Special City Council

CITY OF WEST BURLINGTON Special City Council Meeting Wednesday, May 12, 2021 - 6:00 PM West Burlington City Hall 122 Broadway Street TENTATIVE AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL PERFECTING & APPROVAL OF AGENDA CITIZEN INQUIRIES CLOSED SESSION 1. Council will hold a Closed Session meeting in accordance with Iowa Code Chapter 21.5 (1)(i) NEW BUSINESS 1. Council will consider taking action following the Closed Session 2. Consider a Resolution authorizing the filing of an application for COVID-19 Relief Recreational Trails Funding for the construction of a trail along Gear Ave. from SCC to Huston Street Support of Application for COVID Trails Grant - City Admin Memo Proposed - Additional Item 6 - Resolution Covid Trails West Burlington Draft COVID-19 Rec Trail Application CITIZEN INQUIRIES ADJOURN Page 1 of 15 Agenda Item #2. Memo To: West Burlington Mayor and City Council From: Dan Gifford CC: City Clerk Date: May 10, 2021 Re: Resolution of Support for Application for COVID Trails Grant This is a resolution of support for the COVID trails grant I have told you about. This is a very large grant that will help connect the Gear Avenue Trail with Mt Pleasant Street. I recommend that Council approve the resolution of support for this grant application. 1 Page 2 of 15 Agenda Item #2. RESOLUTION 2021- RESOLUTION AUTHORIZING THE FILING OF AN APPLICATION FOR COVID-19 RELIEF RECREATIONAL TRAILS FUNDING FOR THE CONSTRUCTION OF A TRAIL ALONG GEAR AVENUE FROM THE SOUTH SIDE OF HIGHWAY 34 INTERCHANGE AT THE ENTRANCE TO SCC NORTH TO HUSTON STREET. WHEREAS, the City of West Burlington is a duly recognized municipal corporation acting under the laws of the State of Iowa; and WHEREAS, the City Council is the duly elected governing body of West Burlington; and WHEREAS, the City Council has established goals in the City of West Burlington Comprehensive Plan to maintain quality of life within a small city, continue to develop additional recreational opportunities, develop as a regional concept, pursue regional cooperative initiatives, and protect the health, safety, and welfare of its citizens; and WHEREAS, reimbursement funds are available through the State of Iowa under this program, for the completion of the above improvements; and WHEREAS, in order to avail itself of possible reimbursement of funds pursuant to any grant under said program, an application must be filed by the City of West Burlington; and WHEREAS, the filing of an application is in the best interests of the citizens of the City of West Burlington, Iowa, and should be approved. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF WEST BURLINGTON, IOWA: That the City of West Burlington fully supports the project to construct a trail along Gear Avenue from the south side of the Highway 34 interchange at the entrance to SCC north to Huston Street, assures the inclusion of the local match requirement of $67,405 for an existing grant through the Transportation Alternatives Program to extend this trail, and agrees to maintain, or cause to be maintained, the completed construction in a manner acceptable to the Iowa Department of Transportation for a period of 20 years following project completion, and hereby authorizes the City of West Burlington to submit an application for funding the improvements through the Southeast Iowa Regional Planning Commission. Council Member introduced the following and moved the same be adopted. Council Member second the motion to adopt. Members of the City Council of the City of West Burlington, Iowa, voted as follows on such motion to adopt the Resolution: AYES: NAYS: WHEREUPON, the Mayor declared the motion passed and the foregoing resolution duly adopted at a regular meeting of the City Council held on the 19th day of May, 2021. Hans Trousil, Mayor ATTEST: Kelly D. Fry, City Clerk Page 3 of 15 Agenda Item #2. COVID-19 Relief Recreational Trails Program Grant Application Email complete applications to scott.flagg@iowadot.us by May 17, 2021, by 5:00 p.m. CST A complete application includes all of the following: 1) This completed application form (Word); 2) a signed Part F – Certification (scanned PDF); and all of the other required items listed on Part F. No modifications shall be made to this application form and no additional formatting or unique styles shall be applied including covers, title pages, section separators, etc. Please review the program guidance before completing this application. PART A – APPLICANT INFORMATION Eligible Applicant: City of West Burlington Contact Name: Dan Gifford Contact Title: City Administrator Email Address: giffordd@westburlington.org Street Address: 122 Broadway Street City: West Burlington, Iowa Zip Code: 52655 Phone Number: (319) 752-5451 If applicable, complete the information below for an in-eligible co-sponsor information. If not applicable, leave blank. In-eligible Co-Sponsor: Contact Name: Contact Title: Email Address: Street Address: City: Zip Code: Phone Number: PART B – PROJECT INFORMATION Project Title: In no more than 15 words, provide a short project title that includes the trail corridor or system, phasing, or termini such as Rabbit Trail Phase 2, Workman Trail Extension from Main Street to Soldier Park, etc. Gear Avenue Trail Extension - Phase Two Project Description: In no more than 50 words, describe the project including termini and length. Remember to only provide information for the project intended to be funded under this application. Do not provide details of completed or future phases of a project. Gear Avenue Trail Extension Phase Two will begin from the current terminus of the Phase 1 trail project at the Southeastern Community College entrance with the US34 Interchange. The trail will continue down the eastern length of Gear Avenue to the trail’s new terminus at Huston Street. The estimated length of new trail is 2,550 linear feet. Associated Trail Corridor: Identify the specific trail corridor or system name that this project would most closely be identified with such as Raccoon River Valley Trail, Hoover Nature Trail, Iowa Great Lakes Trail, etc. More than one may be identified. The trail will be an additional to the Greater Burlington Bicycle Network. This specific project will be an extension of approximately 4 miles of existing trail starting along Mason Road in Burlington working west to Gear Avenue in West Burlington connecting Ed Stone Middle School, Burlinton Rec Plex, Great River Medical Center, Southeastern Community College, and a number of service businesses and major employers along the way. Additionally, it will stop just a few hundred feet short of the exsiting Mt. Pleasant Street Bike Lane connecting to US61. Reimbursement Costs: Identify the project activities below for which you intend to seek federal reimbursement of costs. ☒ Construction of a new trail (does not currently exist) ☒ Preliminary Engineering (design) ☐ Rehabilitation of an existing trail surface ☒ Construction Engineering (inspection) ☐ Paving an existing unpaved trail ☒ Right-of Way Acquisition (including easements) ☐ Other: Page 4 of 15 Agenda Item C #2.O V I D - 1 9 R e l i e f R e c r e a t i o n a l T r a i l s P r o g r a m – A p p l i c a t i o n F o r m |2 PART C – PROJECT COSTS An itemized breakdown of total estimated project costs is required to be submitted along with this application (See description of this item at the end of this form). The itemized breakdown should include all project costs. Transfer the total estimated project costs to the space provided below and enter the COVID-19 Relief Recreational Trails program funds you are requesting. Remember, the minimum request is $500,000 and the maximum request is $1,250,000. Calculate the total project costs to be provided with funds other than COVID-19 Relief Recreational Trails program funds (C=A-B). Calculate the percent of program participation in project costs (D=B divided by A multiplied by 100). Calculate the percent of project costs to be provided by other funding (E=C divided by A multiplied by 100). A. TOTAL ESTIMATED PROJECT COST: $890,496 B. COVID-19 RELIEF RECREATIONAL TRAILS PROGRAM FUNDS REQUESTED: $571,418 C. NON-PROGRAM FUNDS (Other federal, state, public, private) (A-B): $319,078 D. Funds Requested as a percent of Total Estimated Project Cost (B/A*100): 64.2% E. Non-program funds as a percent of Total Estimated Project Cost (C/A*100): 35.8% Document the degree to which the project will use program grant funds to leverage other public or private investments. Remember to provide funding information for only the project scope that is the subject of the funding request. Do not provide funding for completed or future phases of a project. (10 points) Are any federal, state, or other funds whether public or private and external to the applicant involved in this project? ☒ Yes ☐ No Please explain each source of funds, whether the funds are secured or anticipated (and when), and any conditions placed on the funds in the space provided below. Follow these examples: • $110,000 REAP grant. Awarded January 2020. Project must be completed by September 2022. • $25,000 grant from Kerner Foundation, a local non-profit, anticipated May 2021. Restricted to trail amenities such as benches, trash receptacles, etc. Must be spent within 1 year. • $350,000 budgeted FY2022 CIP funds. Secured. $255,262 TAP grant FY2022 anticipated. Highest scored regional TAP project and is waiting TIP approval in June 2021. $63,816 Local match is secured for FY2022 TAP grant mentioned above. Funding will be able to be spent starting October 1, 2021. PART D – PROJECT TIMELINE The current status of the project toward the required National Environmental Policy Act (NEPA) compliance and project readiness for development. (20 points) Please provide a project timeline below and list any progress toward NEPA compliance. At a minimum, please list an estimate (month and year) of when the following will be completed: • Preliminary Design • Environmental Clearance (NEPA cleared) • Right-of-way Acquisition • Final Design • Bid Letting • Construction • Project Closure Page 5 of 15 Agenda Item C #2.O V I D - 1 9 R e l i e f R e c r e a t i o n a l T r a i l s P r o g r a m – A p p l i c a t i o n F o r m |3 In addition, if you have completed any work toward the required NEPA compliance such as specific environmental studies, archaeological surveys, etc. please list these items as well as the date they were (or will be) completed. Projects will be required to be completed within two years of funds being awarded to the project. Upon award and execution of a project funding agreement, projects that fail to make satisfactory progress may be terminated by the Iowa Department of Transportation. DATE PROJECT DEVELOPMENT PHASE OR NEPA COMPLIANCE STUDY/SURVEY May 17, 2021 Deadline for application submittal August 2021 Funds approved September 2021 Sign Federal Aid Agreement October 2021 Consultant Selection and Concept Statement Submittal December 21, 2021 Preliminary design December 2021 NEPA Clearance (Categorical Exemption) February 2022 Right of Way Acquisition March 15, 2022 Final Design June 21, 2022 Bid letting August 2022 Begin Construction November 2022 Project closure PART E – NARRATIVE QUESTIONS Please provide a narrative response to each question in the space provided for each question below. For all responses, please remember to provide information for only the project scope that is the subject of the funding request. Do not provide information of completed or future phases of a project other than by reference. BE AS CONCISE AS POSSIBLE 1. Detailed Description of the Project. Provide a clear description of the concept of the proposed project that is no more than 1 page in length. Include such information as project termini, existing site conditions, trail length, number/acreage of parcels to be acquired, general construction activities planned, etc. 2. Trail Linkages. Describe how the project contributes toward the completion of a trail linkage or a connection between two trails that eliminates an existing gap. (40 Points) 3. Alignment with Trail Plans. Describe how the project aligns with various state, regional, or local trail plans such as the Iowa Bicycle and Pedestrian Long Range Plan, your MPO or RPA regional trail plan, or your local city or county trail plan. Please be specific, identify each plan, and provide a website link (if available) to any regional or local plans. Please discuss if the trail is consistent with a plan’s purpose and general direction. If this particular trail segment is identified by name or location as a plan priority in the plan, provide a page or section number from the plan for reference. If the plan is not published online, provide contact information that we may use if we determine it is necessary to review the plan. (20 points) Page 6 of 15 Agenda Item C #2.O V I D - 1 9 R e l i e f R e c r e a t i o n a l T r a i l s P r o g r a m – A p p l i c a t i o n F o r m |4 4. Commitment to Maintenance. Describe your organization’s commitment to continued operation and maintenance of the project after the project is constructed. For example, what plans have you made for seasonal or long-term maintenance? Have you established a fund for maintenance? (10 points) 5. Citizen Involvement. Describe how citizens were involved in the developing the proposed project. Did the project idea originate with trail users or a community group? What public input process was followed? How have adjacent property owners and others been informed of the propose project and how has the project been accepted? ADDITIONAL ITEMS REQUIRED TO BE SUBMITTED In addition to completion of the above application form, your submittal will also require the following in order to be considered for funding. Please see Part F – Certification for a checklist of items. 1. Signed PART F – CERTIFICATION 2. A DETAILED MAP identifying the location of the project. The project scope should be clearly identified and the map may also include other important information referred to in the narrative such as important trail linkages, completed or future project phases, etc. More than one map may be submitted if the scope of the project is such that the desired detail is not feasible to be included on just one map. If the map is unclear, incomplete, or reviewers can't understand the map, your application will likely not score well. Limit map sizes to no larger than 8.5-by-11-inches. 3. A SKETCH PLAN of the project, including cross section for bicycle or pedestrian facilities. If the cross section of your facility varies across the project (width, number of lanes, etc.) include a cross section for each situation and identify its location. 4. DIGITAL PHOTOGRAPHS (limited to five) that will help to explain the existing site conditions of the proposed trail. It is not necessary to include photographs of all aspects or the entire route of a project. Photos submitted should be representative of the project as a whole or should support any particularly compelling or complex description included in the narrative provided in Part E above. 5. AN ITEMIZED BREAKDOWN OF TOTAL PROJECT COSTS. This documentation does not need to be a detailed line- item estimate or formal engineer’s opinion of probable cost. However, it must accomplish two objectives: 1) it must show the method by which the cost estimate was prepared; and 2) it must enable a reviewer to determine if the cost estimate is reasonable. The manner in which these objectives are achieved may vary widely depending on the type, scope, and complexity of the project. Absent a fully itemized list of costs, some general guidelines for possible methods of estimating each type of project cost: • Construction costs: Historical averages for projects of similar size and scope. • Design costs: 8-10% of the construction estimate • Inspection costs: 12-15% of the construction estimate 6. AN OFFICIAL ENDORSEMENT (RESOLUTION) of the project from the authority to be responsible for the project’s maintenance and operation. The authority must provide written assurance it will adequately maintain the completed project for its intended public use following project completion. For most construction projects, this will be a minimum of 20 years. The endorsement must also acknowledge the intent of the authority to provide the match funds required for the project. For cities, counties, or other political subdivisions, this should be in the form of a fully executed resolution by the elected body or board, as applicable. 7. AN IOWA DOT DISTRICT OFFICE LETTER OF SUPPORT is required if the project will include construction within Iowa DOT right-of-way. 8. MINORITY IMPACT STATEMENT Page 7 of 15 Agenda Item #2.C O V I D - 1 9 R e l i e f R e c r e a t i o n a l T r a i l s P r o g r a m – C e r t i f i c a t i o n PART F – CERTIFICATION Before certifying the accuracy of this application, please review the program guidance and all required documentation and narrative information below. Ensure all required submittals have been completed prior to emailing your submission to scott.flagg@iowadot.us by May 17, 2021, by 5:00 p.m. CST. Required Documentation and Narrative Information ☒ 1. An APPLICATION FORM (Word format) with all parts completed. ☒ 2. This CERTIFICATION (scanned PDF format) signed by an official authorized to represent the applying organization. ☒ 3. A DETAILED MAP identifying the location of the project. ☒ 4. A SKETCH PLAN of the project, including cross section for bicycle or pedestrian facilities. ☒ 5. DIGITAL PHOTOGRAPHS (limited to five) that will help to explain the existing site conditions of the proposed trail. ☒ 6. AN ITEMIZED BREAKDOWN OF TOTAL PROJECT COSTS that shows the method by which the cost estimate was prepared and enable a reviewer to determine if the cost estimate is reasonable. ☒ 7. AN OFFICIAL ENDORSEMENT (RESOLUTION) of the project from the authority to be responsible for the project’s maintenance and operation. For cities, counties, or other political subdivisions, this should be in the form of a fully executed resolution by the elected body or board, as applicable. ☒ 8. AN IOWA DOT DISTRICT OFFICE LETTER OF SUPPORT if the project will include construction within Iowa DOT right-of-way. ☒ 9. MINORITY IMPACT STATEMENT The undersigned is an official authorized to represent the applying organization. The person signing this document must have the authority to contractually bind the organization or be the designated fiscal agent. Certification I certify that all proposed activities will be carried out; that all grant money received will be utilized solely for the purposes for which it is intended; that records documenting the planning process and implementation will be maintained and submitted when requested, and the Iowa Department of Transportation is hereby granted access to inspect project sites and/or records. To the best of my knowledge and belief, all information included in this application is true and accurate, including the commitment of all physical and financial resources. This application has been duly authorized by the applying organization. I understand that intentionally providing false information in this application may result in criminal prosecution under Iowa Code § 714.8(3). If funding assistance is approved for the project described in this application, I understand that an executed agreement between the applicant and the Iowa DOT is required before the project can be started, costs incurred, or such funding assistance authorize with the Federal Highway Administration (FHWA) for use in implementing the project. I certify under penalty of perjury and pursuant to the laws of the state of Iowa that the preceding is true and correct. Printed Name Hans Trousil Title Mayor Signature Date Page 8 of 15 Agenda Item #2. 4/23/2021 apalas P:\Proposal\2021\West Burlington\Gear Ave Trail\EXH_WBurlingtonTrailProposal.dgn V8iColorHalfWeightPDF.pltcfg HU ST ON ST RE ET PROPOSED TRAIL S GEAR AVENUE TARGET WESTLAND MALL FARM KING US -34 PROPOSED TRAIL PREVIOUSLY COMPLETED TRAIL SOUTHEASTERN COMMUNITY COLLEGE Gear Avenue Trail Extension Proposal Page 9 of 15 Gear Avenue Trail | West Burlington, Iowa | 04/23/2021 NTS C Agenda Item #2. Page 10 of 15  4x11'-3" Traffic Lanes 1'-2" Separation Agenda Item #2. 3' Shoulder 3' Shoulder 11'-3" 11'-3" 11'-3" 11'-3" Barrier 10' Trail 1' 1'-8" Remove Page 11 of 15 Agenda Item #2. PREDESIGN OPINION OF PROBABLE PROJECT COSTS GEAR AVENUE TRAIL EXTENSION OVER US HIGHWAY 34 TO HUSTON ST WEST BURLINGTON, IOWA ITEM EXTENDED DESCRIPTION QUANTITY UNIT UNIT PRICE # PRICE GENERAL PROVISIONS 1.1 Mobilization 1 LS $ 45,000.00 $ 45,000.00 1.2 Construction Survey 1 LS $ 10,000.00 $ 10,000.00 EARTHWORK 2.1 Embankment in Place 1 LS $ 50,000.00 $ 50,000.00 SEWERS AND DRAINS 3.1 Precast Concrete Pipe Culvert, 48" 75 LF $ 300.00 $ 22,500.00 3.2 Apron, Concrete, 48" 2 EA $ 3,500.00 $ 7,000.00 BRIDGE 4.1 Removal of P.C. Concrete Median Barrier 550 LF $ 40.00 $ 22,000.00 4.2 Pavement Scarification 300 SY $ 10.00 $ 3,000.00 4.3 Concrete Barrier Rail and Steel Hand Rail 550 LF $ 180.00 $ 99,000.00 4.4 Sidewalk Deck Overlay 611 SY $ 100.00 $ 61,100.00 4.5 Concrete Barrier, Tapered End 2 EA $ 4,000.00 $ 8,000.00 4.6 Removal and Replacement of Fencing 550 LF $ 35.00 $ 19,250.00 STREETS AND RELATED WORK 5.1 Removal of Sidewalk 400 SY $ 10.00 $ 4,000.00 5.2 Special Compaction of Subgrade/Rec Trail 26 STA $ 600.00 $ 15,600.00 5.3 Recreational Trail, PCC, 6" 2850 SY $ 50.00 $ 142,500.00 5.4 Detectable Warning Panels 200 SF $ 45.00 $ 9,000.00 5.5 Remove and Replace Bridge Approach 134 SY $ 235.00 $ 31,490.00 5.6 PCC Pavement, 8" 180 SY $ 65.00 $ 11,700.00 5.7 PCC Sidewalk 70 SY $ 35.00 $ 2,450.00 5.8 Seeding, Fertilizing, & Mulching 1.5 AC $ 10,000.00 $ 15,000.00 5.9 Erosion Control BMPs 1 LS $ 10,000.00 $ 10,000.00 TRAFFIC CONTROL 6.1 Traffic Control 1 LS $ 10,000.00 $ 10,000.00 6.2 Traffic Signal Modifications/Pavement Markings 1 LS $ 50,000.00 $ 50,000.00 Subtotal: $ 648,590.00 Contingency (10%+/-): $ 64,931.00 CONSTRUCTION TOTAL: $ 713,521.00 Other Project Costs Preliminary Engineering (12%) $ 85,622.52 Construction Engineering (10%) $ 71,352.10 Right of Way: $ 20,000.00 TOTAL PROJECT COST: $ 890,495.62 January 1, 2017 P:\Planning Department\Transportation\COVID-19 Relief Recreational Trails Program\West Burlington\Additional Item 5 - Est_2021-04-29_GearAveTrailUPDATED Page 12 of 15 Page 1 of 1 Agenda Item #2. RESOLUTION AUTHORIZING THE FILING OF AN APPLICATION FOR COVID-19 RELIEF RECREATIONAL TRAILS FUNDING FOR THE CONSTRUCTION OF A TRAIL ALONG GEAR AVENUE FROM THE SOUTH SIDE OF HIGHWAY 34 INTERCHANGE AT THE ENTRANCE TO SCC NORTH TO HUSTON STREET. WHEREAS, the City of West Burlington is a duly recognized municipal corporation acting under the laws of the State of Iowa; and WHEREAS, the City Council is the duly elected governing body of West Burlington; and WHEREAS, the City Council has established goals in the City of West Burlington Comprehensive Plan to maintain quality of life within a small city, continue to develop additional recreational opportunities, develop as a regional concept, pursue regional cooperative initiatives, and protect the health, safety, and welfare of its citizens; and WHEREAS, reimbursement funds are available through the State of Iowa under this program, for the completion of the above improvements; and WHEREAS, in order to avail itself of possible reimbursement of funds pursuant to any grant under said program, an application must be filed by the City of West Burlington; and WHEREAS, the filing of an application is in the best interests of the citizens of the City of West Burlington, Iowa, and should be approved. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF WEST BURLINGTON, IOWA: That the City of West Burlington fully supports the project to construct a trail along Gear Avenue from the south side of the Highway 34 interchange at the entrance to SCC north to Huston Street, assures the inclusion of the local match requirement of $63,816 for an existing grant through the Transportation Alternatives Program to extend this trail, and agrees to maintain, or cause to be maintained, the completed construction in a manner acceptable to the Iowa Department of Transportation for a period of 20 years following project completion, and hereby authorizes the City of West Burlington to submit an application for funding the improvements through the Southeast Iowa Regional Planning Commission. Page 13 of 15 Agenda Item #2. ✔ This trail expansion project would most likely have a significant positive impact for people of color and people with disabilities. Looking at 5-year American C ommunity Survey averages from 2014-2018, we know that this project location is located near Block Groups with significant populations of people of color and people with disabilities. The project is located in Des Moines C ounty C ensus Tract 8, Block Group 1 which has a population of people with disabilities at 21.9% aged over 18, and a non-white population of 7.04%. Block Group 2 is located on the reverse side of the shopping mall on the east side of the main portion of this trail expansion. Block Group 2 has a 22.8% non-white population and 13.3% people with disability aged over 18. Other adjacent areas with significant populations include C ensus Tract 3 Block Group 1 (5.5% non-white, 30.3% aged over-18 with disability) and Block Group 5 (35% non-white, 18.7% aged over-18 with disability) and C ensus Tract 7 Block Group 1 (12.8% non- white, 21.3% aged over 18 with a disability). This project aims to make a high traffic area (US 34 interchange and S. Gear Avenue) safer for all people following ADA standards and guidelines. The added connectivity to community trail networks in greater Burlington benefits people of color and all people in greater Burlington whether they use the trail for recreation, commuting, etc. ✔ ✔ ✔ ✔ Multi-racial ✔ ✔ ✔ ✔ Page 14 of 15 Agenda Item #2. Hans Trousil Mayor Page 15 of 15