2015.09.10 Work Session Packet
Posted: September 4, 2015
CRYSTAL CITY COUNCIL
WORK SESSION AGENDA
Thursday, September 10, 2015
7:45 p.m.
(Following the Traffic Symposium)
Crystal Community Center, Game Room
4800 Douglas Drive
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 Thursday,
September 10, 2015 in the Game Room located at 4800 Douglas Drive, Crystal, Minnesota.
I. Attendance
Council members Staff
____ Adams ____ Norris
____ Dahl ____ Therres
____ Deshler ____ Revering
____ Kolb ____ Ray
____ Libby ____ Serres
____ Parsons
____ Peak
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. Phase 15 (Twin Oaks neighborhood) of Street Reconstruction
2. Possible closure of Brunswick Avenue between 29th and 31st Avenues
III. Adjournment
The work session adjourned at ______ p.m.
* Denotes no supporting information included in the packet.
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.
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
Memorandum
DATE: September 10, 2015
TO: City Council
FROM: Mark Ray, PE, Public Works Director
SUBJECT: Phase 15 Reconstruction – Accept Feasibility Report and Order
Improvement Hearing
Summary
Phase 15 is proposed to take place in 2016. Street reconstruction projects last around
two years from design to final project closeout. At the September 16th Council meeting
the Council will be asked to accept the feasibility report and call for the improvement
hearing for October 6, 2015.
The purpose of this hearing is for the City Council to discuss a specific local
improvement before ordering it done. The Council considers all the information in the
Feasibility Report and any other information necessary for Council deliberation. At the
Improvement Hearing interested persons may voice their concerns, whether or not they
are in the proposed assessment area. If the Council rejects the project, it may not
reconsider that same project unless another hearing is held following the required
notice.
Approving the feasibility report item on September 16th will be the second of six Council
meetings, over the next year, where project items will come to the Council for
consideration and proposed action.
Opportunities for public input have and will continue to occur throughout the project.
• A questionnaire was mailed out to properties in the project area earlier this
summer.
• The questionnaire will again be mailed to all properties that did not return their
questionnaire.
• Neighborhood meetings will occur on October 1st and another one in early winter
2016.
• Public hearings will occur in the fall of 2015, spring 2016, and fall 2016.
• Residents may contact City staff assigned to the project anytime.
• Both City staff and consultant staff will be in the field during construction.
Feasibility Report Key Project Aspects
A majority of the existing City standard type B curb in Phase 15 will be replaced due to
deterioration, flat street grades or new road geometry. If the existing B curb is repaired
and not reconstructed, it will pose a long term maintenance burden and contribute to a
shortened life for the new street.
The existing trunk storm sewer pipe will be extended on the MSA streets to satisfy the
MSA design requirement that the driving lanes be protected from flooding caused by a
3-year design storm. Trunk storm sewer pipe extensions are proposed along some of
the non-MSA streets to improve water draining in areas with very flat existing street
grades.
Feasibility Report Key Topics for Discussion
As with previous projects, this project has an option for a sidewalk to be constructed
along the Municipal State Aid (MSA) streets. Considerations for the sidewalk include:
• Residents may not want to lose the boulevard space.
• Some residents may not want people walking on the sidewalk in front of their
house.
• New sidewalks become a future maintenance need for the City.
• Clarification will be needed on who is responsible for snow removal in the winter.
• Sidewalks allow pedestrians a place to walk other than the street.
• If the sidewalks are installed and the streets constructed to 30’ in width,
additional storm water management features will be needed due to the amount of
impervious space in the project area.
In the previous fourteen project areas the street width for non-MSA streets was 30 feet
(per City Code). In discussions, staff would like Council feedback on reducing the width
to 28 feet. Considerations for this 2 foot reduction are:
• If it is decided that the optional sidewalk is desired, the reduced street with
means the City will not have to pursue additional storm water management
components.
• Reduces the impervious surface (asphalt) in the project area by 1 acre.
• Reduces the amount of asphalt that the City will have to maintain in the future.
• Reduces the estimated construction cost by around 1% of the approximately
$6.5 million project.
• Slightly expands the amount of boulevard space in resident’s yards.
• Reduces the amount of snow needing to be removed from the street.
• Can have a positive effect on traffic calming.
• Concerns are raised about the impact of parked vehicles on traffic and
emergency response. Parked vehicles take up 8 to 9 feet (including side view
mirrors), so with vehicles parked on both side of the street, the width of the travel
lane would be 10-12 feet. Staff measured the largest West Metro fire truck which
was barely over 10’ wide.
Project Funding
The main funding mechanisms for the Street Reconstruction Project are street
assessments, storm water utility fund, and MSA funds. After using the established
processes for determining how much each of these mechanisms will provide in funding
the cost of the project still exceeds the revenue identified. The Street Reconstruction
Fund is then used after applying the proposed street and curb Assessment amounts;
the Street Reconstruction Fund is then used to close the gap between the estimated
project cost and revenue identified through existing mechanisms.
Attachments
• Phase 15 Location Map (preliminary)
• Phase 15 Project Process Schedule
• Phase 15 Project Cost Summary
Recommended Action
Present the feasibility report and discuss proposed agenda item.
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CRYSTAL AIRPORT
BASS LAKE ROAD
TWIN LAKE
C A N A D I A N P A C I F I C R A I L W A Y
SÐ
TwinOaksPark
SooLinePark
O
0 450225Feet
FILE NO.CRYST133036
FIGURE 1
P H A S E 1 5PHASE 1 5LOCATION M A PLOCATION M A P
P a t h : P :\A E \C \C r y s t \1 3 3 0 3 6 \G I S \M a p s \F i g u r e 1 L o c a t i o n M a p .m x d
D a t e : 6 /2 3 /2 0 1 5 Legend
ProjectLimitsBorder
Citylimits
September 3, 2015
P:\Council Executive Summaries\2015\Council Meetings\09.16.15 council (09.10)\429 Project Process Form Phase 15.docx
2016 – Phase 15 Twin Oaks Street Reconstruction Project Process (2015-15)
429 process: Minnesota State Statute 429 outlines the process for assessments for public improvements.
Date Project Step Purpose of Step Council Action Staff Action
June 2, 2015 Council work session on Feasibility
Report Discuss Phase 15 project and first steps of starting design.
June 16, 2015 Order preparation of Feasibility Report Ordering the Feasibility Report is a required step in the 429 process. Resolution 2015
September 10, 2015 Council Work session Update Provide the Council with information on the Feasibility Report and the next required steps.
September 16, 2015 Accept Feasibility Report and Call for
Improvement Hearing
The engineer will present the Feasibility Report, the proposed project, an initial cost estimate and
potential assessments. As part of the meeting the City Council will also set the date and time for
the Improvement Hearing as required by the 429 process. Resolution 2015
October 1, 2015 Neighborhood Meeting Provide a brief overview of the proposed project. Gather resident input on concerns or questions
they have about the project. Meeting will be in the Community Room from 6pm to 8pm. Mail Notices late
September 2015
October 6, 2015 Improvement Hearing
The purpose of this hearing is for the City Council to discuss a specific local improvement before
ordering it done. The Council considers all the information in the Feasibility Report and any other
information necessary for Council deliberation.
At the Improvement Hearing interested persons may voice their concerns, whether or not they are
in the proposed assessment area. A reasonable estimate of the total amount to be assessed and
a description of the methodology used to calculate individual assessments for affected parcels
must be available at the hearing. If the Council rejects the project, it may not reconsider that same
project unless another hearing is held following the required notice.
Public Hearing
Mail notice:
late September
2015
Ad in paper:
Last week in
September and
first week in
October
October 6, 2015 Order Improvement and Preparation of
Plans and Specifications
The project may be ordered any time within 6 months after the Improvement Hearing. It is not
advisable to change project parameters after ordering the improvement. Upon ordering the
improvement construction drawings and specifications are prepared. Any changes to the project
scope after this point will require redesign effort with additional cost and staff time as a result. This
also has the potential to delay the project.
Resolution 2015
Early January 2016 Neighborhood Meeting Present plans and specifications to the neighborhood. Gather resident input on concerns or
questions they have about the project.
Mail notice:
Late December
2015
February 2, 2016 Approve Plans and Order
Advertisement for Bids This step is a requirement of the 429 process. Resolution 2016
Mid February 2016 Publish Ad for Bid in Sun Post News
Paper A step in the bidding process. The project will also be advertised on Quest CDN website Publish Ad for Bid
March 8, 2016
Bid Opening – 11:00 A.M.
Final step in the bidding process. Bids are opened by staff and tabulated. From here staff will
make a recommendation to the City Council for award. Open Bids
March 15, 2016
Declare Amount to be assessed Order
Preparation of Assessment Roll and
Call for Assessment Hearing
The City Council will set the date and time for the Assessment Hearing as required by the 429
process. Resolution 2016
April 5, 2016 Council work session on Phase 15 Discuss Phase 15 assessments, bids, and construction process
September 3, 2015
P:\Council Executive Summaries\2015\Council Meetings\09.16.15 council (09.10)\429 Project Process Form Phase 15.docx
Date Project Step Purpose of Step Council Action Staff Action
April 19, 2016 Assessment Hearing
The purpose of this hearing is to give property owners an opportunity to express concerns about
the actual special assessment. At the Assessment Hearing the City Council shall hear and
consider all objections to the proposed assessment, whether presented orally or in writing. This is
a required step in the 429 process.
Public Hearing
Mail notice:
Early April
Ad in paper:
Early April
April 19, 2016 Adopt Assessments
City Council must, by resolution, adopt the same as the special assessment against the lands
named in the assessment roll. This step is a requirement of the 429 process and allows for the
project to move forward with beginning the actual construction process. Once the assessment roll
is adopted the assessments are set and become liens against the properties listed.
Resolution 2016
Mail notice of
adoption on April
20, 2016
April 19, 2016 Accept Bids and Award Contracts City Council approves all the project construction-related contracts. This step is required in the 429
process and allows for the project to move forward with starting the actual construction process. Resolution 2016
Late April – Early
November 2016 Construction
Once the project is awarded staff manages the day-to-day contract execution. Resident Project
Representative is on-site to make sure the project is constructed in accordance to the plans and
specifications. Communications between the contractor and city is primarily through the City
Engineer, Project Manager and Resident Project Representative.
Significant changes will be brought to the City Council for approval prior to the work being
executed. Minor changes and field directives are authorized by the City Engineer in advance to
maintain the project schedule. Adjustments to estimated quantities occur during the final
acceptance of the improvements.
Manage project
October 18, 2016
Conduct Private Driveway and Sewer
Service Repair Assessment Hearing
and Adopt Assessment
This hearing is only for the properties that chose to participate in the optional driveway and/or
sewer program. Properties that went ahead with the work did agree to waive their right to appeal
the assessment. The purpose of this hearing is to give property owners an opportunity to express
concerns about the actual special assessment. At the Assessment Hearing the City Council shall
hear and consider all objections to the proposed assessment, whether presented orally or in
writing.
Resolution 2016 /
Public Hearing
November 21, 2016 Assessments Certified to Hennepin
County Assessments
Certified
June 2017 Final Layer of asphalt placed
Construction Completion
The City Engineer will determine when the project specifications have been met and final payment
should be made to the Contractor. Project closed out
CRYSTAL, MINNESOTA
2016 - PHASE 15 TWIN LAKES PARK STREET RECONSTRUCTION
CITY PROJECT NO. 2015-15
SEH NO. CRYST 133036
Summary of Project Costs and Funding Sources - Feasibility Report
Date: August 20, 2015
Revised Date: August 26, 2015
P:\AE\C\Cryst\133036\4-prelim-dgn-rpts\43.54-Qtys\[Opinion Cost & Financing Ph 15 Feasibility Report.xlsx]Sum Project Costs
AB C
Line No Description Amount
1 Bid Documents Engineers Estimate - Total Construction Cost
3 Opinion of Probable Cost - Total Construction Cost $6,211,521.45
4 Less Private Driveways $493,835.08
5 Less Private Utility Work $206,222.67
6
Opinion of Probable Cost - Total Construction Cost without
Private Costs or Admin $5,511,463.70
7
Total Project Cost = Apparent low bid less Private Work plus
20% admin)$6,613,756.44
8 Less Public Sanitary Sewer & Water Utility Work $126,681.29
9 Less Crystal Storm Sewer Work $994,758.72
10 Less Other Community Storm Sewer Work $0.00
11 Total Street Project Cost including Admin $5,492,316.44
12
13 MSA Street Project Cost - Opinion of Probable Cost $726,396.72
14 Total Cost to be Assessed $4,123,059.00
15 Street Reconstruction Fund $642,860.72
16 Surrounding Community Receiving Benefit $0.00
17 Total Over / Under Run $0.00
19 Opinion of Probable Cost - Crystal Storm Sewer Project Cost $994,758.72
20
21 MSA Storm Project Cost - Opinion of Probable Cost $139,131.27
22 Storm Drain Utility Remaining Project Cost $855,627.44
23 Storm Drain Utility Fund Allocation (2016 CIP) $568,963.00
24 Total Over / Under Run $286,664.44
STREET
STORM SEWER
Memorandum
DATE: September 10, 2015
TO: City Council
FROM: Mark Ray, PE, Public Works Director
SUBJECT: Close portion of Brunswick Avenue North through Bassett Creek Park
Summary
The City has for some time envisioned the closure of Brunswick Avenue through Bassett Creek
Park as part of the park’s long term plan. Earlier this spring, this portion of Brunswick Avenue
was removed from being classified as one of Crystal’s Municipal State Aid Streets. This change
in status was required in order for any real changes to the street to be considered.
In August, public works had many projects occuring simultaneously and had to handle a large
quantity of material. Due to both need and as a pilot project, the City closed a portion of
Brunswick Avenue from the north side of the driveway access to 2900 Douglas Drive to
approximately the base of the hill by the public works material storage area (see attached
map). This section of road has remained closed since that time. Access to the storage area will
be maintained from 32nd Avenue North.
Traffic Counts
Traffic counts in July showed generally around 200 vehicles per day on the street. Attached to
this memo are the daily counts.
Public Safety Feedback
Both the police and fire departments were made aware of the closure. No concerns have been
raised from either department about the closure during the pilot project.
General Feedback
Staff have received only a few calls from residents mostly questioning what is going on. When
it was explained that the long term plan is to reconnect the park and we are looking for
feedback from residents, the residents have supported the idea.
Attachments
• Location map
• Traffic counts
Recommended Action
Discuss the permanent closure and restoration of a portion of Brunswick Avenue North.
ab is southbound]
Weekly Volume
north of drive
south of gravel
:
Site: Brunswick 2939
:
:
Interval
Start
Mon
7/6/2015
Tue
7/7/2015
Fri
7/10/2015
Wed
7/8/2015
Thu
7/9/2015
Sat
7/11/2015
Sun
7/12/2015
Mon - Fri
Average
ba ab ab ba ab ba ab ba ab ba ab ba ab ba ab ba
12:00 AM - - - 0 4 0 0 2.0 ---1 3 0 1 2.0
1:00 AM ---0 0 0 0 0.0 ---0 0 0 0 0.0
2:00 AM - - - 0 0 0 0 0.0 ---0 0 0 0 0.0
3:00 AM ---0 0 0 0 0.0 ---1 0 0 0 0.5
4:00 AM - - - 1 0 0 0 0.5 ---0 0 0 0 0.0
5:00 AM ---0 1 1 0 0.5 ---0 0 0 0 0.0
6:00 AM - - - 1 2 1 0 1.5 ---1 0 0 0 0.5
7:00 AM ---8 7 1 2 7.5 ---1 1 1 1 1.0
8:00 AM - - - 7 7 2 2 7.0 ---4 4 4 3 4.0
9:00 AM ---3 4 4 1 3.5 ---7 3 6 8 5.0
10:00 AM - - - 2 1 5 4 1.5 ---3 3 4 1 3.0
11:00 AM ---2 4 6 1 3.0 ---1 8 3 8 4.5
12:00 PM - - - 9 7 3 5 8.0 ---7 8 4 3 7.5
1:00 PM ---6 8 6 4 7.0 ---9 6 7 3 7.5
2:00 PM - - - 6 2 1 4 4.0 ---6 3 5 7 4.5
3:00 PM ---7 6 2 3 6.5 ---8 7 4 2 7.5
4:00 PM - - - 8 8 7 5 8.0 ---14 13 4 2 13.5
5:00 PM ---6 10 6 5 8.0 ---12 6 7 5 9.0
6:00 PM - - - 5 6 4 6 5.5 ---5 5 7 1 5.0
7:00 PM ---11 5 1 4 8.0 ---7 0 5 5 3.5
8:00 PM - - - 4 2 2 3 3.0 ---4 6 4 4 5.0
9:00 PM ---2 5 0 2 3.5 ---4 5 2 2 4.5
10:00 PM - - - 1 2 0 1 1.5 ---3 0 2 1 1.5
11:00 PM ---2 0 0 2 1.0 ---0 2 0 1 1.0
12:00 AM -
12:00 PM
Volume
Peak Hours
Totals 0 0 0 91 91 52 54 91.0
Volume
12:00 PM -
12:00 AM
0 0 0 98 83 69 58 90.5
Combined 0 0 0 189 174 121 112 181.5
Split (%) 48.1 - 52.3 51.9 --- --49.9 50.1 51.8 43.0 47.7 48.2 57.0
5.0 7.5 84668778------
9:00 AM 7:00 AM 9:00
AM
10:00
AM
9:00
AM
11:00
AM
11:00
AM
7:00
AM
9:00
AM
7:00
AM ------
13.5 8.0 767713 10 14 11 ------
4:00 PM 12:00
PM
2:00
PM
6:00
PM
1:00
PM
4:00
PM
4:00
PM
5:00
PM
4:00
PM
7:00
PM ------
1
ab is southbound]
Weekly Volume
north of drive
south of gravel
:
Site: Brunswick 2939
:
:
Interval
Start
Mon
7/13/2015
Tue
7/14/2015
Fri
7/17/2015
Wed
7/15/2015
Thu
7/16/2015
Sat
7/18/2015
Sun
7/19/2015
Mon - Fri
Average
ba ab ab ba ab ba ab ba ab ba ab ba ab ba ab ba
12:00 AM 0 0 0 0 1 3 0 0.2 1 0 0 0 3 1 0 0.8
1:00 AM 0 1 0 0 0 1 0 0.2 0 0 0 0 0 1 0 0.0
2:00 AM 0 0 0 0 1 0 0 0.2 1 0 0 0 1 0 0 0.4
3:00 AM 0 0 0 0 0 0 0 0.0 0 0 0 0 0 0 0 0.0
4:00 AM 0 0 1 0 1 0 1 0.4 0 0 0 1 0 0 1 0.2
5:00 AM 0 1 2 1 0 0 0 0.8 0 0 0 0 0 0 0 0.0
6:00 AM 4 2 2 2 0 0 0 2.0 0 1 0 1 3 0 0 1.0
7:00 AM 8 14 9 6 4 2 0 8.2 5 1 2 0 2 2 0 2.0
8:00 AM 4 39 11 7 11 4 3 14.4 1 3 5 7 2 2 2 3.6
9:00 AM 2 3 3 3 3 1 1 2.8 3 3 1 4 5 2 1 3.2
10:00 AM 7 10 3 3 3 3 7 5.2 4 9 3 2 4 2 7 4.4
11:00 AM 1 5 4 4 1 2 5 3.0 4 4 6 1 2 3 6 3.4
12:00 PM 11 6 4 3 2 2 6 5.2 6 7 2 5 4 1 5 4.8
1:00 PM 9 4 3 6 5 3 3 5.4 5 4 10 1 1 4 3 4.2
2:00 PM 2 9 6 7 3 4 3 5.4 6 6 5 3 7 3 3 5.4
3:00 PM 6 6 6 3 8 5 5 5.8 5 7 11 7 4 5 6 6.8
4:00 PM 4 2 6 6 2 2 8 4.0 9 7 7 8 6 2 8 7.4
5:00 PM 12 5 4 5 4 3 6 6.0 15 11 11 8 9 3 6 10.8
6:00 PM 10 10 5 4 4 4 6 6.6 10 7 6 4 4 4 9 6.2
7:00 PM 3 3 2 1 5 0 6 2.8 4 1 4 4 4 0 6 3.4
8:00 PM 12 2 3 5 4 4 0 5.2 6 9 7 5 3 3 0 6.0
9:00 PM 12 4 2 0 2 2 0 4.0 6 5 1 3 1 2 0 3.2
10:00 PM 1 2 2 2 1 1 0 1.6 4 1 1 0 0 1 0 1.2
11:00 PM 1 0 0 0 0 0 0 0.2 1 1 1 1 1 0 0 1.0
12:00 AM -
12:00 PM
Volume
Peak Hours
Totals 109 128 78 68 65 46 60 89.6
Volume
12:00 PM -
12:00 AM
96 87 83 65 66 41 63 79.4
Combined 205 215 161 133 131 87 123 169.0
Split (%) 51.1 51.6 49.6 48.9 48.4 46.8 53.2 40.5 59.5 47.0 53.0 51.2 52.9 50.4 48.8 47.1
4.4 14.4 7734511 77611 939 58
10:00
AM 8:00 AM 10:00
AM
10:00
AM
11:00
AM
8:00
AM
9:00
AM
8:00
AM
8:00
AM
8:00
AM
11:00
AM
8:00
AM
10:00
AM
8:00
AM
7:00
AM
7:00
AM
10.8 6.6 9855988711 611 10 15 12
5:00 PM 6:00 PM 6:00
PM
4:00
PM
3:00
PM
3:00
PM
5:00
PM
3:00
PM
4:00
PM
2:00
PM
3:00
PM
2:00
PM
5:00
PM
6:00
PM
5:00
PM
5:00
PM
2
ab is southbound]
Weekly Volume
north of drive
south of gravel
:
Site: Brunswick 2939
:
:
Interval
Start
Mon
7/20/2015
Tue
7/21/2015
Fri
7/24/2015
Wed
7/22/2015
Thu
7/23/2015
Sat
7/25/2015
Sun
7/26/2015
Mon - Fri
Average
ba ab ab ba ab ba ab ba ab ba ab ba ab ba ab ba
12:00 AM 0 - - - - - - 0.0 0 ------ 0.0
1:00 AM 0 ------0.0 0 ------0.0
2:00 AM 0 - - - - - - 0.0 0 ------ 0.0
3:00 AM 0 ------0.0 0 ------0.0
4:00 AM 0 - - - - - - 0.0 0 ------ 0.0
5:00 AM 0 ------0.0 0 ------0.0
6:00 AM 0 - - - - - - 0.0 0 ------ 0.0
7:00 AM 1 ------1.0 3 ------3.0
8:00 AM 7 - - - - - - 7.0 1 ------ 1.0
9:00 AM 2 ------2.0 2 ------2.0
10:00 AM 2 - - - - - - 2.0 0 ------ 0.0
11:00 AM 2 ------2.0 0 ------0.0
12:00 PM 1 - - - - - - 1.0 0 ------ 0.0
1:00 PM 6 ------6.0 7 ------7.0
2:00 PM 7 - - - - - - 7.0 8 ------ 8.0
3:00 PM 3 ------3.0 5 ------5.0
4:00 PM 10 - - - - - - 10.0 12 ------ 12.0
5:00 PM 10 ------10.0 11 ------11.0
6:00 PM 8 - - - - - - 8.0 11 ------ 11.0
7:00 PM 3 ------3.0 5 ------5.0
8:00 PM 10 - - - - - - 10.0 3 ------ 3.0
9:00 PM 11 ------11.0 7 ------7.0
10:00 PM 0 - - - - - - 0.0 1 ------ 1.0
11:00 PM 1 ------1.0 1 ------1.0
12:00 AM -
12:00 PM
Volume
Peak Hours
Totals 84 0 0 0 0 0 0 84.0
Volume
12:00 PM -
12:00 AM
77 0 0 0 0 0 0 77.0
Combined 161 0 0 0 0 0 0 161.0
Split (%) -- ---47.8 52.2 --47.8 52.2 --- --
3.0 7.0 ------------37
7:00 AM 8:00 AM ------------7:00
AM
8:00
AM
12.0 11.0 ------------12 11
4:00 PM 9:00 PM ------------4:00
PM
9:00
PM
3