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AGENDA RECOMMENDATION |
Consent Calendar 6.J.
City Council Regular Meeting
- Meeting Date:
- 01/27/2025
Agenda Item:
Set February 10, 2025, as date of hearing for Capital Improvement Project 11125: 2025 Petition Alley Improvements and 11131: 2025 Resurfacing, Miscellaneous Sidewalks & Alley Improvements.
Recommendation/Action(s):
Adoption of attached resolutions.
Summary:
The Engineering Department is ready to proceed with Capital Improvement Projects 11125: 2025 Petition Alley Improvement and 11131: 2025 Resurfacing, Miscellaneous Sidewalks & Alley Improvements as scheduled in the 2025 Community Investment Plan. Below is a tentative schedule of events related to this project.
01/27/2025 Call for Hearing
02/12/2025 Informational Meeting
02/24/2025 Improvement Hearing
03/10/2025 Advertise for Bids
04/11/2025 Bid Opening
04/28/2025 Award Bid
05/19/2025 Begin Construction
09/01/2025 Final Completion
Fall 2025 Final Assessment
Staff is recommending the Council pass the resolution setting February 24, 2025 as the date of the project improvement hearing for the above projects. The estimated costs and funding sources for the projects are as follows:
2025 Sidewalk, Resurfacing, & Alley Improvements
Setting the date of hearing is the first step in the process of making an improvement with special assessments. Projects that have special assessments are initiated either through property owner petition or by council. As a part of setting the date of the hearing, the council orders a feasibility report. Notice is provided to assessed property owners of the improvement hearing as well as an informational meeting that is hosted by Engineering personnel.
The feasibility report provides the background of the project, the proposed improvements, the cost of the improvements and the method and amount of proposed special assessments. The preliminary assessments will be discussed in the improvement hearing. This report is received by the council during the public hearing of the project. This is the basis of information to provide the council with information to consider the project. The hearing allows all interested persons to provide testimony to the council on the project for council deliberations prior to ordering the project. Should the council find the project feasible a resolution is passed ordering the project designed and bids solicited for the work.
The next step in the process is opening bids based on plans prepared by Public Works personnel and advertised for bid for the project that was ordered during the improvement hearing. Once bids are opened, they are presented to the council for consideration. Should bids be favorable, the bid will be awarded to the lowest responsible contractor.
After the project is completed, the assessment hearing will be held and the final assessments adopted. On most reconstruction projects this is done in the year following construction, while resurfacing and alley projects are assessed the same year of construction.
The law sets out discrete timelines and procedures for challenging a city’s special assessment. For the most part, objections must be raised at or before the final assessment hearing. Only those who object at this stage may proceed to appeal an assessment to the district court. Further, these provisions for appeals to the district court are the exclusive method of appeal from a special assessment levied under the local improvement code.
No one can formally object to, or appeal, the amount of an assessment unless the property owner signs a written objection and files it with the city clerk prior to the assessment hearing or presents it to the presiding officer at the hearing. Property owners subject to proposed special assessments and are informed of this requirement in the mailed notice.
Assessments are payable over 5, 10, or 15-years depending on the amount of the assessment. Deferrals are available for property owners who are over 65 years of age, retired by disability, or call to active duty in which paying the assessment would represent a hardship. Interest does accrue on deferred assessments.
01/27/2025 Call for Hearing
02/12/2025 Informational Meeting
02/24/2025 Improvement Hearing
03/10/2025 Advertise for Bids
04/11/2025 Bid Opening
04/28/2025 Award Bid
05/19/2025 Begin Construction
09/01/2025 Final Completion
Fall 2025 Final Assessment
Staff is recommending the Council pass the resolution setting February 24, 2025 as the date of the project improvement hearing for the above projects. The estimated costs and funding sources for the projects are as follows:
2025 Petition Alley Improvement
| ITEM | COST |
| ALLEY 18-301 | |
| Street and Landscaping | $101,777.25 |
| Stormwater Pollution Prevention | $4,950.00 |
| TOTAL CONSTRUCTION | $106,727.25 |
| Construction Contingency | $10,672.73 |
| Administration | $7,044.00 |
| Engineering | $11,740.00 |
| TOTAL PROJECT COST | $136,183.97 |
| FUNDING SOURCE | AMOUNT | PERCENT |
| Special Assessments | $22,507.91 | 16.53% |
| General Obligation Bonds | $113,676.06 | 83.47% |
| TOTAL FUNDS | $136,183.97 | 100.00% |
2025 Sidewalk, Resurfacing, & Alley Improvements
| ITEM | COST | |||
| ADAMS STREET & MISC. WALK | ALLEY 6-331 B |
ALLEY 7-208 |
ALLEY 18-302 |
|
| Street and Landscaping | $609,797.13 | $9,839.88 | $60,508.75 | $79,569.75 |
| Stormwater Pollution Prevention | $25,000.00 | $2,075.00 | $3,450.00 | $4,950.00 |
| Storm Drainage Construction | $3,000.00 | $13,925.00 | ||
| Sanitary Sewer Construction | $2,500.00 | |||
| Watermain Construction | $4,500.00 | |||
| TOTAL CONSTRUCTION | $644,797.13 | $11,914.88 | $77,883.75 | $84,519.75 |
| Construction Contingency | $64,479.71 | $1,191.49 | $7,788.38 | $8,451.98 |
| Administration | $42,556.61 | $786.38 | $5,140.33 | $5,578.30 |
| Engineering | $70,927.68 | $1,310.64 | $8,567.21 | $9,297.17 |
| TOTAL PROJECT SEGMENT COST | $822,761.13 | $15,203.38 | $99,379.67 | $107,847.20 |
| OVERALL PROJECT COST | $1,045,191.38 | |||
| FUNDING SOURCE | AMOUNT | PERCENT |
| Special Assessments | $294,756.14 | 28.20% |
| Sewer Revenue | $2,940.00 | 0.28% |
| Water Revenue | $5,292.00 | 0.51% |
| State Aid | $187,000.00 | 17.89% |
| Stormwater Revenue | $19,903.80 | 1.90% |
| General Obligation Bonds | $535,299.44 | 51.22% |
| TOTAL FUNDS | $1,045,191.38 | 100.00% |
Setting the date of hearing is the first step in the process of making an improvement with special assessments. Projects that have special assessments are initiated either through property owner petition or by council. As a part of setting the date of the hearing, the council orders a feasibility report. Notice is provided to assessed property owners of the improvement hearing as well as an informational meeting that is hosted by Engineering personnel.
The feasibility report provides the background of the project, the proposed improvements, the cost of the improvements and the method and amount of proposed special assessments. The preliminary assessments will be discussed in the improvement hearing. This report is received by the council during the public hearing of the project. This is the basis of information to provide the council with information to consider the project. The hearing allows all interested persons to provide testimony to the council on the project for council deliberations prior to ordering the project. Should the council find the project feasible a resolution is passed ordering the project designed and bids solicited for the work.
The next step in the process is opening bids based on plans prepared by Public Works personnel and advertised for bid for the project that was ordered during the improvement hearing. Once bids are opened, they are presented to the council for consideration. Should bids be favorable, the bid will be awarded to the lowest responsible contractor.
After the project is completed, the assessment hearing will be held and the final assessments adopted. On most reconstruction projects this is done in the year following construction, while resurfacing and alley projects are assessed the same year of construction.
The law sets out discrete timelines and procedures for challenging a city’s special assessment. For the most part, objections must be raised at or before the final assessment hearing. Only those who object at this stage may proceed to appeal an assessment to the district court. Further, these provisions for appeals to the district court are the exclusive method of appeal from a special assessment levied under the local improvement code.
No one can formally object to, or appeal, the amount of an assessment unless the property owner signs a written objection and files it with the city clerk prior to the assessment hearing or presents it to the presiding officer at the hearing. Property owners subject to proposed special assessments and are informed of this requirement in the mailed notice.
Assessments are payable over 5, 10, or 15-years depending on the amount of the assessment. Deferrals are available for property owners who are over 65 years of age, retired by disability, or call to active duty in which paying the assessment would represent a hardship. Interest does accrue on deferred assessments.