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Home My Public Portal About11.15.2016 Special City Council Meeting PacketMEDINA SPECIAL MEETING AGENDA MEDINA CITY COUNCIL Tuesday, November 15, 2016 6:00 P.M. Medina City Hall 2052 County Road 24 I. Call to Order II. Presentation on Police Reserve Program III. Highway 55/County Road 116 Project Discussion IV. Adjourn Posted 11/10/2016 MEMORANDUM TO: Medina City Council FROM: Scott Johnson, City Administrator DATE OF REPORT: November 7, 2016 DATE OF MEETING: November 15, 2016 SUBJECT: November 15, 2016 Work Session — 6:00 PM Work Session 6:00 PM Presentation on Police Reserve Program Mike Chorley from the Medina Police Reserves and Chief Ed Belland will provide updates on the City's Police Reserve Program and their service to Medina. Highway 55/CR 116 Project Discussion Staff has been working with Hennepin County, TKDA, and business owners to put together a plan for the Highway 55/116 intersection. Attached are the project budget and plans. Hennepin County Engineer Tim Bruers will be present to walk through the project and answer any questions. A resolution asking for approval of the project budget and plan has been included with the November 15, 2016, Consent Agenda. Staff is requesting City Council discussion and direction at the Work Session. Work Session MEMORANDUM TO: Mayor Mitchell and City Council FROM: Scott Johnson, City Administrator DATE: November 15, 2016 SUBJ: Highway 55/County Road 116 Intersection Project — Work Session Discussion Background The City of Medina has been working with Hennepin County, TKDA, and business owners to put together a plan for the Highway 55/116 intersection. On December 18, 2012 and June 2, 2015, the Medina City Council approved resolutions for the concept layout for the reconstruction of the Highway 55/CR 116 intersection. Medina representatives met with Hennepin County and MNDOT representatives on April 24, 2015 on the Highway 55/CR 116 project. Hennepin County agreed to move forward with the interim improvements the summer of 2015 if Medina agreed to move forward with the full - reconstruction of the intersection in 2017. Final plans need to be approved by the City Council. Staff worked with the State and Hennepin County on the attached cost estimate for the Highway 55/CR 116 project. Included are the eligible costs under state aid for the project based on information from Hennepin County. The total project cost for Medina based on information from Hennepin County is $779,640. Up to $251,278 of the cost is eligible under Municipal State Aid (MSA) for Medina according to Hennepin County. Another $321,886.96 of the project amount is for water main expense. The water main amount will be paid for from Medina's water utility. The right of way (ROW) expense for the project is estimated at $136,173. The ROW cost may increase according to the project cost information provided by Hennepin County. $206,475.04 of the project cost is proposed by Staff to be covered by the City's Road Fund. Staff Recommendation I recommend the City of Medina adopt a resolution at the regular November 15, 2016, City Council Meeting approving the 100% plans and budget, for the Highway 55/116 intersection project. The proposed project is scheduled to be constructed in 2017. Council Action Requested: Adopt resolution on the November 15, 2016, Consent Agenda approving the layout for the reconstruction of the TH 55 at CR 116/CSAH 115 intersection in 2017 CR116/CSAH115/TH55 PROJECT COSTS SUMMARY - FINAL 100% ESTIMATE 11-1-2016 TOTAL Medina MnDOT Hennepin County Notes Engineering $697,403 $20,000 $50,000 $627,403 *Medina $20,000 from previous agreement R/W (2) $677,000 $136,173 $540,827 *Medina share = $677,000/2 = $338,500 - $202,327 federal Roadway Construction (1) CSAH 115 $678,930.57 $76,659.47 $602,271.10 CR 116 $1,681,937.24 $189,582.76 $137,500.00 $1,354,854.48 Clydesdale (MSA) $151,716.29 $19,630.51 $132,085.78 Subtotal $2,512,584.10 $285,872.74 $137,500.00 $2,089,211.36 federal adjustment -$79,398.00 $79,398.00 Roadway Subtotal $2,512,584.10 $206,474.74 $137,500.00 $2,168,609.36 Railroad $523,000.00 $523,000.00 Watermain $320,612.00 $321,886.96 100% city cost Total construction $3,356,196.10 $528,361.70 $137,500.00 $2,691,609.36 Project Total $4,730,599.10 + Construction Admin (8%) + Construction Contingency (10%) $684,534.70 $187,500.00 $42,269 $52,836 MEDINA PROJECT TOTAL $779,640 1) construction costs based on final 100% estimate 10-31-2016 2) Final R/W costs may vary from estimate as they are negotiated $3,859,839.36 Jodi Gallup From: Timothy Bruers <Timothy.Bruers@hennepin.us> Sent: Thursday, October 27, 2016 11:01 AM To: Scott Johnson Cc: Steve Scherer; Dusty Finke Subject: RE: Follow-up Questions Regarding the Highway 55/CR 116 Project Scott, Wayne has advised me that you can use MSA for contingency, engineering and construction admin, and right of way. Tim Bruers, P.E. Hennepin County Transportation Department I Design 1600 Prairie Drive I Medina MN 155340 Phone: 612.596.0393 timothy.bruers@hennepin.us From: Scott Johnson [mailto:Scott.Johnson@ci.medina.mn.us] Sent: Wednesday, October 26, 2016 1:59 PM To: Timothy Bruers <Timothy.Bruers@hennepin.us> Cc: Steve Scherer <Steve.Scherer@ci.medina.mn.us>; dusty.finke@ci.medina.mn.us Subject: FW: Follow-up Questions Regarding the Highway 55/CR 116 Project Hi Tim, Thank you for the update. We are disappointed that we cannot use more MSA funds for the project. We would like to discuss this item at our Nov. 15`" City Council Work Session. When will the final plans be complete? Also, can Medina use MSA funds for the contingency and engineering funds? Thank you, Scott Johnson City of Medina From: Timothy Bruers [mailto:Timothy.Bruers@hennepin.us] Sent: Tuesday, October 25, 2016 1:19 PM To: Scott Johnson Subject: RE: Follow-up Questions Regarding the Highway 55/CR 116 Project Hi Scott, I've been informed by Jim Grube that we won't be shifting any money/cost splits on this project. The funding behind the scenes has become very complicated for the amount of federal money available and our own local funding. I've attached the draft 100% project cost summary to detail the city costs. The construction costs will change slightly as the plan is finalized this week. 1 Please be aware that even though there is no longer federal money for construction or right of way, Hennepin County is still covering the portion of Medina's costs that would have been paid for by federal aid ($202,000 for right of way and $79,000) for construction. This is shown in the summary I've attached. Also note the $20,000 I'm showing for engineering, which was from the original funding agreement from 20111 believe. I'm not sure we if ever billed any of that to Medina, so it may or may not be part of the final Medina costs. Let me know if you have any questions, thanks - Tim Bruers, P.E. Hennepin County Transportation Department I Design 1600 Prairie Drive I Medina MN 155340 Phone: 612.596.0393 timothy.bruers@hennepin.us From: Scott Johnson [mailto:Scott.Johnson@ci.medina.mn.us] Sent: Friday, October 21, 2016 10:17 AM To: Timothy Bruers <Timothy.Bruers@hennepin.us> Subject: FW: Follow-up Questions Regarding the Highway 55/CR 116 Project Hi Tim, Do you have any updates on the plans and have you discussed the State Aid for the project with Jim Grube? Thanks, Scott From: Scott Johnson Sent: Wednesday, October 05, 2016 1:38 PM To: Timothy Bruers (Timothy.Bruers@hennepin.us) Subject: FW: Follow-up Questions Regarding the Highway 55/CR 116 Project Hi Tim, Do you have any updates on the plans and have you discussed the State Aid for the project with Jim Grube? Thanks, Scott From: Timothy Bruers [mailto:Timothy.Bruers@hennepin.us] Sent: Monday, August 01, 2016 9:46 AM To: Scott Johnson Subject: RE: Follow-up Questions Regarding the Highway 55/CR 116 Project Hi Scott, I'll be checking in with Jim this week. The final plans and estimate should be done later this month. I'm assuming you want to wait for 100% plans? Tim Bruers, P.E. 2 Hennepin County Transportation Department I Design 1600 Prairie Drive I Medina MN 155340 Phone: 612.596.0393 timothy.bruers@hennepin.us From: Scott Johnson [mailto:Scott.Johnson@ci.medina.mn.us] Sent: Friday, July 29, 2016 11:38 AM To: Timothy Bruers <Timothy.Bruers@hennepin.us> Subject: FW: Follow-up Questions Regarding the Highway 55/CR 116 Project Hi Tim, Thank you for meeting with Medina Staff to discuss the 2017 Highway 55/CR 116 project. Have you heard anything back from Jim Grube on State Aid for the project? Also, I would like to get the final plans and budget to the Medina City Council as soon as possible. When do you think this information will be ready for review? Thank you! Scott Johnson City of Medina From: Timothy Bruers [mailto:Timothy.BruersOhennepin.us] Sent: Tuesday, June 28, 2016 10:45 AM To: Scott Johnson Subject: RE: Follow-up Questions Regarding the Highway 55/CR 116 Project Works for me, I'll add it to my calendar. Tim Bruers, P.E. Hennepin County Transportation Department I Design 1600 Prairie Drive I Medina MN 155340 Phone: 612.596.0393 timothy.bruers@hennepin.us From: Scott Johnson [mailto:Scott.Johnson@ci.medina.mn.us] Sent: Tuesday, June 28, 2016 10:34 AM To: Timothy Bruers <Timothy.Bruers@hennepin.us> Subject: RE: Follow-up Questions Regarding the Highway 55/CR 116 Project Hi Tim, Would July 7th at 9 AM at Medina City Hall work for your schedule? Thanks, Scott Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly delete this message from your computer system. 3 Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly delete this message from your computer system. Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly delete this message from your computer system. Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly delete this message from your computer system. 4