 fax Sincerely, 1, 651.454.8535 TDD , ohn P. Corder Assistant City Engineer Maintenance Facility 3501 Coachman Point I hereby certify that this report was prepared by me or 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 St a of Minnen / � 651.675.5360 fax John P. Gorder 651.454.8535 TDD Date: j/j i/0 Reg. No. 22813 www.cityofeagan.com Reviewed By Dept. of Public Works Date: h ` 1 3 - / Reviewed By: The Lone Oak Tree Finance Dept. 40 Date: - ! �" The symbol of strength and growth in our community. TABLE OF CONTENTS Executive Summary - 1 Introduction /History - 2 Scope - 3 Area To Be Included - 3 Street Pavement Evacuation 3 Proposed Improvements - 4 Easements /Permits - 6 Feasibility and Recommendations 6 Cost Estimate - 7 Assessments - 7 Assessment Financing Options 8 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 — Mill & Overlay Executive Summary Background Project Name Highview Acres Project # 1057 Street Area 4,677 sq. yds. Street Length 1,403' Constructed 1986 Overlayed - Streets Included Highview Avenue Crack Sealed - Seal Coated 1995, 2005 SE 1/4 Section 4 North of Lone Oak Road Absolute Location Relative Location Township 27, Range 23 West of Pilot Knob Road Project Details Roadway resurfacing PCI Rating 56 Replacement of damaged Recommended curb & gutter Improvement Patch/ Repair and Overlay Adjustment /Replacement Curb Removal 9% Scope of; sanitary /storm sewer Residential Lots 17 utility castings water gate valves Commercial /Industrial/ 0 Public Facility Lots street signage y Cost Estimate Assessment Ratio Property City Mill & Overlay w/ signage $ 55,100 $ 22,400 $ 32,700 Repair Existing Concrete Curb & Gutter $ 14,700 - $ 14,700 Total $ 69,800 $ 22,400 (32 %) $ 47,400 (68 %) Highview Acres 1 January 2012 Neighborhood Street Revitalization Highview Acres Eagan, Minnesota 4 1 , ,, 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. Highview Avenue, within the Highview Acres residential neighborhood in north - central Eagan, approximately 1/4 mile in total length, has been identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street in this residential neighborhood was constructed in 1986. 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 of Eagan's maintenance records indicate that this street was seal coated in 1995 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 Highview Acres 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. A rehabilitation of a pressure- reducing manhole is 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 streetlights, utility boxes, and storm water ponding/ access, and pedestrian features were evaluated. The rehabilitation of the City- maintained items are included in this project, if needed. Scope This project will provide resurfacing (edge mill and overlay) for approximately 1/4 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, adjustment and /or replacement of sanitary /storm sewer utility castings, water gate valves, and street signage. Al b Area To Be Included Properties included in the project lie within the SE 'A, Section 4, lying North of Lone Oak Road, West of Pilot Knob 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: PCI Recommended Improvement 56 —100 Routine Maintenance /Crack Seal /Seal Coat 36 - 55 Patch /Repair and /or Overlay 0 - 35 Reconstruct/ Reclaim Highview Acres 3 gi The 2011 PCI ranking for this portion of Highview Acres has a weighted average of 56, which falls just over 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 sections and require full reconstruction. ,.. Proposed Improvements Pavement - The existing street section for this roadway consists of 3" bituminous pavement supported by 6" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and 4_ gutter (6' -8' wide) to accommodate a VA-inch - bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for residential 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 Highview Acres are detailed in Appendix C, 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 . y, , 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. Highview Acres 4 e., 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 being investigated and implemented to reduce infiltration into the City sanitary and storm systems. Replacement of the top slab and casting of a water pressure- reducing manhole is included in this project. ate.. F T } J um 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 at the existing trail at Pilot Knob Road. If boulevard trails are desired by the adjacent residents, a petition from the majority of affected property owners should be submitted to the City. Highview Acres 5 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 igh replaced to improve safety and night time visibility. ew p p Y g b tY• Existing signs which are not required by, or compliant with, the MnMUTCD will be permanently removed. Street Lights - The properties along Highview Avenue were developed prior to the implementation of City street light standards. Therefore, there are no street lights on this portion of Highview Avenue. If street lights are desired by the adjacent residents, a petition from the majority of affected property owners should be submitted to the City. 4 011- Easements /Permits All work will be in the public right -of -way. No additional easements will be necessary. A permit from Dakota County will be necessary for work within Pilot Knob Road right -of -way. 410k1OF 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 and pavements throughout the City and the region. Highview Acres 6 '34 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: Highview Acres • Mill & Overlay w/ signage $ 55,100 • Repair Existing Concrete Curb & Gutter $ 14,700 Total $ 69,800 ti. 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 streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Highview Acres 7 25- City Special Assessment Policy Assessment Ratio Property City MiII & Overlay — Residential 50% 50% Repair Existing Concrete Curb & Gutter 0% 100% Street Revitalization Improvements — R1 Residential - Platted Lots All residential lots (17 total single - family) as shown on Figure 2, having driveway access on to the portion of Highview Avenue to be improved, are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable, based on a standard 32 -foot street width. The average street width within the project area is 32 feet. The estimated cost per single - family lot equivalent based on the City Assessment Policy is $1,320/ lot and is calculated as follows: % R1 Residential Frontage = 2,288 F.F./ 2,806 Total F.F. = 81.5% [$55,100 (Overlay/ Sign Cost) x 50% x 81.5 %] = $22,400 $22,400(Total Res- Platted Assessment) 4 $1,320/ Lot Equivalent 17 Lot Equivalents 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 with the interest determined by the results of the bond sale used to finance the improvements. The following payment schedule is an example of the estimated $1,320 assessment with an estimated 5.0% interest for the assessed amounts: Principal Per Year Interest Per Cost Per Year Year First Year $264 $82 $346 Fifth Year $264 $ 13 $277 Highview Acres 8 C Revenue Source A summary of revenue sources is listed below: Property Project Cost Assessment City Contribution Mill and Overlay $ 55,100 $ 22,400 $ 32,700 (Including Signage) Repair Existing Curb $ 14,700 0 $ 14,700 Totals $ 69,800 $ 22,400 $ 47,400 The City's Major Street Fund will finance the estimated project deficit of $47,400 (68% of total). Project Schedule Present Feasibility Report to City Council/ Order Public Hearing December 20, 2011 Informational Meeting January 9, 2012 Public Hearing January 17, 2012 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 Highview Acres 9 Appendix A Preliminary Cost Estimate City Project 1057 Highview Acres Item No. Item Unit Unit Price Est Qty Estimated Cost Part I - Bituminous Street Overlay 2021.501 Mobilization LS $ 5,000.00 1 $ 5,000.00 2232.501 Mill Bit Pavement (1- 1/4" depth, 6' Width) SY $ 1.00 1880 $ 1,880.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 240 $ 960.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 10 $ 1,000.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 500 $ 25,000.00 2506.602 Adjust Gate Valve Box EA $ 125.00 1 $ 125.00 2504.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 5 $ 2,000.00 2504.602 Repair Gate Valve Top Section w /Cover EA $ 300.00 2 $ 600.00 SP -1 Signage Remove & Replace LS $ 1,803.90 1 $ 1,803.90 2563.601 Traffic Control LS $ 2,000.00 1 $ 2,000.00 Subtotal $ 40,368.90 5% Contingency $ 2,018.45 Subtotal $ 42,387.35 30% Indirect Costs $ 12,716.20 Part I - Bituminous Street Overlay $ 55,103.55 Item No. Item Unit Unit Price Est Qty Estimated Cost Part II - Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 263 $ 1,578.00 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 6 $ 600.00 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 Top Slab w/ Cstg (PRV MH) EA $ 1,500.00 1 $ 1,500.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 2 $ 500.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2531.501 Concrete Curb and Gutter, D412 LF $ 15.00 143 $ 2,145.00 2531.501 Concrete Curb and Gutter, 8618 LF $ 17.00 120 $ 2,040.00 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 80 $ 560.00 2575.551 Compost, Grade 1 TON $ 20.00 11 $ 220.00 Subtotal $ 10,788.00 5% Contingency $ 539.40 Subtotal $ 11,327.40 30% Indirect Costs $ 3,398.22 Part II - Repair Existing Curb & Gutter $ 14,725.62 Part I - Bituminous Street Overlay $ 55,103.55 Part II - Repair Existing Curb & Gutter $ 14,725.62 Project 1057 Total Cost $ 69,829.17 e Appendix B Preliminary Assessment Roll City Project 1057 Highview Acres Highview Avenue R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1408 HIGHVIEW AVE 10- 32880 - 000 -82 1 $ 1,320 $ 1,320 1412 HIGHVIEW AVE 10- 32890 - 010 -10 1 $ 1,320 $ 1,320 1416 HIGHVIEW AVE (Vacant) 10- 32890 - 010 -20 1 $ 1,320 $ 1,320 1420 HIGHVIEW AVE 10- 32890 - 010 -30 1 $ 1,320 $ 1,320 1421 HIGHVIEW AVE 10- 32880 - 000 -21 1 $ 1,320 $ 1,320 1426 HIGHVIEW AVE 10- 32880 - 000 -63 1 $ 1,320 $ 1,320 1427 HIGHVIEW AVE 10- 32880 - 000 -22 1 $ 1,320 $ 1,320 1430 HIGHVIEW AVE 10- 32880 - 000 -62 1 $ 1,320 $ 1,320 1433 HIGHVIEW AVE 10- 32880 - 000 -31 1 $ 1,320 $ 1,320 1436 HIGHVIEW AVE 10- 32880 - 000 -92 1 $ 1,320 $ 1,320 1439 HIGHVIEW AVE 10- 32880 - 000 -32 1 $ 1,320 $ 1,320 1440 HIGHVIEW AVE 10- 32880 - 000 -95 1 $ 1,320 $ 1,320 1445 HIGHVIEW AVE 10- 32880 - 000 -43 1 $ 1,320 $ 1,320 1446 HIGHVIEW AVE 10- 32880 - 000 -51 1 $ 1,320 $ 1,320 1447 HIGHVIEW AVE 10- 32880 - 000 -42 1 $ 1,320 $ 1,320 1448 HIGHVIEW AVE 10- 32880 - 000 -52 1 $ 1,320 $ 1,320 1450 HIGHVIEW AVE 10- 32880 - 000 -53 1 $ 1,320 $ 1,320 Subtotals 17 $ 22,440 I TOTAL ASSESSMENTS 1 $ 22,440 I Front Footage Summary Single - Family Residential 2,288 81.5% Non - Assessable (Sideyard/ backyard) 518 18.5% Total 2,806 100.0% MENDOTA HEIGHTS 1 L. 1111 U I INTERSTATE 494 .1 . . _..... 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CURB & BITUMINOUS TACK COAT GUTTER AS DIRECTED 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous 'Street Overlay Proposed Typical Section 1,/,0 Highview Acres ir`' Street Revital ization - Project 1057 Fig. 3 y City of Egli i Engineering Department Typical Sections 9 HIGHVIEW AVENUE (HIGHVIEW ACRES) Street Revitalization City Project No. 1057 Informational Meeting — 5:30 P.M. Monday, January 9, 2012 City Hall Conf Room 1 Attendance John Gorder, Assistant City Engineer, 1 resident representing 1 single - family property (see attached sign -in sheet). Presentation of Project Details Gorder welcomed the property residents and presented project information, including details such as construction, costs, schedule and assessments. A short ETV video on the street improvement process was also shown. Questions/ Comments There aren't any street lights along Highview Avenue. How can we get some installed? The properties along Highview Avenue were developed prior to the implementation of City street light standards. Therefore, there are no street lights on this portion of Highview Avenue. If street lights are desired by the adjacent residents, a petition from the majority of affected property owners can be submitted to the City for consideration. All potentially affected property owners who would be assessed for the cost of street light installations should sign the petition. How about sidewalks? Is that a similar situation to street lights? Yes. If sidewalks are desired by the adjacent residents, a petition from the majority of affected property owners can be submitted to the City for consideration. All potentially affected property owners who would be assessed for the cost of sidewalk installation should sign the petition. The meeting adjourned at 5:55 p.m. 9� INFORMATIONAL NEIGHBORHOOD MEETING Highview Acres Project No. 1057 Monday, January 9, 2012 City hp 5:30 p.m. — Conference Room 1AB NAME ADDRESS 1. liOR A i 4.Pr. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Agenda Information Memo January 17, 2012 Eagan City Council Meeting D. PROJECT 1058, OSLUND TIMBERLINE (PINE RIDGE DRIVE) STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1058, Oslund Timberline (Pine Ridge 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 22 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of Pine Ridge Drive, from McCarthy Road to Red Cedar Road, within the Oslund Timberline neighborhood in northwest 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 December 20, 2011, the feasibility report for Project 1058 was presented to the City Council and a Public Hearing was scheduled for January 17 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on January 9 for the adjacent property owners to discuss the proposed improvements. Of the 15 total properties (all single - family) proposed to be assessed under this improvement, no one 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 through f 1 a 9\5 4.4414% 1 0 � all Report for Oslund Timberline (Pine Ridge Drive) Street Revitalization City Project No. 1058 January 2012 1 r" ray � � 1 • I //144 * t�P 4100. 1 0 a all Mike Maguire January 10, 2012 Mayor Honorable Mayor and City Council Paul Bakken City of Eagan 3830 Pilot Knob Road Cyndee Fields Eagan, MN 55122 Gary Hansen Meg Tilley Re: Oslund Timberline (Pine Ridge Drive) Street Revitalization Council Members City Project No. 1058 Thomas Hedges Dear Mayor and City Council: City Administrator Attached is our report for the Oslund Timberline (Pine Ridge Drive) Street Revitalization, City Project No. 1058. 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 Municipal Center review and discuss the contents of this report. 3830 Pilot Knob Road Eagan, MN 55122 -1810 Sincerely, 651.675.5000 phone /' 651.675.5012 fax j 651.454.8535 TDD J hn P. Gorder Assistant City Engineer 1 hereby certify that this report was prepared by me Maintenance Facility or under my direct supervision and that I am a duly 3501 Coachman Point Licensed Professional Engineer under the laws of the Eagan, MN 55122 State of Minnesota. 651.675.5300 phone 651.675.5360 fax John P. Gorder 4. 651.45 8 535 TDD Date: 1/1 I/2 Reg. No. 22813 Reviewed By: www.cityofeagan.com Dept. of Public 1 orks 1 Date: / ` / 3 / Z Revieww. The Lone Oak Tree The symbol of ' t. strength and growth Finance Dept. ko Date: ( ( ` ( 2 - in our community. Q TABLE OF CONTENTS Executive Summary _ 1 Introduction /History _2 Scope 3 Area To Be Included - 3 Feasibility and Recommendations -3 Street Pavement Evaluation - 4 Proposed Improvements 5 Easements /Permits _7 Cost Estimate 7 Assessments - 7 Assessment Financing Options 8 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 — Mill & Overlay 440 Executive Summary Background Project Name Oslund Timberline Project # 1058 Street Area Street Length 0.15 miles Constructed 1969 Reconstructed 1986 Streets Included Pine Ridge Drive Crack Sealed - Seal Coated 1992 and 1999 NE % of Section 9 Relative Absolute Location Township 27, Range 23 Location South of Lone Oak Road, West of Pilot Knob Road Project Details Roadway resurfacing PCI Rating 46 Replacement of damaged Recommended Patch /Repair and curb & gutter Improvement Overlay Adjustment /Replacement of; Curb Removal 20% Scope Sanitary /storm sewer Residential Lots 15 Utility castings Water gate valves Commercial /Industrial 0 Street signage /Public Facility Lots Cost Estimate/ Revenue Property City Mill & Overlay w/ Signage $ 33,200 $16,500 $16,700 Repair Existing Concrete Curb & Gutter $ 33,200 $ 0 $33,200 Total $ 66,400 $ 16,500 (25 %) $ 49,900 (75 %) Oslund Timberline 1 99 January 2012 Neighborhood Street Revitalization Oslund Timberline (Pine Ridge Drive) 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. Pine Ridge Drive (Oslund — Timberline, McCarthy Road to Red Cedar Road, 0.15 miles in length) in northwest Eagan is identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street in this residential neighborhood were constructed in 1969 and reconstructed in 1986. 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 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 this street was seal coated in 1992 and 1999. 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 the street under consideration, where necessary. These repairs alone will Oslund Timberline 2 int 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 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 0.15 miles of roadway. Figure 2, in Appendix C, illustrates the project limits . Included in this project are the following improvements: replacement of damaged curb and gutter, 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 NE 1/4 of Section 9, South of Lone Oak Road, West of Pilot Knob Road, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. 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 ride ability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. Oslund Timberline 3 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 City. 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 The 2011 PCI ranking for this segment of Pine Ridge Drive has a weighted average pavement condition rating of 46, which falls in the middle rankings of the "Patch /Repair and /or Overlay" category, as mentioned 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. Oslund Timberline 4 \ ;•.. Proposed Improvements Pavement - The proposed street improvements for Oslund Timberline are shown in Figure 3. The existing street section for this z °, roadway consists of 3 1 /2" bituminous pavement supported by a 6 "gravel base. The existing bituminous surface will be milled adjacent to the ` existing curb and gutter (6' -8' wide) to accommodate a 1 %" bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for neighborhood collector and residential 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. Concrete Curb & Gutter - Damaged curb & gutter will be Y, /5".17-* " replaced if severely cracked, spalled, or settled. It is estimated that approximately 20% of the existing concrete curb and gutter in this project area will have to be replaced. Boulevard turf will be removed and replaced. While the contractor who performs the work is responsible for the establishment of the new turf in the first 30 days after placement, adjacent property owners are encouraged to consistently water it, where possible, to help ensure its growth. Drain tile will be installed under the curb on the west side of Pine Ridge Drive (approximately 350 feet in length) to improve subgrade drainage. Oslund Timberline 5 /63 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. _ ,- r * ‘ Signage - Traffic and street identification signage within the project limits has reached the end of its p . ;p 0 x r - ._+ Y ,� ► '` , useful life and will be considered for replacement as ,,.,, part of this project. Existing signage will be reviewed r� , Af- "% 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 not compliant with, the MnMUTCD will be permanently removed. - — - Oslund Timberline 6 /I)/ 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. Completed Street Improvements 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. c % )- 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: Mill & Overlay w/ signage $ 33,200 Repair Existing Concrete Curb & Gutter $ 33,200 Total $ 66,400 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 streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Oslund Timberline 7 l�� City Special Assessment Policy Assessment Ratio Property City Mill & Overlay — Residential 50% 50% Repair Existing Concrete Curb & Gutter 0% 100% Residential Lots — Street Revitalization Improvements (Oslund Timberline) All residential lots (15 total single - family residential lots) as shown on Figure 2 having driveway access on to the streets to be improved are proposed to be assessed. 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 estimated cost per single - family lot based on the City Assessment Policy is $1,100 /lot, calculated as follows: 50% x $33,200 (Overlay and Signage Cost) = $1,100 / Residential Lot 15 Single Family Residential Lots q ). 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 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: Single Family Residential Lot = $1,100 Principal Per Year Interest Per Cost Per Year Year First Year $220 $69 $289 Fifth Year $220 $ 11 $231 Oslund Timberline 8 Revenue Source A summary of revenue sources is listed below: Project Cost Property City Assessment Contribution Mill and Overlay (Including Signage) $ 33,200 $ 16,500 $ 16,700 Repair Existing Curb $ 33,200 0 $ 33,200 Totals $ 66,400 $ 16,500 $ 49,900 The City's Major Street Fund will finance the estimated project deficit of $49,200 (75% of total). Project Schedule Present Feasibility Report to City Council/ Order Public Hearing December 20, 2011 Informational Meeting January 9, 2012 Public Hearing January 17, 2012 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 15, 2013 Oslund /Timberline 9 /(Y7 Appendix A Preliminary Cost Estimate City Project 1058 Oslund Timberline Item No. Item Unit Unit Price Est Qty Estimated Cost Part I - Bituminous Street Overlay 2021.501 Mobilization L5 $ 5,000.00 1 $ 5,000.00 2232.501 Mill Bituminous Pavement (Edge Mill) SY $ 1.00 1120 $ 1,120.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 180 $ 720.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 250 $ 12,500.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 10 $ 1,000.00 2504.602 Adjust Gate Valve Box EA $ 125.00 1 $ 125.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 2 $ 800.00 2504.602 Repair Gate Valve Mid Section EA $ 300.00 1 $ 300.00 2504.602 Repair Gate Valve Top Section w /Cover EA $ 250.00 1 $ 250.00 SP -1 Signage Remove & Replace LS $ 900.00 1 $ 900.00 2563.601 Traffic Control L5 $ 1,625.00 1 $ 1,625.00 Subtotal $ 24,340 5% Contingency $ 1,217 Subtotal $ 25,557 30% Indirect Costs $ 7,667 Part I - Bituminous Street Overlay $ 33,224 Item No. Item Unit Unit Price Est Qty Estimated Cost Part II - Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 325 $ 1,950.00 2104.505 Remove Concrete Valley Gutter SY $ 10.00 8 $ 80.00 2104.505 Remove Bit. Pavement SY $ 7.00 30 $ 210.00 2211.501 6 "Aggregate Base, CI. 5 (100% Crushed) TON $ 15.00 85 $ 1,275.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 50 $ 5,000.00 2502.541 6" Perforated Drain Tile w/ Pea Gravel & Geotextile Wrap LF $ 20.00 350 $ 7,000.00 2503.602 Connect Into Existing Drainage Structure EA $ 500.00 1 $ 500.00 2504.602 Repair Residential Sprinkler Head EA $ 100.00 3 $ 300.00 2504.602 Repair Sprinkler System EA $ 300.00 1 $ 300.00 2504.602 Repair Invisible Dog Fence Line EA $ 50.00 3 $ 150.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 1 $ 250.00 2531.501 Concrete Curb and Gutter, B618 LF $ 17.00 325 $ 5,525.00 2531.604 Concrete Valley Gutter - High Early SY $ 55.00 10 $ 550.00 2540.602 Repair Residential Landscaping EA $ 170.00 1 $ 170.00 2573.530 Storm Drain Inlet Protection EA $ 125.00 1 $ 125.00 2575.505 Sodding, Type Lawn (Highland) SY $ 7.00 90 $ 630.00 2575.551 Compost, Grade 1 TON $ 20.00 15 $ 300.00 Subtotal $ 24,315 5% Contingency $ 1,216 Subtotal $ 25,531 30% Indirect Costs $ 7,659 Part II - Repair Existing Curb & Gutter $ 33,190 Part I - Bituminous Street Overlay $ 33,224 Part II - Repair Existing Curb & Gutter $ 33,190 Project 1058 Total Cost $ 66,414 Joe Appendix B Preliminary Assessment Roll City Project 1058 - Oslund Timberline Pine Ridge Drive R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 3020 Pine Ridge Dr. 10- 55300 - 021 -80 1 $ 1,100 $ 1,100 3028 Pine Ridge Dr. 10- 55300 - 021 -70 1 $ 1,100 $ 1,100 3031 Pine Ridge Dr. 10- 55300 - 044 -20 1 $ 1,100 $ 1,100 3034 Pine Ridge Dr. 10- 55300 - 021 -60 1 $ 1,100 $ 1,100 3039 Pine Ridge Dr. 10- 55300 - 044 -10 1 $ 1,100 $ 1,100 3040 Pine Ridge Dr. 10- 55300 - 021 -50 1 $ 1,100 $ 1,100 3045 Pine Ridge Dr. 10- 55300 - 044 -00 1 $ 1,100 $ 1,100 3046 Pine Ridge Dr. 10- 55300 - 021 -40 1 $ 1,100 $ 1,100 3050 Pine Ridge Dr. 10- 55300 - 021 -30 1 $ 1,100 $ 1,100 3053 Pine Ridge Dr. 10- 55300 - 043 -90 1 $ 1,100 $ 1,100 3060 Pine Ridge Dr. 10- 55300 - 021 -20 1 $ 1,100 $ 1,100 3061 Pine Ridge Dr. 10- 55300 - 043 -80 1 $ 1,100 $ 1,100 Subtotals 12 $13,200 Red Cedar Road R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1465 Red Cedar Rd. 10- 55300 - 021 -10 1 $ 1,100 $ 1,100 1483 Red Cedar Rd. 10- 55300 - 043 -70 1 $ 1,100 $ 1,100 Subtotals 2 $2,200 McCarthy Road R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1480 McCarthy Rd. 10- 55300 - 040 -10 1 $ 1,100 $ 1,100 Subtotals 1 $1,100 15 Single - Family Lots TOTAL ASSESSMENT $ 16,500 1 $0? 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B618 CURB 6" CL. 5 AGGREGATE BASE &GUTTER Existing Typical Section 70' ROW 30' (F -F) EDGE MILL (6' -8' wide) Typ. 1 1/2" TYPE 2360 BITUMINOUS OVERLAY I\ REPLACE EX. CURB & BITUMINOUS TACK COAT GUTTER AS DIRECTED 3 BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section 11/10 Oslund Timberline y` City of Eon Street Revitalization - Project 1058 Fig. 3 Engineering Department Typical Sections 1 \' Agenda Information Memo January 17, 2012 Eagan City Council Meeting E. PROJECT 1062, KINGS WOOD/ CUTTERS RIDGE/ SHERWOOD DOWNS STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1062, Kings Wood/ Cutters Ridge/ Sherwood Downs Additions (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 22 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of numerous streets with the Kings Wood/ Cutters Ridge/ Sherwood Downs Additions neighborhood 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 these streets. • On December 20, 2011, the feasibility report for Project 1062 was presented to the City Council and a Public Hearing was scheduled for January 17 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on January 9 for the adjacent property owners to discuss the proposed improvements. Of the 183 total properties (all single - family) proposed to be assessed under this improvement, 8 residents representing 6 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: 3 • Feasibility Report, pages I £ througl1 `J . • Informational Meeting Minutes, page . ' I LS (----- • 1 of Ea all Report for Kings Wood/ Cutters Ridge/ Sherwood Downs Street Revitalization City Project No. 1062 January 2012 ;r ' �� A • st , tf Nv t -� / v , J ■ ,t. t¢ . , \,..........., Ili+ • Apo. 1 0 � all January 10, 2012 Mike Maguire Honorable Mayor and City Council Mayor City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Paul Bakken Cyndee Fields Gary Hansen Re: Kings Wood/ Cutters Ridge/ Sherwood Downs Street Revitalization Meg Tilley City Project No. 1062 Council Members Dear Mayor and City Council: Thomas Hedges City Administrator Attached is our report for the Kings Wood/ Cutters Ridge/ Sherwood Downs Street Revitalization, City Project No. 1062 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. Municipal Center 3830 Pilot Knob Road Sincerely, Eagan, MN 55122- 1810 651.675.5000 phone 651.675.5012 fax 651.454.8535 TDD J hn 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 State Minnesota. ' John P. Gorder 651.675.5360 fax 651.454.8535 TDD 1 Date: / i/2 t) /2 Reg. No. 22813 Reviewed By: y' Dept. of Public Works Date: / — 13-12_ Reviewed By: 4 I,,j,, The Lone Oak Tree Finance Dept. �a Date: t The symbol of strength and growth in our community. 1 l- TABLE OF CONTETS 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 6 Cost Estimate - 6 Assessments - 7 Assessment Financing Options 8 Revenue Source - 8 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 — Mill & Overlay Jl1p . Executive Summary Background Kings Wood/ Cutters/ Project Name Project it 1062 Sherwood Street Area 37,050 sq. yds. Street Length 10,250' Numerous within: Constructed 1988 -1990 Kings Wood Overlayed - -- Streets Included Cutters Ridge Cracksealed - -- Sherwood Downs Seal Coated 1993, 1995, 2004 Section 21 North of Deerwood Absolute Location Relative Location Drive Township 27, Range 23 West of Pilot Knob Road Project Details Roadway resurfacing PCI Rating 51 Replacement of damaged curb Recommended Patch /Repair and /or & gutter Improvement Overlay Adjustment /Replacement of; Curb Removal 10% Scope sanitary /storm sewer Residential Lots 183 utility castings water gate valves Commercial /Industrial 0 street signage /Public Facility Lots Cost Estimate Property City Mill & Overlay w/ Signage $ 364,100 $ 182,100 $ 182,000 Repair Existing Concrete Curb & $ 119,500 - Gutter $ 119,500 Total $ 483,600 $ 182,100 (38 %) $ 301,500 (62 %) Kings Wood/ Cutters Ridge/ Sherwood Downs 1 107 January 2012 Street Revitalization Kings Wood/ Cutters Ridge/ Sherwood Downs Eagan, Minnesota ,/c 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 2 miles of Kings Wood/ Cutters Ridge/ Sherwood Downs residential streets, in central Eagan, have been identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets in this neighborhood were constructed with the residential development from 1988 to 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, 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 1993, 1995 and in 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 Management Plan, removed and replaced deteriorated pavement areas and placed maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone won't substantially extend the life expectancy of the street section if not combined with the overlay proposed with this project. Kings Wood/ Cutters Ridge/ Sherwood Downs 2 )/ 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. Scope This project will provide resurfacing (edge mill and overlay) for approximately 2 miles of roadway. Figure 2 illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and /or replacement to sanitary/ storm sewer utility castings, water gate valves, and street signage. q Area To Be Included Properties included in the project lie within the Northeast % of Section 21, lying North of Deerwood Drive, West of Pilot Knob Road, 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: PCI Recommended Improvement 56 —100 Routine Maintenance /Crack Seal /Seal Coat 36 - 55 Patch /Repair and /or Overlay 0 - 35 Reconstruct/ Reclaim Kings Wood/ Cutters Ridge/ Sherwood Downs 3 Ill The 2011 PCI rankings for the street segments in the Kings Wood/ Cutters Ridge/ Sherwood Downs neighborhoods have a weighted average of 51, which falls under the "Patch /Repair and /or Overlay" category. The street pavements have 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 these streets. Any delay of the project may reduce the structural benefit to the street sections and require full reconstruction. { Proposed Improvements Pavement - The proposed street improvements for Kings Wood/ Cutters Ridge/ Sherwood Downs are shown in Figure 3. The existing street section f r � F c -_ for these roadways consists of 3" bituminous j �. „ , E - -; -` pavement supported by 6" gravel base, and are of cy varying widths (28 to 32 feet). 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 residential streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continue frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. • k T ' ► -. Concrete curb & gutter - Damaged curb & gutter r `! will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 10% of the existing L 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 Kings Wood/ Cutters Ridge/ Sherwood Downs 4 responsible for its establishment in the first 30 days after placement, adjacent property owners are encouraged to consistently water the new turf, 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. e e r .„,„„ • t t t Signage - Traffic and street identification signage within 4- ,G Y the project limits has reached the end of its useful life and ° t ta 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 not 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. Kings Wood/ Cutters Ridge/ Sherwood Downs 5 la 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. 411k Easements /Permits All work will be in the public right -of -way. No additional easements will be necessary. A permit from Dakota County for the resurfacing tie -ins in Pilot Knob Road right -of -way 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 sections, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably Tess 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 project in the area. ANIF 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: Kings Wood/ Cutters Ridge/ Sherwood Downs •Mill & Overlay w/ signage $ 364,100 •Repair Existing Concrete Curb & Gutter $ 119,500 Total $ 483,600 Kings Wood/ Cutters Ridge/ Sherwood Downs 6 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 local 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 50% 50% Repair Existing Concrete Curb & Gutter 0% 100% Residential Lots — Street Revitalization Improvements - Direct Access (Kings Wood/ Cutters Ridge/ Sherwood Downs) All residential lots (177 total single - family residential Tots) as shown on Figures 2A /B having direct driveway access on to the streets to be improved are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a maximum standard 32 -foot width. The estimated cost per single - family lot based on the City Assessment Policy is $1,015 /lot and is calculated as follows: • % Residential Single - Family = 20,224 f.f./ 20,500 Total f.f. = 98.7% • $364,100 (Overlay + Sign Costs) x 50% x 98.7% = $179,700 Total Assessment • $179,700 (Total Assessment) = $1,015/ Lot Equivalent 177 SF Lots Residential Lots — Street Revitalization Improvements - Indirect Access All residential lots (6 total single - family residential lots) as shown on Figures 2A /B having indirect access via private street (Kings Wood Trail and Deerwood Lane) on to the public streets to be improved are proposed to be assessed. The estimated cost per single - family lot (indirect access) based on the City Assessment Policy is $400 /lot and is calculated as follows: • % Residential Single - Family - Indirect = 276 f.f./ 20,500 Total f.f. = 1.3% • $364,100 (Overlay + Sign Costs) x 50% x 1.3% = $2,400 Total Assessment • $2,400 (Total Assessment) = $400/ Lot Equivalent 6 SF Lots Kings Wood/ Cutters Ridge/ Sherwood Downs 7 1 a3 4 0 0 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 with the interest determined by the results of the bond sale used to finance the improvements. The following payment schedule is an example of the estimated assessment with an estimated 5.0% interest for the assessed amounts: Singe Family Residential Lot = $1,015 Principal Per Interest Per Cost Per Year Year Year First Year $ 203 $ 63 $ 266 Fifth Year $ 203 $ 10 $ 213 Revenue Source Project Cost Property City Contribution Assessment Mill and Overlay (Including Signage) $ 364,100 $ 182,100 $ 182,000 Repair Existing Curb $ 119,500 0 $ 119,500 Totals $ 483,600 $ 182,100 $ 301,500 The City's Major Street Fund will finance the estimated project deficit of $301,500 (62% of total). Kings Wood/ Cutters Ridge/ Sherwood Downs 8 I�� Project Schedule Present Feasibility Report to City Council/ Order Public Hearing December 20, 2011 Informational Meeting January 9, 2012 Public Hearing January 17, 2012 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 15, 2013 Kings Wood/ Cutters Ridge/ Sherwood Downs • 9 Appendix A Preliminary Cost Estimate City Project 1062 Kings Wood/ Cutters Ridge/ Sherwood Downs Item No. Item Unit Unit Price Est Qty Estimated Cost Part I - Bituminous Street Overlay 2021.501 Mobilization LS $ 10,000.00 1 $ 10,000.00 2232.501 Mill Bituminous Pavement (Edge Mill) SY $ 1.00 17000 $ 17,000.00 2232.501 Mill Bituminous Pavement (Full Width Mill) SY $ 1.50 1700 $ 2,550.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 2000 $ 8,000.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 30 $ 3,000.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 3600 $ 180,000.00 2504.602 Adjust Gate Valve Box EA $ 125.00 18 $ 2,250.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 54 $ 21,600.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $ 185.00 17 $ 3,145.00 2504.602 Repair Gate Valve Mid Section EA $ 300.00 10 $ 3,000.00 2504.602 Repair Gate Valve Top Section w /Cover EA $ 250.00 8 $ 2,000.00 SP -1 Signage Remove & Replace LS $ 9,200.00 1 $ 9,200.00 2563.601 Traffic Control LS $ 5,000.00 1 $ 5,000.00 Subtotal $ 266,745.00 5% Contingency $ 13,337.25 Subtotal $ 280,082.25 30% Indirect Costs $ 84,024.68 Part I - Bituminous Street Overlay $ 364,106.93 Item No. Item Unit Unit Price Est Qty Estimated Cost Part I1- Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 2200 $ 13,200.00 2104.505 Remove Concrete Valley Gutter SY $ 10.00 20 $ 200.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $ 15.00 20 $ 300.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 100 $ 10,000.00 2504.602 Repair Residential Sprinkler Head EA $ 100.00 20 $ 2,000.00 2504.602 Repair Sprinkler System EA $ 250.00 5 $ 1,250.00 2504.602 Repair Invisible Dog Fence Line EA $ 50.00 5 $ 250.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 36 $ 9,000.00 2506.602 Remove & Replace CB Casting EA $ 700.00 5 $ 3,500.00 2506.602 Remove & Replace MH Casting (27 ") EA $ 750.00 2 $ 1,500.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 4 $ 400.00 2531.501 Concrete Curb and Gutter, Surmountable LF $ 17.00 2200 $ 37,400.00 2531.604 Concrete Valley Gutter - High Early SY $ 55.00 20 $ 1,100.00 2540.602 Repair Residential Landscaping EA $ 170.00 3 $ 510.00 2573.530 Storm Drain Inlet Protection EA $ 125.00 6 $ 750.00 2575.505 Sodding, Type Lawn (Highland) SY $ 7.00 600 $ 4,200.00 2575.551 Compost, Grade 1 TON $ 20.00 100 $ 2,000.00 Subtotal $ 87,560.00 5% Contingency $ 4,378.00 Subtotal $ 91,938.00 30% Indirect Costs $ 27,581.40 Part I1- Repair Existing Curb & Gutter $ 119,519.40 Part I - Bituminous Street Overlay $ 364,106.93 Part II - Repair Existing Curb & Gutter $ 119,519.40 Project 1062 Total Cost $ 483,626.33 1 (34;: Appendix B Preliminary Assessment Roll City Project 1062 - Kings Wood /Cutters Ridge /Sherwood Downs Kings Wood Court R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 3849 Kings Wood Court 10- 42001 - 021 -50 1 $1,015 $1,015 3853 Kings Wood Court 10- 42001 - 021 -60 1 $1,015 $1,015 3854 Kings Wood Court 10- 42001 - 021 -80 1 $1,015 $1,015 3857 Kings Wood Court 10- 42001 - 021 -70 1 $1,015 $1,015 Subtotals 4 $4,060 Kings Wood Lane R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1444 Kings Wood Lane 10- 42001 - 011 -20 1 $1,015 $1,015 1447 Kings Wood Lane 10- 42001 - 012 -10 1 $1,015 $1,015 1448 Kings Wood Lane 10- 42001 - 011 -30 1 $1,015 $1,015 1451 Kings Wood Lane 10- 42001 - 012 -00 1 $1,015 $1,015 1452 Kings Wood Lane 10- 42001 - 011 -40 1 $1,015 $1,015 1455 Kings Wood Lane 10- 42001 - 011 -90 1 $1,015 $1,015 1456 Kings Wood Lane 10- 42001 - 011 -50 1 $1,015 $1,015 1459 Kings Wood Lane 10- 42001 - 011 -80 1 $1,015 $1,015 1460 Kings Wood Lane 10- 42001 - 011 -60 1 $1,015 $1,015 1463 Kings Wood Lane 10- 42001 - 011 -70 1 $1,015 $1,015 Subtotals 10 $10,150 Kings Wood Trail (Private Street - Accesses Kings Wood Road, 66 F.F.) R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 3809 Kings Wood Trail 10- 42051 - 010 -10 1 $400 $400 3813 Kings Wood Trail 10- 42051 - 010 -20 1 $400 $400 3817 Kings Wood Trail 10- 42051 - 010 -30 1 $400 $400 Subtotals 3 $1,200 Kings Wood Road R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1401 Kings Wood Road 10- 42001 - 020 -10 1 $1,015 $1,015 1402 Kings Wood Road 10- 42001 - 010 -10 1 $1,015 $1,015 1405 Kings Wood Road 10- 42001 - 020 -20 1 $1,015 $1,015 1409 Kings Wood Road 10- 42001 - 020 -30 1 $1,015 $1,015 1410 Kings Wood Road 10- 42001 - 010 -20 1 $1,015 $1,015 1413 Kings Wood Road 10- 42001 - 020 -40 1 $1,015 $1,015 1414 Kings Wood Road 10- 42001 - 010 -30 1 $1,015 $1,015 1418 Kings Wood Road 10- 42001 - 010 -40 1 $1,015 $1,015 1421 Kings Wood Road 10- 42001 - 020 -50 1 $1,015 $1,015 1422 Kings Wood Road 10- 42001 - 010 -70 1 $1,015 $1,015 1426 Kings Wood Road 10- 42001 - 010 -80 1 $1,015 $1,015 1430 Kings Wood Road 10- 42001 - 010 -90 1 $1,015 $1,015 1433 Kings Wood Road 10- 42001 - 020 -60 1 $1,015 $1,015 1434 Kings Wood Road 10- 42001 - 011 -00 1 $1,015 $1,015 1438 Kings Wood Road 10- 42001 - 011 -10 1 $1,015 $1,015 1445 Kings Wood Road 10- 42001 - 020 -70 1 $1,015 $1,015 1449 Kings Wood Road 10- 42001 - 020 -80 1 $1,015 $1,015 1453 Kings Wood Road 10- 42001 - 020 -90 1 $1,015 $1,015 1454 Kings Wood Road 10- 42001 - 012 -20 1 $1,015 $1,015 1457 Kings Wood Road 10- 42001 - 021 -00 1 $1,015 $1,015 1461 Kings Wood Road 10- 42001 - 021 -10 1 $1,015 $1,015 1462 Kings Wood Road 10- 42001 - 012 -30 1 $1,015 $1,015 1465 Kings Wood Road 10- 42001 - 021 -20 1 $1,015 $1,015 1469 Kings Wood Road 10- 42001 - 021 -30 1 $1,015 $1,015 1470 Kings Wood Road 10- 42001 - 012 -40 1 $1,015 $1,015 1473 Kings Wood Road 10- 42001 - 021 -40 1 $1,015 $1,015 1474 Kings Wood Road 10- 42001 - 012 -50 1 $1,015 $1,015 1478 Kings Wood Road 10- 42001 - 012 -60 1 $1,015 $1,015 1481 Kings Wood Road 10- 42001 - 021 -90 1 $1,015 $1,015 1 a1 1482 Kings Wood Road 10- 42001 - 012 -70 1 $1,015 $1,015 1485 Kings Wood Road 10- 42001 - 022 -00 1 $1,015 $1,015 1486 Kings Wood Road 10- 42001 - 012 -80 1 $1,015 $1,015 1489 Kings Wood Road 10- 42001 - 022 -10 1 $1,015 $1,015 1490 Kings Wood Road 10- 42001 - 012 -90 1 $1,015 $1,015 1493 Kings Wood Road 10- 42001 - 022 -20 1 $1,015 $1,015 1494 Kings Wood Road 10- 42001 - 013 -00 1 $1,015 $1,015 1497 Kings Wood Road 10- 42001 - 022 -30 1 $1,015 $1,015 1498 Kings Wood Road 10- 42001 - 013 -10 1 $1,015 $1,015 1501 Kings Wood Road 10- 42001 - 022 -40 1 $1,015 $1,015 1505 Kings Wood Road 10- 42001 - 022 -50 1 $1,015 $1,015 Subtotals 40 $40,600 Kings Crest R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1458 Kings Crest 10- 42004 - 010 -10 1 $1,015 $1,015 1459 Kings Crest 10- 42002 - 010 -10 1 $1,015 $1,015 1462 Kings Crest 10- 42002 - 010 -80 1 $1,015 $1,015 1463 Kings Crest 10- 42002 - 010 -20 1 $1,015 $1,015 1466 Kings Crest 10- 42002 - 010 -70 1 $1,015 $1,015 1467 Kings Crest 10- 42002 - 010 -30 1 $1,015 $1,015 1470 Kings Crest 10- 42002 - 010 -60 1 $1,015 $1,015 1474 Kings Crest 10- 42002 - 010 -50 1 $1,015 $1,015 Vacant Lot (owned by 1474) 10- 42002 - 010 -40 1 $1,015 $1,015 Subtotals 9 $9,135 Cutters Lane R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1407 Cutters Lane 10- 19100 - 021 -10 1 $1,015 $1,015 1411 Cutters Lane 10- 19100 - 021 -00 1 $1,015 $1,015 1412 Cutters Lane 10- 19100 - 030 -90 1 $1,015 $1,015 1415 Cutters Lane 10- 19100 - 020 -90 1 $1,015 $1,015 1416 Cutters Lane 10- 19100 - 030 -80 1 $1,015 $1,015 1419 Cutters Lane 10- 19100 - 020 -80 1 $1,015 $1,015 1420 Cutters Lane 10- 19100 - 030 -70 1 $1,015 $1,015 1423 Cutters Lane 10- 19100 - 020 -70 1 $1,015 $1,015 1424 Cutters Lane 10- 19100 - 030 -60 1 $1,015 $1,015 1427 Cutters Lane 10- 19100 - 020 -60 1 $1,015 $1,015 1428 Cutters Lane 10- 19100 - 030 -50 1 $1,015 $1,015 1431 Cutters Lane 10- 19100 - 020 -50 1 $1,015 $1,015 1432 Cutters Lane 10- 19100 - 030 -40 1 $1,015 $1,015 1435 Cutters Lane 10- 19100 - 020 -40 1 $1,015 $1,015 1436 Cutters Lane 10- 19100 - 030 -30 1 $1,015 $1,015 1439 Cutters Lane 10- 19100 - 020 -30 1 $1,015 $1,015 1440 Cutters Lane 10- 19100 - 030 -20 1 $1,015 $1,015 1443 Cutters Lane 10- 19100 - 020 -20 1 $1,015 $1,015 1447 Cutters Lane 10- 19100 - 020 -10 1 $1,015 $1,015 1451 Cutters Lane 10- 19102 - 010 -10 1 $1,015 $1,015 Subtotals 20 $20,300 Clippers Road R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 3915 Clippers Road 10- 19100 - 010 -10 1 $1,015 $1,015 3919 Clippers Road 10- 19100 - 010 -20 1 $1,015 $1,015 3923 Clippers Road 10- 19100 - 010 -30 1 $1,015 $1,015 3934 Clippers Road 10- 67670 - 010 -10 1 $1,015 $1,015 3935 Clippers Road 10- 67670 - 021 -20 1 $1,015 $1,015 3939 Clippers Road 10- 67670 - 021 -30 1 $1,015 $1,015 3943 Clippers Road 10- 67670 - 021 -40 1 $1,015 $1,015 3946 Clippers Road 10- 67670 - 011 -60 1 $1,015 $1,015 3947 Clippers Road 10- 67670 - 021 -50 1 $1,015 $1,015 3950 Clippers Road 10- 67670 - 011 -70 1 $1,015 $1,015 3951 Clippers Road 10- 67670 - 021 -60 1 $1,015 $1,015 3955 Clippers Road 10- 67670 - 021 -70 1 $1,015 $1,015 3959 Clippers Road 10- 67670 - 021 -80 1 $1,015 $1,015 Subtotals 13 $13,195 Deerwood Lane (Private Street, Accesses Clippers Road, 210 F.F.) R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1433 Deerwood Lane 10- 44825 - 010 -30 1 $400 $400 1437 Deerwood Lane 10- 44825 - 010 -20 1 $400 $400 1441 Deerwood Lane 10- 44825- 010 -10 1 $400 $400 Subtotals 3 $1,200 Rocky Lane R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1401 Rocky Lane 10- 42001 - 010 -50 1 $1,015 $1,015 1405 Rocky Lane 10- 42001 - 010 -60 1 $1,015 $1,015 1406 Rocky Lane 10- 19100 - 040 -90 1 $1,015 $1,015 1410 Rocky Lane 10- 19100 - 040 -80 1 $1,015 $1,015 1414 Rocky Lane 10- 19100 - 040 -70 1 $1,015 $1,015 1418 Rocky Lane 10- 19100 - 040 -60 1 $1,015 $1,015 1422 Rocky Lane 10- 19100 - 040 -50 1 $1,015 $1,015 1426 Rocky Lane 10- 19100 - 040 -40 1 $1,015 $1,015 1427 Rocky Lane 10- 19100 - 031 -00 1 $1,015 $1,015 1430 Rocky Lane 10- 19100 - 040 -30 1 $1,015 $1,015 1434 Rocky Lane 10- 19100 - 040 -20 1 $1,015 $1,015 1437 Rocky Lane 10- 19100 - 031 -10 1 $1,015 $1,015 1438 Rocky Lane 10- 19100 - 040 -10 1 $1,015 $1,015 1441 Rocky Lane 10- 19100 - 031 -20 1 $1,015 $1,015 1442 Rocky Lane 10- 19101 - 020 -50 1 $1,015 $1,015 1445 Rocky Lane 10- 19101 - 010 -40 1 $1,015 $1,015 1446 Rocky Lane 10- 19101 - 020 -40 1 $1,015 $1,015 1449 Rocky Lane 10- 19101 - 010 -30 1 $1,015 $1,015 1450 Rocky Lane 10- 19101 - 020 -30 1 $1,015 $1,015 1453 Rocky Lane 10- 19101 - 010 -20 1 $1,015 $1,015 1454 Rocky Lane 10- 19101 - 020 -20 1 $1,015 $1,015 1457 Rocky Lane 10- 19101 - 010 -10 1 $1,015 $1,015 1458 Rocky Lane 10- 19101 - 020 -10 1 $1,015 $1,015 1461 Rocky Lane 10- 19100 - 030 -10 1 $1,015 $1,015 1465 Rocky Lane 10- 42004 - 010 -20 1 $1,015 $1,015 1466 Rocky Lane 10- 19102 - 020 -20 1 $1,015 $1,015 1469 Rocky Lane 10- 42004 - 010 -30 1 $1,015 $1,015 1470 Rocky Lane 10- 19102 - 020 -10 1 $1,015 $1,015 1473 Rocky Lane 10- 42004 - 010 -40 1 $1,015 $1,015 1474 Rocky Lane 10- 67670 - 021 -10 1 $1,015 $1,015 1477 Rocky Lane 10- 67670 - 030 -10 1 $1,015 $1,015 1478 Rocky Lane 10- 67670 - 021 -00 1 $1,015 $1,015 1481 Rocky Lane 10- 67670 - 030 -20 1 $1,015 $1,015 1482 Rocky Lane 10- 67670 - 020 -90 1 $1,015 $1,015 1489 Rocky Lane 10- 67670 - 031 -20 1 $1,015 $1,015 1493 Rocky Lane 10- 67670 - 031 -30 1 $1,015 $1,015 1494 Rocky Lane 10- 67670 - 020 -30 1 $1,015 $1,015 1497 Rocky Lane 10- 67670 - 031 -40 1 $1,015 $1,015 1498 Rocky Lane 10- 67670 - 020 -20 1 $1,015 $1,015 1501 Rocky Lane 10- 67670 - 031 -50 1 $1,015 $1,015 1502 Rocky Lane 10- 67670 - 020 -10 1 $1,015 $1,015 1505 Rocky Lane 10- 67670 - 031 -60 1 $1,015 $1,015 Subtotals _ 42 $42,630 Palomino Trail R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1486 Palomino Trail 10- 67670 - 031 -10 1 $1,015 $1,015 1487 Palomino Trail 10- 67670 - 030 -30 1 $1,015 $1,015 1491 Palomino Trail 10- 67670 - 030 -40 1 $1,015 $1,015 1495 Palomino Trail 10- 67670 - 030 -50 1 $1,015 $1,015 1499 Palomino Trail 10- 67670 - 030 -60 1 $1,015 $1,015 1502 Palomino Trail 10- 67670 - 031 -00 1 $1,015 $1,015 49 1503 Palomino Trail 10- 67670 - 030 -70 1 $1,015 $1,015 1506 Palomino Trail 10- 67670 - 030 -90 1 $1,015 $1,015 1507 Palomino Trail 10- 67670 - 030 -80 1 $1,015 $1,015 Subtotals 9 $9,135 Paddock Court R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1466 Paddock Court 10- 67670 - 020 -50 1 $1,015 $1,015 1467 Paddock Court 10- 67670 - 020 -60 1 $1,015 $1,015 1470 Paddock Court 10- 67670 - 020 -40 1 $1,015 $1,015 1471 Paddock Court 10- 67670 - 020 -70 1 $1,015 $1,015 1475 Paddock Court 10- 67670 - 020 -80 1 $1,015 $1,015 Subtotals 5 $5,075 Appaloosa T rail R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1410 Appaloosa Trail 10- 67670 - 010 -90 1 $1,015 $1,015 1413 Appaloosa Trail 10- 67670 - 010 -80 1 $1,015 $1,015 1414 Appaloosa Trail 10- 67670 - 011 -00 1 $1,015 $1,015 1417 Appaloosa Trail 10- 67670 - 010 -70 1 $1,015 $1,015 1418 Appaloosa Trail 10- 67670 - 011 -10 1 $1,015 $1,015 1421 Appaloosa Trail 10- 67670 - 010 -60 1 $1,015 $1,015 1422 Appaloosa Trail 10- 67670 - 011 -20 1 $1,015 $1,015 1425 Appaloosa Trail 10- 67670 - 010 -50 1 $1,015 $1,015 1426 Appaloosa Trail 10- 67670 - 011 -30 1 $1,015 $1,015 1429 Appaloosa Trail 10- 67670 - 010 -40 1 $1,015 $1,015 1430 Appaloosa Trail 10- 67670 - 011 -40 1 $1,015 $1,015 1433 Appaloosa Trail 10- 67670 - 010 -30 1 $1,015 $1,015 1434 Appaloosa Trail 10- 67670 - 011 -50 1 $1,015 $1,015 1437 Appaloosa Trail 10- 67670 - 010 -20 1 $1,015 $1,015 Subtotals 14 $14,210 Horseshoe Circle R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1401 Horseshoe Circle 10- 67670 - 012 -40 1 $1,015 $1,015 1404 Horseshoe Circle 10- 67670 - 012 -50 1 $1,015 $1,015 1405 Horseshoe Circle 10- 67670 - 012 -30 1 $1,015 $1,015 1408 Horseshoe Circle 10- 67670 - 012 -60 1 $1,015 $1,015 1409 Horseshoe Circle 10- 67670 - 012 -20 1 $1,015 $1,015 1412 Horseshoe Circle 10- 67670 - 012 -70 1 $1,015 $1,015 1413 Horseshoe Circle 10- 67670 - 012 -10 1 $1,015 $1,015 1416 Horseshoe Circle 10- 67670 - 012 -80 1 $1,015 $1,015 1417 Horseshoe Circle 10- 67670 - 012 -00 1 $1,015 $1,015 1421 Horseshoe Circle 10- 67670 - 011 -90 1 $1,015 $1,015 1425 Horseshoe Circle 10- 67670 - 011 -80 1 $1,015 $1,015 Subtotals 11 $11,165 TOTAL ASSESSMENT $ 182,055 Front Footage Summary Single - Family (Direct Access to Public Streets) 20,224 98.7% 177 Lots Single - Family (Private Streets, Indirect Access to Public Streets) 276 1.3% 6 Lots Total 20,500 100.0% 183 Lots 3b INTERSTATE 494 ._ 41 • ate l 0 2 o I 4 — 1 :, J n F k =o LONE OAK ROAD r 2 b k � 0 n 0 Z 45 H O i. 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N pxurELO L. loafaidvoidwi )ealIS ZI.OnsPofrild A4n\L133NION3\S2:13SM:1 C.... I ! ) 35 iiiik 50' -60' ROW 28' -32' F -F o EX. CURB & GUTTER 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Existing Typical Section 50' - 60' ROW 28' -32' F -F EDGE MILL (6' -8' wide) Typ. 11/2" TYPE 2360 WEAR COURSE BITUMINOUS OVERLAY • r -'.�. --- • �� W �� REPLACE EX. CURB & BITUMINOUS TACK COAT GUTTER AS DIRECTED 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section 12 Kings Wood / Cutters Ridge / Sherwood Downs City of EagaIl Typical Sections - Project 1062 Fig• 3 Engineering Department 'D' KINGS WOOD/ CUTTERS RIDGE/ SHERWOOD DOWNS Street Revitalization City Project No. 1062 Informational Meeting — 7:30 P.M. Monday, January 9, 2012 City Hall Conf Room 1 Attendance John Gorder, Assistant City Engineer, 8 residents representing 6 single - family properties (see attached sign -in sheet). Presentation of Project Details Gorder welcomed the property residents and presented project information, including details such as construction, costs, schedule and assessments. A short ETV video on the street improvement process was also shown. Questions/ Comments Discussion occurred regarding maintenance responsibilities and the proposed assessments for the properties along Kings Wood Trail (private street). The residents were in general agreement with the determination of the proposed assessments and understand the maintenance responsibilities of a private street. The previous notice from the City sent in June 2010 about the street project mentioned that mailboxes and supports should be relocated in accordance with City standards. The mailboxes in the neighborhood are not all installed according to the standards. While the City desires that all mailboxes meet the clearance standards, it can't require all substandard ones be relocated. However, the property owners with substandard mailboxes should understand that if these mailboxes are damaged by City maintenance activities (snowplowing, etc.), the City may not be responsible for replacement. The meeting adjourned at 8:05 p.m. )3S INFORMATIONAL NEIGHBORHOOD MEETING Kings Wood/ Cutters Ridge/ Sherwood Downs Project No. 1062 Monday, January 9, 2012 City of aall 7:30 p.m. — Conference Room 1AB NAME ADDRESS 1. - Mo.,c`Y.., ` w.c. U7-Z\ \ C 0 C_V-0 W AIL 2. /kw- dirinalbx & 1 /, -t,tic,i2- 3. 1 . ► ,A , , ;_i, %:�-- .e.17 (< < uucp,v cxo 4,,_ &_„5 /?..C7 klity < (1 5. HP - Pc 3E/3 c,QGs1/k)Do_i Tki. 6. ?CAD NA- - 0•5-c"'\ i'$ ckb l Aisz 7. 8. 9. 10. 11. 12. 13. Agenda Information Memo January 17, 2012 Eagan City Council Meeting F. PROJECT 1073, WESCOTT ROAD/ GLACIER DRIVE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1073, Wescott Road & Glacier 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 22 years, the City has rehabilitated approximately 175 miles of local streets. • The resurfacing of Wescott Road, from Denmark Avenue to 600 feet east of Lexington Avenue, and Glacier Drive in central Eagan have 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 December 20, 2011, the feasibility report for Project 1073 was presented to the City Council and a Public Hearing was scheduled for January 17 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on January 10 for the adjacent property owners to discuss the proposed improvements. Of the 10 total properties (4 single - family platted, 4 single - family unplatted, and 2 public facility) proposed to be assessed under this improvement, 2 residents representing 4 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: ��pp • Feasibility Report, pages 15Othrough Jsp • Informational Meeting Minutes, page 191.-)L 137 C ity o fE aaall '44141.4*4 Report for Wescott Road /Glacier Drive Street Revitalization City Project No. 1073 January 2012 . __-- '�\ J .„1.4-:',12.-,-.4,--- . ,tea !\ w 0 : ? i ., 44 ((�j r ._ / 0 ! " D . \ 1 . s.. p F ' I. ��` � _ t t /j` s tirs? Q - i •_-'%,....,... .. .. _ , - , „ ,-. . . . ... , . _ . . - -• . '• - . : lag 40010. 1 0 f E � all January 10, 2012 Mike Maguire j Honorable Mayor and City Council City of Eagan Mayor 3830 Pilot Knob Road Eagan, MN 55122 Paul Bakken Cyndee Fields Gary Hansen Re: Wescott Road /Glacier Drive Street Revitalization Meg Tilley City Project No. 1073 Council Members Dear Mayor and City Council: Thomas Hedges City Administrator Attached is our report for the Wescott Road /Glacier Drive Street Revitalization, City Project No. 1073. 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. Municipal Center 3830 Pilot Knob Road Sincerely, Eagan, MN 551 22 -1 81 0 651.675.5000 phone 651.675.5012 fax 651.454.8535 TDD ohn 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 State yinneso 651.675.5360 fax John P. Gorder 651.454.8535 TDD Date: ; 1 1/2012 Reg. No. 22813 www.cityofeagan.com Reviewed By: Dept. of Public Work Date: ( 3 1 2 Reviewed B •',. Ikea The Lone Oak Tree Finance Dept. ' /3 Date: 1 L L3 • 1 The symbol of strength and growth in our community. 169 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 6 Cost Estimate - 7 Assessments - 7 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 NI 41401 Executive Summary Background Project Name Wescott Road/ Glacier Drive Project # 1073 Street Area 20,781 sq. yds. Street Length 3,825' Constructed 1981, 1993, 1997 Wescott Road Overlayed 1997/ 1999 Streets Included Glacier Drive Cracksealed 1990 Seal Coated 1987, 1997, 2000, 2005 Sections 15, 22 South of Duckwood Drive Absolute Location Relative Location Township 27, Range 23 East of Denmark Avenue Project Details Roadway resurfacing/ Glacier pCl Rating 48 Drive radius reconfig Replacement of damaged curb Recommended Patch /Repair and /or & gutter Improvement Overlay Adjustment /Replacement of; Curb Removal 10% Scope sanitary /storm sewer utility Residential Lots 8 castings water gate valves Commercial /Industrial /Public Facility Lots 2 street signage y Cost Estimate Property City Mill &Overlay w/ Sign — Wescott Rd $ 228,400 $ 52,200 $ 176,200 Mill & Overlay w/ Sign / Glacier Drive $30,000 $17,500 $12,500 Repair Ex Concrete C & G/ Inter Recon $ 56,800 - $ 56,800 Total $ 315,200 $ 69,700 (22 %) $ 245,500 (78 %) Wescott Road /Glacier Drive 1 1L1-1 January 2012 Street Revitalization Wescott Road /Glacier Drive 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. Wescott Road (Denmark Avenue to Lexington Avenue) and Glacier Drive, in central Eagan, have been identified for 2012 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. This portion of Wescott Road was constructed in 1981 and resurfaced in 1997, and Glacier Drive was constructed 1993 in conjunction with the construction of Glacier Hills Elementary School. The intersection of Wescott Road and Lexington Avenue was reconstructed and a traffic signal installed in 1999. 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 roadways located within the project area, 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 1987, 1997, 2000, and 2005. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. Maintenance records show that sections of these streets were crack sealed in 1990 and overlayed in 1997. The Public Works crews, as part of the Preparatory Wescott Road /Glacier Drive 2 140) 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. 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. 4 Scope This project will provide resurfacing (edge mill and overlay) for approximately 3/4 mile of collector roadway (Wescott Road) and local street (Glacier Drive). The reconfiguration of the curb radius at Wescott/ Glacier Drive, replacement of damaged curb and gutter, adjustment and /or replacement of sanitary /storm sewer utility castings, water gate valves, and street signage. are also included in this project: ilk Area To Be Included Properties included in the project lie within the South 1/2 of Section 15 and the North 1/2 of 22, Tying South of Duckwood Drive, East of Denmark Avenue, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. 4 - ; :) , 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: PCI Recommended Improvement 56 —100 Routine Maintenance /Crack Seal /Seal Coat 36 - 55 Patch /Repair and /or Overlay 0 - 35 Reconstruct/ Reclaim Wescott Road /Glacier Drive 3 )1)-3 The 2011 PCI rankings for the street segments in Wescott Road (approximately 3,500 feet in length) and Glacier Drive (about 400 feet) have a weighted average of 48 (with Glacier Drive at 38), which falls under the "Patch /Repair and /or Overlay" category. The street pavements have 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 these streets. Any delay of the project may reduce the structural benefit to the street sections and require full reconstruction. Proposed Improvements Pavement - The existing Wescott Road street section consists of 4 % " bituminous pavement supported by 10" gravel base, and the street section for Glacier Drive is 3" bituminous pavement over 6 "gravel base. The existing bituminous surface will be full width milled 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 and local 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 Wescott Rd/ Glacier 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 10% 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. Wescott Road /Glacier Drive 4 h�lll 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 -r.. 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 trails. In addition, the damaged portions of the concrete sidewalk along Glacier Drive will be repaired. The trail along Wescott Road was overlayed in 2005 under a separate project. 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. • Mil • • 1 E Wescott Road /Glacier Drive 5 ITS Wescott Road/ Glacier Drive Radius Reconfiguration — The current width of Glacier Drive does not provide sufficient width for inbound vehicle traffic and outbound vehicles (left and right turning) at Wescott Road. This project proposes to expand the intersection's southwest curb radius to allow for these movements for existing and future anticipated traffic. Figure 4 shows the proposed radius reconfiguration, including the associated relocation of a mast arm street light, and an additional catch basin structure and drain tile to maintain drainage. Signage — Traffic and street identification signage within the ' • project limits has reached the end of its useful life and will be GLACIER DR 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 !SNP 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 not 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. c ). 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 Wescott Road. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement sections, 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 Tess expensive than complete reconstruction of this street. Wescott Road /Glacier Drive 6 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: Wescott Road /Glacier Drive • Mill & Overlay w/ signage — Wescott Road $ 228,400 •Mill & Overlay w/ signage — Glacier Drive $ 30,000 • Repair Existing Concrete C & G / Intersection recon $ 56,800 Total $ 315,200 • 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 and local streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Wescott Road /Glacier Drive 7 1�-�j City Special Assessment Policy Assessment Ratio Property City Mill & Overlay— Residential R1 50% 50% Mill & Overlay— Public Facility 75% 25% Repair Existing Concrete Curb & Gutter 0% 100% Street Revitalization Improvements — R1 Residential - Platted Lots All platted residential lots (4 total single - family residential lots, northeast corner of Lexington Avenue), as shown on Figure 2B, having driveway access on to the portion of Wescott Road to be improved, are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable, based on a standard 32 -foot street width. The average street width within the project area is 48 feet. The estimated cost per single - family lot equivalent based on the City Assessment Policy is $850/ lot and is calculated as follows for Wescott Road: 1) % R1 Residential Frontage = 272 F.F./ 6,337 Total F.F. — Wescott Rd = 4.3% 2) [$228,400 (Overlay/ Sign Cost — Wescott Rd ) x 32/48 x 50% x 4.3 %] = $3,400 3) $3,400(Total Res- Platted Assessment) 4 $850/ Lot Equivalent 4 Lot Equivalents Street Revitalization Improvements — R1 Residential - Unplatted Parcels All unplatted low- density residential property, as guided on the City's Comprehensive Land Use Guide Plan, having access on to the portion of Wescott Road and Glacier Drive to be improved, are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay / street costs are assessable, based on a standard 32 -foot street width for these types of properties. The average street width of Wescott Road is 48 feet and Glacier Drive is 38 feet. The estimated cost based on the City Assessment Policy is $12/ Front foot — Wescott and $16/ Front Foot - Glacier and is calculated as follows: Wescott Road 1) % R1 Residential - Unplatted Frontage - Wescott = 1,896 F.F./ 6,337 Total F.F. = 29.9% 2) [$228,400 (Overlay/ Sign Cost — Wescott Rd ) x 32/48 x 50% x 29.9 %] = $22,800 3) $22,800(Total Res- Unplatted Wescott) 4 $12/ Front Foot - Wescott 1,896 Front Feet Glacier Drive 1) % R1 Residential — Unplatted Frontage — Glacier = 385 F.F./ 791 Total F.F. = 48.7% 2) [$30,000 (Overlay/ Sign Cost — Glacier Dr) x 32/38 x 50% x 48.7 %] = $6,200 3) $6,200(Total Res- Unplatted Glacier) -3 $16/ Front Foot - Glacier 385 Front Feet Wescott Road /Glacier Drive 8 1 tig Street Improvements — Public Facilities All public facility lots adjacent to Wescott Road and Glacier Drive in the project area, as shown in Figure 2, 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 and local streets, regardless of width. The estimated cost based on the City Assessment Policy is $27/ Front foot — Wescott and $28/ Front foot - Glacier and is calculated as follows: Wescott Road 1) % Public Facility Frontage - Wescott = 964 F.F./ 6,337 Total F.F. = 15.2% 2) [$228,400 (Overlay/ Sign Cost — Wescott Rd ) x 75% x 15.2 %] = $26,000 3) $26,000(Total PF - Wescott) 4 $27/ Front Foot - Wescott 964 Front Feet Glacier Drive 1) % Public Facility Frontage — Glacier = 406 F.F./ 791 Total F.F. = 51.3% 2) [$30,000 (Overlay/ Sign Cost — Glacier Dr) x 75% x 51.3 %] = $11,500 3) $11,500(Total PF Glacier) 4 $28/ Front Foot - Glacier 406 Front Feet The remaining frontage (all on Wescott Road) within the project area (3,205 Front Feet or 50.6 %) is either backyard, easement (D & U, conservation) or undevelopable property, 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 R1 residential Tots - platted and ten years for R1 residential — unplatted and 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 an estimated 5.0% interest for the assessed amounts: Residential Lots = per $850 Assessment Principal Per Year Interest Per Year Cost Per Year First Year $ 170 $ 53 $ 223 Fifth Year $ 170 $ 9 $ 179 Wescott Road /Glacier Drive 9 Public Facilities = 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: Item Estimated Property City Contribution Cost Assessment Mill and Overlay - Wescott Rd (Including Signage) $ 228,400 $52,200 $176,200 Mill /Overlay Glacier Dr (Including Signage) $30,000 $17,500 $12,500 Repair Existing C & G — Inter Recon $ 56,800 0 $56,800 Totals $ 315,200 $69,700 $245,500 The City's Major Street Fund will finance the estimated project deficit of $245,500 (78% of total). Project Schedule Present Feasibility Report to City Council/ Order Public Hearing December 20, 2011 Informational Meeting January 9, 2012 Public Hearing January 17, 2012 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 Wescott Road /Glacier Drive 10 1sb Appendix A Preliminary Cost Estimate City Project 1073 Wescott Road /Glacier Drive Item No. Item Unit Unit Price Est Qty Estimated Cost Part I - Bituminous Street Overlay - Wescott Road 2021.501 Mobilization LS $ 10,000.00 1 $ 10,000.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, Full Width) SY $ 1.50 19000 $ 28,500.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 1100 $ 4,400.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 1900 $ 95,000.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 7 $ 700.00 2504.602 Adjust Gate Valve Box EA $ 125.00 4 $ 500.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 13 $ 5,200.00 2504.602 Repair Gate Valve Mid Section EA $ 155.00 1 $ 155.00 2504.602 Repair Gate Valve Top Section w /Cover EA $ 175.00 2 $ 350.00 2582.501 Pavement Message Arrow (Left) - Epoxy EA $ 105.00 8 $ 840.00 2582.501 Pavement Message Arrow (Right) - Epoxy EA $ 105.00 4 $ 420.00 2582.502 24" Solid Line White - Epoxy LF $ 7.00 140 $ 980.00 2582.502 24" Solid Line Yellow - Epoxy LF $ 5.50 550 $ 3,025.00 2582.502 4" Double Solid Line Yellow- Epoxy LF $ 0.60 5180 $ 3,108.00 2582.502 4" Solid Line White -Epoxy LF $ 0.30 6040 $ 1,812.00 2582.502 12" Solid Line White - Epoxy LF $ 4.03 440 $ 1,773.20 2582.503 Zebra Crosswalk White - Epoxy SF $ 3.00 200 $ 600.00 SP -1 Signage Remove & Replace LS $ 6,988.36 1 $ 6,988.36 2563.601 Traffic Control LS $ 3,000.00 1 $ 3,000.00 Subtotal $ 167,351.56 5% Contingency $ 8,367.58 Subtotal $ 175,719.14 30% Indirect Costs $ 52,715.74 Part I - Bituminous Street Overlay - Wescott Road $ 228,434.88 Item No. Item Unit Unit Price Est Qty Estimated Cost Part II- Bituminous Street Overlay - Glacier Drive 2021.501 Mobilization LS $ 5,000.00 1 $ 5,000.00 2104.505 Remove Concrete Valley Gutter SY $ 10.00 25 $ 250.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $ 1.50 400 $ 600.00 2357.502 Bituminous Material for Tack Coat GAL $ 4.00 50 $ 200.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 50.00 100 $ 5,000.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 1 $ 100.00 2504.602 Adjust Gate Valve Box EA $ 125.00 1 $ 125.00 2506.602 R & R CBMH Top Slab/ Casting (R1642B) EA $ 1,500.00 1 $ 1,500.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 400.00 1 $ 400.00 2506.602 Connect to Ex Catch Basin MH EA $ 1,000.00 1 $ 1,000.00 2582.501 Pavement Message Arrow (Left) - Epoxy EA $ 105.00 1 $ 105.00 2582.501 Pavement Message Arrow (Right) - Epoxy EA $ 105.00 1 $ 105.00 2582.502 24" Solid Line White - Epoxy LF $ 7.00 20 $ 140.00 2582.502 4" Double Solid Line Yellow- Epoxy LF $ 0.60 200 $ 120.00 2582.502 4" Solid Line White -Epoxy LF $ 0.30 200 $ 60.00 2582.502 12" Solid Line White - Epoxy LF $ 4.03 20 $ 80.60 2582.503 Zebra Crosswalk White - Epoxy SF $ 3.00 60 $ 180.00 SP -1 Relocate Mast Arm Street Light LS $ 4,000.00 1 $ 4,000.00 /51 SP -1 Signage Remove & Replace LS $ 1,000.00 1 $ 1,000.00 2563.601 Traffic Control LS $ 2,000.00 1 $ 2,000.00 Subtotal $ 21,965.60 5% Contingency $ 1,098.28 Subtotal $ 23,063.88 30% Indirect Costs $ 6,919.16 Part II- Bituminous Street Overlay - Glacier Drive $ 29,983.04 Item No. Item Unit Unit Price Est Qty Estimated Cost Part III - Repair Existing Curb & Gutter/ Radius Recon - Glacier Drive 2104.501 Remove Concrete Curb and Gutter LF $ 6.00 800 $ 4,800.00 2104.503 Remove Concrete Sidewalk (4 ") SF $ 0.60 720 $ 432.00 2104.505 Remove Bituminous Trail SY $ 0.60 210 $ 126.00 2104.505 Remove Concrete Valley Gutter SY $ 10.00 25 $ 250.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $ 15.00 20 $ 300.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 100.00 22 $ 2,200.00 2506.602 R & R CBMH Top Slab/ Casting (R1642B) EA $ 1,500.00 1 $ 1,500.00 2503.603 6" HDPE Drain Tile Pipe LF $ 20.00 100 $ 2,000.00 2503.603 12" RC Storm Sewer Pipe LF $ 50.00 10 $ 500.00 2506.602 2 x 3 Catch Basin w/ Casting EA $ 1,500.00 1 $ 1,500.00 2506.602 Adjust Frame & Ring Casting (CB) EA $ 250.00 16 $ 4,000.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2506.602 Remove & Replace Casting (Catch Basin) EA $ 575.00 1 $ 575.00 2521.501 4" Concrete Ped Ramp w /Wet Cast for Truncated Dome Inset SF $ 4.50 250 $ 1,125.00 2521.501 4" Concrete Walk SF $ 3.50 720 $ 2,520.00 2531.501 Concrete Curb and Gutter, B618 LF $ 16.00 650 $ 10,400.00 2531.501 Concrete Curb and Gutter, Surmountable LF $ 16.00 80 $ 1,280.00 2531.604 Concrete Valley Gutter - High Early SY $ 60.00 50 $ 3,000.00 2531.618 Truncated Dome Detectable Warning Paver SF $ 42.00 60 $ 2,520.00 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 $ 41,583.00 5% Contingency $ 2,079.15 Subtotal $ 43,662.15 30% Indirect Costs $ 13,098.65 Part III - Repair Existing Curb & Gutter/ Radius Reconfiguration - Glacier Drive $ 56,760.80 Part 1 - Bituminous Street Overlay - Wescott Road $ 228,434.88 Part II- Bituminous Street Overlay/ $ 29,983.04 Part III - Repair Existing Curb & Gutter/ Radius Reconfiguration - Glacier Drive $ 56,760.80 Project 1073 Total Cost $ 315,178.72 is- 00 0 I O v 1, o +° �p < N N o1 M 0 M o n m b o Lr' O g �i ri - . m O co Oi o v o H VT .v). if.,_ H VT •i a o LO 03 LO 03 M .t13 u 00 N 0 ko .-1 w U m O m V o m 0 o m O l0 N M lD 0 10 .--1 VT e-1 P to v n 1_ W VT VT VT ~ W VT N N LL LL ` al .. 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CURB & GUTTER AS DIRECTED BITUMINOUS TACK COAT 4 BITUMINOUS SURFACE ( 3" GLACIER DR.) 10" CL. 5 AGGREGATE BASE ( 6" GLACIER DR.) Bituminous Street Overlay Proposed Typical Section 11/08/20,2 • Wescott Road / Glacier Dr. City of Evil Fig. 3 Typical Sections - Project 1073 Engineering Department 1 S 1 a xi w trek as � ' �L a ., ` ; A k G t' 'It', ' .. k "'' rrrriErriMrrrr�riirrrrE rrrr � 3` +Y- )e.',„ Ar ar v < t a ; a i t �: �'- r 44 S I t z TM. rc s� h r a . ma x ;� � 4 s Weseott Road y Increase radius to prov for Aon lane and two outbound lanes r- m� "�a� , � � , mss ,.h F , .- - - - t . r _ ' tom : _ _ / / / !' � a r 7 S }/ i t Existing Storm Sewer k 9 I II Install Catchbas ; 1 E ". „, , & Storm Sewer � `' f 12.5 i 1 8 . (1! a �i''l Q I mental � , ^` � e\e 1 1 ) 1 . ... . c('zi - I i i -c9- , 1 ,, ' ' ' N V 4 [.,:#... . . ..-',...'-ixf, -,,,i,:. Q inch 37' F -F .. I 20 feet /Glacier Dr. � �� , 4 111 Wescott Rd. Street Revitalization - Project 1073 /411111 C of Eaga Radius Reconfiguration Fig 4 IPA' �i ISR WESCOTT ROAD/ GLACIER DRIVE Street Revitalization City Project No. 1073 Informational Meeting — 6:30 P.M. Tuesday, January 10, 2012 City Hall Conf Room 1 Attendance John Gorder, Assistant City Engineer, 1 resident representing 1 single - family property (see attached sign -in sheet), and Mr. Patrick McCarthy (1275 Deerwood Drive, chose not to sign the sign -in sheet) representing 3 unplatted single - family guided properties. Presentation of Project Details Gorder welcomed the residents and presented project information, including details such as construction, costs, schedule and assessments. Questions/ Comments Wescott Road is in good shape. Why are you planning this project? Wescott Road and Glacier Drive have reached a condition and age where an overlay improvement is necessary to extend the life of the existing pavement before it reaches a condition where full pavement reconstruction would be necessary. Mr. McCarthy stated he is not in favor of this project, and reviewed his history of special assessment, easement, and construction dealings with the City of Eagan on numerous past public improvement projects. Why doesn't the Westbury neighborhood get assessed for this project? The determination of which properties are assessed for a particular project is based on where a property takes access to a public street. The Westbury area (southwest of Lexington Avenue/ Wescott Road intersection) was assessed for public street improvements in their neighborhood in 2008. I'd like to contract to get my driveway paved. When will you know who the contractor is? If the project is approved, the City plans to award a contract in April. The contractor's information will be made available to you in the construction notice. The meeting adjourned at 7:15 p.m. 159 INFORMATIONAL NEIGHBORHOOD MEETING 4111011 Wescott Road/ Glacier Drive Project No. 1073 Tuesday, January 10, 2012 City of Eagan 6:30 p.m. - Conference Room 1AB NAME ADDRESS 1. Ke rie low c-Je s c-o• Ct 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. (Q Agenda Memo January 17, 2012 VI. 2012 CALENDAR YEAR CITY ORGANIZATIONAL BUSINESS Each calendar year, Organizational Business is considered at the second regular City Council meeting in January. Items to be acted upon are: A. Acting Mayor B. Official Legal Newspaper C. City Council Meeting Dates D. City Council Meeting Procedures E. Standing Committee Appointments / Representative Appointments ACTING MAYOR A. Acting Mayor — There is a statutory requirement that a member of the City Council be appointed as Acting Mayor. All Councilmembers are eligible for this appointment. The Acting Mayor presides in the absence of Mayor Maguire at Council meetings and all other activities pertaining to the City of Eagan. Councilmember Gary Hansen was Acting Mayor in 2011. REQUESTED ACTION: The Mayor is asked to appoint a member of the City Council as Acting Mayor, which must be ratified by the City Council. OFFICIAL LEGAL NEWSPAPER B. Official Legal Newspaper — There is a statutory requirement to designate a legal newspaper as the official newspaper for the City. The City can only designate a legal newspaper of general circulation in the City as its official newspaper for publication of items required by law, and other matters that the Council deems advisable and in the public interest to be published. The City has received proposals from This Week / Dakota County Tribune, Inc. and Sun Newspapers. An actual cost comparison is difficult because of different type sizes, characters per line and lines per inch. The cost difference is not a significant factor in total. Currently, Thisweek Newspaper is the designated official legal newspaper. Deadlines for publication and publication dates match up much better with City activity with the Eagan Thisweek. Any agenda published in the Sun Current would need to be submitted to the paper more than one week in advance of the meeting and would be incomplete and may change between publication and the meeting. This Week Sun Current Legal Notices Deadline Tues 4 pm Thurs 2 pm Publication Friday Thursday This Week Sun Current Agendas Deadline Tues 4 pm Thurs 2 pm Publication Friday Thursday Proposals are attached on pages I(5 through/(? . REQUESTED ACTION: Approve retention of Thisweek Newspaper as the City of Eagan's official legal newspaper. CITY COUNCIL MEETING DATES C. City Council Meetings — The City Council must designate the dates and times of regular City Council meetings, which have traditionally been the first and third Tuesday of each month at 6:30 p.m. A tentative schedule is attached on page 1 Wdesignating the first and third Tuesdays as regular City Council meeting dates, with the exception of February 7 (Precinct Caucuses) Wednesday, February 8 recommended for that day; August 7 (National Night Out), Monday, August 6 is recommended for that day; September 18 (Rosh Hashanah) Wednesday, September 19 recommended for that day; and November 6 (General Election), Wednesday, November 7 recommended for that day. A Listening Session will be held at 6:00 p.m. before each regular City Council meeting. Also included on page ) 0 is a list of workshops to be scheduled at 5:30 p.m. the second and fourth Tuesdays of each month on an as needed basis. The fourth Tuesday is listed as tentative and may not be necessary with the exception of January 24 being scheduled for a Goals Retreat to begin at 6:00 p.m. and also August 14 (Primary Election), Wednesday, August 15 recommended for that day. If the Council prefers an alternate date to the ones proposed on the schedule, this should be discussed at the meeting. REQUESTED ACTION: Approve or modify the 2012 Schedule of City Council Meetings as presented noting the alternate dates, if any. CITY COUNCIL MEETING PROCEDURES D. Council Meeting Procedures — The City Council has adopted Robert's Rules of Order to overn all business conducted at regular City Council meetings. Enclosed on page 170 is a copy of an outline of a regular City Council agenda for use by the Mayor and City Councilmembers as to how Robert's Rules will apply to the overall agenda. Also included on pages) 7 through 17c is a guideline of meeting procedures for use by the public when attending regular City Council meetings. The audiences can vary from a resident who may be attending their first meeting to an applicant who is very sophisticated in making presentations to City Councils nationwide. Therefore, the guideline was written for a diverse audience while retaining the main purpose to provide information and awareness on how a citizen can interact with the City Council during a regular City Council meeting. 1 110d> REQUESTED ACTION: To acknowledge Robert's Rules of Order as the means to conduct official business at all regular City Council meetings, and approve the attached guidelines/handout for public participation in City Council meetings. Visitors to be Heard — It has been past practice and policy that during election years, from the opening of the Council candidate filing period through the November election, the Visitors to be Heard segment of the meeting shall occur for a period of time not to exceed ten minutes and will not be televised. In 2010, the State of Minnesota changed the start of the filing period from July to May; thus, Visitors to Be Heard is proposed to be off camera from May 22- November 6, 2012. REQUESTED ACTION: Ratify Council's past practice and policy that during election years, from the opening of the Council candidate filing period through the November election, the Visitors to be Heard segment of the meeting shall occur for a period of time not to exceed ten minutes and will not be televised. Adding an Item to the Agenda — It has been the past practice of the City Council to require two members of the City Council to make a request of the City Administrator that an unscheduled item be added to a City Council meeting agenda. For example, if a resident has a concern needing a timely response and at least two members of the City Council would like to discuss the concern, the two Councilmembers could request that the City Administrator include the concern on the next workshop or regular City Council meeting. This practice of requiring two members of the City Council to place an item on an agenda does not usually apply to items of business that are already scheduled to go through the regular process and procedures such as development proposals, ordinance amendments, etc. If it is the Council's understanding that this again be the practice for 2011, formal ratification of the policy is requested. REQUESTED ACTION: Formally ratify the practice that at least two members of the City Council must make the request of the City Administrator to place an item on an upcoming City Council agenda. COUNCIL STANDING COMMITTEE AND REPRESENTATIVE APPOINTMENTS E. Council Committee Appointments — Standing committees of the City Council have been used to examine a specific subject matter at the request of the City Council. The 2011 standing committees are as follows: The Mayor and Council shall determine if members change or stay the same. Standing Committees: Finance Committee: Mayor Maguire and Councilmember Bakken Public Works Committee: Councilmember Fields and Councilmember Bakken Personnel Committee: Mayor Maguire and Councilmember Fields Communications Committee : Councilmember Tilley and Councilmember Hansen Advisory Commission Liaisons: Advisory Parks and Recreation Commission: - Councilmember Tilley Advisory Planning Commission — Councilmember Hansen 1105 Airport Relations Committee — Councilmember Fields Energy and Environment Advisory Commission — Councilmember Bakken Intergovernmental Committee Appointments: Minnesota Valley Transit Authority Board — Councilmember Hansen Municipal Legislative Commission Board — Mayor Maguire Cedar Corridor Committee — Mayor Maguire (City Administrator Hedges as alternate) Monthly Mayor/Manager Breakfasts — Mayor Maguire DCC 2012 -2013 Board - Councilmember Hansen (Councilmember Fields as alternate) DCC 2012 -2013 Executive Board — City Administrator Hedges MSP Noise Oversight Committee — Councilmember Fields (Assistant City Administrator Miller as alternate) Eagan Convention and Visitors Bureau — Mayor Maguire Robert Street Corridor Steering Committee- Councilmember Tilley (City Administrator Hedges as alternate) Robert Street Corridor Technical Advisory Committee (TAC) — City Engineer Matthys (Community Development Director Hohenstein as alternate) Other: Testimony at Legislature — all as needed Metro Cities Board of Directors — Mayor Maguire Caponi Art Park Board — Parks and Recreation Director Seydell- Johnson Breakfast with Mayor / Chamber of Commerce — Mayor Maguire LMC Board of Directors — Mayor Maguire Fire Relief Association Board of Trustees — State Statute 424A.04 requires that a relief association that is directly associated with a municipal fire department must be managed by a board of trustees consisting of nine members. Six trustees must be elected from the membership of the relief association and three trustees must be drawn from the officials of the municipality served by the fire department to which the relief association is directly associated. The three municipal trustees must be one elected municipal official and one elected or appointed municipal official who are designated as municipal representatives by the municipal governing board annually and the chief of the municipal fire department. In addition to Fire Chief Scott, the annual designations have been the Mayor and the Director of Administrative Services. REQUESTED ACTION: Ratify the appointed members of Council standing committees, intergovernmental committees and other appointments as amended. /(04 Thi „ pp._ 04 if i ers 12190 County Road 11 Burnsville, Minnesota 55337 DAKOTA COUNTY TRIBUNE. INC. 952- 894 -1111 • Fax 952- 846 -2010 City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 December 1, 2011 Please accept this bid for legal newspaper for the City of Eagan. We have a dedicated staff as well as the largest circulation to handle your legal notices in an efficient manner. We continue to implement new changes in the newspaper to benefit our Eagan readers. We feel it is important to provide the city's legal notices in addition to the news stories, features and photographs of local events we offer each week. We would like to print your legal notices in Thisweek Newspapers Burnsville /Eagan edition. By designating Thisweek Newspapers as your legal newspaper, your legal notices will reach 21,793 homes. Notices received by Tuesday at 4 p.m. will be printed in our Friday publication. Our prices are not increasing for 2012. Please see attached. Our staff is very experienced in helping municipalities place their legal notices. We would prefer to accept your legal notices by e -mail at bv.legals @ecm- inc.com. However, we can also accept your legal notices by fax at 952- 846 -2010. If you have any questions, please feel free to call me at 952- 846 -2007. Thank you for your consideration. Sincerely, Ellen Reierson Office Manager Enclosure (1) Th ewspapers Quotation for City of Eagan Thisweek Burnsville/Eagan Number of lines per column inch 10 Printed characters and spaces per line Average 45 Total characters and spaces per column inch Average 450 Per line cost $0.95 Per column inch cost $9.50 Per column inch cost for e- mailed (Word or InDesign notices) ads $9.00 Circulation 21,793 Legal notice deadline Tuesdays @ 4 p.m. Date December 1, 2011 By Ellen Reierson Office Manager ICELe - newspapers December 2011 City of Eagan City Council 3930 Pilot Knob Road Eagan, MN 55122 Dear City Council Members: The Eagan Sun-Current would like to be considered for designation as the legal newspaper for the City of Eagan for the upcoming year. Ail published legal notices are posted on our website (www.minniocal.com) at no additional charge. • This is an enhancement to the local news coverage already available on the Internet and will broaden the readership of your legal notices. One of the main benefits of publishing your legal notices with the Sun-Current is our home delivery Sun Newspapers has become the primary source of community news in the suburbs. Your notices in our paper have the best chance of being seen and read. The rate structure forlegals effectve the first of the year will be: 1 coiumn width: $11.44 per inch for first insertion / $5.72 per inch for subsequent insertions There are 11 lines per inch Because price comparisons between newspapers are difficult due to differences in column width, font size, etc., we would be happy to provide a price quote on an e-rnailed submission. Two notarized affidavits on each of your pubiications will be provided with no additional charge. Tice Sun-Current is published every Thursday. The deadline for regular length notices is 2:00 p.m. the Thursday prior to publication. E-mailing the legal notices is an efficient and accurate way of Get- h3 1.s. ThC c ar;drcoo for thr 1sg2lo sisprIrtsnr sunlarlc If you require more information to make your decision, please contact me or Lisa Smith, our Legais Representative, at 952-392-6829. Thank you for considering the Sun-Current as the official newspaper for the City of Eagan for the upcoming year. We appreciate the opportunity to serve the needs of your community. Sincerely, Jeff Coolman Vice President and Group Publisher 10917 VALLEY VIEW RoAD * EDEN PRAIRIE 0 MINNESOTA 55344 0 952-829-0797 0 FAx: 952-941-3588 1L2-7 2012 SCHEDULE OF REGULAR CITY COUNCIL MEETINGS JANUARY 3 MAY 1 SEPTEMBER 4 JANUARY 17 MAY 15 SEPTEMBER 19 3 Wednesday FEBRUARY 8 1 Wednesday JUNE 5 OCTOBER 2 FEBRUARY 21 JUNE 19 OCTOBER 16 MARCH 6 JULY 3 NOVEMBER 7 4 Wednesday MARCH 20 JULY 17 NOVEMBER 20 APRIL 3 AUGUST 6 2 Monday DECEMBER 4 APRIL 17 AUGUST 21 DECEMBER 18 'Wednesday, February 8 due to Precinct Caucuses 2 Monday, August 6 due to National Night Out 3 Wednesday, September 19 due to Rosh Hashanah 4 Wednesday, November 7 due to the General Election There will be a Listening Session at 6:00 p.m. before each regular Council meeting. 2012 SCHEDULE OF SPECIAL CITY COUNCIL MEETINGS AND WORKSHOPS JANUARY 10 MAY 8 SEPTEMBER 11 JANUARY 24 (Goal Retreat) MAY 22 (tentative) SEPTEMBER 25 (tentative) FEBRUARY 14 JUNE 12 OCTOBER 9 FEBRUARY 28 (tentative) JUNE 26 (tentative) OCTOBER 23 (tentative) MARCH 13 JULY 10 NOVEMBER 13 MARCH 27 (tentative) JULY 24 (tentative) NOVEMBER 27 (tentative) APRIL 10 AUGUST 15 Wednesd DECEMBER 11 APRIL 24 (tentative) AUGUST 28 (tentative) No tentative meeting the week of Christmas 'Wednesday, August 15 due to the Primary Election 16q AGENDA FORMAT 1. Call to Order 1.1. Mayor customarily tolls City bell and returns to place at Council table 2. Pledge of Allegiance 2.1. Mayor states, "Please rise and join me in the Pledge of Allegiance" 2.2. Mayor leads in the Pledge 3. Roll Call 3.1. If appropriate, Mayor states "The Secretary will please note that (Mayor /Councilmember) has provided notice by (written correspondence /telephone message) that (he /she) is unable to attend this meeting. 4. Adopt agenda* 4.1. Mayor states, "The Council will now consider adoption of the agenda." 4.1.1. If no Member or the City Administrator requests recognition for any change, Mayor prompts, "Is there a motion to adopt the agenda ?" 4.2. Member requests recognition, "Mayor , (may I be recognized) for (the purpose of making) a motion ?" 4.3 Mayor recognizes Member, "Member (has the floor)." 4.4 Member makes a motion, "Mayor , I make the following motion." 4.4.2.1. "To delete item (item identification letter) under (agenda category)." or 4.4.2.2. "To add item (item identification letter) under (agenda category), which should read, (text of proposed new item) ". or 4.4.2.3. "To substitute for item (item identification letter) under (agenda category) the following item, which should read, "(Text of proposed item)." or 4.4.2.4. "To separate item (item identification letter) under (Consent Agenda), and move to (agenda category)." 8. Consent Agenda* 8.1. Items can be pulled for separate action 9. Public Hearings (6:45 PM)* 10. Old Business* 11. New Business* 13. Legislative /Intergovernmental Affairs Update* 14. Economic Development Authority 15. Administrative Agenda* 16. Visitors to Be Heard 17. Closed Session 18. Adjournment* *Regular motion practice is observed. 1 0 8, m Y CO 4 + y O U U 3 N �c O w g N Uy ��' N U 'b N U Z O n . 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