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City Council Agenda Packet 08-13-2007 AGENDA REGULAR MEETING - MONTICELLO CITY COUNCIL Monday August 13, 2007 - 7 p.m. Mayor: Clint Herbst Council Members: Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski 1. 2A. 3. 4. 5. H. I. J. K. Call to Order and Pledge of Allegiance Approve minutes of July 23,2007 Regular ~ouncil Meeting. Consideration of adding items to the agenda. Citizen comments, petitions, requests and concerns. Consent Agenda: A. Consideration of ratifying hires and departures MCC and DMV. B. Consideration of approving temporarr charitable gambling license for Church of St. Henry's for September 15-16, 2007. Consideration of approval of temporwy liquor license for Church of St. Henry's for September 15-16,2007. C. D. I Consideration of approving a temporh charitable gambling license for Wright County Ducks Unlimited for September 10, 2107. Consideration of appointment of election judges to serve at the special election of September 18, 2007. E. F. Consideration of approving contract for Pay Equity and Comparable Worth study to Sherri Le. G. REMOVED FROM AGENDA Consideration of calling a special meeting for August 22, 2007 at 5:30 to discuss preliminary 2008 budget. - Verbal Report Consideration of amendment Monticello-Big Lake Hospital PUD by shifting pathway connection. Consideration of approving cost of materials for pathway along pond in Meadow Oakes/Briar Oakes development. Consideration of authorizing the fmal phase for replacement of exterior doors for the Monticello Community Center. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Agenda Monticello City Council August 13, 2007 Page 2 L. Consideration of installation of street lighting for Chelsea Road East, City Project No. 2006-31C. Consideration of items removed from the consent agenda for discussion. Public Hearing - Consideration of vacation of Fallon Avenue south of Chelsea Road. Public Hearing on 6th Street Pedestrian Facility Improvements, City Project No. 2006-28C. Consideration of pension increase for Firefighters Relief Association. Department Report - Steve Joerg, Fire Chief. Review of Public Works Needs and Facility Study, City Project No. 2006-14C and consideration of scheduling special workshop meeting. Consideration of accepting feasibility repOlfor constructing an off-road pathway along Fallon Avenue to School Boulevard. Consideration of recommendation on plac ent of four-way stop at School Boulevard and Fallon A venue. I , Consideration of report on number of double driveways in Core Street Project Area and recommendation on assessment policy for double driveways and authorize adjustments to previously assessed double driveways if a change in policy is made. Review of proposal from CBI to reduce liquidated damages and repaint water tower at Jefferson Commons, City Project No. 2004-30C. Consideration of waiving deposit for conditional use permit application allowing impound lot. Applicant: Mark Olson/Olson Electric. Consideration of application for pawn shop license at 1219 TH 25. Applicant: Mike Helms Consideration of approving payment of bills for August, 2007. Adjourn. I 1 Council Minutes: 7/23/07 AGE DA REGULAR MEETING - MONTICELLO CITY COUNCIL Monday July 23, 2007 - 7 p.m. Mayor: Clint Herbst Council Members: Wayne Mayer, Torn Perrault,! Brian Stumpf and Susie Wojchouski 1. Call to Order and Pledl!e of Alle!tiance Mayor Herbst called the meeting to order at 7 p.m. and declared a quorum present. The Pledge of Allegiance was said. 2. Approve minutes of Julv 9. 2007 Ree:ular Council Meetine:. Susie Wojchouski clarified that on #5C, Page 3 that proceeding with getting a purchase price was not the same as obtaining an appraisal. Torn Perrault noted some typographical errors and also pointed out that in the discussion of River Fest that the parking for the wedding being held at the Community Center would be at the liquor store parking lot. TOM PERRAULT MOVED TO APPROVE THE MINUTES OF THE JULY 9, 2007 REGULAR COUNCIL MEETING WITH 1lHE CHANGES NOTED. BRIAN STUMPF SECONDED THE MOTION. MOTION CJ.\RRIED UNANIMOUSLY. 3. Consideration of addine: items to the ae:enda. The following items were added to the agenda: 1) West 7th Street; 2) Comprehensive Plan; 3) Update on a notice by Xce\ Energy to proceed with a new high voltage transmission line; and 4) Four way stop at Fallon and School Boulevard. Brian Stumpf asked if anyone objected to item #11, Placement of informational signs relating to the noise ordinance being placed on the consent agenda. BRIAN STUMPF MOVED TO PLACE ITEM #11, CONSIDERATION OF PLACING 6 INFORMATIONAL SIGNS RELATING TO THE NOISE ORDINANCE ON THE CONSENT AGENDA AS ITEM #5J. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 4. Citizen comments. petitions. reQuests and concerns. Kristina Nelson, 8867 Farmstead Avenue spoke to the Council about the proposed pathway for Fallon A venue. She had done a personal head count of the children who would be likely to use Fallon Avenue to get to Little Mountain Elementary School and she was asking the Council's support in authorizing a feasibility study for the installation of the pathway. Veronica Anderson, 9181 Oak Rive Drive spoke to the Council about a number of concerns. She noted that people are still going down the former off ramp from the interchange even though it is barricaded. She felt the speed limit in that area should be reduced from 45 mph to 35 mph. She also brought up a nuisance issue regarding a dumpster in the area that was 1 Council Minutes: 7/23/07 full but not enclosed. The dumpster has been sitting out for over two weeks but nothing has been done about it. On the issue of the old off ramp, Clint Herbst responded that this road would be used for a period of time when the state will be doing some work on 1-94. After that time the old off ramp would be removed. Bruce Westby, City Engineer, added that the segment of road is still under the jurisdiction of the state so the state would have to make the determination on reducing the speed limit in the area. He felt it would be unlikely that the speed limit would be changed until after the state is done using it as an access to the freeway. Building Inspector DJ. Hennessey reported he had gone out to the site today and had issued a notice. The dumpster will need to be gone within 48 hours. Veronica Anderson also discussed the rental housing in the area and the problems they are experiencing with them. Clint Herbst stated that consideration of an ordinance regulating rental property was being considered by the Council at this meeting. The Council congratulated Charissa Pederson on her selection as the Aquatennial Queen of the Lakes. 5. Consent Al!enda: A. Consideration of ratifying hires and departures MCC and Liquor Store. Recommendation: Ratify hires and departures for MCC and Liquor Store as identified. B. Consideration of approving monthly renewal of Walt's Pawn Shop License. Recommendation: Approve the renewal of the pawn shop license for Walt's Pawn Shop for another month. C. Consideration of approval of contribution for 2007 Block Party. Recommendation: Adopt Resolution No. 2007-56 approving the contribution to 2007 Block Party. D. Consideration of accepting final plans and specifications for Tower Drive Improvements, City Project No. 2007-08C and authorizing project bids. Recommendation: Approve plans and specifications for improvements to Tower Drive, City Project No. 2007-08C and authorize advertising for bids. E. Consideration of approval of a request for a conditional use permit for Open and Outdoor Storage: Applicant: General Rental Center of Monticello, LLC. Recommendation: Move to approve the conditional use permit for open and outdoor storage based on a finding that the proposed use is consistent with the intent of the 1-2 District and the use satisfies the conditions of approval subject to the following conditions: 1) Any lighting proposed for the site shall be full cutofflighting, in compliance with the standards of the Zoning Ordinance; 2) No retail sales may be conducted on the proposed site; and 3) The applicant shall install the brown, metal fence proposed and not construct a fence of an alternate design. F. Consideration of approving the purchase of new lockers for the MCC men's locker room. 2 Council Minutes: 7/23/07 Recommendation: Authorize the purchase of replacement lockers for the men's locker at the Community Center. G. Consideration of approving resolutions correcting errors in street and easement vacation documents for Monticello Big Lake Hospital expansion. Recommendation: Adopt Resolutions No. 2007-54 and 2007-55 correcting Resolutions No. 2007-40 and 2007-39 which vacated a portion of Hart Boulevard and Dayton Street. H. Review of proposals for street lighting Chelsea Road East, Project No. 2006-31 and consideration of award of contract. Recommendation: Award the contract to Wright Hennepin Response in the amount of$141,816.00 for the Chelsea Road Lighting Project No.2006-3IC. 1. Consideration of authorizing feasibility report for pathway along Fallon A venue from Farmstead Avenue to School Boulevard. Recommendation: Authorize the preparation of a feasibility report for constructing an off-road pathway along the west side of Fallon Avenue from Farmstead Drive to School Boulevard. J. Consideration of placing 6 informational signs relating to the noise ordinance. Recommendation: Authorize installation of six (6) noise ordinance enforcement signs at the locations specified above. On item #5F, Tom Perrault felt the wording should be changed to authorize the replacement ofthe lockers at a price not to exceed $32,000. Items #5E, #5G, #5H and #51 were removed from the consent agenda. BRIAN STUMPF MOVED TO APPROVED THE CONSENT AGENDA CONSISTING OF ITEMS #5A, #5B, #5C, #5D, #5F, AND THE ADDITION OF ITEM #11 AS ITEM #5J. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent al!enda for discussion. #5E Conditional Use Permit for Open and Outdoor Storage for General Rental Center. Clint Herbst asked if the applicant was in compliance with what they have now. He also questioned what the lighting was for. Staff indicated that the outdoor storage area was a way to clean up some ofthe issues with the site. It was noted the Public Works Department and the Building Department have been monitoring the site and will be looking at it again if the outdoor storage is approved. Ron Cihos of General Rental explained the lighting would be security lighting. He noted loading and unloading would be done in a different area. Jeff O'Neill pointed out the concern of parking spaces being utilized for uses other than parking. CLINT HERBST MOVED TO APPROVE THE CONDITIONAL USE PERMIT FOR OPEN AND OUTDOOR STORAGE BASED ON A FINDING THAT THE PROPOSED USE IS CONSISTENT WITH THE INTENT OF THE 1-2 DISTRICT AND THE USE SATISFIES THE CONDITIONS OF APPROVAL WHICH INCLUDE I) ANY LIGHTING PROPOSED FOR THE SITE SHALL BE FULL CUTOFF LIGHTING IN COMPLIANCE WITH THE 3 4 Council Minutes: 7/23/07 STANDARDS OF THE ZONING ORDINANCE; 2) NO RETAIL SALES MAY BE CONDUCTED ON THE PROPOSED SITE AND 3) THE APPLICANT SHALL INSTALL THE BROWN METAL FENCE PROPOSED AND NOT CONSTRUCT A FENCE OF AN ALTERNATE DESIGN. #5G Resolution correcting errors in vacation documents/or Monticello Big Lake Hospital expansion. Clint Herbst questioned whether the pathway had to be handicapped accessible. Jeff O'Neill stated he believes the agreement is worded so that the pathway has to meet whatever ADA requires. CLINT HERBST MOVED TO APPROVE RESOLUTIONS NO. 2007-54 AND 2007-55 CORRECTING RESOLUTIONS NO. 2007-40 AND 2007-39 VACATING A PORTION OF HART VOULEV ARD AND VACATING A PORTION OF DAYTON STREET. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #5H Review o/proposals/or street lighting/or Chelsea Road East, Project No. 2006-31C. Tom Perrault questioned the need to put in the lights right away. He would prefer to see the area developed before the lights are put in. Susie Wojchouski asked if the streets lights are an assessment item. John Simola responded that the City could wait with this project but the cost would be more because more restoration work would have to be done. The City would like to get the conduit and wire in before the development takes place. John Simola said the City could delay installing the poles but he felt that would just increase the cost of the project. Tom Perrault asked what happens if the property develops and the light poles needs to be moved. Who pays the cost of relocating the pole? John Simola replied that the property owner would be responsible for that cost and he is aware of only instance where that happened. The cost will be paid for in part from the franchise fee surcharge but the City needs to look at assessing at least a portion of the cost. John Simola stated the street lights were part of the original public hearing. He recommended that the Council adopt a policy at some point !in the future covering the assessment of street lights because the franchise fee will not cover all the street lighting costs. Rick W olfsteller stated the City cannot pay for all the street lighting in undeveloped areas. There is not that much revenue from the franchise fee for that. John Simola pointed out some of the anticipated street lighting projects identified in the 5 year capital improvements program. Because of the cost of these projects he felt the City needed to be assessing at least a portion of the costs. The franchise fee has only been collected since June. For this year the franchise fee money was suppose to cover other expenses related to street lighting and was not designated for the construction ofthis project. Clint Herbst felt the City should be looking at what the construction time frame is on Chelsea Road. The road should be blacktopped by October. Wayne Mayer noted 6 lights were proposed on the north side of Fallon Avenue and asked if this lighting was sufficient to light the pathway. John Simola indicated there would be some spillover lighting but not enough to light the pathway entirely. Adding pathway lighting would add significantly to the cost. Council Minutes: 7/23/07 WAYNE MAYER MOVED TO TABLE ACTION ON THE PROPOSALS FOR STREET LIGHTING ON CHELSEA ROAD EAST. TOM PERRAULT SECONDED THE MOTIN. MOTION CARRIED UNANIMOUSLY. John Simola asked about the conduits that were going to be put in as part of the project. Did the Council want him to work with the contractor to proceed with doing the conduit work or did the Council want nothing to proceed on the project at this time. John Simola pointed out that they are only proposing to put in the crossings for fiber. Wayne Mayer directed that the conduit be put in across the driveways. John Simola said the wire should go 3'-4' behind the curb. Fiber optic generally goes in the property easement area not in the boulevard area. The crossings would be installed within the right of way area. #5/ Feasibility Reportfor pathway along Fallon Avenue: Tom Perrault stated on Farmstead Drive there is a pathway that ends right in the park and he asked if that pathway is going to be extended through the park. Bruce Westby said that was not part of the proposal. Jeff O'Neill concurred that there was no plan to extend the pathway through the park. Tom Perrault felt that extending the pathway through the park might be just as close as the proposed route. Bruce Westby said the concern was that children in the area would not take Farmstead but would take the shorter course and that is why the engineering design was to take it down Fallon Avenue. Brian Stumpf asked if this would affect the road reconstruction on Fallon Avenue. Bruce Westby said it would stay in the park and not affect the reconstruction project. Bruce Westby said in the future it is proposed to have pathway on the east side of Fallon Avenue also. Rick Wolfsteller asked about funding and indicated if money needs to be levied for this improvement, the City should be budgeting for it. Brian Stumpf asked about ISTEA or other available grants. Bruce Westby noted the Save Route to Schools funds are available but he was not sure when the application period is for those funds. Wayne Mayer asked if the pathway is on the City's pathway system or is it just an attempt by the City to react to the action of the school. Bruce Westby said the 1997 Comprehensive Pathway Plan shows a pathway on both side of Fallon Avenue. Kristina Nelson stated that putting a pathway along Farmstead would double the walking time for the children. She added that the older children will use Fallon A venue anyway because it is shorter. Brian Stumpf noted the feasibility report is being done in house and asked when the Council could expect to receive the feasibility report. Bruce Westby responded that he anticipates having it on the August 13, 2007 agenda. Wayne Mayer asked ifthe pathway was to be built would this segment be on the grid system and be covered by the City snow and ice removal policy. CLINT HERBST MOVED TO AUTHORIZE PREPARATION OF A FEASIBILITY REPORT FOR CONSTRUCTING AN OFF-ROAD PATHWAY ALONG THE WEST SIDE OF F ALLON AVENUE FROM FARMSTEAD DRIVE TO SCHOOL BOULEVARD. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. At this point Mayor Herbst moved item #12 forward on the agenda. 5 Council Minutes: 7/23/07 i 12. Consideration of approval to hold a special election for a telephone exchanl!:e as part of the Fiber Optic Network. Jeff O'Neill provided an update on the item. The Council is being asked to approve a special election on the acquisition of a telephone exchange for the fiber optic system. Jeff O'Neill outlined reasons for holding the referendum. If the referendum is approved it is less likely that there will be a legal challenge to the City's involvement in telephone services. It may also improve the financing picture for the project. If there is 65% approval, the voters would have approved having a switch located in Monticello, which is the option the Fiber Optic Committee feels would be best. It would allow for more control over the operation as well a giving the voters an opportunity to weigh in on the issue. The tentative date for the referendum is September 18,2007. Because the City is going this route, there is a need to educate the public about the issues involved. Clint Herbst noted that the City doesn't have to take this route but it was felt that it would be a good way to get public input on the proposal. BRIAN STUMPF MOVED TO APPROVE HOLDING A SPECIAL ELECTION FOR A REFERENDUM TO ALLOW THE CITY TO CONSTRUCT, PURCHASE OR ACQUIRE A TELEPHONE EXCHANGE. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. The Council then moved item #10 up on the agenda. 10. Consideration of acceptinl!: Feasibilitv Report for 6th Street Pedestrian Facilitv Improvements. Bruce Westby reviewed the history of this project. The Council accepted the initial feasibility report on September II, 2006. However the Council directed staffto conduct an informational meeting with the residents in the area. This informational meeting was held on July 17, 2007 with 3 of the 42 affected residents in attendance. Staff was directed to place the pathway on the north side of 6th Street and to bring the report back after getting input from the property owners. The concerns expressed by the property owners were replacement of landscaping, loss of green space, getting advance notice of the project so that landscape and irrigation systems could be moved back, and increased foot traffic in the area. If a retaining wall is required, the residents would like to have some input on the color and design of the wall. Bruce Westby said the intent was to provide a minimum of 5' and a maximum of 10' of boulevard. The walkway that is in place is at 5' and there are problems with snow removal and storage. There is one tree located on the east side of Vine Street and north of 6th Street that is proposed to be removed. Brian Stumpf talked to residents at 6th and Vine who had concerns about the retaining wall and how steep it would have to be. According to Bruce Westby the height ofthe retaining wall would be 2'-3'. Brian Stumpffelt if this project proceeds, it should be done with the least amount of disruption for the people living in the area. Public Works Director, John Simola pointed out that when sidewalk is placed on the grid system that determines how the sidewalk is assessed. Anything on the grid system is assessed 6 7 Council Minutes: 7/23/07 25% and the City picks up the remaining 75%. He believes the Council is under the assumption that anything on the grid system is maintained by the City but that is not the case. The grid system determines how it is assessed not who maintains it. John Simola suggested that at another meeting the Council may want to look at the entire system and see what part of the sidewalk grid system they want the City to maintain. Bruce Westby stated with this project the City would like to get as much boulevard area as possible for snow removal and storage. Of the 42 property owners notified approximately half are proposed to be assessed. Bruce Westby clarified that alternate #2 in addition to placing this segment on the grid system would require the City to maintain the sidewalk. The resident at 707 6th Street West stated her concerns about the loss oflandscaping and loss of the use of a portion of her yard. The project will interfere with some plans for their property. She noted that even if the landscaping is replaced it will not be at the height and size of the present landscaping therefore resulting in a loss of privacy. She was also concerned about the cost of the project. Because they did not ask to have the project put in she did not believe they should pay for it. Brian Stumpf noted that 75% of the cost would be picked up by the City and the 25% of the cost assessed. The assessment amount for the individual properties would be known at the assessment hearing which is conducted when the project is completed. The property owner felt the assessment should be split among all who use it. Brian Stumpf noted other residents in the area had been assessed for the existing sidewalk and he didn't want to see this assessment split out among those who had previously been assessed. The Council directed Bruce Westby to look at how the assessments could be allocated. Wayne Mayer suggested Bruce Westby investigate ways of possibly saving some of the bushes and landscaping. Bruce Westby will look at options and bring them back to the Council. Ben Miller 707 6th Street asked about running the sidewalk north along Minnesota Street. Clint Herbst felt when 7th Street is put through it will take a lot of the traffic off of 6th Street. Brian Stumpf said the reason they came down 6th Street is because the sidewalk stops at mid- block. This project would finish off the section and tie in with Elm Street and County Road 39. A resident on Vine Street had concerns about safety aspects and questioned what liability she would have from kids getting hurt playing on or falling off the retaining wall. She was also concerned about the increase in foot traffic in the area. Brian Stumpf responded that the sometimes when there is more traffic, people are more aware about what is happening in the area. Rick Wolfsteller asked where the 75% of$158,000 that would be the City's portion was coming from. Would it be assessments, park funds, or some other fund? BRIAN STUMPF MOVED TO ACCEPT THE FEASIBILITY REPORT FOR CITY PROJECT NO. 2006-28C, ORDER THE PUBLIC HEARING FOR AUGUST 13, 2007 AND ADD THE SIDEWALK IMPROVEMENTS TO THE CITY'S GRID SYSTEM AND DIRECT STAFF TO CONDUCT A WORKSHOP ON WHAT PATHWAYS THE CITY ARE CURRENTLY CLEANING SNOW OFF OF AND WHAT OTHER P A THW A YS Council Minutes: 7/23/07 SHOULD BE CONSIDERED FOR MAINTENANCE. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED WITH TOM PERRAULT AND SUSIE WOJCHOUSKl VOTING IN OPPOSITION. Tom Perrault felt it was premature to proceed at this time and felt it would be better to wait until the Ruff property developed. Susie Woj chouski felt because the financial and budget constraints now might not be the best time to proceed with the project. 7. Public Rearm!!: on delinauent utility assessments and certification of amounts to County. Mayor Herbst opened the public hearing on the delinquent utility assessments. No one was present who spoke for or against the proposed assessment. Mayor Herbst then closed the public hearing. BRIAN STUMPF MOVED TO ADOPT THE ASSESSMENT ROLL FOR THE DELINQUENT UTILITY CHARGES AS PRESENTED. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. The Council then moved item #9 up on the agenda. 9. Department Read Report - Animal Control. Patty Salzwedel, Animal Control Officer, was present at the meeting to provide a report to the Council on animal control activities. The Council received a written report identifying the numbers and types of animals picked up for each contract community and the amount of revenue generated in boarding fees and disposal fees. Patty Salzwedel then answered questions from the Council. Clint Herbst stated that at a Mayor's meeting there was concern expressed about having some kind of centralized animal control. Patty Salzwedel indicated at the Monticello facility the animal is held 7 days at which time ifit is not claimed it is put up for adoption through Crossroads Animal Shelter or similar facilities. She noted she deals mostly with picking up cats and dogs with an occasional wild animal. However most of the wildlife animal problems she refers the property owners to a firm who specifically deals with wildlife. The Council discussed after hours procedures for bringing in stray dogs and cats. Patty Salzwedel indicated that the Wright County Sheriffs Department has a key for the facility. While the Sheriffs Department will not transport animals to the facility they can make arrangements to meet with the person bringing in the stray and open the facility for them. The Council felt that the Sheriff's Department personnel was not fully aware of the procedure and suggested that the information be provided to them again and perhaps even a copy of the procedures placed in their office at City Hall. Susie Wojchouski asked about the fees. Patty Salzwedel indicated that the boarding fee is $13/day. If the owner reclaims the dog, the owner pays the boarding fees and disposal fee. If the dog is not claimed these fees are charged to the contract community. Susie Wojchouski asked if the owners of stray animals are notified when their pet is brought in. Patty Salzwedel stated that if there is a means to identify the owner of the pet, she does contact them. 8 9 Council Minutes: 7/23/07 8. Consideration of adoption of ordinances relatinl!: to rental hODsinl!:. At a previous workshop, the Council reviewed the proposed ordinances and fee schedules relating to regulation of rental housing. A number of issues that came up at that workshop were addressed and the matter was now back to Council for their approval. DJ. Hennessey reviewed the items from the workshop. He clarified how the rental ordinance would apply to foreclosed property that is temporarily in the hands ofthe lending institutions noting that if the property was a rental property at the time the bank takes possession of it and if the tenant pays the rent to the bank, then the bank would be required to get a license. Another issue brought up at the workshop was the three strike rule. The time frame was extended to 3 violations within a 12 month period. The three strike rule does not include any violation of the IPMC (International Property Maintenance Code). It only applies to conditions on the licensed premises. Any action to suspend or revoke a license for non- compliance would have to be approved by the Council. Tom Perrault had further questions on the three strike rule asking if it applied to everything or was it based on number of police calls or citations issued. DJ. Hennessey said stated that at the point where a citation is issued that is the point it is considered a violation and is counted as a strike. DJ. Hennessey emphasized that it is up to the landlord to work with the City to get the illegal activities stopped. Those landlords that do not work with the City will, through means of the ordinance, be forced to comply. The issue of multiple inspections by various entities was also brought up at the workshop. City staff in discussing inspection requirements with HUD and MHF A learned that the MHFA does the inspections for HUD as well. Staff was told that these agencies would accept a city inspection in lieu of a HUD or MHF A inspection. The frequency of inspections was discussed further. The City could have the common area for apartments inspected one year and the alternate year all apartment units could be inspected. It was felt that the City might want to go on an odd-even inspection cycle. Housing units having an even number street address would be inspected one year and those with an odd numbered address inspected the next year and the common area would be done every year. Brian Stumpf felt that some of the provisions in the ordinance may have to be modified but he felt it was a good starting point. He felt the City might be biting off more than it could chew as far as staff time. Wayne Mayer felt that Section 4-4-2 ofIPMC was not explicit and should detail that the provisions apply to all rental housing. Wayne Mayer also questioned section 303.2 dealing with enclosures around spas, pools etc. exceeding 24 inches in depth. He stated that based on 24 inches many of the smaller pools sold at the stores would require an enclosure. DJ. Hennessey stated that Section 303.2 was replaced and the language about the pools and enclosures was from the City's zoning ordinance. Wayne Mayer also questioned 304.14 which requires any door, window or outside opening required for ventilation of habitable rooms, food preparation areas or areas relating to food processing, packaging or consumption shall have an approved screen. He asked if this provision was meant to apply to only 10 Council Minutes: 7/23/07 restaurants or to all properties. Wayne Mayer felt the language was vague and that the vague language made the provisions open to interpretation. He would prefer to see things spelled out in black and white. Tom Scott said if the Council decides how they want it applied they can make the change in the language to reflect that. Wayne Mayer asked ifthere was any way the ordinance could be implemented on a trial basis before it is adopted as an ordinance. Wayne Mayer said he wants to make sure the ordinance is enforceable. Tom Scott indicated that the City could not do this on a trial basis. He said the City puts the ordinance in place and if after time the City finds the ordinance does not work the ordinance can be amended or repealed in party or in its entirety. Wayne Mayer asked that section 304.14 be clarified before the agenda item is voted on with the clarification being that this provision applies to commercial areas only. There was further discussion on section 303.2 with Clint Herbst feeling that the pool depth should be changed to 48 inches before requiring an enclosure. Tom Scott said since this provision is part of the City's zoning ordinance, the zoning ordinance would have to be amended. An amendment to the zoning ordinance requires a public hearing. Tom Scott suggested that instead of including the text of 3-2Fl 0 in section 303.2 they could just allude to the section of the zoning code and then at some point amend the zoning ordinance to reflect the Council's desires. Tom Perrault expressed concern about the misdemeanor provision and Wayne Mayer also expressed some discomfort with the City being property police. Gary Anderson, Building Official responded that it is their intent to use common sense and it is not the big arm of the City coming down on the landlords. The City will be working with the landlords to bring the property into compliance. The misdemeanor provision will only affect the few bad apples that may be in the system. Brian Stumpf said to achieve compliance, education is a more effective tool than coming down as the enforcer. SUSIE WOJCHOUSKl MOVED TO APPROVE THE ADOPTION OF CITY ORDINANCE TITLE 4, CHAPTER 4" ADOPTION OF THE INTERNATIONAL PROPERTY MAINTENANCE CODE" WITH THE CHANGE TO SECTION 303.2 THAT REFERENCES SECTION 3-2FlO OF THE ZONING ORDINANCE BUT NOT INCLUDING THE TEXT OF THE PROVISION AND THAT SECTION 304.14 IS CLARIFIED TO STATE THAT THE SCREENING REQUIREMENTS APPLY TO COMMERCIAL AREAS ONLY AND APPROVE ADOPTION OF ORDINANCE TITLE 3, CHAPTER 16 "RENTAL HOUSING LICENSING PROVISIONS' WITH AN AMENDMENT TO THE 2007 FEE SCHEDULE ESTABLISHING FEES FOR THE LICENSING AND INSPECTINOF RENTAL PROPERTIES PURSUANT TO CITY CODE TITLE 3 CHAPTER 16 WITH THE MOTION BASED ON THE FINDNG THAT ADOPTION OF THE ORDINANCES WILL PROVIDE STANDARDS FOR CONDITIONS ESSENTIAL TO ENSURE THAT STRUCTURES ARE SAFE, SANITARY AND FIT FOR OCCUPATION AND USE. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION. Council Minutes: 7/23/07 11. Consideration of placin!!: 6 informational sil!:lls relatin!!: to noise ordinance. Add to the consent agenda as #5J. 13. REMOVED FROM AGENDA 14. Review of bids for replacement of Parks Department 1995 Toro 325 Mower and consideration of purchase. Park Superintendent, Seth Nelson, provided information about the 1995 Toro 325 mower. The mower is 12 years old and has 3300 hours on it. The mower is a two wheel drive and they would be looking at a model with four wheel drive. The four wheel drive is more practical as far as snow removal. Seth Nelson stated that if the City decides to keep this piece of equipment there is some work that needs to be done to it such as new spindles, belts, hydraulic seals, hoses, windows and cab repair. It was his recommendation that the Toro 325 be traded in and to purchase a new Toro mower. The Toro brand has worked well for the City. Having the same brand mower also allows some flexibility as far as interchangeable parts, etc. Clint Herbst pointed out that in the union negotiations there was mention made of the possibility that more work may be contracted out. He also felt that if the City purchases the equipment it should be something that can be used year round. Wayne Mayer asked ifthe Council could condition approval of the replacement contingent upon resolution of the union negotiations. WAYNE MAYER MOVED TO PURCHASE THE TORO 328-X 4X4 FROM MTI DISTRIBUTING AND TRADE IN THE 1995 TORO 325-D 2X4 FOR A TOTAL PRICE INCLUDING TAX AND TRADE OF $29,236.38 CONTINGENT UPON COMPLETION OF NEGOTIATIONS WlTH THE UNION. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Added items: Comprehensive Plan: Tom Perrault asked the status of this since there was supposed to have been a joint meeting with the Planning Commission over a month ago. Jeff O'Neill reported that a rough draft had been made available for review by staff and modifications are being made to the draft. West 1h Street: Tom Perrault noted that East 7th Street is striped but West 7th Street is not and wondered what the reason was for that. Bruce Westby said that staff is looking at this now and will be coming up with a striping layout. Proceeding with electric power transmission line: A letter has been received from Xcel Energy indicating that they are proposing to construct a transmission line north between Monticello and Fargo, North Dakota with the possibility that the line could be terminated just east of St. Cloud. Stop sign at Fallon Avenue and School Boulevard: Clint Herbst noted that there is demand for a 11 12 Council Minutes: 7/23/07 four way stop sign at this intersection and asked what hann there would be in installing it. Bruce Westby stated the City did receive a petition from residents in the area so there is a great deal oflocal support for the installation of the sign. Staff is in the process of determining whether the intersection meets the warrants for a four way stop. Bruce Westby stated the hann of placing the stop sign is that it impacts the functional classification of the road. He has not looked at how this would impact the City's Transportation Plan. If you erect the sign it should be a permanent four way stop. Clint Herbst suggested staff look at this and come back with a recommendation at the next meeting. Bruce Westby said they will bring a recommendation back at the August 13, 2007 Council meeting and he felt ifthe Council acts on this it should move forward quickly so that it is in place before school starts. Clint Herbst asked about the four way stop at Culver's and Muller Theater. Staff indicated this will be considered at the next meeting Rick Wolfsteller: Clint Herbst pointed out that this would be Rick Wolfsteller's last Council meeting. Clint Herbst commended him on his 32 years of service to the City and stated it was hard to express how much the City and its staff appreciated his service and his expertise in financial matters. 15. Consideration of approvinl!: payment of bills for Julv 2007 BRIAN STUMPF MOVED TO APPROVE PAYMENT OF BILLS. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Tom Perrault questioned the engineering costs on a statement for services provided in May. Three individuals submitted during that time frame submitted hourly totals of 165.5, 155 and 164.5. Tom Perrault questioned why those hours were so high. Phil Elkin from WSB indicated that at that time Shibani Bisson was on leave and that the individuals mentioned picked up her work. In addition during this period they were working on design phase for plans on three city projects which is labor intensive. He did not believe these would normally be the hours worked. 16. Adiourn. The meeting was adjourned at 9:45 p.m. Recording Secretary Council Agenda: 8/13/07 SA. Consideration of approvinl!: new hires and departures for MCC. and DMV. (10) A. REFERENCE AND BACKGROUND: The Council is asked to ratify the hiring and departures of employees that have occurred recently at the MCC and DMV. It is recommended that the Council officially ratify the hiring/departure of all new employees including part-time and seasonal workers. B. ALTERNATIVE ACTIONS: 1. Ratify the hiring/departures ofthe employees as identified on the attached list. C. SUPPORTING DATA: List of new employees. NEW EMPLOYEES Name Title Department Hire Date Class Weigand, Shannon Gammel, Nicole Lead Guest Services MCC MCC 7131107 PT 7/31/07 PT Slide Attendant J TERMINATING EMPLOYEES Name I Class Reason I Department Last Day Gallagher, Daniel voluntary rvicC 7/28107 PT Blake, Lori Involuntary MCC 7/30107 PT Wade, Terri voluntary MCC 7/31107 PT Barnes, Kim voluntary DMV 7/23107 FT employee councillist.xls: 8/312007 Council Agenda: 8/13/07 5B. I Consideration of approvinl!: a temporary c~aritable l!:amblinl!: license for St. Henry's Catholic Church. (JO) A. REFERENCE AND BACKGROUND: St. Henry's Catholic Church has applied for a permit for a temporary charitable gambling license to conduct charitable gambling at their site located at 100 East 7th Street on September 15-16, 2007. In order for the State Gambling Control Board to issue this temporary gambling license, a resolution by the City either approving or denying the application needs to be submitted with their application. In the past the City has not opposed these exempt gambling licenses for charitable events. B. ALTERNATIVE ACTIONS: 1. Adopt a resolution authorizing the State Gambling Control Board to issue the charitable gambling license to St. Henry's Catholic Church to conduct charitable gambling activities at their fall festival on September 15-17, 2007. 2. Do not approve the charitable gambling license request. C. STAFF RECOMMENDATION: Staff is not aware of any reason why the Council would not allow the State to issue this gambling license. D. SUPPORTING DATA: Resolution approving charitable gambling license. I I CITY OF M~NTICELLO RESOLUTION NO. 2007-61 RESOLUTION AUTHORIZING THE ISSUANCE OF A TEMPORARY GAMBLING LICENSE WHEREAS, the Church ofSt. Henry's has submitted an application to the City Council of Monticello for a temporary charitable gambling license to conduct gambling activities at 1001 East 7th Street; and WHEREAS, the Council is not opposed to the gambling license being issued by the State Gambling Control Board. NOW THEREFORE, BE IT RESOL VBD BY THE CITY COUNCIL that the application by the Church ofSt. Henry for a temporary charitable gambling license to conduct gambling activities at 1001 East 7th Street is hereby approved and the State Gambling Control Board is authorized to process the application.. . Adopted by the City Council this 13th day of Au~st, 2007. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Agenda: 8/13/07 5C. Consideration of approvin2 temporary 3/2 beer license for St. Henry's Catholic Church Fall Festival. (JO) A. REFERENCE AND BACKGROUND: St. Henry's Catholic Church is request a temporary 3/2 beer license for their fall festival on September 15-16, 2007. B. AL TERNA TIVE ACTIONS: I. Approve a temporary 3/2 beer license for St. Henry's Catholic Church for September 15-16,2007. 2. Do not approve the temporary 3/2 beer license. C. STAFF RECOMMENDATION: It is recommended the Council approve the temporary 3/2 beer license for St. Henry's Catholic Church for September 15-16, 2007. D. SUPPORTING DATA: None. Council Agenda: 8/13/07 5D. Consideration of approvinl! a temporarv cr'taritable l!amblinl! license for Wril!ht Countv Ducks Unlimited. JO) . A. REFERENCE AND BACKGROUND: Wright County Ducks Unlimited has applied for a permit for a temporary charitable gambling license to conduct a raffle at Jala Peno's located at 530 Cedar Street on September 10, 2007. In order for the State Gambling Control Board to issue this temporary gambling license, a resolution by the City either approving or denying the application needs to be submitted with their application. In the past the City has not opposed these exempt gambling licenses for charitable events. B. AL TERNA TIVE ACTIONS: I. Adopt a resolution authorizing the State Gambling Control Board to issue the charitable gambling license to Wright County Ducks Unlimited to conduct charitable gambling activities at Jala Peno's at 530 Cedar Street on September 10, 2007. 2. Do not approve the charitable gambling license request. C. STAFF RECOMMENDATION: Staff is not aware of any reason why the Council would not allow the State to issue this gambling license. D. SUPPORTING DATA: Resolution approving charitable gambling license. Clint Herbst, Mayor CITY OF MONTICELLO RESOLUTION NO. 2007-62 RESOLUTION AUTHORIZING THE ISSUANCE OF A TEMPORARY GAMBLING LICENSE WHEREAS, Wright County Ducks Unlimited has submitted an application to the City Council of Monticello for a temporary charitable gambling license to conduct gambling activities at 530 Cedar Street; and WHEREAS, the Council is not opposed to the gambling license being issued by the State Gambling Control Board. NOW THEREFORE, BE IT RESOL VED BY THE CITY COUNCIL that the application by Wright County Ducks Unlimited for a temporary charitable gambling license to conduct gambling activities at 530 Cedar Street is hereby approved and the State Gambling Control Board is authorized to process the application.. Adopted by the City Council this 13th day of August, 2007. ATTEST: Jeff O'Neill, City Administrator Council Agenda: 8/13/07 5E. Consideration of appointment of election iudlZes for special election of September 18. 2007. (JO) A. REFEENCE AND BACKGROUND: With the special election scheduled for September 18, 2007, the City needs to appoint election judges who will serve at the special election and assist with the absentee voting. Attached is a list of individuals who have completed election training and would be qualified to serve at this election. Gladys Bitzer Ron Broekemeier David Carlson Rosemary Dahl Agnes DeMarais Richard Doucette Kaye Gauthier J an Irvine Florence Mayer Judy Moody Randy Smith Rita Soltau Opal Stokes Jeanette Smith Lorraine Wolff Joan Bondhus Janet Bromberg Edith Custer Kristi DeMarais Jamie Fisher Lynnea Gillham Harvey Kendall Arlene McIntire Merrijo Nesland Richard Quick Darlene Solberg Patricia Sonju-Thielman Sandy Suchy Diane Wefel Gregory Ashfeld B. ALTERNATIVE ACTIONS: 1. Appoint the election judges noted above to serve at the special election scheduled for September 18, 2007. C. STAFF RECOMMENDATION: Since this is a requirement of election laws, staff recommends appointment of judges to serve at the special election. D. SUPPORTING DATA: None. Council Agenda: 8/13/07 SF. Consideration of a Sherrie Le. (JO) contract fo Pa E and Com arable Worth stud to A. REFERENCE AND BACKGROUND: At a previous meeting of the City Council, the Council tabled decisions relating to moving forward on developing resources necessary to move the human resource program forward. At question was whether to hire Sherrie Le as a part time employee or to hire her as a consultant. Staff was asked to meet with the Personnel Committee and come back with a recommendation on further action. As a result of continued review and a meeting between the Personnel Committee and Sherrie Le, it is now being recommended that the City award a contract for services with Le as attached. The services include rewriting of all city job description and analyzing/reforming the City pay equity program as necessary. Unfortunately, I do not have the time at the moment to review again the need for these services. I will be happy to provide a more detail description of the need for services at the City Council meeting. Please note that the Personnel Committee decision came as a result of an interview session with Sherrie Le which was very positive and reinforced our view that she is the right person for the job. B. AL TERNA TIVE ACTIONS: I. Approve award of contract including Compensation and Personnel Policy Work in the amount of $18,500 to $19,925 as noted. 2. Do not approve award of contract. 3. Table action on contract pending further research as directed by Council. C. STAFF RECOMMENDATION: This City Administrator and Personnel Committee recommend alternative I. D. SUPPORTING DATA: Copy of proposed contract for services. Sherrie Le Human Resource and Labor Relations' Services, LLC Quality Service to Meet the Needs of Minnesota Communities Sherrie Le 974 Aspen Lane Lino Lakes, MN 55014 sherriele@yahoo.com August 6, 2007 Jeff O'Neill City of Monticello 505 Walnut Avenue, Suite 1 Monticello, MN 55362 Dear Jeff: Thank you for considering my firm for the human resource work you need completed. 1 have recently converted my consulting business into a Limited Liability Corporation. I appreciate having the opportunity to submit this proposal and look forward to the opportunity to assist the City of Monticello. I have always enjoyed working with you and your staff. If you have any questions on the proposal, or changes needed, please feel free to contact me at 651-770-7216. Sincerely, Sherrie Le President and Chief Executive Officer Sherrie Le HR & LR Services, LLC (651) 770-7216 (0) 2 CONSULTANTBAttKGROUND I am a human resource and labor relations consultant with extensive public sector experience. Because I work exclusively with Minnesota jurisdictions, I know public sector jobs and understand the unique environment and challenges faced by cities in Minnesota. I have conducted numerous classification and compensation studies over the past 20 years including one for Monticello, a long time ago. I have considerable experience in all facets of the public sector human resource and labor relations field. Professional Qualifications I recently formalized my sole practitioner consulting practice into an LLC called Sherrie Le Human Resource & Labor Relations' Services, LLC. I have assisted cities on a part-time basis since 1995 and began consulting on a full-time basis in September 2006. Previously, I served as a Human Resource Director for twelve years and a Classification and Compensation Manager and HR Generalist for approximately four years each. I also worked extensively with cities throughout Minnesota in my previous capacity as Personnel Advisor for the League of Minnesota Cities and as joint owner of Minnesota Human Resource Consultants. I hold a Bachelor of Science degree from the University of Minnesota. SCOPE AND APPROACH It is my understanding that the City of Monticello is interested in redoing the classification and compensation plan. It is my goal to leave you with an updated plan that: . Meets the objective of pay equity compliance; . Establishes and maintains internal equity; . Is easily understood and accepted by most employees; . Resolves any classification and job evaluation issues; . Allows the City to be competitive in the market; and most importantly, . Is flexible and easy to administer. As with most jurisdictions, I suspect a variety of circumstances have raised concerns regarding the current system, such as: . The overall market competitiveness of the compensation program; . Recruitment or retention issues and upcoming retirements; . The length of time since your system was reviewed; . Organizational changes; and . Significant changes in duties and responsibilities. 3 To obtain information on the jobs, I would review the current job descriptions and interview employees and supervisors. In preparing a market analysis for your City, I would use the League of Minnesota Cities Salary survey to obtain the salary information from other cities. This will save you time and money. I would pull survey data from similarly situated cities with comparable operations. I would include those cities that are comparable in size and that have jobs matching the City's benchmark positions. As you know, all cities must comply with the Minnesota Local Government Pay Equity Act. I propose to re-evaluate the jobs using the Modified Princeton Job Evaluation System - the same system that was used in the past. I would develop proposed salary ranges using a combination of market data and job evaluation data. This would ensure the salary ranges provide both internal and external equity. I would test the ranges using the State's pay equity software before submitting a proposed pay plan for the Council's consideration. SPECIFIC OBJECTIVES OF THE PROJECT Based on the information provided by your City, I offer to do the following: I. Employee Interviews - Review current job descriptions and prepare for and conduct employee interviews for each job class ( approximatley 45 classes currently) to collect updated job information for job descriptions and job evaluation. Where there are 2-4 incumbents in a given classification, the employees in those classes should decide who can best describe all aspects of the job. When there are 5-9 incumbents, the employees should select two representatives to be interviewed together. When there are 10 or more incumbents, the employees should select three representatives to be interviewed together. When there are classification issues, I may need to interview each employee to make a classification recommendation for their position. (Estimated at 62 hours, including 12 hours of travel time) 2. Job Descriptions, Classification Analysis and Job Evaluation - Prepare andlor edit job descriptions for review by employees and management. Determine whether there are any classification issues and recommend alternatives to resolve any inequities. Evaluate the classifications using the Modified Princeton Job Evaluation System. Final editing of job descriptions after review by employees and management. (Estimated at 85 hours) 3. Compensation Plan and Pay Equity - Collect and analyze market information from comparable Minnesota cities and develop salary ranges using both the market inforation and the updated job evaluation points. Develop a pay administration system and prepare recommendations on implementation issues. This includes Pay Equity analysis. (Estimated at 20 hours) 4. Final Report and City Council Presentation - Prepare a written report of the project results with job descriptions, job evaluation points, classification detenninations, salary ranges, the salary administration system and pay equity report(s). Present the report to the City Council and employees. (Estimated at 9 hours including I Y, hours of travel time.) 5. Personnel Policies - An optional project is to review and update the Personnel Policies. This involves review and analysis for best practices, clarity, flexibility, reasonableness and compliance with a variety of state and federal laws, rules and regulations. This would not include HIP AA Policies. The length of time involved depends a great deal of what shape your policies are in now so it is difficult to project how much time would be needed. I understand I would be working with the Personnel Review Committee and the City's Personnel Committee. (Roughly estimated at 15-30 hours) Assistance to be provided by the City .:. A project ofthis nature cannot be successfully implemented solely by an outside party. This proposal assumes that the City Administrator will provide all necessary information on: 1. Jobs and current pay plans/union contracts/relevant policies and ordinances to include: . Current job descriptions and existing titles, individual names of employees to interview and number of employees in each gender for each classification; . Individual pay rates for classes with no salary range, and minimum and maximum pay for job classes where salary ranges currently exist; . Other information needed to ensure adequate review of the pay plan and pay equity compliance; and . Any information that would impact implementation. 2. The City's pay philosophy relative to the market, salary range length, and preference for a performance/merit component. 3. Any information relevant to the Personnel Policies, including preferences of the City Council. .:. I would also ask that the City Administrator communicate with the employees to explain the project, facilitate collection of information, the expeditious review of draft job descriptions and scheduling of employee interviews. I would be happy to come out and provide an informational meeting for employees to explain what the process involves and answer any questions, prior to conducting the interviews. (Hours billed at hourly rate, not included in the estimate.) 4 5 FEES AND EXPENSES Sherrie Le Human Resource & Labor Relations' Services, LLC agrees to provide the requested services for an hourly rate of$95 per hour, plus expenses. This project is estimated to take approximately 176 hours of staff time for the classification and compensation work, including travel time. I estimate it will take 7 days to interview and collect the information. The project could begin as early as mid-September and would take approximately 3-4 months. The anticipated completion date is mid to late January. Total staff time is therefore estimated as approximately $16,720 +/- for the compensation work (excluding the Personnel Policy Review, Analysis and Editing). Add an additional 15-30 hours with the Personnel Policies included. All estimates assume +/- 10% as it is impossible to precisely estimate a project of this size and scope. Expenses will include mileage up to IRS-approved rate. Estimated expenses are calculated on the basis of 100 miles roundtrip at $.44 per mile (8 trips estimated for classification and compensation work). Total expenses are therefore estimated at approximately $355. The total estimated cost for the proposal including four of the five objectives (excluding Personnel Policy work) is $17,075 +/- 10%. The total estimated cost for the proposal with all five objectives (including Personnel Policy work) is $18,500 - $19,925 +/- 10%. The proposal can be modified at your request. Additional items that come up may be added by agreement of both parties; additional costs may apply. The City will be billed monthly for work performed and expenses incurred during the previous month. A retainer of $5,000 is to be paid prior to the beginning of the project and will be used to pay down the first $5,000 in charges. Hours worked and actual expenses will be included with the bill. Only actual expenses and actual hours will be billed, of course. If you have any questions or desire changes to this proposal, please feel free to contact me at (651) 770-7216 or e-mail meat:sherriele@yahoo.com. I would be more than happy to discuss any aspect of the project with you. If you decide to accept my proposal, please print two copies of this page, sign both and return them to me for my signature. The terms contained herein for services described in this proposal are accepted and the above constitutes a contract between Sherrie Le Human Resource & Labor Relation's Services, LLC and the City of Monticello. Please check one of the following options: Compensation Work only Compensation and Personnel Policy Work Sherrie L. Le City of Monticello By By Sherrie Le President Mayor And City Administrator 6 Council Agenda: 8/13/07 51. Consideration to review for approval site plan chan!!:es to the Monticello-Bi!!: Lake Hospital Planned Unit Development and Preliminary Plat. A. REFERENCE AND BACKGROUND On May 29,2007, the City Council approved the preliminary and final plat and the Development Stage Planned Unit Development of the Monticello-Big Lake Hospital District Campus. The request included the expansion of the hospital district to include a 60,000 square foot medical office building. To accommodate the expansion, the hospital district requested the vacation of Dayton Street. In considering the vacation, the City requested and approved a public trail connection between Broadway and River Streets. Due to the possibility that the public trail would also need to meet Americans with Disabilities Act (ADA) standards, the Council approved the plat and PUD conditioned on the trail meeting ADA standards to the extent required by State and Federal regulations. In the time since that approval, City staff has confirmed that an ADA-accessible ramp is required for the public pathway connection. As such, the Hospital District has modified their plans to accommodate the ramp in the most efficient manner in terms of the current and future site. The trail has been shifted from the central portion of the site, where it ran through the parking lot, to the western boundary of the plat. The trail connection does include an ADA ramp. Staff has completed a preliminary review of the revised location design and finds the relocation to be acceptable. City planning firm Northwest Associated Consultants has reviewed the revised landscaping plan associated with the trail and found that the proposed plan satisfies the buffer yard requirement and provides for the minimum number of overstory trees. It should be noted that the approved plan showed four Common Hackberry trees planted in landscaped islands within the parking lot. These have now been replaced with juniper shrubs and spirea. The minimum planting requirement has been met, these trees have simply been transferred to the perimeter ofthe site. The hospital district has indicated that due to safety concerns regarding parking lot lighting, they would prefer these trees be approved in their perimeter locations. In terms of design, the relocation of the trail may provide for some improvement in terms of public use and safety. The trail no longer runs through what is expected to be a busy parking area, and now provides an increased buffer area between the hospital property and that of the adjoining neighbor. The drawback to the relocation is that the public's pathway connection is no longer central to the block. The City Engineer has been communicating with the hospital's engineering and construction teams regarding minor design changes and construction requirements for the trail area and project as a whole. In his preliminary review of the revised documents, the City Engineer has indicated that the revisions are generally acceptable. The hospital district has made one other significant modification to the plans approved in May. The hospital has removed the proposed maintenance garage at the northwest comer of the site. Due to Council Agenda: 8/13/07 the grade of the area, the costs associated with the c nstruction of the garage made it cost prohibitive to proceed with that improvement. The ecision to remove the garage was made prior to any discussion of relocation of the trail to this area. The Council may wish to confirm with the hospital where the storage of materials which were proposed for this garage will now be kept. In summary, Council is asked to consider the request for approval of the revised PUD and preliminary and final plat. The revisions reflect plat-affected items resulting from these changes. Specifically, these include the removal of Outlot A. Outlot A previously contained the trailway through the parking area. The outlot was also put in place to break up the block length to conform to the subdivision ordinance. However, the block length variance can be accommodated by the PUD and the trail connection will now be conveyed to the City by separate easement agreement. The approved and revised documents affected by these changes have been included for Council's review. B. ALTERNATIVE ACTIONS 1. Motion to recommend approval ofthe revised Preliminary and Final Plat and the revised Development Stage Planned Unit Development of the Monticello-Big Lake Hospital, including all previously approved conditions of May 29th, 2007, based on a finding that the revisions are consistent with the intent of the original approvals. 2. Motion to deny approval of the revised Preliminary and Final Plat and the revised Development Stage Planned Unit Development ofthe Monticello-Big Lake Hospital, including all previously approved conditions of May 29th, 2007, based on a finding that the revisions are not consistent with the intent of the original approvals. 3. Motion of other. C. STAFF RECOMMENDATION Overall, staff believes that the changes are consistent with the original PUD, that the plat revisions are necessary to support the PUD, and that the applicant continues to meet engineering and landscaping design requirements. D. SUPPORTING DATA Exhibit A: Exhibit B: Exhibit C: Exhibit D: Exhibit E: Exhibit F: Exhibit G: Exhibit H: Approved Site Plan - 05/15/07 Approved Landscaping Plan - 05/15/07 Approved Preliminary Plat - 05/15/07 Approved Final Plat - 05/15/07 5/29/07 City Council Conditions of Approval Revised Demolition Plan - 08/07/07 Revised Site Plan - 08/07/07 Revised Overall Grading, Erosion Prevention and Sediment Control Plan - 08/07/07 Exhibit I: Exhibit J: Exhibit K: Exhibit L: Exhibit M: Council Agenda: 8/13/07 Revised Grading, Drainage and Erosion Control Plan - West - 08/07/07 Revised Overall Landscape Plan - 08/07/07 Revised Enlarged Landscape Plan - 08/07/07 Revised Preliminary Plat - Revised Final Plat - / '. 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"I! is ,.1; " ~ ~~~~~ .1: r, , I' ; \' I"!" is' r;2r,~,~i1_~~r j\l " ~~ i~~~~ ~~' a ~ ~" ~j1~,~ ~ ~~ , ,I Ii!! "" 3: F ~~ I" ~ t'I"I~."r 1]- i:~t o II 0"11.1 jl ~I ~ 111~1 Council Minutes: 5/29/07 Rick Wolfsteller stated in determining the cost of the right of way he wanted to clarify that the hospital did agree to pay for Hart Boulevard. The Council established a cost of$.61/sq. ft. which the hospital would have paid for the land five years ago had the City had been able to vacate all of Hart Boulevard at that time. Brian Stumpf asked about the agreement and ifit contained a provision as far as access to the WWTP. The sludge hauling vehicle utilizes the hospital entrance because it can't make the radius on Hart Boulevard. John Simola explained the sludge vehicle is tri-axle and all axles must be on ground so they have difficulty turning when the vehicle is loaded. Brian Stumpf said he was aware of the $.61/sq ft. cost that was established but he felt that the hospital had taken care of maintenance on Hart Boulevard for these years which should be considered. BRIAN STUMPF MOVED THAT BEING THERE IS A DIRECT BENEFIT TO THE CITY OF MONTICELLO THAT THE COUNCIL TRANSFER THE RIGHT-OF-WAY TO THE HOSPITAL DISTRICT AT NO COST AS LONG AS THE PATHWAY/STAIRS IS INSTALLED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED WITH WAYNE MAYER VOTING IN OPPOSITION. """ 8. Consideration of approval of a request for Development Sta2e Planned Unit Development (PUD) and Preliminary and Final plat for the Monticello-Bi2 Lake Hospital District to allow for expansion of a medical office buildin2. Applicant: Monticello-Bi2 Lake Hospital District. Steve Grittman provided background information on the PUD and the preliminary and final plat to allow for expansion of a medical office building. Steve Grittrnan reviewed the proposed site plan. The project consists of a new 60,000 sq. ft. clinic building on two levels located just west of the hospital. The ambulance garage would be moved off site to another location. The hospital had sought vacation of a portion of River Street but staff felt instead vacating the street a license agreement should be entered into for use of the right of way. The Monticello Big Lake hospital had made changes that resolved a number of the issues listed on Exhibit Z. Steve Grittrnan reviewed the location of the walkway on the site and noted staff had requested it to be moved as far east as possible. Staff had asked for a handicapped ramp but the hospital district does not want to put that in. Staff recommended approval of the POO, preliminary and final plat. Jeff O'Neill added that the stairway is an essential part of the City's pathway system. Clint Herbst asked about the grade. Bruce Westby said for a pathway to be handicapped accessible it has to be at 5% continuous grade. To make this handicap accessible would be a significant cost. Bruce Westby noted that a number of residents have problems getting around town on the pathway system. The grade is too steep for any ADA pathway requirements. Steve Grittman noted the design of the plat split the hospital into one block and the parking lot into another lot. Outlot A as shown on the plat would be the site for the pathway. Staff recommended eliminating the outlot and putting an easement over the area. The hospital said the county surveyor would not allow the elimination ofthe outlot because of the need to have separation between blocks. Sidewalk access between CSAH 75 and River Street would be contained in the public easement and the City should check and make sure ADA accessibility is not required. Ifhandicap accessibility is necessary then it may require some plan modification. Steve Grittman noted that the City does have pathway along River Street that is down below the nursing home area. 7 Council Minutes: 5/29/07 BRIAN STUMPF MOVED TO APPROVE THE DEVELOPMENT STAGE PLANNED UNIT DEVELOPMENT AND PRELIMINARY AND FINAL PLAT BASED ON A FINDING THAT THE PROPOSED USES ARE CONSISTENT WITH THE INTENT OF THE EXISTING PUD AND THE PZM DISTRICT SUBJECT TO THE CONDITIONS OUTLINED IN EXHIBIT Z WITH THE ELIMINATION OF #6 ON EXHIBIT Z PROVIDING THERE IS NO ADA ACCESSIBILITY REQUIREMENT. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Clint Herbst suggested that signage can be placed to note that the pathway is not ADA accessible. Wayne Mayer asked about the sign. Clint Herbst said the sign would direct people to the pathway on the east side. It was noted that City does not have easement covering all of the pathway. Pathway access would have to be granted from Mississippi Shores and that would need to be worked out. 9. Review of 2006 Audit Report - Larson Allen. Doug Host from Larson Allen provided a review ofthe recently completed 2006 audit report. He noted there are certain requirements of the audit that the auditor must communicate to the Council. In addition to these communications he would also be reviewing the financial condition of the City. The auditor also tested internal controls and compliance testing of state statutes, such as support documentation for disbursements, signing of all documents that go through the finance process, any collection of receivables and non-collection of receivables. A significant audit adjustment is also required to be communicated. If a portion of the audit will be used but not the entire audit report there are certain procedures that need to be followed. Any significant difficulty encountered in performance of the audit must also be communicated. Doug Host stated the management letter was sent out in the Council packet. He talked about material weakness noting one audit adjustment would be considered a material weakness and added that very few entities have no audit adjustments. Audit adjustments may result due to an error in coding of expenditures and revenues or allocation of funds. The auditor noted the City was still preparing adjusting entries during field work. Wayne Mayer asked what was meant by that. Doug Host responded adjusting entries should be put into the system rather than being client identified adjustments. The City should prepare every report, amortization reports, statement schedules, etc. If they do not it also has to be communicated to the CounciL Doug Host felt there was some inefficiencies in not having the auditing firm assist in pulling together some ofthese reports. He talked about control efficiencies and segregation of duties. In the MCC there was one individual who does overlapping duties when ideally the various duties should be done by separate individuals. While it is difficult for smaller communities to have complete segregation of duties, the City should just be aware of these situations. Information technology and controls were addressed with Doug Host specifically stating the disaster recovery plan needs to be updated; password security needs to be changed periodically and computer screens should automatically go to screen saver when not being used. In testing for compliance with state statutes there was one reimbursement of a small amount that may not meet the public purpose requirement. Doug Host reviewed the items from last years management letter and noted the items have been resolved this year. Doug Host felt the City had a good management letter. 8 City Council Agenda- OS/29/2007 Exh~bit Z Conditions of Approval Monticello- Big Lake Hospital District 1. In lieu of vacating River Street, the City shall require that the applicant sign a license agreement holding the City hannless against any liabilities associated with the proposed drive aisle constructed within the City's right-of-way. 2. Drainage and utility easements shall be placed over portions of vacated Hart Boulevard right- of-way areas and other areas of the new plat, as specified by the City Engineer and Public Works Director. 3. An alternate paving material shall be used through the parking lot to delineate the pedestrian crossing. (Satisfied per revised plans.) 4. The applicant shall construct a handicap accessible pedestrian ramp with landings in addition to the proposed stairway in the green space between the parking lot and East River Street. 5. A drainage and utility easement and a trail easement shall be required over the pedestrian crossmg. 6. Outlot A shall be removed from the plat and the land within Outlot A shall be platted as part of Lot 1, Block 1. 7. The applicant shall provide additional shrubs on the west side of the clinic building to screen the parallel parking stalls from the adjacent residential use. (Satisfied per revised plans.) 8. The total number of plant units on the site shall not be decreased with the construction of the requested pedestrian ramp. 9. Additional lighting shall be required adjacent to the proposed pedestrian crossing. Said lighting shall not spill over onto adjacent residential properties or the River Street right-of- way. (Satisfied per revised plans.) 10. Any wall pack lighting shall be full cutoff lighting. 11. Any signage proposed for the site in the future shall require a separate application and an amendment to the PUD. 12. The applicant shall comply with all recommendations of engineering staff, as outlined in the memo from Bruce Westby dated April 20, 2007 and the memo from WSB dated April 23, 2007. 13. A hold harmless agreement shall be required for all utilities on the west side against the proposed building. 14. No building permit will be issued for the site until the final plat and development agreement are executed. H' !1I11 ;li 1 ~~~~~~ ~~:f rl! ~~ ~~", I" m i-I,I ~!2 1) Illl! 'Ii I', ;l} .i~ ~~ ~~~ "1,- () ~~'"~~ ~~~ y. I' 1 ~~ ~~'" m ~~~~~ r> *9~1~ llll!l " / 1 @)!!! . ~ 2~~ " , ~llt"lil& ~~!~llt jim: , . tl' V 'I,!! " " ~~".., I ' , 4"~~'o( ~ :i1 m i ~;s '''!II . ,I z iiil () ~ 6:~lilS '" ~~~ m ,q!- i i ilil! E>' , !I.l' '/"'1 ~~ ;; lllll ~tii ~ll, I !I i " ii! l' 0 l ~4 ---.;q.; 1/'.>/ I' ,0/:/, ji' ".'..0 j 'i/'~</' I ~:')f\ ~,-,::. /0" /' ~"l ,'0/ ''''OK !i ~/ //l~" ">,-( / /,i' ~! ^.) I / 'i~/l~ 'l//~ ~5 ../ I~./' g~ ./".I.:;i;0 ~~:._ I . j ,-- i " ) I,/,,, ::': /"( k / \-, ,.~ " l' / ~, ""~:,I~ ", ,J'i',';//'/lil ~~~l~;"~.~'~~ iii' "'" ,.,tAv") iii i' ! . -....:: ~,/, ,c,.,!{'l' ',l I! S'ur -:; ~"" /;':;~ l" #~~ ~ ~". .',!l~', /1 .,. : ~ F0"-;:I I-I; .~ I :::: ~- , ,. 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Q E; .: i I ~ ! ~ Ii I : ~ II I I ~ i: I g Ii; 8 I' ~ II i II H~ ! II j i;i~~i ! ill .~ ,." " m! '"II" ! II ,. i'l!' III ' :, I, j,ll i/I,!I r -!I iil I" I' !'",!. , .' !i I' .!I ~iil ,'! i ili! 1;1 'I'll I;! '! "". Ii! Ii I! 1111!1 i !l m. ll! 1: - :F,! I; , " IIi !H 1111 !I I 1..!!1 I' I! ! ,! 1'1" IiI I ! II !:i II ! H Ii 1/' 'i,l! lli!i ~ ~~ -~~~ ~g ~ : ~ ~ . '" Ii ! jl ii ~ It ~~ ",:Iv " ,'" ,."r-;_ '" ill I! l~ i , ./ ~' , ~ K ,l " II ~ Il> 1''87 0 ~ 0 0 ; t"jlf~ i ~8~C) z ~ 'It,\\ t:)~ -1~:; 1'< , . ~ , , , , :;; ~ ~ ~ I ! l! !I III i~ ~ , ,. 1 I i i I ~ , lil'l II I i I ! i , ~ I ! . ! I ! I ! I I I ~;l: 11 III ! nli! ; '1 <, ~; ", ,. "= ! ~ o;~ 1 !II .' Ii , ! ! ~g ! .. i , , . ~ , , , . < , , 1 I , , , , , ! , , , ;1 , . i , 'I "l' I I ! I I II , ! I I I , , , , , I ! II II I: I , ! Et1 I!J ~ 0 0 0 ~ j ~ , , , , , , ii i , , i ! ~ z ~ II " " Il 0 ~ ~ " , /! ~ H i Ii I ~ !' " ! ~J ~ ! OJ a I! . '. I ~ ~ , ~ ~ Ii ,. . 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" II ! :11 ilj " ""II ~ ~1II1 ~"ii ~ ~'it ~5" el i'll'!ll 'j'jlll'll" I 1 I!i I~ 111M! ll;l~ Iii, ! IIII:! im" :lil'l: i , !I:I I, !!Il ";i!:I' i rill 1"1 jlll' 1;.!3 h, i ! 'jl . ,I!' Ii'! ." I ! I, I; h 111111 illIl ; i ~I h ti~ ~ ~ e~~\l: 5~ ! 1,11 II i;'!l :ill I; I i II ! i! ill!! n!' II i i!llli' ill!i li:1 " ! I I '1l1';, Council Agenda - 08/13/2007 5J. Consideration of a rovin cost for ma erials for OaksIBriar Oakes Development. (1.S.) ond in Meadow A. REFERENCE AND BACKGROUND: Some time ago the Council requested that we replace the pathway along the long pond in the Briar Oakes Development. The pathway was actually constructed in 1995 with the Meadow Oaks 4th Addition but is on the east side of the pond. It is in extremely poor condition. It was probably not constructed to City standards. In addition the south portion of the path that runs between Briar Oakes and Meadow Oaks is in need of some work and the area there needs to be re-graded. City staff is proposing that the Public Works Department remove and replace this pathway using our own equipment and personnel. The cost of doing this is estimated at $9,000 for materials. B. AL TERNA TIVE ACTIONS: 1. The first alternative is to authorize the City Staff Public Works Department to remove and replace the pathways mentioned above for anticipated cost of $9,000. The funds are available in the Pathway Maintenance Fund. 2. The second alternative is not to replace the pathways using City personnel but to go out for proposals and bids to have it replaced by contractors. C. STAFF RECOMMENDATION: It is the recommendation of the Public Works Director, Park Superintendent and Street Superintendent that we replace the pathways using our own forces and using approximately $9,000 ofthe Pathway Maintenance Fund. D. SUPPORTING DATA: Map of the area; Aerial photo; Pictures of the pathway; Estimated materials list. z o - t- - Q Q cr: " " o u ::c ::s::: c o == o Q cc ..... :I: ,,' ~~ s ~.s ~ 'Iii !""" . ..;iP1 ;::~S8 . ~ ~tlB e-~ ~ a ~::- .,' ij~ ~~d5:i! ~ 0,." ~...!! ,'1'1" a:!':! 'g'!.' :"ill ..!i.. _ ~"'B~i 'I " .. ;::~:I 8 ~j!i ~g ij ~ :'" !j~;; ~~ ~~.. 1! gl::I:!' ,; ....g l.llll' fl.l!j'! ~~h.i. --<t - SUPPORTING DATA i" ~ , i ~I ~ i!':::~~::; :t~'iC': :::::l:=::::'::;;<;;:;;~ :::~:.!:;;;~::; oi:: :!! :U::;! . . . . . . . . . . . . . . , . . . . . . . . . .. . . ~~~~~~~~;:::::~~::=:~:~~~~~~ 8~~~ ~ - -- j -d i d ~ ~ ~ ! '0.3 i . 1.. " , I '".1 i(r~I IJB j i 1!\' h",,' U- . 1 .; I' ~ ~~~ ~~ :l~', t:~ .... h il:J ~. ! , r"':-;} i I"'" I ii Iii!)! Ie; d !~~,jl ' ,'. 111!j' -" H 12~" ~5 ~l rr.!! 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C' ~,. i ... .~l' .!. f1~~ ~Ol~ .Ij ~ i:~ !~I j , ~., 1'1 II \..I~~ .1' ii "7 II, iI . ,. ~iH lf1 ,j ;'1 I " Iii '" ~ gj II, ~h '" i !,~ , ,)' 10 ') <. , ",,,,::>;: ~:~~ i b.~ ...:::;:lill .....,- , ,. 1-0'91 ~~::i~ , 1 ""..t;: :E~~.. , , ~ ' - ! , i~;t~ L .u [- !:::;;,,~ , " L ~~~g , 1-,791 -,:. 0 o . I "0"- I ~p; . L""l ~~~~ , ; ...."'.... Ui W u z ." ~o ~. ~: ~. ~. ~. ~ g~~~~~~~~~~~~~~~~ ~a~i~~~~a~~2~i~;~ z o' ~. ..." ~ z ~. I: ~. ... ~- o. u. !1 !~ ~ii~~;;;kk~;kk ~~ ~;;~~~~F~~~~~~ i u:~55nEeiie~ i~ ~~~~~~~~~~;~~~ ') .,<(' o +. " G' :- '" ,. " .'> nO" <.v t<:....' ""...' ~,j c< ., o , ~ I ~~i;. 1'\ ~'&' "\."<' ~--( I :>> "' --r;;-~J;( ~-9 , o ,') ~J\ ;>., ..,.' ., .;) .., .l.'-.r a\ s, ~,:':':o ~r'-. <, :""J , 1I0POLOIe\:I/:l N FA -ao,410 :J IA t U MM tell [t Im 3 Y a R + }' a' •� _17 t,rt"aG� "�..�� '�' �': SDS �• " '+�'`x t £ 'u "r� ^ ' div br'f '_'r .k„�t, ,.i....J,n.,;•,• �}C:' _�- r: y T i »s. y ' �j7,,C'��Vol Ms 66 i r� 1� -,ter �� r�t� d .. � D '4 �' � � _ .��:• � i� �.t�i � 5 � . aT� x -. < 1 � ? a � - .RA' �� �„ u;? s ��h �• �y l : I � � 4;. ?k �a"r � � ��t iY �� �s d � ,f, � t F w• «.� �,' k Sal. s B � _ - -� �s.fi`.`'";_. - . � ✓ � � •.t; .:ate '�fp S Y Sr �° T .. MEADOW OAK/BRIAR OAKES PATHWAY REPLACEMENT ESTIMATED MATERIALS LIST AUGUST 2007 MATERIALS NEEDED OUANTITY UNIT TOTAL COST BLACKTOP CLASS 5 TOTALS 160 TONS $7,173.84 $1,884.62 316 TONS $9,058.46 F:IADMINlWordPrnc\AGENDA\2007\SUPPORTING DATA _ MEAQO\IV OAK PATHWAY _ MATERIALS L1ST,doc Council Agenda: 8/13/07 5K. Consideration of authorizint: the fmal ohase for reolacement of exterior doors for the Monticello Community Center. (KB) A. REFERENCE AND BACKGROUND: In 2006, we began replacing the wood exterior doors to the community center. The doors had not held up well to the environment and had mold or wood rot on them and needed to be replaced. In 2006 we replaced four and half pairs of the 9 and half pairs of doors. This year we plan to replace the final five pairs of doors. We requested $33,000 in the 2007 budget to complete this project, however, we received a quote from our vendor, Structural Glass Products, Inc., for $16,295.00. In 2006 we did full quotes from a number of vendors and Structural Glass Products, Inc gave us the best price and the product that we wanted. We felt that we received very good service from this vendor and after a year we are very pleased with the first set of doors that we purchased. Some of the savings is due to the fact that we were able to reuse the original hardware. They are a high quality bronze hardware and it would be expensive to replace. Structural Glass also did provide us with the lowest price per pair of doors along with the savings on the hardware. We anticipate the door replacement will happen late this summer or very early falL This will complete this project. B. ALTERNATIVE ACTIONS: 1. To authorize the purchase of the five pairs of doors from Structural Glass Products for a cost of $16,295. 2. To not authorize the purchase of the five pairs of doors. C. STAFF RECOMMENDATIONS: The Community Center Advisory Board and the City Administrator recommend alternative number one. D. SUPPORTING DATA: Price quote from Structural Glass Products, Inc. Au, 06 2007 2:38PM STRUCTURAL GLASS PRODUCTS 763684J951 p. I Structural Glass Products Inc. 2012 COUDIy Road 34 IlufiiiI;' MX 55313 763-682-5430 Fax 76.1-684-1951 - ~RO~OS^!- DATt: 8I(,/IyT TO: MONTICELLO CO.mruNITY eE:'ITER A TTN: BRIAN WELDON !35 WALNUT STRUT MONTICELLO, M.'1 !!J62 (763) 29S.U54 PIlONE (703) ~m.7105IAX PROJECf: ENTRA.~CE REPLACEMENT BASE BID: 'Sl6295.00(SIXTIilRN ],HOl,1S~~l'~O HUNDR1l'.n'NL"'l'ET')(rrvw.l L"""Cl.VDESSALESTAX,., .. "'" 1. 5- SUI or 1l0\,llLJ; DOORS AS POLl.OWS 2. FUll'llISB ANn IN!lTALL NEW DOOIl LEAPS ON1.Y TO IUtl'LACE WOOD DOORS. 3. UMO"!. WOOD DOORS AND SAI.VAGEIRK..uSEALL HARDWAU. 4. INSTALL NEW DOOR LIAFS 'M1H t" O.A. CLEAR INSULA TEll GLASS 5. INSTA.LL ALL SALVAGED HARl>WAU ON N1:W DOOR LEA'S. 6.. DOOR LUllS TO BE v.s. .\LVMII'lUM "'1>>& STILE CI.'iTOM WtfH SURl'ACl MOU/\'T CONTINCOUS HI:'ICltS. 10' 1I0TTO:If IIAILS AI'll.' DARK BIlONZE IN COLOR. 7. INCl,VIlU R.1:MOV AL AND DISPOSAl. or OLD DOORS AND GLASS. I. All lInDIu4 O1lo:dllloouafthis I"OPO"I be.'"Il' putof)'GlJt........"g It)'OUsipNlilil _d. 2. ClIntc ~ """".. lUlU'" to Clr.OOU01I. ......~ pdllr ..oop....... Iflho.....is ClI' ofNb_.. ..tlm-th.. 6ll'1lt. Ill. "'_00 oflht propoHl b\--1ono ............ tllcn h ...,. " "i_'''1\ It' W1&<owp1abI.. 3. At_.,. i.....joot to "'. _al of... Cndit IloportAwrt. oM ir... _.pled ""1hI. 10. dolo. I. ~ ..bjoct to mlllon. .. A _ _, ar9O% .flllOl<<W.l fumillll. ..d I&bor podcnned durin, fit _ iJ I' lit peld lht Il>llawb, :nc&Ilt.. " WnUl!lOl O<ccplmy....... or IlIdItlom III dlo....1llOl .111... "" III'" plevbulr jm.. wrilleollllh..i1II:...CCl\'triJIs ...... 6. YGII_toP"l'ma_,__,..ofl~(....alr""12%1,,""" ""'" tllat...llOlpald...........dOllr..llcod.. ...... 7. A4<liII<<wII ililpIwW to praTidod Ibr.... JICt ",lI>i. o.".jWar .1lridlGlIl1 .t our WO.lCWta, ...... ""'0104 b) )'C1l. I. WG:k will ".- . pr!101pl!y u poulblo bot ",b.itol. _. t. loil1l111,. dolay o_,,,"d by odIenllol hmIahI", .. oppro..~ ..4 pnrt.... allop ~ _llIb!na""' nmllritl,!a>; Improper pcr!b:m...,. b) anotI1o< _; mica. 1_. CI ..bet labor ilillloultltl: _..... d<ia)1 of CllTien.IliI"', oj _II - o1_ly offilol, _111 or tiber, ..,........1Il 1_,I1IClCll or ,"!'Jlltlon; ftra, I/Id .11\01 ...... _..ldablo .. ""Yond oar ,01ItlDI: lIl<I II'< .1l&I1 b ab,.IYo<I_tttpC"'lbdi~ arpOlllllty "" follllflloCdelw"Yor d.lcy orIaIft.a.llIany...h _"'OI'.ondiliana .t:...J..fft. (ut..Ipcdli;aJ1)" IX.U4 aboYo): J. W......booll.....dldoql&ll'_tal1lltAlt; 2. l'I<> riC01r:loal \'!llrt, will.... _illlIlI\lof 1IIl1~1.. .1,,,",i<:aI. 3. SUUCUalG1M1 Produn l&3. will pro\'ktllift.:l Md rc!(l1. cq!Jiptmml d~tlnl)UI rtaular WoJrk \\llCk. 4. fflCCtoldiDI annelld;n p1:1Qlt'Jilitb mdIor bofttl;)l1 Job wtd1 mot.lb.. Z (lI'lcplDinp en :&pperllVel the:e will II, .an Id~itioa&llilbcr chatlc., S. No tGde;h.gp, dunina.wtC mt~a1, buUtt.mLiWl~ 6rc'flttd J!w. mlr:ots.lIqlilhta. sliders,. OPfrtbl: Of ;1Id ~r140wt 6. loio 1ftOO4. mtml. mAlcntt. i",wadon. 4Imcll'llocatJon.lttlrqf. ptll~~-n, tdjullrr.ena, moek-upt. bollli', lutmlCfr .1e..lrIoaJtptep , We Ir~ DOt :apanillbl. tor \eti'l~ini opminp; Dor Slus. JllIUal or othet mu.c:11II btcken ilr damq<<1 lmlll! :aused d:rsIty"by \U,. B We sbal1 t4 prov14. ~f1J)' encklllUm, JWr be roqulrtd: to ina:all Mlk;lllt \U1dtrtmfa...orlb!t conditlQl'lJ III lSc:iiUd in l'n&l1\;f'ac1m....... ~.structiot3 (J' IJ dotcn:Iire4 by '""""''"'' ..~ .,~lbl1e<t ,.""_ pn<:ti... ill' "'" ..du'll)". ", .ptoiJl "ll!Itlha. Q 'No -drip 4attlnl , ool\llnlli cllddina.llta bI,)OJ( wlDdoWl. or ':umlmc "..:&1 Owl... ACCItPnDBY DATE TRI)\' LAAlE (tl..II@b..lr-o.l) Council Agenda - 08/13/2007 5L. Consideration of installation of street Iil!htinl! for Chelsea Road East. City of Monticello Proiect #2006-31C. (J.S.) A. REFERENCE AND BACKGROUND: At the July 23, 2007 Council Meeting City staff discussed the proposed Chelsea Road East Lighting Project with the City Council. At the end of the discussions, the City Council tabled action on the award but authorized staff to install the PVC conduits across Chelsea Road East and Fallon Avenue, as well as the numerous driveways on the project. The Council had concerns about the funding of the lighting and the possible need someday in the future for pedestrian lighting. City staff discussed the lighting project at a recent site review meeting and came to the conclusion that we should recommend to the Council that the project move forward based upon the following parameters: I. The lights have been part of the project since the beginning. They were included in the Feasibility Study and discussed at the public hearing for the project at which time the estimated cost was $178,000. 2. It is understood that the lights were included in an agreement with Sean Weinan in a deal exchanging land for the new interchange project for some future assessments of Chelsea Road. 3. The low proposal from Wright Hennepin Response at $141,816 is more than 20% less than the cost given in the Feasibility Study. These lower prices are reflected throughout the remaining portion of the Chelsea Project as well and may not continue in the future. 4. Pedestrian lighting if selected for the pathway in the future would be at a closer spacing and lower levels than the street lighting and could be a separate project or with an increase in wire size on the street lighting project could be tied in to the street lighting power. 5. Funding for the project is expected to be through a bond issue in 2008. This bond issue will be paid back by franchise fees beginning in July of 2008. The City would be paid back for funds spent on this lighting project. In addition, it is felt that a small portion of the major lighting systems need to be assessed to the property owners to allow the use of Chapter 429 bonds if necessary and to allow the franchise fees to go further and complete more lighting projects. Although staff is recommending a minimum of 25%, the actual amounts and policies would be determined at the assessment hearing for the Chelsea Road Project. Assuming approximately 10,000 feet of assessment at 25% would be $3.75 per foot. All new developments are required to have street lighting and the developer bears 100% of the cost and passes it through to the future property owners. Council Meeting - 08/13/2007 B. AL TERNA TIVE ACTIONS: 1. It is a staff recommendation that the City Council move forward with the lighting project and award a contract for the lights to Wright Hennepin Response in the amount of $141,816. 2. The second alternative would be not to award a contract for the lighting of this Chelsea Road East Project. C. STAFF RECOMMENDATION: It is the recommendation of the Public Works Director, City Administrator, City Engineer and members of the Site Review Committee that the City Conncil move forward with this project as outlined in alternative # 1. D. SUPPORTING DATA: Copy of the agenda packet from July 23,2007. Council Agenda - 07/23/2007 5H. Review of proposals for street Ii2"htin2 for Chelsea Road East City of Monticello Proiect #2006-31C. and consideration of award of contract for installation. (1.S.) A. REFERENCE AND BACKGROUl'l'D: The Chelsea Road East project considered for street lighting begins at 203 Chelsea Road which is in the area of the animal shelter and continues easterly to the intersection of Chelsea Road and CSAH 18. Seventeen lights are being placed on this section of road at a spacing of approximately 350' in most instances. In addition, one light is being placed on that section of Fallon Avenue being improved at a point 350' south of the intersection of FaIlon and Chelsea Road, for a total of 18 lights. The light andpoles chosen for this project are the rectilinear 250- watt fixture with 4' mast arms mounted on a 30' aluminum pole. These are the same poles and fixtures dark bronze in color utilized on the 7th Street and Highland Way project and very similar to those used on Broadway in the immediate downtown area with the exception that the poles in the downtown area are painted stainless steel poles. A detail of the fixture and pole is enclosed for your review along with a map of the proposed light locations. City staff requested proposals for this project from Xcel Energy and Wright Hennepin Electric. The proposals were requested on July 3rd and due Thursday, July 19th at 10 a.m. Two proposals were received, one from each of the above referenced utility companies. The following is a tabulation of those proposals. A copy of the proposals are included for your review. COMPANY NAME WRIGHT HENNEPIN RESPONSE P.O. Box 330 Rockford, MN 55373-0330 763-477-3000 Xcel Energy 825 Rice Street St. Paul, MN 55117 952-829-4510 CONTACT PERSON Phil Glawe PROPOSAL AMOUN'T $141,816.00 Damon Erickson $158,687.00 As can be seen by the above proposal summary, the lowest cost proposal was received from Wright Hennepin Response for $ $141,816.00 with an estimated completion date of22 days after back filling and boulevard grading is complete which ties in well to the construction schedule. B. ALTERNATIVE ACTIONS: 1. The first alternative after review of the proposals would be to award the contract to Wright Hennepin Response in the amount of $[4[,816.00 for the Chelsea Road East Lighting Project #2006-31 C. 2. The second alternative would be not to award a contract for lighting this section of roadway. Council kleeting - 07/23/2007 C. STAFF RECOMlVIENDATION: It is the recommendation of the Public Works Director that the City Council award a contract to Wright Hennepin Response for the lighting project on Chelsea Road East as outlined in alternative #1. The estimated total cost of the street lighting included in the overall project feasibility report was $178,000. The funding sources for the lighting project are depending upon the ratio of franchise fee to assessments. The Council will be asked to determine this in the near future and set a formal policy at an upcoming meeting. D. SUPPORTING DATA: Copy of street light fixture and pole detail; Copy of Sheets I thru 4 of the General Layout for the street lighting work; Copies of the two proposals received. SUPPORTING DATA ATTACHMENT "-'''''. '. - ~...'V"'~._~ .^=......~_.,' ....-. ',p",-~' ..~,..;.-,"'I'~,,'"""~-~'" -.~'-" ---..,--,"'-_..'ii....~_."-,, - ~. ~ '(x>"r. = - RectiLinear Straight to the Light f:'le R2c::Hi.:ear :1aS a suaig"it f,Jf','/ar,j approach to ~ro'/iding oGt!mum :jg~,t le'/els a.1d a c~ea, crisp lOok. to your community. I\5P :'~7' ':lar'2"~J ;::'>';.'::1,.: ,i :;:;,:2 ~ ,'1'I1':(,1SXG.0r.1. 1.3CO~95C.6235 "J.I: 'i,-,'-"-~', ,;[],." ~-"." .l.'-> .,. II Xcel Ener9Y"~ OUTDOOR LIGHT/NG SUPPORTING DATA 825 Rice Street 51. Paul. MN 55117 City of Monticello 909 Golf Course Rd Monticello, MN 55362 Attn: John Simola Dear John Xcel Energy is pleased to have an opportunity to install a "Designer Plus" streetlight system of(18) rectilinear style street lights on Chelsea Rd in Monticello, MN and to provide I-backup pole, light and fixture for knockdown replacement. Attached is a copy of the construction contract for yom review. Please print, sign and date two copies and return to Xcel Energy Outdoor Lighting. Xcel Energy will complete the authorization of the contracts at which time one copy will be returned back to you and the materials will be ordered. Thank you for using Xcel Energy for your outdoor lighting needs, If you have questions, please feel free to call me at 952-829-4510. Signed contracts must be received prior to scheduling of construction. Sincerely, Damon Erickson Xcel Energy Outdoor Lighting and Joint Trench Design Construction Contract Company Owned Equipment Customer: Cil;y of Monticello Billing Address: 909 Golf Course Rd City: Monticello S ta te: IvLN Zip Code: 22362 Project charges of: One hundred fifty-eight thousand sL'{-hundred eightv-seven Dollars: $158 687.00 In accordance with the following terms of payment: Payment by check upon completion. For Association or City of: Monticello Streetlights/Facilities Location: Chelsea Rd & Fallon Ave Service consisting of: Install 18-30' base mounted AL poles with 18-250\'\' rectilinear fixtures. Plow in approx. 7800' of #6 CU wire in conduit to provide feed. Provide I-backup base, pole, and light for knockdown replacement. Prices valid for 30 davs Customer and Xcel Energy Outdoor Lghting agree to the attached terms and conditions. Dated this _dayof_20_ Dated this _ day of _ 20 _ Customer: Xcel Energy Outdoor Lighting Signature: Signature: Name: Title: Title: Signature: Name: Title: XCEL ENERGY USE ONLY I Date: I Div: Xcel Ener"" Outdoor Li.htin. Consultant Xed Enerl?V Project Number: Customer Cha-;;es Paid: Xed Energy Proprietary & Confidenaal 7/19/2007 C:\Document~ and Semngs\ jOhn.3imob\T ,ocal Sertings\ Tempor:l.rY Internet Files JJLKE\ (helse:1 Rd Contr:J.cr.doc Page 1 of2 In this agreement, Northern States Power Company, a 1YIinnesota corporation d/b/a Xcel Energy is called ''Xeel Energy" and the Customer is called "I" or "my". Customer and Xeel Energy agree to the follo'\\.wg terms and conditions: 1. Request for Outdoor Lighting Services. I request that Xcel Energy install outdoor lighting at the location designated above and/ or the approximate location as shown on the attached exhibit. I grant Xeel Energy any right, privilege and easement to install, operate and maintain its underground facilities on the property_ 2. Installation Requirements. I agree that, prior to Xed Energy starting work: (1) the route of Xcd Energy's service installation shall be accessible to Xcd Energy's equipment; (2) I will remove all obstructions from the route at no cost or expense to Xcd Energy; (3) I will clearly mark all septic tanks, drain-fields, sprinkler systems, water wells, owner-installed electric or pipeline facilities, or other customer-owned facilities in the installation route; and (4) the ground elevation along the route shall not be above or more than four inches below the final grade. Xcel Energy will contact the appropriate agency to locate 3m party utility facilities (phone, cable, etc.) on my property. I agree Xcel Energy is not responsible for damage to customer-owned underground facilities not marked at the time of outdoor lighting service installation. 3. Installation Cost Contribution. I agree to pay an installation cost contribution provided in Project Charges on page one. I understand that I am responsible for any additional installation costs incurred by Xcel Energy because of (1) soil conditions that impair the installation of underground facilities, such as rock formations, etc., and (2) sidewalks, curbing, black top, paving, sod or other landscaping and obstructions along the cable route, such as extensive existing undergrOlmd facilities, etc. 4. Winter Construction Charges. r understand Wrnter Construction Charges may apply if underground facilities are installed between October 1 and April 15. \.Vhen construction scheduling does not permit installation of underground facilities to be completed prior to October 1 or after Apcil15 and Xcd Energy determines winter conditions exist, I agree to pay Winter Construction Charges if I request Xcel Energy to complete the construction during aforementioned time. Xcd Energy will agree to complete installation at my request if winter condition exists '\l1ith a frost line of less than 6 inches. If winter conditions e.xist with a frost line 6 inches or above, construction will be scheduled for after ..-\pril 15. 5. Restoration. Xcd Energy will restore the boulevard and will backfill the service trench on my property Vlith existing soil so the trench is level and clean. I am responsible for the final compacting, loam, seeding, sod or watering of service trench at my expense unless otherwise noted on page one of this contract. I will also be responsible for restoration in areas where I have exposed my underground facilities listed above. 6. Relocating Facilities. I agree to pay the cost of relocating any portion of nndergronnd facilities made to accommodate me or required due to altering of grade, additions to structures, installation of patios, decks, gardens, sidewalks, curbing, paving, blacktop, sod, landscaping or any other condition which makes maintenance of the Xcel Energy's facilities impractical. 7. Ownership of Facilities. The entire ornamental streetlight system including underground cables, conduit, posts, lamps, ballast, starters, photocells, and glassware installed by Xed Energy, shall be the property of Xcel Energy. I have no ownership interests or rights in these facilities. Any payments I or my contractor make shall nOt give entitlement to any ownership interest or rights therein_ 8. Maintenance. I request and authorize Xcel Energy to maintain the entire streetlight system under the terms and conditions as described in my current Operations & NIaintenance signed contract 'Wi.th Xce1 Energy and this shall be effective upon completion date of the streetlight installation. Xcel Energy Proprietary & Confidential C\.Documems and Setcing:;\jobn.simola\Local Setcing~\Temporary Internet Files.OLKE\Chelsea Rd Contract. doc 7/19/2007 Page2of2 Mill Response SUPPORTING DATA (763) 477-3000 A Oillision of Wright-hennepin Cooperative Eleclric Association PO 80x 330 . Rockford' MN 55373-0330 C i-Pf-ef-M-eR-H-tO.eH-e Attention: ML ,John Simola 909 Golf Course Road Monticello, NIN :5:5362 1-800-943-2667 (763) 477-3054 .July 18, 2007 Re: Proposals for Street light Installation, Chelsea Road East - City of Monticello Dear Ml. Simola, ViE Response is pleased to have an opportunity to submit this proposal for the installation of a "treet light system along Chelsea Road East in the City of Monticello. Ins call 18 new lights and supply 1 complete unit . 19- 250 Watt EPS Rectilinear fixture . 19- 30' Aluminum poles with 4 foot mast arms . Pole and fixture color is dark Bronze . 20-screw in anchor bases (one for feed point cabinets) . 2 - feed point cabinets . 3 - Ground level hand holes . 9,990 feet of 1-1/2" conduit installed by plow (9215') and bore (545') and Hog (140') methods . Copper wire- #4, #6 and #8 gauge wire . Termination of lights and feed points . All labor and miscellaneous material to install above . Traffic Control for project . Soft or hard surface restoration Total Installation Price: $141,816.00 . Underground wQt"k will be completed with in one week of when allowed on site. (weatl",r pemlitting) . TOlal scope of this work will be completed with in 15 days of start date (weather permil1ingl Maintenance Fees: For a 15 year maintenance program with knock down replacements- $10.00/pole/month. We certainly appreciate the opportunity to submit this proposal to you and look forward to continue working for the City of Monticello., If you have any questions, concerns or comments please feel free to contact me at your convenience. ~-/I smcereIY/1I-'! J -,.~/.:- ~. ,f . / C ,- I' /-', _-_...~ f' (j '1---- Ph;] Gl ".C ',', // '/ ~U 3f/€ /1 Secvice f'v'Ianaglr-\VH R,esponse -,~- ...... ",i I ~A'/ \\/~-- I 1>- -~, I" ~I 1- O. I -~.- '~-~r-rt".1 ~ _.J ,Ai I,,:-jl :t1f'" UI- A' 0'1_ .., I . "-'.~",.-L. ", -I" '.' I -----"-" i '~-- ~I ''', ...". '-...;: L_ ~~!_. ~; I I ,. ;l'; , - ." u:"------ .I i I" u . I I _ _..J , , ~I" ., ,. , , '--j L ~ -.- --i;Jil-- I. 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"""- "I~ ~. o I m r en m )> ;U o )> o 1M """- "Ill;, -. o ~~ u o ~ .0 ,.' -.Y." "i ..} ~;~ 1(';'""\' .,.:. \ \ Ji' ,;," ,~~. ,.",' // ,/ In \ ,<c:.;' (' V' j .'" 1.3 (~\ -,,0'. ~" I .~ -~ ~,.....--, ,,). " ., .~.<p . , ~. ., \~\ MA TCH LINE C~EEiS~~E:~~D \..1 (" .....;"' .' '\1 \. .. '\ ;, \\ ~ ~ Council Agenda: 8/13/07 7. Public Bearll!! for the Vacation Portion of Fallon Avenue Ri!!ht-of-Wav Located Just South of Chelsea Road (City of Monticello Proiect No. 2006-031C) (WSB) A. REFERENCE AND BACKGROUND: The Remmele Addition plat which was prepared to accommodate construction of the Remmele facility located north of Chelsea Road and now housing WSI Industries involved the vacation of Fallon A venue north of Chelsea Road and a purchase of right-of- way south of Chelsea Road to accommodate a realignment of Fallon A venue. While Fallon Avenue was not previously realigned, the right-of-way was put in place to accommodate that work which is now occurring in 2007. This realignment will create a 90-degree intersection with Chelsea Road and will be aligned for future connection to the Fallon Avenue overpass once that project is initiated. Realignment of Fallon Avenue will create a 9,105 square foot parcel of excess right-of-way located on the west side of the new Fallon Avenue alignment. The Chelsea Road project also includes a turn lane from eastbound Chelsea Road to southbound Fallon Avenue which involved the acquisition of right-of-way from the former Clow building which now houses Washburn Computer Group. The City Council previously agreed to trade the excess right-of-way along Fallon Avenue for the property along Chelsea Road owned by Washburn Computer Group. This vacation process is necessary to release the right-of-way in advance of the anticipated transfer. The City will be maintaining a drainage and utility easement over the entire excess right-of-way due to the location of gas main and water main in that location. Washburn Computer Group will be allowed to construct parking lot over the drainage and utility easement, however. At the time this was suggested, it was assumed that the entire right-of-way could be transferred to the Washburn Computer Group; however, the City Attorney has suggested that there may be a claim from the previous underlying fee owner of that property for the portion of old Fallon Avenue right-of-way east of the old center line. This area is 2,283 SF of the total. In an attempt to address that possible ownership concern, the City Attorney will be ordering title work on that property and will evaluate if there is an issue that needs to be addressed. Therefore, the City Council will open the public hearing, hold the public hearing, close the public hearing, and table the decision until a future meeting when this issue can be further addressed. Staff will also be developing an agreement with Washburn Computer Group to address the expansion of their parking lot and aesthetic improvements to the existing building. This agreement can be brought to a future Council meeting for discussion. B. ALTERNATIVE ACTIONS: 1. After the closing of the public hearing, Council should table the vacation to a future meeting in order to address any possible ownership issues. C:<DoculIIl'n.. and Semngs'da\ffl.grwsillger'-Loca( Serril/gSLTemporary Internel FlIuLOLKBJiil.GN UM_FalkJllAwROWVacateP!JbHrg_081J07.drx: Council Agenda: 8/13/07 C. STAFF RECOMMENDATION: It is staff's recommendation that this area should ultimately be vacated with maintaining a drainage and utility easement over the entire area. If there are ownership issues, staff will address those prior to brining the item ~ack to the Council. The item should be tabled to a future meeting. I D. SUPPORTING DATA: Right-of-Way Exhibit C: ',[)ocWJU!ms and Sellings'da\<n_grtJSjl1lgertLocal Smlng.flT.mpornry Internet FilesLOLKB3'.4.GN ITM-FlllloMveROfWa~a{ePubHrg.08JJ07.doc ,- ..... ..,.. -, . 11 . - L-286.41 R-S20.00- - I 6-26'28'03" \ _./ Cf'I Brg-N78'OS'5,3"w PROPOSED R/W 3865 SO FT TO CI TY PROPOSED 10' D&U EASEMEN T 3116 SO FT 6822 SO FT VACATED TO PROPERTY OWNER 2283 SO FT VACATED TO PROPERTY OWNER 87.00 ,,--0\ be ,,--0\ ':J l""'250.15 - -_ R=946.73 6=15'06'25" Ch Br9...S1""J6'49"W 'l- Or~ '0"-- v O~\<\NOOO p~RK \NOUS\R\~l ~" .... \ EAST UNE LOT 5--__/ \ OAKWOOD INDUSTRIAL \ PARK \ WCG BUILDING PARTNERS )f SE COR LOT 5---' OAKWOOD INDUSTRIAL I PARK '__ " \ ~ , ~ ~ ~ w ~ 'f . < , ~ '" ~ ~- OFT .. c \ 0 \_0 , 00 ... WSB - 701 Xenia Avenue South, Suite 300 Minneapolis, MN 55416 www.wsbeng.com CITY OF MONTICELLO CHELSEA ROAD RECON ROW EXHIBIT &: Associates. Inc. a_ 763-541-4800. FiU 763-54t.1700 INFRASTRUCTURE I ENGINEERING 1 PlANNING ~ CONSTRUCTION /,/ z 8", _"0 -'" g~ .. E5 he 15 u !J E5 ~ ~ o u o is --J ;::: cj U ;::: B "I I 'c U o --J Q) C5 Q " I--. o --J <: o ~ is if) 8 . r I WSB Project No. 01627-63 CITY Project No. 2006-31C 6/24/07 Revised 7/3107 Exhibit A Council Agenda: 8/13/07 8. Public Hearin2 on 6th Street Pedestrian Facility Improvements. City Proiect No. 2006-28C. (B.W.) A. REFERENCE AND BACKGROUND: On June 12, 2006, the City Council authorized staff to prepare a Feasibility Report for construction of pedestrian facility improvements along the north side of 6th Street from Locust Street to Elm Street, and along the west side of Elm Street from 6th Street to CR 39. At that time Council directed staff to add the improvements to the City's grid sidewalk system and indicated they would like the City to provide snow and ice removal services on these improvements. On September 11, 2006 the City Council approved the original feasibility report for the project contingent on staff conducting a public information meeting for the property owners along the project corridor. Council wanted the residents to understand what the proposed improvements included before ordering a public hearing and authorizing the preparation of plans and specs. Staff held an informational meeting with several of the property owners on July 17,2007. Invitations were mailed to forty-two property owners and three of the owners attended the meeting. Of those three, two property owners were from the north side of 6th Street and one was from the south. The property owners who attended the meeting were primarily concerned with the City's proposed replacement strategy for existing landscaping and trees, the potential use of retaining walls to overcome grade differences, the loss of green space between their homes and the street, sufficient advance notification of work to allow for the relocation of irrigation systems and landscaping, and the increased foot traffic in the area. At the Council meeting on July 23rd staff summarized the comments received at the informational meeting, and some of the property owners were on-hand to elaborate on their questions and concerns. Following the discussion Council directed staff to limit impacts to the properties by saving as much of the existing landscaping and trees as possible by rerouting the proposed sidewalk, which includes placing it behind the curb where necessary, and to replace any trees and/or landscaping that can not be saved with a reasonable amount of in-kind trees and/or landscaping. Council also directed staff to complete a more in- depth review of the properties where retaining walls may be needed to address the property owners concerns in more detail at the Public Hearing. Staff reviewed the three properties immediately west of Vine Street where retaining walls or graded slopes will be needed to offset elevation differences of up to 3-feet from back of curb to existing ground. The existing property lines for these three lots are approximately 19Y>-feet behind the back of curb which would allow for construction of a 7-foot sidewalk directly behind the curb and grading a 3:1 (run:rise) slope to tie into the existing yards within our right-of- way. Existing landscape shrubs range from 10 to 14-feet back of curb. Council Agenda: 8/13/07 In light of the existing conditions the following options are available: a. Construct retaining wall 7-feet behind curb with a 7-foot wide sidewalk between the wall and the curb. IThis will eliminate or reduce impacts to existing trees and/or landscapi~g. b. Construct retaining wall I2-feet behind curb with a 5-foot boulevard and 7-foot wide sidewalk between the wall and the curb. This will require relocation/replacement of all landscaping and trees. c. Construct 6-foot wide sidewalk directly behind curb and grade a 3:1 slope starting I-foot behind the walk up to existing ground. This will require relocation/replacement of all landscaping and trees. Construction of a 3-foot tall retaining wall is estimated to cost approximately $50 per linear foot, or $3,300 per lot. In contrast, relocating and lor replacing the existing trees and shrubs are estimated to cost between $400 and $2,500 per lot, depending on the species and size of replacement trees. The estimated cost for designing and constructing the proposed improvements is $158,400. Since Council has directed staffto add the proposed improvements to the City's grid sidewalk system funding will be generated by assessing the abutting property owners 25% of the construction costs while the City will pay the remaining 75%. Based on the estimated project cost above this equates to an assessment of $26.40 per foot of frontage for adjacent property owners. Council could request staffto remove some of the items from the project that do not directly benefit the abutting property owners such as traffic control, hydrant relocations, sign panels and retaining walls to reduce the assessment rates. This would reduce project costs to about $134,200, reducing the assessment rate to $22.37 per foot of frontage. Council also requested that staff hold a workshop with the City Council to discuss our snow and ice removal poli~es and practices. This workshop will be scheduled for later this fall. If Council I still wishes City staff to provide snow and ice removal services a formal moti(m is required to do so and is addressed in alternative action #1 below. B. ALTERNATIVE ACTIONS: I. Motion to Order City Project No. 2006-28C with options discussed, and direct staff to remove snow and ice from the sidewalk segments as identified by Council. 2. Motion to deny ordering City Project No. 2006-28C at this time. Council Agenda: 8/13/07 C. STAFF RECOMMENDATION: It is the recommendation of the City Administrator, the Public Works Director and the City Engineer that the City Council approve alternative action #1. D. SUPPORTING DATA: Public Informational Meeting comment letters (2) Feasibility Report Sidewalk Cost Sharing Policy COM)iIENT SHEET PUBLIC ~"FORL"IATIONAL l\'IEETING 6th STREET PEDESTRIAN FACILITY IMPROVEMENTS CP 2006-28C Tuesday, July 17, 2007 7:00 - 8:30 p.rn. NAME: ADDRESS: COMMENTs: \""'0<: s. \.-...iJ.\r... \~<;'''''?ti'<\.- +r-=.<. -rkT'<- '("'<)v...J prov\<:I... fci.'lAL'1 ot- .~ \ . \.' \k.6 ~~ 'S,w,-e. ~V~ 'Ie; '('I"OU"\"', , "'-I-<.. t..'ADvCh - '--.)-c..; C. \ ~ (' pro' -c c..l.- ~~ s.:. ~ "'"'" Ad ~ "'"",-,2> '0c-\'''--1. -';0(<- ) t, \"'<.t:5. '!'^() -x.d.. 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"'" . ~ . '" . July 23, 2007 Prepared By: Bruce Westby City Engineer Ftasib;[ity Report 6'. Street and Elm Street Pedestrian Facility Improvem.ents City of Monticello Project /Vo. Z006-13C July 23, 2007 ~I.,(} Honorable Mayor and City Council City of Monticello 505 Walnut Street, Suite r Monticello, MN 55362 Re: Feasibility Report 6th Street and Elm Street Pedestrian Facility Imfrovements City of Monticello Project No. 2006-28C Dear Mayor and City Council Members: Transmitted herewith is a Feasibility Report for pedestrian facility improvements within the City's right-of-way along 6th Street from Locust Street to Elm Street, and along Elm Street from 6th Street to County Road 39. I would be happy to discuss this report with you at your convenience. Please feel free to call me at 763-271-3236 should you have any questions. Sincerely, City of Monticello ~~ Bruce Westby, P.E. City Engineer cc: Jeff O'Neill, City Administrator John Simola, Public Works Director Enclosure brw Date: July 23, 2007 Lic, No. 40116 CERTIFICATION I hereby cerFify that this plan, specification or report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. ~e.L \(~ Bruce R. Westby, P,E. Feasibiliry Report fl. Streerand Elm Street Pedestrian FacUlty Improvements City ofollomicello Project /\io. 2006-18C TABLE OF CONTENTS TITLE SHEET LETTER OF TRANSMITTAL CERTIFICATION SHEET TABLE OF CONTENTS 1. EXECUTIVE SUlVllVIARY................................................................................................3 2. INTRODUCTION..............................................................................................................4 2.1 Authorization ..............................................................................................................4 2.2 Scope.............. .............. ...... ....... ............ ......... ..................... .......... ..... ........... .......... .... 4 3. GENERAL BACKGROUND............................................................................................ 5 3.1 Project Location.......................................................................................................... 5 3.2 Existing Conditions........................ .............................................................. ............... 5 4. PROPOSED IMPROVElVIENTS ..................................................................................... 6 4.1 Pedestrian Facilities .................................................................................................... 6 4.2 Permits! Approvals............... ..... ............. .................. ................. .......... .................... ..... 6 4.3 Right-of- WaylEasements ............... ............................... .............................................. 6 5. FINANCING....................................................................................................................... 7 5.1 Opinion of Probable Cost............................................................................................ 7 5.2 Funding.... ............................................................... .................................................... 7 6. PROJECT SCHEDULE .................................................................................................... 8 7. FEASIBILITY AND RECOMMENDATION................................................................. 9 AppendL"{ A Project Layout Figure AppendL"{ B Opinion of Probable Cost Feasibility Report 6'" Street and Elm Street Pedestrian Facility [mprollements Ciry of:l-(ondcello Projecr:Vo. 1006.18C 1. EXECUTIVE SUMJVL4RY City Project No. 2006.28C provides for the construction of pedestrian facility improvements within the City's right-of-way along 6th Street from Locust Street to Elm Street, and along Elm Street from 6th Street to CR 39, and to include these improvements in the City's grid sidewalk system. The improvements proposed will allow pedestrians safe, off-road access to the City's grid sidewalk system. The City Council authorized preparation of this report on June 12, 2006. This improvement project includes construction of 6-foot wide concrete sidewalk along the north side of 6th Street from Locust Street to Elm Street, and along the west side of Elm Street from 6th Street to County Road 39, as well as pedestrian curb ramps and crosswalk improvements. The concrete sidewalk is being proposed at 6-foot wide because the Council indicated that they want the City to remove snow and ice on both the new and existing sidewalk along the project corridor and a 6-foot sideWalk width is required to accommodate the equipment used by the City. The engineer's opinion of probable project costs for the proposed improvements, including a complete breakdown of all estimated costs, including a 10% contingency cost, is included in Appendix B. The current City policy calls for any sidewalk improvements on the City's grid sidewalk system to be financed by assessing the abutting property owners 25% of the project costs, with the City picking up the remaining 75% of the costs. Funding for sidewalk improvements not on the grid sidewalk system are fully paid for by the abutting property owner. The construction of all improvements proposed in this Feasibility Report can be completed by August of2008. This project is feasible, necessary, and cost-effective ~om an engineering standpoint, and can be constructed as proposed herein. I Feasibility Report 6'" Street and Elm Street Pedestrian Facility [mpl'()venrents City ofJ'Ionrlcello Project No. ]006-Z3C PageJ F ~asibi/ity Report fl" Street and Elm Street Pedestrian Facility Improvements City of ,\tlonticello Project No. l006-18C Page4 2. INTRODUCTION 2.1 Authorization This feasibility report was authorized by the City Council on June 12, 2006. This improvement project has been designated as City Project No. 2006-28C. 2.2 Scope This report addresses pedestrian facility improvements within the Ci~"s right-of-way along 6th Street from Locust Street to Elm Street, and along Elm Street from 6 Street to CR 39. The proposed project includes construction of approximately 1441 cubic yards of grading, 1500 linear feet of 6-foot wide concrete sidewalk, 912 linear feet of crosswalk striping, 16 pedestrian curb ramps and' 12 pedestrian crossing signs, along with other miscellaneous quantities. The project may also include up to 250 linear feet of modular block retaining wall at a maximum height of 3-feet. This will depend on the available right-of-way and the strategy adoJ'ted for replacing existing landscaping and trees on several properties near the west end of 6 Street where portions ofa few of the existing yards are almost 4-feet higher than the back of curb. Elevation differences behind the sidewalk must therefore be accounted for using either retaining walls or graded slopes of 3: I or less. Opinions of probable cost and project financing of the associated improvements are noted herein. Feasibility Report 6'''' Screet and Elm Strut Pedestrian Facility {mprovemetrrs City of'4(}micello Project {'Yo. 2006-13C Page 5 3. GENER~ BACKGROUND 3.1 Project Location The proposed project is located within the City's right-of-way along 6th Street from Locust Street to Elm Street, and along Elm Street from 6th Street to CR 39. 3.2 Existing Conditions Existing pedestrian facilities include concrete sidewalk segments between Maple Street and Vine Street, and miscellaneous pedestrian curb ramps and crosswalk signing and striping located throughout the project corridor. Staff will salvage and reinstall existing facilities with the proposed improvements wherever possible. Several utilities will require relocation to complete the project as proposed including private utility lines and junction boxes and City water hydrants. This is reflected in the costs provided. 4. PROPOSED IMPROVEMENTS 4.1 Pedestrian Facilities The proposed project includes construction ofapprobmately 1441 cubic yards of grading, 1500 linear feet of 6-foot wide concrete sidewalk, 912 linear feet of crosswalk striping, 16 pedestrian curb ramps and 12 pedestrian crossing signs, along with other miscellaneous quantities. A project layout figure showing the general locations of the proposed improvements is included in Appendix A of this report. 4.2 Permits/Approvals The only permit that will be required for constructing the improvements as proposed in this report would be through Wright County for working within their right-of-way on CR 39. 4.3 Right-of-WaylEasements No right-of-way and/or easements will need to be acquired to complete the improvements as proposed. Feasibility Report 6'" Slrea aJld Elm Street Pedestrian Facility Improvements City oFI-fonnce/lo Project "Va. 2(){)6-1,~C Page 6 Page 7 5. FINANCING 5.1 Opinion of Probable Cost A detailed opinion of probable cost for the proposed pedestrian facility improvements is located in Appendil: B of this report. These opinions of probable cost incorporate 2007 construction costs and include a 10% construction contingency cost and 22% indirect costs to cover the indirect costs of associated with administrative, engineering financing and legal items. A rate of 22% was used to cover indirect costs since legal fees will be minimal and engineering costs should be low based on the lack of complexity of the project. The <;finion of probable cost for constructing the proposed pedestrian facility improvements along 6 Street and Elm Street is $158,388. 5.2 Funding The proposed pedestrian facility improvements would be included on the City's grid sidewalk system per Council's request therefore the cost to construct the improvements will be financed by assessing the abutting property owners 25% of the project costs and the City picking up the remaining 75% of the costs. Feasibility Rl!pon 6'1J Street and Elm Strut Pl!destrilltr. Facility Improvements City of.'Ffonticello Project ,'110. Z(}06~Z&C 6. PROJECT SCHEDULE The proposed project schedule for the improvemen, outlined in this report is as follows: Council Accepts Feasibility Report and orders Public Hearing ......................July 23,2007 Conduct Public Hearing/Council Authorizes Plans and Specifications .....August 27,2007 Council Approves Plans and Specifications! Authorizes Ad for Bids................. April, 2008 Receive Bids ........................................................................................................ May, 2008 Award Contract............... ... .......... .... .... ...... ... ........ .................. ...... ............ ........... May, 2008 Begin Construction. ....... ...... ..... ......... ........ ...... '" ..... ................... ............... ...... .... June, 2008 Completion of Project. ........... ......... ...... ..... ......... .................. ... ......... ........... .... August, 2008 Assessment Hearing....... ..... ..... ... ....... ........ ........ ...... ........... ...... ........... ........... October, 2007 PageS F tasibility Report 6tl1 Street and Elm Str/tet Pedestrian FacUlty Improvements Dry of,J'/Q1!/icello Pmjecr,Vo. 1006-Z3C 7. FEASIBILITY A<"D RECOMMENDA ION ft is the recommendation of the City Engineer that bty Project No. 2006-28C as outlined in this Feasibility Study lS feasible, necessary, and cost-effective from an engineering standpoint. Feasibility Rl!port 6rA Strut and Elm Street Pedestrian Facility [mprovenu!!fs Cirv or J(onticello Pro;ect /Vo. 21Jfi6.18r DA__ n APPENDIX A Project Layout Figure F easibiiity Report 6'11 Street and Elm Street Pedestrian Faciliry Improvements City ofHoltticello p,.oject ,Yo. ](}06-Z3C 71- 77 - moo" 44r 40 25 i Yt�y�x%r y'}� V- �r��+I� "� F[f(' f i �+ _ �- .R.•� i. 3 h �. .,>.us -it'. �4� f � 'b .i. •e: raµ"�r �.a � .�"� ' a ate+ � • � '' R' � .. . � . � w �r � c ' �I/ y, Y � Fo. i".. .T ''i er . 0.{2 _ i� � �' �.• t'.�E" �` +sk`� +iP� dYL � ,.� ! � v � s w ~ i �• � € � t' As 01; Y ` 2y+ `� � k Dxttµ m �. � • % � ..w. nom• �> a ,„ti eY. - + ter, -• x: f'- f y � �...�.. �. � q < y .�� �% Qd , -•� ..,sem .a. a� •�� ate.: , � � � a �� - +a �'. P `e r„ APPENDIX B Opinion of Probable Cost Feasibility Report 6'" Street tlml Elm Street Pedestrian Facility Im.orovemenrs City afMonrice/Jo Project ,Vo. 2006-23C CP 2006-28C PRINTED 7/19/2007 ESTIMATED QUANTITIES" 6TH STREET AND ELM STREET PEDESTRIAN FACILITIES (1) TOTAL UNIT PROJECT NOTES ITEM NO. ITEM DESCRIPTION UNIT QUANTITY PRICE COST 2021.501 MuBILlLATION LUM P SUM 1 $1.500.00 $1,500.00 2101.502 CLEARING TREE 2 $125.00 $250.00 2101.507 GRUBBING TRE" 2 $125.00 $250.00 2 2104.501 REMOV" CONCRETE CURB AND GUTTER LINFT 225 $5.00 $1.125.00 2104.523 SALVAGE MAlL BOX SUPPORT EACH 7 $25.00 $175.00 E~AT" TREE EACH '4 $275.00 $1,100.00 3 2105.501 COMMuN EXCAVATION CUYD 1441 $7.00 $10.087.00 4 2105.522 SEL CT~RANULAR B RROW_,CV CUYD 1083 $12.00 $12,996.00 5 2112.603 SUBGRADE PREPARATION LINFT 1500 $1.50 $2,250.00 6 2411.618 MODULAR BLOCK RETAlNIN<.; WALL SO"T 500 $20.00 $10.000.00 2504.602 RELul AI E HYDRANT AND VALVE EACH 2 $1.750.00 $3,500.00 2521.501 4" C NCRET WALK SOFT 9000 $3.50 $31,500.00 2531.501 uONCRETE CURB AND GUTT R DESIGN B618 LINFT 225 $15.00 $3,375.00 2531.602 PEDESTRIAN CURB RAMP A H 16 $1,200.00 $19,200.00 2540.602 INSTALL MAIL BOX SUPPORT EACH 7 $50.00 $350.00 7 2550.602 RELOCA TE ~IGN EACH 2 $100.00 $200.00 2563.601 TRAFFIC CONTRuL LUM P SUM 1 $1,000.00 $1,000.00 6 2564.602 &1 SIGN PANELS TYPE C EACH 12 $300.00 $3,600.00 2571.502 DECIOUO~TREE 2.5" CAL B&B REE 15 $350.00 $5.250.00 9 2575.505 SODDING TYPE SALT RESISTANT SQ 0 1667 $4.00 $6,668.00 10 2562.502 12" SOLID LINE WHITE-EPOXY L1NFT 912 $4.00 $3,648.00 TOTAL CONSTRUCTION COST = $118,024.00 10% CONTINGENCY = $11,802.40 SUBTOTAL = $129,826.40 22% INDIRECT COSTS = $28,561.81 TOTAL PROJECT COST = $158.388.21 NOTES: 1 ALL PAY ITEM S NOT IDENTIFIED IN THE PLANS SHALL BE CONSIDERED INCIDENTAL TO CONSTRUCTION. 2 QUANTITY ASSUMES 15' OF CURB REMOVAL REQUIRED@EACH PEDESTRIAN CURB RAMP. 3 QUANTITY ASSUM ES 16" DEPTH x 6.5' WIDTH FOR WALK. 4 QUANTITY ASSUMES SGB REQUIRED UNDER ALL SIDEWALK @6.5'WIDTHx 12" DEPTH. 5 6" SUBGRADE PREPARATION REQUIRED UNDER ALL WALK@ 6" WIDER THAN WALK EACH SIDE. 6 FOR ELEVATION DIFFERENTIAL ON WEST END OF 6TH STREET. 7 FIRE STATION SIGNS NEAR 6TH AND LINN. 8 ASSUMES FOUR SIGNS AT EACH PED CROSSING. INCLUDES ADVANCE WARNING SIGING. 9 INSTALL SOD ALONG ALL DISTURBED AREAS. ESTIMATED@10 FT THROUGHOUT PROJECT. 10 STRIPING FOR TWELVE CROSSWALKS. RUG 10 '00 B6:4~ CITY OF i'KX'lTICELLO ta1 r:..kig... <:5 SIDEWALK COSi SHARING POLICY 1. Sidewalk: off the grid is tlie' total rssponllibiHty of tllli~ abutting property owner. It can be removed iather than he repaired or replaced. It must be removed in its entirety cross the length of the property in question. The boulevard must then 8 restored. If requested, the City will bid sidewalk removal and boulevard restoration, supervise the project, and bill the propertl'L oWl'fers. Cost is to be 100% for the abutting property owner for in~ividual sections of sidewalks off the grid. If 100' of the property owners~n a particular block petition the City for removal of existing sidewa k tram the entire block, the City will pay 25% of the project cost whe performed by the City. 2. I Major replacement of sidewalks on the grid (residential or commercial and more than two panels per property): City pays 75'. (NO lOOt credit for first two panels.) New sidewalks on the grid abutting commercial property: City pays 1st. New eld.ewalks on the grid abutting residential proparty: City pays 75%. Preventative maintenance by abutting property owner. , 3. 4. 5. 6. . , Minor repairs or replacement' on !the grid abutting commercial or residential property (two panels cr!less): City pays 100'. The City will also pay lOOt or repair all pe~estrian ramps at intersections. Sidewalk width considered for cost S'ha:t:ing by the City will be limited to five (5) feet unless the Ct'ty Engineer deems additional width is necessary. The City Council will consider adding additional eKisting sidewalks to the grid if: a) the segment.abuts the grid; b) it is in complete block sections, C) and 100\ of the pr9party owners in each block petition for inclusion on the grid. . 1. 8. 9. Deferrals of assessment will be granted for property owners age 65 or older for whom the cost will be a financial hardShip. Inc11viduals must apply under s~andard public improvement regulations. 10. snow removal: Existing ordinance remains in force, City does Only C~ty property And south side of BroadWAY (residential). NOTE: For items 2, 3, and 4, the percentages are of the actual project costs bid annually by the City and 1nstal+ed by the City or its contractor. For those indiViduals who wish to repair or replace their own sidewalks as per City standards, the City may reimbu;se property owners based upon City bid prices or actual costs, whichever is lower. Damage rasul ting from deliberate actions of a property owner or his4her representative 1s eKempt from cost sharing by the City under this poli~. I 7/9/90 Council Agenda: 8/14/06 I 9. Consideration of l!l"antin~ increase to the iIj.dividual pension for V olunteer Firefi~hters Relief Association members. i A. REFERENCE AND BACKGROUND: The Firefighters Relief Association membership is requesting the City Council approve an increase in their retirement benefit from the present $3,275 per year of service to either $3,900, $3,925 or $3,950 per year of service for more than 20 years of service on the fire department. If the lower option was selected ($3,900), the increase would total an additional $625 per year (19%). The following is a summary of the previous benefit increases that have been approved: YEAR 2000 2001 2003 2004 2005 2006 BENEFIT AMOUNT $2,085 $2,175 $2,225 $2,625 $3,050 $3,275 By August 151 of each year, the Fire Relief Association is to present to the City Council a schedule of the proposed benefits and the total liabilities associated with the proposed benefit in comparison to the assets of the association. The three schedules enclosed with the agenda indicate that the first two increases proposed could be provided to the members without any current municipal contribution being required, but the third option would require City tax support of$I,476 in 2008. At the requested amount of$3,900, the report indicates a surplus of $1,203, at the $3,925 amount, a surplus of$132. Based on each benefit level being proposed, the financial reports show the total amount of liability that would exist for each pension amount for the next two years and also includes information on the association's current assets and projected income for the next year. Most of the income from the association relates to around $100,000 per year in state aid that must be used entirely for their pension support and investment earnings from the association's assets. The association is assuming they will make an 8% return on their investments and that assumption is reflected in each of these reports. If the association is unable to earn an average of 8% interest on their investments for the upcoming year, the liability created by an increase in their pension would be likely under funded for that particular year and require the City to begin using tax dollars to support the pension. As additional background information, the volunteer firefighters relief association is not limited to investment options like the City may be and the association has chosen to invest 70%-80% of their assets in various mutual funds and equity funds associated with the stock market. As a result, the investments have performed very well over the past few years, but as everyone knows, there is no guarantee in the stock market and it is anybody's guess as to how these assets will perform in future years. For example, if one was to assume only a 5% return rather than the 8% return indicated in each of these schedules, the surplus projected of$I,200 for a $3,900 per year benefit would likely have to be reduced to $3,800 to avoid a City tax contribution. I only point this out because once the City Council approves a pension increase Council Agenda: 8/14/06 for the volunteer firefighters, the City will aJays be obligated to provide that benefit level regardless of what assets the fire relief associ~tion may have. If they are unable to continually earn an adequate amount of interest income 01: if state aid should be reduced for whatever reason, the City is responsible for the pensiod funding once approved by Council action. i Minnesota State Statutes allow fire relief associations to modify their own pensions once they have 110% of assets compared to the liability for whatever pension amount they want to create. Currently the Council has approved a pension of $3,275 per year of service which according to the association's report last year would create a liability of$I,411,000 in 2007. At year end, it is projected from the association's financial report that they will have assets of $ 1,255,000, or in other words be $156,000 short offull funding. As a result, they would not be able to increase their pension at this time until they had assets that exceeded their liability by 10% or more. At the current rate of$3,275/per year, their liability will increase approximately $100,000 per year, and with projected income of$191,000 a year, it would take another 3-4 years for the association to have enough assets exceeding their liabilities to increase their own pension by any amount above the $3,275 figure. In the past, it has been the City Council's policy that they would only consider increases to occur in the yearly pension if the association had sufficient income projected to cover the increase. In other words, the state aid and interest earnings on investments needed to be at a sufficient level to cover the normal cost of the pension calculations. According to two of the schedules provided, an increase to $3,900 or $3,925 meets this requirement. At the levels requested, there is very little room for error in! estimating investment earnings (8%) and iffor some reason the assets should not do well in the near future, I only caution the Council that the City would be obligated to fund the balances each year and maintain whatever current level of benefit that is authorized. To avoid any financial responsibility or obligation in the future, the Council would have to let the association to their own increases, which can only occur when they have a 10% surplus, at least 3-4 years into the future. The increases that have been granted in the past have been based on the same procedures that are currently being proposed in that it has always been assumed that the investment earnings will be good and that state aid will continue to increase each year to fund the liability. I do not recall that the City has had to make any contribution to maintain their present or past funding obligations but the question remains how comfortable the Council is with stock market equities continuing to increase at the rate they have in the past few years. If the Council has any concerns in this regard, you may want to provide yourself a little cushion by authorizing an increase lower than the $3,900 requested. This increase, according to the relief association's schedule, would not require a city contribution and should be able to be funded through anticipated state aids and other investment earnings of 8%, although that is not a guarantee. B. ALTERNATIVE ACTIONS: I. Grant an increase to $3,925 per year. 2. Grant an increase in benefits at $3,900. Council Agenda: 8/14/06 According to their schedules, a funding surplus of $1,200 would exist and still not require a municipal contribution at this time. 3. Grant an increase in benefits somewhere between the current $3,275 and the $3,925 requested. 4. Do not grant an increase in benefits at this time and only allow the increase to occur when the association has more assets than liabilities. At this time it is projected it would still take 3-4 years for the association to have enough assets to equal 110% of their current liability which would then allow them to increase their own benefits without Council approval at a much smaller amount per year. C. STAFF RECOMMENDATION: In the past, the Council has granted increases that have provided a general cushion in the area of $2,500, which would only allow an increase ofless than $3,900 per year. I have not had an opportunity to obtain a report from Mike Johnson, the fire relief association treasurer, on what the benefit level might be with a $2,500 surplus. It is estimated to be around $3,800. Since this is really a Council decision as to how much risk the Council wants to expose themselves to on future pension obligations, the staff is not supporting any specific option other than to provide the background information supplied. D. SUPPORTING DATA: Computation of benefits for each member at $3,900, $3,925 and $3,950 per year of service. 2007 Maximum Benefit Worksheet (MBW-07) i Plan Name: Monticello Fire Relief Association Plan Type: Lump Sum Enter data in columns A, B, C and D for each year requested. A B C D E ------- -------- ------- f-------- ------- State Fire Aid Active Members Per Year (Received or Municipal 10% of in Relief Average Receivable) Contribution Surplus * Association [ (A + B + C) / DJ (From RF.Q6) (From RF-(6) (SC-06 or Actuarial) (From RF-06) 2006 98,518 29 3,397 (From RF-05) (From RF-(5) (SC-05 or Actuarial) (FromRF-05) 2005 93,376 29 3,220 (F"""Rf"-<l4) (From RF-04) (SC-04 or Actuarial) (From RF-04) 2004 94,969 30 3,166 Average available financing per active member for the most recent 3-year period: (sum of column E divided by 3) 3,261 I Maximum Lump Sum Benefit Level under Minn. Stat. ~ 424A.02, subd. 3 6,000 Relief Officer Certification On or before August I, the average amount of available financing per active member for the most recent three- year period was calculated in accordance with Minn. Stat. ~ 424A.02, subd. 3, and certified to the governing body of the applicable qualified municipality. ft1tc Au I tJ. ,/" A""-,,,J Print Name and Title --[req S<(/"-e,~ " Page 1 Schedule Form for Lump Sum Pension Plans Reporting Year 2007 Determination of Plan Liabilities and Required Municipal Contribution for 2008 Relief Association Monticello Fire Relief Association Enter Annual benefit level in effuct for 2007: 3,925 (If you change your benefit level before J 2/3 J 107, the SC must be recalculated at the new level.) Active Member Information Fire Dept. Leaves To end on007 To end of2008 Date of Entry of y,= Years Birth D'" Absence of Accrued of Accrued Name Status mm-dd-yy mrn-dd-JY (months) Service Liability Service Liability 1 Jay C. Morrell Active 09103/1942 0510111975 0 33 129,525 34 133.450 2 Michael R. Doyle Active 0112711974 011\512007 0 1 2,355 2 4,867 3 Donald A. Anderson Active 1010511969 05/\912003 0 5 13,11 0 6 16,093 4 Jason P. Roubinek Active 11106/1974 0611512005 0 3 7.458 4 10,205 5 Timothy A. Ingle Active 0\13011971 0111512007 0 1 2,355 2 4,867 6 Michael V. Johnson Active 0910211956 0310111981 0 27 105,975 28 109,900 7 Matt]. Theisen Active 1lI03/1956 05/0111982 0 26 102,050 27 105,975 8 Brad E. Fyi, Active 061\7/1957 05/0111984 0 24 94,200 25 98,125 9 Gary J. Host Active 0111711962 1 % 11\985 0 22 86,350 23 90,275 10 Marc A. Simpson Active 0212411956 01119/1987 0 21 82,425 22 86,350 II Lyndon L. Larson Active 02/021\96\ 01119/\987 0 21 82,425 22 86,350 12 Neal B. Kranz Active 04/0611966 05/011\987 0 21 82,425 22 86.350 13 Steve S. Samuelson Active 06/3011963 11122/\987 0 20 78,500 21 82,425 \4 Brian K. Stumpf Active 061141\962 07125/\988 0 \9 72,377 20 78,500 15 leITE. Michaelis Active 08/021\963 01/03/1990 0 18 66,647 19 72,377 16 Keith Peterson Active 11/071\979 01/15/2007 0 \ 2,355 2 4.867 17 JeffD. Kranz Active 05/3011963 05/01/1993 0 15 5\,182 16 56,049 18 Rick T. Lymer Active 04/291\963 05/01/1993 0 \5 5\,182 16 56,049 19 Todd M. Johnson Active 02/071\966 05101/\993 0 15 5\,\82 \6 56,049 20 Steve W. Joerg Active OS/241\963 10/17/1994 0 13 41,998 14 46,472 21 Steve A. Hanson Active 06/0811967 05/01/1996 0 12 37,759 13 41,998 22 Luke G. Dahleimer Active 08/301\972 05101/1996 0 \2 37,759 13 4\,998 23 Steve C. Balon Active 0611 01\968 01/151\999 0 9 26,\4\ \0 29,830 24 Nick M. Dahlheimer Active 04/261\974 011\5/1999 0 9 26,\4\ 10 29,830 25 Tim W. Ackerman Active 07/3011972 041\512000 0 8 22,608 9 26,141 26 Daryl R Giles Active 11/0211968 011\512000 0 8 22,608 9 26,14\ 27 Shawn G. Leach Active 0212011977 09103/200\ 0 6 16,093 7 \9,311 28 Daryl R Dahl SeparatedfNot Vested 071\4/\968 091031200\ 0 6 0 7 0 29 John P. Bauer Active 07/0111971 051\912003 0 5 13,110 6 16,093 30 Scott N. Douglas Paid 02/13/1951 0310111976 0 32 0 33 0 3\ Jason M. Block SeparatedfNot Vested 01129/1978 061\512005 0 3 0 4 0 32 Ken Kako Active 05124/\973 01/\512007 0 \ 2,355 2 4,867 81 Choose Status 0 0 82 Choose Status 0 0 83 Choose Status 0 0 84 Choose Status 0 0 85 Choose Status 0 0 86 Choose Status 0 0 87 Choose Status 0 0 88 Choose Status 0 0 89 Choose Status 0 0 90 Choose Status 0 0 91 Choose Status 0 0 92 Choose Status 0 0 93 Choose Status 0 0 94 Choose Status 0 0 95 Choose Status 0 0 96 Choose Status 0 0 97 Choose Status 0 0 98 Choose Status 0 0 99 Choose Status 0 0 100 Choose Status 0 0 Subtotal of Page I Liability ~ Active Members 1,410,650 1,52],804 Page I Form SC-07 Deferred Member Information (fully or ~artiallY vested) See separate instructions regarding completion of the fields below. Page 2 1 Enter all information as it pertains to this member. Benefit Level Member Name: Months of 2, 175 Service Are Paid @[] @[] Kevin C. Stumpf at Separation: Service Dates: Entry: Minimum Years Required to Vest: 05/01 II 985 10 DOB: 01/07/1960 Separation: 01/15/2003 Deferred Interest Paid (Check ifoffered.) LOAs (in months): 0 Total Service: Years: 17 2007 Estimated Liability: 2008 Estimated Liability: Vesting Percent: Months (if paid): 42,985 45,134 88 % !fInterest is Paid, Choose Type: Relief ROR up to 5% Period Interest is Paid: Full Months 8 For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 200]: % 2006: 5.00% 1982: % 1987: % 1992: % ]997: % 2002: % 2007: 5.00 %+ 1983: % 1988: % 1993: % 1998: % 2003: 5.00 % 1984: % 1989: % 1994: % 1999: % 2004: 5.00 % 1985: % 1990: % 1995: % 2000: % 2005: 5.00% + This rate of return is calculated using the earnings projected on Page 3 of the Schedule. 2 Enter all information as it pertains to this member. Benefit Level Member Name: Tony J. Bremer Minimum Years Required to Vest: 12/01/1985 10 DOB:] 2/26/1962 Separation: 1211 5/2000 Deferred Interest Paid (Check ifoffered.) Service Dates: Entry: Months of 2,125 Service Are Paid @[] @[] at Separation: o 15 Vesting Percent: Months (if paid): 32,546 34,173 80 % !fInterest is Paid, Choose Type: ReliefROR up to 5% Period Interest is Paid: Full Months LOAs (in months): Total Service: Years: 2007 Estimated Liability: 2008 Estimated Liability: o For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981 : % 1986: % ]991: % 1996: % 2001: 0.00 % 2006: 5.00% 1982: % 1987: % 1992: % ]997: % 2002: 0.00 % 2007: 5.00 %+ 1983: % 1988: % 1993: % 1998: % 2003: 5.00 % 1984: % 1989: % ]994: % 1999: % 2004: 5.00% 1985: % 1990: % 1995: % 2000: 3.30% 2005: 5.00% + This rate of return is calculated usin Form SC-07 Page 2 3 I Enter all information as it pertains to this m mber. ~enefit Level Gerald J. Sonsteby at Separation: Service Dates: Entry: 05/01/1993 Separation: 64 % 12/12/1964 06/15/2005 Months of 3,275 Service Are Paid Deferred Interest Paid (Chock ifoffered.) IT[] IT[] Member Name: Minimum Years Required to Vest: 10 DOB: LO As (in months): 6 Total Service: Years: II Vesting Percent: 2007 Estimated Liability: 2008 Estimated Liability: Months (if paid): 26,768 28,106 7 IfInterest is Paid, Choose Type: ReliefROR up to 5% Period Interest is Paid: Full Months For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: % 2006: 5.00% - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: % 2007: 5.00 % + - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: % - - - - - 1984: % 1989: % 1994: % 1999: % 2004: % - - - - - ]985: % 1990: % ]995: % 2000: % 2005: % +This rate of return is calculated using the earnings projected on Pagel3 of the Schedule. - , 4 I Enter all information as it pertains to this member. Benefit Level at Separation: Months of Service Are Paid [gJ [gJ Member Name: Minimum Years Required to Vest: DOB: Deferred Interest Paid (Check ifoffered.) Service Dates: Entry: Separation: LOAs (in months): Vesting Percent: % Iflnterest is Paid, Choose Type: Choose Type Period Interest is Paid: Choose Interest Payment Period Total Service: Years: Months (if paid): 2007 Estimated Liability: 2008 Estimated Liability: For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: % 2006: % - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: % 2007: %+ - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: % - - - - - 1984: % 1989: % 1994: % 1999: % 2004: % - - - - - 1985: % ]990: % 1995: % 2000: % 2005: % - - - - - +This rate of return is calculated usiug the earnings nrojected on Page 3 of the Schedule. SC-07 Page 3 Unpaid Installments Enter members here who have been paid portions of their pension benefits and still have outstanding liabilities. Birth Entry Separation Amount 2007 Estimated 2008 Estimated Name Date Date Date Previously Paid Liability Liability none 0 0 0 Totals 01 01 : Form SC-07 Calculation of Normal Cost Total Active Member Liabilities Total Deferred Member Liabilities Total Unpaid Installments Grand Total Special Fund Liability NOImal Cost (Cell B minus Cell A) 2007 2008 1,410,650 1,521,804 102,299 107,413 0 0 A. 1,512,949 B. 1,629,217 C. Projection of Net Assets for Year Ending December 31, 2007 Special Fund Assets at December 31, 2006 (RF-06 ending assets) Projected Income fur 2007 State Fire Aid (2006 aid may be increased by up to 3.5%) Municipal! Independent Fire Dept. Contributions Interest I Dividends Appreciation! (Depreciation) Member Dues Other Revenues Page 4 116,268 11 1,067,833 I D. 100,488 E. 0 F. 85,000 G. 0 H. 40 I. 6,000 21 191,5281 Total Projected Income for 2007 (Add Lines D through I) Projected Expenses fur 2007 Service Pensions Other Benefits Administrative Expenses J'~ K. 0 L. 4,000 Total Projected Expenses fur 2007 (Md Lines Jthrough L) Projected Net Assets at December 31, 2007 (Add Lines I and 2, subtract Line 3) Projection of Surplus or (Deficit) as of December 31, 2007 Projected Assets (Line 4) 2007 Accrued Liability (Page 3, cell A) Surplus or (Deficit) (Line 5 minus Line 6) 5 6 7 1,255,361 1,512,949 (257,588) 31 41 4,000 I 1,255,361 I : : Form SC-07 Page 4 - Cont. Calculation of Reqnired Contribution Deficit Information - Original Deficit Information - Adjusted Amount Retired Amount Retired Amount Left Year Incurred Original Amount as ofl 213 1/06 Original Amount as ofl2l3 1/07 to Retire 1/1/08 1998 53,678 42,945 53,678 48,313 5,365 1999 3,713 2,597 3,713 2,968 745 2000 7,203 4,320 7,203 5,040 2,163 2001 26,851 13,425 26,851 16,110 10,741 2002 43,253 17,300 43,253 21,625 21,628 2003 80,634 24,189 80,634 32,252 48,382 2004 49,045 9,810 49,045 14,715 34,330 2005 98,123 9,812 98,123 19,624 78,499 2006 57,872 0 57,872 5,787 52,085 2007 3,650 3,650 Totals 420,372 424,022 166,434 257,588 Normal Cost (Page 3, cell C) Projected Administrative Expense Enter 2006 Admin Exp here: 9 Amortization of Deficit (Total of Original Amount column x 0.10) 10%ofSurplus (Line7xO.IO) State Fire Aid Member Dues 5% of Projected Assets at December 31, 2007 (Line 4 x 0.05) Required Contribution (Add Lines 15, 16 and 17, subtract Lines 18, 19 and 20) No required contribution due in 2008. 8 116,268 I 4342 I 4,494 JO 42,402 II 0 12 100,488 13 40 14 62,768 15 (132) Page I Schedule Form for Lump ~m Pension Plans Reporting rear 2007 Determination of Plan Liabilities and Reqrired Municipal Contribution for 2008 Relief Association Monticello Fire Relief AsSociation ! Enter Annual benefit level in effect for 2007: 3,900 I! (lfyou change your benefit level before 12/31/07, the SC must be recalculated at the new level.) Active Member Information Fire Dept Leaves To end of 2007 To end of2008 Date of Entty of y,= y,= Birth Om Absence of A"""'" of A~ed N=, Status mm-dd-)Y mm-dd-yy (months) Service Liability Sen;jce Liability 1 Jay C. Morrell Active 09/03/1942 05/01/1975 0 33 128,700 34 132,600 2 Michael R Doyle Active 01/27/1974 01115/2007 0 I 2,340 2 4,836 3 Donald A Anderson Active 10/05/1969 05/19/2003 0 5 13,026 6 15,990 4 Jason P. Roubinek Active 1110611974 06/15/2005 0 3 7,410 4 10,140 5 Timothy A. Ingle Active OIl301I 971 01115/2007 0 1 2,340 2 4,836 6 Michael V. Johnson Active 09/02/1956 03/0111981 0 27 105,300 28 109,200 7 Matt J. Theisen Active 11103/1956 05/01/1982 0 26 101,400 27 105,300 8 Brad E. Fy1e Active 06/17/1957 05/0111984 0 24 93,600 25 97,500 9 Gary 1. Host Active 01117/1962 10/0111985 0 22 85,800 23 89.700 10 Marc A Simpson Active 02/2411956 01/19/1987 0 21 81,900 22 85,800 II Lyndon L. Larson Active 02/02/196 I 01119/1987 0 21 81,900 22 85,800 I2 Neal B. Kranz Active 04/06/1966 05/0111987 0 21 81,900 22 85,800 I3 Steve S. Samuelson Active 06/3011963 11122/1987 0 20 78,000 21 81,900 14 Brian K. Stumpf Active 06/1411962 07/25/1988 0 19 71,916 20 78,000 15 Jeff E. Michaelis Active 08/02/1963 01103/1990 0 ]8 66,222 19 71,916 16 Keith Peterson Active 11/07/1979 01/15/2007 0 I 2,340 2 4,836 17 JeffD. Kranz Active 05130/1963 05/01/1993 0 15 50,856 16 55,692 18 Rick T. Lymer Active 04/29/1963 05/01/1993 0 15 50,856 16 55,692 19 Todd M. Johnson Active 02/07/1966 05/01/1993 0 15 50,856 16 55,692 20 Steve W. Joerg Active OS/24/1963 10117/1994 0 13 41,730 14 46,176 2] Steve A. Hanson Active 06/08/1967 05/01/1996 0 I2 37,518 I3 41,730 22 Luke G. Dahleimer Active 08/30/1972 05/01/1996 0 12 37,518 13 41,730 23 Steve C. Balon Active 06/10/1968 01115/1999 0 9 25,974 10 29,640 24 Nick M. Dahlheimer Active 04/2611 974 01115/1999 0 9 25,974 10 29,640 25 Tim W. Ackerman Active 07/30/]972 04/15/2000 0 8 22,464 9 25,974 26 Daryl R. Giles Active Il/02/1968 01/15/2000 0 8 22,464 9 25,974 27 Sha\\TI G. Leach Active 02/2011 977 09/03/2001 0 6 15,990 7 19,188 28 Daryl R Dahl Separated/Not Vested 07/14/1968 09/03/2001 0 6 0 7 0 29 John P. Bauer Active 07/0111971 05/19/2003 0 5 13,026 6 15,990 30 Scott N. Douglas Paid 02/13/195 I 03/01/1976 0 32 0 33 0 31 Jason M. Block SeparatedlNot Vested 01/29/1978 06/15/2005 0 3 0 4 0 32 Ken Kako Active OS/2411973 01115/2007 0 I 2,340 '2 4,836 : Page 1 81 Choose Status . 0 0 82 Choose Status 0 0 83 Choose Status , 0 0 84 Choose Status I 0 0 , 85 Choose Status I 0 0 86 Choose Status 0 0 87 Choose Status 0 0 88 Choose Status 0 0 89 Choose Status 0 0 90 Choose Status 0 0 91 Choose Status 0 0 92 Choose Status 0 0 93 Choose Status 0 0 94 Choose Status 0 0 95 Choose Status 0 0 96 Choose Status 0 0 97 Choose Status 0 0 98 Choose Status 0 0 99 Choose Status 0 0 100 Choose Status 0 0 Subtotal ofPae:e 1 Liability - Active Members 1,401,660 1,512,108 Form SC-07 Page 2 Deferred Member Information (fully or partially vested) See separate instructions regarding completion ofthe fields below. 1 I Enter all information as it pertains to this member. Benefit Level Member Name: Kevin C. Stumpf at Separation: Months of 2,175 Service Are Paid [g[] [g[] Service Dates: Entry: LOAs (in months): 05/01/1985 10 DOB: 01/07/1960 - Separation: 01/15/2003 Deferred Interest Paid (Check ifotIered.) Minimum Years Required to Vest: Total Service: 8 If Interest is Paid, Choose Type: ReliefROR up to 5% Period Interest is Paid: Full Months Years: o 17 Vesting Percent: Months (if paid): 42,985 45,134 88 % 2007 Estimated Liability: 2008 Estimated Liability: For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: % 2006: 5.00 % - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: % 2007: 5.00 %+ - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: 5.00% - - - - - 1984: % 1989: % 1994: % 1999: % 2004: 5.00 % - - - - - 1985: % 1990: % 1995: % 2000: % 2005: 5.00% - - - - - +This rate of return is calculated using the earnings projected on Page 3 of the Schedule. 2 I Enter all information as it pertains to this member. Benefit Level Tony J. Bremer at Separation: Months of 2,125 Service Are Paid [g[] [g[] Member Name: Service Dates: Entry: 12/01/1985 Separation: 12/26/1962 12/15/2000 Deferred Interest Paid (Check ifoffered.) Minimum Years Required to Vest: 10 DOB: LOAs (in months): 0 Total Service: Years: IS 2007 Estimated Liability: 2008 Estimated Liability: Vesting Percent: Months (if paid): 32,546 34,173 80 % o If Interest is Paid, Choose Type: ReliefROR up to 5% Period Interest is Paid: Full Months For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: 0.00 % 2006: 5.00 % - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: 0.00% 2007: 5.00 %+ - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: 5.00% - - - - - 1984: % 1989: % 1994: % 1999: % 2004: 5.00% - - - - - 1985: % 1990: % 1995: % 2000: 3.300.10 2005: 5.00 % - - - - - + This rate of return is calculated using the earnings projected on Page 3 of the Schedule. , : Form SC-07 3 T Page 2 Enter all information as it pertains to this member. Benefit Level Gerald J. Sonsteby at Separation: Member Name: Months of 3,275 Service Are Paid IT[] IT[] 10 DOB: 12/12/1964 06/15/2005 Deferred Interest Paid (Check ifoffered.) Service Dates: Entry: Minimum Years Required to Vest: 05/0111993 Separation: 64% IfInterest is Paid, Choose Type: ReliefROR up to 5% Period Interest is Paid: Full Months LOAs (in months): 6 Total Service: Years: 11 2007 Estimated Liability: 2008 Estimated Liability: Vesting Percent: Months (if paid): 26,768 28,106 7 For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: % 2006: 5.00 % - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: % 2007: 5.00%+ - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: % - - - - - 1984: % 1989: % 1994: % 1999: % 2004: % - - - - - 1985: % 1990: % 1995: % 2000: % 2005: % - - - - - + This rate of return is calculated using the earnings projected on Page 3 of the Schedule. 4 T Enter all information as it pertains to this member. Benefit Level at Separation: Member Name: Months of Service Are Paid [Q] [Q] DOB: Deferred Interest Paid (Check if offered.) Service Dates: Entry: Minimum Years Required to Vest: Separation: LOAs (in months): Total Service: Years: 2007 Estimated Liability: 2008 Estimated Liability: Vesting Percent: IfInterest is Paid, Choose Type: Choose Type Period Interest is Paid: Choose Interest Payment Period % Months (ifpaid): For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % ]996: % 2001: % 2006: % - - - - - - ]982: % 1987: % 1992: % 1997: % 2002: % 2007: %+ - - - - - - 1983: % 1988: % ]993: % 1998: % 2003: % - - - - - 1984: % 1989: % 1994: % 1999: % 2004: % - - - - - 1985: % 1990: % 1995: % 2000: % 2005: % - - - - - + This rate of return is calculated using the earninQs nroiected on Page 3 ofthe Schedule. SC-07 Page 3 Unpaid Installments Enter members here who have been paid portions of their pension benefits and still have outstanding liabilities. Birth Entry separatio+ Amount 2007 Estimated 2008 Estimated Name Date Date Date Previouslv Paid Liability Liabilitv none 0 0 0 Totals 01 01 , Form SC-07 Page 4 Calculation of Normal Cost Total Active Member Liabilities Total Deferred Member Liabilities Total Unpaid Installments Grand Total Special Fund Liability Normal Cost (Cell B minus Cell A) 2007 2008 1,401,660 1,512,108 102,299 107,413 0 0 A. 1,503,959 B. 1,619,521 C. 115,562 I Projection of Net Assets for Year Ending December 31, 2007 Special Fund Assets at December 31,2006 (RF-06 ending assets) II 1,067,8331 Projected Income fur 2007 State Fire Aid (2006 aid may be increased by up to 3.5%) Municipal! Independent Fire Dept. Contributions Interest! Dividends Appreciation! (Depreciation) Member Dues Other Revenues Total Projected Income for 2007 (Add Unes D through I) D. 100,488 E. 0 F. 85,000 G. 0 H. 40 I. 6,000 21 191,5281 Projected Expenses for 2007 Service Pensions Other Benefits Administrative Expenses J'~ K. 0 L. 4,000 Total Projected Expenses for 2007 (Add Lmes J tlrrough L) 31 41 4,000 I 1,255,361 1 Projected Net Assets at December 31, 2007 (Add Lmes 1 and 2, subtract Line 3) Projection of Surplus or (Deficit) as of December 31, 2007 Projected Assets (Lme4) 2007 Accrued Liability (Page 3. cell A) Surplus or (Deficit) (Line 5 minus Line 6) 5 6 7 1,255,361 1,503,959 (248,598) , ' I Form SC-07 Page 4 - Cont, Calculation of Required Contribution Deficit Information - Original Deficit InCormation - Adjusted Amount Retired Amount Retired Amount Left Year Incurred Original AmOlmt as of12/31/06 Original Amount a50f12/3]/07 to Retire 1/1/08 1998 53,678 42,945 53,678 53,653 25 1999 3,713 2,597 3,713 2,968 745 2000 7,203 4,320 7,203 5,040 2,163 2001 26,851 13,425 26,851 16,110 10,741 2002 43,253 17,300 43,253 21,625 21,628 2003 80,634 24,189 80,634 32,252 48,382 2004 49,045 9,810 49,045 14,715 34,330 2005 98,123 9,812 98,123 19,624 78,499 2006 57,872 0 57,872 5,787 52,085 2007 Totals 420,372 420,372 171,774 248,598 Normal Cost (Page 3, cell C) Projected Administrative Expense Enter 2006 Admin Exp here: Amortization of Deficit (Total ofOriginaJ Amount column x 0.10) 10% of Surplus (Line7xO.IO) State Fire Aid Member Dues 5% of Projected Assets at December 31, 2007 (Line 4 x 0.05) Required Contribution (Add Lines 15, 16 and 17, subtract Lines 18, 19 and 20) No required contribution due in 2008. 8 115,562 9 4342 4,494 to 42,037 II 0 ]2 100,488 13 40 ]4 62,768 15 (1,203) " Page I Schedule Form for Lump S\1ID Pension Plans Reporting 1 ear 2007 Determination of Plan Liabilities and Reqtired Municipal Contribution for 2008 Relief Association Monticello Fire Relief Association Enter Annual benefit level in effect for 2007: 3,950 (IfYOll change your benefit level before 12/31107, the SC must be recalculated at the new level.) Active Member Information Fire Dept. Leaves To end of2007 To end of2008 Date of En"" of y,= V""" Birth 0", Absence of Accrued of Accrned Name Status mm-dd-yy I mm-dd-)Y (months) Service Liability Service Liabilily I Jay C. Morrell Active 09/03/1942 dS/01l1975 0 33 130,350 34 134,300 2 Michael R Doyle Active 01127/1974 01115/2007 0 1 2,370 2 4,898 3 Donald A Anderson Active 10/05/1969 05/19/2003 0 S 13,193 6 16,195 4 Jason P. Roubinek Active 11106/1974 06/15/2005 0 3 7,505 4 10,270 5 Timothy A Ingle Active 01/30/1971 01/15/2007 0 1 2,370 2 4,898 6 Michael V. Johnson Active 09/02/1956 03/0111981 0 27 106,650 28 IIO,600 7 Matt J. Theisen Active 11103/1956 05/01/1982 0 26 102,700 27 106,650 8 Brad E. Fyle Active 06/17/1957 05/0111984 0 24 94,800 25 98,750 9 Gary J. Host Active 01117/1962 10/01/1985 0 22 86,900 23 90,850 10 Marc A. Simpson Active 02/24/1956 01119/1987 0 2] 82,950 22 86,900 II Lyndon L. Larson Active 02/02/1961 01/19/1987 0 21 82,950 22 86,900 12 Neal B. Kranz Active 04/06/1966 05/0111987 0 21 82,950 22 86,900 13 Steve S. Samuelson Active 06/30/1963 11/22/1987 0 20 79,000 21 82,950 14 Brian K. Stumpf Active 06/14/1962 07/25/1988 0 19 72,838 20 79,000 15 leffE. Michaelis Active 08/02/1963 0110311990 0 ]8 67,071 19 72,838 16 Keith Peterson Active 11/07/1979 01/15/2007 0 1 2,370 2 4,898 17 JeffD. Kranz Active 05/30/1963 05/0111993 0 ]5 51,508 16 56,406 18 Rick T. Lymer Active 04/29/1963 05/0111993 0 15 51,508 16 56,406 19 Todd M. Johnson Active 02/07/1966 05/0 111993 0 ]5 51,508 16 56,406 20 Steve W. Joerg Active OS/24/1963 10/17/1994 0 13 42,265 14 46,768 21 Steve A Hanson Active 06/08/1967 05/01/1996 0 12 37,999 13 42,265 22 Luke G. DaWeimer Active 08/30/1972 05/0 1/1996 0 12 37,999 13 42,265 23 Steve C. Balon Active 06/1011968 01/15/1999 0 9 26,307 10 30,020 24 Nick M. Dahlheimer Active 04/2611974 01115/1999 0 9 26,307 10 30,020 25 Tim W. Ackerman Active 07/30/1972 04/15/2000 0 8 22,752 9 26,307 26 Daryl R. Giles Active 11/02/1968 0111 5/2000 0 8 22,752 9 26,307 27 Shawn G. Leach Active 02/20/1977 09/03/2001 0 6 16,195 7 19,434 28 Daryl R. Dahl SeparatedlNot Vested 07/14/1968 09/03/2001 0 6 0 7 0 29 John P. Bauer Active 07/01/1971 05/19/2003 0 5 13,193 6 16,195 30 Scott N. Douglas Paid 02113/1951 03/01/1976 0 32 0 33 0 31 Jason M. Block Separated/Not Vested 01/29/1978 06/15/2005 0 3 0 4 0 32 Ken Kako Active OS/24/1973 01/15/2007 0 I 2,370 2 4,898 Page 1 8] Choose Status 0 0 82 Choose Status 0 0 83 Choose Status I 0 0 84 Choose Status i 0 0 , 85 Choose Status 0 0 86 Choose Status 0 0 87 Choose Status 0 0 88 Choose Status 0 0 89 Choose Status 0 0 90 Choose Status 0 0 9] Choose Status 0 0 92 Choose Status 0 0 93 Choose Status 0 0 94 Choose Status 0 0 95 Choose Status 0 0 96 Choose Status 0 0 97 Choose Status 0 0 98 Choose Status 0 0 99 Choose Status 0 0 100 Choose Status 0 0 Subtotal of Page 1 Liability - Active Members 1,419,630 ],531,494 Form SC-07 Page 2 Deferred Member Information (fully or pl rtially vested) See separate instructions regarding co npletion of the fields below. 1 J Enter all information as it pertains to this member. Benefit Level Months of @D Member Name: Kevin C. Stumpf at Separation: 2,175 Service Are Paid Minimum Years Required to Vest: 10 DOB: 01107/1960 Deferred Interest Paid @D - Service Dates: Entry: 05/01/1985 Separation: 01/1512003 (Check if offered.) LOAs (in months): 0 Vesting Percent: 88 % If Interest is Paid, Choose Type: - - Total Service: Years: 17 Months (if paid): : 8 ReliefROR up to 5% - 2007 Estimated Liability: 42,985 , Period Interest is Paid: 2008 Estimated Liability: 45,134 Full Months For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: % 2006: 5.00 % - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: % 2007: 5.00%+ - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: 5.00 % - - - - - 1984: % 1989: % 1994: % 1999: % 2004: 5.00 % - - - - - 1985: % 1990: % 1995: % 2000: % 2005: 5.00% - - - - - +This rate of return is calculated using the earnings projected on Page 3 of the Schedule. 2 J Enter all information as it pertains to this member. Benefit Level Months of @D Member Name: Tony J. Bremer at Separation: 2,125 Service Are Paid Minimum Years Required to Vest: 10 DOB: 12/26/1962 Deferred Interest Paid @D - Service Dates: Entry: 12/0111985 Separation: 12/15/2000 (Check ifoffered.) LOAs (in months): 0 Vesting Percent: 80 % IfInterest is Paid, Choose Type: - - Total Service: Years: 15 Months (if paid): 0 Relief ROR up to 5% - 2007 Estimated Liability: 32,546 Period Interest is Paid: 2008 Estimated Liability: 34,173 Full Months For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: 0.00 % 2006: 5.00% - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: 0.00 % 2007: 5.00 %+ - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: 5.00% - - - - - 1984: % 1989: % 1994: % 1999: % 2004: 5.00 % - - - - - 1985: % 1990: % 1995: % 2000: 3.30 % 2005: 5.00% - - - - - + This rate of return is calculated using the earnings projected on Page 3 of the Schedule. Form SC-07 Page 2 3 I Enter all information as it pertains to this member. Bent'it Level Months of @[] Member Name: Gerald J. Sonsteby at S paration: 3,275 Service Are Paid Minimum Years Required to Vest: 10 DOB: 12/12/1964 Deferred Interest Paid @[] - Service Dates: Entry: 05/01/1993 Separation: 06/15/2005 (Check ifoffered.) LOAs (in months): 6 Vesting Percent: 64 % IfInterest is Paid, Choose Type: - - T Olal Service: Years: 11 Months (if paid): 7 ReliefROR up to 5% - 2007 Estimated Liability: 26,768 Period Interest is Paid: 2008 Estimated Liability: 28,106 Full Months For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: % 2006: 5.00 % - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: % 2007: 5.00 010 + - - - - - - ]983: % 1988: % 1993: % 1998: % 2003: % - - - - - 1984: % 1989: % 1994: % 1999: % 2004: % - - - - - 1985: % 1990: % ]995: % 2000: % 2005: % - - - - - +This rate of return is calculated using the earnings orojected on Page 3 oflhe Schedule. 4 I Enter all information as it pertains to this member. Benefit Level Months of IQJ Member Name: at Separation: Service Are Paid Minimum Years Required to Vest: DOB: Deferred Interest Paid IQJ - Service Dates: Entry: Separation: (Check ifoffered.) LOAs (in months): Vesting Percent: % If Interest is Paid, Choose Type: - - Total Service: Years: Months (if paid): Choose Type - 2007 Estimated Liability: Period Interest is Paid: 2008 Estimated Liability: Choose Interest Payment Period For ReliefROR up to 5%, OSA ROR up to 5% or Board Set ROR up to 5% enter interest rates below. 1981: % 1986: % 1991: % 1996: % 2001: % 2006: % - - - - - - 1982: % 1987: % 1992: % 1997: % 2002: % 2007: %+ - - - - - - 1983: % 1988: % 1993: % 1998: % 2003: % - - - - - 1984: % 1989: % 1994: % 1999: % 2004: % - - - - - 1985: % 1990: % 1995: % 2000: % 2005: % - - - - - + This rate of return is calculated using the earnings projected on Page 3 of the Schedule. '. SC-07 Page 3 Unpaid Installments Enter members here who have been paid portions of their pensio1' benefits and still have outstanding liabilities. Birth Entry Separation Amount 2007 Estimated 2008 Estimated Name Date Date Date Previously Paid Liability Liability none 0 0 0 Totals 01 01 " I Form SC-07 Page 4 Calculation of Normal Cost 2007 2008 Total Active Member Liabilities 1,419,630 1,531,494 Total Deferred Member Liabilities 102,299 107,413 Total Unpaid Installments 0 0 Grand Total Special Fund Liability A. 1,521,929 B. 1,638,907 Normal Cost (Cell B minus Cell A) C. 116,978 I Projection of Net Assets for Year Ending December 31, 2007 Special Fund Assets at December 31, 2006 (RF-06 ending assets) d 1,067,833 1 Projected Income for 2007 State Fire Aid (2006 aid may be increased by up to 3.5%) D. 100,488 Municipal / Independent Fire Dept. Contributions E. 0 Interest I Dividends F. 85,000 Appreciation / (Depreciation) G. 0 Member Dues H. 40 Other Revenues r. 6,000 Total Projected Income for 2007 (Add Lines 0 through I) 21 191,528 1 Projected Expenses for 2007 Service Pensions J~ Other Benefits K. 0 Administrative Expenses L. 4,000 Total Projected Expenses for 2007 (Add Lines J through L) 31 4,000 I Projected Net Assets at December 31, 2007 (Add Lines 1 and 2, subtract Line 3) 41 1,255,361 I Projection of Surplus or (Deficit) as of December 31, 2007 Projected Assets (Line 4) 5 1,255,361 2007 Accrued Liability (Page 3, cell A) 6 1,521,929 Surplus or (Deficit) (Line 5 minus Line 6) 7 (266,568) .... ! Form SC-07 Page 4 - Cont. Calcnlation of Required Coutribution Deficit Information - Original Deficit Information - Adjusted Amowrt Retired Amount Retired Amowrt Left Year Incurred Original Amowrt as ofl2/31/06 Original Amount as of 12/31/07 to Retire 1/1/08 1998 53,678 42,945 53,678 48,3]3 5,365 1999 3,713 2,597 3,713 2,968 745 2000 7,203 4,320 7,203 5,040 2,163 2001 26,85] 13,425 26,851 ]6,110 10,741 2002 43,253 17,300 43,253 21,625 21,628 2003 80,634 24,189 80,634 32,252 48,382 2004 49,045 9,810 49,045 14,715 34,330 2005 98,123 9,812 98,123 19,624 78,499 2006 57,872 0 57,872 5,787 52,085 2007 12,630 12,630 Totals 420,372 433,002 166,434 266,568 Normal Cost (Page 3, cell C) Projected Administrative Expense Enter 2006 Admin Exp here: Amortization of Deficit (Total of Original Amount column x 0.10) 10% of Surplus (Line7xO.l0) State Fire Aid Member Dues 5% of Projected Assets at December 31, 2007 (Line 4 x 0.05) Required Contribution (Add Lines 15, 16 and 17, subtract Lines 18, 19 and 20) The required contribution must be made during 2008. 8 116,978 9 4342 4,494 10 43,300 11 0 12 100,488 13 40 14 62,768 15 1,476 Council Agenda - 8/13/2007 12. Consideration of accentin.. Feasibili v ReDort for Fallon A venue Pathwav Imorovements City Proiect No. 200 -12C and Authorizino Prenaration of Plans and SDecifications. (B.W.) A. REFERENCE AND BACKGROUND: The City Council authorized preparation of a Feasibility Report for the above referenced project on July 23,2007. These improvements were requested by a resident in Klein Farms 6th Addition in response to the new bussing restrictions imposed by Independent School District (ISD) 882 that will take effect this fall. The bussing restrictions will require all children living less than one-mile from school to walk to school during the 2007-2008 school year, rather than being bussed as they had in the past. Since Fallon Avenue is a narrow roadway with steep side slopes and no existing pedestrian facilities the resident does not want their young children walking to school on it. Based on Council discussions at the previous City Council meeting the attached Feasibility Report contains several options for constructing off-road pathway facilities. However, the pathway segment that staff recommends constructing this year to address the resident's request is the pathway segment west of Fallon A venue between Farmstead A venue and School Boulevard. This pathway location would allow residents living near the intersection of Fallon Avenue and Farmstead A venue the most direct access to the School Boulevard pathway system and Little Mountain Elementary School. Residents living north and west of Farmstead A venue and Park Drive can currently access the School Boulevard pathway by using the existing sidewalk east of Farmstead Drive. Staff is proposing that any off-road pathway considered for construction be located west of Fallon Avenue. Constructing the pathway on the east side of Fallon A venue was ruled out since it would require the ditch to be filled in and curb and gutter to be constructed along the east side of Fallon Avenue driving project costs up. In addition, these improvements would need to be replaced with the reconstruction of Fallon Avenue when the deep sanitary sewer trunk- line is installed to serve future development to the south. Staff therefore believes it makes more sense to construct the pathway west of Fallon Avenue through Pioneer Park. Two alternative pathway alignments are also addressed in the Feasibility Report. Both of the alternative pathways would connect the sidewalk east of Farmstead A venue to the bituminous pathway on School Boulevard through Pioneer Park utilizing existing easements into the Park. Both could also be constructed as stand-alone projects or in conjunction with the recommended pathway alignment west of Fallon Avenue, depending on the level of service that the Council wishes to provide to residents in this area and to patrons of Pioneer Park. Council Agenda - 8/13/2007 Cost estimates are included in the attached Feasibility Report and include 10% contingency costs and 22% indirect costs to cover fees associated with administrative, engineering, financing and legal items. The estimated cost to construct the recommended pathway improvements along Fallon A venue is $113,987. The cost to construct all segments addressed in the feasibility report is estimated to be $187,945. It should also be noted that pedestrian safety issues along School Boulevard and other corridors leading to School Boulevard from Cardinal Hills and Klein Farms have not yet been addressed by the City. These issues were identified in a study completed for the City by WSB in August if 2005, however they have not been addressed due to a lack of funding. Neither the City nor ISD 882 have identified a means of funding the identified improvements to date, but staff would like to take this opportunity to remind Council that these improvements were identified as being necessary and as such still need to be addressed. B. ALTERNATIVE ACTIONS: 1. Motion to accept the Feasibility Study for City Project No. 2007-12C, and to authorize preparation of plans and specifications for the Fallon Avenue pathway improvements as shown in Feasibility Report Figure A.I. 2. Motion to accept the Feasibility Study for City Project No. 2007-12C, and to authorize preparation of plans and specifications for all pathway improvements as shown in Feasibility Report Figure A.4. 3. Motion to accept the Feasibility Study for City Project No. 2007-12C, and to authorize preparation of plans and specifications for pathway improvements to be identified by Council. 4. Motion to deny the Feasibility Study for City Project No. 2007-12C. C. STAFF RECOMMENDATION: It is the recommendation of the City Administrator, the City Engineer and the Streets Superintendent that the City Council approve alternative action #1. D. SUPPORTING DATA: Feasibility Report for City Project No. 2007-12C FEASlBlLJ REPORT FALLON AVENUE PATHWAY IMPROVEMENTS CITY PROJECT NO. 2007-12C MONTICELLO, MINNESOTA ,~ August 13, 2007 Prepared By: Bruce Westby City Engineer August 13, 2007 ~ Honorable Mayor and City Council City of Monticello 505 Walnut Street, Suite 1 Monticello, MN 55362 Re: Feasibility Report Fallon A venue Pathway Improvements City of Monticello Project No. 2007-12C Dear Mayor and City Council Members: Transmitted herewith is a Feasibility Report for pathway improvements within City right-of-way along the west side of Fallon Avenue from Farmstead Avenue to Pioneer Park, and within Pioneer Park to School Boulevard. 1 would be happy to discuss this report with you at your convenience. Please feel free to call me at 763-271-3236 should you have any questions. Sincerely, City of Monticello ~~ Bruce Westby, P .E. City Engineer cc: Jeff O'Neill, City Administrator John Simola, Public Works Director Enclosure brw CERTIFI ATION I hereby certifY that this plan, specification or report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. ~(L. ~~ Bruce R. Westby, P.E. Date: August 13,2007 Lic. No. 40116 Feasibility Report Fallon Avenue Pathway Improvements City of Monticello Project No. Z007-11C TABLE OF CONTENTS TITLE SHEET LETTER OF TRANSMITTAL CERTIFICATION SHEET TABLE OF CONTENTS 3.1 Project Location ..........................................................................................................5 3.2 Existing Conditions..................................................................................................... 5 1. EXECUTIVE SUlVlMARY................................................................................................ 3 2. INTRODUCTION .............................................................................................................. 4 2.1 Authorization ..............................................................................................................4 2.2 Scope....... ..... ........ .......... ...... ............. ........ ..... ......... .......... .......... ............. ........ ..... ...... 4 3. GENERAL BACKGROUND............................................................................................ 5 4. PROPOSED IMPROVEMENTS ..................................................................................... 6 4.1 Pedestrian Facilities .................................................................................................... 6 4.2 Permitsl Approvals....... ................... ....... ........... ................ ........... .... ....... ............ ..... .... 6 4.3 Right-of- Way/Easements....... .............. ..... .................... ..................... .......... ............... 6 5. FINANCING....................................................................................................................... 7 5.1 Opinion of Probable Cost.........................;..................................................................7 5.2 Funding ...... ........... ..... ..... ....... .... ......................... .... ...... ........ ....... .... ... .... ..... .... ...... ..... 7 6. PROJECT SCHEDULE .................................................................................................... 8 7. FEASIBILITY AND RECOMMENDATION................................................................. 9 Appendix A Project Figures: A.l - Fallon A venue Pathway Layout A.2 - South Park Pathway Layout A.3 - North Park Pathway Layout A.4 - All Pathway Segments Layout A.5 - Pathway Typical Sections Appendix B Opinion of Probable Costs Feasibility Report Fat/on Avenue Pathway Improvements City of Monticello Project No. Z007.l1C Feasibility Report Fallon Avenue Pathway Improvements City of Monticello Project No. 1007-11C Page 3 1. EXECUTIVE SUMMARY City Project No. 2007-12C provides for the construe .on of bituminous pathway improvements within the City right-of-way west of Fallon Avenue etween Farmstead Avenue and School Boulevard, as well as the potential construction of t other pathway segments that would connect the existing concrete sidewalk east of Farmstead A venue to School Boulevard through Pioneer Park utilizing existing pathway easement corridors. The City Council authorized preparation of this report on July 23,2007. The primary focus of this Feasibility Report is in regards to the construction of an 8-foot wide bituminous pathway along the west side of Fallon Avenue to provide a pedestrian connection between Farmstead A venue and School Boulevard, with Pioneer Park serving as the primary pathway corridor. A secondary focus of this report is to examine the potential construction of two other pathway segments that would also provide pedestrian connections between Farmstead Avenue and School Boulevard again using Pioneer Park as the connecting corridor. An 8-foot pathway width is proposed since this is the !typical width for bituminous pathways in the City of Monticello, and will accommodate the eqUipment used by the City for snow and ice removal. ' The engineer's opinion of probable project costs for the proposed improvements, including a complete breakdown of all estimated costs with 10% contingency costs and 22% indirect costs applied, is included in Appendix B of this report. The proposed improvements can be financed by using general fund reserves or Park pathway funds. The construction of all improvements proposed in this Feasibility Report can be completed by November of2007. This project is feasible, necessary, and cost-effective from an engineering standpoint, and can be constructed as proposed herein. Feasibility Report Fallon Avenue Pathway Improvements City ofMonlicel/o Project No. Z007~12C Page 4 2. INTRODUCTION 2.1 Authorization This feasibility report was authorized by the City Council on July 23,2007. This improvement project has been designated as City Project No. 2007-12C. 2.2 Scope This report primarily addresses a pathway improvement project within the City right-of-way along the west side of Fallon Street from Farmstead Avenue to School Boulevard. This pathway project includes construction of approximately 2,000 linear feet of 8-foot wide bituminous pathway, 750 cubic yards of grading, 3 pedestrian curb ramps and other miscellaneous quantities. See Appendix A, Figure A.I. This report also addresses the feasibility of constructing one or two alternate pathway segments to connect the existing concrete sidewalk east of Farmstead Avenue to School Boulevard through Pioneer Park. These pathway segments could be constructed in addition to, or in place of, the primary Fallon Avenue pathway segment. Both would utilize existing pathway easements east of Farmstead Avenue to connect to Pioneer Park. The southerly pathway easement is currently in an unimproved condition between Farmstead Avenue and the westerly limit of Pioneer Park, while the northerly easement contains a 10-foot wide bituminous pathway from Farmstead Avenue to Pioneer Park. Construction of the alternate southerly pathway segment as a stand-alone project would include approximately 2,150 linear feet of 8- foot wide bituminous pathway, 615 cubic yards of grading and 3 pedestrian curb ramps, along with other miscellaneous quantities. See Appendix A, Figure A.2. Construction of the alternate northerly pathway segment as a stand-alone project would include approximately 700 linear feet of 8-foot wide bituminous pathway, 387 cubic yards of grading and other miscellaneous quantities. See Appendix A, Figure A.3. The alternate pathway segments could also be constructed in addition to the Fallon Avenue Pathway segment to provide multiple points of connection between Farmstead Avenue, Pioneer Park and School Boulevard. In this case, the alternate southerly pathway would connect Farmstead Avenue to the Fallon Avenue pathway with approximately 950 linear feet of8-foot wide bituminous pathway, 261 cubic yards of grading, 1 pedestrian curb ramp and other miscellaneous quantities. See Appendix A, Figure A.4. Construction of the alternate northerly pathway would connect Farmstead Avenue to the Fallon A venue pathway with approximately 430 linear feet of8-foot wide bituminous pathway, 167 cubic yards of grading and other miscellaneous quantities. See Appendix A, Figure A.4. Opinions of probable cost and project financing for all proposed pathway improvements are noted in Appendix B herein. 3. GENERAL BACKGROUND 3.1 Project Location The proposed project is located within City right-of-way within the area bounded by Fallon Avenue, F armstead Avenue and School Boulevard. Most of the improvements will occur within Pioneer Park. Project layouts of all proposed and altemate improvements are included in Appendix A of this report. 3.2 Existing Conditions Existing pedestrian facilities include concrete sidewalk along the east side of Farmstead Avenue from Park Drive to School Boulevard, as well as bituminous pathway along the south side of School Boulevard from TH 25 to CSAH 18. Miscellaneous pedestrian curb ramps and crosswalk signing and striping are also located along the Farmstead Avenue and School Boulevard corridors. Staff will salvage and reuse all existing pedestrian facilities with the proposed improvements wherever practical. F easibi/ity Report Fallon A venue Pathway {mprovements City o/Monticello Project No. 2007-11C Page 5 Feasibility Reporl Fallon Avenue Pathway Improvements City of Monticello Project No. 1007-11C Page 6 4. PROPOSED IMPROVEMENTS 4.1 Pedestrian Facilities I The proposed improvements along Fallon A venue include the construction of approximately 2,000 linear feet of 8-foot wide pathway, 750 cubic yards of grading, 3 pedestrian curb ramps, 48 linear feet of crosswalk striping and other miscellaneous quantities. See Appendix A, Figure A.I. Construction of the alternate southerly pathway to connect Farmstead Avenue to School Boulevard would include approximately 2,150 linear feet of8-foot wide bituminous pathway, 615 cubic yards of grading, 3 pedestrian curb ramps, 48 linear feet of crosswalk striping and other miscellaneous quantities. See Appendix A, Figure A.2. Construction of the alternate northerly pathway to connect Farmstead A venue to School Boulevard would include approximately 700 linear feet of 8-foot wide bituminous pathway, 387 cubic yards of grading and other miscellaneous quantities. See Appendix A, Figure A.3. Construction of all pathway segments identified would include approximately 3,380 linear feet of8-foot wide bituminous pathway, 1,471 cubic yards of grading, 4 pedestrian curb ramps, 48 linear feet of crosswalk striping and other miscellaneous quantities. See Appendix A, Figure A.4. 4.2 Permits! Approvals A permit from the City will be required for grading within the Park and our roadway right-of- way. In addition, a NPDES permit from the MPCA may be required for managing stormwater and erosion control depending on which improvements addressed within this report are actually constructed. 4.3 Right-of-WaylEasements No right-of-way and/or easements will need to be acquired to complete the improvements as proposed. Feasibility Report Fallon Avenue Pathway Improvements City of Monticello Project No. 2007-12C Page 7 5. FINANCING 5.1 Opinion of Probable Cost A detailed opinion of probable cost for the proposed pedestrian facility improvements is located in Appendix B of this report. These opinions of probable cost incorporate 2007 construction costs and include a 10% construction contingency cost and 22% indirect costs to cover the indirect costs associated with administrative, engineering, financing and legal items. A rate of 22% was used to cover indirect costs since legal fees will be minimal and engineering costs should be low based on the lack of complexity of the project. The opinion of probable costs for constructing the primary pathway improvements along Fallon Avenue is $113,987. Should construction of any of the alternative pathway segments be considered their probable costs are included in Appendix B of this report. 5.2 Funding The proposed pathway improvements can be financed using general fund reserves or Park pathway funds. Feasibility Report F al/on A venue Pathway Improvements City ofMon#cello Projed No.l007-12C Page 8 6. PROJECT SCHEDULE The proposed project schedule for the improvements outlined in this report is as follows: Council Accepts Feasibility ReportlAuthoriz s Plans and Specs...............August 13,2007 Council Approves Plans and Specs/Authorizds Ad for Bids................ September 10,2007 Receive Bids ..... ..... ..... .... ... ............ ....... ..... .............. ... ........ ... ...... ........... ..... October 2, 2008 Award Contract......... .............. .......... .......... ........ ........ .... .......... ..... .......... .... October 8, 2007 Begin Construction ...... ... ... .......... ............. ............... ............ ..... ... ....... ....... October 15, 2007 Completion of Project ........ ........ ...... ....... ... ... ........... .......... ....... ...... ..... ..November 16, 2007 7. FEASIBILITY AND RECOMMENDATION It is the recommendation of the City Engineer that City Project No. 2007-l2C as outlined in this Feasibility Study is feasible, necessary, and cost-effective from an engineering standpoint. Feasibility Report Fallon Avenue Pathway Improvements CityofMomicel/o Project No.l007-12C Page 9 �i`•�s r'aS �� . r ' �r � ti Z x a•+r " ', 3 4' S r • Y r 1F } - +� OL �. Ir i 1 MR ` � � a• � .• 1 IJ • 1 a s `..� .. '" �. •-' ; � ----• ass ,.,.. a •T _ --=1 � -.;.* ' --•+tom` a� � -..e - „� �_ � �{` � � � = t s - :=,c 4 --°-� �' �..`"'.��.--~-�, ••'fir ' T Y FJ N ,� ..oar- � •w5. � _. g Lr a _ i its b &W- >V .4t , ' T 41 A _ f .. y U _ AMr f , for MAN dk tt 10 501 \ft e . i y n r yi r `• r. r _ "� r = ��:� - __ �'. `jam i. s1.�• „'�r r e-� - -• r � ,1 6 � _y i` �+ � iii �>'� /4 � .. � � � � y •4' F - f .rim •` i l� � .. �• �.. w _ W+' � �._., rte. �� �� , i M �1��'��'R� 3.. a,� ail - ., a .... €. a+ � -�- . •,� -� ��. t ' r ,. �. .+•,�... fly..,...--�,,.._-- r t / r" JT , 46 r 3n �,,.r�` .- � • ids op lit- ko r. sir' � 1 ` � "♦�,,/ � ` - `" � +�, "*' .,�.. wsw � � ' y + , i —� ■ sir a ` nr b i .�. v-a f a.,•, 6 +i C WAW C k J s ✓� �M..* ti a .:50 Ift Page 1 of 2 r ._ v -WCEO FFi 1 �+WAY I Fs c% tj a e iN - + ittpe//156.99.28.84/servlet/com.esri.esrimap.Esrimap?ServiceName=CustomParcel&ClientVersion=3.I& F... 8/9/2007 APPENDIX A Project Figures F eas;bility Report Fallon Avenue Pathway Improvements City of,~fontice/Jo Project I\'o. 1007-12C . WSB & Associates, lne, I I) 1 ~II r i,,~ 1'1' cr l- U-J <J ~l ~ \1', ~ ::> J <r \U1.i ..J~ WO- ~ f= VI II 701 Xenia Avenue South, Suite 300 Minneapolis, MN 55416 763-541-4800 Project Descript on i=="~~.-..j Project No. 2- 7- - "2. co Task Descriptio h:'Prc4-L <:;:!cc.. www.wsbeng.com I ~1, 1/: ~~ \., '''' h ~ " II <0 _, ~:5 /Ii ~0 cJ. - ---........ I j \,-5 ;;/ / ~f , I c\' j - I i' ----*.--- I '1 r: I I'l h ,~ d ,00 H I I - I'{ 1 "~1-1 \ I.J I ! tl ""\- .I <t '2 1 0 :r: l-i }-~ ~IJJ Q.. V I il.J J I ~3 ci!.l I..'llL ,J- t:1- <r ')- <1 1 ~ " OJ ~ " Q. 'i\ U-' j, ---L...._...._ I, I I! eLl; I _ ~J: I -.9 N . <l d , 1\ it) I - !\' J o ~ \ ! , " ---- \/) - I \ ,f "---".!.. I 'f--- f.:N'6, ~W~A-Y Designed By DK~ Checked By Page i ~ , f i [Yll I ~ \ \ 1 ~I tA Li I f I I of I I I i j tit . ~ ~ ~ Ii FeasihiUty Report Fallofl Avenue Pathway Improvements City o/Monticello Project No. 2007-12C APPENDIX B Opinion of Probable Costs SeE" Fre:;,. A, I CP Z007.1ZC PRINTED 8/9/Z007 ESTIMATED QUANTITIES. FALLON AVENUE PATHWAY (FARMSTEAD TO SCHOOL BLVD) (1) TOTAL QUANTITY UNIT PRICE NOTES ITEM NO. ITEM DESCRIPTION UNIT .50 . 0.00 .50 . 1 .00 1 u 3 ,0 . 8. 0 .0 3 6 PROJECT COST ,500.0 2, .00 .0 3. , 5 . 1. .50 O. 5 Z 7 18.0 3 .5 .6 N N 7 0.00 o 575. N L A o 3. . 0 4 TOTAL CONSTRUCTION COST = 10% CONTINGENCY = SUBTOTAL = ZZ% INDIRECT COSTS = TOTAL PROJECT COST = NOTES: 1 ALL PAY ITEMS NOT IDENTIFIED IN THE PLANS SHALL BE CONSIDERED INCIDENTAL TO CONSTRUCTION. Z ASSUMES 0.1 ACRES CLEARING & GRUBBING REQUIRED @ SOUTH END OF PIONEER PARK. 3 ASSUMES ZO" CUT SOUTH OF PARK AND NORTH OF PARK DRIVEWAY, AND Z" CUT IN LOW-LYING PARK AREA. 4 SGB REQUIRED UNDER ALL PATHWAY@ 11' WIDTH x lZ" DEPTH. 5 6" SUBGRADE PREPARATION REQUIRED UNDER ALL PATHWAY@Z'WIDERTHAN PATHWAY EACH SIDE. 6 AGGREGATE BASE REQUIRED UNDER ALL PA THWA Y @ 9.5' WIDTH x 6" DEPTH. 7 ASSUMES 4 - 8" CULVERTS WILL BE REQUIRED UNDER PATHWAY IN LOW.L Y1NG PARK AREA. 8 ASSUMES Z,OOO LINEAR FEET OF PATHWAY WEST OF FALLON AVENUE. 9 ASSUMES 75% OF PATHWAY WILL REQUIRE SILT FENCE ON WEST SIDE TO PREVENT SEDIMENT TRANSPORT. 10 SOD INSTALLED ON ALL DISTURBED AREAS THROUGHOUT PROJECT. 11 CROSSWALK STRlPING@PARKDRlVEWAY. 8' Bit. PathwaY:ll 2000' on Fallon (1,200'low-lylng Parkland & 800' higher elevation land). .5 .00 ,Z 3,6 5, 8. o .0 70 . 7, .00 $84,938.00 $8,493.80 $93.431.80 $ZO.555.00 $113,986.80 . 0 . 0 55. 10. <;ec FrG. At, '2. CP 20~7_12C ESTIMATED QUANTITIES - SOUTH PARK PATHWAY (FARMSTEAD TO SCHOOL BLVD) (1) TOTAL QUANTITY UNIT PRICE NOTES ITEM NO. ITEM DESCRIPTION UNIT 5 .6 3 0 . 0 5 .5 8' 5 6 . 0 9 57. 5 0 5 2. 2 2 5 2 . TOTAL CONSTRUCTION COST = 10% CONTINGENCY = SUBTOTAL = 22% INDIRECT COSTS = TOTAL PROJECT COST = NOTES: 1 ALL PAY ITEMS NOT IDENTIFIED IN THE PLANS SHALL BE CONSIDERED INCIDENTAL TO CONSTRUCTION. 2 ASSUMES 20" CUT IN TRAIL EASEMENT AND NORTH OF PARK DRIVEWAY, AND 2" CUT IN LOW-LYING PARK AREA. 3 SGB REQUIRED UNDER ALL PATHWAY@ll' WIDTH x 12" DEPTH. 4 6" SUBGRADE PREPARATION REQUIRED UNDER ALL PATHWAY@2'WIDERTHANPATHWAYEACHSIDE. 5 AGGREGATE BASE REQUIRED UNDER ALL PATHWAY@9.5'WIDTH x 6" DEPTH. 6 ASSUMES 4 - 6" CULVERTS WILL BE REQUIRED UNDER PATHWAY IN LOW.L Y1NG PARK AREA. 7 ASSUMES 2,150 LINEAR FEET OF PATHWAY REQUIRED. 8 ASSUMES 75% OF PATHWAY WILL REQUIRE SILT FENCE ON WEST SIDE TO PREVENT SEDIMENT TRANSPORT. 9 SOD INSTALLED ON ALL DISTURBED AREAS THROUGHOUT PROJECT. 10 CROSSWALK STRIPING@PARK DRIVEWAY. 8' Bit. Pathway Length = 2,150' (950' Farmstead 10 Fallon & 1,200' along Fallon (0 School Blvd). PRINTED 8/9/2007 PROJECT COST . 0 .5 .50 .50 . 0 . 0 . 0 2 $87,131.00 $8,713.10 $95,844.10 $21,085.70 $116,929.80 ~e'6 FrIO., ~,'3 CP 2007-12C PRINTED 81912007 ESTIMATED QUANTITIES. NORTH PARK PATHWAY (FARMSTEAD TO SCHOOL BLVD) (1) TOTAL UNIT PROJECT NOTES ITEM NO. ITEM DESCRIPTION UNIT QUANTITY PRICE COST I M 1 Sf, 1,5 0.0 AWING BITUMINOUS PAVEM rrr 80.00 2 .5 ~ 7 :;g. 0 3~ 105.522 ~ ICV) 14 112.603 700 5 2211.501 , BASE CLASS 5 MOD. N 56 1 6 2501.511 8"CS I .00 6.0 7 2521.604 6 . 0 $12,312.00 2563.601 1 $250.00 $250.00 SIL , 575. 5 , TYPE LAWN /INCL. o FERn 89 TOTAL CONSTRUCTION COST = $28,711.00 10% CONTINGENCY = $2,871.10 SUBTOTAL = $31,582.10 22% INDIRECT COSTS = $6,948.06 TOTAL PROJECT COST = $38,530.16 NOTES: 1 ALL PAY ITEMS NOT IDENTIFIED IN THE PLANS SHALL BE CONSIDERED INCIDENTAL TO CONSTRUCTION. 2 ASSUMES 20" CUT NORTH OF PARK SHELTER, AND 2" CUT IN LOW.L Y1NG PARK AREA. 3 SGB REQUIRED UNDER ALL PATHWAY@11'WIDTHx12"DEPTH. 4 6" SUBGRADE PREPARATION REQUIRED UNDER ALL PATHWAY@2'WIDERTHAN PATHWAY EACH SIDE. 5 AGGREGATE BASE REQUIRED UNDER ALL PA THWA Y @ 9.5' WIDTH x 6" DEPTH. 6 ASSUMES 1 - 8" CULVERT WILL BE REQUIRED UNDER PATHWAY IN LOW-LYING PARK AREA. 7 ASSUMES 700 LINEAR FEET OF PATHWAY REQUIRED. 8 ASSUMES 75% OF PATHWAY WILL REQUIRE SILT FENCE ON WEST SIDE TO PREVENT SEDIMENT TRANSPORT. 9 SOD INSTALLED ON ALL DISTURBED AREAS THROUGHOUT PROJECT. 8' BIt. Pathway Length :II 700' (430' Farmstead to Shelter & 270' to School Blvd). <;"ec F]:""G.. A, 4- CP 2007 -12C PRINTED 8/912007 ESTIMATED QUANTITIES - ALL PATHWAY SEGMENTS INCLUDED (1) NOTES ITEM NO. ITEM DESCRIPTION . 01 N IN .50 .5 3 0 05. 21 5 3 6 .5 5 UNIT TOTAL QUANlTITY UNIT PRICE PROJECT COST 1 ,5 .00 ,5 0 .0 50. o. 0 1 7.50 1. . 70.0 .5 ,97. 1 . 0 2, 6 119 5 ,0 O. H 5 N 5 .502 1 LA 3. . 0 24 .0 TOTAL CONSTRUCTION COST = 10% CONITINGENCY = SUBTOTAL = 22% INDIRECT COSTS = TOTAL PROJECT COST = $140,048.50 $14,004.85 $154,053.35 $33,891.74 $187,945.09 NOTES: 1 ALL PAY ITEMS NOT IDENlTIFIED IN THE PLANS SHALL BE CONSIDERED INCIDENlTAL TO CONSTRUCTION. 2 ASSUMES 0.1 ACRES CLEARING & GRUBBING REQUIRED @SOUTH END OF PIONEER PARK 3 ASSUMES 20" CUT SOUTH OF PARK AND NORTH OF PARK DRIVEWAY, AND 2" CUT IN LOW-LYING PARK AREA. 4 SGB REQUIRED UNDER ALL PATHWAY@ 11' WIDTH x 12" DEPTH. 5 6" SUBGRADE PREPARATION REQUIRED UNDER ALL PATHWAY@2'WIDERTHAN PATHWAY EACH SIDE. 6 AGGREGATE BASE REQUIRED UNDER ALL PATHWAY@9.5'WIDTHx6"DEPTH. 7 ASSUMES 7 - 8" CULVERTS WILL BE REQUIRED UNDER PATHWAY IN LOW-LYING PARK AREA. 8 ASSUMES 2,000 LINEAR FEET OF PATHWAY WEST OF FALLON AVENUE. 9 ASSUMES 75% OF PATHWAY WILL REQUIRE SILT FENCE ON WEST SIDE TO PREVENIT SEDIMENT TRANSPORT. 10 SOD INSTALLED ON ALL DISTURBED AREAS THROUGHOUT PROJECT. 11 CROSSWALK STRIPING@PARK DRIVEWAY. 8' Bit. Pathway = 2000' on Fallon (1.200' low-lying ParkJand & 800' higher elevation land) + 950' SPark cnxn + 430' N Park cnxn .. 3,380' Low-lying areas = 1,200' + 300' + 250' '" 1,750' F:C-6. A.4- (w( Ad) CP 20 7.12C PRINTED 819/2007 ESTIMATED QUANTITIES.. SOUTH PARK PATHWAY CNXN (FARMSTEAD TO FALLON PATHWAY) (1) TOTAL UNIT PROJECT NOTES ITEM NO. ITEM DESCRIPTION UNIT QUANTITY PRICE COST 2. " ~1,5uU.OO 1 5 ~1 5.5ul ;; '!U 1 ~..OO $2,349.00 , ).0<2 '!U 6 12.50 ~5,325.00 4 _ L"'" 9 $1.50 ~. ,425.00 5 <<11 .5ul 'uN 7 .5 , 6 <0<1'.", L'N' 2. <5 1..02 ~AY ""..", "" $1, 7 <5 1..04 '>In" 9 ,722.00 I <531.0U1 A 61 LIN ., 5 5. 5. <5.'..01 .0 O. . C1N, r , . 7 .5 .luM>ul "'" TV 1<5. 53, TOTAL CONSTRUCTION COST = $38,999.50 10% CONTINGENCY = $3,899.95 SUBTOTAL = $42,899.45 22% INDIRECT COSTS = $9,437.88 TOTAL PROJECT COST = $52,337.33 NOTES: 1 ALL PAY ITEMS NOT IDENTIFIED IN THE PLANS SHALL BE CONSIDERED INCIDENTAL TO CONSTRUCTION. 2 ASSUMES 20" CUT IN TRAIL EASEMENT AND NORTH OF PARK DRIVEWAY, AND 2" CUT IN LOW-LYING PARK AREA. 3 SGB REQUIRED UNDER ALL PATHWAY@11'WIDTHX12"DEPTH. 4 6" SUBGRADE PREPARATION REQUIRED UNDER ALL PATHWAY@2'WIDERTHAN PATHWAY EACH SIDE. 5 AGGREGATE BASE REQUIRED UNDER ALL PATHWAY@9.5'WIDTHx 6" DEPTH. 6 ASSUMES 2 - 8" CULVERTS WILL BE REQUIRED UNDER PATHWAY IN LOW-LYING PARK AREA. 7 ASSUMES 950 LINEAR FEET OF PATHWAY REQUIRED. 8 ASSUMES 75% OF PATHWAY WILL REQUIRE SILT FENCE ON WEST SIDE TO PREVENT SEDIMENT TRANSPORT. 9 SOD INSTALLED ON ALL DISTURBED AREAS THROUGHOUT PROJECT. 10 CROSSWALK STRlPING@PARKDRIVEWAY. S' Bit Pathway Length.. 950' (Farmstead to Fallon Avenue pathway) F'I:'b. AA (wi ~,() CP 2007.12C PRINTED 8/9/2007 PROJECT COST ESTIMATED QUANTITIES.. NORTH PARK PATHWAY CNXN (FARMSTEAD TO FALLON PATHWAY) (1) NOTES TOTAL UNIT UNIT QUANTITY PRICE .0 .5 30 1.5 O. N 7 8. 0 2 ITEM NO. ITEM DESCRIPTION 02 . 05. 4 1. 3 5 6 7 .5 1 5 521. 04 25 A 9 575.5 5 L. 09 TOTAL CONSTRUCTION COST = 10% CONTINGENCY = SUBTOTAL = 22% INDIRECT COSTS = TOTAL PROJECT COST = NOTES: 1 ALL PAY ITEMS NOT IDENTIFIED IN THE PLANS SHALL BE CONSIDERED INCIDENTAL TO CONSTRUCTION. 2 ASSUMES 20" CUT NORTH OF PARK SHELTER, AND 2" CUT IN LOW-LYING PARK AREA. 3 SGB REQUIRED UNDER ALL PATHWAY@ 11' WIDTH x 12" DEPTH. 4 6" SUBGRADE PREPARATION REQUIRED UNDER ALL PATHWAY@2' WIDER THAN PATHWAY EACH SIDE. 5 AGGREGATE BASE REQUIRED UNDER ALL PATHWAY@9.5'WIDTHx6"DEPTH. 6 ASSUMES 1 - 8" CULVERT WILL BE REQUIRED UNDER PATHWAY IN LOW-LYING PARK AREA. 7 ASSUMES 700 LINEAR FEET OF PATHWAY REQUIRED. 8 ASSUMES 75% OF PATHWAY WILL REQUIRE SILT FENCE ON WEST SIDE TO PREVENT SEDIMENT TRANSPORT. 9 SOD INSTALLED ON ALL DISTURBED AREAS THROUGHOUT PROJECT. 8' Bit. Pathway Length = 430' (Farmstead to Shelter). ,5 0.00 ,5 . 2,412.5 ,5 25 . 7. $18,002.00 $1,800.20 $19,802.20 $4,356.48 $24,158.68 Council Agenda - 81]312007 13. Consideration of approvinl!: placement of all-wav stop at the intersection of School Boulevard and Fallon Avenue. (B.W.) A. REFERENCE AND BACKGROUND: On Friday, July 20, 2007 City staff received a petition signed by 171 people from the Cardinal Hills and Klein Farms neighborhoods requesting that the City install stop signs at all legs of the intersection of School Boulevard and Fallon A venue, thereby making it an all-way stop controlled intersection. City staff has also received numerous individual requests in the past from residents to install an all-way stop at this intersection. Recently the Principal of Little Mountain Elementary School also requested that the City convert the intersection of School Boulevard and Fallon Avenue into an all-way stop. This request was based on the fact that Independent School District 882 implemented new bussing restrictions for the 2007-2008 school year. As such all children living less than one-mile from school will no longer be bussed to school as they had in the past. Because of this the school has determined that an additional 161 students could be walking across this intersection each school day, and would therefore like to have an all-way stop. In response to the requests the City completed an all-way stop warrant analysis for this intersection using the new pedestrian numbers provided by Little Mountain Elementary. Based on the new analysis it has been determined that the existing 2-way stop control intersection is working satisfactorily, however the school crossing warrant is now met and as such an all-way stop should be installed on an interim condition until such time that a traffic signal can be installed. The City and School District should therefore begin discussions on the installation of a traffic signal system at this intersection at some point in the future. This time will be determined by future growth and the operation of the intersection as an all-way stop. For more information on this see the attached memo from WSB and Associates. It should be noted that Little Mountain Elementary has a plan in place to provide two adult crossing guards at this intersection both before and after school, and that these crossing guards will stop traffic on all legs of the intersection while the students are allowed to cross two of the legs as needed. This is important to note because even if the City Council approves the installation of an all-way stop at this intersection, the school must still provide adult crossing guards for their students both before and after school. It should also be noted that this intersection was converted to an all-way stop for a period of slightly less than one-year during the recent construction of the CSAH 18 interchange and appeared to operate just fine during that time. Council Agenda - 8/13/2007 Staff is therefore recommending that th~ City Council approve the installation of all-way stop control signing at the intet. ection of School Boulevard and Fallon A venue in an interim condition. If Co cil approves an all-way stop staff can erect the necessary signing within five orking days. Staff will also monitor the operation of this intersection to make sure no operational or safety issues emerge. Again, it is expected that the school will provide adult crossing guards both before and after school at this intersection even after it becomes an all-way stop. B. ALTERNATIVE ACTIONS: 1. Motion to direct staff to revise the intersection control signing at School Boulevard and Fallon A venue to an all-way stop. 2. Motion to direct staff to leave the existing intersection control signing at the intersection of School Boulevard and Fallon Avenue as is. C. STAFF RECOMMENDATION: It is the recommendation of the City Administrator, the City Engineer and the Streets Superintendent that the City Council approve alternative action #1. D. SUPPORTING DATA: Memo from WSB and Associates dated August 8, 2007. ... WSB & As3Odaies. lite. Infrastructure. Engineering. Planning. onstruction 701 Xenia Avenue South Suite #300 Minne.polls, MN 55418 Tel: 783 541-4800 Fax: 783 541-1700 Memorandum To: Bruce Westby, PE, City Engineer, City of Monticello From: Chuck Rickart, PE, PTOE Joel Katz, PE, PTOE Date: August 8, 2007 Re: Intersection Analysis, School Boulevard at Fallon Avenue City of Monticello WSB Project 1160-611 As requested, the intersection of School Boulevard and Fallon Avenue in the City of Monticello (Figure Ion the following page) has been analyzed to determine ifit meets the MnMUTCD all-way stop or traffic signal warrants. Inil21ld Filc:i\OtKIIW:mDl5 Anal)Sis (SdIool. CmssiIS}(2).dIx: Figure 1. Project Location C:IDoo:.:wneuIll<DI.Settinp\J:lruce._by\Lo<;alStltings\TllIlI~ In<<m<:l filesIOLK1\W.....t5 Aludj'Sis (School. CnJSI'iDg) (2).<loe C:I.D<Jaunatt!a:ldSliltings\bruu."eslbYILoclllSliltinplTeIlqlOI'Wy Bruce Westby School Crossing Signal Warrant Page 2 Traffic Volume Data Traffic volumes were taken from a WSB 48-hour tube cqunt taken on December 13 and 14, 2006. For purposes of this analysis, the volumes from 8:00 to 91:00 a.m. were used. Pedestrian volumes were provided by Independent SchoJl District 882 in Monticello. The pertinent pedestrian data is shown below: Fallon Ave. 21 Veh. ~ 30 Peds. 255 Veh. - Blvd. --+ 284 Veh. 78 Peds. 131 Peds. t 48 Veh. Traffic and pedestrian volumes at the intersection of School Boulevard with Fallon Avenue, 8:00-9:00 a.m. Intersection Control Analvsis The traffic control at an intersection is critical to the operation of both intersecting roadways. If incorrect traffic control is installed for the existing traffic conditions and topographic characteris- tics of the intersection, unnecessary delay and crashes could occur. The traveling public, especially persons not familiar with the area, typically drive based on instinct. Drivers subcon- sciously evaluate their surroundings to determine what type of intersection control should or should not be located at an intersection approach. It is very difficult to determine what correct intersection controls should be; however, several factors should be evaluated when determining intersection control. These include: Traffic Conditions - Traffic volume, speed of traffic approaching the intersec- tion, the number ofturning vehicles at the intersection, and vehicle make up (Le., trucks, buses, etc.) Topographic Conditions - The grade of each approaching roadway, location and size of adjacent buildings or structures, angle of the intersection, geometrics (i.e., number of lanes), and if a school or park is located near the area. Human Factors - The age of drivers, how the driver responds to certain situa- tions and physical attributes of the driver. Based on these conditions and factors, potential intersection control can be evaluated and determined. Several techniques can be used to determine what kind of intersection control is warranted at specific intersections. When developing an assessment of an intersection for all-way stop or signalization, the traffic conditions and topography conditions can be used quite readily in the review procedure. The human factors are very difficult to define and evaluate as part of the analysis procedure. Therefore, engineering judgment should be used when evaluating the human factors of the analysis procedure. This procedure in evaluating the need and location of all-way stops or traffic signal control can be found in the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). The requirements for each are discussed below: Bruce Westby School Crossing Signal Warrant Page 3 All-Way Stop Sign Control Warrant No. I. Where traffic signals are warranted and urgently needed, the all- way stop can be an interim measure; or Warrant No.2. An accident problem indicating that five or more reported accidents per year, correctable by all-way stop installation; or Warrant No.3. Vehicular volumes: a) A total vehicular volume entered the intersection from ap- proaches must average at least 500 vehicles per hour for 8 hours of an average day; and b) The combined vehicular and pedestrian from the minor street or highway must average at least 200 units per hour for the same 8 hours, with an average delay of the minor street vehicu- lar volume of at least 30 seconds per vehicle; however, c) When the 85th percentile approach speed of the major street traffic exceeds 40 mph, requirements can be reduced to 70%. Based on the criteria discussed above, the intersection of School Boulevard at Fallon Avenue would not justify all-way stop signs, It should be noted that studies conducted throughout the country have concluded that installation of stop signs where not warranted or justified, can cause additional crashes and create enforcement issues for local officials. Studies have also concluded that the use of stop signs as speed reduction measures has not worked. In fact, it has been found that speeds near intersections have actually increased. In addition, if stop signs are installed at locations where they are unnecessary, the traveling public, over time, will begin to ignore these signs. Traffic Signal Control Warrant No. lA, Minimum Vehicular Volume, is intended for application where the volume of intersecting traffic is the principal reason for consideration of signal installation. This warrant is met when, for each of any 8 hours of an average day, the traffic volume on the major street totals at least 500 to 600 vehicles per hour based on number of lanes (total of both approaches); and the minor street traffic volume totals at least 150 to 200 vehicles per hour, also based on the number of lanes (sum of one approach only). Warrant No. IB, Interruption of Continuous Traffic, applies to a condition where the traffic volume on the major street is so heavy that the traffic on the minor intersecting street suffers excessive delay or hazard in crossing the major street. This warrant is met when, for each of any 8 hours of an average day, the traffic volumes on the major street totals at least 750-900 vehicles per hour based on the number oflanes (total of both approaches); and the minor street traffic volume totals at least 75 to 100 vehicles per hour, also based on the number oflanes (sum of one approach only). Int=ctfik5'OlitI\WomlIl!SAoal)osi.(SdllloICromogl12).doc C,\DocumeQtslnlS<<tings1bruo:e...liStby\LocaI S.mnIl"\T~ Bruce Westby School Crossing Signal Warrant Page 4 Warrant No. IC, Combination of Warrants, is meti where no single warrant is met, but where Warrants I and 2 are satisfied to the extent of80% or more of the stated values. Warrant No. 2, Four Hour Volumes, maybe met when each of any 4 hours ofan average day, when plotted, fall above a specified curve in the MUTeD, Figure 4-7. The plotted points represent the vehicles per hour on the major street approach (total of both approaches) and the corresponding vehicles per hour on the higher volume minor street approach (one direction only). The lower threshold volume for a minor street approach with one approach lane is 100 vehicles per hour. Warrant No. 3B, Peak Hour Volume, is intended for application when traffic conditions are such that for one hour of the day, minor street traffic suffers undue traffic delay in entering or crossing the major street. This warrant is met when anyone hour (4 consecutive 15-minute periods) of an average day falls above the curve, referenced in Warrant No.9 as Figure 4-5. Warrant No.. 5, School Crossing Warrant, the need for a traffic control signal shall be considered when an engineering study of the frequency and adequacy of gaps in the vehicular traffic stream as related to the number and size of groups of school children at an established school crossing across the major street shows that the'numberof adequategaps"inthe traffic"Streamduringthe-period when the children are using the crossing is less than the number of minutes in the same period and there are a minimum of20 students during the highest crossing hour. Warrant No.7, Accident Experience, is met when five or more crashes, of types susceptible to correction by traffic signal control, have occurred within a 12-month period along with the intersection meeting minimum vehicular volumes. A right angle crash is typically considered a correctable crash. The attached crash investigation worksheet illustrates the total number of crashes per year. Based on the traffic volumes, crashes and roadway geometrics, the intersection meets the requirements for signalization based on the above warrants. The following table outlines the requirements for each warrant and the number of hours the intersection meets each warrant. Table 2: Traffic Signal Warrant Summary Warrant 1A - Minimum Vehicular Volume 18 - Interru tion of Continuous Traffic 1 C - Combination of Warrants 2 - 4-Hour Volume 38 - Peak Hour Volume 5 - School Crossin Walk Hours Re uired 8 8 8 4 1 1 Hours Met o o o o o 1 Assumptions and Related to School Crossing Warrant Analysis - Approximate crosswalk length is the width of two traffic lanes plus a shoulder on each side: 2(12 + 6) = 36 feet (assumed width) - 90% of the students approaching the school arrive at the crosswalks within a 20-minute period (assumed) . Given the assumption of the 20-minute student arrival period, traffic volumes were reduced accordingly, i.e., the 8:00-9:00 volumes were reduced to one-third of the recorded volumes. Inrtno:t FileslOLKi\WlIlTml: ~ AllllIysio (SclIooI Crossing) (2).doc C\Dreuml2ll:SlIIdSettinp'.bruce.W\S\by'.LocalSdtingsITempormy Bruce Westby . School Crossing Signal Warrant j Page 5 The critical movement is the crossing of School B ulevard (the "major street" as per Warrant 5) as the road has a significantly higher traffic volume than Fallon Avenue, and it has the highest pedestrian volume of the three pedestrian cross walks. Approximately 10% of the opposing traffic on School Boulevard arrives at the crosswalk at the same time (assumed); therefore, the traffic volume has been reduced, accordingly, for the purposes of determining the number of gaps in traffic at the crosswalk. No provisions were made for turning movements. (In that respect, the analysis results are conservative.) A straight-line distribution of the gap times was assumed (i.e., the longest gap was twice the average time and the shortest gap time was zero. (This also puts the analysis results on the conservative side as it is most likely that the gap times would actually be bunched toward the average with fewer of them at the extremes.) Calculations The fo!I.o~i!1.s. formula for thecri!ic~!gap was taken from the 2000 edition of the Transportation Research Board's Highway Capacity Manual: Ie = USp + Is where: Ie = critical gap in seconds, L = length of the crosswalk in feet, Sp = walking speed (assumed to be 4.0 ft/sec for students), and Ts = startup and clearance time (assumed to be 5.0 seconds) With the values from the assumptions, above, the calculation is as follows: Ie = 36/4 + 5.0 = 14.0 seconds. To account for the assumed peak 20-minute student arrival period and the assumption that only 90% of the students arrive during that peak as indicated in the assumptions above, the volumes were reduced to the numbers shown in below. Fallon Ave. 7 Veh. ~ -+ 95 Veh. 27 Peds. 85 Veh. - Blvd. 70 Peds. 118 Peds. t 16 Veh. Traffic and pedestrian volumes reduced to account for the twenty-minute arrival period for the students and the assumption that only 90% of the students arrive during that period. From the volumes shown in Figure 3, the total volume of traffic on School Boulevard is: 95 + 85 = 180 vehicles With the assumption that 10% of the traffic in opposing directions on School Boulevard arrive at the Fallon Avenue intersection at the same time, the total volume for the warrant calculations was lIIltmelfillSlOLKLIW,.,-.nSAaal,sj.(SdlooICmaingj12).OOc C:\Docwni:u"<mdSmio.gSolInM;e...~SeltiIlplTalIpOl'frY Bruce Westby School Crossing Signal Warrant Page 6 reduced to 90% of the actual20-minute volume: 0.9 (180) = 162 vehicles crossing Fallon Avenue during the 20-minute student peak The number of gaps is equal to the number of vehicle crossings minus I: 162 - I = 161 gaps in traffic on School Boulevard at the Fallon Avenue crosswalk during the 20- minute peak The average time of the gaps is equal to the length of the time of the sample divided by the number of gaps: 20 minutes x 60 seconds/minute + 161 gaps = 7.45 seconds/gap The figure below is a representation of the assumed straight-line relationship between the number of gaps and the size of each gap in seconds. x represents the number of gaps greater than 14 seconds (the critical gap as calculated above). The average time of the gaps is 7.45 seconds. The straight line thus assumes a range from 0 seconds to 14.9 seconds. A ratio equation identifies x: 14/(161-x)=14.9/161 '...... Solving for x: x = 161 - [161(14)114.9] = 9.7 - 10 gaps> 14 seconds Critical Gap (14 sec) 14.9 sec ( 161 gaps ) Straight-line representation of the number of gaps to the size of each in seconds during the 20-minute time period covered in this analysis. According to the criteria covered in Traffic Signal Warrant 5 for application at school crossings, a signal is warranted at the intersection of School Boulevard and Fallon A venue as the number of adequate gaps (10, each greater than the critical gap time of 14 seconds) is less than the number of minutes in the analysis period (20). The number of students crossing School Boulevard during that period (118) is far greater than the number required by the warrant (20). As indicated previously, a straight line distribution was assumed for the gaps. The actual distribution would not be expected to be a straight line; however, given that 180 vehicles arrive in the 20-minute period, an average arrival rate of nine vehicles per minute or one vehicle every 6.7 seconds, makes it rather unlikely that there could be a significantly greater number of gaps at the high end. The number of acceptable gaps would have to double to 20 in order for the intersection to fail to meet the warrant. As it is likely that most of the gaps would tend to be clustered closer to the average rather than to the possible extremes, it seems to be reasonable to conclude that there would actually be fewer acceptable gaps rather than more of them under actual conditions. A field investigation tabulating the actual range and value of gaps would verify the certainty of this conclusion and would be consistent with the usual practice of tailoring a warrant analysis to actual conditions at an intersection. lIlIemo:tF~fII\OlKl\WlJlflm5Allalysi.(ScllooICn:lSSing)(2l.Joc C'\Ilocumm.ts3ldSeninplllruce.weslb)iUx:aJS.mnS'lT~ IPlmlel FihsIQLKJ\Wllrt'at S ADBIl"is (Scbool Crossing} (2).doc C'\Docum.....tslDls.mng'llbrul:e..welRby\LocaISellings\i~ Bruce Westby School Crossing Signal Warrant Page 7 ConclusionslRecommendations I Based on the warrant study for both all-way and traffic signal control, the following conclusions can be made: . The existing two-way stop condition is operating at an acceptable level of service. . The stop-sign warrants for an all-way stop are not met; however, use of the all-way stop as an intermediate condition prior to signal installation could be accommodated. . Based on the traffic and pedestrian data, the school crossing warrant is met at the intersec- tion. Based on the conclusions discussed above, the following recommendations are made: 1. Install "Stop" signs on the School Boulevard apprbaches to Fallon Avenue. Also install "all-way" signs under all stop signs. 2. Install "Stop Ahead" signs for the School Boulevard approaches. 3. Install a temporary "Traffic Control Change Ahead" sign on School Boulevard for both approaches to Fallon Avenue for a minimum of two weeks. 4. Begin discussion with the School District for the installation of a traffic signal system at School Boulevard and Fallon Avenue. 14. Review of Assessment Polk Re Proiect No. 2007-01C) (WSB) Council Agenda: 8/13/07 of Monticello A. REFERENCE AND BACKGROUND: This issue came to light with the 2007 Stre. t Reconstruction Project. The City Council has been addressing the policy of charging multiple assessments for multiple driveways to a single housing unit. The City Council previously took action that existing homes which have multiple driveways will be charged a single assessment for the street reconstruction program. The Council is not advocating that the policy of allowing one driveway for an individual unit be modified for new construction. The Council further suggested that staff review previous reconstruction projects to determine if other property owners were charged multiple assessments for multiple driveways. We took Council direction to be that the Council wanted to review single unit properties with multiple driveways and not twin home or town home units that serve multiple property owners. The following is a summary of our investigation: 2003 Reconstruction Proiect All multiple charged assessments were for duplexes or town houses. 2004 Reconstruction Proiect No dual driveway assessments. 2005 Reconstruction Proiect There are five units that were assessed contrary to the new policy. 1. 1101 River Street West - Loop driveway from River Street to Oak Lane 2. 1029 River Street West - Loop driveway from River Street to Oak Lane 3. 1116 Sandy Lane - Driveways to attached and detached garages 4. 1101 Broadway Street - Loop driveway from Willow Street to Broadway Street 5. 900 River Street West - Driveway to the garage and a separate one to a basement rental unit 2006 Reconstruction Proiect No issues. 2007 Reconstruction Proiect Five properties previously discussed. Of the properties listed, the 900 River Street West parcel does have a tenant that may not meet the criteria for the policy. Council may want to also address that the additional assessment can be waived if the home comes into compliance with driveway construction and possibly a minimum width. C LlJMumenlS and Setlingslda.......gro.rsinger\Loca1 Serrlng.!ll'emporory Interner FilesDlKB3'AGN rr"f-RevlewAssmntPoIReMuJtD\\(lys-081 307.dDc Council Agenda: 8/13/07 B. ALTERNATIVE ACTIONS: 1. Revise policy to address issues with ental units, driveway width, and surface. The new policy will be in place for I driveways currently in place as of the Council meeting. 2. Do not revise the assessment approach. C. STAFF RECOMMENDATION: Council should give the staff direction for revising assessments previously levied along with addressing design considerations for second driveways: . Should properties with a rental space with two driveways pay one or two assessments? . Should the City restrict the width of second driveway? . Should the City require a paved surface on at least a non-erosive surface? D. SUPPORTING DATA: May 29,2007 Agenda Item: Consideration of Assessment Policy Regarding Multiple Driveways C: t/klcumerUs aM Sem'ngs'JaI<tl_grossll/'ge~11ocaJ SeuillgslTemporary interne' F1k$'OLKB3IAGN lTM-fule'NAssmruPoIReMuillfiuyS-0813Q7.Mc C'Docum,m/sand Sl'tlillgsdtl""l-gro.!$inger\Local Se!lhlgJITemporary IM/ernel FlJeslOLKBJiAGN rrMAITACH-MulrDmrysAssessl'tJlky0529(J7-081](J7.ikx 11. Consideration of Assessment Policv Rel!ardinl! MultiDle Drivewavs (WSB) A. REFERENCE AND BACKGROUND: Since the City has been completing street reconstruction projects, the policy for properties with multiple driveways was to charge the property owner two assessments. The other option was for the property owner to remove the extra driveway which would remove the extra assessment. While we have had several complaints in the past, the Council has not modified this assessment approach. Over the past four years we have had approximately seven property owners be assessed for two assessments. Some of those may have been for extra wide lots, but we have assessed some property owners according to this policy. This year's project generated a few complaints on this policy. There are five properties with dual driveways that include the following details: . 1803 River Street - Horseshoe driveway with two 12-foot street connections. . 1707 River Street - Two separate driveways to separate locations (14 feet and 24 feet). . 117 Hillcrest Road - Two driveways - River Street (14 feet) and Hillcrest Road (16 feet). . 1603 River Street - Two driveways - River Street (10 feet) and Hillcrest Road (18 feet). . 1413 Hilltop Drive - Horseshoe driveway with two 12-foot street connections. There are many different ways to address this issue, but it is most important that we are consistent in our approach. The Council previously discussed that the horseshoe type driveway was designed in that manner for the particular lot when the home was constructed. Both of those, in this project, have narrow driveways that encourage one way traffic. There are two of these on our project, 1803 River Street and 1413 Hilltop Drive. The other properties all have second driveways to access a separate location or structure on their lot. Two ofthese locations, 117 Hillcrest Road and 1603 River Street, have driveways on two separate streets. The final location, 1707 River Street, has a second driveway to serve the rear of the home. It is apparent that the two uses are very different and maybe should be treated differently. We have provided three alternatives for your review. B. ALTERNATIVE ACTIONS: 1. Follow the policy and charge properties a full assessment per driveway. 2. Modify the policy to exempt inplace horseshoe style driveways that serve as the primary access to a home and garage. 3. Modify the policy to exempt all multiple driveways and charge the street assessment per each residential home. C:'!>xw",nls anti Serlillgs.oown.gmsri"K"rlLocal Selll"gs\temporary lruernel FUeslOLKB3IAGN OM A ITACH-MultDwaysAssessPolky05291)?..{)813Q7.doc C. STAFF RECOMMENDATION: The intent of the policy is to limit the number of driveway accesses and separated structures. It seems reasonable that the two 1l0rseshoe style driveways were developed specific to these homes when they were constructed. I would recommend that the Council consider Alternative 2 which would give consideration to the horseshoe style driveways, but would charge the true second driveways an additional assessment. D. SUPPORTING DATA: Figure I - Multiple Driveway Lots Council Agenda - 08/13/2007 15. Review of proposal from CBI to reduce liquidated damal!:es and repaintinl!: 10l!:0 on the water tower at Jefferson Commons. City Proiect #2004-30C. (1.S.) A. REFERENCE AND BACKGROUND: In December of last year the City Council reviewed the work completed on the water tower through December I, 2006 at which time the water tower could have been cleaned and filled but the cold weather would have made cleaning the tower almost impossible due to freezing conditions. In addition, it would be very difficult to put the tank on line and let it sit for a day or more under cold temperatures while the bacteria analyses were performed. At this meeting Mark Rolfs from Bonestroo suggested suspending liquidated damages until March 15, 2007 and reinstate them at a later time if at that time the tower was not up and on line. The City Council voted to suspend liquidated damages for final completion until June I, 2007 and if the tower was not in operation by March 15,2007 liquidated damages would be retroactive to December I, 2006. Work on the project started again in late February and the tank was filled on March I, 2007. Bacteriological tests were taken the next day and our notes indicate that the tower was put on line on Monday, March 5, 2007. This would have been substantial completion. There were numerous punch list items yet to be taken care and all but a couple of minor items were completed on July 27,2007. This missed the June 1st date by almost two months. Based upon our analysis we find numerous errors in CBI's attempt to rationalize the project as a working day contract. The original substantial completion on the project was September I, 2006 and final completion was to be October 30, 2006. It is the opinion of City staff that there is no rationale to reduce the liquidated damages and there may even be rationale to increase the liquidated damages as the project was not totally complete until July 27,2007. In regard to the size of the logos the painter has indicated that when he bid the project he scaled the logo size off of the sketch drawings included with the project. The standard procedure after submittal of the design drawings from CBI would have been to submit shop drawings of the proposed size and colors for the logo and this was not done. The painters cost to paint the logo may have been slightly more than his original bid ifhe had submitted the shop drawings and put the correct size logos on the tank. The $22,000 we are retaining for the correct size logos covers not only the work but also the cost of KLM's inspection services during that period of time. There may be some rationale to reduce the retainage for the logo by $2,000 - $4,000. B. ALTERNATIVE ACTIONS: I. The first alternative is to not reduce the liquidated damages from the $45,500 claimed for 2006 but to reduce our request for retainage for the logos from $22,000 to $18,000. 2. The second alternative would be to not reduce the retainage for 2006 and also to request liquidated damages for that period from June I to July 27,2007 for the final completion but to reduce the retainage for the logo from $22,000 to $18,000. 3. The third alternative would be not to reduce the liquidated damages for 2006 and to claim Council Meeting - 8/13/2007 additional liquidated damages for final completion from June 1 to July 27,2007 and not to reduce the retainage for the logos, keeping it at $22,000. 4. The fourth alternative would be to reduce the liquidated damages and/or the amount withheld for the improper size logos as the Council sees appropriate. C. STAFF RECOMMENDATION: It is the recommendation of the Public Works Director, City Engineer and Water Superintendent that we do not reduce the liquidated damages we are currently holding but reduce the retainage for the logos from $22,000 to $18,000 as outlined in alternative #1. Should CHI wish to take this further we certainly have the right to go back to all of the liquidated damages we're entitled to. Because there is a possibility of this moving to litigation I have included our analysis of CHI's request in an envelope under separate cover marked "Confidential". This information will be delivered to the City Council, City Attorney and City Administrator. A representative from Bonestroo will be available at Monday evening's meeting. Mark Rolfs is off on sick leave at this time. D. SUPPORTING DATA: Copy of request from CBI. City Council Agenda - 08/13/07 16. Consideration of a reauest for waiver of deposit reauired for a review of Conditional Use Permit for a Proposed Open and Outdoor Stora2e Use in a B-3 (Hi2hwav Business) District. Applicant: Olson Propertv Mana2ement (AS) A. REFERENCE AND BACKGROUND The applicant is requesting that the City Council waive the planning application review deposit required as part of the application process for conditional use permit. The deposit required for the application is $2000. In early July, Mark Olson of Olson Property Management/Olson Electric, approached City staff regarding the possibility of leasing the Olson Electric outdoor storage area located at 19 Sandberg Road for the storage of impounded vehicles for a local towing company. In staff's initial conversations with the applicant, it was indicated that a conditional use permit would be required to allow any expansion or intensification of outdoor storage on the site. At that time, CUP checklists and application requirements were provided and explained. A pre-design meeting was also recommended. The applicant indicated that no exterior site alterations were proposed for signage, landscaping, building elevations, etc. Staff noted a narrative describing those items in relationship to the CUP checklist would be needed. The applicant also indicated at that time that he was concerned about the amount ofthe required planning application review deposit. On July 11 th, 2007, Olson Property Management provided an application and site survey for a Conditional Use Permit for Open and Outdoor Storage. No application fee, deposit, or other plans were provided at that time. On July 18th, the applicant supplied the required application fee with a letter indicating that they were choosing not to provide the deposit without an itemized listing of fees. In response to submitted application materials, staff sent a notification of incomplete application on July 23rd, 2007. The letter reiterated that during conversations with the applicant, staff indicated very clearly that the $2000 deposit was to cover the expenses of reviewing the CUP plarming application, both at a staff and consultant level. Furthermore, it was explained in both written and verbal conversations with the applicant that the $2000 is the best estimate available regarding the amount of time required to review the application. The applicant has commented that because there was previously a conditional use permit granted for the same type of storage at the same location, this application is relatively straightforward and should not require an extensive review. In fact, a conditional use permit for outdoor storage of impounded cars was granted to this site in 1994. At that time, Jerry's Towing occupied a portion of the Olson Electric Building. The 1994 conditional use permit was granted based on the outdoor storage as an accessory use. However, due to non-use of this storage type, that CUP lapsed. Reestablishment of the same type of storage use requires a new conditional use permit. In relationship to a new CUP, planning staff have preliminarily noted numerous site issues for consideration, including: City Council Agenda - 08/13/07 . This property, formerly a remote part of the community in 1994, is now in the middle of one of the busiest commercial areas in the City. Staff will need to consider the land use implications of an impound lot in this location. · Environmental regulations have changed since the previous permit; proximity to a wetland, stormwater management, etc, are all impacted by this type of use. · Access and circulation in that area has changed dramatically over the last decade. The access road runs through a busy commercial area to intersect with a major collector roadway which will serve as the City's primary south parallel collector to the interstate. Given these issues, and others not yet noted, Council is asked to consider whether waiver of the deposit is acceptable. Again, there will be both staff and consultant costs involved in reviewing this application. The application fee does not cover those costs. (The fee covers publication of public hearing notices and copying and mailing of notices.) B. ALTERNATIVE ACTIONS I. Motion to waive the planning application review deposit and require that the applicant pay all staff and consultant review fees at the time of project completion and reconciliation. 2. Motion to deny waiver of planning application review deposit. 3. Motion of other. C. STAFF RECOMMENDATION Staff does not recommend waiver of the planning application review deposit. First, staff maintains that all applicants should be treated equally and that requirements for applicants should be applied equally. A deposit of this type is required of all applicants, based on the size of their development. Requiring a deposit for one applicant over the other could be construed as prejudicial. Second, costs will be incurred in the review of this application by staff and consultants. It can be difficult to collect these costs from the applicant after approval, as evidenced by approvals and unpaid costs for the Insignia and Hidden Forest projects. While it is understood that $2000 can seem like an undue burden on a small business, these review costs are kept to a minimum. Lastly, although the ordinance allows the applicant to request a waiver, Council may want to consider whether waiver of this deposit will set a precedent and create opportunity for future waiver requests. D. SUPPORTING DATA Exhibit A: Exhibit B: Exhibit C: Site Location Map Memo Regarding Application Status - 08/08/07 Applicant/Staff Communications 07/18/07 07/23/07 Waiver Request Site Images Exhibit D: ,art, �� '. .� s.. - ":.: `'w.,, •,°.,.�+ �. � . .. Mr • a S n . � m � ��• 4� w i �. � � . %k F ,� , 1 114 A e . ' .F A. ...mn� _' -'—,un.« -t -.s: ° �«'BMW i1%• '�A F. M ��t �,+,�' f,. - . �,.�: <t �' _ •{ a$ .�.4M in � a L « 4 .• 3 i 3 1, ,f. Yr '' s. .dw.w=+Sv:.• �-..r'�IWaG>-'^-r.t'l:'� .. ,i Y-' � ✓ yy9. P �9�+" �5.. .a .y o4 s RINI ING 40 AS� 31 ,ymay .��rr M� v. F .r ~~~ ~ > > From: Mark Olson [mailto:markolson@tds.net] > Sent: Monday, August 06, 2007 6:06 PM > To: Angela Schumann > Subject: Jerry's Towing > > > > Dear Angela, > > > (Jerry's > > Jerry has space inside our building for an office. > > > > > > > > > > The only reason for going to the council meeting is that I > feel that giving the City of Monticello a $2,000.00 check for > reviewing this application. Nothing has changed from the last permit > we had. As we discussed on the phone Towing) having space inside Ollr in regards to Jerry Foley building. The fenced in area that he is using has not changed since he was a tenant many years ago ( Check your file) other than that we have installed 3 loads of crushed concrete on top of class 5 for weed control and to minimize any rutting of the area. This was suggested last year when I talked to John Simola (Public works director) at that time we where discussing and looking at the Idea of moving the fence to a different location on this property. > > The feel the review process could not take anymore than > 15 to 30 > minutes. I may be wrong in this but I feel I need more clarification > from the council. > > > We are at this time talking > further development and Mr. > As you know > this is a long process, > date in regards to that > > Sincerely > with a general contractor/architect Foley is a part of this plan. for and we will project. be in touch further at a later > Mark D. Olson > > > > Olson Property Management Inc. > > > > > 19 Sandberg Rd. Monticello, MN 55362 > 763-295-2690 > > > > > 763-295-2691 Fax J ~. h, ...... to-. OPM Olson Property Management, Inc. 19 Sandberg Road, Monticello, MN 55362 763-295-2690 * Fax 763-295-2691 July 18,2007 City of Monticello 505 Walnut Street, Suite 1 Monticello, MN 55362 Att'n: Angela Re: Conditional Use Permit Dear Angela: As previously discussed, the City of Monticello has requested a deposit of $2,000.00. This deposit would be for fees that are not disclosed at this time. We asked what these fees might include, and you weren't sure. Please send us an itemized list of these fees. At this time, we are enclosing a check for the Conditional Use Permit Application fee of $200.00. ~~ ~ Mark D. Olson, president --- Olson Property Management, Inc. ~ ~~...... c.. OP1tf Olson Property Management, Inc. 19 Sandberg Road, Monticello, MN 55362 763-295-2690 * Fax 763-295-2691 July 18, 2007 City of Monticello 505 Walnut Street, Suite 1 Monticello, MN 55362 Att'n: Angela Re: Conditional Use Permit To Whom 1t May Concern: As discussed with Angela, Jerry's Towing will be leasing half of our enclosed fenced-in area. Mr. Foley will be leasing this space on a year-by-year basis for use as an impound lot. Angela had asked whether there would be office space available for him. It is also his intent to lease office space from us. At this time there is no space available, however there will be in the next few months. As Mr. Foley has expressed a desire to relocate to this facility, we are looking into different options to accomplish this. At this time we are in contact with a general contractor to discuss land development for our acreage. This process will be undertaken this fall. If you have any questions, please feel free to contact me at 763-295-2690. ~/ Mark D. Olson, president Olson Property Management, Inc. ~...""..". c. V; / / ] /{/{j' X'/,fr\! //5,";() \. IY 'Il t L July 23rd, 2007 MONTICELLO co~ ~ Mark Olson Olson Property Management 19 Sandberg Road Monticello, MN 55362 RE: Application for Condition Use Permit for 19 Sandberg Road Dear Mr. Olson, Thank you for your application for conditional use permit for the property located at 19 Sandberg Road. Unfortunately, at this time, the application cannot be accepted. In the July 18th, 2007 letter submitted with the application fee, you indicated that I had said I wasn't sure what the required application deposit of $2000 was for. That is incorrect. In my conversations with you, I indicated very clearly that the deposits were to cover the expenses of reviewing your application, both at a staff and consultant level. The application also states that the deposit covers costs of reviewing the application. However, I did indicate that I was unsure of what those costs would total. In short, I cannot provide to you an estimate of costs to be expended in the specific review of your application. I can only tell you that the deposit required is based on the costs most likely to be incurred in the review of projects of applications of similar size (acreage). To re-state, the planning application deposit is required of every applicant and is used to cover the cost of staff and consultant expense in reviewing planning applications as they relate to City ordinances. The planning application deposit amount required is $2000. You may choose to appeal that requirement to the City Council at their next regular meeting of August 13th, 2007. Additionally, per your second letter of July 18th, there is currently no lease space available to the towing operation for which the outdoor storage is being requested. As such, the outdoor storage is neither a permitted nor conditional use at this time. Outdoor storage in the B-3 district is an accessory use to the principal use. In your situation, the principal use is your electrical firm. Towing storage is not accessory to this principal use. Therefore, your application is not acceptable due to the simple fact that the code does not permit this type of use. At the time the lease space is made available to the towing company, the City can accept an application for outdoor storage as an accessory use. Monticello City Hall, 505 Walnut Street, Suite I, Monticello, MN 55362-883 [ . (763) 295-2711 . Fax (763) 295-4404 Office of Public Works, 909 Golf Course Rd., Monticello, MN 55362. (763) 295-3170. Fax (763) 271-3272 Mark Olson July 23, 2007 Page 2 I am certain you will have questions related to these matters, so please do not hesitate to contact me. Sincerely, I ' l/ . Angel ch ann Community Development Coordinator c: Jeff O'Neill, City of Monticello Gary Anderson, City of Monticello Kimberly Holien, NAC , ..,,;b.+ c., - Olson Property Management /9 Sondherg Rood. P.O. Box 686, ,l1onticello. M/V 55362 PJlOne 763-295-2690, Fox 763-295-269/ Angela Schumann City of Monticello 505 Walnut Street Suite I Monticello, MN 55362-8831 RE: Application for a conditional use permit Dear Angela, In re~onse to your letter dated July 23m. 2007 I would like to be Placed on the councils agenda for August 13 .2007. As stated in the previous letter all we wanted is an estimated cost for the review process. I feel that because we have had the cup permit before for the same company and for same use. I did not think it will be too difficult for the City of Monticello to come up with this amount that I requested. ---- ~~ Mark D. Olson Olson Property Management 17. Consideration of approvinl!: application for pawn shop license at 1219 TH 25 - Applicant: Michael Helm. (IO) A. REFERENCE AND BACKGROUND: For the past several years Walt's Pawn Shop, owned by Randel Thompson, has operated out of the building located at 1219 TH 25. Mr. Thompson is in the process of selling his business to the applicant Michael William Helm operating as HELMCO, Inc. The applicant has cleared the criminal history check and warrant check conducted by the Wright County Sheriff's Department. Mr. Helm is requesting approval of his application to operate a pawn shop at 1219 TH 25. During Mr. Thompson's period of ownership the property at 1219 TH 25 was issued a conditional use permit for open and outdoor storage and outdoor sales and display in a B-3 District. Compliance with the conditions of the conditional use permit has been an issue. In June of2007 the Building Department did an inspection ofthe site at 1219 TH 25 as far compliance issues. Subsequently in a letter to the property owner two items were noted that were not in compliance. One item of non-compliance was the display of boats and snowmobiles parked on the grass at the south end of the property. It was noted that for the area to be used for storage it needed to be paved. The property owner was also informed that the outdoor display/storage must not encroach into the public right-of-way. The other item of non-compliance related to fencing. The fence did not meet the height noted in the original proposal and did not contain the slats needed for screening. The non-compliance issues were made known to the applicant and Mr. Helms did briefly discuss these issues with D. J. Hennessey of the Building Department. Mr. Helms indicated that it is his intent to bring the site into compliance but he is reluctant, because of the cost, to do so until he knows he has a license to operate the business. B. ALTERNATIVE ACTIONS: 1. The Council could deny the application for a pawn shop license for Michael Helm at 1219 TH 25 based on the fact that the site's non-compliance is a violation of City Code, Title 3, Chapter 15, Section 18 which states a license may be denied or suspended if, "the proposed use does not comply with any applicable zoning code." Ifthe site is brought into compliance, it would eliminate the basis for denial of the license and the applicant could at that time resubmit his application. 2. Council could table action on the license application until such time as the site is brought into compliance. 3. The Council could approve the application contingent upon the site being brought into compliance within a given time frame. C. STAFF RECOMMENDATION: Staff has presented the options available for the Council to consider. The decision to approve or deny the license application rests with the Council. If the Council feels this business use should be allowed to continue with minimal disruption to the business, alternative #3 would be recommended. If the Council's primary concern is the non-compliance with the terms of the conditional use permit, alternative #1 or #2 would be recommended as a license would not be issued until the compliance issue is resolved. D. SUPPORTING DATA: · Non-Compliance Letter ofJune 15, 2007 · Application for license MONTICELLO June 15, 2007 Randel Thompson Walt's PalMl Shop 1219 State Highway 25 S Monticeilo, MN 55362 Dear Mr, Thompson: This ietter is in regards to an inspection conducted at Wait's Pawn Shop on June 6th to review compliance ..,,;th the conditional use permit for open and outdoor storage. The question of compliance was raised when we received your request for renewai of your license. The following is an outline of items that were observed to be not in compliance with the conditions set forth in the City Council meeting of April 24, 2006: 1. South end of the property. Muitiple boats and snowmobiles are displayed at the southem end of the property. These items are parked on the grass. In order for this area to be used for storage it must be paved. Two of the boats were also observed to be parked over the south property line and encroaching on the public right-of-way. 2. Outside fenced storage. Your original proposal induded a "chain link fence at height of 7 It 6 in. around the western perimeter of building to store items too large for indoor storage. The chain link fence would contain slats for screening". The current fence appears to be between 6 and 6 Y. ft. in height and does not contain the slats required for screening. This area also contains excessive weed growth in violation of city ordinance 7-1-1. The outdoor storage area on the east side of the building used for display during business hours appears to be in compliance at this time. Thank you for your cooperation with this area. Please correct the items listed that are not in compliance within 30 days of this letter. A condition of license renewal is compliance with ail city ordinances. Failure to correct these issues in the time ailotted could affect future considerations of renewal of your license. If you have any questions you can contact me at 763- 271-3213. Thank you, !f~ Buiiding Inspector/Code Enforcement City of Monticello Cc: Jeff O'Neill, Angela Schumann, Gary Anderson, Dawn Grossinger Monticello City Hall. 505 Wainut Street, Suite 1, Monticello. MN 55362-8831 . (763) 295-271] . Fax (763) 295-4404 Office of Public Works, 909 Golf Course Rd., Monticello, MN 55362. (763) 295-3170. Fax (763) 271-3272 ~ . ~ . City Of Monticello 505 Walnut street, Ste #1 Monticello, MN 55362 Tel: (763) 295-2711 Fax: (763) 295-4404 LICENSE APPLICATION PAWN SHOP (partjerShiP) Name: -hI eLl /wJ1/'IJJVJ It }t11 StreetAddress:E7,tj;).. (7J'llo.vl- Ikk- A)g- City: _A.1irtJir0J0 State: -Mf. 1 Zip Code: 6S3b'd- Date of Birth: 7-(3-1171 Place of Birth: Afts " I1JAJ Telephone Number: (Home) 7"3 .-.;L~6- S53{o (Work) 7b:S -d'}5 - 615...~ Please indicate your status: ~ United States Citizen Resident Alien If you have used or been known b a name ther than the one listed above, please indicate the name(s) used and the dates and places used: Business Name: (Include copy of 55 nam with application) B~sin9~S LOyation:Street: /(1-11 ~y .9<;-- City: 1!1M.'t1'l.zfk State: ~ Zip Code: ~A- -r ,'I'rl;;){ A../(lM1l;< hvl4, I A4;AINO.k",k..t AM) 5l,;:JitS -7yrs Please list the name, location and type of business/occJation the applicant has been engaged in for the preceding five 5) yea including name(s) and addr. ss(es) of ap licant's employers and/or parlners: ^-Jhr>Te.<-1-, ~ ' . O. 5.....' ddl J.. Nbc/vA"'- {:y Nt.tJ-,'c..~ 50S 77 -6 yrsJ I} /5;R,8 U yv) <'1 If") Have you been convicted of a felony, crime, or violation of any ordinance (exclu ing traffic ordinances)? If so, please provide information as to the time, place and nature of offense: - Dated: '--30-0-1 1"1 JJ/J"-'V Does the applicant hold a current pawnbroker, precious metal dealer or secondhand dealer license from any other governmental unit. Please list any other licenses: N())') lZ Has the applicant been denied a license for pawnbroker, precious metal dealer or secondhand dealer license or had a license revoked or suspended by any other governmental uniAJo If the applicant will not be managing the business, please provide the name(s) of the manager(s) and submit all information requested in this ap~!, 'on for each of the in~ividuals named. The information provided in this application is true and correct to the best of my LICENSE APPLICATION PAWN SHOP (Corporation) Name of Corporation: f/e-l;V{ Co .:TttJL The state where the business is incorporated: jj;AJ(lj~S7)f.<J . Please list the names of the manager(s) or other person(s) in charge of the business and complete the attached information sheet for each individual listed. jjl~vj !?JA/l , 'JW I !k1"t1 A copy of the Certificate of Incorporation, Articles of Incorporation or Association Agreement, and By-laws shall be attached to this application. If the applicant is a foreign corporation, a Certificate of Authority must be attached to this application. Attachment: Information Sheet Note: The information sheet attached to the application must be completed and submitted for each manager(s) or other person(s) in charge of the businesss. ~ ;0?:~;i;\;~>f'~\\i%~,r;!':':..~~i:fi~;;~~e'~*"~~~;)~;1~~lli(t~:iiK~~J~\);~:i;:!~:~J~;~;:~~;~;;;it~~1\;~t~:'I~~i,:i~~~{;~~~';~~.'~;'l~*;~:i;~ii:~~::&iii;~~j;~,i;!ji~:;J:*,\ni,:1H;J~~ ~:,:):t!~{'\!'lI'tJ~)I~j:'ll(Ill\4'!I:i!,.,\I~~i1ii~!\il$;~"!i~~lk&~1'!ifJ.\~'i'lijil"YII'rj;/i!!,~I~:Wli;\IEi:'I,'jW!'Pf'(:"!!1lji,~\:"e':YIAt\:~%.rq.~*i,~~ifr'~~r!;I~~(\}I:!-t~I'V'!!; kt:,\~!~" ,).~"" '/;",1" '!i!,~J\\r.:';:"'i~ '?';:~;:~~; ;~,'/i, , I, Ji'~:~V:~,:I~ ::~'/, '~"'l\P n l ~V!I"! inn t';\ {~" , il::~~,i:!! ~ ,#'" ,.'.ll'1', -~~"I .0" t ,.,_, "'i'.,::''';::",'~'':~''?',' ;;,:.i:,~~,;,:~:~.:,;.~.,',~.!I,,! ,..... , ". , ,r /,:} 1 i7,,::i:: ~" >1 ~,ll I ~'j~' , ':.:.i :.:.~ ::.:~:;~':.,L'J . . - .~.. - -- - , - - - r '--'1- >. ~<, "~"'H'n'~'~, ~t,:<{i~~:' l~~~!1 SECRETARY OF STA,l~E: Ik--'t~~ ')"'::1"1/ - -'",-..,.., "'--"''''----,.' , .. 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