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11/19/2013 - City Council RegularAGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING NOVEMBER 19, 2013 6:30 P.M. ROLL CALL AND PLEDGE OF ALLEGIANCE 3 11. ADOPT AGENDA III. RECOGNITIONS AND PRESENTATIONS t4 A. SWEARING -IN of Officers Peter Meyer and Josh San nes 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 B. PERSONNEL ITEMS 1-. C. APPROVE Check Registers l3 D. DIRECT preparation of an ordinance amendment to City Code Chapter 5 relative to restrictions on the number of on -sale liquor licenses E. APPROVE a cooperative purchasing contract with the Houston - Galveston Area Council purchasing cooperative 1' I F. APPROVE a Resolution to accept a donation of two Solar PodTM Solar Panels to be installed at Goat Hill Park aG. AUTHORIZE staff to apply for a Assistance to Firefighters Grant for Self Contained Breathing Apparatus H. Item removed _I. AUTHORIZE Additional Service Agreement with Mnspect Company for Contract Building Inspections Services Q5 J. APPROVE Appraised Values and Authorize Extension of Offers, City Projects 923 and 1011, TH 55/149 Safety & Capacity Improvements aO K. APPROVE Limited Use Permit with MnDOT — City Contract No. 14 -04, TH 55/ TH 149 Safety & Capacity Improvements Q9 L. APPROVE No Parking Resolution — TH 55 /TH 149 aCFM. APPROVE Change Order No. 1, City Contract 13 -05, Cedar Grove Parking Garage 30 N. APPROVE Exempt Permit for Pinewood PTO to hold a raffle on April 11, 2014 3a O. APPROVE AccessEagan Conduit Space License Agreement with Twin Cities Outlets Eagan LLC, Formally Known as Paragon Outlets Eagan LLC V. PUBLIC HEARINGS 53A. FINAL ASSESSMENT HEARING, Project No. 1100 — Dodd Road (Cliff Road to Diffley Road) - Street Improvements q4 B. FINAL ASSESSMENT HEARING, Project No. 1097 — Summer Place/ Summer Place Second Additions - Street Improvements 50 C. FINAL ASSESSMENT HEARING, Project No. 1046 — Old Sibley Highway - Street Improvements _5�o_D. FINAL ASSESSMENT HEARING, Project No. 1121 — Patrick Addition (Hay Lake Court) — Street Improvements (0 a E. FINAL ASSESSMENT HEARING, Project No. 1120 — Nicols Road (Cedar Grove Parkway to Meghan Lane in Cedar Grove No. 3) — Street Improvements F. FINAL ASSESSMENT HEARING, Project No. 1119 — Eagandale Center Industrial Park (Neil Q Armstrong Boulevard, Mike Collins Drive) — Street Improvements l G. FINAL ASSESSMENT HEARING, Project 1118 — Dodd Farm (Calvin Court) — Street Improvements VI. OLD BUSINESS 6 A. VARIANCE — Kohl's - A Variance to the exterior finish materials standards for a commercial building fapade remodel located at 1350 Town Centre Drive VII. NEW BUSINESS LrLA. PRELIMINARY PLANNED DEVELOPMENT, COMPREHENSIVE LAND USE GUIDE PLAN AMENDMENTS, REZONING, AND PRELIMINARY SUBDIVISION (Central Park Commons — CSM Eagan, LLC) - TO BE CONTINUED TO A FUTURE DATE AT REQUEST OF APPLICANT VIII. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE IX. ECONOMIC DEVELOPMENT AUTHORITY (There are no EDA items to consider at this time.) 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 J1. City of 1 a._ TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR OSBERG DATE: NOVEMBER 15, 2013 SUBJECT: AGENDA INFORMATION FOR NOVEMBER 19, 2013 CITY COUNCIL MEETING ADOPT AGENDA After approval is given to the November 19, 2013 City Council agenda, the following items are in order for consideration. 3 Consent Agenda Information Memo November 19, 2013, Eagan City Council Meeting RECOGNITIONS AND PRESENTATIONS Swearing -in of Officers Peter Meyer and Josh Sannes FACTS: Police Chief McDonald will introduce new Police Officers Peter Meyer and Josh Sannes to the Council and community. After a brief introduction, they will be administered the oath of office by the Chief. Both officers began their employment on June 10, 2013. Agenda Information Memo November 19, 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 November 4, 2013 Regular City Council meeting as presented or modified. ATTACHMENTS: • Minutes of November 4, 2013, City Council meeting are enclosed on pages through to . 5 MINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota NOVEMBER 4, 2013 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Mayor Maguire and Councilmembers Bakken, Fields, Hansen and Tilley. A regular meeting of the Eagan City Council was held on Monday, November 4, 2013 at 6:30 p.m. at the Eagan Municipal Center. Present were Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. Also present were City Administrator Osberg, Assistant City Administrator Miller, Director of Communications Garrison, Director of Finance Pepper, Director of Community Development Hohenstein, City Planner Ridley, Director of Public Works Matthys, Fire Chief Scott, Police Chief McDonald and Executive Assistant Stevenson. AGENDA Councilmember Hansen moved, Councilmember Fields seconded a motion to approve the agenda as presented. Aye:5 Nay:0 RECOGNITIONS AND PRESENTATION Water Resource Manager Eric Macbeth recognized residents Ann Iverson and Mary Simpson with the City of Eagan's 2013 Watershed Champion Award, a new community -wide program to recognize residents, groups, and businesses for outstanding efforts to protect Eagan's watersheds. CONSENT AGENDA Mayor Maguire pulled Consent Items H and P for further comment. Councilmember Tilley moved, Councilmember Fields seconded a motion to adopt the Consent Agenda as presented: Aye: 5 Nay: 0 A. It was recommended to approve the minutes of October 8, 2013 Special City Council meeting and October 15, 2013 Regular City Council meeting. B. Personnel Items It was recommended to approve the hiring of Seasonal Employees in Parks & Recreation. C. It was recommended to approve check registers dated September 27 and October 4, 2013. D. It was recommended to approve the 2014 Dakota County Community Landfill Abatement and Local Negotiated Initiative Funding Application for Dakota Valley Recycling. E. It was recommended to approve the Final Payment, City Contract No. 13 -23, Rathman Addition Sewer Water Improvements. F. It was recommended to approve the Final Payment, City Contract No. 13 -21, Blackhawk Lake Alum Treatment. G It was recommended to approve the Final Payment, City Contract No. 09 -06B, Wandering Walk Park, Wetland Bank Vegetation Maintenance. H. It was recommended to approve City Contract 13 -24, Easter by the Lake — Thomas Lake Protection Project. F City Council Meeting Minutes November 4, 2013 2 page I. It was recommended to approve the Final Payment, City Contract No. 13 -11, 2013 Water Quality Storm Sewer Improvements. J. It was recommended to authorize Execution of Conservation Easement for Wetland Replacement Credits - Wandering Walk Park. K. Item removed. L. It was recommended to award a contract to Custom Fire, LLC to build a vehicle that would be used to transport law enforcement personnel and associated equipment. M. It was recommended to approve the Final Plat for Shady Shores. N. It was recommended to authorize an 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. O. It was recommended to direct an Ordinance Amendment to Chapter 11 relative to retail sales in the Industrial and Business Park Zoning Districts. P. It was recommended to award the Contract for winterization of Old Town Hall. Q. It was recommended to continue consideration of a VARIANCE for Kohl's to the November 19, 2013 City Council meeting. PUBLIC HEARINGS VARIANCE —8757 BLACKHAWK POINT City Administrator Osberg introduced the item for a Variance to allow a detached structure in a front yard for property located at 3757 Blackhawk Point. City Planner Ridley gave a staff report. The applicant was available for questions. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve a Variance to allow a detached accessory structure in a front yard for property located at 3757 Blackhawk Point, legally described as Lot 9, Block 1, Blackhawk Hills Addition. Aye: 5 Nay: 0 CERTIFICATION OF DELINQUENT UTILITIES City Administrator Osberg introduced the item noting after the public hearing is closed the Council is being asked to approve the final assessment roll for delinquent utility bills. The City currently has approximately 742 utility bill accounts with delinquent balances. The Council discussed the item. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Tilley moved, Councilmember Hansen seconded a motion to close the public hearing and approve the final assessment roll for delinquent utility bills and authorize its certification to Dakota County for collection with property taxes. Aye: 5 Nay: 0 11 City Council Meeting Minutes November 4, 2013 3 page CERTIFICATION OF DELINQUENT MOWING, NOXIOUS WEED AND REFUSE REMOVAL BILLS City Administrator Osberg introduced the item noting after the public hearing is closed the Council will be asked to approve the final assessment roll for delinquent mowing, noxious weed and refuse removal bills. Osberg noted the City Code allows for collection of delinquent mowing, noxious weed and refuse removal bills through certification to property taxes. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Hansen moved, Councilmember Fields seconded a motion to close the public hearing and approve the final assessment roll for delinquent mowing, noxious weed and refuse removal bills and authorize its certification to Dakota County. Aye: 5 Nay: 0 CERTIFICATION OF DELINQUENT FALSE ALARM BILLS City Administrator Osberg introduced the item noting after the public hearing is closed the Council will be asked to approve the final assessment for delinquent false alarm bills. Osberg noted the City Code allows for collection of delinquent false alarm bills through certification to property taxes. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Tilley moved, Councilmember Hansen seconded a motion to close the public hearing and approve the final assessment roll for delinquent false alarm bills and authorize its certification to Dakota County. Aye: 5 Nay: 0 FINAL ASSESSMENT HEARING PROJECT 1116, DUCKWOOD CROSSINGS (CRESTRIDGE DRIVE) City Administrator Osberg introduced the item noting Project 1116 provided street and sidewalk improvements on Crestridge Drive, a local street serving a commercial area in central Eagan. Director of Public Works Matthys gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the Final Assessment Roll for Project 1116 (Duckwood Crossings ( Crestridge Drive) —Street and Sidewalk Improvements) and authorize its certification to Dakota County for collection. Aye: 5 Nay: 0 FINAL ASSESSMENT HEARING PROJECT NO. 1109, RIDGEHAVEN ACRES /RUSTIC HILLS DR /SKYLINE DR City Administrator Osberg introduced the item noting Project 1109 provided for street improvements within the Ridgehaven Acres neighborhood and on Rustic Hills Drive and Skyline r City Council Meeting Minutes November 4, 2013 4 page Drive, all residential streets in northern Eagan. Director of Public Works Matthys gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the Final Assessment Roll for Project 1109 (Ridgehaven Acres /Rustic Hills Drive /Skyline Drive — Street Improvements) and authorize its certification to Dakota County for collection. Aye: 5 Nay: 0 FINAL ASSESSMENT HEARING PROJECT NO. 1106, BLACKHAWK GLEN & BLACKHAWK RIDGE City Administrator Osberg introduced the item noting Project 1106 provided for street improvements within Blackhawk Glen & Blackhawk Ridge, residential neighborhoods in central Eagan. Director of Public Works Matthys gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the Final Assessment Roll for Project 1106 (Blackhawk Glen & Blackhawk Ridge — Street Improvements) and authorize its certification to Dakota County for collection. Aye: 5 Nay: 0 FINAL ASSESSMENT HEARING PROJECT NO. 1115, WESCOTT HILLS /THE WOODLANDS NORTH /TRAILS END City Administrator Osberg introduced the item noting Project 1115 provided for street improvements within Wescott Hills, The Woodlands North and Trails End, neighborhoods in eastern Eagan. Director of Public Works Matthys gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the Final Assessment Roll for Project 1115 (Wescott Hills, The Woodlands North and Trails End — Street Improvements) and authorize its certification to Dakota County for collection. Aye: 5 Nay: 0 FINAL ASSESSMENT HEARING PROJECT NO. 1111, GREAT OAKS City Administrator Osberg introduced the item noting Project 1111 provided for street improvements within Great Oaks, a residential neighborhood in eastern Eagan. Director of Public Works Matthys gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, he turned discussion back to the Council. 0 City Council Meeting Minutes November 4, 2013 5 page Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the Final Assessment Roll for Project 1111 (Great Oaks — Street Improvements) and authorize its certification to Dakota County for collection. Aye: 5 Nay: 0 OLD BUSINESS There was no old business to be heard. NEW BUSINESS There was no new business to be heard. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE There was no legislative /intergovernmental affairs update to be heard. ADMINISTRATIVE AGENDA There were no administrative agenda updates to be heard. There were no visitors to be heard. VISITORS TO BE HEARD ADJOURNMENT Councilmember Tilley moved, Councilmember Hansen seconded a motion to adjourn the meeting at 7:05 p.m. Aye: 5 Nay: 0 Date Mayor City Clerk �0 Agenda Information Memo November 19, 2013 Eagan City Council Meeting B. PERSONNEL ITEMS Item 1. ACTION TO BE CONSIDERED: Approve the Temporary Reclassification of Tom Miklya and Sheen Yang to Provide Additional Building Inspection Services • Due to the current high demand for building inspection services, and a shortage of contractual inspectors, it is recommended that two Code Enforcement Technicians temporarily allocate up to 20 hours per week to assist with building inspections. Item 2. ACTION TO BE CONSIDERED: Approve the hiring of Seasonal Employees in Parks & Recreation: Name Division Job Title Carlson, Ryan Civic Arena Building Attendant I Duvic, Katherine Community Center Fitness Instructor Haider, Sadaf Maxwell, Rachel Community Center Community Center 11 Fitness Instructor Fitness Instructor Agenda Information Memo November 19, 2013 Eagan City Council Meeting C. RATIFY CHECK REGISTERS ACTION TO BE CONSIDERED:. To ratify the check registers dated November 1, and November 8, 2013 as presented. ATTACHMENTS: Check register dated November 1, 2013 are enclosed without page number Check register dated November 8, 2013 are enclosed without page number Q Agenda Information Memo November 19, 2013, Eagan City Council Meeting D. DIRECT PREPARATION OF AN ORDINANCE AMENDMENT TO CITY CODE CHAPTER 5 RELATIVE TO RESTRICTIONS ON THE NUMBER OF ON -SALE LIQUOR LICENSES ACTION TO BE CONSIDERED: Direct the City Attorney's Office to prepare an ordinance amendment to City Code Chapter 5, relative to restrictions on the number of on -sale liquor licenses. FACTS: ➢ City Code restricts the number of on -sale liquor licenses a City may issue. The current limitation is 37 licenses (three for hotels, 27 for full- service restaurants and seven for hotels or full- service restaurants). The City currently has one hotel and three unallocated licenses available. ➢ State Statute does not limit the number of on -sale liquor licenses a city may issue to hotels and restaurants. ➢ More information will be provided when the ordinance amendment comes back to Council for formal consideration. ATTACHMENTS (0) Agenda Information Memo November 19, 2013, Eagan City Council Meeting E. APPROVE COOPERATIVE PURCHASING CONTRACT WITH THE HOUSTON - GALVESTON AREA COUNCIL PURCHASING COOPERATIVE ACTION TO BE CONSIDERED: To approve a cooperative purchasing contract with the Houston - Galveston Area Council purchasing cooperative. FACTS: ➢ The Houston - Galveston Area Council (HGAC) is apurchasing cooperative consisting of governmental agencies throughout the United States. Membership in HGAC allows participating government agencies to reduce the cost of purchased equipment and products by combining their purchasing power. ➢ There is not a cost to become a participating member of HGAC. Should the City choose to make a purchase off of a HGAC contract, an administrative fee is paid directly from the vendor to HGAC. ➢ The City is a member of several purchasing cooperatives that allow staff to utilize competitively bid purchasing contracts. City membership with HGAC provides staff with another option for purchasing competitively priced products. ➢ The City Attorney has reviewed the contract and found it in order for approval. ATTACHMENTS (1): The membership agreement is enclosed on pages { ':� to 1(Q 1LA INGACH INTERLOCAL CONTRACT ILC rn€ sxa.aar rut¢coe.asiwc sodM®w FOR COOPERATIVE PURCHASING No.: Pennanent Nwnber assigned by H -GAC THIS INTERLOCAL CONTRACT ( "Contract'), made and entered into pursuant to the Texas Interlocal Cooperation Act, Chapter 791, Texas Government Code (the "Act'), by and between the Houston - Galveston Area Council, hereinafter referred to as "H- GAC," having its principal place of business at 3555 Timmons Lane, Suite 120, Houston, Texas 77027, and * City of Eagan , a local government, a state agency, or a non - profit corporation created and operated to provide one or more governmental functions and services, hereinafter referred to as "End User," having its principal place of business at *_3830 Pilot Knob Road, Eaclan. MN 55122 WITNESSETH WHEREAS, H -GAC is a regional planning commission and political subdivision of the State of Texas operating under Chapter 391, Texas Local Government Code; and WHEREAS, pursuant to the Act, H -GAC is authorized to contract with eligible entities to perform governmental functions and services, including the purchase of goods and services; and WHEREAS, in reliance on such authority, H -GAC has instituted a cooperative purchasing program under which it contracts with eligible entities under the Act; and WHEREAS, End User has represented that it is an eligible entity under the Act, that its governing body has authorized this Contract on 11 /19/2013 (Date), and that it desires to contract with H -GAC on the terms set forth below; NOW, THEREFORE, H -GAC and the End User do hereby agree as follows: ARTICLE 1: LEGAL AUTHORITY The End User represents and warrants to H -GAC that (1) it is eligible to contract with H -GAC under the Act because it is one of the following: a local government, as defined in the Act (a county, a municipality, a special district, or other political subdivision of the State of Texas or any other state), or a combination of two or more of those entities, a state agency (an agency of the State of Texas as defined in Section 771.002 of the Texas Government Code, or a similar agency of another state), or a non -profit corporation created and operated to provide one or more governmental functions and services, and (2) it possesses adequate legal authority to enter into this Contract. ARTICLE 2: APPLICABLE LAWS H -GAC and the End User agree to conduct all activities under this Contract in accordance with all applicable rules, regulations, and ordinances and laws in effect or promulgated during the term of this Contract. ARTICLE 3: WHOLE AGREEMENT This Contract and any attachments, as provided herein, constitute the complete contract between the parties hereto, and supersede any and all oral and written agreements between the parties relating to matters herein. ARTICLE 4: PERFORMANCE PERIOD The period of this Contract shall be for the balance of the fiscal year of the End User, which began * 01 /01 /2013 and ends* 12/31/2013 . This Contract shall thereafter automatically be renewed annually for each succeeding fiscal year, provided that such renewal shall not have the effect of extending the period in which the End User may snake any payment due an H- GAC contractor beyond the fiscal year in which such obligation was incurred under this Contract. ARTICLE 5: SCOPE OF SERVICES The End User appoints H -GAC its true and lawful purchasing agent for the purchase of certain products and services through the H- GAC Cooperative Purchasing Program. End User will access the Program through HGACBuy.com and by submission of any duly executed purchase order, in the form prescribed by H -GAC to a contractor having a valid contract with H -GAC. All purchases hereunder shall be in accordance with specifications and contract terms and pricing established by H -GAC. Ownership (title) to products purchased through H -GAC shall transfer directly from the contractor to the End User. (over) ��D ARTICLE 6: PAYMENTS H -GAC will confirm each order and issue notice to contractor to proceed. Upon delivery of goods or services purchased, and presentation of a properly documented invoice, the End User shall promptly, and in any case within thirty (30) days, pay H -GAC's contractor the full amount of the invoice. All payments for goods or services will be made from current revenues available to the paying party. In no event shall H -GAC have any financial liability to the End User for any goods or services End User procures from an H- GAC contractor. ARTICLE 7: CHANGES AND AMENDMENTS This Contract may be amended only by a written amendment executed by both parties, except that any alterations, additions, or deletions to the terms of this Contract which are required by changes in Federal and State law or regulations are automatically incorporated into this Contract without written amendment hereto and shall become effective on the date designated by such law or regulation. H -GAC reserves the right to make changes in the scope of products and services offered through the H -GAC Cooperative Purchasing Program to be performed hereunder. ARTICLE 8: TERMINATION PROCEDURES H -GAC or the End User may cancel this Contract at any time upon thirty (30) days written notice by certified mail to the other party to this Contract. The obligations of the End User, including its obligation to pay H -GAO's contractor for all costs incurred under this Contract prior to such notice shall survive such cancellation, as well as any other obligation incurred under this Contract, until performed or discharged by the End User. ARTICLE 9: SEVERABILITY All parties agree that should any provision of this Contract be determined to be invalid or unenforceable, such determination shall not affect any other term of this Contract, which shall continue in full force and effect. ARTICLE 10: FORCE MAJEURE To the extent that either party to this Contract shall be wholly or partially prevented from the performance within the term specified of any obligation or duty placed on such party by reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, accident, order of any court, act of God, or specific cause reasonably beyond the party's control and not attributable to its neglect or nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is removed; provided, however, force majeure shall not excuse an obligation solely to pay funds. Determination of force majeure shall rest solely with H -GAC. ARTICLE 11: VENUE Disputes between procuring party and Vendor are to be resolved in accord with the law and venue rules of the State of purchase. THIS INSTRUMENT HAS BEEN EXECUTED IN TWO ORIGINALS BY THE PARTIES HERETO AS FOLLOWS: x City of Eagan Name of End User (local government, agency, or non profit corporation) *3830 Pilot Knob Road Mailing Address I Eagan, MN 55122 City State ZIP Code *By: Signature of chief elected or appointed official Mike Maguire, Mayor 11/19/2013 Typed Name & Title of Signatory Date Houston - Galveston Area Council 3555 Timmons Lane, Suite 120, Houston, TX 77027 By: Executive Director Manager Date: *Denotes required fields i (.0 rev. 03/11 Agenda Memo November 19, 2013 City Council Meeting F. APPROVE a Resolution to accept a donation of two SolarPodTM Solar Panels to be installed at Goat Hill Park. ACTION TO BE CONSIDERED: APPROVE a Resolution to accept a donation of two SolarPodTM Solar Panels to be installed at Goat Hill Park. FACTS: • In November 2013, SolarPodTM by Mouli Engineering, owned by City of Eagan resident, Mouli Vaidyanathan, PhD, PE, CEM approached the City of Eagan Parks & Recreation Department with a proposal to donate two (2) 13.5' x 4' SolarPodTM Grid Tied panels. Panels come with a standard 25 year manufacturer warranty. • The purpose of the donation is to provide clean, sustainable power source to operate at Eagan's Goat Hill Park. It is estimated the installation of the two SolarPodTM will annually save the City of Eagan up to 20% on current electricity fees. • In November 2013 Mouli Engineering, Inc. will donate two (2) 13.5'x 4' SolarPodTM Grid Tied Panel units (value $3,000 /each; $6,000 /total) to the City of Eagan Parks & Recreation Department. The donation will not include installations. • Mouli Engineering, Inc. will provide the City of Eagan contact with list of SolarPodTM panel specifications, literature and company /owner bio information and use of a photo(s) with authorization to use when drafting press releases as mentioned below. • In return for the SolarPodTM by Mouli Engineering, Inc. donation, the City of Eagan Parks & Recreation Department agrees to: o Offer SolarPodTM by Mouli Engineering, Inc. one (1) 10' x 10' vendor booth space at the 2014 Eagan Market Fest's Going Green Night (date to be determined between June — August, 2014). In the event Going Green Night is not offered between June - August 2014, then choice of one other 2014 Eagan Market Fest event night or opportunity to be recognized as an event sponsor through signage at the event. • The City of Eagan will be responsible for the installation at Goat Hill Park of the donated SolarPod panels, per installation specifications. • The City of Eagan will install a permanent sign (size to be determined) near the Goat Hill Park building recognizing the donation of SolarPodsTM by Mouli Engineering, Inc. • The City of Eagan will publicize the donation of SolarPodsTM for installation at Goat Hill Park with various marketing resources and media outlets. \11 • The City Attorney is reviewing this agreement to ensure it represents the best interest of the City of Eagan. ATTACHMENTS: • Resolution on page Iq . CITY OF EAGAN RESOLUTION TO ACCEPT AN TO ACCEPT DONATION OF TWO SOLARPODS' SOLAR PANELS TO BE INSTALLED AT GOAT HILL PARK. WHEREAS, Eagan Parks and Recreation has been approached by Mouli Engineering, owned by City of Eagan resident, Mouli Vaidyanathan, PhD, PE, CEM with a proposal to donate two (2) 13.5' x 4' SolarPoe Grid Tied panels ; and WHEREAS, Eagan Parks and Recreation has recommended to the City Council that this donation be accepted to provide a clean and sustainable powers source that will annually save the City of Eagan up to 20% on currently electrical fees at Goat Hill Park; and WHEREAS, The City of Eagan agrees to publicize the donation of the SolarPodsTM with various marketing resources and media outlets, and NOW, THEREFORE, BE IT RESOLVED that the Eagan City Council does hereby accept a donation of two (2) 13.5' x 4' SolarPodTM Grid Tied Panel units (value $3,000 /each; $6,000 /total) to the City of Eagan Parks & Recreation Department Panels to be installed at Goat Hill Park. Motion made by: Seconded by: Those in favor: Those against: Dated: CITY OF EAGAN CITY COUNCIL By: Mayor Attest: City Clerk CERTIFICATION I, Christina M.Scipioni, City Clerk for the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 19`x' day of November, 2013. City Clerk al Agenda Information Memo November 19, 2013 Regular City Council Meeting CONSENT AGENDA: G. AUTHORIZE STAFF TO APPLY FOR A ASSISTANCE TO FIREFIGHTERS GRANT FOR SELF CONTAINED BREATHING APPARATUS ACTION TO BE CONSIDERED: Authorize staff to apply for a Assistance to Firefighters Grant for Self Contained Breathing Apparatus FACTS: • The Federal Government recently opened a grant applicant for Assistance to Firefighters Grants, or AFG Program. • The primary goal of the AFG Program is to meet the firefighting response needs of fire departments. • The AFG can be applied for critically needed equipment including self Contained breathing apparatus- SCBA's. • If selected for the grant, the AFG Program pays for up to 80% of the cost to replace SCBA units. • Eagan currently has 86 SCBA units that range in age from being 19 years old to as new as 7 years old. • Our SCBA units do not meet the new OSHA or NFPA requirements for SCBA units and the brand that we operate is no longer produced which makes it difficult to find parts for repairs. • Eagan is the only city in our automatic aide area that still operates low pressure (neighboring departments use high pressure) air packs and we are the only one using Survivair brand SCBA units. This makes responses with our neighboring cities more difficult. • We would be asking for 71 replacement units including the SCBA packs, air bottles, firefighter masks and the correct brackets to hold the new units on our apparatus. • Estimated total cost of this grant would be $556,000. ATTACHMENTS: • None avo Consent Agenda Information Memo November 19, 2013, Eagan City Council Meeting I. AUTHORISE ADDITIONAL SERVICE AGREEMENT WITH MNSPECT LLC FOR CONTRACT BUILDING INSPECTION SERVICES. ACTION TO BE CONSIDERED: To approve temporary contract building inspection services to perform the necessary inspection services and authorize a budget adjustment for that purpose. FACTS: • From time to time in response to work loads, the City has retained a firm that provides temporary contract building inspection services. We've used these services when volume of permits and inspections create backlogs. • One full time inspector position was cut from the budget in 2009 as a cost savings measure and since that time the City has been experiencing a steady increase in residential and commercial construction. • One full time contract inspector has been used since May 2013 to help with the influx of construction activity and we were seeing a marked improvement on plan review and inspection turnaround time, although a recent uptick in activity has begun to affect that again. • The August 6th, 2013 storm struck a large part of Eagan with hail up to two inches in diameter and to date we have issued over 5,000 storm related permits. • In action September 3, 2013 The City Council approved an expansion of inspection services from Inspectron Inc. however they we not able to find an inspector. • Mnspect would be able to provide up to 3 inspectors per day during the week and up to 5 inspectors on Saturdays and Sundays. The contract will be per permit rather than hourly for most of the performed duties. ATTACHMENTS (1): Contract, pages � through �I . AGREEMENT AND CONTRACT FOR BUILDING INSPECTION SERVICES THIS AGREEMENT is made and entered into this 19th day of November, 2013 by and between the City of Eagan, Minnesota (City) and MNSPECT, LLC, a Minnesota Limited Liability Company (Inspector). WITNESSETH: WHEREAS, the City is desirous of contracting with Inspector for the performance of the hereinafter specified inspection services with the City; and WHEREAS, Inspector is agreeable to rendering services on the terms and conditions hereinafter set forth, NOW, THEREFORE, the parties hereto agree as follows: 1. Inspection Services. Inspector will provide inspection services for the City of Eagan on the following terms and conditions: A. Perform comprehensive plan review services on an as requested basis, with 5 business day turn around for residential plans (IRC) and a 15 business day turnaround for commercial (IBC), fire suppression, or mechanical (IMC /IFGC) plans. B. Provide field inspections on an as- requested basis. C. Provide inspection records and other information for the permanent records kept by the City. D. With regard to reroof inspection performed as a result of the hail event in August 2013: i. Inspector will provide staffing /inspection capability to assist the City to deal with the significant increase in roofing inspections, minimize backlogs, and maintain customer service standards. ii. Inspections may be performed during the daylight hours, up to seven days per week, (No earlier than 10:00 am on Sundays). iii. Inspector will also perform data entry from its office if remote access can be arranged. iv. If remote access is not possible, data entry can be performed by Inspector's staff at the City offices at the hourly rate listed below. E. Inspector shall provide individuals meeting City of Eagan's Building Official's requirements and qualifications. 2. Independent Contractor. It is acknowledged by and between the parties hereto that the Inspector is an independent contractor contracting with the Municipality to perform the services as provided in this agreement. A. Non - Employee Status — Personnel assigned to perform the Services to be provided by Inspector pursuant to this agreement shall be officers, employees, or sub - contractors of Inspector. Inspector assumes full responsibility for the actions of such personnel while performing services pursuant to this Agreement, and Page 1 of 3 as shall be solely responsible for their supervision, daily direction and control, provision of employment benefits and payment of salary (workers' compensation insurance, salary, retirement contributions, withholding tax, health insurance, and unemployment insurance). The Municipality shall not be responsible to furnish any benefits to such personnel. B. Insurance Auto Insurance — Inspector in carrying out its obligation under this agreement, shall supply, upon the request of the Municipality, a Certificate of Insurance for owned, hired, and non -owned auto usage coverage for liability in the amounts of $100,000 per claim, $300,000 per occurrence coverage for personal injury and $25,000 per claim, $50,000 per occurrence for property damage insurance. ii. Workers' Compensation Insurance - The Inspector shall provide its employees with workers' compensation coverage in the amount of $500,000/$100,000/$l 00, 000. iii. General Liability Insurance - The Inspector shall provide the Municipality upon request with copies of General Liability Insurance in an amount of at least $500,000 covering all personnel employed by Inspector in capacity of acting as an Agent of the Municipality. C. Communications, Equipment, and Supplies. The Inspector shall provide, at its sole expense, all necessary equipment, vehicles and supplies to carry out its obligations under this agreement. 3. Effective Date of Service. The effective date of service to which the terms of this agreement shall apply will be on the 19th day of November, 2013. 4. Termination of Agreement. This agreement shall remain in force and effect from the effective dated of service or until cancelled by either party upon 30 days advance written notice. 5. Cost to the City for Services. The City shall pay within 15 days of submission of a bill for the following services: A. Requested reroof inspections at the rate of $25.00 per inspection /permit. B. Requested field inspections at the rate of $35.00 per 1/2 hour inspection. C. Requested plan review to be 32.5% of the permit fee charged by the City. D. Trip charges of $55.00 (round trip) will be waived for one round -trip where the minimum number of contiguous inspections is five. The trip charge does not apply to bulk reroof inspections resulting from the hail event in August 2013. E. Gaps in the inspection schedule shall be paid at $35.00 for one' /2 hour gap. i. If more than one gap is contiguous than we will charge $55.00 for an additional round trip in lieu of the "gap fee ". F. Other duties or time required by the City shall be billed at $75.00 per hour. Inspector shall submit logs with any such statements for services rendered under this subsection. No charges for services at an hourly rate may be made unless there has been prior direction to Inspector by the City. Page 2 of 3 06 6. Assignment Inspector may not assign any of its rights or duties under this agreement without the prior written consent of the City. 7. Entire Agreement. This is the entire agreement of the parties, 8. Choice of Law. This agreement shall be governed and construed in accordance with the State of Minnesota Law. 9. Representation of Authority. The undersigned executing this agreement for MNSPECT, LLC, represents and warrants that he has been duly authorized to execute this agreement on behalf of MNSPECT, LLC, by the organization's Board of Directors, and that this agreement shall bind it to the terms and obligations contained herein. 10. Notices. During the term of this agreement, notices required or contemplated by this agreement shall be in writing and deemed given (a) when delivered personally, or (b) on the day said communication is received or refused to be received when delivered by the US Mail, Certified mail, return receipt requested, or(c) the next business day after delivery of said notice to a nationally recognized overnight courier service, or (d) the business day the sent notice is sent via facsimile, addressed as follows: To City: City of Eagan Attn: Dale Schoepner 3830 Pilot Knob Road Eagan, MN 55122 To Inspector: MNSPECT, LLC Attn: Scott Qualle 235 First Street West Waconia, MN 55387 IN WITNESS THEREOF, the parties have executed this agreement in duplicate this 19t" day of November, 2013. CITY OF EAGAN By: City Administrator Attest: MNSPECT, LLC By: Scott Qualle, President Page 3 of 3 jC/, Agenda Information Memo November 19, 2013 Eagan City Council Meeting J. CONTRACT 14 -04, TH 55 / TH 149 SAFETY & CAPACITY IMPROVEMENTS ACTION TO BE CONSIDERED: Approve appraised values of impacted properties, authorize extension of offers in the amount of the appraised values, and authorize the acquisition of easements through quick -take eminent domain process, if necessary. FACTS: • Contract 14 -04 provides for transportation, safety and capacity improvements of Trunk Highway (TH) 55, between the south intersection with TH 149 and the north intersection with TH 149 (Project 1011), and TH 149, from TH 55 to I -494 (Project 923). The proposed improvements also include a bituminous trail on the south /west side of these segments of state highways. • On January 15, 2013, the City Council approved a Joint Powers Agreement between the City of Eagan and the Minnesota Department of Transportation (MnDOT) for professional/ technical services needed to complete preliminary engineering design efforts for Projects 923 and 1011. • On May 7, 2013, the City Council requested technical services for Final Design and Construction Administration for Projects 923 and 1011 from MnDOT. • The proposed improvements encroach on private property in some locations along the project corridor and require the acquisition of seven (7) temporary easements and one (1) permanent easement. • The City has obtained certified appraisals to determine the appropriate value of the impacts to the private properties. The appraised values of the impacts are: Parcel Number PID Number Appraised Value Parcel 10- 53340 -01 -040 $5,346.00 Parcel 10- 81470 -01 -010 $1,000.00 Parcel 10- 14577 -01 -010 $21,225.00 Parcel 10- 00200 -75 -030 $11,356.00 Parcel 10 10- 19806 -01 -010 $16,405.00 Parcel 11 10- 53790 -01 -030 $2,670.00 Parcel 15 10- 00100 -55 -020 $2,476.00 Letters making formal offers to the property owners, in the amount of the above appraised values, will be sent to the impacted property owners upon Council approval. City staff intend to negotiate with the property owners to obtain easement agreements and have already communicated extensively with representatives of all of the properties. However, there is limited time to negotiate with property owners while maintaining the necessary project schedule for construction in 2014. In the event that agreement(s) are not reached with property owner(s) in accordance with the project schedule, the City would be required to obtain the necessary easements through the quick -take eminent domain process. 05- Agenda Information Memo November 19, 2013, Eagan City Council Meeting K. CONTRACT 14 -04, TH 55 & TH 149 LIMITED USE PERMIT ACTION TO BE CONSIDERED: Approve a resolution requesting a Limited Use Permit from the Minnesota Department of Transportation (MnDOT) for the construction of a trail for Contract 14 -04 (TH 55/149 Safety & Capacity Improvements) and authorize the Mayor and City Clerk to execute all related documents. FACTS: • Contract 14 -04 provides for transportation, safety and capacity improvements of Trunk Highway (TH) 55, between the south intersection with TH 149 and the north intersection with TH 149 (Project 1011), and TH 149, from TH 55 to I -494 (Project 923). The proposed improvements also include a bituminous trail. • The construction of a multi -use bituminous trail is proposed in the project limits on the south side of TH 55, from the south intersection of TH 149 to the north intersection of TH 149, and along the west side of TH 149, from TH 55 to Blue Gentian Road. The proposed trails will lie within MnDOT right -of -way. • It is desirable for the City to obtain the use of Federal and Municipal State Aid funding to reimburse the construction costs of the proposed trail improvements. • Minnesota Rules Chapter 8820 (State Aid standards) requires the acquisition of all needed easements or authorization of the use of any underlying property for the construction and maintenance of all improvements on roadways for which Municipal State Aid and /or Federal funding will be allocated. • Approval of the resolution will allow the City to request a Limited Use Permit from MnDOT in conjunction with a Permit to Work within MnDOT Right -of -Way. MnDOT's approval of said permits will authorize the City of Eagan to construct the bituminous trails in accordance with the project scope. DD(p Agenda Information Memo November 19, 2013 Eagan City Council Meeting L. TRUNK HIGHWAY 55 AND TRUNK HIGHWAY 149 NO PARKING ACTION TO BE CONSIDERED: Approve a resolution to prohibit parking on Trunk Highway 55 (from the East City Limits to the North City Limits) and to prohibit parking on Trunk Highway 149 (from TH 55 to I -494) and authorize the Mayor and City Clerk to execute all related documents. FACTS: • The City of Eagan is the lead agency in partnership with the Minnesota Department of Transportation (MnDOT) on the proposed transportation, safety and capacity upgrades of Trunk Highway (TH) 55, between the south intersection with TH 149 and the north intersection with TH 149, and TH 149, from TH 55 to I -494 (Contract 14- 04). • It is desirable for the City to obtain the use of MnDOT and Federal funding to reimburse the construction costs of the proposed improvements. • The proposed and existing designs of TH 55 and TH 149 meet the MnDOT standards for an A Minor Arterial (Expander) without on- street parking. • The limits of the parking restrictions for TH 55 have been extended to the City limits to provide consistency along the route. Parking restrictions currently exist along TH 149 from TH 55 to the east City limits. • Minnesota Rules Chapter 8820 requires the prohibition of parking on all State highways where parking lanes are not provided. • Consideration of parking prohibitions in these areas has been reviewed by the Public Works Department (Engineering Division) and found to be in order for favorable Council action. ATTACHMENTS: • Location Map, page 33. J A-1 rn O -Rzi O 6VV'HI SWIM GAOJE) JE)AUI am 40� 1 16� 0 ---------------- W) 0 to U) 0 4 Lo Lo 0 0 C) CL a. M 0 0 Z 0 R! bq Ci C 0 ol: 0 CL o PXW•SGH 6UNA-d ON 99Hi\?JDDNISND\MJDsn\:i 0 ---------------- W) 0 to U) 0 4 a. 0 Z C 0 ol: 0 CL o PXW•SGH 6UNA-d ON 99Hi\?JDDNISND\MJDsn\:i Agenda Information Memo November 19, 2013 Eagan City Council Meeting M. CONTRACT 13 -05, CEDAR GROVE PARKING GARAGE ACTION TO BE CONSIDERED: Approve Change Order No. 1 to Contract 13 -05 (Cedar Grove Parking Garage) and authorize the Mayor and City Clerk to execute all related documents. FACTS: • City Contract 13 -05 provides for the construction of a public parking structure on the north side of Cedar Grove Parkway adjacent to the Paragon Outlets property. The proposed project includes a structure that provides 1,543 parking stalls and is designed with two levels, with the structural capacity to add a third level in the future. • On August 20, 2013, the City Council awarded the base bid for Contract 13 -05 for these improvements to PCL Construction Services, Inc. • Change Order #1 provides for: • Reduction of the size of a storm sewer structure can be accommodated in the upper section due to the overall depth. DEDUCT $935.00 • Revisions to existing storm sewer system in Cedar Grove Parkway and modifications to cast -in -place concrete on the parking garage structure are needed to address actual conditions in field and purpose of design. ADD $56,070.00 • Modifications to cast -in -place concrete related to the required lowering of a slab and related footings on the parking garage structure and related door modifications. ADD $31,998.00 • Deletion of drain tile cleanout structures in the retaining wall that are redundant. DEDUCT $4,085.00 • The cost of the additional work is consistent with bid prices received for relevant bid items on other projects within the city and region. • The change order provides for an additional cost of $83,048.00 (0.47% of original contract) with no change in the completion date of the original contract. The cost of the additional work under the change order will be the responsibility of the City's Economic Development Authority (EDA). • The change order has been reviewed by the Public Works Department and the City's consultant, Walker Parking Consultants, and found to be in order for favorable Council action. J� Agenda Information Memo November 19, 2013, Eagan City Council Meeting N. APPROVE EXEMPT PERMIT FOR THE PINEWOOD PARENT TEACHER ORGANIZATION TO HOLD A RAFFLE ON APRIL 11, 2014 ACTION TO BE CONSIDERED: Adopt Resolution approving Exempt Permit for the Pinewood Parent Teacher Organization to conduct a raffle on April 11, 2014 at Pinewood Elementary School, 4300 Dodd Road. FACTS: ➢ The Pinewood Parent Teacher Organization has applied for an Exempt Permit with the Gambling Control Board to hold a raffle as listed above. ➢ All requirements of the application have been met and staff deems it in order for approval. ATTACHMENTS (1): A copy of the proposed resolution is attached on page (The application is available from the Office of the City Clerk.) BO RESOLUTION NO. _ CITY OF EAGAN APPLICATION FOR EXEMPT PERMIT PINEWOOD PARENT TEACHER ORGANIZATION WHERAS, the Pinewood Parent Teacher Organization has applied for an Exempt Permit to conduct a raffle on April 11, 2014; and WHEREAS, the Eagan Police Department has reviewed the application and has not identified any reason to deny; and NOW, THEREFORE, BE IT RESOLVED that the City Council of Eagan, Dakota County, Minnesota, hereby approved the Exempt Permit for the Pinewood Parent Teacher Organization to conduct a raffle on April 11, 2014 at 4300 Dodd Road. Motion by: Seconded by: Those in favor: Those against: Date: November 19, 2013 CERTIFICATION CITY OF EAGAN CITY COUNCIL By: It's Mayor Attest: It's Cleric I, Christina M. Scipioni, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 19t" day of November, 2013. City Clerk 3� Agenda Information Memo November 19, 2013 Eagan City Council Meeting CONSENT AGENDA: O. APPROVE ACCESSEAGAN CONDUIT SPACE LICENSE AGREEMENT WITH TWIN CITIES OUTLETS EAGAN LLC. FORMALLY KNOWN AS PARAGON OUTLETS EAGAN LLC ACTION TO BE CONSIDERED: Approve AccessEagan Conduit Space License Agreement with Twin Cities Outlets Eagan LLC formally known as Paragon Outlets Eagan LLC. FACTS: On July 2, 2013 the City Council awarded a contract to MP Nexlevel LLC to extend AccessEagan fiber into the Cedar Grove Redevelopment area. At the time, we were working with Twin Cities Outlets to build an agreement to gain permission to use their existing infrastructure to install AccessEagan fiber into. • This agreement permits AccessEagan to utilize Twin Cities Outlets Eagan conduit system to install AccessEagan fiber and terminate the connection on a dedicated AccessEagan wall panel within the Twin Cities Outlets Eagan electrical closets. • With nearly 100 new tenants planning to bring on new internet services, staff feels this is a good opportunity to provide high -speed AccessEagan bandwidth and lower overall costs to Eagan businesses. ATTACHMENTS: To view the proposed contract please contact the City Administrator's office. 3a Agenda Information Memo November 19, 2013 Eagan City Council Meeting PUBLIC HEARING A. PROJECT 1100, DODD ROAD FINAL ASSESSMENT HEARING ACTION TO BE CONSIDERED: Approve the Final Assessment Roll for Project 1100 (Dodd Road — Street Improvements) and authorize its certification to Dakota County for collection. FACTS: • City Project 1100 provided for the street improvements of Dodd Road, from Diffley Road to Cliff Road, a collector street in eastern Eagan. • The Final Assessment Roll was presented to the City Council on October 15, 2013, with a public hearing scheduled for November 19, 2013, to formally present the final costs associated with this public improvement to the affected benefltting properties. • The final assessments for the assessable properties are approximately 29% less than the estimate contained in the feasibility report presented at the public hearing held on December 18, 2012. • All notices have been published in the legal newspaper and sent to the affected property owners informing them of this public hearing. An informational meeting was held on November 12 to address all property owners' questions or concerns and provide any additional information of interest. Of the 14 properties being assessed, a representative from 1 property attended the meeting. ATTACHMENT: • Final Assessment Report, pages N through y . • Neighborhood Meeting Minutes, page P a- 3 PROJECT Number: 1100 Name: Dodd Road STREET Surf. /Signs Single Family Res STREET Surf. /Signs - Unplatted Residential & FINAL ASSESSMENT REPORT PUBLIC HEARING DATES Assessment: November 19, 2013 Project Approval: December 18, 2012 Final Feasibility Rate Report Units $599.76 $866.25 Lot Eq Agricultural $5.68 $8.25 F. F. STREET Surf. /Signs — Public Facility $14.24 $19.59 F. F. STREET Surf. /Signs - Comm Park $14.69 $19.59 F. F. Contract Number of Interest Amount Variance City Variance Number Parcels Terms Rate Assessed Actual to FR Financed Actual to FR 13 -02 15 5/10 yrs 3.5% $ 28,471.20 $ (11,428.80) $ 307,874.19 $ (140,025.81) $ 39,900.00 FR -28.6% $ 447,900.00 FR -31.3% 34 City of Eagan Memo To: Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: November 12, 2013 Subject: Final Assessment Roll, Project 1100 Dodd Road At the public hearing on Dec 18, 2012, the City Council ordered Project 1100. In accordance with the feasibility report, the following improvements were constructed: bituminous mill & overlay paving, and concrete curb & gutter repair for the Dodd Road project. In accordance with the City Special Assessment Policy and the feasibility report, it was proposed to assess the bituminous mill & overlay paving improvements to the benefiting residential properties. The improvements were completed under Contract 13 -02. The following information was used in the preparation of the assessment roll for Project 1100. PROJECT COST The total construction cost for this project is $278,196.07. This includes $275,301.63 paid to the contractors for the construction of the improvements. Traffic and street signage was installed at a cost of $2,894.44. Other costs including engineering, design, contract management, inspections, financing, legal, bonding, administration, and other totaling $58,149.32 were incurred, resulting in a total improvement and project cost of $336,345.39. These other costs are allocated to the improvements constructed in order to determine the cost of each improvement and the assessment rate. IMPROVEMENT Bituminous Mill & Overlay- Dodd Road Concrete Curb & Gutter Repairs and Trial Overlay ASSESSMENTS Trunk Assessments CONSTRUCTION OTHER COST COSTS 204,584.70 42,762.87 73,611.37 15,386.45 278,196.07 58,149.32 IMPROVEMENT FEASIBILITY COST 247,347.57 88,997.82 REPORT 341,000.00 146,800.00 336,345.39 487,800.00 No trunk assessments for utilities were proposed in the feasibility report, therefore none are proposed in this assessment roll. Residential Lots Improvements: The City's Assessment Policy states that 50% of the Bituminous Mill & Overlay - Dodd Road costs are assessable for Residential Lots properties. This assessment rate is based on a normal residential street width of 32 feet. The average street width for the project area being assessed is 36 feet. Therefore, the amount assessed must be adjusted to reflect this difference. Also, a pavement thickness correction factor in the amount of 1.5 "/2.5" was used to adjust the assessible costs to be consistent with an equivalent residential street overlay, and a 5% credit is used because the street was one year short of its 20 year life expectancy. Therefore, only 57% of the costs for this project are assessable. The improvement and assessment rate for the Residential Lots properties is computed as follows: Residential Lots = 735.0 F.F. / 11,024.0 F.F = 6.70% $247,347.57 (Bituminous Mill & Overlay - Dodd Road Cost) x6.70% x 50% x 57.0% x 32.0 / 36.0 = $4,198.32 $4,198.32 = $599.76 /Unit 7 Units R1 Residential Unplatted Lots Improvements: The City's Assessment Policy states that 50% of the Bituminous Mill & Overlay - Dodd Road costs are assessable for R1 Residential Unplatted Lots properties. This assessment rate is based on a normal residential street width of 32 feet. The average street width for the project area being assessed is 36 feet. Therefore, the amount assessed must be adjusted to reflect this difference. Also, a pavement thickness correction factor in the amount of 1.5 "/2.5" was used to adjust the assessible costs to be consistent with an equivalent residential street overlay, and a 5% credit is used because the street was one year short of its 20 year life expectancy. Therefore, only 57% of the costs for this project are assessable. The improvement and assessment rate for the R1 Residential Unplatted Lots properties is computed as follows: % R1 Residential Unplatted Lots = 1,157.0 F.F. / 11,024.0 F.F = 10.50% $247,347.57 (Bituminous Mill & Overlay - Dodd Road Cost) x 10.50% x 50% x 57.0% x 32.0 / 36.0 = $6,571.76 $6,571.76 = $5.68 /Front Foot 1157 Front Feet Public Facility Lots Improvements: The City's Assessment Policy states that 75% of the Bituminous Mill & Overlay - Dodd Road costs are assessable for Public Facility Lots properties. This assessment rate is based on a normal residential street width of 32 feet. The average street width for the project area being assessed is 36 feet. Therefore, the amount assessed must be adjusted to reflect this difference. Also, a 5% credit is used because the street was one year short of its 20 year life expectancy. Therefore, only 95% of the costs for this project are assessable. The improvement and assessment rate for the Public Facility Lots properties is computed as follows: % Public Facility Lots = 1,078.0 F.F. / 11,024.0 F.F = 9.80% $247,347.57 (Bituminous Mill & Overlay - Dodd Road Cost) x 9.80% x 75% x 95.0% x 32.0 / 36.0 = $15,350.72 $15,350.72 = $14.24 /Front Foot 1078 Front Feet Community Park Improvements: The City's Assessment Policy states that 75% of the Bituminous Mill & Overlay - Dodd Road costs are assessable for Community Park properties. This assessment rate is based on a normal residential street width of 32 feet. The average street width for the project area being assessed is 36 feet. Therefore, the amount assessed must be adjusted to reflect this difference. Also, a 5% credit is used because the street was one year short of its 20 year life expectancy. Therefore, only 95% of the costs for this project are assessable. The improvement and assessment rate for the Community Park properties is computed as follows: % Community Park = 160.0 F.F. / 11,024.0 F.F = 1.50% $247,347.57 (Bituminous Mill & Overlay - Dodd Road Cost) x 1.50% x 75% x 95.0% x 32.0 / 36.0 = $2,350.40 $2,350.40 = $14.69 /Front Foot 160 Front Feet 6� The remaining frontage within the project area (71.50 %) is either sideyard or backyard property with no driveway access, or not covered by assessment agreement, and therefore not assessable under the City's Assessment Policy. ASSESSMENT TERMS: The assessments are proposed for a term of 5 years for residential properties, and 10 years for non - residential properties. The interest rate is 3.5% per annum on the unpaid balance. CITY REVENUES (RESPONSIBILITY) IMPROVEMENT Bituminous Mill & Overlay - Dodd Road Concrete Curb & Gutter Repairs and Trial Overlay IMPROVEMENT COST ASSESSMENT REVENUE 247,347.57 28,471.20 88,997.82 - CITY RESPONSIBILITY 218,876.37 88,997.82 336,345.39 28,471.20 307,874.19 Major Street Fund: $307,874.19 t Aaron Nelson, P.E. Reviewed J4 Public Works Dep tment lo4� ( � Date c: Russ Matthys, Director of Public Works Mike Dougherty, City Attourney Alexandra O'Leary, Accountant 3J z Finance Dep t ent ro Ialol3 Date Final Assessment Roll City Project 1100 - Dodd Road Dodd Road Platted Residential P.I.N. Lot Equivalent Unit Assessment Total 4230 DODD ROAD 10- 24850 -01 -020 1 $ 599.76 $ 599.76 4240 DODD ROAD 10- 24850 -01 -030 1 $ 599.76 $ 599.76 4245 DODD ROAD 10- 72989 -01 -010 1 $ 599.76 $ 599.76 4247 DODD ROAD 10- 72989 -01 -020 1 $ 599.76 $ 599.76 4251 DODD ROAD 10- 65800 -01 -010 1 $ 599.76 $ 599.76 4283 DODD ROAD 10- 65800 -02 -020 1 $ 599.76 $ 599.76 4462 DODD ROAD 10- 44300 -02 -050 1 $ 599.76 $ 599.76 Total Platted Res. 1 7 $ 4,198.32 Unplatted Residential & Agriculture P.I.N. Front Footage Rate /F.F. Total 4395 DODD ROAD 10- 02500 -29 -060 190 $ 5.68 $ 1,079.20 4280 DODD ROAD 1Q- 02500 -25 -024 308 $ 5.68 $ 1,749.44 4370 DODD ROAD 10- 02500 -30 -042 438 $ 5.68 $ 2,487.84 4420 DODD ROAD 10- 02500 -52 -010 221 $ 5.68 $ 1,255.28 Total Unplatted Res. &Agriculture Assessments $ 6,571.76 Dodd Road PF - Public Facility P.I.N. Front Footage Rate /F.F. Total 670 DIFFLEY ROAD 10- 22545 -01 -020 359 $ 14.24 $ 5,112.16 4200 DODD ROAD 10- 24850 -01 -010 238 $ 14.24 $ 3,389.12 4300 DODD ROAD 10- 72550 -01 -010 481 $ 14.24-1 $ 6,849.44 Total Public Facility Assessments 1 $ 15,350.72 Dodd Road P - Parks P.I.N. Front Footage Rate /F.F. Total Trapp Farm 10- 72960 -00 -010 160 $ 14.69 $ 2,350.40 Total Parks Assessments $ 2,350.40 Total Assessments 1 $ 28,471.20 a 40J� Dodd Road Street Revitalization - Project 1100 Cift Of Emu Street Improvement Area FIG. 2A Date: 10/20/2012 Dodd Road Street Revitalization - Project 1100 r1fV Of FIAORE Street Improvement Area HO FIG. 2B Date: 10/20/2012 Dodd Road Street Revitalization - Project 1100 Citt of Faoon Street Improve m ent Area 9[CWO Date: 10/20/2012 DODD ROAD Neighborhood Street Revitalization City Project No. 1100 Informational Meeting — 5:30 P.M. Tuesday, November 12, 2013 Conference Room 1AB Attendance Aaron Nelson, Assistant City Engineer, 1 representative of a Public Facility property — Faith in Christ Fellowship church (see attached sign -in sheet). Presentation of Project Details Nelson welcomed the representative of Faith in Christ Fellowship and had an informal question /answer discussion since there was only one person present. She had a couple questions regarding the proposed assessments. Questions/ Comments 1. The church's address is off of Diffley Road, not Dodd Road. Are they intended to be included in the assessable area? The City's assessment policy includes all properties that are adjacent to the road being improved. Only residential properties must have front yard frontage. The church is adjacent to Dodd Road, and they have access off of Dodd Road, therefore, they are proposed to be included in the assessable area. 2. When Diffley Road is improved in the future, will the church be assessed again? Diffley Road is under the jurisdiction of Dakota County. The County currently does not assess for their road improvement projects. The meeting began at 5:15, and adjourned at 5:20 p.m. Lt a loop INFORMATIONAL MEETING Dodd Road Neighborhood Street Revitalization City of Eap Project 1100 Contract 13 -02 Tuesday, November 12, 2013 5:30 p.m. — Conference Room 1AB N At f�E ADDRESS PHONE NO. 1. 2. 3. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Agenda Information Memo November 19, 2013 Eagan City Council Meeting PUBLIC HEARING B. PROJECT 1097, SUMMER PLACE 1sT & 2ND FINAL ASSESSMENT HEARING ACTION TO BE CONSIDERED: Approve the Final Assessment Roll for Project 1097 (Summer Place 1St and 2nd — Street Improvements) and authorize its certification to Dalcota County for collection. FACTS: • City Project 1097 provided street improvements in the Summer Place 1St and 2nd neighborhoods in southeastern Eagan. • The Final Assessment Roll was presented to the City Council on October 15, 2013, with a public hearing scheduled for November 19, 2013, to formally present the final costs associated with this public improvement to the affected benefitting properties. • The final assessments for the assessable properties are approximately 25% less than the estimate contained in the feasibility report presented at the public hearing held on December 18, 2012. • All notices have been published in the legal newspaper and sent to the affected property owners informing them of this public hearing. An informational meeting was held on November 12 to address all property owners' questions or concerns and provide any additional information of interest. Of the 37 residential properties being assessed, no one attended the meeting. ATTACHMENT: • Final Assessment Report, pages 'j through W ► . �ALI FINAL ASSESSMENT REPORT PROJECT PUBLIC HEARING DATES Number: 1097 Assessment: November 19, 2013 Name: Summer Place 1st & 2nd Project Approval: December 18, 2012 Final Feasibility Rate Report STREET Surf. /Signs Single Family Res $755.94 $1002.70 Units Lot Eq Contract Number of Interest Amount Variance City Variance Number Parcels Terms Rate Assessed Actual to FR Financed Actual to FR 13 -02 37 5 yrs 3.5% $ 27,969.78 $ (9,130.22) $ 61,185.37 $ (7,314.63) $ 37,100.00 FR -24.6% $ 68,500.00 FR -10.7% 4S 70, City of Evan me To: Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: November 12, 2013 Subject: Final Assessment Roll, Project 1097 Summer Place 1st &2nd At the public hearing on Dec 18, 2012, the City Council ordered Project 1097. In accordance with the feasibility report, the following improvements were constructed: bituminous mill & overlay paving, and concrete curb & gutter repair for the Summer Place 1st & 2nd project. In accordance with the City Special Assessment Policy and the feasibility report, it was proposed to assess the bituminous mill & overlay paving improvements to the benefiting residential properties. The improvements were completed under Contract 13 -02. The following information was used in the preparation of the assessment roll for Project 1097. PROJECT COST The total construction cost for this project is $67,366.70. This includes $66,590.90 paid to the contractors for the construction of the improvements. Traffic and street signage was installed at a cost of $775.80. Other costs including engineering, design, contract management, inspections, financing, legal, bonding, administration, and other totaling $21,788.45 were incurred, resulting in a total improvement and project cost of $89,155.15. These other costs are allocated to the improvements constructed in order to determine the cost of each improvement and the assessment rate. CONSTRUCTION IMPROVEMENT COST Bituminous Mill & Overlay - Summer Place 1st & 2nd Concrete Curb & Gutter Repairs Total ASSESSMENTS 43,621.07 23,745.63 67,366.70 OTHER IMPROVEMENT COSTS COST 14,108.39 7,680.06 21,788.45 FEASIBILITY REPORT 57,729.46 74,200.00 31,425.69 31,400.00 89,155.15 105,600.00 Trunk Assessments No trunk assessments for utilities were proposed in the feasibility report, therefore none are proposed in this assessment roll. Residential Lots Improvements: The City's Assessment Policy states that 50% of the Bituminous Mill & Overlay - Summer Place 1st & 2nd costs are assessable for Residential Lots properties. The improvement and assessment rate for the Residential Lots properties is computed as follows: Residential Lots = 2,962.0 F.F. / 3,056.0 F.F = 96.90% $57,729.46 (Bituminous Mill & Overlay - Summer Place 1st & 2nd Cost) x 96.90% x 50% = $27,969.78 27,969.78 = $755.94 / Unit 37 Units The remaining frontage within the project area (3.10 %) is either sideyard or backyard property with no driveway access, or not covered by assessment agreement, and therefore not assessable under the City's Assessment Policy. ASSESSMENT TERMS: The assessments are proposed for a term of 5 years for residential properties. The interest rate is 3.5% per annum on the unpaid balance. CITY REVENUES (RESPONSIBILITY) IMPROVEMENT ASSESSMENT CITY IMPROVEMENT Bituminous Mill & Overlay - Summer Place 1st & 2n Concrete Curb & Gutter Repairs CITY FUND RESPONSIBILITY Major Street Fund: $61,185.37 Aaror)-Nelson, P.E. Reviewed , r Public Worlepartment I t2/)-qZ1 �5 Date Russ Matthys, Director of Public Works Mike Dougherty, City Attourney Alexandra O'Leary, Accountant COST 57,729.46 REVENUE RESPONSIBILITY 27,969.78 29,759.68 31,425.69 - 31,425.69 89,155.15 27,969.78 61,185.37 1' I Finance D ment W, 3 Date Final Assessment Roll City Project 1097 Summer Place 1st and 2nd Summer Lane R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 725 Summer LN 10- 72960 -02 -010 1 $755.94 $ 755.94 722 Summer LN 10- 72960 -01 -010 1 $755.94 $ 755.94 721 Summer LN 10- 72960 -02 -020 1 $755.94 $ 755.94 718 Summer LN 10- 72960 -01 -020 1 $755.94 $ 755.94 712 Summer LN 10- 72960 -01 -030 1 $755.94 $ 755.94 708 Summer LN 10- 72960 -01 -040 1 $755.94 $ 755.94 705 Summer LN 10- 72960 -02 -100 1 $755.94 $ 755.94 704 Summer LN 10- 72960 -01 -050 1 $755.94 $ 755.94 701 Summer LN 10- 72960 -02 -110 1 $755.94 $ 755.94 697 Summer LN 10- 72961 -01 -010 1 $755.94 $ 755.94 693 Summer LN 10- 72961 -01 -020 1 $755.94 $ 755.94 689 Summer LN 10- 72961 -01 -030 1 $755.94 $ 755.94 688 Summer LN 10- 72961 -02 -100 1 $755.94 $ 755.94 685 Summer LN 10- 72961 -01 -040 1 $755.94 $ 755.94 684 Summer LN 10- 72961 -02 -110 1 $755.94 $ 755.94 681 Summer LN 10- 72961 -01 -050 1 $755.94 $ 755.94 680 Summer LN 10- 72961 -02 -120 1 $755.94 $ 755.94 677 Summer LN 10- 72961 -01 -060 1 $755.94 $ 755.94 676 Summer LN 10- 72961 -02 -130 1 $755.94 $ 755.94 673 Summer LN 10- 72961 -01 -070 1 $755.94 $ 755.94 669 Summer LN 10- 72961 -01 -080 1 $755.94 $ 755.94 Subtotal 21 $ 15,874.74 Summer Court R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 4421 Summer Ct 10- 72961 -02 -010 1 $755.94 $ 755.94 4424 Summer Ct 10- 72961 -02 -090 1 $755.94 $ 755.94 4425 Summer Ct 10- 72961 -02 -020 1 $755.94 $ 755.94 4428 Summer Ct 10- 72961 -02 -080 1 $755.94 $ 755.94 4429 Summer Ct 10- 72961 -02 -030 1 $755.94 $ 755.94 4432 Summer Ct 10- 72961 -02 -070 1 $755.94 $ 755.94 4433 Summer Ct 10. 72961 -02 -040 1 $755.94 $ 755.94 4436 Summer Ct 10- 72961 -02 -060 1 $755.94 $ 755.94 4437 Summer Ct 10- 72961 -02 -050 1 $755.94 $ 755.94 Subtotal 9 $ 6,803.46 Summer Place R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 724 Summer PL 10- 72960 -02 -030 1 $755.94 $ 755.94 726 Summer PL 10- 72960 -02 -040 1 $755.94 $ 755.94 730 Summer PL 10- 72960 -02 -050 1 $755.94 $ 755.94 734 Summer PL 10- 72960 -02 -060 1 $755.94 $ 755.94 731 Summer PL 10- 72960 -02 -070 1 $755.94 $ 755.94 727 Summer PL 10- 72960 -02 -080 1 $755.94 $ 755.94 709 Summer PL 10- 72960 -02 -090 1 $755.94 $ 755.94 Subtotal 7 1 $ 5,291.58 37 SF Lots I Total SF Assessments 1 $ 27,969.78 4b f � a RV z o o m p j > Z Fe f. } d S r-�'i ''` 3 tS' gX� •.i 4 L11 i,� -, _ 1 } �sx 1 3;frr Q W W a � �� ,,,a,. �-z 4 �:r µ � �:.. dFJ •� -. 1 �r s t S . r f{ 1 , 11 'r JD Ah Lys. 1`��k�f �`\ r �: a: � _ r�� ,{ � � r � J�� 4 , • T V � � � � 1 1 S � f� �$'�` �` f .,T ��'� � � ri N °MA Syr &`�¢q: { CU AN cu cu a) a) F �M CD rq � s L � WMI Vo k, d 4 } 91, IN pXw•L1U loafad\na l dwj laailS UMS OOM AlOW33NIJN3\S2l3Smi �� Agenda Information Memo November 19, 2013 Eagan City Council Meeting PUBLIC HEARING C. PROJECT 1046, OLD SIBLEY HIGHWAY FINAL ASSESSMENT HEARING ACTION TO BE CONSIDERED: Approve the Final Assessment Roll for Project 1046 (Old Sibley Highway — Street Improvements) and authorize its certification to Dakota County for collection. FACTS: • City Project 1046 provided for the street improvement of Old Sibley Highway, a commercial /industrial street in west central Eagan. • The Final Assessment Roll was presented to the City Council on October 15, 2013, with a public hearing scheduled for November 19, 2013, to formally present the final costs associated with this public improvement to the affected benefitting properties. • The final assessments for the assessable properties are approximately 16% less than the estimate contained in the feasibility report presented at the public hearing held on December 18, 2012. • All notices have been published in the legal newspaper and sent to the affected property owners informing them of this public hearing. An informational meeting was held on November 12 to address all property owners' questions or concerns and provide any additional information of interest. Of the 1 property being assessed, no one attended the meeting. ATTACHMENT: • Final Assessment Report, pages 51 through SS SO PROJECT Number: 1046 FINAL ASSESSMENT REPORT PUBLIC HEARING DATES Assessment: November 19, 2013 Name: Old Sibley Highway Project Approval: December 18, 2012 Final Feasibility Rate Report Units STREET Surf. /Signs - Direct Access $12.15 $22.37 F.F. OTHER Driveway - Cl $99.60 $100.00 S.Y. Contract Number of Interest Amount Variance City Variance Number Parcels Terms Rate Assessed Actual to FR Financed Actual to FR 13 -02 1 10 yrs 3.5% $ 20,367.10 $ (3,932.90) $ 16,111.57 $ (15,488.43) $ 24,300.00 FR -16.2% $ 31,600.00 FR -49.0% To: Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: November 12, 2013 Subject: Final Assessment Roll, Project 1046 Old Sibley Highway At the public hearing on Dec 18, 2012, the City Council ordered Project 1046. In accordance with the feasibility report, the following improvements were constructed: bituminous mill & overlay paving, and concrete curb & gutter repair for the Old Sibley Highway project. In accordance with the City Special Assessment Policy and the feasibility report, it was proposed to assess the bituminous mill & overlay paving improvements to the benefiting properties. The improvements were completed under Contract 13 -02. The following information was used in the preparation of the assessment roll for Project 1046. PROJECT COST The total construction cost for this project is $25,388.88. This includes $24,850.49 paid to the contractors for the construction of the improvements. Traffic and street signage was installed at a cost of $538.39. Other costs including engineering, design, contract management, inspections, financing, legal, bonding, administration, and other totaling $11,089.79 were incurred, resulting in a total improvement and project cost of $36,478.67. These other costs are allocated to the improvements constructed in order to determine the cost of each improvement and the assessment rate. CONSTRUCTION OTHER IMPROVEMENT FEASIBILITY IMPROVEMENT COST COSTS COST REPORT Bituminous Mill & Overlay - Old Sibley Highway Concrete Entrance Repairs Concrete Curb & Gutter Repairs ASSESSMENTS Trunk Assessments 14,122.80 6,168.80 7,833.12 3,421.48 3,432.96 1,499.51 25,388.88 11,089.79 20,291.60 11,254.60 4,932.47 37,400.00 7,500.00 11,000.00 36,478.67 55,900.00 No trunk assessments for utilities were proposed in the feasibility report, therefore none are proposed in this assessment roll. Commercial /Industrial Lots Improvements: The City's Assessment Policy states that 100% of the Bituminous Mill & Overlay - Old Sibley Highway costs are assessable for Commercial /Industrial Lots properties. The improvement and assessment rate for the Commercial /Industrial Lots properties is computed as follows: n Commercial /Industrial Lots = 750.0 F.F. / 1,672.0 F.F = 44.90% $20,291.60 (Bituminous Mill & Overlay -Old Sibley Highway Cost) x44.90% =$9,112.50 $9,112.50 = $12.15 / Front Foot 750 Front Feet The remaining frontage within the project area (55.10 %) is either sideyard or backyard property with no driveway access, or not covered by assessment agreement, and therefore not assessable under the City's Assessment Policy. Commercial /Industrial Lots - Concrete Entrance Apron Replacement Improvements: The City's Assessment Policy states that 100% of the Concrete Entrance Repairs costs are assessable for Commercial /Industrial Lots - Concrete Entrance Apron Replacement properties. The improvement and assessment rate for the Commercial /Industrial Lots - Concrete Entrance Apron Replacement properties is computed as follows: % Commercial /Industrial Lots - Concrete Entrance Apron Replacement = 100% $11,254.60 (Concrete Entrance Repairs Cost) x 100.00% = $11,254.60 $11,254.60 = $99.60 / S.Y. 113 Squre Yard ASSESSMENT TERMS: The assessments are proposed for term of 10 years for non - residential properties. The interest rate is 3.5% per annum on the unpaid balance. CITY REVENUES (RESPONSIBILITY) IMPROVEMENT ASSESSMENT CITY IMPROVEMENT COST Bituminous Mill & Overlay - Old Sibley Highway 20,291.60 Concrete Entrance Repairs 11,254.60 Concrete Curb & Gutter Repairs 4,932.47 36,478.67 d ^- � ajor Street Fund: $16,111.57 Aaron Nelson, P.E. Reviewed o"', /4,A Public Works Vpartment Date c: Russ Matthys, Director of Public Works Mike Dougherty, City Attourney Alexandra O'Leary, Accountant I 53 REVENUE RESPONSIBILITY 9,112.50 11,179.10 11,254.60 - - 4,932.47 20,367.10 16,111.57 Financ partme t / s3 Date Final Assessment Roll City Project 1046 - Old Sibley Highway Old Sibley Highway Commercial/ Front Rate/ Street S.Y. Rate/ Concrete Total Industrial/ P.I.N. Feet F.F. Assessment Driveway S.Y. Entrance Assessment Office Repairs Assessment 4155 OLD SIBLEY HIGHWAY 10- 31000 -01 -010 750 $ 12.15 $ 9,112.50 113 $ 99.60 $ 11,254.60 $ 20,367.10 Subtotal 750 $ 9,112.50 1 1 $ 11,254.60 $ 20,367.10 70 l = s � ii W v ► �? a ,; Yf • �� a _s � � x� � t d .t �i Z k w ., LLI LO 4, ac w LO c� h : G m �� 1. •� fn aS � J Q /�� er i v+Y A. ` `NN °�y � 4t T y.t -sd \. &A �a N LL. A� (D 2 N W O 0 (n N Q O .a) a) LLL- 4-0 '�-1/ �0 `a)) v J L ''A^ Vl 0 \'d33NI0N3 \SN3Sf141 ++JJ Agenda Information Memo November 19, 2013 Eagan City Council Meeting PUBLIC HEARING D. PROJECT 1121, PATRICK ADDITION FINAL ASSESSMENT HEARING ACTION TO BE CONSIDERED: Approve the Final Assessment Roll for Project 1121 (Patrick Addition (Hay Lake Court) — Street Improvements) and authorize its certification to Dakota County for collection. FACTS: • City Project 1121 provided street improvements to Hay Lake Court in the Patrick Addition neighborhood, a residential cul -de -sac in southeast Eagan. • The Final Assessment Roll was presented to the City Council on October 15, 2013, with a public hearing scheduled for November 19, 2013, to formally present the final costs associated with this public improvement to the affected benefitting properties. • The final assessments for the assessable properties are approximately 30% less than the estimate contained in the feasibility report presented at the public hearing held on December 18, 2012. • All notices have been published in the legal newspaper and sent to the affected property owners informing them of this public hearing. An informational meeting was held on November 12 to address all property owners' questions or concerns and provide any additional information of interest. Of the 8 residential properties being assessed, no one attended the meeting. ATTACHMENT: Final Assessment Report, pages 159 through U &0 FINAL ASSESSMENT REPORT PROJECT Number: 1121 Patrick Addition (Hay Name: take Court) PUBLIC HEARING DATES Assessment: November 19, 2013 Project Approval: December 18, 2012 Final Feasibility Rate Report STREET Surf. /Signs Single Family Res $997.24 $1425.00 Contract Number of Number Parcels Terms 13 -02 8 5 yrs Interest Amount Rate Assessed 3.5% $ 7,977.92 $ 11,400.00 FR Sq Units Lot Eq Variance City Actual to FR Financed $ (3,422.08) $ 17,364.73 -30.0% $ 21,800.00 FR Variance Actual to FR $ (4,435.27) -20.3% lb� To: Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: November 12, 2013 Subject: Final Assessment Roll, Project 1121 Patrick Addition (Hay Lake Court) At the public hearing on Dec 18, 2012, the City Council ordered Project 1121. In accordance with the feasibility report, the following improvements were constructed: bituminous mill & overlay paving, and concrete curb & gutter repair for the Patrick Addition (Hay Lake Court) project. In accordance with the City Special Assessment Policy and the feasibility report, it was proposed to assess the bituminous mill & overlay paving improvements to the benefiting residential properties. The improvements were completed under Contract 13 -02. The following information was used in the preparation of the assessment roll for Project 1121. PROJECT COST The total construction cost for this project is $15,640.95. This includes $15,448.75 paid to the contractors for the construction of the improvements. Traffic and street signage was installed at a cost of $192.20. Other costs including engineering, design, contract management, inspections, financing, legal, bonding, administration, and other totaling $9,701.70 were incurred, resulting in a total improvement and project cost of $25,342.65. These other costs are allocated to the improvements constructed in order to determine the cost of each improvement and the assessment rate. CONSTRUCTION OTHER IMPROVEMENT FEASIBILITY IMPROVEMENT COST COSTS COST REPORT Bituminous Mill & Overlay - Patrick Addition (Hay Lake Court) 9,847.60 Concrete Curb & Gutter Repairs 5,793.35 15,640.95 ASSESSMENTS Trunk Assessments 6,108.22 15,955.82 3,593.48 9,386.83 9,701.70 25,342.65 22,800.00 10,400.00 33,200.00 No trunk assessments for utilities were proposed in the feasibility report, therefore none are proposed in this assessment roll. Residential Lots Improvements: The City's Assessment Policy states that 50% of the Bituminous Mill & Overlay - Patrick Addition (Hay Lake Court) costs are assessable for Residential Lots properties. The improvement and assessment rate for the Residential Lots properties is computed as follows: $15,955.82 (Bituminous Mill & Overlay - Patrick Addition (Hay Lake Court) Cost) x 50% = $7,977.92 $7,977.92 = $997.24 /Unit 8 Units ASSESSMENT TERMS: The assessments are proposed for a term of 5 years for residential properties. The interest rate is 3.5% per annum on the unpaid balance. CITY REVENUES (RESPONSIBILITY) IMPROVEMENT ASSESSMENT CITY IMPROVEMENT COST REVENUE RESPONSIBILITY Bituminous Mill & Overlay- Patrick Addition (Hay 15,955.82 7,977.92 7,977.90 Lake Court) - - _ Concrete Curb &Gutter Repairs 9,386.83 - 9,386.83 25,342.65 7,977.92 17,364.73 CITY FUND RESPONSIBILITY Major Street Fund: $17,364.73 Aaron Nelson, P. Reviewed Public Works bepa rtment Financ partment A�L Date Date c: Russ Matthys, Director of Public Works Mike Dougherty, City Attourney Alexandra O'Leary, Accountant I 5-9 Final Assessment Roll City Project 1121- Patrick Addition (Hay Lake Court) Hay Lake Court R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 695 HAY LAKE COURT 10- 56790 -01 -040 1 $ 997.24 $ 997.24 699 HAY LAKE COURT 10- 56790 -01 -030 1 $ 997.24 $ 997.24 702 HAY LAKE COURT 10- 56790 -01 -050 1 $ 997.24 $ 997.24 703 HAY LAKE COURT 10- 56790 -01 -020 1 $ 997.24 $ 997.24 706 HAY LAKE COURT 10- 56790 -01 -060 1 $ 997.24 $ 997.24 707 HAY LAKE COURT 10- 56790 -01 -010 1 $ 997.24 $ 997.24 710 HAY LAKE COURT 10- 56790 -01 -070 1 $ 997.24 $ 997.24 714 HAY LAKE COURT 10- 56790 - 01.080 1 $ 997.24 $ 997.24 Subtotal 8 $ 7,977.92 11 4b" Patrick Addition ( Hay Lake Ct.) Street Revitalization - Project 1121 Ch Of hon Street Improvement Area CO FIG. 2 Agenda Information Memo November 19, 2013 Eagan City Council Meeting PUBLIC HEARING E. PROJECT 1120, NICOLS ROAD FINAL ASSESSMENT HEARING ACTION TO BE CONSIDERED: Approve the Final Assessment Roll for Project 1120 ( Nicols Road - Street Improvements), and authorize its certification to Dakota County for collection. FACTS: • City Project 1120 provided street improvements on a mixed -use segment of Nicols Road between Cedar Grove Parkway and Meghan Lane in west - central Eagan. • The Final Assessment Roll was presented to the City Council on October 15, 2013, with a public hearing scheduled for November 19, 2013, to formally present the final costs associated with this public improvement to the affected benefitting properties. • The final assessments for the assessable properties are approximately 26% less than the estimate contained in the feasibility report presented at the public hearing held on December 18, 2012. • All notices have been published in the legal newspaper and sent to the affected property owners informing them of this public hearing. An informational meeting was held on November 12 to address all property owners' questions or concerns and provide any additional information of interest. Of the 114 total properties (13 single - family homes, 88 town homes, 11 commercial /industrial, and 2 public facilities being assessed), 3 attended the meeting. ATTACHMENT: • Final Assessment Report, to be included with Administrative Agenda. • Neighborhood Meeting Minutes, pages through (� . • Letter from 4101 Property Owner, pages 460 through 6E) . NICOLS ROAD Neighborhood Street Revitalization City Project No. 1120 Informational Meeting — 3:00 P.M. Tuesday, November 12, 2013 Conference Room 1AB Attendance Aaron Nelson, Assistant City Engineer, John Gorder, City Engineer, 1 property owner of a single family home, and 2 business owners representing 2 commercial properties (see attached sign -in sheet). Presentation of Project Details Nelson welcomed the property owners and had an informal question/answer discussion since there were only three property owners present. They had several questions regarding assessments for this project. Questions/ Comments Residential Property 4118 Nicols Road 1. Are assessments tax deductible? Nelson recommended talking to a tax professional regarding their specific situation. 2. When will the assessment be applied to the property taxes? After the assessment hearing is held, their assessments can be paid interest free for the next 30 days. After 30 days, any unpaid assessment will incur interest and be certified with Dakota County. The assessment will be added to the parcel's property taxes for up to a 5 year term for residential properties, and 10 years for commercial properties, with an annual interest rate of 3.5 %. The first payment would be due in May of 2014. Commercial Properties 1. Nicols Road is next to the Cedar Grove Outlet Mall. Did those improvements expedite the rehabilitation of Nicols Road sooner than it should have been? Nicols Road is a very old road (originally constructed in 1942) and has already been reconstructed once (1987). The condition of the road was the driving force for the rehabilitation. 2. What is the life expectancy of the improvements? The anticipated life expectancy of a mill and overlay on a collector roadway is about 15 -20 years. 3. Both of these businesses generate small amounts of traffic compared to the overall volumes on Nicols Road. Does the assessment policy take into consideration traffic volumes of individual businesses? The assessment policy does not take into consideration traffic volumes of individual businesses. Nicols Road is a collector roadway and does have significant traffic volumes. Even though some businesses generate more traffic than others, the assessment policy considers the "highest and best use" of the property as identified in the city's comprehensive plan, treating all commercial properties similarly. 4. Receipt of the assessment hearing notice was the first time both business owners heard from the City of the improvements and proposed assessments. They both saw the construction occurring, but were not aware that they would be assessed. Why was the assessment hearing notice the first contact they both received? All property owners (including 4040 and 4101 Nicols Road) were mailed notice on June 30, 2011 of the anticipated 2013 improvements and proposed assessments. Planning for the project began in fall 2012 with the preparation of a feasibility report. An informational letter and Public Improvement Hearing notice were mailed to impacted property owners in late November 2012, a neighborhood meeting held on December 10, 2012, and the Public Improvement Hearing was held on December 18, 2012. The mailing included the proposed project scope, anticipated costs, and estimated assessment amounts for each property. The notice indicated commercial assessments were estimated at $46.61 per front foot (final assessments are $33.43 per front foot, or 28% less than original estimates). Nobody attended the neighborhood meeting or the Public Improvement Hearing. This project has 113 properties proposed to be assessed. After further review of the November 2012 mailing list for the neighborhood meeting and Public Improvement Hearing, there was no record of the mailing being sent to the 13 single family homes, 6 of the 10 commercial properties, or to the 2 public (03 facilities. The remainder of the properties were notified, and notices were published in the newspaper as required by state statute. All 113 properties were notified of the second neighborhood meeting held on November 12, 2013, and the assessment hearing scheduled for November 19, 2013. State statute requires mailed notice to the owner of each parcel prior to the public improvement hearing, but failure to give mailed notice does not invalidate the proceedings. Proper notice of the assessments has been provided to all affected properties. 4040 Nicols Road (4040 Nicols, LLC - Orme Law Offices) 5. The parcel is adjacent to Nicols Road, but its access is to Carnelian Lane. Why is this property included in the assessable area? This property is zoned Cedar Grove District, and its land use is mixed use and it is utilized as a commercial property. The city's assessment policy includes commercial properties that are either adjacent to the road being rehabilitated, or have direct access. 6. Carnelian Lane is scheduled to be rehabilitated in 2014. Will this property be assessed for those improvements? This property will be included in the assessable area for next year's project; however, it will receive a corner -lot credit for both projects. 4101 Nicols Road (RJR Enterprises, LLC — Prowire) 1. This property is long and narrow with a lot of street frontage, but only a portion of the parcel is currently developed, and there is a storm water pond on the northern end of the parcel. Why are they being assessed for their entire frontage? Assessments for commercial properties along Nicols Road were based on their adjacent frontage. The assessment policy provides for credit to be applied where regional ponding is covered by drainage and utility easement, however, the pond on this parcel is not covered by easement, so the entire parcel length was used as the assessable area. 2. Currently, only a portion of the parcel is developed. Due to the stormwater pond, and street setback requirements, some of the northern end of the parcel is undevelopable. Can the assessable frontage be reduced to reflect these conditions? The total length of this parcel is 1,096 feet. The feasibility report included the total length as its assessable frontage. Because it is a long, narrow lot, minimum street setbacks restrict future development on the northern end of the parcel. Also, the northern most end also includes a storm water pond, which currently collects runoff from this parcel, T.H. 13, and Nicols Road. The pond is currently "private" and not encompassed by a drainage and utility easement. Because the pond at the northern end collects public drainage, it would be appropriate for the city to obtain a drainage and utility easement over it and maintain the inlets and outlets. The property owner is agreeable to dedicate this easement to the city. The designed HWL of the pond is 860.00 feet. The easement will cover up to the HWL, which encompasses approximately the northern 290 feet of the parcel based on the current pond configuration. The city's assessment policy would not assess the ponding area covered by easement, so this length is being credited to the parcel's assessable frontage. This parcel has a Connection Charge Agreement with the city, dated June 28, 2002, to address and identify the original and future city connection charges associated with this property. The agreement identified connection charges for the developed portion of the parcel at the time of development, and requires the remaining length to be collected if and when the parcel further develops. City code requires this parcel to have a minimum of 30 % green space. The total parcel area is 150,875 s.£, and its total impervious surface is 66,803 s.f. (61,763 s.f. current impervious plus 5,040 s.f. for future "proof of parking "). Because the lot requires 30% green space, the minimum conforming lot size would be 95,432 s.f. When measured from the southernmost end of the property, the minimum length of the parcel to meet green space requirements is 596 feet. This modified length will be used as the assessable frontage, and the Connection Charge Agreement will be amended to include street assessments for the remaining 210 feet of frontage (1,096 £f total. — 596 f.f. for a conforming lot - 290 f.f. drainage & utility easement over pond = 210 f.f. potential future developable land) if and when the parcel develops in the future. The property owner is agreeable with the proposed methods of addressing his assessments as described above. The 3:00 meeting adjourned at 4:15 p.m.. INFORMATIONAL MEETING lbo Nicols Road Neighborhood Street Revitalization City of Eap Project 1120, Contract 13 -02 Tuesday, November 12, 2013 3:00 p.m. — Conference Room 1AB NAME ADDRESS PHONE NO. 1. V/O/ za, 2. �l 1 � a �� 4,�� d 3. ��P- qlic� All U,Zr f-6 ��1�22� 323, 3. 5: 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. (0s RJR Enterprises, LLC 4101 Nicols Road Eagan, MN 55122 11/13/13 City of Eagan Engineering Division Department of Public Works 3830 Pilot Knob Eagan, MN 55122 Attn: John Gorder I was recently sent a letter dated Nov. 1, 2013 informing me of a special assessment to my commercial property at 4101 Nicols Road, Eagan, MN. I also attended the neighborhood meeting, announced in the letter, on Tuesday Nov. 12th concerning this matter. To my knowledge, this letter was the first attempt by the city of Eagan to inform me of this special assessment. My property is a long narrow strip of property nestled between Cedar Ave and Nicols Road. The property has 1095 feet of frontage on Nicols Road. Since the assessment rate on commercial property on this project is $33.43/ linear foot the special assessment on my property totaled $39,128.82. This is just over 23% of the entire assessed value of the project. While I know the road improvement is a benefit to my property, I would appreciate your consideration in this matter. 1) I was informed that the pond at the end of my property could be annexed by city. I would be interested in exploring this possibility. It seems to make sense, but I am not sure of all that is involved. More detail on how this is accomplished would be helpful. Provided that this is a simple and inexpensive process, I would be willing to do this. 2) Over half of the property lies in area that would be difficult to develop without significant variances to the set backs. I have included a diagram that shows the property and the set backs. The road improvements add no value to this property until it is developed and this is very unlikely to happen in its current state. It seems reasonable to defer theses assessments until at such time this property is developed if indeed that ever happens. The attached document shows 480 ft. of road frontage in front of the developed part of the property, including possible expansion of the parking, 360 ft. of road frontage in front of the undeveloped part of the property and 255 ft. of road frontage in front of the pond. Sincerely, Rocky Ranch, Chief Manager I I I I � I I I 60 n ° � Oil II I II I 3 I. , a 10 II� � III Ij Oil I !j 10 r .Oil 0 0 IN z LU Ph ( 4w o 12 . ......... - q I I ° ,f i i i V ,I a� 0 0 oo; 4 ° �I Agenda Information Memo November 19, 2013 Eagan City Council Meeting PUBLIC HEARING F. PROJECT 1119, EAGANDALE CENTER INDUSTRIAL PARK FINAL ASSESSMENT HEARING ACTION TO BE CONSIDERED: Approve the Final Assessment Roll for Project 1119 (Eagandale Center Industrial Park — Street Improvements) and authorize its certification to Dakota County for collection. FACTS: • City Project 1119 provided for the street improvements in the Eagandale Center Industrial Park, a commercial /industrial area in northeast Eagan. Streets improved included Neil Armstrong Boulevard and Mike Collins Drive. • The Final Assessment Roll was presented to the City Council on October 15, 2013, with a public hearing scheduled for November 19, 2013, to formally present the final costs associated with this public improvement to the affected benefitting properties. • The final assessments for the assessable properties are approximately 35% less than the estimate contained in the feasibility report presented at the public hearing held on December 18, 2012. • All notices have been published in the legal newspaper and sent to the affected property owners informing them of this public hearing. An informational meeting was held on November 12 to address all property owners' questions or concerns and provide any additional information of interest. Of the 87 commercial /industrial properties being assessed, no one attended the meeting. ATTACHMENT: • Final Assessment Report, pages -10 through�8 . n Number: Name: FINAL ASSESSMENT REPORT PROJECT 1119 Eagandale Center Industrial Park PUBLIC HEARING DATES Assessment: November 19, 2013 Project Approval: December 18, 2012 Final Feasibility Rate Report Units STREET Surf. /Signs - Commercial /Industrial $1379.41 $1993.00 Net Acre STREET Concrete Driveway Entrance Repairs $82.03 $109.90 S.Y. Contract Number of Interest Amount Variance City Variance Number Parcels Terms Rate Assessed Actual to FR Financed Actual to FR 13 -02 87 10 yrs 3.5% $ 553,252.58 $ (302,347.42) $ 133,134.43 $ (130,065.57) $ 855,600.00 FR -35.3% $ 263,200.00 FR -49.4% Q Ahhh- City of Evan Me To: Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: November 12, 2013 Subject: Final Assessment Roll, Project 1119 Eagandale Center Industrial Park At the public hearing on Dec 18, 2012, the City Council ordered Project 1119. In accordance with the feasibility report, the following improvements were constructed: bituminous mill & overlay paving, and concrete curb & gutter repair for the Eagandale Center Industrial Park project. In accordance with the City Special Assessment Policy and the feasibility report, it was proposed to assess the bituminous mill & overlay paving improvements to the benefiting properties. The improvements were completed under Contract 13 -02. The following information was used in the preparation of the assessment roll for Project 1119. PROJECT COST The total construction cost for this project is $573,864.07. This includes $569,923.42 paid to the contractors for the construction of the improvements. Traffic and street signage was installed at a cost of $3,940.65. Other costs including engineering, design, contract management, inspections, financing, legal, bonding, administration, and other totaling $112,522.94 were incurred, resulting in a total improvement and project cost of $686,387.01. These other costs are allocated to the improvements constructed in order to determine the cost of each improvement and the assessment rate. CONSTRUCTION OTHER IMPROVEMENT FEASIBILITY IMPROVEMENT COST COSTS COST REPORT Bituminous Mill & Overlay - Eagandale Center Industrial Park 342,810.65 67,218.12 410,028.77 592,400.00 Concrete Driveway Entrance Repairs 119,744.40 23,479.41 143,223.81 129,100.00 Concrete Curb & Gutter Repairs 111,309.02 21,825.41 133,134.43 263,200.00 573,864.07 112,522.94 686,387.01 984,700.00 ASSESSMENTS Trunk Assessments No trunk assessments for utilities were proposed in the feasibility report, therefore none are proposed in this assessment roll. Commercial /Industrial Lots Improvements: The City's Assessment Policy states that 100% of the Bituminous Mill & Overlay - Eagandale Center Industrial Park costs are assessable for Commercial /Industrial Lots properties. The improvement and assessment rate for the Commercial /Industrial Lots properties is computed as follows: Commercial /Industrial Lots = 297.3 Net Acre / 297.3 Net Acre = 100.00% $410,028.77 (Bituminous Mill & Overlay - Eagandale Center Industrial Park Cost) x 100.00% = $410,028.77 $410,028.77 = $1,379.41/ Net Acre 297.25 Net Acre 4l Commercial /Industrial Lots - Concrete Entrance Apron Replacement Improvements: The City's Assessment Policy states that 100% of the Concrete Driveway Entrance Repairs costs are assessable for Commercial /Industrial Lots - Concrete Entrance Apron Replacement properties. The improvement and assessment rate for the Commercial /Industrial Lots - Concrete Entrance Apron Replacement properties is computed as follows: % Commercial /Industrial Lots - Concrete Entrance Apron Replacement = 1,746.0 S.Y. / 1,746.0 S.Y. = 100.00% $143,223.81 (Concrete Driveway Entrance Repairs Cost) x 100.00% _ $143,223.81 $143,223.81 = $82.03 / S.Y. 1746 Square Yards ASSESSMENT TERMS: The assessments are proposed for a term of 10 years for non - residential properties. The interest rate is 3.5% per annum on the unpaid balance. CITY REVENUES (RESPONSIBILITY) IMPROVEMENT ASSESSMENT CITY IMPROVEMENT COST REVENUE RESPONSIBILITY Bituminous Mill & Overlay- Eagandale Center Industrial Park Concrete Driveway Entrance Repairs Concrete Curb & Gutter Repairs CITY FUND RESPONSIBILITY Major Street Fund: $133,134.43 410,028.77 410,028.77 143,223.81 143,223.81 - 133,134.43 - 133,134.43 686, 3 87.01 553, 252.58 133,134.43 Aaron Nelson, P.E. U Reviewed r, Public Works Dep rtient Finance Depa nt I obqz! -3 /1 Date Date t c: Russ Matthys, Director of Public Works Mike Dougherty, City Attourney Alexandra O'Leary, Accountant I M Final Assessment Roll City Project 1119 - .Eagandale Center Industrial Park _ Gemini Road Commercial /Industrial /Office P.I.N. Gross Acreage Net Acreage $ / Net Acre Assessment Total Street Assessment Concrete Entrance Assessment Total Assessment 1027 GEMINI ROAD 10- 22502 -05 -231 2.44 2.44 $1,379.41 $3,365.73 $210.43 $3,576.16 1034 GEMINI ROAD 10- 22502 - 06-100 3.18 3.18 $1,379.41 $4,386.49 $1,018.43 $5,404.92 1045 GEMINI ROAD 10- 1070001 -010 3.12 3.12 $1,379,41 $4,303.73 $4,606.03 $8,909.76 1056 GEMINI ROAD 10- 22502 -06 -091 5.43 5,43 $1,379,41 $7,490.20 $1,516.20 $9;006.40 1066 GEMINI ROAD 10- 22502 -06 -062 2.46 2.46 $1,379.41 $3,39332 $4,016;64 $7,409;96 1090 GEMINI ROAD 10- 28975 -01 -010 3.10 3.10 $1,379.41 $4,276,14 $10;398.44 $14,674.58 3130 LEXINGTON AVENUE 10- 22502 -05 -370 14.06 14.06 $1,379,41 $19,394.47 $4,707.05 $24,101.52 935 APOLLO ROAD Subtotal (7) 33.79 33.79 $1,379.41 $46,610.08 $26,473.22 $73,083.30 (935 APOLLO ROAD) Nell Armstrong Boulvard Commercial /Industrial /Office P.I.N. Gross Acreage Net Acreage Unit Assessment Total Street Assessment Concrete Entrance Assessment Total Assessment 3079 NEIL ARMSTRONG BLVD 10- 11475 - 01.010 1.47 1.47 $1,379.41 $2,027.72 .$0.00 $2,027.72 3109 NEIL ARMSTRONG BLVD 10- 22502 -05 -211 3.68 3.68 $1,379.41 $5,076.23 $4,648.79 $9,725:02 3110 NEIL ARMSTRONG BLVD 10. 22520 -01 -030 4.35 4.35 $1,379.41 $6,000.43 $2,910.67 $8,911,10 3140 NEIL ARMSTRONG BLVD 10. 22520-01 -040 8.64 8,64 $1,379.41 $11,918.09 $12,461.07 $24,379.16 3160 NEIL ARMSTRONG BLVD 10- 22520 -01 -050 6.31 6.31 $1,379.41 $8,704.08 $5;964.76 $14,668.84 1030 LONE OAK ROAD 1022502 -05 -130 1.39 1.34 $1,379.41 $1,848.41 $6;872.49 $8,720.90 (1030 LONE OAK ROAD) 10. 22502 -05 -100 1,63 1.58 $1,379.41 $2,179.46 $0.00 $2,179,46 ,(1030 LONE OAK ROAD) 10- 22502 -05 -110 1.63 1.58 $1,379.41 $2,179.46 $0,00 $2,179.46 (1030 LONE OAK ROAD) 10- 22502 -05 -120 1.63 1.58 $1,379,41 $2,179.46 $0.00 $2,179.46 1060 LONE OAK ROAD 30- 22502 -05 -090 1,63 1.58 $1,379.41 $2,179.46 $0.00 $2,179.46 (1060 LONE OAK ROAD) 10- 22502 -05 -060 1,64 1.58 $1,379,41 $2,179A6 $0.00 $2,179.46 (1060 LONE OAK ROAD) SO- 22502 -05 -070 1.63 1,58 $1,379.41 $2,179.46 $0.00 $2,179.46 (1060 LONE OAK ROAD) 10- 22502.05 -080 1,63 :1..58 $1,379.41 $2,179.46 $0.00 $2,179.46 Vacant Lot (Ashcroft Properties LLC) 10- 11475 -01 -020 7.60 7.60 $1,379.41 $10,483.52 $0.00 $10,483.52 11.41 Subtotal (14) 44.86 44.45 $7,734.08 $61,314.70 $32,857.78 $94,172.48 Apollo Road Commercial /Industrial /Office P.I.N. Gross Acreage Net Acreage Unit Assessment Total Street Assessment Concrete Entrance Assessment Total Assessment 837 APOLLO ROAD 10- 22522 -01 -010 3.93 3.93 $1,379.41 $5,421.08 $0.00 $5,421.08 855 APOLLO ROAD 10- 22440 -01 -010 4.82 4.82 $1,379.41 $6,648.76 $2,793.12 $9,441.88 860 APOLLO ROAD 10- 22503 -03 -273 5.59 3.10 $1,379,41 $4,276.14 $0.00 $4,276.14 899 APOLLO ROAD 10. 22502 - 03.381 1.36 136 $1,379.41 $1,876.00 $0.00 $1,876,00 900 APOLLO ROAD 10- 11800 -01 -010 28.42 28.42 $1,379,41 $39,202.80 $16,477.84 $55,680.64 909. APOLLO ROAD 10- 22502.03 -363 0.90 0.90 $1,379.41 $1,241.47 $1,627.17 $2,868.64 920 APOLLO ROAD 10- 11800 -01.020 11,06 11.06 $1,379.41 $15,256.24 .$0.00 $15,256.24 935 APOLLO ROAD 10. 22502 -03 -300 0.65 0,65 $1,379.41 $896.59 $2,222.97 $3,119.56 (935 APOLLO ROAD) 10- 22502 - 03.310 0.54 0,54 $1,379.41 $744,88 .$0,00 $744,88 (935 APOLLO ROAD) 10- 22502 -03 -320 0.54 0:54 $1,379.41 $744.88 $0.00 $744.88 (935 APOLLO ROAD) 10- 22502 -03 -330 0.29 0.29 $1,379.41 $400.00 $0.00 $400.00 (935 APOLLO ROAD) 10- 22502 -03 -331 0.26 0.26 $1,379.41 $358.62 .$0,00 $358,62 (935 APOLLO ROAD) 10- 22502 -03 -340 0.54 0,54 $1,379.41 $744.88 $0.00 $744,88 940 APOLLO ROAD 10- 11795.01 -010 .5.77 5.77 $1,379.41 $7,959.17 $3,725.05 $11,684,22 950 APOLLO ROAD 10- 11795 -01 -020 14.85 14.85 $1,379.41 $20,484.24 $0.00 $20,484.24 951. APOLLO ROAD 10- 22502 - 03.280 0.67 0.67 $1,379.41 $924.17 $3,667,97 $4,592.14 (951 APOLLO ROAD) 10. 22502 -03 -290 0.42 0.42 $1,379.41 $579.32 $0.00 $579.32 (951. APOLLO ROAD) 10- 22502 -00 -010 0.33 0.33 $1,379.41 $455;18 $0.00 $455.18 990 APOLLO ROAD 10- 22520 -01 -010 1.90 1.90 $1,379.41 $2;620.85 $2,910.67 $5,531.52 (990 APOLLO ROAD) 30- 22520 - 01.011 2.24 2.24 $1,379.41 $3,089.88 $0.00 $3,089.88 ,(990 APOLLO ROAD) 10- 22520 -01 -012 5,80 5.80 $1,379.41 $8;000.58 $0.00 .$8,000.58 1000 APOLLO ROAD 10- 22520.01 -020 3.71 3.71 $1,379.41 $5,117.61 $2,910.67 $8,028.28 (1000 APOLLO ROAD) 10- 22520 -01 -021 1.40 1.40 $1,379.41 $1,931.14 $0.00 $1,931.14 980 LONE OAK ROAD 10- 22502 -03 -271 11.41 11.41 $1,379.41 $15,739.04 $7,734.08 $23,473.12 990 LONE OAK ROAD 10- 22502 -03 -141 11.41 11.18 $1,379.41 $15,421.80 $7,734,08 $23,155:88 Subtotal (25) 118.81 116.09 $160,135.32 .$51,803.62 $211,938.94 Lunarl-ane Commercial /Industrial /Office P.I.N. Gross Acreage Net Acreage Unit Assessment Total Street Assessment Concrete Entrance Assessment Total Assessment 3010 LUNAR LANE 10- 15575 -01 -020 0.82 0;82 $1,379.41 $1,131.12 $0.00 $1,131.12 3025 LUNAR LANE 10- 22700- 01.020 8.10 8.10 $1,379.41 $11,173.22 $0.00 $11,173,22 3070 LUNAR LANE 10. 22502 -02 -010 0.73 0.73 $1,379.41 $1,006,96 $206.82 $1,213.78 (3070 LUNAR LANE) 10- 22502.02 -020 0.73 0,73 $1,379.41 $1,006.96 $0,00 $1,006.96 940 LONE OAK ROAD 10- 22700 -01 -010 1 10,32 1 10.32 1 $1,379.41 1 $14,235,50 $0.00 $14,235.50 900 LONE OAK ROAD 10- 01100 -02 -010 1.86 1,86 $1,379.41 $2,565.70 $0,00 $2,565.70 Vacant Lot (City of Eagan) 10- 15575- 01.010 0.76 0.76 $1,379.41 $1,048.34 $0.00 $1,048,34 Subtotal (7) 23.32 23.32 $32,167.80 $206.82 1 $32,374.62 1 Mike Collins Drive Commercial /Industrial /Office P.I.N. Gross Acreage Net Acreage Unit Assessment Total Street Assessment Concrete Entrance Assessment Total Assessment 3103 MIKE COLLINS DRIVE 10- 22502 -04 -030 1.31 1.24 $1,379.41 $1,710.46 $484.40 $2,194.86 (3103 MIKE COLLINS DRIVE) 10- 22502 -04 -040 0.62 0.62 $1,379,41 $855.22 $0,00 $855.22 (3103 MIKE COLLINS DRIVE) 10- 22502 -04 -050 0,62 0,62 $1,379.41 $855.22 $0,00 $855.22 (3103 MIKE COLLINS DRIVE) 10- 22502 -04 -060 0.95 0.95 $1,379.41 $1,310.44 $0.00 .$1,310.44 3110 MIKE COLLINS DRIVE 10- 22522 -01 -020 2.74 2.74 $1,379,41 $3,779.58 $0.00 $3,779,58 3115 MIKE COLLINS DRIVE 10- 22503 -03 -250 2.06 1.75 $1,379.41 $2,413,96 $134.08 $2,548.04 (3 115 MIKE COLLINS DRIVE) 10- 22503.03 -260 2,56 1.47 $1,379.41 $2,027.72 $0.00 $2,027,72 3150 MIKE COLLINS DRIVE 10- 22503 -02 -051 3.20 3.20 $1,379.41 $4,414,30 $0.00 $4,414,10 3191 MIKE COLLINS DRIVE 10- 22523 -01 -010 11.78 9.19 $1,379.41 $12;676.78 $0.00 $12,676,78 3205 MIKE COLLINS DRIVE 10- 32250 -01 -010 2.35 2.35 $1,379.41 $3,241.60 $0,00 $3,241.60 3240 MIKE COLLINS DRIVE 10- 22503 - 02.131 2,07 2.04 $1,379.41 $2,813,99 $2,442.99 $5,256,98 3275 MIKE COLLINS DRIVE 10- 22503 -04 -161 2,85 2,85 $1,379.41 $3,931.31 .$3,127.29 $7,058.60 3306 MIKE COLLINS DRIVE 10- 22503 -02 -140 5,00 5.00 $1,379,41 $6,897.04 $2,018,92 $8;915,96 3321 MIKE COLLINS DRIVE 1042503 -04 -194 2.34 2,34 $1,379,41 $3,227.82 $179,60 $3,407.42 3329 MIKE COLLINS DRIVE 10- 22503 - 04.200 0.78 0.78 $1,379.41 $1,075,94 $662.92 $1,738,86 (3329 MIKE COLLINS DRIVE) 10- 22503 -04 -210 1,29 1.29 $1,379,41 $1,779.44 $0,00 $1,779.44 3330 MIKE COLLINS DRIVE 10- 22503 -02 -150 2.00 2.00 $1,379.41 $2,758.81 $2,681.37 $5;440.18 3350 MIKE COLLINS DRIVE 10. 22503 -02 -160 1.24 1.24 $1,379,41 $1,710,47 $5,121.37 $6,831.84 3355. MIKE COLLINS DRIVE 10. 22503 - 04.241 2.35 2,35 $1,379.41 $3,241.61 $6,661.01 $9,902,62 3370 MIKE COLLINS DRIVE 10. 22503 -02 -181 1,38 1.38 $1,379.41 $1,903.58 $1,638.98 $3,542.56 3375 MIKE COLLINS DRIVE 10- 22503 - 04.250 0.78 0.78 $1,379.41 $1,075,93 $2;373.03 $3,448,96 (3375 MIKE COLLINS DRIVE) 10- 22503 - 04.260 0.78 0.78 $1,379.41 $1,075.94 $0.00 .$1,075.94 (3375 MIKE COLLINS DRIVE) 10- 22503 -04 -270 0.79 0.79 $1,379.41 $1,089,72 $0.00 $1,089.72 (3375 MIKE COLLINS DRIVE) 10- 22503 -04 -280 0.79 0.79 $1,379,41 $1,089.72 $0.00 $1,089.72 3380 MIKE COLLINS DRIVE 10- 22503 -02 -201 1,38 1.38 .$1,379.41 $1,903.58 $332,36 $2,235.94 3388 MIKE COLLINS DRIVE 10- 22503.02 -241 2,75 2.58 $1,379.41 $3,558.87 $375,03 $3,933.90 Vacant Lot (Peter D Lund) 10- 14700 -01 -010 7.58 3.78 $1,379.41 $5,214.18 $0,00 $5,214.18 Vacant Lot (MDSC Partners LLP) 10- 22523 -01 -020 3.52 1,07 $1,379.41 $1,475.96 $0,00 $1,475.96 Vacant Lot (City of Eagan) 10- 22503 -02 -070 1.71 1.37 $1,379.41 $1,889.80 $0.00 $1,889,80 Vacant Lot (City of Eagan) 10- 22503 - 02.080 0.63 0.52 $1,379,41 $717.28 $0.00 $717.28 Vacant Lot (City of Eagan) 10- 22503 - 02.090 0.69 0.60 $1,379.41 $827.66 $0.00 $827.66 Vacant Lot (City of Eagan) 10- 22503 - 02.100 0.69 0.64 $1;379.41 $882.82 $0,00 $882.82 829 ALDRIN DRIVE 10- 22503 - 03.162 2.33 2,33 $1,379.41 $3,214.02 $3,649.02 $6,863.04 905 YANKEE DOODLE ROAD 10- 22504.01 -010 16.79 16.79 $1,379.41 $23,160:30 $0.00 $23,160,30 Subtotal (34) 90.70 79.60 1 $109,800.87 $31,882.37 1 $141,683,24 Grand Total 311.48 297.25 $410,028.77 .$143,223.81 $553,252.58 fq s 3160 IF ■ -'' 1066 g - _ 3160 TR 1-666 0,04 Road b AiH) 4 A .7 I;y 990 y S Opt Will 11 7 940 77 r 3025 L u � f t, {4 Y ro 'SH3 rD J 980 e 651 X935 b AiH) 4 A .7 y S r 3025 L u � f t, {4 Y ro 'SH3 rD J Eagandale Center Industrial Park FIG. 2B Street Revitalization - Project 1119 Street Improvement Area C�tQ of F�oap '1-7(p Date: 10/20/2012 Eagandale Center Industrial Park Street Revitalization - Project 1119 Ciftof Rao Street Improvement Area 119 FIG. 2C Date: 10/20/2012 t � • ♦ } I 4 829 _ X�� X 829 - Aldrin` Dr. �M it . A It af 3275 - -- 3 S,75 5 O' I .�, L f • s 4 el .yam �E �i�,r�` I 33 iJ L� 3306 — ti_ +) P `i .- tl' s. a -. I j' 3330, 3 3329° t air 3355. ?� 4vy j g rF� f '2 i a f - - - - - 's vvt ,TIT r 3 4 r $J i O `i. ?'•�� °.. _ h #lid jj i a 905 3375 y r W. I 3388 - 3388. �,p F yy Qr.. °.a _,g. Yankee- Doodle -Rd. LEGEND 9 8 _ t { 4 f i�J i L Y Street Improvement - y WWI Assessable Area s; Eagandale Center Industrial Park FIG. 2D Street Revitalization - Project 1119 Street Improvement Area r1tV Of bon Street Date: 10/20/201 Agenda Information Memo November 19, 2013 Eagan City Council Meeting PUBLIC HEARING G. PROJECT 1118, DODD FARM FINAL ASSESSMENT HEARING ACTION TO BE CONSIDERED: Approve the Final Assessment Roll for Project 1118 (Dodd Farm — Street Improvements) and authorize its certification to Dakota County for collection. FACTS: • City Project 1118 provided street improvements on Calvin Court in the Dodd Farm neighborhood, a residential cul -de -sac in southeast Eagan. • The Final Assessment Roll was presented to the City Council on October 15, 2013, with a public hearing scheduled for November 19, 2013, to formally present the final costs associated with this public improvement to the affected benefitting properties. • The final assessments for the assessable properties are approximately 19% less than the estimate contained in the feasibility report presented at the public hearing held on December 18, 2012. • All notices have been published in the legal newspap property owners informing them of this public hearing. was held on November 12 to address all property owners provide any additional information of interest. Of the 7 assessed, no one attended the meeting. ATTACHMENT: • Final Assessment Report, pages through 84 . 11 er and sent to the affected An informational meeting ' questions or concerns and residential properties being PROJECT Number: 1118 FINAL ASSESSMENT REPORT PUBLIC HEARING DATES Assessment: November 19, 2013 Name: Dodd Farm (Calvin Ct.) Project Approval: December 18, 2012 Final Feasibility Rate Report Units STREET Surf. /Signs Single Family Res $1025.06 $1271.43 Lot Eq Contract Number of Interest Amount Variance City Variance Number Parcels Terms Rate Assessed Actual to FR Financed Actual to FR 13 -02 7 5 yrs 3.5% $ 7,175.42 $ (1,724.58) $ 21,510.62 $ 7,410.62 $ 8,900.00 FR - 19.4% $ 14,100.00 FR 52.6% To: Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: November 12, 2013 Subject: Final Assessment Roll, Project 1118 Dodd Farm (Calvin Ct.) At the public hearing on Dec 18, 2012, the City Council ordered Project 1118. In accordance with the feasibility report, the following improvements were constructed: bituminous mill &overlay paving, and concrete curb & gutter repair for the Dodd Farm (Calvin Ct.) project. In accordance with the City Special Assessment Policy and the feasibility report, it was proposed to assess the bituminous mill & overlay paving improvements to the benefiting residential properties. The improvements were completed under Contract 13 -02. The following information was used in the preparation of the assessment roll for Project 1118. PROJECT COST The total construction cost for this project is $14,827.98. This includes $14,669.85 paid to the contractors for the construction of the improvements. Traffic and street signage was installed at a cost of $158.13. Other costs including engineering, design, contract management, inspections, financing, legal, bonding, administration, and other totaling $13,858.06 were incurred, resulting in a total improvement and project cost of $28,686.04. These other costs are allocated to the improvements constructed in order to determine the cost of each improvement and the assessment rate. CONSTRUCTION OTHER IMPROVEMENT FEASIBILITY IMPROVEMENT COST COSTS COST REPORT Bituminous Mill & Overlay - Dodd Farm (Calvin Ct.) Concrete Curb & Gutter Repairs ASSESSMENTS Trunk Assessments 7,418.03 6,932.81 7,409.95 6,925.25 14,827.98 13,858.06 14,350.84 17,800.00 14,335.20 5,200.00 28,686.04 23,000.00 No trunk assessments for utilities were proposed in the feasibility report, therefore none are proposed in this assessment roll. Residential Lots Improvements: The City's Assessment Policy states that 50% of the Bituminous Mill & Overlay - Dodd Farm (Calvin Ct.) costs are assessable for Residential Lots properties. The improvement and assessment rate for the Residential Lots properties is computed as follows: $14,350.84 (Bituminous Mill & Overlay - Dodd Farm (Calvin Ct.) Cost) x 50% = $7,175.42 $7,175.42 = $1,025.06 /Unit 7 Units ON ASSESSMENT TERMS: The assessments are proposed for a term of 5 years for residential properties. The interest rate is 3.5% per annum on the unpaid balance. CITY REVENUES (RESPONSIBILITY) IMPROVEMENT ASSESSMENT CITY IMPROVEMENT COST REVENUE RESPONSIBILITY Bituminous Mill & Overlay - Dodd Farm (Calvin Ct.) 14,350.84 7,175.42 7,175.42 Concrete Curb & Gutter Repairs 14,335.20 - 14,335.20 Major Street Fund: $21,510.62 &,C� �A� Aaron Nelson, P.E. Reviewed &L- A--)�4- Public Works Dept tment 1,Ag g/3 Date c: Russ Matthys, Director of Public Works Mike Dougherty, City Attourney Alexandra O'Leary, Accountant I 28,686.04 r� 7,175.42 21,510.62 (:�ZL - I Finance rtme la Date Final Assessment Roll City Project 1118 - Dodd Farm (Calvin Court) Calvin Court R -1 Residential P.I.N. Equivalent Ass ssment Total 699 CALVIN COURT 10- 20850 -01 -010 1 $ 1,025.06 $ 1,025.06 700 CALVIN COURT 10- 20850 -01 -070 1 $ 1,025.06 $ 1,025.06 703 CALVIN COURT 10- 20850 -01 -020 1 $ 1,025.06 $ 1,025.06 704 CALVIN COURT 10- 20850 -01 -060 1 $ 1,025.06 $ 1,025.06 707 CALVIN COURT 10- 20850 -01 -030 1 $ 1,025.06 $ 1,025.06 708 CALVIN COURT 10- 20850 -01 -050 1 $ 1,025.06 $1,025.06 711 CALVIN COURT 10- 20850 -01 -040 1 $ 1,025.06 $ 1,025.06 Subtotal 7 $ 7,175.42 POO-ow 411� Dodd Farm ( Calvin Ct.) Street Revitalization - Project 1118 Ch Of ERoR l Street Improvement Area 8q IOWA Date: 10/02/2011 Consent Agenda Information Memo November 19, 2013 Eagan City Council Meeting Q. VARIANCE — KOHL'S ACTION TO BE CONSIDERED: This request has been WITHDRAWN at the applicant's request. REQUIRED VOTE FOR APPROVAL: Majority of Councilmembers Present FACTS: ➢ Kohl's is proposing to remodel the front building fagade of the store located at 1350 Town Centre Drive. ➢ The proposed materials replaced some of the existing brick (a Class I material) with EIFS (a Class III material), such that the new finish did not meet the zoning standard of 65% Class I materials, resulting in the Variance request. ➢ The Variance was before the City Council on October 15, 2013, at which time the Council continued the item to the November 4, 2013, City Council meeting. As Kohl's explored alternative finish materials, the item was continued again to the November 16, 2013 Council meeting. ➢ Kohl's has submitted revised plans utilizing an architectural metal panel (a Class I material) in place of some of the EFIS. As a result, the revised plans provide a ratio of 73% Class I materials. Since this exceeds the minimum City Code standard of 65 %, the Variance is not necessary. ➢ Consequently, the applicant has withdrawn the Variance request. No further action is required. ISSUES: None 60 -DAY AGENCY ACTION DEADLINE: November 23, 2013 ATTACHMENTS: (1) Request for Withdrawal, page NO ME CASCC! Architecture + Engineering Pamela Dudziak, Planner City Hall 3830 Pilot Knob Road Eagan, MN 55122 RE: Kohl's Remodel #10079 1350 Town Centre Dr. Eagan, MN Dear Pamela, VIA: Email November 14, 2013 Now that we have received formal written approval from the City of Eagan for the use of the metal panels in lieu of EIFS panels for the above referenced location, Kohl's has requested that we withdraw our placement from the November 16th City Council meeting agenda to review the tabled Case No. 15- VA -09- 09-13 related to the previous variance request as described below. Case No. was for a variance to the Eagan City Code Sec. 11. 70, Subd. 21 -8. The proposed elevation will be reducing the amount of existing Class 1 materials from 68% down to 57% and increasing the existing Class 2 and 3 materials from 32% to 43 %. This increase in Class 2 and 3 materials is necessary to incorporate the brand image that Kohl's is using for their remodel program. Should you have any questions or comments please contact me at (314) 821 -1100 or via email, kohls @cascocorp.com. Sincerely, CAS _/l.� ie;u.��,. -- Lam/ �✓ �'"�G�r,� �j Frank Evans Project Manager RECEIVED NOV 1.4 200 Cc: CEW (w /encl) File 613460 L: \Kohls \Projects \2014 Remodels \Eagan MN 613460 \WP \130923 Planning \Agenda Withdrawl Letter- 131114.doc CASCO DIVERSIFIED CORPORATION 10877 Watson Road Los Angeles, CA Portland, OR St. Louis, MO 63127 Branson, MO Edison, NJ (p) 314.821.1100 �1 Agenda Information Memo November 19, 2013 Eagan City Council Meeting VII. NEW BUSINESS A. PRELIMINARY PLANNED DEVELOPMENT, COMPREHENSIVE LAND USE GUIDE PLAN AMENDMENTS, REZONING, AND PRELIMINARY SUBDIVISION (CENTRAL PARK COMMONS — CSM EAGAN, LLC) Request for Continuation ACTION TO BE CONSIDERED: To continue consideration of the Comprehensive Guide Plan Amendments, Rezoning, Preliminary Planned Development and Preliminary Subdivision for the proposed Central Park Commons development — CSM Eagan, LLC, to a date to be determined in the future. REQUIRED VOTES FOR APPROVAL: ➢ Majority of Councilmembers present FACTS: ➢ The applicant has requested a continuance of the Council's consideration of its development applications pertaining to the Central Park Commons proposal for the former Lockheed Martin property located at 3333 Pilot Knob Road. 60 -DAY AGENCY ACTION DEADLINE: Waived by Applicant ATTACHMENTS - None I 44 -_:try City of 1R1 ma TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR OSBERG DATE: NOVEMBER 18, 2013 SUBJECT: ADMINISTRATIVE AGENDA / NOVEMBER 19., 2013 CITY COUNCIL MEETING CITY ATTORNEY A closed session is requested to discuss labor negotiations. CITY ADMINISTRATOR DIRECTOR OF PUBLIC WORDS Item 1. Modify Winter Trail Maintenance Program ---- In 1998, the'City Council adopted a Winter Trail Maintenance Program and Policy incorporating winter maintenance of 56 miles out of a 110 mile trail system. The program was initially completed utilizing contractual services. As the City's trail system continued to .grow along with the public's acceptance of the program, the plan was reviewed on an annual basis to respond to new trail construction and petitioned requests for added segments to be maintained. Subsequent City Councils have added approximately 17.0 miles of trails (an average of 1.13 miles /year) to the original maintenance plan in response to citizen and business requests, as well as considering the merits of each new segment of trail constructed during the previous year along collector /arterial roads. The current Winter Trail Maintenance Program consists of 73.0 maintained miles of a total 119.6 miles trail /sidewalk system (62.3 %). Following budget cutbacks in late 2008, the decision was made to discontinue contractual winter trail and sidewalk maintenance services during the 2008 -2009 winter season without adding personnel or the required specialty equipment. Public Works Street Maintenance personnel were directed to assume this service delivery and perform all winter trail and sidewalk plowing during normal workdays (lam - 3:30pm, Monday - Friday) as a secondary priority after completing the majority of local street snow and ice control operations. Communication from some users over the past years indicates that expectations for more timely trail service exist in the community. The extent of this desire for a higher level of service is difficult to determine. In recent resident surveys, when the public has been asked if trail plowing within 1 -2 business days after a snow event is adequate, nearly 70% of residents have said, yes, but one out of five residents has said no. On October 10, 2013, the Public Works Committee reviewed the current winter maintenance practices. As a result of the review, the committee requested additional information regarding the possible modification of the current winter maintenance service level and directed said information to be presented to the City Council for consideration of winter maintenance service level modifications and any corresponding formal action. The attached Winter Trail Maintenance Service Level Options (page b ) was .shared with the Public Works Committee. The exhibit indicates the staff and equipment requirements for three varied levels of winter trail/sidewalk maintenance and the associated estimated completion times. The City is currently providing a level of service between the low and medium levels identified. In order to raise the current level of service to the described medium level for winter trail/sidewalk maintenance, staff believes a rather modest amount of additional overtime and plow equipment would be required. It is estimated that the City's overtime cost for winter trail maintenance would increase the total winter trail maintenance operational costs by less than 10 %. In comparing a proposed medium level of service to what was actually provided this past winter (2012 -13), for about 4.4 %, or $3.,825, trails and sidewalks could have been completed earlier (Estimated Winter Trail Maintenance Overtime Costs, page O. During this most recent winter, this would have meant actually removing snow from all trails /sidewalks in the winter trail maintenance program halfa day to a full day earlier on five snow events. In three of these events, this would have included providing cleared trails /sidewalks on weekends versus waiting until Monday for completion. Additional City vehicles are available to plow the trails and sidewalks, but are not currently equipped for the specialized trail maintenance needs. With the availability of overtime for staff, the acquisition of approximately $35,000 of .specialized snow plow equipment would allow the utilization of these current vehicles to maintain a medium level of service of the trails /sidewalks. The suggested medium level of service also includes the completion of maintenance of all :School Walking Routes on the initial day of a snow event. Staff does not have data to compare actual past completion times of these Priority 1 routes, but believe it is safe to assume that it has been uncommon for all School Walking Routes to have been completed on the initial day of past snow events. Work effort required to complete the winter maintenance can vary greatly due to a number of variables in the weather experienced in Eagan. One recognized benefit with an increased level of service, although difficult to quantify, is the removal rate of the snow from the trails /sidewalks. The longer the snow is allowed to sit on the trails /sidewalks, the more difficult it often is to remove. So, the more delayed the maintenance effort, the greater the required maintenance effort can be. The proposed additional equipment would also reduce the required maintenance effort. Specific operational policies have been adopted to implement the Winter Trail Maintenance Program in the most efficient, prioritized and equitable basis that conditions and resources allow. These Operational Policies (pages 9 through ') ) are evaluated periodically by the City Council as necessary to determine the appropriateness of discontinuing, maintaining or modifying the program. A revision of the level of service would impact one of the current policies. o Snow removal operations on trails and sidewalks will be performed by City personnel only during the standard work dU (7:00 am to 3 :30 pm, M -F). ACTION TO BE CONSIDERED: Approve implementation of the Medium Level of Service for the Winter Trail Maintenance Program, including the acquisition of up to $35,000 of additional related equipment and authorization to modify the Winter Trail Maintenance Policy to allow the utilization of staff overtime to provide said services. DIRECTOR OF COMMUNITY DEVELOPMENT Item 1. Redevelopment District Update— Staff is providing regular updates to the City Council regarding the City's redevelopment districts as a part of each administrative agenda. In addition to the information enclosed on pages . �Q and J , staff will be available to provide comments or respond to questions relative to the redevelopment projects at Tuesday's meeting. Item 2. Development /Construction Activity — Per the Council's request, Community Development staff will provide biweekly updates of larger development and construction activity. The current update is enclosed on page Q . /s/ David M. Osberg. City Administrator 4 � \ § § 7 ) k ) ( LLJ \ § \k W2 W m } \} V 5 )\ k)k 5 2 2 \ 2 / / / \ d § a ± E 2) � ) \ ! ) ) E # bD E %g0 �� \ 7 \ Q 00 J =-]s/ )\;7\ / mu r __ \ �{ ) « w 227 = »[/ ( #� � $ «k/ {§ } m 5e § E )\ \ § \ ( # 0 / i\f / m (U \ ( C ) / o »: /> % . ) N = q :3 « E.2 ) ƒ}8 / k7 \� \ $ � t 5 ESTIMATED WINTER TRAIL MAINTENANCE OVERTIME COSTS 2012.2013 SEASON per. Old Total New Total Cost Completion I Benefit from # Oper. Cost Oper. Cost Difference Difference . Notes Weekend Plow? $9,420.00 Could have added operator /machine to route and accelerated completion by 1 $9,930.00 $510.00 -1 another day Yes $4;547.50 2 $4,547.50 $0.00: 0 1 day plow No $3,699.50 3 $3.;699.50 $0.00 0 New Year Holiday complicated NA $4,045.00 Not sure why completion wouldn't have 4 $4,480.00 $435.00 0 been accelerated Yes $6,841.00 5 $7,441.00 $600.00 0 Small, back to back storms? No $11,840.00 Ei Could have completed by noon of Day #2 $12,560.00 $720.00 -0.5 instead of end of Day #2 No $5,920.00 May have been able to accelerate by 0.5 7 $5,920.00 $0.00 0 days by plowing OT on before Day #1 No $6,496.00 Could have completed by noon of Day #2 8 $6,976.00 $480.00 -0.5 instead of end of Day #2 No $10,874.50 Could have completed by noon of Day #2 9 $11,234.50 $360.00 -0:5 instead of end of Day #2 Yes $10,325.00 Could have completed by noon of Day #2 10 $11,045.00 $720.00 -0.5 instead of end of Day #2 No $6,081.00. May have been able to accelerate by 0.5 11 $6,081.00 $0.00 0 days by plowing OT on before Day #1 No $2,624.00 12 $2,624.00 $0.00 0 Plowed trails after streets on Day #1 No $4 ;539,00 May have been able to accelerate by 0.5 13 $4,539.00 $0.00 0 days by plowing OT on before Day #1 No 14 OTA $87,252.50 $91,077.50 $3,825.00 -3 3 4.38% = Blower event (not plowable) GAsldewalks tralls 2012 -13 /total season aosts.xls CITY COUNCIL POLICY SUBJECT: WINTER MAINTENANCE OF SIDEWALKS AND TRAILWAYS DATE ADOPTED: October 15, 1996 REVISED: June 2,1998; April 15,2003; Sept. 16,2008; June 7, 2011 Background: In response to numerous requests to have the City's sidewalk and trailway system maintained year around, the City Council adopted a formal policy in October of 1996. After an initial trial period of evaluating two seasons of winter maintenance on a limited segment (3.8 miles) of trails and sidewalks, the City Council expanded the program in June of 1998 to include 56 miles deemed necessary to meet the basic pedestrian needs of the community. Every year since then, the Council has careftilly reviewed all requests for additions or changes to the approved system. When the original program was first initiated, the Council also evaluated the cost and time frames associated with providing this new service with City personnel and equipment or through private contractual services. Up until 2008 -09, the City had contracted out this service delivery program. However, State legislation, budget constraints and economic projections resulted in a need to change the way this Winter Trail Maintenance Program was provided without reducing the number of trails themselves. The Park System plan states "Prudent decision malting regarding snow plowing must consider the actual amount of trail use gained given the level of investment required ". Subsequently, the 2009 Budget process eliminated funds for the continued use of contractual services, requiring this service delivery program to be performed solely with City resources as a secondary priority to the City's larger Snow and Ice Control program for local streets. Purpose: The City of Eagan developed a formal policy in order to respond in an orderly, consistent, and fiscally responsible manner to the desires of the community for a basic Winter Trail and Sidewalk Maintenance Program. After reviewing the extent of sidewalks and trails that exist within the community, the City Council has continually reviewed and determined which of those segments meet the City's basic criteria for inclusion in a winter maintenance program. Criteria: The updated plan adopted by Council action on June 1, 2010 incorporates approximately 70.0 miles of the current 114 mile system. The following criteria will be used to determine whether a segment of sidewalk and /or trailway should be included in the winter trail maintenance program: 1. Trails along Major Arterial Roads. These are thoroughfare roads with 4-h traffic lanes, traffic volumes greater than 5,000 vehicles per day and speed limits of 45 mph or greater. 2. Trails along Community Collectors. These are thoroughfare roads with 2 traffic lanes (with safety lanes /shoulders) or 4 full lanes of traffic with volumes greater than 3,000 vehicles per day and speed limits from 35 -45 mph. 3. Trails .along Neighborhood Collector Streets. These are local streets approximately 1 mile in length with 2 traffic lanes (with safety lanes /shoulders), traffic volumes less than 3,000 vehicles per day and speed limits of 35 mph or greater. 4. Local School Walking Routes. These are trails and sidewalks that are relied upon by the school districts for designated walkers under their bus transportation policy. 5. Transit Routes. These are trails and sidewalks that are located along scheduled transit routes with designated transit stops (Le, signs, shelters, benches or stations) maintained by the MVTA and are also located within or adjacent to high density residential areas, retails centers or high density employment centers. 6. Other. The Council's discretion will be used to designate other segments as necessary to provide continuity, designated recreational loops, etc. Operational Policies: Specific operational policies are hereby adopted to implement a Winter Trail and Sidewalk Maintenance Program on an efficient, prioritized and equitable basis as conditions and resources allow. These Operational Policies will be evaluated periodically by the City Council as necessary to determine the appropriateness of discontinuing, maintaining or modifying the program. 1. Snow removal operations will be performed with City staff and equipment. 2. Snow fall attributes and operational responses can vary significantly by event and seasonal occurrence. The City will attempt to complete all .sidewalk and trial snow removal operations as quickly as possible. However, depending on the severity of the snow event, the moisture content, temperature, seasonal accumulation totals, frequency of back to back storms and other weather prediction factors, this may take up to several weeks. a. Sidewalk and trailway snow removal operations will be performed only after a minimum of 2" of snow has accumulated resulting from a snowfall event. b. Accumulations resulting from drifting and /or depositions resulting from public street snow removal operations will be performed as determined necessary by the City. c. City -wide snow removal operations on trails :and sidewalks will begin after all public street snow removal operations have been completed and /or when deemed necessary by the City in coordination with public street snow removal operations. d. Snow removal operations on trails and sidewalks will be performed by City personnel only during the standard work day (7,00 am to 3 :30 pm, M -F). e. Due to the varying width of sidewalks and trails combined with the different types of specialty equipment necessary to maintain them, designated trails and sidewalks will be grouped into districts by attributes and location with a progression plan based on efficiency. For heavier snow events, excessive seasonal accumulations or back to back storm events, it may become necessary to modify the normal progression based on a Priority Response Plan approved by the Council. Priorities will take into consideration walking routes to schools, high density residential neighborhoods, major retail commercial centers, transit stops, and efficient use of equipment resources. 3. The level of service will be limited to what can be provided by mechanical equipment. Due to the limitations of mechanical equipment and trail irregularities, pathways may not be cleared or maintained to a dry pavement standard. No hand work will be performed by the City. Surface irregularities and slippery conditions may result. No ice control (sanding or salting) will be performed by the City. 4. It is to be expected that snow can be plowed, blown, swept or dumped on public right -of -way and drainage easements on either side of the sidewalk/trail as needed for the best efficiency of operation. 5. Reasonable attempts will be made not to deposit excessive snow in driveways and /or private sidewalks if is operationally or mechanically controllable. However, the removal of any plow spillage that may result will be the responsibility of the adjacent property owner and /or occupant. 6. The City will not be responsible for sand, salt or incidental plow damage to turf or driveways, nor irrigation systems, fencing or any landscaping improvements located within public rights-of-way or adjacent drainage easements. Any related repair will be the responsibility of the adjacent property owners and /or occupant. 7. In order to perform snow removal operations, pathways must remain free of any obstructions (i.e., vehicles, refuse containers, play equipment, implements, etc.) until the pathway snow clearing operation has been completed. If obstructions are encountered, the City's operation may skip portions of the affected property frontage and the subsequent removal will be the responsibility of the adjacent property owner and /or occupant. 8. School districts will be expected to perform snow removal operations on those segments of public trails and sidewalks adjacent to their property as necessary to accommodate designated walkers according to their bus transportation policy. Plan Adoption: The sidewalks and trails designated to be maintained by the City of Eagan will be so referenced on the most recent map adopted by Council action and kept on file in the Department of Public Works. Process for Modifications to Approved Plan: With approximately 39% of the system not being maintained and new trail /sidewalk segments being constructed each year, it is anticipated there will be requests for other segments to be added. Due to the cost and /or time to add additional segments to the overall maintenance program, it is necessary that a need and benefit be demonstrated to justify additions to the Winter Trail Maintenance system. Subsequently, no public request will be considered unless accompanied by a petition of at least 50 property owners or employees of businesses located within 1/2 mile of the segment to be considered. All requests /petitions must be submitted in writing by April 1St. They will then be presented to the Council at the next available Council Workshop with formal action taken at a subsequent regular Council meeting for possible inclusion into the following season's program. M