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Home My WebLink AboutCity Council Packet 03-20-2001 SpecialAgenda City of Plymouth Special City Council Meeting Tuesday, March 20, 2001 5:30 p.m. Public Safety Training Room Call to Order. 2. Surface Water Utility Fee Structure 3. Update on Hilde Performance Center. 4. Adjourn. Agenda Number: CITY OF FLY1tiIUUTH;, _ .:. CITY COUNCIL AGENDA REVQRT;: TO: Dwight Johnson, City Manager FROM: Mike Kohn', Financial Analyst through Dale Hahn, Finance Director SUBJECT: Surface Water Utility DATE: March 15, 2001 for meeting of March 20, 2001 1. ACTION REQUESTED: Staff is asking for conceptual approval for the Surface Water Utility regarding rates, appeals, incentives and schedule of implementation. 2. DISCUSSION: RATES On February 13, 2001, staff presented an outline of the Surface Water Utility. One area that generated much discussion was the amount of revenue that should be raised by the utility. Key points that staff took from the discussion were as follows: Surface Water operating expenditures currently in the General Fund should remain there. These include Street Cleaning ($174,397) and Drainage Maintenance ($241,215). Schools could possibly be left out or deferred. Fees should fully cover the current Water Resources Fund expenditures, necessary capital expenditures, lost revenue for appeals, and lost revenue for best management practices incentives. To evaluate these principles a worksheet was put together to determine the total amount of funding requirements that a rate should be based on. This table, on the next page, supports the need for rates to be based on the funding requirement of approximately $1,500,000 per year. Cashflow and Funding Requirements Salary and benefits funds 1 FTE water resources engineer, .7 FTE senior engineering tech, and 6 FTE education coordinator. Lake studies are intended to determine specific water quality problems and solutions for City lakes. These studies could lead to future capital projects that have not yet been identified. Lake cleanup projects is intended to provide funding of $5,300,000 over a 10 year period for the cleanup of Medicine Lake, Parker's Lake and one additional lake. The funds collected may be spent directly on lake projects or may be paid in the form of watershed dues if the watershed districts undertake the projects. Pond and drainage improvements funding is for maintenance and improvement of drainage ponds and ditches. Also, included in the $1,500,000 per year are anticipated revenue reductions of $250,000 for appeals, incentives and school fee deferral. The school deferral is expected to be temporary in nature. It is anticipated that when the schools are in a better financial position, and can be given greater notice for their mid -year budget process, the fees will be imposed. Inflators 2001 2002 2003 2004 2005 Expenditures Current Operating Salary & Benefits 5% 165,799 174,089 182,793 191,933 201,530 Public Information Materials & Office 3% 36,600 37,698 38,829 39,994 41,194 Consultants and Other Contractual Services 3% 92,106 94,869 97,715 100,647 103,666 Watershed Membership Dues 3% 160,144 164,948 169,897 174,994 180,243 Computer and Space Allocations 7% 18,690 19,998 21,398 22,896 24,499 Other Unfunded Operating Costs Lake Studies 4% 0 120,000 124,800 129,792 134,984 Capital Expenditures Lake Cleanup Projects 3% 0 530,000 545,900 562,277 579,145 Pond & Drainage Improvements 3% 50,000 100,000 103,000 106,090 109,273 Possible Revenue Reductions Fee Reduction Appeals & Administration 50,000 100,000 100,000 100,000 100,000 Incentives Program Incentives for Best Management Practices 50,000 100,000 100,000 100,000 100,000 School Revenue Deferral Deferred School Revenues 25,000 50,000 50,000 50,000 50,000 TOTAL REQUIRED FOR RATE 648,339 1,491,603 1,534,333 1,578,622 1,624,533 The $1,500,000 per year will be sufficient to fully fund the activities and projects identified in the Water Resources Management Plan. While some of the identified expenditures are self-explanatory others are not. The following is a summary of the less apparent expenditures: Salary and benefits funds 1 FTE water resources engineer, .7 FTE senior engineering tech, and 6 FTE education coordinator. Lake studies are intended to determine specific water quality problems and solutions for City lakes. These studies could lead to future capital projects that have not yet been identified. Lake cleanup projects is intended to provide funding of $5,300,000 over a 10 year period for the cleanup of Medicine Lake, Parker's Lake and one additional lake. The funds collected may be spent directly on lake projects or may be paid in the form of watershed dues if the watershed districts undertake the projects. Pond and drainage improvements funding is for maintenance and improvement of drainage ponds and ditches. Also, included in the $1,500,000 per year are anticipated revenue reductions of $250,000 for appeals, incentives and school fee deferral. The school deferral is expected to be temporary in nature. It is anticipated that when the schools are in a better financial position, and can be given greater notice for their mid -year budget process, the fees will be imposed. The $1,500,000 per year identified above would require a monthly rate of $3.25 for a single family home (see Attachment I). The following chart compares this rate to other communities in the metro area. Savage 4.65 Burnsville 4.20 Golden Valley 4.00 Apple Valley 3.98 New Hope 3.65 Bloomington 3.48 Brooklyn Center 3.33 Plymouth 3.25 Shakopee 2.52 Eagan 2.03 St. Louis Park 2.00 Crystal 1.95 Edina 1.67 Lakeville 1.63 Eden Prairie 1.00 APPEALS The Cashflow and Funding Requirements worksheet above allowed $100,000 per year for appeals. Appeals of a surface water utility billing would be allowed in the instance where the actual amount of impervious surface on a given parcel is less than that utilized by the City to establish the residential equivalent for the appropriate class of property. The following is an example: The assumed percentage of impervious coverage is 64% for commercial/industrial properties. If the property owner of a 10 acre parcel brings in a site plan documenting that the coverage for their parcel is 20% they should receive a reduced rate. This would be calculated as follows. Impervious Rate Per Acre 64% 23.34 60% 21.97 50% 17.26 40% 13.22 30% 10.75 20% 7.62 10% 5.16 Billing at average (64%) $23.34 x 10 acres = $233.40 per month Billing at (20%) $7.62 x 10 acres = $76.20 per month In the above example the property owner would receive a $157.20 per month billing reduction. Such a rate reduction should not be made retroactive. In addition, due to the number of potential parcels involved, it should be up to the property owner to properly document to the Public Works Department the impervious coverage of their property. INCENTIVES Public Works Department staff have compiled a summary of possible incentives or utility fee relief programs. These are provided for your review in Attachment II. P"LEMENTATION SCHEDULE Begin Complete City Council review March 20, 2001 March 20, 2001 Prepare Draft Ordinance March 26, 2001 April 6, 2001 Begin information releases and advance notice of public hearing (cable, newspaper, May Newsletter) March 26, 2001 May 22, 2001 Conduct Public Hearing on proposed ordinance May 22, 2001 May 22, 2001 Approve Ordinance June 12, 2001 June 12, 2001 Send notices to all affected properties in utility bills Residential 151 half Residential 2' half Commercial June 21, 2001 June 21, 2001 July 19, 2001 July 19, 2001 July 5, 2001 July 5, 2001 Include article in July newsletter regarding adopted utility program June 1, 2001 July 6, 2001 Place on commercial utility bill August 2, 2001 August 2, 2001 Place on one month of residential utility bill mailed in August for the period (June -July) Place on two months of residential utility bill mailed In September for the period (July -August) August 16, 2001 August 16, 2001 Sept 20, 2001 Sept 20, 2001 ATTACHMENT I Surface Water Utility Rate Model Source: Units and acres obtained from 2000 Comprehensive Plan. Stormwater utility rate model.xls 3/15/01 Rate Per REF Unit/Acre Units/Acres Dollars Month Dollars Year Single Family 1.00 3.25 14,815.00 48,148.75 577,785.00 Multi -Family 3.32 10.79 927.55 10,008.26 120,099.17 Commercial/Industrial 7.18 23.34 2,473.93 57,729.16 692,749.88 Churches 2.62 8.52 208.48 1,775.21 21,302.49 Schools 2.76 8.97 471.46 4,229.00 50,747.95 Public Lands - Occupied Structure 3.32 10.79 194.78 2,101.70 25,220.37 Institutional 2.34 7.61 73.59 559.65 6,715.82 Golf Courses 13.58 44.14 17.9 790.02 9,480.20 Average 125,341.74 1,504,100.89 Source: Units and acres obtained from 2000 Comprehensive Plan. Stormwater utility rate model.xls 3/15/01 ATTACHMENT II CITY OF PLYMOUTH Storm Water Utility Fee Incentive Programs / Options DRAFT, V.01 The followings are a brief summary of few possible incentive or Storm Water Utility Fee Relief programs: An example of relief or incentive would be to provide relief from a percentage of the fee, as long as the property owner follows Best Management Practices (BMPs) on their property. These include such things as retention ponds, detention areas, infiltration facilities, 20% green space area, or parking lot sweepingonn a regular basis. 2. A Rebate Program Designed Specifically for Businesses taken from a ownty program): Rebate on Storm Water Management Fee for Businesses Three Ways to Help Manage Our Storm Water ... And Save Money! Non-residential property owners are invited to participate in the following programs. By taking part in these programs you can receive a reduction in your storm water management fee. A reduction can only be received if no other adjustments have been given for on-site storm water management. Property owners can receive a 10% fee reduction for each program. You can receive a maximum reduction of 301/6 by participating in all of the programs. Call for more details or see the adjustment application form. Adopt -a -Pond Proeram - Participants adopt a storm water management pond by ensuring its proper rare and operation. Participants provide periodic inspections of the pond and remove light debris that interfere with the pond's operation Inspections must be performed at least four times per year -- more often after heavy rainfalls if necessary. A standard inspection form must be submitted to the Department of Public Works after each inspection. Participants will be trained on the inspection process. Public Works will try to select a pond convenient to the applicant. The applicant must adopt one pond for the first $1000 in assessed Storm Water Management Fee. To receive the full 10% credit, an additional pond must be adopted for each full S 1000 increment over the first $1000. The Department of Public Works sponsors adopt -a -pond. Public Works is at 4379 Ridgewood Center Drive, Prince William VA 22192. Call Mark Colwell at (703) 792-7074 for details. Storm Water Education - Non-residential property owners can learn sound water quality management practices. Participants must attend a one -day seminar featuring topics such as landscaping, parking lot maintenance, commercial turf care, and best management practices (BMPs). Participants must also complete a pre -and post survey to measure knowledge gained about BMPs that protect water quality. A record of pesticide and fertilizer applications must be maintained throughout the year. The Virginia Cooperative Extension coordinate the program. They are located at 8033 Ashton Avenue, Suite 105 Manassas. VA 22110-8202. Call Susan DeBolt at (703) 792-6285 for more information. Adopt -a -Stream Program - Non-residential property owners adopt a stream by performing regular cleanups along the stream. as well as reporting any changes or concerns. Participants can also monitor the biological health of the stream if they complete training. A stream survey is completed during each cleanup or monitoring. The Prince William Soil and Water Conservation District sponsors adopt -a -stream. Their address is 9263 Corporate Circle, Manassas, VA 22110. Call Nancy Finucan at (703) 368-1710 for more details. Page 1 of 5 ply_nt\Mdisk 1\pw',Engineering\ WTRRESRC\EDUC ATIOVStoTmwatedeeincentives.doc 3. On -Site Surface Water Recycling: Businesses, where possible, the on-site wetland basins / ponds could be use for lawn irrigation. This practice will promote ground infiltration, nutrient reduction by up -land vegetation, as well as minimizing the use of drinking water for irrigation (water conservation). Homeowners. Property owners who install a stormwater mitigation system, such as a dMyell, can have their impervious surface fees reduced, (but the street -related component and administrative portion do not change.) 4. Other General Ideas (needs to be developed) Commercial. Let Plymouth Business Environmental Partnership to work with businesses on this issue and provide training and information to the businesses. Commercial. Allow some credit for annual / continues education courses or workshops attended by businesses. Private. Where home owners have adopted small changes such as using rain barrels, or removing gutters where applicable, ..... Page 2 of 5 ply_m\ntdisk l \pw\Engineering\ WTRRESRC\EDUCATIO\Stormwaterfeeincentives.doc Examples of Water Resource Facilities that can be employ at various sites to reduce surface generated run off: Example of a rain / infiltration garden; Oregon Museum of Science & Industry in Portland r.,.;_ -DV -FTM PC,RLM] OR Infiltration Garden in a boulevard Page 3 of 5 ply_nt\ntdiskl\pw\Engineering\ WTRRESRC\EDUCATIO\Stormwaterfeeincentives.doc Infiltration Garden in a Parking lot. OTC LARRY --CF -MAN POC CEFT -' ENr RE KDURCCE Porous concrete "lattice" pavers filled with gravel S+-TC BRUCE t PERGU67N FF]TC GRUCE. i F RGU5,7N Porous concrete driveway Page 4 of 5 pl y_nt\ntdisk 1 \pw\Engineering\ W TRRESRC\EDUCATIO\Stormwaterfeeincentives. doc Stormwater bioretention swale in a suburban shopping mall in Maryland which drains into Chesopeake Bay Rain garden in a low impact development subdivision in MD Page 5 of 5 V\pl v_nt\ntdiskl 1pw\Engineering\ WTRRESRC\EDUCATIO\Stormwaterfeeincentives.doc 3 DATE: March 16, 2001, for Council Meeting of March 20 TO: Dwight Johnson, City Manager FROM: Eric J. Blank, Director, Parks and Recreation SUBJECT: HILDE PERFORMANCE CENTER UPDATE This is a Council information item only - no action is necessary. Attached for Council review is the current information regarding the Hilde Performance Center. Al Hilde was in town this week and met with the architects and construction managers to review the building and the cost estimates. Based on that meeting, Mr. Hilde has directed that the project move forward from the concept design level to final design. What this means for the City is that we will proceed now with publishing the EAW report and moving the project forward to the Planning Commission and ultimately the City Council. At the study session, I will hand out the Planning Department's revised schedule for the City of Plymouth's review of the project. Also attached for Council review is a site plan showing the location of the facility and the first and lower floor layouts. Remember - these are schematic drawings at this time and there are bound to be some changes. Under the current budget the upper level will be completely furnished, and the lower level will be unfurnished and only used for storage at this time. The construction manager has indicated that finishing the lower level later will cost $68,500, and 80,000 for an elevator. I have also attached the budget prepared for the project from Robert Jossart, the construction manager. Note in the budget that the City will be responsible for landscaping the site, the building permit fee, and providing sewer and water. Fred Moore has provided a budget estimate for sewer and water at $124,000. The parks capital improvement budget, as approved by the Park and Recreation Advisory Commission, has allocated 150,000 for this project. EB/np L WETLAND 50UN[)AR7 A BUFFER ZONE 11 5TRUGTURE SETBACK CIV IBM FftEEEFVM BENTZ / MLO Tl-OMPSOI ROBERT RIETOW INC. 2600 FOSHAY TOWER MINNEAPOLLS, MINNESOTA 55402 (612) 332-1234 WILDE PEIW-CWANCE CENTER REV15ED GONTOUR5 00=41 0 0February1, 2001 0 m m 70 4 962.2 zo S411p, ORCHESTRA PIT!!- STAfE *964.2' UP 1:20 SLOPE 9 No STAGE LEVEL FLAN I" = 20' o 0-1 A C') M C) T tim 70 ma) U D mm D3 MT 0 N I- u N 54SEMENT FL 4N P = 20' Hilde Performance Center conceptual Estimate (Option No. 3A) Full Lower Level with Steel Roof March 15, 2001 Gross SQ.FT 5170 Discription Vendor Cost CosVSF Earthwork RJM 65,000 12.57 Site Utilities City of Plymouth 0 Site Concrete RJM 7,500 0.00 1.45 Paving RJM_ 9,500 1.84 Landscaping City of Plymouth 0 0.00 Concrete/Masonry RJM 155,000 29.98 Precast Concrete RJM 20,680 4.00 Steel Roof Structure Metal Framing Steel Erection - -- RJM _ RJM_ RJM - - - 64,625 17,500$3.38 30,700 12.50 5.94 Carpentry Waterproofing RJM RJM 12,500 10,500 2.42 2.03 Roofing RJM 4,800 0.93 7.50 2.61 Metal Roofing - - - -- RJM $38,775 Door, Frames, and Hardware Est. 9 openings $13,500 Glazing RJM 36,260 7.01 9.67Gypsum/EFIS Tile RJM RJM 50,000 3,500 0.68 Painting RJM 14,900 2.88 Misc. Specialties RJM 5,000 0.97 Elevator RJM 0$0.00 HVAC -- --- Plumbing (single unisex toilet room) RJM ------------ RJM 22,000 17,500 4.26 3.38 Fire Protection RJM (Assume None Rqd.) 0 0.00 Electrical RJM 85,000 16.44 General Conditions RJM 49,170 9.51 Testing RJM 4,500 0.87 Insurance Building Permit RJM City of Plymouth 3,500 0 0.68 0.00 Contractors Fee RJM 22,481 4.35 Subtotal Construction Costs 764,391 1 $147.85 Hilde Performance Center Conceptual Estimate (Option No. 3A) Full Lower Level with Steel Roof March 15, 2001 Gross SQ.FT 5170 Discription Vendor Cost Cost/SF Design & Stu Costs Feasibility Study 30,000 5.80 Pre -Design Cost 20,000 3.87 Design Fees 80,000 15.47 Survey 4,500 0.87 Soils Report 2,500 0.48 Environmental Report 0 0.00 Subtotal Design & Study Costs 137,000 40,473.71 Owner Direct Costs SAC/WAC Charges 3,000 Land Cost 0 0.00 Park Dedication Fees 0 0.00 Loudspeaker Towers, Noise Barriers Pads and conduit inc abv. $50,000 9.67 Site Seating 0 0.00 Audio Systems 50,000 9.67 Theatre Lighting Systems 0 0.00 Theatre Rigging Systems 0 0.00 Sound Reflecting Clg. Panel System Assume wood system $36,000 6.96 Pit Filler Platform - 0 0.00 Noise Monitoring System 0 0.00 0.00 Subtotal Owner Costs 139,000 26.89 Contin enc Owners Contingency 20,000 3.87 Design Contingency _ 20,000 3.87 Construction Contingency 40,000 7.74 Subtotal Contingency 80,000 15.47 Project Cost 1,120,391 216.71 Hilde Performance Center Conceptual Estimate (Option No. 3A) Full Lower Level with Steel Roof March 15, 2001 Gross SQ.FT 5170 Discription Vendor Cost Cost/SF larfications and Altemates 1. Add elevator shaft and two stop hydraulic elevator. Add 80,000 2. Conceptual Estimate for Lower Level -out including two toilet rooms. Add 57,000build 3. Add airconditioning to lower level. Add 11,500 HILDE PERFORMANCE CENTER' SEWER AND WATER COST ESTIMATE by: SGB -;11/14/00 by: IRSQ - 11/15/00 Item jUnit checked Quantity Unit Price Total Cost Mobilization L.S. 1 4,000.00 $ 4,000.00 Traffic Control L.S. 1 1,000.00 $ 1,000.00 Clear and Grub Each 6 300.00 I $ 1,800.00 Transplant Tree Each 6 400.00 $ 2,400.00 Remove and Replace Concrete Curb L.F. 120 20.00 $ 2,400.00 Remove and Replace Concrete Cross Gutter L. F. 70 20.00 $ 1,400.00 Remove and Replace Concrete Walk 1S.F. 500 6.00 $ 3,000.00 Remove and Replace Pavement w/ Agg. Base I S.Y. 250 25.00 $ 6,250.00 Salvage and Install Storm Pipe L. F. 25 30.00 $ 750.00 Connect Sanitary Pipe to Existing Structure Each 1 2,000.00 $ 2,000.00 8" PVC SDR 35 L.F. 800 30.00 $ 24,000.00 4" Insulation S. F. 500, 2.00 $ 1,000.00 Aggregate Bedding Ton 150 15.00 $ 2,250.00 Sanitary MH (0'-8') Each 4: 2,000.00 $ 8,000.00 Hydrant Each 3' 2,300.00 $ 6,900.00 6" DIP Water Main CL 52 L. F. 300' 19.00 $ 5,700.00 8" DIP Water Main CL 52 I L.F. 650 22.00 $ 14,300.00 6" Gate Valve w/ Box Each 4 700.00 $ 2,800.00 8" Gate Valve w/ Box Each 2' 800.00 $ 1,600.00 6" X 6" Tee Each 2 175.00 $ 350.00 8" X 6" Tee Each 1 200.00$ 200.00 8" X 8" Tee Each 1; 250.00 i $ 250.00 10" X 8" Tee Each 1 300.00 $ 300.00 8" X 6" Reducer Each 1 200.00 j $ 200.00 6" Water Main Pipe Bend - 45 Degree Each 1; 100.00 $ 100.00 6" Water Main Pipe Bend - 90 Degree Each 1 1 100.00 i $ 100.00 8" Water Main Pipe Bend - 22.5 Degree Each 1 125.00 j $ 125.00 Silt Fence IL.F. 1100' 2.00 $ 2,200.00 Sodding IS.Y_ 2500' 3.00 $ 7,500.00 Seeding Acre 0.3; 2,000.00 $ 600.00 103,475.00 Estimated Project Cost (w/ 10% contingency j $ 124,170.00 1 21 ( i 1%r -7/0 o ' Neje s 71-,E F sTfc tro- f 64" -ft- i -o 01) E di PCrF, cF,t«- Plehse r F .".1Q KN:: ' F yep