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01/21/2014 - City Council RegularAGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING JANUARY 21, 2014 6:30 P.M. ROLL CALL AND PLEDGE OF ALLEGIANCE II. ADOPT AGENDA III. RECOGNITIONS AND PRESENTATIONS IV. CONSENT AGENDA (Consent items are acted on with one motion unless a request is made for an item to be pulled for discussion) I A. APPROVE MINUTES B. PERSONNEL ITEMS ;� C. APPROVE Check Registers X11 D. ADOPT a resolution accepting a donation from a Eagan Citizen and authorize a corresponding budget adjustment 0E. ACCEPT a Staffing for Adequate Fire and Emergency Response (SAFER) grant for weekday firefighter coverage and authorize initiation of the associated hiring process a4 F. APPROVE 2014 -2018 Equipment & Vehicles Capital Improvement Plan and 2014 budget 3a G. APPROVE 2014 -2018 General Facilities Renewal & Replacement Capital Improvement Plan and 2014 budget 30 H. ADOPT a Resolution accepting $500 donation from Blue Cross Blue Shield MN for the Adopt -A- Street Program LO I. AWARD City Contract No. 14 -05, Cliff Road Booster Station — 4`" Pump Ala. J. RECEIVE Petition to Vacate Public Drainage & Utility Easements, Lot 6, Block 1 Whispering Woods and Schedule Public Hearing for February 18, 2014 I-5 K. RECEIVE Petition to Vacate Public Drainage & Utility Easements, Lots 1 & 2, 4 through 6, Block 3, Dakota Path and Schedule Public Hearing for February 18, 2014 HB L. APPROVE Final Payment Contract No. 13 -22, Large Meter Calibration —LO—M. APPROVE Plans and Specifications, City Contract No. 14 -10, Sanitary Sewer Lining and Authorize Advertisement for Bids February 6, 2014 5_N. APPROVE Plans and Specifications, Contract No. 14 -11, Sanitary Manhole Repair & Sealing and Authorize Advertisement for Bids February 5, 2014 53 O. APPROVE Plans and Specifications, City Contract No. 14 -12 (Inflow & Infiltration Mitigation Part 2 - City -Wide Sanitary Sewer Improvements) and Authorize Advertisement for Bids February 5, 2014 J� P. ADOPT a resolution accepting a donation from the Eagan Citizen's Crime Prevention Association and authorize a corresponding budget adjustment Q. Item removed R. APPROVE a Resolution to accept donations from Think Mutual Bank and Dakota County Library for the 2014 Market Fest 59 S. AUTHORIZE Letter of Support to Dakota County - Big Rivers Regional Trail, 494 to Lone Oak Road (Federal TAP grant application) V. PUBLIC HEARINGS 60k A. PROJECT 1140 (Stonebridge Ponds) Street Improvements _8 B. PROJECT 1139 (Oakwood Heights 2nd Addition) Street Improvements IQS C. PROJECT 1137 (Alden Pond) Street Improvements IDIA VI. CITY ORGANIZATIONAL BUSINESS A. ACTING MAYOR B. OFFICIAL LEGAL NEWSPAPER C. CITY COUNCIL MEETING SCHEDULE D. COUNCIL MEETING PROCEDURES E. STANDING COMMITTEE APPOINTMENTS/ REPRESENTATIVE APPOINTMENTS VII. OLD BUSINESS VIII. NEW BUSINESS G?30 A. PRELIMINARY SUBDIVISION -Great Oaks 2nd Addition / Mark Gergen & Associates - a Preliminary Subdivision of approximately 2.4 acres to create 5 single family lots located at 3535 Elrene Road IX. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE X. ECONOMIC DEVELOPMENT AUTHORITY A. CALL TO ORDER �(Q) B. ADOPT AGENDA 1(Q C. CONSENT AGENDA 1. APPROVE EDA Minutes 2. SCHEDULE Public Hearing to Consider the Sale of Cedar Grove Redevelopment District Property to MHC Cedar Grove LLC 3. APPROVE Agreement with Mohagen Hansen for the Development of a Computer Model of the Cedar Grove Redevelopment for Proposal Analysis D. OLD BUSINESS E. NEW BUSINESS F. OTHER BUSINESS 1. EDA ORGANIZATIONAL BUSINESS G. ADJOURN XI. ADMINISTRATIVE AGENDA A. City Attorney B. City Council Comments C. City Administrator D. Director of Public Works E. Director of Community Development XII. VISITORS TO BE HEARD (for those persons not on the agenda) XIII. CLOSED SESSION XIV. ADJOURNMENT U� { S �r Z. City of 1 a a TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR OSBERG DATE: JANUARY 17, 2014 SUBJECT: AGENDA INFORMATION FOR JANUARY 21, 2014 CITY COUNCIL MEETING ADOPT AGENDA After approval is given to the January 21, 2014 City Council agenda, the following items are in order for consideration. 3 Agenda Information Memo January 21, 2014 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 January 7, 2014 regular City Council meeting as presented or modified. ATTACHMENTS: • Minutes of January 7, 2014 City Council meeting are enclosed on pages 5 through I(,) . q MINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota JANUARY 7, 2014 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Acting Mayor Tilley and Councilmembers Bakken, Fields, and Hansen. Mayor Maguire was absent. A regular meeting of the Eagan City Council was held on Tuesday, January 7, 2014 at 6:30 p.m. at the Eagan Municipal Center. Present were Acting Mayor Tilley, Councilmembers Bakken, Fields, and Hansen. 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, Police Chief McDonald and Executive Assistant Stevenson. AGENDA City Administrator Osberg noted a clarification on Items G and H - the Public Hearing is scheduled for February 3rd regular City Council meeting not February 4th. Items N, 0, P - the Public Hearings were rescheduled to January 21St, and Agenda Item Q has been removed. Osberg noted under New Business, the Agenda will remain the same, but Items B and C were numbered incorrectly. Item B - a Conditional Use Permit for Northfield Lines starts on page 86 and Item C - an Interim Use Permit for Fairview Health Services starts on page 70. Councilmember Bakken moved, Councilmember Hansen seconded a motion to approve the agenda as amended. Aye:4 Nay:0 RECOGNITIONS AND PRESENTATION There were no recognitions or presentations to be heard. CONSENT AGENDA Councilmember Bakken moved, Councilmember Fields seconded a motion to the Consent Agenda as amended: Aye:4 Nay:0 A. It was recommended to approve the minutes of December 10, 2013 Special City Council Meeting and the minutes of December 17, 2013 regular City Council meeting as presented. B. Personnel Items 1. It was recommended to approve the proposed 2014 non -union Compensation Plan for all regular non - collective bargaining employees. 2. It was recommended to approve the changes to the Health Care Savings Plan for the identified non -union groups. 3. It was recommended to approve the status change of Aaron Menza, GIS Technician. 4. It was recommended to approve the status change of Janet Bolger, part time Office Support Specialist. 5 City Council Meeting Minutes January 7, 2014 2 page It was recommended to approve the Resolution to declare the positions of Fire Marshall and Fire Prevention Specialist as Dual Positions under the Public Employees Retirement Association of Minnesota. 6. It was recommended to approve the hiring of Jennifer Hammer, part time Police Clerical Technician IV. 7. It was recommended to approve the hiring of Seasonal Employees in Parks & Recreation, Utilities and Engineering. C. It was recommended to approve check register dated December 13, 2013. D. It was recommended to adopt a Resolution accepting a $1,750 donation from Wal -Mart be used for the Shop with a Cop program. E. It was recommended to adopt a Resolution accepting a $7,800 donation from an anonymous citizen for the purchase of a K -9. F. It is recommended to accept a grant from the State of Minnesota on behalf of the Dakota County Drug Task Force and approve a resolution authorizing execution of the agreement. G. It is recommended to receive the draft Feasibility Report for City Project 1138, Cedar Industrial Park (Mordelann Addition /MVTA 3rd Addition/ Seneca Plant) and Schedule a Public Hearing for February 3, 2014. H. It was recommended to receive the draft Feasibility Report for City Project 1114, Cedar Grove Additions and Schedule a Public Hearing February 3, 2014. I. It was recommended to approve Project 1144 (Cliff Road Booster Station — Pump Addition) and authorize the preparation of detailed final plans and specifications for the purpose of soliciting bids for a contract. J. It was recommended to receive the bids for City Contract No. 14 -07 (2014 City Well Rehabilitation) and award a contract to Keys Well Drilling Company for the base bid in the amount of $130,400.00, and authorize the Mayor and City Clerk to execute all related documents. K. It was recommended to approve Change Order No. 2, to City Contract No.13 -05, Cedar Grove Parking Garage and authorize the Mayor and City Clerk to execute all related documents. L. It was recommended to approve an Easement Agreement for City Project 1011 (TH 55/ TH 149 - Traffic & Safety Improvements) with the owner of Parcel No. 10- 53790 -01 -030 and authorize the Mayor and City Clerk to execute all related documents. M. It was recommended to approve the issuance of an RFP for GIS Consulting Services. N. It was recommended to reschedule the Public Hearing for City Project 1140 (Stonebridge Ponds) Street Improvements to January 21, 2014 0. It was recommended to reschedule the Public Hearing for City Project 1139 (Oakwood Heights 2nd Addition) Street Improvements to January 21, 2014. P. It was recommended to reschedule the Public Hearing for City Project 1137 (Alden Pond) Street Improvements to January 21, 2014. Q. Item removed. R. It was recommended to approve On -.Sale Liquor and Sunday License for Webster Jacob, LLC, DBA Stone Oaks, located at 2864 Highway 55, Suite 200. to City Council Meeting Minutes January 7, 2014 3 page PUBLIC HEARINGS There were no public hearings to be heard. OLD BUSINESS There were no old business items to be heard. NEW BUSINESS CONDITIONAL USE PERMIT — SPECTRUM DEVELOPMENT GROUP City Administrator Osberg introduced the item noting before the Council is a Conditional Use Permit for Spectrum Development Group to consider outdoor storage of 600+ passenger vehicles to be located on the existing paved surface on the west and south sides of the building. Osberg noted the site is presently occupied by a 49,000 SF principal building and an 18,000 SF accessory storage building. The subject 9.3 acre site was platted in 1988. City Planner Ridley gave a staff report noting that Conditional Use Permit - condition #8 - states that once the subject CUP is recorded, all previously issued CUPS become null and void. Ridley noted there is existing storage north of the existing building that supports a tenant in the northern part of the building. The applicant would like to maintain the ability to have that storage in that location. The tenant's need for outdoor storage is for racks that hold landscape materials. The applicant, Rick Morphew, provided a summary of the request and was available for questions. The Council discussed the Conditional Use Permit request. Acting Mayor Tilley asked if anyone in the audience would like to comment on the Conditional Use Permit. There being no public comment, he turned discussion back to the Council. Councilmember Bakken moved, Councilmember Fields seconded a motion to approve a Conditional Use Permit to allow outside storage of up to 620 passenger vehicles and racking for landscape material on the north side of the building at 2905 Lexington Avenue South, subject to the following conditions: Aye: 4 Nay:0 1. The Conditional Use Permit shall be recorded within 60 days of its approval by the City Council. 2. The applicant shall submit a revised Site Plan illustrating outside storage of vehicles and racking and minimum drive aisle widths consistent with the Site Plan received on December 3, 2013. 3. All vehicle storage stalls shall be striped and extension of the opaque architectural wall with gates at the entry to the storage yard shall be completed by June 1, 2014. 4. Vehicles and other material stored outside shall relate directly to a business operation with offices located in the principal building. 5. Retail sales of vehicles shall be prohibited. 6. Lock boxes meeting Eagan Fire Department specifications shall be installed at all fence gate locations. 7. Building address numbers shall be displayed in accordance with the provisions in Chapter 2, Section 2.78 of the City Code. 9 City Council Meeting Minutes January 7, 2014 4 page 8. Recording of this Conditional Use Permit shall simultaneously terminate previously issued Conditional Use Permits for Lot 1, Block 1, Eagandale Center Industrial Park # 10. CONDITIONAL USE PERMIT —NORTHFIELD LINES City Administrator Osberg introduced the item noting the subject property is zoned Limited Industrial which allows outdoor storage by way of a Conditional Use Permit. City Planner Ridley gave a staff report. The applicant, John Benjamin, President of Northfield Lines, provided a summary of the request and was available for questions. Acting Mayor Tilley asked if anyone in the audience would like to comment on the Conditional Use Permit. There being no public comment, he turned discussion back to the Council. Councilmember Fields moved, Councilmember Hansen seconded a motion to approve a Conditional Use Permit to allow outside storage of 31 buses for property at 1034 Gemini Road, subject to the following conditions: Aye:4 Nay:0 1. The Conditional Use Permit shall be recorded with Dakota County within 60 days of the date of approval and proof of its recording be provided to the City. 2. This Conditional Use Permit shall replace any and all former Conditional Use Permits for the property. 3. The outdoor storage is limited to 31 buses located in the parking lot on the western and southeastern portions of the property. 4. The chain link fence located behind the building shall be removed or properly maintained prior to May 15, 2014. 5. Long grass and weeds on property and volunteer (scrub) trees throughout fence line shall be cut and removed from the site by May 15, 2014. 6. Trash receptacles /dumpsters shall be kept either inside the building or within an enclosure constructed according to City Code standards. A revised Site Plan shall show the trash enclosure if one is to be constructed. 7. The tires, pallets and 5 gallon buckets shall be removed from the site immediately. 8. The wood fence shall be kept in good condition. 9. The bus stalls shall be striped and the parking area shall be designed to city specifications for curb and gutter. 10. If the city determines that the site is deficient in parking, the applicant's outside storage area shall be restriped to accommodate the additional stalls. The applicant shall submit an application to amend the CUP to adjust the number of buses that can be stored as a result of the conversion of the area to parking. 11. The applicant shall obtain a grading permit from the City prior to the construction of the proposed parking lot expansion /outdoor storage area. Detailed plans for this grading work must be prepared and signed by a registered professional engineer and shall be in a form acceptable to the City Engineer. 12. The applicant shall fully meet Eagan's Post Construction Requirements (City Code §4.33) on -site for stormwater management (i.e. volume control, pollutant removal, and runoff rate control). 13. Prior to receiving a grading permit, the applicant shall provide construction details of the proposed infiltration basin for City review (delineation of contributing impervious area, plan view, Pon City Council Meeting Minutes January 7, 2014 5 page cross - section, construction /protection, sizing /volume tables, inlet details, outlet /under -drain details, planting details, etc.), to ensure infiltration basin is properly designed and constructed, and adequately protected during /after construction, to function as intended. These details should be included in applicable plan sheet(s). 14. The applicant shall provide adequately sized pre- treatment (e.g. sediment filter - boxes) at the infiltration basin inlet to provide for effective capture and easily - accessible cleanout of sediments that could plug the infiltration basin. Pre - treatment details shall be included in applicable plan sheet(s). 15. Prior to receiving a grading permit, if stormwater management practices are proposed that will utilize filtration or infiltration, the applicant shall provide the City with soil- boring log(s) (extending 15' min. below bottom of excavation) within the location of any proposed stormwater management feature(s), to evaluate suitability for infiltration. If the soil- boring log(s) indicates incompatibility of soil permeability with the submitted and reviewed design plans, the applicant shall revise the design and /or construction plans, and provide to the City Engineer for review /comment /revision, to ensure 4.33 requirements are met. 16. Prior to receiving a grading permit, the applicant shall provide the City Engineer with volume control calculations to demonstrate %" retention, and water - quality modeling (comparison summary & inputs) to demonstrate no- net - increase of annual TP & TSS loading over existing conditions. 17. Prior to receiving a grading permit, the applicant shall enter into a long -term stormwater facility inspection and maintenance agreement, in a form acceptable to the City Attorney. 18. Within 30 -days of completion of final grading, the applicant shall provide the City as -built plans that demonstrate constructed stormwater facilities conform to design and /or construction plans, as approved by the City. As -built volumes of retention shall be provided for all stormwater facilities. INTERIM USE PERMIT— FAIRVIEW HEALTH SERVICES City Administrator Osberg introduced the item noting before the Council is an Interim Use Permit to allow a temporary modular building upon property located at 1440 Duckwood Drive. Fairview Health Services is proposing a 12' x 56' temporary building upon the SW corner of the property to house administrative and office functions of the clinic. City Planner Ridley gave a staff report. The applicant, Dan Harrington of Fairview Health Systems, gave a summary of the request and was available for questions. The Council discussed the Interim Use Permit. After further discussion, Councilmember Bakken noted his objection to any extension of the Interim Use Permit beyond 2015. Acting Mayor Tilley asked if anyone in the audience would like to comment on the Interim Use Permit. There being no public comment, he turned discussion back to the Council. Councilmember Hansen moved, Councilmember Fields seconded a motion to approve an Interim Use Permit to allow a temporary modular building upon property located at 1440 Duckwood Drive, subject to the following conditions: Aye: 4 Nay: 0 1. The permit shall terminate upon the earlier of Fairview Health Services vacating the property or December 31, 2015, whichever comes first. 91 City Council Meeting Minutes January 7, 2014 6 page 2. A Building Permit is required prior to installation of the modular building. 3. All trash and recycling containers shall be stored inside the building, or within an enclosure consistent with the provisions in the City Code, by June 1, 2014. 4. The Interim Use Permit shall be subject to an annual administrative review. The purpose of such review shall be to determine that the conditions of the permit are within compliance. The Interim Use Permit may be revoked for failure to comply with any condition of the permit following notice of the noncompliance and a hearing by the City Council with all interested parties being given an opportunity to be heard. LEGISLATIVE/ INTERGOVERNMENTAL AFFAIRS UPDATE There was no legislative /intergovernmental affairs update to be heard. ADMINISTRATIVE AGENDA There were no administrative agenda items to be heard. There were no visitors to be heard. VISITORS TO BE HEARD ADJOURNMENT Councilmember Bakken moved, Councilmember Hansen seconded a motion to adjourn the meeting at 7:18 p.m. Aye: 4 Nay: 0 Date Mayor City Clerk IN Agenda Information Memo January 21, 2014 Eagan City Council Meeting B. PERSONNEL ITEMS Item 1. ACTION TO BE CONSIDERED: Accept the resignation of Jessica Currier, Parks & Recreation Central Services Aide. Management is reviewing current staffing needs. Item 2. Approve language revisions to the City's Holiday Policy ACTION TO BE CONSIDERED: Approve additional policy language to Section 12 of the Personnel Policy Manual which addresses Holidays. FACTS: The current policy language does not address regular employees who work a schedule other than Monday through Friday and who may be assigned to work on designated holidays in order to provide service to the public. Staff wish to memorialize the current practice in which employees required to work on a City designated holiday are provided another day off as their "holiday ". The policy revisions also focus on those employees with an atypical schedule and how holidays will be addressed when the holiday does not fall on a scheduled work day. This policy does not apply to Police Officers or Sergeants given their 24/7 staffing model. ATTACHMENTS: • The policy is enclosed on pages H through l �O . Item 3. Authorize the Memorandum of Agreement between the City of Eagan and the Minnesota Teamsters Public and Law Enforcement Employees' Union, Local 320 — Clerical Employees Unit. ACTION TO BE CONSIDERED: To approve the Memorandum of Agreement that specifically addresses Clerical union employees who may be scheduled to work on a designated holiday. FACTS: Current contract language does not address clerical union employees who work an atypical schedule and are assigned to work on a designated holiday in order to provide service to the public. The Memorandum of Agreement language is consistent with the proposed revisions to the City's Holiday Leave Policy. ATTACHMENTS: • The Memorandum of Agreement is enclosed on pages l'� through �8 . Item 4. Approve language revisions to the City's Funeral Policy ACTION TO BE CONSIDERED: Approve additional policy language to Section 15 of the Personnel Policy Manual which addresses Funeral Leave. FACTS: The current policy language limits funeral leave to the following: "Immediate Family" shall consist of spouse, children, parents, spouse's parents and children, brothers and sisters, brothers and sisters -in -law, son and daughters -in -law, grandchildren and grandparents of both the employee and spouse. The Teamsters labor agreement for the Clerical Unit allows for three (3) additional days or 24 hours of leave time to attend the funeral proceedings of someone other than the City's definition of a family member during the tenure of their employment. The proposed City policy language would mirror the contract language of the Teamsters Clerical Unit, creating internal equity for all regular City employees. ATTACHMENTS: Gk • The policy is enclosed on page \, k . �D� Item 5. ACTION TO BE CONSIDERED: Approve the hiring of Seasonal Employees in Parks & Recreation and Streets: Name Parks Division Noack, Nicholas Job Title Ericksen, Scott Civic Arena Men's League Referee Winter Recreation Official Community Parks & Rec Brinkhaus, Michele Center Guest Services Representative Temporary Street Maintenance Worker Community Howton, Emily Center Guest Services Representative Community Kobler, Nichol Center Guest Services Representative Community Smith, Kelly Center Guest Services Representative Community Zimmerman, Amy Center Guest Services Representative St. Martin, Wayne Parks Seasonal Park Maintenance Noack, Nicholas Parks & Rec Winter Recreation Official O'Neil, Scott Parks & Rec Winter Recreation Official Wallace, Keith Parks & Rec Winter Recreation Official Sheppard, David Streets Temporary Street Maintenance Worker HOLIDAYS 12.1 Eligibility 12.1.1 12.1.2 SECTION TWELVE All regular employees shall be eligible for paid holidays. Regular part- time employees who are regularly scheduled to work 14 hours or more per week on a year around basis shall be eligible for paid holidays on a pro rata basis for actual hours worked. Employees regularly scheduled to work less than 14 hours per week, as well as temporary or seasonal employees, shall not be eligible for holiday benefits. 12.2 The following days are established as holidays: New Year's Day Presidents' Day Independence Day Veterans' Day Day After Thanksgiving 1 1/2 Floating Holidays Martin Luther King, Jr. Day Memorial Day Labor Day Thanksgiving Day 1/2 day- Christmas Eve Day Christmas Day 12.3 When a full -day holiday falls on a Sunday, the following day shall be a holiday. When a full -day holiday falls on a Saturday, the preceding day will be a holiday. When a 1/2 day holiday falls on Saturday or Sunday, the holiday will be taken on the preceding Friday afternoon. PROPOSED ADDITION: Service to the public may require the establishment of regular work weeks that schedule work on Saturdays and /or Sundays. For those who work an atypical schedule, holidays will be addressed in the following manner: If an employee is not scheduled to work on a designated holiday, other than a Saturday or Sunday, the employee shall receive a different day off during the pay period in which the holiday falls. If an employee is scheduled to work on a designated holiday, including Saturday or Sunday, the employee shall receive a different day off during the pay period in which the holidqy falls. If an employee is required to work on a designated holiday including Saturday or Sunday, and for operational purposes, another day off cannot be granted, overtime rules shall apply. 0 12.4 All full -time employees are permitted 1 1/2 personal leave days which are referred to as "floating holidays" each year. The employee shall give their supervisor at least three day notice before a floating holiday is taken which request shall not be unreasonably withheld. The floating holidays become available on January 1 of each year and cannot be carried over or accumulated if not taken during the same calendar year. The floating holidays may each be taken as one (1) eight (8) hour day or in hourly increments. New employees starting employment on or before June 1 are eligible for 1.5 days floating holidays in that year. New employees starting employment between June 1 and November 1 are eligible for .75 days floating holiday in that year. All regular, part-time employees who are regularly scheduled to work 14 hours or more per week on a year around basis shall be eligible for the floating holidays on a pro rata basis for actual hours worked. A scheduled floating holiday may be canceled upon the discretion of the supervisor in cases where the safety, health and welfare of the community are involved. Any floating holiday so canceled would not be regarded as a holiday for that day and would then be rescheduled at a later date. (Revised per City Council approval on 7 -17 -2012) Maintenance Contract Language: 9.3 Overtime - D. When overtime falls on a holiday, employees eligible for holidays shall be paid at the rate of two and one -half (21/2) times cash payment. The total of two and one -half (21/2) times cash payment includes time for the holiday at straight time and time for the overtime at the one and one -half (11/2) times rate. Any overtime worked over the allotted holiday time (8 hours for 8 hour holidays or 4 hours for 4 hour holidays) will be paid at the one and one -half (1 %2) times rate for the following holidays: Martin Luther King, Jr., Day Presidents' Day Memorial Day Labor Day Veterans' Day Good Friday New Year's Eve Day and the Floating Holidays Holiday compensation will be two and one -half (21/2) times for all hours worked on the following holidays only New Year's Day The Fourth of July Christmas Eve Day The two and one -half (21/2) times includes straight time holiday pay plus one and one -half (1 %2) times overtime for the first eight (8) hours worked, then two and one -half (2%2) times for any hours in excess of the eight (8) (for Christmas Eve Day, following the 4 I IJ hours worked at regular time, 4 hours of straight holiday pay plus one and one -half (1 %2) times overtime, then any hours in excess of the 8 at two and one -half (21/2) times.) Holiday compensation will be three and one -half (3V2) times or all hours worked on Thanksgiving and Christmas. The three and one -half (3V2) times includes straight time holiday pay plus two and one -half (2%2) times overtime for the first eight (8) hours worked, then three and one -half (31/2) times for any hours in excess of the eight (8). MEMORANDUM OF AGREEMENT The City of Eagan ( "City ") and the Minnesota Teamsters Public and Law Enforcement Employees' Union, Local 320 — Clerical Employees Unit ( "Union ") agree to the following: WHEREAS, the City and the Union have come to an agreement regarding Article XVII Holiday language for the Labor Agreement effective January 1, 2013 — December 31, 2014; NOW, THEREFORE, to fully and completely resolve this issue, the parties agree to the following: 1.) For the period of January 1, 2013 through December 31, 2014 the parties agree to the following: If an employee is not scheduled to work on a designated holiday as listed in Article 17, the employee shall receive a different day off in accordance to section 12.3 of the City Policy, which states, When a full -day holiday falls on a Sunday, the following day shall be a holiday. When a full -day holiday falls on a Saturday, the preceding day will be a holiday. When a 1/2 day holiday falls on Saturday or Sunday, the holiday will be taken on the preceding Friday afternoon. This means the employee shall receive 4 hours or 8 hours of holiday compensation for a 4 hour or 8 hour holiday. If the holiday falls on any other day that is not referenced in section 12.3 of the City policy, then the employee will receive another day off during the same pay period in which the holiday falls, which will be assigned by management based on operational purposes. All employees working less than 40 hours per week shall be paid a prorated amount of holiday compensation based on their weekly schedule. 2. The parties agree that the language set forth in this Memorandum of Agreement for January 1, 2013 through December 31, 2014. 3. The individuals acknowledge by signing below that they have the authority to execute the foregoing Memorandum of Agreement and to bind the City and the Union to its terms and conditions. 4. The Memorandum of Agreement shall become effective immediately upon execution of this agreement. �1 IN WITNESS WHEREOF, the parties have executed the Agreement on the respective dates as set forth opposite their respective signatures. CITY OF EAGAN: Dated: Dated: Dated: CITY OF EAGAN: By: Mike Maguire Mayor By: Christina Scipioni City Clerk By: Lori Peterson Human Resources Manager MN TEAMSTERS PUBLIC AND LAW ENFORCEMENT EMPLOYEES' UNION, LOCAL 320: Dated: By: Sami Gabriel Business Agent rol SECTION FIFTEEN FUNERAL LEAVE 15.1 When necessary, paid leave time may be used by a regular employee in the case of death in his /her immediate family. PROPOSED ADDITION: In addition to immediate family members, a regular employee y use up to three (3) days or a maximum of 24 hours of funeral leave during the tenure of their employment to attend funeral proceedings for someone other than immediate family as designated in Section 2 of the policy manual. Leave time allowed shall be as actually required, and as approved by the department head. The first three (3) days shall be paid funeral leave. Additional time off taken by such employee in the event of death of any of the family members shall be charged to accrued sick leave or vacation leave not to exceed two (2) days. Any additional days must be approved by the respective department head and will be charged against the employee's vacation or sick leave. For purposes of this section, for regular, full -time employees, a "day" is defined as 8 hours, and for regular, part- time employees, a "day" is defined as the amount of time that the employee was originally scheduled to work on the day whereon funeral leave was necessary not to exceed a total of twenty -four hours. Funeral leave will be credited only for those days on which the employee was scheduled to work. Agenda Information Memo January 21, 2014 Eagan City Council Meeting C. RATIFY CHECK REGISTERS ACTION TO BE CONSIDERED: To ratify the check registers dated December 20, 2013 and January 3 and 10, 2014 as presented. ATTACHMENTS: • Check register dated December 20, 2013 are enclosed without page number • Check register dated January 3, 2014 are enclosed without page number • Check register dated January 10, 2014 are enclosed without page number J10 Agenda Information Memo January 21, 2014, Eagan City Council Meeting CONSENT AGENDA: D. Adopt a resolution accepting a donation from an Eagan Citizen and authorize a corresponding budget adjustment. ACTION TO BE CONSIDERED: Adopt a resolution accepting a $200.00 donation from an anonymous citizen that will help support the police department's canine program. FACTS: • A citizen contacted the Eagan Police Department and wished to forward a $200.00 donation to support the department's canine program. • The police department seeks authorization to accept this donation from the anonymous citizen. ATTACHMENTS Resolution on page CITY OF EAGAN RESOLUTION ACCEPTING DONATION TO THE CITY OF EAGAN Anonymous Citizen WHEREAS, the City Council of the City of Eagan encourages public donations to help defray the costs to the general public of providing services in Eagan; and WHEREAS, an anonymous citizen has presented the police department with a donation in the amount of $200. The funds will be used to support the department's canine program. WHEREAS, Minnesota Statutes §465.03 requires that all gifts and donations of real or personal property be accepted only with the adoption of a resolution approved by two - thirds of the members of the City Council; and NOW, THEREFORE, BE IT RESOLVED by the City Council of Eagan, Dakota County, Minnesota, that the donation is hereby accepted for use by the City; BE IT FURTHER RESOLVED, that the City sincerely thanks the anonymous citizen for the gracious and generous donation. ADOPTED this 21St day of January, 2014. Motion by: Seconded by: Those in Favor: Those Against: Date: �".I CITY OF EAGAN CITY COUNCIL By: It's Mayor Attest: It's Clerk Agenda Information Memo January 21, 2014 City Council Meeting E. ACCEPT A STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE (SAFER) GRANT FOR WEEKDAY FIREFIGHTER COVERAGE AND AUTHORIZE INITIATION OF THE ASSOCIATED HIRING PROCESS. ACTION TO BE CONSIDERED: To accept a Staffing for Adequate Fire and Emergency Response (SAFER) grant for weekday f"iref"ighter coverage and authorize initiation of the associated hiring process FACTS: • At the August 20, 2013 City Council Meeting Council authorized staff to apply for a SAFER grant for weekday firefighter coverage in light of the ongoing challenges of the department to recruit and retain volunteer firefighters. • Staff was notified on November 29, 2013 that Eagan had been offered a SAFER grant in the amount of $871,111 over a two year period. • The grant is proposed to fund the hiring of four full -time firefighters and one fire captain for weekday coverage. This is part of the fire departments overall strategic plan for 2012 -2020. • The full -time firefighters would cover 8 hours of each weekday to help cover the most critical hours, and when not responding to fires, would assist with fire inspections, community outreach, maintenance of equipment, and offer assistance on additional medical calls. • The full -time staff would be augmented by the 20 existing paid -on -call day firefighters, a limited volunteer Duty Crew as available, and the City's auto /mutual aid firefighters when available. • The SAFER grant funds 100 % of wages and benefits for the two years, and would assist the City in meeting NFPA and ISO standards. • Per the direction of the Council at the January 14, 2014 Special City Council Meeting, an action item has been included on the January 21 City Council consent agenda to formally accept the SAFER grant. ATTACHMENTS: • NONE a3 Agenda Information Memo January 21, 2014 Eagan City Council F. Approve the 2014 -2018 Vehicles & Equipment Capital Improvement Plan and the 2014 budget ACTION TO BE CONSIDERED: To approve the 2014 -2018 Vehicles & Equipment Capital Improvement Plan (CIP) and the 2014 budget within that plan FACTS: • Generally, vehicles and equipment costing more than $10,000 are budgeted in this section of the CIP. Equipment costing less than $10,000 is budgeted in the departmental operating budgets. • The first year of this CIP (2014) is approved as a budget with the four out years (2015- 2018) being approved only as a general plan. • Per Council policy, a portion of the property tax levy is allocated to the Equipment Revolving Fund (ERF) for purchase of capital items that have no designated funding sources. Designated funding sources include: • Enterprise fiends — for vehicles and equipment used in enterprise find activities • PEG fees fund — for equipment and capital improvements related to E -TV • DWI forfeiture find —for an unmarked Police traffic vehicle • Fire Apparatus find — for fire vehicles • The 2014 property tax levy allocation to the ERF is $1,153,128. Budgeted expenditures in the ERF total $1,200,600 for 2014. Total capital equipment expenditures from all funding sources total $1,660,200 for 2014. • The fund balance in the ERF at the end of 2014 is projected to be $436,000. The field balance at the end of the five -year plan is estimated to be $520,000. ATTACHMENTS: • Attached on pages J, through is the Projects and Funding Sources report summarizing the 2014 -2018 vehicles and equipment expenditures. City of Eagan, Minnesota Capital Plan: Vehicles and Equipment 2014 thru 2018 PROJECTS & FUNDING SOURCES BY DEPARTMENT Department Project# Priority 2014 2015 2016 2017 2018 Total 03 Information Technology Additional- storage - for -SAN 03-140007-------n/a 000 30-000 6=000 9335 Equipment revolving fund 32,000 30,000 62,000 Video surveillance servers replace 03- 140008 n/a 14,000 14,000 9335 Equipment revolving fund 14,000 14,000 North treatment 48 -port switch replace 03- 140009 n/a 12,400 12,400 1121 Water System R &R 12,400 12,400 Community Center 48 -port switch replace 03- 140010 n/a 12;400 12,400 9223 Community Center 12,400 12,400 Wireless Access Points 2- Civic,CH,Maint,EOC replac 03- 140020 n/a 9,000 9,000 9335 Equipment revolving fund 9,000 9,000 Maintenance Cisco 3750 Switches replace 03- 140024 n/a 15,600 15,600 9335 Equipment revolving fund 15,600 15,600 Fire 1 Cisco 3560 24 -port Switch replace 03- 140025 n/a 4,200 4,200 9335 Equipment revolving fund 4,200 4,200 Fire 2 Cisco 3560 24 -port Switch replace 03- 140026 n/a 4,200 4,200 9335 Equipment revolving fund 4,200 4,200 Fire 3 Cisco 3560 24 -port Switch replace 03- 140027 n/a 4,200 4,200 9335 Equipment revolving fund 4,200 4,200 Fire 4 Cisco 356024 -port Switch replace 03- 140028 n/a 4,200 4,200 9335 Equipment revolving fund 4,200 4,200 South Treatment Cisco 3560 48 -port Switch replace 03- 140029 n/a 6,200 6,200 1121 Water System R &R 6,200 6,200 Civic Arena 3560 48 -port Switch replace 03- 140030 n/a 6,200 6,200 9221 Civic Arena 6,200 6,200 Cascade Bay 3560 24 -port Switch replace 03- 140031 n/a 4,200 4,200 9222 Cascade Bay 4,200 4,200 PC replacement for IT specialist 03- 140032 n/a 0 0 9335 Equipment revolving fund 0 0 Smart phone replace for IT 03- 140033 n/a 0 0 9335 Equipment revolving fund 0 0 South treatment Cisco 3560 24 -port switch replace 03- 140035 n/a 4,200 4,200 1121 Water System R &R 4,200 4,200 Admin and IT scanners replace 03- 140036 n/a 9,400 9,400 9335 Equipment revolving fund 9,400 9,400 Mobile application for GovQA 03- 140037 n/a 3,000 3,000 9335 Equipment revolving fund 3,000 3,000 GeoCortex Essentials or similar 03- 140038 n/a 28,000 28,000 9335 Equipment revolving fund 28,000 28,000 PaperCut Server Software , 03- 140039 n/a 5,000 5,000 Page 1 Wednesday, January 15, 2014 Department Project# Priority 2014 2015 2016 2017 2018 Total 9335 Equipment revolving fund 5,000 5,000 UPS in Radio Room for City Hall, PD and radio 03- 140040 n/a 22,000 22,000 9335 Equipment revolving fund 22,000 22,000 Virtual Desktop Server 03- 140041 n/a 8,000 8,000 9335 Equipment revolving fund 8,000 8,000 SAN replacement (City Hall) 03- 150011 n/a 100;000 100,000 9335 Equipment revolving fund 100,000 100,000 Fire 2 (admin) Cisco 48 -port switches replace 03- 150012 n/a 12,400 12,400 9335 Equipment revolving fund 12,400 12,400 Fire 2 (admin) Cisco 24 -port switches replace 03- 150013 n/a 8,400 8,400 9335 Equipment revolving fund 8,400 8,400 Art House Cisco ASA 5550 replace 03- 150022 n/a 600 600 9335 Equipment revolving fund 600 600 Email archiving 03- 150033 n/a 17,000 17,000 9335 Equipment revolving fund 17;000 17,000 Wireless Access Points Fire Stations replace 03- 150035 We 8,000 8,000 9335 Equipment revolving fund 8,000 8,000 AnyConnect VPN licenses (50 seats) 03- 150036 n/a 6,200 6,200 9335 Equipment revolving fund 6,200 6,200 Maintenance switches Cisco 48 -port replace 03- 160014 n/a 12,400 12,400 9335 Equipment revolving fund 12,400 12,400 North Treatment Cisco 48 -port switches replace 03- 160015 n/a 18,600 18,600 1121 Water SystemR &R 18,600 18,600 Wireless Access Points Council Chambers replace 03- 160021 n/a 800 800 9335 Equipment revolving fund 800 800 Wireless Access Points Fire 2 replace 03- 160034 n/a 800 800 9335 Equipment revolving fund 800 800 48 port switches replace 03- 170016 n/a 18,600 18,600 9335 Equipment revolving fund 18,600 18,600 Wireless Controller replace 03- 170023 n/a 9,600 9,600 9335 Equipment revolving fund 9,600 9,600 24 port Switches replace 03- 170032 n/a 8,000 8,000 9335 Equipment revolving fund 8,000 8,000 Cisco ASA Firewall (Cityhall & Fire 2) 03- 180001 n/a 16,400 16,400 9335 Equipment revolving fund 16,400 16,400 Cisco 3560x - 48 port switches 03- 180002 n/a 6,000 6,000 9335 Equipment revolving fund 6,000 6,000 Cisco 3560x - 24 port switches 03- 180003 n/a 4,200 4,200 9335 Equipment revolving fund 4,200 4,200 Cisco 3750x switch - 48 port (Fire 2) 03- 180004 n/a 9,800 9,800 9335 Equipment revolving fund 9,800 9,800 03 Information Technology Total 176,000 185,000 32,600 66,200 36,400 496,200 08 Community Dev: Inspections 2004 Chevrolet truck ML (replace unit 504) 08- 140002 n/a 21,000 21,000 9335 Equipment revolving fund 21,000 21,000 2002 Chevrolet Truck JW (replace unit 509) 08- 140003 n/a 19,000 19,000 9335 Equipment revolving fund 19,000 19,000 Page 2 Wednesday, January 15, 2014 0 Department Project# Priority 2014 2015 2016 2017 2018 Total (replace unit 505) 08- 160004 We 0 I 0 9335 Equipment revolving fund 0 0 08 Community Dev: Inspections Total 19,000 21,000 0 40,000 09 Communications Eagan Room Upgrades 09- 140001 We 44,000 44,000 9701 PEG fees 44,000 44,000 Eagan Room Upgrades (part II) 09- 150001 n/a 32,000 32,000 9701 PEG fees 32,000 32,000 09- Gommunic- ations- T -otal 44,000 32,D.00 7fi4000 11 Police 2 Job assist vehicles replace (patrol) 11- 130002 n/a 72,000 72,000 9335 Equipment revolving fund 72,000 72,000 2 Job assist vehicles replace (detective) 11- 130005 n/a 48,000 27,000 50,000 125,000 9335 Equipment revolving fund 48,000 27,000 50,000 125;000 MDC (SQD computers) 11- 140011 n/a 203,000 203,000 9335 Equipment revolving fund 203,000 203,000 MDC (Fire computers) 11- 140012 n/a 49,000 49,000 9335 Equipment revolving fund 49,000 49,000 1 Job assit vehicle replace (supervisor) 11. 140016 n/a 36,000 40,000 40,000 38,000 154,000 9335 Equipment revolving fund 36,000 40,000 40,000 38,000 154,000 1 Job Assistance Vehicle (Unmarked Traffic)) 11- 140017 n/a 35,000 35,000 9115 DWI forfeiture fund 35,000 35,000 Public Safety software(LOGIS) 11- 140018 n/a 65,000 65,000 65,000 65;000 65,000 325,000 9335 Equipment revolving fund 65,000 65,000 65,000 65,000 65,000 325,000 6 Job assist vehicles replace (patrol) 11- 150017 n/a 333,000 40,000 76;000 175,000 624,000 9335 Equipment revolving fund 333,000 40,000 76,000 175,000 624,000 1 Job assistance vehicle (CSO) 11- 160013 n/a 40,000 40,000 9335 Equipment revolving fund 40,000 40,000 1 Job assist vehicles replace (admin) 11- 160014 n/a 25,000 25,000 50,000 9335 Equipment revolving fund 25,000 25,000 50,000 Hand held radios 11- 160015 We 275,900 275,900 9335 Equipment revolving fund 275,900 275,900 Mobile radios 11- 160016 We 128,000 128,000 9335 Equipment revolving fund 128,000 128,000 Defibs 11- 170001 n/a 19,600 19,600 9335 Equipment revolving fund 19,600 19,600 11 Police Total 460,000 398,000 636,900 252,600 353,000 2,100,500 12 Fire LLJ KNOX boxes replace 12- 140001 n/a 70,000 70,000 9335 Equipment revolving fund 70,000 70,000 Fire Engine 1993 replace (unit 1226 replace) 12- 150004 n/a 600,000 600,000 9346 Fire Apparatus Revolving 600,000 600,000 Battalion Chief Dodge Durango (unit 1227 replace) 12- 150009 n/a 30,000 30,000 9346 Fire Apparatus Revolving 30,000 30,000 Page 3 Wednesday, January 15, 2014 a9 Department Project# Priority 2014 2015 2016 2017 2018 Total Fire Inspector Ford Escape (unit 1225 replace) 12- 160010 n/a 25,000 95,000 25,000 9346 Fire Apparatus Revolving 30,000 1,000,000 25,000 21 PW: Engineering 25,000 Chevrolet Pick up 1 ton (unit 1207 replace) 12- 170001 n/a 30,000 30,000 9346 Fire Apparatus Revolving Inspection vehicle SUV (replace unit 102) 21- 140002 30,000 30,000 Platform ladder truck (unit 1212 replace) 12- 170008 n/a 0 0 9346 Fire Apparatus Revolving 0 0 0 Trade -in 0 GPS model unit replacement 0 0 100 ft Platform trk (unit 1212- replace in 2022) 12- 220001 n/a 1,000,000 1,000,000 9346 Fire Apparatus Revolving 1,000,000 1,000,000 12 Fire Total 95,000 600,000 30,000 30,000 1,000,000 1,755,000 21 PW: Engineering Inspection vehicle SUV (replace unit 102) 21- 140002 n/a 0 0 9335 Equipment revolving fund 0 0 GPS model unit replacement 21- 150003 n/a 20,000 20,000 9335 Equipment revolving fund 20,000 20,000 New GPS base station 21- 160004 n/a 20,000 20,000 9335 Equipment revolving fund 20,000 20,000 Inspection Vehicle Van (Replace Unit 101) 21- 170005 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 21 PVV: Engineering Total 0 20,000 20,000 25,000 65,000 22 PW: Streets Tandem axle dump with plow (replace unit 125) 22- 140004 n/a 230,000 230,000 9335 Equipment revolving fund 230,000 230,000 Single axle dump (replace unit 110) 22- 140005 We 200,000 200,000 9335 Equipment revolving fund 200,000 200,000 Tractor Backhoe w/ Attachments (Unit 123) 22- 140008 n/a 155,000 155,000 9335 Equipment revolving fund 155,000 155,000 AVL System 22- 140009 n/a 17,500 17,500 9335 Equipment revolving fund 17,500 17,500 1 Ton Dump Truck with Plow (replace unit 113) 22- 150003 n/a 72,500 72,500 9335 Equipment revolving fund 72,500 72,500 1 -Ton roller (replace unit 130) 22- 150006 n/a 20,000 20,000 9335 Equipment revolving fund 20,000 20,000 SUV (replace unit 108) 22- 150008 nla 22,500 22,500 9335 Equipment revolving fund 22,500 22,500 1 -Ton dump truck w /plow (replace unit 114) 22- 150009 n/a 65,000 65,000 9335 Equipment revolving fund 65,000 65,000 Single Axle Dump (replace unit 148) 22- 150012 nla 200,000 200,000 9335 Equipment revolving fund 200,000 200,000 SUV /4x4 (replace unit 109) 22- 160010 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 Loader with plow wing (replace unit 144) 22- 160011 n/a 250,000 250,000 9335 Equipment revolving fund 250,000 250,000 Tandem axle dump (replace unit 121) 22- 160013 n/a 230,000 230,000 9335 Equipment revolving fund 230,000 230,000 1 -Ton dump truck w /low (replace unit 127) 22- 160014 n/a 65,000 65,000 Page 4 N,ednesda)� Januav),15, 2014 Department Project# Priority 2014 2015 2016 2017 2018 Total 9335 Equipment revolving fund 65,000 65,000 Chipper (replace Unit 142) 22- 170015 n/a 35,000 35,000 9335 Equipment revolving fund 35,000 35,000 Loader with Plow Wing (replace Unit 145) 22- 180016 n/a 275,000 275,000 9335 Equipment revolving fund 275,000 275,000 Pickup /44 (Replace Unit 149) 22- 180017 n/a 27,500 27,500 9335 Equipment revolving fund 27,500 27,500 22 PW: Streets Total 217,500 765,000 570,000 35,000 302,500 1,890,000 31 Parks Toro GM 322D mower (replace unit 336) 31 -0048 n/a 30,000 30,000 9335 Equipment revolving fund 30,000 30,000 Ford Taurus (replace unit 400) 31- 140002 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 Chev 1 t 44 (replace unit 320) 31- 140003 n/a 50,000 50,000 9335 Equipment revolving fund 50,000 50,000 John Deere Tractor (replace unit 323) 31- 140006 n/a 30,000 30,000 9335 Equipment revolving fund 30,000 30,000 Toro 4000 mower (replace unit 326) 31- 140007 n/a 51,700 51,700 9335 Equipment revolving fund 51,700 51,700 Toro 580 -D mower (replace unit 328) 31- 140008 n/a 110,000 110,000 9335 Equipment revolving fund 110,000 110,000 Toro 322D mower (replace unit 334) 31- 140009 n/a 34,000 34,000 9335 Equipment revolving fund 34,000 34,000 Hyundai striper (replace unit 341) 31- 140010 n/a 12,000 12,000 9335 Equipment revolving fund 12,000 12,000 Chev 2500 3/4 44 (replace unit 310) 31- 140044 n/a 32,000 32,000 9335 Equipment revolving fund 32,000 32,000 Chev 3500 1 t 44 (replace unit 319) 31- 140046 n/a 50,000 50,000 9335 Equipment revolving fund 50,000 50,000 Kubota 6800 tractor (replace unit 322) 31- 150011 n/a 50,000 50,000 9335 Equipment revolving fund 50,000 50,000 Toro GM 322D mower (replace unit 335) 31- 150013 n/a 30,000 30,000 9335 Equipment revolving fund 30,000 30,000 Toro 580 -D mower (replace unit 329) 31- 150047 n/a 80,000 80,000 9335 Equipment revolving fund 80,000 80,000 Toro GM -322 mower (replace unit 338) 31- 150049 n/a 30,000 30,000 9335 Equipment revolving fund 30,000 30,000 Dodge Grand Caravan (replace unit 300) 31- 150052 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 Chev pickup (replace unit 303) 31- 160015 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 Kawasaki truckster Mule (replace unit 343) 31- 160016 n/a 14,000 14,000 9335 Equipment revolving fund 14,000 14,000 Trash compactor (replace unit 314) 31- 160017 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 Ford F4501 t 44 (replace unit 306) 31- 160020 n/a 48,000 48,000 9335 Equipment revolving fund 48,000 48,000 Page 5 Wednesday, Janucuy 15, 2014 �� Department Project# Priority 2014 2015 2016 2017 2018 Total Ford /2500 3/44x4 (replace unit 307) 31- 160021 n/a 29,000 1,341,700 32 Parks/Forestry 29,000 9335 Equipment revolving fund 29,000 32- 140001 n/a 29,000 Chevy/W45001 t with compactor (replace unit 314) 31- 160022 n/a 35,000 68,000 68,000 35,000 9335 Equipment revolving fund 68,000 35,000 61 PW: Water 35,000 kawasaki truckster Mule (replace unit 348) 31- 160050 n/a 14,000 n/a 30,000 14,000 9335 Equipment revolving fund 14,000 30,000 Vehicle 201 112 Ton Pickup Replacement 14,000 Bobcat/S250 ckid -steer loader (replace unit 325) 31- 170012 We 9335 Equipment revolving fund 50,000 50,000 9335 Equipment revolving fund Vehicle 205 112 Ton Pickup Replacement 61- 170014 n/a 50,000 20,000 50,000 Toro GM -322 mower (replace unit 337) 31- 170014 We 20,000 30,000 61- 180015 30,000 9335 Equipment revolving fund 28,000 9335 Equipment revolving fund 30,000 28,000 30,000 Smithco turf sweeper (replace unit 347) 31- 170018 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 GMC 6500 Tanker (replace unit 315) 31- 170023 n/a 150,000 150,000 9335 Equipment revolving fund 150,000 150,000 Chev 15001/2 t 4x4 (replace unit 305) 31- 170024 n/a 25,000 25,000 9335 Equipment revolving fund 25,000 25,000 Chev2500 3/4 t 4 (replace unit 309) 31- 170043 n/a 32,000 32,000 9335 Equipment revolving fund 32,000 32,000 Kawasaki truckster Mule (replace unit 346) 31- 170051 n/a 15,000 15,000 9335 Equipment revolving fund 15,000 15,000 Chevy /2500 3/4 Ton 4x4 (replace unit 316) 31- 180020 We 30,000 30,000 9335 Equipment revolving fund 30,000 30,000 Chevy 2500 314 ton pickup (replace unit 350) 31- 180021 n/a 35,000 35,000 9335 Equipment revolving fund 35,000 35,000 Toro 328D (44) replace unit 333 31- 180022 n/a 35,000 35,000 9335 Equipment revolving fund 35,000 35,000 Toro /328 -D (44) (replace unit 339) 31- 180023 n/a 35,000 35,000 9335 Equipment revolving fund 35,000 35,000 Morbark MI 5R (replace unit 344) 31- 180024 n/a 35,000 35,000 9335 Equipment revolving fund 35,000 35,000 Kawasaki Mule 3000 (replace unit 345) 31- 180025 We 15,000 15,000 9335 Equipment revolving fund 15,000 15,000 31 Parks Total 270,700 339,000 220,000 327,000 185,000 1,341,700 32 Parks/Forestry 2002 Ford F550 (replace unit 304) 32- 140001 n/a 68,000 68,000 9335 Equipment revolving fund 68,000 68,000 32 Parks/Forestry Total 68,000 68,000 61 PW: Water Vehicle 222 - Trailer and generator- replacement 61- 140011 n/a 30,000 30,000 1115 Utility Fund - Operations 30,000 30,000 Vehicle 201 112 Ton Pickup Replacement 61- 160013 We 20,000 20,000 9335 Equipment revolving fund 20,000 20,000 Vehicle 205 112 Ton Pickup Replacement 61- 170014 n/a 20,000 20,000 9335 Equipment revolving fund 20,000 20,000 Vehicle 203 Location Van Replacement 61- 180015 n/a 28,000 28,000 9335 Equipment revolving fund 28,000 28,000 Page 6 Wednesday, Janztmy 15, 2014 3o Department Project# Priority 2014 2015 2016 2017 2018 Total 61 PW: Water Total 30,000 20,000 20,000 28,000 98,000 62 PW: Sanitary Sewer Vehicle #215 - 3/4 ton 4x4 reg cab replace 62- 140004 n/a 65,000 65,000 1115 UtllltyFund - Operations 60,100 60,100 Trade -in 4,900 4,900 Vehicle #223 - 8" sewer pump replacement 62- 150005 n/a 60,000 60,000 1115 Utility Fund - Operations 60,000 60,000 Vehicle #221 -1/2 t reg cab 44 w /plow replace 62- 160005 n/a 35,000 35,000 1115 Utility Fund - Operations 30,100 30,100 ---Trade-in "900 1,900- Vehicle 209 3/4 Ton Pickup Replacement 62- 170006 n/a 23,000 23,000 9335 Equipment revolving fund 23,000 23,000 Vehicle 210 3/4 Ton Pickup Replacement 62- 170007 n/a 23,000 23,000 9335 Equipment revolving fund 23,000 23,000 Vehicle 218 JetterNactor 62- 180008 n/a 100,000 100,000 9335 Equipment revolving fund 100,000 100,000 62 PW: Sanitary Sewer Total 100,000 60,000 46,000 100,000 306,000 65 PW: Water Quality Street Sweeper (mechanical) replacement 65- 140001 n/a 180,000 180,000 200,000 560;000 1115 Utility Fund - Operations 180,000 180,000 200,000 560,000 Vehicle #371 - 4x4 SUV replacement 65- 180003 n/a 25,000 25,000 1115 Utility Fund - Operations 25,000 25,000 65 PW: Water Quality Total 180,000 180,000 200,000 25,000 585,000 GRAND TOTAL 1,660,200 2,420,000 1,709,500 1,001,800 2,029,900 8,821,400 Page 7 Wednesday, Januar3, 15, 2014 31 Agenda Information Memo January 21, 2014 Eagan City Council G. Approve the 2014 -2018 General Facilities Renewal & Replacement Capital Improvement Plan and the 2014 budget ACTION TO BE CONSIDERED: To approve the 2014 -2018 General Facilities Renewal & Replacement (R &R) Capital Improvement Plan (CIP) and the 2014 budget within that plan FACTS: • The General Facilities Renewal & Replacement Fund was created in 1999 for the purpose of providing resources for renewal and replacement of general facilities, primarily non - enterprise fund infrastructure. Major renewal and replacement items such as roofs, parking lot improvements, and grounds enhancements are cyclical in nature and create budgeting problems when inserted into the annual operating budgets. • The General Facilities R &R CIP incorporates all projects /improvements of this nature and has used a tax levy as well as Enterprise revenues as funding sources. Development of this CIP allows for a more systematic and City -wide approach to timing and coordination of these improvements. • The first year of this CIP (2014) is approved as a budget with the four out years (2015- 2018) being approved only as a general plan. • The 2014 levy allocated to the General Facilities R &R fund is $316,530. Proposed expenditures for 2014 from the General Facilities R &R fiend total $247,000. An additional $200,000 for a roof replacement at the Civic Arena will be paid for out of the Civic Arena Fund, bringing the total 2014 Facilities R &R CIP to $447,000. • The R &R CIP budget for 2014 includes $36,400 for required safety improvements pursuant to a recent OSHA audit. • The fund balance in the General Facilities R &R fund at the end of 2014 is projected to be $726,000. The fiend balance at the end of the five -year plan is projected to be $173,000. ATTACHMENTS: • Attached on pages 33 through 39 is the Project and Funding Sources report summarizing the 2014 -2018 .proposed R &R expenditures. 3c)L City of Eagan, Minnesota Capital Plan: Facilities Renewal and Replacement 2014 thru 2018 PROJECTS & FUNDING SOURCES BY DEPARTMENT Department Project# Priority 2014 2015 2016 2017 2018 Total 11 Police Carpeting for police 11- 130007 n/a 0 0 0 0 0 9336 Facilities R &R Fund 0 0 0 0 0 11 Police Total 33 Government Bldgs. City property assessments 33- 140001 9336 Facilities R &R Fund CH and Police Energy Management System replace 33- 140002 9336 Facilities R &R Fund CH - B roof 1995 replacement 33- 140011 9336 Facilities R &R Fund CH - C roof 1995 replacement 33- 140012 9336 Facilities R &R Fund CA - A roof 1995 replacement 33- 140013 9221 Civic Arena CA - B roof 1998 replacement 33- 140014 9221 Civic Arena Police Station A 1995 roof replacement 33- 140017 9336 Facilities R &R Fund Police Station B 1996 roof replacement 33- 140018 9336 Facilities R &R Fund Police Station C 1996 roof replacement 33- 140019 9336 Facilities R &R Fund Police Station D 1995 roof repair 33- 140020 9336 Facilities R &R Fund Well 12 roof replacement 33- 140022 9336 Facilities R &R Fund Hbay garage air CMF 33- 140027 9336 Facilities R &R Fund Water heater Police 33- 140028 9336 Facilities R &R Fund Water heater FS1 33- 140029 9336 Facilities R &R Fund Carpet Eagan Room CH 33- 140030 9336 Facilities R &R Fund Carpet Lunch Room CH 33- 140031 9336 Facilities R &R Fund Cover ext mat storage bins CMF 33- 140032 9336 Facilities R &R Fund n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a 0 0 0 0 0 70,000 70,000 0 0 0 0 0 0 200,000 200,000 0 0 0 0 0 0 0 0 0 0 0 0 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 80,000 80,000 6,000 6,000 4,000 4,000 0 0 0 0 12,000 12,000 Page 1 �3 350,000 350,000 0 0 0 0 0 0 200,000 200,000 0 0 0 0 0 0 0 0 0 0 0 0 80,000 80,000 6,000 6,000 4,000 4,000 0 0 0 0 12,000 12,000 Thursday, January 16, 2014 Department Project# Priority 2014 2015 2016 2017 2018 Total Carpet Goat Hill 33- 140033 nla 3,600 3,600 9336 Facilities R &R Fund 3;600 3,600 Carpet Rahn Park 33- 140034 n/a 3,300 3,300 9336 Facilities R &R Fund 3,300 3,300 Upgrade damaged siding CMF 33- 140035 n/a 8,000 8,000 9336 Facilities R &R Fund 8,000 8,000 Repl high -bay olh door open CMF 33- 140036 n/a 11,500 11,500 9336 Facilities R &R Fund 11,500 11,500 Repl Lobby furn 1/2 fir CH 33- 140037 n/a 6,000 6,000 9336 Facilities R &R Fund 6,000 6,000 Space needs consultant Police /CH 33- 140038 n/a 25,000 25,000 9336 Facilities R &R Fund 25,000 25,000 Uninterrupted power s PD /CH 33- 140039 n/a 0 0 9336 Facilities R &R Fund 0 0 Repair salt storage shed CMF 33- 140040 n/a 15,000 15,000 9336 Facilities R &R Fund 15,000 15,000 Ashbury4ake parks well roof replace Utilities 33- 140041 n/a 5,000 5,000 1115 Utility Fund - Operations 5,000 5,000 Railing at o/h storage CA 33- 140043 n/a 10,000 10,000 9336 Facilities R &R Fund 10,000 10,000 Skate sharpening vac system CA 33- 140044 n/a 4,000 4,000 9336 Facilities R &R Fund 4,000 4,000 Barriers around ice pits CA 33- 140045 nla 1,500 1,500 9336 Facilities R &R Fund 1,500 1,500 7- safety shut off cords CMF 33- 140046 n/a 1,300 1,300 9336 Facilities R &R Fund 1,300 1,300 12 -GFI outlets CMF 33- 140047 n/a 1,200 1,200 9336 Facilities R &R Fund 1,200 1,200 Chemical storage cabinet CMF 33- 140048 n/a 800 800 9336 Facilities R &R Fund 800 800 Replace outlet boxes CA 33- 140049 n/a 400 400 9336 Facilities R &R Fund 400 400 Covers for electric outlets CA 33- 140050 n/a 300 300 9336 Facilities R &R Fund 300 300 Install eye wash station CA 33- 140051 n/a 200 200 9336 Facilities R &R Fund 200 200 New bench grinder CA 33- 140052 n/a 0 0 9336 Facilities R &R Fund 0 0 Motion sensor lights /fan CMF restroom 33- 140053 n/a 3,600 3,600 9336 Facilities R &R Fund 3,600 3,600 Upper w. gate opener repl CMF 33- 140054 n/a 5,000 5,000 9336 Facilities R &R Fund 5,000 5,000 Replace drinking fountain CMF 33- 140055 n/a 1,500 1,500 9336 Facilities R &R Fund 1,500 1,500 Bollard safety sleeves CMF 33- 140056 n/a 1,000 1,000 9336 Facilities R &R Fund 1,000 1,000 Lunch room tables CH 33- 140057 n/a 3,000 3,000 9336 Facilities R &R Fund 3,000 3,000 Facility cameras (squad rm) PD 33- 140058 n/a 4,000 4,000 Page 2 Thursday, January 16, 2014 Department Project# Priority 2014 2015 2016 2017 2018 Total 9336 Facilities R &R Fund 4,000 4,000 Partitions (records) PD 33- 140059 n/a 0 0 9336 Facilities R &R Fund 0 0 Cell phone BDA IT 33- 140060 n/a 40,000 40,000 9336 Facilities R &R Fund 40,000 40,000 Replace AN equip to dig IT 33- 140061 n/a 8,000 8;000 9336 Facilities R &R Fund 8,000 8,000 Water refill stations PD /CH 33- 140062 n/a 2,500 2,500 9336 Facilities R &R Fund 2,500 2,500 Police EOC chairs PD 33- 140063 n/a 12,000 12,000 9336 Facilities R &R Fund 12,000 12,000 Paint ext walls / doors CMF 33- 140064 n/a 10,000 10,000 9336 Facilities R &R Fund 10,000 10,000 Rapt mens lockr rm shwr CMF 33- 140065 n/a 800 800 9336 Facilities R &R Fund 800 800 LED - parking lot lights OF 33- 140066 n/a 15,000 15,000 9336 Facilities R &R Fund 15,000 15,000 Repl cent hallway door /firm CMF 33- 140067 n/a 1,000 1,000 9336 Facilities R &R Fund 1,000 1,000 Addl shop storage l add elec CMF 33- 140068 n/a 3,900 1,100 5,000 9336 Facilities R &R Fund 3,900 1,100 5,000 Chemical storage cabinet CA 33- 140069 n/a 800 800 9336 Facilities R &R Fund 800 800 Chemical storage cabinet CB 33- 140070 n/a 800 800 9336 Facilities R &R Fund 800 800 Chemical storage cabinet Police 33- 140071 n/a 800 800 9336 Facilities R &R Fund 800 800 Chemical storage cabinet CH 33- 140072 n/a 800 800 9336 Facilities R &R Fund 800 800 Install eye wash station FS 3/4/2 33- 140073 n/a 600 600 9336 Facilities R &R Fund 600 600 Install eye wash stations (2) CB 33- 140074 n/a 400 400 9336 Facilities R &R Fund 400 400 Attic Ladder hand rails CB 33- 140075 n/a 500 500 9336 Facilities R &R Fund 500 500 Attic railings - 42" high CB 33- 140076 n/a 4,000 4,000 9336 Facilities R &R Fund 4,000 4,000 Emergency light replacement CH 33- 140077 n/a 5,000 5,000 9336 Facilities R &R Fund 5,000 5,000 Misc GFI /electrical work (all buildings) 33- 140078 n/a 3,000 3,000 9336 Facilities R &R Fund 3,000 3,000 CA - Al roof 1995 replacement 33- 150015 n/a 0 0 9336 Facilities R &R Fund 0 0 CA - C roof 1996 replacement 33- 150016 n/a 150,000 150,000 9221 Civic Arena 150,000 150,000 Boiler #1 (1983) City Hall 33- 150026 n/a 25,000 25,000 9336 Facilities R &R Fund 25,000 25,000 HVAC RTU #1, 2 FS4 - 2 33- 150033 n/a 20,000 20,000 9336 Facilities R &R Fund 20,000 20,000 Page 3 Thursday, Janum7, 16, 2014 � Department Project# Priority 2014 2015 2016 2017 2018 Total Water Heater FS4 -1 33- 150036 n/a 4,000 4,000 9336 Facilities R &R Fund 4,000 4,000 Furnace CMF -1 33- 150039 n/a 9,000 9,000 9336 Facilities R &R Fund 9,000 9,000 Carpet CH Lower level 33- 150042 n/a 80,000 80,000 9336 Facilities R &R Fund 80,000 80,000 Carpet Police Lower level 33- 150044 n/a 47,000 47,000 9336 Facilities R &R Fund 47,000 47,000 Lighting CH, FS1, FS3, FS5 33- 150046 nla 11,000 11,000 9336 Facilities R &R Fund 11,000 11,000 Bldg modif- paint/stain OF 33- 150047 n/a 30,000 30,000 9336 Facilities R &R Fund 30,000 30,000 Air compressor 33- 150048 n/a 3,000 3,000 9336 Facilities R &R Fund 3,000 3,000 Saft Storage A &B 1990 roof replacement 33- 160021 n/a 87,000 87,000 9336 Facilities R &R Fund 87,000 87,000 HVAC RTU #3 CH 33- 160034 n/a 40,000 40,000 9336 Facilities R &R Fund 40,000 40,000 Water Heater CH -1, FS3 -1, CMF -1 33- 160037 n/a 11,000 11,000 9336 Facilities R &R Fund 11,000 11,000 Furnace CMF -1 33- 160040 n/a 9,000 9,000 9336 Facilities R &R Fund 9,000 9,000 Carpet CH Upper level 33- 160043 n/a 92,000 92,000 9336 Facilities R &R Fund 92,000 92,000 Carpet Police Upper level 33- 160045 We 57,000 57,000 9336 Facilities R &R Fund 57,000 57,000 Council chairs 33- 160049 n/a 15,000 15;000 9336 Facilities R &R Fund 15,000 15,000 Water Softener Police -1, CH -1 33- 160051 n/a 20,000 20,000 9336 Facilities R &R Fund 20,000 20,000 Carpet CH (Eagan and lunch Rms) CH 33- 160052 n/a 13,000 13,000 9336 Facilities R &R Fund 13,000 13,000 Fire station 1 remodel 33- 160053 n/a 100,000 100,000 9336 Facilities R &R Fund 100,000 100,000 C 1995 Roof replace (City Hall) 33- 160054 n/a 42,500 42,500 9336 Facilities R &R Fund 42,500 42,500 D 1995 Roof replace Police 33- 160055 n/a 175,000 175,000 9336 Facilities R &R Fund 175,000 175,000 Cold Storage A 1997 roof replacement 33- 170023 n/a 254,600 254,600 9336 Facilities R &R Fund 254,600 254,600 HVAC FS5 - 2 33- 170035 n/a 20,000 20,000 9336 Facilities R &R Fund 20,000 20,000 Water Softener FS1 -1 33- 170038 n/a 5,000 5,000 9336 Facilities R &R Fund 5,000 5,000 Furnace FS5 -1 33- 170041 n/a 0 0 9336 Facilities R &R Fund 0 0 FS4 remodel 33- 170050 n/a 100,000 100,000 9336 Facilities R &R Fund 100,000 100,000 HVAC RTU# 8 CH 33- 180001 n/a 40,000 40,000 Page 4 Thursday, Januaq 16, 2014 IN Department Project# Priority 2014 2015 2016 2017 2018 Total 9336 Facilities R &R Fund 40,000 40,000 Water Softener FS3 -1 33- 180002 nla 5,000 5,000 9336 FacilitiesR &R Fund 5,000 5,000 Furnace FS3 33- 180003 nla 8,000 8,000 9336 Facilities R &R Fund 8,000 8,000 Furnace /AC #2 CMF 33- 180004 nla 9,000 9,000 9336 Facilities R &R Fund 9,000 9,000 Fire station 5 remodel 33- 180005 nla 100,000 100,000 9336 Facilities R &R Fund 100,000 100,000 Fire station 1 roof replace 33- 180006 nla 54,000 54,000 9336 Facilities R &R Fund 54,000 54,000 33 Government Bldgs. Total 447,000 620,200 731,500 429,600 286,000 2,514,300 GRAND TOTAL 447,000 620,200 731,500 429,600 286,000 2,514,300 Page 5 Thursday, January 16, 2014 11 Agenda Information Memo January 21, 2014 Eagan City Council Meeting H. ADOPT A RESOLUTION ACCEPTING A $500.00 DONATION FROM BLUE CROSS BLUE SHIELD MN ACTION TO BE CONSIDERED: Adopt a Resolution accepting a $500.00 donation from Blue Cross Blue Shield MN that will be used for the Adopt -A- Street Program. FACTS: • Blue Cross Blue Shield MN has donated $500.00 to the Transportation Operations Division to be used for the Adopt -A- Street Program. • Adopt -A- Street is a public service program for volunteers who are interested in cleaning up Eagan's streets and thoroughfares. It is an excellent way for residents and organizations to make a personal contribution to the community. • The Adopt -A- Street groups agree to a minimum two -year commitment. They select a segment of street at least one mile in length and pick up litter at least three times per year. The City provides visibility vests, trash bags, safety information and will remove filled trash bags from the roadside. • As an option, the City will install up to two 24" by 30" signs (if purchased by the group) to recognize the organization's cleanup efforts. • The Transportation Operations Division seeks authorization to accept this donation of $500.00 and adjust line item 2271.6220 in the Transportation Operations budget. ATTACHMENT: • Resolution, page IN CITY OF EAGAN RESOLUTION ACCEPTING DONATION TO THE CITY OF EAGAN Blue Cross Blue Shield MN WHEREAS, the City Council of the City of Eagan encourages public donations to help defray the costs to the general public of providing services in Eagan; and WHEREAS, Blue Cross Blue Shield MN has presented the Transportation Operations Division with a donation in the amount of $500.00 for the Adopt -A- Street Program; and WHEREAS, Minnesota Statutes §465.03 requires that all gifts and donations of real of personal property be accepted only with the adoption of a resolution approved by two - thirds of the members of the City Council; and NOW, THEREFORE, BE IT RESOLVED by the City Council of Eagan, Dakota County, Minnesota, that the donation is hereby accepted for use by the City; and an adjustment is made to line item 2271.6220 in the transportation operations 2014 budget; BE IT FURTHER RESOLVED that the City sincerely thanks Blue Cross Blue Shield MN for the gracious and generous donation. ADOPTED this 21St day of January, 2014 Motion made by: Seconded by: Those in favor: Those against: Dated: January 21, 2014 CITY OF EAGAN CITY COUNCIL By: Its Mayor Attest: Its Clerk CERTIFICATION I, Christina Scipioni, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 21St day of January, 2014. Christina M. Scipioni, City Clerk �9 Agenda Information Memo January 21, 2014 Eagan City Council Meeting I. CONTRACT 14 -05, CLIFF ROAD BOOSTER STATION PUMP ADDITION ACTION TO BE CONSIDERED: Receive the bids and award Contract 14 -05 (Cliff Road Booster Station - Pump Addition) to Minger Construction, Inc. in the base bid amount of $45,250.00 and authorize the Mayor and City Clerk to execute all related documents. FACTS: • The City of Eagan's water distribution system incorporates five different pressure zones due to the change in elevation from the lowest point along the Minnesota River to the highest elevations in the southern portion of the city. These different pressure zones help to insure that all properties have adequate water pressure for all their basic needs. • In 2012, a booster station (Cliff Road Booster Station) and a pressure sustaining station, with related system piping and controls, were installed creating the fifth pressure zone (Ultra -High Pressure Zone) for the water distribution system located primarily east of Pilot Knob Road and south of Cliff Road. • The Cliff Road Booster Station was planned and constructed with a planned pump expansion once the Parkview Golf Course began to develop. • With the relatively quick development of the Dakota Path neighborhood (the old Parkview Golf Course), the final pump should be installed to assure the pressure zone water demand and operating pressures can be met (as defined in the 2012 Ultra -High Pressure Zone Feasibility Study) for all three neighborhoods (Fairway Hills, Dakota Path, and Park Cliff). • On January 7, 2014, the City Council approved Project 1144 providing for these pump improvements. • Three bid proposals were received (see attached summary). The low bid is 30% below the Engineers estimate of $65,000. • All bids have been reviewed for compliance with the bid specifications and accuracy on unit price extensions and summations. The low bid of $45,250.00 from Minger Construction has been reviewed by Public Works staff and found to be in order for favorable Council action. ATTACHMENTS: • Bid Summary Tabulation, page 40 BID SUMMARY CLIFF ROAD BOOSTER STATION PUMP ADDITION CITY PROJECT NO. 1144 CITY CONTRACT NO. 14 -05 Estimate: $65,000 Total Contractors Base Bid Minger Construction Inc. $45,250 Magney Construction Inc. $59,000 Municipal Builders Inc. $75,800 Over /Under Estimate -30% -9% 17% 1 1/2/2014 �1 Agenda Information Memo January 21, 2014 Eagan City Council Meeting J. WHISPERING WOODS EASEMENT VACATION ACTION TO BE CONSIDERED: Receive the petition to vacate a portion of a public drainage and utility easement located on Lot 6, Block 1, Whispering Woods and schedule a public hearing to be held on February 18, 2014. FACTS: • On December 31, 2013, City staff received a petition from Mr. Mark Bents, 4808 Slater Court (Lot 6, Block 1 Whispering Woods), requesting the vacation of a portion of an existing drainage and utility easement on his single- family residential property, located south of Cliff Road and east of Slater Road in southwest Eagan. • The drainage & utility easement was dedicated with the Whispering Woods plat in 1985, and is a standard easement located along rear lot lines throughout the plat. • The purpose of the vacation is to reduce the size of the drainage & utility easement to allow for the future planned construction of a shed by the property owner. • Notices for a public hearing will be published in the legal newspaper and sent to all potentially affected and /or interested parties for comment prior to the scheduled public hearing. ATTACHMENTS: �� • Legal Description, graphic, page • Location Map, page . L4a _ rr IRCON LN. GC _ 1•l0 C .r u DIFFLEY (RD. 30 a O _, ..,..�.u,n,.�_� DIFFLEY RD. p s ° 0 m Ya N o CORAL LN. CHIPMUNK CT. d ( CO. RD. 30 ) KS \tNCiINttK\taseelerll VaCalion GrapIVCS \Slater ut Lot 6, Block 1, Whispering Woods City of Eayff Vacation of Public Right -of -Way q3 Fig. 1 1/14/2014 o w o� OFFR Q N ROAD ,�F w ° z z o w z �0� G ° T OOOOd "•`' W a (n 020 ¢ ° y O OF o '0 P• TIMBER �O<p OP S a O O - CLIFFHILL W , Q� AMBER W O CT. g N i S TIM SFR PO U Z r SCOTT !y w _ - uJ GLORY DR. r C - MqR e�F Z a BADGER d TR METCALF DR. {"O ° ° N, 4(,gRT2 q CT. (� T �� R m O rn w O i A. z o a R DR. F TR SUNR ISE m' 0° m LV_J m Z ° C CLIFF RD. (CO. RD. 32) J CLIFF _. w Q CT. ti ' ^--- ---- -- H RAHNCLIFF ° LLI .�, G mApFR a a Off` s, s O 2� PATH CT. OQ-' to CI=ARK S O Q CEDAR RIDGE O LN. IRIS w t� FOX U ST CIR, z 0 q a m m RIDGE RIDGECREST CIR. J�k- yT( it U SHALE CIR. LANE SHALE LN. y,/""" �P� �. SENJA 0 CT. w F o CT. •-^• Q o MAHO DR WAR K GWAY 3 VIBURNUM TR. I GP DR. RIDGE z 0 o Y 4 v CT Y o _ac, -J� i :7 s KS \tNCiINttK\taseelerll VaCalion GrapIVCS \Slater ut Lot 6, Block 1, Whispering Woods City of Eayff Vacation of Public Right -of -Way q3 Fig. 1 1/14/2014 U Q N ROAD ,�F ... 'ERIN ,. . _. T OOOOd "•`' W (n CLIFFVIEW DR• S a O CLIFFHILL o , ��NU•C LANE P j M Z ►SIZ Olstswa 04,1 \ FV I 02 RiW 00, 4-01 - /ts,41A0. 7ja I hereby certify that this survey was prepared by me or under my direct supervision and that I am a duly Registered Land Surveyor under the laws of the State -0-f-Mihnesota. Dates 96e LeRoy H? Bohlen Registered Land Surveyor No. 10795 HH Agenda Information Memo January 21, 2014 Eagan City Council Meeting K. DAKOTA PATH EASEMENT VACATION ACTION TO BE CONSIDERED: Receive the petition to vacate portions of public drainage and utility easements located on Lots 1 through 6, Block 3, Dakota Path and schedule a public hearing to be held on February 18, 2014. FACTS: • On January 10, 2014, City staff received a petition from Mr. James R. Slaikey, D.R. Horton, requesting the vacation of existing drainage and utility easements on Lots 1 through 6, Block 3, Dakota Path. The parcels are located south of Cliff Road and east of Pilot Knob Road in south - central Eagan. • With the recent platting of the Dakota Path development in 2013, drainage & utility easements were dedicated over a constructed storm water basin. The easements dedicated covered more property than necessary for storm water management and maintenance purposes. • The purpose of the vacations is to reduce the size of the drainage & utility easements to properly accommodate the actual storm water management and maintenance purposes. The vacations will also allow for the future planned construction of house decks, with footings, on these lots. • Notices for a public hearing will be published in the legal newspaper and sent to all potentially affected and /or interested parties for comment prior to the scheduled public hearing. ATTACHMENTS: • Legal Description, graphic, page 40 • Location Map, page LM t45 NK 15 a j i mcOry O O u pY d 4N OVERLOOK PI. 9g Y4 \ O Y\P l,'S{,� 4Y,A W h•SDRI- Q CUR. E IERi ROAD .. ! KOLLN�D W. MGOVE CT. FALGON WAY .N CR�'HN yJ2 • 'ao�, 'DO I 4 (( Gy p00 .1 C( O O 0 SOUTH S RD. m.. yP\�Pi G DENMARK 1\ a i p•P AT =!L �, 3 S.1�. WAY HILL: IN K CT. E. lS ylPy i G i • ; 111(4 y x G B KHW O RAUN P0. CROSS DO G!a CAROINPI $ Rp) y RIDGE CT, : pNG`'W O,N CT. 00.N DENMARK yp OR. OP O 4L' GENA K OF. E. yOpO A 3 m r20 G HLACKHAWN BLACHHAWK AO e0 DRfSO 11 IN WESCOTT RD. O 4 4!O ¢ dOFdI � SOUR: L LAKE P (j Q O Q EN Ci C_ R 0 PppS O i 0 03 pJl N. CT. p(bt POeO K cCy DR. z BRIAR CREEK RD.^ STONYPDT NY, "Go L C (pOE RO O G G DEERCTLIFF pgi�R Nr RD C O "OT (/ O E HIDDEN G mW R%yp �? ti LN ¢ WSURY _ KETTLE DM'BLgIS OM w R MEAD' K DEERCLIFF pATH O' �. SW000 O CHIC 4 WINDC T SAVANNAH �P'R ORES - +pp : RI gp3 AYE. h, WOO 3 f ¢ BURY Q RO �F rJ 4 I 9R. P - CRESNIEW Ry vg HAWK GS �H w. 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OR CHASE 44 �. \ mg 1 wL0 RNE55 OUTH 2 EDGWODp LN p c LAKESIDE Q CURVE Vi P WATE FORD SLANERRV LYNX z S. y § a % O ti MALLARD 0� a Sfi °n DA LEAF F µN0.W O4 BIRCH CRREST `••_•-•••-• ; E. P ik g ,,\•. Ln 5 R CIR. pPY' �Y7' �OC y RY P Pc REW. u 0 BRRY P Cq �3u Yrc �• V'O PPa CENTER LN. O CLIFF ROAD Gp. DypR d gDgo 0 _ R =qVD�° BEACON LANCASTER , SAO'YE gdF. RICHARD'S ANDRE i✓"°i .n,e } HILL LN. CT. G I I J TRCIWS v H LORES NpRE1Y &_ I LN. LN. ERLA SCLp PA IDGE DR. z rc h 3 r OR. °IR PROPOSED 4 p p1NETREE TMIL rc EBEC 3 :ACON 6t, �y� =yt GP. 0. LN. 0� LL PINETREE .PASS EASEMENT R. cl•J a�P�. '; U n =BHERWO °° DR. DR WAY GRACE VACATION . 'PpR � Wqy R WELLINGTON N G 9 4 r I BRIEF. w 3 WEL y�V 4y (kOH'4n I CIR i N. G C`fprON N SHER. 00 WAY CT. 3 CR O((]NG I O K , "AM f �— o V Z Lebanon Hills Y Regional Park N F I o ROSEMOUNT UkUSERS\ENGINEEMEasemenl Vacation Graphics \Dakota Path Lots 1 -6, Block 3, Dakota Path Fig. 1 City of Eap Vacation of Drainage & Utility Easement 1/14/2014 DRAINAGE AND UTLLFrV EASEMENTS ARE SHOWN THUS: IV A JCIAGLE Ls 1........_,...._ ...1 Beivg Ldn width d 461.1ri lot ifsam, no). wb"" t� 10 het in width and 4oinktg right of way line, Uohm otherwise idirAtod, m shown on dw,Ple;j ........... I hereby cattily that this survey, plan or report Was prepared by me or under my direct supervision and. that I am a duly Licensed Land Surveyor under the laws of the State DI'Minnesotti, Dated this 0 day of January, 2014, t-111 Agenda Information Memo January 21, 2014 Eagan City Council Meeting L. CONTRACT 13 -22, LARGE WATER METER TESTING ACTION TO BE CONSIDERED: Approve the final payment for Contract 13 -22 (Large Water Meter Testing) to M.E. Simpson Company Inc., in the amount of $14,800.00, and accept the improvements for perpetual City maintenance subject to warranty provisions. FACTS: • The City of Eagan has over 18,000 water meters throughout the city. Sixty -three of those meters are considered large (3 -inch diameter or larger) and account for about 11% of the annual water use and over $520,000 of revenue. • The percentage of unaccounted water (through inaccurate meter reading and general loss) has been rising the past few years and is approaching a Department of Natural Resources trigger point, raising concerns. • To address the lost water and revenue, Utilities staff have begun a routine meter change out program and proposed this inspection, testing, calibration, and evaluation program for large meters. • Contract 13 -22 included the inspection, testing, calibration, and evaluation of large (3 -inch pipe diameter or larger) meters primarily found in industrial operations within the City. The project helped identify inaccurate meters or meter readings, calibrate inaccurate meters, and inspect water meter settings and potential backflow issues. • Of the 65 meters tested: o 8 failed, were considered obsolete, and required replacement (no parts available) o 5 failed and required replacement because plumbing or building obstructions o 3 failed, were repaired, and now operate within specification o 7 required some sort of non -meter repair and retesting o 42 were operating within specification • The 16 failed meters are estimated to account for a 24 million gallon annual water loss and $35,000 of associated revenue loss making the payback for the program approximately one year. • These improvements have been completed, inspected by representatives of the Public Works Department, and found to be in order for favorable Council action of final payment and acceptance for perpetual maintenance subject to warranty provisions. Agenda Information Memo January 21, 2014 City Council Meeting M. CONTRACT 14-10,2014 CITY -WIDE SANITARY SEWER LINING ACTION TO BE CONSIDERED: Approve the plans and specifications for Contract 14 -10 (2014 City -wide Sanitary Sewer - I &I Reduction) and authorize the advertisement for a bid opening to be held at 11:00 a.m. on Wednesday, February 5, 2014, at the Utility Building, located at 3419 Coachman Point, Eagan MN 55122. FACTS: • Contract 14 -10 provides for the rehabilitation of public sanitary sewer through lining improvements of about 7,269 linear feet of existing pipe in various areas within the City as was included as part of the Sanitary Sewer Operations and Facilities portion of the Council approved 2014 -2018 Capital Improvement Program (CIP). • All of the construction activity for said improvements has been designed to occur within existing public right -of -way or easements. • The plans and specifications have been completed and are being presented to the City Council for their approval and authorization of the advertisement for bids. • All bid advertisement notices will be published in the legal newspaper informing contractors of the bid. ATTACHMENTS: • Location Map, page J 0 2014 Sanitary Sewer Lining N Z LLJ W E CItv of Evan (' 2014 (7,269 ft) Map Date: Date: 1/16/2014 J� v Prepared by: City of Eagan Department of Public Works 1 in = 1 miles Document Path: L:\USERS\PUBWORKS \Projects \Utilities\ Sanitary_ Sewer\ Maintenance\ Lining \Council Proposed Lining8x11.mxd Mv Agenda Information Memo January 21, 2014 Eagan City Council Meeting N. CONTRACT NO. 14 -11, SANITARY SEWER IMPROVEMENTS INFLOW & INFILTRATION MITIGATION, PART 1 ACTION TO BE CONSIDERED: Approve the plans and specifications for Contract No. 14 -11 (City -Wide Inflow & Infiltration Mitigation, Part I - Sanitary Sewer Improvements) and authorize the advertisement for a bid opening to be held at 11:30 a.m. on Wednesday, February 5, 2014. FACTS: • In cooperation with the Metropolitan Council Environmental Services (MCES), the City has made improvements to the sanitary sewer system over the past seven years to mitigate the effects of inflow and infiltration. • On February 5, 2013, the City Council approved an agreement with the Metropolitan Council for a Municipal Publicly Owned Infrastructure Inflow & Infiltration Grant Program. The agreement qualified Eagan for approximately $130,000 of matching funds for capital improvements to the public sanitary sewer system to reduce the amount of inflow and infiltration to the MCES disposal system. The identified improvements must be completed by June 30, 2014. • The proposed inflow and infiltration mitigation improvements are in accordance with the agreement for the grant program. The City is responsible to complete all of the referenced work and submit proof of completion for reimbursement from MCES. • Contract No. 14 -11 provides for the installation of internal manhole seals to eliminate run off in roadways and right of ways (36 total seals). • All of the construction activity for said improvements has been designed to occur within existing public right -of -way or easements. • The plans and specifications have been completed and are being presented to the City Council for their approval and authorization of the advertisement for bids. ATTACHMENTS: • Location Map, page 5a . 51 City of Eapfl LzL, LLII 2014 Chimney Seal Manholes • 2014 Chimney Seal Manholes (36) City ROW Map Date: Date: 1/16/2014 Prepared by: City of Eagan Department of Public Works Document Path: LAUSERS\PUBWORKS\ Projects \Utilities\ Sanitary_ Sewer\ Maintenance\ Lining \Council Proposed Lining8x11.mxd 5a N W E S 1 in = 1 miles Agenda Information Memo January 21, 2014 Eagan City Council Meeting O. CONTRACT NO. 14 -12, SANITARY SEWER IMPROVEMENTS INFLOW & INFILTRATION MITIGATION, PART 2 ACTION TO BE CONSIDERED: Approve the plans and specifications for Contract No. 14 -12 (City -Wide Inflow & Infiltration Mitigation, Part 2 - Sanitary Sewer Improvements) and authorize the advertisement for a bid opening to be held at 12:00 p.m. on Wednesday, February 5, 2014. FACTS: • In cooperation with the Metropolitan Council Environmental Services (MCES), the City has made improvements to the sanitary sewer system over the past seven years to mitigate the effects of inflow and infiltration. • On February 5, 2013, the City Council approved an agreement with the Metropolitan Council for a Municipal Publicly Owned Infrastructure Inflow & Infiltration Grant Program. The agreement qualified Eagan for approximately $130,000 of matching funds for capital improvements to the public sanitary sewer system to reduce the amount of inflow and infiltration to the MCES disposal system. The identified improvements must be completed by June 30, 2014. • The proposed inflow and infiltration mitigation improvements are in accordance with the agreement for the grant program. The City is responsible to complete all of the referenced work and submit proof of completion for reimbursement from MCES. • Contract No. 14 -12 provides for the raising and repair of 2 manholes to eliminate run off and submerging, remove all root penetration, and rebuild critical elements of the structure. • All of the construction activity for said improvements has been designed to occur within existing public right -of -way or easements. • The plans and specifications have been completed and are being presented to the City Council for their approval and authorization of the advertisement for bids. ATTACHMENTS: • Location Map, page 51-1 53 2014 Sanitary Manhole N o Z Raise and Rebuild LLJ W E City of Wan 0 A 2014 Manholes (2) Map Date: Date: 1/16/2014 J� Prepared by: City of Eagan Department of Public Works 1 in = 1 miles Document Path: L:\USERS\PUBWORKS\ Projects \Utilities \Sanitary_SeweA Maintenance\ Lining \Council Proposed Lin! ng8x11.mxd E4 Agenda Information Memo January 21, 2014, Eagan City Council Meeting CONSENT AGENDA: P. Adopt a resolution accepting a donation from the Eagan Citizen's Crime Prevention Association and authorize a corresponding budget adjustment. ACTION TO BE CONSIDERED: Adopt a resolution accepting a $1000.00 donation from the Eagan Citizen's Crime Prevention Association that will help support the police department's canine program. FACTS: • The Eagan Citizen's Crime Prevention Association is forwarding a $1000.00 donation to support the department's canine program. • The police department seeks authorization to accept this donation where a corresponding budget adjustment will need to line item # 1104 -6220 in the department's 2014 budget. ATTACHMENTS Resolution on page 5�P 55 CITY OF EAGAN RESOLUTION ACCEPTING DONATION TO THE CITY OF EAGAN Eagan Citizen's Crime Prevention Association WHEREAS, the City Council of the City of Eagan encourages public donations to help defray the costs to the general public of providing services in Eagan; and WHEREAS, the Eagan Citizen's Crime Prevention Association has presented the police department with a donation in the amount of $1,000. The funds will be used to support the police department's canine program. WHEREAS, Minnesota Statutes §465.03 requires that all gifts and donations of real or personal property be accepted only with the adoption of a resolution approved by two - thirds of the members of the City Council; and NOW, THEREFORE, BE IT RESOLVED by the City Council of Eagan, Dakota County, Minnesota, that the donation is hereby accepted for use by the City, and an adjustment is made to line item ## 1104 -6220 in the police department's 2014 budget; BE IT FURTHER RESOLVED, that the City sincerely thanks the Eagan Citizen's Crime Prevention Association for the gracious and generous donation. ADOPTED this 215' day of January, 2014. Motion by: Seconded by: Those in Favor: Those Against: Date: ISO CITY OF EAGAN CITY COUNCIL By: It's Mayor Attest: It's Clerk Agenda Memo April 2 City Council Meeting R. APPROVE a Resolution to accept donations for Market Fest from Think Bank and Dakota County Library. ACTION TO BE CONSIDERED: To approve a resolution to accept donations for Market Fest from Think Bank ($7,500) and Dakota County Library ($750) and to authorize the necessary budget adjustment. FACTS: • The Market Fest 2014 season is planned and ready to provide a farmers market, artisan market, food and music for the community to enjoy every Wednesday evening from June through September. • Donation dollars were budgeted for 2014 to allow this free community program to be hosted by interested local partners. • The following partners are willing to donate cash for Market Fest as outlined below: • Think Bank - $7,500 • Dakota County Library - $750 • By approving these donations the 2014 Recreation budget would receive a corresponding budget adjustment reflecting the cash donations of: ■ $7,500 to budget line item 3061 -4663 (Think Bank). ■ 750 to budget line item 3061 -4663 (Dakota County Library). ATTACHMENTS: • Resolution on Page 5g 59 CITY OF EAGAN RESOLUTION TO ACCEPT CASH DONATIONS FROM GENISYS CREDIT UNION WHEREAS, Eagan Parks and Recreation offers several community wide programs and events during the year that offer volunteer and partnership opportunities; and WHEREAS, Think Bank and Dakota County Library, have expressed an interest in partnering with Eagan Parks & Recreation to support the Eagan Market Fest event; and WHEREAS, Think Bank has offered to donate $7,500 in cash and Dakota County Library has offered to donate $750 in cash to support Eagan Market Fest; and NOW, THEREFORE, BE IT RESOLVED that the Eagan City Council does hereby accept the $7,500 cash donation from Think Bank and $750 cash donation from Dakota County Library to support the 2014 Eagan Market Fest. 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 21" day of January, 2014. City Clerk 1 Agenda Information Memo January 21, 2014 Eagan City Council Meeting S. BIG RIVERS REGIONAL TRAIL, I -494 TO LONE OAK ROAD DAKOTA COUNTY ACTION TO BE CONSIDERED: Authorize a letter of support to Dakota County for the Big Rivers Regional Trail, from Interstate 494 to Lone Oak Road (Transportation Alternatives Program (TAP) Grant Application). FACTS: • The Big Rivers Regional Trail is part of the Dakota County Greenway Collaborative, the County's planned county -wide 200 mile greenway network. The Dakota County Greenway Vision 2030 proposes multi - functional corridors that provide for habitat, recreation, water quality, and transportation. • The proposed trail project would be a recreation and transportation connection for both residents and commuters that would also provide access to natural areas and views of the river valley. This project would provide an improved connection for Eagan residents to the existing regional trail system. • Dakota County has worked with City transportation, parks, and planning staff from Mendota Heights and Eagan on the planned extension of the Big Rivers Trail along the west side of Highway 13, south from Interstate 494 to Lone Oak Road (County Road 26). This 1 mile extension would provide a greenway connection from Eagan into the existing Big Rivers Trail. A future trail extension is planned from Lone Oak Road south to Highway 77. • Dakota County is applying for Federal grant funding for design of this trail through the solicitation for the 2017 Transportation Alternatives Program (TAP), and is requesting a letter of support from Eagan, to be included in the grant application that will be administered through the Metropolitan Council Transportation Advisory Board. ATTACHMENTS: • Big Rivers Regional Trail Extension Graphic, page (00 Agenda Information Memo January 21, 2014 Eagan City Council Meeting PUBLIC HEARING A. PROJECT 1140, STONEBRIDGE PONDS STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1140 (Stonebridge Ponds - Street Improvements) as presented and authorize the preparation of detailed plans and specifications. FACTS: • Since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets, significantly extending their overall life expectancy. During these past 24 years, the City has rehabilitated approximately 214 miles of local streets. • The resurfacing of the residential streets within the Stonebridge Ponds Addition neighborhood in east - central Eagan has been programmed for 2014 in the City's 5- Year Capital Improvement Program. • On June 4, 2013, the City Council directed staff to prepare a feasibility report considering a rehabilitation of these streets. • On December 3, 2013, the feasibility report for Project 1140 was presented to the City Council and a Public Hearing was scheduled for January 7 to formally present and discuss the report with the adjacent property owners. On January 7, the public hearing was continued by the City Council to January 21. • An informational neighborhood meeting was held on December 30 for the adjacent property owners to discuss the proposed improvements. Of the 16 total properties (all single- family homes) proposed to be assessed under this improvement, 1 resident attended the meeting. • All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. ATTACHMENTS: • Feasibility Report, pages 60J through f_�O. • Neighborhood Meeting Minutes, pages through. Col r � 1 S' ;�F: �4� ._':..�.�� �i'• } 3•. _� t i- '3 401� City of o�o To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 3, 2013 Re: Stonebridge Ponds Street Revitalization City Project No.: 1140 Attached is the feasibility report for the Stonebridge Ponds Street Revitalization, City Project No. 1140. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at you convenience to review and discuss the contents of this report. Reviewed By: De artment of Public Works Reviewed By: Finan D partment I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Aaron Nelson Date: t_ ��I i ;i Reg. No. 45795 Date: Date: IAZI Co3 TABLE OF CONTENTS ExecutiveSummary ...................................................................... ............................... 1 Introduction / History ....................................................................... ..............................2 Scope............................................................................................. ..............................3 AreaTo Be Included ....................................................................... ..............................3 StreetPavement Evaluation ........................................................... ..............................3 ProposedImprovements ................................................................ ..............................4 Easements / Permits ........................................................................ ..............................6 Feasibility /Recommendations ........................................................ ..............................6 CostEstimate ................................................................................. ..............................7 Assessments.................................................................................. ..............................7 AssessmentFinancing Options ....................................................... ..............................7 RevenueSource ............................................................................. ..............................5 ProjectSchedule ............................................................................ ..............................9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 2 3 Location Map Street Improvement /Assessment Area Map Typical Section — Mill & Overlay �O.Lk Executive Summary Background Project Name Stonebridge Ponds Project # 1140 Street Area 3,300 sq. yds. Street Length 735 feet Streets Included Granite Court Granite Drive Constructed 1985, 1993 Reconstructed - Crack Sealed - Seal Coated 2002, 2008 Absolute Location SW N of Section 24 Township 27, Range 23 Relative Location North of Diffley Road West of Dodd Road Project Details PCI Rating 55/100 • Roadway resurfacing (edge mill & Recommended Patch /Repair and 1 -1/2" overlay) Improvement Overlay • Replacement of damaged curb & Curb Removal 8% gutter Scope • Adjustment /Replacement of: • Sanitary /Storm sewer • Utility castings Residential Lots 16 • Watergate valves • Street signage Cost Estimate/ Revenue Stonebridge Ponds 1 Property City Mill & Overlay $ 47,400 Repair Existing Concrete Curb & Gutter $ 11,700 $ 23,680 - $ 23,720 $ 11,700 Total $ 59,100 $ 23,680 (40 %) $ 35,420 (60 %) Stonebridge Ponds 1 November 19, 2014 Neighborhood Street Revitalization Stonebridge Ponds Eagan, Minnesota 1;�> Introduction History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 735 -foot, Stonebridge Ponds residential streets in east - central Eagan have been identified for 2014 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets in this residential neighborhood were constructed in 1985 and 1993. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is currently in the 28 and 20 year time frames, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that these streets were seal coated in 2002 and 2008. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Stonebridge Ponds 2 (D (0 Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right -of- way and easements such as street lights, utility boxes, and above ground storm water ponds /access, and pedestrian features were evaluated. The rehabilitation of City- maintained items is included in this project, if needed. 1;�>Scope This project will provide resurfacing (edge mill and overlay) for approximately 735 feet of roadway. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and replacement of street signage. Area to Be Include Properties included in the project lie within the SW %, Section 24, lying north of Diffley Road, West of Dodd Road, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. 1;�>Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows; PCI Recommended Improvement 56-100 Routine Maintenance /Crack Seal /Seal Coat 36-55 Patch /Repair and /or Overlay 0-35 Reconstruct/ Reclaim The 2013 PCI rankings for the street segments have a weighted average pavement condition rating of 55 for Stonebridge Ponds, which falls in the "Patch /Repair and /or Overlay" category, Stonebridge Ponds 3 (01] as mentioned above. The street pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2014 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. Proposed Improvements Pavement - The proposed street improvements for Stonebridge Ponds t are shown in Figure 3. The existing h street section for this roadway consists$ of 3" bituminous pavement supported by 6" gravel base. The existing bituminous surface will be milled" adjacent to the existing curb and gutter (6' -8' wide) to accommodate a 1% -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards, for residential streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 8% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new seed, where possible, to help ensure its growth. Stonebridge Ponds 4 CaB Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. V� Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights —The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete streets" is the planning, scoping, design, implementation, operation, and maintenance of roads in order to reasonably address the safety and accessibility needs of users of all ages and abilities. Complete streets considers the needs of motorists, pedestrians, transit users and vehicles, bicyclists, and commercial and emergency vehicles moving along and across roads, intersections, and crossings in a manner that is sensitive to the local context and recognizes that the needs vary in urban, suburban, and rural settings (MINN. STAT. 174.75, Subd. 1.). Stonebridge Ponds 5 (01 Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights —The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete streets" is the planning, scoping, design, implementation, operation, and maintenance of roads in order to reasonably address the safety and accessibility needs of users of all ages and abilities. Complete streets considers the needs of motorists, pedestrians, transit users and vehicles, bicyclists, and commercial and emergency vehicles moving along and across roads, intersections, and crossings in a manner that is sensitive to the local context and recognizes that the needs vary in urban, suburban, and rural settings (MINN. STAT. 174.75, Subd. 1.). Stonebridge Ponds 5 (01 In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). People are starting to see the need to increase physical activity or the need to transition to different transportation modes. In some instances, they may find that they do not feel safe walking or biking in their neighborhoods due to inadequate pedestrian and bicycle facilities. This heightened awareness of the need for active living, along with the desire for improved community livability and transportation options encourages planning, designing and maintenance of streets to accommodate adequate biking and walking infrastructure. The streets in this neighborhood were reviewed to determine if additional Complete Streets opportunities are available and /or feasible. The streets are relatively narrow at 30 feet wide, low traffic volumes, have limited access points, and a trail is available along the east side of Dodd Road to connect pedestrians to the City and regional trail system. The pedestrian curb ramps at the intersecting trails will be replaced if necessary to meet current ADA design standards. Given the existing and proposed elements available for all users, the streets in this neighborhood meet the intent of the complete streets guidelines. ';�>Easement/Permits All work will be in the public right -of -way. No additional easements are anticipated. It is anticipated that no permits will be required for the resurfacing project. 4�>Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2014 — 2018) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Stonebridge Ponds 6 ,r l 0 Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2014 construction costs and include a 5% contingency and indirect cost of 30 %, which include Legal, administration, engineering, and bond interest. A summary of the costs is as follows: Stonebridge Ponds • Mill & Overlay ......................................... ............................... $ 47,400 • Repair Existing Concrete Curb & Gutter . ............................... $ 11,700 Total............................................ ............................... $ 59,100 �Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay - Low - Density Residential (R- 1,2,3) 50% 50% Repair Existing Concrete Curb & Gutter - 100% Residential Lots — All residential lots (16 total single- family residential lots), as shown on Figure 2, having driveway access on to the street to be improved are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a typical width residential street. The estimated cost per R -1 single - family lot based on the City's Assessment Policy is $1,480/lot and is calculated as follows: Single - Family Residential 0 1,470' R -1 Frontage / 1,470' Total Frontage = 100% o $47,400 (Mill & Overlay Costs) x 50% x 100% = $23,700 (Total R -1 Assessment) o $23,700/ 16 single - family homes= $1,480 /single- family lot a; Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over five Stonebridge Ponds 7 'q ` years for residential owners. In 2013, the interest rate was set at 3.5 %. The 2014 rate is not yet available, however, it is expected to be comparable and based on City policy which will be determined by the City Council in the spring. The following payment schedule is an example of an R -1 single family assessment of $1,480 with an estimated 3.5% interest for the assessed amounts, and assumes 14 months interest forthe first year:, Bonds may be issued to finance the improvements. 4�Revenue Source A summary of revenue sources is listed below: Principal Per Year Interest Per Year Cost Per Year [FirstYear �F$296 $ 47,400 $60 ^$356 $ 23,720 Fifth Year $296 _ $10 $306 Bonds may be issued to finance the improvements. 4�Revenue Source A summary of revenue sources is listed below: The City's Major Street Fund will finance the estimated project deficit of $35,420 (60% of total). Stonebridge Ponds 8 in- Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 47,400 $ 23,680 $ 23,720 Repair Existing Curb & Gutter $ 11,700 - $ 11,700 Totals $ 59,100 $ 23,680 $ 35,420 The City's Major Street Fund will finance the estimated project deficit of $35,420 (60% of total). Stonebridge Ponds 8 in- 4ra.. Project Schedule Present Feasibility Report to City Council/ Order Public Hearing ............................................ ............................... .......................December 3, 2013 Informational Meeting ....................................... ............................... .......................December 30, 2013 PublicHearingJ ....................................................... ............................... ........................January 21, 2014 Approve Plans and Specifications ....................... ............................... .......................February 18, 2014 BidDate .................................................................... ............................... .........................March 27, 2014 AwardContract ............................................................ ............................... ..........................April 1, 2014 StartConstruction ...................................................... ............................... ............................May 1, 2014 ProjectCompletion ....................................................... ............................... ........................August, 2014 FinalCost Report ....................................................... ............................... .....................September, 2014 Final Assessment Hearing ................................................. ............................... ..........................Fall, 2014 First Payment Due with Property Tax Statement . ............................... ............................May 15, 2015 Stonebridge Ponds 9 11 a Appendix A Preliminary Cost Estimate City Project 1140 Stonebridge Ponds Item No. Item Unit Unit Price Est Estimated Mill Bituminous Pavement (1- 1/4" depth, 6" Width) 2232.501 Mill Bituminous Pavement - Full Width (1 -1/4" Depth) 2357.502 Qty Cost Part I - Bituminous Street Overlay 2021.501 Mobilization 2104.505 Remove Bituminous Pavement 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6" Width) 2232.501 Mill Bituminous Pavement - Full Width (1 -1/4" Depth) 2357.502 Bituminous Material for Tack Coat 2360.501 SP WEA340B Wearing Course Mixture (Overlay) 2360.501 SP WEA340B Wearing Course Mixture (Patch) 2504.602 Adjust Gate Valve Box 2504.602 Repair Gate Valve Mid Section 2504.602 Repair Gate Valve Top Section w /Cover 2506.503 Reconstruct 4' Dia. MH 2506.602 Adjust Frame and Ring Casting (Manhole) 2506.602 Adjust Manhole Casting - Riser Adjustment 2506.602 Remove & Replace Frame & Ring Casting (27 ") 2506.602 Remove & Replace Top Slab w /Cstg (1642B ) 2563.601 Traffic Control 2581.501 Pavement Message Arrow (Right) - Epoxy 2581.501 Pavement Message Arrow (Left) - Epoxy 2581.501 Pavement Message Arrow (Right /Thru) - Epoxy 2581.501 Pavement Message Arrow (Left /Thru) - Epoxy 2582.501 Pavement Message (Stop Ahead) - Epoxy 2582.502 12" Solid Line White - Epoxy 2582.502 4" Solid Line White - Epoxy 2582.502 24" Solid Line White - Epoxy 2582.502 24" Solid Line Yellow - Epoxy 2582.502 4" Double Solid Line Yellow - Epoxy SP -1 Signage Remove and Replace Subtotal 5% Contingency Subtotal 30% Indirect Costs Part I - Bituminous Street Overlay Stonebridge Ponds 10 ri 4 LS $ 4,000.00 1 $ 4,000.00 SY $ 12.50 20 $ 250.00 SY $ 1.50 1150 $ 1,725.00 SY $ 2.00 $ - GAL $ 3.00 200 $ 600.00 TON $ 60.00 325 $ 19,500.00 TON $ 130.00 10 $ 1,300.00 EA $ 160.00 2 $ 320.00 EA $ 350.00 1 $ 350.00 EA $ 300.00 1 $ 300.00 LF $ 530.00 $ - EA $ 450.00 6 $ 2,700.00 EA $ 225.00 3 $ 675.00 EA $ 825.00 $ - EA $ 2,000.00 $ - LS $ 2,000.00 1 $ 2,000.00 EA $ 130.00 $ - EA $ 130.00 $ - EA $ 175.00 $ - EA $ 175.00 $ - EA $ 500.00 $ - LF $ 5.00 $ - LF $ 1.00 $ - LF $ 8.00 $ - LF $ 6.50 $ - LF $ 1.00 $ - LS $ 1,015.00 1 $ 1,015.00 e 2a -2c nn $ 1,736.75 $ 36,471.75 $ 10,941.53 $ 47,413.28 Item No. Item Unit Unit Price Est Estimated 2101.601 Remove Trail Overgrowth LS Qty Cost Part II - Repair Existing Curb & Gutter 2101.601 Remove Trail Overgrowth LS $ 1,000.00 $ 2104.501 Remove Concrete Curb and Gutter LF $ 7.50 145 $ 1,087.50 2104.503 Remove Bituminous Trail Pavement SF $ 2.50 $ - 2104.503 Remove Concrete Sidewalk (4 ") SF $ 4.00 $ 2104.505 Remove Concrete Driveway Valley Gutter SY $ 12.50 $ - 2104.523 Salvage Casting EA $ 100.00 $ - 2105,501 Common Excavation CY $ 30.00 $ - 2211.501 6" Aggregate Base, Cl. 5 (100% Crushed) TON $ 25.00 5 $ 125.00 2360.501 SP WEA240B Wearing Course Mixture (Trail /Parking Lot Overlay) TON $ 70.00 $ - 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 5 $ 650.00 2504.602 Irrigation Repair EA $ 125.00 7 $ 875.00 2506.521 Install Casting EA $ 350.00 $ - 2506.602 Line 4' Diameter Structure LF $ 500.00 $ - 2506.602 Adjust Frame & Ring Casting (CB) HDPE Rings EA $ 400.00 3 $ 1,200.00 2506.602 Remove & Replace Casting (Catch Basin) EA $ 825.00 $ - 2506.602 Remove & Replace CBMH Structure w /Cstg (4' Dia.) EA $ 4,000.00 $ 2506.602 Remove & Replace CB Structure (2' x 3') EA $ 3,000.00 $ - 2506.602 Remove & Replace CB Structure w /Cstg (2' x 3') EA $ 3,500.00 $ 2506.602 Remove & Replace Top Slab 4' Dia (CBMH) EA $ 1,300.00 $ 2506.602 Repair/ Grout CB or MH Invert/ Doghouses EA $ 500.00 $ - 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 1 $ 100.00 2521.501 6" Concrete Ped Ramp w/ Wet Cast for Truncated Dome Inset SF $ 6.50 $ - 2521.501 4" Concrete Sidewalk SF $ 5.00 $ 2521.501 6" Concrete Bullnose SF $ 7.00 $ 2531.501 Concrete Curb & Gutter B612 LF $ 15.00 $ - 2531.501 Concrete Curb and Gutter, 8618 LF $ 16.00 15 $ 240.00 2531.501 Concrete Curb and Gutter, 8624 LF $ 17.00 $ - 2531.501 Concrete Curb and Gutter, D412 LF $ 15.00 $ - 2531.501 Concrete Curb and Gutter, Surmountable LF $ 15.50 130 $ 2,015.00 2531.507 Concrete Valley Gutter - High Early SY $ 55.00 $ - 2531.507 Repair 7" Concrete Driveway Pavement -High Early SY $ 55.00 $ 2531.618 Truncated Dome Detectable Warning Paver (2x2) EA $ 150.00 $ 2531.618 Truncated Dome Detactable Warning Paver (Radius Plate) EA $ 175.00 $ - 2540.602 Repair Underground Electric Fence EA $ 100.00 5 $ 500.00 2540.602 Repair Landscaping EA $ 250.00 2 $ 500.00 2572.503 Application of Water for Turf Establishment GAL $ 1.00 960 $ 960.00 2573.530 Storm Drain Inlet Protection EA $ 100.00 1 $ 100.00 2575.551 Select Topsoil/ Grade 1 Compost Mix CY $ 50.00 3 $ 150.00 2575.609 Seeding (MnDOT 270 w /Type 5 Hydromulch) SY $ 3.50 20 $ 70.00 Stonebridge Ponds 11 Subtotal $ 8,572.50 5% Contingency $ 428.63 Subtotal $ 9,001.13 30% Indirect Costs $ 2,700.34 Part II - Repair Existing Curb & Gutter $ 11,701.46 Part I - Bituminous Street Overlay $ 47,413.28 Part 11- Repair Existing Curb & Gutter $ 11,701.46 Project 1140 Total Cost $ 59,114.74 Stonebridge Ponds 12 n(a Appendix B Preliminary Assessment Roll City Project 1140 Stonebridge Ponds Granite Drive R -1 Residential P.I.N. Number of Lots Lot Assessment Total 700 Granite Drive 10- 72591 -01 -030 1 $ 1,480 $ 1,480 701 Granite Drive 10- 72590 -01 -010 1 $ 1,480 $ 1,480 704 Granite Drive 10- 72591 -01 -020 1 $ 1,480 $ 1,480 705 Granite Drive 10- 72590 -01 -020 1 $ 1,480 $ 1,480 708 Granite Drive 10- 72591 -01 -010 1 $ 1,480 $ 1,480 709 Granite Drive 10- 72590 -01 -030 1 $ 1,480 $ 1,480 712 Granite Drive 10- 72590 -01 -130 1 $ 1,480 $ 1,480 713 Granite Drive 10- 72590 -01 -040 1 $ 1,480 $ 1,480 717 Granite Drive 10- 72590 -01 -050 1 $ 1,480 $ 1,480 721 Granite Drive 10- 72590 -01 -.060 1 $ 1,480 $ 1,480 725 Granite Drive 10- 72590 -01 -070 1 $ 1,480 $ 1,480 729 Granite Drive 10- 72590 -01 -080 1 $ 1,480 $ 1,480 Subtotal 12 $ 17,760 Granite Court R -1 Residential P.I.N. Lot Equivalent Unit Assessment Total 4190 Granite Court 10- 72590 -01 -120 1 $ 1,480 $ 1,480 4191 Granite Court 10- 72590 -01 -090 1 $ 1,480 $ 1,480 4194 Granite Court 10- 72590 -01 -110 1 $ 1,480 $ 1,480 4195 Granite Court 10- 72590 -01 -100 1 $ 1,480 $ 1,480 Subtotal 4 $ 5,920 16 SF Lots Total Assessments 1 $ 23,680 Residential Frontage 1470 100.0% Non- Assessable Frontage 0 0.0% Total Frontage 1470 100.0% Stonebridge Ponds 13 v, q Stonebridge Ponds City Of Eagan Street Revitalization - Project 1140 Fig. 1 Engineering Department Location Map T5 Y a 04 w p K Q at&tiit�s W fA J s d D e d y 41 w CD W 1 7T Ww CN oil Mi CO Lp r 1 1 F: ♦`�e t:� 4.t 1 � iGX p Al 4" - �� t,� ' 4�� Yt !a I '� '-i'3 t � - � ��• � a q z x,' � a e��� ° _. a a t OR s art Ax *xq _t „{-� SSG -• :,I ,A-•L Y t� 4` RY, `,4a5.�,') +� 'X�: K. a e.tj c. � Bpi} - $=+q �t-ii to }v ro.� 9• tq� , . '�7 •'ter }�+>+•?.x' � �fE g _'_ -1 "s, "�t_ #h�'w } trtl - ..�,,....,.�,., --F r, � �:F RB'it r y 5�} . "- + , x; :b. ,.�, r max- �rj�; _ .: po,r1 *?�#i� •� �� pxW'OK }oafad\noadWl ;aaj ;g KOZ\S10afwd AIDWE 3NIE)NmsSjasnvi 9111111067ni EDGE MIL (6' -8' wide) REPLACE EX. CURB & GUTTER AS DIRECTED 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Existing Typical Section 50' ROW 30' EX. D412 CONC. CURB & GUTTER 11/2" TYPE 2360 BITUMINOUS OVERLAY BITUMINOUS TACK COAT 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section 11/10/20131 Stonebridge Ponds City of Egg Street Revitalization -Project 1140 Fig. 3 Engineering Division Typical Sections M Stonebridge Ponds Neighborhood Street Revitalization City Project No. 1140 Informational Meeting — 5:30 P.M. Monday, December 30, 2013 Conference Room 1A1B Attendance Aaron Nelson, Assistant City Engineer, 1 resident representing 1 single family home (see attached sign -in sheet). This meeting was held concurrently with the Oakwood Heights 2 °a Addition neighborhood in which no residents attended. Presentation of Protect Details Nelson welcomed the resident and presented project information, including details such as construction, costs, schedule and assessments. A short ETV video on the street improvement process was also shown. Questions / Comments 1. How old are the streets in the neighborhood? The first block was built in 1985, and the remainder was 1993. 2. How long will the construction last? Construction is anticipated to begin in May (weather dependent). The size and scope of the improvements will likely result in approximately a 3 week construction timeframe. 3. How are assessments calculated? With residential properties, the city shares the cost of all work performed between the curbs 50150 with the adjacent property owners. Any work in the curbs or boulevard is paid 100% by the city. The property owner's portion is split evenly among all lots in the neighborhood. 4. How and when will the final assessment amounts be determined? A letter will be mailed to all properties this fall after construction is complete. The letter will include the final assessment amounts associated with each property. It will also invite property owners to another public hearing that specifically addresses the final costs. At the close of this meeting and the City Council's corresponding approval of the final assessment costs, there is a 30 day window in which payments can be made without interest. Payment during this 30 -day period should be made at city hall. After the 30 -day period, any remaining portion of the assessment will be forwarded to Dakota County for collection as part of the property taxes. 3.5% to 5% interest is anticipated to be charged annually until paid in full. 5. How much damage to the concrete curb and gutter warrants repairs? It is common for concrete to crack. If the crack is tight and the curb is still functional, the curb will likely remain in place. If the crack is separated, heaved, or offset, or large chunks are missing that make the gutter not function properly, then the curb will likely be repaired. 6. Some manholes are currently settled into the street. Will they be raised to the new street elevation? Right before the street is paved, all manholes and gate valves in the street will be adjusted to the new street elevation. The meeting adjourned at 6:05 p.m. r Stonebridge Ponds Addition Neighborhood Meeting Project 1140, Contract 14 -03 Monday, December 30, 2013 5:30 p.m. — Conference Room 1AB NAME 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. HOUSE NUMBER & STREET PHONE V-cl V, t4 V/1 Agenda Information Memo January 21, 2014 Eagan City Council Meeting B. PROJECT 1139, OAKWOOD HEIGHTS 2ND ADDITION STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1139 (Oakwood Heights 2"d Addition - Street Improvements) as presented and authorize the preparation of detailed plans and specifications. FACTS: • Since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets, significantly extending their overall life expectancy. During these past 24 years, the City has rehabilitated approximately 214 miles of local streets. • The resurfacing of the residential streets within the Oakwood Heights 2nd Addition neighborhood in southeast Eagan has been programmed for 2014 in the City's 5 -Year Capital Improvement Program. • On June 4, 2013, the City Council directed staff to prepare a feasibility report considering a rehabilitation of these streets. • On December 3, 2013, the feasibility report for Project 1139 was presented to the City Council and a Public Hearing was scheduled for January 7 to formally present and discuss the report with the adjacent property owners. On January 7, the public hearing was continued by the City Council to January 21. • An informational neighborhood meeting was held on December 30 for the adjacent property owners to discuss the proposed improvements. Of the 38 total properties (residential twin homes) proposed to be assessed under this improvement, no one attended the meeting. • All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. ATTACHMENTS: • Feasibility Report, pages K through ID A. 1 MEW qt.T t�(f 3 i t t vi j { � j: l t : ,r x j �; ; c z..... { K twJt>'l \•.a�� -?xet i , �Ji� �� .F1 IE mi :2 Z I t••3 "`t, j f 4 — �'�p�.m..�a, rw.r.'�`s•'y4'i._i S '� 1 Lf- \. d a.^`•`✓ � j 40k� City of EaRan Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 3, 2013 Re: Oakwood Heights 2nd Addition Street Revitalization City Project No.: 1139 Attached is the feasibility report for the Oakwood Heights 2nd Street Revitalization, City Project No. 1139. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at you convenience to review and discuss the contents of this report. Reviewed By: epartment of Public Works Reviewed By: Finance a artment I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Aaron Nelson Date: ) Z i 3'% 1 %'3 Reg. No. 45795 Date: 14� 1I- ( Date: Z.A.// 9 8 &J TABLE OF CONTENTS ExecutiveSummary ...................................................................... ............................... 1 Introduction/ History ....................................................................... ..............................2 Scope............................................................................................. ..............................3 AreaTo Be Included ....................................................................... ..............................3 StreetPavement Evaluation ........................................................... ..............................3 ProposedImprovements ................................................................ ..............................4 Easements /Permits ........................................................................ ..............................6 Feasibility /Recommendations ........................................................ ..............................6 CostEstimate ................................................................................. ..............................6 Assessments.................................................................................. ..............................6 AssessmentFinancing Options ....................................................... ..............................7 RevenueSource ............................................................................. ..............................8 ProjectSchedule ............................................................................ ..............................8 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 - 2 3 Location Map Street Improvement /Assessment Area Map Typical Section — Mill & Overlay E Executive Summary Background Project Name Oakwood Heights 2nd Project # 1139 Street Area 42,440 Sq. Ft. Street Length 1247 Feet $ 51,200 (64 %) Constructed 1983 and 1985 Reconstructed - Streets Included Lynx Court Cougar Drive Crack Sealed - 1989 Seal Coated 1996 2005 Absolute Location SW % of Section 25 Township 27, Range 23 Relative Location North of Wilderness Run Road West of Dodd Road Project Details PCI Rating 51/100 • Roadway resurfacing (edge mill & Recommended Patch /Repair and 1 -1/2" overlay) Improvement Overlay • Replacement of damaged curb & Curb Removal 14% gutter Scope • Adjustment /Replacement of: • Sanitary /Storm sewer • Utility castings • Residential Lots 38 Water gate valves • Street signage Cost Estimate/ Revenue Oakwood Heights 2nd 1 8q Property City Mill & Overlay w/ Signage $ 57,100 Repair Existing Concrete Curb & Gutter $ 22,600 $ 28,500 - $ 28,600 $ 22,600 Total $ 79,700 $ 28,500 (36 %) $ 51,200 (64 %) Oakwood Heights 2nd 1 8q November 19, 2013 Neighborhood Street Revitalization Oakwood Heights 2nd Addition Eagan, Minnesota 1;�> Introduction History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 1,247 feet of Oakwood Heights 2nd Addition residential streets in southeast Eagan has been identified for 2014 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street in this residential neighborhood was constructed in 1983 and 1985. Based on the data and engineering strategies available at this time, the City's current PIVIP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roads located within the project area, which are currently in the 28 and 30 year time frames, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that this street was seal coated in 1989, 1996, and 2005. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Oakwood Heights 2nd V Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right -of- way and easements such as street lights, utility boxes, and above ground storm water ponds /access, and pedestrian features were evaluated. The rehabilitation of City- maintained items is included in this project, if needed. 4 oa.. Scoae This project will provide resurfacing (edge mill and overlay) for approximately 1,247 feet of roadway. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and replacement of street signage. 1;�>Area to Be Included Properties included in the project lie within the SW %, Section 25, lying North of Wilderness Run Road, West of Dodd Road, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. ;� Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance /Crack Seal /Seal Coat 36-55 Patch /Repair and /or Overlay 0-35 Reconstruct/ Reclaim Oakwood Heights 2 n 3 The 2013 PCI rankings for the street segments have a weighted average pavement condition rating of 5.1 for Oakwood Heights 2nd Addition, which falls in the "Patch /Repair and /or Overlay" category, as mentioned above. The street pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2014 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. Proposed Improvements Pavement t- The proposed street improvements for Oakwood Heights 2nd are shown in Figure 3. The existing street section for this roadway consists of 3 -1/2" bituminous pavement supported by 8" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and gutter (6' -8' wide) to accommodate a 1% -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for residential streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 14% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new turf, where possible, to help ensure its growth. Oakwood Heights 2nd 4 0,0 Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights —The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete Streets" is a transportation and design approach that plans, designs, operates, and maintains streets in a means to enable safe, convenient and comfortable travel and access for users of all ages and abilities regardless of their mode of transportation. Complete Streets allow for safe travel by those walking, bicycling, driving automobiles, riding public transportation, or delivering goods. In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). The streets in this neighborhood were reviewed to determine if additional Complete Streets opportunities are available and /or feasible. The streets are relatively narrow at 32 feet wide, low traffic volumes, have limited access points, and a trail is available along the north side of Oakwood Heights 2nd a Wilderness Run Road to connect pedestrians to the City and regional trail system. The pedestrian curb ramps at the intersecting trails will be replaced if necessary to meet current ADA design standards. Given the existing and proposed elements available for all users, the streets in this neighborhood meet the intent of the complete streets guidelines. Easement Permits All work will be in the public right -of -way. No additional easements are anticipated. It is anticipated that no permits will be required for the resurfacing project. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2014 — 2018) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. a; Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2014 construction costs and include a 5% contingency and indirect cost of 30 %, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows; Oakwood Heights 2nd Addition • Mill & Overlay ......................................... ............................... $ 57,100 • Repair Existing Concrete Curb & Gutter . ............................... $ 22,600 Total............................................ ............................... $ 79,700 Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Oakwood Heights 2nd 6 Qa Policy for a mill and overlay improvement for residential streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay - Low - Density Residential (R- 1,2,3) 50% 50% Repair Existing Concrete Curb & Gutter - 100% Residential Lots — All residential lots (38 total twin home units as shown on Figure 2, having driveway access on to the street to be improved are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The estimated cost per residential unit, based on the City's Assessment Policy, is $750 /unit and is calculated as follows: Residential Properties 0 2,494' Residential Frontage / 2,494' Total Frontage = 100% o $57,100 (Mill & Overlay Costs) x 50% x 100% = $28,500 (Total R -1 Assessment) o $28,550 / 38 units = $750/ single - family lot Assessment Financing Ontlons The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over five years for residential owners. In 2013, the interest rate was set at 3.5 %. The 2014 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of a residential lot assessment of $750 with an estimated 3.5% interest for the assessed amounts, and assumes 14 months interest for the first year: FPrincipal Per Year Interest Per Year Cost Per Year First Year $150 �$31 — -1 - � $181 i__�.-- -__ —�_ �__.F[Fifth Yea r $150 $155 Bonds may be issued to finance the improvements. Oakwood Heights 2nd 1 9�_J 4t# Revenue Source A summary of revenue sources is listed helnw- The City's Major Street Fund will finance the estimated project deficit of $51,200 (64% of total). Project Schedule Present Feasibility Report to City Council/ OrderPublic Hearing .......................... ............................... .......................December 3, 2013 Informational Meeting ..................... ............................... .......................December 30, 2013 PublicHearing ..................................... ............................... ........................January 21, 2014 Approve Plans and Specifications ............................. ............................... February 18, 2014 BidDate ......................................................................... ............................... March 27, 2014 AwardContract ........................................ ............................... ..........................April 1, 2014 StartConstruction .............................................................. ............................... May 1, 2014 Project Completion ........................................................... ............................... August, 2014 Final Cost Report .................................... ............................... .....................September, 2014 Final Assessment Hearing ....................................................... ............................... Fall, 2014 First Payment Due with Property Tax Statement ............ ............................... May 15, 2015 Oakwood Heights 2nd 8 6� Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 57,100 $ 28,500 $ 28,600 Repair Existing Curb & Gutter $ 22,600 - $ 22,600 Totals $ 79,700 $ 28,500 $ 51,200 The City's Major Street Fund will finance the estimated project deficit of $51,200 (64% of total). Project Schedule Present Feasibility Report to City Council/ OrderPublic Hearing .......................... ............................... .......................December 3, 2013 Informational Meeting ..................... ............................... .......................December 30, 2013 PublicHearing ..................................... ............................... ........................January 21, 2014 Approve Plans and Specifications ............................. ............................... February 18, 2014 BidDate ......................................................................... ............................... March 27, 2014 AwardContract ........................................ ............................... ..........................April 1, 2014 StartConstruction .............................................................. ............................... May 1, 2014 Project Completion ........................................................... ............................... August, 2014 Final Cost Report .................................... ............................... .....................September, 2014 Final Assessment Hearing ....................................................... ............................... Fall, 2014 First Payment Due with Property Tax Statement ............ ............................... May 15, 2015 Oakwood Heights 2nd 8 6� Appendix A Preliminary Cost Estimate City Project 1139 Oakwood Heights 2nd Item No. Item Unit Unit Price Est Estimated $ 160.00 2504.602 Repair Gate Valve Mid Section Qty Cost Part I - Bituminous Street Overlay Adjust Gate Valve Box EA $ 160.00 1 $ 160.00 2504.602 Repair Gate Valve Mid Section EA $ 350.00 $ 2021.501 Mobilization LS 4,000.00 1 $ 4,000.00 2104.505 Remove Bituminous Pavement SY $ 12.50 20 $ 250.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6" Width) SY $ 1.50 1990 $ 2,985.00 2232.501 Mill Bituminous Pavement - Full Width (1 -1/4" Depth) SY $ 2.00 $ $ - 2357.502 Bituminous Material for Tack Coat GAL $ 3.00 310 $ 930.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 60.00 450 $ 27,000.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 7 $ 910.00 2504.602 Adjust Gate Valve Box EA $ 160.00 1 $ 160.00 2504.602 Repair Gate Valve Mid Section EA $ 350.00 $ - 2504.602 Repair Gate Valve Top Section w /Cover EA $ 300.00 $ 2506.503 Reconstruct 4' Dia. MH LF $ 530.00 $ - 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 450.00 4 $ 1,800.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $ 225.00 1 $ 225.00 2506.602 Remove & Replace Frame & Ring Casting (27 ") EA $ 825.00 $ - 2506.602 Remove & Replace Top Slab w /Cstg (16428) EA 2,000.00 $ - 2563.601 Traffic Control LS 2,000.00 1 $ 2,000.00 2581.501 Pavement Message Arrow (Right) - Epoxy EA $ 130.00 $ - 2581.501 Pavement Message Arrow (Left) - Epoxy EA $ 130.00 $ - 2581.501 Pavement Message Arrow (Right /Thru) - Epoxy EA $ 175.00 $ - 2581.501 Pavement Message Arrow (Left /Thru) - Epoxy EA $ 175.00 $ 2582.501 Pavement Message (Stop Ahead) - Epoxy EA $ 500.00 $ 2582.502 12" Solid Line White - Epoxy LF $ 5.00 $ 2582.502 4" Solid Line White - Epoxy LF $ 1.00 $ 2582.502 24" Solid Line White - Epoxy LF $ 8.00 $ - 2582.502 24" Solid Line Yellow - Epoxy LF $ 6.50 $ 2582.502 4" Double Solid Line Yellow - Epoxy LF $ 1.00 $ 2582.503 Zebra Crosswalk White - Epoxy SF $ 7.00 $ - SP -1 Signage Remove and Replace LS 1,550.00 1 $ 1,550.00 Subtotal 5% Contingency Oakwood Heights 2nd 9 �� e — — $ 2,090.50 Subtotal 30% Indirect Costs Part I - Bituminous Street Overlay $ 43,900.50 $ 13,170.15 $ 57,070.65 Item No. Item Unit Unit Price Est Estimated Qty Cost Part II - Repair Existing Curb & Gutter 2101.601 Remove Trail Overgrowth LS 1,000.00 $ - 2104.501 Remove Concrete Curb and Gutter LF $ 7.50 380 $ 2,850.00 2104.503 Remove Bituminous Trail Pavement SF $ 2.50 $ - 2104.503 Remove Concrete Sidewalk (4 ") SF $ 4.00 $ - 2104.505 Remove Concrete Driveway / Valley Gutter SY $ 12.50 10 $ 125.00 2104.523 Salvage Casting EA $ 100.00 $ - 2105.501 Common Excavation CY $ 30.00 $ - 2211.501 6" Aggregate Base, Cl. 5 (100% Crushed) TON $ 25.00 5 $ 125.00 2360.501 SP WEA240B Wearing Course Mixture (Trail /Parking Lot Overlay) TON $ 70.00 $ - 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 10 $ 1,300.00 2504.602 Irrigation Repair EA $ 125.00 5 $ 625.00 2506.521 Install Casting EA $ 350.00 $ - 2506.602 Line 4' Diameter Structure LF $ 500.00 $ - 2506.602 Adjust frame & Ring Casting (CB) HDPE Rings EA $ 400.00 1 $ 400.00 2506,602 Remove & Replace Casting (Catch Basin) EA $ 825.00 $ - 2506.602 Remove & Replace CBMH Structure w /Cstg (4' Dia.) EA 4,000.00 $ - 2506.602 Remove & Replace CB Structure (2'x 3') EA 3,000.00 $ 2506.602 Remove & Replace CB Structure w /Cstg (2'x 3') EA 3,500.00 $ 2506.602 Remove & Replace Top Slab 4' Dla (CBMH) EA 1,300.00 $ - 2506.602 Repair/ Grout CB or MH Invert/ Doghouses EA $ 500.00 $ - 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2521.501 6" Concrete Ped Ramp w/ Wet Cast for Truncated Dome Inset SF $ 6.50 $ - 2521,501 4" Concrete Sidewalk SF $ 5.00 $ 2521.501 6" Concrete Bullnose SF $ 7.00 $ 2531.501 Concrete Curb & Gutter B612 LF $ 15.00 $ - 2531.501 Concrete Curb and Gutter, 8618 LF $ 16.00 $ - 2531.501 Concrete Curb and Gutter, 8624 LF $ 17.00 $ - 2531.501 Concrete Curb and Gutter, D412 LF $ 15.00 380 $ 5,700.00 2531.501 Concrete Curb and Gutter, Surmountable LF $ 15.50 $ - 2531.507 Concrete Valley Gutter - High Early SY $ 55.00 10 $ 550.00 2531.507 Repair 7" Concrete Driveway Pavement - High Early SY $ 55.00 $ - 2531.618 Truncated Dome Detectable Warning Paver (2x2) EA $ 150.00 $ - Oakwood Heights 2nd 10 C((P 2531.618 Truncated Dome Detactable Warning Paver (Radius Plate) EA $ 175.00 $ 2540.602 Repair Underground Electric Fence EA $ 100.00 5 $ 500.00 2540.602 Repair Landscaping EA $ 250.00 5 $ 1,250.00 2572.503 Application of Water for Turf Establishment GAL $ 1.00 2400 $ 2,400.00 2573.530 Storm Drain Inlet Protection EA $ 100.00 1 $ 100.00 2575.551 Select Topsoil/ Grade 1 Compost Mix CY $ 50.00 5 $ 250.00 2575.609 Seeding (MnDOT 270 w /Type 5 Hydromulch) SY $ 3.50 50 $ 175.00 Subtotal $ 16,550.00 5% Contingency $ 827.50 Subtotal $ 17,377.50 30% Indirect Costs $ 5,213.25 Part II - Repair Existing Curb & Gutter $ 22,590.75 Part I - Bituminous Street Overlay $ 57,070.65 Part 11- Repair Existing Curb & Gutter $ 22,590.75 Project 1139 Total Cost S 79.661.40 Oakwood Heights 2nd 11 Rri Appendix B Preliminary Assessment Roll City Project 1139 Oakwood Heights 2nd Addition Oakwood Heights 2nd 12 ri b Cougar Drive R -2 Residential P.I.N. Lot Equivalent Unit Assessment Total 751 Cougar Drive 10- 53801 -01 -141 1 $ 750.00 $ 750.00 753 Cougar Drive 10- 53801 -01 -142 1 $ 750.00 $ 750.00 757 Cougar Drive 10- 53801 -01 -131 1 $ 750.00 $ 750.00 758 Cougar Drive 10- 53801 -02 -052 1 $ 750.00 $ 750.00 759 Cougar Drive 10- 53801 -01 -132 1 $ 750.00 $ 750.00 760 Cougar Drive 10- 53801 -02 -051 1 $ 750.00 $ 750.00 765 Cougar Drive 10- 53801 -01 -122 1 $ 750.00 $ 750.00 767 Cougar Drive 10- 53801 -01 -121 1 $ 750.00 $ 750.00 768 Cougar Drive 10- 53801 -02 -041 1 $ 750.00 $ 750.00 770 Cougar Drive 10- 53801 -02 -042 1 $ 750.00 $ 750.00 773 Cougar Drive 10- 53801 -01 -112 1 $ 750.00 $ 750.00 775 Cougar Drive 10- 53801 -01 -111 1 $ 750.00 $ 750.00 778 Cougar Drive 10- 53801 -02 -031 1 $ 750.00 $ 750.00 780 Cougar Drive 10- 53801 -02 -032 1 $ 750.00 $ 750.00 781 Cougar Drive 10- 53801 -01 -101 1 $ 750.00 $ 750.00 783 Cougar Drive 10- 53801 -01 -102 1 $ 750.00 $ 750.00 784 Cougar Drive 10- 53801 -02 -021 1 $ 750.00 $ 750.00 786 Cougar Drive 10- 53801 -02 -022 1 $ 750.00 $ 750.00 789 Cougar Drive 10- 53801 -01 -091 1 $ 750.00 $ 750.00 790 Cougar Drive 10- 53801 -02 -011 1 $ 750.00 $ 750.00 791 Cougar Drive 10- 53801 -01 -092 1 $ 750.00 $ 750.00 792 Cougar Drive 10- 53801 -02 -012 1 $ 750.00 $ 750.00 Subtotal 22 $ 16,500.00 Oakwood Heights 2nd 12 ri b Lynx Court R -2 Residential P.I.N. Lot Equivalent Unit Assessment Total 4425 Lynx Court 10- 53801 -01 -061 1 $ 750.00 $ 750.00 4427 Lynx Court 10- 53801 -01 -062 1 $ 750.00 $ 750.00 4428 Lynx Court 10- 53801 -01 -072 1 $ 750.00 $ 750.00 4430 Lynx Court 10- 53801 -01 -071 1 $ 750.00 $ 750.00 4431 Lynx Court 10- 53801 -01 -051 1 $ 750.00 $ 750.00 4433 Lynx Court 10- 53801 -01 -052 1 $ 750.00 $ 750.00 4437 Lynx Court 10- 53801 -01 -042 1 $ 750.00 $ 750.00 4439 Lynx Court 10- 53801 -01 -041 1 $ 750.00 $ 750.00 4440 Lynx Court 10- 53801 -01 -080 2 $ 750.00 $ 1,500.00 4443 Lynx Court 10- 53801 -01 -031 1 $ 750.00 $ 750.00 4445 Lynx Court 10- 53801 -01 -032 1 $ 750.00 $ 750.00 4449 Lynx Court 10- 53801 -01 -021 1 $ 750.00 $ 750.00 4451 Lynx Court 10- 53801 -01 -022 1 $ 750.00 $ 750.00 4455 Lynx Court 10- 53801.01 -012 1 $ 750.00 $ 750.00 4457 Lynx Court 10- 53801 -01 -011 1 $ 750.00 $ 750.00 Subtotal 16 $ 12,000 38 R2 Lots Total Assessments $ 28,500 Residential Frontage 2494 100.0% Non - Assessable Frontage 0 0.0% Total Frontage 2494 100.0% Oakwood Heights 2nd 13 cm Oakwood Heights 2nd City of Eap Street Revitalization - Project 1139 Fig. 1 Engineering Department Location Map � ()o � -� �4x�I> 'i.�• � -`� sFk� x�� .i k� a �u uny p its % .k , ' -� ■ sue+ t-!s� 7, try •: v,: t �_ i.. tu co N O_ 1G _ - �_ f 'j. , ice} •`'���_ • / , K fl :tic+"' t:s..j U- eIK >� if 00 , V NMI co N "dK �istl' C q syU .: .� i ^. - �' 1 Yd�• {lid `' V T CO N�} co N p c� * Aw o XUA tk 1 �j t �F.. -': u`� - �L •�:`fLa � add 0) k 0.i+? Lo �,;,• 3�f. !�i.'cj'� .'d.1. �t ? �� l� t ..� ,tea, -c�= ct !�} � •'G � ?�V b� _ ���� �''fd. _ f i ' .. ¢t .?i 4.+ � '�t1y 3 . Y i1�lC s 'UAR $v= jFh' Stij't'hitC°1y5 e:, Ile' OdY pxw'6g[l aoa(wd \nasdw!;aoilS KOEW;oa(ad Al!OW33NI0N3 \SL13Sf1 \:l I 50' ROW EDGE MIL (6' -8' wide) REPLACE EX. CURB & GUTTER AS DIRECTED 31/2" BITUMINOUS SURFACE 8" CL. 5 AGGREGATE BASE Existing Typical Section 50' ROW 34'(B -B 11/2" TYPE 2360 BITUMINOUS BITUMINOUS TACK COAT 31/2" BITUMINOUS SURFACE 8" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section EX. D412 CURB & GUTTER Y 3i y 11_ Oakwood Heights 2nd Add. City of Eap Street Revitalization -Project 1139 Fig. 3 Engineering Department tnA Typical Sections Agenda Information Memo January 21, 2014 Eagan City Council Meeting C. PROJECT 1137, ALDEN POND STREET IMPROVEMENTS ACTION TO BE CONSIDERED: Approve Project 1137 (Alden Pond Street Improvements) as presented and authorize the preparation of detailed plans and specifications. FACTS: • Since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets, significantly extending their overall life expectancy. During these past 24 years, the City has rehabilitated approximately 214 miles of local streets. • The resurfacing of Alden Pond Lane, a residential street within the Alden Pond Addition in west - central Eagan, has been programmed for 2014 in the City's 5 -Year Capital Improvement Program. • On June 4, 2013, the City Council directed staff to prepare a feasibility report considering a rehabilitation of this street. • On December 3, 2013, the feasibility report for Project 1137 was presented to the City Council and a Public Hearing was scheduled for January 7 to formally present and discuss the report with the adjacent property owners. On January 7, the public hearing was continued by the City Council to January 21. • An informational neighborhood meeting was held on December 30 for the adjacent property owners to discuss the proposed improvements. Of the 214 total units (R3 rental townhomes) proposed to be assessed under this improvement, all owned by a property management company, 2 representatives of the property owner attended the meeting. • All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. ATTACHMENTS: • Feasibility Report, pages Ln through • Neighborhood Meeting Minutes, pages t01 through I. + t o X s �' f j+ i f .r _ - s / /' /s t I ♦ 4 �_cj ix� -3 .t �., LZ 7�`r� o, try n�y� SS r.. r "� b44 C+-t' _ S 1' IN 1 l :�„M• 1 ` _ , 1 -"1,, - 1 \ � 11 40� City of Ea p ya To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 3, 2013 Re: Alden Pond Street Revitalization City Project No.: 1137 Attached is the feasibility report for the Alden Pond Street Revitalization, City Project No. 1137. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at you convenience to review and discuss the contents of this report. Reviewed By: Department of Public Works Reviewed By: Finance a artment I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. 'A ( / // / At'- Aaron Nelson Date: Ir '�.._I e3 I i 'I Reg. No. 45795 11 Date: /�;' Date: / /i � Ot TABLE OF CONTENTS ExecutiveSummary ...................................................................... ............................... 1 Introduction / History ....................................................................... ..............................2 Scope............................................................................................. ..............................3 AreaTo Be Included ....................................................................... ..............................3 StreetPavement Evaluation ........................................................... ..............................3 ProposedImprovements ................................................................ ..............................4 Easements /Permits ........................................................................ ..............................6 Feasibility /Recommendations ........................................................ ..............................6 CostEstimate ................................................................................. ..............................7 Assessments.................................................................................. ..............................7 AssessmentFinancing Options ....................................................... ..............................8 RevenueSource ............................................................................. ..............................8 ProjectSchedule ............................................................................ ..............................9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 Location Map - 2 Street Improvement /Assessment Area Map - 3 Typical Section — Mill & Overlay M (Q Executive Summary Background Project Name Alden Pond Project # 1137 Street Area 50,740 Sq. Ft. Street Length 1,770 Feet Streets Included Alden Pond Lane Constructed 1989 Reconstructed - Crack Sealed - Seal Coated 1995 and 2006 Absolute Location W % ofSection 9 Township 27, Range 23 Relative Location North of Yankee Doodle Road West of Pilot Knob Road Scope Project Details • Roadway resurfacing (edge mill & 1 -1/2" overlay) • Replacement of damaged curb & gutter • Adjustment /Replacement of: o Sanitary /Storm sewer o Utility castings o Watergate valves o Street signage PCI Rating Recommended Improvement Curb Removal Residential Parcels Cost Estimate/ Revenue 41/100 Patch /Repair and Overlay 11% 29 parcels (214 units) Alden Pond 1 1 C)9 Property City Mill & Overlay $ 61,950 Repair Existing Concrete Curb & Gutter $ 46,920 $ 31,030 - $ 30,920 $ 46,920 Total $ 108,870 $ 31,030 (28 %) $ 77,840 (72 %) Alden Pond 1 1 C)9 November 19, 2013 Neighborhood Street Revitalization Alden Pond Eagan, Minnesota 1;�>Ilntroduction/ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 1/3 mile, Alden Pond residential street, in northwest Eagan has been identified for 2014 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street in this residential neighborhood was constructed in 1989. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (at 5 to 7 years, again at 12 to 14 years) with a bituminous overlay at approximately 20+ years. Overlaying the roadway located within the project area, which is currently in the 24 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that this street was seal coated in 1995 and 2006. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Alden Pond 2 � 08 Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right -of- way and easements such as street lights, utility boxes, and above ground storm water ponds /access, and pedestrian features were evaluated. The rehabilitation of City - maintained items is included in this project, if needed. Scope This project will provide resurfacing (edge mill and overlay) for approximately 1770 feet of roadway. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and /or replacement to sanitary /storm sewer utility castings, water gate valves, and replacement of street signage. Area to Be Included Properties included in the project lie within the W %, Section 9, lying north of Yankee Doodle Road, West of Pilot Knob Road, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. ,r„ Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance /Crack Seal /Seal Coat 36-55 Patch /Repair and /or Overlay 0-35 Reconstruct/ Reclaim Alden Pond 3 � ®(} The 2013 PCI rankings for the street segments have a weighted average pavement condition rating of 41 for Alden Pond, which falls in the "Patch /Repair and /or Overlay" category, as mentioned above. The street pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2014 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. 1;�>Proposed Improvements Pavement - The proposed street improvements for Alden Pond are shown in Figure 3. The existing street section for this roadway consists of 3" bituminous pavement supported by 6" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and gutter (6' -3' wide) to accommodate a 1% -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for residential streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 11% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new seed, where possible, to help ensure its growth. Alden Pond 4 ��� Utility Adjustment /Replacement — Sanitary /storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. - p Sidewalk /Path & Pedestrian Ramp — Revisions to the Americans with Disabilities Act (ADA) requires jurisdictional agencies to provide detectable warnings at all existing pedestrian ramps of sidewalks and paths with public streets that are improved, including street surface improvements. The most common method of providing this detectable warning is through the installation of truncated domes a minimum of two feet in length across the width of all pedestrian ramps. This project provides for the installation of truncated dome pedestrian ramps along the existing trail where they currently do not exist. Signage - Traffic and street identification signage within the project limits has reached the end of its useful life expectancy and is in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and nighttime visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Xcel Energy) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Alden Pond 5 1 �� Complete Streets — "Complete streets" is the planning, scoping, design, implementation, operation, and maintenance of roads in order to reasonably address the safety and accessibility needs of users of all ages and abilities. Complete streets considers the needs of motorists, pedestrians, transit users and vehicles, bicyclists, and commercial and emergency vehicles moving along and across roads, intersections, and crossings in a manner that is sensitive to the local context and recognizes that the needs vary in urban, suburban, and rural settings (MINN. STAT. 174.75, Subd. 1.). In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). People are starting to see the need to increase physical activity or the need to transition to different transportation modes. In some instances, they may find that they do not feel safe walking or biking in their neighborhoods due to inadequate pedestrian and bicycle facilities. This heightened awareness of the need for active living, along with the desire for improved community livability and transportation options encourages planning, designing and maintenance of streets to accommodate adequate biking and walking infrastructure. The streets in this neighborhood were reviewed to determine if additional Complete Streets opportunities are available and /or feasible. The streets are relatively narrow at 32 feet wide, low traffic volumes, have limited access points, and trails are available along both the north and south intersecting streets to connect pedestrians to the City and regional trail system. The pedestrian curb ramps at the intersecting trails will be replaced to meet current ADA design standards. Given the existing and proposed elements available for all users, the streets in this neighborhood meet the intent of the complete streets guidelines. Easement Permits All work will be in the public right -of -way. No additional easements are anticipated. It is anticipated that no permits will be required for the resurfacing project. ,dk Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. Alden Pond 6 `� a The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2014 — 2018) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2014 construction costs and include a 5% contingency and indirect cost of 30 %, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Alden Pond • Mill & Overlay ............................................................. ..............................$ 61,950 • Repair Existing Concrete Curb & Gutter .................. ..............................$46,920 • Total ...................................................................... ..............................$ 108,870 Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay— Low - Density Residential (R -3) 50% 50% Repair Existing Concrete Curb & Gutter - 100% Residential Lots — All residential lots (29 R -3 residential buildings, with 214 total units), as shown on Figure 2, having driveway access on to the street to be improved are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The estimated cost per residential lots is based on the City's Assessment Policy is $145/lot and is calculated as follows: • Multi - Family Residential o 3,540' R -3 Frontage / 3540' Total Frontage = 100% o - $61,950 Will & Overlay Costs) x 50% x 1001,. = $30,975 (Total R -3 Assessment) Alden Pond 1�� o $30,975 / 214 units = $145/ unit o Each building includes between 1 and 8 units • ra. Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over five years for residential owners. In 2013, the interest rate was set at 3.5 %. The 2014 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of an R -3 residential lot assessment of $145 /unit with an estimated 3.5% interest for the assessed amounts, and assumes 14 months interest for the first year: Principal Per Year I Interest Per Year I Cost Per Year First Year 1 $29 Fifth Year I $29 Bonds may be issued to finance the improvements. Revenue Sou A summary of revenue sources is listed helnw- $6 $1 $35 $30 The City's Major Street Fund will finance the estimated project deficit of $77,840 (72% of total). Alden Pond 8 �l� Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 61,950 $ 31,030 $ 30,920 Repair Existing Curb & Gutter $ 46,920 - $ 46,920 Totals $ 108,870 $ 31,030 $ 77,840 The City's Major Street Fund will finance the estimated project deficit of $77,840 (72% of total). Alden Pond 8 �l� �Project Schedule Present Feasibility Report to City Council/ Order Public Hearing .......................... ............................... .......................December 3, 2013 Informational Meeting ...................... ............................... ......................December 30, 2013 Public Hearing ..................................... ............................... ........................January 21, 2014 Approve Plans and Specifications ............................. ............................... February 18, 2014 BidDate ......................................................................... ............................... March 27, 2014 AwardContract ........................................ ............................... ..........................April 1, 2014 StartConstruction .............................................................. ............................... May 1, 2014 ProjectCompletion ........................................................... ............................... August, 2014 Final Cost Report .................................... ............................... .....................September, 2014 Final Assessment Hearing ....................................................... ............................... Fall, 2014 First Payment Due with Property Tax Statement ............ ............................... May 15, 2015 Alden Pond 9 � 1'J Appendix A Preliminary Cost Estimate City Project 1137 Alden Pond Item No. Item Unit Unit Price Est Estimated 2021.501 Mobilization LS Qty Cost Part i - Bituminous street Overlay 2021.501 Mobilization LS $ 4,000.00 1 $ 4,000.00 2104.505 Remove Bituminous Pavement SY $ 12.50 $ - 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6" Width) SY $ 1.50 2500 $ 3,750.00 2232.501 Mill Bituminous Pavement - Full Width (1 -1/4" Depth) SY $ 2.00 $ - 2357.502 Bituminous Material for Tack Coat GAL $ 3.00 380 $ 1,140.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 60.00 550 $ 33,000.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 1 $ 130.00 2504.602 Adjust Gate Valve Box EA $ 160.00 1 $ 160.00 2504.602 Repair Gate Valve Mid Section EA $ 350.00 $ - 2504.602 Repair Gate Valve Top Section w /Cover EA $ 300.00 $ - 2506.503 Reconstruct 4' Dia. MH LF $ 530.00 $ - 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 450.00 $ - 2506.602 Adjust Manhole Casting - Riser Adjustment EA $ 225.00 $ - 2506.602 Remove & Replace Frame & Ring Casting (27 ") EA $ 825.00 $ - 2506.602 Remove & Replace Top Slab w /Cstg (16421) EA $ 2,000.00 $ - 2563.601 Traffic Control LS $ 2,000.00 1 $ 2,000.00 2581.501 Pavement Message Arrow (Right) - Epoxy EA $ 130.00 $ - 2581.501 Pavement Message Arrow (Left) - Epoxy EA $ 130.00 $ - 2581.501 Pavement Message Arrow (Right /Thru) - Epoxy EA $ 175.00 $ - 2581.501 Pavement Message Arrow (Left /Thru) - Epoxy EA $ 175.00 $ - 2582.501 Pavement Message (Stop Ahead) - Epoxy EA $ 500.00 $ - 2582.502 12" Solid Line White - Epoxy LF $ 5.00 $ - 2582.502 4" Solid Line White - Epoxy LF $ 1.00 $ - 2582.502 24" Solid Line White - Epoxy LF $ 8.00 $ - 2582.502 24" Solid Line Yellow - Epoxy LF $ 8.00 $ 2582.502 4" Double Solid Line Yellow - Epoxy LF $ 1.00 $ - 2582.503 Zebra Crosswalk White - Epoxy SF $ 7.00 $ - SP -1 Signage Remove and Replace LS $ 1,200.00 1 $ 1,200.00 Subtotal 4 as aun nn 5% Contingency $ 2,269.00 Subtotal $ 47,649.00 30% Indirect Costs $ 14,294.70 Part I - Bituminous Street Overlay $ 61,943.70 Alden Pond 10 `� Item No. Item Unit Unit Price Est Estimated I 2104.501 Remove Concrete Curb and Gutter LF Qty Cost Part ii - Repair Existing curb &clutter 2104.501 Remove Concrete Curb and Gutter LF $ 7.50 390 $ 2,925.00 2104.503 Remove Bituminous Trail Pavement SF $ 2.50 272 $ 680.00 2104.503 Remove Concrete Sidewalk (4 ") SF $ 4.00 $ - 2104.505 Remove Concrete Driveway Valley Gutter SY $ 12.50 110 $ 1,375.00 2104.523 Salvage Casting EA $ 100.00 $ - 2105.501 Common Excavation CY $ 30.00 5 $ 150.00 2211.501 6" Aggregate Base, Cl. 5 (100% Crushed) TON $ 25.00 5 $ 125.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 20 $ 2,600.00 2504.602 Irrigation Repair EA $ 125.00 10 $ 1,250.00 2506.521 Install Casting EA $ 350.00 $ - 2506.602 Line 4' Diameter Structure LF $ 500.00 $ - 2506.602 Adjust Frame & Ring Casting (CB) HDPE Rings EA $ 400.00 8 $ 3,200.00 2506.602 Remove & Replace Casting (Catch Basin) EA $ 825.00 $ - 2506.602 Remove & Replace CBMH Structure w /Cstg (4' Dia.) EA $ 4,000.00 $ 2506.602 Remove & Replace CB Structure (2'x 3') EA $ 3,000.00 $ 2506.602 Remove &Replace CB Structure w /Cstg (2'x 3') EA $ 3,500.00 $ - 2506.602 Remove & Replace Top Slab 4' Dia (CBMH) EA $ 1,300.00 1 $ 1,300.00 2506.602 Repair/ Grout CB or MH Invert/ Doghouses EA $ 500.00 1 $ 500.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 100.00 2 $ 200.00 2521.501 6" Concrete Ped Ramp w/ Wet Cast for Truncated Dome Inset SF $ 6.50 272 $ 1,768.00 2531.501 Concrete Curb & Gutter 8612 LF $ 15.00 $ - 2531.501 Concrete Curb and Gutter, 8618 LF $ 16.00 390 $ 6,240.00 2531.501 Concrete Curb and Gutter, B624 LF $ 17.00 $ - 2531.501 Concrete Curb and Gutter, D412 LF $ 15.00 $ 2531.501 Concrete Curb and Gutter, Surmountable LF $ 15.50 $ - 2531.507 Concrete Valley Gutter - High Early SY $ 55.00 110 $ 6,050.00 2531.507 Repair 7" Concrete Driveway Pavement - High Early SY $ 55.00 $ - 2531.507 7" Concrete Driveway Pavement - High Early SY $ 55.00 $ - 2531.618 Truncated Dome Detectable Warning Paver (2x2) EA $ 150.00 16 $ 2,400.00 2531.618 Truncated Dome Detactable Warning Paver (Radius Plate) EA $ 175.00 $ - 2540.602 Repair Underground Electric Fence EA $ 100.00 $ - 2540.602 Repair Landscaping EA $ 250.00 $ - 2572.503 Application ofWater for Turf Establishment GAL $ 1.00 2700 $ 2,700.00 2573.530 Storm Drain Inlet Protection EA $ 100.00 2 $ 200.00 2575.551 Select Topsoil/ Grade 1 Compost Mix CY $ 50.00 10 $ 500.00 2575.609 Seeding (MnDOT 270 w /Type 5 Hydromulch) SY $ 3.50 60 $ 210.00 Subtotal $ 34,373.00 5% Contingency $ 1,718.65 Subtotal $ 36,091.65 30% Indirect Costs $ 10,827.50 Part II - Repair Existing Curb & Gutter $ 46,919.15 Part I - Bituminous Street Overlay $ 61,943.70 Part II - Repair Existing Curb & Gutter $ 46,919.15 Project 1137 Total Cost $ 108,862.85 Alden Pond 11 t�11 Appendix B Preliminary Assessment Roll City Project 1137 Alden Pond Alden Pond Lane R -3 Residential P. 1. N Number of Units Unit Assessment Total 3,:?0(). '1332VAlden Pond Lane 10- 11225 -01 -010 1 $145 $145 (Park Shadow Investors LLC) 10- 11225 -01 -020 7 $145 $1,015 (Park Shadow Investors LLC) 10- 11225 -01 -030 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -040 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -050 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -060 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -070 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -080 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -090 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -100 6 $145 $870 (Park Shadow Investors LLC) 10- 11225 -01 -110 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -120 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -130 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -140 6 $145 $870 (Park Shadow Investors LLC) 10- 11225 -01 -150 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -160 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -01 -170 6 $145 $870 (Park Shadow Investors LLC) 10- 11225 -01 -180 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -010 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -020 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -030 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -040 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -050 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -060 6 $145 $870 (Park Shadow Investors LLC) 10- 11225 -02 -070 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -080 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 -02 -090 8 $145 $1,160 (Park Shadow Investors LLC) 10- 11225 - 02.100 6 $145 $870 (Park Shadow Investors LLC) 10- 11225 -02 -110 8 $145 $1,160 Subtotal 214 $31,030 29 R3 Lots (214 units) Total Assessments $31,030 Residential Frontage 3540 100.0% Non - Assessable Frontage 0 0.0% Total Frontage 3540 100.0% Alden Pond 12 1 V W M 1/08/2013 Alden Pond City Of Eap Street Revitalization Project Fig. 1 Engineering Department Location Map - Project 1137 ,�C� EDGE MIL (6' -8' wide) •1 '• 1l 3" BITUMINOUS SURFACE EX. B618 CONC. 6" CL. 5 AGGREGATE BASE CURB & GUTTER Existing Typical Section 60' ROW 32' 11/2" TYPE 2360 BITUMINOUS OVERLAY REPLACE EX. CURB & BITUMINOUS TACK COAT GUTTER AS DIRECTED 3" BITUMINOUS SURFACE 6" CL. 5 AGGREGATE BASE Bituminous Street Overlay Proposed Typical Section 11/10/2013 Alden Pond City of Eapn Street Revitalization - Project 1137 Fig. 3 Engineering Department Typical Sections I ---� � Alden Pond Neighborhood Street Revitalization City Project No. 1137 Informational Meeting — 3:00 P.M. Monday, December 30, 2013 Conference Room 1AB Attendance Aaron Nelson, Assistant City Engineer, 2 representatives of the management company that owns all 214 rental units in the Alden Pond area (see attached sign -in sheet). Presentation of Proiect Details Nelson welcomed the property representatives and presented project information, including details such as construction, costs, schedule and assessments. A short ETV video on the street improvement process was also shown. Questions / Comments 1. Will the management company be notified before construction begins? After the project is bid, and a contract awarded to the contractor, the city will mail more construction specific information to all property owners in the area. This information typically includes the project scope, approximate construction timeframe, what to expect during construction, and contact information for the city inspectors. The city asks that management companies share this information with their tenants. 2. How long will the construction last? Construction is anticipated to begin in May (weather dependent). The size and scope of the improvements will likely result in a 3 -4 week construction timeframe. 3. Will the road be open during construction? Will access be maintained to driveways? All roads will be open to traffic during construction. We do not anticipate any road closures during the work, however, some phases will require short term lane closures and the contractor will use traffic control devices or flagmen to help direct traffic. Access to driveways should be maintained throughout construction. If curb needs to be replaced at a driveway, residents can park in front of their homes while the concrete cures. 4. How are assessments calculated? With residential properties, the city shares the cost of all work performed between the curbs 50150 with the adjacent property owners. Any work in the curbs or boulevard is paid 100% by the city. The property owner's portion is split evenly among all lots in the neighborhood. In this case, the management company is the only property owner, so all assessed costs will be their responsibility. 5. How and when will the final assessment amounts be determined? A 'letter will be mailed to the property owner this fall after construction is complete. The letter will include the final assessment amounts. It will also invite property owners to another public hearing that specifically addresses the final costs. At the close of this meeting and the City Council's corresponding approval of the final assessment costs, there is a 30 day window in which payments can be made without interest. Payment during this 30 -day period should be made at city hall. After the 30 -day period, any remaining portion of the assessment will be forwarded to Dakota County for collection as part of the property taxes. 3.5% to 5% interest is anticipated to be charged annually until paid in full. 6. If an irrigation system is damaged, how are repairs performed? The city will provide flags for property owners to mark their irrigation systems. If they are properly marked, the contractor will have a good chance to avoid damage to the systems. However, if the system is properly marked and still gets damaged, the city's contractor has historically made the repairs. The meeting adjourned at 3:30 p.m. �C_�a Alden Pond Addition Project 1137 Contract 14 -03 Neighborhood Meeting Monday, December 30, 2013 3:00 p.m. Conference Room 1 AB NAME HOUSE NUMBER & STREET PHONE 1,604- 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 1 (�6 Agenda Memo January 21, 2014 City Council Meeting VI. 2014 CALENDAR YEAR CITY ORGANIZATIONAL BUSINESS Each calendar year, Organizational Business is considered at the second regular City Council meeting in January. Items to be acted upon are: A. Acting Mayor B. Official Legal Newspaper C. City Council Meeting Dates D. City Council Meeting Procedures E. Standing Committee Appointments / Representative Appointments ACTING MAYOR A. Acting Mayor — There is a statutory requirement that a member of the City Council be appointed as Acting Mayor. All Councilmeinbers are eligible for this appointment. The Acting Mayor presides in the absence of Mayor Maguire at Council meetings and all other activities pertaining to the City of Eagan. Councilmember Meg Tilley was Acting Mayor in 2013. REQUESTED ACTION: The Mayor is asked to appoint a member of the City Council as Acting Mayor, which must be ratified by the City Council. OFFICIAL LEGAL NEWSPAPER B. Official Legal Newspaper — There is a statutory requirement to designate a legal newspaper as the official newspaper for the City. The City can only designate a legal newspaper of general circulation in the City as its official newspaper for publication of items required by law, and other matters that the Council deems advisable and in the public interest to be published. The City has received a proposal from Sun Thisweek newspaper. Currently, Sun Thisweek newspaper is the designated official legal newspaper. Sun Thisweek Legal Notices Deadline Tuesday 4 pin Publication Friday Enclosed on page Ob is the proposal. REQUESTED ACTION: Approve retention of Sun Thisweek Newspaper as the City of Eagan's official legal newspaper. 014 CITY COUNCIL MEETING DATES C. City Council Meetings — The City Council must designate the dates and times of regular City Council meetings, which have traditionally been the first and third Tuesday of each month at 6:30 p.m. A tentative schedule is attached on page -ja0j designating the first and third Tuesdays as regular City Council meeting dates, with the exception of February 4 (Caucus Night), April 15 (Passover), August 5 (National Night Out), and November 4 (General Elections), staff is proposing Monday, February 3; Wednesday, April 16; Monday, August 4 and Wednesday, November 5. A Listening Session will be held at 6:00 p.m. before each regular City Council meeting. Also included on page t is a list of workshops to be scheduled at 5:30 p.m. the second and fourth Tuesdays of each month on an as needed basis, with the exception of August 12 (Primary Elections), and November 11 (Veterans Day). Staff is proposing Thursday, August 14 and Wednesday, November 12 for these workshop dates. The fourth Tuesday is listed as tentative and might not be used. If the Council prefers an alternate date to the ones proposed on the schedule, this should be discussed at the meeting. REQUESTED ACTION: Approve or modify the 2014 Schedule of City Council meetings as presented noting the alternate dates, if any. CITY COUNCIL MEETING PROCEDURES D. Council Meeting Procedures — The City Council has adopted Robert's Rules of Order to govern all business conducted at regular City Council meetings. REQUESTED ACTION: To acknowledge Robert's Rules of Order as the means to conduct official business at all regular City Council meetings, and approve the attached guidelines for public participation in City Council meetings. Adding an Item to the Agenda — It has been the past practice of the City Council to require two members of the City Council to snake a request of the City Administrator that an unscheduled item be added to a City Council meeting agenda. For example, if a resident has a concern needing a timely response and at least two members of the City Council would like to discuss the concern, the two Councilmembers could request that the City Administrator include the concern on the next workshop or regular City Council meeting. This practice of requiring two members of the City Council to place an item on an agenda does not usually apply to items of business that are already scheduled to go through the regular process and procedures such as development proposals, ordinance amendments, etc. If it is the Council's understanding that this again be the practice for 2014, formal ratification of the policy is requested. REQUESTED ACTION: Formally ratify the practice that at least two members of the City Council must make the request of the City Administrator to place an item on an upcoming City Council agenda. lr3! COUNCIL STANDING COMMITTEE AND REPRESENTATIVE APPOINTMENTS E. Council Committee Appointments — Standing committees of the City Council have been used to examine a specific subject matter at the request of the City Council. The 2014 standing committees are as follows. The Mayor and Council shall detennine whether any changes to these committees should be made. Standing Committees: Finance Committee: Mayor Maguire and Councilmember Bakken Public Works Committee: Councilmember Fields and Councilmember Bakken Personnel Committee: Mayor Maguire and Councilmember Fields Communications Committee: Councilmember Tilley and Councilmember Hansen Advisory Commission Liaisons: Advisory Parks and Recreation Commission: - Councilmember Tilley Advisory Planning Commission — Councilmember Hansen Airport Relations Committee — Councilmember Fields Energy and Environment Advisory Commission — Councilmember Bakken Intergovernmental Committee Appointments: Minnesota Valley Transit Authority Board — Councilmember Hansen (Assistant Finance Director Feldman as alternate) Municipal Legislative Commission Board — Mayor Maguire Monthly Mayor /Manager Breakfasts — Mayor Maguire DCC 2013 -2014 Board - Councilmember Hansen (Councilmember Fields as alternate) DCC 2013 -2014 Executive Board — City Administrator Osberg (Assistant City Administrator Miller as alternate) MSP Noise Oversight Committee — Councilmember Fields (Assistant City Administrator Miller as alternate) Eagan Convention and Visitors Bureau — Mayor Maguire Robert Street Corridor Steering Committee - Councilmember Tilley (City Administrator Osberg as alternate) Robert Street Corridor Technical Advisory Committee (TAC) — Director of Public Works MatthyS (Community Development Director Hohenstein as alternate) Caponi Art Park Board — Parks and Recreation Director Seydell Johnson Highway 77 Managed Lane /Cedar Grove Transit Access Policy Advisory Committee (PAC) - Mayor Maguire (City Administrator Osberg as alternate) Highway 77 Managed Lane /Cedar Grove Transit Access Staff and Technical Advisory Committee (SAC & TAC) - Director of Community Development Hohenstein and Director of Public Works Matthys Other (No appointment by City Council — information only): Testimony at Legislature — all as needed Breakfast with Mayor / Chamber of Commerce — Mayor Maguire LMC & Metro Cities Policy Advisory Committees — Councilmember Hansen W Fire Relief Association Board of Trustees — State Statute 424A.04 requires that a relief association that is directly associated with a municipal fire department must be managed by a board of trustees consisting of nine members. Six trustees must be elected from the membership of the relief association and three trustees must be drawn from the officials of the municipality served by the fire department to which the relief association is directly associated. The three municipal trustees must be one elected municipal official and one elected or appointed municipal official who are designated as municipal representatives by the municipal governing board annually and the chief of the municipal fire department. In addition to Fire Chief Scott, the annual designations have been the Mayor and Director of Finance Pepper. REQUESTED ACTION: Ratify the appointed members of Council standing committees, intergovernmental committees and other appointments as amended. S �lnl�hiswcek 4manne December 2013 City of Eagan City Council 3830 Pilot Knob Road Eagan, MN 55122 Dear City Council Members: Please accept the following bid from the Burnsville /Eagan Sun Thisweek for legal newspaper designation for the City of Eagan. This newspaper is qualified by the State of Minnesota as a legal newspaper under Minnesota Statutes Section 331A.02, Subd. 1. The following rate structure for legals is effective January 1, 2014: Per column inch rate: $7.56 Characters per inch: 320 Lines per inch: 9 Beginning in January, your legal notices will be published in 7 point type. This change is being made to standardize and improve the legibility of legal notices and has been taken into consideration when calculating your 2014 rate. Your 2014 rate represents a 5% increase over last year. A notarized affidavit will be provided for each notice published. Additional affidavits are $2.50 each. A $20.00 charge will be assessed on legal notices that require typing. All published legal notices are posted on the Sun Thisweek website at no additional charge. The Sun Thisweek is published weekly on Fridays. The deadline is 4:00 p.m. on Tuesday for publication on Friday of the same week. Please email legal notices to bvlegals @ecm- inc.com. Thank you for considering the Sun Thisweek as the official newspaper for the City of Eagan for the upcoming year. We appreciate the opportunity to serve the needs of your community. Sincerely, Michael Jetchick Sales Manager 15322 GALAXIE AVENUE, SUITE 219, APPLE VALLEY, MN 55124 • 952 - 846 -2019 • SUNTHISWEEK.COM WO 2014 SCHEDULE OF REGULAR CITY COUNCIL MEETINGS AND JANUARY 2015 MEETINGS JANUARY 7 MAY 20 OCTOBER 7 JANUARY 21 JUNE 3 OCTOBER 21 FEBRUARY 3 1 Monday JUNE 17 NOVEMBER 5 a Wednesday FEBRUARY 18 JULY 1 NOVEMBER 18 MARCH 4 JULY 15 DECEMBER 2 MARCH 18 AUGUST 4 3 Monday DECEMBER 16 APRIL 1 AUGUST 19 JANUARY 6, 2015 APRIL 16 2 Wednesday SEPTEMBER 2 JANUARY 20, 2015 MAY 6 SEPTEMBER 16 'Monday, February 3 due to Caucus Night 2Wednesday, April 16 due to Passover 3Monday, August 4 due to National Night Out 4Wedneday, November 5 due to the General Elections There will be a Listening Session at 6:00 p.m. before each regular Council meeting. • 2014 SCHEDULE OF SPECIAL CITY COUNCIL MEETINGS, WORKSHOPS AND FIRST JANUARY 2015 MEETING JANUARY 14 MAY 27 (tentative) OCTOBER 14 JANUARY 28 JUNE 10 OCTOBER 28 (tentative) (Council Retrut) FEBRUARY 11 JUNE 24 (tentative) NOVEMBER 122 Wednesday FEBRUARY 25 JULY 8 NOVEMBER 25 (tentative) (tentative) MARCH 11 JULY 22 (tentative) DECEMBER 9 MARCH 25 (tentative) AUGUST 141 Thursday No tentative meeting the week of Christmas APRIL 8 AUGUST 26 (tentative) JANUARY 13, 2015 APRIL 22 (tentative) SEPTEMBER 9 JANUARY 27, 2015 MAY 13 SEPTEMBER 23 (tentative) (tentative) 1Thursday, August 14 due to Primary Elections 2Wedneday, November 12 due to Veterans Day ��)o Eagan City Council Meeting Procedures And Public Participation Guidelines Welcome to a meeting of the Eagan City Council. In order to ensure that this and future Council meetings can be meaningful for the attending public, the City Council uses a set of rules to govern the conduct of its meetings. These "Rules of Procedure" are for the convenience of those attending the meeting. The City Council follows "Robert's Rules of Order" for conducting official business. The following is a brief summary of the order of business for a City Council meeting which may be of interest. COUNCIL MEETING PROCEDURES Order of Business The schedule for a Council meeting is shown on the Agenda. An agenda is simply a list of business to be considered at a meeting and includes: • Roll Call & Pledge of Allegiance • Adopt Agenda /Approve Minutes • Consent Agenda • Public Hearings • Old Business • New Business • Legislative /Intergovernmental Affairs Update • Economic Development Authority • Administrative Agenda • Visitors to be Heard (10 minute total time limit) • Closed Session To find out about specific agenda items, refer to the City Web site at www.citoyofea an.com, or call the Municipal Center at (651) 675 -5000. Agendas are available at the entrance to the Council Chambers at the time of meetings. ROLL OF THE PUBLIC The City Council welcomes the public to all Council meetings, workshops, and hearings and encourages individuals to express opinions during these meetings. To keep the agenda moving smoothly, the Council has adopted basic guidelines for making presentations before the Council. The purpose of these guidelines is: • To provide for an orderly meeting. • To provide equal and adequate time for review and consideration of agenda items. • To provide equal rights to all members of the public who address the Council. • To provide the City Council with an equal and rational approach to all decisions. ��A Eagan City Council Meeting Procedures Page 2 MEETING CONDUCT GUIDELINES The City Council has established the following guidelines for the conduct of City Council meetings: 1. Persons attending a Council meeting may address the Council at the time at which specific items appear on the agenda. 2. When addressing the Council, the presenter shall approach the podium and begin presenting by stating his /her name and address. 3. All persons who speak must address the Mayor. 4. At public hearings, all audience remarks are limited to four (4) minutes and shall be addressed to the Mayor. Each person may speak only once. The Mayor may use discretion whether to allow repeat statements. 5. Presentations concerning items will be heard only upon approval of the Mayor. 6. To help maintain order, applause or other disturbances are discouraged. 7. Petitions should be presented to the City Administrator. 8. Audience members are encouraged to address the Council but can't make motions or otherwise participate in the meeting. NON - AGENDA ITEMS Individuals wishing to appear at regular meetings of the City Council relative to items not included on an agenda may speak or make presentations under the sections of the agenda entitled, Visitors to be Heard.* The Visitors to be Heard section at the end of the meeting and the total time limit for all speakers is 10 minutes. No Council action on a visitor's presentation should be expected at this meeting, since the Council will want to study all proposals or requests before making a decision. *LISTENING SESSIONS are held prior to each regular City Council meeting (generally beginning at 6:00 p.m. in the Eagan Room of City Hall), also for the purpose of addressing items not included on the City Council Agenda. Individuals wishing to address the City Council may speak or make presentations in this less formal meeting environment. THE CONSENT AGENDA The Eagan City Council uses a Consent Agenda for routine items needing little or no deliberation. Those items are identified on the agenda and are approved with one vote unless a councilmember or citizen requests that the item be discussed or considered separately. PUBLIC HEARINGS Certain items on the agenda are identified as Public Hearings. These are formal proceedings giving citizens an opportunity to express their concerns on a specific issue. Some issues on which the Council is required to hold public hearings are the annual budget, public improvement projects, and levying of special assessments. The Council endeavors to complete action on each issue the same night as the hearing. However, there may be circumstances where additional information or action is needed making it desirable to defer action until a later date. Depending on the situation, the hearing may be closed or continued to a future meeting date. Y ) SA Eagan City Council Meeting Procedures Page 3 GENERAL HEARING PROCEDURES 1. Mayor opens the hearing. 2. Staff describes the proposal. 3. Formal action is taken to close the hearing. 4. The hearing is closed. S. Council takes action on the issue or defers decision. HOW THE COUNCIL VOTES Three members of the Council constitute a quorum. A majority vote is needed to adopt motions and general resolutions. A vote of 3/5 is required for most ordinances. Hearings on preliminary reports for improvements, comprehensive plan revisions, and zoning ordinance changes require a 4/5 vote. Publication of an ordinance in the official newspaper of the City is required before it actually takes effect. MEETING DATES With few exceptions, the City Council meets at 6:30 p.m. on the first and third Tuesdays of each month in the Council Chambers of the Municipal Center Building located at 3830 Pilot Knob Road. The Council also meets in special session as needed with notice of these meetings posed at the Municipal Center Building and on the City Web site, www.citoyofeagan.com. Occasionally meeting dates are changed to avoid conflicts with holidays or other events. The City Web site provides the most up -to -date information on specific meeting dates. CABLE AND WEBCASTING With few exceptions, the regular City Council meetings are televised live on Eagan -TV channel 16. These meetings are also Webcast, via Webcast Central at www.cityofeagan.com. Cable replay information is available by calling Eagan -TV or on their Web site at www.Eagan- TV.com, Copies of a televised City meeting are available by contacting Eagan -TV at (651) 848 -4698. Updated 1 -13 -14 V�� Agenda Information Memo January 21, 2014, Eagan City Council Meeting VIII. New Business A. PRELIMINARY SUBDIVISION (GREAT OAKS 2" ADDITION) — MARK GERGEN & ASSOCIATES ACTION TO BE CONSIDERED: To approve (or direct preparation of Findings of Fact for Denial) a Preliminary Subdivision to create five lots upon 2.46 acres for property located at 3535 Elrene Road, subject to the conditions listed in the APC minutes. REQUIRED VOTE FOR APPROVAL: Majority of Councilmembers present. FACTS: ➢ The existing single - family home was constructed in 1957, and the surrounding property was developed in the early 1990's. ➢ The Preliminary Subdivision incorporates part of Lot 1, Block 4, Wescott Garden Lots; Outlots A and B, The Woodlands North; and Outlot A, Great Oaks. ➢ The site contains a single family home and two detached accessory structures. A single driveway access is from Elrene Road. The existing structures are proposed to be removed. ➢ A natural gas pipeline easement runs along the east side of the property and over a small portion of the southeast corner of the site and a private "buffer zone" declaration exists over the northern 50' in favor of the twinhomes to the north. ➢ The site is located within the one -mile Buffer of Airport Noise Zone 4, within which infill single - family residential is considered a conditional use, and requires construction methods to achieve a 19 dBa interior sound level reduction. ➢ The site contains stands of mature trees including many specimen trees. Grading is proposed in two phases to allow for custom - graded lots and minimize tree removal. ➢ Direct driveway access to Elrene Road is proposed for two of the lots. ➢ The site is subject to stormwater management standards per the City Code. As proposed, the preliminary plans do not demonstrate compliance. ➢ A cash dedication for parks and trails for all five lots will be due at the time of Final Subdivision. ➢ The Advisory Planning Commission held a public hearing on the proposal at the December 19, 2013 meeting, and did recommend approval. ISSUES: ➢ At the time of APC meeting the plans did not meet the performance standards of Section 4.33. Since then the developer has proposed front yard rain gardens, or other custoin designed stonnwater management features to meet stonnwater requirements. Final design of each feature will be detennined with the customized grading plan at the time of building permit for each lot. City Engineering and Water Resources staff believe this adequately resolves the issue. ➢ The site contains 8 healthy specimen trees and numerous significant trees. The initial site preparation will result in preservation of all the specimen trees and overall removal of <25 %, in compliance with City Code. While the five lots will be custom - graded, preservation of the larger /specimen trees at the time of Building. Permit is likely to be challenging. 120 -DAY AGENCY ACTION DEADLINE: April 6, 2014 ATTACHMENTS: (3) Location Map, page �?k Draft December 19, 2013 APC Meeting Minutes, pages V: 9 through 09 Planning Report, pages 1Y,0 through lW() G� 5 Location Map �- -yr ALDRIN IVE - _ 2 Lon ak North Park Park vaNkoe Dooale.R i E:1 i Dlma Rd CIIH Rd I 0 � ea�xfen'�" "�' o R Wescott'.Commons Park Y Subject Site 0 z _ L S G RA o 00 U N �R P m m� -I Zm ML -. 90 � J ASP O 00.E u Wescott-Station-Park c off, , NN EEOS 10. ti M1Ls Mueller Farm Park ` oso r oD L R. 4 C sro ,N O NE rc O Z . M45 tt WESCOU ROAD $ Ca Wanderin WalkPark Feet D 500 1,000 2,000 Project Name: Great Oaks 2nd Addn. Request: Preliminary Subdivision Legend Case No.: 14- PS- 05 -11 -13 PARCELS 08 -2013 Buildings Parks City of �a�an ��,r� City Boundary N f CIIH Rd I i � ea�xfen'�" "�' Advisory Planning Commission December 19, 2013 Page 6 of 10 D. Great Oaks 2nd Addition Applicant Name: Mark Gergen & Associates Inc. Location: 3535 Elrene Rd Application: Preliminary Subdivision A Preliminary Subdivision of approximately 2.4 acres to create 5 single family lots. File Number: 14- PS- 05 -11 -13 Planner Dudziak introduced this item and highlighted the information presented in the City Staff report dated December 13, 2013. She noted the background and history. John Anderson, Gergen & Associates, Inc. stated each lot will be custom graded to minimize the loss of trees. He stated the homes will be single family, ,owner occupied, homes in the $500,000 price range. He referenced tCity Code Section 4'gl x in relation to Condition 7. He explained that the proposal is under one -half acre impervious and believe the .condition pertaining to Post Construction water quality requirefri`ents should not apply Chair Heaney opened the public hearing. Aaron Nelson Assistant City Engineer, discussed the grades He stated there would be no change in the grading between _Mr. Schwabb's property and the development during the initial phase_ h.,. ZW Mr. Bauer explained tls definition of private easement. Mr. Anderson discussed the height of the homes would not exceed City Code standards, second phase of grading, and stated the private buffer easement will not be impacted. He stated the plan is to start construction in the spring or summer of 2014. He stated the plan at this time is to have one builder for all 5 lots. He discussed tree preservation and explained that some specimen trees will be removed, but over the entire site more trees will be saved through custom grading. He stated that in the second phase, they plan to remove less than the 20% allowable over the entire site, although some individual lots may exceed 20% removal and others may be below 20% removal. � 3`1 Advisory Planning Commission December 19, 2013 Page 7 of 10 Member Piper moved, Member Supina seconded a motion to recommend approval of a Preliminary Subdivision (Great Oaks 2nd Addition) to create 5 single - family lots upon 2.46 acres located at 3535 Elrene Road, legally described as part of Lot 1, Block 4, Wescott Garden Lots; Outlots A and B, The Woodlands North; and Outlot A, Great Oaks, subject to the following conditions: 1. The developer shall comply with these standards conditions of plat approval as adopted by Council on February 2, 1993: A1, B1, B2, B3, B4, C1, C2, D1 and E1 2. The property shall be platted. y 3. The construction of the single - family homes shall meet the sound attenuation requirements per the Metropolitan Council Transportation Policy Plan. 4. The Site Plan shall be revised for Final Subdivision to re lecfthe required 40' setback from Elrene Road. M 5. All driveways onto Elrene Road shall include hammer =head turnarounds, in a form acceptable to the City Engineer, so vehicles do not need to back onto Etrene Road. PO: 6. All erosion/ sediment control plans submitted for_developmentgand grading permits shall be prepared by a designer who has received cu( rent� Minn e ota Departmentr of. Transportation (MNDOT) training, or approved equaEbiriwng'as determined "e City Engineer in designing stormwater pollution preventiorWns. Also, all personnel responsible for the installation of erosion/ sediment control devices, and the establishment of vegetation for the development, shall have received Erosiah /Sediment Control Inspector /Installer certification through the University of Minnesota, or approved equal training as determined by the City Engineer. 7. The applicant shall fully meet Eagan's Post Constructing -Requirements (City Code §4,33) on -site for stormwater management (i.e. volume - control, poll "iatant removal, and runoff rate control). 8. The applicant sfall.obtain a grating permit ffbm the City prior to the construction of the proposed residential. development. Detailed plans for this grading work must be prepared and signed by a registered professional engineer. 9. Prior to final subdivision approval or receiving a.grading permit, the applicant shall provide construction details of any proposed stn mwater best management practices (BMP's) for .f,. City review`( delineation of contributing impervious area(s), plan view, cross - section, construction /protection /sequencing, sizing /volume tables, inlet details, outlet /under -drain -details, planting details; etc.), to ensure stormwater BMP's are properly designed and constructed, and adequately protected during / after construction, to function as intended. The`details shall be included in applicable plan sheet(s). 10. Prior toifinal subdivision approval or receiving a grading permit, if stormwater management practices are proposedA, will utilize filtration or infiltration, and have an impervious contributihd�drainage,, Feb of over 2,000 square feet, the applicant shall provide the City with soil - bonng log(sextending 15' min. below bottom of excavation) within the location of any propose rmwater management feature(s), to evaluate suitability for infiltration. For any filtration /infiltration practices that will receive impervious runoff from less than 2,000 square feet, a soil boring log (extending 6' min. below bottom of excavation) shall be provided. If the soil - boring log(s) indicates incompatibility of soil permeability with the submitted and reviewed design plans, the applicant shall revise the design and /or construction plans, and provide to the City for review /comment /revision, to ensure City Code Section 4.33 requirements are met. 11. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide the City with volume control calculations (for each volume control BMP proposed) to Advisory Planning Commission December 19, 2013 Page 8 of 10 demonstrate V retention, and water - quality modeling (comparison summary & inputs) to demonstrate no- net - increase of annual TP & TSS loading over existing conditions. 12. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide the City with hydrologic modeling (comparison summary & inputs) to demonstrate no -net- increase of runoff rates (2yr, 10yr, 100yr, 24 -hr) over pre - development conditions. 13. Prior to final subdivision approval or receiving a grading permit, a private drainage easement shall be provided over all storm water quality features, in a form acceptable to the City Attorney 14. Prior to final subdivision approval or receiving a grading permit, the applicant shall enter into a long -term stormwater facility inspection and maintenance agreement, in a form acceptable to the City Attorney, that is transferrable to any subsequent property owners. 15. Within 30 -days of completion of final grading, the applicant -?' Jl_ provide the City as -built plans that demonstrate constructed stormwater facilities�p_, or" design and /or construction plans, as approved by the City. As -built volumes of retention shall be provided for all stormwater facilities. , 16. All well and septic systems within the development shall be abandoned m_,accordance with City and County standards. 17. This development shall be responsible for the acquisition of all regulatory agency permits required by the affected agency prior to building permit, approval. 18. The overhead power facilities serving the existing house all be removed along with development. 19. The applicant shall protect the preserved woodlands a' Windividual tree's critical root zones through the placement of required Tree Protective measures (i.e. orange colored silt fence or 4 foot polyethylene laminate safety netting' q be installed at the Drip Line or at the perimeter of the Critical Root" 'Zone, NWhibheyer ._ is greater, of significant trees /woodlands to be :preserved on site r, RIE 20. The applicant shall46' ont46�=f�4e City Fore try Division and set up a pre- construction site inspection at leastifi l days pQ t. to issuance of the grading permit, or commencing of tree removal or gra n I activity, toi ensure compliance with the approved Tree Preservation Plan and placement of .the Tree Protection Fencing. 21. In accordance with City Code, an Individual Lot Tree Preservation Plan shall be provided for Lots 1 - 5 at the time of Building. permit application. The applicant shall work with the City Forester to`t'naximize preservation and minimize impacts to specimen and significant trees,,ffirough the Resign and`=construction process for the individual lots. 22 A.fi`nancial guarantee shall be prodded in accordance with City Code, which provides the amount shall be calculated by multiplying the total diameter inches of significant trees and specimen trees to be prsrved within 15 feet of the construction zone (measured from the const U'O, on unit to the nearest side of the tree), by the rate of payment of $25.00 per diamete { W, h Any prese .ed tree which subsequently dies or is damaged such that it is in a state of decline wit in one year from date of project closure shall be considered as removed and�`mitigated per City ordinance. 23. This developmerl "hall provide a cash park dedication for five lots, payable at the time of final subdivision a"f the rates then in effect. 24. This development shall provide a cash trail dedication for five lots, payable at the time of final subdivision at the rates then in effect. All voted in favor. Motion carried 7 -0. ` ?A PLANNING REPORT CITY OF EAGAN REPORT DATE: December 13, 2013 APPLICANT: Mark Gergen & Associates, Inc. PROPERTY OWNER: Robert Engstrom Co.; and Mark Gergen & Associates, Inc. REQUEST: Preliminary Subdivision LOCATION: 3535 Elrene Road COMPREHENSIVE PLAN: LD, Low Density ZONING: R -1, Single - Family Residential SUMMARY OF REQUEST CASE: 14- PS- 05 -11 -13 HEARING DATE: December 19, 2013 APPLICATION DATE: Dec. 6, 2013 PREPARED BY: Pamela Dudziak The applicant is requesting approval of a Preliminary Subdivision to create five lots upon 2.46 acres for property located at 3535 Elrene Road, legally described as part of Lot 1, Block 4, Wescott Garden Lots; Outlots A and B, The Woodlands North; and Outlot A, Great Oaks. AUTHORITY FOR REVIEW Subdivision: City Code Section 13.20 Subd. 6 states that "In the case of platting, the Planning Commission and the Council shall be guided by criteria, including the following, in approving, denying or establishing conditions related thereto: A. That the proposed subdivision does comply with applicable City Code provisions and the Comprehensive Guide Plan. B. That the design or improvement of the proposed subdivision complies with applicable plans of Dakota County, State of Minnesota, or the Metropolitan Council. C. That the physical characteristics of the site including, but not limited to, topography, vegetation, susceptibility to erosion and siltation, susceptibility to flooding, water storage and retention are such that the site is suitable for the type of development or use contemplated. �qo D. That the site physically is suitable for the proposed density of development. E. That the design of the subdivision or the proposed improvement are not likely to cause environmental damage. F. That the design of the subdivision or the type of improvements are not likely to cause health probleins. G. That the design of the subdivision or the type of improvements will not conflict with easements of record or with easements established by judgment of court. H. That completion of the proposed development of the subdivision can be completed in a timely manner so as not to cause an economic burden upon the City for maintenance, repayment of bonds, or similar burden. I. That the subdivision has been properly planned for possible solar energy system use within the subdivision or as it relates to adjacent property. (Refer to City Handbook on Solar Access). That the design of public improvements for the subdivision is compatible and consistent with the platting or approved preliminary plat on adjacent lands. K. That the subdivision is in compliance with those standards set forth in that certain document entitled "City of Eagan Water Quality Management Plan for the Gun Club Lake Watershed Management Organization" which document is properly approved and filed with the office of the City Clerk hereinafter referred to as the "Water Quality Management Plan ". Said document and all of the notations, references and other information contained therein shall have the same force and effect as if fully set down herein and is hereby made a part of this Chapter by reference and incorporated herein as fully as if set forth herein at length. It shall be the responsibility of the City Clerk to maintain the Water Quality Management Plan and make the same available to the public." BACKGROUND /HISTORY The existing single - family home was constructed in 1957 on Lot 1 Block 4 of Wescott Garden Lots. This is the central parcel that comprises the subject site. The surrounding property was developed in the early 1990's, leaving remnant outlots from those subdivisions. These several parcels are being combined to make up the site of the present subdivision proposal. EXISTING CONDITIONS The site contains a single family home and two detached accessory structures with stands of mature trees including many specimen trees. Current driveway access is from Elrene Road to the AV Planning Report — Great Oaks 2nd Addn. December 19, 2013 Page 3 east. A private "buffer zone" declaration exists over the northern 50' in favor of the twinhomes to the north. A landscaped monument sign is present on the southeast corner of the site, and is proposed to be retained with this subdivision. A natural gas pipeline easement runs along the east side of the property and over a small portion of the southeast corner of the site. SURROUNDING USES The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: EVALUATION OF REQUEST Description of Proposal — The applicant is proposing to subdivide the 2.46 acre site into 5 single- family lots. Three of the lots will have access from Great Oaks Trail and two from Elrene Road. Tree removal is proposed to be in two phases -- initial site grading and custom graded individual lots. The proposed single - family residential use is consistent with the current zoning and land use designations of the property. Compatibility with Surrounding Area — The surrounding area consists of twin and single- family homes zoned PD (Planned Development) and R -1 (Single- family) to the north, west and south. The property to the east across Elrene Road is part of the Thomson Reuters campus and is zoned PD (Planned Development) and guided for Major Office (MO) use. Airport Noise Considerations — The City of Eagan considered airport noise as a factor in its Comprehensive Land Use Guide Plan and has adopted an Aircraft Noise Zone Overlay District in the land use regulations of the City Code in accordance with the Metropolitan Council's 2030 Transportation Policy Plan, Appendix M (Land Use Compatibility Guidelines for Aircraft Noise). New construction as defined within these regulations is subject to noise attenuation requirements to limit negative impacts of aircraft noise on residents and inhabitants of structures located within established noise zones. hi addition, the City of Eagan has elected to establish a one -mile noise buffer zone as an extension to Zone 4 to provide additional noise protection for sensitive uses. The City's adopted Comprehensive Guide Plan currently designates the subject site as LD, Low Density residential. City Code and regional policy provide guidance in gauging whether such uses can be compatible, provisionally or conditionally acceptable, or inconsistent. Based on adopted Aircraft Noise Zones, the site is located within the one -mile Buffer of Noise Zone 4. Single - family residential uses with individual entrances are considered Conditional Uses qa Existing Use Zoning Land Use Designation North Two- Family PD, Planned Development LD, Low Density East Thomson Reuters campus PD, Planned Development MO, Major Office South Single Family R -1, Single Family LD, Low Density West Two - Family R -1, Single - Family LD, Low Density EVALUATION OF REQUEST Description of Proposal — The applicant is proposing to subdivide the 2.46 acre site into 5 single- family lots. Three of the lots will have access from Great Oaks Trail and two from Elrene Road. Tree removal is proposed to be in two phases -- initial site grading and custom graded individual lots. The proposed single - family residential use is consistent with the current zoning and land use designations of the property. Compatibility with Surrounding Area — The surrounding area consists of twin and single- family homes zoned PD (Planned Development) and R -1 (Single- family) to the north, west and south. The property to the east across Elrene Road is part of the Thomson Reuters campus and is zoned PD (Planned Development) and guided for Major Office (MO) use. Airport Noise Considerations — The City of Eagan considered airport noise as a factor in its Comprehensive Land Use Guide Plan and has adopted an Aircraft Noise Zone Overlay District in the land use regulations of the City Code in accordance with the Metropolitan Council's 2030 Transportation Policy Plan, Appendix M (Land Use Compatibility Guidelines for Aircraft Noise). New construction as defined within these regulations is subject to noise attenuation requirements to limit negative impacts of aircraft noise on residents and inhabitants of structures located within established noise zones. hi addition, the City of Eagan has elected to establish a one -mile noise buffer zone as an extension to Zone 4 to provide additional noise protection for sensitive uses. The City's adopted Comprehensive Guide Plan currently designates the subject site as LD, Low Density residential. City Code and regional policy provide guidance in gauging whether such uses can be compatible, provisionally or conditionally acceptable, or inconsistent. Based on adopted Aircraft Noise Zones, the site is located within the one -mile Buffer of Noise Zone 4. Single - family residential uses with individual entrances are considered Conditional Uses qa Planning Report — Great Oaks 2" d Addn. December 19, 2013 Page 4 within the Zone 4 Buffer and must meet the following land use review factors identified in the Metropolitan Council 2030 Transportation Plan- Appendix L: 1. Proposed construction design will provide outdoor to indoor attenuation required by structure performance standards in Table M -3. Table M -3 requires new residential construction to achieve an interior sound level of 45dBa, and a minimum 19 dBa interior sound level reduction within the Zone 4 Buffer per City ordinance. 2. Is the site located under a major departure flight track used by jets? The site lies 4.5 miles southeast of the parallel runways at MSP. Significant fanning of takeoff flights over Eagan reduces direct noise impact under or adjacent to any major departure flight tracks. Therefore the proposed use should be considered compatible with this factor. 3. Is the site located parallel to a primary runway used by jets? The subject site is not located parallel to a primary runway. 4. Is the site located parallel to a runway to be used for unshielded engine run -ups? The subject site is not located parallel to a runway used for unshielded engine run -ups. 5. Is the proposal consistent with adjacent land use ambient noise; and is it consistent with the overall comprehensive plan? The subject site is consistent with adjacent land use and the comprehensive plan. 6 Has the local government adopted an effective method to inform future occupants of aircraft noise exposure? The noise contours are shown on the City's Zoning Map and on the Land Use Map within the City's Comprehensive Guide Plan. Lots — The proposed subdivision creates 5 lots. All five lots satisfy the R -1 minimum dimensional standards (e.g. 85' wide, 50' of public street frontage, 12,000 sq.ft. area.) The average lot size is 21,393 sq. ft, with the smallest being 15,522 sq. ft., and the largest being 29,838 sq. ft. Bulk Standards — The property is zoned R -1, single - family residential, and subject to the bulk standards in the City Code. Setbacks — R -1 zoning establishes minimum setbacks of 30' from Great Oaks Trail and 40' from Elrene Road, 15' for the rear yard, and 10' for the side yard. Garage and accessory structures maybe set back 5' from side lot lines. Staff notes that the Site Plan identifies a 30' setback from Elrene Road. The Site Plan should be revised for Final Subdivision to reflect the required 40' setback from Elrene Road. Lot Coverage —The maximum building coverage to lot area ratio in the R -1 zoning district is 20 %. NJ Planning Report — Great Oaks 2" d Addn. December 19, 2013 Page 5 Grading/Topography — The preliminary grading plan is acceptable. The site has not been previously graded and has moderate wooded areas with many mature specimen trees. The site slopes from high points at both the north and south toward the center of the site, and ultimately drains to the west. Elevations range from 900 to 876. Significant grading will be required to prepare the site for development. Each lot will be custom graded to save as many quality trees as possible. All erosion/sediment control plans submitted for development and grading pen-nits should be prepared by a designer who has received current Minnesota Department of Transportation (MNDOT) training, or approved equal training as determined by the City Engineer in designing stonnwater pollution prevention plans. Also, all personnel responsible for the installation of erosion/ sediment control devices, and the establishment of vegetation for the development, should have received Erosion/Sediment Control Inspector /Installer certification through the University of Minnesota, or approved equal training as determined by the City Engineer. Erosion control measures should be installed and maintained in accordance with City Code and engineering standards. Wetlands — Because there are no wetlands on site, City Code § 11.67, wetland protection and management regulations, does not apply. Stormwater Management /Water QualitX — The applicant proposes to subdivide and redevelop a single family residence, on a 2.46 acre site, into 5 single - family homes. Total impervious from new construction would total approximately 0.52 acres. The site is part of two sub - watersheds, so runoff from this site either flows into JP -14.1 or JP -33.1 storm basins, all within the Fish Lake Watershed / Drainage District J. The impervious coverage depicted in the development plan is currently estimated to total approximately 0. 52 acres or 21 % of the site. This development should manage storm water on -site and protect water quality from this new development, in accordance with the current City's Post Construction Requirements (City Code §4.33) for stonnwater management and surface water quality, including Runoff Rate Control, Total Phosphorus (TP) & Total Suspended Solids (TSS) Control, and %2" Volume Control. The applicant currently proposes to attempt to meet Section 4.33 requirements through the construction of an on -site filtration basin, located in the abutting backyard areas of the 5 proposed residential parcels. Stonnwater runoff from the proposed individual driveways and front rooftops are not currently proposed to be retained or treated on -site. The applicant's engineer has discussed potential options, including rain gardens and /or pervious pavements, that may be proposed in the future to address the runoff from the street - connected surfaces, but details were not included in the application submitted for review at this time. Water quality and Hydrologic modeling summaries and input data were provided with the proposal, in a Storm Water Management Plan document, but does not demonstrate compliance with 4.33 for this proposal. ' LH Planning Report — Great Oaks 2" d Addn. December 19, 2013 Page 6 Additional water quality or hydrologic modeling and supporting soil- boring data will also be required to demonstrate compliance. Water Quality staff will continue to work with the applicant to identify and refine development options that will bring the site into compliance with the requirements of Section 4.33. This development should provide a private easement over any storm water quality features (pipes and basins), in a form acceptable to the City Attorney. The property owner(s) should be responsible to maintain this development's storm water management system in accordance with City engineering/water quality standards, under a maintenance agreement in a form acceptable to the City Attorney. Utilities — The preliminary utility plan is acceptable, with modification. Trunk and lateral sanitary sewers and water mains of sufficient size, depth, and capacity are available on the south and east edges of the site for connection of this site. Sanitary sewer District N (as designated in the City's Comprehensive Sanitary Sewer Plan) serves the entire site. The proposed site layout includes two of the five homes' water and sewer services connected to the water main and sanitary sewer stubs along Great Oaks Trails. The remaining three services will be connected to the public utilities along Elrene Road. All well and septic systems within the development should be abandoned in accordance with City and County standards. The existing house on the site is proposed to be removed. This house is currently served by overhead power. The overhead power facilities serving the existing house should be removed along with development. Access /Street Design/Pedestrian Circulation — Public street access is proposed for three lots onto Great Oaks Trails, and two lots onto Elrene Road. Elrene Road is classified as a collector roadway and limited access desirable. Traffic volumes on Elrene Road are relatively low. 2010 volumes were 3,850 vehicles per day (VPD), and forcasted 20130 volumes are 4,900 VPD. If a cul -de -sac were built for this proposed development, significant tree removal would be required. Access is proposed onto Elrene Road for two lots to significantly reduce the amount of tree removal necessary. If direct access is allowed onto Elrene Road, those driveways should provide hammer -head turnarounds so vehicles do not need to back onto Elrene Road. There are no existing pedestrian facilities in the area, and none are proposed for this development. Easements /Rights of Way /Permits — Both Great Oaks Trail and Elrene Road are public streets maintained by the City. Sufficient right -of -way currently exists for both roadways. This development should dedicate public drainage & utility easement over all public sanitary sewer, water main, and storm sewer pipes at a minimum width of 20 feet. An existing Northern Natural Gas easement covering a gas pipe line extends through the southern half of the property. Development of this parcel is subject to terms of that private easement. oA s Planning Report — Great Oaks 2nd Addn. December 19, 2013 Page 7 This development should be responsible for the acquisition of all regulatory agency permits required by the affected agency prior to building permit approval. This development should provide a private easement over any storm water quality features (pipes and basins), in a form acceptable to the City Attorney. Tree Preservation — The tree inventory submitted with this application indicates there are 70 significant trees currently existing on site. The tree inventory indicates that there are eight (8) healthy specimen trees located on site. Six are Bur Oak trees ranging in diameters from 31" to 34 "; two specimen trees are Catalpa trees with diameters of 30" and 42 ". There is also one (1) large specimen 40" diameter American Elm tree on this site. The applicant has also inventoried an additional twenty -eight (28) non - significant trees existing on this site. The 28 trees are mostly small diameter ( <12" diameter) Cottonwood or Box Elder trees. The majority of these non- significant trees are located in the buffer area in the northwest portion of the site. The applicant has indicated a desire to utilize a two phase approach for development of the site consistent with the development options included in the Tree Preservation Ordinance. In the two phase approach, 25% of the significant trees or woodlands may be removed in Phase I as part of the mass grading required for the general infrastructure improvements including streets, stonnwater management and utilities. As part of the custom grading associated with the development of each lot in Phase II, each lot is subject to an additional 20% removal of significant trees remaining. The Individual Lot Tree Preservation Plans for the five lots currently proposed will be reviewed by Forestry staff as they are submitted at the time of application for Building Permit. While the two -phase grading approach allows for custom- designed homes and custom- graded lots, with the five lots proposed on this application and based on the submitted conceptual Site Plan, preservation of larger /specimen trees is likely to be challenging. The applicant should work with the City Forester to maximize preservation and minimize impacts to specimen and significant trees through the design and construction process for the individual lots. According to the plan submittal, six (6) significant trees (8.6% of the total) will be removed during the initial phase of site development. Indications are that of the all 8 specimen trees will be preserved. Because the proposed removal of significant trees during the phase I development is less than the allowable 25 %, there is no tree mitigation required at this time. Any preserved tree which subsequently dies or is damaged such that it is in a state of decline within one year from date of project closure should be considered as removed and mitigated per City ordinance. A financial guarantee should be provided in accordance with City Code, which provides the amount should be calculated by multiplying the total diameter inches of significant trees and specimen trees to be preserved within 15 feet of the construction zone (measured from the construction unit to the nearest side of the tree), by the rate of payment of $25.00 per diameter inch. �L�co Planning Report — Great Oaks 2 "d Addn. December 19, 2013 Page 8 Should the tree removal on any individual lot in phase II exceed the allowable 20% removal for that lot, mitigation would be calculated at that time. Credits for preservation on one lot cannot be applied to removal on another lot. The applicant has indicated that every effort will be made to ensure preservation of the specimen trees via custom grading and designing of homes on the individual lots during phase lI. The applicant should protect the preserved woodlands and individual tree's critical root zones through the placement of required Tree Protective measures (i.e. orange colored silt fence or 4 foot polyethylene laminate safety netting), to be installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever is greater, of significant trees /woodlands to be preserved on- site. The applicant should contact the City Forestry Division and set up a pre - construction site inspection at least five days prior to issuance of the grading permit to ensure compliance with the approved Tree Preservation Plan and placement of the Tree Protection Fencing. Park Dedication — When evaluating the means of satisfying the park dedication requirements two of the primary criteria for a land dedication are the opportunity to enhance an existing park or to provide a park in an underserved area. This area is served by Wescott Station Park and is in close proximity to Bridle Ridge Park and Thresher Fields. Because of the small size of the parcel, the land that would be acquired through a land dedication, approximately 0.24 acres, would not be large enough to develop a stand -alone park. There is no opportunity to connect with an existing park. Thus, a cash park dedication is recommended. Because park dedication was not previously satisfied for the existing house on the site, cash dedication is payable for all five residential lots at the time of final subdivision, at the rates then in effect. Trail Dedication — The area is served by an existing City trail on the east side of Elrene Road. The trail provides a direct connection into the City wide trail system. There is a controlled intersection approximately'/ mile to the north though many residents choose to cross Elrene at uncontrolled intersections along its length. Currently there are no plans to add a trail on the west side of Elrene negating the need to develop a trail segment along the property at this time. Thus, a cash dedication is recommended. Because the existing house on the site predates the City's collection of trail dedication, a cash dedication is payable for all five lots at the time of final subdivision at the rates then in effect. Financial Obli ation — At this time, there are no pending assessments on the parcel proposed for platting. Based upon a study by City staff of the financial obligations collected in the past and proposed use for the property, the following estimated charges will be collected at time of final subdivision or connection to the City's utility system. The final charges will be computed using the rates in effect at time of connection or subdivision. The estimated financial obligation is subject to change based upon the areas, dimensions and land uses contained in the final subdivision or plat, with due allowances for easements and right -of -way required with the plat: � Lr1 Planning Report — Great Oaks 2" d Addn. December 19, 2013 Paize 9 Improvement Use Rate Quantity Previously Paid (credit) Amount Sanitary Sewer Trunk RI $1,390/ lot 5 lots $1,848 $5,102 Water Trunk Rl $1,450/ lot 5 lots $400 $6,850 Storm Sewer Trunk Rl $0.128/ sf 49,055 sf $6,279 Total $18,231 SUMMARY /CONCLUSION In summary, the applicant is proposing a subdivision of 2.46 acres to create five single - family lots. The existing single - family home is proposed to be removed from the site. The site is located within one -mile Buffer of Airport Noise Zone 4, requiring construction methods to achieve a 19 dBa interior sound level reduction. Because of the location and number of specimen trees on the site, grading is proposed in two phases to allow for custom - graded lots and minimize tree removal. Direct driveway access to Elrene Road is proposed for two of the lots, also to minimize tree impacts. The site is subject to stortnwater management standards per the City Code. A cash dedication for parks and trails for all five lots will be due at the time of final subdivision. ACTION TO BE CONSIDERED To recommend approval of a Preliminary Subdivision (Great Oaks 2nd Addition) to create 5 single - family lots upon 2.46 acres located at 3535 Elrene Road, legally described as part of Lot 1, Block 4, Wescott Garden Lots; Outlots A and B, The Woodlands North; and Outlot A, Great Oaks. If approved, the following conditions shall apply: 1. The developer shall comply with these standards conditions of plat approval as adopted by Council on February 2,1993: Al, B1, B2, B3, B4, Cl, C2, Dl and E1 2. The property shall be platted. 3. The construction of the single - family homes shall meet the sound attenuation requirements per the Metropolitan Council Transportation Policy Plan. 4. The Site Plan shall be revised for Final Subdivision to reflect the required 40' setback from Elrene Road. 1 �� Planning Report — Great Oaks 2" d Addn. December 19, 2013 Page 10 5. All driveways onto Elrene Road shall include hammer -head turnarounds, in a form acceptable to the City Engineer, so vehicles do not need to back onto Elrene Road. 6. All erosion/ sediment control plans submitted for development and grading permits shall be prepared by a designer who has received current Minnesota Department of Transportation (MNDOT) training, or approved equal training as determined by the City Engineer in designing stormwater pollution prevention plans. Also, all personnel responsible for the installation of erosion/ sediment control devices, and the establishment of vegetation for the development, shall have received Erosion/Sediment Control Inspector /Installer certification through the University of Minnesota, or approved equal training as determined by the City Engineer. 7. The applicant shall fully meet Eagan's Post Construction Requirements (City Code §4.33) on -site for stormwater management (i.e. volume control, pollutant removal, and runoff rate control). 8. The applicant shall obtain a grading permit from the City prior to the construction of the proposed residential development. Detailed plans for this grading work must be prepared and signed by a registered professional engineer. 9. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide construction details of any proposed stormwater best management practices (BMP's) for City review (delineation of contributing impervious area(s), plan view, cross - section, construction /protection/sequencing, sizing/volume tables, inlet details, outlet /under -drain details, planting details, etc.), to ensure stormwater BMP's are properly designed and constructed, and adequately protected during / after construction, to function as intended. These details shall be included in applicable plan sheet(s). 10. Prior to final subdivision approval or receiving a grading permit, if stormwater management practices are proposed that will utilize filtration or infiltration, and have an impervious contributing drainage area of over 2,000 square feet, the applicant shall provide the City with soil- boring log(s) (extending 15' min. below bottom of excavation) within the location of any proposed stormwater management feature(s), to evaluate suitability for infiltration. For any filtration/infiltration practices that will receive impervious runoff from less than 2,000 square feet, a soil boring log (extending 6' min. below bottom of excavation) shall be provided. If the soil- boring log(s) indicates incompatibility of soil permeability with the submitted and reviewed design plans, the applicant shall revise the design and /or construction plans, and provide to the City for review /comment /revision, to ensure City Code Section 4.33 requirements are met. 11. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide the City with volume control calculations (for each volume control BMP proposed) to demonstrate 1/2" retention, and water - quality modeling (comparison summary & inputs) to demonstrate no- net - increase of annual TP & TSS loading over existing conditions. Ao� Planning Report — Great Oaks 2'd Addn. December 19, 2013 Pate 11 12. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide the City with hydrologic modeling (comparison summary & inputs) to demonstrate no -net- increase of runoff rates (2yr, 10yr, 100yr, 24 -hr) over pre - development conditions. 13. Prior to final subdivision approval or receiving a grading permit, a private drainage easement shall be provided over all storm water quality features, in a form acceptable to the City Attorney 14. Prior to final subdivision approval or receiving a grading permit, the applicant shall enter into a long -term stornwater facility inspection and maintenance agreement, in a form acceptable to the City Attorney, that is transferrable to any subsequent property owners. 15. Within 30 -days of completion of final grading, the applicant shall provide the City as -built plans that demonstrate constructed stormwater facilities conform to design and /or construction plans, as approved by the City. As -built volumes of retention shall be provided for all stornwater facilities. 16. All well and septic systems within the development shall be abandoned in accordance with City and County standards. 17. This development shall be responsible for the acquisition of all regulatory agency permits required by the affected agency prior to building permit approval. 18. The overhead power facilities serving the existing house shall be removed along with development. 19. The applicant shall protect the preserved woodlands and individual tree's critical root zones through the placement of required Tree Protective measures (i.e. orange colored silt fence or 4 foot polyethylene laminate safety netting), to be installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever is greater, of significant trees /woodlands to be preserved on -site. 20. The applicant shall contact the City Forestry Division and set up a pre - construction site inspection at least five days prior to issuance of the grading permit, or commencing of tree removal or grading activity, to ensure compliance with the approved Tree Preservation Plan and placement of the Tree Protection Fencing. 21. In accordance with City Code, an Individual Lot Tree Preservation Plan shall be provided for Lots 1 - 5 at the time of Building Permit application. The applicant shall work with the City Forester to maximize preservation and minimize impacts to specimen and significant trees through the design and construction process for the individual lots. tsD Plamling Report — Great Oaks 2" a Addn. December 19, 2013 Pate 12 22. A financial guarantee shall be provided in accordance with City Code, which provides the amount shall be calculated by multiplying the total diameter inches of significant trees and specimen trees to be preserved within 15 feet of the construction zone (measured from the construction unit to the nearest side of the tree), by the rate of payment of $25.00 per diameter inch. Any preserved tree which subsequently dies or is damaged such that it is in a state of decline within one year from date of project closure shall be considered as removed and mitigated per City ordinance. 23. This development shall provide a cash park dedication for five lots, payable at the time of final subdivision at the rates then in effect. 24. This development shall provide a cash trail dedication for five lots, payable at the time of final subdivision at the rates then in effect. I sr STANDARD CONDITIONS OF PLAT APPROVAL A. Financial Oblilzations 1. This development shall accept its additional financial obligations as defined in the staff's report in accordance with the final plat dimensions and the rates in effect at the time of final plat approval. B. Easements and Rights -of -Way 1. This development shall dedicate 10 -foot drainage and utility easements centered overall lot lines and, 10 -foot drainage and utility easements adjacent to all public rights -of -way where necessary to accommodate existing or proposed utilities for drainage ways within the plat. The development shall dedicate easements of sufficient width and location as determined necessary by engineering standards. 2. This development shall dedicate, provide, or financially guarantee the acquisition costs of drainage, ponding, and utility easements in addition to public street rights -of -way as required by the alignment, depth, and storage capacity of all required public utilities and streets located beyond the boundaries of this plat as necessary to service or accommodate this development. 3. This development shall dedicate all public right -of -way and temporary slope easements for ultimate development of adjacent roadways as required by the appropriate jurisdictional agency. 4. This development shall dedicate adequate drainage and ponding easements, in accordance with requirements set forth in the latest version of the City's Stormwater Management Plan. C. Plans and Specifications 1. All public and private streets, drainage systems, and utilities necessary to provide service to this development shall be designed and certified by a registered professional engineer in accordance with City adopted codes, engineering standards, guidelines, and policies prior to application for final plat approval. 2. A detailed grading, drainage, erosion, and sediment control plan must be prepared in accordance with current City standards prior to final plat approval. 3. This development shall ensure that all dead -end public streets shall have a permanent cul -de -sac, or temporary cul -de -sac to be removed upon further extension (on stub streets), constructed in accordance with City G lsc� engineering standards. This development shall dedicate, provide, or financially guarantee the acquisition costs of street easements or public street rights -of -way as required by the alignment of the cul -de -sacs located within or beyond the boundaries of this plat as necessary to service or accommodate this development. 4. A separate detailed landscape plan shall be submitted overlaid on the proposed grading and utility plan. The financial guarantee for such plan shall be included in the Development Contract and shall not be released until one year after the date of City certified compliance. D. Public Improvements If any improvements are to be installed under a City contract, the appropriate public improvement project and associated contract must be awarded by Council action prior to final plat approval. E. Permits 1. This development shall be responsible for the acquisition of all regulatory agency permits required by the affected agency prior to final plat approval. F. Parks and Trails Dedications 1. This development shall fulfill its park and trail dedication requirements as recommended by the Advisory Parks Commission and as awarded by the action of the City Council. G. Tree Preservation and Mitigation 1. This development shall be responsible for preparing a tree preservation plan and mitigating for any removal in excess of the allowable limits. Mitigation shall be in the form of replacement trees, cash equivalent, or a combination thereof in accordance with the recommendation of the Advisory Parks Commission and as awarded by the action of the City Council. H. Stormwater Management and Water Quality Protection 1. This development shall manage stormwater and protect water quality by meeting requirements for design standards, minimizing impervious surface area and maximizing infiltration and retention, and providing acceptable complementary stormwater treatments, stormwater treatment ponds, regional ponds, and maintenance of private stormwater facilities in accordance with the current City post construction regulations and as recommended by the Advisory Parks Commission and awarded by Council action. �� 3 I. Wetlands Protection and Management 1. This development shall protect and manage wetlands by meeting requirements for wetland delineations and assessments, sequencing and replacement, and wetland buffers and setbacks in accordance with the current wetland protection and management regulations and as recommended by the Advisory Parks Commission and awarded by Council action. J. Airport Noise Attenuation 1. This development shall be responsible for meeting all appropriate noise attenuation conditions if the property is located within the Metropolitan Council Noise Exposure and /or Buffer Zone. K. Other 1. All subdivision, zoning, and other ordinances affecting this development shall be adhered to, unless specifically granted a Variance by Council action. Advisory Planning Commission Approved: August 25, 1987 5G.{ City Council September 15, 1987 Revised: July 10, 1990 Revised: February 2, 1993 Revised: July 7, 2009 Location Map L­ k North Park Park Y� Y k..D..d1..R MR. Rd Cliff Rd M12 1p"A -Ira UM M I I 0 —Monp Pnric C Subject Site S s L 10 .0 ETTYLty� PO d' Wascott-Station-Park- 09 fAY ZPEE Mueller Park R. cr WESCOTT ROAD 0 Wandoring Walk Park O Feet Project Name: Great Oaks 2nd Addn. 0 500 1,000 2,000 Request: Preliminary Subdivision Legend Case No.: 14-PS-05-11-13 PARCELS 08-2013 Buildings MY of ERPR Parks City Boundary N Current Zoning and Land Use Map City of Ea�B➢ Application:___ Great Oaks _2nd_Addition_ Type: Preliminary Subdivision Case No.: 14- PS- 05 -11 -13 ZOnln I R -1 Single - Family Land Use Plan LD Low Density /A N 0 300 600 1,200 Feet DOODLE HWY .28 (YANKEE -. 0 1[��1 �rtj =11►1 Lam' A Il is �RL�i�rel�� ejle 1111 y, � OWN D � - ■ , a Subject �r ■ '11:G1L �Uhh 150 t r Lgog 30955 F MINNOW- co CIS rk ne • , i4 '� t' .. 7 ) {- .f � '+-{ } ±,! 't mil.. 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El E.1 OE' E* OE 5B9 ffid �o o 'E i 'E F E TE �E 'o E I o o o o.N s o o o M. 3-4 z l Oa 11-1 N ii N u 0 Ell ci I coler r I 11 EO Ei E I ='o . . 11 . El E.1 OE' E* OE E E E; 'E *E 'E i 'E F E TE A A A I �mlm -E! 1 IN 'E Jml I— 0 in E �E [-E E. E E 'I 20� I lo Simi 0 I'l -cl Ti 1 ml i .1 2, 'A III w-E I .I. . V. 1. 'All n E -E 7E -.q Jq 0 E JE I V I 2. E 2 E E E 0 v :6 o E E E E 0 E E E� . . . 0 0 7�. E E: 0, E E, 212! w1m M,!l w m 1. 1. u u ul ai. 5; m:ffi. r .6 r 1.6, S, -� -. ! 1; .2 t4 "- -� t� Hl <1 U E E JIIJ 11 J J �E 1,)! .1 1--- A. :12 M, 1$ AN JR1, "ip X! �Q! 11 P li I coler r I Great Oaks 2nd Addition Written Narrative The Great Oaks 2nd Addition site located at 3535 Elrene Road is currently guided for LD Low Density on the 2030 future land map. The proposed Great Oaks 2nd Addition is a low density development so no changes to the future land use map will be needed. The existing zoning classification is R -1 Residential Single Family and there is no proposed change to the zoning since the Great Oaks 2nd Addition plat is being proposed as R -1 zoning. Timing for the project is to receive approval over the winter months of 2013 -2014 and have the plat approved by spring so that construction of homes can begin at that time. This plat will be constructed as a one phase project since there are only 5 proposed lots. Currently there are four separate parcels with one parcel containing an existing single family home that has a driveway access on Eli-ene Road. The other three parcels are vacant except that one of the parcels contains the entrance monument for the Great Oaks development. This monument will be preserved and a easement over the monument will be granted in favor of the Great Oaks homeowners association.. Surrounding land uses consist of single family residences to the south and west in the Great Oaks neighborhood. To the northwest of the property there are twin homes located in the Woodlands North neighborhood. There is an existing fifty foot wooded buffer that will remain between the twin homes and proposed lots. To the east across Elrene Road there is a vacant parcel of land owned by West Publishing Company. Three of the lots will have access from Great Oaks Trail while two of the lots are proposed to access Elrene Road. There will only be one additional access on Elrene Road since there already is one existing driveway that will be reused for one of the new lots. Water and sanitary sewer services will be installed for all five lots but no streets will have to be cut to install the services since all services are able to access the mains which are all outside the of the paved portions of the streets within this project. The lots themselves will be marketed for upper bracket single family homes and will have some type of architectural control. Home prices are expected to be $400,0000 plus. RUE- 6(D AGENDA CITY OF EAGAN REGULAR MEETING OF THE ECONOMIC DEVELOPMENT AUTHORITY EAGAN MUNICIPAL CENTER JANUARY 7, 2014 A. CALL TO ORDER B. ADOPT AGENDA C. CONSENT AGENDA 1. APPROVE EDA Minutes 2. SCHEDULE Public Hearing to Consider the Sale of Cedar Grove Redevelopment District Property to MHC Cedar Grove LLC on January 21, 2014 3. APPROVE Agreement with Mohagen Hansen for the Development of a Computer Model of the Cedar Grove Redevelopment for Proposal Analysis D. OLD BUSINESS E. NEW BUSINESS F. OTHER BUSINESS 1. EDA ORGANIZATIONAL BUSINESS G. ADJOURN ®i Agenda Information Memo Eagan Economic Development Authority Meeting January 21, 2014 NOTICE OF CONCURRENT ACTIONS The Council acting as the Board of Commissioners of the Economic Development Authority ( "EDA ") may discuss and act on the agenda items for the EDA in conjunction with its actions as a Council. A. CALL TO ORDER ACTION TO BE CONSIDERED: To convene a meeting of the Economic Development Authority to run concurrent with the City Council meeting. B. ADOPT AGENDA ACTION TO BE CONSIDERED: To adopt the Agenda as presented or modified. C. CONSENT AGENDA ACTION TO BE CONSIDERED: To approve the Consent Agenda as presented or modified. 1. APPROVAL OF MINUTES — The minutes of the December 17, 2013 EDA meeting are enclosed on page no . 2. SCHEDULE Public Hearing to Consider the Sale of Cedar Grove Redevelopment District Property to MHC Cedar Grove LLC on February 3, 2014 — At the direction of the EDA, staff and the City Attorney have proceeded with negotiation of the purchase agreement for the proposed sale of property in the Cedar Grove Redevelopment District to HMC Cedar Grove LLC. The agreement is being finalized at this time. In order to formally consider the sale of publicly owned property for private use, the EDA must hold a public hearing in its regard. This action would set the hearing and the purchase agreement would be made available at that time. 3. APPROVE Agreement with Mohagen Hansen for the Development of a Computer Model of the Cedar Grove Redevelopment for Proposal Analysis — Paragon and the EDA used three dimensional architectural modeling to show elevations and relationships between the outlet center and parking garage project. This modeling was effective in communicating the context for the developments and the unique topographic circumstances within the site. The redevelopment team believes having a three dimensional base model for the entire site with the ability to show future prospective projects on the remaining development lots would be an effective way for developers and others to visualize the three dimensional opportunities in the area and, by extension, an effective Wv sales tool. It would also simplify the preparation of concept plan visuals for the EDA and community, when new development proposals are brought forward. Mark Hansen, an Eagan resident and principal at the Mohagen Hansen architectural firm, has been working with the development team on some general concepts for the area. He approached staff with a proposal to develop three dimensional modeling for the overall redevelopment. He indicated that because they may be interested in pursuing prospects for one or more of their concepts and there would be value in the model for them for that purpose, he would price his proposal accordingly. A copy of the proposal in this regard is enclosed on pages t91 through i` b with a price range between $5,100 and $7,700. The City's redevelopment consultants indicate this to be a very reasonable price for the product proposed and, as a professional service, the EDA may consider the proposed agreement without a formal bidding process. Staff will process the agreement through the City's work order process. `�0� MINUTES OF A MEETING OF THE EAGAN ECONOMIC DEVELOPMENT AUTHORITY Eagan, Minnesota December 17, 2013 A meeting of the Eagan Economic Development Authority was held on Tuesday, December 17, 2013 at the Eagan Municipal Center. Present were President Maguire, Commissioner Bakken, Commissioner Fields, Commissioner Hansen and Commissioner Tilley. Also present were Executive Director Osberg, Community Development Director Hohenstein and City Attorney Dougherty. CALL TO ORDER President Maguire called the Economic Development Authority meeting to order. ADOPT AGENDA Commissioner Tilley moved, Commissioner Hansen seconded a motion to approve the agenda as presented. Aye:5 Nay:0 CONSENT AGENDA Commissioner Bakken moved, Commissioner Fields seconded a motion to approve the Consent Agenda as presented. Aye: 5 Nay: 0 1. It was recommended to approve the minutes of December 3, 2013 - EDA meeting. 2. It was recommended to approve an agreement with Dakota County CDA regarding Continuation of the Open to Business Program through 2014. 3. It was recommended to approve a Settlement Agreement with Slater /Winkler for Cedar Grove Remnant Parcel, Amendment of Stonebridge /Flats Purchase Agreement and Authorize Payment, OLD BUSINESS There was no Old Business, There was no New Business. There was no Other Business. NEW BUSINESS OTHER BUSINESS ADJOURNMENT Commissioner Fields moved, Commissioner Bakken seconded a motion to adjourn the meeting. Aye: 5 Nay: 0 Date klo David M. Osberg, Executive Director rPs Mohagen Hansen Architectural Group January 3, 2014 Mr. Jon Hohenstein, ICMA - CM Director of Business Development City of Eagan City Hall 3830 Pilot Knob Road Eagan, MN 55122 Re: Professional Service Agreement Cedar Grove Development: 3D Sketch -up Model Mohagen IHansen Project No. 13484.pCYE Dear Jon: Mohagen I Hansen Architectural Group is pleased to submit this professional service agreement between City of Eagan (Client) and Mohagen I Hansen Architectural Group (Architect). This agreement outlines the requested scope of services in association with creating a 3D Sketch -up model for the Cedar Grove Development site located in Eagan, Minnesota. The following proposal represents our understanding of the project scope and the associated fee. Upon review and approval of the outlined project scope, Mohagen I Hansen Architectural Group is prepared to execute the proposed services immediately. I. The Project City of Eagan Cedar Grove Development: 3D Sketch -up Modeling Eagan, Minnesota The Owner hereby authorizes the Architect to: (X) Proceed with Original Scope of Services ( ) Proceed with Additional Services ( ) Proceed with Revised Scope of Services (X) Incur Reimbursable Expenses 1000 Twelve Oaks Center Drive Suite 200 Wayzata, MN 55391 Tel 952:426,7400 fax 952.426,7440 www: l9��i ]i'd4JeYlt9c`iI7�CNT.CSktY3 4 It 96 Muni 1% City of Eagan — City Hall Cedar Grove Development: 3D Sketch -up Modeling January 3, 2014 Page 2 of 4 II. Project Description Mohagen I Hansen is proposing to create a 3D Sketch -up model of the existing Cedar Grove Development site and a defined area of the surrounding community area. The model will incorporate the new 1,550 stall parking ramp, the Paragon Outlet Mall, proposed Hilton Hotel, Flats of Cedar Grove and surrounding context. The model will be used to evaluate future project development proposed for outlets A, B and C areas as well as the future hotel site options. III. Scope of Work MohagenI Hansen will create a base 3D Sketch -up model of the Paragon Outlet Mall, Hilton Hotel, Flats at Cedar Grove and the surrounding context North of Highway 13, West of Cedar Avenue and South and East of Cedar Grove Parkway. The scope of work incorporates the integration of the proposed parking ramp, Outlet Mall and surrounding community area. The 3D context model of the surrounding area will be used to integrate, evaluate and critique future project development can be critiqued in relationship to the existing context and re- development district. The scope of work will also include the preliminary development of a 3D model rendering for a future project development option to be located in Outlot B. Should additional development options be required on any of the available Outlots, Mohagen I Hansen would be pleased to provide the requested services which would be billed hourly according to the attached rate schedule. IV. Estimated Compensation The following outlines the estimated fee required for the Scope of Services detailed herein. Compensation for the work as outlined above shall be billed on an hourly basis according to the hourly rate schedule stated herein. Tasks Fee - Range • Architectural 3D Sketch -Up Rendering $ 1,900.00 - $ 3,000.00 - Sketch -up Model Interface and Integration - Site Plan and Surrounding Context - 19 -30 Estimated Hours • Architectural 31) Sketch -Up Rendering $ 1,800.00 - $ 2,600.00 - Outlot B: Development Option - 18 -26 Estimated Hours • Architectural 3D Sketch -up Rendering $ 1,200.00 - $ 1,800.00 - Hilton Hotel and Flats at Cedar Grove - 12 -18 Estimated Hours Subtotal: $ 4,900.00 - $ 7,400.00 Reimbursables: $ 200.00 - $ 300.00 Total Fee: $ 5,100.00 - $ 7,700.00 \9a City of Eagan — City Hall Cedar Grove Development: 3D Sketch -up Modeling January 3, 2014 Page 3 of 4 V. Document Management The execution of a 3D Sketch -up Comprehensive Site Model is extremely complex and requires careful planning and management of the Data Base. As a requirement of this Service Agreement Mohagen I Hansen shall remain the Author and Manager of the 3D Sketch -up Model and will work with the City of Eagan to implement upgrades to the model regarding further development projects associated with the Cedar Grove Re- Development District. Mohagen I Hansen will also work with the City of Eagan to provide video files and still imagery as required for use in the evaluation, marketing and presentation of Cedar Grove Re- Development District. VI. 2014 Estimated Hourly Rate Schedule The following fee schedule is an estimated range of the hourly rates. The actual hourly rate of a particular project will be based on the specific individual working on the project. The schedule is subject to revision based on periodical staff reviews. Principal Director of Interior Design Senior Project Architect Senior Project Captain Senior Project Designer, Senior Interior Designer Project Architect Project Captain Project Designer, Interior Designer Intern Architect CADD Technician: Level III /Intern Architect CADD Technician: Level II /Intern Architect CADD Technician: Level I /Interns Marketing Administrative VII. Reimbursable Expenses $175.00 150.00 100.00 — 140.00 90.00 — 130.00 75.00 — 125.00 80.00 — 95.00 70.00 — 90.00 65.00 — 80.00 75.00 — 85.00 75.00 — 92.00 65.00 — 80.00 60.00 — 65.00 60.00 — 85.00 55.00 — 85.00 Reimbursable expenses will be billed as incurred. Out -of- pocket expenses, should they be required, will be reimbursed at the rate of 1.0 times the cost to Mohagen 'I Hansen Architectural Group for project coordination. Cost for copies of drawings, specifications, reports, cost estimates, xerography and photographic reproduction of drawings, and other documents furnished or prepared in connection with the work of this contract as required for coordination with the Client, Architect, or other consultants. Cost of postage and slipping expenses. Cost of long distance telephone and facsimile charges. Cost of photographic services, film processing, and print reproduction. Cost of models, special renderings, promotional photography, special process printing, special equipment, special printed reports or publications, maps, and documents. Fees for additional special consultants retained for specialized services with the prior approval of Client. Cost of commercial carrier and public transportation, lodging, meals, car rental, parking, and any other project related out -of- pocket expenses. Cost of private automobile travel at a rate of $0.56 per mile. Long distance trips and expenses are subject to Client approval prior to execution. 1n City of Eagan — City Hall Cedar Grove Development: 3D Sketch -up Modeling January 3, 2014 Page 4 of 4 VIII. Payment Invoices will be submitted on a monthly basis. Support documentation for expenses is available upon request. Payment shall be received by the Architect within forty -five (45) days of the dated invoice. Unpaid invoices will incur a finance charge of 18% annually after sixty (60) days on the full unpaid invoice amount. IX. Time Schedule Mohagen I Hansen is available to commence work immediately upon notification, and we will complete the outlined Scope of Services within a mutually agreed upon schedule unless modified in writing by Client and Architect. If you agree with the terms and conditions as described above, please so indicate by affixing your signature on the space provided. Please execute one copy of this agreement and return it to Mohagen I Hansen. You may keep the other copy for your records. If you should have any questions or require additional information, please feel free to contact me at 952.426.7400. Best regards, Mohagen I Hansen Architectural Group Mark L. Hansen, AIA, NCARB, LEED AP BD +C Principal Cc. Steve Paetzel, Mohagen I Hansen Architectural Group Enclosed: 3D Perspective Context Example Site Plan of Proposed Model Area Approved By: City of Eagan Name: Mr. Jon Hohenstein, ICMA - CM Signature: Mohagen I Hansen Architectural Group Name: Mark L. Hansen, AIA, NCARB, LEED AP BD +C Signature: Title: Director of Business Development Title: Principal Date: Date: January 3, 2014 M: \marketing \Proposal \2014 \Mixed_Use \PSA_City_of Lagan_ Cedar _ Grove _ Development_ 3D _Sketchup_Modeling_010314.docx n q 05 Agenda Information Memo Eagan Economic Development Authority Meeting January 21, 2014 F. ORGANIZATIONAL BUSINESS 1. Election of Officers ACTION TO BE CONSIDERED: To elect /appoint officers of the Eagan Economic Development Authority. FACTS: As a part of its annual organizational business, the EDA elects its officers and appoints its Executive Director and Secretary /Deputy Director. In 2013, the officers of the Authority were as follows: President: Mike Maguire Vice President: Meg Tilley Treasurer: Paul Bakken Executive Director: City Administrator Dave Osberg Secretary /Deputy Executive Director: Community Development Director Jon Hohenstein 2. 2014 Meeting Schedule — No Action Necessary FACTS: Under its bylaws, the Eagan Economic Development Authority's regular meetings are scheduled to coincide with the regular meetings of the City Council. At its meeting of December 1, 2003, the EDA confirmed the meeting schedule defined in the bylaws and adopted a mechanism by which the Authority may cancel such meetings as a part of the adoption of the City Council agenda if no EDA business is in order on that date. Staff is recommending that this schedule and process continue for 2014. 3. Single Action for EDA and Council Resolutions — No Action Necessary FACTS: In 2004, the City Council also adopted a process by which the actions that are required to be taken by both the City Council and the EDA can be accomplished through a single motion. Under this process, the Council meeting remains in session (does not recess) when the EDA meeting is convened. For each business item that requires an action by both the EDA and the Council, two resolutions are included in the background and one motion by the Council, also hearing the item as the EDA, approves both resolutions. At the completion of the EDA Business items, the EDA meeting is adjourned and the remainder of the Council meeting is completed. �qrl Agenda Information Memo Eagan Economic Development Authority Meeting January 21, 2014 F. OTHER BUSINESS There are no other items at this time. G. ADJOURNMENT ACTION TO BE CONSIDERED: To adjourn the EDA Meeting. \qb