HomeMy WebLinkAbout03-22-2017 Council Work Session PacketCity Council Work Session
* Wednesday, March 22, 2017
Council Chambers 5:00 p.m.
AGENDA
1. CSAH 112 Phase 2 Update from Hennepin County
2. Orono Road Planning and Funding
3. Explanation of Council Memo Format — Planning Items
4. Minnetonka Beach Police Services Agreement Discussion
Annual:
• Budget: Part of June, All of July, August and October.
• City Administrator & Police Chief Update (3 times per year for 15 minutes)
Additional topics:
• Variance Training
*Denotes date change
Previous Work Session Topics
February 27, 2017
• Park Commission -Council Annual Joint Session
• 2017 Summary Priorities
• Park Commission Oversite of Parks
o Big Island
o Golf Course
• Park Commission Applicant Interviews
February 13, 2017
• Interviews for Council Vacancy
• Code Enforcement
January 23, 2017
• Housekeeping Items for the New Council
• Text Amendments
0 15% Structural Coverage
o Special Event Permits
o Small Lots/5-foot Setback
• Presentation from Sharon Klumpp on Administrator Recruitment
• Interview Prosecuting Attorney Steve Tallen
Item 01 — Work Session
CITY OF ORONO MEMORANDUM
DATE: March 22, 2017
TO: Orono City Council
FROM: Adam Edwards, P.E., Public Works Director / City Engineer
RE: Wayzata Blvd (CSAH 112) Update
1. Purpose. The purpose of this work session item is for Hennepin County Transportation
Planning Engineer, Kristy Morter, P.E. and SRF Engineer Nate Will, P.E. will provide the City
Council with an update of plans for the reconstruction of Wayzata Blvd (CSAH 112) Phase 2.
2. Background. Hennepin County intends to improve CSAH 112 from Highway 12 to 6th
Avenue in joint effort with Long Lake and Orono. The majority of the project is funded with
State Turn Back Funding. The overall project is broken into three phases. Phase one is due to
begin construction this summer and consists of the portion from Willow Drive to Wolf Point
Trail. Currently we are in the design portion of phase two which includes the stretch of CSAH
112 from Wolf Point Trail to Wayzata Blvd West.
Item 02 — Work Session
CITY OF ORONO MEMORANDUM
DATE:
March 22, 2017
TO:
Orono City Council
FROM:
Adam Edwards, P.E., Public Works Director / City Engineer
RE:
Orono Road Planning and Funding
1. Purpose. The purpose of this work session item is to discuss and develop a plan to maintain the
City's roads in a planned responsible manner.
2. Background. For some time the City of Orono has struggled as to how to come up with annual funds
to maintain its road infrastructure. The one exception to this has been the City's designates Municipal
State Aid (MSA) Roads for which the City receives and annual allotment from the state. The 2017
Budget does include $52,025 for pavement maintenance which is sufficient for potholing, signs and
winter maintenance. The Pavement Management Fund (PMF) has $253,000 dedicated funding from the
levy for preventative maintenance and reconstruction which is significantly below the amount required to
properly maintain the City's roads. In the past, the City has funded road reconstruction projects through
the sale of bonds and has applied general fund surpluses towards road maintenance projects. This has
resulted in the disproportionally large number of roads in disrepair requiring reactive maintenance and the
inability for the Staff to plan for and execute a proactive maintenance plan to protect and extend the life
of these valuable assets.
a. Pavement Planning. In October 2014 the City adopted a Pavement Management Plan (PMP)
which does provide prioritization of road maintenance as well as a description of funding sources. The
PMP is used to inform the City's Capital Improvement Plan (CIP) which does provide specific priorities
specific roads to receive maintenance or reconstruction out to 5 years and identifies a funding requirement
in general categories out to 20 years. Ideally the CIP would then inform the annual budget cycle.
b. Staffing and Action to Date. Since 2013 the Council land Staff have been working to develop a
viable funding source for Road maintenance. A summary table of actions is at Appendix A. For 2017 the
levy for the Pavement Management fund is $253,000.
2. Road Funding. With the exception of the Municipal State Aid (MSA) roads, the City's only source
of funding for roads is through the levy. The City does not currently assess of have a franchise fee for
roads. Distributing the pavement maintenance and reconstruction requirement (non -MSA) per the City's
Pavement Management Plan over a 10 year period, results in a funding requirement of $550,000/ yr for
Maintenance and $500,000/yr for Reconstruction for a total of $1,050,000/yr. The $253,000 dedicated to
the Pavement Management Fund for 2017 represents 24% of the requirement leaving a funding deficit of
$797,000/yr. to increase road funding without impacting other city services will require and levy
increase. The table below shows the impact on the Levy to fund 50% of the pavement requirement and
100% of the pavement requirement.
a. Tax Levy Impacts of Funding Street Maintenance & Reconstruction Requirements.
% of Pavement
Additional
Levy
Tax Rate
Tax
Tax
Tax
Tax
Requirement
Annual
Increase
Increase
Impact
Impact on
Impact
Impact
funded
Cost
(%)
(Percentage
on
$546K
on $1M
on $2M
$
($)
$
Points)
$250K
Home
Home
Home
518,695
Contracted Street Maintenance (Patching, striping
and tree trimming)
$
47,000
Home
Median
2017 Full width patching project
$
50% (total PMF
$
371,695
Northern Ave M&O
$
(63,564)
$
308,131
Le $ 525,000)
$272,000
5.2%
.876
$20.61
$48.84
$98.55
$208.05
100% (total
210,614
Feasibility Study for 2018 reconstructs
$
24,000
$
186,614
2017 Preventive Maintenance (Chip/crackscaling)
PMF Levy
(150,000)
$
36,614
$1,050,000)
$797,000
15.3%
2.567
$60.40
$143.11
288.79
$609.66
3. Road Budgeting for 2017. The tables below depicts potential budgeting numbers for work proposed
for 2017. The 2017 full width patching project listed is proposed in order to execute full width and depth
patches on the worst sections of specific roads in order to extend the time until the recommended
treatment for the entire road segment can be funded. Not included in the table is the potential for creating
turn lanes on Old Crystal Bay Road for the school. In 2016 the Council approved providing $25,000 as a
cost share for a turn lane. However recent meetings with school staff have indicated a change in the
schools desire to cost share such improvements.
a. 2017 Pavement Projects
Estimated Cost /
Revenue
Pavement Fund
Balance
Estimated PMF balance from 2016
$ 1,019,331
$
319,000
2017 Le
$
253,000
$
572,000
Bond Pay off Transfer
$ 739,531
$ 183,200
$
755,200
2016 Fund Balance Transfer
$
450,000
$
1,205,200
Fox Street (OCB to Willow
$
617,604
$
587,596
Willow Road Trail Rehabilitation
$
(68,901)
$
518,695
Contracted Street Maintenance (Patching, striping
and tree trimming)
$
47,000
$
471,695
2017 Full width patching project
$
(100,000)
$
371,695
Northern Ave M&O
$
(63,564)
$
308,131
Minnetonka Ave M&O
$
33,156
$
274,975
Minnetonka Highlands M&O
$
64,361
$
210,614
Feasibility Study for 2018 reconstructs
$
24,000
$
186,614
2017 Preventive Maintenance (Chip/crackscaling)
$
(150,000)
$
36,614
b. MSA Streets Proposed for
Reconstruction in 2017.
Estimated Cost
MSA Fund
Balance
Estimated Balance from 2016
$ 1,019,331
MSA Allotment
$ 352,528
$1,372,374
Debt Service
$ (142,861)
$1,229,513
Fox Street Reconstruction(Willow-Brown)
$ (489,982)
$ 739,531
4. Road Budgeting for 2018. The tables below depicts potential budgeting numbers for work proposed
to accomplish in 2018. The table assumes no change to the levy.
Estimated Cost /
Pavement Fund
a. 2018 Pavement Projects
Revenue
Balance
Estimated PMF balance from 2017
Estimated Cost
Projected MSA Fund
Balance
$
36,614
2018 Le
$
253,000
$
289,614
2017 Fund Balance Transfer
$
-
$
289,614
Contracted Street Maintenance (Patching, striping
and tree trimming)
$
47,000
$
242,614
Forest Arm Lane West Branch to Forest Lake
$
71,373
$
28,759
Windjammer Reconstruct(North Arm to End
$
(71,834)
$
(100,593
Feasibility Study for 2019 reconstructs
$
(24,000)
$
(124,593)
Lafayette Ride Court M&O
$
(14,627)
$
(139,221)
Lyman Avenue M&O
$
46,321
$
185,542
Tonkaview Lane M&O
$
90,204
$
275,746
2018 Preventive Maintenance (Chip/crack sealing)
$
(150,000)
$
(425,746
b. MSA Streets Proposed for Reconstruction in 2018. The Fox Street project has already been
approved for bid solicitation.
Project
Estimated Cost
Projected MSA Fund
Balance
Estimated Balance from 2017
$739,531
MSA Allotment
$ 352,528
$1,092,059
Debt Service
$ (139,711)
$ 952,348
Leaf Street M&O
$ 128,093
$ 824,255
5. Longer Term Planning. Longer term planning for road maintenance is part of the CIP Process.
However without a reliable funding source for rad maintenance it has been impossible to provide a
realistic plan. Exhibit B has an excerpt from the pavement management plan of those roads identified
for reconstruction/ rehabilitation and Mill and Overlay.
6. Requested action. Staff Requests council discussion and direction on the following:
a. Additional Projects for 2017. There is still time to include some additional projects for 2017
using available funding. Staff's proposal is to execute those listed in table 3.a.
b. Guidance for 2018. In order to property prepare for the 2018 construction season staff requests
guidance on expected funding levels for 2018 and which if any projects the council would want to see
completed that year. Staff's proposal is to execute those projects listed in table 4a subject to funding
availability.
c. Long Term Road Funding. At what level does the council plan to fund the pavement
management fund? This information will be used to inform future discussions and decisions during this
years, Budget, CIP and Levy process.
Appendix A
Summary of staff and Council Actions related to Road Funding.
Fall of
The City Council directed Staff to develop options for funding annual street
2013
reconstruction and maintenance. Staff conducted a study to include querying surrounding
communities about how they provide funding for annual street maintenance and
reconstruction.
March
Staff presented funding options to the City Council. Council requested staff to analyze
2014
funding options against several scenarios.
May 2014
Scenarios (Assessments, Franchise fees, Bonding, Levy Increases) were presented. The
Council directed Staff to bring back more information on franchise fees and to present an
o tion for road maintenance in the 2015 General Fund Budget.
August
Council directed staff to add $30K to the roads maintenance budget for 2015
2014
October
Council adopted the Pavement Management Plan (PMP)
2014
April
Council reviewed the funding options for road maintenance/reconstruction with the
2015
consensus being against Assessments or Franchise Fees.
May 2015
Council of directed Staff to provide a by year maintenance and reconstruction plan for the
next five years.
June 2015
Council reviewed a sample five year plan and the impacts to the Levy to fund the plan.
Council provided guidance to create a funding source for Pavement Management Fund
with a dedicated Levy of $183,000.
December
Council deferred decision on road maintenance projects for 2016. Setting April of 2016
2015
as the date to review road planning and funding.
April
Council selected roads for Mill and Overlay but moved road funding discussion to the
2016
May work session
May 2016
Council directed funding discussion to be held concurrently with 2017 budgeting
discussions.
September
Council reviewed and provisionally approved a budget and associated levy that would
2016
have provided $401,000 annually in a Pavement Management Fund Levy
December
Council approved a reduced levy of $253,000 for the Pavement Management Fund
2017
Road for
Reconstruction/Rehabilitation
PCI
(2014)
Road Type
Length
(ft)
Est Cost
Water
Main
Sewer
Main
Forest Arm Lane (West Branch to
Forest Lake
44
Residential
1700
$ 271,373
N
Y
East Long Lake Road (Old Long
Lake to Spring Hill)
45
Collector
3700
$ 771,503
N
Y
Garden Lane
47
Residential
575
$ 105,202
N
Y
Wind'amer(North Arm to End
51
Residential
450
$ 71,834
N
Y
Tonka Ave (Bayside to End
53
Residential
900
$ 117,423
N
Y
West Lafayette (Shadywood to end
54
Residential
1050
$ 143,117
Y
Y
Wildhurst Trail
55
Collector
2240
$ 430,474
N
Y
East Lake Street (Bayside to End)
60
Residential
450
$ 61,336
N
Y
Lyric Avenue (Livingston to Blaine)60
65
Collector
615
$ 158,380
Y
Y
Fox Street Brown -Orono OrchardL
60
Collector
4000
$ 418,271
N
N
Roads for MiII and Overlay
PCI
2014
Road Type
Length
ft
Est Cost
Water
Main
Sewer
Main
Northern Avenue
61
Residential
1,250
$63,565
Y
Y
Minnetonka Avenue
62
Residential
850
$33,156
N
Y
Minnetonka Highlands Lane
62
Residential
1,100
$64,362
N
N
Lafayette Ridge Court
63
Residential
250
$14,628
Y
Y
Lyman Avenue
63
Residential
1,000
$46,321
N
Y
Tonkaview Lane
63
Residential
1,850
$90,204
N
Y
Olive Avenue
64
Residential
650
$30,109
Y
Y
Vine Place
64
Residential
600
$26,330
N
Y
Townline Road (Shared with
65
Collector
2,400
$140,426
N
N
-Independence)
Wildhurst Trail
66
Collector
615
$31,921
N
Y
Chevy Chase Drive
67
Residential
3,000
$175,532
Y
Y
Kenwood Way
67
Residential
550
$22,795
Y
Y
Kelley Parkway - OCB Rd to
StoneBay
67
Collector
700
$72,666
Y
Y
Casco Circle
69
Residential
2,600
$120,435
Y
Y
Dickenson Street
70
Residential
1,300
$57,048
N
Y
Glendale Drive
70
Residential
600
$33,644
N
N
Navarre Lane
70
Residential
1,300
$72,895
Y
Y
Orchard Park Road
70
Residential
2,650
$142,132
N
N
Rest Point Lane
70
Residential
650
$28,524
N
Y
North Arm Drive
71
Collector
5,500
$299,747
N
Y
Bayview Place
72
Residential
1,300
$63,387
Y
Y
Forest Lake Landing
72
Residential
400
$19,504
N
Y
Park Lane
72
Residential
800
$29,255
N
Y
Togo Road
72
Residential
1,500
$73,138
Y
Y
Briar Street
73
Residential
1,050
$43,517
N
Y
Livingston Avenue - CR15 to Blaine
73
Residential
1,700
$116,046
Y
Y
Willow Drive - Fox St- Brown Road
73
Collector
4,500
$242,987
N
Y
Eileen Street
74
Residential
350
$20,479
N
N
Forest Lake Drive
74
Residential
1,000
$58,511
N
Y
Garden Court
74
Residential
400
$27,305
N
Y
Navarre Avenue
74
Residential
900
$46,077
N
N
Livingston Avenue - Blaine to
Shadywood
1 75
1 Residential
1 1,360
1 $69,628
1 Y
Y
Smith Avenue
75
1 Residential
1 1,500
1 $65,825
N
Y
Item 03 — Work Session
CITY OF ORONO MEMORANDUM
DATE: March 22, 2017
TO: Orono City Council
FROM: Jeremy Barnhart, Community Development Director
RE: Explanation of Council Memo Format — Planning Items
1. Purpose. The purpose of this work session informational item is to illustrate the new council
memo format, particularly for those items that receive a Planning Commission recommendation.
2. Background. Staff will briefly highlight the changes in the Council memo format, including
a discussion of what will be provided, and what will be `referred' to.
Item 04 — Work Session
Memo
To: Orono City Council
From: Chief Correy Farniok
Date: March 22, 2017
Re: Minnetonka Beach Police Services Agreement - Discussion
In November 2015, discussions were started between Spring Park, Minnetonka Beach and
Orono reference to possible changes in the police contract. The main discussion point was the
current formula that is being used to determine the cost allocation to each city. Options were
discussed in eliminating the cost allocation formula and have a similar contract as Mound that
starts with a base price for services with annual increases. Mayors and City administrators from
each city were invited to each of these discussions.
Agenda items for the second meeting (January 19, 2016) included Cost History, Formula
Options, Mound Model (contract), Impact of a 5% Cap and discussions on these items and if
there were any other options to explore.
The third and final meeting of this group was on June 28, 2016. Agenda items included recap
of the two prior meetings and proposed changes to the current agreement.
The meeting were started at Minnetonka Beach representatives request, however Minnetonka
Beach did not attend two of the three meetings and discussions stalled.
During the September 12, 2016, Minnetonka Beach Council meeting, the Mayor directed staff
to send a letter of interest to Hennepin County Sheriff Office, Wayzata Police Department and
South Lake Minnetonka Police Department to see if they would be interested in providing police
services to Minnetonka Beach. I had representatives from each of these departments contact
me and advise me that they had received the letter.
In February 20171 was contacted and asked to start the discussion once again. The first meeting
with Minnetonka Beach representative's and Doug Reeder was on February 27, 2017 and
discussion once again centered around the allocation formula and the fact that Minnetonka
Beach feels that they have been paying too much for police services because of the formula,
specifically the property value portion. After a lengthy discussion it was agreed both would look
at possible solutions and a base price for a new contract.
On March 13, 2017 we met again and information was provided that broke down the police
budget and allocation for a starting base price for police services. During the meeting
Minnetonka Beach representatives said that they wanted a base price that they could bring back
to their council meeting that evening. After a productive and at times energetic discussion, Doug
Reeder presented them with an offer that started with a base price with terms outlined for the
next 5 years.
At the Minnetonka Beach Council meeting on March 13, 2017, the offer was discussed and they
will be moving forward with a contract with Orono Police Department for police services.
During the work session there will be a recap of the discussions and documents will be
presented explaining the basis for the base price analysis and the reasoning behind it.
Staff is seeking direction in drafting a 5 year contract with changes in language and terms similar
to the Mound police services contract that has a base price with annual increases. New contract
would begin January 1, 2018.
CITY OF ORONO MEMORANDUM
DATE: March 22nd, 2017
TO: Orono City Council
FROM: Adam Edwards, P.E., Public Works Director / City Engineer
RE: Orono Road Planning and Funding (. I;)
1. Purpose. The purpose of this work session item is to discuss. and develop a plan to maintain the
City's roads in a planned responsible manner.
2. Background. For some time the City of Orono has struggled as to how to come up with annual funds
to maintain its road infrastructure. The one exception to this has been the City's designates Municipal
State Aid (MSA) Roads for which the City receives and annual allotment from the state. The 2017
Budget does include $52,025 for pavement maintenance which is sufficient for potholing, signs and
winter maintenance. The Pavement Management Fund (PMF) has $253,000 dedicated funding from the
levy for preventative maintenance and reconstruction which is significantly below the amount required to
properly maintain the City's roads. In the past, the City has funded road reconstruction projects through
the sale of bonds and has applied general fund surpluses towards road maintenance projects. This has
resulted in the disproportionally large number of roads in disrepair requiring reactive maintenance and the
inability for the Staff to plan for and execute a proactive maintenance plan to protect and extend the life
of these valuable assets.
a. Pavement Planning. In October 2014 the City adopted a Pavement Management Plan (PMP)
which does provide prioritization of road maintenance as well as a description of funding sources. The
PMP is used to inform the City's Capital Improvement Plan (CIP) which does provide specific priorities
specific roads to receive maintenance or reconstruction out to 5 years and identifies a funding requirement
in general categories out to 20 years. Ideally the CIP would then inform the annual budget cycle.
b. Staffing and Action to Date. Since 2013 the Council land Staff have been working to develop a
viable funding source for Road maintenance. A summary table of actions is at Appendix A. For 2017 the
levy for the Pavement Management fund is $253,000.
2. Road Funding. With the exception of the Municipal State Aid (MSA) roads, the City's only source
of funding for roads is through the levy. The City does not currently assess of have a franchise fee for
roads. Distributing the pavement maintenance and reconstruction requirement (non -MSA) per the City's
Pavement Management Plan over a 10 year period, results in a funding requirement of $550,0001 yr for
Maintenance and $500,000/yr for Reconstruction for a total of $1,050,000/yr. The $253,000 dedicated to
the Pavement Management Fund for 2017 represents 24% of the requirement leaving a funding deficit of
$797,000/yr. to increase road funding without impacting other city services will require and levy
increase. The table below shows the impact on the Levy to fund 50% of the pavement requirement and
100% of the pavement requirement.
a. Tax Levy Impacts of Funding Street Maintenance & Reconstruction Requirements.
% of Pavement
Additional
Levy
Tax Rate
Tax
Tax I Tax
Tax
Requirement
Increase
Increase
Impact
Impact on i Impact
Impact
funded
(%)
on
$546K on $1M
on $2M
3. Road Budgeting for 2017. The tables below depicts potential budgeting numbers for work proposed
for 2017. The 2017 full width patching project listed is proposed in order to execute full width and depth
patches on the worst sections of specific roads in order to extend the time until the recommended
treatment for the entire road segment can be funded. Not included in the table is the potential for creating
turn lanes on Old Crystal Bay Road for the school. In 2016 the Council approved providing $25,000 as a
cost share for a turn lane. However recent meetings with school staff have indicated a change in the
schools desire to cost share such improvements.
a. 2017 Pavement Projects
Estimated Cost 1 Pavement Fund
Revenue Balance
Estimated PMF balance from 2016
Annual
MSA Fund Balance
(Percentage
$250K
Home
Home
Home
$
Cost
Bond Pay off Transfer
Points)
Home
(Median)
755,200
2016 Fund Balance Transfer
$
450,000
$
1,205,200
Fox Street (OCB to Willow)
$
(617,604)
$
50% (total PMF
Willow Road Trail Rehabilitation
$
68,901)
$
518,695
Contracted Street Maintenance (Patching, striping
and tree trimming)
i
Le $ 525,000)
$272,000
5.2%
.876
$20.61
$48.84
$98.55
$208.05
1000% (total
$
63,564
$
308,131
Minnetonka Ave M&O
$
33,156
PMF Levy
274,975
Minnetonka Highlands M&O
$
64,361)
$
210,614
Feasibility Study for 2018 reconstructs
$1,050,000}
1 $797,000
1 15.3%
1 2.567
$60.40
1 $143.11
1 288.79
1 $609.66
3. Road Budgeting for 2017. The tables below depicts potential budgeting numbers for work proposed
for 2017. The 2017 full width patching project listed is proposed in order to execute full width and depth
patches on the worst sections of specific roads in order to extend the time until the recommended
treatment for the entire road segment can be funded. Not included in the table is the potential for creating
turn lanes on Old Crystal Bay Road for the school. In 2016 the Council approved providing $25,000 as a
cost share for a turn lane. However recent meetings with school staff have indicated a change in the
schools desire to cost share such improvements.
a. 2017 Pavement Projects
Estimated Cost 1 Pavement Fund
Revenue Balance
Estimated PMF balance from 2016
I I
Estimated Cost
MSA Fund Balance
$
319,000 ;
2017 Levy
$
253,000
$
572,000
Bond Pay off Transfer
$
183,200
$
755,200
2016 Fund Balance Transfer
$
450,000
$
1,205,200
Fox Street (OCB to Willow)
$
(617,604)
$
587,596 ;
Willow Road Trail Rehabilitation
$
68,901)
$
518,695
Contracted Street Maintenance (Patching, striping
and tree trimming)
$
47,000
$
471,695
2017 Full width patching project
$
(100,000)
$
371,695
Northern Ave M&O
$
63,564
$
308,131
Minnetonka Ave M&O
$
33,156
$
274,975
Minnetonka Highlands M&O
$
64,361)
$
210,614
Feasibility Study for 2018 reconstructs
$
24,000
$
186,614
2017 Preventive Maintenance (Chip/crack sealing)
$
(150,000)
$
36,614
b. MSA Streets Proposed for
Reconstruction in 2017.
I I
Estimated Cost
MSA Fund Balance
Estimated balance from 2016
$ 450,102
I MSA Allotment 2017
$ 352,528
$ 802,630
Debt Service 2017
$ (142,861)
$ 659,769
Fox Street Reconstruction (Willow -Brown)
$ (489,982)
$ 169,787
4. Road Budgeting for 2018. The tables below depicts potential budgeting numbers for work proposed
to accomplish in 2018. The table assumes no chance to the levy.
a. 2018 Pavement Projects Estimated Cost/ Pavement Fund
Revenue I Balance
Estimated PMF balance from 2017 $ 36,614
2018 Le $ 253,000 $ 289,614
2017 Fund Balance Transfer $ - $ 289.614
Contracted Street Maintenance (Patching, striping
and tree trimmin)
$
(47,000)
$
242,614
Forest Arm Lane (West Branch to Forest Lake)
$
271,373
$
(28,759
Windjammer Reconstruct(North Arm to End)
$
71,834
$
100,593
Feasibility Study for 2019 reconstructs
$
(24,000)
$
124,593)
Lafayette Ride Court M&O
$
14,627
$
(139,221
Lyman Avenue M&O
$
(46,321)
$
185,542)
Tonkaview Lane M&O
$
(90,204)
$
275,746
2018 Preventive Maintenance (Chip/crack sealing)
$
(150,000)
$
(425,746
b. MSA Streets Proposed for Reconstruction in 2018. The Fox Street project has already been
approved for bid solicitation.
Project
i Estimated Cost
Projected MSA
Fund Balance
Estimated balance from 2017
$ 169,787
MSA Allotment 2018
$ 352,528
$ 522,315
Debt Service 2018
$ (139,711)
$ 382,604
Leaf Street M&O
$ (128,093)
$ 254,511
5. Longer Term Planning. Longer term planning for road maintenance is part of the CIP Process.
However without a reliable funding source for rad maintenance it has been impossible to provide a
realistic plan. Exhibit B has an excerpt from the pavement management plan of those roads identified
for reconstruction/ rehabilitation and Mill and Overlay.
6. Requested action. Staff Requests council discussion and direction on the following:
a. Additional Projects for 2017. There is still time to include some additional projects for 2017
using available funding. Staffs proposal is to execute those listed in table 3.a.
b. Guidance for 2018. In order to property prepare for the 2018 construction season staff requests
guidance on expected funding levels for 2018 and which if any projects the council would want to see
completed that year. Staff s proposal is to execute those projects listed in table 4a subject to funding
availability.
c. Long Term Road Funding. At what level does the council plan to fund the pavement
management fund? This information will be used to inform future discussions and decisions during this
years, Budget, CIP and Levy process.
Appendix A
Summary of staff and Council Actions related to Road Funding.
Fall of
The City Council directed Staff to develop options for funding annual street
2013
reconstruction and maintenance. Staff conducted a study to include querying surrounding
communities about how they provide funding for annual street maintenance and
reconstruction.
March
Staff presented funding options to the City Council. Council requested staff to analyze
2014
funding options against several scenarios.
May 2014
Scenarios (Assessments, Franchise fees, Bonding, Levy Increases) were presented. The
Council directed Staff to bring back more information on franchise fees and to present an
o tion for road maintenance in the 2015 General Fund Budget.
August
Council directed staff to add $30K to the roads maintenance budget for 2015
2014
October
Council adopted the Pavement Management Plan (PMP)
2014
April
Council reviewed the funding options for road maintenance/reconstruction with the
2015
consensus being against Assessments or Franchise Fees.
May 2015
Council of directed Staff to provide a by year maintenance and reconstruction plan for the
next five years.
June 2015
Council reviewed a sample five year plan and the impacts to the Levy to fund the plan.
Council provided guidance to create a funding source for Pavement Management Fund
with a dedicated Levy of $183,000.
December
Council deferred decision on road maintenance projects for 2016. Setting April of 2016
2015
as the date to review road planning and funding.
April
Council selected roads for Mill and Overlay but moved road funding discussion to the
2016
May work session
May 2016
Council directed funding discussion to be held concurrently with 2017 budgeting
discussions.
September
Council reviewed and provisionally approved a budget and associated levy that would
2016
have provided $401,000 annually in a Pavement Management Fund Levy
December
Council approved a reduced levy of $253,000 for the Pavement Management Fund
2017
Road for PCI
E Reconstruction/Rehabilitation 2014
Road Type
Length
(ft)
; Water
Est Cost Main
Sewer
Main
Forest Arm Lane (West Branch to
Forest Lake)
I 44
Residential
1700
$ 271,373
N
Y
East Long Lake Road (Old Long E
Lake to Spring Hill 45
Collector
3700
$ 771,503
N
Y
Garden Lane
47
Residential
575
$ 105,202
N
Y
Windjamer(North Arm to End) i 51
Residential
450
$ 71,834
N
Y
Tonka Ave Bayside to End 53
Residential
900
$ 117,423
N
Y
West Lafayette (Shad ood to end)
! 54
Residential
1050
$ 143,117 Y
Y
Wildhurst Trail
! 55
Collector
2240
$ 430,474 N
Y
East Lake Street Bayside to End
60
Residential
450
$ 61,336
1 N
Y
Lyric Avenue (Livingston to Blaine)
60
Collector
615
$ 158,380
Y
Y
Fox Street (Brown -Orono Orchard)
60
Collector
4000
$ 418,271
N
N
Roads for Mill and Overlay
PCI
2014
Road Type
Length
ft)
Est Cost
Water
Main
Sewer
Main
Northern Avenue I
61
Residential
1,250
$63,565
Y
Y
Minnetonka Avenue
62
Residential
850
$33,156
N
Y
Minnetonka Highlands Lane
62
Residential
1,100
$64,362
N
N
Lafayette Ride Court
63
Residential
250
$14,628
Y
Y
Lyman Avenue
63
Residential
1,000
$46,321
N
Y
i Tonkaview Lane
63
Residential
1,850
$90,204
N
Y
Olive Avenue
64
Residential
650
$30,109
Y
Y
Vine Place
64
Residential
600
$26,330
N
Y
Townline Road (Shared with
k Independence)
65
Collector
2,400
$140,426
N
N
Wildhurst Trail
66
Collector
615
$31,921
N
Y
Chevy Chase Drive
67
Residential
3,000
$175,532
Y
Y
Kenwood Wa
67
Residential
550
$22,795
Y
Y
Kelley Parkway - OCB Rd to
StoneBay
67
Collector
700
$72,666
Y
Y
Casco Circle
69
Residential
2,600
$120,435
Y
Y
Dickenson Street
70
Residential
1,300
$57,048
N
Y
Glendale Drive
! 70
Residential
600
$33,644
N
N
Navarre Lane
70
Residential
1,300
$72,895
Y
Y
Orchard Park Road
70
Residential
2,650
$142,132
N
N
Rest Point Lane
70
Residential
650
$28,524
N
Y
North Arm Drive
71
Collector
5,500
$299,747
N
Y
Bayview Place
72
Residential
1,300
$63,387
Y
Y
Forest Lake Landing
72
Residential
400
$19,504
N
Y
Park Lane
72
Residential
800
$29,255
N
Y
i Togo Road
72
Residential
1,500
$73,138
Y
Y
Briar Street
73
Residential
1,050
$43,517
N
Y
Livingston Avenue - CR15 to Blaine
73
Residential
1,700
$116,046
Y
Y
Willow Drive - Fox St- Brown Road
73
Collector
4,500
$242,987
N
Y
Eileen Street
74
Residential
350
$20,479
N
N
Forest Lake Drive
74
Residential
1,000
$58,511
N
Y
Garden Court
74
Residential
400
$27,305
N
Y
Navarre Avenue
74
Residential
900
$46,077
N
N
Livingston Avenue - Blaine to
Shadywood
75
Residential
1,360
$69,628
Y
Y
Smith Avenue
75
Residential
1,500
1 $65,825
N
Y
Road CIP at $253K Levy
Balance $ 205.513 1 $ 29,6781 $ 47,934 $ m -,8 -17 -Fs-- 268,817 1 $ 84,859 $ 35.805 $ 3.329 938
assumes ability to find $50K of other funding each year and no surface PM
2017
2018
2019
2020
2021
2022--F-2023
2024
Balance from previous year
$
319,000
$ 205,513
$ 29,678
$ 47,934
$ 86,817,
268.817
$ 84,859
$ 35,805
Levy
$
253,000
$ 253,000
$ 253,000
$ 253,000
$ 263,000 $
253,000
$ 253,000
$ 253,000
Other Funding
$
633,200
$ 60,000
$ 50,000
$ 50,000
$ 50,000 $
50,000
$ 50,000
$ 50,000
Starring year Balance
$ 1,205,200
$ 508,513
$ 332,678
$ 350,934
$ 389,817 $
571,817
$ 218,141
$ 338,805
Contracted Street Maintenance (Patching,
PM striping and tree trimming)
$
47,000
$ 47,000
$ 47,00
4 47,000
$ 47,000 $
47,000
47,000
$ 47,000
Preventive Maintenance (Chip/crack
PM seali
$
150,000
$ 50 000
Is 50,000
$ 60,000
$ 50,000 $
50,000
$ 50,000
$ 50,000
Feasibility Study for next years
En r reconstructs
$
24,000
$ 24,000
$ 24,000
$ 24,000
$ 24,000 $
24,000
$ 24,000
$ 24,000
Rehabll Fox Street OCB-Willow)
$
617,604
Rehabil Forest Arm Lane (West Branch to Forest Lake
$ 271,373
Rehabll East Long Lake Road Old Long Lake to 5odrig Hill
$ 771,503
Rehabil Garden Lane
$
105,202
Rehabrl Wrnd'amer North Ann to End
$ 71,834
Rehabil Tonka Ave (Bayside to End
$ 117,423
Rehabil West Lafayette (Shadywood to end
$ 143,117
Rehabil Wildhurst Trail
$
430.474
Rehabil East Lake Street (Bayside to End
$16.1 d336
Rehabil Lyric Avenue (Livingston to Blaine
158,380
Rehabll Fox Street Brown -Orono Orchard
$ 418,271
M&O Northern Avenue
$
63,565
M&O Minnetonka Avenue
$
33,156
M&O Minnetonka Highlands Lane
$
64,362
M&O LafqWfte Ride Court
$14,628
M&O Lyman Avenue
$46,321
M&O Tonkaview Lane
$90,2D4
M&O Olive Avenue
$30,109
M&O Vine Place
$26,330
M&O Independence)
$140426
M&O 1WIldhurstTrall
$31921
Che Chase Drive
$175532
Kenwood Way$22,795
Kelle Parkwa - OCB Rd to StcneBa
$72 666
Casco Circle
I
$120435
Dickenson Street
$57 048
Glendale Drive
$33 644
Navane Lane
$72,895
M&O 10rchard Park Road
$142,132
M&O Rest Point Lane
$28,524
M&O North Arm Drive
$299,747
M&O Bavylew, Place
$63.387
M&O Forest Lake Landing
19,504
M&O Park Lane
$29.255
M&O Too Road
$73.138
M&O lBrier Street
$43,517
M&O Livingston Avenue - CR15 to Blaine
$116,046
M&O Willow Drive - Fax St- Brown Road
$242,987
M&O Forest Lake Drive
$58,511
M&O Garden Court
$27,305
M&O Navane Avenue
$46,077
M&O Livingston Avenue - Blaine to ShWdywood
$69,628
M&O I Smith Avenue
565,825
Balance $ 205.513 1 $ 29,6781 $ 47,934 $ m -,8 -17 -Fs-- 268,817 1 $ 84,859 $ 35.805 $ 3.329 938
assumes ability to find $50K of other funding each year and no surface PM
Road CIP at $525K Levy
assumes $50K per year of funding from other sources can be found
2017
2018
2019 I
2020
2021
202-2--[--2023
2024
Balance from previous year
$
319,00o
$ 205,513
65,153 $
88,676
$ 60,777
$ 69,628
$ 33,497
$ (30,774)
Lev
$
253,000
$ 525,000
$ 525 P02525,000
$ 525.000
$ 525Q00
$ 525,000
525,000
Other Funding$
633,200
$ 50,000
$ 5D 000 $
50,000
$ $0,000
$ 50,000
50,000
$ 50,000
Starting year Balance
$ 1,205,200
$ 780,513
$ 640,153 $
663,676
$ 635,777
$ 644,628
$ 608,497
$ 544,226
Contracted Street Maintenance (Pate mg,
PM striping and tree trimming)
47,000
$ 47 ODD
47,000 $
47,000
$ 47,000
S 47,000
$ 47,000
$ 47,000
PM Preventive Maintenance Chi icrack sealing)I
$
160,000
$ 150 ODD
150,000 $
50.000
$ 150,000
S 150,000
$ 150,000
$ 150 pop
Engr Feasibility Study for next years reconstructs
i
$
24,000 f
$ 24,13DO
$ 24,000 ! $
24,000
$ 24,000
$ 24,000
$ 24,000
$ 24,000
Rehabill Fox Street OE13-Willow)
$
617,604
Rehabil Foresi Arro Lane
$ 271,373
Rehabil East Long Lake Road
I
$ 771,503
Rehabil Garden Lane
$ 106,2021
Rehabil Wmd amer North Ann to End
$ 71,834
Rehabil Tonka Ave Ba s-oe'o End
$ 117.423
Rehab! h West Lafayette (Shadywood to end
$ 143.117 f
Rehablli
7
Rehabil! East Lake Street Ba site .c End)$
61.336
Rehabil i Lyric Avenue L vm sion to Bare
$ 158,380
Rehab!!! Fox Street Brown -Orono Orchard
$ 418,271
M&O Northern Avenue
$
63,565
M&O + 1 $
ME I tdlrr+rl::nk.1 -a F:7nrc : a --r $
33,156
64,362
MEN- -
M&O
M&O i 'nmn+u.M r n,n �
M&O - . ;�yI3i9Pu€
M&O Vine Place
14628
$46 321
$90,204
$26,330
_
M&O Townline Road Shared with Independence)
$140,426
M&C) WNAWO-fmd1
1
M&O Chevy Chase Drive
$175532
M&O Kenwood Way$22
795
M&O Kelley Parkway - OCB Rd to StoneBay
$72.666
M&O Casco Circle
$120435
M&O Dickenson Street
!
$57,048
M&O lGlendalp Drive
M&O Iva Lane
M&O Orchard Park Road
M&O Rest Font Lane
iI•dFSB
S28,524
I
I
$33.644
$142,132
M&O Nortl°-Ann Drive
M&O _-,,
M&O 1 eku tnndln
{�
I _
99,747
M&O Pvk Lnnn
M&O ; oq', R• ad
I
$29,255
$73,138
M&O P=sItyr_i _
I
$43,517
M&O Lvind sten Avenue - CR15 tc Blaine
$116,046
M&O lWillow Drive - Fox St- Brown Road
$242.987
M&O Forest Lake Drive
$58,511
&O Garden Court
58:00E]
$27,305
M&O NavaM re Avenue
F$46 077
M&O I,ryin n A arwn 131a,e is St�a4 oog
.628
M&O
'Balance
$
205,5
$ 65,153
$ 88,676 1 $
60,777
1 $ 69,628
$ 33,497
30.774
$ 2025,936
assumes $50K per year of funding from other sources can be found
Roads CIP with Levy at $1,050K
Balance $ 205,513 1 $ 65,153 1 $ 81,777 1 $ 83,509 $ 104,1061$ 59,209 19,4001$ 724,064
assumes increaseing levey in two stages and alternative funds available in 2017 and 2018
2017
1
2018
2019
2020
2021
2022
2023
2024
Balance from previous year
319,000
$
205,513
$ 65,153
$ 81,777
$ 83,509
$ 104,106
$ 59,209
$ 19,400
Le
$
253,000
$
525,000
$ 1,050,000
$ 1,050,000
$ 1,050,000
$ 1,050 000
1,050,000
$ 1,050,000
Other Funding
$
633 200
$
50,000
$
$
$
$
Stpriang yearBalance
$ 11205,200
$
780,513
$ 1,115,153
$ 1,131,777
$ 1,133,509
$ 1,154,106
$ 1,109,209
$ 1,069,400
Contracted Street
$
47,000
47,000
$ 47,000
47,000
$ 47,000
$ 47,000
47,000
47,000
Preventive Maintenance
$
150,000
$
150,000
$ 150,000
$ 150,000
$ 150,000
$ 150,000
$ 160,000
$ 150,000
Feasibility Study for next years
reconstructs
$
24,000
$
24,000
$ 24,000
$ 24,000
$ 24,000
$ 24,000
$ 24,000
$ 24,000
Rehabil Fox Street OCB-Willow
$
617,604
Rehabil Forest Arm Lane
271,373
Rehabil East Lono Lake Road
$ 771,503
Rehabil Garden Lane
$ 106,202
Rehabil Windlamer North Arm to End
$
71,834
Rehabil Tonka Ave (Bayside to End
$ 117,423
Rehabil West Lafa tte (Shadwood to end
$ 143,117
Rehabil Vti°ILFPSt tr�ril
43(1474
Rehabil East Lake Street 18ay&de to End
S fit 3.36
Rehabil Lv= Avenue (Livinciston to Blaine'5
158.380
Rehabil Fox Street Brown -Orono Orchard
$ 418,271
M&O Northern Avenue
$
63,566
M&O
M&O ' & Ler.e
M&O
$
A64,362
33,156
$14,628
M&O$46
321
M&O . Tonksww a
$90,204
M&O__,
M&O Vine Place
$26330
M&O Townline Road Shared with
$140,426
M&O W� 1
M&O Chevy Chase Drive
$176,532
M&O Kenwood Way
22,795
M&O Kelley Parkway - OCB Rd to
$72,666
M&O Casco Circle
$120,435
M&O Dickenson Street
$57,048
M&O Glendale Drive
$33,6 4
M&O
M&O +,chard Park Road
$142-132
M&O fees: Point Lank!
$28,524
M&O Nar1r. Arm f5r.4a
M&O
_ _
$299,747
M&O Fot9st Lake-L,3r1Q
J
M&O P3lr_k Lara
$28255
M&O Roan
$73,138
M&O jTW
T:
M&O L,vin Ston Avenue - CR15 to
$116.046
M&O Willow Drive - Fox St- Brown
$242,987
M&O Forest Lake Drive
$58,511
M&o lGarden Court
$27.305
M&O Navarre Avenue
546,077
M&O -a•or Avtnus • B'- -
$69628
M&D
Balance $ 205,513 1 $ 65,153 1 $ 81,777 1 $ 83,509 $ 104,1061$ 59,209 19,4001$ 724,064
assumes increaseing levey in two stages and alternative funds available in 2017 and 2018
Previous Work Session Topics
February 27, 2017
• Park Commission -Council Annual Joint Session
• 2017 Summary Priorities
• Park Commission Oversite of Parks
o Big Island
o Golf Course
• Park Commission Applicant Interviews
February 13, 2017
• Interviews for Council Vacancy
• Code Enforcement
January 23, 2017
• Housekeeping Items for the New Council
• Text Amendments
o 15% Structural Coverage
o Special Event Permits
o Small Lots/5-foot Setback
• Presentation from Sharon Klumpp on Administrator Recruitment
• Interview Prosecuting Attorney Steve Tallen