City Council Agenda Packet 03-13-199514.
AGENDA
REGULAR MEETING - MONTICELLO CITY COUNCIL
Monday, March 13, 1995 - 7 p.m.
Mayor. Brad Fyle
Council Members: Shirley Anderson, Clint Herbst, Brian Stumpf, Tom Perrault
1. Call to order.
2. Approval of minutes of the special meeting held February 27 and the
regular meeting held February 27, 1995.
3. Consideration of adding items to the agenda.
4. Citizens comments/petitions, requests, and complaints.
5. Public Hearing --Meadow Oak Pond Outlet Project 93-12C.
6. Consideration of a resolution accepting bid and awarding contract --Meadow,
Oak Pond Outlet Project 93-12C.
7. Continued public hearing on proposed modification of Redevelopment Plan
for Project No. 1, modification of TIF plans for Districts 1-1 through 1-18,
and adoption of TIF plan for District 1-19 (Mississippi Shores).
8. Continued Public Hearing—Consideration of a resolution adopting a housing
plan and program for issuance of multi -housing revenue bonds.
9. Consideration of ordering a public hearing for storm sewer improvements
within Meadow Oak subdivision.
10. Consideration of final plat approval - Eastwood Knoll.
11. Consideration of a resolution accepting bids and awarding contract for
improvements to Eastwood Knoll - Project 94-02C.
12. Consideration of a resolution approving plans and specifications and
authorizing advertisement for bids - Kloin Farms residential subdivision.
13. Consideration of ratifying EDA appointments.
14. Consideration of approving issuance of gambling license renewal - American
Legion Club.
15. Consideration of purchase of small copy machine for city hall.
Agenda
Monticello City Council
March 13, 1995
Page 2
16. Consideration of EDA year-end financial report for 1994.
17. Consideration of year-end reports for UDAG and SCERG.
18. Adjournment.
14.
AGENDA
REGULAR MEETING - MONTICELLO CITY COUNCIL
Monday, March 13, 1995 - 7 p.m.
Mayor. Brad Fyle
Council Members: Shirley Anderson, Clint Herbst, Brian Stumpf, Tom Perrault
1. Call to order.
2. Approval of minutes of the special meeting held February 27 and the
regular meeting held February 27, 1995.
3. Consideration of adding items to the agenda.
4. Citizens comments/petitions, requests, and complaints.
5. Public Hearing --Meadow Oak Pond Outlet Project 93-12C.
6. Consideration of a resolution accepting bid and awarding contract --Meadow,
Oak Pond Outlet Project 93-12C.
7. Continued public hearing on proposed modification of Redevelopment Plan
for Project No. 1, modification of TIF plans for Districts 1-1 through 1-18,
and adoption of TIF plan for District 1-19 (Mississippi Shores).
8. Continued Public Hearing—Consideration of a resolution adopting a housing
plan and program for issuance of multi -housing revenue bonds.
9. Consideration of ordering a public hearing for storm sewer improvements
within Meadow Oak subdivision.
10. Consideration of final plat approval - Eastwood Knoll.
11. Consideration of a resolution accepting bids and awarding contract for
improvements to Eastwood Knoll - Project 94-02C.
12. Consideration of a resolution approving plans and specifications and
authorizing advertisement for bids - Kloin Farms residential subdivision.
13. Consideration of ratifying EDA appointments.
14. Consideration of approving issuance of gambling license renewal - American
Legion Club.
15. Consideration of purchase of small copy machine for city hall.
Agenda
Monticello City Council
March 13, 1995
Page 2
16. Consideration of EDA year-end financial report for 1994.
17. Consideration of year-end reports for UDAG and SCERG.
18. Adjournment.
MIIVUTES
SPECIAL MEETING - MONTICELLO CITY COUNCIL
Monday, February 27, 1888. 6 p m -
Members Present: Brad Fyle, Shirley Anderson, Clint Herbst, Brian Stumpf, Tom
Perrault
Members Absent: None
A special meeting of the City Council was held for the purpose of further review of
alternatives for expansion of the Monticello Wastewater Treatment Plant.
Public Works Director John Simola reported that staff met last week to review
ways to extend the amount of time before additions to the plant are necessary. He
noted that if interim improvements are made before the phase I upgrade, it may
be possible to delay completion of phase I construction until the year 2000 or 2001.
Councilmember Herbst suggested that the Council consider a temporary
moratorium on annexation to give the City additional time to consider this matter
and to allow areas already in the city to fully develop.
It was Mayor Fyle's view that perhaps fees should be increased to help pay for the
expansion, which may in turn slow development slightly.
Ron Hackenmueller of 113 Mississippi Drive noted his concerns about the rapid
growth of Monticello, additional annexation of property, and how the city and the
school district will be affected.
John Simola, Public Works Director, reviewed the four alternatives for expanding
the wastewater treatment plant that were discussed by Council at the January
workshop: 1) Construction of an addition to the existing plant; 2) Construction of
a "B" plant at a separate location, which would require trucking sludge to the
existing plant; 3) Construction of a new plant; and 4) Phased construction of
additions to the existing plant.
Since phased construction appeared to be the most cost-effective method of
expanding the plant, Jon Peterson of OSM presented information on the two
alternatives for expanding the current wastewater treatment plant. The first
alternative consisted of a trickling filter/activated sludge system, and the second
alternative consisted of an activated sludge system. Both plans include interim
construction of a primary clarifier estimated to extend the life of the plant to the
year 2001, and then two phases of additional construction completed in the years
2001 and 2010. The estimated cost of the interim improvements is $620,000. The
cost of the trickling filter/activated sludge alternative is estimated at 87,090,000
for phaso I and $4,240,000 for phaso II for a total of approximately $11,330,000.
Page 1 6)
Special Council Minutes - 2/27/95
The cost of the activated sludge alternative is $9,290,000 for phase I and
$1,900,000 for phase II, for a total estimated cost of $11,190,000. Peterson also
noted that application to the State Revolving Loan Program can be made in the
fall of 1995 as long as construction will not be occurring in 1995.
Kelsie McGuire, PSG Manager of the treatment plant, noted that interim
improvements would buy the City additional time for reviewing plant expansion
alternatives and would also allow the City dme to collect additional funds from
new housing starts to help pay for the expansion.
Odor control was also discussed, and it was noted that additional odor control
methods would be included with phase I construction rather with the interim
improvements due to the significant construction involved with odor control.
It was the view of the Public Works Director John Simola, Plant Manager Kelsie
McGuire, and Larry Anderson of RCM, that the trickling filter/activated sludge
alternative is the most desirable due to h-etter staged operational costs and easier
handling of shock loadings.
Simola requested direction from the Council concerning the interim improvements
and which of the two alternatives they prefer at this time, as this information
would allow the planning report to be oompleted.
After discussion, it was the consensus of Council that the interim improvements
are necessary, the trickling filter/activated sludge system appears to be the best
alternative at this time, and the City should apply for design and construction
finding through the State Revolving Loan Program.
There being no fhrther business, the meeting was adjourned
Karen Doty
Office Manager
Page 2 6)
M 1NUTES
REGULAR MEETING - MONTICELLO CITY COUNCIL
Monday, February 27, 1998 - 7 p.m -
Members Present: Brad Fyle, Shirley Anderson, Clint Herbst, Brian Stumpf, Tom
Perrault
Members Absent: None
Aooroval of minutes of the reeular meetine held February 13. 1995.
AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND
SECONDED BY CLINT HERBST TO APPROVE THE MINUTES OF THE
REGULAR MEETING HELD FEBRUARY 13, 1998, AS SUBMITTED. Motion
carried unanimously.
(:pneideration of addinv_items to the agenda.
A. Consideration of Annual Junk Amnestv Day.
Public Works Director John Simola requested that Council consider
setting May 6, 1995, as Junk Amnesty Day for the city of Monticello.
AFTER DISCUSSION, A MOTION WAS MADE BY CLINT HERBST AND
SECONDED BY SHIRLEY ANDERSON TO ESTABLISH MAY 6, 1998, AS
THE 8TH ANNUAL JUNK AMNESTY DAY IN MONTICELLO. Motion
carried unanimously.
Review of vear-end linuor fi re financial Atatementa.
City Administrator Rick Wolfsteller summarized the 1994 year-end
liquor store financial statements, noting that sales for 1994 were up
$71,000 over 1993 figures, which resulted in a gross profit increase of
$15,469. Expenditures were noted at $208,457. It was the view of
the City Administrator and the Liquor Store Manager that the gross
profit percentages aro in line with expectations, and the operating
income is acceptable.
Councilmember Herbst noted that he would like to see the
advertising expenditures decreased. Store Manager Joe Hartman
noted that he has agreed with the City Administrator to keep the
advertising expenditures under $4,000 for 1995.
Liquor Store Manager Joe Hartman also requested that Council
consider installing security cameras at the liquor store and consider
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Council Minutes - 7(27/95
remodeling a portion of the store to create a larger office space. The
price of the security system preferred by Hartman was approximately
$8,000, and the remodeling project was estimated at $4,000.
Atter discussion, it was the consensus of Council to accept the year-
end liquor store report, and the remodeling project and security
camera issue will be discussed at a future meeting after Council has
had a chance to review the quotes.
Citizens com=nentalvetitions, reauests. and complaints.
Mr. Tim Flynn, a current builder in Monticello, explained that he received
notification from the City that building permit fees would be discussed at
the November 14, 1994, Council meeting. He noted that he was unable to
attend the meeting, and it was his view that the City should have notified
him that the building permit fees were increased as of January 1, 1995.
Flynn requested that Council reimburse him the difference in the fees for
the three homes he bid prior to finding out the fees had been increased.
Assistant Administrator O'Neill noted that when public hearing notices are
published, affected residents are notified of the upcoming meeting, but they
are not notified of the results of the meeting if they don't attend.
After discussion, it was the view of Council that since Mr. Flynn was
notified that the building permit fees would be discussed at the
November 14 meeting, it was Flynn's responsibility to check with city hall
regarding the fees prior to bidding additional construction jobs.
j'pblic hgaring on nronom d modification of lisdovelopment Plan for PmAect
IQo, b. Modifipatipr3„pf TIF nlana for Diatricts 1-1 thrgpgh 1.18. and adou ion
of TIF plan for Din;trict 1-19 (Mississippi Shores).
Mayor Fyle opened the public hearing.
Economic Development Director 011ie Koropchak reported that Presbyterian
Homes, the Project Manager for the senior housing project, requested that
the public hearing be continued to March 13 to allow for additional financial
information to be assembled for Council review.
AFTER DISCUSSION, A MOTION WAS MADE BY CLINT HERBST AND
SECONDED BY TOM PERRAULT TO CONTINUE THE PUBLIC HEARING FOR
ADOPTION OF THE TIF PLAN FOR DISTRICT 1-19 TO MARCH l3, 1995.
Motion carried unanimously.
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Council Minutes - 2127/95
Continued Public Hearine—Consilleration of a resolution adontine a housing;
elan and nroeram for issuance of multi -housing revenue bonds.
011ie Koropchak noted that the Presbyterian Homes, Project Manager for
the senior housing project, has requested that this item also be continued to
the March 13 meeting.
A MOTION WAS MADE BY SHIRLEY ANDERSON AND SECONDED BY TOM
PERRAULT TO CONTINUE THE PUBLIC HEARING FOR CONSIDERATION
OF ADOPTING A HOUSING PLAN AND PROGRAM FOR ISSUANCE OF
MULTI -HOUSING REVENUE BONDS TO MARCH 13, 1995. Motion carried
unanimously.
Consideration of acceotine bi0s and pwarLline contract on chase II - Public
3 orks Building Expansion, Project 93-04C.
Public Works Director John Simola reported that when phase II of the
public works building expansion project was bid in May 1994, the lowest bid
received was $486,000. The bide were rejected at that time, and the project
has been reviewed and redesigned with an estimated construction cost of
$396,000.
Simola went on to report that eight bids were received on February 22,
1995, ranging from a low of $379,000 to a high of $438,000. Also included
in the bidding was the addition of a 60 mil thick rubber roof in lieu of the
46 mil roof in the base bid, which ranged from $1,927 to $4,016, and an
enclosure around the roof heating and air conditioning system on the front
portion of the building, which ranged from $500 to $1,750. The low bid was
received from Shingobee Builders, Inc., which, including the 60 mil roof and
heating/air conditioning unit enclosure, amounted to a total of $383,760.
AFTER DISCUSSION, A MOTION WAS MADE BY CLINT HERBST AND
SECONDED BY BRIAN STUMPF TO AWARD THE CONTRACT FOR PHASE II
OF THE PUBLIC WORKS BUILDING EXPANSION PROJECT TO SHINGOBEE
BUILDERS, INC., FOR THE BASE AMOUNT OF $379,000, AND INCLUDE
ALTERNATE NI FOR THE MECHANICAL ROOF ENCLOSURE AT $1,750 AND
ALTERNATE 02 FOR THE 60 MIL ROOF AT $3,000, FOR A TOTAL OF
$383,750. Motion carried unanimously.
CprlaiLicratioq of Pn offer, to nurchnae Lata 6 and 6, Oakwood Industrial
F k Second Addition - Quality 1 in .
City Administrator Rick Wolfsteller reported that he received a purchase
offer from Mr. Ron Johnson for Lots 6 and 6 of the Oakwood Industrial
Park Second Addition, as he would ako to move his business known as
Quality Welding from Rogers to Monticello in the new future. The 1995
asking price for these two lots was $64,485, and Johnson submitted an offer
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Council Minutes - 2127/95
of $61,700, which was the 1994 asking price. Although the price appeared
to be reasonable, Wolfsteller noted that the City Attorney recommended
that the provisions included with the offer, such as hazardous waste soil
testing paid by the City, the survey of the parcel being provided by the City,
and the property not being assessed for storm sewer or other improvements
in the future, be deleted from the purchase agreement.
Wolfsteller went on to explain that the HRA has given approval to the
concept of using TIF assistance in the amount not to exceed $40,000;
however, as an alternate to an outright sale of these lots to Quality
Welding, Wolfsteller noted that the Council could reduce the cost of the land
if tax increment assistance was not going to be used for this project.
AFTER DISCUSSION, A MOTION WAS MADE BY CLINT HERBST AND
SECONDED BY SHIRLEY ANDERSON TO COUNTEROFFER WITH $61,700
WITH ALL ADDITIONAL PROVISIONS REMOVED FROM THE PREVIOUS
OFFER. OFFER IS VALID FOR TWO MONTHS WITH NO GUARANTEE OF
TAX INCREMENT FINANCING. Motion carried unanimously.
Considerptioq of a resolution accenting fegsi1t Ij ypJUAL@nd ofdesing plans,
and specifications for phase V of the Cardinal Hills residential subdivision.
City Engineer Bret Weiss reported that the feasibility study has been
completed for phase V of the Cardinal Hills residential subdivision, which
estimates the total project cost at $474,100. As with all previous phases of
the Cardinal Hills subdivision, the developer is required to provide a cash
deposit in an amount equal to the cost of preparing plans and specifications,
which is estimated at $13,000.
AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND
SECONDED BY TOM PERRAULT TO ADOPT A RESOLUTION ACCEPTING
THE FEASIBILITY STUDY AND ORDERING PLANS AND SPECIFICATIONS
FOR PHASE V OF THE CARDINAL HILLS RESIDENTIAL. SUBDIVISION
CONTINGENT ON THE DEVELOPER PROVIDING A DEPOSIT IN AN
AMOUNT EQUAL TO THE ESTIMATED COST TO PREPARE PLANS AND
SPECIFICATIONS AS DEFINED BY THE CITY ENGINEER Motion carried
unanimously. SEE RESOLUTION 95.13.
10. Consideration of a coning ordinance amendment establishine buffer yard
reauirements.
Assistant Administrator O'Neill reported that the purpose of the proposed
ordinance amendment is to establish landscaping and screening
requirements designed to separate inoompatiblo land uses. He noted that
the need for the amendment stemmed fMm the May 1994 Council decision
to allow dovelopment of residential land uses at the Mein property directly
adjacent to an industrial district.
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Council Minutes - 2/27/95
O'Neill informed Council that a public hearing was conducted by the
Planning Commission on February 7, 1995; and after discussion, the
Planning Commission voted to recommend approval of the ordinance as
outlined.
City Planner Steve Grittman reviewed the proposed ordinance and noted
that it assigns a specific buffer yard to each level of conflict between two
land uses. He noted that, for example, industrial land abutting residential
property would be the most severe conflict and would require the most
extensive buffer yard.
Councilmember Anderson noted her ancern regarding existing developed
property having to pay for buffer yard requirements. It was her view that
the owner of an undeveloped parcel should be responsible for installing any
buffers required for incompatible uses. Grittman responded by saying that
the ordinance is written in a manner that addresses Anderson's concern;
however, it could be clarified further if so desired.
AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND
SECONDED BY TOM PERRAULT TO ADOPT THE ZONING ORDINANCE
AMENDMENT ESTABLISHING BUFFER YARD REQUIREMENTS PROVIDED
THAT THE LANGUAGE IN PARAGRAPH 7 II) BE MODIFIED TO CLARIFY
THE FACT THAT THE PROPERTY OWNER OF EXISTING DEVELOPED LAND
DOES NOT HAVE TO PAY FOR BUFFER YARD INSTALLATION. Motion is
based on the finding that the ordinance amendment is consistent with the
comprehensive plan. Motion carried unanimously.
SEE ORDINANCE AMENDMENT NO. 266.
11. Consideration of a resolution anprovina plans and specifications. authorizing
@dvertipement for bids. and calling for a public hearing on Gould Brothers
Cheyrolct/D &D Bus utility extension.
Assistant Administrator O'Neill reported that at the November 14, 1994,
meeting, Council accepted the feasibility study and authorized preparation
of plans and specifications for extension of sewer and water service to Gould
Brothers Chevrolet and D & D Bus Company. He also noted that Gould
Brothers Chevrolet has provided the Bunds necessary to complete the plane
and the bidding process in the amount of $10,000.
AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND
SECONDED BY TOM PERRAULT TO ADOPT A RESOLUTION APPROVING
PLANS AND SPECIFICATIONS. AUTHORIZING ADVERTISEMENT FOR BIDS,
AND CALLING FOR A PUBLIC HEARING ON THE GOULD BROTHERS
CHEVROLET/D & D BUS COMPANY UTILITY EXTENSION PROJECT. Motion
carried unanimously. SEE RESOLUTION 95-14.
Pago 5 CD
Council Minutes - 2(27/95
12. Consideration of amendine urbanizgtion plan tent and adoo ing a i9int
resolution sunnortine annexation of Gould Brothers Chevrolet and D lL D
Bus Comvanv.
Assistant Administrator ONeill reported that at the previous meeting,
Council reviewed a request by the Township to amend the urbanization plan
by allowing the Township share of the tax revenue from Gould Brothers and
D & D Bus to remain with the Township for a period of three years after
the year of annexation. The current agreement requires that all taxes be
paid to the City at the time that a property has seem to city services. It
was the Council's decision to review the request in conjunction with
completion of the comprehensive plan during 1995 and could be made
retroactive for the present annexation request.
O'Neill went on to report that at a meeting held on February 21, 1995, the
Township Board voted to make approval of the joint resolution for
annexation contingent on the City agreeing to the urbanization plan
amendment as requested O'Neill also noted that the City has the right to
annex using the annexation by ordinance process if the Township does not
sign the joint resolution; however, the tax distribution program under this
process also requires a slow shift of taxes from the Township to the City.
Councilmember Herbst suggested that since the taxes will be shared,
perhaps the cost of providing services to the annexed businesses, such as
road maintenance, could also be shared by the Township and the City. Ken
Scadden of Monticello Township noted that the Township does currently
maintain some roads located within the city. It was his view that the City
should maintain the road brought into the city in conjunction with this
annexation.
AFTER DISCUSSION, A MOTION WAS MADE BY SHIRLEY ANDERSON AND
SECONDED BY BRIAN STUMPF TO ADOPT THE CHANGES TO THE
URBANIZATION PLAN AS PROPOSED AND APPROVE THE JOINT
RESOLUTION SUPPORTING ANNEXATION OF GOULD BROTHERS
CHEVROLET AND D & D BUS COMPANY. Motion carried unanimously.
SEE RESOLUTION 95-15.
13. &naideratioq of an ordinance amendment regulating pale buildine design
and construction.
Assistant Administrator O'Neill reported that in recent months, staff has
received inquiries regarding city regulations governing pole building
construction in commercial and industrial districts. Due to these inquiries,
in addition to concerns expressed by the Industrial Development Committee,
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Council Minutes - 2!27/95
the Planning Commission reviewed current regulations and requested that
the City Planner prepare a zoning ordinance amendment regulating pole
building construction.
On February 6, 1995, the Planning Commission reviewed and approved the
proposed ordinance amendment that would result in the prohibition of new
pole buildings and steel framed buildings in the commercial zone and
prohibition of pole buildings in the business carnpus zone. The amendment
would not change regulations governing pole or steel structures in industrial
zones.
The City Planner explained that most cities do not allow pole buildings in
commercial zoning districts because of the potential negative impact on land
values and associated tax impact. He noted that if the ordinance
amendment is adopted, existing pole buildings located in commercial areas
would not be allowed to expand under current code regulating
nonconforming uses.
Current business owners present at the meeting expressed concerns
regarding the proposed ordinance such as the added cost of expanding with
conventional construction, higher taxes associated with a more costly
structure, and the ability to rebuild in case of damage to existing pole
buildings.
Assistant Administrator O'Neill asked the City Planner if it is possible to
design an ordinance regulating the type of construction to type of use. The
City Planner stated that it may be possible to regulate by type of use by
using the conditional use process.
AFTER DISCUSSION, A MOTION WAS MADE BY BRIAN STUMPF AND
SECONDED BY SHIRLEY ANDERSON TO RETURN THE PROPOSED
ORDINANCE AMENDMENT TO THE PLANNING COMMISSION FOR
FURTHER REVIEW REGARDING AESTHETICS, EXISTING POLE BUILDINGS,
PROVISIONS FOR EXPANSION OF POLE BUILDINGS, AND WHAT TYPES OF
BUSINESSES UTILIZING POLE BUILDINGS WOULD BE ALLOWED IN
SPECIFIC DISTRICTS. Motion carried unanimously.
14. Consilleration of issuance of seasonal beer license - Monticello Som
Annocintion.
City Administrator Wolfsteller reported that the Monticello Softball
Association has again requested a 3.2 beer license to sell at the NSP softball
field concession stand. He noted that the Association has brought all fees
up to date with the City for 1994, including their contribution for the
lighting of tho softball complex and electrical costa for softball lighting.
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Council Minutes - 2/27/95
AFTER DISCUSSION, A MOTION WAS MADE BY BRIAN STUMPF AND
SECONDED BY SHIRLEY ANDERSON TO GRANT THE 3.2 BEER LICENSE TO
THE MONTICELLO SOFTBALL ASSOCIATION CONTINGENT UPON RECEIPT
OF THE NECESSARY INSURANCE DOCUMENTS AND APPROPRIATE FEES.
STAFF WAS ALSO DIRECTED TO SEND A LETTER TO THE ASSOCIATION
REMINDING THEM TO BE CAUTIOUS NOT TO SERVE MINORS. Motion
carried unnnimnualy.
15. Consideration of bills for the month of February.
After discussion, a motion was made by Shirley Anderson and seconded by
Clint Herbst to approve the bills as presented. Motion carried unanimously.
18. Other matters.
A. Public Works Director John Simola explained that he has received
requests for accepting septic tank waste; but after speaking with
Kelsie McGuire of PSG, the plant manager, it was noted that it would
cause more odor problems at the plant, and it would be beat not to
accept it. However, Simola noted he has also received requests for
accepting holding tank waste and asked for Council input on the
matter.
After discussion, it was the consensus of Council not to accept any
additional waste at the plant other than what the Council has
already committed to accept Brom St. Michael.
There being no fi -ther business, the meeting was adjourned.
Karen Doty
Office Manager
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Council Agenda - 3/13/96
Public hearing for Meadow Oak Trunk Storm Sewer Outlet
Proiect 93.120. W.S.)
Reyiew of bids and consideration of resolution and avgard for Meadow
Oak Trunk Storm Sewer Outlet Proiect 93.12C. W.SJ
PUBLIC HEARING:
This will be the second public hearing for the Meadow Oak Storm Sewer
Project #93-12C. We held the original public hearing on June 13, 1994, prior
to authorizing preparation of plans and specifications. Based upon the
feasibility studies, our estimated cost of the project including indirect costs,
was $329,400. Proposed assessments for stone sewer benefit were $1,650 per
acre and approximately $7.77 per foot per street for the replacement of Gillard.
Since many of the lots are 80 feet long, a typical assessment would have been
$620 per lot for street. The portion assessed for street included only the cost
for the replacement of the street after deducting a $6,000 reimbursement from
the Township and the City picking up half the street or the Township's
remaining share.
Utilizing the low bid received from Barbarossa and Sons, Inc. of $327,199.46,
and adding 28% overhead and indirect and engineering costs, we come to a
project cost of $418,816.29. The public hearing notice placed in the paper
referenced a project cost of $426,000. The notices sent to the general public
indicated $1,660 for storm sewer benefit and $7.77 per lineal foot for street
benefit. Based upon our projected costs, the street reconstruction costs are
expected to be in the area of $8.18 per foot rather than the $7.77 per foot. The
storm sewer costs are expected to be very near the $1,660 per acro as was
originally proposed and could go slightly either way below or above that figure.
Final costs will be presented at the assessment hearing after completion of the
project.
A. REFERENCE AND BACKGROUND:
Last August the City took bids for the Meadow Oak Storm Sewer Outlet based
on two alternatives. One alternative was for a 60 -inch large pipe to serve the
City's use and Mn Road and Ditch 33. The second alternative was for a
smaller pipe to serve the City only. The bid for the City projoct with street
reconstruction was $358,116, approximately $80,000 higher than our original
construction estimate of $268,476. Although the larger pipe bid came in
actually $10,000 lower than the engineer's estimate, the project was not
awarded as the State and County could not agree on participation at that time.
Earlier We year, the Council authorized ro-advortisement for bids adding an
additional 6 cubic feet per second capacity for future City development. On
March 3rd, the City received ten responsive bids, the lowest of which was from
Council Agenda - 3/13/95
Barbarossa and Sona, Inc. for $327,199.45, which includes $82,595.45 for the
street reconstruction. The engineer's estimate for this project with the
additional 5 cis added was $320,130; consequently, we're within a couple
percent of our estimate. A copy of the bid tabulation of all ten bids and a
letter of recommendation from OSM is enclosed for your review.
We are continuing to work with the State of Minnesota on a supplemental
special agreement to receive funding from that portion of I-94 that discharges
directly into our new proposed storm sewer system. There are a few details
and requirements which we have yet to work out. We should have a signed
agreement with the Bauees by Monday evening's meeting, but we'll actually
need to finalize the easement with the agreement for the State. In addition,
there are a few other requirements which need checking into. Consequently,
it may be advisable to, after the review of the bids, table any action on
awarding the project until we have the agreement completed with the State of
Minnesota. That funding could significantly reduce the City's portion of the
project.
B. ALTERNATIVE ACTIONS:
1. The first alternative after the dose of the public hearing and review of
the bids would be to make the award to Barbarossa and Sons, Inc. for
the Meadow Oak Storm Sewer Outlet Project 93-12C in the amount of
$327,199.45. Barbarossa indicates they will start the project after
school lets out in mid June. The project is due to be completed
including the restoration, by August 15th.
2. The second alternative is to table the award of the project at two time.
3. The third alternative would be to reject the bids.
C. STAFF RECOMMENDATION:
It is the recommendation of the City Engineer, City Administrator and Public
Works Director that the City Council at the close of the public hearing and,
after reviewing the bids, table the award until the details aro worked out with
the State on our storm sower agreement for additional funding. We have a
period of 45 days in which to award the bid to Barbarossa and Sona, Inc.
J). SUPPORTING DATA:
Copy of letter from OSM; Bid tabulation. Please refer to the previous agenda
packet for June 13, 1994, and the minutes of that meeting for additional
information. Also enclosed is a copy of the preliminary agreement with the
Boners.
Orr
Sdidm
CAISNI
March 6, 1995 t1,c.3W Park Place
5775 Wayiala Boulevard
Minneapolis. MN 55416.1728
Honorable Mayor and City Council II�753-5775
City of Monticello FAX 595.5774
P.O. Box 1147 �r�ilttn
250 East Broadway Planrs
Surveyors
Monticello, MN 55362-9245
Re: Meadow Oaks Storm Sewer Outlet
and Northeast Gillard Avenue Reconstruction
City Project No. 93-12C
City of Monticello
OSM Project No.: 5489.00
Dear Mayor and City Council Members:
Bids were received for the referenced project at 3:00 p.m., March 3, 1995, and were opened
and read aloud. A total of ten responsive bids were received. Barbarossa & Sons, Inc„
11000 93rd Avenue North, Osseo, MN 55369 submitted the lowest bid in the amount of
$327,199.45. The bids were checked for mathematical accuracy and tabulated. The
Engineer's Estimate was $320,130.00.
Barbarossa & Sons, Inc. have tentatively stated that construction would be initiated in
mid-June, 1995.
We recommend award of the contract to Barbarosm & Sons, Inc.. in the amount of
5327,199.45.
The Bid Tabulation and Bid Extension are enclosed.
Sincerely,
ORR-SCHELEN-MAYERON
& ASSOCIATES, INC.
S4� [�-
Bret A. Weiss, P.E.
City Engineer
Enclosures
c: John Simola, City of Monticello
Rick Wolfsteller, City of Monticello
Jeff O'Neill, City of Monticello
cc/nm
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ENGINEER'S ESTIMATE
OSM PHN6a No. 5169.m
w Lw=%Cr-I UMnS=A6 ■6D
,.. .. _ .. .. $320.130.00
I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT TABULATION
OF TME 8109 AS RECEIVED ON 3. 1995.
BY:
Wuqu6 Cortul.a Rona..
D
BID rAeuwnow
FOR
MEADOW OAKS TRUNK STORM SEWER OUTLET
AND NORTHEAST GILLARD AVENUE: RECONSTRUCTION
CTI PROJECT NO. 93-12C
FOR THE C17Y OF MONTICELLO
WRIGHT COUNTY. MINNESOTA
BIDS OPENED: 3:00 P.M.
ORR•SCHELEN•MAYERON
MueA 3, INS
& ASSOCIATES, INC.
CONTRACTOR
BID SECURITY
BIO
SARBAROSSA A SONS
x
9227.199.45
RYAN CONTRACTING. INC.
x
•1366,279.00
I S.J. LOUIS CDNSTRUCTION, INC.
x
&150,0".75
SCHIELD CONSTRUCTION COMPANY
x
$366,26231
BROWN & CRL4, INC.
x
S360,01LOS
FLL LARSON E%CAVATINO, INC.
X
1364,911.50
KADLEC E UVATWO OF MORA INC.
x
1267,727.36
wmWEHR CONSTRUCTION, INC.
x
$397,667.00
LATOUR CONSTRUCTION, INC,
x
$437,764.50
I W.B. MILLER
x
1533,167.00
ENGINEER'S ESTIMATE
OSM PHN6a No. 5169.m
w Lw=%Cr-I UMnS=A6 ■6D
,.. .. _ .. .. $320.130.00
I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT TABULATION
OF TME 8109 AS RECEIVED ON 3. 1995.
BY:
Wuqu6 Cortul.a Rona..
D
Council Agenda - 6/13/94��
c�
S. Public Hearing --Consideration of a resolution ordering Droiect and
authorizine Drenaration of D1ans and snecifications - Meadow Oak
storm sewer. (J.O.)
A. REFERENCE AND BACKGROUND:
The purpose of the meeting is to conduct a public hearing to provide an
opportunity for public input on the Meadow Oak storm sewer outlet project.
City staff will be making a presentation outlining the scope and design of
the project along with a proposed assessment roll. Following is a brief
review of the project design, cost, and proposed assessment formula.
PROJECT DESIGN
As noted at a previous meeting, our only current alternative for
development of the system calls for construction of the storm sewer line
under Gillard Avenue. This will require complete reconstruction of Gillard
Avenue. The estimated project cost is 8329,400. Following is the basic
formula to be used in development of the assessment roll.
STORM SEWER ASSESSMENT
The total cost of $293,269 for storm sewer related improvements will be
collected through a combination of assessments against developed properties
and through future acquisition of storm sewer access charges from
properties now undeveloped. Storm sewer assessment amounts have been
calculated based on a specific amount per acre and will be assessed to
developed properties accordingly. Coincidentally, the projected storm sewer
access charge ends up being approximately the same amount per acre as
what is proposed to be paid by developed properties via the assessment roll.
This means that an open lot next to a lot with a home will pay an access
charge at the time of development that is approximately equal to the
assessment levied against the property with the home based on 1994
dollars. In terms of� dollars, the assessment roll will generate
$48,942.50 and pays 6.7%)of the total storm sewer cost. These are funds
that the City can expect to obtain through direct payment of the assessment
at the time the project is completed by individual property owners or
through payment of annual assessments through the assessment program.
The balance of the total cost for the storm sewer not paid via assessment
($244,326.50) will be paid back to the City over time as the land area served
by this storm sewer project is developed. Also included in the storm sewer
cost aro costs associated with removal of the existing road surface on
Gillard Avenue.
In order to execute the plan, a final agreement will he worked out with Mr.
and Mrs. Gene Bauer to exchange an casement or drainageway for storm
sewer benefit with this amiem
Council Agenda - 6/13/94
STREET ASSESSMENT
The assessment roll as proposed calls for an expense of $36,130.70 for
redevelopment of Gillard Avenue. It is proposed that this expense be
funded as follows: The Township will contribute $6,000, which represents
their estimated cost to complete a 2 -inch overlay on the township half of the
roadway. The balance of the expense is proposed to be assessed on a front
footage basis to the property owners on the city side of Gillard Avenue. The
City's share represents what would otherwise be paid by the residents living
on the east side or township side of the road. Our existing street
assessment policy allows us to assess the city residents on Gillard Avenue a
significant portion of the cost to redevelop the roadway due to the fact that
the road is in relatively poor condition and has come close to reaching its
life expectancy. The cost per lineal foot for city residents on Gillard will
amount to $7.77 per foot. Many of the lots in that area are 80 ft long,
which results in a street assessment of about $620 per lot.
DITCH 33 COOPERATIVE EFFORTS
As a separate but related issue, Minnesota Department of Transportation,
Soil and Water Conservation District, the County, and Township have been
informed of the city storm sewer project and are in the process of
determining whether or not the system the City is developing can be used to
help relieve flooding problems on ditch 33. There is a possibility that it is
feasible to drain a portion of ditch 33 through the Meadow Oak outlet
system; however, doing so will require that the City oversize the system.
Obviously, it would be expected that the township, state, county, etc., areas
benefiting from the oversizing should at a minimum pay the cost for the
oversizing.
At this point in time, discussions are preliminary. It is not known if the
affected agencies can work out a cost sharing plan for funding in time for
the City to order the oversized project. In order to provide an option that
would allow ditch 33 water to access this system, it is proposed that the
construction plans include a bid alternate which calls for the oversizing
necessary to serve the ditch 33 area. In the event that an agreement
regarding funding of the oversizing can be established among the agencies
involved, the City could select the alternative providing the oversized
system. In the event an agreement cannot be established, or if it is
determined that it is not feasible to connect ditch 33 to the city system,
then the City could simply select the lowest bid for the base system serving
the city needs only. Duo to the fact the cost to design an alternative bid is
minimal, staff is suggesting that it be included in the bid specifications.
D