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HomeMy WebLinkAboutItem 06.iDate: 15 July 2014 Item No. RESOLUTION TO AUTHORIZE WSB & ASSOCIATES TO PREPARE A FEASIBILITY REPORT FOR THE 2015 STREET RECONSTRUCTION PROJECT Proposed Action Staff recommends adoption of the following motion: Move to approve a resolution authorizing WSB & Associates to prepare an engineering feasibility report for the 2015 Street Reconstruction Project, City Improvement Project 15-02. Overview The City's Pavement Management Program rates pavement condition as a guide to long-term infrastructure management and includes the street reconstruction plan as part of its Capital Improvement Plan. The streets planned for reconstruction in 2015 show significant surface distresses and failures in the asphalt; there is a significant water main break history along 165' Street, 166th Street, 168th Street, 169th Street, and throughout the Foxborough development. The estimated project cost is $11,360,000. Staff conducted a neighborhood meeting for the project on Thursday, June 26, 2014. Approximately 100 property owners attended this first meeting. Proposed project financing is through bonds issued under Minnesota Statutes, Chapter 429, for local improvements. A portion of the total project cost will be assessed to the property owners abutting the identified streets. The engineering feasibility report is required under Chapter 429 prior to adopting a resolution ordering the improvement. Primary Issues to Consider • Could some property owners oppose the proposed assessments for the street reconstruction project, and question the need for the proposed improvements? Yes, and City Staff has worked to address all questions and concerns from residents regarding the timing of and the need for the project. Supporting Information • Attached are minutes from the June 26, 2014 Neighborhood Meeting, a summary of the comment cards received and a Project Location Map. risto J. Petree Public Works Director Financial Impact: $11,360,000 Budgeted: Yes Source: 429 Bonds & Water Op. Related Documents (CIP, ERP, etc.): Capital Improvement Plan Notes: A portion of the cost is planned to be assessed to the property owners. CITY OF LAKEVILLE RESOLUTION NO: RESOLUTION TO AUTHORIZE WSB & ASSOCIATES TO PREPARE A FEASIBILITY REPORT FOR THE 2015 STREET RECONSTRUCTION PROJECT WHEREAS, the pavement within portions of of Carroll 1St Addition, Cedar Glen, Cedar Glen 2nd Addition, Cedar Glen 3rd Addition, Cedar Glen 41 Addition, Chapel Hills, Chapel Hills 2nd Addition, Chapel Hills 3rd Addition, Foxborough, Foxborough 2nd Addition, Foxborough 3rd Addition, Goodview Estates, Highview Heights, Highview Heights 2nd Addition, Highview Heights 3rd Addition, Highview Heights 41 Addition, Highview Heights 5th Addition, Highview Heights 6th Addition, Highview Heights 7" Addition and Highview Heights 8th Addition has reached the end of its lifespan and is programmed to be reconstructed in the City's 2015-2019 Capital Improvement Plan; and WHEREAS, the City of Lakeville wishes to finance a portion of the project through special assessments; and WHEREAS, a feasibility report is required under MN Stat. Chapter 429 for this local improvement; NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lakeville, that WSB & Associates is hereby authorized to prepare an engineering feasibility report for the 2015 Street Reconstruction Project, City Improvement Project 15-02. ADOPTED this 211 day of July 2014, by the City Council of the City of Lakeville. CITY OF LAKEVILLE Matt Little, Mayor ATTEST: Charlene Friedges, City Clerk WSB rI� SB .c ,,,,,1.,hu, engineering- planning environmental • construction Memorandum To: Chris Petree, Public Works Director Troy Grossman, Streets Superintendent Zach Johnson, City Engineer From: Monica Heil, Project Manager Krista Anderson, Project Engineer Date: June 30, 2014 Re: City Project No. I5-02 WSB Project No. 2109-49 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 A Neighborhood Meeting was held on Thursday, June 26, 2014 to discuss the proposed 2015 Street Reconstruction Project, City Project #15-02. Approximately 100 residents attended the meeting held in the Lakeville City Hall Council Chambers to discuss the proposed improvements. The following Staff and WSB & Associates, Inc. representatives were in attendance: • Chris Petree, City of Lakeville, Public Works Director • Troy Grossman, City of Lakeville, Streets Superintendent • Matt Barnard, City of Lakeville, Engineering Technician • Monica Heil, WSB & Associates, Inc. • Krista Anderson, WSB & Associates, Inc. The following is a summary from the Question and Answer portion of the presentation: Question #1 (Q1): Are homes on streets that are only receiving street and storm sewer reconstruction, and not watermain improvements, assessed differently? Answer #1 (Al): Watermain improvements are funding using Water Operating Funds, not by special assessments. Properties are assessed on a per single family unit basis for the street and storm sewer improvements, only. Q2: If I share my mailbox post with two other neighbors (three mailboxes on one post), how will the mailbox be replaced? Does each home receive a mailbox? A2: If the post is salvageable, the same post with three boxes will be reinstalled. If a mailbox isn't salvageable, or the post is deteriorated beyond the point of salvaging, the City will replace with a standard mailbox and/or mailbox post to each property St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com K:\02109-490\Admin\Meeting,Neighborhood Meeting\6 26 14 Neighborhood Meeting Minutes.doex City of Lakeville 2015 Street Reconstruction Project Meeting Minutes June 26, 2014 Page 2 affected. If the property owner decides to purchase a different mailbox while construction is underway adjacent to their property, the City will work with the property owner to install this new mailbox in conjunction with the project, Temporary mailboxes will be established for the project area to ensure delivery during construction. The temporary mailbox locations will be established by the post office. Q3: What if I have an irrigation system? How will that be impacted by the proposed construction? A3: The contractor is responsible for protecting; or replacing to their original condition if damaged, most items such as small retaining walls, landscape features, or irrigation systems found in the homeowner's yard. For underground items such as invisible dog fences and irrigation lines, all homeowners are asked to make an effort to mark them so that the contractor can work around them and protect them as much as possible from damage. Q4: What if I have better quality irrigation system features such as upgraded sprinkler heads, how will the City or contractor replace those? Will I get the same quality of materials? A4: Yes, damaged materials or fixtures will be replaced in-kind provided they are still available. Q5: With construction occurring, how much of my driveway can I expect to be taken out? A5: Typically, only the first 3 -to -5 feet of a driveway are disturbed with the curb and gutter improvements. However, if more extensive improvements are needed to correct grading/drainage issues, or to install additional storm sewer improvements, the maximum distance that would be to the City's right-of-way limits. Q6: What about trees? How will I know if one of my trees will be taken out? A6: All trees within the City's right-of-way will be evaluated on a case-by-case basis to determine if their proximity to the street will necessitate the removal of the tree in conjunction with the street improvements. The factors that necessitate the removal of any given tree within a street reconstruction project area are varied: The location of the curb removal in relation to the tree; if the tree is currently causing damage to the street or curb (i.e. heaving); if the tree species has potential to cause damage to the roadway in the future (i.e. silver maples); or if there is a conflict with a utility. Additional information regarding tree removal will be made available to residents at a second neighborhood meeting for the project, to be held in the spring of 2015, prior to commencing construction. Q7: What about street lights? They are really close to the street, will they be removed? A7: Street lights within the project area are owned and operated by Dakota Electric. DEA will evaluate street lights and all other private utilities and determine if there is a need for relocation or replacement ahead of the street reconstruction activities. K:102109490VWininMw&g\Neigliborhood Meetingl6 2614 Neighborhood Meeting Minwes.docs City of Lakeville 2015 Street Reconstruction Project Meeting Minutes June 26, 2014 Page 3 Q8: How are special assessments calculated? A8: This project is proposed to be funded by the City's Street Capital Improvement Funds and Special Assessments to benefiting properties. The City's assessment policy is to assess 40% of the street and storm sewer improvements to the benefiting property owners. Assessments are calculated on a per unit basis, and are estimated at this time to be: $5,150 - $5,650 per single family residential unit and $2,575 - $2,825 per townhome unit. The assessment period for street reconstruction projects is 20 -years. Property owners will be given the option to pay their assessment prior to December 31, 2015, either partially or in -full, to avoid interest charges. Special assessment deferments are available in some situations. Please refer to the City's website for additional information regarding special assessment deferrals. Q9: Why are Hearthside Way and Hearthside Court included in the proposed street reconstruction when this is a newer (1994 — 1997) development? A9: Streets within the 2015 Street Reconstruction Project Area are identified within the City's Capital Improvement Plan (CIP) for reconstruction. The roadways included within this project were selected as part of the City's Pavement Management Program. This program is used by the City to manage and extend the pavement life of our streets and select improvement projects in a cost-effective and efficient manner. Hearthside Way and Hearthside Court are being re-evaluated by City Staff, and will likely be removed from the scope of the 2015 Street Reconstruction Project. Q10: Is Gunflint Trail also being removed as it way part of the same development? It doesn't have any pavement patches or anything that would show it needs to be replaced. A10: This area is also under re-evaluation by City Staff. The City will send follow-up letters to residents along Hearthside Way and Gunflint Trail if those streets are removed from the scope of the 2015 Street Reconstruction Project. Q11: If streets are designed to last 40 -years, why are we replacing streets that are not yet 40 - years old? Al l: Design standards have evolved over the years, and current design and maintenance practices allow for 40 -year pavement life cycles. The design standards from 30+ years ago did not facilitate 40 -year lifecycle roadways. Additionally, soils in the area have been known to prematurely deteriorate the condition of the roadways. Q12: I thought the City was chip sealing/crack sealing this area, specifically Griffon Trail, to prevent this from occurring? Was poor material or construction methods used that caused this to be happening? Al2: The work along Griffon Trail was a surface patch, and only intended as a temporary repair to mitigate some of the severe pavement distresses that were occurring until such time as the roadway could be completely reconstructed. K:\02109-490�Adirdn4Meeting\Neighborhood Meeting\6 26 14 Neighborhood Meeting Minutes.doex City of Lakeville 2015 Street Reconstruction Project Meeting Minutes June 26, 2014 Page 4 Q13: When can I expect work outside my home? A13: The project schedule will be better -defined once a contractor is selected for the project, in late spring, 2015. Another neighborhood meeting will be held prior to starting construction to address more specific questions regarding schedules, construction access and general construction concerns. Residents will be mailed the construction representative contact information, as well as a project phasing map, prior to starting construction. Residents can also sign up for the City's e-mail listsery to receive updates about the project. Q14: My asphalt driveway needs to be replaced, what do you recommend? A14: Wait until next year to replace your driveway if at all possible to avoid having a seam between existing asphalt and new asphalt that will be installed with the street reconstruction. Driveways are replaced in-kind. With concrete driveways, the City's practice has been to remove and replace the driveway to the first joint and to replace the driveway to match its current width. Q15: Can I contract with the City to have my driveway replaced at the time of construction? A15: No, the City cannot add the replacement of individual property owner's driveways into the City's contract for the Street Reconstruction Project. Homeowners are welcome to discuss this with the contractor for a separate contract, but in past experience, it is rare for a contractor to provide quotes to private property owners for driveway replacement work beyond the limits of the street reconstruction project. Q16: Will there be interruptions to water service if I am located on a street with watermain reconstruction? A16: There will be brief disruptions when the contractor connects and disconnects residents to the temporary water supply system that will provide water while the permanent water main system is replaced. Q17: I'm concerned with the proposed traffic calming measures along the section of Griffon Trail; why doesn't the City try to slow traffic prior to installing the traffic calming measures? A17: Enforcement alone has not been able to deter all speeding vehicles along Griffon Trail. As such, the City will look alter the physical characteristics of Griffon Trail to further reduce speeds. The City plans to investigate traffic calming options such as bumpouts and driver feedback signs with the feasibility report for the project, but would also like feedback from residents along Griffon Trail about some of the proposed solutions. It has been shown that driver feedback signs account for approximately 4-5 mile -per - hour average speed reductions when used for traffic calming. K:102109-490Wdmin�Meeting�Neighborhood Mee ing\6 26 14 Neighborbood Meering Minules.docx City of Lakeville 2015 Street Reconstruction Project Meeting Minutes June 26, 2014 Page 5 Q18: I'm concerned with vehicular speeds along Godson Drive; could you install speed bumps? A18: The City has a policy against speed bumps on public streets. Please contact the Traffic Safety Unit of the Police Department regarding your speed concerns and fill out a comment card to look at possible traffic calming measures. Q19: I'm concerned about getting the value out of my investment on the assessment due to the traffic loads and weights along Griffon Trail. A lot of the time, traffic is so heavy that I cannot get out of my driveway. How do you plan on limiting truck weights and volumes of heavy traffic along this road to make sure it lasts the 40 years it is designed for? A19: Griffon Trail is designated as a minor collector in the City's Comprehensive Transportation Plan, and is intended to keep heavy vehicles off local streets. Public streets are designed for public use. The City will look into additional traffic calming and safety improvements as part of the feasibility and final design of this project. Q20: Can the City impose speed restrictions on Grove Trail? A20: Speed limits for local residential roadways in Minnesota are set by State Statute, which limits speed to 30 mph on streets in urban districts. Q21: I live on Godson Drive and have major drainage problems; is draintile planned for this street? A21: Yes, draintile is planned for your street. Q22: What are the most common issues or complaints on street reconstruction projects? A22: The most common issued are individual property concerns. For example, tree removals, turf establishment, and driveway installations. Q23: I'm wondering how much of my tax dollars are being put towards this project? A23: 40% of the project costs are funded by special assessments to the benefitting property owner. The remaining 60% is funded by taxes for street improvement projects. Q24: How long is it going to take to complete the portion of the project adjacent to my home? A24: It is anticipated to take approximately 3 — 4+ weeks in areas where no watermain is being replaced and 6 — 8+ weeks where watermain will be replaced. Residents will have access to their driveways for the majority of the construction project. However, when the concrete curb and gutter is being replaced in front of your driveway, the City requires a 5 -day minimum curing time with no disturbance to the concrete during this time. There also may be short periods during the day where a resident may not have access to his/her driveway due to roadway construction. Property owners will be provided as much advance notification as possible when access to driveways will be restricted. K:\02109-490\dmizi vMeeting�Neighborhood MeelingN6 26 14 Neighborhood Meeting Minut-d— City of Lakeville 2015 Street Reconstruction Project Meeting Minutes June 26, 2014 Page 6 Q25: If one of my trees is removed, will it be replaced? A25: It is City policy that if a tree is within City right-of-way, and not impacted due to watermain replacement, it will not be replaced. If a tree is removed due to watermain replacement, it will be replaced. There are 4 different varieties of replacement trees to choose from. Q26: I have a curb stop for my water service that is located in my driveway pavement and it sticks up. I've tried lowering it and it won't budge. Can the City move my service to my yard or lower the curb stop so my snow blower doesn't hit it in the winter? A26: If you are not in the watermain replacement areas, the curb stop will not be relocated. However, there are castings (covers) available that can be placed over the top of the curb stop to better integrate the curb stop with your driveway surface. Q27: How is the City determining what portions of the watermain to replace? A27: All watermain within the project will be evaluated on a case-by-case basis to determine if it will necessitate the removal and replacement. The factors that necessitate the removal and replacement within the project area are varied: Break history; leak detection; soil borings showing corrosive soils; and watermain material. Some watermain areas may be removed or added to the areas currently proposed upon additional testing. Q28: I live on 168th Court West and my sump pump runs all year long; are drainage problems being addressed on my street? A28: Yes, draintile is being proposed along both sides of your street. Each home will be provided with one connection at their desired location. Q29: I have a brick paver driveway and am wondering how the City proposes to salvage and restore the driveway that is damaged due to construction. A29: The contractor will attempt to salvage and reinstall all pavers. The stone paver driveway will be restored by a competent landscaping contractor to the owner's satisfaction. Q30: Is there the potential to add sidewalk in or to Foxborough Park? A30: There are no current plans to add sidewalk as part of this project, however, the City welcomes your input from residents regarding additional sidewalk requests. If neighbors can agree on the placement of a new sidewalk, the City will review the request to determine if it is feasible to add the additional sidewalk to the scope of the project. Q31: How would the costs associated with the aforementioned sidewalk be distributed? A31: Costs associated with the addition of any potential sidewalk additions would go toward the overall project costs, not just to those property owner directly affected by sidewalk. K:\0'109-490\ dmin\Meeting\Neighborhood Meeting\6 26 14 Neighborhood Meeting Minutes.doex City of Lakeville 2015 Street Reconstruction Project Meeting Minutes June 26, 2014 Page 7 Q32: As I understand it, we cannot park in our driveways for 5 -days following concrete curb and gutter installation; what about on -street parking restrictions? A32: Parking restrictions go into effect November 1St, and it is the City's plan for all street reconstruction activities to be complete by November. However, if the construction season did carry into November, the City would waive any parking restrictions for those that would be affected. Q33: The intersection of Cedar Avenue and Griffon Trail in the winter and spring is always iced over (both sides of the intersection) and this is very dangerous. A33: The City wants to be aware of any drainage problems like this (that lead to seasonal icing), so please either fill out a comment card with your concerns or mark them on the map provided at the rear of the room so drainage issues may potentially be addressed. Q34: I live on Grove Trail and believe the beginning of the street's deterioration is directly linked to all the construction vehicles passing through. If these vehicles are going to continue to travel down my road, how can you ensure me that I will get my money's worth for this street reconstruction? How can we change the road's classification from collector to local? A34: The City recognizes these are all valid concerns; however, Grove Trail is designated as a minor collector in the City's Comprehensive Transportation Plan, which is intended to keep heavy vehicles off local streets. Public streets are designed for public use. The City cannot change the traffic volumes along public roads, but will look into additional traffic calming and safety improvements as part of the feasibility and final design of this project. As far as limiting construction traffic from this roadway, the City can only suggest traffic routes to the contractor(s) and increase the police presence along this road. To help ensure the lifespan of the road, collector streets have a different pavement section and design than public roads to accommodate the increased weight and traffic loads. A thicker pavement section and/or thicker aggregate base are potential remedies. A flexible pavement design analysis will be conducted as part of the feasibility and final design of this project. Q35: I have a general question of the special assessments; what is the definition of a "townhome?" A35: For this project, it is considered a duplex. 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