City Council Special Meeting

CITY COUNCIL SPECIAL MEETING MINUTES Thursday, December 01, 2022 at 6:00 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER Mayor Olson called the meeting to order at 6:00 p.m. ROLL CALL Mayor Darrel Olson and Council Members Connie Lyscio, Zach Tabatt, John Ward, and Mark Cross were present. Assistant City Administrator Kelly Steele and Public Works Director Trevor Walter were present. PRESENTATIONS 1. Improvement Hearing Presentation Scott Hedlund, with SEH, presented the 2023 Commercial and Residential Full Depth Reclamation Improvements and 2023 Quite Zone Improvements hearing. The street improvements include Clearwater Road, Cedar Scenic Road, Oakwood Drive, Joler Road, Forest Drive, Fox Road, and Fox Place. The improvements also include trail extension along Clearwater Road and Cedar Scenic Road. The quite zone improvements are at-grade railroad crossings located at Timberwood Drive, Highland Scenic Road, Knollwood Drive, Inglewood Drive, Elder Drive, MN Trunk Highway 371, and Cypress Drive. Street improvement projects are guided by the city’s Pavement Management Plan. Trail improvements are guided by the city’s Comprehensive Plan, policies, and park priority list. The quite zone improvements are a long term effort by the city to implement a quite zone in the city by 2024. The proposed street improvements include a full depth reclamation and overlay with 6 inches of bituminous in the commercial areas and 3.5 inches of bituminous in the residential areas. Targeted concrete curb and gutter replaces will be made. Deficient pedestrian curb ramps will be replaced. Trails will be constructed along the south side of Clearwater Road and along the north side of Cedar Scenic Road. There will not be any sanitary sewer improvements with the project and only targeted fire hydrants will be replaced. Quite zone improvements will include improvements to pedestrian approaches, concrete medians, and sign and pavement markings. The estimated total cost for the commercial and residential improvements is $5,620,483.54. The estimated total cost for the quite zone improvements is $700,000. The quite zone costs will not be assessed. Approximately 39% of the total estimated project costs will be assessed, the remaining 61% will be paid with other sources. Assessments will be collected annually with property taxes beginning in 12/1/2022 City Council Special Meeting Minutes Page 2 2024 over a 12-year term. There are assessment deferments for qualified residential homestead parcels. The council will consider ordering the improvement on December 20, 2022, and the assessment hearing will be held in April 2023 with construction to start during the summer of 2023. OPEN PUBLIC HEARING Mayor Olson opened the public hearing at 6:28 p.m. William James, Fox Road, explained rents will be increasing as the costs will be passed on to renters. Due to high interest rates, the city is looking at an expensive time to complete a voluntary project. The proposed assessment is 8-9% of his total home value. The street doesn’t have any potholes and a smooth street will not improve the quality of life to the property owners. Trails are a nice improvement but with many families facing a financial crisis, now is not the time. There are concerns of assessment amounts for property owners with a deep lot. This project is a big ask by the council on the citizens of the community. Howard Bahn, 4689 Joler Road, provided a handout to the council. Mr. Bahn thanked the council for their work. Joler Road doesn’t have potholes and property owners take pride in their property and they don’t want to live on a street in poor condition. This project is not necessary. The trail is used by more people than the road. Please postpone Joler Road until the property owners ask for the improvement. Jeff Pewitt, 4587 Joler Road, inquired if the street can be chip sealed. Public Works Director Walter explained in 2013 the city started to chip seal and the process has caused damage to the streets due to striping. Gary Austin, Clearwater Road, explained Clearwater Road was done in 2004 and he paid $60,000 in assessments at the time. The assessments will have to be passed onto the renter. Public Works Director Walter clarified he would not have to pay for two assessments. Chad Rushin, 4562 Joler Road, sent an email with comments. Joler Road has low traffic volume. There is a 40- acre undeveloped parcel at the end of Joler Road. It would make sense to improve Joler Road after this parcel is developed. The Joler Road trail is used by the Southdale neighborhood. The trail doesn’t need to be plowed in the winter. It is a bad economic time to be considering this improvement. Property taxes are increasing and then add an assessment. Marcus Cadena, 4885 Cedar Scenic, moved to his property in 2015 and the road has since deteriorated. Expressed support for the Cedar Scenic segment of the project and would like to see a trail. Understands times are financially challenging. Connie Meyer, 14468 Inglewood Drive, explained the proposed assessment is more than the value of her lot. Wilma McKay, 14398 Forest Drive, explained many of the residents are elderly and retired. The proposed assessment is approximately 14% of the value of her home. Mayor Olson explained the assessment process identified in state statute under chapter 429. Terry Bakke, 14175 Forest Drive, inquired how long an average road lasts. 12/1/2022 City Council Special Meeting Minutes Page 3 Public Works Director Walter explained the pavement will last 20-25 years. The city spent over $1 million on chip sealing to prolong the pavement but it didn’t help. Council Member Cross explained his street is in need of improvements, but nothing can be done at this time due to the question of proving sanitary sewer and water. Individuals in attendance, city staff, and council members discussed various street improvements and developments. Joler Road residents expressed they would like the trail left. Public Work Director Walter explained the street improvements requires the city to bring the trail into compliance with ADA standards. Mayor Olson explained a trail will not be constructed on Forest Drive. The city will not know the actual project cost until the project is bid and the interest rate will be learned when the bonds are sold. The city can use sales tax revenue for trail improvements due to safety. CLOSE PUBLIC HEARING MOTION by Council Member Cross, seconded by Council Member Tabatt to close the public hearing at 7:58 p.m. Motion carried unanimously. NEXT STEPS The council will consider ordering the improvement at the December 20, 2022, council meeting. There will be additional opportunities for the public to comment on the project. ADJOURN MOTION Council Member Cross, seconded by Council Member Tabatt to adjourn at 7:59 p.m. Motion unanimously carried. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator