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02/09/1999 - City Council Special R T l�I 1 AGENDA SPECIAL CITY COUNCIL MEETING Tuesday February 9, 1999 5:00 p.m. EAGAN MUNICIPAL CENTER Council Chambers I. ROLL CALL & ADOPTION OF AGENDA IL VISITORS TO BE HEARD III. PRESENTATION BY DAKOTA COUNTY RE: STATUS OF LIGHT RAIL TRANSIT IV. PRESENTATION OF PART III/FIVE (5) YEAR C.I.P. (1999-2003) V. DIRECTION RE: INFORMATION FOR REVIEW ON SPECIAL ASSESSMENT POLICY VI. OTHER BUSINESS VII. ADJOURNMENT MEMO city of eagan TO: HONORABLE MAYOR& CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 5, 1999 SUBJECT: SPECIAL CITY COUNCIL MEETING/FEBRUARY 9, 1999 A Special City Council meeting is scheduled for Tuesday, February 9, at 5:00 12.m. in the City Council Chambers for the purpose of holding a work session to discuss: 1) status of light rail transit and 2) receive the presentation for Part III of the Five (5) Year C.I.P. A light lunch will be available as early as 4:30 p.m. in the lunchroom. PRESENTATION BY DAKOTA COUNTY/STATUS OF LIGHT RAIL TRANSIT The Physical Development Department staff for Dakota County have taken the lead to monitor the planning process for the region's first light rail transit line. More importantly, will the proposed Hiawatha LRT extend across the Minnesota River to be part of a transportation hub in the general quadrant of the Cedar Avenue/Trunk Highway 13 interchange? Lynn Moratzka, a Planner for the Dakota County Physical Development Department, will make a 15-20 minute presentation about a feasibility study that will consider transit improvements for the Cedar Avenue Corridor in Dakota County. Her presentation will include siting a transit hub and transit corridor both short and long-term in the Cedarvale area. County Commissioners Patrice Bataglia and Nancy Schouweiler will also be extended invitations to attend the workshop on this item. Tom Butler and Margaret Schriner,who have represented the City of Eagan on the Hiawatha Corridor Community Advisory Committee, have been contacted and can provide a status update on the work of that committee. The City Administrator has also contacted the MVTA and extended an invitation to attend the workshop, since a consideration for a transportation hub includes both LRT and buses. A representative of SRF may be in attendance, since that firm was recently retained to facilitate a study/vision for the overall redevelopment of the Greater Cedarvale Area. Brief History A resolution was passed by the City Council on July 21, 1998 that supports the concept of a light rail transit hub in Dakota County in the general location of the intersection of Highway 77 and Trunk Highway 13. A copy of that resolution is attached on page . It was f suggested at that time that a representative of the business community and a resident, both located within a mile of the Highway 77 and Trunk Highway 13 interchange, be appointed to the Hiawatha Corridor Community Advisory Committee. Tom Butler, owner of the MacDonalds Restaurants (two of his stores are located in Southwest Eagan) and Margaret Schriner, who lives in Southwest Eagan, were asked and agreed to participate on the Hiawatha Corridor Community Advisory Committee. That committee has met on several occasions to review the specifics for locations of stops along the system. The committee will not determine the general location of the stops; however, they have discussed where a given intersection would be most appropriate for a stop. A part of the committee's charge was to approve and recommend designs for the individual stops in conjunction with neighborhood meetings in the surrounding areas along the Hiawatha Corridor. Another charge the committee has worked on is the community involvement plan. Once the advisory committee makes its recommendations, the Corridor Management Committee, consisting of ten members representing local government bodies in other cities including representatives of the Met Council, Dakota County, Hennepin County, the City of Bloomington and the University of Minnesota, will review the recommendations and make findings to the Commissioner of Transportation. Because a decision to build the light rail transit system has already been made, the rest of the decisions will rest with the Commissioner. (This was the process reported to the City during August, 1998.) It has been the goal of Twin Cities transit planners to complete the first customer ride by the year 2003. The proposed Hiawatha LRT alignment begins in the general area of the Metrodome and would extend along the Hiawatha Corridor through the VA Medical Center, Fort Snelling, MSP Airport, HHH Charter Terminal, Metro Drive, Mall of America and, in keeping with the spirit of the City of Eagan's resolution, across the Minnesota River to a site at the Cedar Freeway/TH 13 interchange. Enclosed on pages_9 through_9 is a copy of a map that illustrates the Hiawatha Corridor project stages and a map that provides detail on the actual LRT line, including each of the transit stations and proposed park&rides. DIRECTION TO BE CONSIDERED ON THIS ITEM: To provide an opportunity for further education on the status of LRT as it relates to a line extension to Dakota County and an opportunity to interact with Dakota County to shape further policy on the feasibility of. 1) developing a transportation station in the proximity of the Cedar Avenue and TH 13 intersection and 2) to extend LRT across the Minnesota River along the Cedar Corridor to be included as a part of the transportation hub. PRESENTATION OF PART III/FIVE (5)YEAR C.I.P. A Special City Council meeting was held on Tuesday, November 24, 1998 to discuss the Five (5) Year C.I.P. (1999-2003) which includes Part I (General Government Facilities), Part II (Vehicles & Equipment) and Part III (Public Infrastructure & Park Acquisition & Development). At that time, it was anticipated that the Capital Improvements Budget would be scheduled for the December 15, 1998 City Council meeting to be approved with the operating budgets for 1999. At the work session it was determined by the City Council that r the Capital Improvements Program would be continued to 1999, allowing the new City Councii an opportunity to review the document. At the January 19 City Council meeting, the City Council approved the 1999 budget for Part II (Vehicles & Equipment) so deadlines could be met for purchasing under the Hennepin County Joint Purchasing Program. In recent years, City Councils have adopted a Five (5) Year C.I.P. that provides a budget for the first year, in this case 1999, and a plan for the remaining four years. This policy direction provides staff with a working plan to organize work programs and schedule necessary community meetings to consider any and all infrastructure improvements. The Public Works Department Part III 5-Year Capital Improvement Program for the years 1999 through 2003 was distributed in December and not reproduced for inclusion in this packet due to the volume of material. However, enclosed on pages —I- through/67is a copy of the revised Executive Summary of significant projects and issues included in the proposed 1999-2003 Part III CIP as prepared by the Director of Public Works. The memo highlights certain highly visible projects, such as Cliff Road, that will require specific public policy consideration. Also enclosed on pages_Z6 through,,U is a copy of the proposed Part III CIP for the same years for the Storm Water Management Program which was inadvertently left out of the earlier distribution. Park Acquisition&Development The Advisory Parks Commission has reviewed a proposed CIP for the years 1999-2003 and is presenting the information to the City Council for consideration. Enclosed on page 22 is a copy of the proposed projects as presented by the Advisory Parks Commission. Also enclosed on page is a copy of additional detail on the 1999 projects. It would also be appropriate for the City Council to acknowledge the suggestion by the Advisory Parks Commission to conduct a more comprehensive review in July of 1999 of current and future financial resources available for this CIP. This has a significant potential impact on projects proposed for the years 2000 through 2003. The Director of Parks & Recreation will be available to provide an explanation of the projects and to answer questions at the meeting on Tuesday. Part I CIP (General Government Facilities) 1999-2003 and Part II (Vehicles & Equipment)2000-2003 If time permits, it would be helpful if the City Council could also review the last two components of the 1999-2000 5-Year Capital Improvement Program so the complete document could be brought back to a future regular meeting for formal adoption. Part I General Government Facilities The only project suggested for consideration in the Part I 1999-2003 CIP is the remodeling of Fire Station 2 located on Lone Oak Circle. Enclosed on page .2!r is a copy of the current estimate to complete this remodeling. Also enclosed on page " is a'copy of a memo from Fire Chief Jensen suggesting the benefits of this remodeling taking place during 1999 when the station operations will probably need to be relocated due to the construction on Lone Oak Road. If the project concept is given approval by the City Council, some additional detail review will be undertaken by the City Administrator and Fire Chief to finalize the actual scope of the work before proceeding. Funding for this project would be from the Community Investment Fund. Fire Chief Jensen will be available at the meeting to answer any questions that the City Council may have regarding this proposed project. Part II Vehicles & Equipment At the regular meeting on January 19, 1999, the Part II budget for the year 1999 was approved. The balance of the 5-Year Part II CIP for the years 2000-2003 should also be reviewed for incorporation into the final document. Enclosed on pages 22 through is summary information and detailed department information for this part of the CIP. DIRECTION TO BE CONSIDERED ON THIS ITEM: To provide direction to the City Administrator to place the Five (5) Year Capital Improvements Program (1999-2003) on a future City Council agenda for consideration with or without City Council modification. DIRECTION RE: INFORMATION FOR REVIEW ON SPECIAL ASSESSMENT POLICY Enclosed on pages 3LT7 through ..1_ is a memo from the Director of Public Works responding to the motion approved at the January 19, 1999 City Council meeting directing staff to schedule an agenda item for the February 9 Council work session for the purpose of defining what information should be prepared for future discussion on the City's assessment policy. The memo should effectively serve as a starting point or benchmark for the City Council's deliberations. Enclosed on page VO is a copy of a handout City Councilmember Carlson distributed to each member of the City Council at the February 2 regular City Council meeting. It was suggested at the meeting that if any member of the City Council had specific questions in regard to the City's assessment policy, they should be forwarded to the City staff by Friday, February 5, and included in the packet of information for the February 9 meeting. Enclosed on page-q4 is a copy of information City Councilmember Blomquist is forwarding to the City Council in response to the questions prepared by Councilmember Carlson. DIRECTION TO BE CONSIDERED ON THIS ITEM: To provide staff with direction on the motion adopted at the January 19 City Council meeting which "directed staff to schedule an agenda item for the February 9 Council work session for the purpose of defining what information should be prepared for future discussion on the City's assessment policy." OTHER BUSINESS Mayor Awada, on behalf of the Eagan Forever Green Task Force, is requesting a brief discussion to consider the placement of a tally board on the Municipal Center Campus that would share the status of the fundraising goals for the Eagan Forever Green community match. The City used a similar concept with a board that charted the status of the community fundraising for the first civic arena project several years ago. There is no additional business anticipated. /S/ Thomas L. Hedges City Administrator TLH/vmd i I 98-62 RESOLUTION CITY OF EAGAN LIGHT RAIL TRANSIT HUB WHEREAS, the City of Eagan recognizes the growth in residential and business areas in Eagan and Dakota County; and WHEREAS, the City of Eagan supports the transit needs of the residents and businesses in Eagan and Dakota County; and WHEREAS, the City of Eagan supports and wishes to participate on the Hiawatha Corridor Management Committee, pursuant to Minnesota Statutes, Section 473.3994, Subdivision 10; and WHEREAS, the City of Eagan supports the concept of a light-rail transit hub in Dakota County; and WHEREAS, the City of Eagan further supports, in concept, the development of a light-rail transit hub in the general location of the intersection of Highway 77 and Trunk Highway 13, NOW, THEREFORE, BE IT RESOLVED, the City of Eagan hereby expresses interest in and support for further planning of a light-rail transit hub at the junction of Highway 77 and Trunk Highway 13 to serve the residents and businesses of Dakota County. CITY OF EAGAN C UNCIL Its Mayor Attest: It Jerk Motion made by: WACHTER Seconded by: AWADA Those in favor: ALL VOTED IN FAVOR. Those against: NONE. Dated: JULY 21, 1998 6 4,if?3 198 16:15 ID:DAfmTA CUmTY PFMSICAL. D FAX:612-891-7031 PAGE 3 AGENDA ITEM 15 Hiawatha Corridor Project Stages Downtown Mlnneapoil� 94 9� L►Ye St �+ b VA Hospital* �.. 6z MSP Alrpo ir■ Mall Of Americ � N ' �� ■ � Stage IA �Iriri w o t a Stage 18 stage 1 • ■ ■ ■ ■ Stage2 07101/98 I x-95% 612 891 7031 08-03-98 98 04:OOPM P003 li07 27 Entertainment Dist The Hiawatha Line r owntown Core (i�'�Pl Proposed LRT alignment Government Corridor University u or M Transit Soh trodorn 1 °f LRT Line s, Minnesota Downtown a"9LO" Station Minneapolis N I _ New Park and Ride 15th Avenu � Augsburg July 1998 CoHege ,Ile � Flankun Amtrak Depot E.Franklin Franklin Fds`� ��,'�a•�Y 24th St 25th St c c � _ n < - a L) N Lake St E.Lake St Univ.of Powderhorn Summit ■St Thomas Park Grand 35th St 34th St ST.PAUL E.38th St 38th St 38th St St Clair MINNEAPOLIS 4 to Randor(; 42nd St A > i ` Neighborhoods along the A Coll ge E.46th St 46th St St Catherine, route and commuters to: Ford Pkv,, Downtown Minnehaha Highlands Minneapolis Proposed j Park r U of M Minnehaha Park Station Motor J% VA Hospital -50th Company • MSP Airport 54th St c VA Medical N Center Mall of America VA Hospital■ �f st Minneapolist 52r-,d St St.Paul GSA/Ft.Snelling •Fort International 60o car Park&RidSnArc Airport Veterans Memorial c Air rt tend FcQ Park Termi N Snelling _ RICHFIELD �� Lake HHH Terminal Both St Northwest Rt\ &Econolot �iriines A,t• �o sl lea Cl Northwest < Sne ling era Airlines t National Fort (Building C) A Cemetery Snelling y State ® Park �M 34th Avenue 80th St 0�, sisl St A pletree un Square Club E Mall of a Lake America etro Drive Ameca �•� BLOOMINGTON t Mall Amenca MetroTransit ' `" Ca 861h St 86th Street a :. j.�. MEMO city of eagan TO: THOMAS L HEDGES, CITY ADMINISTRATOR FROM: THOMAS A COLBERT,DIRECTOR OF PUBLIC WORKS DATE: NOVEMBER 20, 1998—Updated February 5, 1999 SUBJECT: 5-YEAR CIP (1999-2003) The Public Works Department has completed the preparation of Part III of the 5-Year Capital Improvement Program (CIP) for 1999 to 2003. This CIP represents a continued refinement and evaluation of our community's infrastructure system. We have estimated the cost and projected sources of revenue necessary to finance the expansion and/or rehabilitation of our surface transportation and utility system for the next 5-years. Where possible, this CIP incorporates and compliments the related CIP of Dakota County and MnDOT when it requires the City of Eagan's financial participation. There are various improvements and issues that should be specifically reviewed in consideration of' formal adoption to ensure that it can be implemented in an efficient and timely manner. STREETS/HIGHWAYS A. Pavement Management Program In October of 1997, the City adopted and implemented a Pavement Management Program, which incorporates various pavement maintenance and rehabilitation strategies. These strategies can be applied at various optimal times,which can help extend the life expectancy of our streets. The Pavement Management Program establishes a measurable goal for the quality of pavement condition as evaluated for both the local neighborhood level and the entire City's system. An inventory of the pavement condition rating of all of our streets combined with the age and previous maintenance history helps determine which maintenance strategy would be most effective in extending its life expectancy. This process forms the basis for creating the Streets/Highway portion of this CIP. There are six strategies of improvements identified for local streets. 1. New Construction_ This category applies primarily to the new construction of local streets along new alignments where none previously existed. 2. Reconstruction — This category applies primarily to older streets that have reached or, exceeded their initial life expectancy where other operational or structural maintenance improvements would not be cost effective. These streets generally require full excavation, subgrade correction and surface reconstruction. Page I 9 3. Recycle — This category applies to streets that have a sound subgrade and adequate aggregate base, but the bituminous surfacing has deteriorated due to age and environmental impacts and should be replaced. The bituminous material is milled (crushed) and blended into the aggregate base and a new bituminous surface is constructed on top. 4. Resurface — This category applies to those streets originally constructed to City standards with a thicker section of asphalt (4+") and remain structurally sound but only the top 1-2"needs to be removed and replaced due to environmental and/or traffic wear. 5. Overlay—This category applies to those streets originally constructed to City standards and remain in generally good condition but need a structural overlay to enhance the pavement maintenance strategies previously applied and prolong the original life expectancy by preserving the original pavement structure while it is still sound. The existing pavement receives localized maintenance improvements and the outside edges are milled to provide a even surface with the curb section. In some cases, a full width milling will enhance the adhesion of the overlay and remove minor surface deteriorations as well. In other instances,routine crack sealing is all that is necessary. 6. Urban Upgrade — This category pertains basically to gravel, substandard and/or rural street sections that need full construction efforts to bring it up to current City standards with concrete curb and gutter, storm sewer and trails, if appropriate. B. Collector and Arterial Roadways 1. So. Dodd Road (1999.1) -- Dodd Road south of Cliff Road presently exists as a substandard neighborhood collector with a 24' wide rural design roadway with a 2" bituminous surface installed in 1988. This bituminous overlay was provided as a dust control measure only and no subgrade correction, drainage or structural improvements were provided. It had a projected life expectancy of 7 — 10 years which has now been met or exceeded. During this 10-year period, significant residential development has occurred along this corridor increasing traffic volumes 400%-500%. With the rural design, narrow roadway and emerging roadside vegetation, there are no safe accommodations for nonmotorized traffic or on-street parking. Approximately three years ago, there was a pedestrian fatality. Sanitary sewer and/or water main have been installed along limited segments of this roadway. There are approximately 30+ residences that take direct access from this one-mile segment of roadway with another 50+ homes from the Lakeview Trail and Waterview neighborhoods. It will be difficult to balance the collector street design needs with the rural ambiance desires of the neighborhood. There is a good opportunity to incorporate some traffic calming efforts in the design but it will require some variances to City standards. 2. Denmark Avenue Extension (1999.9) -- With the United States Postal Service (USPS) concurring with an alternate alignment adjacent to 35E, the extension of Denmark Avenue serving as a frontage road along the east side of 35E and acting as a reliever for the Lexington Avenue upgrade (2000.3) should now be programmed for 1999. With the continued growth of the commercial and business park near the Promenade development and Home Depot store, the need to extend and connect Denmark Avenue is now timely. However, the City's inability to assess the USPS will result in 100% financing by the City of Eagan. Page 2 /) 3. Highway 55-West Segment (1999.12) — This project provides for access ' modifications, median closures and the construction/extension of a frontage road on the south side of Highway 55 from Commers Drive to the current Lawrence Avenue intersection (future Blue Water Road). An application has been submitted for MnDOT participation,which is essential to this project's scheduling in 1999. 4. Cliff Road (2000.2)—This needed improvement would upgrade Cliff Road (Co.Rd. 32) to a 4-lane divided urban section with trails on both sides between ChesMar Drive and Lexington Avenue. This project was previously denied at a public hearing held in May of 1996 and reprogrammed for 1998. Dakota County will not reconsider this project until the City determines which local street (Park Ridge Drive vs. Oak Chase Road)will be restricted by a raised median. Representatives of the Park Cliff neighborhood continue to request this improvement as soon as possible with full access being provided at Park Ridge Drive. In spite of this impasse, the City Council requested Dakota County to program this improvement for 1999 and extend the improvement to Highway 3. Due to the significant right-of- way acquisition and additional design efforts competing with the County's current program, the soonest they would consider this is 2001. If the improvement was reduced to the original segment of ChesMar Drive through Lexington Avenue, the County may be able to accelerate it to the year 2000. Staff is pursuing discussions with the County to allow access to both local streets. The easterly segment to Highway 3 should be put into a future category, as there are other roadway segments that have a higher priority for improvement. 5. Yankee Doodle Road Extension (2000.4) — A joint traffic impact study being performed by Dakota County, Inver Grove Heights, MnDOT and the City of Eagan is expected to be completed in early 1999. Dakota County has programmed this extension for the year 2001 to allow the completion of an overall subregional study for other County road extensions. Due to the current development applications and the Indirect Source Permit (ISP) condition placed on any future expansion of the West Group, it is recommended that this improvement be programmed as soon as possible. Although the County may not be able to respond to the City's desire for 2000, this program schedule will allow the City to actively pursue this improvement. There has been past neighborhood opposition to this roadway extension in the past. Additional informational meetings are scheduled for Spring '99. 6. Highway 149 (2002.1) -- Highway 149 from Highway 55 to Wescott Road currently consists of a 2-lane rural roadway with intermittent turn and bypass lanes. Recent traffic counts indicate that this section of State highway carries 18,000+ vehicles per day, which is quickly exceeding the capacity of a 2-lane rural highway design. MnDOT does not have this roadway improvement programmed in any of their future work plans. If some improvement is to happen and MnDOT or other regional funds are planned on, it must be identified in a local CIP. 7. No. Dodd Road (2003.9) — This segment of Dodd Road (Diffley to Wescott) is currently a 2-lane rural County road turnback in good sound condition. It carries approximately 3,100 vehicles per day but does not have any paved shoulders or off- Page 3 street trails to safely accommodate nonmotorized traffic. The City continues to receive increasing requests for trailways, which cannot be accommodated on the steep side slopes without a reconstruction to urban design standards. At the request of several citizens, this is being placed in the fifth year of the CIP to provide the City Council an opportunity to discuss the merits and timing of this improvement. 8. Future (Foreseeable/Possible) — I tried to identify potential major roadway improvements that are contained within our Comprehensive Guide Plan and/or required to accommodate major development proposals. Their need is not foreseeable or the funding is not available within the next five years. However, it gives the Council a view of anticipated remaining projects. The cost estimates are very sketchy and additional development and/or traffic congestion pressures would dictate their timing. NOTE: As development continues, there becomes a need to protect and preserve the proposed corridors for some of these future alignments. This may necessitate the early acquisition of right of way or initiating the Official Mapping process. This may require the expenditure of funds prior to the programmed construction year. Cost estimates are very difficult to predict. C. Local Street Maintenance Because of the dedicated effort of the City of Eagan over the past 8 — 10 years to upgrade all City streets to current standards, the 5-Year CIP as presented for local street improvements is almost entirely life extending overlays and recycles except for the following upgrade. 1. East Highway 55 South Frontage Road (1999.8) — This frontage road is currently a substandard 22' wide rural road in deteriorating condition with additional development proposed along it. While technically this frontage road is under the jurisdiction of MnDOT, the City of Eagan is responsible for all maintenance. However, MnDOT may consider participating in the upgrade of this frontage road to City standards if the City agrees to accept the turnback of this state frontage road as a City street. An application has been made for MnDOT financing in 1999. D. Sealcoat Cracksealing and timely surface sealcoating applications have been shown to be effective preventative maintenance programs for extending the life cycle of streets. Newly surfaced streets are sealcoated 4 — 5 years after original construction and 8 — 10 years thereafter as needed and verified by field inspections. Historically, the program has been maintained at approximately $200,000 per year with the General Fund financing $50,000 per year and the difference being the responsibility of the Major Street Fund. City Maintenance crews were unable to perform all of the necessary crack sealing during 1998 to. accommodate the normal 1999 sealcoating program because of the major cleanup efforts associated with the two 1998 wind storms and the trail rehabilitation efforts needed to implement the new winter trail maintenance program. Subsequently, the year 2000 sealcoating program has more than doubled to catch up with the long-term program needs. Page 4 D. Signals Presently, there are 57 signalized intersections within the City limits with only two falling totally under the City's jurisdiction. This, 5-Year CIP identifies five additional intersections programmed for signalization with another eight identified in the "Future" category for consideration of programming as needs are identified or specific warrants met. 1. Highway 55 @ Eagandale Boulevard (2001.2) — A recent evaluation of this intersection by MnDOT indicates that this intersection meets all of the warrants identified to justify signalization. However, this intersection has an extremely low accident rate. Subsequently, MnDOT has programmed this intersection for signalization for the year 2001-2002. This CIP is recommending the earlier date. 2. Lexington @ Wescott (Future.8) — The signalization of this intersection requires reconstruction of Wescott Road to provide center left-turn lanes. Due to the impact to the adjacent properties for the widening of the Wescott Road approaches, this reconstruction was not approved at a public hearing for this project in October of 1997. Although a Signal Justification Report (SJR) has been authorized by the City Council, it remains in the "Future" category until specific direction is provided regarding this project. However, the City continues to receive numerous requests from the traveling public for signals at this intersection. 3. Lexington Avenue @ Duckwood (Future.6) — With the recent revision for the access to the Carriage Hills Golf Course from Wescott Woodlands to Duckwood. Drive, it is anticipated that increased traffic at this intersection will result in the need for signalization. However, Dakota County has taken the position that they will not finance the signalization of other intersections with lower priority ranking; until the Lexington and Wescott intersection has been completed. D. Streetlights This section pertains to major intersection streetlights. It does not address local residential neighborhood lights nor continuous streetlighting programs (i.e. commercial/industrial areas, collector/arterial thoroughfares, etc.). This program is based on an inventory of needs on our collector and arterial transportation system. _ 1. Johnny Cake Ridge Road (1999.5) —Installation of this streetlight is in response to the concern raised by an Eagan High School student at a recent Council meeting. Additional streetlighting for the various curves on Johnny Cake Ridge Road to the south are the responsibility of Apple Valley who has been requested. to provide similar streetlighting. Page 5 13 UTILITIES A. Water—Trunk Distribution This portion of the CIP is somewhat development driven and has been based on the 1996 Comprehensive Water Supply and Distribution Plan. This CIP identifies various trunk water main extensions within and through Inver Grove Heights in accordance with the 1997 Joint Powers Agreement. B. Water Operations and Facilities This element of the CIP identifies both programmed improvements for Renewal and Replacement (R&R) as well as Supply, Storage and Treatment (SST). The R&R portion pertains primarily to the routine inspection and maintenance of our City wells and pumps. The SST portions are improvements to the system as recommended in the 1996 Comprehensive Water Supply and Distribution Plan. 1. Safari and Yankee Reservoir (1999.2 & 3) — Based on the age and surveyed condition of these structures, it is recommended that both the interior and exterior be refurbished and repainted in 1999. The City Council may want to consider the application of the City logo tree and name with the repainting similar to the recently constructed Deerwood Reservoir. C. Trunk Conveyance The trunk sanitary sewer system is virtually complete with no significant programmed improvements anticipated for the next five years except as noted. However, it does identify those few remaining improvements under the "Future" category for information purposes. 1. Highway 55 Lift Station (1999.1)— The existing sanitary sewer lift station located on the south side of Highway 55 near the Inver Grove Heights border should have the wet well and pump size increased to minimize the frequency of operation and related high energy demands. D. Sanitary Sewer—Facility and Operations Because the sanitary sewer system is relatively young and routinely maintained, there are only minor maintenance improvements programmed to the pumping stations along with sealing off ground water infiltration. The update of the Comprehensive Sewer Plan associated with the Comprehensive Guide Plan update may identify additional improvements, which will be addressed with future CIP's. /Page 6 E. Storm Sewer—Trunk Conveyance This section is primarily for the conveyance of surface water runoff and does not address water quality programs. This CIP is also somewhat development driven. However, with the update of' the Comprehensive Storm Water Management Plan associated with the Comprehensive Guide Plan update, various modifications to the system may be recommended. These will be addressed in future CIP's. EQUIPMENT This portion of the CIP is presented for the various Divisions (Engineering — 21, Streets — 22, Central Services — 24, Water — 61, Sanitary — 62). They have all maintained the same 5-year totals while allocating those dollars differently within each respective year based on the needs and life cycle of the various pieces of equipment. An extensive 20-year projection has been performed by the Equipment Maintenance Division, which is addressed under Part II of the City's overall CIP. SUMMARY Hundreds of personnel hours have been applied towards the evaluation, compilation, calculation and preparation of this Comprehensive 5-Year CIP update. I would like to acknowledge the dedicated personnel of the Public Works Department for their effort, diligence, and innovation in helping to present this document to the City Council and the general public so that the growth of" our community can be planned and guided in an orderly and fiscally responsible fashion. This document allows for the necessary advanced planning, preliminary design, public notification, interagency programming and funding applications. It also represents the very, foundation for all future public infrastructure improvements incorporating three major steps; 1) Long-range planning and programming (CIP) 2) Scheduling the programmed improvement for the next available construction season 3) Approving a project and awarding a contract as the result of the public hearing, process. We look forward to presenting the information contained in this document to the City Council and citizens of Eagan. We would be happy to discuss the merits of any proposed modifications. Respectfully submitted, Director of Public Works TAC J j Attachment: 5-Year CIP (1999—2003) Cc: Russ Matthys, City Engineer Arnie Erhart, Superintendent of Streets/Equipment Wayne Schwartz, Superintendent of Utilities Tom Struve, Public Works Coordinator Pa`gee77 1 0 0 0 0 0 0 o o O o o 0 0 0 00 69 69 69 64 60S F 0 0 0 0 0 0 O' en M 0 0 0 M M QR; 69 69 66 69 69 T z 3 = ►r 0 0 0 0 0 0 Q F ct o 0 0 0 69 69 69 69 69 a W U � G O F- Q O � t} 601) � es 69 69 `~' O E z c Q � 0. ccs � W c a T U C O N M - r CN O O O C � - 3 C� Ca NO N N N O � . 1� a� c ON Ln E o �r E E > E0 U � U c o 0 0 0 0 0 o o o C o v, Lz7 O O Q � N Q C6 O U Q � kA p U � 0 0 0 E z o Q E w ;� cz _ � w s -o � > � Lo 0 CL Ue a r > U M p Ln U c�^S vUi C' 'T � C U 0 C U j .� .o > c 0 0 � 0 o voi Q � F � Wo N LZ _ Q a O Q Gaz7 V Q v p U c Q 0 0 0 O o 0 ai � U sNi9 cz cz ct cz � z � o y _ � w � � � � •� � 0 0 0 b w w = z CJ U CJ 7 U _ 3 0 �. �- c R o. E M ' E 3 E ° a� 0 0 O O o 0 0 Er � w w o g Z O ct P. CZ ct 0 N _ O 0 � L � F- Q y U M sMiS � z o u E > czczo °- m ° a. c3 C ° ° aG C> E _U m cC -� CEJ ° C (� — 3 a 0 c M 'Cr rn N U U 0 0 0 0 0 0 6R H Gii Ems„ �k � O O c� z a � Q. F o 3a Q o z Ln U ° w Q U CCS Q Gi j, O O Q > O O ¢' O a CEJ � U M EJ4 � z o > v� ° Q. a ct ri O C. .� c M C � U U 0 0 0 (0 rn O fq N .-� C 4 F W o 0 z w oen Q � , a Q o � z � o Q Q x > c ° cz O EL C.) a' w .r cz FIVE-YEAR RENEWAL AND REPLACEMENT PROGRAM STORMWATER MANAGEMENT (Department 64) 1999 Street Repairs 2,500 Utility System Repairs 25,000 Repair Supplies 10,000 Total 1999 $37,500 2000 Street Repairs 2,500 Utility System Repairs 25,000 Repair Supplies 10,000 Total 2000 $37,500 2001 Street Repairs 2,500 Utility System Repairs 27,500 Repair Supplies 20,000 Total 2001 $50,000 2002 Street Repairs 5,000 Utility System Repairs 25,000 Repair Supplies 100,000 Total 2002 $130,000* 2003 Street Repairs 5,000 Utility System Repairs 25,000 Repair Supplies 100,000 Total 2003 $130,000* *Approval pending subject to funding availability I:(Budget/5yrcip64 993 9/11/98 aC�_ The following projects have been reviewed by the Advisory Parks Commission and are being recomr:iended to the City Council For consideration in the 1999-2003 CIP: 1999 Project Cost • Playground installation -Evergreen Park(Paid from 1998 appropriations) • Second phase-Walden Heights Park $ 85,000 • Rahn Tennis Courts 35,000 • Acquisition: Don Grant property 240,000 • Property Repair/Other- Don Grant property 25,000 • Driveway Access-Patrick Eagan Park 25,000* • Soil Correction - Captain Dodd Park 25,000* *Projects not previously identified or formally reviewed as part of any pervious approvals. 2000 • Three playgrounds $ 75,000 • Blackhawk Park parking lot lights 30,000 • Lexington parking lot lights 70,000 • Thomas Lake Park parking lot 25,000 • North Park 100,000 2001 • Three playgrounds $75,000 • Shelter, Captain Dodd Park 20,000 • Shelter, Ridgecliff Park 20,000 • Shelter, Slaters Acres Park 20,000 2002 • Three Playgrounds $75,000 • Peridot Path Trail 10,000 • Meadowlands Park Trail 10,000 2003 • Lexington Diflley Athletic Field Lights $180,000 • Bur Oaks Park Trail/Bridge 30,000 • Carlson Lake Dock 20,000 • Two Playgrounds 50,000 Years 2000 through 2003 will be reviewed each year for reconsideration and recommendation. Staff is also suggesting that in July of 1999, a complete review of all projects be undertaken. Additional funds will have come into the Park Site Fund since the Commission first began this prioritization task in July of 1997. 00 1999 CIP Park Site Dedication Fund Summary: Walden Heights Park: Phase 11 $ 85,000 Rahn park Tennis Court Repair 35,000 Acquisition: Don Grant property 240,000 Property Repair Don Grant Parcel 25,000 Driveway Access: Patrick Eagan Park 25,000 Capt.Dodd Park: Soil Correction 25,000 Evergreen Park: Playground replacement N/A Walden Heh!bts Park-Phase II: Phase 1 was initiated in 1998 with grading, seeding,parking and trail improvements. Phase 11 includes the installation of playground equipment, ball field backstop, landscaping, and signage. Rahn Park Tennis Court: ` This project was scheduled for 1998 but was postponed as a result of the severe windstorm damage suffered in the spring of 1998. The project requires the removal of the existing court surface and sub-grade material. A new surface will be installed over better sub-grade materials. The current courts have severe cracking and deflection. Acquisition: Additional land adjacent to Moonshine Park,the Don Grant parcel, is planned for acquisition. This acquisition has been approved by the City Council, subject to a purchase agreement, which is being finalized. Prope , repair-Don Grant: With the acquisition of the Don Grant parcel,there will be some site work required. Demolition of the old swimming pool,which has been unusable for a number of years and repair of the septic system to meet State requirements will need to be completed. Driveway Access-Patrick Eagan Park: Funding to allow for the extension of Northview Park Road into Patrick Eagan Park as a shared access with United Methodist Church. Cant. Dodd Park-Soil Correction : As a result of contaminated soils being washed onto Captain Dodd Park years ago,the department has processed the necessary closure documents with the State and County to resolve the issue of any potential contamination with the park's users. The plan calls for importing soils to"cap"the site and re-vegetate it. Evergreen Park-Playground Installation: Originally scheduled in 1998 as one of four park playgrounds for replacement. Although the equipment was ordered it was not installed because of the work effort required as a result of the spring storms. This work will carry over into next year's installation schedule. The equipment was paid for from 1998 appropriations. STATION 2 REMODELING Parking Lot (Curb, Gutter, Surface) $ 23,000 Garage Doors A) Door Replacement 11,000 B) Manual Operation for Power Outage 6,000 C) Weather Striping 2,500 Roof-New(Add insulation to min. requirements) 30,000 Carpet (Upstairs& 2 offices down) 3,000 Painting (Inside& Out) 18,000 Sign (Marquee out front) 5,000 Upstairs (Paneling, sheetrock, new ceiling tiles, lighting 8,000 Kitchen A) Downstairs -Relocate to upstairs and change downstairs to storage room) - 0- Bathrooms 0-Bathrooms-Upgrade to A.D.A. standards 21,000 Ceiling Fans - Install and guards on all 2,500 Furniture -Replace upstairs area and offices 5,000 Exterior Brick -Repair and wash and seal 3.000 Sub-total $141,000 Contingency (12%) 16.920 TOTAL $157,920 cc: Craig Jensen-Fire Chief Dave DiIoia-Battalion Chief Mark Adam-Battalion Chief Scott Wood - Sta. 2 Commander Mark Sportelli Station Manager G:1PMt9PML4tarion2Remodeling.321 1 CITY OF EAGAN MEMO TO: Tom Hedges, City Administrator Gene VanOverbecke, Director of Finace FROM: Craig Jensen, Fire Chief DATE: November 19, 1998 SUBJECT: CIP Part 1, Fire Station Two Remodel Enclosed please find an estimate of the cost associated with the remodeling of Fire Sta. #2 located on Lone Oak Circle. It would be in the best interest of the City to proceed with this project in 1999. With the reconstruction of Lone Oak Road,the personnel at this station will have difficulty in getting to the station in time throughout the road reconstruction project. The station personnel and equipment will have to be located to a temporary location if plans for the road reconstruction remain as they are. The fire department is looking into locating one of the trucks at Dart Transit, and possibly locating one truck at Fire Administration. Sta. #2 will have a very poor response to fire and/or medicals for this period of time. We will do everything in our power to insure that the best service possible is supplied to the community. If you have any questions, please contact me via my digital pager 651-610-2671 Craig Jensen-Fire Chief VEHICLES AND EQUIPMENT SUMMARY BY YEAR BY DEPARTMENT Equipment Revolving Fund User Fees 1999 Information Technologies $ 52, 000 Community Development 65, 000 Police 399, 200 Fire 25, 000 Engineering 20, 000 Streets 387, 700 Parks & Rec/Tree Conservation 218, 000 Water $ 45, 000 1999 Totals $1, 166, 900 $ 45, 000 2000 Information Technologies $ 20, 000 Finance 18, 000 Community Development 30, 000 Police 197,200 Fire 60, 000 Engineering 27, 500 Streets 268,400 Parks & Rec/Tree Conservation 161, 000 Water $ 37, 000 Sanitary Sewer 37, 000 2000 Totals $782 , 100 $ 74 , 000 2001 Information Technologies $ 158, 000 Finance 18, 000 Police 648, 300 Fire 220, 000 Engineering 15, 000 Central Services 60, 000 Streets 159, 100 Parks & Rec/Tree Conservation 185, 000 Water $ 20, 000 Sanitary Sewer 50, 000 2001 Totals $1,463 , 400 $ 70, 000 2002 Information Technologies $ 46, 000 Finance 18, 000 Community Development 16, 500 Police 218, 300 Fire 123, 000 Central Services 9, 000 Streets 378, 300 Parks & Rec/Tree Conservation 195, 000 Water $ 17, 000 Sanitary Sewer 20, 000 2002 Totals $1 , 004 , 100 $ 37, 000 a7 VEHICLES AND EQUIPMENT (CONT,D) Equipment Revolving Fund User Fees 2003 Information Technologies $ 32, 500 Community Development 17, 000 Police 239,400 Fire 775, 000 Engineering 20, 000 Streets 279, 700 Parks & Rec/Tree Conservation 53, 000 Water $ 20, 000 Sanitary Sewer 20, 000 2003 Totals $1, 416, 600 $ 40, 000 SUMMARY BY DEPARTMENT Equipment Revolving Fund User Fees Information Technologies $ 308, 500 Finance 54, 000 Community Development 128, 500 Police 1, 702, 400 Fire 1, 203, 000 Engineering 82, 500 Central Services 69, 000 Streets 1, 473 , 200 Parks & Rec/Tree Conservation 812, 000 Water $139, 000 Sanitary Sewer 127, 000 $5, 833, 100 $266, 000 p� O VEHICLES AND EQUIPMENT BY DEPARTMENT - 1999 Equipment C Revolving Fund User Fees Information Technologies File Server Memory (City/PD/Maint) $ 6, 000 Four 10/100 Base-T Hubs 8, 000 Network Software Upgrade 5, 000 NT Exchange Server for City e-mail System 8, 000 GIS Plotter 25, 000 $ 52 , 000 Community Development Workstation Improvements $ 50, 000 Vehicle (replace #503) 15, 000 $ 65, 000 Police 6 Full Size Crown Victoria Squads $ 126, 600 2 Detective Replacements 28, 100 Photo Imaging System 32 , 500 Payroll Program Replacement 8, 000 MDT Upgrade (Advanced from 2002) 204 , 000 $ 399, 200 Fire CairnsIRIS Helmet $ 25 , 000 $ 25, 000 Engineering Inspection Vehicle (replace #104) $ 20, 000 $ 20, 000 Streets 1-ton Dump Truck (replace #128) $ 39, 100 1-ton Sign Truck/Plow Truck (replace #127) 39, 100 M-ton Pickup (replace #148) 15, 500 Single-axle Dump (replace #119) 92 , 000 Single-axle Dump (replace #129) 92 , 000 Tandem Dump (replace #125) 110, 000 $ 37, 700 Parks & Rec./Tree Conservation 2-Toro 580D Mower (replace #328 & #329) $ 130, 000 1-ton 4X4 Dump Truck (replace #311) 38, 000 Vehicle (replace #500) 15, 000 1-ton 4X4 Dump Truck (new) 35, 000 $ 218, 000 Water -ton 4X4 Pickup with Plow (replace #214 & #213) $ 25, 000 Mini-Van (replace #208) 20 , 000 $ 45, 000 Total $1, 166, 900 $ 45, 000 VEHICLES AND EQUIPMENT BY DEPARTMENT - 2000 Equipment Revolving Fund User Fees Information Technologies T 1 Upgrade $ 10, 000 Network Hubs 5, 000 Software Replacement 5, 000 $ 20, 000 Finance Election Equipment $ 18 , 000 $ 18, 000 Community Development Vehicle (replace #506) $ 15, 000 Vehicle (replace #509) 15, 000 $ 30, 000 Police Full Size Crown Victoria Replacements (7) $ 152 , 600 Detective Vehicle Replacements (2) 29, 600 High Capacity Copier 15, 000 $ 197, 200 Fire Battalion Chief Vehicle Replacement $ 35, 000 CairnsIRIS Helmet 25, 000 $ 60, 000 Engineering Survey Inspection Vehicle (replace #111) $ 20, 000 Plotter 7, 500 $ 27, 500 Streets Roller (replace #137) $ 10, 600 Single Axle Dump Truck (replace #143 & #113) 195, 200 1-ton Dump Truck (replace #121) 40, 300 -ton 4X4 Pickup (replace #149) 22 , 300 $ 268, 400 Parks & Rec./Tree Conservation Toro 72M Mower (2) (replace #336 & #338) $ 46, 000 Toro 580 Mower Upgrade from #326 65, 000 1-ton Pickup (replace #316) 25, 000 -ton 4X4 Pickup (replace #304) 25, 000 $ 161, 000 Water -ton Pickup (replace #204) $ 20, 000 3�-ton Pickup (replace #216) 17 , 000 $ 37, 000 36 VEHICLES & EQUIPMENT-BY DEPARTMENT-2000 (CONT'D) Equipment Revolving Fund User Fees Sanitary Sewer %-ton Pickup (replace #220) $ 20, 000 %-ton Pickup (replace #217) 17, 000 $ 37, C00 Total $ 782 , 100 $ 74 , 000 3 / VEHICLES AND EQUIPMENT BY DEPARTMENT - 2001 Equipment , Revolving Fund User Fees Information Technologies Network Switch (2) $ 8, 000 Telephone System 150, 000 $ 158, 000 Finance Election Equipment $ 18, 000 $ 18, 000 Police Full Size Crown Victoria Replacements (9) $202 , 500 Full-size Crown Victoria-New 22 , 500 MDT for New Squad Car 8, 000 Detective Vehicle Replacement 15, 300 Dispatch Consoles-Replacements (2) 400, 000 $ 648, 300 Fire Rescue Command Vehicle (replaces light rescue vehicle) $ 220 , 000 $ 220, 000 Engineering Plan-size Copier-replacement/upgrade $ 15, 000 $ 15, 000 Central Services Automatic Vehicle Washer $ 60 , 000 $ 60, 000 Streets 1-ton Dump (replace #120) $ 41, 400 Backhoe (replace #123) 54 , 500 Melter (replace #136) 32 , 700 Skid Steer (replace #140) 30, 500 $159, 100 Parks & Rec./Tree Conservation Toro GM72 Mower (2) (replaces #335 & #337) $ 46, 000 Mini-Van (replace #300) 23 , 000 Chipper (replace #344) 40, 000 1-ton 4X4 Dump Truck with Flow-New 38, 000 1-ton 4X4 Dump Truck (replace #319) 38, 000 $185, 000 Water -ton Pickup (replace #202) $ 20, 000 $ 20, 000 Sanitary Sewer Cab & Chassis (replace #212) $ 50, 000 $ 50, 000 .Total $1 , 463 , 400 $ 70, 000 VEHICLES AND EQUIPMENT BY DEPARTMENT - 2002 Equipment Revolving Fund User Fees Information Technologies City Hall File Server $ 35, 000 Network Software 5, 000 Network Hubs 6, 000 $ 46, 000 Finance Election Equipment $ 18 , 000 $ 18, 000 Community Development Vehicle (replace #510) $ 16, 500 $ 16, 500 Police Full Size Crown Victoria Replacements (8) $ 185, 600 Detective Vehicle Replacement 15, 900 Warning Siren Replacement 16, 800 $ 218, 300 Fire Battalion Chief Vehicle Replacement $ 38 , 000 Refurbishment of 1998 Peterbuilt Pumper 85, 000 $ 123 , 000 Central Services Copy Machine Replacement $ 9, 000 $ 9, 000 Streets %-ton 4X4 (replace #105) $ 23 , 500 Motor Grader (replace #112) 170, 000 Air Compressor (replace #133) 16, 800 Loader w/Plow & wing (replace #144) 168, 000 $ 378, 300 Parks & Rec./Tree Conservation Toro Parkmaster Reel Mower (replace #327) $ 55, 000 Y4-ton 4X4 Pickup (replace #310) 28 , 000 2-ton Flatbed Dump (replace #313) 38, 000 Skid Steer Loader-New 36, 000 Tree Spader-Replacement 38, 000 $ 195, 000 Water %-ton Pickup (replace #205) $ 17, 000 $ 17, 000 Sanitary Sewer %-ton Pickup (replace #210) $ 20, 000 $ 20, 000 Total $1 , 004 , 100 $ 37, 000 33 VEHICLES AND EQUIPMENT BY DEPARTMENT - 2003 Equipment Revolving Fund User Fees Information Technologies Maintenance File Server $ 25, 000 Tape Backup System 7, 500 $ 32, 500 Community Development Vehicle (replace #504) $ 17, 000 $ 17, 000 Police Full-size Crown Victoria Squads (7) $ 173, 600 Detective Vehicle Replacement (2) 33, 000 Full-size Crown Victoria-New 24 , 800 MDT/PC for New Vehicle 8 , 000 $ 239, 400 Fire Aerial Platform Replacement $ 775, 000 $ 775, 000 Engineering Inspection Vehicle (replace #106) $ 20, 000 $ 20, 000 . Streets Loader (replace #145) $ 173 , 000 Single-axle Dump (replace #142) 106, 700 $ 279, 700 Parks & Rec./Tree Conservation Toro Groundmaster (replace #339) $ 25, 000 Y.-ton Pickup (replace #320) 28, 000 —! $ 53 , 000 Water 1-ton Utility (replace #211) $ 20, 000 $ 20, 000 Sanitary Sewer Y.-ton Pickup (replace #209) $ 20, 000 $ 20, 000 Total $1 , 416, 600 $ 40, 000 l w, MEMO city of eagan TO: Honorable Mayor and City Councilmembers % Thomas L. Hedges, City Administrator FROM: Thomas A. Colbert, Director of Public Works DATE: February 4, 1999 SUBJECT: Assessment Policy Issues Council Workshop, 2-9-99 Recently, the City Council has expressed an interest to review the current Special Assessment Policy to see if any aspect should be considered for revision or modification. A special workshop session has been scheduled for February 9 to discuss what aspects should be reviewed in detail. This memo is meant to provide a historical perspective and some background of the various issues that could be discussed. SPECIAL ASSESSMENT PHILOSOPHY Special assessments are a method for local governments to finance public improvements by recognizing and recouping at least a portion of the increased market value conveyed to property as a result of the improvement. By law, there has to be a reasonable relationship between the improvement and the property being assessed. Special assessments allow cities to differentiate between the costs that provide a specific benefit to specific property from those costs that provide a general benefit to the community at large which are usually handled through various forms of taxes (property, income, sales, etc). Assessments become a financial obligation against all benefiting property, including tax exempt non-profit organizations, institutions (i.e. churches) and other governmental agencies (i.e. schools, County parks, State buildings, etc) except for Federal agencies. BACKGROUND The Eagan City Council adopted its first formal Special Assessment Policy in February of 1978. It was a very comprehensive document that attempted to deal with the projected growth and new development of the City at that time. The vast majority of new development and related public infrastructure was financed either privately by developers through the terms and conditions of the Subdivision Development Agreement or through special assessments levied against the newly created land parcels. However, many times large diameter trunk utility mains and collector streets had to be constructed and extended to serve - these new developments. These public improvements often traversed or fronted large tracts of undeveloped agricultural land. Some times, informal agreements were made regarding the payment and/or collection of the assessments in consideration of granting the necessary easements and rights of way. In the early 1980's, amendments to the Special Assessment Policy were created to address various unique circumstances that were being encountered on a more frequent basis such as: • large lot homesteaded agricultural properties, • credits for wetlands with and without ponding easements, • existing land use that differed from its zoning, • local vs. collector street credits, etc. Objections were processed through the City Council's Special Assessment Committee for review. Requests for reconsideration were then reviewed by the City Council and subsequently approved or denied. The City was challenged in court with a small number of various formal assessment appeals. The court rulings indicated that modifications were needed to the existing formal policy to provide continuity and the equity of process required by law. The overall framework`of assessments was not challenged or considered to be problematic. Subsequently, in 1990 the City decided to completely revamp the Special Assessment Policy and Process to provide closer consistency with the State Statutes governing public improvements financed with special assessments. While the law gives great discretion to the legislative authority of city councils in calculating assessment obligations, it narrowly defines the process and sets some very specific criteria that must be met. There are two major yardsticks: 1) all like pieces of property must be assessed in a similar manner; and, 2) the assessment cannot exceed the value benefit accrued by the improvement. During this same time frame, reconstruction of existing,older streets had become a priority to sustain a safe and structurally sound system. Many of the community's original streets needed refurbishing in order to be incorporated into the City's Pavement Management Program for on-going renewal. Street reconstruction 2 became a part of the City's public improvement program. Recognizing the need to address the growing structural maintenance requirements resulting from the overall aging of our streets, the City Council directed staff to research related funding policies of other communities. Special assessments were found to be a common. method of financing local street rehabilitation improvements. Subsequently,in 1991 the new revised Policy retained special assessments as a financing mechanism and. incorporated a matrix of credits for rehabilitation strategy, land use, access, etc. In. addition, two major changes were implemented: 1) where possible, assessments would be levied on a per lot equivalent basis for developed parcels rather than frontage; and, 2) the value of benefit incurred would be determined by an independent appraisal of the property in response to a formal appeal. Assessment challenges would be reduced to the appraised results, if appropriate, and resolved through the impartial judicial process, if still deemed necessary by the property owner. A few years later, the Special Assessment Policy was revised to include formal appraisals being performed early in the public improvement process on representative parcels to provide the Council with additional information to evaluate the appropriateness of the assessments and the resultant City financial obligations before committing to the project. Until this past year, the City had assessed approximately 2,900 parcels for street rehabilitation improvements, received 29 objections, and had no formal appeals processed over the previous 5 years. The majority of objections and appeals were related mainly to assessments from trunk improvements against large tracts of land (i.e. golf course, O'Neill, Wilmus, etc.) _1. ASSESSMENT ISSUES It is uncertain whether the Council wants to review and evaluate the entire current Special Assessment Policy or just certain aspects of it. Here is a list of major components suggested for review and discussion to help reach a-consensus for further study and/or evaluation. • Financing — There seems to be a basic question of whether street rehabilitation should be financed through special assessments against benefiting property as a capital improvement or through some other source of funding as part of an ongoing maintenance program. Any other option can be evaluated - for economic feasibility and impacts if specifically defined. There are limited options available to local units of government and the City of Eagan; 32 3 1) General Fund Budget allocations, (property tax based) 2) General Obligation Bonds, (property tax based but must have a minimum 20% of the cost levied as special assessments unless, authorized by a special referendum) 3) the Community Investment Fund, (currently not available by council policy) 4) the Major Street Fund. (primarily property tax based) Both short term and long term implications of policy changes should be analyzed for impacts on the community. • Appraisals — The preparation of property appraisals is a very expensive and time consuming process, but the courts rely very heavily on it to determine the validity of the proposed assessments. This is a subjective "art" where opinions can vary widely depending on the interests of the client. It would be economically unfeasible to prepare an appraisal on every piece of property proposed to be assessed. The Council has discretion to determine how many - representative parcels are needed to provide them with adequate support information to help determine that the proposed assessment is equitable. The appraisal result is a professional opinion for the Council to take into consideration in determining the appropriate assessment. However, because the appraisal report becomes the main source of defending the City in any potential assessment appeal litigation, the Council should consider how much of the detailed information should be disclosed prematurely. • Pavement Management Program (PMP) — The City has been very pro-active in implementing an effective Pavement Management Program that integrates appropriate maintenance and rehabilitation strategies with limited resources in a fiscally responsible manner to protect the structural integrity of our existing street system. The associated long-term costs are directly related to the level of quality that the Council establishes for the community's transportation infrastructure. A working knowledge of the PMP is essential in understanding the life cycle economics and determining the appropriate level of quality and its required funding. • Assessment Methods — This aspect deals with a myriad of issues that can incorporate: • Different zonings and land uses, • Allocation methods (front foot vs. per lot; pre-set vs. formula rates), 4 3t • Homestead vs. vacant ownership, • Credits, deferments, postponements, hardship criteria, • new construction vs. capital maintenance, etc. Survey information from other communities can be obtained for comparisons on any or all of these aspects if appropriate parameters can be defined. The city staff can assist in reviewing any of these or other desired aspects of the public improvement process to help the Council reaffirm the existing policy or develop a new one that they feel will be in the best interests of the community. Both the process and the final outcome are public policy issues that can be determined only by the City Council. Please let us know how we may help. Respectfully, Thomas A. Colbert, P.E. Director of Public Works Cc: Russ Matthys, City Engineer Arnie Erhart, Supt. of Streets / Equipt. Gene Van Overbeke, Director of Finance Jim Sheldon, City Attorney G:jj:tac:memos:assmt policy 5 5 2 ! Z Council Input for Revisiting the Assessment Policy 1. Please list in writing which part(s) of the policy that is of concern. 2. Include any and all viable alternatives to resolve the area(s) of concern. 3. Suggest avenues for funding the alternative(s)that resolve the area(s) of concern. O Bea Blomquist 2/5/99 t Part 1 Part of the Policy that is of Concern: • Fact: It is the City's responsibility to repair City streets. Policy is loaded against the citizen. By not maintaining the street, the more it costs the homeowner. • Fact: Must show a benefit. Policy assessment appraised to determine benefit is almost impossible to determine. It is unrealistic to say there is a benefit. • Fact: The Dakota County Tax Assessor will not increase the value of a home based on their assessment. • It's a technical assessment based on engineering facts. Does not allow for variables, such as when the road was last repaired, etc. • Increases cost of the street rework caused by the bonding process and attorney fees, etc. • No way to make the assessment equal and across the board to all homes and business owners. • County roads do not charge for overlays because of the fact the County does the overlay and we do not special assess for county work. • Fact: The appraisal to prove benefit is done without telling the homeowner it will be used against them if it should go to district court. • Appraisals are not made public. We withhold the information from the public. • We need to look at the fairness of each project. Each project has a different set of variables that affect the assessment. Parts 2 & 3 Viable Alternatives to Resolve and Suggested Funding: • This is road redo or rework and should be out of the General Fund. • For now, to ease into a large increase in the budget. --Look for any budget item projects that are not going to be continued. --Look at road fund because we have scheduled so many projects. --We should have some court cost savings and staff time savings by not holding public hearings. --Be creative-look for ways to cut down on spending. • Make the appraisals open to the public. From the beginning, these appraisals should be made public. At the public hearing, the appraiser should be available to explain his or her work. q/