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HomeMy WebLinkAbout2016-08-11 Council Work Session Agenda Packet CITY OF CORCORAN Council Work Session Agenda August 11, 2016 - 5:30pm 1. Call to Order / Roll Call 2. Road Maintenance Overview* 3. Assessment Policy Discussion* 4. City Project Update* 5. September Work Session Agenda 6. Unscheduled Items 7. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. 2. CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 – Office 763.420.6056 – Fax E-mail - general@ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us MEMO Meeting Date: August 11, 2016 To: City Council From: Brad Martens, City Administrator; Pat Meister, Public Works Superintendent Re: Road Maintenance Overview ______________________________________________________________________ In advance of the assessment policy discussion, staff was asked to provide the City Council with an overview of road maintenance completed or coordinated by Public Works. The following provides some background information for the discussion. Road miles (not including Ravinia) • Asphalt: 35.75 • Gravel: 33.53 • Total: 69.28 Cul-de-sacs (not including Ravinia) • Asphalt: 51 • Gravel: 34 • Total: 85 Gravel road maintenance activities • Water roads • Grade roads • Pack roads • Mow ditches • Shape roads, pull shoulders • Ditch work, culverts • Chloride application (contract) 2. Asphalt road maintenance activities • Crack sealing • Sealcoating (contract) • Patching • Striping (contract) • Overlays (contract) • Mow ditches • Ditch work, culverts Grading narrative: Grading is done on as needed basis which can vary from year to year. This is based on weather conditions slow rains and timing of rain creates pot holes in the roads from the cars driving on wet surface small indents become bigger and bigger creating pot holes. Grading dry roads creates wash board effect this is why the chloride works well to hold moisture in the road surface. The spring of each year we do more grading work to shape them for summertime so we don’t have to grade as much after chloride is applied to keep roads packed tight during the hot drier months. To date so far in 2016 roads have been graded 5-6 times already and hopefully will only be graded once or twice more throughout the summer, the ends really get ruff from acceleration and braking. Graveling narrative: Staff is currently trying to budget for enough gravel to add gravel to roads every third year and have been able to achieve close to our goal of this. For 2016 gravel was added to approximately 8.5 miles. Long range preference for gravel roads • Pave gravel roads with high traffic counts • Work towards achieving and maintaining 12 inches of gravel on roads Challenges on gravel roads • Increasing number of vehicles using roads (traffic counts continually rising) • Heavy vehicles (garbage trucks, school buses, etc.) • Gravel prices and availability Asphalt narrative: Originally no budget existed for maintenance of asphalt roads. Staff has been playing catchup and increasing budgets to get back on track. Approximately 3-5 miles of roads are seal coated each year depending on bid prices; approximately 1.5-2.5 miles of roads receive an overlay each year depending on bid prices. The 2017 overlay plans are for the Jackie Lane neighborhood. The main challenge for asphalt roads is maintaining the budget sufficient for sealcoating and overlays. Attachments: N/A 3. CITY OF CORCORAN MEMO Meeting Date: August 11, 2016 To: City Council From: Brad Martens, City Administrator; Pat Meister, Public Works Superintendent Re: Assessment Policy Discussion ______________________________________________________________________ Staff has completed a review of various options for assessing for road improvements. After review of several policies, staff believes that the Medina policy best reflects the priorities of the Council based on previous discussions. Below is a review of the Medina policy and how it could be implemented for the City of Corcoran. Street definitions: Medina uses the following street classifications: • Local Urban: Generally a paved local road with curb and gutter however some do not have curb • Local Rural: Generally a paved local road without curb and gutter • Collector Urban: Generally a paved collector road with curb and gutter • Collector Rural: Generally a paved collector road with no shoulder and rural style ditches The City of Corcoran would likely need the following classifications: • Gravel o Local gravel: Local gravel road with rural ditch o Collector gravel: Collector gravel road with rural ditch • Asphalt o Rural local asphalt: Local asphalt road with rural ditch o Urban local asphalt: Local asphalt road with curb and gutter o Rural collector asphalt: Collector asphalt road with rural ditch o Urban collector asphalt: Collector asphalt road with curb and gutter (none of these currently exits) 3. Street Treatment Definitions: • Crack Seal and Seal Coat: Completed with an interval of 4-8 years • Mill and Overlay: Completed at about 60% of the street’s life cycle • Rehabilitate: Grinding up base and applying new asphalt surface • Reconstruct: Complete removal and update of existing road The City of Corcoran could adopt very similar street treatment definitions but would better outline the anticipated life cycle. An example is provided below: • Road improvement • Seal coat #1: Approximately year 7 • Seal coat #2: Approximately year 14 • Overlay #1: Approximately year 20 • Sealcoat #3: Approximately year 27 • Overlay/Rehabilitation/Reconstruction: Approximately year 35 Assessment Classifications: Type 1: Mostly benefit the abutting properties Type 2: Benefit a larger, yet definable area Type 3: Benefit the entire City regardless of location The City of Corcoran could adopt very similar classifications. Methods of Assessment: The policy outlines four methods that are referenced in further sections. The City of Corcoran could adopt very similar methods. It should be noted that the Unit Method states “the City may determine the number of assessable units based on the number of equivalent lots that could be created from a particular parcel.” Determination of Assessable Costs, Rate, and Term – New Street Construction Requires new residential streets to be constructed by developer. The City of Corcoran could adopt the same language. Determination of Assessable Costs, Rate, and Term – Street Reconstruction, Rehabilitation, Mill and Overlays • Local Urban: Generally a paved local road with curb and gutter however some do not have curb o Assess 50% of total project costs for reconstruction, rehabilitation, and mill/overlays; use per unit method • Local Rural: Generally a paved local road without curb and gutter o Assess 50% of total project costs for reconstruction, rehabilitation, and mill/overlays; use per lot (unit) method • Collector Urban: Generally a paved collector road with curb and gutter o Assess 40% of total project costs for reconstruction, rehabilitation, and mill/overlays; use area, front footage, or combination of the two as methods 3. • Collector Rural: Generally a paved collector road with no shoulder and rural style ditches o Assess 20% of total project costs for reconstruction, rehabilitation, and mill/overlays; use combination (one or more of the options) method Applying the Medina policy would result in the following outcomes in Corcoran on example road projects: • Local roads (gravel and paved) o Assess 50% of total project costs for reconstruction, rehabilitation, and mill/overlays; use per unit method • Collector roads (gravel and paved) o Assess 20% of total project costs for reconstruction, rehabilitation, and mill/overlays; option to choose method (unit, frontage, etc.) o Indirect access  Indirect access properties would be assessed 10% of the established per unit assessment Below are the results of an example project to improve Willow Drive and Larkin Road if the City of Corcoran were to use the Medina policy. The following assumptions have been used: • All three sections of the project completed at the same time • Using per unit method • Corner lots and lots with multiple frontages are a full unit for this project if adjacent to Willow Drive and Larkin Road regardless of access • Number of units was selected based upon an aerial photo review (actual units may differ based upon further review, lots assumed to be unbuildable removed) o Direct access units: 102  Includes 24 new building rights o Indirect access units: 19  Includes private drives • Total project cost $5,700,000 • Assess 20% of total project costs to direct access units; assess 10% of established direct access per unit costs to indirect units Results • Direct access per unit assessment: $11,176 o $5,700,000 x .2 = $1,140,000 o $1,140,000 / 102 = $11,176 • Indirect access per unit assessment: $1,118 o $11,176 x .1 = $1,118 • City cost: $4,538,758 • Future mill and overlays would be assessed similarly • Future seal coats are not assessed 3. The previous example utilizes a lot of assumptions of which direction is needed from the Council before staff drafts a policy. The section below outlines areas that staff needs further direction. Determination of units: Using the Medina policy, all additional building rights would be treated as a full unit. Does the Council agree with that approach? Cost sharing percentage for projects: Does the Council agree with the 50% assessment for local roads? Does the Council agree with the 20% assessment for collector roads? Direct access/frontage: Does the Council agree that corner lots and lots with multiple frontages should be treated as one full unit? If no, staff will bring back options for further consideration. Indirect access: Does the Council agree that properties served by a private drive should be treated as indirect access? Does the Council agree that indirect access units should receive an assessment 10% of the per unit assessment? Assessment for mill and overlay: The Medina policy assesses the costs for overlay projects. Does the Council want to assess for overlay projects? If yes, staff recommends completing overlays without assessment for all roads once prior to implementing the assessment policy as many roads have received an overlay without assessment. Credit for infrastructure not meeting life expectancy: The City of Medina offers a reduced assessment for some infrastructure (water and sewer, not streets) that does not meet its anticipated life expectancy. Does the Council want to include a reduced assessment policy? Example, the paved portion of Larkin Road is approximately 20 years ago. Should a full assessment take place on this section? Many more issues need to be addressed prior to adopting a policy however it is requested that the Council first focus on these items in order to establish the basic framework for an assessment policy. Attachments: 1. City of Medina Special Assessment Policy 2. City of Medina Special Assessment Procedures 3. 1 CITY OF CORCORAN City Project Update Staffing I. Administration a. Seasonal Recreation Coordinator working began working 38 hours per week in June; anticipated end date is late August 31st II. Police a. Police Officer hiring process i. Candidate has met all conditions and is tentatively scheduled to begin work for the City on August 15th III. Public Works a. Crew Leader position approved and operational Administration: I. 2016 Election a. Primary Election to be held August 9th i. Election Judge Training Begins July 11th ii. City Council filing opened August 2nd and closes August 16th b. Election Changes: i. e-Pollbooks iwill be used instead of paper rosters ii. People who vote by absentee ballot who vote in person can place their ballot directly into the ballot counting machine c. General Election to be held November 8th II. Compensation Study a. Results presented at May 12th City Council meeting b. Council sub-committee met on June 9th; sub-committee will meet again on August 11th III. Corcoran Southeast District Market Analysis a. Council approved proceeding with study at May 26th meeting b. Maxfield Research & Consulting selected to complete the project; kick off meeting was held July 29th, anticipated completion is mid-October IV. Credit Card Processing a. Finalizing agreements and implementation plan V. Newsletter a. Third newsletter (3 of 4) completed; fourth newsletter is scheduled to be mailed out the first week of October 3. 2 VI. Utility Billing Structure a. Residential billing structure amended b. Billing structure for commercial/industrial properties to be approved at July 28th meeting VII. Employee Handbook a. Drafting updates to the employee handbook to incorporate organizational changes and law changes VIII. Solicitors Peddlers and Transient Merchant Ordinance & Background Check Policy a. Staff completing draft ordinance and policy for Council consideration IX. League of Minnesota Cities – Data Security Survey a. Reviewing recommended action, considering options X. Recognition Program a. Coordinating purchases XI. Sub-watershed Assessment a. Council approved moving forward with the grant application and authorized $500 in funding on July 28th; next step is to proceed through the grant application process which will be coordinated by the Elm Creek Watershed Commission Public Works/Parks: I. Coordinating tree removal from July 5th storm II. Install water meters; read monthly III. Floor settling issue a. Independent report received; reviewing internally b. Meeting with sub-contractors held on July19th; staff will submit proposed updated request for mitigation IV. Evaluating equipment replacement schedule a. Purchasing 2016 equipment V. Hackamore Road issues a. Medina and Corcoran to complete comprehensive counts in 2016 for future discussion VI. Dust control completed; other work includes seal coating, ditching, mowing, graveling, grading, packing, and coordinating overlay work VII. Snyder Field scoreboard installed, electrical work will follow Police: I. 2016 Night to Unite held on Tuesday, August 2nd; recap of event will be presented at August 25th meeting II. Incorporating paperless processing of public requests (burn permits, data requests, firearms permits, etc.) III. Streamlining officers’ data collection procedures on calls for service 3. 3 IV. Analyzing and evaluating space needs for essential services V. Refreshing reserve officer program VI. Evaluating equipment replacement protocols and coordinating necessary squad replacements VII. Increasing evidence room security VIII. Planning for 2016 special events (approximately 20 event days annually) IX. Working with City Hall to identify safety and security risks X. Managing and refreshing the department policy manual (Lexipol) XI. Coordinating POST, OSHA, and discretionary department trainings Planning: I. Ravinia a. 215 lots platted; i. Phase four asphalt base course completed as well as curb and gutter; model home nearing completion ii. Phase five tree removal taking place iii. Phase six grading taking place b. Continue to coordinate building permit/utility process for new homes c. Street signage was not installed according to plan; coordinating changes d. Cul-de-sac islands have been re-done per plans e. Planning for future improvements i. Neighborhood park ii. Hackamore improvements likely 2018 or 2019 iii. Western water loop: design in 2018 and complete in 2019 iv. 66th Avenue improvements (extend Gleason Parkway to CR 116) II. Park Place Storage a. Application being reviewed III. Code/Zoning Updates a. Park dedication ordinance updated b. Reviewing solar ordinance c. Reviewing minor subdivision ordinance Finance: I. 2017 Budget a. Draft one reviewed at July 14th work session II. Five Year Plan a. First draft was presented at July 28th meeting III. Equipment Certificates a. 2016 & 2017 plan approved b. Goal to eliminate equipment certificates by 2019 (fund with CIP) 3. 4 IV. Reserves a. Goal is 35% of unrestricted fund balance b. End of year 2015 at 36.2% i. $182,337 dedicated towards long range planning meaning that actual unrestricted balance is 31.9% Council Priorities I. Downtown Utility and Street Improvement Project a. Project under construction b. Need to complete individual finance agreements II. Regional Recreation Amenity a. Discussed at March 10th meeting; no action being taken at this time III. Paving Gravel Collector Roads a. Willow Drive/Larkin Road selected as preferred project b. Neighborhood meeting held on March 29th c. Council to discuss assessment policy at August 11th work session IV. Hazardous Property a. Council approved order to remove property at January 14, 2016 meeting b. Coordinating removal with property owner V. Downtown and Southeast District Design Guideline Update a. Guidelines approved at May 26th meeting b. Coordinating with Hennepin County to place transportation plans on provisional list Other Projects I. Update City Logo a. Buffalo School District i. Have discussed with Scott Thielman, Superintendent ii. No action on Buffalo side b. Rockford School District i. Have been in contact with High School Principal ii. No action taken Future Projects I. Restart the EDA II. Record Council meetings a. Project completed III. Communications Update a. Consider revamping the City’s website b. Researching and implementing new communications tools such as social media and email or texting services.