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HomeMy WebLinkAbout11.16.2009 (2)• • COUNCIL WORK SESSION November 16, 2009 4:30 p.m. Council Chambers Members present: Mayor Pro Tem Reggie Schmitt, Getty, Greenwood, Steve Schmitt, Welper. Absent: Cole, Hart. Moved by Welper, seconded by Steve Schmitt that the Agenda, as proposed, be approved. Ayes: Five. Absent: Cole, Hart. Motion carried. Eric Thorson, City Engineer, stated that Jeff Bales is the consultant that worked on it and the City/State Agreement for the construction portion of the Highway 63 project from Newell to Donald will be going to council for approval on November 23, 2009. Mr. Thorson stated that council previously approved the Right -of -Way Agreement and believes that they are up to about 20 properties now that have been acquired. He stated that there are still some closings of demolitions and things, but that it is moving along very nicely. He stated that he wanted to show the council the commitment that the city is making with the City/State Agreement in terms of finances. He noted that this is a federally funded 80/20 project. He stated that the Iowa Department of Transportation (DOT) is also providing some matching funds in parts of the 20 percent. He noted that by their regulations there are some parts that the city needs to pay a match on. He pointed out that the city cost participation has been broken down to a couple of different segments. He pointed out the essential items are all of the things for construction that pretty much have to be done in order to build the road and are all 20 percent matches. He stated the following from the list that was provided to council: storm sewer main-$142,000.00; storm sewer lateral lines and structures-$156,000.00; traffic signals-$120,000.00; signing-$500.00; lighting-$56,000.00; sidewalks and trails-$12,900.00; sanitary sewer replacement that has been televised and most of the system be replaced and it is estimated at $650,000.00 at 100 percent where the Department of Transportation and Federal dollars will not participate in that. Mr. Thorson stated that a contingency has been put in at this point because it is not a final design at a 10 percent increase. He stated that the city is committing to about $1,251,140.00. He stated that the construction will start in 2011 so the matching funds will not be needed until 2011, but depending on the capital program, council may try to decide to bond for that over a couple of years rather than trying to do it all at once. He stated that the money will probably be needed in 2011 and maybe in 2012 and it might be best to get started in next years capital program to start providing for some of the match money. He stated that there are also some optional items that would all be 100 percent city funded, although he is hoping to secure some enhancement grants at 70/30, which would make a 30 percent city match. He stated that they are unsure about the grants yet and are working on them. He stated the following from the list that was provided to council: shade trees-$90,800.00; evergreen trees-$24,500.00; bed prep, mulch, and fabric- $75,000.00; upgrade for light fixtures and poles-$87,500.00 if this is decided from the standard culvert which is kind of like what is outside City Hall to a more decorative light that the consultants and architects are looking at; prairie pathway interpretive panels-$10,000.00; benches-$8,000.00. He stated that these enhancements make the corridor look nice other than just a standard roadway. He noted that there will be a lot more green space, right of way, parking area, roads will be further away from the homes and businesses that are left. Mr. Thorson noted that it will pretty much be green grass unless the city decides to do some things to enhance the area a little bit. He stated that these are things that are important and are not absolute, but certainly a lot of what has been shown to the public at hearings and so forth include these enhancements. He stated that it is pretty important that we are going to this sort of expense and are trying to make this a nice corridor for this part of the community and also for economic development purposes. He stated that the optional enhancement items total then comes to $295,800.00, with a contingency because it is not all final design of $29,580.00. He stated that if you add the essential items and optional enhancement items, the project estimated cost is $1,576,520.00. He stated that does not include the water main relocation where there are a couple of different plans. He stated that one plan is to completely rebuild the system at a cost of $1,500,00.00. He stated that another plan is to do the work only beneath the pavement at a cost of $500,000.00. He stated that Noel Anderson, Community Planning & Development Director, is working to try and find some funds and Dennis Gentz, Assistant City Engineer, is also. He stated that it is hoped that some federal dollars will be found to cover the water main expense. He stated that the estimated grand total for the project cost is $10,800,000.00. Mr. Thorson Council Work Session November 16, 2009 - 4:30 p.m. Page 2 noted that it is a pretty expensive project, but there definitely are some city costs that are anticipated and will be included in the City/State Agreement. He stated that he wanted to get the information out to council and a lot of the council have gone to some of the public meetings. He stated that there has been a lot of interest in this project for a lot of years and it is finally coming down towards construction in about a year. He stated that he felt it was important that council see the numbers before the City/State Agreement was presented at the council meeting. Councilperson Welper asked if the bidding would take place in 2010 so that at the beginning of 2011 construction could start. Mr. Thorson responded that it kind of depends on how the right of way goes, but they are anticipating probably winter 2010 or maybe early spring 2011. He stated that obviously we want to try to get it let so they will have a full construction season. He noted that the road will be built maintaining traffic through, that way it will take longer but it won't just be closed down. He stated that it probably won't be the best stretch of road to try to drive through unless you really need to, but it will lengthen the construction period. He stated that if we have really good weather, then maybe it can be all done in one season, but the last few years haven't been real kind to us so its hard to know what to anticipate. Councilperson Welper asked when houses will be able to be moved. Mr. Thorson stated that will probably start next year. Councilperson Getty stated that we may see that in the spring. Mr. Thorson stated that a lot of the homes will be purchased, closed, and then let a large demolition contract to start taking down the houses. Mr. Thorson stated that people do have to get relocated and it is a big process. Councilperson Welper asked if a lot of the homes have been sold or given away. Mr. Thorson responded that they are trying to make use of some of them and the DOT is lukewarm to that, but Planning staff have been working on that to try and reuse what they can. Noel Anderson, Community Planning & Development Director, stated that there are about 26 homes and 4 businesses that have the potential to be bought. Mr. Anderson stated that the details are still getting worked out on the businesses on whether they are full acquisition or partial. He stated that DOT has offered the city one so far that they've fully closed on. He stated that the DOT has signed offers and are now working on finalizing paper work, relocating the people and benefits on about 17 properties. Councilperson Welper stated that it starts on one side and then skips and goes to the other side. Councilperson Welper asked where does it start and where does it skip to the other side. Jeff Bales, Associate Engineer, stated that it is south of the railroad from Newell to the railroad. Mr. Bales stated that from Parker to the railroad it is going to be on the east side and then going across the railroad it is going to shift to the west and the acquisition will then be to the west and end up at Allen Hospital. He stated that a block just before Allen Hospital, all of the houses will be acquired on that side and a block from Parker all the way to what used to be a Save More grocery store, all of the houses will be acquired. Councilperson Steve Schmitt asked if the $10.8 million includes the housing. Mr. Bales responded, just the construction. Mr. Thorson responded that the DOT is handling all of the right of way acquisition. Councilperson Steve Schmitt stated that some of those houses would fit in to in -fill opportunities. Mr. Anderson stated that is what Planning staff has been discussing with them in quite some detail where the person that it is being bought from gets the first shot at potentially moving it and then gets offered out. Mayor Pro Tem Reggie Schmitt stated that is still a developer though, not the city, and the lots are provided but will still be up to someone else to do that move. Mr. Anderson stated that what they are trying to find is a third party to go in and move the houses. Mayor Pro Tem Reggie Schmitt stated that next week the development agreement between city/state will show the construction phases and basically what dollars will be tied into the development agreement. He stated that we are tied in with our match and asked if a range will be shown as to what will be done to the corridor. Mr. Thorson responded that it will be broken down based on the administrative code that the DOT goes by. He stated that the consultant took that in their estimates and quantities and came up with this list and so it won't be quite this specific. Councilperson Getty asked about the U.S. 63 project from Franklin Street to Newell Street and when it was going to be talked about. Mr. Thorson responded that it is the next phase that we will be working on. He stated there is preliminary design already done for that. He stated that • • Council Work Session • November 16, 2009 - 4:30 p.m. Page 3 Mr. Anderson and a group that goes to Washington, D.C. will be looking for funding because we currently don't have that funding for construction. Mr. Thorson stated it is funded for preliminary design and it gives the numbers. Councilperson Getty stated that we are only talking about Newell Street to Donald Street. Mr. Thorson responded that is correct and this is Phase I. Councilperson Getty asked if the $1.5 million stated was for the water main relocation moving the water all the way from Newell Street all the way to Donald Street out from underneath the pavement. Mr. Thorson responded that the $1.5 million is to redo the whole water main system from Newell up to Donald including side street connection and services. He stated that would be all out from underneath the pavement. He stated that the $500,000.00 is just to move the parts of the water main that would still be under pavement when the project is completed. Councilperson Getty stated his concern about the amount of money that the citizens would have paid on just that stretch of highway over the last 10 years. Councilperson Getty stated that after all of the breakage and water leaks, he thinks it's a shame. Councilperson Getty stated that he would hope that all of the sewer would be replaced. Mr. Thorson stated that some of the sanitary sewer may still remain under the highway depending on the locations, and this is not a final design yet. He stated that the sewer line is preferred in or near the street because it can be accessed a whole lot easier. He stated that is not a final design and it is hoped to try to get it all out from under the pavement if possible. He stated that the water lines are really the big one. Councilperson Greenwood asked what the depth is that the water line is placed at. Dennis Clark, General Manager of Waterloo Water Works, responded that the water lines run at 6 feet. Councilperson Greenwood asked how big the main was. Mr. Clark responded that the main is not the issue; it is the service lines that are attached and then they have problems. Councilperson Greenwood stated that it is then the lateral that is the problem not the main itself. Councilperson Getty stated that it's so much of the expense of the water line being replaced. He stated that its hiring the contractor and signs for the detour along Highway 63. He stated that one citizen had $15,000.00 of work done on the corner. Mr. Thorson stated that he agrees that it does get pretty expensive after putting a detour in place because of the state highway and there are not a lot of routes to pick. Councilperson Greenwood asked if the city would use the sewer bonds for the sanitary sewer replacement and sewer bonds for the storm water. Michelle Weidner, Chief Financial Officer, stated that sanitary sewer user fees will be used to repay bonds on the sanitary sewer part, not necessarily on the storm sewer. Ms. Weidner stated that the $650,000.00 will get repaid by sewer user fees. Councilperson Greenwood stated that the storm sewer user fee will then start sooner than later. Ms. Weidner stated that they hope so. With no further business before the council, it was moved by Welper, seconded by Steve Schmitt that the meeting be adjourned at 4:50 p.m. Ayes: Five. Absent: Cole, Hart. ! Motion carried. Carol Failor Deputy City Clerk