06/29/1999 - City Council Special r
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AGENDA
SPECIAL CITY COUNCIL MEETING
TUESDAY
JUNE 29, 1999
5:00 P.M.
EAGAN MUNICIPAL CENTER
CITY COUNCIL CHAMBERS
L ROLL CALL & AGENDA ADOPTION
II. VISITORS TO BE HEARD
III. FIVE YEAR C.I.P. PART III (2000-2004)
■ Streets and Highway
■ Utilities
IV. LICENSE APPLICATIONS FOR 4TH OF JULY FUNFEST
■ Shows License
■ Parade License
■ Temporary Beer License
V. SCHEDULE SPECIAL WORK RETREAT FOR
TUESDAY, JULY 6
VI. OTHER BUSINESS
VII. ADJOURNMENT
MEMO
- city of eagan
TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JUNE 24, 1999
SUBJECT: SPECIAL CITY COUNCIL MEETING/JUNE 29, 1999
A Special City Council meeting has been scheduled for Tuesday, June 29, 1999 at 5:00 p.m. to
consider the 2000-2004 Five Year Capital Improvement Program Part III for public infrastructure
projects.
Each year the City Council approves a Five (5) Year Capital Improvement Program Budget. The
first year of the Five (5) Year C.I.P. is considered as an action item with implementation occurring
in the year 2000. The remaining four (4) years serve as a guideline and planning tool for future
budgeting,work schedules and community development in general.
A Capital Improvements Budget consists of three (3) parts. Part I is the general government
facilities portion of the C.I.P. containing primarily one revenue source, that being the Community
Investment Fund.
The second part of the Five (5) Year C.I.P. is referenced as Part II, vehicles and equipment, which
provides for the purchase of new and replacement equipment for all operations. Pan II is financed
through the sale of equipment certificates, an ad valorem tax levy and public utility user fees. The
General Fund balance may be used to supplement additional ad valorem tax levies on a case by
case basis.
The third category is Pan III, which is public infrastructure and parks acquisition and development.
Those projects are funded through:
➢ Park Site Acquisition Development Fund
➢ Special Assessment Bonds
➢ State Aids
➢ Public Utility User Fees
➢ Ad Valorem Taxes
➢ Tax Increment Financing
➢ Grants
➢ Water Quality-Developer Dedications
The purpose of the meeting on June 29 is to consider Pan III for public infrastructure, which
primarily includes streets and highways and utilities. It is hopeful that the City Council can review
the document and provide the necessary direction so that Pan III could be placed on the July 20
regular City Council agenda to consider approval. This would allow staff the opportunity to
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proceed with the feasibility studies,public hearings and other processes necessary for implementing
public improvement projects in the year 2000. There is a great deal of lead-time required.
The rest of the C.I.P. will be presented later this summer, more than likely late August early
September. The Advisory Parks Commission is reviewing the C.I.P. at their worksession on July
19. The City Administrator is meeting with department heads regarding the Part II C.I.P. on June
28, and at this time, there are no proposals for the Part I C.I.P. The Part I, Part II and remaining
Part III,which is Parks and Recreation will be submitted for consideration by the City Council at a
later date in the summer/early fall.
This is the earliest the City Administrator has ever presented the Five (5) Year C.I.P. Typically, it
follows the General Fund Operating Budget, with formal adoption in December. Moving the date
to summer will help to better coordinate the necessary scheduling for Part III public infrastructure,
which is required if Public Works projects are to be properly coordinated for the next year. Further,
if any capital projects are given consideration for the next year, and there is some implication on the
operating budget, those costs can be taken into consideration before the General Operating budget
is approved in December.
PART III PUBLIC INFRASTRUCTURE
Enclosed on pages q through__�_is a memo from the Public Works Director highlighting
the various aspects of the C.I.P. for Council's consideration. Enclosed without page number is a
copy of the entire 2000-2004 Part III C.I.P. for streets and utilities as prepared by the Public Works
Department. The entire booklet, with maps, etc., is being forwarded to the City Council so that all
information can be reviewed.
ACTION TO BE CONSIDERED:
To provide direction on the Five (5) Year (2000-2004) C.I.P. for streets and utilities and place this
part of the C.I.P. on the July 20, 1999 City Council agenda for consideration.
LICENSE APPLICATIONS FOR 4TH OF JULY FUNFEST
The Eagan Convention and Visitors Bureau and Eagan Lions Club submitted applications for the
4'of July FunFest this past week. Due to the fact that the 4°i of July FunFest will occur prior to the
next regular City Council meeting, it is necessary for the City Council to give consideration to the
following license applications for the event.
Item 1. Shows License-The Eagan Eagan Convention and Visitors Bureau has applied for a shows
license to hold a carnival for the 4" of July FunFest event July 2-4, 1999. The required documents
have been reviewed and deemed in order by City staff and the Police Department. Enclosed
without page number is'a copy of the application.
ACTION TO BE CONSIDERED:
To approve the shows license for the Eagan Convention and Visitors Bureau for July 24, 1999 for
the 4'of July FunFest event.
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Item 2. Parade License-The City is in receipt of an application from the Eagan Convention and
Visitors Bureau and the Eagan Lions Club to hold a parade from approximately 10:00 a.m. until
noon on Sunday, July 4, 1999. The required documents have been reviewed and deemed in order
by City staff and the Police Department. Enclosed without page number is a copy of the
application.
ACTION TO BE CONSIDERED:
To approve a parade permit for the Eagan Convention and Visitors Bureau and the Eagan Lions
Club to hold the annual Fourth of July parade on Blackhawk Road between Diffley Road and
Blue Cross Road.
Item 3. Temporary Beer License-The Eagan Lions Club has applied for a temporary beer license
for the 4h of July FunFest event July 1-4, 1999. The required documents have been reviewed and
deemed in order by City staff and the Police Department. Enclosed without page number is a copy
of the application.
ACTION TO BE CONSIDERED:
To approve the temporary beer license for the Eagan Lions Club for July 1-4, 1999 for the 4t�of
July FunFest event.
SCHEDULE SPECIAL WORK RETREAT FOR TUESDAY JULY 6
At the June 22 Council retreat, there was agreement that a special work retreat would be scheduled
for Tuesday, July 6 at 4:30 p.m. to review the work assignment the City Council gave to
themselves, in an effort to prepare information for the goals and eventual action plan for
implementing the goals that will be ratified at a regular City Council meeting. This information
was disseminated by special delivery on Wednesday,June 23.
ACTION TO BE CONSIDERED:
To schedule a special City Council work retreat for July 6, 1999 at 4:30 p.m. in the lunchroom to
consider the goals and action plan.
OTHER BUSINESS
There are no items for other business.
/S/ Thomas L. Hed,2es
City Administrator
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MEMO
city of eagan
TO: THOMAS L HEDGES,CITY ADMINISTRATOR
FROM: THOMAS A COLBERT,DIRECTOR OF PUBLIC WORKS
DATE: JUNE 25, 1999
SUBJECT: 5-YEAR CIP(2000-2004)
The Public Works Department is pleased to present its 5-Year Capital Improvement Program (CIP)
for 2000-2004. This CIP represents a continued refinement and re-evaluation of our community's
infrastructure as it relates to the needs of both our continually growing and aging community. This
CIP is in conformance, except where noted, with the approved CIF's of Dakota County and
MnDOT where local City final participation is required.
BACKGROUND&PROCESS
The City of Eagan has historically prepared a 5-Year CIP to better plan for and finance major
public infrastructure improvements within the community.
Previously,the City Council has approved the 5-Year CIP in November/December of the preceding
year. However, due to the increasing complexity,public notification and participation process, and
County and State agency funding application, review and approval schedules, it has become
necessary to consider adoption of the 5-Year CIP at least 6 months earlier. The adoption of the CIP
in this time frame will allow the City to prepare the necessary feasibility reports, hold the public
hearings and advertise for bids for approved projects in the most economical season(winter/spring).
The following is a summary of some of the more significant or potentially controversial projects
included in the 5 year program as well as those that are not in conformance with other agency's
CIPS.
STREET/HIGHWAY
A. Collector&Arterials
1. Highway 13 (2000.1)—This project provides for widening the current 2-lane rural
highway to a 4-lane divided roadway between Silver Bell Road and Yankee Doodle
Road with a trailway on the east/south side and a signal at the Blackhawk Road
intersection. This project was originally proposed to be constructed in 1999.
However, due to significant design changes and funding shortfalls, it had to be
delayed to the 2000 construction season.
2. South Dodd Road (2000.2) — Staff has been actively communicating with the
neighborhood trying to achieve a design that mitigates the residents' concerns for
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• cut-through and speeding traffic. Various traffic calming designs will be taken into
consideration and shared at informational meetings later this summer or fall .
3. Beau d' Rue Drive (2000.3) — This project was originally proposed to be
rehabilitated in 1999. However, due to the moratorium placed on the general
Cedarvale area,this project has been delayed to 2000.
4. Cliff Road (2000.7) — There has been strong interest from the Parkcliff
neighborhood in having this project constructed in 1999. However, Dakota
County's workload precluded their ability to respond that quickly. Subsequently, it
was reprogrammed for the year 2000. On June 18, the City received information
from the County that they are now proposing to delay it to the year 2001, again due
to their heavy workload. They have suggested that if the 2000 season is to be
maintained, the City may have to be the lead agency. The council should provide
some direction regarding the desired program year to commit to.
5. Denmark Avenue (2000.8) — This project was originally programmed for 1999.
However, the right-of-way dedication and final roadway alignment/ profile require
concurrence and/or approval by the United States Postal Service(USPS). The most
recent information has indicated a desire by the USPS to delay this project to the
year 2000 to allow them to coordinate their overall site planning of the residual
undeveloped property to ensure compatibility with this frontage road extension.
There are no concerns with delaying this project till 2000.
6. Lone Oak Road (2001.2) — This provides for the continuation of the upgrade of
Lone Oak Road as a 2-lane rural to a 4-lane divided highway from Hwy 55 to
County Road 63 (Argenta'Trail) in Inver Grove Heights. Dakota County has
informed the City that, again due to their workload, they will not be able to
accommodate this project until 2002 unless the City chooses to be the lead agency.
The City has limited ability to continue to be a lead agency for County Road
improvements to accommodate the desired program year. However, this segment
has been identified for construction in 2001 for several years. The City Council
should provide direction as to whether the City could accommodate another year
delay to 2002 or whether we shold offer to assume the lead agency role.
7. Yankee Doodle Road (2001.3)—This project provides for the extension of Yankee
Doodle Road from Highway 149 County Road 63 (Argenta Trail) in Inver Grove
Heights. Inver Grove and Eagan have been planning on this roadway extension to
occur in 2001. However, Dakota County has recently informed us that due to their
workload, they want to postpone this project to 2002. Informational open houses
and public hearings will be held within the next 6 months to define a final alignment
allowing the Cities to proceed with their Public Hearing processes.
8. Lexington Avenue (2001.5) — This project provides for the widening of Lexington
Avenue from Lone Oak Road to Town Centre Drive to provide for a divided 4-way
road section with trailways on both sides and possible signals at Northwood
Parkway and Gemini Road. This was originally programmed for the year 2000.
However, due to Dakota County's workload, they have indicated they would not be
able to handle this project until 2002. However, they have offered the City the
option of being the lead agency to accelerate this project. City staffs workload
precludes our ability to assume this major County road improvement any earlier
than the 2001 construction season. There are concerns regarding the current need for
a signal at the Northwood Dr. intersection and having to wait 2 more years.
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9. Highway 149 (2002.1) -This provides for upgrading TH 149 to a 2-lane divided .
highway with turn lanes from Highway 55 to Wescott Road. This project will only
be financially feasible if Federal and regional funding becomes available. An
application is being submitted in 1999 for the 2004 funding cycle. If approved, it is
hoped that the project can then be accelerated to 2002 based on the warrants and its
probable high-ranking priority.
10. Yankee Doodle Road (2003.7)—This provides for the widening of Yankee Doodle
Road from a 4-lane undivided to a 6-lane divided roadway from Highway 13 to
Federal Drive. This project is programmed based on the proposed development of
the overall Blue Cross/Blue Shield campus and what will have been the recently
completed upgrading to Highway 13.
B. Local Street Improvements
In October of 1997, the City adopted and implemented a Pavement Management Program
(PMP), which incorporates various pavement maintenance and rehabilitation strategies.
These strategies,when applied at various optimal times, 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.
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.
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
deterioration and/or traffic wear.
5. Overlay — This category applies to those streets originally constructed to City
standards that 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
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minor surface deteriorations as well. In other instances, routine crack sealing is all
that is necessary. Overlays are generally programmed for every 18-22 years.
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.
The Public Works Department continues to review and update the surface condition of.all
local streets through the Pavement Management Program (PMP) and assign a Pavement
Condition Index (PCI)to every street segment. This program and rating process allows the
City to determine where any given street segment is in its projected life cycle. This Capital
Improvement Program implements the most cost effective, timely and long-term
maintenance program that allows the City to plan for a projected 50-year life cycle.
The City has reached the point in its ongoing CIP implementation where there are basically
no full reconstruction improvements left in the Local Street Improvement Category. This
portion of the CIP consists primarily of structural life-extending overlays. There are only
two Recycles (2000.3, 4), two Upgrades (2000.9, 2004.6) and one identified New
Construction(2002.6).
C. Street Sealcoat
Crack sealing and periodic seal coating treatment have been shown to be one of the
best preventative maintenance programs for extending the life cycle of streets.
Based on the Pavement Maintenance Program recently adopted by the City Council,
new streets are sealcoated approximately 4-5 years after original construction or
most recent new surface. A second application is then programmed for
approximately every 8-9 years thereafter.
The General Fund contribution has been maintained at $50,000 per year with the
difference being the full responsibility of the Major Street Fund. This minimizes
fluctuations to the annual General Fund Budget allowing better fiscal programming.
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 10
intersections programmed for signalization with another 4 identified in the
"Future" category for consideration of programming as needs are identified or
specific warrants met. Here are some of the more significant locations:
1. Diffley Q-) Johnny Cake Ride Rd. 2000.31 — With the extension of Johnny
Cake Ridge Rd. under construction from Diffley Rd. to Deerwood Dr., it is
anticipated that a signal will be needed at this location. However, the County
will not program a signal for any year that does not meet identified warrants
and will not program based on projected volumes. City Staff believe that, at
the time of opening the new roadway, this intersection will meet warrants and
should therefore be programmed for 2000.
2. Lexington Ave. ng, Duckwood Dr. (2001.3) - With the recent improvements
to the Carriage Hills Golf Course providing a second entrance to Duckwood
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Dr. and the annual increase in background traffic, it is anticipated that a signal
will be needed at this intersection within 2 years.
3. Hwy 55 a Eagandale Blvd.(2002.1) - 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 2002.
4. Railroad Crossings (2002.2. 3) A new addition for this 5-Year CIP is the
inclusion of railroad crossing signals on Wescott Rd. @ CP Rail and on Nicols
Rd. @ CNW Rail. MnDOT has identified these as qualifying for regional
funding under the Hazard Elimination and Safety Program.
5. Hwy 55 @ Wescott Rd (2004.1) - This is a new addition to the 5yr. CIP
because MnDOT is currently reviewing this intersection to determine if it will
be included in their next regional funding submittal for fiscal year 2003-4.
Additional specific sites for ultimate signalization are identified under the
"FUTURE" category. They can be programmed for a specific year based on traffic
warrants or Council direction.
E. Streetlights
This element pertains to the installation of streetlights at major intersections only
and does not include local residential neighborhood lights or continuous
streetlighting within any particular area or along any corridor. This program is
based on an inventory of needs along our collector and arterial transportation
system.
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. The CIP identifies
various water trunk watermain installations within Inver Grove Heights in
accordance with our Joint Powers Agreement or as necessary to complete our
master plan.
B. Water Operations & Facilities
This element identifies programmed improvements for both Renewal and
Replacement (R & R) as well as Supply, Storage and Treatment (SST). Some of
the more notable projects are:
1. Land Acquisition for Coachman WTP Expansion (2000.2) — In order to
expand the Coachman Road North Water Treatment Plant(WTP), the City
needs to acquire additional land from Blue Cross/Blue Shield. This land
acquisition is necessary to construct a new 2 million-gallon (MG)
Clearwell underground water reservoir to maximize the output capacity of
the WTP. Due to the pending development proposals for Blue Cross Blue
Shield, it is now timely that this land be acquired to accommodate the later
programmed WTP expansion.
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2. Coachman WTP expansion 2003.21 — This provides for the actual
construction of the 2 MG Clear well on the land previously acquired from
Blue Cross/Blue Shield.
3. Coachman WTP expansion (2004.11 — This provides for the construction
of four additional filtration treatment cells for the coachman Road Water
Treatment Plant. The expansion of this WTP is necessary before the north
well field can be further developed to meet the anticipated water demands
of our City's growth.
C. Sanitary Sewer—Trunk Conveyance
The trunk sanitary sewer system is substantially complete with only two minor
improvements programmed for 2001 and 2002. It also identifies one remaining
improvement under "FUTURE"for information purposes.
D. Storm Sewer-Trunk Conveyance
This section is primarily for the conveyance of excess surface water runoff and
does not address water quality proposed improvements. This CIP is primarily
development driven. In addition to the anticipated development related
improvements for the year 2000, the"FUTURE"category identifies the remaining
uncompleted segments of the ultimate comprehensive system.
EQUIPMENT
The 5-Year CIP for equipment presented for the various departments (Engineering—21, Streets —
22, Central Services — 24, Water— 61, Sanitary — 62) have all maintained the same 5-year total
while allocating these 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 spent trying to anticipate and program necessary
infrastructure improvements to provide for our community's growth and maintain the existing
system to the highest standards in an environmentally and economically conscious manner. I
would like to acknowledge the personnel of the Public Works Department for their dedicated
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 manner.
We look forward to presenting the information contained in this document to the City Council and
discussing any proposed modifications.
Sincerely, C: Russ Matthys, City Engineer
Amie Erhart, Superintendent of Streets/Equipment
Wayne Schwanz, Superintendent of Utilities
lx� Aa-I& Tom Struve, Public Works Coordinator
Director of Public Works
Attachment: 5-Year CIP (2000-2004)
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