5.c) Report on Uptown Sewer System Meeting Date: 1/5/2010
Agenda Item: �R C
City Council Agenda Report
City of Scandia
14727 209`h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Receive a report from staff concerning the city's Uptown Sewer
System and the request for a new connection.
Deadline/ Timeline: Review period for Schmitt application ends March 1, 2010.
Background: • At their January 5 meeting, the Planning Commission will hold a
public hearing on the application by Wayne Schmitt for variances
necessary for the remodeling and addition to an existing building
at 21084 Olinda Trail for office use. The project would require a
connection to the Uptown Sewer System to proceed. We
understand that there is an abandoned septic system on the
property, but it is unknown whether it could be re-permitted for a
new user. The connection to the city system is probably more cost
effective to the owner in any case.
• There are issues regarding the Uptown Sewer system and the
proposed new connection that should be considered by the
Council, apart from the proposed variances and building plans.
Staff has prepared a report summarizing the current condition of
the system, an analysis of whether there is capacity for new users,
and short- and long-term issues for the system.
Recommendation: I recommend that the Council receive the report before making a
decision regarding whether the Schmitt project should be connected to
the Uptown Sewer. I further recommend that the Council consider
establishing a subcommittee to work with staff and the users to begin
long-term planning for the system.
Attachments/ • Memo dated December 29, 2009 from Anne Hurlburt and Steve
Materials provided: Thorp re: Uptown Sewer System and Request for New Connection
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(uptown sewer sytem)
Page 1 of 1
12/29/09
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Memo - � �
To: Mayor and City Council
From: Anne Hurlburt,City Administrator
Steve Thorp,Code Enforcement Official
Date: December 29,2009
Re: Uptown Sewer System and Request for New Connection
The project proposed by Wayne Schmitt for an addition and remodeling of the existing structure at
21084 Olinda Trail North includes a request to connect the building to the"Uptown"sewer system,
the community drain field that serves several users in the village area of Scandia. This request,along
with ongoing operation and maintenance concerns,has led staff to investigate a number of issues
concerning the system. This memo will sununarize the issues we have identified to help the Council
make an immediate decision about the Schmitt request. We recommend that the Council consider
holding a meeting later this year,with representatives of all the properties served by the system,to
begin discussion of the longer-range issues for the sewer system.
Issues for the Uptown System:
• What is the current condition of the system?
• Is there capacity for the Schmitt Project,or other potential users,in the Uptown sewer system?
• What connection or user fees should apply to any new connection?
• What actions or improvements are going to be necessary?
• How are the costs to construct and operate the system going to be recovered in the future?
What is the curre�zt condition of the system?
The"Uptown"sewer system was built in 1995/1996,it initially served the following buildings in the
village area of Scandia: Elim Church and the adjacent home(former parsonage);the building
containing the Store and Deli,Cafe and veterinary office; R&B Auto,the Schmitt"mall"and the
building containing the yoga studio. Gaimnelgarden Museum was connected in 2003. The
Community Center and warming house were connected to the system at about the same time,
although the Community Center still has an operational on-site drainfield that is occasionally used to
meet its sewage disposal needs. A schematic of the system components is attached.
The design flows for the Uptown system are summarized in a 20051etter from the Washington
County Department of Public Health,attached. The total design flow is 4,060 gallons per day. The
sustained daily flow should not exceed half the design flow,or approximately 2,000 gallons per day,
for system longevity. The letter recommended that recorded actual flow rates should be used to
estimate available capacity.
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12/29/2009
Page 2 of 4
There has been no set maintenance or inspection schedule for the sewer system. C&B Sewer Service
responds to calls when the alarm sounds at the lift station, and periodically checks on and pumps some
of the tanks. C &B repaired damage to the lift station(adjacent to Elim Church)from a lightning
strike in 2007,after which time this and other lift stations were added to the city's insurance coverage.
This fall,the alarm on the main lift station was going off constantly and staying on. This pump sends
the effluent from the septic tanks serving the church and other"upstream"users through a 2"pressure
main to a settling tank at the drainfield,located on the west side of Olinda Trail about a quarter mile
south. The alarm is triggered when the pump cannot keep up with the amount of flow to the lift
station. There seemed to be a lot of water flowing through the system,raising suspicion that clear
water(such as from storm drains)might be getting into the system.
C&B recommended a larger pump to keep up with the flow,and a replacement pump was installed.
Increasing the pumping capacity,however,is not necessarily a good solution if it is inconsistent with
design of the system. Increased flow to the settling tank could force solids into the drainfield laterals
and trenches,plugging them and significantly shortening the life of the system. Staffhas been
monitoring the volumes pumped,and it appears to be within the design parameters of the system.
Pump efficiency typically will decrease over time. We also had the tank located nearest the drainfield
pumped,to help ensure that excess solids would not get into the system. C&B had not been
pumping this tank so maintenance was overdue. Staff inspected the drainfield and found there is flow
in 19 of 22 distribution boxes.
Staff sought advice from county health department staff, from the designer of the system,and also
received a free consultation with an engineer from TKDA who is currently perfornung a study on the
� City of Marine on St. Croix's sewer system. The health department recommended that there be some
testing of the ef�luent. This has not occurred yet but will be pursued in early 2010. The engineers
recommended that we also analyze meter and pumping data.
Monthly meter readings taken for billing purposes were collected and entered into a spreadsheet for
analysis. The total water use for each year since 1997,compared to the design flow and
recommended daily flow is shown on Chart 1, attached. Average annual volumes vary but over time
average close to the recommended flow of 2,000 gallons per day.
To illustrate how volumes vary from month to month and user to user,Chart 2 shows the meter
readings for the last two years. Looking at all of the monthly water meter data,we found that there
have been many individual months over the last several years when volumes probably significantly
exceeded the recommended 2,000-gallon sustained daily flow, and one month when the average daily
use exceeded the 4,030-gallon design capacity. It is likely that there were some days when the flow far
exceeded design capacity. If that happens frequently,the system will fail and an imminent threat to
public health could occur.
If there is un-metered water entering the system, such as from rain or sump pumps,it could
significantly impact the sewer system by increasing volumes beyond treatment capacity. To
dete�nine whether this could be happening,data from the two pumps was compared with the meter
readings. If the volume pumped significantly exceeds meter readings,or appears to change
independent of ineter readings,that may be an indication that extra water is entering the system. Our
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12/29/2009
Page 3 of 4
analysis showed that the fluctuations in the pumping data closely tracked the meter readings,
suggesting that clear water entering the system is probably not a major factor.
Is there capacity for the Sclzmitt Project, or otlie�•potential users, in the Uptown sewer system?
A TKDA study from 2005 concluded that there was room in the system for no more than two new
residential connections. A residential sewage connection is typically expected to generate about 275
gallons per day. The Schmitt project is expected to generate a very small amount of sewage,less than
would a residential connection. The single water closet and lavatory,plus a coffee sink, for a one or
two-person of�ice would be expected to demand 100 gallons per day or less.
Based on staffreview of sewer flows it appears that the system is at or close to capacity. Because of
the small amount of demand expected from the Schmitt project,it is our opinion that the city could
allow the connection. However,it would be very important to restrict the building to uses and tenants
with very low water and sewer demand. The City would be able to control this through its zoning and
pemiitting process and by monitoring water use through meter readings.
We would recommend that no other new connections be considered without a full engineering
analysis,and until a plan is in place to ensure the long-term viability of the system for the current
users.
Recently,a possible re-use of the Tower Bam/Hilltop Water Company Building has been discussed.
This building currently has no sewer service. It appears that the only option may be a connection to
the Uptown system. The limitations for sewer service will need to be considered as options for this
building are discussed.
What connection or userfees should apply to a new connection?
When the Uptown system was constructed(1995/1996)there was an agreement between the initial
users and the Township conceming how to pay for construction of the system. The private users paid
most of the construction cost($60,200.00 of$60,473.41 total)and the Township purchased the land
for the drain field at a cost of$25,000. The ageement stated that new participants in the system(other
than the Township)may be charged a connection fee representing their fair share of the construction
cost.
When Gaininelgarden Museum was added to the system in 2003,no connection fee was assessed
although it appears from meeting minutes(April 16,2002 Town Board Minutes)that a fee of$10,000
was discussed. Staffhas searched all the records available and can find no record that any fee was
paid. (We appear to have no record of plans or permits issued for the Museum.)
In 2003,the Township purchased additional land(known as the Rasmussen property)for future
replacement of the drain field. The purchase price was$180,000, and additional costs have been
incurred to clear the property,paid from Town/City general tax revenue. No part of the cost was
passed along to other system users through the user fees.
Ordinance No. 55 (adopted 4/16/96)provided that all costs would be recovered from the users of the
system,proportionate to their share of waste generated. The ordinance provides a formula for
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12/29/2009
Page 4 of 4
quarterly billings. The actual practice has been different than that described in Section 301 (2)of the
ordinance. Annual billings are sent in July. The operating expenses far the previous 12 months,plus
$600 for depreciation and 30 hours of stafftime for billing and meter reading, are divided based on
each user's percentage of total water meter readings. The ordinance does not provide for a connection
fee for new users. The ordinance,particularly the section on the User Service Charge System,needs
to be updated.
Because the ordinance does not provide for a connection fee,one cannot be charged for the new
connection. As required by the ordinance, a meter of a type approved by the city should be installed
and the new connection billed for sewer use on the same basis as other users.
W/iat actions or improvements are going to be necessary?
Short Term—Routine maintenance and monitoring of the sewer system is being put in place,to ensure
that it will last as long as possible. Weekly monitoring of the drainfield should be implemented in
2010. Measures should be put in place to limit the amount of high-strength sewage,particularly food
and grease that may be coming from the Cafe or other kitchens. Installation of gease traps or other
measures could help prolong the life of the system. Any sources of water that do not require treatment
(such as water from roof drains or sump pumps)should also be eliminated.
Long Term—The system will last only as long as the drainfield has treatment capacity. The volume of
sewage that can be treated is finite, so it will eventually faiL The system is currently functioning as it
was designed. Such systems generally last 20 years or more. This system is 15 years old,and plans
must be made for the future certainty that a new drainfield will be necessary. The cost to replace the
drainfield is unknown.
How are the costs to construct aizd operate the system going to be recovered in the future?
It would be in the best interests of the users and the City to ensure that the Uptown Sewer system is
maintained to extend its life as long as possible,and to begin setting aside funds to help pay for future
replacement of the drainfield. Unlike the city's 201 Community Sewer System serving residential
users around Big Marine Lake,the city does not operate the Uptown System as an"enterprise fund",
but treats it as a department within the General Fund.There is no separate reserve for repairs or future
replacement. Planning is needed to make sure that the cost of operations and future improvements
will be affordable to the users and to the City. A full analysis of future costs is beyond the scope of
this memo. A preliminary design of a replacement drainfield may be needed to adequately understand
the potential financial impacts. Users of the system should be included in the planning.
Attachments:
• Schematic of Uptown Sewer System
• Agreement(1995/2001)
• Ordinance No. 55
• Letter dated May 16,2005 from Washington County Deparhnent of Public Health re: Uptown
Collector Capacity
• Chart 1: Water Use Compared to Sewer Design Capacity
• Chart 2: Water Meter Readings,2007-2009
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AGREEMENT
THIS AGREEMENT is made effective October 1, 1995 by and between Scandia
Enterprises, Inc., PN Products, Country Messenger, Schmitt Mall, and Elim Lutheran Church
(Participants) and the Town Board of New Scandia Township.
The participants are presently served by a group septic system within the Town of
New Scandia which is acknowledged to be failing.
The Town Board deems it to be in the public interests of the citizens of the Township
to construct, operate and thereafter maintain a sewage disposal system to serve the participants
and such other entities including itself as it may in the future deem appropriate.
In consideration of the mutual covenants and promises of the parties, it is agreed as
follows:
The Town Board shall take all steps necessary to acquire the property and cause the
construction of the sewage disposal system to be accomplished.
Prior to the construction of the system the participants shall deposit with the Town
Board in lieu of assessments for their proportionate share of the cost of construction, the
following amounts:
1. Scandia Enterprises - $ 21,600.00
2. PN Products - $ 5,400.00
3. Country Messenger- $ 5,400.00
4. Schmitt Mall - $ 10,800.00
5. Elim Lutheran - $ 16,800.00
If additional amounts are required for the construction of the system, such amounts
shall be paid in the same proportion as the amounts required to be deposited prior to
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construction.
The Town shall pay the sum of$25,000.00 for property acquisition.
Upon completion of the system, the Town shall be the owner thereof and be
responsible for the administration, operation, maintenance and equipment replacement required
for the system.
The usual and ordinary costs of operation, maintenance and equipment replacement
shall be billed to the users of the system in the proportion in which each participant uses the
system.
Initially, the users of the system shall be billed for the following percentages of the
costs of operation and maintenance:
Scandia Enterprises 36%
PN Products 90�0
Country Messenger 90�0
Schmitt Mall 1 g%
Elim Lutheran Church 28%
Billings shall be quarterly. Any bill not paid four weeks after date of billing shall be
delinquent and be subject to an additional charge to cover the cost of rebilling. Should a bill
remain delinquent for 120 days, the Town may include the amount with the following year's t� '
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statement, impose a lien on the property or file suit in a civil action to collect the amount due. In !
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addition, all delinquent balances are subject to an interest rate of 12% per annum and the user ;
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may lose dischazge rights at any time. (�
The Town Board may, additionally, establish a capital improvements fund to cover �
the cost of replacement of equipment or establishment of additional facilities. �
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If additional participants are permitted to use the system, they may be charged a
connection fee representing the participant's fair share of the cost of construction of the system.
Such amount shall be deposited in the capital improvements fund and used for capital
improvement purposes.
If the Community Center is connected to the system, it shall not be required to pay a
participation fee. It shall be required to pay its proportionate share of the costs of maintenance,
repair and construction of future capital improvements. The Town Board shall pass an ordinance
governing the payment of the costs of maintenance, repairs and improvements to the system.
Dated: 9 , o?D o l
Scandia Enterprises
B /y� w
PN Products
By
Country Messenger
BY S �-�''��'_� .
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Schmitt Mall
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Elim Lutheran Church
By7�.[d�c
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NEW SCANDIA TOWNSHIP
ORDINANCE NO. 55
AN ORDINANCE ESTABLISHING TI� Q3ARGES FOR Z� OPER.ATION,
MAINZ'ENANCE, AND ADMINISTRATION OF TI� CENTRAL
CONII�IUNITY SEWAGE TREATMIIQ'P SYSTEM
101 PurAose . This Ordinance is adopted for the purpose of
accruing revenues to enable the Town of New Scandia to repair,
maintain and improve that certain central community sewage
treatment system serving a portion of the business district of the
Town of New Scandia with drain field situated on that real property
in Washington County, Minnesota described as follows :
The East 310 feet of that part of Lot 37 of Auditors Plat No.
6, Washington County, Minnesota lying northwesterly of the
center line of County State Aid Highway No. 3 (Olinda Trail
North) as presently traveled. �
including all collector lines, pumps, holding tanks and any and all
other facilities comprising the system.
201 Definitions .
{1) Operation and Maintenance Costs . Expenditures for �
activities required to provide for the dependable and '
economical functioning of the sewage treatment system,
throughout its useful life and at the level of
performance for which the system was constructed.
Operation and maintenance costs include, but are not
limited to: monitoring and inspection of the system,
septic tank pumping, administration costs, replacement
costs including expenditures for obtaining and
installing equipment, accessories or appurtenances to
maintain the capacity and performance for which the
system was designed and constructed.
(2) User. A residential, business or other establishment
which is connected to the central community sewage ;
treatment system. '
(3) User Charcre. Charges to users of the system for the
costs of administration, operation, maintenance ,
replacement, monitoring and inspection of the septic
system.
(4) User Charge System. A system based on the estimated use
of wastewater treatment services in which each user pays �
its proportionate share of the operation and maintenance
costs of the system, including replacement, based on the
user ' s proportionate contribution to the total
wastewater loading from all users .
(5) Wastewater. The spent water of a user. From the �
standpoint of source, it may be a combination of the
liquid and water carried waste from residences , ;
businesses and institutions, together with any ground a
water, surface iaater and storm water that may be �
present .
301 User Service CharQe System. �
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(1) The Town of New Scandia hereby establishes a user
service charge system whereby revenue collected from
users of the central community sewage treatment system
will be used to offset all expenditures incurred for
administration, annual operation and maintenance and
equipment replacement. All costs shall be recovered
from the users of the system with each user paying its
proportionate share of the costs of the system,
including replacement based on the user' s proportionate ,
contributions to the total waste water loading from all
users . The Town sha11 maintain a proper system of j
accounts suitable for determining the operation,
maintenance and equipment replacement costs of the �
collection and treatment system. These costs shall be
reviewed at regular annual intervals . The Town shall
determine whether or not sufficient revenue is being
generated for the effective operation, maintenance and
management of the wastewater system. The assignment of
percentage of usage shall be made by the Town. Users
may appeal the assignment of percentage of usage by
installing and maintaining, at the users own expense,
water meters of a ty�e approved by the Town. Such
meters shall be equipped with remote registering
recorders located at an accessible site on the owner' s ;
property.
{2) The percentage of usage shall be stated in terms of the
number of units of water used by each user with a unit
being defined as 100 gallons of water per day. Each user
shall pay a quarterly user fee of $20 . 00 per unit per
quarter. Payment shall be rendered in full within 30
days of the billing date.
(3) If the user discharges toxic pollutants or wastes of
unusual strength or character to the treatment system
which cause damage to the system or increase the cost of '
operation and maintenance, the user shall be ordered
either to install pretreatment facilities or pay for the i
extra costs of treating the waste.
(4) The Town hereby establishes a central sewage treatment
system service fund into which a11 revenues collected
from users will be deposited.
401 Enforcement .
a01. 01 Violations and Penalties. Any bill not paid thirty ,
(30) days after date of billing shall be declared �
delinquent and a past due notice shall be issued to
the billed party. The past due notice shall
contain an additional charge of Ten ( $10 . 00 )
Dollars to cover the cost of rebilling. If a bill
still remains delinquent thirty (30) days after �
rebilling, the Town may elect to take the following
actions :
i
{1) Whenever sewage treatment system service �
charge bills become delinquent, the amount due
shall be certified to the County Auditor for �
inclusion with the following year' s tax i
statement .
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{2) Lien. Whenever sewage treatment system bills
become delinquent, the same shall become and
constitute a lien upon the real estate to
which sewer system service is supplied .
Statements rendered for such charge shall be
deemed notice to all parties, whether or not
the person charged with the statement is the
owner of the property served. The claim for
lien shall be made in the form of a sworn ,
statement setting forth:
(a} A description of the real estate , �
sufficient for the identification thereof, �
upon or for which the sewage service was
supplied;
(b) The amount of money due for such sewage
service; and
(c) The date or dates when such amount or
amounts became delinquent .
If all amounts shown due remain unpaid after
recording as provided by State Statutes, the �
Town may foreclose the lien in the same manner
and with the same effect as the foreclosing of
mortgages on real estate.
(3) The Town may, in its discretion, file suit in
a civil action to collect such amounts as are
delinquent and due against the occupant or
user of the real estate and shall collect, as
well, all attorneys fees incurred by the Town
in filing the civil action. Such attorneys
fees shall be fixed by order of the Court .
(4) The Town may revoke discharge permits and
disconnect service to any user whenever ,
wastewater treatment charges become
delinquent .
Passed and adop�ed by the Town Board of New Scandia Township this
��day of Q„�Q_ , 1996 .
�L �
C arles . Nor in, C airman .
ATTEST:
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Do ores Peter on, own C er
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�r�TD����
' y� o , Department of Public
Was gton �` 2�` Health and Environment
,�' ;��=�'
���O—'"'� J \��`� Mary L.McGlothlin
���5 Y.—PNI�GF�Ss'�
�_—=ii
Director
Lowell Johnson
Deputy Director
May 16, 2005
Dennis Seefeldt
New Scandia Town Board Chair
14727 209`h St
PO Box 128
Scandia, MN 55073
RE: Uptown Collector Capacity
According to the design sheet from the permit documents from 1995, the Uptown
Community Collector originally was designed for a daily flow rate of 2460 Gallons per
day. Subsequently, the Scandia town hall and community center were added in 1999
with an additional design flow of 1000 gallons per day. The Gammelgarten center was
added in 2001 with a design flow of 600 gallons per day. The drainfield was expanded
by two additional drainfield lines in 1999 to accommodate the Town Hall and
Gammelgarten.
Design flows are summarized below;
User Gallons Per Day
Church 300
Parsonage 600
Cafe, Store and Veterinarian 1,200
Country Messenger 60
Bank Bldg (Formerly P&N) 80
Schmitt Mall 220
Sub 2460
Town Hall &Center 1000
Gammelgarten 600
Total 4060
Recorded actual flow rates should be used to estimate available capacity. As a
recommendation, for system longevity, sustained daily flow should not exceed '/z the
design flow , approximately 2000 gallons per day.
Government Center • 14949 62nd Street North—P.O. Box 6, Stillwater, Minnesota 55082-0006
Phone: 651-430-6655 • Fax: 651-430-6730 • TTY: 651-430-6246
www.co.washington.mn.us
Equal Employment Opportunity/Affirmative Action
2
As an added note, the last two drainfield lines installed in 2001, used up the last
remaining area suitable for an in ground trench. Soil conditions in the future expansion
area require that a mound type system be installed there.
Sincerely,
�
/
Pete G2nze1
Senior Environmental Specialist
Cc: Cindy Weckwerth, Program Manager
Lowell Johnson, Director
Water Use Compared to Sewer Design Capacity, Uptown Sewer System �
1,400,000 — -- - - - ----- --- - -. ---- ' �
� 1,200,000 — - --- - -----
' 1,000,000 — — - -- --- --- --- -
I 800,000 — - - - - - II
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Dec-97 �� Dec-98 � Dec-99 Dec-00 Dec-01 I Dec-02 Dec-03 Dec-04 ' Dec-05 ; Dec-06 Dec-07 ,' Dec-08 � Dec-09 ,
Total Water Use'97-'09 —!698,400 916,190 f 548,190� 607,580 I 552,690 I 660,920 I. 755,6�0,402 � 809,300 ! 9 ,330 ! 755,960 I� � ' �
! 26 612 470 682,950 i
I! Total Design Max 1,460,000 gal/Yr j 1,460,00 1,460,00 1,460,00� 1,460,00� 1,460,OO I 1,460,OO I 1,460,00 1,460,00 1,460,00� 1,460,00�� 1,460,001 1,460,00� 1,460,00� II \
_000 730 000 730,000 � 730 000 I 730 000 730 , i 730,000 730,000 �
� LTotal Design Flow 730,000 gal/Yr 730, � , I , , ,0 730,000 730,000 I 730,000 � 730 000 730,000 ' � '
_ _ � -- - --_ �----- -- - -�
•Total Water Use'97-'09 ■Total Design Max 1,460,000 gal/Yr Total Design Flow 730,000 gal/Yr
Water Meter Readings, 2007-2009
Scandia Uptown Sewer System
I 54000 ---- _ . __ -- _ - - - - - --
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44000 � -- --- ---
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34000 — -- -- Yoga Building
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29000 -- - - — Community Center '
----• Schmidt Mall
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