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9.a) Melanie Trail Improvements Survey Results Meeting Date: 7/17/2012 Agenda Item: �� �r �� City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Review the results of the resident survey regarding potential improvements to Melanie Trail. Deadline/ Timeline: Council direction on this issue is needed a soon as possible, if any work is to be undertaken yet in 2012 or planned for as part of the 2013 budget. Background: • At the June 18 special meeting,the Council discussed several options for improvements to Melanie Trail. A number of the residents were present. As follow-up, the Council requested that a questionnaire be sent to property owners to determine their interest in the various options. • The survey was mailed on June 22 with a stamped return envelope, requesting that it be returned to the city by July 10. • Of the 34 surveys mailed, 25 (74.5%)were returned. • There was not a maj ority preferring any one of the five options. Over half(14)preferred either Option 1 (Full Reconstruction, 2 respondents) or Option 2 (Reclaim and Replace,l2 respondents), both of which would require assessments to property owners. Either of these would need to be planned for 2013, and probably combined with work on other streets to make a cost-effective project. 12 respondents preferred Option 3 (T'hin Overlay and Hand Patch)which could be undertaken yet in 2012. No respondent preferred Option 4 (Turning Roadway Back to Gravel) and only 1 favored Option 5 (Do Nothing.) All written comments received were recorded in the attached summary. � Recommendation: The Council should review the results of the survey and give direction to sta.ff or the next steps. If either Option 1 or 2 is preferred, staff will need to incorporate it into the draft 2013 budget and CIP update. Option 3 can be done in 2012. If Option 3 is not selected, staff will recommend allocating the funds available to other patching and road repair needs. Page ] of 2 07/11/12 Attachments/ • Summary of Results, Questionnaire for Melanie Trail Residents Materials provided: . Questionnaire Form, with Attachments • Mailing List Contact(s): Prepared by: Anne Hurlburt, Administrator Tim Kieffer, Maintenance Superintendent Phil Gravel, City Engineer (Melanie Survey Cover Memo) Page 2 of 2 07/11/12 CITY OF SCANDIA Questionnaire for Melanie Trail Residents Potential Street Improvements Number of Surveys Mailed: 34 Number of Surveys Returned: 25 (74.5%) Do you have a preference for one of the 5 potential street improvement options? Yes 25 (100%� No 0 (0%) Option Preferred: 1. Full Reconstruction 2 8% 2. Reclaim and Replace Bituminous 12 48% 3. Thin Overlay and Hand Patch 12 48% 4. Turn Roadway back to Gravel 0 0% 5. Do Nothing 1 4% Comments: Respondents favoring Option 1: • #1, #2, #3 in order ofpreference • Prefer options 1, 2 or 3. Turning the roadway back to gravel is not an option we would consider. We would rather you do nothing than this. We are concerned that the City does not maintain a suff cient budget for maintaining its roads and yet it continues to spend money to pave additional roads. We expect our City officials to hold contractors to the highest standards of work. We also think it is reasonable for the City to consider increasing taxes for road maintenance. Gravel roads are not a rural characteristic that appeals to a majoriry of Scandia's residents. Respondents favoring Option 2: • Replace as thick as possible • I think replacing a 6rh fire truck for$300,000 is unnecessary. This money should be used for the roads. With Forest Lake, Marine, Chisago so close by do we really need 6 fire trucks? • Second choice is #2 (Thin Overlay and Hand Patch) • Something needs to be done, the road is horrible & dangerous for pedestrians & bikers, roller bladders, runners, etc. Gravel is not acceptable; houses too close to road& dust will get everywhere. We are very disappointed that Scandia is letting its roads get this bad! • #2 (1 S`) #3 (2"d) • Other than complete replace this would have the best long term fix. • I think the City should have raised taxes 5 years ago when told you needed$600,00.00 to maintain roads. To further our roads and city growth for the future I would advise the city to evaluate our property tcrres to the budget needed. • I hope you will do the research, or testing, or whatever to ensure the quality of the resulting road. Cheaper is probably not better. We have already had a sub-standard road and we don't want that to happen again. • 1) Reclaim and Replace, 2) Thin Overlay and Hand Patch, 3) Do Nothing. No to: Full Reconstruction. No to: Turn Roadway Back to Gravel. Respondents favoring Option 3: • We have selected the "overlay" option to repair Melanie primarily because funding would be provided from the roadway maintenance budget and not require an assessment. We were assured when we paid the first assessment on Melanie that all further costs relating to this road would come from the normal budget. If that budget is not adequate, it seems to me that the first priority is to solve that problem and not rely on surprise assessments. • Turning back to gravel is the last option, shouldn't be considered. With the minimal traffic, the overlay option should last for quite some time. Thanks. • Patching the bad parts of Melanie is all that needs to be done. Some of the road is fine. Oakhill has some spots that have been patched and it is fine. • Prefer 3, 2 Reclaim and Replace would be 2'`d choice. • Overlay on Ingersoll Ave. looked good. • Even though this is a temporary fix, it gives residents a chance to budget for added assessments in the future. We are living on Social Security and need to stick to a strict budget and are now on notice of this future expense. • Melanie Trail is not a private road. I pay my taxes and part of those tcrxes is road maintenance. If the road does not get fixed and maintained out of my ta�ces then my taxes should get lowered and a refund for all I have paid. A refund of at least$S,000. If you want to call it a private road then we will construct a gate at each end with locks. Respondents favoring Option 4: • None Respondents favoring Option S: • We prefer to do nothing at this time; escrow annual road funds until a point in time when sufficient funds exist to implement the solution that offers the best longevity for the road paid 100%by accrued city maintenance funds. ' - ` 4 �� ��I�� f CITY OF SCANDIA Questionnaire for Melanie Trail Residents Potential Street Improvements June 22, 2012 The City of Scandia values your opinion. This questionnaire is being sent to residents along Melanie Trail to request your feedback regarding the condition of Melanie Trail. Please answer the questions below and return this sheet to City Hall by July 10, 2012. Return this sheet by US mail or simply drop it off during regular business hours. Over the past few months we have been discussing potential improvement options for the pavement surface on Melanie Trail North. At an informational meeting on June 18th, five potential options were presented to the City Council and residents attending the meeting. The five options presented were: • Full Reconstruction • Reclaim and Replace Bituminous • Thin Overlay and Hand Patch • Turn Roadway back to Gravel • Do Nothing Additional information on each of the five options is included on the attached handout. Do you have a preference for one of the 5 potential street improvement options? Yes No Is so, which option do you prefer? If you have other comments that you'd like to share regarding this matter, p/ease include them below. Feel free to attach a separate sheet if that would be easier. Please feel to contact Maintenance Superintendent Tim Kieffer at 651-433-5223 or City Engineer Phil Gravel at 651-604-4885 if you have any questions or require any additional information. CITY OF SCANDIA Melanie Trail Improvements Informational Meeting Summary of Options to Consider June 18, 2012 The pavement surface on Melanie Trail No. is generally in poor condition. For discussion purposes, the City has identified several possible options for addressing the poor surface conditions. Information on five possible options is presented below. Full Reconstruction • This option would include removing the existing bituminous, excavating into the subgrade, and providing a new aggregate base and paved surface. • Based on an estimated cost of$140/LF, a Full Reconstruction Project Cost would be approximately $784,000 • Project costs would come from a combination of assessments and city participation. If assessed at the minimum of 20% of the project cost, the assessment would be approximately $5,060 per assessable residential unit (plus accumulated interest). Reclaim and Reulace Bituminous • This option would include grinding the existing bituminous into a granular material, shaping the material and placing a new bituminous surface over the material. • Based on a cost estimate of$75.00/LF, a Reclaim and Replace Bituminous Project Cost would be approximately $420,000 • Project costs would come from a combination of assessments and city participation. If assessed at the minimum of 20% of the project cost, the assessment would be approximately $2,710 per assessable residential unit (plus accumulated interest). Thin Overlav and Hand Patch • This option would include having the city maintenance staff completed hand patching, minor ditch (drainage) improvements, and providing a thin bituminous overlay in the most deteriorated portion of the road. The far north and south ends of the road would not receive an overlay. This option would be completed by the city maintenance department. • A thin overlay and patch project would have an approximate cost of $47,000 • Project costs would likely be 100% city maintenance funds. Turn Roadwav back to Gravel • This option would remove the existing bituminous surface, add a minimal amount of Class 5 material and grade the entire street. • Turning the road back to gravel would have a Construction Cost of approximately $37,800 • Project costs would likely be 100% city maintenance funds. Do Nothina • This option would leave the existing road as is. EXAM�LES OF FULL RECONSTRUCT/ON AND RECLA/M B/TUM/NOUS STREETS There are examples of reconstructed and reclaimed streets (options 1 and 2) in the Scandia area. 60t`' Street in St. Joseph Township, WI was improved in 201 D using both construction methods. The drawing below shows the project locations. 60rh Street between 150�h Ave, and Perch Lake road was improved using the Rec/aim and Rep/ace Bituminous construction process. 6d'' Street between Peach Lake Road and 125"' Avenue was improved using the Full Reconstruction construction process. TOWN OF ST. 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E�yt�� � � Qc.P i<�\1 S<<, . ''t � :Qyj % . . � �O 12@th St N ,�� a� p, y ? �\ s�es..�: � �. . . .� �\ P��-idn '� � � . ' P:�rA � .. . - t26xht�i N � . fac � z � T�ti�Si N '� � '"' i ' � � - GalLivartt:N " p `t z - � 125tti St N . . z � z � ` � C C . �c . ��z O `1.. �£' � .1�. . rzr � �i 7c'4�(fi S� . ��+ � - � � 1� � . �4 � ��✓ ' . . � � G -"- �hc4::a.R:idue:- � - i c� ': ' i .. . . � . . .�4 ` Z.. k � � i � �� yztst st e.� `� m j N * 1 y 1 ! LO ��� ' Count� Ru�i: s'l 7 ZOth St N Counry Road 3 120th 5: N 'W '� m 2D1i RlA1fTE��D<'J12 N.icro{olt Corppri,t)or. Example of an overlay�(Ingersoil A . at 170th St. North 150 feet) � .� � - - � � _ ,��„�s,� t9Gtii Sl N "1flGffi Si N ?:Tei�5[A Z � Q �� C _ �}. ` � �(�S � r• .. �� 17tJtti St N . �. � .. '' � ' . . . . � � 1"IUt.h St iGatF S��d � ��`�� �2�::Nh'4TEC S�i.`c tAicno��ff Carpors�:�r. Katherine &Thomas King Jeffrey& Diana Fischer John & Corrine McGinnity 22960 Melanie Trail 23440 Melanie Trail 14 E Golden Lake Rd. Scandia, MN 55073 Scandia, MN 55073 Circle Pines, MN 55014 Warren Dahlin Michael & Deborah Jones John & Karen Boyer 1041 3`d St. NW 23430 Melanie Trail 23060 Melanie Trail New Brighton, MN 55112 Scandia, MN 55073 Scandia, MN 55073 Chad &JoLhnn Carpenter Gary&Shirley Kerkow Terrance &Jane Dreyer 12240 238 St. 23420 Melanie Trail 23290 Melanie Trail Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 Bonnyview Two Mark& Kazuko Anderson Kay Klemenhagen Owners Association 23446 Melanie Trail 23270 Melanie Trail 12680 238th St. Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 Beryl Halldorson Patricia Ray Joel & Phyllis Dillner 23620 Melanie Trail 23370 Melanie Trail 23250 Melanie Trail Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 David & Dorothy Houghton Paul & Lynn Haslach Charles & Katherine Benson 23580 Melanie Trail 23350 Melanie Trail 23230 Melanie Trail Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 Michael Owens Elizabeth McClellan Robert Hegland Dean & Margaret Tufenk 23550 Melanie Trail 23330 Melanie Trail 23210 Melanie Trail Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 Randy and Robin Leiter 1on &Teresa Hafner Steven & Christine Schumacher 23530 Melanie Trail 23310 Melanie Trail 23140 Melanie Trail Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 Scott & Rebecca Muellner Richard & Carol Tetzlaff Rod Negus 23500 Meadowbrook Ave. 23383 Melanie Trail 23120 Melanie Trail Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 Terry& Lynnette Brindley Gerald and Judith Olson Elaine Schumacher 23450 Melanie Trail 11360-232"d St. 23110 Melanie Trail Scandia, MN 55073 Scandia, MN 55073 Scandia, MN 55073 Dorothy& Helmberger Flynn Douglas& Helena Gates John & Karen Boyer 23090 Melanie Trail 5610 Concord Ave. 23060 Melanie Trail Scandia, MN 55073 Edina, MN 55424 Scandia, MN 55073 David & Kathleen Steffes 22990 Melanie Trail Scandia, MN 55073