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CC 2016 04 11 CHANHASSEN CITY COUNCIL REGULAR MEETING APRIL 11, 2016 Mayor Laufenburger called the meeting to order at 7:00 p.m. The meeting was opened with the Pledge to the Flag. COUNCIL MEMBERS PRESENT: Mayor Laufenburger, Councilman McDonald, Councilwoman Tjornhom, Councilwoman Ryan, and Councilman Campion STAFF PRESENT: Todd Gerhardt, Chelsea Petersen, Paul Oehme, Todd Hoffman, and Roger Knutson PUBLIC PRESENT: Laurie Susla 7008 Dakota Avenue Mayor Laufenburger: Thank you and welcome to those of you that are present here in the council chambers as well as those who are watching at home on Mediacom cable channel 8 or 107.2 and for the record we have full quorum tonight. Councilmembers Campion, Ryan, Tjornhom, McDonald and I are all present this evening. Our first item on the agenda tonight is, we have no public announcements. Let’s talk about our agenda. Are there any modifications to the agenda this evening council members? If not we will then proceed with the agenda as printed. CONSENT AGENDA: Councilwoman Tjornhom moved, Councilman McDonald seconded to approve the following consent agenda items pursuant to the City Manager’s recommendations: 1. Approve City Council Minutes dated March 28, 2016 2. Deleted. 3. Approve Special Services Agreement with Carver County for Watercraft Inspections. Resolution #2016-29: 4. 2016 Mill & Overlay Project 16-05: Call Assessment Hearing. Resolution #2016-30: 5. 2016 Sealcoat Project: Accept Bids and Award Contract. 6. Approval of Arbor Day Poster Contest Winners. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Chanhassen City Council – April 11, 2016 VISITOR PRESENTATIONS. Mayor Laufenburger: Oh, we have a visitor. Laurie Susla: You have a visitor. Mayor Laufenburger: State your name and address please. Laurie Susla: My name is Laurie Susla and my address is 7008 Dakota Avenue and I am the. Mayor Laufenburger: Welcome, good evening. Laurie Susla: Thank you, good evening. I am the President of the Lotus Lake Conservation Alliance and I just, you all just approved the AIS prevention program budget for 2016 so we wanted to say thank you very much for that. This is the fifth year I believe we’re partnering in helping to protect and prevent additional AIS from going into Chanhassen’s lakes so we very much appreciate that. We’ve gone from a somewhat rag tag group of volunteers to a full fledged program for several years now so we just want to say, recognize the efforts that are being made. Thank Todd for all the work that he’s done and just say that we look forward to another successful year so thank you. Mayor Laufenburger: Well Laurie thank you very much and just on behalf of the council and all the citizens of Chanhassen I know that the Lotus Lake Clear Water Alliance has been a vital partner in the, not only in the execution of the program but also in the funding of the program so on behalf of all of us we want to say thank you to you, to your board, and to your members as well. Laurie Susla: Alright, thank you. This year we’re putting in $12,000 so that’s kind of been the figure we’ve been at the last several years so we’re happy to do that. Mayor Laufenburger: Well thank you very much Laurie. Laurie Susla: Thank you. Mayor Laufenburger: Any other visitors this evening? Now I will close visitor presentation. PARK ROAD/PLACE IMPROVEMENTS PROJECT 16-04: PUBLIC HEARING; ORDER PLANS AND SPECIFICATIONS. Mayor Laufenburger: Do we have a staff report? Paul Oehme: Yes Mayor. 2 Chanhassen City Council – April 11, 2016 Mayor Laufenburger: Mr. Oehme, good evening. Paul Oehme: Good evening Mayor and City Council members. So tonight we’d like to discuss the proposed improvements to Park Road and Park Place. City Project number 16-04. For the agenda tonight we’d like to talk a little bit about the background of the project. The project scope proposed. The cost and financing. How to pay for it and the schedule moving forward and also request that a public hearing be open for the project. So the project is Park Road and Park Place which is shown here. Basically .8 miles worth of city streets. Park Road is a MSA, or municipal state aid street section so we do get gas tax dollars from this street allocated by the State. Park Road is inbetween Audubon Road and Powers and Park Place is a cul-de-sac. Streets in this area were originally constructed in 1982 and ’87. There was a gravel road out here before that but city improvements took place back in the 80’s. The street has been sealcoated several times. Last time was in 2005. The street though has deteriorated. Streets right now are about a little, right around 30 years old and they’re in need of improvements. The pavement condition indexes which are shown here, the numbers on the streets. Those are the conditions, the rating that the City uses to determine when streets should be, are in need of improvements so an example, a street that is 100 has 100 pci that’s basically a brand new street and a street that’s you know down in the 10’s and 20’s that’s a street that’s needing reconstruction. Streets in this area are in the 40’s, 50’s in some areas in the 70’s but averaged it’s right around 50 which in the City’s usage we typically like to see overlays down between 65 and 45 so this is right in that slot. Pci ranges. The proposed, the streets are heavily alligatored and block cracked in this area. A lot of potholes. Some drainage issues in the street surface so based upon our geotechnical information that we’ve obtained some recommendations from a geotechnical firm we’re recommending that the streets be milled off. Three inches of the asphalt be milled off and overlaid with 2 lifts. There are some pavement distresses that we will also be digging out and replacing at this time too to make sure that none of the underlying defects will be transmitted through to the new pavement sections as well so. There are settle curbs and broken curbs out here that the City would like to take place along with this project and about 10 percent of the sidewalk we’ve evaluated should be replaced at this time as well. Just due to cracks and heaving and just moving different sidewalks, pavement sections around. Also ADA ramps will also be replaced along the project area. We also, staff did look at the utility improvements or the utilities in this area. There have been no breaks. Watermain breaks that the City has documented. However there are numerous gate valves that should be replaced at this time and actually the City staff is going through, the utility department is going through and replacing some of the hydrants right now and some of the gate valves that we know are failing or have leaked, and/or leaking. Storm sewer system in this area is in fair condition. There are some catch basins that should be replaced along with some casting rings that are settled and disjointed. The sanitary sewer we did have televised all the sanitary in this, along these streets and the sanitary is in fair condition. There are some I&I issues that we’d like to take care of but most of that would be under a separate I&I project for grounding, short liners, those type of things but all the castings and lids along the streets will have I&I barriers installed and replaced. There’s a culvert that is just west of IWCO that City staff thinks should be also replaced at this time. It’s a 12 by 12 box culvert. It was originally constructed in 1950. The box culvert is deteriorating. You can see 3 Chanhassen City Council – April 11, 2016 here the concrete is spalling and deteriorating at the upper levels. The floor of the culvert is virtually gone and is starting to scour out the bottom of the culvert. The side walls of the culvert have deteriorated. The concrete and are exposing the rebar as well so based upon this culvert is actually considered a bridge so is rated every year by the City and in 2005 was rated to be structurally deficient which means that it can be, we can put it on the State’s bridge bonding list so we can have, we can request funds from the State for replacement of this culvert which the City has made application for already. So with the improvements that we’ve discussed here’s the financing that’s proposed and the cost estimates so a portion of the streets on Park Place would be paid for by the revolving assessment fund. Municipal state aid would pay for the bulk of the street work along Park Road and then also some of the culvert improvements. The big culvert, state bonding would pay for a majority of the box culvert itself to be replaced. Sanitary sewer and water funds would pay for the improvements associated with the associated utilities so with that current estimate of $1.225 million dollars for improvements as discussed. That includes a 10 percent contingency and 10 percent indirects to pay for engineering and soil investigations and those type of things. The assessment are based upon the benefiting cost to the associated property owners. Forty percent of the benefiting costs so we could not do, since this is a commercial area it’s a little bit different than our typical assessment practice that we do in neighborhoods where we just assess per unit. This, we look at using an area charge for commercial areas and the last time we did an area assessment was on Laredo Road in 2007 and also when the streets from the downtown were assessed. That was also on an acreage charge for commercial properties. So with that the assessment rate, based upon the assessment the benefiting cost to the property owners is basically just for the overlay of the streets or $2,394.57 per acre so that’s the current assessment estimate. That would be changed when we get bids in and from a contractor lowest responsible bidder so we would adjust that rate accordingly. Terms of the assessment would be proposed as other mill and overlay projects. Over an 8 year period at, and with an interest rate of 2 percent over prime rate and that would be at the time of the assessment hearing. If the project were to move forward we would anticipate having the plans and specs ready to be approved first meeting in May. Bid openings sometime in June, and that’s a little bit dependent on when the City could secure the bridge bonding from the State. We just want to make sure we have that money before we open the bids. Moving forward the City would propose to, City staff would propose that the council approve the bids and assessment hearing on th July 11 and start the construction in August and substantially complete the project in October. This is outside of residential areas so staff believes this is a good time to do this project is later in the year when construction companies aren’t say as busy as during the summer months so we’re anticipating getting good bids on this one. With that if there’s any questions that I can answer I’d be more than happy to address those. Otherwise I’d request that a public hearing be opened at this time. Mayor Laufenburger: Alright, thank you Mr. Oehme. Any questions for staff from the council? Anybody? Okay, at this time then I will open a public hearing as is required by statute on this item. Anybody wishing to speak relative to this item please do so by stepping to the podium and state your name and address. There being none I will close the public hearing and bring it back 4 Chanhassen City Council – April 11, 2016 to the council. Any comments or questions? I do have one Mr. Oehme. So the total acreage of this entire area is, looks to be is it about 100 acres or how much? Paul Oehme: It’s 85 acres yeah. Mayor Laufenburger: 85 acres, okay. Paul Oehme: For over that 20 parcels that were being proposed to be assessed. Mayor Laufenburger: Okay and the, regarding the bridge bonding. If we are, if we do not receive word on the bridge bonding before the beginning of the project does that mean we won’t replace that culvert bridge? Paul Oehme: No we want the culvert to be replaced with the project. The street project so we would not propose to do the street project without doing the culvert at the same time just because it’s so disruptive and just try to get it all done at one time so we want to have some indication from the State that we will be able to secure that money, the bridge bonding money before we open bids. Mayor Laufenburger: Okay so we don’t need the money but we need security from the State that the money will be available to us. Paul Oehme: Right yeah we need some assurances that the money would be allocated for this project. Mayor Laufenburger: Okay. And is that common practice for us when we do things like this that include bridges? Paul Oehme: Well this is the first time since I’ve been here that we’re. Mayor Laufenburger: We don’t have that many bridges. Paul Oehme: We don’t have that many bridges. We have 11 culverts and other bridges in the city. Mayor Laufenburger: And this is the bridge for Riley Creek which runs just on the west side of what we call the Teleplant building is that correct? Paul Oehme: That’s correct. Mayor Laufenburger: Okay, alright. Very good. There’s no questions. You need approval on this resolution is that correct Mr. Oehme? 5 Chanhassen City Council – April 11, 2016 Paul Oehme: Yes please. Mayor Laufenburger: Alright, is there any comment or anybody who would like to make a motion? Councilman McDonald: I’ll make a motion Mr. Mayor. Mayor Laufenburger: Mr. McDonald. Councilman McDonald: I would propose that the City Council orders the preparation of plans and specifications for the Park Road/Park Place or Park Street improvements, Project number 16- 04. Mayor Laufenburger: Thank you. Is there a second? Councilman Campion: Second. Councilwoman Tjornhom: Second. Mayor Laufenburger: Thank you Mr. Campion for that second. Any comments or discussion? Resolution #2016-31: Councilman McDonald moved, Councilman Campion seconded that the City Council orders the preparation of plans and specifications for the Park Road/Place Street Improvements Project No. 16-04. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Mayor Laufenburger: Thank you Mr. Oehme. Paul Oehme: Thank you. Mayor Laufenburger: Next item, we did have an item under new business that was deleted so that leads us to administrative presentations. Welcome back Mr. Gerhardt. You were on a world wide cruise is that correct? ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt: Yes, world wide. Mayor Laufenburger: Well the world as we know it anyway right. Welcome back. Todd Gerhardt: Very relaxing, thank you. Mayor Laufenburger: Any administrative presentations? 6 Chanhassen City Council – April 11, 2016 Todd Gerhardt: Just a couple of things for the residents that might be watching over in the Lake Lucy/Powers area. You may be seeing some activity at the Lake Lucy water reservoir. What we’re doing there is preparing for the painting of that reservoir. Right now there’s 2 or 3 cell towers that have their antennas on the reservoir and those are being removed. There’s some temporary poles that are going up so anybody that has questions don’t hesitate to call city hall. We anticipate the work to be completed by. Paul Oehme: End of June. Todd Gerhardt: End of June and so that’s what’s going on in that area. Also as a part of that work by the cell towers there was a little grass fire that occurred this past weekend so if you saw firemen running around the water reservoir they were putting out a fire from one of the cell towers. Individuals working and replacing, doing some welding and a spark started some grass fires so but that’s all I have. Mayor Laufenburger: Alrighty. COUNCIL PRESENTATIONS. Mayor Laufenburger: Any council presentations? Wanted to say welcome back to Elise, Councilwoman Ryan and Councilman Campion. You were out of town for spring break too. Nice to have you back. Councilman Campion: Yes sir. Mayor Laufenburger: Did you go someplace warm Mr. Campion? Councilman Campion: Florida. Mayor Laufenburger: Was it warm though in Florida. Councilman Campion: It was warmer than here and it was kind of a Griswold family vacation. Mayor Laufenburger: Alaska was warmer than here. Nice to have you back. Councilman Campion: Nice to be back. Mayor Laufenburger: Councilwoman Ryan any presentations this evening? Councilwoman Ryan: I do not. Mayor Laufenburger: Welcome back. 7 Chanhassen City Council – April 11, 2016 Councilwoman Ryan: Thanks. Mayor Laufenburger: Anybody else? I have just a couple and I’ll be real brief. Yeah, right. Just a reminder we, Assistant City Manager Chelsea Petersen and I put together a program called thth Mayor for a Day and we are looking for input from 4 and 5 graders all across Chanhassen. Not only those who attend school in Chanhassen but if you’re a Chanhassen resident going to a school outside of Chanhassen we welcome your opportunity to, or your application for being Mayor for a Day. Also just a reminder that this week is Distracted Driving Focus amongst Carver County sheriff’s office. In fact all across the state so no texting please. And then also on rd October, excuse me. On April 23 there will be a community event held at the Chanhassen rd Library. Saturday, April 23 from 11:30 to 1:00 at Chanhassen Library and it’s a, we ask that you join us for a conversation about the Act on Alzheimers initiative that is underway between a cooperative event between Carver County Public Health and also the City of Chanhassen. That rd is from 11:30 to 1:00 on Saturday, April 23 at the Chanhassen Library. Please join the conversation about Act on Alzheimers initiative. And with that any comment or question on the correspondence package? CORRESPONDENCE DISCUSSION. None. Councilwoman Tjornhom moved, Councilman McDonald seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 5 to 0. The City Council meeting was adjourned at 7:25 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim 8