City Council Agenda Packet 02-14-2005 Special
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Mayor:
AGENDA
SPECIAL MEETING - MONTICELLO CITY COUNCIL
Monday February 14, 200S
Sp.rn.
Clint Herbst
Council Members: Waync Mayer, Tom Perrault, Glen Posusta and Brian Stumpf
PUBLIC WORKS TOUR
Continue workshop in Council Chambers:
1. Discussion of amended feasibility report for 2005 Street Reconstruction Program. ~ rn
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Discussion of equipment/capital outlay purchases
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Council Workshop Meeting - 02/14/2005
SPECIAL MEETING AT 5 P.M.
Tour of Public Works Facilitv and eauiDment. (1.S.)
A. REFERENCE AND BACKGROUND:
The City Council has requested a tour of the Public Works Facility and Public Works equipment.
It is understood that during the tour we will actually look at the existing facilities. the area proposed
for thc new storagc facility and water meter shop. the remodeling ofthe existing offices. a proposed
building and space needs for public works, a policy for replacement ofvchicles and equipment, the
existing equipment to be replaced and purchased for 2005. and some gcneral discussions on the
overall city 2005 capital outlay budget. as well as the five-year capital improvement plan.
In preparation for the tour we have put together a proposed policy for vehicle and cquipment
replacement. a list of public works vehicles and equipment to be replaced or purchased for 2005, a
list of all of our equipment and past replacement schedules. and a list of surplus equipment to be
disposed of. We have also included in your packet the 2005 overall capital outlay budget and the
five-year capital improvement plan for your consideration. We were hoping that discussions
following the tour will give City Staff direction on how to proceed with purchases proposed for 2005
and beyond.
Since there may not be formal action taken during the tour or during the special meeting, if the
council feels comfortable with our proposed plans an item could be added to the normal agenda at
7 p.m. to give us direction.
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VEHICLE REPLACEMENT POLICY PROPOSAL
PUBLIC WORKS DEPARTMENT
January 21, 2005
The purpose of the guidelines is to create a means by which the department can efficiently evaluate the
replacement of the departments equipment.
The goal is to maintain all equipment in good/safe/efficient operating condition and replace equipment
before it becomes a detriment or safety problem for the city.
PROPOSAL:
. All equipment will be evaluated at least two years before a possible replacement year. This will
allow us to plan ahead for future budgets and will give the city the flexibility of delaying replacement
of equipment if necessary.
. Pickups (Yz ton, 3/4 ton and I tons) and light duty trucks are evaluated after 8 years of service for
expected replacement at age 10 to 12 years. This includes a vehicle inspection by the city's
mechanic or a reliable dealership, a trade in value of the vehicle is determined, and an estimate of
how much longer the vehicle will perform efficient service for the city. This will help decide when
it will be most cost efficient to replace the vehicle. The vehicle will be inspected and evaluated
every two years after the initial eight year inspection.
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Other smaller motorized equipment such as tractors, skid steers, lawn mowers, etc. will be assessed
after 5 years and every two years after the initial inspection, with expected replacement at age 7 to
9 years.
. Attachments will be assessed annually as to usage, wear, safety, and performance.
. If any piece of equipment is found to have possible safety issues or excessive miles/hour associated
with operation, that piece of equipment will have first priority for replacement.
. Each year at the departmental budget meetings the replacement schedule will be re-evaluated and
shared with other departments. The equipment replacement priority list will be determined at that
time.
. Additional new equipment purchases will be done when it has been shown that departmental
inefficiencies are occurring due to lack of equipment or that the cities public service needs are being
negatively affected.
. Compact 4 x 4 pickups commonly used for off road construction inspection will be evaluated after
6 years with possible replacement at 8 years.
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The city will attempt to sell all vehicles and equipment outright through a bid process once trade-in
values are known.
F:\ADMIN\Word'roc\PC(JCIES\\Iehiclo RllpIacement Policy Prq:Iosal 2005_'<'<1)(1 2110105
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Large dump trucks: evaluated at 10 years of age for replacement at 12 or 14 years.
. Projected growth may require keeping better trade-ins for backup use or transportation service.
. Small loaders (non skid steer): evaluated at 8 years of age with replacement at 10 to 12 years.
. Large loaders: evaluated at 10 years of age with replacement at 12 to 16 years.
. Motor grader: continue to buy late model used; evaluate at 18 years of age with replacement at 20
to 22 years.
. All trailers: inspect yearly with replacement as needed.
. Specialized equipment: Inspect yearly with replacement as needed.
. Vac-Con sewer cleaner: Evaluate yearly with estimated replacement at 12 - 16 years.
Also other wastewater treatment plant heavy duty rolling stock such as trucks, trailers and
applicators.
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F:\ADMIN\Wmf'roc\POLlCIES\Vehi~IaReplaoomanlPollcyProposaI2005,"'Pd: 2110/05
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CITY OF MONTICELLO PUBLIC WORKS DEPARTMENT
2005 VEHICLE AND EQUIPMENT SURPLUS LIST
(POSSIBLE EQUIPMENT TO BE SOLD OR TRADED)
-.
ITEM VEHICLE/EQUIPMENT DESCRIPTION QUANTITY DEPARTMENT
1 BUCKET MACHINES, CABLE OPERATED SEWER CLEANER, 8 HP BRIGGS & STRATTON MOTORS 2 WATER
2 300 CI FORD IND. MOTOR (NATURAL GAS) 1 WATER
3 RIGHT ANGLE DRIVE UNIT FOR 60 HP WELL PUMP 1 WATER
4 3/4" PRESSURE REDUCING VALVES (NEW REPLACEMENTS CITY GUARANTEES FOR LIFE) 110 WATER
5 OLD LIFT STATION PUMPS - 3 PUMP DRY WELL TYPE (W B PARK LIFT STATION) 3 WATER
6 OLD LIFT STATION PUMPS - 2 PUMPS CHESTNUT LIFT STATION DRY WELL TYPE 2 WATER
7 FIRE HYDRANT MODEL W-31 USED 20 WATER
8 FIRE HYDRANT MODEL WB-59 USED 12 WATER
9 MANHOLE CASTINGS AND COVERS (1 1/2 TON +-) 20 WATER
10 SIREN FROM OLD TOWER 240/260 VOLT 3 PHASE 1 WATER
11 OLD 460 VOLT TRANSFER SWITCH FROM RESERVOIR (JUNK) BLEW UP WATER
12 OLD WWTP PUMPS (JUNK) 4 WATER
13 OLD RESERVOIR TRANSFORMER (JUNK) 1 WATER
14 SAFE FROM HI-WAY LIQUOR (JUNK) RICK 1 LIQUOR
15 UNIT #23, LAFONT WOOD SPLITTER 25 TON 1 TREE
16 WAUKESHA 6 CYLINDER NATURAL/METHANE GAS 1 WWTP
17 HUGE DRAFT TUBEMIXERS FROM WWTP 2 WWTP
18 OLD HYDRAULIC PUMP-UP STAIRWAY 1 STREET
~ MISCELLANEOUS LIGHT FIXTURES 5 + - (37)BALL FIXTURES 42 STREET
OLD HOSE REEL FROM FIRE TRUCK 1 STREET
21 409 TRUCK ENGINE, BUSTED CRANK SHAFT 1 STREET
22 OLD STREET SIGNS, CORE CITY STREET
23 FENCING FROM COMMUNITY CENTER, PLASTIC, BEIGE, NEW COMM CENTER
24 TAR POT TRAILER (AC3 HOT TAR) SCRAP 2 STREET
- PAGE 1 OF 1 -
.
SURPLUS-VEH-EQUIP-L1ST -2005-POSSIBLE-SALES
02107/2005
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Council Workshop - 2/14/05
Discussion of Amended Feasibilitv Report for 2005 Street Reconstruction Pro!!ram (Citv of
Monticello Proiect No. 2005-01C) (WSB) - Council Workshop
A. REFERENCE AND BACKGROUND:
At the January 10,2005 City Council meeting, an amendment to the feasibility report for
this project was presented to Council for consideration. At that meeting, discussion or
consideration of this item was tabled by the Council to the February 14,2005 City
Council Workshop. The submitted amendment to the feasibility report presents a third
option for the project that would include reconstruction of the strcets in thc project area to
the same width as the current streets in the area. In addition, WSB & Associates, Inc. has
evaluated additional funding options that would eliminate the street widening assessment
as well as lower the overall assessment rate for the two options presented in the original
feasibility report.
Modifications to the proposed assessment programs included the following:
· The street widening assessment has been modified to retlect a curb and gutter
assessment rate only. Thcre is no cost included in this assessment other than the
cost of the new curb and gutter for Option 1. Option 1 no longer includes any
assessment for street widening.
· The proposed sidewalk assessment for Option 1 has been split out and listed
separately for Option I. There is no assessment proposed as neither Option 2 nor
Option 3 allow for the construction of a trail or sidewalk.
. The storm sewer assessment has been reduced to a rate of 20% of the system not
considered to be a trunk improvement. This ratio is based on the program in place
at the time the original streets in the Core area were constructed. This is true for
both Options I and 2, respectively.
· The projects have been evaluated over a three-year period. The attached
amendment analyzes the project costs and assessments over the longer duration
assuming annual construction cost increases. It should be noted that extending
the project longer than the three-year period will contribute to the continuing
deterioration of streets identified in future phases.
City staff and WSB & Associates, Inc. arc seeking direction from the Council on
proceeding with this project. The Council is being requested to consider accepting the
amended feasibility report and scheduling formal action on this item for an upcoming
City Council meeting. A neighborhood meeting is still anticipated to be held prior to the
public hearing once that has been set.
35
('-',j)(!('f:llf:-.i\/i..I/I'\'(.'R-.I.(I,I_OI',.lr,\'-_I')e'''I''.,Hi.\fi:ll-2i,'!5S'"'"111,......,_'!2,',(i5.d,,,
Council Workshop - 2/14/05
B. AL TERNATIVE ACTIONS:
.
1.
Thc City Council reaches a decision on how this project should proceed and sets
the date of a future Council meeting to take formal action.
2. The City Council does not reach a decision and provides direction for further
analysis.
3. The Council does not reach a decision and no formal action is anticipated to occur
for proceeding with the project in 2005.
C. STAFF RECOMMENDATION:
It is the recommendation of the City Administrator. Public Works Director. Street
Superintendent. and the City Engineer that the City Council reviews the amendment to
the feasibility report and reaches a decision regarding the direction of the project. The
Council should reach a decision that can be acted on formally at the February 28.2005
Council meeting.
.
3~
D. SUPPORTING DATA:
Copy of the amendment to the Feasibility Report for the 2005 Street Reconstruction
Program - Area 3 as prepared by WSB & Associates. Inc.
.
(':',/)()("! :\fL - ,I',I!.I rr-n;}, -I.' "J'.!.!.I( ',11..1'-_1 ,I;'.""u(; r l!:\f_.'UO.< .lin"'1 R,-..",,-ii:i_n'.',d,,>(
.
.
.
..
WSB
& Associates. Inc.
Infrastructure I Engineering I Planning I Construction
701 Xenia Avenue South
Suite 300
Minneapolis. MN 55416
Tel: 763-541-4800
Fax: 763-541-1700
Memorandum
To:
Honorable Mayor and City Council Members
CUy of Monticello
Kevin B. Kawlewski, P.E., Senior Project Manager t6t.-
Jason LAbell, P.E"IJI-
December 9, 2004
From:
Date:
Re:
2005 Street Reconstruction Program
CUy of MonticeUo Project No. 200S-0lC
WSB Project No. 1494-04
This memorandum will serve as a supplement to the feasibility report for the above-referenced
project as presented to the Council at its November 22. 2004 Council Workshop Meeting. It is
intended to provide the Council with additional information regarding the 2005 Street
Reconstruction Program Feasibility Report. In the original report, two options were developed,
and designated as Option 1 - Urban Section, and Option 2 _ Rural Section. This memorandum
will briefly outline a third option, as well as discuss the effect of making either Option 1 or
Option 2 a three-year project.
Option 3 - Replace Existing Pavement
The main aspect of Option 3 is to replace the existing pavement (at the same width) with the
proposed pavement section, and to re-align Hilltop Drive to the center of the existing right-of-
way. The existing roadside ditches and culverts would remain undisturbed as much as practical.
In addition, the water and sewer repairs and replacements as outlined in Options 1 and 2 would
be completed. The project would consist of reclamation of the existing pavement, excavation of
subgrade, placement of granular borrow, and new courses of pavement. On streets with existing
curb and gutter, the project still proposes reclamation of the bituminous pavement with spot curb
repairs as necessary. The following table summarizes the cost and funding needs anticipated to
build this project. It should be noted that the costs represent constructing this project in one
construction season.
37
Minneapolis I St. Cloud
Equal Opportunity Employer
F:\WPWIMl494-ClN20904 z005fttl51f1D7ro.tkx:
Honorable Mayor and City Council Members
City of Monticello
December 9, 2004
. Page 2
.
.
OPTION 3 COSTIFUNDING SUMMARY
Estimated Construction Cost
Contingency (10%)
Indirect Costs (22%)
Total Project Cost
$1,306,489.50
$130,848.95
$316,170.46
$1,753,308.91
City Street Fund Contribution
Residential Assessment @ $2,721.78/1ot
Commercial Residential Assessment @ $59.BBIFF
Sanitary Sewer Fund
Water Fund
Storm Sewer Fund
Total Available Funding
$500,000.00
$587,904.48
$53,292.35
$40,125.BO
$210,049.84
$68,454.75
$1,459,827.22
Remaining Baiance to be Funded
$293,481.69
Option 3 is not the preferred option. While it would fix existing sewer and water issues, and
repair the existing pavement, it is well below existing City of Monticello engineering standards.
The existing streets are 24 feet wide, which is very narrow considering there are no pedestrian
facilities. In addition, it does not widen the street enough to provide anyon-street parking.
Options 1 and 2 - Three One- Year Phases
WSB also analyzed splitting Options 1 and 2 into three one-year phases. The advantage of
separating the project into multi-year phases is that three years of annual street fund
contributions could be utilized. As a side note, the City should look at increasing the street fund
contribution in coming years to offset increases in construction cost.
In order to evaluate the value of lengthening the construction time for the project, we separated
the project into phases and developed cost estimates for each phase. The bid prices used in the
cost estimates were increased by three percent each year to reflect the normal increases in
construction costs. Assessments against properties in each phase were then evaluated in order to
develop a basic funding summary for each phase.
One of the goals of the Council was to reduce the size of the assessment against each property.
Option 1 is a large project, including a full storm sewer collection system. The storm sewer
system assessment has been reduced and consists of only 20% of the non-Trunk related items
within the storm system. The remaining 80% will be paid for by City funds. The ratio of the
assessment has been set based on the policies in place at the time of the original street
improvement project.
F;\WPWlMJ4U-(U.JZ0904100sftttu lIWlIIo.doc
32
.
.
.
Honorable Mayor and City Council Members
City of Monticello
December 9,2004
Page 3
The assessments proposed against a typical individual residential property would be nearly
$5,300 in year one of Option 1, and would differ annually as shown in the following table due to
variations in each phased project. The street widening assessment as proposed previously was
changed to be a curb and gutter assessment. This assessment is the cost of curb and gutter only,
averaged between affected lots within each phase. Therefore, the amount of the assessment
varies between phases.
The storm sewer assessment also varies between phases, because the assessment for each phase
would only include the storm sewer constructed during each phase.
A brief summary of the typical residential assessment for Option 1 by year is included below.
OPTION 1 - MULTI-YEAR ASSESSMENT SUMMARY
Year 1 Year 2
Amount Amount
$2,721.78 $2,803.43
$1,584.31 $1,388.99
$480.26 $375.58
$476.66 $599.61
$5,263.01 $5,167.62
Year 3
Amount
$2,887.54
$1,487.76
$546.71
$756.15
$5,678.15
Tical Residential Lot Assessment
Residential Assessment, per lot
Curb and Gutter Assessment, per lot
Sidewalk Assessment, per lot
Storm Sewer Assessment, per lot
Residential Lot Assessment Amount
The same analysis was completed for Option 2. The assessments are significantly lower for
Option 2, because the scope of the project, particularly the storm sewer system, is less. The
typical residential assessments for Option 2 by year are shown below.
OPTION 2 - MULTI-YEAR ASSESSMENT SUMMARY
Year 1 Year 2
Amount Amount
$2,721.78 $2,803.43
$0.00 $0.00
$252.03 $238.98
$2,973.81 $3,042.41
Year 3
Amount
$2,887.54
$0.00
$318.82
$3,206.35
Tical Residential Lot Assessment
Residential Assessment, per lot
Curb and Gutter Assessment, per lot
Storm Sewer Assessment, per lot
Summaries of the cost and funding for each option, broken down by year, are attached with this
memo.
The Council needs to call for a public hearing if there is intent to move ahead with the project.
Direction needs to be provided by the Council as to which option they wish to pursue at
informational meetings as well as the public hearing.
If you have any questions or concerns regarding this request, please feel free to contact us at 763-
541-4800.
Attachment
kk/ja
F:\WPW1MJ494-o.N20904 200Sje4s lIImIt),doc
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Honorable Mayor and City Council Members
City of Monticello
December 9,2004
Page 4
The following three cost/funding summaries are for each phase of Option 1, respectively.
OPTION 1 - YEAR 1/PHASE 1 COST/FUNDING SUMMARY
Estimated Construction Cost
Contingency (to%)
Indirect Costs (22%)
Total Project Cost
$948,425.50
$94,842.55
$229,518.97
$1,272,787.02
City Street Fund Contribution
Residential Assessment @ $2,721.78/1ot (61 lots)
Curb and Gutter Assessment (Residential Property) @ $1,584.31/iot
Commercial Reconstruction Assessment @ $59.89/FF
Sidewalk Assessment @ $480.26/lot (29 Jots)
Storm Sewer Assessment @ $476.66/10t (61 lots)
Sanitary Sewer Trunk Fund
Water Trunk Fund
Storm Sewer Trunk Fund
Total Available Funding
$500,000.00
$166,028.58
$98,227.38
$0.00
$55,710.00
$29,076.04
$0.00
$98,475.96
$281,580.86
$1,229,098.81
Remaining balance to be funded through General Fund
$43,688.21
OPTION 1 - YEAR 21PHASE 2 COST/FUNDING SUMMARY
Estimated Construction Cost
Contingency (10%)
Indirect Costs (22%)
Total Project Cost
$1,119,040.23
$111,904.02
$270,807.73
$1,501,751.98
City Street Fund Contribution
Residential Assessment @ $2,803.43/1ot (76 lots)
Curb and Gutter Assessment (Residential Property) @ $1,388.99/10t
Commercial Reconstruction Assessment @ $61.69/FF
Sidewalk Assessment @ $375.58/lot (42 lots)
Storm Sewer Assessment @ $599.61/10t (64 lots)
Sanitary Sewer Trunk Fund
Water Trunk Fund
Storm Sewer Trunk Fund
Total Available Funding
$500,000.00
$213,060.94
$105,563.44
$54,901.16
$63,097.80
$38,375.07
$19,339.96
$74,196.50
$329,061.81
$1,397,596.69
Remaining balance to be funded through General Fund
$104,155.29
F:\WI'WlMlI94-MJ20904 2005ftru ~d<<
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Remaining balance to be funded through General Fund
$111,119.33
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Honorable Mayor and City Council Members
City of Monticello
December 9. 2004
Page 5
OPTION 1 . YEAR 3/PHASE 3 COST/FUNDING SUMMARY
Estimated Construction Cost
Contingency (10%)
Indirect Costs (22%)
Total Project Cost
$1,109,676.57
$110,967.66
$268.541.73
$1,489,185.95
cny Street Fund Contribution
Residential Assessment @ $2.887.54IIot (76 lots)
Curb and Gutter Assessment (Residential Property) @ $1,487.76/lot
Commercial Reconstruction Assessment @ $63.54/FF
Sidewalk Assessment @ $546.71/1ot (31 lots)
Storm Sewer Assessment @ $756.15/lot (68 lots)
Sannary Sewer Trunk Fund
Water Trunk Fund
Storm Sewer Trunk Fund
Total Available Funding
$500.000.00
$219,452.77
$113,069.47
$0.00
$67,791.51
$51.418.26
$55,955.85
$70.602.27
$299,776.48
$1,378,066.62
The following three cost/funding summaries are for each phase of Option 2, respectively.
OPTION 2 - YEAR 1/PHASE 1 COSTIFUNDING SUMMARY
Estimated Construction Cost
Contingency (10%)
Indirect Costs (22%)
Total Project Cost
$674,525.00
$67,452.50
$163,235.05
$905,212.55
cny Street Fund Contribution
Residential Assessment @ $2, 721.78/10t (61 lots)
Curb and Gutter Assessment (Residential Property) @ $O.OO/lot
Commercial Reconstruction Assessment @ $59.89/FF
Storm Sewer Assessment @ $252.03ll0t (61 lots)
Sanitary Sewer Trunk Fund
Water Trunk Fund
Storm Sewer Trunk Fund
Total Available Funding
$500.000.00
$166,028.58
$0.00
$0.00
$15.373.95
SO.OO
$98.475.96
$137,345.65
$917,224.14
Remaining balance to be funded through General Fund
-$12,011.59
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F;\WPW1MU944NJ.2fJ904 2005 ~t IlJmW.doc LJ J
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Honorable Mayor and City Council Members
City of Monticello
December 9, 2004
Page 6
OPTION 2 - YEAR 21PHASE 2 COST/FUNDING SUMMARY
Estimated Construction Cost
Contingency (10%)
Indirect Costs (22%)
Total Project Cost
$721,582.15
$72,158.22
$174,622.88
$968,363.25
City Street Fund Contribution
Residential Assessment @ $2,803.43110t (76 lots)
Curb and Gutter Assessment (Residential Property) @ $O.OO/lot
Commercial Reconstruction Assessment @ $61.69/FF
Storm Sewer Assessment @ $238.98/10t (64 lots)
Sanitary Sewer Trunk Fund
Water Trunk Fund
Storm Sewer Trunk Fund
Total Available Funding
$500,000.00
$213,060.94
$0.00
$54,901.16
$15,294.71
$19,339.96
$74,196.50
$81,912.73
$958,706.00
Remaining balance to be funded through General Fund
$9,657.25
OPTION 2 - YEAR 31PHASE 3 COST/FUNDING SUMMARY
Estimated Construction Cost
Contingency (10%)
Indirect Costs (22%)
Total Project Cost
$739.090.18
$73,909.02
$178,859.82
$991 ,859.03
City Street Fund Contribution
Residential Assessment @ $2,887.54/1ot (76 lots)
Curb and Gutter Assessment (Residential Property) @ $O.OOllot
Commercial Reconstruction Assessment @ $63.54/FF
Storm Sewer Assessment @ $318.82/lot (68 lots)
Santtary Sewer Trunk Fund
Water Trunk Fund
Stonm Sewer Trunk Fund
Total Available Funding
$500,000.00
$219,452.n
$0.00
$0.00
$21,679.65
$55,955.85
$70,602.27
$86,718.58
$954,409.12
Remaining baiance to be funded through General Fund
$37,449.91
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