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01/02/2013 - City Council RegularAGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING JANUARY 2, 2013 6:30 P.M. I. ROLL CALL AND PLEDGE OF ALLEGIANCE 3-11. ADOPT AGENDA 4 III. RECOGNITIONS AND PRESENTATIONS A. OATHS OF OFFICE – Councilmembers Fields and Tilley IV. CONSENT AGENDA (Consent items are acted on with one motion unless a request is made for an item to be pulled for discussion) A. APPROVE MINUTES l(J B. PERSONNEL ITEMS C. APPROVE Check Registers 1 D. APPROVE change of manager for Granite City's On -Sale Liquor License and Off -Sale Brewpub License E. DIRECT Preparation of an ordinance amendment to Chapter 7 relative to Special Event Permits L(p F. APPROVE an agreement with Suburban Officials Association to provide officiating services for Eagan Parks and Recreation adult basketball leagues 7G. APPROVE an agreement with Metro Volleyball Officials Association to provide officiating services for Eagan Parks & Recreation adult volleyball leagues H. APPROVE an agreement with Diamond Officials of Eagan Umpires Association to provide officiating services for Eagan Parks & Recreation adult softball leagues k1I. AUTHORIZE application of grant from the Minnesota Department of Agriculture for a Value Added Grant to provide enhancements to the Central Park Festival Grounds as part of Market Fest J. AUTHORIZE application of a grant from Blue Cross & Blue Shield of Minnesota for a Streets Alive (Open Streets) community event K. Item removed L. Item removed M. Item removed N. APPROVE Final Payment for Contract 12 -11, 2012 Citywide Trail Improvements �a O. APPROVE Agreement to Use Residential Electrical Service (for Lake Aeration) P. APPROVE the 2013 -2017 Equipment & Vehicles Capital Improvement Plan and the 2013 Q budget 3 1 Q. APPROVE the 2013 -2017 General Facilities Renewal & Replacement Capital Improvement Plan and 2013 budget y3 R. APPROVE On -Sale Liquor License for iBizPro, LLC, DBA as Persis Indian Grill, 1282A Town Centre Drive V. PUBLIC HEARINGS Ll A. PROJECT 1098 (Wexford/ Wexford 2nd) Street Improvements B. PROJECT 1104 (Oak Ridge Family Housing - Clemson Drive) Street Improvements RC. PROJECT 1107 (Park Center Drive) Street Improvements 103 D. PROJECT 1112 (Wenzel First Addition - Deerwood Ponds) Street Improvements ia9) E. PROJECT 1113 (Norvin Oaks) Street Improvements VI. OLD BUSINESS VII. NEW BUSINESS 1 A. PLANNED DEVELOPMENT AMENDMENT - Diffley Marketplace/ Inland TRS Property Management LLC- A Planned Development Amendment allow 5,580 sq. ft. full service restaurant and a multi- tenant retail building located at 1004 & 1008 Diffley Road NO B. PLANNED DEVELOPMENT AMENDMENT - Preferred Eagan — A Planned Development Amendment to expand allowable uses located at 2010 Cliff Road PLANNED DEVELOPMENT AMENDMENT - Good Time Park - A Planned Development Amendment to allow an indoor commercial recreation use located at 3265 Northwood Circle D. CONDITIONAL USE PERMIT - Kwik Trip - A Conditional Use Permit to allow above ground fuel tanks located at 3145 Dodd Road VIII. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE IX. ECONOMIC DEVELOPMENT AUTHORITY a3� A. CALL TO ORDER B. ADOPT AGENDA a►An C. CONSENT AGENDA 1. APPROVE EDA Minutes 2. AUTHORIZE Preparation of Market Analysis for Cedar Grove Redevelopment Parcels D. OLD BUSINESS aW� E. NEW BUSINESS 1. APPROVE Joint Powers Agreement with the Dakota County CDA regarding the Open to Business Program F. OTHER BUSINESS ,Dy�A 1. EDA Organizational Business G. ADJOURN X. ADMINISTRATIVE AGENDA A. City Attorney B. City Council Comments C. City Administrator D. Director of Public Works E. Director of Community Development Xl. VISITORS TO BE HEARD (for those persons not on the agenda) XII. CLOSED SESSION XIII. ADJOURNMENT 400� City of Eagan mo TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: DECEMBER 28, 2012 SUBJECT: AGENDA INFORMATION FOR JANUARY 2, 2013 CITY COUNCIL MEETING ADOPT AGENDA After approval is given to the January 2, 2013 City Council agenda, the following items are in order for consideration. I Agenda Information Memo January 2, 2013, Eagan City Council Meeting RECOGNITIONS AND PRESENTATIONS: A. Oath of Office for Councilmember Cyndee Fields and Councilmember Meg Tilley FACTS: ➢ The Oath of Office will be administered to Councilmembers Fields and Tilley, who were re- elected to four -year terms. ➢ Per State Statute, councilmembers' terms begin the first Monday in January following their election. In 2013, this date is Monday, January 7. The verbal oaths of office will be administered before the start date of the new terms, but the official, written oaths will not be signed until after January 7. ➢ The written oaths will be brought to the January 8 Special City Council meeting for signatures. ATTACHMENTS (0): y Agenda Information Memo January 2, 2013 Eagan City Council Meeting CONSENT AGENDA The following items referred to as consent items require one (1) motion by the City Council. If the City Council wishes to discuss any of the items in further detail, those items should be removed from the Consent Agenda and placed under Old or New Business unless the discussion required is brief. A. APPROVE MINUTES ACTION TO BE CONSIDERED: To approve the minutes of the December 11, 2012 Special City Council meetings as presented or modified. ATTACHMENTS: • Minutes of December 11, 2012 Special City Council meeting are enclosed on pages (p through —S_. N MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, DECEMBER 11, 2012 5:30 P.M. EAGAN ROOM — EAGAN MUNICIPAL CENTER City Council members present: Councilmembers Bakken, Fields, Hansen and Tilley. Mayor Maguire arrived at 6:30 p.m. City Staff present: City Administrator Hedges, Assistant City Administrator Miller, Assistant City Administrator VanOverbeke, Director of Communications Garrison, Director of Public Works Matthys, Superintendent of Utilities Eaton, Fire Chief Scott and Director of Community Development Hohenstein. I. ROLL CALL AND ADOPTION OF THE AGENDA City Administrator Hedges noted there are five projects for which feasibility reports are to be accepted, with public hearings to be scheduled for January 2, 2013. The City Council directed a stand -alone item be added after Visitors to be Heard to accept the reports and schedule the public hearings. Councilmember Hansen moved, Councilmember Tilley seconded a motion to adopt the agenda as amended. Aye:4 Nay:0 II. VISITORS TO BE HEARD There were no visitors to be heard. FEASIBILITY REPORTS AND PUBLIC HEARINGS A. Project 1098, Wexford Additiona /Wexford 2nd Addition Street Improvements B. Project 1104, Oak Ridge Family Homes (Clemson Drive) Street Improvements C. Project 1107, Park Center Street Improvements D. Project 1112, Wenzel First Addition Street Improvements E. Project 1113, Norvin Oaks Street Improvements City Administrator Hedges introduced the items noting the amended agenda includes five street improvement projects and the action for each of the projects would be to receive the draft feasibility report and schedule public hearings on January 2, 2013. Acting Mayor Bakken moved, Councilmember Tilley seconded a motion to receive the five Feasibility Reports and schedule public hearings to be held on January 2, 2013. Aye: 4 Nay: 0 III. REVIEW 2013 LEGISLATIVE PRIORITIES City Administrator Hedges introduced the item noting in keeping with past practice, the 2013 Legislative Priorities are sent to the Legislative delegation in mid - December. Hedges added that letters have been mailed and emailed to the members of the delegation inviting them to the January 8, 2013 Special City Council meeting. Special City Council Minutes December 11, 2012 Page 2 The Council reviewed the proposed 2013 Legislative Priorities and made recommendations for additions to the priorities. IV. 2013 FIBER INFRASTRUCTURE FUND BUDGET City Administrator Hedges introduced the item noting for a number of years the City has been installing fiber and conduit primarily for use by the City. Recently, the City has undertaken the AccessEagan project and connection of customers can now take place. Expenditure appropriations for consultants and construction have been addressed on an as needed basis by the City Council with revenues consisting primarily of transfers from other City funds. Hedges noted to more formalize these activities and to allow for better financial controls and strategic planning staff has been working to develop a formal business plan around AccessEagan while incorporating all City fiber infrastructure assets and operations. The first step in creation of a business plan has been the development of an operating budget for consideration by the Council. Assistant City Administrator VanOverbeke and Director of Communications Garrison gave a staff report and additional history on the item. The Council discussed the proposed budget and directed staff to include on the December 18, 2012 Consent Agenda. V. PRIVATE FIRE HYDRANT MAINTENANCE City Administrator Hedges introduced the item noting currently there is a total of 4,058 fire hydrants in the City of Eagan, and of these, 3,522 of these are public fire hydrants that are City owned and maintained by the Utilities Division of the Public Works Department. The remaining 528 are private fire hydrants and are not maintained by City staff. Director of Public Works Matthys gave a staff report and additional history on the item noting the need for Council consideration of a private fire hydrant maintenance program. Matthys reviewed fire hydrant identification options to identify which hydrants are private or dead -end and the option to upgrade the steamer nozzles of those existing private fire hydrants with Storz nozzles. Fire Chief Scott was available for questions. The Council discussed private fire hydrant maintenance fees as a means. It was suggested that costs be amortized over a set period of time, similar to assessments. There was City Council consensus to proceed with preparation of a proposed change in the service delivery program with the following recommendations (to be presented at a future City Council meeting for formal consideration): • Implementation of private fire hydrant maintenance program administered by City staff. • Identification of private and dead -end fire hydrants. • Include consideration of identification of hydrants through coloration of the Storz nozzles in additional to the five suggested options. • Implementation of Storz nozzles for private and public fire hydrants. • The cost for Storz nozzles for private fire hydrants would be billed to the private property owners, as well as repairs, and could be handled as an assessment, such as street overlays. The cost for Storz nozzles for public fire hydrants would be billed to all property owners as part of the utility bill. I Special City Council Minutes December 11, 2012 Page 3 VI. UTILITIES JOINT PURCHASING AGREEMENT City Administrator Hedges introduced the item noting since 1985 the City of Eagan has participated in a Joint Powers Agreement (JPA) with local agencies south of the river to solicit competitive prices for pavement traffic marking, street sweeping, crack sealing and seal coating contractual services. Hedges noted the existing JPA format utilized for street maintenance services could be used to create a new JPA for utility services and material. Public Works Director Matthys gave a staff report and additional history on the item. There was City Council consensus to proceed with preparation of a joint powers agreement with various local agencies for the joint purchasing of services and materials and to have the Eagan Utility Superintendent administer said Joint Powers Agreement and present at a future City Council meeting for formal consideration. There was no other business to be heard. VII. OTHER BUSINESS VIII. ADJOURNMENT Councilmember Tilley moved, Councilmember Bakken seconded a motion to adjourn at 6:54 p.m. Aye:5 Nay:O Date Mayor Clerk P MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, DECEMBER 11, 2012 7:15 P.M. EAGAN ROOM — EAGAN MUNICIPAL CENTER City Council members present: Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. City Staff present: City Administrator Hedges and Assistant City Administrator Miller. Also present was Richard Fursman, consultant with Brimeryer Fursman, LLC. I. ROLL CALL AND ADOPTION OF THE AGENDA Councilmember Tilley moved, Councilmember Hansen seconded a motion to adopt the agenda as presented. Aye:5 Nay:0 II. VISITORS TO BE HEARD There were no visitors to be heard. III. CITY ADMINISTRATOR SEARCH PROCESS UPDATE The City Council met with recruiter Richard Fursman to select City Administrator applicants to be invited for interviewing on January 17 & 18, 2013. There was no other business to be heard. VII. OTHER BUSINESS VIII. ADJOURNMENT Councilmember Fields moved, Councilmember Tilley seconded a motion to adjourn at 10:15 p.m. Aye:S Nay:O Date Mayor Clerk 1 Agenda Information Memo January 2, 2013 Eagan City Council Meeting B. PERSONNEL ITEMS Item 1. ACTION TO BE CONSIDERED: Approve the hiring of Patrol Officers Bryan Johnson and Daniel Spiess. FACTS: • The City Council previously approved to fill the positions on August 6, 2012 and November 20, 2012. Item 2. ACTION TO BE CONSIDERED: Accept the resignation of Calvin Tschida, Patrol Officer, effective January 4, 2013, and authorize his replacement. Item 3. ACTION TO BE CONSIDERED: Approve a one -time 2012 stipend for the full time Lead Custodian/Maintenance Worker at City Hall. FACTS: • During the past year, there was an expectation that the Lead Custodian carry a City cell phone at all times in order to immediately respond to internal customer related problems related to the building maintenance of City Hall and the Police Department. • Other City employees who are classified as hourly -non exempt who serve in an on -call capacity receive a weekly stipend for acting in a stand by status. • This position did not receive compensation for performing these duties. • Management reviewed current practice and recommend that a one -time stipend be allocated to the Lead Custodian for performing in a stand by status in 2012. ko • It is recommended that the weekly stipend would be based on daily amount of 40% of the top hourly rate of pay the non union compensation scale of job classification Level 5. • Management is reviewing the need for the Lead Custodian to perform work in an on -call status in 2013 and will make future recommendations to the Council in the first quarter of 2013. Item 4. ACTION TO BE CONSIDERED: Approve the reclassification of the IT Network Administrator. FACTS: • The Information Technology Department hired a Network Administrator last April 2012. The focus is on managing and administering the Information Technology infrastructure; including but not limited to all software and hardware, cell and mobile communications and network operations. • Per City practice, the position was recently reviewed to insure the description accurately reflects the job functions assigned. • The position reflects a need for strong cognitive abilities to administer and manage the overall network infrastructure, the ability to make professional recommendations related to improving the use and acquisition of new technologies, and requires a high level of problem solving capabilities. • It was determined these skills warranted a higher classification within the City's job classification system. Therefore, it is recommended this position be reclassified from Level 11 to Level 12. • Effective date of the classification change would occur December 30, 2012 to coincide with the pay period. Item 5. ACTION TO BE CONSIDERED: Approve the hiring of Seasonal Employees in Parks & Recreation & Utilities: Name Division Job Title Nancy Miller Parks & Rec Art Instructor I & III Alex Barta Civic Arena Building Attendant I Kayla Ruth Utilities GIS Seasonal V� Brady Weldon Parks & Rec Winter Recreation Leader Chad Czaplewski Parks & Rec Winter Recreation Leader Christopher Russell Parks & Rec Winter Recreation Leader Drew Selvestra Parks & Rec Winter Recreation Leader Emma Richard Parks & Rec Winter Recreation Leader Hunter Sieve Parks & Rec Winter Recreation Leader Jessica Giesen Parks & Rec Winter Recreation Leader Joe Boursell Parks & Rec Winter Recreation Leader Jordan Brandt Parks & Rec Winter Recreation Leader Jordan Rothschiller Parks & Rec Winter Recreation Leader Josh Biermeier Parks & Rec Winter Recreation Leader Justin Schoenecker Parks & Rec Winter Recreation Leader Kevin Kunik Parks & Rec Winter Recreation Leader Mitch Marella Parks & Rec Winter Recreation Leader Neal Kunik Parks & Rec Winter Recreation Leader Nick Schuetz Parks & Rec Winter Recreation Leader Nikki Galatowitsch Parks & Rec Winter Recreation Leader Richard Lemay Parks & Rec Winter Recreation Leader Richard Stalker Parks & Rec Winter Recreation Leader Robert Rausch Parks & Rec Winter Recreation Leader Ryan Wall Parks & Rec Winter Recreation Leader Sam Dickmeyer Parks & Rec Winter Recreation Leader INFORMATIVES: Campus Facilities Manager on Duty named: Bob Keeney • City Council approved hiring for this position on December 18, 2012. 19, Agenda Information Memo January 2, 2013 Eagan City Council Meeting C. RATIFY CHECK REGISTERS ACTION TO BE CONSIDERED: To ratify the check registers dated December 14 and 21, 2012 as presented. ATTACHMENTS: Check registers dated December 14, 2012 are enclosed without page number. Check registers dated December 21, 2012 are enclosed without page number. �3 Agenda Information Memo January 2, 2013, Eagan City Council Meeting D. APPROVE CHANGE OF MANAGER FOR GRANITE CITY'S ON -SALE LIQUOR LICENSE AND OFF -SALE BREWPUB LICENSE ACTION TO BE CONSIDERED: To approve a change in management of the On -Sale Liquor License and Off -Sale Brewpub License for Granite City Restaurant Operations, Inc., dba Granite City Food & Brewery, located at 3330 Pilot Knob Road. FACTS: ➢ A change in management has occurred at the above referenced location. A new manager of Granite City Food & Brewery, Blaine Hastings, has completed the necessary forms and paid the appropriate investigation fee. ➢ The Eagan Police Department has conducted an investigation of the new manager and finds no reason for denial. ATTACHMENTS (0): (The complete application is available from the Office of the City Clerk.) f Agenda Information Memo January 2, 2013, Eagan City Council Meeting E. DIRECT PREPARATION OF AN ORDINANCE AMENDMENT CHAPTER 7 RELATIVE TO SPECIAL EVENT PERMITS ACTION TO BE CONSIDERED: Direct the City Attorney's Office to prepare an ordinance amendment to City Code Chapter 7, relative to special event permits. FACTS: ➢ In early 2012, the City Council implemented a special event permitting process to regulate events utilizing City infrastructure and staff, such as 5K walks and runs, bicycling rides and races, and parades. ➢ Special event permit applications are reviewed and approved by the Special Event Permit Committee, consisting of staff from the Police, Fire, Public Works, Parks, Community Development and Administration departments. ➢ The Special Event Permit Committee, having completed its first year with the new ordinance in place, reviewed the regulations in light of feedback from staff and event coordinators, in order to improve the permitting process moving forward. ➢ In light of that review, the Special Event Permit Committee is recommending minor changes to the special event regulations. The proposed changes relate to requirements for emergency medical responders at special events, untimed bike rides traveling through Eagan, and permit fees. More information will be provided when the ordinance amendment comes back to Council for formal consideration. ATTACHMENTS (0): �I Agenda Memo January 2, 2012 City Council Meeting F. APPROVE an agreement with Suburban Officials Association to provide officiating services for Eagan Parks & Recreation adult basketball leagues. ACTION TO BE CONSIDERED: Approve an agreement with the Suburban Officials Association to provide officials to officiate adult basketball league games during 2013 and direct the Mayor and City Clerk to sign the appropriate documents. FACTS: • Suburban Officials Association recruits and assigns certified officials to officiate adult basketball league games. • All fees paid to the Association are generated from adult basketball league fees. • The Association has been providing this service successfully for a number of years but it was the City's desire to formalize this agreement annually. ISSUES: • None ��0 Agenda Memo January 2, 2012 City Council Meeting G. APPROVE an agreement with Metro Volleyball Officials Association to provide officiating services for Eagan Parks & Recreation adult volleyball leagues. ACTION TO BE CONSIDERED: Approve an agreement with the Metro Volleyball Officials Association to provide officials to officiate adult volleyball league games during 2013 and direct the Mayor and City Clerk to sign the appropriate documents. FACTS: • Metro Volleyball Officials Association recruits and assigns certified officials to officiate adult volleyball league games. • All fees paid to the Association are generated from adult volleyball league fees. • The Association has been providing this service successfully for a number of years but it was the City's desire to formalize this agreement annually. ISSUES: • None I Agenda Memo January 2, 2012 City Council Meeting H. APPROVE an agreement with Diamond Official of Eagan Umpires Association to provide officiating services for Eagan Parks & Recreation adult softball leagues. ACTION TO BE CONSIDERED: Approve an agreement with the Diamond Officials of Eagan Umpires Association to provide umpires to officiate adult softball league games during 2013 and direct the Mayor and City Clerk to sign the appropriate documents. FACTS: • Diamond Officials of Eagan Umpires Association recruits and assigns certified umpires to officiate adult softball league games. • All fees paid to the Association are generated from adult softball league fees. • The Association has been providing this service .successfully for a number of years but it was the City's desire to formalize this agreement annually. ISSUES: • None Agenda Memo January 2, 2013 City Council Meeting I. AUTHORIZE application of a grant from the Minnesota Department of Agriculture for a Value Added Grant to provide enhancements to the Central Park Festival Grounds as part of Market Fest. ACTION TO BE CONSIDERED: Authorize the submission of a grant application to the Minnesota Department of Agriculture for a Value Added Grant to provide enhancements to the Central Park Festival Grounds as part of Market Fest. FACTS: • The City of Eagan was made aware of a Minnesota Department of Agriculture Value Added Grant program to promote projects related to farmers markets and farms. • The grant covers 25% of construction projects costs related to farmers markets and farins, up to $70,000. • The City of Eagan has defined areas in which $48,000 in grant funding could enhance the existing Market Fest. Those areas include: • Infrastructure enhancements to add additional electrical access points to the Eagan Festival Grounds to accommodate more perishable food vendor options that require cooling for food safety protocol. • Infrastructure enhancements that would provide additional handicap accessibility to vendors in the market area. In June 2012, the City of Eagan submitted a similar grant to the United States Department of Agriculture in the amount of $84,200, however that grant was not awarded mainly because of the focus on infrastructure. • The MN Department of Agriculture Value Added Grant focuses more specifically on infrastructure enhancements. • The grant submission deadline is December 31, 2012. ISSUES: • None i� Agenda Memo January 2, 2013 City Council Meeting J. AUTHORIZE application of a grant from Blue Cross & Blue Shield of Minnesota for a Streets Alive (Open Streets) community event. ACTION TO BE CONSIDERED: Authorize the submission of a grant application to Blue Cross & Blue Shield of Minnesota for a Streets Alive (Open Streets) community event. FACTS: • Blue Cross & Blue Shield of Minnesota is making grant dollars available for a Streets Alive (Open Streets) event. • The event would engage the community in activities and events that support an active and healthy lifestyle. • The new Streets Alive concept event is in line with the City's goals of promoting active living and environmental friendly practices. • The City of Eagan will be applying for $5- 10,000 in sponsorship grant funds that will be used to support the development of a new Streets Alive event that could occur in 2013. • The grant submission deadline is January 15., 2013. ISSUES: • None • r Agenda Information Memo January 2, 2013 Eagan City Council Meeting N. CONTRACT 12 -11, CITYWIDE TRAIL IMPROVEMENTS ACTION TO BE CONSIDERED: Approve the final payment for Contract 12 -11 (2012 Citywide Trail Improvements) in the amount of $198,221.41 to Prior Lake Blacktop and accept the improvements for perpetual City maintenance subject to warranty provisions. FACTS: • Contract 12 -11 provided the maintenance overlay of existing bituminous trails in the following locations: • Blackhawk Road, East Side (TH 13 to Skater Circle) - 3,800' • Blackhawk Road, East Side (Riverton Ave. to Deerwood Dr.) - 2,000' • Blackhawk Road, West Side (Bear Path Trail to Cliff Lake Rd.) - 700' • Blackhawk Road, West Side (I -35E to Cliff Rd.) - 1,200' • Pilot Knob Road, West Side (Walfrid St. to Cliff Rd.) - 3,200' • Pilot Knob Road, East Side (Lone Oak Rd. to Yankee Doodle Rd.) - 5,300' • Yankee Doodle Road, North Side (Pilot Knob Rd. to Promenade Ave.) - 3,600' • Yankee Doodle Road, North Side (Discovery Rd. to TH 149) - 6,900' • Yankee Doodle Road, South Side (Lexington Ave. to TH 149) - 7,800' • Johnny Cake Ridge Road, East Side (Oak Ridge Ent. to Cliff Rd.) - 2,800' • Diffley Road, South Side (Rahn Rd. to Blackhawk Rd.) - 2,700' • Various other City park trails as programmed for 2012 in the City's 5 -Year Capital Improvement Program (2012- 2016) and authorized by the City Council under the aforementioned projects. • These improvements have been completed, inspected by representatives of the Public Works Department, and found to be in order for favorable Council action of final payment and acceptance for perpetual maintenance subject to warranty provisions. a� Agenda Information Memo January 2, 2013 Eagan City Council Meeting O. ELECTRICAL SERVICE AGREEMENT LAKE AERATION ACTION TO BE CONSIDERED: Approve an agreement to be entered into between the property owners of 3828 Hunters Overlook and the City of Eagan for providing electrical service for winter aeration of Bald Lake. FACTS: • Eagan's Neighborhood Fishing program supports a recreational fishing lake within about a mile of most residences. Among this group of 15 lakes, Bald Lake, in east central Eagan, was the last one added when Eagle Scouts built a "rustic" trail about four years ago in Wandering Walk Park. The trail to and along the lake established public access, and the City subsequently acquired a dedicated aerator. Together, public access and aeration capability make Bald Lake eligible for Minnesota DNR fish stocking, population surveys, and aeration permits. • Eagan's fishing lakes often need supplemental oxygen to avoid winter kills caused by thick ice and snow cover that can block sunlight significantly, tipping the balance from oxygen - producing photosynthesis to oxygen - depleting decomposition. Water Resources staff routinely monitors winter oxygen in Neighborhood Fishing lakes and when necessary installs floating electrical aerators through Minnesota DNR permits. • In Sept 2012, the City stocked Bald Lake with juvenile largemouth bass. To protect its investment and to support the Neighborhood Fishing program, the City needs to be able to aerate the lake if and when oxygen levels drop below critical thresholds. • Providing winter aeration depends entirely on having electrical service near the lakeshore. No such service currently exists close to Bald Lake, and installing a new hookup from electrical lines along Northview Park Road to the south would be very expensive and difficult. The undulating trail in Wandering Walk Park spans nearly 800 feet to the lake. • Dr. Randy S. and Mary Kay Twito, 3828 Hunters Overlook, for some time have expressed interest and supported Eagan's Water Resources programs, especially monitoring water quality and managing fisheries of Bald Lake. Since the early 2000s, the Twito's have permitted access across their property for City staff to collect lake data, and in the past several years, they have agreed to allow an electrical hookup from their house on a temporary basis. A 220 -volt outdoor circuit has been established. Pending approval by the City Council, Bald Lake can be aerated. Staff communicated a proposal to the Twito's in mid - December 2012. • On March 16, 2004, the City Council approved a similar agreement with Mr. Robert E. Peterson, 1380 Wilderness Run Drive, to provide winter aeration for East Thomas Lake. This is the only other situation in which the City does not have a publicly owned electrical connection for lake aeration. ATTACHMENTS: • December 13, 2012 `Draft' Letter to Dr. and Mrs. Twito, page .)3 . • March 16, 2004 City Council memo, page A - • April 12, 2004 Letter to Robert E. Peterson, paged . z i December 1.3, 2012 Mike Maguire Mayor I Randy and .Mary Kay Twito 3828 Hunters Overlook Eagan, MN 55123 -1570 Paul Bakken Cyndee Fields .Dear Dr. and Mrs. Twito, Gary Hansen Ora behalf of the City of Eagan, thank you very much for your long term interest and support of our Meg Tilley Water Resources programs, especially monitoring water quality and managing fisheries of Bald Lake. Council Members i We appreciate your permitting City staff access across your property over the years to collect lake data. Thomas Hedges As you may know, our "Neighborhood Fishing" program supports a recreational fishing lake within about a mile of most Eagan residences. Bald Lake is one of these lakes. The "rustic" trail in City Administrator ± Wandering Walk Park along the lake built by Eagle Scouts about four years ago established public access. We now have a dedicated aerator as well. Together, public access and aeration capability I makes Bald Lake eligible for Minnesota DNR for fish stocking, population surveys, and aeration permits. i Your ongoing help is critical to our mutual objectives. Allowing installation and access of a 220V outlet in your yard enables us to operate the aerator that will be placed oil the lake only when winter Municipal Center I dissolved oxygen (.DO) falls below critical thresholds, based on regular DO monitoring. This should 3830 Pilot Knob Road j prevent "winterkill" of game fish resulting from thick ice and heavy snow cover that blocks oxygen - Eagan, MN 55122 -1810 j producing photosynthesis. Winter aeration may be unnecessary every year. If connected, aerators 651.675.5000 phone I cause open water and thin ice, but please be assured we are vigilant in fulfilling Minnesota DNR permit requirements for posting and maintaining safety signs. 651.675.5012 fax 651.454.8535 TDD I am sending this letter to follow up coordination and communications with you by Water Resources Technician Jessie Koehle by proposing an agreement between the City and you regarding electrical use j s by the aerator during winter months. Property access and electricity may be needed annually. Maintenance Facility , The City proposes: 3501 Coachman Point i Eagan, MN 55122 1. Remuneration of calculated electrical use by the aerator based your current residential kilowatt - 651.675.5300 phone hour rates. Annual payments would be calculated from hours of aerator operation and 651.675.5360 fax 2. One -time payment ill 2013 of $100 for otY uinconvenience and goodwill. 651.454.8535 TDD The City proposes to reimburse you once annually after the aerator is disconnected for the winter i season, which will most likely be near the end of March. Staff will submit this agreement to the Eagan City Council for approval January 2, 2013. Please call me www.cityoteagan.com ' at your earliest convenience or by no later than Thursday December 20 at (651) 675 -5300 if you have any questions or concerns about of this proposal. Thank you again and best wishes for a wonderful holiday season i The Lone Oak Tree or The symbol of strength and growth Eric Macbeth, Water Resources Manager in our community. Cc: Russ Matthys, Director of Public Works; Jessie Koehle, Water Resources Technician 2 Agenda Information Memo March 16, 2004 Eagan City Council Meeting Consent Agenda L APPROVE AGREEMENT FOR PROVIDING ELECTRICAL HOOK UP; EAST THOMAS LAKE ACTION TO BE CONSIDERED: Approve agreement to be entered into between Mr. Robert E. Peterson and the City for providing electrical service at East Thomas Lake for lake aeration. FACTS: • Water Resources staff routinely monitors winter oxygen levels in lakes and ponds with significant fisheries resources. • Lakes need winter oxygen to avoid fish kills caused by thick ice and snow cover. This cover eventually blocks sunlight, tipping the balance from oxygen - producing photosynthesis to oxygen- depleting decomposition. • East Thomas Lake is a shallow 9 -acre waterbody along Pilot Knob Road east of Thomas Lake Park and has a history of depleted oxygen levels occurring in the winter. • Water Resources' winter aeration program has been limited in the past at East Thomas Lake because electrical service is non- existent. Staff experimented for two winters with a solar aeration system, but that has not been reliable or very effective.. • Several lake neighbors have expressed willingness in assisting the City with lake management. With oxygen plummeting on the lake this past season, one resident (Mr. Peterson) allowed for an aerator hookup from his house on a temporary basis. • Staff has worked with Mr. Peterson, a willing advocate, to extend the use of an aerator on an annual basis, with an electrical hook up from the Peterson home.. • The city would compensate the home owner for the electrical consumption ATTACHMENTS: Attachments: Letter to homeowner, pgli. a4 PAT GEAGAN April 12, 2004 Mayor Mr, Robert E. Peterson 1380 Wilderness Run Road PEGGY CARLSON Eagan, MN 55123 CYNDEE FIELDS Dear Mr. Peterson: MIKE MAGUIRE MEG TILLEY The Eagan City Council formally approved on March 16 an agreement to reimburse you for Council Members providing electrical service to aerate East Thomas Lance in the winter. This agreement, previously proposed in a March 3 letter to you, provides the following: THOMAS HEDGES 1. One -time installation in 2004 of a new 20 -amp circuit with outside duplex- outlet; City Administrator 2. Remuneration of calculated amount of electricit used sed by the aerator, based on the current Dakota Electric residential kilowatt -hour rate $0.0783/KwH); and 3. One -time payment in 2004 of $100 for inconvenience and goodwill, ,your Municipal Center: To fulfill this agreement this year, the City has installed the outside circuit, and a check for $253.00 is enclosed. The total of the check includes $153,00 for 37 days of aerator operation 3830 Pilot Knob Road (37 days X 24. hours /day X 2.2 kilowatts x $0.0783/KWh) and the one -time $100.00 payment. Eagan, MN 55122 -1597 Phone: 651,675.5000 On behalf of the City of Eagan; thank you again for supporting fisheries management of East Thomas Lake. Although this year's winter conditions and the late tinging of the aerator hookup Fax: 651.675,5012 resulted in a significant fish kill, we are optimistic that we will be successful in future years, TDD: 651.454.8535 now that we have an established hookup. Recently, staff contacted the Minnesota DNR to request re- stocking the lance with fish this spring. Maintenance Facility: The City may need access through your property and electricity sel vice on an annual basis. We 3501 Coachman Point will contact you in advance of any intentions by the City to initiate this work again in the future, Eagan, MN 55122 Please feel free to call me any time at (65 t) 675 -5300 if you have any questions or concerns Phone: 651.675.5300 about this agreement. Fax: 651.675, 5360 TDD: 651.454.8535 Thank you very much. Sincerely, www.ci.tyofeagan.com Eric Nkacbeih Water Resources Coordinator THE LONE OAKTREE enclosure The symbol of strength Cc: Jim Storland, Water Resources Technician and growth in our community �5 Agenda Information Memo January 2, 2013 Eagan City Council P. Approve the 2013 -2017 Equipment & Vehicles Capital Improvement Plan and the 2013 budget ACTION TO BE CONSIDERED: To approve the 2013 -2017 Equipment & Vehicles Capital Improvement Plan (CIP) and the 2013 Budget within that plan. FACTS: • The first year of this CIP (2013) is approved as a budget with the four out years (2014 -- 2017) being approved only as a general plan. • Generally, vehicles and equipment costing more than $10,000 are budgeted in this section of the CIP with items costing less than $10,000 budgeted in departmental operating budgets. • The City Council has established a policy whereby each year an amount of the property tax levy is allocated to the Equipment Revolving Fund (ERF) for items that are not purchased for enterprise funds or for items that do not have other dedicated funding sources. The allocation has been increased annually with the 2013 allocation being $1,121,066, The carryforward balance from the end of 2011 is $1,394,125. Allowing for 2012 property tax revenues of $1,053,000, other revenues of $30,000, and 2012 expenditures of $1,203,300, the projected 2012 year -end fund balance is $1,275,825. • A meeting of some staff was held relating specifically to vehicle purchases and potential repurposing of existing vehicles as a preliminary step prior to the larger group meeting to discuss the total Part 11 CIP. • A management meeting was held allowing staff from each department an opportunity to discuss their proposals and challenge other department proposals, resulting in a prioritized and overall efficient City capital equipment needs list. • The attached Projects and Funding Sources by Department report shows 2013 purchases totaling $2,546,200, consisting of $1,636,500 from the ERF and $909,700 from other funding sources. The funding sources is noted under each item on the list. The items on this list were reached by consensus. • The 2013 property tax allocation plus the 2012 carry forward balance minus the proposed 2013 expenditures results in a carry forward balance of $748,325 going into 2014. • Staff has continued to develop options to maintain the balance between revenues and expenditures in this fund. Additionally, certain equipment has been moved to future years extending its useful life. Staff continues to maximize use of the City's resources by stretching equipment and vehicle use through this process and to look at creative ways to deliver City services effectively. • Staff is committed to the objective of maximizing the return on the City's investment in vehicles and equipment. This extends to wearing equipment out, while maintaining it in a safe and dependable manner and exploring the purchase of used equipment when practical in addition to the emphasis on multi- • Agenda Information Memo January 2, 2013 Eagan City Council departmental use, again where practical. It also extends to matching vehicles with uses to help create cost effectiveness in service delivery. • Vehicles proposed for purchase were evaluated through the use of the Vehicle Acquisition, Use & Replacement Policy approved by the City Council in February 2005. ATTACHMENTS: • Attached on pages 010 through 31 is a Sources and Uses of Funds report summarizing the vehicles and equipment proposed to be purchased out of the ERF for 2013 -2017. • Attached on pages _-3a through 306 is a Projects and Funding Sources by Department report summarizing the vehicles and equipment proposed to be purchased from all funding sources, including the ERF. �yl City of Eagan, Minnesota CIP: Equipment and Vehicles 2013 thra 2017 SOURCES AND USES OF FUNDS Source 2013 2014 2015 2016 2017 9335 Equipment revolving fund Beginning Balance =— d�(l�Ul"2r 1,394,125 748,325 401,225 752,625 696,425 Revenues and Other Fund Sources Revenue 2012 property taxes 1,053,000 0 0 0 0 Property taxes 1,121, 000 1,154, 000 1,180, 000 1,225,000 1,262,000 20% IT's CIP - from Utilities 30,000 30,000 28,000 27,000 13,000 Total Total Revenues and Other Fund Sources Total Funds Available Expenditures and Uses 0 Capital Projects & Equipment 0 03 Information Technology (30,000) Cisco firewall ASA 5500 replacement 03 -0001 Police Cisco 4507 Chassis switch replace 03 -0003 City Hall Cisco 4507 Chassis switch replace 03 -0004 City Hall Cisco 4507 Chassis switch replace 03 -0005 Cisco 3750 OSPF switch replace 03 -0006 Additional storage for SAN 03 -0007 Video surveillance servers replace 03 -0008 SAN replacement (City Hall) 03 -0011 SAN replacement (redundant -LOG IS) 03 -0013 Maintenance switches Cisco 48 -port replace 03 -0014 48 port switches replace 03 -0016 New Server for Dictation Software 03 -0017 Sharepoint Consulting 03 -0018 Cisco 3560 Switch replace E -TV 03 -0019 Wireless Access Points 2- Civic,CH,Maint,EOC 03 -0020 replac (100,000) Wireless Access Points Council Chambers replace 03 -0021 Art House Cisco ASA 5550 replace 03 -0022 Wireless Controller replace 03 -0023 2,204,000 1,184,000 1,208,000 1,252,000 1,275,000 2,204,000 1,184,000 1,208,000 1,252,000 1,275,000 3,598,125 1,932,325 1,609,225 2,004,625 1,971,425 (11,500) 0 0 0 0 (30,000) 0 0 0 0 (22, 500) 0 0 0 0 (47,000) 0 0 0 0 0 (8,500) 0 0 0 0 (30, 000) 0 0 (30, 000) 0 (14,000) 0 0 0 0 0 (100,000) 0 0 0 0 0 (100,000) 0 0 0 0 (12,400) 0 0 0 0 0 (18,600) (7,000) 0 0 0 0 (8,500) 0 0 0 0 (4,000) 0 0 0 0 0 (4,000) 0 0 0 0 0 0 (800) 0 0 0 (600) 0 0 0 0 0 0 (9,600) Produced Using the Plan -It Capital Planning Software Page 1 Friday, December 28, 2012 0 Source 2013 2014 2015 2016 2017 9335 Equipment revolving fund Maintenance Cisco 3750 Switches replace 03 -0024 0 (15,600) 0 0 0 24 port Switches replace 03 -0032 0 0 0 0 (8,000) Comcast Headend replace 03 -0036 (11,000) 0 0 0 0 Total (141,500) (72,100) (100,600) (113,200) (66,200) 04 City Clerk Election ballot tabulators replace (23) 04 -0001 (50,000) 0 0 0 0 Total (50,000) 0 0 0 0 08 Community Dev: Inspections 2001 Chevrolet TruckTZ (replace unit 500) 08 -0001 (19,000) 0 0 0 0 2004 Chevrolet truck ML (replace unit 504) 08 -0002 0 (23,000) 0 0 0 2002 Chevrolet Truck JW (replace unit 509) 08 -0003 0 (21,000) 0 0 0 (replace unit 505) 08 -0004 0 0 0 (23,000) 0 Total (19,000) (44,000) 0 (23,000) 0 11 Police 2 Job assist vehicles replace (supvisor) 11 -0001 (72,000) 0 0 0 0 4 Job assist vehicles replace (patrol) 11 -0002 (144,000) (152,000) (132,000) 0 0 Vehicle used to pull SWAT trailer replacement 11 -0003 (175,000) 0 0 0 0 2 Job assist vehicles new (admin) 11 -0004 (36,000) 0 0 0 0 2 Job assist vehicles replace (detective) 11 -0005 (36,000) 0 0 0 0 MDC (SQD computers) 11 -0011 0 (203,000) 0 0 0 MDC (Fire computers) 11 -0012 0 (49,000) 0 0 0 1 Job assistance vehicle (CSO) 11 -0013 0 0 0 (40,000) 0 1 Job assist vehicles replace ( admin) 11 -0014 0 0 0 (27,000) (27,000) Warning Sirens Batteries 11 -0015 0 0 0 0 0 1 Job assit vehicle replace (supervisor) 11 -0016 0 0 (36,000) (40,000) (40,000) 6 Job assist vehicles replace (patrol) 11,0017 0 0 0 (240,000) (240,000) 1 Job assist vehicle replace (detective) 11 -0018 0 0 (21,000) (27,000) (27,000) Total (463,000) (404,000) (189,000) (374,000) (334,000) 12 Fire SCBA replacement: 65 SCBA units 12 -0001 (325,000) 0 0 0 0 SCBA replacement: bottles 12 -0002 (145,000) 0 0 0 0 SCBA replacement: masks 12 -0003 (50,000) 0 0 0 0 SCBA replacement: RIT kits 12 -0004 (36,000) 0 0 0 0 Total (556,000) 0 0 0 0 21 PW: Engineering Document imaging work station 21 -0001 (10,000) 0 0 0 0 Inspection vehicle SUV (replace unit 102) 21 -0002 0 (23,000) 0 0 0 GPS model unit replacement 21 -0003 0 0 (20,000) 0 0 New GPS base station 21 -0004 0 0 0 (20,000) 0 Total (10,000) (23,000) (20,000) (20,000) 0 Produced Using the Plan -It Capital Planning Software Page 2 Friclav, December 28, 2012 Source '9335 Equipment revolving fund Total 22 PW: Streets 0 0 Single Axle Dump Truck (replace unit 147) 22 -0001 5 Ton Vibratory Roller (replace unit 131) 22 -0002 1 Ton Dump Truck with Plow (replace unit 113) 22 -0003 Tandem axle dump with plow (replace unit 125) 22 -0004 Single axle dump (replace unit 110) 22 -0005 1 -Ton roller (replace unit 130) 22 -0006 Snow blower and attachments replacement 22 -0007 SUV (replace unit 108) 22 -0008 1 -Ton dump truck w /plow (replace unit 114) 22 -0009 SUV /4x4 (replace unit 109) 22 -0010 Loader with plow wing (replace unit 144) 22 -0011 Single Axle Dump (replace unit 148) 22 -0012 Tandem axle dump (replace unit 121) 22 -0013 1 -Ton dump truck w /low (replace unit 127) 22 -0014 2013 2014 2015 2016 2017 (220,000) Total 31 Parks 0 0 Chev 2500 314 t 44 (replace unit 313, 313 - >350) 31 -0001 Ford Taurus (replace unit 400) 31 -0002 Chev 1 t 44 (replace unit 320) 31 -0003 2006 Toro fine cut mower (replace unit 327) 31 -0004 John Deere Tractor (replace unit 323) 31 -0006 Toro 4000 mower (replace unit 326) 31 -0007 Toro 580 -D mower (replace unit 328) 31 -0008 Toro 322D mower (replace unit 334) 31 -0009 Hyundai striper (replace unit 341) 31 -0010 Kubota 6800 tractor (replace unit 322) 31 -0011 Bobcat/S250 ckid -steer loader (replace unit 325) 31 -0012 Toro GM 322D mower (replace unit 335) 31 -0013 Toro GM -322 mower (replace unit 337) 31 -0014 Chev pickup (replace unit 303) 31 -0015 Kawasaki truckster Mule (replace unit 343) 31 -0016 Trash compactor (replace unit 314) 31 -0017 Smithco turf sweeper (replace unit 347) 31 -0018 Dodge 1/2 t pick up (replace unit 350) 31 -0019 Ford F4501 t 44 (replace unit 306) 31 -0020 Ford /2500 3/4 44 (replace unit 307) 31 -0021 Chevy/W45001 twith compactor (replace unit 314) 31 -0022 GMC 6500 Tanker (replace unit 315) 31 -0023 Chev 15001/2 t 44 (replace unit 305) 31 -0024 Chev 2500 3/4 t 44 (replace unit 309) 31 -0043 2013 2014 2015 2016 2017 (220,000) 0 0 0 0 (45,000) 0 0 0 0 0 (70,000) 0 0 0 0 (250,000) 0 0 0 0 (220, 000) 0 0 0 0 (18, 000) 0 0 0 0 (40,000) 0 0 0 0 0 (20, 000) 0 0 0 0 (65, 000) 0 0 0 0 0 (25, 000) 0 0 0 0 (220, 000) 0 0 0 (220,000) 0 0 0 0 0 (250,000) 0 0 0 0 (65, 000) 0 (265,000) (598,000) (305,000) (560,000) 0 (30,000) 0 0 0 0 0 (18,000) 0 0 0 0 (45,000) 0 0 0 (70, 000) 0 0 0 0 0 (35,000) 0 0 0 0 (50,000) 0 0 0 0 (80,000) 0 0 0 0 (26,000) 0 0 0 0 (12,000) 0 0 0 0 0 (50, 000) 0 0 0 0 0 0 (50, 000) 0 0 (26,000) 0 0 0 0 0 0 (28, 000) 0 0 0 (25,000) 0 0 0 0 (14, 000) 0 0 0 0 (25,000) 0 0 0 0 0 (25,000) 0 0 0 0 0 0 0 0 (48,000) 0 0 0 0 (29,000) 0 0 0 0 (35,000) 0 0 0 0 0 (150,000) 0 0 0 0 (25,000) 0 0 0 0 (32,000) Produced Using the Plan -It Capital Planning Software Page 3 Friday, December 28, 2012 30 Source 2013 2014 2015 2016 2017 ;9335 Equipment revolving fund Chev 2500 314 4x4 (replace unit 310) 31 -0044 0 (29,000) 0 0 0 Chev 2500 314 t 4x4 replace unit 316) 31 -0045 (32,000) 0 0 0 0 Chev 35001 t 4x4 (replace unit 319) 31 -0046 0 (45,000) 0 0 0 Toro 580 -D mower (replace unit 329) 31 -0047 0 0 (80,000) 0 0 Toro GM 322D mower (replace unit 336) 31 -0048 0 0 0 (28,000) 0 Toro GM -322 mower (replace unit 338) 31 -0049 0 0 (28,000) 0 0 kawasaki truckster Mule (replace unit 348) 31 -0050 0 0 0 (14,000) 0 Kawasaki truckster Mule (replace unit 346) 31 -0051 0 0 0 0 (15,000) Dodge Grand Caravan (replace unit 300) 31 -0052 0 0 (25,000) 0 0 Total (132,000) (340,000) (209,000) (218,000) (325,000) 32 Parks /Forestry 2002 Ford F550 (replace unit 304) 32 -0001 0 (50,000) 0 0 0 Total 0 (50,000) 0 0 0 Other Uses Trade in (12,000) 0 (33,000) 0 0 2012 expense (1,201,300) 0 0 0 0 Total (1,213,300) 0 (33,000) 0 0 Total Expenditures and Uses (2,849,800) (1,531,100) (856,600) (1,308,200) (725,200) Change in Fund Balance (645,800) (347,100) 351,400 (56,200) 549,800 Ending Balance 748,325 401,225 752,625 696,425 1,246,225 Produced Using the Plan -It Capital Planning Software Page 4 Friday, December 28, 2012 City of Eagan, Minnesota CIP: Equipment and Vehicles 2013 thru 2017 PROJECTS & FUNDING SOURCES BY DEPARTMENT Department Project# Priority 2013 2014 2015 2016 2017 Total 03 Information Technology Cisco firewall ASA 5500 replacement 03 -0001 nla 11,500 11,500 9335 Equipment revolving fund 11,500 11,500 Police Cisco 4507 Chassis switch replace 03 -0003 nla 30,000 30,000 9335 Equipment revolving fund 30,000 30,000 City Hall Cisco 4507 Chassis switch replace 03 -0004 nla 22,500 22,500 9335 Equipment revolving fund 22,500 22,500 City Hall Cisco 4507 Chassis switch replace 03 -0005 nla 47,000 47,000 9335 Equipment revolving fund 47,000 47,000 Cisco 3750 OSPF switch replace 03 -0006 nla 8,500 8,500 9335 Equipment revolving fund 8,500 8,500 Additional storage for SAN 03 -0007 nla 30,000 30,000 60,000 9335 Equipment revolving fund 30,000 30,000 60,000 Video surveillance servers replace 03 -0008 nla 14,000 14,000 9335 Equipment revolving fund 14,000 14,000 North treatment 48 -port switch replace 03 -0009 nla 12;400 12,400 1121 Water System R&R 12,400 12,400 Community Center 48 -port switch replace 03 -0010 nla 12,400 12,400 9223 Community Center 12,400 12,400 SAN replacement (City Hall) 03 -0011 nla 100,000 100,000 9335 Equipment revolving fund 100,000 100,000 Fire 2 (admin) Cisco 48 -port switches replace 03 -0012 nla 12,400 12,400 9346 Fire Apparatus Revolving 12,400 12,400 SAN replacement (redundant - LOGIS) 03 -0013 nla 100,000 100,000 9335 Equipment revolving fund 100,000 100,000 Maintenance switches Cisco 48 -port replace 03 -0014 nla 12,400 12,400 9335 Equipment revolving fund 12,400 12,400 North Treatment Cisco 48 -port switches replace 03 -0015 nla 18,600 18,600 �/ 1121 Water SystemR &R 18,600 18,600 48 port switches replace 03 -0016 nla 18,600 18,600 9335 Equipment revolving fund 18,600 18,600 New Server for Dictation Software 03 -0017 nla 7,000 7,000 9335 Equipment revolving fund 7,000 7,000 Sharepoint Consulting 03 -0018 nla 8,500 8,500 9335 Equipment revolving fund 8,500 8,500 Cisco 3560 Switch replace E -TV 03 -0019 nla 4,000 4,000 9335 Equipment revolving fund 4,000 4,000 Wireless Access Points 2- Civic,CH,Maint,EOC replac 03 -0020 nla 4,000 4,000 9335 Equipment revolving fund 4,000 4,000 Wireless Access Points Council Chambers replace 03 -0021 nla 800 800 Produced Using the Plan -It Capital Planning Sofh4,are Page 1 Friday, December 28, 2012 Department Project# Priority 2013 9335 Equipment revolving fund 800 Art House Cisco ASA 5550 replace 03 -0022 9335 Equipment revolving fund 600 Wireless Controller replace 03 -0023 9335 Equipment revolving fund 600 Maintenance Cisco 3750 Switches replace 03 -0024 9335 Equipment revolving fund 19,000 Fire 1 Cisco 3560 24 -port Switch replace 03 -0025 9346 Fire Apparatus Revolving Fire 2 Cisco 3560 24 -port Switch replace 03 -0026 9346 Fire Apparatus Revolving Fire 3 Cisco 3560 24-port Switch replace 03 -0027 9346 Fire Apparatus Revolving Fire 4 Cisco 3560 24 -port Switch replace 03 -0028 9346 Fire Apparatus Revolving South Treatment Cisco 3560 48 -port Switch replace 03 -0029 1121 Water System R &R Civic Arena 3560 48 -port Switch replace 03 -0030 9221 Civic Arena Cascade Bay 3560 24 -port Switch replace 03 -0031 9222 Cascade Bay 24 port Switches replace 03 -0032 9335 Equipment revolving fund Wireless Access Points NT replace 03 -0033 1121 Water System R &R Wireless Access Points Fire 2 replace 03 -0034 9346 Fire Apparatus Revolving Wireless Access Points Fire Stations replace 03 -0035 9346 Fire Apparatus Revolving ComcastHeadend replace 03 -0036 9335 Equipment revolving fund 03 Information Technology Total 6,200 6,200 04 City Clerk Election ballot tabulators replace (23) 04 -0001 9335 Equipment revolving fund 04 City Clerk Total 6,200 108 Community Dev: Inspections 2001 Chevrolet Truck TZ (replace unit 500) 08 -0001 9335 Equipment revolving fund 4,000 2004 Chevrolet truck ML (replace unit 504) 08 -0002 9335 Equipment revolving fund 4,000 2002 Chevrolet Truck JW (replace unit 509) 08 -0003 9335 Equipment revolving fund 8,000 (replace unit 505) 08 -0004 9335 Equipment revolving fund 8,000 n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a nla n/a 11,000 11,000 141,500 2014 2015 2016 2017 Total n/a 800 800 600 600 n/a 600 600 19,000 9;600 9,600 n/a 9,600 9,600 15,600 23,000 15,600 15,600 21,000 15,600 4,000 21,000 4,000 4,000 23,000 4,000 4,000 23,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 6,200 6,200 6,200 6,200 6,200 6,200 6,200 6,200 4,000 4,000 4,000 4,000 8,000 8,000 8,000 8,000 3,400 3,400 3,400 3,400 800 800 800 800 3,400 3,400 3,400 3,400 11,000 11,000 129,300 119,800 132,600 66,200 589,400 n/a 50,000 50,000 50,000 50,000 50,000 50,000 n/a 19,000 19,000 19,000 19,000 n/a 23,000 23,000 23,000 23,000 n/a 21,000 21,000 21,000 21,000 n/a 23,000 23,000 23,000 23,000 Produced Using the Plan -It Capital Planning Sofhvare Page 2 Friday, December 28, 2012 3 Department Project# Priority 2013 2014 2015 2016 2017 Total 08 Community Dev: Inspections Total 19,000 44,000 23,000 86,000 X09 Communications Hardware E -TV studio control switcher 09 -0001 n/a 19,300 19,300 9701 PEG fees 19,300 19,300 Council Chambers Video System Phase III 09 -0002 n/a 95,000 95,000 9701 PEG fees 95,000 95,000 09 Communications Total 114,300 114,300 11 Police 2 Job assist vehicles replace (supvisor) 11 -0001 n/a 72,000 72,000 9335 Equipment revolving fund 72,000 72,000 4 Job assist vehicles replace (patrol) 11 -0002 n/a 144,000 152,000 156,000 452,000 9335 Equipment revolving fund 144,000 152,000 132,000 428,000 Trade -in 24,000 24,000 Vehicle used to pull SWAT trailer replacement 11 -0003 n/a 175,000 175,000 9335 Equipment revolving fund 175,000 175,000 2 Job assist vehicles new (admin) 11 -0004 n/a 36,000 36,000 9335 Equipment revolving fund 36,000 36,000 2 Job assist vehicles replace (detective) 11 -0005 n/a 36,000 36,000 9335 Equipment revolving fund 36,000 36,000 1 Job assist vehicle replace (unmarked traffic) 11 -0006 n/a 36,000 36,000 9115 DWI forfeiture fund 36,000 36,000 MDC (SQD computers) 11 -0011 n/a 203,000 203,000 9335 Equipment revolving fund 203,000 203,000 MDC (Fire computers) 11 -0012 n/a 49,000 49,000 9335 Equipment revolving fund 49,000 49,000 1 Job assistance vehicle (CSO) 11 -0013 n/a 40,000 40,000 9335 Equipment revolving fund 40,000 40,000 1 Job assist vehicles replace (admin) 11 -0014 n/a 27,000 27,000 54,000 9335 Equipment revolving fund 27,000 27,000 54,000 Warning Sirens Batteries 11 -0015 n/a 0 0 9335 Equipment revolving fund 0 0 1 Job assit vehicle replace (supervisor) 11 -0016 n/a 39,000 40,000 40,000 119,000 9335 Equipment revolving fund 36,000 40,000 40,000 116,000 Trade -in 3,000 3,000 6 Job assist vehicles replace (patrol) 11 -0017 n/a 240,000 240,000 480,000 9335 Equipment revolving fund 240,000 240,000 480,000 1 Job assist vehicle replace (detective) 11 -0018 n/a 27,000 27,000 27,000 81,000 9335 Equipment revolving fund 21,000 27,000 27,000 75,000 Trade -in 6,000 6,000 11 Police Total 499,000 404,000 222,000 374,000 334,000 1,833,000 ;12 Tire SCBA replacement: 65 SCBA units 12 -0001 n/a 325,000 325,000 9335 Equipment revolving fund 325,000 325,000 SCBA replacement: bottles 12 -0002 n/a 145,000 145,000 9335 Equipment revolving fund 145,000 145,000 Produced Using the Plan -It Capital Planning Software Page 3 Friday, December 28, 2012 3"A Department Project# Priority 2013 2014 2015 2016 2017 Total SCBA replacement: masks 12 -0003 n/a 50,000 50,000 9335 Equipment revolving fund 21 -0001 9335 Equipment revolving fund 50,000 50,000 SCBA replacement: RIT kits 12 -0004 n/a 36,000 36,000 9335 Equipment revolving fund 9335 Equipment revolving fund New GPS base station 36,000 36,000 Fire unit replacement with Air Rehab unit 12 -0005 n/a 400,000 400,000 9346 Fire Apparatus Revolving Snow blower and attachments replacement 22 -0007 320,000 320,000 Trade -in 22 -0008 9335 Equipment revolving fund 80,000 80,000 Platform ladder truck (unit 1212 replace) 12 -0008 n/a SUV /4x4 (replace unit 109) 950,000 950,000 9346 Fire Apparatus Revolving 220,000 20,000 710,000 710,000 Trade -in 10,000 23,000 20,000 20,000 240,000 240,000 Battalion Chief Dodge Durango (unit 1227 replace) 12 -0009 nla 30,000 30,000 9346 Fire Apparatus Revolving 18,000 30,000 30,000 Fire Inspector Ford Escape (unit 1225 replace) 12 -0010 n/a 25,000 25,000 9346 Fire Apparatus Revolving 40,000 25,000 25,000 12 Fire Total 956,000 Single Axle Dump Truck (replace unit 147) 22 -0001 21 PW: Engineering r Document imaging workstation 21 -0001 9335 Equipment revolving fund 9335 Equipment revolving fund Inspection vehicle SUV (replace unit 102) 21 -0002 9335 Equipment revolving fund 9335 Equipment revolving fund GPS model unit replacement 21 -0003 9335 Equipment revolving fund 9335 Equipment revolving fund New GPS base station 21 -0004 9335 Equipment revolving fund 9335 Equipment revolving fund 21 PW: Engineering Total 1 -Ton roller (replace unit 130) 22 PW: Streets 956,000 Single Axle Dump Truck (replace unit 147) 22 -0001 9335 Equipment revolving fund n/a 5 Ton Vibratory Roller (replace unit 131) 22 -0002 9335 Equipment revolving fund 10,000 1 Ton Dump Truck with Plow (replace unit 113) 22 -0003 9335 Equipment revolving fund Tandem axle dump with plow (replace unit 125) 22 -0004 9335 Equipment revolving fund 23,000 Single axle dump (replace unit 110) 22 -0005 9335 Equipment revolving fund 1 -Ton roller (replace unit 130) 22 -0006 9335 Equipment revolving fund n/a Snow blower and attachments replacement 22 -0007 9335 Equipment revolving fund 20,000 SUV (replace unit 108) 22 -0008 9335 Equipment revolving fund 1 -Ton dump truck wlplow (replace unit 114) 22 -0009 9335 Equipment revolving fund 250,000 SUV /4x4 (replace unit 109) 22 -0010 9335 Equipment revolving fund Produced Using the Plan -It Capital Planning Sof4vare n/a 956,000 30,000 25,000 950,000 1,961,000 n/a 10,000 10,000 n/a 10,000 10,000, n/a 45,000 23,000 23,000 n/a 23,000 23,000 n/a 20,000 20,000 nla 20,000 20,000 n/a 250,000 20,000 20,000 n/a 220,000 20,000 20,000 10,000 23,000 20,000 20,000 73,000 n/a 220,000 220,000 220,000 220,000 n/a 45,000 45,000 45,000 45,000 n/a 70,000 70,000 70,000 70,000 nla 250,000 250,000 250,000 250,000 n/a 220,000 220,000 220,000 220,000 n/a 18,000 18,000 18,000 18,000 n/a 40,000 40,000 40,000 40,000 n/a 20,000 20,000 20,000 20,000 n/a 65,000 65,000 65,000 65,000 n/a 25,000 25,000 25,000 25,000 Page 4 Friday, December 28, 2012 35' Department Project# Priority 2013 2014 2015 2016 2017 Total Loader with plow wing (replace unit 144) 22 -0011 n/a 220,000 220,000 9335 Equipment revolving fund n/a 30,000 220,000 220,000 Single Axle Dump (replace unit 148) 22 -0012 n/a 220,000 220,000 9335 Equipment revolving fund 9335 Equipment revolving fund 220,000 220,000 Tandem axle dump (replace unit 121) 22 -0013 n/a 250,000 250,000 9335 Equipment revolving fund 250,000 250,000 1 -Ton dump truck w /low (replace unit 127) 22 -0014 n/a 65,000 65,000 9335 Equipment revolving fund Trade -in 65,000 65,000 22 PW: Streets Total 31 -0006 n/a 265,000 598,000 305,000 560,000 1,728,000 .31 Parks Chev 2500 3/4 t4x4 (replace unit 313, 313 - >350) 31 -0001 n/a 30,000 9335 Equipment revolving fund 30,000 Ford Taurus (replace unit 400) 31 -0002 n/a 9335 Equipment revolving fund Chev 1 t 44 (replace unit 320) 31 -0003 n/a 9335 Equipment revolving fund 2006 Toro fine cut mower (replace unit 327) 31 -0004 n/a 80,000 9335 Equipment revolving fund 70,000 Trade -in 10,000 John Deere Tractor (replace unit 323) 31 -0006 n/a 9335 Equipment revolving fund Toro 4000 mower (replace unit 326) 31 -0007 n/a 9335 Equipment revolving fund Toro 580 -D mower (replace unit 328) 31 -0008 n/a 9335 Equipment revolving fund Toro 322D mower (replace unit 334) 31 -0009 n/a 9335 Equipment revolving fund Hyundai striper (replace unit 341) 31 -0010 n/a 9335 Equipment revolving fund Kubota 6800 tractor (replace unit 322) 31 -0011 n/a 9335 Equipment revolving fund Bobcat/S250 ckid -steer loader (replace unit 325) 31 -0012 n/a 9335 Equipment revolving fund Toro GM 322D mower (replace unit 335) 31 -0013 n/a 9335 Equipment revolving fund Toro GM -322 mower (replace unit 337) 31 -0014 n/a 9335 Equipment revolving fund Chev pickup (replace unit 303) 31 -0015 n/a 9335 Equipment revolving fund Kawasaki truckster Mule (replace unit 343) 31 -0016 n/a 9335 Equipment revolving fund Trash compactor (replace unit 314) 31 -0017 n/a 9335 Equipment revolving fund Smithco turf sweeper (replace unit 347) 31 -0018 n/a 9335 Equipment revolving fund Dodge 1/2 t pick up (replace unit 350) 31 -0019 n/a 0 9335 Equipment revolving fund 0 Ford F4501 t 44 (replace unit 306) 31 -0020 n/a Produced Using the Plan -It Capital Planning Software Page 5 z 18,000 18,000 45,000 45,000 35,000 35,000 50,000 50,000 80,000 80,000 26,000 26,000 12,000 12,000 50,000 50,000 26,000 26;000 25,000 25,000 14,000 14,000 25,000 25,000 48,000 50,000 50,000 28,000 28,000 25,000 25,000 30,000 30,000 18,000 18,000 45,000 45,000 80,000 70,000 10,000 35,000 35,000 50,000 50,000 80,000 80,000 26,000 26,000 12,000 12,000 50,000 50,000 50,000 50,000 26,000 26,000 28,000 28,000 25,000 25,000 14,000 14,000 25,000 25,000 25,000 25,000 0 0 48,000 Friday, December 28, 2012 Department Project# Priority 2013 2014 2015 2016 2017 Total 9335 Equipment revolving fund 340,000 209,000 218,000 325,000 Ford /2500 3/4 44 (replace unit 307) 31 -0021 9335 Equipment revolving fund 50,000 Chevy/W45001 t with compactor (replace unit 314) 31 -0022 9335 Equipment revolving fund 32,000 GMC 6500 Tanker (replace unit 315) 31 -0023 9335 Equipment revolving fund Chev 15001/2 t 4x4 (replace unit 305) 31 -0024 9335 Equipment revolving fund 19,800 Chev 2500 3/4 t 4x4 (replace unit 309) 31 -0043 9335 Equipment revolving fund nla Chev 25003/4 4x4 (replace unit 310) 31 -0044 9335 Equipment revolving fund 150,000 Chev 2500 3/4 t 44 replace unit 316) 31 -0045 9335 Equipment revolving fund 28,000 Chev 35001 t 4x4 (replace unit 319) 31 -0046 9335 Equipment revolving fund Toro 580 -D mower (replace unit 329) 31 -0047 9335 Equipment revolving fund Toro GM 322D mower (replace unit 336) 31 -0048 9335 Equipment revolving fund 14,000 Toro GM -322 mower (replace unit 338) 31 -0049 9335 Equipment revolving fund kawasaki truckster Mule (replace unit 348) 31 -0050 9335 Equipment revolving fund 25,000 Kawasaki truckster Mule (replace unit 346) 31 -0051 9335 Equipment revolving fund Dodge Grand Caravan (replace unit 300) 31 -0052 9335 Equipment revolving fund 31 Parks Total '32 Parks /Forestry 2002 Ford F550 (replace unit 304) 32 -0001 9335 Equipment revolving fund 32 Parks/Forestry Total 61 PW: Water r 1/2 ton regular cab 42 pickup (replace unit 213) 61 -0001 1115 Utility Fund - Operations Trade -in Vehicle 222 Generator replacement 61 -0002 9115 Utility Fund - Operations 61 PW: Water Total i62 PW: Sanitary Sewer Vehicle #214 - CCTV Cargo Van replacement 62 -0001 1115 Utility Fund - Operations Trade -in Produced Using the Plan -It Capital Planning Sofhvare n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a 48,000 29,000 29,000 35,000 35,000 150,000 150,000 25,000 25,000 32,000 32,000 29,000 340,000 209,000 218,000 325,000 1,234,000 29,000 50,000 50,000 32,000 50,000 50,000 32,000 50,000 50,000 45,000 25,000 45,000 19,800 5,200 80,000 5,200 nla 80,000 150,000 150,000 28,000 25,000 150,000 28,000 28,000 28,000 14,000 14,000 15,000 15,000 25,000 25,000 48,000 29,000 29,000 35,000 35,000 150,000 150,000 25,000 25,000 32,000 32,000 29,000 29,000 32,000 32,000 45,000 45,000 80,000 80,000 28,000 28,000 28,000 28,000 14,000 14,000 15,000 15,000 25,000 25,000 142,000 340,000 209,000 218,000 325,000 1,234,000 n/a 50,000 50,000 50,000 50,000 50,000 50,000 n/a 25,000 25,000 19,800 19,800 5,200 5,200 nla 150,000 150,000 150,000 150,000 25,000 150,000 175,000 n/a 200,000 200,000 195,000 195,000 5,000 5,000 Page 6 Friday, December 28, 2012 2 Department Project# Priority 2013 2014 2015 2016 2017 Vehicle #215 - 314 ton 4x4 reg cab replace 62 -0002 n/a 28,000 1115 Utility Fund - Operations 25,000 25,000 28,000 Vehicle #223 - 8" sewer pump replacement 62 -0003 n/a 60,000 1115 Utility Fund - Operations 65 PW: Water Quality Total 60,000 Vehicle #221 -1/2 t reg cab 4x4 w /plow replace 62 -0004 n/a 21,900 1115 Utility Fund - Operations 9701 -0001 21,900 6" sewer pump (replace unit 141) 62 -0005 n/a 50,000 1115 Utility Fund - Operations 50,000 62 PW: Sanitary Sewer Total 64 PW: Storm Drainage Vehicle #371 - 4x4 SUV replacement 64 -0001 1115 Utility Fund - Operations 359,900 64 PW: Storm Drainage Total 25,000 25,000 25,000 25,000 65 PW: Water Quality Street Sweeper replacement 65 -0001 1115 Utility Fund - Operations n/a 180,000 180,000 65 PW: Water Quality Total 180,000 180,000 360,000 360,000 1 9701 E -TV Haivsion encoder /decoder system 9701 -0001 9701 PEG fees Broadcast Pix Granite 5000 Production Switcher 9701 -0002 9701 PEG fees 9701 E -TV Total GRAND TOTAL Total 28,000 28,000 60,000 60,000 21,900 21,900 50,000 50,000 250,000 28,000 60,000 21,900 359,900 n/a 25,000 25,000 25,000 25,000 25,000 25,000 n/a 180,000 180,000 180,000 180,000 360,000 360,000 180,000 180,000 360,000 nla 14,700 14,700 14,700 14,700 n/a 59,700 59,700 59,700 59,700 74,400 74,400 2,546,200 1,946,300 990,800 1,554,500 1,675,200 8,713,000 Produced Using the Plan -It Capital Planning Software Page 7 Friday, December 28, 2012 Agenda Information Memo January 2, 2013 Eagan City Council Q. Approve the 2013 -2017 General Facilities Renewal & Replacement Capital Improvement Plan and the 2013 budget ACTION TO BE CONSIDERED: To approve the 2013 -2017 General Facilities Renewal & Replacement (R &R) Capital Improvement Plan (CIP) and the 2013 budget within that plan FACTS: • The General Facilities Renewal & Replacement Fund was created in 1999 for the purpose of providing resources for renewal and replacement of general facilities, primarily non- enterprise fund infrastructure. Major renewal and replacement items such as roofs, parking lot improvements, and grounds enhancements are cyclical in nature and create budgeting problems when inserted into the annual operating budgets. • The General Facilities R &R CIP incorporates all projects /improvements of this nature and has used a tax levy as well as Enterprise revenues as funding sources. Development of this CIP allows for a more systematic and City -wide approach to timing and coordination of these improvements. • The first year of this CIP (2013) is approved as a budget with the four out years (2014 -2017) being approved only as a general plan. • The 2013 levy allocated to the General Facilities R &R fund is $307,730. Proposed expenditures for 2013 total $237,594. • The carryforward balance from the end of 2011 is $298,020. Allowing for 2012 property taxes of $289,000 and 2012 expenditures of $262,468, the projected 2012 year -end fund balance is $324,552. • In the attached Sources and Uses of Funds report, note that 2014 scheduled expenditures include roof replacements for both arena buildings and the Police Department building. These roof replacements would put the fund in a deficit position. During 2013, a closer inspection of the roofs will be performed to determine how much useful life they have. Even if replacement can be delayed a few years, the expenditures still present a long -term funding concern for the General Facilities R &R fund. Staff plans during 2013 to review near -term and longer -term funding options for the R &R fund. The fund balance in the Equipment Revolving Fund is a possible near -term funding source. ATTACHMENTS: • Attached on pages -P through q)- is the Sources and Uses of Funds report summarizing the 2013 -2017 proposed R &R expenditures. if City of Eagan, Minnesota CIP: General Facilities Renewal and Replaceinent 2013 thru 2017 SOURCES AND USES OF FUNDS Source 2013 2014 2015 2016 2017 .9336 Facilities R &R Fund 316,000 325,000 335,000 345,000 Beginning Balance ° {� i l'�,.p �,� 298,020 489,426 (403,574) (485,974) (517,974) Revenues and Other Fund Sources (2,000) 0 0 0 0 Revenue (7,500) 0 0 0 0 Property taxes 308,000 316,000 325,000 335,000 345,000 2012 revenue 289,000 0 0 0 0 Total Revenues and Other Fund Sources Total Funds Available Expenditures and Uses Capital Projects & Equipment 11 Police Carpeting for police 33 Government Bidgs. CH and Police Emergy Management System replace Carpet replacement at CMF Safety yellow plastic sleeves Exterior door #12 replace at CMF Damaged siding at CMF garage replace Conf room at CMF tables and chairs replace Overhead garage door at CMF replace Workstation at AdminlFinance remodel 2013 Roof inspections CH - B roof 1995 replacement CH - C roof 1995 replacement CA - A roof 1995 replacement CA - B roof 1998 replacement CA - Al roof 1995 replacement CA - C roof 1996 replacement Police Station A 1995 roof replacement Produced Using the Plan -It Capital Planning Software Total 597,000 316,000 325,000 335,000 345,000 597,000 316,000 325,000 335,000 345,000 895,020 805,426 (78,574) (150,974) (172,974) 11 -0007 Total 0 0 0 0 0 0 0 0 0 0 33 -0002 0 (25,000) 0 0 0 33 -0003 (2,500) 0 0 0 0 33 -0004 (2,000) 0 0 0 0 33 -0005 (2,000) 0 0 0 0 33 -0006 (7,500) 0 0 0 0 33 -0007 (8,200) 0 0 0 0 33 -0008 (5,000) 0 0 0 0 33 -0009 (4,000) 0 0 0 0 33 -0010 (6,500) 0 0 0 0 33 -0011 0 (21,500) 0 0 0 33 -0012 0 (20,900) 0 0 0 33 -0013 0 (383,500) 0 0 0 33 -0014 0 (277,000) 0 0 0 33 -0015 0 0 (37,300) 0 0 33 -0016 0 0 (16,100) 0 0 33 -0017 0 (109,900) 0 0 0 Page 1 qv Friday, December 28, 2012 Source 19336 Facilities R &R Fund (49,300) Police Station B 1996 roof replacement 33 -0018 Police Station C 1996 roof replacement 33 -0019 Police Station D 1995 roof repair 33 -0020 Salt Storage A &B 1990 roof replacement 33 -0021 Well 12 roof replacement 33 -0022 Cold Storage A 1997 roof replacement 33 -0023 Hbay garage doors CMF 33 -0024 Storage /space needs CMF 33 -0025 Boller #1 (1983) City Hall 33 -0026 Hbay garage air CMF 33 -0027 Water heater Police 33 -0028 Water heater FS1 33 -0029 Carpet Eagan Room CH 33 -0030 Carpet Lunch Room CH 33 -0031 Cover ext mat storage CMF 33 -0032 HVAC CH -2, FS4 - 2 33 -0033 HVAC CH - 2 33 -0034 HVAC FS5 - 2 33 -0035 Water Heater FS4 -1 33 -0036 Water Heater CH-1, FS3 -1, CMF -1 33 -0037 Water Softener FS1 -1 33 -0038 Furnace CMF -1 33 -0039 Furnace FS1 - 1,FS4 -1,CMF -1 33 -0040 Furnace FS5 -1 33 -0041 Carpet CH Lower level 33 -0042 Carpet CH Upper level 33 -0043 Carpet Police Lower level 33 -0044 Carpet Police Upper level 33 -0045 Lighting CH, FS1, FS3, FS5 33 -0046 Bldg modif- paint/stain CMF 33 -0047 Air compressor 33 -0048 Council chairs 33 -0049 FS4 remodel 33 -0050 Water Softener Police -1, CH -1 33 -0051 Other Uses Assmt on Cedar Grove 7th - PW CIP Assmt on Wilderness Run 2 and 4th - PW CIP Assmt on South Oaks - PW CIP Assmt on Ost/Ridgehaven Acres - PW CIP 2013 2014 2015 2016 2017 0 (49,300) 0 0 0 0 (11,200) 0 0 0 0 (2,700) 0 0 0 0 (87,000) 0 0 0 0 (11,000) 0 0 0 0 0 0 0 (254, 600) 0 0 0 0 0 (45,000) 0 0 0 0 0 (25, 000) 0 0 0 0 (80,000) 0 0 0 0 (6,000) 0 0 0 0 (4,000) 0 0 0 0 (9,000) 0 0 0 0 (4,000) 0 0 0 0 (12,000) 0 0 0 0 0 (100,000) 0 0 0 0 0 (80,000) 0 0 0 0 0 (20, 000) 0 0 (4,000) 0 0 0 0 0 (11,000) 0 0 0 0 0 (5,000) 0 0 (9,000) 0 0 0 0 0 (25, 000) 0 0 0 0 0 (8,000) 0 0 (80,000) 0 0 0 0 0 (92, 000) 0 0 0 (47, 000) 0 0 0 0 0 (57,000) 0 0 0 (11,000) 0 0 0 0 (30, 000) 0 0 0 0 (3,000) 0 0 0 0 0 (12,000) 0 0 0 0 0 (50, 000) 0 0 0 (20, 000) 0 Total (82,700) (1,139,000) (337,400) (297,000) (337,600) (5,000) 0 0 0 0 (5,000) 0 0 0 0 (2,000) 0 0 0 0 (5,000) 0 0 0 0 Produced Using the Plan -It Capital Planning Software Page 2 Friday, December 28, 2012 1 } Source 2013 2014 2015 2016 2017 ;9336 Facilities R &R Fund Assmt on Oaks of Bridgewater - PW CIP (2,000) 0 0 0 0 Assmt on Manor Lake - PW CIP (5,000) 0 0 0 0 Assmt on Civic Center Dr. - PW CIP (35,246) 0 0 0 0 2012 expenses (168,000) 0 0 0 0 2012 City property assmnts - PW CIP (94,648) 0 0 0 0 City property assmnts - future est 0 (70;000) (70,000) (70,000) (70,000) Assmt on Hidden Valley - PW CIP (1,000) 0 0 0 0 Total Expenditures and Uses Change in Fund Balance Ending Balance Produced Using the Plan -It Capital Planning Software Total (322,894) (70,000) (70,000) (70,000) (70,000) (405,594) (1,209,000) (407,400) (367,000) (407,600) 191,406 (893,000) (82,400) (32,000) (62,600) 489,426 (403,574) (485,974) (517,974) (580,574) Page 3 Friday, December 28, 2012 Agenda Information Memo January 2, 2013, Eagan City Council Meeting R. APPROVE ON -SALE LIQUOR AND SUNDAY LICENSE FOR IBIZPRO, LLC, DBA PERSIS INDIAN GRILL, 1282A TOWN CENTRE DRIVE ACTION TO BE CONSIDERED: To approve the On -Sale Liquor and Sunday License for iBizPro, LLC, dba Persis Indian Grill, located at 1282A Town Centre Drive. FACTS: ➢ iBizPro, LLC partners Babu Uutukuru, Raj endra Losetty and Bhaskar Nallamillivenkata have applied for an On -Sale Liquor and Sunday License. ➢ The required documents have been submitted, reviewed and deemed in order by City staff and the Police Department. No reason was found to deny the On -Sale Liquor and Sunday License. ATTACHMENTS (0): (The complete application is available from the Office of the City Clerk.) I?) Agenda Information Memo January 2, 2013 Eagan City Council Meeting PUBLIC HEARING A. PROJECT 1098, WEXFORD/ WEXFORD 2" STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1098 (Wexford /Wexford 2nd - 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 23 years, the City has rehabilitated approximately 193 miles of local streets. • The resurfacing of the Wexford /Wexford 2nd neighborhoods, in central Eagan, has been programmed for 2013 in the City's 5 -Year Capital Improvement Program. • On June 5, 2012, the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On December 11, 2012, the feasibility report for Project 1098 was presented to the City Council and a Public Hearing was scheduled for January 2 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 26 for the adjacent property owners to discuss the proposed improvements. Of the 63 total properties (all single - family homes) proposed to be assessed under this improvement, 3 residents representing 2 properties attended the meeting. • All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. ATTACHMENTS: _ • Feasibility Report, pages X15 through (Q 1 • Neighborhood Meeting Minutes, pages (_p), through (o2 . LALA From: Aaron Nelson, Assistant City Engineer Date: December 11, 2012 Re: Wexford / Wexford 2nd Street Revitalization City Project No.: 1098 Attached is our report for the Wexford / Wexford 2nd Street Revitalization, City Project No. 1098. 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 you convenience to review and discuss the contents of this report. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Date: Reviewed By: Department of Public Works Reviewed By: Finance Department 7 �i .. Aaron Nelson Reg. No. 45795 Date: % .- Date: �_ `?' �� • (L~` tAO TABLE OF CONTENTS ExecutiveSummary ............................................................ ............................... 1 Introduction / History .......................................................... ............................... 2 Scope................................................................................... ..............................3 AreaTo Be Included ............................................................. ..............................3 StreetPavement Evaluation ................................................. ..............................3 ProposedImprovements ...................................................... ..............................4 Easements /Permits .............................................................. ..............................5 Feasibility /Recommendations .............................................. ..............................5 CostEstimate ....................................................................... ..............................6 Assessments........................................................................ ..............................6 AssessmentFinancing Options ............................................. ..............................6 RevenueSource ................................................................... ..............................7 ProjectSchedule .................................................................. ..............................7 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 �n Executive Summary Background Project Details • Roadway resurfacing • Replacement of damaged curb & gutter Scope • Adjustment /Replacement of: • Sanitary /Storm sewer • Utility castings • Watergate valves • Street signage PCI Rating Wexford Wexford Recommended Patch /Repair and Project Name 1 -1/2" Overlay Project # 1098 Street Area 11,791 Street Length 3,240 Constructed 1992 -94 Wexford Circle Reconstructed - Wexford Court Streets Included Wexford Way Crack Sealed Seal Coated 1997 and 2004 N % of Section 28 South of Diffley Road Absolute Location Relative Location Township 27, Range 23 West of Pilot Knob Road Project Details • Roadway resurfacing • Replacement of damaged curb & gutter Scope • Adjustment /Replacement of: • Sanitary /Storm sewer • Utility castings • Watergate valves • Street signage PCI Rating 30/100 Recommended Patch /Repair and Improvement 1 -1/2" Overlay Curb Removal 9% Residential Lots Commercial /Industrial Public Facility Lots Cost Estimate/ Revenue 63 Wexford / Wexford 2nd 1 LA100 Property City Mill & Overlay w/ Signage $ 124,500 Repair Existing Concrete Curb & Gutter $ 42,600 $ 62,250 - $ 62,250 $ 42,600 Total $ 167,100 $ 62,250 (37 %) $ 104,850 (63 %) Wexford / Wexford 2nd 1 LA100 December 11, 2012 Neighborhood Street Revitalization Wexford / Wexford 2nd 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 that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 3,240 feet of Wexford / Wexford 2nd residential streets located in central Eagan have been identified for 2013 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets in this residential neighborhood were constructed in 1992 -94. 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, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is currently in the approximate 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 1997 and 2004. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement 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 if not combined with bituminous overlays proposed with this project. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer) in the project area and determined the system is in good working order and that no major repairs are necessary. Wexford / Wexford 2nd 2 0 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 necessary. 4�Scope This project will provide resurfacing (edge mill and overlay) for approximately 3,240 feet 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, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and street signage. 1;�>Area To Be Included Properties included in the project lie within the N 1/2 , Section 28, lying South of Diffley Road, 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 The 2012 PCI rankings for the Wexford / Wexford 2nd street segments have a weighted average pavement condition rating of 30 which falls in the upper rankings of the "Reconstruct /Reclaim" category. While the pavement condition falls into the Reconstruct /Reclaim category, the types of pavement distresses do not reflect significant subgrade issues, and the existing pavement still has substantial strength. Therefore, a mill & overlay of this street will provide a reasonable pavement life expectancy. The 2013 construction season is the critical time to construct the bituminous overlay on this street, before its condition deteriorates further and warrants full reconstruction. Wexford / Wexford 2nd 3 50 1;�>Proposed Improvements Pavement - The proposed street improvements for Wexford / Wexford 2nd are shown in Figure 3. 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 gutter ►' (6'-8' wide) to accommodate a 1% -inch bituminous overlay. For constructability reasons, the cul -de -sac bubbles with islands will receive a full -width mill and overlay. The overlay, combined with the remaining 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. 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 will have to be replaced. Boulevard turf will be removed and replaced as necessary to accommodate the improvements. While the contractor who performs the work is responsible for its establishment (sod for 30 days, seed for longer), 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. Wexford / Wexford 2nd 4 51 Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are also in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. 4�Easement Permits All work will be in the public right -of -way. No additional easements are anticipated. It is anticipated that no permits will be required for the resurfacing project. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2013 — 2017) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is Wexford / Wexford 2nd 5 15a recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. • t+r Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2013 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: Wexford / Wexford 2nd Mill & Overlay w/ Signage $ 124,500 Repair Existing Concrete Curb & Gutter 42,600 Total $ 167,100 �Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential 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 - Low - Density Residential (R- 1,2,3) 50% 50% Repair Existing Concrete Curb & Gutter - 100% Residential Lots — All residential lots (63 total single - family residential lots), as shown on Figure 2, having driveway access on to the street 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. The estimated cost per single- family lot based on the City's Assessment Policy is $988/lot and is calculated as follows: 50% x $124,500 (Overlay and Signage Cost) $988 63 (Residential Lots) 4�Assessment Financing Options Residential Lot 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 and interest will be spread over five years for residential owners. In 2012, the interest rate was set at 3.5 %. The 2013 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of a single family assessment of $988 with an estimated 3.5% interest for the assessed amounts: Wexford / Wexford 2nd 6 5 Principal Per Year Interest Per Year F Cost Per Year First Year $198 �� $40 F $238 Fifth Year $198 $ 7 1 $205 4dk Revenue Source A summary of revenue sources is listed below: The City's Major Street Fund will finance the estimated project deficit of $104,850 (63% of total). Protect Schedule Present Feasibility Report to City Council/ Order Public Hearing ............................................... ............................... Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 124,500 $ 62,250 $ 62,250 Repair Existing Curb & Gutter $ 42,600 Award Contract ............................................................. ............................... $ 42,600 Totals $ 167,100 $ 62,250 $ 104,850 The City's Major Street Fund will finance the estimated project deficit of $104,850 (63% of total). Protect Schedule Present Feasibility Report to City Council/ Order Public Hearing ............................................... ............................... December 11, 2012 Informational Meeting ..................... ............................... .......................December 26, 2012 PublicHearing ....................................... ............................... ........................January 2, 2013 Approve Plans and Specifications ............................... ............................... February 5, 2013 BidDate ........................................................................... ............................... March 7, 2013 Award Contract ............................................................. ............................... March 19, 2013 Start Construction .............................................................. ............................... May 1, 2013 Project Completion ........................................................... ............................... August, 2013 Final Cost Report .................................... ............................... .....................September, 2013 Final Assessment Hearing ....................................................... ............................... Fall, 2013 First Payment Due with Property Tax Statement ............ ............................... May 15, 2014 Wexford / Wexford 2nd 7 5y Appendix A Preliminary Cost Estimate City Project 1098 Wexford, Wexford 2nd Item No. Item Unit Unit Price Est Estimated 2021.501 Mobilization LS $3,500.00 Qty Cost Part I - Bituminous Street Overlay Item Unit Unit Price Est Estimated 2021.501 Mobilization LS $3,500.00 1 $ 3,500.00 2104.505 Remove Bituminous Pavement SY $7.50 130 $ 975.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $1.60 3300 $ 5,280.00 2232.501 Mill Bituminous Pavement Full Width (1 -1/4" to 3 -3/4" depth) SY $2.00 2800 $ 5,600.00 2357.502 Bituminous Material for Tack Coat GAL $2.75 625 $ 1,718.75 2360.501 SP WEA240B Wearing Course Mixture (Overlay) TON $58.00 960 $ 55,680.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 30 $ 3,000.00 2504.602 Adjust Gate Valve Box EA $110.00 2 $ 220.00 2504.602 Repair Gate Valve Mid Section EA $300.00 1 $ 300.00 2504.602 Repair Gate Valve Top Section w /Cover EA $275.00 2 $ 550.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $210.00 13 $ 2,730.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $425.00 16 $ 6,800.00 2506.602 Remove & Replace Frame & Ring Casting (27 ") EA $750.00 1 $ 750.00 SP -1 Signage Remove & Replace LS $2,079.16 1 $ 2,079.16 2563.601 Traffic Control LS $2,000.00 1 $ 2,000.00 Subtotal $ 91,182.91 5% Contingency $ 4,559.15 Subtotal $ 95,742.06 30% Indirect Costs $ 28,722.62 Part I - Bituminous Street Overlav S 124.464.67 Item No. Item Unit Unit Price Est Estimated Common Excavation 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) 2360.501 Qty Cost Part II - Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter 2104.505 Remove Concrete Valley Gutter 2105.501 Common Excavation 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) 2360.501 SP WEA340B Wearing Course Mixture (Patch) 2504.602 Repair Residential Sprinkler Head 2504.602 Repair Sprinkler System 2506.602 Adjust Frame & Ring Casting (CB -HDPE Rings) 2506.602 Remove & Replace Casting (Catch Basin) 2506.602 Install 2 x 3 CB Erosion Barrier Shroud 2521.501 6" Concrete Walk - Bullnose 2531.501 Concrete Curb and Gutter, 8618 2531.501 Concrete Curb and Gutter, Surmountable 2531.507 Concrete Valley Gutter - High Early 2540.602 Repair Underground Electric Fence 2540.602 Repair Residential Landscaping Wexford / Wexford 2nd 8 55 LF $6.50 690 $ 4,485.00 SY $15.00 3 $ 45.00 EA $24.00 15 $ 360.00 TON $24.50 10 $ 245.00 TON $100.00 35 $ 3,500.00 EA $70.00 10 $ 700.00 EA $375.00 2 $ 750.00 EA $400.00 14 $ 5,600.00 EA $650.00 1 $ 650.00 EA $150.00 2 $ 300.00 SF $5.75 160 $ 920.00 LF $16.15 125 $ 2,018.75 LF $16.00 510 $ 8,160.00 SY $54.00 3 $ 162.00 EA $130.00 3 $ 390.00 EA $350.00 1 $ 350.00 Item No. Item Unit Unit Price Est Estimated TON $40.00 24 $ 960.00 Subtotal Qty Cost Part II - Repair Existing Curb & Gutter (continued) 2573.530 Storm Drain Inlet Protection 2575.609 Seeding (MnDOT 270 w /Type 1 Mulch Special) 2575.551 Compost, Grade 1 Part I Bituminous Street Overlay Part II Repair Existing Curb & Gutter TOTAL EA $120.00 2 $ 240.00 SY $8.00 170 $ 1,360.00 TON $40.00 24 $ 960.00 Subtotal $ 31,195.75 5% Contingency $ 1,559.79 Subtotal $ 32,755.54 30% Indirect Costs $ 9,826.66 Part II Repair Existing Curb & Gutter $ 42,582.20 $ 124,464.67 $ 42,582.20 $ 167,046.87 Wexford / Wexford 2nd 9 5(0 Appendix B Preliminary Assessment Roll Citv Proiect 1098 Wexford Additions Wexford Court R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1570 Wexford Ct 10- 83850 -02 -180 1 $988.00 $ 988.00 1566 Wexford Ct 10- 83850 -02 -170 1 $988.00 $ 988.00 1562 Wexford Ct 10- 83850 -02 -160 1 $988.00 $ 988.00 1558 Wexford Ct 10- 83850 -02 -150 1 $988.00 $ 988.00 1557 Wexford Ct 10- 83850 -02 -060 1 $988.00 $ 988.00 1554 Wexford Ct 10- 83850 -02 -140 1 $988.00 $ 988.00 1550 Wexford Ct 10- 83850 -02 -130 1 $988.00 $ 988.00 1549 Wexford Ct 10- 83850 -02 -070 1 $988.00 $ 988.00 1546 Wexford Ct 10- 83850 -02 -120 1 $988.00 $ 988.00 1542 Wexford Ct 10- 83850 -02 -110 1 $988.00 $ 988.00 1541 Wexford Ct 10- 83850 -02 -110 1 $988.00 $ 988.00 1538 Wexford Ct 10- 83850 -02 -100 1 $988.00 $ 988.00 1533 Wexford Ct 10- 83850 -02 -090 1 $988.00 1 $ 988.00 Subtotal 13 $ 12,844.00 Wexford Circle R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1605 Wexford Circle 10- 83851 -01 -230 1 $988.00 $ 988.00 1601 Wexford Circle 10- 83851 -01 -240 1 $988.00 $ 988.00 1600 Wexford Circle 10- 83851 -01 -320 1 $988.00 $ 988.00 1597 Wexford Circle 10- 83851 -01 -250 1 $988.00 $ 988.00 1596 Wexford Circle 10- 83851 -01 -310 1 $988.00 $ 988.00 1593 Wexford Circle 10- 83851 -01 -260 1 $988.00 $ 988.00 1592 Wexford Circle 10- 83851 -01 -300 1 $988.00 $ 988.00 1589 Wexford Circle 10- 83851 -01 -270 1 $988.00 $ 988.00 1588 Wexford Circle 10- 83851 -01 -290 1 $988.00 $ 988.00 1585 Wexford Circle 10- 83851 -01 -280 1 $988.00 $ 988.00 Subtotal 10 $ 9,880.00 Wexford Way R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 4214 Wexford Way 10- 83850 -01 -010 1 $988.00 $ 988.00 4215 Wexford Way 10- 83850 -01 -030 1 $988.00 $ 988.00 4218 Wexford Way 10- 83850 -02 -020 1 $988.00 $ 988.00 4219 Wexford Way 10- 83850 -01 -040 1 $988.00 $ 988.00 4222 Wexford Way 10- 83850 -02 -030 1 $988.00 $ 988.00 4223 Wexford Way 10- 83850 -01 -050 1 $988.00 $ 988.00 Wexford / Wexford 2nd 10 51 4226 Wexford Way 10- 83850 -02 -040 1 $988.00 $ 988.00 4227 Wexford Way 10- 83850 -01 -060 1 $988.00 $ 988.00 4230 Wexford Way 10- 83850 -02 -050 1 $988.00 $ 988.00 4231 Wexford Way 10- 83850 -01 -070 1 $988.00 $ 988.00 4235 Wexford Way 10- 83850 -01 -080 1 $988.00 $ 988.00 4243 Wexford Way 10- 83850 -01 -090 1 $988.00 $ 988.00 4242 Wexford Way 10- 83850 - 02.190 1 $988.00 $ 988.00 4246 Wexford Way 10- 83850 -02 -200 1 $988.00 $ 988.00 4247 Wexford Way 10- 83851 - 01.010 1 $988.00 $ 988.00 4250 Wexford Way 10- 83851 -01 -360 1 $988.00 $ 988.00 4251 Wexford Way 10- 83851 -01 -020 1 $988.00 $ 988.00 4254 Wexford Way 10- 83851 -01 -350 1 $988.00 $ 988.00 4255 Wexford Way 10- 83851 -01 -030 1 $988.00 $ 988.00 4258 Wexford Way 10- 83851 -01 -340 1 $988.00 $ 988.00 4259 Wexford Way 10- 83851 -01 -040 1 $988.00 $ 988.00 4262 Wexford Way 10- 83851 -01 -330 1 $988.00 $ 988.00 4263 Wexford Way 10- 83851 -01 -050 1 $988.00 $ 988.00 4267 Wexford Way 10- 83851 -01 -060 1 $988.00 $ 988.00 4270 Wexford Way 10- 83851 -01 -220 1 $988.00 $ 988.00 4271 Wexford Way 10- 83851 -01 -070 1 $988.00 $ 988.00 4274 Wexford Way 10- 83851 -01 -210 1 $988.00 $ 988.00 4275 Wexford Way 10- 83851 -01 -080 1 $988.00 $ 988.00 4278 Wexford Way 10- 83851 -01 -200 1 $988.00 $ 988.00 4279 Wexford Way 10- 83851 -01 -090 1 $988.00 $ 988.00 4282 Wexford Way 10- 83851 -01 -190 1 $988.00 $ 988.00 4283 Wexford Way 10- 83851 -01 -100 1 $988.00 $ 988.00 4286 Wexford Way 10- 83851 -01 -180 1 $988.00 $ 988.00 4287 Wexford Way 10- 83851 -01 -110 1 $988.00 $ 988.00 4290 Wexford Way 10- 83851 -01 -170 1 $988.00 $ 988.00 4291 Wexford Way 10- 83851 -01 -120 1 $988.00 $ 988.00 4294 Wexford Way 10- 83851 -01 -160 1 $988.00 $ 988.00 4295 Wexford Way 10- 83851 -01 -130 1 $988.00 $ 988.00 4298 Wexford Way 10- 83851 -01 -150 1 $988.00 $ 988.00 4299 Wexford Way 10- 83851 -01 -140 1 $988.00 $ 988.00 Subtotal 40 $ 39,520.00 Total 63 $ 62,244.00 Total Assessments $ 62,244.00 Residential Frontage 6480 100.0% Non - Assessable Frontage 0 0.0% Total Frontage 6480 100.0% Wexford / Wexford 2nd 11 5b 400- Wexford / Wexford 2nd Add. City of Eapn Street Revitalization - Project 1098 Fig. 1 Engineering Department Location Map I- 59 i r 4 Diffley: Road " X r -429 iv 42991 '14295 4294 �Y s s 3 ' I ; N", 428T 4286 y , f . $ � > r 4279 4283 r � 4282 ' - Y i t # A� ice" {{ i _' ' :# #` ar '� - r - 2• f .tf 1' t � + r; �' yy � r + { 7a. , F fit- r '',+-, LO F 4274 74267 x 4223 .i- 2J14rt �`��• =>'`: 42591 -` v 'x�. 3 d 7 ei �z z- �.i . �• A 4270 {mss X4227 f 5r 421St A1533 X1605 k �'!/�'ir� a '4251 w a ' �s 4222 1541 ;z160J a Y4x� gfi 1 � °� t X424 '• �. �� $ {' �, 4. z ,_ �. ;-x9 , !- 4235,, - �' .e,-; 6542 te)' }' 1597 1596 �r 4j f e l0 3; s d> 1557 # 4262 ?e546r s. �O'(� 1 4258 �7'" f4243 ` r Waxy Y ! 4 4 a 3 �� ;1550 ��3 •^ ,� i Zli 2 t r..R ' � � � .� �_: s r a ,� -� S § a. ._ r yr�„, s.�•^kc 'tea � •�rrti - r C�"' -i fi._w k_'t- xc: c1�-:. ,f t �{f .9 �i �_7� t i x�.a �;. •._�'7, ,1585'x ` .X1588' J 4250 �"� 246 'a j4242 1570 1566 p 115621 I 1558�s� f j� tr /' -t� ",y S� .�� t 3'4' i3 r' J+I lsi`• y t EJ' 1�3 f _ i...: a -� �s - } E`t' � { 1 F �.:,s it -: r � r� r �+"�._ �# x 4 iS�'IO ♦ _� d� f c,r? i' t '.. Y �. >•, f. 'p`s2. r, §..• `" _; 6 t�P., Y Y ' =r a '°3 �_, �h €3r '� t ,K^ > s- Y` !'t ''.z ,t�-3, ,,,j '`'•�- f,t�f.c r g'+w," + tr }; r ,;,• ,.x xr P/ 4i: a r '$ L3r.j-'c -£ Jit� jrry� { 1�'i r a 14, a , _ 7 is f' - - '''s/ - f 3? e + f'.'s•. { t : ,'3'4 tl rr. •� y - .r fs'� a'!4?c tt'€5".> a ) _ .._�......�.._._T,. r�3 �.'+..•.,_.. =.'' rt LEGEND x 'f x Street Improvement N �` �. FINS WE Assessable Area U. _.. Wexford / Wexford 2nd Add. Street Revitalization - Project 1098 FIG. 2 v Sr — ® - - -P tTr of �t�nq teat Improvement Area �Q� z _ --- �___>___ � 111.9 111 1'i/I fi Date* 11/26/2012 I EDGE MILL (6' -8' wide) 7 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Existing Typical Section 60' ROW 32' F -F 11/2" TYPE 2360 WEAR COURSE BITUMINOUS OVERLAY BITUMINOUS TACK COAT 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section EX. B618 CURB & GUTTER REPLACE EX. CURB & GUTTER AS DIRECTED 11/08/20121 { City of Ea a� Wexford / Wexford 2nd Add. Typical Sections - Project 1098 Fig.3 Engineering Department (_0 k Wexford/Wexford 2nd Neighborhood Street Revitalization City Project No. 1098 Informational Meeting — 6:30 P.M. Monday, December 26, 2012 Conference Room IAB Attendance Aaron Nelson, Assistant City Engineer, 3 residents representing 2 single- family homes (see attached sign -in sheet). Presentation of Proiect Details Nelson welcomed the residents and presented project information, including details such as construction, costs, schedule and assessments. This meeting was jointly held with the Wenzel First Addition & Deerwood Ponds neighborhood, so questions from both neighborhoods were addressed and included in the meeting minutes. Questions/ Comments 1. Why are the improvements being performed now? The streets appear to be in relatively good condition. The condition of the streets are currently at the point that if improvements are not made at this time, the asphalt will deteriorate at a much quicker rate and will likely require more substantial and expensive improvements in the near future. 2. How long will the construction last? Construction is anticipated to begin in May (weather dependent). The size and scope of the improvements will likely result in a 3 -4 week construction timeframe. 3. Will the road be open during construction? Will access be maintained to driveways? All roads will be open to traffic during construction. We do not anticipate any road closures during the work, however, some phases will require short term lane closures and the contractor will use traffic control devices or flagmen to help direct traffic. Access to driveways should be maintained throughout construction. If curb needs to be replaced at a driveway, residents can park in front of their homes while the concrete cures. 4. How and when will the final assessment amounts be determined? A letter will be mailed to all properties this fall after construction is complete. The letter will include the final assessment amounts associated with each property. It will also invite property owners to another public hearing that specifically addresses the final costs. At the close of this meeting and the City Council's corresponding approval of the final assessment costs, there is a 30 day window in which payments can be made without interest. Payment during this 30 -day period should be made at city hall. After the 30 -day period, any remaining portion of the assessment will be forwarded to Dakota County for collection as part of the property taxes. 3.5% to 5 % interest is anticipated to be charged annually until paid in full. 5. Can the townhome assessments be paid by the association? If the association desires to pay the entire assessment amount for all the properties in their development, staff can work with them on financing options. 6. Will more substantial repairs be performed on larger cracks? All larger cracks will be reviewed to determine if more substantial repairs are necessary. Line items will be included in the contract for removal and replacement of asphalt and base material if needed. The meeting adjourned at 7:05 p.m. /+ INFORMATIONAL MEETING Wexford/ Wexford 2nd Neighborhood Street Revitalization City of EaflaEd� Project 1098 Contract 13 -03 Wednesday, December 26, 2012 6:30 p.m. — Conference Room 1AB NAME ADDRESS PHONE NO. 1. ,I f�Gc� z(.2' yJ &Y-� W.), 2. %Vk0lu 3. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Agenda Information Memo January 2, 2013 Eagan City Council Meeting PUBLIC HEARING B. PROJECT 1104, OAK RIDGE FAMILY HOUSING (CLEMSON DRIVE) STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1104 (Oak Ridge Family Housing/ Clemson 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 23 years, the City has rehabilitated approximately 193 miles of local streets. • The resurfacing of Oak Ridge Family Housing (Clemson Drive), a residential neighborhood in central Eagan, has been programmed for 2013 in the City's 5 -Year Capital Improvement Program. • On June 5, 2012, the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On December 11, 2012, the feasibility report for Project 1104 was presented to the City Council and a Public Hearing was scheduled for January 2 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 26 for the adjacent property owners to discuss the proposed improvements. Of the 1 high density residential lot, 1 public facility lot, and 1 park parcel proposed to be assessed under this improvement, nobody 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 (05— through P (.(2 r r jam,. ►L�"z�:° i j 1 __ W -� �"+` f >^�' -` -'`. 'i �.s �`�• to y i =� t i 1tlt r. Ul �r r � �� '�-� -.t�� _ �* �+,�1cz + • +hvva�ssa wYru } ii '��. m—�— i i h 'r 4b� City of Eap ye To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 11, 2012 Re: Oak Ridge Family Housing (Clemson Drive) Neighborhood Street Revitalization City Project No.: 1104 Attached is our report for the Oak Ridge Family Housing (Clemson Drive) Neighborhood Street Revitalization, City Project No. 1104. 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 you convenience to review and discuss the contents of this report. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Date: Reviewed By: 22�2� 4�-A D4 artment of Public Works Reviewed By: Date: Z 2-1 12 Aaron Nelson Reg. No. 45795 Finance Depa ent `` Date: f �z �`� -t(-2,' Z# TABLE OF CONTENTS ExecutiveSummary ............................................................ ............................... 1 Introduction /History .......................................................... ............................... 2 Scope................................................................................. ............................... 3 AreaTo Be Included ........................................................... ............................... 3 StreetPavement Evaluation ............................................... ............................... 3 ProposedImprovements ..................................................... ..............................4 Easements /Permits ............................................................ ............................... 6 Feasibility /Recommendations ............................................ ............................... 6 CostEstimate ..................................................................... ............................... 7 Assessments...................................................................... ............................... 7 AssessmentFinancing Options ........................................... ............................... 8 RevenueSource ................................................................. ............................... 9 ProjectSchedule ................................................................ ............................... 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 (09 Executive Summary Background Project Details • Roadway resurfacing Oak Ridge Family Housing 27/100 Recommended Project Name (Clemson Drive) Project # 1104 Street Area 3,367 sq. yds. Street Length 925 feet Scope o Sanitary /Storm sewer o Utility castings Constructed 1996 Reconstructed - M.D. Residential Lots 1 Streets Included Clemson Drive - • Installation of pedestrian ramps Crack Sealed - w /truncated domes Seal Coated 1999 and 2007 Absolute NW % of Section 28 South of Diffley Road (CSAH 30) Location Township 27, Range 23 Relative Location East of Johnny Cake Ridge Road Project Details • Roadway resurfacing PCI Rating 27/100 Recommended Edge Mill & 1- • Replacement of damaged curb & gutter Improvement Overlay Curb Removal 9% • Adjustment /Replacement of: Scope o Sanitary /Storm sewer o Utility castings o Water gate valves M.D. Residential Lots 1 o Street signage Commercial /Industrial - • Installation of pedestrian ramps Public Facility Lots 2 w /truncated domes Cost Estimate/ Revenue Oak Ridge Family Housing (Clemson Drive) 1 �� Property City Mill & Overlay w/ Signage $ 52,400 Repair Existing Concrete Curb & Gutter $ 17,600 $ 26,800 - $ 25,600 $17,600 Total $ 70,000 $ 26,800 (38 %) $ 43,200 (62 %) Oak Ridge Family Housing (Clemson Drive) 1 �� December 11, 2012 Neighborhood Street Revitalization Oak Ridge Family Housing (Clemson 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 that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 925 feet of Clemson Drive, a residential street in central Eagan has been identified for 2013 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street in this area was constructed in 1996. 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, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is currently in the 17 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 1999 and 2007. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not 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 pipes and other structures) in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. Oak Ridge Family Housing (Clemson Drive) 2 �1 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 above ground storm water ponds /access, and pedestrian features were evaluated. The rehabilitation of City - maintained items are included in this project, if needed. 1;�>Scope This project will provide resurfacing (edge mill and overlay) for approximately 925 feet 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, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and street signage. Sediment removal from city pond BP -6.2, on the north side of Clemson Drive, was completed fall 2012 by the Streets Division. Area To Be Included Properties included in the project lie within the NW %, Section 28, lying South of Diffley Road (CSAH 30), East of Johnny Cake Ridge Road, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. 1;�>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 The 2012 PCI rankings for Clemson Drive have a weighted average pavement condition rating of 27, which falls in the upper rankings of the "Reconstruct /Reclaim" category. While the pavement condition falls into the Reconstruct /Reclaim category, the types of pavement distresses do not reflect significant subgrade issues, and the existing pavement still has substantial strength. Therefore, a mill & overlay of this street will provide a reasonable pavement life expectancy. The 2013 construction season is the critical time to construct the bituminous overlay on this street, before its condition deteriorates further and warrants full reconstruction. Oak Ridge Family Housing (Clemson Drive) 3 T1D ';�>Proposed Improvements 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 will have to be replaced. Boulevard turf will be removed and replaced with either sod or seed. While the contractor who performs the work is responsible for its establishment (sod for 30 days, seed for longer), 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, repaired, 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. Oak Ridge Family Housing (Clemson Drive) 4 11 Sidewalk /Path & Pedestrian Ramp — Revisions to the Americans with Disabilities Act (ADA) requires jurisdictional agencies to provide detectable warnings at all existing pedestrian ramps of sidewalks and paths with public streets that are improved, including street surface improvements. The most common method of providing this detectable warning is through the installation of truncated domes a minimum of two feet in length across the width of all pedestrian ramps. This project provides for the installation of truncated dome pedestrian ramps along the existing trail where they currently do not exist. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are also in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Storm Water Quality Improvements — Several pond improvements to improve storm water quality have been identified in the 2013 -2017 CIP and are proposed for construction in 2013 and 2014. Timing will be determined based on the scope of the improvements, required permits and public comment periods, soil testing results, and the desirable time of year to construct the improvements. These improvements will either be performed in- house, or Oak Ridge Family Housing (Clemson Drive) 5 lqc� through a separate contract. The work proposed along Clemson Drive includes removal of approximately 11 cubic yards of sediment from city pond 1313-6.2. This work was completed in- house by the city's Streets Division earlier this fall. Because this work will not be assessed, financing will be through the City's existing Storm Water Utility Fund 1126 — Storm Drainage System Renewal and Replacement. The associated preliminary cost estimates and assessment rolls are not included with this report. - 2013 WQ -CIP Sediment Removal: BP -6.2 (Storm Basin) Clemson Drive Project f: Map book: 28N 71 1;�>Easement/Permits All work will be in the public right -of -way. No additional easements are anticipated. It is anticipated that no permits will be required for the resurfacing project. 1;�>Feasibilitv 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 It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. Oak Ridge Family Housing (Clemson Drive) 6 q,3 s_ 71 1;�>Easement/Permits All work will be in the public right -of -way. No additional easements are anticipated. It is anticipated that no permits will be required for the resurfacing project. 1;�>Feasibilitv 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 It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. Oak Ridge Family Housing (Clemson Drive) 6 q,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 (2013 — 2017) 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. •rk Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2013 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: Oak Ridge Family Housing (Clemson Drive) Mill & Overlay w/ Signage $ 52,400 Repair Existing Concrete Curb & Gutter $17,600 Total $ 70,000 • rs. 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. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay- Low - Density Residential (R- 1,2,3) 50% 50% Mill & Overlay- Public Facility, Parks Parcels 75% 25% Repair Existing Concrete Curb & Gutter - 100% Properties adjacent to Clemson Drive are proposed to be assessed with a 15% credit because the pavement condition has not met its predicted life expectancy (3 years prior to the anticipated 20 -year pavement life cycle, 3/20 = 15 %). This reduced assessment rate is in accordance with a recent update (February 16, 2010) of the City's Assessment Policy addressing shortened life cycles. Residential Lots — One medium density residential lot(Oak Ridge Family Housing development), as shown on Figure 2, has direct access to Clemson Drive via a private street and is proposed to be assessed for its adjacent frontage. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets. The estimated cost for the residential lot, based on the City's Assessment Policy, with a 15% credit, is $10,335 and is calculated as follows: Oak Ridge Family Housing (Clemson Drive) 7 11 � $52,400 (Mill & Overlay Costs) / 1,920 F.F. = $27.29 / F.F. $27.29/F.F. x 50% x 85% = $11.60 / Residential F.F. $11.60 / Residential U x 891 F.F. _ $10,335 Total Assessment Parks Parcels – One parks parcel is adjacent to Clemson Drive within the project area, as shown in Figure 2, and is proposed to be assessed for its adjacent frontage. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable to parks. The estimated cost for the park, based on the City's Assessment Policy, with a 15% credit, is $9,100 and is calculated as follows: $52,400 (Mill & Overlay Costs) / 1,920 F.F. = $27.29 / F.F. $27.29/F.F. x 75% x 85% = $17.40 / Park F.F. $17.40 / Park F.F x 523 F.F. = $9,100 Total Assessment Public Facility Lots – One public facility lot (Oak Ridge Elementary) is adjacent to Clemson Drive within the project area, as shown on Figure 2, and is proposed to be assessed for its adjacent frontage. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable. The estimated cost for the public facility lot, based on the City's Assessment Policy, with a 15% credit, is $7,360 and is calculated as follows: $52,400 (Mill & Overlay Costs) / 1,920 F.F. = $27.29 / F.F. $27.29/F.F. x 75% x 85% = $17.40 / Park F.F. $17.40 / Park F.F x 423 F.F. = $7,360 Total Assessment The remaining Oak Ridge Family Housing (Clemson Drive) frontage within the project area (83' or 4 %) is adjacent to Johnny Cake Ridge Road right -of -way and the residential development to the east which was assessed as part of an overlay project in 2005. 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 and interest will be spread over ten years. In 2012, the interest rate was set at 3.5 %. The 2013 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of the residential assessment of $10,335 with an estimated 3.5% interest for the assessed amounts: 1—Pr' incipal Per Year Interest Per Year Cost Per Year First Year F- $1,034 7 $422 — $1,456 ~� _ _ . _._.._.�. Tenth Year – � $1 , 034 $ 36 $1,070 Bonds may be issued to finance the improvements. Oak Ridge Family Housing (Clemson Drive) 8 rI,�5 ';�>Revenue Source A summary of revenue sources is listed below: The City's Major Street Fund will finance the estimated project deficit of $43,200 (62% of total). ';�>Pro"ect Schedule Present Feasibility Report to City Council/ Order Public Hearing ........................ ............................... .......................December 11, 2012 Informational Meeting ..................... ............................... .......................December 26, 2012 PublicHearing ....................................... ............................... ........................January 2, 2013 Approve Plans and Specifications ............................... ............................... February 5, 2013 BidDate ........................................................................... ............................... March 7, 2013 Award Contract ............................................................. ............................... March 19, 2013 Start Construction .............................................................. ............................... May 1, 2013 ProjectCompletion ........................................................... ............................... August, 2013 Final Cost Report .................................... ............................... .....................September, 2013 Final Assessment Hearing .............................. ............................... .........................Fall, 2013 First Payment Due with Property Tax Statement ............ ............................... May 15, 2014 Oak Ridge Family Housing (Clemson Drive) 9 TO Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 52,400 $ 26,800 $ 25,600 Repair Existing Curb & Gutter $ 17,600 - $ 17,600 Totals $ 70,000 $ 26,800 $ 43,200 The City's Major Street Fund will finance the estimated project deficit of $43,200 (62% of total). ';�>Pro"ect Schedule Present Feasibility Report to City Council/ Order Public Hearing ........................ ............................... .......................December 11, 2012 Informational Meeting ..................... ............................... .......................December 26, 2012 PublicHearing ....................................... ............................... ........................January 2, 2013 Approve Plans and Specifications ............................... ............................... February 5, 2013 BidDate ........................................................................... ............................... March 7, 2013 Award Contract ............................................................. ............................... March 19, 2013 Start Construction .............................................................. ............................... May 1, 2013 ProjectCompletion ........................................................... ............................... August, 2013 Final Cost Report .................................... ............................... .....................September, 2013 Final Assessment Hearing .............................. ............................... .........................Fall, 2013 First Payment Due with Property Tax Statement ............ ............................... May 15, 2014 Oak Ridge Family Housing (Clemson Drive) 9 TO Appendix A Preliminary Cost Estimate City Project 1104- Oak Ridge Family Housing (Clemson Drive) Item No. Item Unit Unit Price Est Qty Estimated Cost Part I - Bituminous Street Overlay 2021.501 Mobilization LS $2,500.00 1 $ 2,500.00 2104.505 Remove Bituminous Pavement SY $7.50 10 $ 75.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 1 $ 100.00 2232.501 Mill Bituminous Pavement (1 -1/4" depth, 6' Width) SY $1.60 1280 $ 2,048.00 2357.502 Bituminous Material for Tack Coat GAL $2.75 190 $ 522.50 2360.501 SP WEA240B Wearing Course Mixture (Overlay) TON $58.00 400 $ 23,200.00 2504.602 Adjust Gate Valve Box EA $110.00 4 $ 440.00 2504.602 Repair Gate Valve Mid Section EA $300.00 1 $ 300.00 2504.602 Repair Gate Valve Top Section w /Cover EA $275.00 2 $ 550.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $425.00 3 $ 1,275.00 2582.501 Pavement Message Arrow (Right) - Epoxy EA $100.00 1 $ 100.00 2582.502 24" Solid Line White - Epoxy LF $7.00 25 $ 175.00 2582.502 4" Double Solid Line Yellow- Epoxy LF $0.50 832 $ 416.00 2582.502 4" Solid Line White -Epoxy LF $0.25 90 $ 22.50 2582.503 Zebra Crosswalk White - Epoxy SF $4.00 168 $ 672.00 SP -1 Signage Remove & Replace LS $5,012.46 1 $ 5,012.46 2563.601 Traffic Control LS $1,000.00 1 $ 1,000.00 Subtotal $ 38,408.46 5% Contingency $ 1,920.42 Subtotal $ 40,328.88 30% Indirect Costs $ 12,098.66 Part I - Bituminous Street Overlay $ 52,427.55 Item No. T Item Unit Unit Price Est Qty Estimated Cost Part II - Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter LF $6.50 180 $ 1,170.00 2104.503 Remove Bituminous Trail Pavement SF $1.15 160 $ 184.00 2104.505 Remove Concrete Valley Gutter SY $15.00 21 $ 315.00 2211.501 6 "Aggregate Base, CI.5 (100% Crushed) TON $24.50 10 $ 245.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 6 $ 600.00 2504.602 Repair Residential Sprinkler Head EA $70.00 5 $ 350.00 2504.602 Repair Sprinkler System EA $375.00 1 $ 375.00 2506.602 Adjust Frame & Ring Casting (CB) EA $230.00 4 $ 920.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $150.00 4 $ 600.00 2521.501 6" Concrete Ped Ramp w/ Wet Cast for Truncated Dome Inset SF $6.00 160 $ 960.00 2531.501 Concrete Curb and Gutter, 8618 LF $16.15 180 $ 2,907.00 2531.507 Concrete Valley Gutter- High Early SY $54.00 21 $ 1,134.00 2531.618 Truncated Dome Detectable Warning Paver (2x2) EA $145.00 12 $ 1,740.00 2540.602 Repair Residential Landscaping EA $350.00 2 $ 700.00 2575.609 Seeding (MnDOT 270 w /Type 1 Mulch Special) SY $8.00 50 $ 400.00 2575.551 Compost, Grade 1 TON $40.00 7 $ 280.00 Subtotal $ 12,880.00 5% Contingency $ 644.00 Subtotal $ 13,524.00 30% Indirect Costs $ 4,057.20 Part II - Repair Existing Curb & Gutter $ 17,581.20 Oak Ridge Family Housing (Clemson Drive) 119 Part I - Bituminous Street Overlay $ 52,427.55 Part II - Repair Existing Curb & Gutter $ 17,581.20 Project 1104 Total Cost $ 70,008.75 Appendix B Preliminary Assessment Roll City Project 1104 Oak Ridge Family Homes (Clemson Dr) Clemson Drive R -3 Residential P.I.N. Front Foot Rate /F.F. Total Eagan Family Housing Ltd Partnership 10- 53750 -01 -010 891 $ 11.60 $ 10,335.60 Clemson Drive PF - Public Facility P.I.N. Front Foot Rate /F.F. Total 4350 Johnny Cake Ridge Rd. 10- 84450 -01 -010 423 $ 17.40 $ 7,360.20 P - Parks P.I.N. Front Foot Rate /F.F. Total Downing Park 10- 84450 -00 -010 523 $ 17.40 $ 9,100.20 Total Assessments I $ 26,796.00 R -3 Residential Frontage 891 46.41% Parks Frontage 523 27.24% Public Facility Frontage 423 22.03% Non - Assessable Frontage 83 4.32% Total Frontage 1920 100.00% Oak Ridge Family Housing (Clemson Drive) qg 4b� Oak Ridge Family Housing ( Clemson Dr.) C1ty Of Eap Street Revitalization - Project 1104 Fig. 1 Engineering Department Location Map 99 LIO �'' ,� Yom` 7 �• -: fi i 1 ,4� W W 3 ug 1`' r-s'L �' - u £ a - I IM N O t �{ Lo \V ❑ i. ' $ � - 4 •. i O 1 h O C e m MINI CD co - '-� o LL i `� gt N �3 t_ - + �. f 47 y M." ?r s sa_ . x V. 4. CD LIJ� s ft 4 e d. 3 i ) �, A r { $ (� t a 0' = * T Yt N C� LL. L O 'O'^ V, r� U.IIV U � J� O Q • � 1. \1/ O a) r 0 Z"1 PXW "LLUL laaioad\noaaWl JOWLS Z6OZ\S;oalad nflo \2133NION3\SN3Sn l lqr EDGE MILL _ (6' -8' wide) Typ. v VL..J lIVVI \LVnIL UP1VL Existing Typical Section I w -.►► 33'- 46' F -F 11/2" TYPE 2360 WEAR COURSE BITUMINOUS OVERLAY BITUMINOUS TACK COAT 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section B618 B & GUTTER REPLACE EX. CURB & GUTTER AS DIRECTED 4= 1 Oak Ridge Family Homes ( Clemson Dr.) City of Ea�a� Typical Sections yp cons - Project 1104 Engineering Department ff Fig. 3 Agenda Information Memo January 2, 2013 Eagan City Council Meeting PUBLIC HEARING C. PROJECT 1107, PARK CENTER DRIVE STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1107 (Park Center 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 23 years, the City has rehabilitated approximately 193 miles of local streets. • The resurfacing of Park Center Drive, a commercial neighborhood in southwest Eagan, has been programmed for 2013 in the City's 5 -Year Capital Improvement Program. • On June 5, 2012, the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On December 11, 2012, the feasibility report for Project 1107 was presented to the City Council and a Public Hearing was scheduled for January 2 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 26 for the adjacent property owners to discuss the proposed improvements. Of the 4 commercial /industrial lots and 1 high- density residential lot proposed to be assessed under this improvement, 1 representative of a commercial business (Leeann Chin) 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 33 through • Neighborhood Meeting Minutes, pages 10 1 through �a . N• Report for Park Center Drive Street Revitalization City Project No. 1107 December 11, 2012 4b� City o ba To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 11, 2012 Re: Park Center Drive Street Revitalization City Project No.: 1107 Attached is our report for the Park Center Drive Street Revitalization, City Project No. 1107. 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. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Date: Reviewed By: Department off ublic Wcos Reviewed Aaron Nelson Reg. No. 45795 Date: ( 2-- �L�3'" l2 Finance Dep tment NI) Date: t �- <�/ S `% �— nV MI TABLE OF CONTENTS ExecutiveSummary ...................................................................... ............................... 1 Introduction / History ........................................................................ ..............................2 Scope............................................................................................. ..............................3 AreaTo Be Included ....................................................................... ..............................3 StreetPavement Evaluation ........................................................... ..............................3 ProposedImprovements ................................................................ ..............................4 Easements /Permits ........................................................................ ..............................6 Feasibility /Recommendations ........................................................ ..............................6 CostEstimate ................................................................................. ..............................7 Assessments.................................................................................. ..............................6 AssessmentFinancing Options ....................................................... ..............................8 RevenueSource ............................................................................. ..............................8 ProjectSchedule ............................................................................ ..............................9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 2 3 Location Map Street Improvement /Assessment Area Map Typical Section — Mill & Overlay w Executive Summary Background Project Details • Roadway resurfacing (edge mill & 1 -1/2" PCI Rating 44/100 overlay Recommended Edge Mill & 1 -1/2" • Replacement of damaged curb &gutter Improvement Overlay • Commercial driveway apron repairs /replacement Curb Removal 3% Scope • Adjustment /Replacement of: • Sanitary /Storm sewer Residential Lots 1 • Utility castings Commercial /Industrial 4 • Water gate valves Public Facility Lots - o Street signage Cost Estimate/ Revenue Park Center 2nd thru 6th City Mill & Overlay w/ Signage $ 47,500 Project Name Additions Project # 1107 Street Area 4,204 sq. yds. Street Length 946 feet Total $ 58,400 $ 43,438 (74 %) Constructed 1991 Reconstructed - Park Center Drive Streets Included Crack Sealed - Seal Coated 1996 and 2004 Absolute Location SE % of Section 30 Relative Location North of Cliff Road Township 27, Range 23 West of Cliff Lake Road Project Details • Roadway resurfacing (edge mill & 1 -1/2" PCI Rating 44/100 overlay Recommended Edge Mill & 1 -1/2" • Replacement of damaged curb &gutter Improvement Overlay • Commercial driveway apron repairs /replacement Curb Removal 3% Scope • Adjustment /Replacement of: • Sanitary /Storm sewer Residential Lots 1 • Utility castings Commercial /Industrial 4 • Water gate valves Public Facility Lots - o Street signage Cost Estimate/ Revenue Park Center Drive 1 180 Property City Mill & Overlay w/ Signage $ 47,500 $ 40,838 $ 6,662 Repair Existing Concrete Curb & Gutter $ 8,300 - $ 8,300 Concrete Entrance Replacement $ 2,600 $ 2,600 - Total $ 58,400 $ 43,438 (74 %) $ 14,962 (26 %) Park Center Drive 1 180 December 11, 2012 Street Revitalization Park Center 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 that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 946 foot Park Center Drive commercial street in southwest Eagan has been identified for 2013 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street in this commercial area was constructed in 1991. 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, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is currently in the 22 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 1996 and 2004. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement 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 if not combined with the bituminous overlay proposed with this project. Park Center Drive 2 T 9 Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer) in the project area and determined the system is in good working order and that no major repairs are necessary. 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 will be included in this project, if necessary. Scope This project will provide resurfacing (edge mill and 1 -1/2" overlay) fo,r approximately 946 feet 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, reconstruction of non- conforming commercial driveway entrances to current city standards, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and street signage. ara' Area To Be Included Properties included in the project lie within the SE %, Section 30, lying North of Cliff Road, West of Cliff Lake 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 The 2012 PCI rankings for the street segments have a weighted average pavement condition rating of 44 for Park Center Drive, which falls in 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 Park Center Drive 3 Zg performed. Therefore, the 2013 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 more substantial reconstruction. �Proposed Improvements Pavement - The proposed street improvements for Park Center Drive are shown in Figure 3. The existing street section for this roadway consists of 5" bituminous pavement supported by 8" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and gutter (6' -8' wide) to accommodate a 1% -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current' City standards for local streets in commercial areas. 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 replaced if severely cracked, spalled, or settled. It is estimated that approximately 3% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced as necessary to accommodate the improvements. While the contractor who performs the work is = responsible for its establishment (sod for 30 1 3 days, seed for longer), 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. Park Center Drive 4 OocI Concrete Entrance Replacement — All of the properties along Park Center Drive were constructed with concrete driveway entrances, and those that are in disrepair are proposed to be repaired where necessary. The entrances will be repaired with 7" -thick concrete aprons in accordance with Eagan Standard Detail 440. These repairs will provide commercial entrances of adequate strength and width, and will be consistent with similar projects in commercial /industrial areas throughout the City. f6y�ia 4. i r Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD) and those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights —The street lights in the project area (maintained by Dakota Electric Association) are also in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Park Center Drive 5 C) O �Easement hermits All work will be in the public right -of -way. No additional easements are anticipated. The only permit anticipated will be from Dakota County to work within the Cliff Road right -of -way. 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 It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2013 — 2017) 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 2013 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: Park Center Drive: • Mill & Overlay w/ Signage ...................... ............................... $ 47,500 • Repair Existing Concrete Curb & Gutter . ............................... $ 8,300 • Concrete Entrance Repairs ..................... ............................... 2,600 Total............................................ ............................... $ 58,400 4,a,. Assessments Assessments are proposed to be levied against the benefited properties with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement on local streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Park Center Drive 6 GI City Special Assessment Policy Assessment Ratio Property City Mill & Overlay - High- Density Residential (114) 75% 25% Mill & Overlay - Commercial /Industrial /Public Facility 100% - Repair Existing Concrete Curb & Gutter - 100% Concrete Entrance Replacement 100% - There are a 5 lots total (4 commercial / industrial lots, and 1 R -4 High Density Residential lot) in the project area. All lots, as shown in Figure 2, are proposed to be assessed. The commercial property at 2000 Cliff Road is not adjacent to Park Center Drive, but has direct access, therefore is included in the benefitted area. The City's Assessment Policy states that 100 % of the mill and overlay costs are assessable for commercial / industrial lots, regardless of street width, while high density residential lots are assessed 75% of the mill and overlay costs. The total acreage of the surrounding properties is 19.08 acres. The total cost per acre is $2,490 / net acre and is calculated as follows: Total Net Acreage = 19.08 Acres Bituminous Overlay Costs = $47,500 Total Cost = $2,490 / Net Acre Commercial /Industrial Lots- The estimated cost per net acre based on the City Assessment Policy is $2,490 /net acre and is calculated as follows: Bituminous Overlay Costs: $2,490 / Net Acre x 100% = $2,490 / Net Acre The total estimated bituminous overlay portion of the assessment for each commercial property is calculated as follows: 2000 Cliff Road = 0.88 Ac x $2,490 / Ac = $2,191 2055 Cliff Road = 10.33 Ac x $2,490 / Ac = $25,722 2071 Cliff Road = 0.88 Ac x $2,490 / Ac = $2,191 2075 Cliff Road = 0.86 Ac x $2,490 / Ac = $2,141 R -4 High Density Residential- The estimated cost per net acre based on the City Assessment Policy is $1,868 /net acre and is calculated as follows: Bituminous Overlay Costs: $2,490 / Net Acre x 75% = $1,868 / Net Acre The property at 2061 Cark Center Drive is 6.13 acres. This lot has a 1.53 acre storm water retention pond covered by a drainage and utility easement that accepts storm water runoff from public right -of -ways. The property is proposed to receive a credit for this portion of their parcel. The total estimated assessment for the bituminous overlay for the high density residential property is calculated as follows: 2061 Park Center Drive = (6.13 Ac — 1.53 Ac) x $1,868 / Ac = $8,593 Park Center Drive 7 �� Driveway Entrance Replacement — The properties with concrete entrance aprons in need of repair are proposed to be assessed for the total cost of repair. The estimated cost of driveway repair is approximately $2,600, or $153 / SY and is calculated as follows: Total SY of Concrete Driveway Apron Repair = 17 SY Total Concrete Driveway Apron Cost = $2,600 Total Cost / SY = $153 / SY The total estimated assessment for concrete driveway repairs for each commercial property is calculated as follows: 2000 Cliff Road = 0 SY x $153 / SY = $0 2055 Cliff Road = 6 SY x $153 / SY = $918 2071 Cliff Road = 9 SY x $153 / SY = $1,377 2075 Cliff Road = 0 SY x $153 / SY = $0 2061 Park Center Drive = 2 SY x $153 / SY = $306 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 and interest will be spread over 10 years for commercial /industrial and high density residential owners. In 2012, the interest rate was set at 3.5 %. The 2013 rate is not yet available, however, based on City policy it is expected to be determined by the City Council in the spring. The following payment schedule is an example of a $1,000 assessment with an estimated 3.5% interest rate: First Year Tenth Year Principal Per Year $100 $100 Bonds may be issued to finance the improvements. 4�Revenue Source A summary of revenue sources is listed below: Interest Per Year $41 $4 Cost Per Year $141 $104 The City's Major Street Fund will finance the estimated project deficit of $14,962 (26% of total). Park Center Drive 8 q3 Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 47,500 $ 40,838 $ 6,662 Repair Existing Curb & Gutter $ 8,300 - $ 8,300 Concrete Entrance Replacement $ 2,600 $ 2,600 - Totals $ 58,400 $ 43,438 $ 14,962 The City's Major Street Fund will finance the estimated project deficit of $14,962 (26% of total). Park Center Drive 8 q3 oar Project Schedule Present Feasibility Report to City Council/ Order Public Hearing ........................ ............................... .......................December 11, 2012 Informational Meeting ...................... ............................... ......................December 26, 2012 PublicHearing ....................................... ............................... ........................January 2, 2013 Approve Plans and Specifications ............................... ............................... February 5, 2013 BidDate ........................................................................... ............................... March 7, 2013 AwardContract ............................................................. ............................... March 19, 2013 StartConstruction .............................................................. ............................... May 1, 2013 ProjectCompletion ........................................................... ............................... August, 2013 Final Cost Report .................................... ............................... .....................September, 2013 Final Assessment Hearing ....................................................... ............................... Fall, 2013 First Payment Due with Property Tax Statement ............ ............................... May 15, 2014 Park Center Drive �I 9 qq Appendix A Preliminary Cost Estimate City Project 1107 Park Center Drive Item No. Item Unit Unit Price Est Estimated 2021.501 Mobilization LS $2,680.00 Qty Cost Part I - Bituminous Street Overlay Item Unit Unit Price Est Estimated 2021.501 Mobilization LS $2,680.00 1 $ 2,680.00 2104.505 Remove Bituminous Pavement SY $7.50 15 $ 112.50 2211.501 6 "Aggregate Base, CI.5 (100% Crushed) TON $24.50 2 $ 49.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $1.60 1270 $ 2,032.00 2357.502 Bituminous Material for Tack Coat GAL $2.75 220 $ 605.00 2360.501 SP WEA240B Wearing Course Mixture (Overlay) TON $58.00 400 $ 23,200.00 2504.602 Adjust Gate Valve Box EA $110.00 5 $ 550,00 2504.602 Repair Gate Valve Mid Section EA $300.00 1 $ 300.00 2504.602 Repair Gate Valve Top Section w /Cover EA $275.00 2 $ 550.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $210.00 3 $ 630.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $425.00 2 $ 850.00 SP -1 Signage Remove & Replace LS $1,448.53 1 $ 1,448.53 2563.601 Traffic Control LS $1,800.00 1 $ 1,800.00 Subtotal Compost, Grade 1 TON $40.00 3 S 34.807.03 5% Contingency Subtotal 30% Indirect Costs Part I - Bituminous Street Overlay $ 1,740.35 $ 36,547.38 $ 10,964.21 $ 47,511.60 Item No. Item Unit Unit Price Est Estimated 2104.501 Remove Concrete Curb and Gutter LF $6.50 Qty Cost Part II - Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter LF $6.50 65 $ 422.50 2104.503 Remove Concrete Sidewalk (4 ") SF $2.00 175 $ 350.00 2211.501 6 "Aggregate Base, CI.5 (100% Crushed) TON $24.50 10 $ 245.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 3 $ 300.00 2504.602 Repair Residential Sprinkler Head EA $70.00 5 $ 350.00 2504.602 Repair Sprinkler System EA $375.00 1 $ 375.00 2506.602 Adjust Frame & Ring Casting (CB) EA $230.00 1 $ 230.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $150.00 1 $ 150.00 2521.501 4" Concrete Sidewalk SF $3.90 175 $ 682.50 2531.501 Concrete Curb and Gutter, B618 LF $16.15 65 $ 1,049.75 2540.602 Repair Residential Landscaping EA $350.00 3 $ 1,050.00 2573.530 Storm Drain Inlet Protection EA $120.00 5 $ 600.00 2575.609 Seeding (MnDOT 270 w /Type 1 Mulch Special) SY $8.00 15 $ 120.00 2575.551 Compost, Grade 1 TON $40.00 3 $ 120.00 Subtotal S (;.n44.71; 5% Contingency Subtotal 30% Indirect Costs Part II - Repair Existing Curb & Gutter Park Center Drive $ 302.24 $ 6,346.99 $ 1,904.10 $ 8,251.08 Item No. Item Unit Unit Price Est Estimated 2104,501 Remove Concrete Curb and Gutter LF $8.15 Qty Cost Part iii - Concrete Entrance replacement $ 1,904,55 5% Contingency $ 95.23 2104,501 Remove Concrete Curb and Gutter LF $8.15 6 $ 48.90 2104,505 Remove Concrete Driveway /Valley Gutter SY $20.00 17 $ 340.00 2105,501 Common Excavation CY $24.00 1.5 $ 36,00 2211.501 6 "Aggregate Base, Cl, 5 (100% Crushed) TON $24.50 9 $ 220.50 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 0.14 $ 14.00 2531.501 Concrete Curb and Gutter, 8618 LF $16.15 6 $ 96.90 2531.507 Repair 7" Concrete Driveway Pavement - High Early SY $56.25 17 $ 956.25 2575,609 Seeding (MnDOT 240 w /Type 1 Mulch Special) SY $8.00 9 $ 72.00 2575.551 Compost, Grade 1 TON $40.00 3 $ 120.00 Subtotal $ 1,904,55 5% Contingency $ 95.23 Subtotal $ 1,999 78 30% Indirect Costs $ 599.93 Part III - Concrete Entrance Replacement $ 2,599.71 Part I - Bituminous Street Overlay $ 47,511.60 Part 11- Repair Existing Curb & Gutter $ 8,251.08 Part 111 - Concrete Entrance Replacement $ 2,599.71 Project 1107 Total Cost $ 58.362.39 Park Center Drive Appendix B Preliminary Assessment Roll City Project 1107 Park Center Park Center Drive 672 35.5% Commercial /Industrial Frontage High Density 64.5% Non - Assessable Frontage Driveway 0.0% Total Frontage R -4 Residential P.I.N. Net Residential Street Driveway Repair Repair Concrete Entrance Total Acreage g Assessment Assessment Area (SY) Cost (per Assessment Assessment / Net Acre SY) 2061 PARK CENTER DRIVE 10- 56721 -01 -011 4.60 $1,868.00 $8,592.80 2 1 $153.00 $306.00 1 $8,898.80 Park Center Drive 672 35.5% Commercial /Industrial Frontage Commercial/ 64.5% Non - Assessable Frontage Driveway 0.0% Total Frontage Commercial /Industrial P.I.N. Net Industrial Street Driveway Repair Repair Concrete Entrance Total Acreage Assessment Assessment Area (SY) Cost (p er Assessment Assessment / Net Acre SY) 2000 CLIFF ROAD 10- 56722 -01 -010 0.88 1 $2,490.00 $2,191.20 0 $153.00 $0.00 $2,191.20 2071 CLIFF ROAD 10- 56723 -01 -020 0.88 $2,490.00 $2,191.20 9 $153.00 $1,377.00 $3,568.20 2075 CLIFF ROAD 10- 56723 -01 -010 0.86 $2,490.00 $2,141.40 0 $153.00 $0.00 $2,141.40 2055 CLIFF ROAD 10- 56730 -01 -010 10.33 $2,490.00 $25,721.70 6 $153.00 $918.00 $26,639.70 Subtotal 12.95 $32,245.50 15 $2,295.00 $34,540.50 Total 17.55 $40,838.30 17 $2,601.00 $43,439.30 Residential Frontage 672 35.5% Commercial /Industrial Frontage 1220 64.5% Non - Assessable Frontage 0 0.0% Total Frontage 1892 100.0% Park Center Drive 91 0 -- Park Center Drive City of Eap Street Revitalization - Project 1107 Fig. 1 Engineering Department Location Map o i% LU Lq LM W W a �! ' f RIP N LL N F x IN Z h 4. CD LO� J - ' ^^� ' Niz �� - L O � ` ' CN . >� WN J� IL` + �+ Cn Awv 0 Ol A otYS f Y d f- 1 s. s l P ULL06;oafwd \noidtul aaaa ;S z�MS;oafwd X1IMMNIJN3 \Sb3Sf1Gl 16 EDGE MILL (6' -8' wide)1 60'- 75' ROW 5" BITUMINOUS SURFACE 8" CL. 5 AGGREGATE BASE Existing Typical Section 60'- 75' ROW 30'- 40' F -F 11/2" TYPE 2360 WEAR COURSE BITUMINOUS OVERLAY BITUMINOUS TACK COAT 5" BITUMINOUS SURFACE 8" CL. 5 AGGREGATE BASE EX. CURB & GUTTER REPLACE EX. CURB & GUTTER AS DIRECTED Bituminous Street Overlay Proposed Typical Section 11/08/2012 Park Center Drive City Of Eakan Typical Sections - Project 1107 Fig.3 Engineering Department I, Park Center Drive Street Revitalization City Project No. 1107 Informational Meeting — 2:30 P.M. Monday, December 26, 2012 Conference Room 1AB Attendance Aaron Nelson, Assistant City Engineer, I representative of the Leann Chin property (see attached sign -in sheet). Presentation of Project Details Nelson welcomed the business representative and presented project information, including details such as construction, costs, schedule and assessments. Since there was only one resident in attendance, the meeting was conducted as an informal conversation to address all questions regarding the project. Questions/ Comments 1. Can the neighboring property be assessed some of the driveway apron repair costs since their customers use that entrance too? The two properties have three accesses to serve them (one on each individual parcel, and one the property line. Any costs associated with the shared access will be split between the two properties. Any costs for the individual accesses will be associated with the property that the access is located. Because there are access easements across both properties, the two property owners may want to discuss cost sharing of any driveway /parking lot maintenance costs. 2. How long will the construction last? Construction is anticipated to begin in May (weather dependent). The size and scope of the improvements will likely result in a 3 -4 week construction timeframe. 3. Will the road be open during construction? Will access be maintained to driveways? Dodd Road will be open to traffic during construction. We do not anticipate any closures during the work, however, some phases of work will require short term lane closures and the contractor will likely use flagmen to help direct traffic. Access will be maintained to at least one of the three commercial driveway entrances that serve their property at all times. 4. How and when will the final assessment amounts be determined? A letter will be mailed to all properties this fall after construction is complete. The letter will include the final assessment amounts associated with each property. It will also invite property owners to another public hearing that specifically addresses the final costs. At the close of this meeting and the City Council's corresponding approval of the final assessment costs, there is a 30 day window in which payments can be made without interest. Payment during this 30 -day period should be made at city hall. After the 30 -day period, any remaining portion of the assessment will be forwarded to Dakota County for collection as part of the property taxes. 3.5% to 5% interest is anticipated to be charged annually or until paid in full. The meeting adjourned at 6:05 p.m. 1 INFORMATIONAL MEETING Park Center Drive Neighborhood Street Revitalization City of Eagan Project 1107, Contract 13 -03 Wednesday, December 26, 2012 2:30 p.m. — Conference Room 1AB NAME ` ADDRESS 1. 2. 3. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. C d oL PHONE NO. � I7.2C, g,GZZC"/) Agenda Information Memo January 2, 2013 Eagan City Council Meeting PUBLIC HEARING D. PROJECT 1112, WENZEL FIRST ADDITION / DEERWOOD PONDS STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1112 (Wenzel First Addition/ Deerwood Ponds - 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 23 years, the City has rehabilitated approximately 193 miles of local streets. • The resurfacing of Wenzel First Addition — Deerwood Ponds, residential neighborhoods in central Eagan, has been programmed for 2013 in the City's 5 -Year Capital Improvement Program. • On June 5, 2012, the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On December 11, 2012, the feasibility report for Project 1112 was presented to the City Council and a Public Hearing was scheduled for January 2 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 26 for the adjacent property owners to discuss the proposed improvements. Of the 59 single - family residential lots and 116 multi - family residential lots proposed to be assessed under this improvement, 2 residents representing 2 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: l • Feasibility Report, pages �Dq through lay • Neighborhood Meeting Minutes, pages late through Q-7 . ma ) rr 1 Al Ai IV- MIL to -% } 1 4 )1( X40 � ��4 40� City of Eap Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 11, 2012 Re: Wenzel Frist Addition & Deerwood Ponds Neighborhood Street Revitalization City Project No.: 1112 Attached is our report for the Wenzel First Addition & Deerwood Ponds Neighborhood Street Revitalization, City Project No. 1112. 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 you convenience to review and discuss the contents of this report. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Date: Reviewed By: I �n De artment of Public Works Reviewed By: Aaron Nelson Reg. No. 45795 Date: / :2-1�`1112 Finance Depart ent n Date: `' "�/ " 1 t Q 5° TABLE OF CONTENTS ExecutiveSummary ...................................................................... ............................... 1 Introduction / History ....................................................................... ..............................2 Scope............................................................................................. ..............................3 AreaTo Be Included ....................................................................... ..............................3 StreetPavement Evaluation ........................................................... ..............................3 ProposedImprovements ................................................................ ..............................4 Easements /Permits ........................................................................ ..............................6 Feasibility /Recommendations ........................................................ ..............................6 CostEstimate ................................................................................. ..............................6 Assessments.................................................................................. ..............................6 AssessmentFinancing Options ....................................................... ..............................7 RevenueSource ............................................................................. ..............................7 ProjectSchedule ............................................................................ ..............................8 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 2 3 Location Map Street Improvement /Assessment Area Map Typical Section — Mill & Overlay �00 Executive Summary Background Project Details • Roadway resurfacing (edge mill & Wenzel First Addition & 48/100 1 -1/2" overlay) Project Name D eerwood Ponds Project # 1112 Street Area 13,929 sq. yds. Street Length 3,917 feet • Adjustment /Replacement of: Scope $ 73,200 (34 %) Constructed 1993 and 1994 Reconstructed - Cashell Glenn Crack Sealed - Streets Included Wenzel Avenue Multi - Family Residential Lots 116 Seal Coated 1998 and 2005 Absolute Location S % of Section 21 Relative North of Diffley Road (CSAH 30) Township 27, Range 23 Location West of Pilot Knob Road (CSAH 31) Project Details • Roadway resurfacing (edge mill & PCI Rating 48/100 1 -1/2" overlay) Recommended Patch /Repair and • Replacement of damaged curb & Improvement 1 -1/2" Overlay Curb Removal 11% gutter • Adjustment /Replacement of: Scope $ 73,200 (34 %) $ 142,600 (66 %) • Sanitary /Storm sewer • Utility castings Single Family Residential Lots 59 • Water gate valves Multi - Family Residential Lots 116 • Street signage Public Facility Lots - • 1 -1/2" trail overlay Cost Estimate/ Revenue Wenzel First Addition & Deerwood Ponds soli Property City Mill & Overlay w/ Signage $ 146,500 $ 73,200 $ 73,300 Repair Existing Concrete Curb & Gutter $ 69,300 - $69,300 a and Trail Overlay Total $ 215,800 $ 73,200 (34 %) $ 142,600 (66 %) Wenzel First Addition & Deerwood Ponds soli December 11, 2012 Neighborhood Street Revitalization Wenzel First Addition & Deerwood Ponds 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 that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 3,917 feet of residential streets in Wenzel First Addition & Deerwood Ponds in central Eagan has been identified for 2013 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets in this residential neighborhood were constructed in 1993 and 1994. 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, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is currently 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 1998 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 will not substantially extend the life expectancy of the street section if not 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 pipes and other structures) in the Wenzel First Addition & Deerwood Ponds 2 �bs project area and determined the underground systems are generally 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 above ground 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 1 -1/2" overlay) for approximately 3,917 feet of roadway. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; 1 -1/2" trail overlay, replacement of damaged curb and gutter, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and street signage. Area To Be Included Properties included in the project lie within the S % Section 21, lying North of Diffley Road (CSAH 30), West of Pilot Knob Road (CSAH 31), 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 The 2012 PCI rankings for the street segments have a weighted average pavement condition rating of 48 for Wenzel First Addition & Deerwood Ponds, which falls in 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 Wenzel First Addition & Deerwood Ponds 3 V09 no improvements are performed. Therefore, the 2013 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 more substantial reconstruction. • ra' Proposed Improvements Pavement - The proposed street improvements for Wenzel First Addition & Deerwood Ponds are shown in Figure 3. The existing street section for this roadway consists of 3 -1/2" bituminous pavement supported by 6" gravel base. ►�' �, The existing bituminous surface will be ► `' milled adjacent to the existing curb and gutter (6' -8' wide) to accommodate a 'i 1% -inch bituminous overlay. The i 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. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 11% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with either sod or seed. While the contractor who performs the work is responsible for its establishment (sod for 30 days, seed for longer), 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, repaired, 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. Wenzel First Addition & Deerwood Ponds 4 �to Pedestrian Trail & Pedestrian Ramps — 360' of trial between Cashell Glen and Black Hawk Middle School are proposed to receive a 1 -1/2" overlay. The overlay will also include the installation of a new pedestrian ramp at Cashell Glen. 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 improve , d including street surface improvements. The most common method of providing this detectable warning is through the installation of truncated domes a minimum of two feet in length across the width of all pedestrian ramps. This project provides for the installation of truncated dome pedestrian ramps along the existing trail where they currently do not exist. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are also in good condition and provide adequate modifications to the existing street lights are proposed. Wenzel First Addition & Deerwood Ponds 5 M coverage. No °rk Easement Permits All work will be in the public right -of -way. No additional easements are anticipated. It is anticipated the only permit necessary will be from Dakota County to work within the county right -of -way at Diffley Road (CSAH 30).. °rM 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 improve rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2013 — 2017) 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. ° r.. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2013 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: Wenzel First Addition & Deerwood Ponds • Mill & Overlay w/ Signage ...................... ............................... $ 146,500 • Repair Existing Concrete Curb & Gutter . ............................... $ 69,300 Total............................................ ............................... $ 215,800 ° re. 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. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay - Low - Density Residential (R- 1,2,3) 50% 50% Repair Existing Concrete Curb & Gutter - 100% Wenzel First Addition & Deerwood Ponds 6 1 �) Residential Lots — All residential lots (59 single family residential lots and 116 multi - family homes), as shown on Figure 2, having access via driveway or private street on to the street being 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. The estimated cost for residential properties based on the City's Assessment Policy is $820/ single family lot, and $214/ multi - family unit and is calculated as follows: • 5,174' single family F.F. • 2,660' multi - family F.F. • $146,500 (Mill & Overlay Costs) x 50 %/ 7,834 F.F. = $9.35/ F.F. 0 $9.35/ F.F. x 5,174 single family F.F. / 59 single family lots = $820/ single family lot • $9.35/ F.F. x 2,660 multi - family F.F. / 116 multi - family units = $214 / multi - family unit 1;�>Assessment Financinl? 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 and interest will be spread over five years for residential owners. In 2012, the interest rate was set at 3.5 %. The 2013 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of a single family assessment of $820 with an estimated 3.5% interest for the assessed amounts: Principal Per Year I Interest Per Year I Cost Per Year First Year $164 $33 $197 Fifth Year $164 $ 6 $170 The following payment schedule is an example of a single family assessment of $214 with an estimated 3.5% interest for the assessed amounts: Bonds may be issued to finance the improvements. • ie. Revenue Source A summary of revenue sources is listed below: Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 146,500 $ 73,200 $ 73,300 Repair Existing Curb & Gutter $ 69,300 - $ 69,300 Totals $ 215,800 $ 73,200 $ 142,600 Wenzel First Addition & Deerwood Ponds 7 \3 Principal Per Year Interest Per Year Cost Per Year First Year $43__��_ - -�_-- $9 I,__.._�_ $52 Fifth Year $43 .�. $1 $44 Bonds may be issued to finance the improvements. • ie. Revenue Source A summary of revenue sources is listed below: Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 146,500 $ 73,200 $ 73,300 Repair Existing Curb & Gutter $ 69,300 - $ 69,300 Totals $ 215,800 $ 73,200 $ 142,600 Wenzel First Addition & Deerwood Ponds 7 \3 The City's Major Street Fund will finance the estimated project deficit of $142,600 (66% of total). �Project Schedule Present Feasibility Report to City Council/ Order Public Hearing ........................ ............................... .......................December 11, 2012 Informational Meeting ..................... ............................... .......................December 26, 2012 PublicHearing ....................................... ............................... ........................January 2, 2013 Approve Plans and Specifications ............................... ............................... February 5, 2013 BidDate ........................................................................... ............................... March 7, 2013 AwardContract ............................................................. ............................... March 19, 2013 StartConstruction .............................................................. ............................... May 1, 2013 ProjectCompletion ........................................................... ............................... August, 2013 Final Cost Report .................................... ............................... .....................September, 2013 Final Assessment Hearing ....................................................... ............................... Fall, 2013 First Payment Due with Property Tax Statement ............ ............................... May 15, 2014 Wenzel First Addition & Deerwood Ponds 8 oq Appendix A Preliminary Cost Estimate City Project 1112 - Wenzel First Addition & Deerwood Ponds Item No. Item Unit Unit Price Est Estimated 2021.501 Mobilization LS $2,500.00 Qty Cost Fart i - Bituminous street Ovenay 2021.501 Mobilization LS $2,500.00 1 $ 2,500.00 2104.505 Remove Bituminous Pavement SY $7.50 70 $ 525.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $24.50 10 $ 245.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $1.60 5410 $ 8,656.00 2357.502 Bituminous Material for Tack Coat GAL $2.75 660 $ 1,815.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 7 $ 700.00 2360.501 SP WEA240B Wearing Course Mixture (Overlay) TON $58.00 1250 $ 72,500.00 2504.602 Adjust Gate Valve Box EA $110.00 8 $ 880.00 2504.602 Repair Gate Valve Mid Section EA $300.00 2 $ 600.00 2504.602 Repair Gate Valve Top Section w /Cover EA $275.00 4 $ 1,100.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $210.00 8 $ 1,680.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $425.00 21 $ 8,925.00 SP -1 Signage Remove & Replace LS $6,018.88 1 $ 6,018.88 2563.601 Traffic Control LS $1,200.00 1 $ 1,200.00 Subtotal 5% Contingency Subtotal 30% Indirect Costs Part I - Bituminous Street Overlay Wenzel First Addition & Deerwood Ponds S 107.344.RR $ 5,367.24 $ 112,712.12 $ 33,813.64 $ 146,525.76 Item No. Item Unit Unit Price Est Estimated 2101.601 Remove Trail Overgrowth LS $1,000.00 Qty Cost Part u - Repair Existing Curb & Gutter 2101.601 Remove Trail Overgrowth LS $1,000.00 1 $ 1,000.00 2104.501 Remove Concrete Curb and Gutter LF $6.50 865 $ 5,622.50 2104.505 Remove Bituminous Pavement SY $7.50 230 $ 1,725.00 2104.503 Remove Bituminous Trail Pavement SF $1.15 200 $ 230.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $24.50 10 $ 245.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 23 $ 2,300.00 2360.501 SP WEA240B Wearing Course Mixture (Trail Overlay) TON $70.00 30 $ 2,100.00 2357.502 Bituminous Material for Tack Coat (Trail Overlay) GAL $2.75 20 $ 55.00 2504.602 Repair Residential Sprinkler Head EA $70.00 15 $ 1,050.00 2504.602 Repair Sprinkler System EA $375.00 4 $ 1,500.00 2506.602 Adjust Frame & Ring Casting (CB -HDPE Rings) EA $400.00 11 $ 4,400.00 2506.602 Remove & Replace CB Structure w /Cstg (2'x 3') EA $3,800.00 2 $ 7,600.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $150.00 18 $ 2,700.00 2521.501 6" Concrete Ped Ramp w/ Wet Cast for Truncated Dome Inset SF $6.00 200 $ 1,200.00 2531.501 Concrete Curb & Gutter D412 LF $14.70 340 $ 4,998.00 2531.501 Concrete Curb and Gutter, B618 LF $16.15 120 $ 1,938.00 2531.501 Concrete Curb and Gutter, Surmountable LF $16.00 405 $ 6,480.00 2531.618 Truncated Dome Detectable Warning Paver (2x2) EA $145.00 8 $ 1,160.00 2540.602 Repair Underground Electric Fence EA $130.00 2 $ 260.00 2540.602 Repair Residential Landscaping EA $350.00 2 $ 700.00 2573.530 Storm Drain Inlet Protection EA $120.00 8 $ 960.00 2575.609 Seeding (MnDOT 270 w /Type 1 Mulch Special) SY $8.00 220 $ 1,760.00 2575.551 Compost, Grade 1 TON $40.00 20 $ 800.00 Subtotal $ 50,783.50 5% Contingency $ 2,539.18 Subtotal $ 53,322.68 30% Indirect Costs $ 15,996.80 Part II - Repair Existing Curb & Gutter Part I - Bituminous Street Overlay Part II - Repair Existing Curb &Gutter Project 1112 Total Cost Wenzel First Addition & Deerwood Ponds � � (.0 $ 69,319.48 $ 146,525.76 $ 69,319.48 $ 215,845.24 Appendix B Preliminary Assessment Roll Project 1112 - Wenzel 1st Addition Cashell Glen R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 4076 CASHELL GLEN 10- 83570 -03 -010 1 $ 820.00 $ 820.00 4080 CASH ELL GLEN 10- 83570 -03 -020 1 $ 820.00 $ 820.00 4084 CASHELL GLEN 10- 83570 -03 -030 1 $ 820.00 $ 820.00 4088 CASH ELL GLEN 10- 83570 -03 -040 1 $ 820.00 $ 820.00 4092 CASHELL GLEN 10- 83570 -03 -050 1 $ 820.00 $ 820.00 4096 CASHELL GLEN 10- 83570 -03 -060 1 $ 820.00 $ 820.00 4099 CASHELL GLEN 10- 83750 -04 -090 1 $ 820.00 $ 820.00 4100 CASHELL GLEN 10- 83570 -03 -070 1 $ 820.00 $ 820.00 4103 CASH ELL GLEN 10- 83570 -04 -100 1 $ 820.00 $ 820.00 4104 CASH ELL 10- 83570 -03 -080 1 $ 820.00 $ 820.00 4107 CASH ELL GLEN 10- 83570 -04 -110 1 $ 820.00 $ 820.00 4108 CASHELL GLEN 10- 83570 -03 -090 1 $ 820.00 $ 820.00 4111 CASHELL GLEN 10. 83570 -04 -120 1 $ 820.00 $ 820.00 4112 CASHELL GLEN 10- 83570 -03 -100 1 $ 820.00 $ 820.00 4115 CASH ELL GLEN 10- 83570 -04 -130 1 $ 820.00 $ 820.00 4116 CASHELL GLEN 10- 83570 -03 -110 1 $ 820.00 $ 820.00 4119 CASH ELL GLEN 10- 83570 -04 -140 1 $ 820.00 $ 820.00 4120 CASHELL GLEN 10- 83570 -03 -120 1 $ 820.00 $ 820.00 4123 CASH ELL 10- 83750 -04 -150 1 $ 820.00 $ 820.00 4124 CASHELL GLEN 10- 83570 -03 -130 1 $ 820.00 $ 820.00 4127 CASHELL GLEN 10- 83570 -04 -160 1 $ 820.00 $ 820.00 4128 CASHELL GLEN 10- 83570.03 -140 1 $ 820.00 $ 820.00 4131 CASHELL GLEN 10- 19975 -04 -060 1 $ 820.00 $ 820.00 4132 CASHELL GLEN 10- 19975 -03 -010 1 $ 820.00 $ 820.00 4133 CASHELL GLEN 10- 83570 -04 -170 1 $ 820.00 $ 820.00 4135 CASHELL GLEN 10- 19975 -04 -010 1 $ 820.00 $ 820.00 4136 CASHELL GLEN 10- 19975 -03 -020 1 $ 820.00 $ 820.00 4140 CASHELL GLEN 10- 19975 -03 -030 1 $ 820.00 $ 820.00 4143 CASHELL GLEN 10- 19975 -04 -020 1 $ 820.00 $ 820.00 4144 CASHELL GLEN 10- 19975 -03 -040 1 $ 820.00 $ 820.00 4148 CASHELL GLEN 10- 19975 -03 -050 1 $ 820.00 $ 820.00 4152 CASHELL GLEN 10- 19975 - 03.060 1 $ 820.00 $ 820.00 4157 CASHELL GLEN 10- 19975 -04 -030 1 $ 820.00 $ 820.00 4160 CASHELL GLEN 10- 19975 -02 -010 1 $ 820.00 $ 820.00 4161 CASHELL GLEN 10- 19975 -04 -040 1 $ 820.00 $ 820.00 4164 CASH ELL GLEN 10- 19975 -02 -020 1 $ 820.00 $ 820.00 4165 CASH ELL GLEN 10- 19975 -04 -050 1 $ 820.00 $ 820.00 4168 CASH ELL GLEN 10- 19975 -02 -030 1 $ 820.00 $ 820.00 4172 CASH ELL GLEN 10- 19975.02 -040 1 $ 820.00 $ 820.00 State of MN (Non- Assess) 10- 42500 -00 -080 Subtotal 39 $ 31,980.00 Wenzel First Addition & Deerwood Ponds G�q Wenzel Avenue R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 4126 Wenzel Ave. 10- 83570 -04 -080 1 $ 820.00 $ 820.00 4132 Wenzel Ave. 10- 83570 -04 -070 1 $ 820.00 $ 820.00 4138 Wenzel Ave. 10- 83570 -04 -060 1 $ 820.00 $ 820.00 4144 Wenzel Ave. 10- 83570 -04 -050 1 $ 820.00 $ 820.00 4150 Wenzel Ave. 10- 83570 -04 -040 1 $ 820.00 $ 820.00 4156 Wenzel Ave. 10- 83570 -04 -030 1 $ 820.00 $ 820.00 4162 Wenzel Ave. 10- 83570 -04 -020 1 $ 820.00 $ 820.00 4168 Wenzel Ave. 10- 83570 -04 -010 1 $ 820.00 $ 820.00 Subtotal 8 $ 6,560.00 Pond Wynde North R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1451 Pond Wynde N 10- 19975 -03 -110 1 $ 820.00 $ 820.00 1455 Pond Wynde N 10- 19975 -03 -100 1 $ 820.00 $ 820.00 1459 Pond Wynde N 10- 19975 -03 -090 1 $ 820.00 $ 820.00 1463 Pond Wynde N 10- 19975 -03 -080 1 $ 820.00 $ 820.00 1467 Pond Wynde N 10- 19975 -03 -070 1 $ 820.00 $ 820.00 4191 Pond Wynde S Subtotal 5 $ 820.00 $ 4,100.00 Pond Wynde South R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 4167 Pond Wynde S 10- 19975 -02 -070 1 $ 820.00 $ 820.00 4171 Pond Wynde S 10- 19975 -02 -060 1 $ 820.00 $ 820.00 4175 Pond Wynde S 10- 19975 -02 -050 1 $ 820.00 $ 820.00 4183 Pond Wynde S 10- 19975 -01 -010 1 $ 820.00 $ 820.00 4187 Pond Wynde S 10- 19975 -01 -020 1 $ 820.00 $ 820.00 4191 Pond Wynde S 10- 19975 -01 -030 1 $ 820.00 $ 820.00 4195 Pond Wynde S 10- 19975 -01 -040 1 $ 820.00 $ 820.00 Subtotal 7 $ 5,740.00 Total SF Assessments 59 $ 48,380.00 Cashel[ Glenn R -3 Residential P.I.N. Lot Equivalent Unit Assessment Total 4079 CASH ELL GLEN 10- 83570 -02 -010 1 $ 214.00 $ 214.00 4081 CASHELL GLEN 10- 83570 -02 -020 1 $ 214.00 $ 214.00 4083 CASH ELL GLEN 10- 83570 -02 -050 1 $ 214.00 $ 214.00 4085 CASH ELL GLEN 10- 83570 -02 -060 1 $ 214.00 $ 214.00 Subtotal 4 $ 856.00 Wenzel First Addition & Deerwood Ponds ti�2 Arbor Lane R -3 Residential P.I.N. Lot Equivalent Unit Assessment Total 4115 Arbor Ln. 10- 83570 -02 -070 1 $ 214.00 $ 214.00 4117 Arbor Ln. 10- 83570 -02 -080 1 $ 214.00 $ 214.00 4120 Arbor Ln. 10- 83570 -02 -140 1 $ 214.00 $ 214.00 4122 Arbor Ln. 10- 83570 -02 -150 1 $ 214.00 $ 214.00 4123 Arbor Ln. 10- 83570 -02 -030 1 $ 214.00 $ 214.00 4124 Arbor Ln. 10- 83570 -02 -160 1 $ 214.00 $ 214.00 4125 Arbor Ln. 10- 83570 -02 -040 1 $ 214.00 $ 214.00 4126 Arbor Ln. 10- 83570 -02 -130 1 $ 214.00 $ 214.00 4128 Arbor Ln. 10- 83570 -02 -220 1 $ 214.00 $ 214.00 4129 Arbor Ln. 10- 83570 -02 -100 1 $ 214.00 $ 214.00 4130 Arbor Ln. 10- 83570 -02 -230 1 $ 214.00 $ 214.00 4131 Arbor Ln. 10- 83570 -02 -110 1 $ 214.00 $ 214.00 4132 Arbor Ln. 10- 83570 -02 -240 1 $ 214.00 $ 214.00 4133 Arbor Ln. 10- 83570 -02 -120 1 $ 214.00 $ 214.00 4134 Arbor Ln. 10- 83570 -02 -210 1 $ 214.00 $ 214.00 4135 Arbor Ln. 10- 83570 -02 -090 1 $ 214.00 $ 214.00 4136 Arbor Ln. 10- 83570 -01 -060 1 $ 214.00 $ 214.00 4137 Arbor Ln. 10- 83570 -02 -180 1 $ 214.00 $ 214.00 4138 Arbor Ln. 10- 83570 -01 -070 1 $ 214.00 $ 214.00 4139 Arbor Ln. 10- 83570 -02 -190 1 $ 214.00 $ 214.60 4140 Arbor Ln. 10- 83570 -01 -080 1 $ 214.00 $ 214.00 4141 Arbor Ln. 10- 83570 -02 -200 1 $ 214.00 $ 214.00 4142 Arbor Ln. 10- 83570 -01 -050 1 $ 214.00 $ 214.00 4143 Arbor Ln. 10- 83570 -02 -170 1 $ 214.00 $ 214.00 4144 Arbor Ln. 10- 83570 -01 -140 1 $ 214.00 $ 214.00 4145 Arbor Ln. 10- 83570 -01 -020 1 $ 214.00 $ 214.00 4146 Arbor Ln. 10- 83570 -01 -150 1 $ 214.00 $ 214.00 4147 Arbor Ln. 10- 83570 -01 -030 1 $ 214.00 $ 214.00 4148 Arbor Ln. 10- 83570 -01 -160 1 $ 214.00 $ 214.00 4149 Arbor Ln. 10- 83570 -01 -040 1 $ 214.00 $ 214.00 4150 Arbor Ln. 10- 83570 -01 -130 1 $ 214.00 $ 214.00 4151 Arbor Ln. 10- 83570 -01 -010 1 $ 214.00 $ 214.00 4152 Arbor Ln. 10- 83570 -01 -230 1 $ 214.00 $ 214.00 4153 Arbor Ln. 10- 83570 -01 -100 1 $ 214.00 $ 214.00 4154 Arbor Ln. 10- 83570 -01 -240 1 $ 214.00 $ 214.00 4155 Arbor Ln. 10- 83570 -01 -110 1 $ 214.00 $ 214.00 4156 Arbor Ln. 10- 83570 -01 -210 1 $ 214.00 $ 214.00 4157 Arbor Ln. 10- 83570 -01 -120 1 $ 214.00 $ 214.00 4158 Arbor Ln. 10- 83570 -01 -220 1 $ 214.00 $ 214.00 4159 Arbor Ln. 10- 83570 -01 -090 1 $ 214.00 $ 214.00 4160 Arbor Ln. 10- 83570 -01 -350 1 $ 214.00 $ 214.00 4161 Arbor Ln, 10- 83570 -01 -180 1 $ 214.00 $ 214.00 4162 Arbor Ln, 10- 83570 -01 -360 1 $ 214.00 $ 214.00 4163 Arbor Ln. 10- 83570 -01 -190 1 $ 214.00 $ 214.00 4164 Arbor Ln. 10- 83570 -01 -330 1 $ 214.00 $ 214.00 4165 Arbor Ln. 10- 83570 -01 -200 1 $ 214.00 $ 214.00 4166 Arbor Ln. 10- 83570 -01 -340 1 $ 214.00 $ 214.00 4167 Arbor Ln. 10- 83570 -01 -170 1 $ 214.00 $ 214.00 Wenzel First Addition & Deerwood Ponds 4168 Arbor Ln. 10- 83570 -01 -310 1 $ 214.00 $ 214.00 4169 Arbor Ln. 10- 83570 -01 -260 1 $ 214.00 $ 214.00 4170 Arbor Ln. 10- 83570 -01 -320 1 $ 214.00 $ 214.00 4171 Arbor Ln. 10- 83570 -01 -270 1 $ 214.00 $ 214.00 4172 Arbor Ln. 10- 83570 -01 -290 1 $ 214.00 $ 214.00 4173 Arbor Ln. 10- 83570 -01 -280 1 $ 214.00 $ 214.00 4174 Arbor Ln. 10- 83570 -01 -300 1 $ 214.00 $ 214.00 4175 Arbor Ln. 10- 83570 -01 -250 1 $ 214.00 $ 214.00 Subtotal 56 1 �14. Starbridge Court R -3 Residential P.I.N. Lot Equivalent Unit Assessment Total 4123 Starbridge Ct. 10- 83571 -01 -200 1 $ 214.00 $ 214.00 4127 Starbridge Ct. 10- 83571 -01 -190 1 $ 214.00 $ 214.00 4131 Starbridge Ct. 10- 83571 -01 -180 1 $ 214.00 $ 214.00 4135 Starbridge Ct. 10- 83571 -01 -170 1 $ 214.00 $ 214.00 4139 Starbridge Ct. 10- 83571 -01 -160 1 $ 214.00 $ 214.00 4143 Starbridge Ct. 10- 83571 -01 -150 1 $ 214.00 $ 214.00 4147 Starbridge Ct. 10- 83571 -01 -140 1 $ 214.00 $ 214.00 4150 Starbridge Ct. 10- 83571 -01 -210 1 $ 214.00 $ 214.00 4151 Starbridge Ct. 10- 83571 -01 -130 1 $ 214.00 $ 214.00 4154 Starbridge Ct. 10- 83571 -01 -220 1 $ 214.00 $ 214.00 4155 Starbridge Ct. 10- 83571 -01 -120 1 $ 214.00 $ 214.00 4158 Starbridge Ct. 10- 83571 -01 -230 1 $ 214.00 $ 214.00 4159 Starbridge Ct. 10- 83571 -01 -110 1 $ 214.00 $ 214.00 4162 Starbridge Ct. 10- 83571 -01 -240 1 $ 214.00 $ 214.00 4163 Starbridge Ct. 10- 83571 -01 -100 1 $ 214.00 $ 214.00 4166 Starbridge Ct. 10- 83571 -01 -250 1 $ 214.00 $ 214.00 4167 Starbridge Ct, 10- 83571 -01 -090 1 $ 214.00 $ 214.00 4170 Starbridge Ct. 10- 83571 -01 -260 1 $ 214.00 $ 214.00 4171 Starbridge Ct, 10- 83571 -01 -080 1 $ 214.00 $ 214.00 4174 Starbridge Ct, 10- 83571 -01 -270 1 $ 214.00 $ 214.00 4175 Starbridge Ct. 10- 83571 -01 -070 1 $ 214.00 $ 214.00 4178 Starbridge Ct. 10- 83571 -01 -280 1 $ 214.00 $ 214.00 4179 Starbridge Ct, 10- 83571 -01 -060 1 $ 214.00 $ 214.00 4182 Starbridge Ct. 10- 8357.1 -01 -290 1 $ 214.00 $ 214.00 4183 Starbridge Ct. 10- 83571 -01 -050 1 $ 214.00 $ 214.00 4186 Starbridge Ct. 10- 83571 -01 -300 1 $ 214.00 $ 214.00 4187 Starbridge Ct. 10- 83571 -01 -040 1 $ 214.00 $ 214.00 4190 Starbridge Ct, 10- 83571 -01 -310 1 $ 214.00 $ 214.00 4191 Starbridge Ct. 10- 83571 -01 -030 1 $ 214.00 $ 214.00 4194 Starbridge Ct, 10- 83571 -01 -320 1 $ 214.00 $ 214.00 4195 Starbridge Ct. 10- 83571 -01 -020 1 $ 214.00 $ 214.00 4198 Starbridge Ct. 10- 83571 -01 -330 1 $ 214.00 $ 214.00 4199 Starbridge Ct. 10- 83571 -01 -010 1 $ 214.00 $ 214.00 Subtotal 33 $ 7,062.00 Wenzel First Addition & Deerwood Ponds RM Knob Circle R -3 Residential P.I.N. Lot Equivalent Unit Assessment Total 4150 Knob Cir. 10- 42500 -02 -023 1 $ 214.00 $ 214.00 4152 Knob Cir. 10- 42500 -02 -022 1 $ 214.00 $ 214.00 4154 Knob Cir. 10- 42500 -02 -021 1 $ 214.00 $ 214.00 4156 Knob Cir. 10- 42500 -02 -020 1 $ 214.00 $ 214.00 4158 Knob Cir. 10- 42500 -02 -019 1 $ 214.00 $ 214.00 4160 Knob Cir. 10- 42500 -02 -018 1 $ 214.00 $ 214.00 4164 Knob Cir. 10- 42500 -02 -017 1 $ 214.00 $ 214.00 4166 Knob Cir. 10- 42500 -02 -016 1 $ 214.00 $ 214.00 4168 Knob Cir. 10- 42500 -02 -015 1 $ 214.00 $ 214.00 4170 Knob Cir. 10- 42500 -02 -014 1 $ 214.00 $ 214.00 4172 Knob Cir. 10- 42500 -02 -013 1 $ 214.00 $ 214.00 4174 Knob Cir. 10- 42500 -02 -012 1 $ 214.00 $ 214.00 4180 Knob Cir. 10- 42500 -02 -011 1 $ 214.00 $ 214.00 4182 Knob Cir. 10- 42500 -02 -010 1 $ 214.00 $ 214.00 4184 Knob Cir. 10- 42500 -02 -009 1 $ 214.00 $ 214.00 4186 Knob Cir. 10- 42500 -02 -008 1 $ 214.00 $ 214.00 4188 Knob Cir. 10- 42500 -02 -007 1 $ 214.00 $ 214.00 4192 Knob Cir. 10- 42500 -02 -006 1 $ 214.00 $ 214.00 4194 Knob Cir. 10- 42500 -02 -005 1 $ 214.00 $ 214.00 4196 Knob Cir. 10- 42500 -02 -004 1 $ 214.00 $ 214.00 4197 Knob Cir. 10- 42500 -02 -001 1 $ 214.00 $ 214.00 4198 Knob Cir. 10- 42500 -02 -003 1 $ 214.00 $ 214.00 4199 Knob Cir. 10- 42500 -02 -002 1 $ 214.00 $ 214.00 Subtotal 23 $ 4,922.00 Total R -3 Assessments 116 $ 24,824.00 Total Assessments 175 1 $ 73,204.00 R -1 Residential Frontage 5174 66.05% R -3 Residential Frontage 2660 34.0% Non - Assessable Frontage 0.0% Total Frontage 7834 100.0% Wenzel First Addition & Deerwood Ponds W A {-% Wenzel 1st Add. / Deerwood Ponds City of Eap Street Revitalization - Project 1112 Fig. 1 Engineering Department Location Map MI M M 1P M� MINIM, ■ -M AM 'I in it 1&0` giv- 7, i 09641 777771 '16 .108 4120 4 124 wz- -Ar %.�Oashell C Aliz A A 4107 S 407911-4081. 4083-', !3 4117 411 "M. ...... .... 4123 4,119 M 46 4135,'� 0 CD1, 129 ��120 126 41�6 4131 uQ 4124 41221 `4 -;A 4137 i 4134 T4128 ■ 41 3 4141 41 X4132 41 i 4151 4145 4142 (4136 4149 4147 4140 "" A Al 50 90 4 WIT" 4 150 1 56 h 4155 4148 4146 416 V41 ;-0 A 4162 417� e -4 4167. I'M Y mw- ' ®1 4175 4169 4172 4174 4164 V J z.,4168 4170, 4162 -4C -Ct St6tMge A FAINTW ryw,1-4zi, -M ■MM'MnrMMMMMMMM MMMMMMMMMM LEGEND Street improvement Diffley-Ro'ad MMMM, Assessable Area Wenzel First Add. Deerwood Ponds FIG. 2A Street Revitalization - Project 1112 City of Eflon Street Improvement Area \D13 Dqfp, 11126/2012 --k r 1 — sr a taw= Y _ f # 4120 4124 4128 ; . Wit'i 4136 -'' t i 4132 ;Cashel) -Glen : = 4140 r:R� t f 1459, 1455 �,FK ;1451 a 4144 Aw p f 33 43"' '41 X4123 4127, r. x� � � f 4152 P or U 1,4V L ♦ '.- F jqp yl., 4131 4157; 4160 `� 01-4 4165 F xtti_. 4161 r . Ayer � Clr. 4168 g� Knob � Al , i= S Y G e 4175' .�, 962 417n i V 4183 Q p� f� , 0. . - x ,� J��. ;��' , '� ♦ -3 � -�., F �. 417 f 7 _ 4187 r ♦1R _# N s 8 ib 4982 �: ' - � ' - ♦ F � �., . � 141912♦ 3 t S n x`'s, g-. r t - ♦ ., 1` ' AN Ary A 195 0100 ■ LEGEND ■ - -- DIIe,/- ROGd Street Improvement ' Assessable Area � Wenzel First Add. / Deerwood Ponds Street Revitalization - Project 1112 FIG. 2B w tx r Street Improvement Area Q ,�i�•Y nf Efl r'o(gyp ,I'I �� DatP- 11/26/2012 EDGE MILL (6' -8' wide) T 60' ROW 31/2" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Existing Typical Section 60' ROW 32' F -F 11/2" TYPE 2360 WEAR COURSE BITUMINOUS OVERLAY BITUMINOUS TACK COAT 31/2" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE EX. CURB GUTTER REPLACE EX. CURB & GUTTER AS DIRECTED Bituminous Street Overlay Proposed Typical Section 11/08/2012 City q Wenzel 1 st Add. / Deerwood Ponds � ... Cl6y of l EQ� can 4ll Fig. 3 Typical Sections - Project 1112 Engineering Department �ra 5 Wenzel First Addition / Deerwood Ponds Neighborhood Street Revitalization City Project No. 1112 Informational Meeting — 6:30 P.M. Monday, December 26, 2012 Conference Room 1AB Attendance Aaron Nelson, Assistant City Engineer, 2 residents representing 2 multi- family homes (see attached sign -in sheet). Presentation of Project Details Nelson welcomed the residents and presented project information, including details such as construction, costs, schedule and assessments. This meeting was jointly held with the Wexford /Wexford 2nd neighborhood, so questions from both neighborhoods were addressed and included in the meeting minutes. Questions/ Comments 1. Why are the improvements being performed now? The streets appear to be in relatively good condition. The condition of the streets are currently at the point that if improvements are not made at this time, the asphalt will deteriorate at a much quicker rate and will likely require more substantial and expensive improvements in the near future. 2. How long will the construction last? Construction is anticipated to begin in May (weather dependent). The size and scope of the improvements will likely result in a 3 -4 week construction timeframe. 3. Will the road be open during construction? Will access be maintained to driveways? All roads will be open to traffic during construction. We do not anticipate any road closures during the work, however, some phases will require short term lane closures and the contractor will use traffic control devices or flagmen to help direct traffic. Access to driveways should be maintained throughout construction. If curb needs to be replaced at a driveway, residents can park in front of their homes while the concrete cures. 4. How and when will the final assessment amounts be determined? A letter will be mailed to all properties this fall after construction is complete. The letter will include the final assessment amounts associated with each property. It will also invite property owners to another public hearing that specifically addresses the final costs. At the close of this meeting and the City Council's corresponding approval of the final assessment costs, there is a 30 day window in which payments can be made without interest. Payment during this 30 -day period should be made at city hall. After the 30 -day period, any remaining portion of the assessment will be forwarded to Dakota County for collection as part of the property taxes. 3.5% to 5% interest is anticipated to be charged annually until paid in full. 5. Can the townhome assessments be paid by the association? If the association desires to pay the entire assessment amount for all the properties in their development, staff can work with them on financing options. 6. Will more substantial repairs be performed on larger cracks? All larger cracks will be reviewed to determine if more substantial repairs are necessary. Line items will be included in the contract for removal and replacement of asphalt and base material if needed. The meeting adjourned at 7:05 p.m. D4"" INFORMATIONAL MEETING Wenzel First Addition — Deerwood Ponds Neighborhood Street Revitalization City of Ea Ed� Project 1112 Contract 13 -03 Wednesday, December 26, 2012 6:30 p.m. — Conference Room 1AB NAME ADDRESS PHONE NO. 1 1. 2. T� �i �, cV l c� r� vt.l �� v� _ �I I LII r, r c� �t (n S — Y5 Y % c5 3. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Agenda Information Memo January 2, 2013 Eagan City Council Meeting PUBLIC HEARING E. PROJECT 1113, NORVIN OAKS STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1113 (Novin Oaks - 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 23 years, the City has rehabilitated approximately 193 miles of local streets. • The resurfacing of Rusten Road, in the Norvin Oaks development in southwest Eagan, has been programmed for 2013 in the City's 5 -Year Capital Improvement Program. • On June 5, 2012, the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On December 11, 2012, the feasibility report for Project 1113 was presented to the City Council and a Public Hearing was scheduled for January 2 to formally present and discuss the report with the adjacent property owners. • An informational neighborhood meeting was held on December 26 for the adjacent property owners to discuss the proposed improvements. Of the 8 residential lots (5 single - family and 3 vacant lots) proposed to be assessed under this improvement, nobody 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 ac'1 through H(P �� Ir City of Evan bu' To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 11, 2012 Re: Norvin Oaks Street Revitalization City Project No.: 1113 Attached is our report for the Norvin Oaks Street Revitalization, City Project No. 1113. 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 you convenience to review and discuss the contents of this report. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Date: Reviewed By: 6partment of Public Works Reviewed Aaron Nelson Reg. No. 45795 Date: '42 7 %.:?. Finance D partment `,r` Date: 1 -60 TABLE OF CONTENTS ExecutiveSummary ...................................................................... ............................... 1 Introduction / History ....................................................................... ..............................2 Scope............................................................................................. ..............................3 AreaTo Be Included ....................................................................... ..............................3 StreetPavement Evaluation ........................................................... ..............................3 ProposedImprovements ................................................................ ..............................4 Easements /Permits ........................................................................ ..............................6 Feasibility /Recommendations ........................................................ ..............................7 CostEstimate ................................................................................. ..............................7 Assessments.................................................................................. ..............................7 AssessmentFinancing Options ....................................................... ..............................8 RevenueSource ............................................................................. ..............................8 ProjectSchedule ............................................................................ ..............................9 LIST OF APPENDICES Appendix Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 - 2 3 Location Map Street Improvement /Assessment Area Map Typical Section — Mill & Overlay �J\ Executive Summary Background Project Name Norvin Oaks Project # 1113 Street Area 1,964 sq. yds. Street Length 435 feet $ 25,400 (74 %) Constructed 1990 Reconstructed - Streets Included Rusten Road Crack Sealed - Seal Coated 1995 and 2004 Absolute Location SW % of Section 31 Township 27, Range 23 Relative Location South of Cliff Road (CSAH 32) West of Cedar Ave Freeway (TH 77) Project Details • Roadway resurfacing PCI Rating 33/100 • Replacement of damaged curb & Recommended Edge Mill & gutter Improvement 1 -1/2" Overla Scope • Adjustment /Replacement of: Curb Removal 10% o Sanitary /Storm sewer o Utility castings Residential Lots 8 o Watergate valves Commercial /Industrial o Street signage Public Facility Lots Cost Estimate/ Revenue Norvin Oaks 1 1 jCA Property City Mill & Overlay w/ Signage $ 25,000 Repair Existing Concrete Curb & Gutter $ 9,500 $ 9,100 - $ 15,900 $9,500 Total $ 34,500 $ 9,100 (26%) $ 25,400 (74 %) Norvin Oaks 1 1 jCA December 11, 2012 Neighborhood Street Revitalization Norvin Oaks Eagan, Minnesota 4 Ra' 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 that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. 435 feet of Rusten Road, in the Norvin Oaks development in southwestern Eagan, has been identified for 2013 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street in this residential neighborhood was constructed in 1990. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is currently in the 23 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 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 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 if not combined with the bituminous overlay proposed with this project. Norvin Oaks 2 `35 Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) in the project area and determined the underground systems are generally 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 above ground 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 435 feet 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, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and street signage. �Area To Be Included Properties included in the project lie within the SW % of Section 31, lying South of Cliff Road (CSAH 32), West of Cedar Avenue Freeway (TH 77), in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. -dam. 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 Norvin Oaks 3 1�} The 2012 PCI rankings for the street segments have a weighted average pavement condition rating of 33 which falls in the upper rankings of the "Reconstruct /Reclaim" category. While the pavement condition falls into the Reconstruct /Reclaim category, the types of pavement distresses do not reflect significant subgrade issues, and the existing pavement still has substantial strength. Therefore, a mill & overlay of this street will provide a reasonable pavement life expectancy. The 2013 construction season is the critical time to construct the bituminous overlay on this street, before its condition deteriorates further and warrants full reconstruction ';;�>Proposed Improvements Pavement - The proposed street improvements for Norvin Oaks are n shown in Figure 3. The existing street section for this roadway consists of 3" bituminous pavement supported by 6 "gin �� 4 gravel base. The existing bituminous ►�` ,, surface will be milled adjacent to the ►�''`' , existing curb and gutter (6' -8' wide) to ► accommodate a 1% -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for 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 replaced if severely cracked, spalled, or settled. It is estimated that approximately 10% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with either sod or seed. While the contractor who performs the work is responsible for its establishment (sod for 30 days, seed for longer), adjacent property owners are encouraged to consistently water the new turf, where possible, to help ensure its growth. Norvin Oaks 4 26 Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, 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. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. n I; mss, Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are also in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Storm Water Quality Improvements — Several pond improvements to improve storm water quality have been identified in the 2013 -2017 CIP and are proposed for construction in 2013 and 2014. Timing will be determined based on the scope of the improvements, required permits and public comment periods, soil testing results, and the desirable time of year to construct the improvements. These improvements will either be performed in- house, or through separate contract. The work proposed in the Norvin Oaks area includes removing approximately 59 cubic yards of sediment from City Pond AP -34. Because this work will not be assessed, but will be financed through the City's existing Storm Water Utility Fund 1126 — Storm Norvin Oaks 5 �3(0 Drainage System Renewal and Replacement, preliminary cost estimates are not included in this report and the costs are not proposed to be assessed. Easement Permits All work will be in the public right -of -way. It is anticipated that no permits will be required for the revitalization project. Norvin Oaks 6 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 It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2013 — 2017) 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. .r Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2013 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: Norvin Oaks • Mill & Overlay w/ Signage ...................... ............................... $ 25,000 • Repair Existing Concrete Curb & Gutter . ............................... 9,500 Total............................................ ............................... $ 34,500 1;�>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. City Special Assessment Policy Mill & Overlay - Low - Density Residential (R- 1,2,3) Repair Existing Concrete Curb & Gutter Norvin Oaks 7 Assessment Ratio Property City 50% 50% - 100% Residential Lots — 8 residential lots are adjacent to this section of Rusten Road (5 single family residential lots with front yard frontage and 3 vacant lots with front yard frontage). All residential lots with front yard frontage (8 total), as shown on Figure 2, 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's Assessment Policy is $1,140/lot and is calculated as follows: • 912' (Residential Front Yard Frontage) / 1,246' (Total Frontage) = 73% Residential Front Yard Frontage • $25,000 (Mill & Overlay Costs) x 50% x 73% = $9,125 (Total Assessment) • $9,125 (Total Assessment) / 8 Lots = $1,140 /Lot The remaining Rusten Road frontage within the project area (334' or 27 %) is either sideyard or backyard property with no driveway accesses, and therefore not assessable under the City's Assessment Policy. 1;�>Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over five years for residential owners. In 2012, the interest rate was set at 3.5 %. The 2013 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of a single family assessment of $1,140 with an estimated 3.5% interest for the assessed amounts: FFPrincipal Per Year Interest Per Year F Cost Per Year First Year $228 $47 $275 Fifth Year F $228 $ 8 F $236 Bonds may be issued to finance the improvements. -rte Revenue Source A summary of revenue sources is listed below: Norvin Oaks 8� Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 25,000 $ 9,100 $ 15,900 Repair Existing Curb & Gutter $ 9,500 - $ 9,500 Totals $ 34,500 $ 9,100 $ 25,400 Norvin Oaks 8� The City's Major Street Fund will finance the estimated project deficit of $25,400 (74% of total). 1;�>Proaect Schedule Present Feasibility Report to City Council/ Order Public Hearing ........................ ............................... .......................December 11, 2012 Informational Meeting ..................... ............................... .......................December 26, 2012 PublicHearing ....................................... ............................... ........................January 2, 2013 Approve Plans and Specifications ............................... ............................... February 5, 2013 BidDate ........................................................................... ............................... March 7, 2013 Award Contract ............................................................. ............................... March 19, 2013 Start Construction .............................................................. ............................... May 1, 2013 ProjectCompletion ........................................................... ............................... August, 2013 Final Cost Report .................................... ............................... .....................September, 2013 Final Assessment Hearing ............................. ............................... ..........................Fall, 2013 First Payment Due with Property Tax Statement ............ ............................... May 15, 2014 Norvin Oaks 9 Ho Appendix A Preliminary Cost Estimate City Project 1113 - Norvin Oaks Part I - Bituminous Street Overlay Est Estimated Item No. Item Unit Unit Price 1 $ 2,000.00 2104.505 Remove Bituminous Pavement SY City Cost Part I - Bituminous Street Overlay 2021.501 Mobilization LS $2,000.00 1 $ 2,000.00 2104.505 Remove Bituminous Pavement SY $7.50 20 $ 150.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $24.50 2 $ 49.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $1.60 840 $ 1,344.00 2357.502 Bituminous Material for Tack Coat GAL $2.75 110 $ 302.50 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 2 $ 200.00 2360.501 SP WEA240B Wearing Course Mixture (Overlay) TON $58.00 200 $ 11,600.00 2504.602 Adjust Gate Valve Box EA $110.00 2 $ 220.00 2504.602 Repair Gate Valve Top Section w /Cover EA $275.00 1 $ 275.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $210.00 2 $ 420.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $425.00 2 $ 850.00 SP -1 Signage Remove & Replace LS $400.00 1 $ 400.00 2563.601 Traffic Control LS $500.00 1 $ 500.00 Subtotal $ 18,310.50 5% Contingency $ 915.53 Subtotal $ 19,226.03 30% Indirect Costs $ 5,767.81 Part I - Bituminous Street Overlay $ 24,993.83 Norvin Oaks 10 M1 Item No. Item Unit Unit Price Est Estimated 2104.505 Remove Bituminous Pavement SY $7.50 Qty Cost Part II - Repair Existing Curb & Gutter 2104.505 Remove Bituminous Pavement SY $7.50 20 $ 150.00 2211.501 6 "Aggregate Base, Cl. 5 (100% Crushed) TON $24.50 2 $ 49.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $100.00 4 $ 400.00 2504.602 Repair Residential Sprinkler Head EA $70.00 2 $ 140.00 2504.602 Repair Sprinkler System EA $375.00 1 $ 375.00 2506.602 Remove & Replace CB Structure (2'x 3') EA $3,150.00 1 $ 3,150.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $150.00 1 $ 150.00 2531.501 Concrete Curb and Gutter, B618 LF $16.15 20 $ 323.00 2531.501 Concrete Curb and Gutter, Surmountable LF $16.00 100 $ 1,600.00 2540.602 Repair Underground Electric Fence EA $130.00 1 $ 130.00 2573.530 Storm Drain Inlet Protection EA $120.00 1 $ 120.00 2575.609 Seeding (MnDOT 270 w /Type 1 Mulch Special) SY $8.00 30 $ 240.00 2575.551 Compost, Grade 1 TON $40.00 4 $ 160.00 Subtotal $ 6,987.00 5% Contingency $ 349.35 Subtotal $ 7,336.35 30% Indirect Costs $ 2,200.91 Part II - Repair Existing Curb & Gutter $ 9,537.26 Part I - Bituminous Street Overlay $ 24,993.83 Part II - Repair Existing Curb & Gutter $ 9,537.26 Project 1113 Total Cost $ 34,531.09 Norvin Oaks 11 1 LA �L, Appendix B Preliminary Assessment Roll Project 1113 - Norvin Oaks Rusten Road R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 2179 STORLAND ROAD 10- 52200 -01 -030 1 $1,140.00 $1,140.00 2183 STORLAND ROAD 10- 52200 -01 -020 1 $1,140.00 $1,140.00 4850 RUSTEN ROAD 10- 76150 -01 -010 1 $1,140.00 $1,140.00 4860 RUSTEN ROAD 10- 76150 -01 -020 1 $1,140.00 $1,140.00 4870 RUSTEN ROAD 10- 64925 -01 -010 1 $1,140.00 $1,140.00 Vacant Lot 10- 64925 -01 -020 1 $1,140.00 $1,140.00 Vacant Lot 10- 19875 -01 -040 1 $1,140.00 $1,140.00 Vacant Lot 10 19875 -01 -.030 1 $1,140.00 $1,140.00 Subtotal 8 $9,120.00 42 SF Lots I Total Assessments 1 $9,120.00 Residential Frontage 912 73.2% Non - Assessable Frontage 334 26.8% Total 1246 100.0% Norvin Oaks 12 Norvin Oaks City of Eakan Street Revitalization - Project 1113 Fig. 1 Engineering Department Location Map Iq4 Alpl� Norvin Oaks � Street Revitalization - Project 1113 FIG. 2 w City Of Eap Street Improvement Area IL4 Date: 11/26/2012 EDGE MILL (6' -8' wide) T 1 C• t 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Existing Typical Section 50' ROW QW219 11/2" TYPE 2360 WEAR COURSE BITUMINOUS OVERLAY BITUMINOUS TACK COAT 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section EX. CURB & GUTTER REPLACE EX. CURB & GUTTER AS DIRECTED 3 " :-. Norvin Oaks City of Eap Fig. 3 Engineering Department Typical Sections - Project 1113 Agenda Information Memo January 2, 2013, Eagan City Council Meeting VII. NEW BUSINESS A. PLANNED DEVELOPMENT AMENDMENT — INLAND TRS PROPERTY MANAGEMENT, INC. (LOTS 4 & 5, DIFFLEY MARKETPLACE 2" ADDN.) ACTION TO BE CONSIDERED: To approve (or direct preparation of Findings of Fact for Denial) an Amendment to the Preliminary Planned Development to allow a full- service restaurant with outdoor dining upon Lot 4, Block 1, and a multi- tenant retail building upon Lot 5, Block 1, Diffley Marketplace 2nd Addition, subject to the conditions listed in the APC minutes. To approve (or direct preparation of Findings of Fact for Denial) a Final Planned Development for a multi- tenant retail building upon Lot 5, Block 1, Diffley Marketplace 2nd Addition, subject to the conditions listed in the APC minutes. REQUIRED VOTE FOR APPROVAL: At least three votes. FACTS: ➢ The subject site is part of the Diffley Marketplace Planned Development, which also encompasses the three lots to the west. ➢ Final Planned Development for Lots 4 and 5 is required to go through Site Plan Review by the City Council. At this time, Final PD approval also is requested for Lot 5. A future Final PD with Site Plan review by the City Council will be required for Lot 4. ➢ The 2007 Preliminary PD Agreement for Diffley Marketplace established a potential future Class I1 restaurant upon Lot 4 and a potential future bank/financial institution upon Lot 5, both with drive - through service. ➢ The applicant is proposing to amend the Preliminary PD Agreement to allow different uses as follows. • Lot 4 = Full- service restaurant with outdoor dining. A separate PD Amendment would be required in the future for on -sale liquor, patio dining >24 seats, or patio <200' from residential • Lot 5 = Multi- tenant retail commercial building. A separate PD Amendment would be required in the future for a possible daycare or any other conditional use within the NB zoning district. ➢ This amendment removes drive - through service from the Preliminary PD for both lots. ➢ The Final PD for Lot 5 provides a building that is consistent in size and appearance with the other two multi - tenant retail buildings in this development. ➢ The Diffley Marketplace development was designed with consolidated access and cross - easements internally for ingress /egress and parking. A storm drainage pond is located on the eastern portion of Lot 5. 0-1 ➢ With the proposed PD Amendment, both Lot 4 and Lot 5 individually satisfy the minimum required 30% green space ratio for commercial development. The Diffley Marketplace Preliminary PD evaluated green space over the entire site, which was a single parcel at the time of initial development. The site was later subdivided into 5 lots. ISSUES: Correspondence was received from a neighbor concerned about the maintenance and effectiveness of the landscape buffer between her home and the development. While her residential lot does not abut either Lot 4 or Lot 5, the Applicant also owns the lot adjacent to the writer's property, and has been made aware of the resident's concerns. 60 -DAY AGENCY ACTION DEADLINE: February 3, 2013 ATTACHMENTS: (4) Location Map, page I H9 Draft December 20, 2012 APC Meeting Minutes, pages ISO through ISO Planning Report, pages 153 through 19a Public Correspondence, pages 1q through 1(� Location Map orthview Park Subject Site -�F it � Map Area Extent I Feet Project Name: Diffley Marketplace 0 500 1,000 2,000 Request: Planned Development Amendment Legend Case No.: 26-PA-10-11-12 = Parcels En Z City of Eap I Buildings Parks \ City Boundary N M Advisory Planning Commission December 20, 2012 Page 3 of 10 B. Diffley Marketplace 2nd Addition Applicant Name: Inland TRS Property Management LLC Location: 1004 & 1008 Diffley Road; Lots 4 and 5, Block 1, Diffley Marketplace 2nd Add n. Application: Planned Development Amendment A Planned Development Amendment to allow 5,580 SF full- service restaurant and a multi - tenant retail building. File Number: 26- PA- 10 -11 -12 Member Dugan stated he will be abstaining from voting on this item Planner Dudziak introduced this item and highlighted the informationpresented in the City Staff report dated December 17, 2012. She noted the background and history _ =She also noted that the Applicant had withdrawn the request for on -sale liquor omLot 4. =_ Paul Meyer, Architect for Inland TRS Property Management LL-C discussed the-history of the property and leases held. He stated the proposed rd _b uildinglsyirtually a replica _ of the two existing retail buildings on the site. He discussed the land_scapb plan between the trash enclosure and the building. He explained that in order toWhave_an attached enclosed trash area the collection drive would have to be extended and the landscaped area would be lost. He discussed the daycare use stating it would be_-on_ the south side .-the property and green space has been reserved for a play area. Member Vanderpoel asked about relocating the outdoor seatm_g She asked for reassurance that there is no drive- through�planned for the restaurant. -- Mr. Meyer stated satisfaction with the outdoor seating arrangement. He stated the plans do not show a drive - through restaurant use at this time, however, he could not speak for the owner. Secretary Piperasked why the trash enclosure on Lot 5 could not be located to the south if attached to the °buildtrg Mr. Meye_r_stated the gradmg_change would not allow for the trash enclosure to be located on the south= Welevation. Chair Heaney opened the public hearing. There being no pubbc`comment, Chair Heaney closed the public hearing and turned the discussion back to the- _Commission. Chair Heaney mentioned an e -mail that had been submitted from a neighboring resident to the subject site. Planner Dudziak explained that the resident who submitted the email lives to the south on the east side of the trail that connects the development to the neighborhood. cShe discussed the bike path and landscaping installed by the original developer and noted it has been inspected and found to be in compliance with the approved plans. Advisory Planning Commission December 20, 2012 Page 4 of 10 Member Piper asked if this development would reduce the amount of green space. He also stated concern for shortage of parking and asked how many stalls would be gained by reducing the stall sizes from 10' to 9' in width. Planner Dudziak explained that the original green space calculation was for the entire site, all five lots. She stated now that the lots are subdivided, the green space is divided by each lot. She stated approximately four additional stalls would be gained by reducing the parking stall size to 9x18 FT. Member Supina discussed the bike path and stated he visited the site:a_nd was able to see the parking lot from one vantage point on the path where the berming is == lower: He suggested minor adjustments to the landscaping, evergreens, or the fence to solveg fhe issue. City Planner Ridley stated the issue was part of the landscape uarant_ee =that has been deemedcomplete by the previous developer and the city._ - -_ Mr. Meyer displayed a photo of the portion of the biWath in question and stated_ the applicant would be happy to install a few plantings in the area_n_question_ to help resolve the_problem with the view of the parking lot from the bike path. - = _ -- There was discussion on the process if a daycare occupies-ffe property. Mr. Meyer stated thee Applicant wishes t4 have-daycare as an allowable use for Lot 5, and they are willing to come back for a Conditional Use Permitor Amend mebt to�Planned Development with the specifics of the daycare proposal on a user has -been identified. Member Supina moved, Secretary Piper seconded a motior-q-tollecorn mend approval of an Amendment to the Preliminary- Planned Development to=allow afull- service restaurant with outdoor dining upon Lot 4, Block 1,- -and a multi- tenant retail building upon Lot 5, Block 1, Diffley Marketplace 2 "d Add 'itionq_sublect to=the following cor ditions as amended: 1. A Final Planned.-Development Agreement shall- be executed for each lot. The following plans are neb ssary_for the Final Plann6T evelopment Agreement: • Final Site Plante • Final Building Elevations • F------Site Lighting PlAh • Final_Landscaping Plan: • Final St, page Plan 2. Final Planned Development approval for each building. Each Final Planned Development application will - requirea =Site Plan Review by the City Council. 3. Uses permitted within =the NB zoning district shall be permitted within the retail building upon Lot 5. Any daycare use shall be subject to Planned Development Amendment. 4. Development of Lots 4 and 5 shall be subject to the minimum setback requirements in the NB zoning district, except that any proposed buildings shall be set back a minimum of 50 feet from the south property line, and parking may be set back 15 feet from Diff ley Road. 5. The trash enclosures shall meet the 30 -foot setback from the south property line. Trash storage fer Lot 5 shall be redGSIgRed GUGh that the GRG'eSUFG is attaGhed to the prindpa� buildi Inn 6. Consideration should be given to possible relocation of the patio at the time of Final Planned Development. s� Advisory Planning Commission December 20, 2012 Page 5of10 7. Outdoor patio dining shall not exceed 24 total seats and shall be subject to building permit, SAC determination and Site Plan approval by City staff. 8. The developer shall provide evidence of existing cross - easements for ingress /egress and parking in a form acceptable to the City Attorney. 9. All public streets and utilities necessary to provide service to this development shall be designed by a registered professional engineer in accordance with City Codes and engineering standards, guidelines and policies. 10. The development should utilize fixtures to match the existing site lighting. The Final Site Lighting Plan for Lots 4 and 5 should be revised to provide better consistency in illumination with an average to minimum footcandle ratio within the parking lots_of closer to 4. 11. One monument sign shall be permitted for each building, in accordancewith City Code requirements. 12. The Landscape Plan shall be revised for the PD Agreementlto include the detail planting specifications, and to fully screen the transformer units. - =_ 13. A financial guaranty for landscaping shall be provided-in aec_ordance with City Code requirements. _ 14. Rooftop mechanical equipment shall be screened 1h accordance with City Code standards. 15. The architecture and exterior finish materials fog this building_ should match -the-other two buildings. - - 16. Awnings on the retail buildings on Lot 5 shall be a canvas_or Sunbrella material and shall not be illuminated and shall contain no signage. 17. Hours of operation for commercial businesses shall be restricted to between 6:00 a.m. and 12:00 a.m. (midnight). 18. Construction operations shall cease at 9 OOlpm -_ 19. Parks and trails dedications shall be fulfilled through cash dedication, payable at the time of building permit issuance at the rates then Jn effect _ 20. An overall green space calculation shall be-pr edfor the=entire Diffley Marketplace development.. OEM All voted in favor. Motion carried 5=Q'. Member Dugan abstained -from votg,= on_this item Isa PLANNING REPORT CITY OF EAGAN REPORT DATE: December 17, 2012 APPLICANT: Inland TRS Property Mgt., Inc. PROPERTY OWNER: Inland Diffley Marketplace, LLC REQUEST: Planned Development Amendment CASE: 26- PA- 10 -11 -12 HEARING DATE: December 20, 2012 APPLICATION DATE: Dec. 5, 2012 PREPARED BY: Pamela Dudziak LOCATION: South of Diffley Road, West of Daniel Drive Lots 4 & 5, Diffley Marketplace 2nd Addition COMPREHENSIVE PLAN: RC, Retail Commercial ZONING: PD, Planned Development SUMMARY OF REQUEST The applicant is requesting approval of an Amendment to the Preliminary Planned Development to change the uses and modify the Site Plan for Lots 4 and 5, Block 1, Diffley Marketplace 2nd Addition. The PD Amendment proposes a full - service restaurant with outdoor dining and possibly with on -sale liquor upon Lot 4, and a multi- tenant retail building upon Lot 5. The applicant has also requested approval of a Final Planned Development for the proposed retail building upon on Lot 5. The APC is not required to take a separate action regarding a recommendation on the proposed Final Planned Development. AUTHORITY FOR REVIEW Chapter 11, Section 11.50, Subdivision 5 states, in part, 1. The provisions of this chapter may be amended by the majority vote of the council, except that amendments changing the boundaries of any district or changing the regulations of any district may only be made by an affirmative vote of two - thirds of all members of the council. 2. The Council shall not rezone any land or area in any zoning district or make any other . proposed amendment to this chapter without first having referred it to the advisory planning commission for its consideration and recommendation. Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Page 2 In addition, Chapter 5, Business Licenses, requires a liquor license for on -sale liquor. In addition to establishing the conditions of operation, the license requirements include the following: Subd. 5. No person under the age of 18 years shall be employed upon premises .. . except ... as musicians or to perform the duties of a busboy or dish - washing services in a place defined as a restaurant. Subd. 8. No license shall be granted for a proposed licensed premises that does not meet the special use setback, as defined in the zoning regulations of this Code, from any nursery, elementary or secondary school structure; daycare center structure; or church structure, except as provided herein. A license may be granted for a proposed licensed premises not meeting the special use setback, as defined in the zoning regulations of this Code, from any of the above listed uses when the proposed licensed premises and listed uses are located within the same zoning district and planned commercial development. Subd. 10. On -sale licenses shall be granted only to hotels, traditional restaurants and clubs. Subd. 11. . . . All on -sale licenses shall be for premises situated in a commercial or industrial use district under a conditional use permit .... No license shall be held for more than two years without being used. The special use setback is defined as 200 feet to the nearest point on the property line of the lot on which the protected use is located. BACKGROUNWHISTORY The two parcels are part of a Preliminary Planned Development that was approved in 2005 and included the three parcels to the west. The Preliminary Planned Development Agreement was executed in 2007. At that time, the development site was platted as a single lot, and was later subdivided into five parcels, one parcel per proposed building. The term of the Preliminary PD was 5 years; thus the Preliminary PD expired in August 2012, but it has not been terminated. The Preliminary Planned Development Agreement showed a potential future Class II restaurant with drive - through service upon Lot 4, and a potential future bank/financial institution with drive - through service upon Lot 5. The Preliminary Planned Development Agreement required a Final Planned Development for each building, and that Final Planned Development for Phase II (Lots 4 and 5) go through Site Plan Review by the City Council. EXISTING CONDITIONS The subject site was graded, access provided and utilities installed, with the initial site development in 2008. The anchor grocery store and two multi- tenant retail buildings were constructed at that time. A stormwater pond is located on the east side of Lot 5 and serves the subject site and surrounding development. Landscaping was installed along the south boundary of the Diffley Marketplace development, adjacent to the residential neighborhood. The initial development was �sq Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Page 3 designed with internal private drives to allow movement between the lots and for consolidated shared access to the adjacent public streets. Access to the subject site is provided from Diffley Road to the north, and also from Lexington Avenue via Patrick Road to the west. Daniel Drive provides access into the development only. Cross easements for ingress and egress were established with the subdivision in 2007. The applicant should provide evidence of these easements to the satisfaction of the City Attorney. Compliance with parking requirements should be demonstrated at time of development for Lots 4 and 5. The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: EVALUATION OF REQUEST Compatibility with Surrounding Area — The surrounding area contains a mix of residential, commercial and school uses. The Planned Development for this site allows retail commercial uses. Proposal — The applicant is proposing different uses and corresponding modifications to the Preliminary Site Plan for these two lots. Lot 4 - The use for Lot 4 is proposed to be changed from a Class Il restaurant with drive - through service to a full- service restaurant including outdoor dining and possibly on -sale liquor. In May 2012, the City adopted new restaurant definitions. The previous Class Il definition referred to fast -food, cafeteria, or drive- through service. With the May 2012 ordinance amendment, a full - service restaurant is defined as "an eating facility that provides full wait staff service where food /beverages are ordered, served and consumed by the customer while seated at a table, booth or counter. Accessory use may include take -out food service. No drive - through service is provided." On -sale liquor is typically considered a conditional use in commercial zoning districts, and thus requires specific zoning approval by the City Council within a Planned Development. Liquor licensing regulations in the City Code require a 200' special use setback from schools, churches and daycare centers, for establishments serving on -sale liquor. The proposed building appears to satisfy the 200' setback from the school north M Existing Use Zoning Land Use Designation North School P, Public QP, Quasi - Public East Single- family residential PD, Planned Development LD, Low Residential South Single-family residential PD, Planned Development .Density LD, Low Density Residential West Retail /Cub /Walgreen's PD, Planned Development RC, Retail Commercial EVALUATION OF REQUEST Compatibility with Surrounding Area — The surrounding area contains a mix of residential, commercial and school uses. The Planned Development for this site allows retail commercial uses. Proposal — The applicant is proposing different uses and corresponding modifications to the Preliminary Site Plan for these two lots. Lot 4 - The use for Lot 4 is proposed to be changed from a Class Il restaurant with drive - through service to a full- service restaurant including outdoor dining and possibly on -sale liquor. In May 2012, the City adopted new restaurant definitions. The previous Class Il definition referred to fast -food, cafeteria, or drive- through service. With the May 2012 ordinance amendment, a full - service restaurant is defined as "an eating facility that provides full wait staff service where food /beverages are ordered, served and consumed by the customer while seated at a table, booth or counter. Accessory use may include take -out food service. No drive - through service is provided." On -sale liquor is typically considered a conditional use in commercial zoning districts, and thus requires specific zoning approval by the City Council within a Planned Development. Liquor licensing regulations in the City Code require a 200' special use setback from schools, churches and daycare centers, for establishments serving on -sale liquor. The proposed building appears to satisfy the 200' setback from the school north M Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Page 4 of Diffley Road. However, the proposed restaurant with on -sale liquor on Lot 4 would not meet a 200' special use setback from a possible daycare on Lot 5 (the applicant's narrative includes a daycare center as a possible use within the proposed building on Lot 5). Enclosure of the patio space and controlled access from within the building is required if the restaurant will be serving liquor, as is proposed for this site. Since the restaurant tenant is not yet secured, the patio plan details are unknown. Consideration should be given to possible relocation of the patio at the time of Final Planned Development. The patio may be better situated on the south side of the building, surrounded by green space and landscaping rather than bordered by the drive lane. However, a location on the south side of the building does not meet the 200' special use setback from the residential lots to the south; the proposed principal building is set back approximately 165'. Thus relocation of the patio would be a deviation to City Code standards. The acceptability of a reduced setback is a policy matter for City officials. The proposed outdoor patio is subject to compliance with City Code standards, to be demonstrated at the time of Final Planned Development. The patio should not provide more than 24 seats, so as not to require additional parking. If alcoholic beverages will be served in the patio area, a fencing plan for the outdoor dining area must be provided for review and approval of the City. A sewer availability charge will be part of the Building Permit review. The applicant and /or future tenant(s) should submit a patio plan for staff approval and obtain a Building Permit for the required fence. Lot 5 — The use for Lot 5 is proposed to be amended from a bank/financial institution with drive- through service to a multi- tenant retail building. The Diffley Marketplace retail center has two other similar multi- tenant retail buildings just to the west of the subject site. According to the applicant's narrative, potential tenants for the proposed building include "an orthodontic clinic, dentist office, day care center, frozen yogurt and cellular telephone stores" and states "this list of "potential tenants compliments the current tenancy at the Center." The Preliminary PD allowed for uses permitted within the NB zoning district as permitted uses within the two existing retail buildings in this development. Staff suggests the same parameters be applied to the proposed multi- tenant retail building on Lot 5. Currently, the permitted uses in the NB zoning district include bakeries; barbershops; beauty salons; clinics; clubs and lodges; copy center; drug stores; financial institutions without drive - through facilities; florists; freestanding satellite dishes subject to the regulations elsewhere in this chapter; funeral homes and mortuaries; gift shops; hardware stores; hobby shops; laundry and dry cleaners; Laundromats; off -sale liquor stores; photography studios; offices; restaurants Full - service [no on -sale liquor] and Casual; shoe stores; specialty food stores; sporting goods stores; and variety stores. With the exception of the day care center, the uses mentioned in the applicant's narrative are permitted uses within the NB zoning district; a daycare center is a conditional use. ISO Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Page 5 Daycare centers also require outdoor play space, which is not provided for on this plan. For these reasons, and because of the proximity of the proposed on -sale liquor on the adjacent lot, any daycare use should be excluded at this time. Bulk Standards — The Diffley Marketplace Planned Development was generally evaluated against the Neighborhood Business zoning standards. Where not otherwise specified, the NB zoning district is also used as the basis for evaluation for this proposed PD Amendment. Setbacks — The Preliminary PD stipulates that the Phase II development (Lots 4 and 5) be subject to setback requirements of the NB zoning district, except that buildings shall be set back a minimum of 50' from the south property line, and parking may be set back 15' from Diffley Road. Both proposed buildings utilize the allowed 15' parking setback from Diffley Road, and the proposed buildings are set back at least 75' from the south property line. Trash enclosures are required to meet a minimum 30' setback from the south property line. City Code requires that trash enclosures be attached to the principal building. Trash storage for Lot 5 should be redesigned such that the enclosure is attached to the principal building. Building Coverage — Proposed building coverage on Lot 4 is 5,580 s.f. or 11.8% of the 47,186 s.f. lot. Proposed building coverage on Lot 5 is 9,424 s.£ or 10.6 % of the 88,644 s.f. lot. Both are less than the maximum 20% building coverage ratio of the comparable NB zoning district. Green Space — The PD zoning allowed for green space to be evaluated over the entire Diffley Marketplace development as a whole, and the initial development provided 32.4% green space. The proposed development provides more than the minimum 30% green space for each of Lots 4 and 5, however, no information was provided as to how the green space with amended site plan compares to the initial development plan. Parkin — Parking for proposed Lot 5 is required at a ratio of 1 stall per 200 s.f. up to 10,000 s.f. for retail uses. Medical and dental clinics require the greater of three stalls for each staff doctor on the premises at any one time, or one stall for each 150 s.f. of gross floor area. With a 9,424 s.f. building, 47 parking stalls are required for retail. Up to 63 parking stalls would be required if the entire building were to be office and clinic uses. The site plan provides 40 parking stalls. The proposed PD Amendment falls short of the minimum required parking per City Code. The applicant has indicated that the existing easements provide for cross - parking as well as ingress /egress. While Lot 5 may have less than the required minimum amount of parking, it appears that Lot 3 may have more. With cross - parking easements in place, the 7- stall shortage on Lot 5 may be adequately accommodated by the ability for overflow and shared parking provided by the easements. 159 Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Page 6 Restaurant parking is required at a ratio of 1 stall for 3 seats based on capacity design. With seating counts unknown for the restaurant the proposed 41 parking stalls limits restaurant seating on Lot 4 to 123. Parking stalls are proposed to be 10' x 19' as required by City Code. Two -way drive aisles meet the required minimum width of 24'. The Preliminary PD anticipated a shared access to Lots 4 and 5 from the southerly drive and this curb cut was installed with the initial site development. The proposed PD Amendment utilizes a similar design with a single drive lane to access parking on both lots, resulting in a zero pavement setback between Lot 4 and 5. This is deviation from typical City Code standards, however, it is consistent with the Preliminary PD. Building Address Numbers - Building address numbers should be installed and displayed in accordance with the provisions in Section 2.78 of the City Code. Signage — The Preliminary Planned Development provided for one 10' free - standing sign on each lot, with a 60 s.f. sign face. The submitted Site Plan does not propose to utilize the free - standing signage. However, the applicant has indicated a desire to retain the ability to install the free- standing signs in the future, in compliance with City Code standards. City Code permits one monument sign per building, with a maximum total height of 7', and such signs must be set back a minimum of 10' from the property line. Landscaping — The perimeter of the development site was landscaped with initial development. This includes berming and landscape beds along Diffley Road, trees and shrubs around the pond on the east side of Lot 5, and a landscape buffer along the south side of the shared private drive. New landscaping consists of foundation plantings, landscape islands, and additional screening and buffering south of the proposed buildings. Both lots appear fully landscaped and utilize a variety of plant materials. Most of the plant materials are the same as used elsewhere in the Diffley Marketplace development and a few new plant materials are introduced, creating consistency without monotony. The Landscape Plan should be revised for the PD Agreement to include the detail planting specifications. A financial guarantee for the landscaping should be provided at the time of building permit in accordance with City Code requirements. 15,9 Proposed Parking Required Parking Difference Lot 4 41 stalls 1/3 seats = max 123 seats Lot 5 (retail) 40 stalls 1/200 = 47 stalls -7 stalls Lot 5 (office /clinic) 40 stalls 11150 = 63 stalls -23 stalls Parking stalls are proposed to be 10' x 19' as required by City Code. Two -way drive aisles meet the required minimum width of 24'. The Preliminary PD anticipated a shared access to Lots 4 and 5 from the southerly drive and this curb cut was installed with the initial site development. The proposed PD Amendment utilizes a similar design with a single drive lane to access parking on both lots, resulting in a zero pavement setback between Lot 4 and 5. This is deviation from typical City Code standards, however, it is consistent with the Preliminary PD. Building Address Numbers - Building address numbers should be installed and displayed in accordance with the provisions in Section 2.78 of the City Code. Signage — The Preliminary Planned Development provided for one 10' free - standing sign on each lot, with a 60 s.f. sign face. The submitted Site Plan does not propose to utilize the free - standing signage. However, the applicant has indicated a desire to retain the ability to install the free- standing signs in the future, in compliance with City Code standards. City Code permits one monument sign per building, with a maximum total height of 7', and such signs must be set back a minimum of 10' from the property line. Landscaping — The perimeter of the development site was landscaped with initial development. This includes berming and landscape beds along Diffley Road, trees and shrubs around the pond on the east side of Lot 5, and a landscape buffer along the south side of the shared private drive. New landscaping consists of foundation plantings, landscape islands, and additional screening and buffering south of the proposed buildings. Both lots appear fully landscaped and utilize a variety of plant materials. Most of the plant materials are the same as used elsewhere in the Diffley Marketplace development and a few new plant materials are introduced, creating consistency without monotony. The Landscape Plan should be revised for the PD Agreement to include the detail planting specifications. A financial guarantee for the landscaping should be provided at the time of building permit in accordance with City Code requirements. 15,9 Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Page 7 Mechanical Equipment — City Code requires that rooftop mechanical equipment be fully screened using parapet walls with a minimum 30" height, placement of units a minimum of 20' from the building edge, and physical screens if necessary. The submitted building elevations show that mechanical equipment will be screened by parapet walls designed into the building architecture. A sight line analysis is included with the building elevation drawings to show the placement of the rooftop units relative to the parapets, as viewed from the property boundaries. Two transformers are shown in the islands off the north end of each building. If possible, the transformers should be relocated closer to the buildings and screened with solid landscaping. If the transformers cannot be relocated, the Landscape Plan should be revised to more fully screen these transformers. Financial Obligation — At this time, there are no pending assessments on the parcels. Grading/TopographX — The site was graded with previous development and is open, and the proposed development will generally follow the existing grades. Storm Drainage — The proposed development will utilize the existing storm drainage system on the site, which drains to a storm water pond on Lot 5 that provides for storm water management of the Diffley Marketplace development. Utilities — Sanitary sewer and water service lines of sufficient size, depth, and capacity are stubbed to each lot and are available to serve the proposed buildings. Access /Circulation — Existing public street accesses onto Diffley Road, Lexington Avenue, and Daniel Drive via private service drives provide vehicle access to the entire development and the proposed buildings on Lots 4 and 5. Pedestrian circulation in the area is provided by sidewalks on the site and connection to the existing trails on Diffley Road and Daniel Drive, which are connected to the City's overall trail system. Parks and Recreation — This development is responsible for cash park and trail dedications. The 2012 Fee Schedule set the dedication rates at $869 per 1,000 s.f. of building for park dedication and $1,251 per net acre of land area for trail dedication. These rates are subject to change, and payment is due at the rate in effect at the time of building permit issuance. Final Planned Development — Final Planned Development approval is requested for Lot 5 at this time. This section of the report addresses the items required for Final Planned Development. Building Elevations /Architecture —The proposed building is comprised of two types of brick, glass storefronts, and two colors of EIFS. A base of rock face and burnished block is also included. A frame of burnished block will hold exterior wall- mounted lights. The brick and glass materials are both Class II and do comprise at least 65 % of the exterior building finish. The other materials combined are less than 35% of the exterior finish. t6 Cl Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 The proposed building architecture is the same as the existing two 10,000 s.f. multi - tenant buildings in this Planned Development. The exterior finish materials for this building should match the other two buildings. Awnings are proposed, and should be canvas or Sunbrella material and should not be illuminated. Awnings also should contain no signage. Based on the submitted elevations, the awnings are also proposed to match the existing awnings on the other two multi- tenant buildings in this development. Building Signage - The submitted building elevations do not define a signage area for wall- mounted signs. The Preliminary Planned Development set forth guidelines for signage and the current Amendment does not seek to modify them. Thus, signage should be subject to the same guidelines set forth in the original Preliminary PD Agreement, and the signage guidelines from the original Preliminary PD should be incorporated into the PD Amendment Agreement. Lighting — The development should utilize fixtures to match the existing site lighting. The submitted site lighting plan identifies pole heights of 25', and shoebox type downcast fixtures consistent with the initial site development. The present plan shows this ratio at 5.48 footcandles, which indicates a higher variability of light levels. The Final Site Lighting Plan for Lots 4 and 5 should be revised to provide better consistency in illumination with an average to minimum footcandle ratio within the parking lots of closer to 4. SUMMARY /CONCLUSION In summary, the applicant is requesting an amendment to the Preliminary Planned Development to allow a change in uses and corresponding changes to the Site Plan for Lots 4 and 5, Diffley Marketplace 2nd Addition. With the exception of the possible daycare tenant for Lot 5, the proposed uses are consistent with NB zoning and the existing uses within this Planned Development. A Final Planned Development is proposed for Lot 5 at this time; Final PD for Lot 4 will be pursued separately once the restaurant tenant is known. Allowable uses for Lot 5 align with the permitted uses within the NB zoning district. The proposed possible daycare use should be excluded at this time. Final development plans for Lot 5 will require modifications for the Final PD Agreement to provide for an attached trash enclosure, add details to the landscape plan, modify site lighting, and address deficiencies in parking. �00 Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Page 9 ACTION TO BE CONSIDERED To recommend approval of an Amendment to the Preliminary Planned Development to allow a full- service restaurant with outdoor dining and possible on -sale liquor upon Lot 4, Block 1, and a multi - tenant retail building upon Lot 5, Block 1, Diffley Marketplace 2nd Addition. If approved the following conditions shall apply: A Final Planned Development Agreement shall be executed for each lot. The following plans are necessary for the Final Planned Development Agreement: • Final Site Plan • Final Building Elevations • Final Site Lighting Plan • Final Landscaping Plan • Final Signage Plan 2. Final Planned Development approval for each building. Each Final Planned Development application will require a Site Plan Review by the City Council. Uses permitted within the NB zoning district shall be permitted within the retail building upon Lot 5. 4. Development of Lots 4 and 5 shall be subject to the minimum setback requirements in the NB zoning district, except that any proposed buildings shall be set back a minimum of 50 feet from the south property line, and parking may be set back 15 feet from Diffley Road. 5. The trash enclosures shall meet the 30 -foot setback from the south property line. Trash storage for Lot 5 shall be redesigned such that the enclosure is attached to the principal building. 6. Consideration should be given to possible relocation of the patio at the time of Final Planned Development. 7. Outdoor patio dining shall not exceed 24 total seats and shall be subject to building permit, SAC determination and Site Plan approval by City staff. 8. The developer shall provide evidence of existing cross- easements for ingress /egress and parking in a form acceptable to the City Attorney. 9. All public streets and utilities necessary to provide service to this development shall be designed by a registered professional engineer in accordance with City Codes and engineering standards, guidelines and policies. �W Planning Report — Diffley Marketplace Lots 4 & 5 December 20, 2012 Paae 10 10. The development should utilize fixtures to match the existing site lighting. The Final Site Lighting Plan for Lots 4 and 5 should be revised to provide better consistency in illumination with an average to minimum footcandle ratio within the parking lots of closer to 4. 11. One monument sign shall be permitted for each building, in accordance with City Code requirements. 12. The Landscape Plan shall be revised for the PD Agreement to include the detail planting specifications, and to fully screen the transformer units. 13. A financial guaranty for landscaping shall be provided in accordance with City Code requirements. 14. Rooftop mechanical equipment shall be screened in accordance with City Code standards. 15. The architecture and exterior finish materials for this building should match the other two buildings. 16. Awnings on the retail buildings on Lot 5 shall be a canvas or Sunbrella material and shall not be illuminated and shall contain no signage. 17. Hours of operation for commercial businesses shall be restricted to between 6:00 a.m. and 12:00 a.m. (midnight). 18. Construction operations shall cease at 9 :00 pm. 19. Parks and trails dedications shall be fulfilled through cash dedication, payable at the time of building permit issuance at the rates then in effect. 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C H I T E C T 5, I N Diffley Marketplace oo i x a o 4 I_Ot 5 Pro er ty Mana ement, Inc 'Eagan, MN 55123 � ea t n eosn vao�eer.noi lase 1riq �i FLOOR PLAN (LOT 5) D p ? z m r1°. Paul Meyer Proposed Building For: 03 m ;�; ARCHITECTS,INC Diffley Marketplace 5 ? " Inland Commercial �YA��IN f :o Lot 5 z lr" G - i 2 N o Z Property Management, Inc. In 39010werhldAd rook It BOSEI B.,B I._r.t ,';a >; eIOJfCE?n911.150 Eagan, MN 55123 EXHIBIT C 7i rri m Z rri rT*l 'o 11-1) CYD cm f J" 1� I a Fj LF PRELIM. DEVELOPMENT PLAN m 4 tt i jM 7i rri m Z rri rT*l 'o 11-1) CYD cm f J" 1� I a Fj LF PRELIM. DEVELOPMENT PLAN m m EXHIBIT I — — — — — — — — — — — I II E-L] Fo m CL LJ cn ca Cl) CE... (D E�] CL CD u El Q] I. o - Cl ul m F-I PRELIM. SIGNAGE PLAN AIAG' (A t 4 NES CD CD F 000: m CL LJ cn ca Cl) CE... (D E�] 7U N71 om� qml Cl ul m F-I PRELIM. SIGNAGE PLAN AIAG' (A t 4 NES CD 20' -4" Cf) I I N I 'p UI I I - I 1 z z D D D z —4- I I d o"wil � U i p — LJ p� �.d J 1 I ' ti3 N J. P L .J O 18,_0 20'-4" N N O No Diffley Marketplace Sign Plan WALL SIGNS I. General Requirements A. All wall signs shall conform to city ordinance as well as the criteria provided herein. B. All sign transformers, ballast boxes, "J boxes ", electrical connections and decals shall be concealed inside a raceway. Raceway color must match sign band. Manufacturer's names, stamps and decals shall not be exposed. C. No exposed neon or incandescent bulbs or flashing, blinking, rotating or moving signs or makers shall be permitted. D. No Store Front Sign or other signing on the Premises shall be of a type wherein the signing is housed or contained within an illuminated or non - illuminated sign can or box mounted on the exterior of the sign area, unless expressly approved by the Landlord in writing. E. Small -scale signs stating store hours, which are neatly lettered on the glass of the storefront, shall be permitted subject to the Landlord's approval. Any non - customer door for receiving merchandise may have the name of the Tenant in two inch (2 ") block letters. Address signs shall be composed of four -inch '(4 ") high (maximum) Helvetica style white letters centered on the transom glass above the door. F. No sign shall be painted on the exterior of the walls, doors, windows or any other surface of the Demised Premises, nor erected, maintained or suffered to remain on the roof or parapet of the Premises. G. No sign shall be erected until written specifications and drawings of such sign are first approved in writing by Landlord. Such specifications and drawings shall show the size, construction, materials, colors, script, name of sign manufacturer and proposed location of such sign in conformity with the requirements stated herein and shall include a cross section drawing. H. Each party's customary signature or logo, hallmark, insignia or other trade identification will be allowed within the guidelines set forth. All signs erected by Tenant pursuant to the provisions hereof shall be erected at Tenant's own risk and expense (including final electrical connections and time clock), shall be in accordance with applicable law, and shall concern only the business of the Tenant. Tenant shall secure RECEIVED JUL 2 0 7005 and pay any necessary permits and fees. Tenant shall maintain said signs in a good state of repair and save the Landlord harmless from any loss, cost or damage as a result of the erection, maintenance, existence and removal of the same, and Tenant shall repair any damage which may have been caused by the erection, existence, maintenance or removal of such signs. Upon vacating the Premises, Tenant shall remove all such signs and repair all damage cause by such removal. The contractor, materials and methods for repair must be approved in writing by the Landlord in advance of the work. J. All electrical hook -ups shall be performed by a licensed electrician, approved by Landlord and installed in accordance with all governmental requirements. K. Any damage caused to Landlord's work by signage installation shall be repaired by the Landlord and charged to the Tenant. L. Public safety decals or art work on glass in minimum sizes to comply with applicable code, subject to the approval of Landlord, may be used, as required by building codes or other governmental regulations. M. Paper signs, stickers, banners or flags are prohibited. Specific Requirements A. Type 1. Individually lighted channel letters with translucent front mounted on raceway that matches the exact exterior wall color on which raceway is mounted. Must be approved by Landlord prior to installation. 2. Can signs are only permitted if approved by Landlord. B. Size — Subject to city ordinance and Landlord approval. The tenants will be allowed exterior building signage (one wall sign per street frontage) based on the following: the total area of all wall signs affixed to a building wall shall be the lessor of 20% of the total area of that wail or the area allowed by City code. C. Base line and center line of sign to be located by Lessor's Architect. a D. Colors and Materials 1. Rohm & Haas plex faces: #2146 Ivory, 2108 Green, 2048 Red, 3016 Yellow, 2119 Orange or other colors with Landlord's pre - approval with black trim caps and matte black returns. 2. Double neon tubing in color to match plex face, individually gas filled to ten (10) MM of pressure. 3. Sign letter shall be aluminum channel frame (minimum .090) with flat or molded plastic face and mounted with concealed fasteners. Channel frame shall be painted to matte black. All letters shall be illuminated with neon tubes powered by normal factory transformers installed in the letter. A conduit for electric will be provided by Landlord's contractor. All letters shall be approved by Underwriter Laboratories and carry a seal of approval. 4. Upon sign installation, all penetrations made to the exterior of the building must be caulked with a polyurethrane based product called Sonnelastic 150 or Sonneborn NP1. Any alternative products must be approved by Landlord. 5. Signs shall be attached to building with stainless steel bolts. 6. As part of Tenant's electrical work, Tenant shall install a seven - day timing device to control the canopy sign so that hours of illumination can be controlled in accordance with the overall shopping center policy. F. Three (3) completed set of full size sign drawings with detailed dimensions must be submitted to the Landlord for approval before fabrication. Tenant's sign drawings must include the following: Provide a complete listing and verbal description of every sign to be erected on the Premises. 2. Provide elevation views of storefront showing all signs (drawn to accurate scale) with dimensions of heights of letters and length of signs. 3. Provide a cross section view through sign letter and sign panel showing location of sign relative to the storefront line, mounting height, and the dimensioned projection of the face of the letter from the face of the sign panel. Landlord shall not be responsible for the cost of re- fabrication of signs fabricated, ordered or constructed that do not conform to the sign criteria and the local sign ordinances. This sign criteria may be amended from time to time by Landlord. M FREESTANDING SIGNS A. Developer will be allowed to construct a total of four (4) freestanding signs in the development: 1. 20' freestanding monument sign to be located on Lot 2. The upper half of the sign will be allocated to Lot 1 and the lower half to Lots 2 and 3. 2. Two 10' signs will be allocated to Outlot A. It is intended that Outlot A will eventually be 2 separate lots and one sign will be allocated to each lot. 3. 6' freestanding monument sign shall be put at the entrance to the development on Daniel Drive. B. All freestanding signs shall conform to city ordinance as well as the criteria provided herein. C. No exposed neon or incandescent bulbs or flashing, blinking, rotating or moving signs or markers shall be permitted. Pam Dudziak Subject: FW: Planned Development Amendment Diffley Marketplace From: Karyn Entzion [mailto:karyn.entzion @ gmail.com] Sent: Thursday, December 20, 2012 7:16 PM To: APC; Pam Dudziak Subject: Fwd: Planned Development Amendment Diffley Marketplace Advisory Planning Commission, I appreciate your review of my email during the Planning Commission meeting. I wanted to provide a little additional context since I was not able to comment during the meeting. The former developer prior to Inland did provide green space between the two properties for screening per the prior approvals, however, this green space has since not been maintained. The green space and the plantings that were shown in the photograph by the developer have died and been removed, and this has happened on two separate occasions, however, this last time they were not replaced by the developer and they are not adequately maintained. I greatly appreciate your adding that provision into the Amendment for approval. I will hopefully be able to work with the City and the developer to identify a more permanent solution that wouldn't involve the degree of maintenance required with a screening provided fully by plantings. I will happily provide a current picture of the landscaping from the Diffley Marketplace property adjacent to my property upon request. Regards, Karyn Entzion 977 Trillium Ct Eagan, MN 55123 ---- - - - - -- Forwarded message ---- - - - - -- From: Karyn Entzion <karyn.entzion gmail.com> Date: Thu, Dec 20, 2012 at 3:51 PM Subject: Planned Development Amendment Diffley Marketplace To: APC c cityofea aig 1.com, pdudziakgcityofea aig i.com Advisory Planning Commission, I am attaching a few pictures that I tools from my patio window this afternoon. My property is immediately adjacent to Diffley Marketplace on the East side of the bike path. I am unable to attend tonight's meeting, but wanted to express some concerns that I have, not only with the current property, but also with any proposed modification to the existing PD. The screening of this property is completely unacceptable in its current state, and doesn't comply with the original agreement between the city, the homeowners of the Wildflower development and the owners of the Diffley Marketplace development. There was supposed to have been berming and screening between the property and Wildflower Development, and as you can see from the attached photos, there is neither. i This is the second time I have brought this matter before the commission and the City Council related to this property and no permanent solution has been proposed. The development company has indicated that they will put a temporary solution in place, and a permanent solution in place come this Spring, however, I can not support any type of new development until this in place and unless it is written into the proposal. Every single headlight that comes into that development from Diffley Road shines directly into my back patio. I am prevented by the covenants of the Wildflower Development from building a solid fence structure on my property to act as a barrier and rely on the Diffley Marketplace development to provide the barrier between the two developments as was agreed upon in the original development plans. I can see all the way to and beyond Diffley Road and that is unacceptable. Having more traffic come through the development with their noise and headlights would significantly and negatively impact my privacy and essentially place my home on a busy thoroughfare and would impact not only my home value, but also the quality of enjoyment, safety, and security of my property. I bear an unacceptable negative impact and burden already, and any additional building would add to this burden immensely. I implore the city to take action on this and work with the development to rectify this situation permanently. I also ask the City to adhere to the original aspects of the agreement with the neighbors of the adjacent and surrounding areas by ensuring the following as they consider this Amendment: 1. Adhere to the screening requirements within the PD 2. Ensure the hours of operation by any proposed business are within the current guidelines 3. Ensure the business is appropriate to be located across the street from a school for safety and security reasons 4. Adhere to lighting, snow removal, garbage removal, delivery schedules, etc that are currently in place so as not to further disrupt the peacefulness of the surrounding neighborhoods 5. Carefully consider the traffic increases and the impact on the traffic flow during peak times with both the elementary, middle school, and high school nearby Thank you for your consideration, Karyn Entzion Karyn Entzion 977 Trillium Ct Eagan, MN 55123 karyn. entzion&rnail. com 651- 245 -8515 (cell) Karyn Entzion 977 Trillium Ct Eagan, MN 55123 karyn.entzion(c:�gmail.com 651- 245 -8515 (cell) 2 Agenda Information Memo January 2, 2013, Eagan City Council Meeting B. PLANNED DEVELOPMENT AMENDMENT — PREFERRED EAGAN, LLC ACTION TO BE CONSIDERED: To approve (or direct preparation of Findings of Fact for Denial) a Planned Development Amendment to expand the allowable uses for a 12,544 square foot commercial retail building (Walgreen's) located at 2010 Cliff Road, subject to the conditions listed in the APC minutes. REQUIRED VOTE FOR APPROVAL: At least three votes FACTS: ➢ The applicant is requesting approval of a Planned Development Amendment to allow a broader range of commercial retail and service uses for a 12,544 square foot commercial retail building (Walgreen's) located on the southwest corner of Cliff Road and Rahncliff Road. ➢ The current Planned Development Agreement presently specifies the only permitted use is a "drugstore ". ➢ Walgreen's occupies the building as a tenant, and the owner indicates that the narrowly defined use is a hindrance to selling or refinancing the property. ➢ No new development is associated with this proposal. The Comprehensive Guide Plan designates the property for Retail Commercial use, within the Cliff Road Commons Special Area. ➢ Staff suggests that the permitted uses for this property be amended to include uses listed as permitted within the NB and CSC zoning districts without further amendment to the Planned Development. ➢ A separate PD Amendment would be required for the following: • any conditional uses within the NB or CSC zoning district, • re -use of the drive- through for anything other than a pharmacy, or • any modifications, physical changes or improvements to the site or building. ISSUES: None 60 -DAY AGENCY ACTION DEADLINE: January 20, 2012 ATTACHMENTS: (3) Location Map, page `� Draft December 20, 2012, APC Meeting Minutes, pages 0 through 1�9 Planning Report, pages l°�ID through ' `CO 0 Rahn Athletic P 11, ON-1 M r IV Location Map L�Ll SHALE l]JI Rahn Park 1:1 �4 w N, Kettle Park ON r Project Name: Preferred Eagan 0 Request: Planned Development Amendment Case No.: 31-PA-11-11-12 41� City of Baran t,91-7 Feet 500 1,000 2,000 Legend Parcels .K. 7`1 Building. Parks N %I CCity Boundary Advisory Planning Commission December 20, 2012 Page 6 of 10 C. Preferred Eagan Applicant Name: Preferred Eagan LLC Location: 2010 Cliff Road; Lot 3, Block 1, Hadler Park Application: Planned Development Amendment A Planned Development Amendment to expand allowable uses to office and retail File Number: 31- PA- 11 -11 -12 Planner Dudziak introduced this item and highlighted the inform report dated December 14, 2012. She noted the background a d in the City Staff Julie Perrus, attorney appearing on behalf of the owner, stated`_Walgreers has no intention of leaving this site; this request is a marketing issue for the_ property owner-_--The Planned Development's limitation to a single use is an obstacle to "selling or refinancing_t_he property. Chair Heaney opened the public hearing. There being no public comment, Chair Heaney closed 01 e'A flic hearing and turned the discussion back to the Commission. Secretary Piper moved, Member Supina seconded a motion to recommend approval of a Planned Development Amendment to expand theallowable uses fora 12,544 square foot commercial retail building (Walgreen's) located on the-southwest corner of Cliff Road and Rahncliff Road, subject to the following conditions 1 2 3 An Amendment to.0% Plano with the Dakota .Cou. my Rec recording shall be provided to This Amendment to the mrl of the prope_ " "rty aswfollows • Permitted uses shall inch subject to '_eompl ng, etc. Developm&ht Agreement shall be executed and recorded Ws office prior to issuance of a building permit. Proof of City. - for additional uses and future re -use uses listed as permitted uses within the NB or CSC zoning e= ._ wit h typical City Code standards for parking, signage, A Planned Development Amendment shall be required for the following: a. Any uses listed- as conditional uses in the NB or CSC zoning district (such as any drive- tf%rough facility; daycare; on -sale liquor; carwashes, motor fuel sales, convent nce stores, motor vehicle repair, animal clinics, nursing /retirements homes, coffee kiosks, etc. ). b. Reuse of the drive -thru window for anything other than a pharmacy. C. Any site modifications or physical changes to the site or building. This Amendment is intended to supplement and amend any existing Planned Development Agreements. All other provisions of the existing Agreements shall remain in effect. W Advisory Planning Commission December 20, 2012 Page 7of10 Member Dugan stated the proposed will serve the city well because the building will be less likely to sit vacant if vacated by the current tenant and indicated he will vote to support the request. All voted in favor. Motion carried 6 -0. PLANNING REPORT CITY OF EAGAN REPORT DATE: December 14, 2012 APPLICANT: Preferred Eagan LLC PROPERTY OWNER: Preferred Eagan LLC REQUEST: Planned Development Amendment LOCATION: 2010 Cliff Road CASE: 31- PA- 11 -11 -12 HEARING DATE: December 20, 2012 APPLICATION DATE: Nov. 21, 2012 PREPARED BY: Pamela Dudziak COMPREHENSIVE PLAN: SA/RC, Special Area/Retail Commercial ZONING: PD, Planned Development SUMMARY OF REQUEST The applicant is requesting approval of a Planned Development Amendment to change the allowable use of a 12,544 square foot commercial retail building ( Walgreen's) located on the southwest corner of Cliff Road and Rahncliff Road. Specifically, the applicant has requested that the existing Planned Development be amended such that a broader range of commercial retail uses be allowed to occupy the subject building. The Planned Development Agreement presently specifies that only a "drugstore" use is permitted. AUTHORITY FOR REVIEW Chapter 11, Section 11.50, Subdivision 5 states, in part, 1. The provisions of this chapter may be amended by the majority vote of the council, except that amendments changing the boundaries of any district or changing the regulations of any district may only be made by an affirmative vote of two - thirds of all members of the council. 2. The Council shall not rezone any land or area in any zoning district or make any other proposed amendment to this chapter without first having referred it to the advisory planning commission for its consideration and recommendation. BACKGROUNDIHISTORY This property is part of the Hadler Park Planned Development. The Radler Park Planned Development was established in 1992, and the property was platted the same year. Walgreen's has occupied the building since its initial construction in 1992 as a drugstore. In 2004, the City ' Io Planning Report — Walgreen's (Preferred Eagan LLC) December 20, 2012 Pap,e 2 approved an amendment to the PD to allow drive - through service to be added to the drugstore. Private easements for ingress- egress within the Hadler Park development afford the subject site access to Rahncliff Road and to Cliff Road. Walgreen's is a tenant in the building and does not own the property. The owner is marketing the property for sale, and has indicated that prospective buyers are concerned that the zoning permits only one use, "drugstore," to occupy the building. To increase the attractiveness of the property to buyers, the owner is proposing that the allowable uses of the property be expanded to permit other commercial retail uses and services, in the event that Walgreen's vacates the premises in the future. EXISTING CONDITIONS The property is developed with a 12,544 s.f. drugstore, including drive- through service, and a pylon sign on the northeast corner of the site. The property shares a drive aisle with the adjacent parcel to the west, and private easements allow for movement between properties and access to Cliff Road and Rahncliff Road. A total of 52 off - street parking stalls are currently provided. SURROUNDING USES The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: EVALUATION OF REQUEST Compatibility with Surrounding Area —The subject site is located within a larger commercial retail and service area that extends along Cliff Road between I -35E and Cedar Avenue. Properties to the west and east contain a variety of commercial uses. On the north side of Cliff Road are fast food restaurants, a movie theater, and both large and small retail uses. The property was historically guided for Community Shopping Center uses. In the 2000 Comp Plan Update, the land use designation was amended to Retail Commercial, which is compatible with both CSC and NB zoning districts. In the 2010 Comp Plan Update, the Cliff Road jc�j Existing Use Zoning Land Use Designation North Commercial (retail, PD, Planned SA/RC — Special restaurant theater) Development Area/Retail Commercial East Commercial (multi- tenant) PD, Planned SA/RC — Special Development Area/Retail Commercial South Office /classroom PD, Planned SA /RC — Special ( Rahncliff Learning Development Area/Retail Commercial Center) West Retail Commercial PD, Planned SA/RC — Special Development Area/Retail Commercial EVALUATION OF REQUEST Compatibility with Surrounding Area —The subject site is located within a larger commercial retail and service area that extends along Cliff Road between I -35E and Cedar Avenue. Properties to the west and east contain a variety of commercial uses. On the north side of Cliff Road are fast food restaurants, a movie theater, and both large and small retail uses. The property was historically guided for Community Shopping Center uses. In the 2000 Comp Plan Update, the land use designation was amended to Retail Commercial, which is compatible with both CSC and NB zoning districts. In the 2010 Comp Plan Update, the Cliff Road jc�j Planning Report — Walgreen's (Preferred Eagan LLC) December 20, 2012 Page 3 Commons Special Area was established, and the site retained the RC designation within that Special Area. The Cliff Road Commons Special Area sets forth a vision for mixed use development with uses that support transit in the area and provide increased walkability. While no new development or site modifications are proposed at this time, the request presents an opportunity to consider incremental changes consistent with the ultimate vision and stated policies of the Special Area. These include improved pedestrian amenities, shared parking for commercial uses, and mixed use development. Proposal — The submitted narrative proposes to expand the list of permitted uses. Considering the context of the larger area as a major commercial retail node, and the historical guiding of the property as Community Shopping Center, staff suggests the following guidelines for consideration of future re -use or redevelopment of the property: • This PD Amendment would permit uses that are considered permitted uses within the NB or CSC zoning districts, subject to compliance with typical City Code standards for parking, signage, licensing, etc. Given the PD zoning and existing retail use, the current parking of 52 stalls for general retail should be acceptable for another general retail use. Restaurants, offices or other uses that have a different parking calculation would have to meet City Code requirements for that use. • Any uses listed as conditional uses in the NB or CSC zoning district (such as any drive - through facility; daycare; on -sale liquor; carwashes; motor fuel sales; convenience stores; motor vehicle repair; animal clinics; nursing /retirements homes; coffee kiosks; etc. ), would require a PD Amendment. • Reuse of the drive - through window for anything other than a pharmacy would require a PD Amendment. • Any site modifications or physical changes to the site or building would require a PD Amendment. According to the City Code, the following uses are: Permitted in NB (Neighborhood Business): bakeries; barbershops; beauty salons; clinics; clubs and lodges; copy center; drug stores; financial institutions without drive - through facilities; florists; freestanding satellite dishes subject to the regulations elsewhere in this chapter; funeral homes and mortuaries; gift shops; hardware stores; hobby shops; laundry and dry cleaners; Laundromats; off -sale liquor stores; photography studios; offices; restaurants Full - service [no on -sale liquor] and Casual; shoe stores; specialty food stores; sporting goods stores; and variety stores. Permitted in CSC (Community Shopping Center): barbershops; beauty shops; financial institutions without drive- through facilities; freestanding satellite dishes and public utility tower mounted antenna, subject to the regulations elsewhere in this chapter; offices; restaurants Full- Service and Casual; retail sales; pawnshops. Planning Report — Walgreen's (Preferred Eagan LLQ December 20, 2012 Page 4 SUMMARY /CONCLUSION The applicant is requesting approval of a Planned Development Amendment to allow a broader range of commercial retail and service uses for a 12,544 square foot commercial retail building (Walgreen's) located on the southwest corner of Cliff Road and Rahncliff Road. The Planned Development Agreement presently specifies that only a "drugstore" use is permitted. Staff suggests that permitted uses within NB and CSC zoning districts be allowed without further amendment to the Planned Development. A separate Amendment to the PD would be required for any conditional uses within the NB or CSC zoning district, re -use of the drive - through for anything other than a pharmacy, or any modifications or physical changes or improvements to the site or building. ACTION TO BE CONSIDERED To recommend approval of a Planned Development Amendment to expand the allowable uses for a 12,544 square foot commercial retail building (Walgreen's) located on the southwest corner of Cliff Road and Rahncliff Road. If approved the following conditions shall apply: 1. An Amendment to the Planned Development Agreement shall be executed and recorded with the Dakota County Recorder's office prior to issuance of a building permit. Proof of recording shall be provided to the City. 2. This Amendment to the Planned Development provides for additional uses and future re- use of the property as follows: • Permitted uses shall include uses listed as permitted uses within-the NB or CSC zoning district, subject to compliance with typical City Code standards for parking, signage, licensing, etc. • A Planned Development Amendment shall be required for the following: a. Any uses listed as conditional uses in the NB or CSC zoning district (such as any drive - through facility; daycare; on -sale liquor; carwashes, motor fuel sales, convenience stores, motor vehicle repair, animal clinics, nursing /retirements homes, coffee kiosks, etc. ). b. Reuse of the drive -thru window for anything other than a pharmacy. c. Any site modifications or physical changes to the site or building. 3. This Amendment is intended to supplement and amend any existing Planned Development Agreements. All other provisions of the existing Agreements shall remain in effect. A3 Rahn Athletic Par UP MIN Location Map 111111 Map Area Extent Rahn Park 8 E3 > CENTER IR 1 11 1 1 Subject Site ?7K =I Lettle, Park ® ® ® ®® Air. _ ® ® ® ®® W_.. = 01 ■ME 'ARM F Project Name: Preferred Eagan 0 Request: Planned Development Amendment Case No.: 31-PA-11-11-12 * My of Eap 1�H Feet 500 1,000 2,000 Legend Parcels B I uild ng Parks J , ,6 N gh I C C!ty Boundary City of Eap Current Zoning and Land Use Map Application: Preferred Eagan Type: Planned Development Amendment Case No.: 31- PA- 11 -11 -12 Zoning PD Planned Development Land Use Plan RC Retail Commercial N 0 300 600 1,200 Feet PD PD Subject Site [jc iff Road c P D PD L1EF PD �o �A PD PD LB CO PF HD RC ENTER I R RC Subject Site RC RC Cliff Road RC RC 0* QP RC a P ois 17 L: Q of Hs s P avloa. -.1— 130 AI)IIgnd) N- 4g - - - - - - - - - - - - - q,5 LLL 5 0 H4 ir Ln, tlff�V tv N Ims I— io g.,., 130 AI)IIgnd) o � 83 ti i ear U C N- 4g - - - - - - - - - - - - - q,5 LLL 5 0 H4 ir Ln, tlff�V o � 83 ti i ear U C ES-0 SITE SURVEY M 4g q,5 H4 tv N Ims ES-0 SITE SURVEY M Larkin Hojjj �na_n AN EYS November 21, 2012 Pam Dudziak City Planner 3830 Pilot Knob Road Eagan, MN 55122 Larkin Hoffman Daly & Lindgren Ltd. 1500 Wells Fargo Plaza 7900 Xerxes Avenue South Minneapolis, Minnesota 55431 -1194 GENERAL: 952.835 -3800 FAY: 952- 896 -3333 WEB: www.larl<inlioffman.com Re: Planned Development Amendment for 2010 Cliff Road, Eagan, Minnesota Dear Ms. Dudziak: We represent Preferred Eagan, LLC ( "Preferred ") in relation to its application for a planned development amendment for 2012 Cliff Road in the City of Eagan (the "City ") and described as Lot 3, Block 1, Hadler Park, Dakota County, Minnesota (the "Property "). Preferred is the fee title owner of the Property, which is improved with a one- story, 12,582 square foot, Walgreens drugstore. Uses surrounding the Property include: Bremer Bards; Dairy Queen; Hilton Garden Intl; Green Mill; Starbucks; and a public facility providing drivers license exams. Surrounding zoning includes Planned Development, Public Facility and Community Shopping Center. The Property is part of the approximately ten (10) acre Hadler Park Development (the "Development ") and includes two (2) restaurants and a medical clinic. The Development was originally approved by the City in 1991 as a planned development (the "Planned Development "). The Planned Development Agreement specifically identifies the Property for a "drugstore" use. In August of 2004, the City approved the Second Amendment to the Final Planned Development Agreement, allowing for the addition of a drive- through window on the building. The Second Amendment did not, however, expand the allowed uses on the Property. Preferred is interested in expanding the permitted uses of the Property in order to successfully market the Property. Permitted uses are limited to those specifically approved as part of the Planned Development. Code, § 11, 60, Subd. I8(B) (5), Therefore, the Property is currently limited to offering a drugstore use with a drive- through window. Prospective buyers are concerned with this limitation, and most recently a prospective buyer backed out of a purchase agreement due to the concern about redevelopment of the Property if Walgreens were to relocate or close, The City provides for amendments to plaimed developments within the City Code in the same mam7er as approval of an initial planned development, Code, § 11.60, Subd. I8(C)(15)(b)(1). Preferred requests that the City approve an amendment to the Planned Development to include the following as permitted uses on the Property: Retail sales; Offices; Barbershops, Beauty Shops, Financial institutions without drive - through facilities; Pawnshops; and Restaurants — Class I Pam Dudziak November 21, 2012 Page 2 The 2030 Comprehensive Plan ( "Comp Plan ") guides the Property for Retail Commercial uses. The City intends that properties guided in this manner provide for "a variety of retail related uses," including "[s]hopping centers, supermarkets, drugstores, department stores, convenience center /gas stations, restaurants, hotels, and other businesses offering goods and services." Comp Plan, § 3 -11. Approval of the requested amendment supports the goals of the Comp Plan. The Zoning Code also supports the amendment request. While the Property is zoned Planned Development, its underlying roots are Community Shopping Center District ( "CSC District "). The requested amendment to the Plarmed Development would allow only CSC District permitted uses on the Property. The Planned Development amendment would not specifically allow any conditional uses on the Property, with the understanding that any requested conditional use permits would require additional application and approval from the City. Allowing for a more expanded list of permitted uses on the Property will not impact the surrounding properties or land uses. Any major changes to the Property or its site configuration would require additional City review. This amendment to the Planned Development simply allows the owner of the Property the same flexibility in use that would have been allowed if the site had remained under traditional zoning rather than as a Planned Development. No site plan modifications are requested, and there will be no physical impact on the Property at this time. If a new tenant or buyer were to modify the Property, any site changes or redevelopment would have to be approved by the City, and any impact on City services would be assessed at that time. The site currently has fifty -two (52) parking spaces available. Parking is limited based on current site configuration. The Property may be able to be modified to remove the existing drive - through lane for a future use, which could create an opportunity for additional parking spaces. Based on the current square footage of the existing building, a range of 50 — 60 required parking spaces is likely. At 52 current parking spaces, Preferred's request for an amendment to allow the listed permitted uses would create minimal, if any, need for flexibility from the Code requirements. It is unclear what the underlying rationale was regarding limiting the Property to a drugstore use when the Planned Development was first approved. Planned Developments are intended to provide flexibility in site design and layout, as well as provide for a mix of uses that implement the goals of the City's Comp Plan. Whatever the original rationale was for the limitation on the Property of a drugstore use only, it is no longer feasible. In this economic climate, it is unrealistic to market a property with such limitations. A prospective buyer must assume eventual tenant turnover of a property, and it may be impossible to find the same type of tenant to fill a vacancy. The strict limitation on use for the Property has the potential to create ongoing issues related to marketing the Property, as well as limiting any fixture opportunity for redevelopment or change in use consistent with the market. Ultimately, this amendment will result in a better use of the Property which will benefit the public, Preferred will be better positioned to market and sell the Property to a buyer that can be Pam Dudziak November 21, 2012 Page 3 secure in the stability of the Property over time, with the flexibility to respond to market changes and tenant turnover. 'incereiy, i Julie L: Pei, -us, for Larkin Ho an Daly & Lindgren Ltd. Direct Dial: (952) 896 -3308 Direct Fax: (952) 842 -1763 Email: j ep rrusQlarkinhoffman.com cc: Evan Oliff, Preferred Companies HAWORD7 \normal.dot QW Agenda Information Memo January 2, 2013, Eagan City Council Meeting C. PLANNED DEVELOPMENT AMENDMENT — GOOD TIMES PARK, INC ACTION TO BE CONSIDERED: To approve (OR direct preparation of Findings of Fact for Denial of) a Planned Development Amendment to allow an indoor commercial recreation use for a portion of the building located at 3265 Northwood Circle, subject to the conditions listed in the APC minutes. REQUIRED VOTE FOR APPROVAL: At least 3 votes FACTS: ➢ The site was developed in 2001. Since 2003, outdoor storage of vehicles has been permitted on this site via a series of Interim Use Permits and the use has been without issue. ➢ A rezoning was approved in 2012 to rezone the property from Business Park to Planned Development which offered a path by which the outdoor vehicle storage could be permitted in perpetuity, without opening the site to uses that are potentially more intensive and incompatible with the surrounding area. The Planned Development makes specific the nature, type, amount and location of the vehicle storage. ➢ Approval of the Rezoning constituted the Preliminary Planned Development and the Final Planned Development replaced the existing Interim Use Permits on the property. ➢ BP remains the underlying zoning of the property. The proposed use is neither a Permitted nor a Conditional Use in BP zoning districts; however, indoor commercial recreation is a Conditional Use in the 1 -1 Zoning District. Health and fitness clubs are a Conditional Use in the BP Zoning District. ➢ The applicant proposes to lease 25,000 sq. ft. to operate a fitness facility for children. ➢ Similar to the outdoor storage, the PD zoning allows the City the opportunity to consider a use that is not otherwise allowed in the BP zoning district. ➢ There are no proposed site changes and the Police Department was involved in the review of the request. ➢ The Advisory Planning Commission held a Public Hearing on December 20, 2012 and is recommending approval. ISSUES: None 60 -DAY AGENCY ACTION DEADLINE: January 10, 2013 ATTACHMENTS: (3) Location Map, page a Oa Draft December 20, 2012, APC minutes, pageso-ID3 through dOq Planning Report, pages through .D, -'O Location Map PN A C Lone O k RA t Q s U 1• Yankee Dootllo,Rd I es® w U DI H .,Rd �GS.AT rN0:26- (L@NE°0AK ROAD) -- C S:AsMgN0.26= 1 i9NE-0A CIIRRd 8 g Map Area Extent ap O' 2 Qti0 CLUBVIEW DR - - Noorishine Park Subject Site) z O Y¢ OAK STREET D 2 0 2 Q- �APLESTREET Apy O ~ (f Z D NORTNWOOD PKV'N Q O Y K — W Q O W a G R z i O a TO STATIO TOWN TREDRIVE Feet Project Name: Good Times Park 0 500 1,000 2,000 Request: Planned Development Amendment Legend Case Nos.: 10- PA- 09 -11 -12 Parcels Buildings Parks City of Ba pIl ��CityBoundary N Advisory Planning Commission December 20, 2012 Page 8of10 D. Good Times Park Applicant Name: Good Time Park, Inc. Location: 3265 Northwood Circle; Lot 1, Block 1, Northwood business Park 3rd Addition Application: Planned Development Amendment A Planned Development Amendment to allow an indoor commercial recreation use. File Number: 10- PA- 09 -11 -12 Planner Thomas introduced this item and highlighted the informati report dated December 14, 2012. She noted the background and __I Bonnie O'Meara stated this is the only facility she has o community centers and places like Edinborough Park in Chair Heaney opened the public hearing. There being no public comment, Chair Heaney clbsed__the pu discussion back to the Commission. - =_ There was discussion on parking where-City Planner Ridley E appears adequate and showed on a map were. additional par Member Dugan stated he is familiar with the =al proposed. Secretary Piper moved,-.M', second( Development Amendment to allow-an indoor building for the property located at-.3-265 North, nd in the City Staff petition includes the I in Eagan. ring and turr ined that the proposed parking could be located. not had any discussion on the motion to- fecommend approval of a Planned imercial recreation use for a portion of the i Ciir=cle, subject to the following conditions: 1. A Planned _Development Amendment Agr —e,,e ent shall be executed and recorded at the Dakota County Rec_order's Office prior to ~issuance of a building permit. The following plans are required for the Ag_r_eement • _r_S%te Plan • Parkin_g Plan • Floor Plan 2. The recreation use shall= only occupy the area designated on the Site Plan received December 6; 20;1.2, which equates to approximately 53% of the entire building. 3. A Sign Permit is required prior to installation of any sign, and signage is subject to all other r� , requirements of th=e_C�ty Code. 4. All other terms of the Planned Development Agreement dated June 5, 2012 and recorded on July 17, 2012 as document number 2880904 shall remain. 5. The cul -de -sac shall be posted no parking. 6. Additional landscaping shall be installed along the north side of the storage area to provide additional screening from the adjacent property per the conditions of the April 3, 2012 Rezoning and Final Planned Development approval. 7. The widening of the concrete entrance apron of Northwood Circle and the service driveway curb, and associated catch basin structure relocations, shall be completed in accordance with City engineering standards prior to any increase in outdoor storage. Advisory Planning Commission December 20, 2012 Page 9of10 8. A City permit to work in the right -of -way shall be obtained for the proposed work in Northwood Circle prior to any increase in outdoor storage. A City grading permit is required if the parking lot and service drive modifications exceed 10,000 square feet in construction disturbance. All voted in favor. Motion carried 6 -0. PLANNING REPORT CITY OF EAGAN REPORT DATE: December 14, 2012 APPLICANT: Good Times Park, Inc CASE: 10- PA- 09 -11 -12 HEARING DATE: December 20, 2012 PROPERTY OWNER: Northwood Equity, LLC APPLICATION DATE: Nov. 11, 2012 REQUEST: Planned Development Amendment PREPARED BY: Sarah Thomas LOCATION: 3265 Northwood Circle COMPREHENSIVE PLAN: SA/BP, Special Area /Business Park ZONING: PD, Plamled Development SUMMARY OF REQUEST The applicant is requesting approval of a Planned Development Amendment to allow an indoor commercial recreation use for a portion of the building for the property located at 3265 Northwood Circle, legally described as Lot 1, Block 1, Northwood Business Park 3`d Addition. AUTHORITY FOR REVIEW PD Amendment: Chapter 11, Section 11.50, Subdivision 5 states, in part, 1. The provisions of this chapter may be amended by the majority vote of the council, except that amendments changing the boundaries of any district or changing the regulations of any district may only be made by an affirmative vote of two - thirds of all members of the council. 2. The Council shall not rezone any land in any zoning district or make any other proposed amendment to this chapter without first having referred it to the planning commission for its consideration and recommendation. BACKGROUND /HISTORY The property was initially platted in 1999 with subsequent replats for phased development. The approximately 47,500 s.f. building was constructed in 2001. Access to the site is provided via a single driveway to Northwood Circle, a public street cul -de -sac which connects to Northwood Parkway. '�)© J Plarming Report — Good Times Park December 20, 2012 Page 2 The building is used as office /warehouse space. Two Interim Use Permits (IUPs) were previously issued to the property allowing outdoor storage of commercial vehicles. One of the current tenants, Midwest Special Services, occupies 16,400 s.£ of space and has operated with an IUP issued in Oct. 2009 for a 5 -year term which permits outdoor storage of commercial vehicles. The other tenant, CPMI, occupies 3,880 s.£ of space. Since 2003, another tenant, American Red Cross, operated with an IUP for outdoor storage of vans and buses. American Red Cross vacated the building in 2011. Earlier this year, the owner received approval to rezone the property from Limited Industrial (I -1) to Planned Development (PD) zoning along with a Final Planned Development which allowed the outdoor vehicle storage to be permitted in perpetuity, without opening the site to uses that are potentially more intensive and incompatible with the surrounding area. Specifically, the PD approval allowed for up to 16 stalls for the outdoor storage of commercial vehicles consisting of buses, vans, trucks and the like. The IUPs were terminated with the execution and recording of the Final Planned Development Agreement. EXISTING CONDITIONS With the prior IUPs, a fence was constructed on the east side of the parking lot to screen the vehicles from Northwood Circle. The fence fell into disrepair and was removed after Red Cross vacated the site. The vehicles are not visible from Lexington Avenue or Northwood Parkway. The storage area is visible from a parking lot for the LISPS Bulk Mail facility to the north and from the future townhome development across the wetlands and ponding area to the east. A condition of the Rezoning and Final Planned Development approval included additional landscaping to be planted along the north property line. The landscaping has not yet been installed and is included as a condition of approval. Additionally, in anticipation of truck and trailer storage and maneuvering, the City required the widening of the concrete entrance apron of Northwood Circle and the service driveway curb, and associated catch basin structure relocations, be completed in accordance with City engineering standards. Also, a City permit to work in the right -of -way is required for the proposed work in Northwood Circle. A City grading permit is required if the parking lot and service drive modifications exceed 10,000 square feet in construction disturbance. These conditions from the 2012 Rezoning and Final Planned Development approval have not been adhered to. They have also been included as a condition of approval prior to any increase in the amount of outdoor storage on the property. A Plaiming Report — Good Times Park December 20, 2012 Page 3 SURROUNDING USES The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: EVALUATION OF REQUEST Compatibility with Surrounding Area — The site is surrounded with various uses and zoning designations, including limited industrial, office, retail and future residential townhomes. The proposal appears compatible with the surrounding area and mix of uses. However, due to the relatively isolated location of the site and the proposed use involving children, the City's Public Information/Crime Free Multi- Housing Officer has reviewed the application, visited the site and communicated with the applicant. This has resulted in a seourity /access control plan and a point of contact with the Police Department for the applicant if an issue were to arise. Proposal — The Planned Development Agreement regulates the uses associated with the subject property. The underlying zoning remains Business Park (BP) which is intended for low intensity office, light industrial and supporting commercial service uses. Within BP areas, indoor recreation is neither a Permitted use, nor allowable as a Conditional Use; however, health and fitness clubs are a Conditional Use in the BP zoning district. An Amendment to the Planned Development allows the City the opportunity to consider a use that is not otherwise allowed in the BP zoning district. The applicant proposes to lease 25,000 s.f. or 52.6% of the building to operate a fitness facility for children. The facility will provide a range of options including an indoor playground, inflatable jumping pillow, indoor gym, field area, creative loose -part playspace, quite area and perimeter track. According to the applicant's narrative, hours of operation will be 6 am to 10 pm seven days a week, although hours may be adjusted accordingly once the facility is open. The narrative also provides details on the security /access control plan. No exterior modifications are proposed at this time. �t7`1 Existin Use Zoning Land Use Designation North U.S. Bulk Mail — Warehouse /Distribution I -1, Limited Industrial IND, Limited Industrial South Office BP, Business Park BP, Business Park East Vacant — Future Townhomes PD, Planned Development MD, Medium Density West Home Depot PD, Planned Development RC, Retail Commercial EVALUATION OF REQUEST Compatibility with Surrounding Area — The site is surrounded with various uses and zoning designations, including limited industrial, office, retail and future residential townhomes. The proposal appears compatible with the surrounding area and mix of uses. However, due to the relatively isolated location of the site and the proposed use involving children, the City's Public Information/Crime Free Multi- Housing Officer has reviewed the application, visited the site and communicated with the applicant. This has resulted in a seourity /access control plan and a point of contact with the Police Department for the applicant if an issue were to arise. Proposal — The Planned Development Agreement regulates the uses associated with the subject property. The underlying zoning remains Business Park (BP) which is intended for low intensity office, light industrial and supporting commercial service uses. Within BP areas, indoor recreation is neither a Permitted use, nor allowable as a Conditional Use; however, health and fitness clubs are a Conditional Use in the BP zoning district. An Amendment to the Planned Development allows the City the opportunity to consider a use that is not otherwise allowed in the BP zoning district. The applicant proposes to lease 25,000 s.f. or 52.6% of the building to operate a fitness facility for children. The facility will provide a range of options including an indoor playground, inflatable jumping pillow, indoor gym, field area, creative loose -part playspace, quite area and perimeter track. According to the applicant's narrative, hours of operation will be 6 am to 10 pm seven days a week, although hours may be adjusted accordingly once the facility is open. The narrative also provides details on the security /access control plan. No exterior modifications are proposed at this time. �t7`1 Planning Report — Good Times Park December 20, 2012 Page 4 Si_gnage — The applicant proposes building mounted signage. A Sign Permit is required prior to installation of any sign, and signage is subject to all other requirements of the City Code. Parkin — The City Code does not specify the required amount of parking spaces for this type of use. City staff contacted other communities with similar facilities and found that the City of Eden Prairie requires 5 stalls per 1,000 s.f. of gross floor area for a gymnasium use. The City of Burnsville requires 1 stall per 250 s.f. of floor area for a community /recreation center and sports perfonnance training centers or 1 space per 4 patrons at the maximum occupancy load, whichever is greater, plus I space per employee on the maximum work shift. At 5 stalls /1,000 s.f, 125 parking stalls would be required. At 1 stall /250 s.f, 100 parking stalls would be required, phis one space per employee for a total of 101 parking stalls. The Parking Plan depicts 116 parking stalls allocated to this tenant which appears reasonable based on the findings from the two surveyed communities. To ensure parking remains on site the cul -de -sac should be posted no parking. This is included as a condition of approval. SUMMARY /CONCLUSION The applicant is requesting approval of a Planned Development Amendment to allow an indoor recreation use to occupy 25,000 s.f. or approximately 53% of the building. Indoor recreation is not a Permitted or Conditional Use in BP zoning districts, which is the underlying zoning for this parcel; however health and fitness clubs are a Conditional Use. An Amendment to the Planned Development allows the City the opportunity to consider a use that is not otherwise allowed in the BP zoning district. The applicant has put together a security /access control plan and worked with the Police Department to address security, surveillance, emergency and other health and safety concerns. Other than building signage, no other exterior modifications are proposed with this use. While the City of Eagan does not have a parking requirement for this type of use, based upon research of similar uses in other suburban communities, the proposed parking appears adequate. ACTION TO BE CONSIDERED To recommend approval of a Planned Development Amendment to allow an indoor commercial recreation use for a portion of the building for the property located at 3265 Northwood Circle. If approved, the following conditions should apply: 1. A Planned Development Amendment Agreement shall be executed and recorded at the Dakota County Recorder's Office prior to issuance of a building permit. The following plans are required for the Agreement: • Site Plan • Parking Plan • Floor Plan W A Plamiing Report — Good Times Park December 20, 2012 Page 5 2. The recreation use shall only occupy the area designated on the Site Plan received December 6, 2012, which equates to approximately 53% of the entire building. 3. A Sign Permit is required prior to installation of any sign, and signage is subject to all other requirements of the City Code. 4. All other terms of the Planned Development Agreement dated June 5, 2012 and recorded on July 17, 2012 as document number 2880904 shall remain. 5. The cul -de -sac shall be posted no parking. 6. Additional landscaping shall be installed along the north side of the storage area to provide additional screening from the adjacent property per the conditions of the April 3, 2012 Rezoning and Final Planned Development approval. 7. The widening of the concrete entrance apron of Northwood Circle and the service driveway curb, and associated catch basin structure relocations, shall be completed in accordance with City engineering standards prior to any increase in outdoor storage. 8. A City permit to work in the right -of -way shall be obtained for the proposed work, in Northwood Circle prior to any increase in outdoor storage. A City grading permit is required if the parking lot and service drive modifications exceed 10,000 square feet in construction disturbance. 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OAK STREET en D � o o Q-�WLE STREET C' jO z NORTHW000 PKWY T= a Y K W Q O W I' Z G O F7k STATIOI TOW THE DRIVE Feet Project Name: Good Times Park 0 500 1,000 2,000 Request: Planned Development Amendment Legend Case Nos.: 10- PA- 09 -11 -12 Parcels Buildings City of Ea �Il Parks City Boundary N �1t 41� City of Eap Current Zoning and Land Use Map Application: Good Times Park Type: Planned Development Amendment Case No.: 10- PA- 09 -11 -12 Zoning BP Business Park Land Use Plan BP Business Park 1 11 l N 600 Subject Site IND Q z co 'd- O OAK STREET O I -1 ~ z RC p,PLE STREET QO X BP Subject Site LU U z Z RTHWOO PKWY n O M d- r13P OAK STREET b z Q PD APLE STREET BP < BP D >- O z :�THWOO PKWY w O PD A< U Subject Site IND Q z O C� _z X J co 'd- OAK STREET O z RC p,PLE STREET QO 0 BP p MD O U z Z RTHWOO PKWY n O r13P RC BP 1,200 Q`, = Feet , } r %' ~f k F SF j,ttli A t e On s act nor V, t 3f $ ARK "Whys SITE PLAN • �� mq mm as • I Gyo In °4 �Q 8�p Z M s P= Vim= "P a =ms r I 4 9 P m° ��46 -FI a P �yy gjp H6 s y „N u' 0 y r a �� ------- o -2 y v — z < EI• oy� z- — _ - -- ------- - - - - -- t” W 29 In e 7 i' k I I ° t3 I cn �>zNF > n egg° R h� o $oa ;c / R v cj 51 z �r0 \ / mPH9N � bag =g��.< - - -- R� _ - --- \ - m g s Pc- — — I — — $9 O ua _.l N9 l ag pop ym� z $':p His 6: IL-Fa __.__ —__ \ G� \• �\ \.\ '•. �. ni - -- E \ y \ \E`�Y` •� j I j-L'I1 1 I (m �I ,�, E , \\ \i X" P, d\ \ 4 \ \ \ P e Ct I I I« i 10 9 R I _ ___ __ — _ —I, G s£ ' J _ I I H I ( I fi ,� 7e Vol o City Prof. No. 00 -BP -BB erebY r1imY 11°1 tFis pTn x° pAIE: 6 /12 /pp pAiE \W NORTHWODD BUSINESS PARK John Oliver &aAssoclates, lnc. Pr =p °rea Y e e aer Y tll.:e, o. c Plprlpl,p M "s. [ew sx....av °pervisl°n °ntl Ihat :n ° tluly DESIGN pT /" jBi 2l ND ADDITION x„ 1fi p °=1.te.°IR 9 ° °eer .aer 1 oE„ wr z EAGAN MN ep+ r. .mb „ °r a sine .r °um...... ovwp n: to Ia clry c uim ° .,)A. -, u;ux•.el° 94-10 10 be T i oo n 6 u + (9+s)ssa -sou (e r)e -a -soar cxcceEp er: 6 Appep nrpna(r \ FOR o° A e oam: Izosslpt.ptvc _ to ae p ROCI<CLIFF DEVELOPMENT, LLC e �• „ °. $;','>>; ,4`i�l��`;.1° 991 -- s „ °ea: 9��- rExr. FINAL SITE &UTILITY PLAN 614)yfl -i6>_ (F.1.1;1lJI -9fifi6 p °re: s /12/co g. No. 24552 F'EE r+o.: L705 20-03 Q 1 :.? -ice If Z 0 0 0 jo. PARKING PLAN Tl D14 ---4 A z ca) z I k--rl pf ii i CT >0 %} CD % . CL ] QL o CD o ■ FLOOR PLAN \ CL £ I E j E Si '- O � m � o (YI 0 k \ ■ , I 09 a E 4 }a °U [ / B / CD E CL § / ®k 3 / Si '- O � m � o (YI 0 k \ uz , I 09 a ■ / m 4 }a \ § § / E � XO 57 R w k 72. OD 5 � . 0 0 O -n �. O 0- Ml- 8 l- \ \ \ to § .� � � � � �\ � � � � � � � CL / D CL o k \ 2ƒ \£ g >g § w § , I a \ § § _ §� � 2 ■ � ! : �k � � � ' � o 0 CL :I 2D k0C�D e CL � 2 ( 77@ � 0 ) \ \ ■ 0 gem . 0/ . n! CL - - - -_- / \_.�- \ 0 0 / ■ o & CL � /. ; \ %c§ m \ / (o \ / \ � § G � XO 57 R w k 72. OD 5 � . 0 0 O -n �. O 0- Ml- 8 l- \ \ \ to § .� � � � � �\ � � � � � � � November 21, 2012 City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 NARRATIVES Re: Planned Development Amendment — 3265 Northwood Circle, Suite 100 Dear Mayor and City Council Members: As Owner /Founder of Good Times Park, Inc., I have reached a 10 -year lease agreement with Jim Ostenson, of Northwood Equity, LLC., to lease approximately 25,000 square feet in the commercial building located at 3265 Northwood Circle, Suite 100, effective March 1, 2013. This space was previously occupied by the American Red Cross, but has been vacant since October 2011. Please consider this narrative in support of our application for a Planned Development Amendment. Good Times Park is a fully- secure, indoor, self -use play center for families with young children (primarily ages 2-12). It features creative and physical play areas, including a full -size commercial playground with appropriate safety surfacing, a gym, an open activity field with artificial turf, a meandering walking path, a large Jumping Pillow, an Imagination Playground, quiet activity and picnic areas, hologram games and more. The wide variety of modern, innovative play options are designed to spark motor development, imagination and team work in a playful environment. The wellness mission encourages children /families to desire physical activity and to develop life -long healthy habits together. Located on the retail fringe, the Northwood Circle location is within a recognizable area and provides convenient, variable access for families from several surrounding communities. The business will operate from 6:30 am to 9:30 pm and the daily average attendance is expected to be 450 persons (or 115 families). The peak attendance will be after 4:00 pm on weekdays, and Saturdays, Sundays and weekday holidays. Little to no adverse impact is anticipated to City services or surrounding properties, with the exception of moderate traffic increases (approximate average of 100 -12.0 vehicles /day) and increased need for evening /weekend timely snow removal. The building is already adequately equipped with appropriate exits, restrooms, HVAC, and ceiling height requirements for the indoor recreational use. Demolition and interior construction is planned to begin in January 2013, with Grand Opening in April 2013. Mood ..firms Pa! I" 11-1c _2_0954 i-iu ntsviil i - -Pl, Lakeville, Ali t � 1iO The building provides 115 available parking spaces on the south and east sides which will be specific to Suite 100. This is more than 4 spaces per 1000 leased square feet. Most of the Park's visitors will be non - driving children, so even at peak times the parking is adequate. If necessary, 30 -40 additional spaces will be available for overflow on the evenings /weekends on the southwest /west side of the building. Good Times Park will enhance the recreational offerings to Eagan families by providing an innovative, secure space for children to attend with their families year -round (day or evening) for physical and creative activity and healthy learning at an affordable, all- inclusive price. This will be particularly beneficial to the residents of the CDA housing which is currently being built on the adjacent East property. I am excited to launch Good Times Park's first facility in Eagan and look forward to being a part of the Eagan business community. Please contact me with questions or requests for additional information. Thank you for your consideration of this matter. Sincerely, Bonnie A. O'Meara Good Times Park, Inc. 612.418.8427 Bonnie @GoodTimesPark.com Q F1 December 6, 2012 City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 NARRATIVE ADDENDUM Re: 10- PA- 09 -11 -12 Planned Development Amendment — 3265 Northwood Circle, Suite 100 Dear Ms. Sarah Thomas: I am submitting this addendum to the narrative in response to your request for additional information dated November 30, 2012 and additional questions raised by Desiree Schroepfer (on behalf of the Eagan Police Department) during our telephone conversation on December 3, 2012, STAFFING: I will be the primary staff member on site at the facility. I will maintain an office within the facility with posted office hours and emergency contact information. In addition, my husband (co- owner), janitorial services, and contract security personnel will frequent the premises each day. However, there will be limited times when the facility will be unstaffed, as it will be designed to be a self -use park. SECURITY: The following describes the security /access control plan. 1. Facility Access Control (During Open Hours): The entrance will consist of two exterior doors leading to an interior vestibule. The exterior doors will be unlocked during open hours. One door will be marked for Members Only. The other door will be marked for Guests. The interior entrance doors will be secured at all times. Once inside the vestibule: A member will gain access into the facility by either scanning their membership bar code or their fingerprint. "Once someone purchases a membership (other than a daily pay -n -play membership) on -line or on the kiosk at the facility, they will attend a new member orientation, at which time their bar code access will be converted to individual family rnember fingerprint access. B A guest (Responsible Adult age 18 or older) will use the kiosk to complete the PL required tutorial acknowledge acceptance of Security, Health & Safety rules, 11 a a �I electronically acknowledge receipt of the waiver, enter their contact information, select the number of Responsible Adults and children (age 17 and under), and ('1Im-process payment. The kiosk will print a "daily pay -n- play" bar code for their group, along with a receipt. They will then scan their bar code by the scanner attached to the entrance door to gain access to the facility. A Responsible Adult without a child may not purchase a "daily" or other membership. All other exterior doors will be locked from the outside, including the exterior /interior exit doors. Emergency exit doors will be equipped with alarm push bars. 2. Surveillance & Security: All entrances and exits will be equipped with recording surveillance cameras. In addition, additional interior spaces (such as coat /stroller storage areas, picnic area, restroom entrances, playground, and other play areas) will be monitored and recorded with surveillance cameras. Glass breakage sensors and other intrusion security devices will also be installed. I will retain a local contract security provider (such as JBM Patrol & Protection in Edina) to provide the following services: i. On -site security officer from 4:00 pm to close and other peak times to monitor entrance /exit activity, to conduct random receipt checks, to act as emergency contact, and to complete nightly shut -down services ii. Perimeter and parking lot patrol iii. Opening walk - through patrol 3. In Case of Emergency: Guests will contact me or the on -site security office in case of emergency. At least two emergency phones will be available for use in case of emergency during unstaffed times. These phones will allow a 911 call for emergency assistance, along with a facility paging system. Police Officers and first Responders will gain access to the facility through a firebox and /or designated access control number, if the facility is unstaffed at the time. 4. Health & Safety: As part of the pre- access acknowledgements, Responsible Adults must agree to abide by safe play rules, equipment inspection and broken equipment reporting procedures, cleanliness, and accident or incident reporting. A safety log will be located outside of the manager's office for reporting unsafe equipment or health incidents. SIGNAGE: As part of this application, I am also seeking additional approval for a sign to be mounted on the building, pursuant to the Sign Criteria set forth in Exhibit E, as part of the submission for the Northwood Business Park site. Additional signage will not be required at this time. EXTERIOR LIGHTING: Building management will ensure lights are re- lamped to maintain good working order. No changes are proposed at this time. ppv 3 g 3 a�� SITE PLAN: 1. interior: Attached as Exhibit A (12.6.12) is an updated DRAFT layout of the interior space (without the "living space" notation). 2. Parking Stall Designation: Attached as Exhibit B (12.6.12) is the Northwood Business Park -II parking plan indicating the stalls that are designated to Suite 100 — Good Times Park, Inc. Please contact me with any addition questions. Thank you for your consideration of this matter. Sincerely, f r Bonnie A. O'Meara Good Times Park, Inc. 612.418.8427 Bonnie @GoodTimesPark.com Agenda Information Memo January 2, 2013, Eagan City Council Meeting D. CONDITIONAL USE PERMIT — KWIK TRIP ACTION TO BE CONSIDERED: To approve (OR direct preparation of Findings of Fact for Denial) a Conditional Use Permit to allow outside storage of tanks for Compressed Natural Gas (CNG) and Diesel Exhaust Fluid (DEF) for property at 3145 Dodd Road, subject to the conditions listed in the APC minutes. REQUIRED VOTE FOR APPROVAL: Majority of Councilmernbers Present FACTS: ➢ The subject property is zoned I -1 (Limited Industrial) which allows outdoor storage via a CUP (Conditional Use Permit). ➢ The subject site was built in 1998 and consists of a motor fuel station, convenience store, car wash and sandwich shop. Two fueling areas exist, one for passenger vehicles and the other for diesel trucks. ➢ Four CUP's have been approved since 1998 allowing for: a truck stop, motor fuel sales, a pylon sign and a 315 sq. ft. addition for kitchen space. ➢ CNG is a fast growing alternative fuel. DEF assists with the reduction of emissions from diesel powered vehicles. The tanks are proposed adjacent to the diesel fueling island. ➢ The proposed use satisfies the outdoor storage requirements, although the tanks will be located in the front yard of Advantage Lane. ➢ The existing building and fueling islands dictate the location of the tanks but they are proposed to be well screened from the ROW with fencing and landscaping. ➢ The Advisory Planning Commission held a Public Hearing on December 20, 2012 and is recommending approval. 60 DAY AGENCY ACTION DEADLINE: January 20, 2013 ISSUES: None ATTACHMENTS: (3) Location map on page c Draft December 20, 2012 APC minutes on page 0� a3 Staff report on pages 2a4 through 0318 aa\ Location Map nO.k O1 7 O �psa Doodl U. 2 q"k,, G lM. Rd •�O - CIIRRd • � � t •v vmavmv vv nwavvxva vv ., Map Area Extent x a C-- STAoKAGA-2.6- .LONE- OAK -RDA z J Q J O_ COURT gF 0 O rRu Subject Site CT CIRCLE ,j z ;- - J z W J J O Bur bales 'ark Ncirth Park Park Feet 0 500 1,000 2,000 Project Name: K'wik Trip Legend Request: Conditional Use Permit Parcels Case No: 12- CU- 09 -08 -12 Buildings Parks lV Z\ City Boundary N City Eap of Advisory Planning Commission December 20, 2012 Page 10 of 10 E. Kwik Trip - Dodd Rd Applicant Name:Kwik Trip Inc. Location: 3145 Dodd Rd; Lot 1, Block 1, Kwik Trip Application: Conditional Use Permit A Conditional Use Permit to allow above ground fuel tanks. File Number: 12- CU- 09 -08 -12 Planner Thomas introduced this item and highlighted the information presented in the City Staff report dated December 13, 2012. She noted the background and history;; Bryan Novy, Kwik Trip, discussed compressed natural gas fueling -and the reason it is being requested for the Eagan site. He stated Kwik Trip currently h4. ine- _locations in Minnesota and Wisconsin with compressed natural gas fueling. He discussed _employee _training for customers who need assistance. Chair Heaney opened the public hearing. There being no public comment, Chair Heaney discussion back to the Commission. ring and turned the Member Dugan stated he has had professional dealings with lWapplicant but no discussion on the proposed. _- Member Piper moved, Member Vanderpoel $�econft d-lagft motion to recommend approval of a Conditional Use Permit to allow outside storage 6f- -tanks for compressed natural gas (CNG) and Diesel Exhaust Fluid (Dftor property locafied at 3145TDodd Road, subject to the following conditions: _ -= 1. This Conditional Use = Permit shall be recorded a Dakota County within 60 days of approval by the City Council, and =proof of recording - submitted to the City. 2. The applicant shall revise ffe Site--'-P--1d-&n`-,-1 to add two additional gates on each end of the fenced area to allow Fire access_from all angles. 3. The --two tanks for compressed- naturol-gas and diesel exhaust fluid shall be of the size and located__as shown on the =Site Plan received December 6, 2012 (as revised). 4. The landscaping shall be installed by June 1, 2013 per the Site Plan (as revised). 5. The fence - surrounding floe tanks shall terminate at grade with no opening between the bottom of fh-e_fence and the ground /gravel. 6. All signage sl=all =meet City Code requirements. 7. The applicant sK- dIVobCdin a Building Permit for the proposed improvements. All voted in favor. Motion carried 6 -0. IL PLANNING REPORT CITY OF EAGAN REPORT DATE: December 13, 2012 APPLICANT: Kwik Trip, Inc. PROPERTY OWNER: Kwik Trip, Inc. REQUEST: Conditional Use Permit LOCATION: 3145 Dodd Road CASE: 12- CU- 09 -08 -12 HEARING DATE: December 20, 2012 APPLICATION DATE: Nov. 21, 2012 PREPARED BY: Sarah Thomas COMPREHENSIVE PLAN: IND, Limited Industrial ZONING: I -1, Limited Industrial SUMMARY OF REQUEST The applicant is requesting approval of a Conditional Use Permit to allow outside storage of tanks for Compressed Natural Gas (CNG) and Diesel Exhaust Fluid (DEF) for property located at 3145 Dodd Road, legally described as Lot 1, Block 1, Kwik Trip Addition, AUTHORITY FOR REVIEW City Code Chapter 11, Section 11.50, Subdivisions 4C and 4D provide the following. Subdivision 4C states that the Planning Commission shall recommend a conditional use permit and the Council shall issue such conditional use permits only if it finds that such use at the proposed location: 1. Will not be detrimental to or endanger the public health, safety, or general welfare of the neighborhood or the City. 2. Will be harmonious with the general and applicable specific objectives of the Comprehensive Plan and City Code provisions. 3. Will be designed, constructed, operated and maintained so as to be compatible in appearance with the existing or intended character of the general vicinity and will not change the essential character of that area, nor substantially diminish or impair property values within the neighborhood. QO-A4 Planning Report — Kwik Trip December 20, 2012 Page 2 4. Will be served adequately by essential public facilities and services, including streets, police and fire protection, drainage structures, refuse disposal, water and sewer systems and schools. 5. Will not involve uses, activities, processes, materials, equipment and conditions of operation that will be hazardous or detrimental to any persons, property or the general welfare because of excessive production of traffic, noise, smoke, fumes, glare or odors. 6. Will have vehicular ingress and egress to the property which does not create traffic congestion or interfere with traffic on surrounding public streets. 7. Will not result in the destruction, loss or damage of a natural, scenic or historic feature of major importance. 8. Is appropriate after considering whether the property is in compliance with the City Code, Subdivision 41), Conditions, states that in reviewing applications of conditional use permits, the Planning Commission and the Council may attach whatever reasonable conditions they deem necessary to mitigate anticipated adverse impacts associated with these uses, to protect the value of other property within the district, and to achieve the goals and objectives of the Comprehensive Plan. In all cases in which conditional uses are granted, the Council shall require such evidence and guarantees as it may deem necessary as proof that the conditions stipulated in connection therewith are being and will be complied with. BACKGROUNDMISTORY The property was platted in 1998 and the Kwik Trip was constructed the same year. There are four Conditional Use Permits (CUP) pertaining to this development: (a) for a truck stop; (b) for motor fuel sales; and (c) for a pylon sign, all of which were approved in 1998. The fourth CUP was approved in 2005, allowing a 315 sq. ft. building addition to add kitchen space to the existing building. EXISTING CONDITIONS The site is developed with a motor fuel station, convenience store, car wash and a sandwich shop. There are two fueling areas, one consisting of gasoline pumps for automobiles, pickup trucks and vans, and a separate diesel canopy for fueling of diesel trucks. A single bay oversized car wash is located on the north end of the building, with the car wash entrance from the south along the west side of the building. The retail component includes convenience items and food sales and a separate sandwich shop. SURROUNDING USES The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: Planning Report — Kwik Trip December 20, 2012 Page 3 EVALUATION OF REQUEST Description of Proposal — Kwik Trip is proposing to install outdoor storage of tanks utilized with a Compressed Natural Gas (CNG) vehicle fueling system as well as a Diesel Exhaust Fluid (DEF) filling system. The tanks will be located on the south side of the site, incorporated into the diesel canopy area. According to the applicant's narrative, "CNG is one of the fastest growing alternative fuels in the transportation industry today. An odorless, non - toxic, gaseous mixture composed of hydrocarbons, natural gas is a safe alternative to diesel and gasoline... Nationally, there are over 1,000 CNG fueling stations and 120,000 CNG vehicles on the road ... There are 5 CNG stations in the state of MN, 3 of which are owned by Kwik Trip." As governmental regulations on emissions from diesel engines become stricter, it has forced vehicle manufacturers to evaluate and adopt new technologies in order to be compliant with the more stringent emission standards effective January 1, 2010. DEF is an operating fluid for Selective Catalytic Reduction (SCR) technology, which is in new heavy duty commercial vehicles manufactured since 2010. DEF is not a fuel or fuel additive; it is injected into the exhaust system to chemically reduce nitrogen oxide emissions from diesel powered vehicles. Compatibility with Surrounding Area — Outside storage- is a conditional use in the I -1 zoning district. Surrounding properties are also zoned 1 -1 and other outside storage is currently present on other properties in the area. Site Plan — The Site Plan shows the storage area located adjacent to the diesel island on the south side of the property, set back approximately 80' from Dodd Road and 70' from Advantage Lane. The storage area consists of DEF tanks, a compressor, a booster, gas meter, transformer pad, and additional storage tanks and equipment. The tank storage area will be surrounded by an 8 foot metal fence and bollards for security and safety. The fence will screen the equipment; however, the black vent pipes will extend above the fence as they are 9 -10 feet in height. In addition to the storage area, the installation of the CNG dispensing units will require a 22' x 70' addition of the diesel island canopy. Existing Use Zoning Land Use Designation North Starks Restaurant I -1, Limited Industrial IND, Limited Industrial South TIP (Outdoor storage of I -1, Limited Industrial IND, Limited Industrial semi - trucks and trailers) East Motor Fuel Station; GB, General Business; RC, Retail Commercial Television Service Labs NB, Neighborhood Business West DART (Outdoor storage I -1, Limited Industrial IND, Limited Industrial of semi - trucks and trailers) EVALUATION OF REQUEST Description of Proposal — Kwik Trip is proposing to install outdoor storage of tanks utilized with a Compressed Natural Gas (CNG) vehicle fueling system as well as a Diesel Exhaust Fluid (DEF) filling system. The tanks will be located on the south side of the site, incorporated into the diesel canopy area. According to the applicant's narrative, "CNG is one of the fastest growing alternative fuels in the transportation industry today. An odorless, non - toxic, gaseous mixture composed of hydrocarbons, natural gas is a safe alternative to diesel and gasoline... Nationally, there are over 1,000 CNG fueling stations and 120,000 CNG vehicles on the road ... There are 5 CNG stations in the state of MN, 3 of which are owned by Kwik Trip." As governmental regulations on emissions from diesel engines become stricter, it has forced vehicle manufacturers to evaluate and adopt new technologies in order to be compliant with the more stringent emission standards effective January 1, 2010. DEF is an operating fluid for Selective Catalytic Reduction (SCR) technology, which is in new heavy duty commercial vehicles manufactured since 2010. DEF is not a fuel or fuel additive; it is injected into the exhaust system to chemically reduce nitrogen oxide emissions from diesel powered vehicles. Compatibility with Surrounding Area — Outside storage- is a conditional use in the I -1 zoning district. Surrounding properties are also zoned 1 -1 and other outside storage is currently present on other properties in the area. Site Plan — The Site Plan shows the storage area located adjacent to the diesel island on the south side of the property, set back approximately 80' from Dodd Road and 70' from Advantage Lane. The storage area consists of DEF tanks, a compressor, a booster, gas meter, transformer pad, and additional storage tanks and equipment. The tank storage area will be surrounded by an 8 foot metal fence and bollards for security and safety. The fence will screen the equipment; however, the black vent pipes will extend above the fence as they are 9 -10 feet in height. In addition to the storage area, the installation of the CNG dispensing units will require a 22' x 70' addition of the diesel island canopy. Planning Report — Kwik Trip December 20, 2012 Paize 4 The Fire Department has reviewed the proposed request and suggests that two additional gates be added on each end of the fenced area to ensure access from all angles. This has been included as a condition of approval. Noise — The applicant conducted a sound evaluation study to determine any potential increase in noise affiliated with the proposed outdoor storage. The study utilized an existing Kwik Trip store where CNG equipment is in place, located in Rochester MN. According to the report, "Given the already elevated background sound levels measured at Kwik Trip Store #662 in Eagan, MN and the readings collected from the CNG compressor manufacture, it is not likely to exceed the 55 dB level at '/4 mile or the 50 dB level at '/2 mile from the proposed placement of the CNG system." Landscaping — The applicant proposes to add landscaping adjacent to the fence enclosure to soften the view of the proposed outdoor storage area. Specifically, the Landscape Plan identifies four trees (Boulevard Linden) and a mix of shrubs (Summer Wine Ninebark and Fairview Juniper). Si_gnage — The applicant proposes to utilize the existing pylon sign for pricing of the CNG. The pylon sign is at the maximum size of 125 s.f. allowed per City Code. No additional square footage on the pylon sign or signage on the canopy is allowed. All signage should meet City Code requirements. Outdoor Storage — The ordinance standards for outside storage are outlined below. a. Outdoor storage items shall be placed within an enclosure as necessary to achieve appropriate security and containment or for public safety reasons when determined necessary by the city. The storage area will be enclosed within a fence and surrounded with bollards located internal to the fence. To limit the possibility that the landscape vegetation catch fire, the applicant should ensure that the fence terminate at grade with no opening between the bottom of the fence and the ground /gravel. This is included as a condition of approval. b. The storage area shall be located in the side or rear yards and shall not encroach into any required front building setback area or other required setbacks. This site is a corner lot with street frontage on two sides. The proposed storage area is technically located in the front yard, although the building placement reduces the possibility of storage in the side and rear yard. Additionally, the location of the fuel island dictates the placement of the tanks as they need to be adjacent to the dispensers. The storage area is located 80 feet from the right -of -way at the closest point to Dodd Road and 70 feet from Advantage Lane which exceeds setback requirements. c. The outdoor storage area shall be screened from view from the public right -of -way and from any adjacent property which is designated for residential uses in the comprehensive guide plan. The storage area is visible from the Dodd Road and Advantage Lane right - of -way. However, the large setback from the right -of -way and landscaping in the front of the property provide a buffer between Dodd Road and the outside storage area. Both a Planning Report — Kwik Trip December 20, 2012 fence and landscaping are proposed to screen the tanks, which will meet the requirements for screening from Advantage Lane. d. The storage area shall not interfere with any pedestrian or vehicular movement. The outside storage area is adjacent to the existing diesel canopy and does not interfere with pedestrian or vehicular movement. Currently, this area is utilized as truck parking. e. The storage area shall not take up required parking spaces or landscaping areas. The proposed outside storage will occupy existing hardcover. f. The storage area shall be surfaced with concrete or an approved equivalent to control dust and erosion. The surface shall be properly maintained to prevent deterioration. Concrete pads will be under each piece of equipment with rock fill in between. SUMMARY /CONCLUSION Kwik Trip is requesting a Conditional Use Permit for outside storage of tanks for use of compressed natural gas and diesel exhaust fluid at 3145 Dodd Road. The proposed use appears generally compatible with the I -1 zoning and surrounding properties and appears to satisfy the performance standards in the City Code. ACTION TO BE CONSIDERED To recommend approval of a Conditional Use Permit to allow outside storage of tanks for compressed natural gas (CNG) and Diesel Exhaust Fluid (DEF) for property located at 3145 Dodd Road. If approved, the following conditions shall apply: 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. The applicant shall revise the Site Plan to add two additional gates on each end of the fenced area to allow Fire access from all angles. 3. The two tanks for compressed natural gas and diesel exhaust fluid shall be of the size and located as shown on the Site Plan received December 6, 2012 (as revised). 4. The landscaping shall be installed by June 1, 2013 per the Site Plan (as revised). 5. The fence surrounding the tanks shall terminate at grade with no opening between the bottom of the fence and the ground /gravel. 6. All signage shall meet City Code requirements. 7. The applicant shall obtain a Building Permit for the proposed improvements. i � Location Map 0 i1� )a Lone Oek Rd� 7 O Pe'+ Yankee Doodle Rd 2 eCd i OUT. Rd ZO' Cliff Rd "� - eevveabeesve as »va ®vvra •� Map Area Extent HidN:p 2,6 DLONE- OAK - RDA... z J J O COURT 0 SE N O� U Subject Site CT �0 �� CIRCLE IQ z J z J LL J .. J 0 'V Bur Oaks Park North Park Park Feet 0 500 1,000 2,000 Project Name: Kwik Trip Legend Request: Conditional Use Permit Parcels Case No: 12- CU- 09 -08 -12 Buildings Parks AbL City Boundary N 4wF, City of Eagan City of Eap Current Zoning and Land Use Map Application: Kwik Trip Type: Conditional Use Permit Case No.: 12-CU-09-08-12 Zoning 1-1 Limited Industrial District Land Use Plan IND Limited Industrial Z\ N 0 300 600 1,200 Feet IND IN RC— F --BP M G.S A.H. NO. 26 N QKJF nAV P1 RCI, RC ou R Subject Site, IND 2 LD R IND IN It D MD L LP IND --..--.--IND P PD �A- Q R A H Subject Site A NO 9r, n nNF OAK Rn) P PD GI R-1 NB 7 Iii I � ti� - -J -R� 1- =J�i�fl R-3 PI-1 I 'R2-1/ P IND IN RC— F --BP M G.S A.H. NO. 26 N QKJF nAV P1 RCI, RC ou R Subject Site, IND 2 LD R IND IN It D MD L LP IND --..--.--IND P ✓ 3TTIi;'w iii --�. s < '"rf _ ,- yam _ , ,: ON- t t Maw . `k`xL F Aff r l - walf =i s ;1 y � Y� Im, Irn cz� OVERALL SITE PLAN p M 12393 v E \ T GT 00 do Jag 2 2 RT 0.1 GRADE PLAN CONVENIENCE STORE 662 CNG ADDITION vN o° Iw I 3145 DODD ROAD EAGAN, MINNESOTA i� °o HI m -. � e mm3 ;� ogQ wa�� eAs m �o� A mED 2 z F A �r � � D N I � N Z m— v D n s > Z D aC) � Z O m (J p p O I � z� O nz � mz O_ v W P W w w OUTDOOR STORAGE AREA, rq z IFl > F- > fTl Z D 00 m D � z z � z D 0-) o� C N —I Cf) m 00 °r _ I (arl►r C o� �o (l M m 'T' 3 L. opium cn C.) rr, w.J AERIAL OVERLAY III I I r SITE PLAN CONVENIENCE STORE 662 CNG ADDITION (n 3145 DODD ROAD EAGAN, MINNESOTA � � � � .- � � � � � §/ ,7 m m� |» , #\ 9 � ) / m ,\ ;« z \ \� .M , !§■§ )� \ 2; \ « / \ \ \ \.0 - P f2 \ ® \ � CA % I 2 3 3 v � > / 0 Z Z a « 2 m / 9 d m EQUIPMENT PAD \\\). \\Z \ q w S 6 y m w d « S ® S m � m y w /} \j � : : \ � Bom cgm ° ®) f« I 200M ... . ...... FENCE DETAILS -"mow Z 1-4 0 m M:q C) m z m a Iro _u z 0 U 0 F > a) m R -u w 0 M Z 0 m > _00 co 0 z W Erl 0 th T m < ro 0 ci 0 r c;j m is 71 co w CD a a r- — I m m 22 m ;u M 0 0 5 F O O m NARRATIVES City of Eagan: Kwik Trip is proposing the installation of CNG (Compressed Natural Gas) for vehicle fueling located at 3145 Dodd Rd Eagan, MN 55121. This is an existing attended fueling station for public fueling. I have enclosed four plan sets, and equipment specs for this installation. The time frame for this installation is beginning of March 2013 through Mid May 2013. 1 have provided a list of contacts below regarding contractors and equipment suppliers for this project. Please let me know if you have any questions. T7Z ou, i Rob Hansen Kwik Trip, Inc. General Contractor Kwik Trip, Inc. Rob Hansen / Bryan Novy rhansen@kwiktrip,com bnovy @I<wiktrip.com 608- 793 -5522 / 608 - 793 -6433 Equipment Manufacturer ANGI Energy Systems Dan Hicks dhicl<s@angienergV.com 608 -868 -4626 ext. 237 -w/K Our Mission: "To serve our customers and community more effectively than anyone else by treating our customers, 7.. co- workers and suppliers as we, personally, would like to be treated, and to make a difference in someone's life," Kwik Trip & Kwik Star Stores • Tobacco Outlet Plus • Convenience Transportation, LLC • Hearty Platter Restaurants & Cafds 4 Ut_ ...,.iii City of Eagan: Kwik Trip is proposing the installation of CNG (Compressed Natural Gas) for vehicle fueling located at 3145 Dodd Rd Eagan, MN 55121. This is an existing attended fueling station for public fueling. Compressed Natural Gas is one of the fasting growing alternative fuels in the transportation industry today. An odorless, non - toxic, gaseous mixture composed of hydrocarbons, natural gas is a safe alternative to diesel and gasoline. After being run through a compression system, the fuel is either stored in pressurized storage tubes or dispensed into 3600 psi storage tanks on CNG powered vehicles. Nationally, there are over 1, 000 CNG fueling stations and 120,000 CNG vehicles on the road. In order to provide a functional CNG infrastructure for our natural gas customers, as well as our own fleet of natural gas vehicles, Kwik Trip must strategically build at retail locations that cater to some of the most heavily traveled corridors throughout Minnesota, Wisconsin and Iowa, There are currently 5 CNG stations in the state of Minnesota, 3 of which are owned and operated by Kwik Trip. At each of Kwik Trip's CNG locations, retail co- workers are trained on the basics of the natural gas equipment as well taught how to fuel CNG vehicles. The proposed Eagan location would be the first true retail CNG site in the metro market and would serve some of Minnesota's largest transportation companies, such as Dart Transit. Kwik Trip designs each station to have large truck accessibility and replicates similar fueling experiences to diesel or gasoline. Our focus remains on all of our customer's satisfaction as well as working with local jurisdiction. Upon completion of construction, traffic flow and circulation will remain intact and patterns will not be interrupted from what they are today. As trends in the industry have shown, many fleets will phase out their diesel trucks with equipment, causing limited impact to trailer parking availability. I have provided a list of contacts below regarding contractors and equipment suppliers for this project. Please let me know if you have any questions. Thank You, Rob Hansen Kwik Trip, Inc. F(TIV ED 17'-F ' 1H ri 2112 A,w,K Our Mission: "To serve our customers and community more effectively than anyone else by treating our customers, rR /A co-workers and suppliers as we, personally, would like to be treated, and to make a difference in someone's life." Kwik Trip & Kwik Star Stores • Tobacco Outlet Plus • Convenience Transportation, LLC • Hearty Platter Restaurants & Caf €s 03- AGENDA CITY OF EAGAN REGULAR MEETING OF THE ECONOMIC DEVELOPMENT AUTHORITY EAGAN MUNICIPAL CENTER JANUARY 2, 2013 A. CALL TO ORDER B. ADOPT AGENDA C. CONSENT AGENDA 1. APPROVE EDA Minutes 2. AUTHORIZE Preparation of Market Analysis for Cedar Grove Redevelopment Parcels D. OLD BUSINESS E. NEW BUSINESS 1. APPROVE Joint Powers Agreement with the Dakota County CDA regarding the Open to Business Program F. OTHER BUSINESS 1, EDA ORGANIZATIONAL BUSINESS G. ADJOURN a�� Agenda Information Memo Eagan Economic Development Authority Meeting January 2, 2013 NOTICE OF CONCURRENT ACTIONS The Council acting as the Board of Commissioners of the Economic Development Authority ( "EDA ") may discuss and act on the agenda items for the EDA in conjunction with its actions as a Council. A. CALL TO ORDER ACTION TO BE CONSIDERED: To convene a meeting of the Economic Development Authority to run concurrent with the City Council meeting. B. ADOPT AGENDA ACTION TO BE CONSIDERED: To adopt the Agenda as presented or modified. C. CONSENT AGENDA ACTION TO BE CONSIDERED: To approve the Consent Agenda as presented or modified. 1. MINUTES — The minutes of the December 18, 2012 EDA meeting will be distributed for review and approval at a future EDA meeting. 2. AUTHORIZE CITY ATTORNEY TO CONTRACT WITH AN APPRAISER TO PREPARE MARKET ANALYSES FOR CEDAR GROVE REDEVELOPMENT PARCELS — Development interest in the redevelopment parcels in Cedar Grove is expected to increase once the Paragon Outlet project breaks ground. In order to respond to qualified purchase offers, the EDA's practice has been to get a market analysis performed by an appraiser in order to provide the EDA with property value market information on which to base consideration of the proposals. The City Attorney can retain an appraiser to prepare an analysis of this kind and advise the EDA during the negotiation of a purchase agreement. Staff is requesting that authorization be given in advance for the remaining parcels, to facilitate the process going forward rather than return to the EDA Board for separate authorization for each offer and each parcel. ';�L\Q Agenda Information Memo January 2, 2013 Eagan EDA Meeting New Business 1. APPROVE JOINT POWERS AGREEMENT WITH THE DAKOTA COUNTY CDA REGARDING THE OPEN TO BUSINESS PROGRAM ACTION TO BE CONSIDERED: To Approve a Joint Powers Agreement with the Dakota County CDA regarding the Open to Business Program in a form acceptable to staff and the City Attorney and authorize their execution by the President and Executive Director. FACTS: • As a part of the 2013 Budget preparation, staff provided background information on a proposal for the Minnesota Consortium of Community Developers to enter into a service agreement with the Dakota County CDA to implement an Open to Business program in the County. Under the program, MCCD staff would assign business consulting and business finance personnel to the County in general and the Cities in particular to work with interested businesses or prospective businesses to prepare their business plans, develop their management systems, perform other analyses and apply to secure financing from either MCCD sources or other sources. MCCD provides similar services to cities in Hennepin County and they would complement and not duplicate the business consulting services provided by the Small Business Development Center at the Dakota County Technical College. The CDA has proposed to cover the cost of one half of the program if interested cities would match that investment. To that end, $7,500 was allocated in the 2013 Community Development — Planning Budget for this purpose. The CDA has received such budget commitments from the various Cities and it is now in order to consider approval of the joint powers agreement to proceed with the program. • The agreement is substantially complete with discussion remaining in one area. Because the CDA and staff wish to have the program begin in January, the form of the requested approval is noted above. 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U) _ in IL �¢� as as _E., — ) Q C to O O t0 v r O t O O C J > 'N 'y V C tm (� V Rf y C O CU Co 3yc o.o Agenda Information Memo Eagan Economic Development Authority Meeting January 2, 2013 F. OTHER BUSINESS — ORGANIZATIONAL BUSINESS 1. Election of Officers ACTION TO BE CONSIDERED: To elect /appoint officers of the Eagan Economic Development Authority. FACTS: As a part of its annual organizational business, the EDA elects its officers and appoints its Executive Director and Secretary /Deputy Director. In 2012, the officers of the Authority were as follows: President: Mike Maguire Vice President: Paul Bakken Treasurer: Meg Tilley Executive Director: City Administrator Tom Hedges Secretary /Deputy Executive Director: Community Development Director Jon Hohenstein • The EDA may choose to designate the new City Administrator to be the EDA Executive Director, upon that person's selection later this month. 2. 2013 Meeting Schedule — No Action Necessary FACTS: Under its bylaws, the Eagan Economic Development Authority's regular meetings are scheduled to coincide with the regular meetings of the City Council. At its meeting of December 1, 2003, the EDA confirmed the meeting schedule defined in the bylaws and adopted a mechanism by which the Authority may cancel such meetings as a part of the adoption of the City Council agenda if no EDA business is in order on that date. Staff is recommending that this schedule and process continue for 2013. 3. Single Action for EDA and Council Resolutions — No Action Necessary FACTS: In 2004, the City Council also adopted a process by which the actions that are required to be taken by both the City Council and the EDA can be accomplished through a single motion. Under this process, the Council meeting remains in session (does not recess) when the EDA meeting is convened. For each business item that requires an action by both the EDA and the Council, two resolutions are included in the background and one motion by the Council, also hearing the item as the EDA, approves both resolutions. At the completion of the EDA D%Aq Business items, the EDA meeting is adjourned and the remainder of the Council meeting is completed. G. ADJOURNMENT ACTION TO BE CONSIDERED: To adjourn the EDA Meeting. (),�