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City Council Minutes 03-24-2003 Special�- MINUTES SPECIAL MEETING - MONTICELLO CITY COUNCIL March 24, 2003 - 5:30 p.m. Members Present: Roger Carlson, Glen Posusta, Robbie Smith, Brian Stumpf and Bruce Thielen. Members Absent: None 1. Call to Order. Mayor Thielen called the workshop meeting to order at 5:30 p.m. A quorum of the Council was present. 2. Core Street Reconstruction Workshop. Kevin Kawlewski from WSB & Associates reviewed the feasibility report for the Core Street Reconstruction program. Phase I of the Core Street Reconstruction program was split into two areas running north and south of the railroad tracks. Phase I, in its entirety, encompasses the area south of Broadway to 7" Street and lying between Chestnut Street and Pine Street. As part of the street reconstruction program, the City is also looking at replacing utilities where needed. Figure 4 of the feasibility report outlined sections of sanitary sewer pipe that was intended to be replaced as well as those lines where repairs were needed. Televising of the lines revealed dips in the line, cracked pipe and valve separation. The cost estimate for utility work is based on what was televised and would be pro -rated over the whole area. Kevin Kawlewski stated that due to the age and condition of the pipe, he would recommend that prior to placing the final lift of blacktop, the lines be televised again to make sure there was no damage to the pipe during the course of construction. There is some storm sewer proposed for construction in the area of Elm Street and Minnesota Street but this will be a developer driven cost and not a direct cost to the city. The storm sewer work includes a ponding area and some piping. Figure 8 of the feasibility report showed which streets were gravel, which had curb and gutter and which did not. Figure 9 showed the watermain location. It is proposed to relocate the lines on 3rd Street and 4t" Street to the other side of the street. It is also proposed to replace the 4" line that exists on Minnesota Street and Locust Street. Removing only the 4" lines and not the 6" line as initially discussed would reduce the project costs. There was some discussion on the average life of cast iron pipe. Kevin Kawlewski stated that cast iron pipe can last as long as 100 years or it can fail after 30 years. John Simola suggested leaving the 6" line in place and have a leak detection company come in and see if there are any leaks. John Simola asked if the pipe is relocated to other side of the street, would the City have to replace those services that were replaced in 1978. John Simola estimated that 25% of the sewer pipe would need replacement. As far as the watermain, John Simola stated that 4" line should definitely be removed because it is extremely old and the valves are bad. The decision to remove the 6" line would be made by the Council. The estimated cost for removing the 6" line would be $800,000. 1 C--� Council Minutes Special Meeting - 3/24/03 The Council discussed the commercial section of streets proposed for Locust Street and Minnesota Street. A commercial section is being proposed because of the high volume of traffic on these streets and the bad soils. John Simola stated that on most of the streets there is 5 %2" of bituminous. Kevin Kawlewski said they need to take samples of the material because in the 70's some of the materials used were low on aggregate. He stated that a lot depends on the amount of Class V that is present. John Simola asked what steps would be taken to reduce the amount of disruption for the residents in the area. Kevin Kawlewski explained procedures that could be utilized and added that the amount of subsurface work they had to do will impact how long the project will take. Glen Posusta asked about the need to replace curb that is only cracked. Kevin Kawlewski stated that the cracks allow water to seep in and then the freeze/thaw cycle further deteriorates the curb. Glen Posusta also questioned the removal of 5 1/2" of blacktop. Bruce Thielen stated that since we don't know what is below the blacktop, we don't know how much work is going to be involved. Kevin Kawlewski explained the reclaiming process. It is proposed that the residential street section will consist of 6" of the reclaimed bituminous mixture and sand with 3" of blacktop. Kevin Kawlewski was of the opinion that the reclaimed asphalt mix provided a better base. Kevin Kawlewski said that once the analysis of the borings was done they will update the feasibility report to reflect those findings. John Simola emphasized the need to proceed with the project. If the public hearing for the project is held on April 14', the project could be bid in May. The Council didn't want to se this work going much beyond September. It was suggested to leave it as an option in the specifications whether to place the second lift of blacktop in the spring of 2004. There was discussion on how much of the area should be covered in the first phase. Some felt that only Area 1=A should be done at this time. The concern was since this was anew program that would be ongoing for a lengthy period of time, it was important that the first phase was manageable and could be done smoothly and efficiently. If that happened, it was felt future phases would be easier. John Simola was concerned about getting further behind with the street reconstruction and he favored including both Area 1-A and 1-B in the first phase. Glen Posusta and Bruce Thielen felt that starting a little smaller and having good success the first year might make it better for future years. Kevin Kawlewski suggested that if Area 1-A was done this year, Area 1-B could be combined with Phase III. It was noted that because of the amount of utility work required, Phase I would most likely be the most costly phase. In other phases of the street reconstruction program there is pvc pipe in place instead of the clay pipe so the utility costs in these areas should not be as high. Brian Stumpf stated that if you take the new development area, such as the Vine Place Townhomes out of Area 1-B it is not such a big area and could be done with Area 1-A. The estimated cost for Area 1-A is approximately $2,427,540 and for Area 1-B it is approximately $1,228,100. There was discussion of funding for the work. John Simola reminded the Council that the City Engineer had recommended doing a rate survey to determine if the sewer/water rates should be increased to help take care of some of the utility replacement costs. Bruce Thielen felt that it would take time for the City to investigate new funding options such as rate increases or a storm water utility fund and that would be another reason to go with a smaller size project for their first phase. Glen Posusta stated that most of the residents he talked to are clueless 2 Council Minutes Special Meeting - 3/24/03 about the what is being proposed and are not aware that they will be assessed for the street reconstruction work. John Simola said there were funds, state aid funds, trunk funds, etc. to pay for Phase I as long as did not go over the $3,000,000 cost estimated. Bruce Thielen felt that is another reason to go with a smaller project, should there be an unexpected cost there would be a cushion of funds that could be used. John Simola felt before you decide on the project scope you need to know the funding mix. Because the street reconstruction levy would never generate enough revenue to fund the reconstruction work in its entirety, it had always been the intent that a portion of the cost would be assessed. Kevin Kawlewski stated that at the public hearing the Council could make a decision on the scope of Phase I of the project. John Simola asked if the Council could authorize some plan design work because it would save considerable time in getting this project ready to bid. Glen Posusta stated that if the City is going redo the road, they should also look at the sidewalk. The Council discussed the sidewalk policy. If the sidewalk is part of the City's grid system 25% of the cost would be assessed and 75% picked up by the City. At this time Kevin Kawlewski reviewed the information on costs for the Cedar Street Project which is being considered by the Council later this evening. Glen Posusta asked about the street light. Kevin Kawlewski stated that it was included because the developer requested that street lighting be included for the entire area as part of the project. Brian Stumpf asked if the lighting proposed would help light the pathway area. John Simola indicated it would not. There was discussion on reducing the spacing for the lights to 400' instead of -3 50'. The estimated cost for all improvements would come to approximately $250/front foot. The workshop session was closed at 6:50 p.m. 1 Recording Secretary J