5.a)1) Minutes 06-18-12 Special Meeting ' � �� ��
June 18, 2012
A special work session meeting of the City Council was held on the above date. The purpose of
the meeting was to discuss the street maintenance program as part of the Capital Improvement
Plan update, with a specific discussion on options for Melanie Trail. Property owners along
Melanie Trail were invited to attend the meeting. Mayor Simonson called the meeting to order at
7:00 p.m. The following were present: Mayor Randall Simonson, Council members Connie
Amos, Chris Ness, Jim Schneider and Sally Swanson. Staff present: City Administrator Anne
Hurlburt, City Engineer Phil Gravel, Maintenance Superintendent Tim Kieffer, and Deputy Clerk
Brenda Eklund.
2013—2017 CAPITAL IMPROVEMENT PROGRAM (CIP) UPDATE
Street Maintenance Program, including Options for Melanie Trail
City Administrator Hurlburt began with an overview of the Street Maintenance Program, which
is funded at $300,000 per year from the city's General Fund. Contractual road maintenance work
is scheduled on streets following the guidelines of the Pavement Management Plan. Streets with
a PASER rating greater than 6 are maintained by seal coating and crack filling to maximize the
life of existing pavements. Those streets with a PASER rating of 1 or 2 which are beyond repair,
such as Melanie Trail, would require a complete reconstruction as the most cost effective option.
City Engineer Gravel presented a summary of options for addressing the poor surface conditions
of Melanie Trail.
#1) Full Reconstruction
Removal of existing bituminous, excavating into the subgrade, new base and paved surface.
Estimated cost of$784,000.
Costs funded by a combination of assessments and city participation. At a minimum 20%
assessment of the project cost, the assessment would be approximately$5,060 per residential
unit (plus accumulated interest).
#2) Reclaim and Replace Bituminous
Grinding the existing bituminous into a granular material, shaping the material and placing a new
paved surface over the material.
Estimated cost of$420,000.
Costs funded by a combination of assessments and city participation. At a minimum 20%
assessment of the project cost, the assessment would be approximately$2,710 per residential
unit (plus accumulated interest).
#3) Thin Overlay and Hand Patch
Hand patching, minor ditch (drainage improvements) and a new thin bituminous overlay in the
most deteriorated portion of the road.
Estimated cost of$47,000.
Costs would be 100% funded by the city maintenance funds.
#4) Turn Roadway back to Gravel
Remove the existing bituminous surface, add a minimal amount of Class 5 gravel.
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Estimated cost of$37,800.
Costs would be 100% funded by the city maintenance funds.
#5) Do Nothing
Leave the existing road as is.
A resident questioned the life span of Option#1. City Engineer Gravel stated a new road would
be projected to last 25-30 years. The resident asked why Melanie Trail deteriorated years before
meeting this standard. Gravel explained that the initial road base was not properly built, nor was
it crowned correctly which lead to poor drainage and deterioration.
Gravel stated that Option#2 would be projected to last up to 20 years if the base could be
adequately brought up to standard.
Residents were asked to offer comments on the options.
Patricia Ray, 23370 Melanie Trail: Ms. Ray asked what Option #2 would look like. Gravel
stated that the existing pavement would be crushed, recycled and covered with a new bituminous
surface. Ms. Ray stated that she paid for the paving project, and does staff know what the amount
was. Staff did not have that figure available at the meeting.
A resident spoke up that that the property owners were told at the time of the first paving project
that they would never be assessed again for a paving project. He also stated that only a 2"
bituminous surface was put down that could not possibly hold up to traffic.
Mayor Simonson stated that he doesn't understand why residents were told this because in reality
roads deteriorate over time and never last forever, especially in the Minnesota climate. Simonson
said that he was sorry they were ever told that.
Charles Benson, 23230 Melanie Trail: Mr. Benson stated that the road was never maintained
properly from the beginning with crack filling and seal coating. He would have expected road
maintenance would have been provided from the city once the initial assessment was collected
from the residents. He is against assessing residents for reconstruction costs due to a lack of
preventive maintenance.
Mayor Simonson asked staff what the overlay thickness would be for Option#3. Maintenance
Superintendent Tim Kieffer stated that a minimal 1"would be applied and explained that this
would only be a temporary fix for no more than 5 years. The thin overlay would not add strength
and would be considered a stop gap measure. By sealing the cracks and getting water off the road
it could delay reconstruction,but does not get rid of the problems.
Terry Brindley, 23450 Melanie Trail: Mr. Brindley addressed weight limits for the road. He
stated that dump trucks are beating up the road and it should be posted at a 3-ton per axle weight
limit, and that without a good base, the road cannot withstand heavier weights.
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Jerry Olson, 11360 232"d Street: Mr. Olson stated that he farms property along Melanie Trail. He
stated that Options #3 and#4 are only interim solutions and asked if the city could, over time,
create a reserve to reconstruct the road with no assessment to property owners. City
Administrator Hurlburt replied that building a reserve could not be done without a substantial tax
increase. The entire budget for road repairs is currently at $300,000 per year and not near the
amount needed to repair the road. Using all the budgeted funds to repair Melanie Trail would
mean that maintenance is not being done on other roads, therefore adding to their deterioration.
In addition, there are other roads in poor condition that could bring total reconstruction project
costs up to $1.9 million.
Mr. Olson added that Melanie Trail was not designed properly and was poorly constructed.
Beryl Halldorson, 23620 Melanie Trail: Ms. Halldorson asked if the city's total budget could be
rearranged to come up with the funds to repair the road. Hurlburt explained that the city's entire
budget could not cover the costs needed, in addition to covering payments for outstanding debt
on prior paving projects, building and equipment bonds.
Patricia Ray, 23370 Melanie Trail: Ms. Ray asked the city to consider the drop in property
values that would occur if the road were turned back to gravel.
Mayor Simonson summarized the process of reaching a decision on the how to proceed. He
explained the Council's first step was to discuss the options with public input that would benefit
the residents and not financially destroy anyone. He wants to find a solution that will work for
everyone. He agreed the original paving was not the best job, but that's in the past and now we
need to solve the current problem.
Jon Hafner, 23310 Melanie Trail: Mr. Hafner stated that Option #2 may be the best of the five
because#1 is too expensive and #3 is a bandage. He asked to have assessment payments
explained. Hurlburt said that it could be a 5 to 10 year payback of principal with interest. The last
paving project had a fairly low interest rate. Assessments can also be paid up front with no
interest.
Mr. Hafner asked how soon Option#3 could be done. Keiffer stated that the work could begin
within the next few weeks.
Betry McClellan, 23550 Melanie Trail: Ms. McClellan stated that she was not part of the original
assessment and asked what the amount was. Hurlburt stated that staff did not have those
immediate numbers, but the policy for assessment is to charge a portion of the bituminous costs
to the affected property owners. Assessment costs for certain roads can be higher based on their
classification as collector or non-collector. The city has never assessed reconstruction costs for
roads beyond repair. Based on discussions for the repair on Melanie Trail, a new policy will be
developed for roads that are beyond their life span. Hurlburt further explained the state statute
(MN Statutes Chapter 429) that requires cities and townships to assess at least 20%of the costs
in order to borrow road repair funds.
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Beryl Halldorson stated that the residents would not reach a consensus tonight,but would have a
neighborhood meeting and perhaps bring forth a recommendation within the next few weeks.
Ms. Halldorson summarized three points that she had heard during the meeting: 1)the road was
not properly built; 2) no scheduled road maintenance occurred which could have extended the
life of the road; and 3) having no posted weight limits made the road fall apart faster.
Joel Dillner, 23250 Melanie Trail: Mr. Dillner asked if the residents could give a show of hands
to get a feel for what direction people are interested in pursuing.
City Engineer Gravel suggested the residents be mailed a survey which they could return to
indicate which option would be preferable and any other comments they may have.
Gary Kerkow, 23420 Melanie Trail: Mr. Kerkow asked if examples of roads could be viewed
which have been repaired using Options #2 and #3. Hurlburt stated that both Forest Lake and
Hugo have roads that have been repaired in this manner and that this information will be given
with the survey, along with the year the repairs were done.
Mr. Kerkow asked how firm the estimated costs of repair are. Gravel stated that the numbers
were initially gathered in 2008,but revised to reflect current costs. Gravel stated that they are as
accurate as they can be at this point.
Council member Swanson stated that if Option#3 is done this year, then Option#2 could be
planned for 4 or 5 years out from now. By then other debt issues are dropping off the city's
budget, and a new bond would not significantly add to the required tax levy. Swanson felt that
the city would be in a more favorable debt position five years from now.
Council member Schneider voiced a concern about the city backing off their commihnent to
reconstruct the road in five years, if Option#3 were a temporary fix for now.
Charles Benson, 23230 Melanie Trail: Mr. Benson asked what tax increase would be needed to
raise the amount of funds to alleviate problems of road repairs. Hurlburt referred to the last page
of the staff inemo which was prepared for this meeting. A debt issue of$1.5 million would
impact a$200,000 house at a cost of approximately $50 per year.
Tom Hoffman, 13500 205`" Street: Mr. Hoffman questioned the city's recent meeting which
discussed the replacement of a fire truck in the amount of$300,000. He felt that expenditure
could be eliminated and those funds used to pay for road repairs. Mayor Simonson explained that
a 25-year old truck has worn out and has failures due to its aged condition. Mr. Hoffman stated
that this is a huge outlay of money for the fire department and that some items should be cut
back on to get through the tough economic times. Mr. Hoffinan stated that on-call help from
other departments and the current fleet of trucks should be sufficient.
Mayor Simonson asked City Engineer Gravel to provide information on the survey to residents.
Gravel stated that it could go out to all residents this week and returned within two weeks.
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Simonson stated that this is a reasonable way to get the property owners' input for future
direction and to help the council make an informed decision.
Dave Steffes, 22990 Melanie Trail: Mr. Steffes questioned the bidding process for the various
options. Hurlburt explained that Option#3 would be done within the Public Works Department.
Options #1 and #2 would be competitively bid once the project was ready to go out for bids. Mr.
Steffes said that he had numbers for paving which were much lower. Hurlburt explained that the
City's projects would have much stricter standards than a private party may have required for
paving.
Jane Dreyer, 23290 Melanie Trail: Ms. Dreyer stated her disappointment in the condition of the
road and that it was not maintained for many years. She said that do nothing or going back to
gravel are options that should not be considered.
Ms. Dreyer asked if residents of other roads in need of reconstruction will be asked for their
input when writing the new policy. Mayor Simonson stated that the public will always be given
the opportunity to speak. Hurlburt agreed that the Council would extensively discuss road
assessments with the owners and the new plan will help the Council figure out a general
approach.
City Administrator Hurlburt stated that the results of the survey will be compiled and discussed
at the July 17 Council meeting.
Council member Ness asked when the road was initially paved. Hurlburt answered that Melanie
Trail was part of the 1989 paving project. Ness offered that Option #3 could possibly extend the
life of the road to 28 years.
Ness questioned how the road could be posted for weight limits. Council member Schneider
offered that the city could post limits, but it could be difficult for residents to have their septic
pumped or dirt hauled in for projects once a weight limit is posted.
Council members thanked the residents for attending the meeting and for offering their input.
Other Road Projects in the CIP
City Administrator Hurlburt presented two other road projects in the CIP that the Council has not
yet discussed in 2012:
• Street Paving Project (PW-001)—this project would complete the paving of most of the
remaining gravel roadways in the city, at an estimated cost of$1,775,000. The CIP shows
that work on this project would start in 2013.
• Ozark Avenue Extension (PW-003)—this project would complete a new road segment as
part of the Comprehensive Plan, at an estimated cost of$333,333. The plan shows the
project starting in 2014.
Hurlburt stated that there are many factors which could justify the delay of the final paving
project—cost, economy, landowners not urging the city to pave the roadways.
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Mayor Simonson stated that a more important concern is to maintain the paved roads which the
city already has.
The consensus was to move the paving project out one more year in the CIP update.
Hurlburt explained that the Ozark Avenue extension could be pursued only if the land around it
is subdivided and easements obtained for the extension to Oakhill Road. Hurlburt recommended
the project be moved out but kept in the five-year plan in case of future development. Council
agreed to designate the project for 2017.
ADJOURNMENT
Ness, seconded by Amos, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 8:45 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk