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Home My WebLink About[07a] Millstream Dredging ProjectCITY OF ST. JOSLPH MEETING DATE: February 3, 2011 Council Agenda Item % a AGENDA ITEM: Public Works Director Reports SUBMITTED BY: Terry Thene, Public Works Director BOARD /COMMISSION /COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: During the budget process the Council approved the funding for the dredging of Millstream Pond, at an estimated cost of $ 12, 000. BACKGROUND INFORMATION: Based on the Council action funding the dredging of Millstream Pond, the DNR was contacted to secure a permit to dredge the pond. The DNR has approved the work and it must be completed by March 2011. The work will be outsourced to C & L Excavating and they will haul the material off site. BUDGET /FISCAL IMPACT: $ 12,000.00 ATTACHMENTS: Request for Council Action ............................ 7(a)•1 -2 CIP Form, PW1118 ............... ............................... 7(a):3 C & L Quote ........................... ............................... 7(a):4 Minute Extract, August 25, 2010 ....................... 7(a):5 Minute Extract, September 2, 2010 ................. 7(a):6 -7 Letter to DNR Requesting Permit ..................... 7(a):8 DNR Maintenance Permit ... ............................... 7:(a):9 -10 REQUESTED COUNCIL ACTION: Accept the quote of C& Lin the amount of $12,000 to complete the maintenance dredging of Millstream Pond. 7(a):1 THIS PAGE INTENTIONALLY LEFT BLANK 7(a):2 CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2011 -2015 PROJECT TITLE: Millstream Pond I TOTAL COST: $12,000.00 2011 BUDGET: $12,000.00 1PROJECT CATEGORY: Minor equipment DESCRIPTION: Dredge Millstream Pond - fishing area JUSTIFICATION: JAccount Code: E49045202 -530 The Millstream Park pond has been a fishing attraction since the park was developed. The fishing area is in need of dredging to remove all the sediments that have accumulated through the years. The dredging is required to be completed in the winter months according to the MN DNR. The pond dredging should be completed every 8 -10 years. PROJECT COSTS AND FUNDING SOURCES BY YEARS; Project Funding Prior Source Years 2011 2012 2013 2014 2015 Total General Fund: Parks Levy 0.00 1,300.00 1,300.00 1,300.00 1,300.00 5,200.00 To Be Determined 12,000.00 PROJECT COSTS Preliminaries PROJECT STARTING DATE: 2011 Land Acquisition Construction PROJECT COMPLETION DATE 2011, ongoing Equipment and Other 5,200.00 Total $5,200.00 NEIGHBORHOOD: Presented to the City Council on Approved Denied _ Tabled Comments Approval to Purchase Date Authorizing Initials Date 7(a):3 NOT INCLUDED IN THIS BID: PERMITS, TRAFFIC CONTROL, BOND, SEED, SOD, SILT FENCE, MORE THAN TWO MOBILIZATION,STAKING, DENSITY TESTS, EXPORT, SPECIAL INSURANCE,BLACKTOP OR CURB REMOVAL AND REPLACEMENT, WAC /SAC FEES,EROSION CONTROL, RESTORATION,CASTING ADJUSTMENTS,RAIL ROAD PERMITS /INSURANCE, INTERNAL OR EXTERNAL MANHOLE SHEILDS.NO ELECTRICAL WORK IN /OUT OF ANY LIFT STATIONS. NO RETAINAGE EXTRACT OF CITY COUNCIL MINUTES AUGUST 25, 2010 Millstream Park Pond Dredging Budget, 2011: Weyrens stated that at the August 11, 2011 Budget meeting the City Council requested an inventory of services provided by the City. The list of services was requested to gain a better understanding of the different functions provided by each department in relation to the budget submitted. Therefore, Weyrens presented a summary of each function provided with a brief discussion. The Council discussed proposed cuts to building inspection, prosecution services, skating hours, snow removal and cable operations. Weyrens stated that the budget can be reduced further by removing some one time expenditures that have been included. For example, the Police budget includes a $ 10,000 expenditure to review and revise the police polices. In 2009 the City Council budgeted for capital expenditures, but froze capital spending to prepare for proposed reductions in Local Government Aid (LGA). As a result of the proactive decision of the Council, the City showed a surplus of revenue for the year 2009. Therefore, if the City allocated approximately 50% of the surplus to fund one time expenditures, the 2010 budget could be reduced. The remaining surplus could be designated reserve balance to increase the reserve balance to prepare for continuing reduced aids. Finance Officer Lori Bartlett presented the Council with a list of projects that totaled $ 92,000, all of which could be funded through the 2009 surplus. One of the projects on the list included dredging of the Millstream Pond. Their was some discussion on whether the project was needed or could be delayed. The Council agreed to place the transfer of $ 92,000 to the capital fund on the September 2, 2010 City Council agenda and requested staff provide additional information on the dredging project. Bartlett stated that she had contacted the Stearns County Auditors Office and they were able to provide very preliminary data regarding St. Joseph's growth. It is anticipated that the net tax capacity for the budget year 2011 will decrease approximately 4.2 %. In addition, the tax records indicate that uncollectible taxes have increased approximately 1 %, with St. Joseph collecting 96.4% of the total taxes payable. When questioned if the proposed preliminary budget included levying the maximum allowed, Bartlett responded it does not. The current legislation allows the City to levy back the LGA that has previously been un- allocated by the Governor, the proposed budget does not recapture all of the loss. The Council concurred that since the budget at this time is preliminary and the City can reduce the budget once the final growth numbers are available, the preliminary budget should be established at the limit established by the Department of Revenue. The Council reaffirmed that the budget will be reduced once the impact can be determined. Staff was directed to prepare the preliminary budget resolution for the September 2, 2010 Council meeting. 7(a):5 EXTRACT OF CITY COUNCIL MINUTES SEPTEMBER 2, 2010 TRANSFER OF PROJECT FUNDS Operating Fund Transfer: Bartlett stated that during the budget discussions, they discussed where the City ended in 2009 with respect to the General Fund. The City's goal is to have 4-6 months of working capital in reserve. After the Audit, the City came in close to 6 months in reserve and staff is now proposing to use part of that equity to fund some projects that have come our way through State and Federal Mandates. The total of those projects is $92,000. She stated that those funds can be transferred while maintaining a working capital reserve of 5.2 months. Loso made a motion to authorize the 2010 operating transfers as presented. The motion was seconded by Wick. 7(a):6 crry of rn: i MEETING DATE: September 2, 2010 AGENDA ITEM: Transfers SUBMITTED BY: Finance Council Agenda Item 9 b BOARD / COMMISSION /COMMITTEE RECOMMENDATION: N/A PREVIOUS COUNCIL ACTION: The City Council made a decision to forego funding the Capital improvement Plan (CIP) budgets for 2008 and 2009 due to reductions in State aids (LGA). The City Council discussed transferring half of the 2009 general capital budget to the capital reserve fund for possibly funding the projects listed below. Due to the balance of the 2009 working capital reserves in the General Fund, the Council determined a portion of the 2009 capital budget may be reallocated while still maintaining a working capital reserve of 5.2 months. The Council's policy is to maintain a working capital reserve of 4 -6 months. The City Council approved restoring the EDA capital budget in July.. BACKGROUND INFORMATION: Preparing the 2011 budget became difficult as a result of new mandates imposed, continued reductions in State aids, and decreased market values. Rather than budget for the following one time projects, Department heads requested authorization to reallocate the funds previously budgeted through the CIP that were held in reserve. The Council discussed the projects below and agreed by consensus to move the items forward for Council consideration and possibility adoption. T Repair City Hall Sidewalks $ 5,650 Park Terrace Feasibility Study $ 30,000 Millstream Pond Dredging $ 12,000' Computer /Software Updates $ 10,000 CR 121 /College Ave Seal Coating $ 12,850 Police LEXIPOL Policies $ 5,000 OPEB Update — GASB $ 1,500 Sign Reflectivity Survey /Plan $ 10,000 Remodel Admin Spaces $ 5.000 Total $92,000 Note: Millstream Pond was last dredged in 1999 — 2000. BUDGET /FISCAL IMPACT: ATTACHMENTS: $92,000 between funds 2010 Operating Transfers REQUESTED COUNCIL ACTION: Authorize the 2010 operating transfers as presented. 9(b):1 7(a):7 -,,J�.,�n��1 CITY OF ST. JOSEPH \Y'V� U -itvo}stio'c p h.com January 13, 2011 DN R Waters Attn: Dan Lais 940 Industrial Dr. S; Suite 103 Mn mstrator Sauk Rapids MN 56379 (uci}' V,`evrens RE: Dredging Millstream Pond M'Ivor Kick Schultz Dear Mr. Lais: The City of St. Joseph is requesting authorization to perform maintenance on the holding pond Steve Vr nk located in Millstream Park under DNR Permit No. 85 -3010. The purpose of the maintenance is Steve crank to remove waste and sediment from the pond and increase the depth [301) Lc�so Koice Symanietz The pond is approximately 150'x 200' in size and I' in depth. The City is requesting D,il T \k" 1A, authorization to excavate sediment from the Millstream Pond, increasing the depth by four to six feet. All sediment and spoils will be removed and hauled off site to private site. The City Council had funded the routine maintenance and we would like to secure the necessary permits to begin work as soon as possible. Therefore, please advise the City as to whether or not the project can proceed or if additional information is needed. Sincerely, CITY OF ST. JOSEPH r�Jud Weyrens ministrator cc: Terry Thene, Public Works Director Randy Sabart, City Engineer zs C.ollc e , <�vcnuc orth (�C1 Box r�68 Saint loseph, �'linnesota ti6374 Phone 32 o.3cr3 201 I "ax 320 363_0342 7(a) :8 Minnesota Department of Natural Resources Minnesota I Division of Waters 940 Industrial Drive S. #103 Sauk Rapids, MN 56379 SCAI 320 - 255 -4279 ext. 232 DEPARTMENTOE NATURAL RESOURCES January 28, 2011 RECEIVED Judy Weyrens, Clerk JAN 3 1 2011 City of St. Joseph PO Box 668 t.;i1 '.` I r St. Joseph, MN 56374 Dear Ms. Weyrens: Maintenance, Permit 1985 -3010, South Fork of the Watab River, Stearns County We acknowledge receipt of your request dated January 13, 2011 for maintenance work on Millstream Pond under Permit 1985 -3010. In accordance with Special Provision #17, you are hereby granted authorization to complete the maintenance work associated with the original terms of Permit 85 -3010 (attached). Maintenance work must take place in the same 150' x 200' area, and to a depth of four (4) feet. All spoil material excavated must be hauled off -site to an upland location and stabilized to prevent erosion and transport to other water resources. Also, adequate precautions must be planned during excavation to prevent silt and suspended particles from being washed downstream (i.e. staked silt fence at the Millstream pond outlet). All other terms and conditions of the original permit remain in effect. All maintenance work must be completed by March 15, 2011. Enclosed is a new permit card, which must be conspicuously posted at the project site during maintenance. Also enclosed is a contractor form which should be completed and given to the contractor prior to project start. If you have any questions, please feel free to contact me at the above phone number and/or address. Sincerely, Aalw'z� Marshall Deters Area Hydrologist Enc. C: Stearns County SWCD Stearns County Environmental Services USCOE Regional Manager St. Paul EWR Permits Mike Martin, Conservation Officer Wildlife, Sauk Rapids Fisheries, Montrose www.mndnr.gov AN EOUAL OPPORTUNITY EMPLOYER PRINTED ON RECYCLED PAPER CONTAINING A MINIMUM OF 10% POST- CONSUMER WASTE 7(a):9 THIS PAGE INTENTIONALLY LEFT BLANK 7(a):10