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2019-04-23
Agenda
Not posted
What was on the agenda.
One-line summary
The council reviewed 2019 road improvement bids, took no action on awarding the contract, approved assessment-hearing resolutions for five road projects, and adjourned at 6:58 PM.
9 items as recorded in the packet and minutes.
CALL_TO_ORDERCalled to Order
Mayor Pilon called the special meeting to order at 6:00 PM.
AGENDA_APPROVALApprove/Amend tonight's meeting agenda of April 23, 2019
Approve or amend the April 23, 2019 meeting agenda.
The agenda was approved as amended to correct Item #6 to Resolution 2019-40.
1DISCUSSION - Bids for 2019 Road Improvement Projects
Discussion of bids, award recommendation, bid tabulation, and assessment calculation worksheet for the 2019 road improvement projects.
The council discussed the bids and assessment worksheets; no contract award was made at this meeting.
2APPROVE Resolution 2019-36 Declaring Costs to be Assessed and Assessment Hearing (Old Viking Boulevard)
Resolution declaring costs to be assessed and ordering preparation of proposed assessment and notice of assessment hearing for Old Viking Boulevard.
Approved as part of the combined motion approving Resolutions 2019-36 through 2019-40 and setting the assessment hearing date for May 14, 2019.
3APPROVE Resolution 2019-37 Declaring Costs to be Assessed and Assessment Hearing (Halas Street)
Resolution declaring costs to be assessed and ordering preparation of proposed assessment and notice of assessment hearing for Halas Street.
Approved as part of the combined motion approving Resolutions 2019-36 through 2019-40 and setting the assessment hearing date for May 14, 2019.
4APPROVE Resolution 2019-38 Declaring Costs to be Assessed and Assessment Hearing (Meadows of Verde Valley)
Resolution declaring costs to be assessed and ordering preparation of proposed assessment and notice of assessment hearing for Meadows of Verde Valley.
Approved as part of the combined motion approving Resolutions 2019-36 through 2019-40 and setting the assessment hearing date for May 14, 2019.
5APPROVE Resolution 2019-39 Declaring Costs to be Assessed and Assessment Hearing (Rolling Hills)
Resolution declaring costs to be assessed and ordering preparation of proposed assessment and notice of assessment hearing for Rolling Hills.
Approved as part of the combined motion approving Resolutions 2019-36 through 2019-40 and setting the assessment hearing date for May 14, 2019.
6APPROVE Resolution 2019-40 Declaring Costs to be Assessed and Assessment Hearing (Garnet Street)
Resolution declaring costs to be assessed and ordering preparation of proposed assessment and notice of assessment hearing for Garnet Street.
The agenda originally listed the Garnet Street item with Resolution 2019-36; the agenda was amended to read Resolution 2019-40, and Resolution 2019-40 was approved in the combined motion.
7Motion to Adjourn
Adjourn the special meeting.
The meeting adjourned at 6:58 PM.
What this meeting did about specific topics, organized by issue rather than by document.
2019 road improvement bids
The council reviewed the 2019 Street Improvements bids and assessment calculation worksheet. North Valley, Inc. was the low bidder at $1,075,157.60, but the engineer said the contract award would come later after the assessment hearing, so no award action was taken at this special meeting.
Agenda: 1. Speakers: Shane Nelson, Mayor Pilon, Rainville, Breyen.
2019 road project assessment hearings
The council approved Resolutions 2019-36 through 2019-40, which declared costs to be assessed for Old Viking Boulevard, Halas Street, Meadows of Verde Valley, Rolling Hills, and Garnet Street and set May 14, 2019 as the assessment hearing date.
Agenda: 2, 3, 4, 5, 6. Motions: M2. Speakers: Rainville, Breyen, Shane Nelson, Bob Ruppe.
Halas Street assessment increase
Halas Street drew specific discussion because the worksheet showed the direct-access assessment increasing from the original proposed $6,800 to $7,370 after actual bid costs and contingency were included. The council still approved the resolution package that included Halas Street.
Agenda: 3. Motions: M2. Speakers: Shane Nelson, Rainville, Bob Ruppe.
Old Viking Boulevard assessment objection process
Before the Old Viking Boulevard assessment hearing, the engineer reported a resident at Cleary Road and Old Viking had asked to be removed from the assessment because of an undeveloped portion. The attorney explained that removing a property from the assessment roll would shift that cost to the city.
Agenda: 2. Motions: M2. Speakers: Shane Nelson, Bob Ruppe.
Ehlers and Northland financing comparison
The council discussed Deputy Lendt's information about Northland versus Ehlers for project financing. The mayor and attorney said they had investigated both, and the city stayed with Ehlers for this project because the potential long-term interest savings outweighed possible upfront savings.
Agenda: 1. Speakers: Rainville, Mayor Pilon, Bob Ruppe, Shane Nelson.
3 motions on the record. Split votes are highlighted.
M1Motion by Breyen, 2nd by Rainville to approve Agenda as amended.
moved by Breyen, seconded by Rainville
Motion Carried.
M2Motion by Rainville to approve Resolutions 2019-36 through Resolution 2019-40, and set the Assessment Hearing Date to be May 14th, 2019.
moved by Rainville, seconded by Breyen
Motion Carried.
M3Motion by Breyen, 2nd by Rainville.
moved by Breyen, seconded by Rainville
Motion Carried.
Each figure links back to the document it came from. When the council voted on the amount, the motion is shown.
F1
North Valley, Inc. was the low bidder; the council discussed the bid but did not award the contract at this meeting.
contract · 2019 Street Improvements total bid · FY 2019
$1,075,157.6
outflow
Council approval status: not yet on record.
F2
OMG Midwest, Inc. bid total listed for comparison.
estimate · 2019 Street Improvements total bid · FY 2019
$1,186,040
outflow
Council approval status: not yet on record.
F3
Park Construction Company bid total listed for comparison.
estimate · 2019 Street Improvements total bid · FY 2019
$1,212,378.84
outflow
Council approval status: not yet on record.
F4
Asphalt Surface Technologies, Corp. bid total listed for comparison.
estimate · 2019 Street Improvements total bid · FY 2019
$1,258,977.67
outflow
Council approval status: not yet on record.
F5
Estimated construction cost based on the bid.
contract · Old Viking Boulevard · FY 2019
$739,230.33
outflow
F6
Estimated engineering, legal and administrative costs.
estimate · Old Viking Boulevard · FY 2019
$62,000
outflow
F7
Estimated financing costs.
debt_service · Old Viking Boulevard · FY 2019
$22,800
outflow
F8
Contingency in the assessment calculation worksheet.
budget · Old Viking Boulevard · FY 2019
$15,000
outflow
F9
Total project costs, actual and forecast.
capital_project · Old Viking Boulevard · FY 2019
$840,480
outflow
F10
Project cost assessed to benefitting properties at 50%.
assessment · Old Viking Boulevard · FY 2019
$420,240
inflow
F11
Per-property direct access assessment amount.
assessment · Old Viking Boulevard direct access assessment · FY 2019
$6,180
inflow
F12
Per-property indirect access assessment amount.
assessment · Old Viking Boulevard indirect access assessment · FY 2019
$1,545
inflow
F13
Estimated construction cost based on the bid.
contract · Halas Street · FY 2019
$122,725.91
outflow
F14
Estimated engineering, legal and administrative costs.
estimate · Halas Street · FY 2019
$11,200
outflow
F15
Estimated financing costs.
debt_service · Halas Street · FY 2019
$3,440
outflow
F16
Contingency in the assessment calculation worksheet.
budget · Halas Street · FY 2019
$10,000
outflow
F17
Total project costs, actual and forecast.
capital_project · Halas Street · FY 2019
$147,400
outflow
F18
City portion and property-owner assessment portion were each declared at this amount.
assessment · Halas Street · FY 2019
$73,700
inflow
F19
Per-property direct access assessment amount after the bid calculation.
assessment · Halas Street direct access assessment · FY 2019
$7,370
inflow
F20
Original proposed direct access assessment amount shown for comparison.
estimate · Halas Street original proposed direct access assessment · FY 2019
$6,800
inflow
Council approval status: not yet on record.
F21
Estimated construction cost based on the bid.
contract · Meadows of Verde Valley · FY 2019
$81,257.83
outflow
F22
Estimated engineering, legal and administrative costs.
estimate · Meadows of Verde Valley · FY 2019
$10,300
outflow
F23
Estimated financing costs.
debt_service · Meadows of Verde Valley · FY 2019
$2,600
outflow
F24
Contingency in the assessment calculation worksheet.
budget · Meadows of Verde Valley · FY 2019
$3,000
outflow
F25
Total project cost in Resolution 2019-38.
capital_project · Meadows of Verde Valley · FY 2019
$97,680
outflow
F26
City portion and property-owner assessment portion were each declared at this amount.
assessment · Meadows of Verde Valley · FY 2019
$48,840
inflow
F27
Per-property direct access assessment amount.
assessment · Meadows of Verde Valley direct access assessment · FY 2019
$2,960
inflow
F28
Per-property indirect access assessment amount.
assessment · Meadows of Verde Valley indirect access assessment · FY 2019
$1,480
inflow
F29
Estimated construction cost based on the bid.
contract · Rolling Hills · FY 2019
$64,505.63
outflow
F30
Estimated engineering, legal and administrative costs.
estimate · Rolling Hills · FY 2019
$8,000
outflow
F31
Estimated financing costs.
debt_service · Rolling Hills · FY 2019
$2,000
outflow
F32
Contingency in the assessment calculation worksheet.
budget · Rolling Hills · FY 2019
$3,000
outflow
F33
Total project cost in Resolution 2019-39.
capital_project · Rolling Hills · FY 2019
$77,880
outflow
F34
City portion and property-owner assessment portion were each declared at this amount.
assessment · Rolling Hills · FY 2019
$38,940
inflow
F35
Per-property direct access assessment amount.
assessment · Rolling Hills direct access assessment · FY 2019
$3,540
inflow
F36
Estimated construction cost based on the bid.
contract · Garnet Street · FY 2019
$67,437.9
outflow
F37
Estimated engineering, legal and administrative costs.
estimate · Garnet Street · FY 2019
$12,000
outflow
F38
Estimated financing costs.
debt_service · Garnet Street · FY 2019
$2,270
outflow
F39
Contingency in the assessment calculation worksheet.
budget · Garnet Street · FY 2019
$4,000
outflow
F40
Total project cost in Resolution 2019-40.
capital_project · Garnet Street · FY 2019
$86,100
outflow
F41
City portion and property-owner assessment portion were each declared at this amount.
assessment · Garnet Street · FY 2019
$43,050
inflow
F42
Per-property direct access assessment amount.
assessment · Garnet Street direct access assessment · FY 2019
$2,870
inflow
F43
The packet estimate for overall financing costs was discussed as possibly lower than Ehlers' later estimate.
debt_service · Overall project financing cost estimate · FY 2019
$33,000
outflow
Council approval status: not yet on record.
F44
Mayor Pilon described Ehlers as estimating about this amount for financing costs during the discussion of Northland versus Ehlers.
debt_service · Ehlers financing estimate · FY 2019
$40,000
outflow
Council approval status: not yet on record.
F45
The engineer said Ehlers' estimate could be closer to this amount rather than the worksheet's financing total.
debt_service · Possible overall financing cost · FY 2019
$45,000
outflow
Council approval status: not yet on record.
F46
The engineer said the project budgets included about this amount in contingencies overall.
budget · Overall project contingencies · FY 2019
$35,000
outflow
Council approval status: not yet on record.
When someone tried to remember earlier business, we cross-reference the corpus and write a short related-history note.
Rainville asked about Deputy Lendt's information about Northland vs. Ehlers. Mayor Pilon explained that Attorney Ruppe investigated both companies and learned that the value was in interest saved over the long term with Ehlers vs. up front savings with Northland.
— Rainville
What this is about
The city compared Northland and Ehlers as financing options after Deputy Lendt provided information from an earlier contact or conference.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
when we originally prepared that the feasibility reports we were considering a much larger project it was closer to two million dollars former city administrator Bob Daris had approached elders our financial consultant and asked for an estimate for bonding cost
— Shane Nelson
What this is about
The engineer recalled that the earlier feasibility reports had been prepared when the city was considering a larger road project, and that former City Administrator Bob Daris had asked Ehlers for bonding cost estimates then.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
the contractor is paid for actual quantities used for the project similar to pinnacle Lake Estates
— Shane Nelson
What this is about
The engineer compared the contingency practice and quantity payment method to Pinnacle Lake Estates, a prior project.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
we only did the one last year we learned a lot there we've learned a lot now and as we go through these as we have other streets that need to be maintained
— Mayor Pilon
What this is about
The mayor said the council had learned from the prior year's project and expected the FAQ to help residents understand future road assessments.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
Every document and recording archived for this meeting.
Special City Council Meeting Packet 04-23-2019 - Reduced
Packet · 2019-04-23
13 pages
NT322 - Award Recommendation 04-23-2019
Document · 2019-04-23
1 pages
NT322 - Bid Tabulation 04-23-2019
Document · 2019-04-23
3 pages
Meeting Special City Council Meeting — Minutes (2019-04-23)
Minutes · 2019-04-23
2 pages
Assessment Calculation Worksheet 04-23-2019
Document · 2019-04-23
3 pages
Resolution 2019-38 Declaring Costs to be Assessed and Assessment Hearing (Meadows of Verde Valley Addition)
Resolution · 2019-04-23
1 pages
Resolution 2019-39 Declaring Costs to be Assessed and Assessment Hearing (Rolling Hills)
Resolution · 2019-04-23
1 pages
Resolution 2019-40 Declaring Costs to be Assessed and Assessment Hearing (Garnet Street)
Resolution · 2019-04-23
1 pages
Resolution 2019-36 Declaring Costs to be Assessed and Assessment Hearing (Old Viking Boulevard)
Resolution · 2019-04-23
1 pages
Meeting Special City Council Meeting — Agenda Packet (2019-04-23)
Packet · 2019-04-23
13 pages
Resolution 2019-37 Declaring Costs to be Assessed and Assessment Hearing (Halas Street)
Resolution · 2019-04-23
1 pages
Assessment Calculation Worksheet 04-23-2019 - Corrected
Document · 2019-04-23
3 pages
Meeting recording
YouTube
Transcript · 398 segments · 57:40
The structured brief on this page is auto-generated and may need correction. The PDFs and the meeting recording remain the official record.