SUNFISH LAKE SPECIAL CITY COUNCIL OPEN HOUSE MEETING – JANUARY 18, 2017
5:30 P.M. - ST. ANNE’S EPISCOPAL CHURCH
Mayor: Richard Williams
Councilmembers: Daniel O’Leary
City Attorney: Tim Kuntz
City Planner: Ryan Grittman
Engineer: Don Sterna
City Clerk: Cathy Iago
and Members of the General Public.
1. CALL TO ORDER: Mayor Williams opened the meeting at 5:35 p.m.
2. REVIEW OF PROPOSED 2017 STREET IMPROVEMENT PROJECT: Mayor Williams explained the purpose of the open house was only to provide information to those present on the proposed street improvement and that Council would not take any formal action this evening. He explained that the Engineer Don Sterna would discuss the proposed 2017 Street Improvement project which includes street improvements to Salem Church Road between Roanoke Road and Robert Street and also all of Roanoke Road. He advised that after the presentation, Engineer Sterna would respond to questions from the audience.
Councilmember O’Leary arrived at 5:40 p.m.
3. PROJECT SCHEDULE: Engineer Sterna stated that the project was originally scheduled to start in 2020, however, due to the deterioration of the road, staff recommended moving the project to 2017 and Council agreed. He advised that all roads in the City are reviewed and rated every three (3) years and then improvements are scheduled in the City’s Capital Improvement Plan (CIP) based on the condition of the road. He noted that it is the goal of the City to repair the roads by sealcoating and/or overlay, which are less expensive improvements, in order to lengthen the lifespan of the road and delay the need for reconstruction.
Engineer Sterna referred those present to the proposed project schedule that was distributed this evening and reviewed the dates listed in the schedule.
4. PROJECT FUNDING/SPECIAL ASSESSMENTS: Engineer Sterna referred those present to the proposed assessments outlined in the feasibility report for the reconstruction of Salem Church Road and the overlay on Roanoke Road and explained how the assessments were calculated based on the type of improvement and the road designation in the City’s Assessment Policy. He advised that these are preliminary figures and that the final assessment amounts would be presented and discussed at a public hearing after the project is completed.
Attorney Kuntz explained that Council scheduled a public hearing at their February 7, 2017 meeting to discuss the Engineer’s feasibility report, determine if they wish to proceed with the project, and to authorize the Engineer to prepare the plans and specifications for the project. He stated that once the project was completed the landowners would be notified by mail of the exact amount of the assessments after the project is completed and that comments and concerns would be heard at that public hearing He further explained that after Council has taken action to formally approve the assessments, landowners would have thirty (30) days from the date of the meeting to submit an appeal.
Brent Baskfield, 90 Salem Church Road, questioned if the figures in the report distributed this evening are preliminary and if landowners would receive formal notification of the exact amount of the assessment.
Engineer Sterna responded that the notice sent for this meeting showed preliminary figures and that the exact assessment amounts would be calculated after the project is completed. He advised that property owners would receive notification with the final figures for the assessments with the notice for an assessment hearing later this year.
Mr. Baskfield asked if the assessment paid by property owners would cover the total cost of the project.
Engineer Sterna responded that the assessments only cover a portion of the cost and that the City would pay a portion of the costs from the City’s General Fund. He explained that the City must assess a minimum of 20 percent of the project to comply with Minnesota State Statutes relating to road improvements. He reviewed the proposed assessment cost sharing percentages for Salem Church Road and Roanoke Road and explained that the percentages are based on the road designation in the City’s Assessment Policy. He commented that the preliminary amounts may be reduced depending on whether or not the bids received for the project are lower than estimated.
Councilmember O’Leary questioned if the City’s $300,000 portion of the cost would come from the General Fund and be spread to all residential properties in the City.
Engineer Sterna responded yes.
5. RECEIVE PUBLIC QUESTIONS/COMMENTS: Mayor Williams asked if there were any further comments from the public and there was no response.
The Mayor explained that there would be a public hearing at the February 7, 2017 Council meeting at which time Council would review and receive the Engineer’s Feasibility Report for the 2017 Improvement Project and authorize the Engineer to prepare plans and specifications for the project.
6. ADJOURN: Mayor Williams adjourned the meeting at 6:10 p.m.
Catherine Iago, City Clerk Richard A. Williams, Jr., Mayor