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HomeMy WebLinkAbout03-26-12 WSMinutes Lakeville City Council Work Session March 26, 2012 In attendance: Mayor Mark Bellows Council Member Laurie Rieb Council Member Kerrin Swecker Council Member Matt Little Council Member Colleen LaBeau Staff: Steve Mielke, City Administrator Dennis Feller, Finance Director Steve Michaud, Parks and Recreation Director Chris Petree, Public Works Director John Hennen, Park Maintenance and Operations Manager Zach Johnson, Interim City Engineer Judi Hawkins, Deputy City Clerk The meeting was called to order at 6:00 pm. ITEM #3 — Highview Avenue/ 190 Street Traffic Study Update. Public Works Director Chris Petree stated that in order to promote a strong transportation system for the City, SRF had been retained to conduct a traffic study and analysis of Highview /Holyoke Avenue and the area of 190 Street. Interim City Engineer Zach Johnson stated that the purpose of the study was to identify whether the existing configuration allows traffic to function at a high level and to determine if there are any traffic control improvements that are required today or in the future. The study coincided with the development of the Crescent Ridge Third Addition plat and looked at current and anticipated traffic counts. The existing conditions analysis determined that the area functions well today with an "A" rating. The second part of the study was a future conditions analysis, based on a full build -out anticipated in 2030. This model predicts that with the current roadway layout the intersection will function poorly and forecasts long traffic delays. Based on that information, two design options were presented which would ensure that improved intersections would operate at an A or B level of service. The first option would be to install a traffic signal and designated turn lanes at the Highview Avenue and 190 Street intersection and construct a concrete median on 190 Street so the future 190 Street and Harappa Avenue intersection will be restricted to right in /right out. The second option is to relocate the Highview Avenue 'S' curve to the north and create a roundabout intersection at Highview Avenue/ 190 Street, in order to eliminate the off- set "T" intersections. Both options show improved, and acceptable levels of service in 2030. City Council Work Session March 26, 2012 Page -2- Council Member Swecker asked if realigning Highview would push the issue off to future years when those areas to the north are developed. Johnson stated that the existing layout could be utilized which would lessen the impact or implications for developers of the adjacent property. The City would incur maintenance costs for the traffic signal and the T' intersections, which are less desirable in the transportation system, would still exist. Because Crescent Ridge Third developed earlier than the surrounding areas, it was added as a future traffic generator. The project is anticipated in approximately 2025. In response to some residents' questions staff looked at other improvement opportunities. Some ROW clearing has been done to improve sight lines. For improved safety staff is also proposing to extend the bituminous pavement by about 200 feet to the east and west of the 190 Street intersection so gravel does not spill onto the bituminous of Highview Avenue. Council Member LaBeau stated that she has lived in this area for about 20 years and in that time there have been six deaths on that curve. New developments will generate additional traffic on 190 Street cutting through from Highview Ave. to Cedar. Mr. Mielke stated that improvements on that section of 190 Street will be completed in conjunction with development and there are currently no development plans. Development proposals could be explored for a small portion of the adjoining (Schweich) property which is within the MUSA. LaBeau suggested the roundabout to be constructed at Dodd Blvd. and Highview Avenue will mean more continuous traffic in the area, which will also have an impact. She believes it is important to get this project accomplished due to the number of accidents. Johnson stated that the traffic analysis did take the number of accidents and potential causes into consideration, and the existing configuration meets minimum requirements. LaBeau stated that she understood that several years ago the previous developer of Crescent Ridge had been required to straighten the curves in Highview Avenue through the plat. She wondered what has changed and why there is not a similar sense of urgency to get the project done now. Mielke explained that the initial plat for Crescent Ridge included moving the curve into the development. Under the original plan the developer, Joe Miller, agreed to pay for the road project but as the economy declined, it was not financially feasible for him to do so. The City dropped the requirement at that time. Swecker stated that straightening the curves on Highview has been discussed for a long time. She is not convinced that either of these proposed options are the perfect solution. Johnson agreed that the Highview Avenue roadway situation is challenging. Little asked if staff is concerned that the desired land might not be available in the future for the proposed roadway. Mielke stated that if the project can be designed and approved, the City can work with future developers on implementation. Funding options need to be addressed, since policies may be changed for sharing the cost of collector road improvements. LaBeau asked about future traffic signals at 185 Street. City Council Work Session March 26, 2012 Page -3- Mielke stated that 185 St. is proposed to be a very busy road and traffic signals will likely be needed. Staff is recommending that the two connections of 190 Street to Highview Avenue will be upgraded in 2012 with additional bituminous pavement for safety purposes. Council had no further questions. ITEM #4 — Ipava Avenue Pedestrian Crossing near Century Middle School Public Works Director Chris Petree stated that the pedestrian crossing was installed in 2011 as part of the Safe Routes to School (SRTS) Federal Aid program. The crossing meets the minimum requirements for pedestrian crossings in the Manual on Uniform Traffic Control Devices (MUTCD), however, following the installation there were several requests from the school district and residents to further improve the safety of the crossing. An analysis of the crossing found that sight line obstructions exist for vehicles traveling northbound on Ipava as they approach the intersection. Staff recommends removal of five crabapple trees from the median and seven ash trees from the boulevard in an effort to improve motorists' view of the crossing. Relocating the crabapple trees to a park or another location in the city might be possible. Staff also recommends installation of a push- button activated pedestrian flasher system. Total cost of implementing both recommendations is approximately $36,000. Funding is available as a result of favorable bids on other projects. Council Member Rieb asked if the school district has been approached to share in the cost. Petree stated that he had suggested this to CMS principal but has not received a return call. He is prepared to proceed regardless of whether the school district chooses to participate. LaBeau asked about ongoing maintenance costs. Petree stated that because the flasher system is solar powered, there is no monthly electrical operating expense; the LED lights would be energy efficient, and the equipment would last about 20 -25 years. The project could be completed in the summer of 2012. Mielke added that the police have increased their presence and enforcement to improve safety at the crossing. Little suggested that a policy be implemented to always ask the school district for cost sharing in these situations. Council members directed staff to proceed with the project and request cost sharing assistance from the school district. ITEM # 1 — Heritage Center Update John Hennen presented the results of the Heritage Center bids that were opened on March 20 The construction manager re- packaged the bid categories into what he felt would result in the best possible bids. Hennen stated that over 75 contractors' bids were received and based on the apparent low bids, the revised estimated cost of the project is $1,095,524, a decrease of approximately $24,000 from the estimated budget. City Council Work Session March 26, 2012 Page -4- Mielke stated that the construction manager re- packaged the categories of work compared with what had been reviewed previously may have created some confusion with the description of the work; however, the scope of work to be accomplished is the same. The same improvements are included, but some of the configurations and terminology were changed for bidding purposes. Additional background work will be completed before the apparent low bids are brought to Council on April 2 for consideration. Some revisions in the bids are still possible. LaBeau stated that some items' costs that she would expect to be straightforward, such as concrete, heating, etc., vary significantly from earlier estimates, while other bids such as electrical and plumbing seem to have been underestimated originally. She is concerned that all the funding mechanisms for the project are not in place. She asked if additional restrooms or showers would be installed and if there would be funds available in the contingency fund to repair the roof. Mielke stated that nothing in the plan has changed. The bids were not underestimated, but the inconsistencies were due to the packaging of the bids. He suggested that the packaging could be reviewed by Council prior to considering approval of the bids. The construction manager will be at the April 2 meeting and will be able to answer Council's questions. Michaud stated that there are several factors that could cause a deviation in bids and is encouraged that bids on the total project are under estimates. LaBeau is disappointed that the bids are not even lower, and she wants to be able to provide an explanation to those who have been asking her about the estimates. Dennis Feller stated that the favorable bids reduced the total project budget by $24,000, down to $1,095,000. In addition, the City's reimbursement to the CDA from the original CDBG Senior Center grant will be reduced. Due to these factors, the overall total fundraising goal has dropped from $337,000 to $260,000. With $55,000 already raised, plus a total commitment of $15,000 from the Rotary and Lions, total fundraising of $190,000 remains. An interim financing source is needed for cash flows until the sale of the senior center is complete and final fundraising goals are met. Staff had recommended using either the Park Dedication Fund or the Liquor Fund, however, Council had expressed concern about using Park Dedication funds. Council was asked to consider use of liquor operation funds or the general fund. There are adequate balances in both funds. Swecker believes that the past practice of using the Liquor Fund balance for building purposes makes it the appropriate choice. She would not be in favor of using the Park Dedication Fund. Rieb asked about park dedication funds from the Hosanna senior project. Feller stated that those funds are already included in this financing package. LaBeau stated that she does not support borrowing from either liquor fund or park dedication fund. She believes the project is not self - sustaining and there will be additional operating expenses for the new building. She does not support borrowing the funds and was hoping the bids would be lower. City Council Work Session March 26, 2012 Page -5- Little acknowledged that there were concerns about selling the Senior Center before going ahead with the project, but believes that a better offer could come later on as the economy improves. He would choose to use Liquor Funds as interim financing. LaBeau asked if there had been any interest from potential buyers. Mielke stated that there had been a few people who had looked at it, but no offers had been received. LaBeau asked the cost to leave the building vacant. Feller estimated about $ 7,000 a year. It was suggested that the building could be converted for a rental, if the Council desired. LaBeau asked what building projects the Liquor Fund has been used for and the criteria. Feller mentioned fire stations, city hall additions, ice arenas, park improvements, and many other building projects. Mielke stated that there are no statutory limitations on what the funds can be used for; it is at the discretion of the Council. Mayor Bellows stated that the former police station is a monument to government ineptness and inefficiency. Taxpayer money has been used to maintain the building for the last several years when those funds could have been used to pay down debt. He believes the police station should have been sold years ago, and that the senior center should be sold before the project proceeds. Swecker agreed that it should have been put on the market when the police moved out of it. Little asked LaBeau if there was another option for financing that she would be amenable to, other than the Liquor Fund. He would like to have the most support possible from the Council and asked if there was another option that she would find acceptable. LaBeau stated that she continues to oppose the project. She doesn't believe the seniors or the community are totally engaged in the project and would like the funding to be clearer. Michaud stated that in the last six months there has been just over $100,000 raised, including several commitments which will be received in increments. Other initiatives, including a program to sell chairs, will be announced soon. Grant applications have been submitted to various agencies and Council will be kept informed of any procurements. The possibility of room sponsorships was discussed. Michaud stated that there will be several methods of recognizing sponsors with plaques. Little suggested engaging the public through social media. In summary, staff recommends the revised estimated project budget as a result of the apparent low bids. A majority of the Council supports using Liquor Funds for interim financing. Fundraising and grant writing efforts will continue. The construction manager will be at the Council meeting on April 2 to answer Council's questions. City Council Work Session March 26, 2012 ITEM #2 - Kenrick Trail Project/ Grant Page -6- Michaud stated that the City of Lakeville has worked with the Bury family for many years in an attempt to purchase the Lake Marion bluffs and 3,500 feet of shoreline for the purpose of extending the Kenrick Avenue trail; however an agreement has not been reached. Dakota County also attempted to assist with the purchase without success. Staff has concluded that the best alternative is to relocate the trail to the south side of 195 Street while waiting to secure the desired trail segment when the Bury property is developed. In 2009 the City of Lakeville was successful in securing a $1 M federal grant for the Kenrick Avenue trail project. Because the trail is being relocated from the original proposed location for which the grant was awarded, staff is working with the MNDOT and the Metropolitan Council and anticipates final approval soon. The original project was programmed in the State Transportation Improvement Plan for FY 2014, however since the plans are approved and the project is ready to go, a request was made for advance funding so construction can begin in 2012. Trail Improvement Funds are proposed to finance the project until the City receives reimbursement from the federal grant. The required matching grant of $460,000 is available through Park Dedication Funds and Dakota County has tentatively agreed to contribute a minimum of $22,000. The earliest grant reimbursement would be in July 2013. Council is being asked to authorize staff to move the project forward with the interim funding from the Trails Capital Improvement Program. Swecker asked if there was any reason that the grant funding would not come through as scheduled. Chuck Rickart, WSB & Associates Project Manager, stated that the project has been approved and funds have been allocated for 2014; however, reimbursements could possibly be available sooner. Rickart stated that soil removals and grading might be accomplished in 2012 but most likely not any of the actual construction items. Swecker expressed concerns for the interference this project might have on traffic along 205 which will increase with the opening of the Walmart. Rickart stated the project would have little impact on traffic this year since work will be off -road, but perhaps more next year with gravel hauling and paving. Bids for this project were 6% under the engineer's estimate. LaBeau asked how bidders are held to their bids for asphalt when petroleum and labor costs are going up so rapidly. Rickart stated that bids have been favorable, but there is no guarantee. LaBeau suggested offering a discount to the contractor to offset future price increases. Rickart stated an alternate bid might be possible for doing the project earlier; however, whether there would be a cost savings is speculative. A mandatory fuel escalation clause is in the bid package. Mielke stated that using the bid alternate will include a financial analysis to see if further advance funding would be advantageous. City Council Work Session March 26, 2012 Page -7- Mielke clarified to Council that even though the estimated cost for the 205 Street roundabout was higher than anticipated, the project has not been cancelled. This item will be added to the April work session for discussion and Council direction. ITEM #5 — Other Lakeville Arenas The Lakeville Arenas Board will pay for some fencing around the parking lot at the Ames Arena to discourage illegal parking on school grounds. The school district has authorized split rail fence to be placed in strategic locations. ITEM #7 — Adjourn The meeting adjourned at 7:40 p.m. Respectfully submitted, J i Hawkins Deputy Clerk Mark Bellows Mayor