2014.06.03 Work Session Packet4141 Douglas Drive North • Crystal, Minnesota 55422-1696
CITY of Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalnm.gov
CRYSTAL
Posted: May 30, 2014
CRYSTAL CITY COUNCIL
WORK SESSION AGENDA
Tuesday, June 3, 2014
Crystal City Hall
Community Room
6:15 p.m.
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the work session of the Crystal City Council was held at p.m. on Tuesday,
June 3, 2014 in the Community Room located at 4141 Douglas Drive, Crystal, Minnesota.
I. Attendance
Council members
Selton
Adams
Budziszewski
Deshler
Hoffmann
Libby
Peak
Staff
Therres
Mathisen
Hansen
Revering
Gilchrist
Serres
II. Agenda
The purpose of the work session is to discuss the following agenda items:
• Review and receive update on Phase 14 North Lions Park Street Reconstruction
Feasibility Study request
• Continue discussion of financing for Winnetka Hills Mill and Overlay Project No. 2014-21
III. Adjournment
The work session adjourned at p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763) 531-
1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
COUNCIL STAFF REPORT
CITY of Phase 14 North Lions Feasibility Study
CRYSTAL
FROM: Tom Mathisen, Public Works Director & City Engineer
TO: Anne Norris, City Manager (for June 3 Council Work Session)
DATE: May 29, 2014
RE: Discuss Commencement of Phase 14 Street Project #2014-14
The Phase 13 Becker Park Street Reconstruction Project began construction in Spring
2013 and will be completed by the end of June 2014 with the paving of the wear course
layer of asphalt. This project started with the Feasibility Study ordered by the Council in
June 2012. Phases 11 — 13 were built in three consecutive years with a break
programmed in the schedule in 2014.
In order to resume the reconstruction program, the Feasibility Study for Phase14 North
Lions Park Neighborhood should be ordered this June in order to meet all the required
deadlines.
The purpose of the work session is to re -introduce the Council to the process for
conducting a street reconstruction project, as it has been two years since the last
project.
Short, Elliot, and Hendrickson (SEH) has prepared a proposal to conduct the study
which would be completed for review by the council at the end of the summer. Mr.
Aaron Ditzler, SEH project manager, will be present to discuss the project. One of the
first actions will be a first class mailing to impacted property owners alerting them to the
project and requesting that they fill out a questionnaire relating to many aspects of the
project.
R pectfully submi e
Tom Mathisen, ity Engineer/DPW
i1pubworks/projects/phasel4/feasibilitywrksessmem
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PHASE 14
LOCATION MAP
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FILE N0.
CRYST 128041
FIGURE 1
Building a Bcc[or World
for All of Us''
Supplemental Letter of Agreement
to Agreement for Professional Services
Dated July 7, 2009
May 28, 2014
Tom Mathisen, PE
Director of Public Works / City Engineer
City of Crystal
4141 Douglas Drive North
Crystal, MN 55422-1696
Dear Tom:
RE: Crystal, MN
2015 - Phase 14 Lions Park Street
Reconstruction
Report on Feasibility
City Project No. 2014-14
SEH No. P-CRYST 128041 10.00
We appreciate the opportunity to submit our Supplemental Letter Agreement for the Phase 14 Lions Park
Feasibility Study (Study). We understand that this Study is a refinement of work already begun by the
Update to the 2003 Overall Study for Crystal's Local Street Reconstruction Program. Our services are in
accordance with the updated Exhibit A, Paragraph B of the Agreement for Professional Services dated
July 7, 2009 (Agreement).
The Study area limits are the Lions Park Neighborhood, bounded on the west by West Broadway and the
New Hope corporate limits, the south by Bass Lake Road, the east by the Burlington Northern Santa Fe
Railroad, and the north by 62nd Avenue and the New Hope corporate limits.
In general, in this phase we will continue the process followed in the first thirteen phases of local street
reconstruction in Crystal. Specifically we propose the following key activities:
1. Prepare a "kick-off' newsletter that will include the resident survey on driveways, sump pumps, rain
gardens and sanitary sewer service repair. It will also ask Phase 14 residents to indicate if they have
private underground lawn irrigation and pet containment systems.
2. Utilize property information data supplied by the City's GIS system to prepare the mock assessment
role.
3. Utilize amounts and locations of existing D and B style concrete curb and gutter supplied by the City's
GIS system to prepare the mock assessment role.
4. Study the area -wide existing storm sewer system capacity.
5. Study roadway width, parking/no parking, sidewalk and pavement striping options along the project
area Municipal State Aid (MSA) routes, which are:
a. 601h Avenue between Hampshire and Elmhurst Avenues,
b. 62nd Avenue between Louisiana and Hampshire Avenues, and
Engineers I Architects I Planners I Scientists
Short Elliott Hendrickson Inc., 10901 Red Circle Drive, Suite 300, Minnetonka, MN 55343-9302
SEH is 100% employee -owned I sehinc.com 1 952.912.2600 1 800.734.6757 1 888.908.8166 fax
Tom Mathisen, PE
May 28, 2014
Page 2
c. Elmhurst Avenue between Bass Lake Road and 62nd Avenue.
Study the impact of construction on existing trees, retaining walls and other features in the boulevard
area.
7. Coordinate the reconstruction of the following streets with the City of New Hope:
a. 60"' Avenue between West Broadway and Louisiana Avenue, and
b. Louisiana Avenue between Lombardy Lane and 62nd Avenue.
8. Coordinate the reconstruction of 62nd Avenue between Louisiana and Hampshire Avenues with the
City of Brooklyn Park.
9. Account for the continuation of the private sanitary sewer service and driveway repair programs.
10. Coordinate with CenterPoint Energy for possible system wide upgrades.
11. Assist the City in obtaining quotes for soil investigation work.
12. Prepare for the following meetings:
a. Three (3) with Engineering and Public Works Staff
b. One (1) Neighborhood Open House
c. One (1) coordination meeting with City of New Hope staff
d. One (1) coordination meeting with City of Brooklyn Park staff
e. One (1) City Council Workshop
f. One (1) City Council meeting to present report findings
g. One (1) Public Improvement Hearing with the City Council to present report findings
We will deliver fourteen (14) final copies of the Study for your use.
According to Exhibit C-3, Paragraph A of the Agreement, we will use the most recent opinion of probable
construction cost for the project as approved by the owner to calculate our fee. The most recent opinion
of probable cost is outlined in the following table.
ITEM
COST
Total Estimated Construction Cost on which to base the Total
Engineering Fee Percentage
$4,867,108.33
Total Engineering Fee Percentage
15.12% (2)
Total Feasibility Study, Plans, Specifications, Estimate and Bidding
and Construction Phase Engineering Fees
$735,907
Total Feasibility Study Engineering Fee
$51,591
(') From the attached Appendix B — Street Reconstruction Construction Unit Costs Comparison per
Phase.
(2) Per attached Appendix A (Revised December 7, 2012).
In accordance with Appendix A dated December 7, 2012 to this Supplemental Agreement, our lump sum
fee for this entire project is calculated on the basis of 15.12% of the total estimated construction cost or
$735,907 including expenses.
Per Minnesota Statutes, the report on feasibility has to be provided to the City on an hourly basis.
Therefore, in accordance with Exhibit C-3, Paragraph A of the Agreement, we will provide the City with
the report on feasibility for a total hourly fee of $51,591 including expenses.
Tom Mathisen, PE
May 28, 2014
Page 3
We will bill the City monthly on an hourly basis for services, expenses, and equipment as described in
Exhibit C-1 of the Agreement. For your convenience, we include our billable cost range and schedule of
expenses as Appendices C and D to this Supplemental Letter Agreement. The above financial
arrangements are based on the orderly and continuous progress of the project.
We will start our services promptly after receipt of your authorization of this Agreement. We anticipate
fitting our work to match the following key City milestones.
Item
Milestone Date
Authorization to Proceed
June 3
City Council Workshop
September 2
Deliver Study to the City
September 11
Present Study to the City Council
September 16
Neighborhood Open House
October 9
Public Improvement Hearing
October 21
We understand an estimated total project cost was established for Phase 14 as part of the Update to the
2003 Overall Study and updated based on actual street reconstruction costs per linear foot of street
centerline. We understand these limitations are realistic and will try to work within those limitations.
This Supplemental Letter Agreement and the Agreement represent the entire understanding between you
and us in respect to the project and may only be modified in writing signed by both of us. If it satisfactorily
sets forth your understanding of our agreement, please sign the enclosed copy of this letter in the space
provided below and return it to us.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
11
/If /
Aaron T. Ditzler, PE
Project Manager
City of Crystal, Minnesota
Accepted this _`_ day of
By:
Title
By
Title
, 2014
Enclosures
p:\ae\c\cryst\128041\1-genl\10-contracts\proposal\phase 14 feas rpt proposal.dou
APPENDIX A
CITY OF CRYSTAL STREET RECOSTRUCITON
LUMP SUM ENGINEERING SERVICES AGREEMENT
AS PERCENTAGE OF FINAL CONSTRUCTION COST
SHORT ELLIOTT HENDRICKSON, INC.
DECEMBER 7, 2012 *
Final
Total
Construction
Engineering
Feasibility
Plans and
Construction
Cost ($)
Fee (%)
Study (%)
Specs (%)
Mgmt (%)
$2,000,000
19.52%
1.37%
7.80%
10.35%
$2,250,000
19.12%
1.34%
7.65%
10.13%
$2,500,000
18.72%
1.31%
7.49%
9.92%
$2,750,000
18.32%
1.28%
7.33%
9.71%
$3,000,000
17.92%
1.25%
7.17%
9.50%
$3,250,000
17.52%
1.23%
7.00%
9.29%
$3,500,000
17.12%
1.20%
6.85%
9.07%
$3,750,000
16.72%
1.17%
6.69%
8.86%
$4,000,000
16.32%
1.14%
6.53%
8.65%
$4,250,000
15.92%
1.11%
6.37%
8.44%
$4,500,000
15.52%
1.09%
6.20%
8.23%
$4,750,000
15.12%
1.06%
6.05%
8.01%
$5,000,000
14.72%
1.03%
5.89%
7.80%
$5,250,000
14.32%
1.00%
5.73%
7.59%
$5,500,000
13.92%
0.97%
5.57%
7.38%
$5,750,000
13.52%
0.95%
5.40%
7.17%
$6,000,000
13.12%
0.92%
5.25%
6.95%
$6,250,000
12.72%
0.89%
5.09%
6.74%
$6,500,000
12.32%
0.86%
4.93%
6.53%
$6,750,000
11.92%
0.83%
4.77%
6.32%
$7,000,000
11.52%
0.81%
4.60%
6.11%
$7,250,000
11.12%
0.78%
4.45%
5.89%
$7,500,000
10.72%
0.75%
4.29%
5.68%
$7,750,000
10.32%
0.72%
4.13%
5.47%
$8,000,000
9.92%
0.69%
3.97%
5.26%
Final construction cost includes 15% of private driveway and sanitary sewer repair costs.
Total fee will be based on Total Engineering Fee percentage column. Remaining three columns are
only possible breakdowns to be used to keep cost of each phase balanced.
*Revised 10-9-07 (private to 15%)
*Revised 1-14-09 (Revised Percentages for Total Engineering Fee, Feasibility Study, Plans and Specs, and Construction Mgmt)
*Revised 12-7-12 (Revised Percentages for Total Engineering Fee, Feasibility Study, Plans and Specs, and Construction Mgmt)
P:\AE\C\Cryst\Common\Master Contract\REVISED APPENDIX A 12 07 12.docx
SEH
CRYSTAL, MINNESOTA
2013 - BECKER PARK STREET RECONSTRUCTION FEASIBILITY REPORT
CITY PROJECT NO. 2012-13
Appendix B - Street Reconstruction Construction Unit Costs Comparison Per Phase
Date: March 19, 2007
Revised: March 27, 2007; September 4, 2008; September 11, 2008; September 15, 2008
Revised: August 31, 2010; September 7, 2010; September 15, 2010; March 28, 2011; May 23, 2011
Revised: August 24, 2011; August 31, 2011; September 2, 2011; September 12, 2011; March 30, 2012
Revised: August 23, 2012; April 9, 2013
P:\AE\C\Crysl\128041\t-genl\10-contracts\Proposal\ret\[phase 1 thru 16 unit cost comparison.xlsxiUnit Cost In8 Yr 3 in a row
c R
A
B
C
D
E
F
G
H
J
K
L
M
N
O
P
Q
R
S
T
U
V
A
X
Y
Phase
Total
Construction
Costs 1)(2)
Total Linear
Footage
Cost Per Foot
Year
Percentage Change
between Phase (6)
1
$1,910,682.00
26,000
$73.49
1995
N/A
2
$2,146,070.00
26,001
$82.54
1996
12.31%
3
$2,955,272.32
34,496
$85.67
1997
3.79%
4
$1,983,572.00
22,340
$88.79
1998
3.64%
1999
2000
5
$1,833,244.82
15,928
$115.10
2001
29.63%
2002
2003
6
$3,497,617.15
31,420
$111.32
2004
-3.28%
7
$2,430,629.35
21,261
$114.32
2005
2.69%
8
$3,754,632.48
29,645
$126.65
2006
10.79%
2007
9
$3,909,687.00
25,456
$153.59
2008
10
$5,880,116.00
41,785
$140.72
2009
-8.38%
2010
11
$2,834,538.00
19,885N$1.55
2011
1.30%
12
$5,139,067.15
32,240.40
2012
11.82%
13
$5,069,105.00
29,789.17
2013
6.76%
2014
14
$4,867,108.33
26,051.83
20159.79%
15
$5,806,241.60
29,660
.76
2016
4.78%
16
$7,842,968.32
38,236
1 $205.12
2017
4.78%
(1) Costs without Sanitary, Watermain, and Private Costs
(2) Costs are in year the project was built (Phases 1-13)
(3) Based on Opinion of Probable Cost
(4) Not Used
(5) 13 Projects over 18 years
(6) Cell Formula equal to C4/B4 -1, etc.
(7) Based on average annual increase in construction cost between Phase 1 and 13
(8) Based on Awarded Bid Construction Cost
Street Reconstruction Construction Unit Costs Comparison Per Phase
$250.00
$225.00
$200.00
o $175.00
0
LL
N
d
$150.00
`v
o_
o $125.00
U
$100.00
$75.00
$50.00
$25.00
m m m m o 0 0 0 0 0 0 0
rn m m m m o 0 0 0 0 0 0 0
N N N N N N N N N N N N N N N N N N N N
Year
8)
8)
7)
7)
.7)
Memorandum
cars -AL
DATE: May 2 9, 2014
TO: Mayor and City Council
FROM: Kim Therres, Assistant City Manager
Tom Mathisen, Public Works Director
Charlie Hansen, Finance Director
SUBJECT: Financing Mill and Overlay Projects
At the May 20 Council meeting, the Council ordered the public hearing for the Winnetka Hills
Mill and Overlay (M&O) Project 42014-21, scheduled for the June 17 meeting. Public notice
of the hearing was published and mailed to affected property owners. In terms of the project
schedule, it would be necessary to order the project at the June 17 meeting in order to meet
project specifications relating to cold weather for 2014 construction. It is not necessary for the
Council to finalize the details of the financing plan prior to ordering the project. The project
would be brought back to the Council on July 15 to consider the bids and project award.
At its May 6th and 20th work sessions the Council continued to discuss options for
financing t h i s c u r r e n t a n d f u t u r e M& O proj ects. Milling and overlays are required
to maintain the reconstructed streets in good condition as long as possible. The attached
Council Resolution 42010-48 and Exhibit C established the policy for special assessing 100%
of M&O projects. If the projects is to go forward, and a policy other than the existing one is
to be used, that change would have to be done by an amending resolution.
Minnesota State Aid Road (MSA) funds are currently committed to the Street Reconstruction
Fund through 2018 in order to complete the partial funding of the remaining 3 Phases 14-
16 Street Reconstruction Program. After that date, the MSA funds are scheduled for the
Street Maintenance Fund to contribute to the sealcoating projects for the reconstructed
streets.
Mill and overlayed streets will receive one sealcoat at 7 or 8 years o f I i fe , d e p e n d i n g o n
c o n d i t i o n. The road condition will then be re-evaluated at 14 years to determine whether a
second sealcoat is appropriate. M & O projects are designed to have at least a 15 year
lifespan, depending on subsurface soil conditions in any specific area. But the sequencing of
any M&O project will not necessarily follow the order of the original phased reconstruction
projects. At this point however, based on ongoing conditions, it appears that the first four
projects will need to be in that Phase 1 — 4 order.
At its work sessions, the Council discussed using a tax levy to pay for M&O projects rather
than using special assessments. The cost of the Phase 1 Winnetka Hills Neighborhood
project is estimated at $1 million. If taxes were used to pay for this and assuming all
existing service levels are maintained, it would require a levy increase of approximately 11-
12%. Depending on future mill and overlay project cost, some levy would have to be
maintained in future years to continue to pay for future mill and overlay projects. The costs
of the first four projects are estimated as shown below:
2014 Phase l $ I ,000.000
201 S Phase 2 $ 1 ?70.000
2016 Phase > S 1.)65.000
2017 Phase 4 903,000
Based on the abo\e estimatecl costs it is seen ho«- the IcvNwould vary' from one year to the
next. 11' Phase > is put into the mix_ scheduled 1`42020 at an estimated cost of approximately
$760.000. the Icy amount could be dil'ided oyer a period of 7 years at an estimated average
annual amount of $76.000.
Under the current policy with 100% assessment, the cost of the Phase 1 M&O assessment is
estimated at $2,000 per residential lot. A 10 year assessment period would mean a payment
of approximately $300 each year, declining each year to $210 in the 10`x' year. The 10 year
period would create an overlap for the sealcoat at year 7 or 8, which would require the Street
Maintenance Fund to pay for this initial sealcoat. Any second sealcoat would then be 100%
assessed, using the original sealcoat policy established in the 1970's.
As an alternative, the Council could choose to adopt a policy similar to ongoing street
reconstruction and alley reconstruction policies where a combination of approximately 60%
special assessment and 40% from other funding sources is used. In the mill and overlay case,
the 40% could come from a general annual levy, which average over the first 7 years of
projects becomes an annual levy of $302,000. This would be a compromise especially for
those who are still paying on their street assessment or those who have not even started that
payment.
The Council should continue its discussion of financing mill and overlay projects.
RESOLUTION NO. 2010 - 48
ADOPTING ASSESSMENT POLICIES FOR 2010 36TH AVENUE
AND FUTURE STATE AID AND LOCAL STREET MILL
AND OVERLAY PROJECTS
WHEREAS, due to normal wear and weather related deterioration, it has become
necessary to perform a mill and overlay project on the State Aid Street 36'h Avenue in the
year 2010, and it is therefore necessary to develop a funding mechanism for said project,
and it has been determined that a special assessment for a portion of that funding is
appropriate; and
WHEREAS, the City has no previously established assessment policy for mill and
overlay projects, however there are established policies for similar street related projects
as shown in Exhibit A; and
WHEREAS, the affected properties in the 3611, Avenue project have not
previously been assessed for street reconstruction other than a minimal amount for curb
and gutter and sidewalks in the early 1990's, yet all properties on the adjoining side
streets have since been assessed for full street reconstruction, and therefore it is desirable
to treat the 36'h Avenue properties in a similar fashion; and
WHEREAS, in previous full street reconstruction projects, single family/duplex
properties received an approximate 30% reduction in the assessment by using State Aid,
Storm Drain Utility, and other funding sources, and comer lots abutting 36'h Avenue have
previously been assessed in the manner described in Exhibit A; and
WHEREAS, it is desirable to develop a 3611, Avenue assessment policy that can be
modified to apply to future State Aid and local street mill and overlay projects.
NOW, THEREFORE, BE IT RESOLVED, by the Crystal City Council:
1) The properties abutting 361hAvenue shall be assessed in a manner similar to a
full street reconstruction project, however such assessment shall be based on
the lower actual cost for said mill and overlay project.
2) 361 Avenue comer single family/duplex properties with driveways on 361 h
Avenue shall be assessed at one-half the unit assessment rate because these
properties have previously been assessed one-half a u n it street reconstruction
rate.
3) Similarly, 36'h Avenue comer single family/duplex properties with driveways
on the side street shall not be assessed for the 361h Avenue project because
these properties have previously been assessed one full unit street
reconstruction rate.
4) Commercial and non-profit properties shall be assessed for the full cost of the
project based on a per front foot unit cost for the entire front footage abutting
the project area.
5) The assessment policy for the 36th Avenue project shall be as described in
Exhibit B.
6) The assessment policy for future mill and overlay projects on State Aid and
local streets shall be as described in Exhibit C.
7) In the future, when it is necessary to either mill and overlay, or reconstruct
portions of 36th Avenue, assessment rates for both commercial and non-profit,
and single family/duplex properties shall be determined based on the most
recent large mill and overlay or reconstruct projects respectively, adjusted for
inflation, as if 36th Avenue were a standard 32 foot wide State Aid Street in
the City.
Adopted by the Crystal City Council this Ist day of June, 2010.
ATTEST:
rt L -
J et Lewis, City Clerk
I:Pubworks/projects/2009/36 overlay/adoptassmntpolicyres
EXHIBIT A
CITY OF CRYSTAL SPECIAL ASSESSMENT POLICIES AS THEY
RELATE TO STREET MAINTENANCE AND RECONSTRUCTION
AND ALLEY RECONSTRUCTION
June 2010
Total construction cost includes contractor and material costs, plus feasibility,
engineering design, legal, project management, bonding, levy, and other related
costs. Front footage is measured at the property line. Front footage is a
measurement based on both sides of the street, not street centerline footage.
Assessed Sealcoat
1. Non -corner single family/duplex properties are assessed on a per unit cost
based on total project construction cost per front foot for the entire project.
The total single family/duplex properties front footage times the cost per
front foot divided by the number of net whole single family/duplex properties
determines the cost per unit.
2. Single family/duplex corner properties are assessed at the same unit cost as
for non -corner properties.
3. Commercial/non-profit properties (including churches) are assessed based on
total project construction cost per front foot for the entire project times the
number of front feet for a given parcel.
4. Commercial/non-profit corner properties are assessed based on the entire
front footage of both sides of the property.
Alley Reconstruction
1. Alley reconstruction assessments are based on 60% of the total construction
cost. The remaining 40% is paid by the Storm Drain Utility. This applies to
single family/duplex and C/N -P properties alike.
2. Alley reconstruction is assessed in a manner similar to Sealcoat. Non -corner
single family/duplex properties are assessed on a per unit cost based on 60%
of the total construction cost per front foot for the entire project. The total
single family/duplex properties front footage times the cost per front foot
divided by the number of net whole single family/duplex properties
determines the cost per unit.
3. Single family/duplex corner properties are assessed at the same per unit cost.
4. C/N -P properties (including churches) are assessed based on 60% of the total
project construction cost per front foot for the entire project times the
number of front feet for a given parcel.
5. C/N -P corner properties are assessed based on the entire front footage of
both sides of the property were there to be an alley project on two sides of a
corner property.
Street Reconstruction
Street reconstruction projects have two assessment categories. The first is the street
construction assessment, which is assessed in a manner similar to sealcoat
assessments, i.e. a per unit basis for single family/duplex, and a per front foot basis
for C/N -P properties. Street construction includes all construction work associated
with the project, including storm drainage work, but not including curb and gutter
work. The second category is the curb and gutter assessment which is assessed on a
front foot basis at a rate based on the status of the existing or non -existing curb.
Single family/duplex properties receive a credit of approximately 30% of the actual
street construction cost portion (per unit cost) of the assessment based on State Aid
and Storm Drain Utility Funds that are distributed equally across said properties on
a per unit basis.
1. Properties with frontage on a Municipal State Aid Street are assessed in the
same manner as properties on non -State Aid municipal streets. For the
purposes of this document, and unless differentiated otherwise, "local street"
includes both State Aid and non -State Aid municipal street frontages.
2. Single family/duplex properties are assessed for the street reconstruction
portion on a per unit cost based on total street construction cost per front
foot for the entire project. The total single family/duplex properties front
footage times the cost per front foot divided by the number of net whole
single family/duplex properties determines the per unit cost.
3. Non -corner single family/duplex properties are assessed on a per unit cost
basis for the street reconstruction portion, regardless of length of front
footage. Curb and gutter is assessed on a total cost per front foot basis and
the 30% reduction is not applicable.
4. C/N -P properties are assessed on a front foot basis for both street and curb
and gutter assessments, and the 30% reduction does not apply.
5. A single family/duplex corner property that has its driveway on a county
road is assessed one half of the unit street cost for local street reconstruction
and the standard amount for curb and gutter.
6. A single family/duplex corner property that has its driveway on a local street
with the other side on a county road is assessed at the full unit street cost and
the standard amount for curb and gutter.
7. A single family/duplex corner property with both sides on a local street and
within the project area, is assessed one full unit street cost, and for curb and
gutter based on the full length of the short side (regardless of which way the
front door faces), and one-third of the first 135 feet and 100% of any length
beyond 135 feet on the long side.
8. A single family/duplex corner property with both sides on a local street, but
only one side in the project area, is assessed one-half of the unit street cost
and the standard amount for curb and gutter on the reconstructed side. The
balance to be assessed when the other local street side is reconstructed.
9. All properties with any frontage on a county road are not assessed for the
county road portion when the county road is rebuilt.
10. Three or more properties with frontage and driveways on an unimproved
street will have the street built to local street standards and are assessed at
the standard rates. If only two of the three properties have driveways on the
unimproved street, the two properties may petition to have the street built to
local street standards as part of the larger project, and be assessed
accordingly. The third property would be a corner parcel and would be
assessed accordingly. If there is no petition, then the private driveways in
the right of way remain the responsibility of the property owners.
11. For the two or less unimproved street parcel situation, a corner parcel with
frontage on an improved street, regardless of what side the driveway is on, is
assessed one full unit street cost and the standard amount for curb and
gutter. If the parcel has no improved street frontage, the parcel receives no
assessment, however the private driveway located in the unimproved right of
way is the responsibility of the property owner and is not improved as part of
the project.
12.Non-corner single family/duplex parcels with frontages on two streets (front
and back yard for example) are assessed in the same manner as a corner lot,
including the long and short side curb and gutter policy.
13. There are three curb and gutter assessment rates that apply equally to single
family/duplex and C/N -P properties:
• Properties with no existing curb and gutter are assessed at the full curb
and gutter rate.
• Properties with the old "D" mountable style curb are assessed at 75% of
the full rate.
• Properties with the city standard '8618" curb are assessed at a
"reincorporation" rate specific to each project based on estimated
removal and replacement costs. This rate is approximately 25% of the
full rate.
CITY OF CRYSTAL SPECIAL ASSESSMENT POLICY FOR THE
MILL AND OVERLAY OF STATE AID STREET 36TH AVENUE
June 2010
Total mill and overlay construction cost includes contractor and material costs for
asphalt and curb and gutter and sidewalk repair, plus feasibility, engineering
design, legal, project management, bonding, levy, and other related costs. Front
footage is measured at the property line. Total project front footage is a
measurement based on both sides of the street, not street centerline footage and
includes single family/duplex corner lots with driveways on the side street even
though those corner lot properties will not be assessed as part of the project. Total
single family/duplex properties front footage is the total of all single family/duplex
front footages, including those with driveways on the local side street.
Single family/duplex properties receive a credit of approximately 30% of the actual
mill and overlay cost of the assessment based on State Aid Funds that are
distributed equally across said properties on a per unit basis. The credit is due to
this project being treated as a reconstruction and not a maintenance project.
1. Single family/duplex properties are assessed for mill and overlay on a per
unit cost based on total construction cost per front foot for the entire project
less approximately 30%. The total single family/duplex properties front
footage times this revised cost per front foot divided by the number of net
whole parcels of single family/duplex properties (excluding corner parcels
with driveways on the side local street) determines the per unit cost.
2. Non -corner single family/duplex properties are assessed on this per unit cost
basis for mill and overlay regardless of length of front footage.
3. Commercial/non-profit properties (including churches) are assessed based on
total project construction cost per front foot for the entire project times the
number of front feet for a given parcel. The 30% reduction does not apply.
4. Single family/duplex corner properties that have driveways on 36th Avenue
are assessed one half of the unit mill and overlay cost. These properties have
already been assessed for a one half unit of street reconstruction on the local
street.
5. Single family/duplex corner properties that have driveways on a local street
with the other side on 36th Avenue, have already paid a full street assessment.
These properties will not be assessed for the 36th Avenue mill and overlay
project. They will receive a full unit mill and overlay assessment when their
respective local street is mill and overlayed.
6. In the future when it is necessary to mill and overlay 36th Avenue again, the
assessment rates for both commercial and single family/duplex properties
will be determined based on the most recent large overlay project that
included a combination of local and state aid streets, adjusted for inflation.
7. In the future when it is necessary to do a total reconstruct of 36th Avenue, the
assessment rates for both commercial and single family/duplex properties
will be determined based on the most recent large total reconstruct project
that included a combination of local and state aid streets, adjusted for
inflation.
EXHIBIT C
CITY OF CRYSTAL SPECIAL ASSESSMENT POLICY FOR THE
MILL AND OVERLAY OF STATE AID AND LOCAL STREETS
(EXCLUDING THE 2010 36TH AVENUE PROJECT)
June 2010
Total mill and overlay construction cost includes contractor and material costs for
asphalt and curb and gutter and sidewalk repair, plus feasibility, engineering
design, legal, project management, bonding, levy, and other related costs. Front
footage is measured at the property line. Front footage is a measurement based on
both sides of the street, not street centerline footage.
1. Non -corner single family/duplex properties are assessed on a per unit cost
based on total project construction cost per front foot for the entire project.
The total single family/duplex properties front footage times the cost per
front foot divided by the number of net whole single family/duplex properties
determines the cost per unit. In determining the cost per unit, corner lots
with only one side being overlayed are counted as one-half unit, and corner
lots with both sides being overlayed are counted as a full unit.
2. Single family/duplex corner properties are assessed at the same unit cost as
for non -corner properties. These properties receive a full unit assessment if
both sides are being overlayed, and one-half unit if only one side is being
overlayed.
3. 36th Avenue Frontage Exceptions: Corner lots with driveways fronting on
36th Avenue are assessed at one-half of the side street rate when the side
street is overlayed. Corner lots with driveways fronting on the side street are
assessed one full unit when the side street is overlayed.
4. Commercial/non-profit properties (including churches) are assessed based on
total project construction cost per front foot for the entire project times the
number of front feet for a given parcel.
5. Commercial/non-profit corner properties are assessed based on the entire
front footage of both sides of the property.
L/pubworks/proj ects/2009/36thOverl ay/Assessmentpo I i ei es2
Fund: Street Reconstruction Fund
Fund Number: 415
DESCRIPTION OF ACTIVITY
The Street Reconstruction Fund accounts for the cost of reconstructing streets in the
Crystal Local Street Reconstruction program.
City streets were divided into sixteen phases for reconstruction. A phase is
reconstructed in most years, with an occasional pause for planning. Phases 1 through
13 were reconstructed between 1994 and 2013.
Generally speaking, each phase has balanced budget. However, special assessments
and state aid revenues often are not received until several years after the project is
completed. This will cause the Street Reconstruction Fund to show deficits until after all
phases are completed and the lagging revenues are collected. .
Funding Sources
Special assessments
State aid for streets
Interest Income
Other city reimbursement
Utility reimbursement
Sale of bonds
Total Funding Sources
Capital Outlays
Admin & pavement study
Phase 13, Becker Park
Phase 14, Lions Park
Phase 15, Twin Oaks
Phase 16, Skyway
Total Capital Outlays
Surplus/ -Deficit
Five Year Capital Improvement Plan
2014
2015
2016
2017
2018
344,572
1,207,190
1,678,730
1,898,359
623,818
320,000
600,000
600,000
600,000
100,000
25,398
38,020
40,442
56,440
34,658
322,136
0
183,254
0
340,110
0
474,591
657,025
987,514
0
0
2,535,498
4,022,355
4,019,689
0
1,012,106 4,855,299 7,181,806 7,562,002 1,098,586
16,900 1,950 2,000 19,050 2,100
566,077
221,335 4,884,481
1,187,919
227,168
5,497,878 1,478,894
25,000
230,370 6,790,096 2,051 762
804,312 5,138,599
6,918,167 8,288,040 2,053,862
207,794 -283,300
263,639 -726,038 -955,276
Fund: Street Maintenance Fund
Fund Number: 410
DESCRIPTION OF ACTIVITY
The Street Maintenance Fund accounts for the cost of seal coating streets that have
been reconstructed under the Crystal Local Street Reconstruction program.
A commitment was made to the citizens at the start of the street reconstruction program
that they wouldn't be assessed for maintenance of the streets while they were still
paying the assessment for street reconstruction. Seal coat projects will be assessed to
property owners if they take place after the reconstruction assessments have been paid.
Pavement mill & overlay projects are an essential part of a long term street
maintenance program. Overlays will be assessed to the property owners (street
reconstruction assessments will be paid off by then).
In addition to seal coat projects, this fund also accounts for intensified maintenance that
is needed Phases 1, 2 and 3 because this pavement is deteriorating faster than
expected. Costs will continue until the phases undergo mill and overlay. The streets
will also need more frequent seal coating until they undergo the mill and overlay.
Five Year Capital Improvement Plan
Funding Sources
Special assessments
Interest Income
Other city reimbursement
State Aid Streets
General Fund transfer
Total Funding Sources
Capital Outlays
Street Phase 1-3 patching
Phases 4 & 8 sealcoat
Phases 5 & 9 sealcoat
Phases 10 sealcoat
Phase 1 mill & overlay
Phase 2 mill & overlay
Phase 3 mill & overlay
Phase 4 mill & overlay
Total Capital Outlays
2014
2015
2016
2017
2018
30,364
499,084
451,581
392,361
536,936
18,461
15,759
12,532
0
7,306
41,553
103,432
528,000
72,800
74,984
77 234
79,551
81,937
121,625
589,827
582,900
575,344
1,154,179
50,000
12,000
277,106
250,990
226,399
802,938
1,001,845
1,061,333
776,973
1,130,044
1,013,845
1,312,323
226,399
776,973
Surplus/ -Deficit -1,008,419 -424,018 -729,423 348,945 377,206
COUNCIL STAFF REPORT
CITY of Proposed Winnetka Hills Mill and Overlay
CRYSTAL
FROM: Tom Mathisen, Public Works Director & City Engineer
TO: Anne Norris, City Manager (for June 3 City Council Work Session)
DATE: May 30, 2014
RE: Project #2014-21 Phase 1Mill and Overlay (M & O) Work Session #3
The Council will continue its discussion of the above project at a June 3 work session.
At the May 20 meeting the Council ordered the public hearing on the project which is
scheduled for June 17. A map of the project area is attached.
A neighborhood meeting was held at City Hall Thursday evening, May 29. Of the 489
property owners that were notified, six (1.2%) attended. Copies of the mailed
documents are attached. There were questions regarding the need for the project and
why there were issues with the top layer of asphalt. There were also questions as to
why owners were being asked to pay again because they paid to have the street rebuilt
20 years ago. Four of the six in attendance were owners at the time of the 1995
project. By the end of the meeting, three owners were against the project or at least felt
they should not be assessed, and the other three were either in favor or indifferent.
spectfully sub itt '
Thomas A. Mat isen
City Engineer
is/pubworks/projects/2014/2014-21 Winnetka Hills Phase 1 Mill Overlay/milloverlayworksessmem3
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cera 4141 Douglas Drive North * Crystal, MN 55422-1696
;'�!YSTAL Telephone: (763) 531-1000 • Fax: (763) 531-1188
Website: www.ci.crystal.mn.us
NOTICE OF TWO IMPORTANT MEETINGS
May 21, 2014
TO: Property Owners and Residents of the 2014 — Winnetka Hills Neighborhood Mill and
Overlay, Project #2014-21
FROM: City of Crystal Engineering Department
MEETING NO. 1
Reference: What: Open House
When: Thursday, May 29,2014; 6:30 p.m. to 8:30 p.m.
Where: Crystal City Hall, 4141 Douglas Drive, Crystal, MN 55422
The attached map shows the location of the Winnetka Hills Phase 1 Street Mill and Overlay Project
(the removal and replacement of all of the top and part of the 2 n layer of asphalt), that is scheduled for
your neighborhood this late summer and early fall. You are cordially invited to meet with city officials
to review the proposed improvements and funding as it affects your property. Project team members
will be available to answer your questions and obtain your input. The estimated cost to your property
will be discussed along with how it can be paid. The project schedule will also be discussed.
The Winnetka Hills Phase 1 Street Reconstruction Project occurred in 1995. Properties were special
assessed for this work over a 15 year period that expired in 2010. Since then, the area was sealcoated
in 2003 and 2010, at no cost to the property owner. Surface repair has been ongoing the last five years.
In 2010, as part of the 36th Avenue mill and overlay project, the City Council adopted a policy that
uses special assessments to fund local street mill and overlay projects. The policy specifies that the
full cost of the mill and overlay work is to be special assessed to the benefitting properties. The total
construction cost for this 2014 project is estimated at $954,338. The assessment for corner and mid -
block single family and/or duplex lots completely bounded by the improvement area, is estimated to be
$1,975 per lot, and for corner single family/or duplex lots abutting county roads or streets not included
in the improvement area is estimated to be $987.50. Assessments would be levied over a period of 10
years at an interest rate of approximately 5%, payable beginning with 2015 property taxes.
The meeting format is an informal open house, so please come at your convenience. However, there
will be a formal presentation and discussion period from 7:00 p.m. to 7:30 p.m.
MEETING NO.2
Reference: What: Public Improvement Hearing
When: Tuesday, June 17, 2014; 7:00 p.m.
Where: Crystal City Hall, Council Chambers
4141 Douglas Drive, Crystal, MN
The Crystal City Council will conduct a public improvement hearing to consider authorizing the
project and the approval of the final design. A detailed notice of this meeting is enclosed. The notice
includes information on the cost of your estimated assessment. Options for the payment of your
assessment will be presented at the hearing.
We look forward to seeing you at the Open House and Public Improvement Hearing meetings. If you
have questions at any time, please call City Project Manager Mick Cyert at City Hall (763.531.1161 or
mick.cyerte,crystalmn.gov).
I:pubworks/projects/2014/Winnetka Hills Overlay/Mtg Invite -Notice of Hearing Winnetka Hills.doc
CITY OF CRYSTAL
NOTICE OF HEARING
ON STREET MILL AND OVERLAY
WINNETKA HILLS NEIGHBORHOOD
PROJECT # 2014-21
To be Held on Tuesday, June 17, 2014
TO WHOM IT MAY CONCERN:
Notice is hereby given that the City Council of Crystal, Minnesota will meet in the council
chambers of City Hall, 4141 Douglas Drive North, at 7:00 p.m. on Tuesday, June 17, 2014, to
consider ordering the project to resurface the streets of the Winnetka Hills Neighborhood. The
work area is bounded on the east by Winnetka Avenue N, and on the west, north and south by
Crystal's cooperate limits with the City of New Hope, pursuant to Minnesota Statutes, Sections
429.011 to 429.111. The work includes curb and gutter repair, sanitary and storm sewer manhole
repair, asphalt base reconditioning, milling and asphalt repaving of approximately two inches of
the existing street section, and re -striping. All areas described above are proposed to be assessed
for such improvements (33'd Avenue from Xylon Avenue N. to Boone Avenue N. is not included
in the work). The total construction cost is estimated at $954,338. The assessment for corner and
mid -block single family and/or duplex lots completely within the improvement area is estimated
to be $1,975.00 per lot, and for corner single family/or duplex lots with one side abutting a
county road or local street not included in the improvement area is estimated to be $987.50. This
is not the assessment hearing (which would be conducted in early fall 2014), but rather the public
improvement hearing to order the project construction.
Such persons as desire to be heard with reference to the proposed improvement will be heard at
this meeting. A copy of the report on feasibility for this project is available for review at the
Crystal City Hall.
Dated May 20, 2014
By Order of the City Council
City of Crystal
Christina Serres, City Clerk
(Published in Crystal-Robbinsdale Sun Post on May 29 and June 5, 2014.)