because my computer's not working. Uh the 2026 road project open house um and members present for the work session are myself, Kathy Reken, Peter Vickery, Claudia Lacy, Brian Govern, Allison Fal with WSB, Gary Peters, our director of public works, Jasper Krugal, our city administrator, and Brian Grim our finance director. Um Alison, >> thank you acting Mayor Refin. Um, appreciate the folks that showed up this evening. Emily Brown with WSB. She's the project manager, assistant city engineer here for Minatrista. And she's present here to give a brief presentation on the proposed project and then available to answer any questions that um the residents that have attended and the council may have. >> Thank you. Uh, members of the city council, happy to be here for the 2026 proposed street improvement project. No, I'm good. Uh, project background. So, the city of Minitrista focuses on improving their street conditions. As part of that, they do a uh program to evaluate the existing pavement condition throughout the city and that those evaluations help determine what streets uh are priorities to be completed. Um, in addition, we uh did pavement cores on the streets that we're looking at for the 2026 project um in order to evaluate their condition. So, based on that information, uh the project for 2026, maybe I'm just clicking too much. >> There will be just a little bit of a lag. It's on that computer over there. So, yeah, just give it a give it a second when you hit it. Thank you. >> Yeah, >> I'll try and get back where we're at, but um the streets that we're looking at this year are Game Farm from County Road 26 to County Road 110. Uh we're looking at Lakeside Drive and Lakeside Circle, Pinnacle Way, Willow Court, Maple Lane, North Saunders Lake Drive, and Cedar Court, and Basswood Drive, South Saunders Lake Drive, Bluffs Lane, Walnut Drive, and Cherrywood Court. Uh you can see those up uh highlighted on the screen there in the orange and purple. Okay, so I talked about um when we're looking at these, we look at the existing pavement condition. So part of the pavement uh condition uh is an index number. It evaluates the um condition from on a scale from 0 to 100. 100 essentially being a brand new road, smooth surface, no cracking, and zero being a street that needs to be completely reconstructed. Um, based on what we've seen, I'll talk about the existing pavement conditions as we walk through, but generally they seem to be in the 80 to 90 range. Some in the 70s, some in the low 90s, um, which is essentially indicative of payments that's showing stress and wear, um, where the top surface of the pavement is in need of some kind of repair and maintenance project. Uh, so looking at the two photos there, we've got Lakeside Drive, originally built in 1997. The surface is showing some stripping and some cracking. And Pinnacle Way built in 1999 uh again so showing some surface stripping and cracking. Lakeside Drive had a a index number of 86 to 88. Pinnacle had a index number of 89. All right, moving on to um the Basswood area and Willow Court area. So basswood um was built in the year 2000 showed surface stripping and cracking and willow court was built in 2002 with surface stripping and cracking. The bassword uh condition indexes were rated from 77 to 88 and the Willow Court area was rated from 73 to 86. All right. And then we're looking at Game Farm. Um I have two photos of game form up there but it built in 2010. Uh had longitudinal cracking, patching in certain areas, surface stripping and alligator cracking. Um there is uh a couple areas on Game Farm that are definitely in worse distress. Those were rated about 70. Um they showed there's been a lot of patching, a lot of cracking on those areas. And then other areas of Gay Farm had a PCI index in the 80s to up to 92. Sorry, just a quick question about that. Uh, is it just a function of the amount of traffic, why game farm is degrading so rapidly compared to the other streets or is there something else at play? >> You know, there's a lot of things that go into cracking. Um, it can be related to the soils underneath. Some, um, soils heave and settle in different ways. Uh, traffic does play a factor in that. Uh, but it isn't necessarily the controlling factor. Um, and once you start getting water cracks, water gets in there and it leads to more cracking. So, um, as part of the maintenance program, it's really important to get after that to get a nice clean surface. Um, we're after that. >> Can I jump in here too? Um, just there the section of game farm um on the east west section that is being proposed for reclamation. Um, that section was never done. So there was a a project on game farm in 2015 >> n 2009 thank you >> 2010 maybe it was >> before my anyway so um so there was a project on game farm road um back in 2009 2010 and that section was not included in the project and so there is there is some some portions of game farm road that weren't done in that time frame and so those those areas are ex exhibiting more distress than others and then there's also that north south segment just um past that 90° bend and and I think what what Emily was sharing there as far as soils and conditions there, you know, that one I I think we can really attribute it to that, but that east west section is um it's it's I think a big factor is due to age >> and and if I may, the section that's by the lake there, Little Long Lakes right there, it was subject to flooding during the heavy rains in 14. So the um water was up to the road and I think there's a drainage crossers was pretty high. So, I'm sure underneath there got really saturated, you know, more than what it does just because the water was so high for that length of time during 2014. So, >> good deal. Thank you. >> Thank you. Um, so for the majority of the streets, we are looking at a mill and overlay. A mill and overlay consists of removing the top two inches of the pavement section. Uh, the pavement itself is approximately 4 in deep. So, it's not removing the entire pavement. It's just the top two in. um and then repaving it with a new pavement section. Uh there are certain areas that we're looking at doing a full depth be removing the entire pavement section and paving 4 in back um of new pavement. That would be the areas on gain form that we talked about. And then there is a um a portion on north north Saunders uh that was exhibiting some more distress than other areas. Uh but the other areas on the project are all planned for a millin overlay. Uh street widths are remaining the same. Um street grades will stay the same with this type of project. Um there might be minor adjustments. um uh just to make sure that drainage is consistent. Uh and then we'll be looking at spot curb repairs for the areas that have curb. So cracked, settled curve areas we would be replacing with the project. Uh the budgeted budget for this project is uh 4,400,000. The funding would be um from the road fund midnot state aid uh portion of game farm uh is scheduled to be a state aid route and then special assessments um for a portion of game farm. Uh detailed information on the project cost will be included in the feasibility report which is forthcoming. Um the city's assessment policy, a portion of the projects will be assessed to benefiting property owners. Uh according to the city's policy, um and Minnesota's state statute 429. Historically, this has been approximately 50% of the um street project costs. Um the assessment is based on the surface and storm sewer improvements. Um hardship deferrals are available for senior citizens, disabled persons memory, so the military um and payment period would be 20 years. Uh questions, specific questions about special assessments, uh can be directed to Brian Grim, the finance director. So looking at schedule, this is uh essentially the first step in our project. Um after this we'll be preparing and finalizing the feasibility report to uh submit to council. Uh that is anticipated on August 4th. Um at that point in time, council would call the public hearing um which would be held on September 3rd and council would decide whether to move forward production of plans and specifications. Based on that schedule, we would look at opening bids in January of 2026. Um bids would be presented to the council with the assessment hearing uh and awarding the contract in February. Construction is anticipated between September of next year. Uh that said, with this type of project, we're not anticipating that the full duration of the project would take that long. Let me rephrase. Um that would be for all the streets to be completed. each street area would take less than that time frame. Um because it's just a large project area, we anticipate from start to finish should be from June to September, but each area would be much less time than that. Uh so the city wants your input. This is again early in the process. We like to hear from our residents and understand any issues you're aware of um or any questions related to the roadway, utility work, safety concerns, um questions about the street section or funding. Uh website is up up and running for um general information on the project. You can also sign up for emails uh that is more specific to construction. We provide weekly updates on what's going on on your street during construction. We also have a handout in the back um that includes some information on the project, driveway access, lawn restoration, sprinkler systems, uh mail garbage, special events, things like that. Um and then also information on gathering your input. So, uh you can fill out a comment card in the back. You can talk to us about any concerns you have. Otherwise, you can email You should have been talking to these people, not to us. >> Thank you. >> So, Emily, you're ask you're looking for questions from the audience. >> Yes. Yes. >> With that, that concludes the presentation. So, if any folks have specific questions that other folks might have, we can come up to the front, have council hearing hear them. Otherwise, we have poster boards in the back that we can go and look at your specific property, your specific concern, and talk directly oneonone. >> I had a question going back to Game Farm Road. If it was subject to flooding, uh, does it make sense to raise the level of the road as long as, you know, we're spending a lot of money on it? >> 2014 was when we had that 7 in rainfall. We had wash outs everywhere. We had flooding on the island out there. It was just I mean there was so much water at that time. We haven't seen that again. Um the only other incident we had was uh when uh uh Mr. Clever Beaver there came in and plugged up the exit on by 15, but otherwise it normally stays relatively low. But it's a that 2014 we had I think it was almost seven inches of rain that time and yeah we that was everything flooded then. So but we haven't not had anything near that bad again. >> Okay. Thank you. Thank the gentleman. >> I just wanted to make a suggestion. Use a little bit bigger. >> That's my fault. I apologize. I sent this as a due the file size. It's not a PowerPoint and so it's not projecting very well. I I apologize for that. >> Can we make it larger? >> Maybe it's on that computer which nobody's at. Oh, okay. But >> I don't know. Um, we can we can if we want you can we can email it out to you guys, too. >> I agree with you, though. >> Second that. >> There you go. >> Uh, we don't have it loaded yet, but we sure can put that on the website tomorrow. Yep. So that folks have the information. any >> the way I see this you don't have any of the assessment what the algorithm is going to be >> correct so um at this time so the the city's policy um Milan overlay which is the majority of the project is not assessed um the reason there is a portion of game farm road um that's in poor condition that east west section over by the water treatment plant um so there is a portion of the that that road. Um that will be the full depth removal and replacement. And so at this time we're looking um for consideration for assessing the properties adjacent to that section for the uh a portion of the project cost, but the majority of the project would not be assessed. >> Yeah. >> What's what's your address? Maybe we could give you a more >> I happen to be on that section. >> Yeah. So, if you recall back in 2008 or 10 when we did the road, um that section was um left out of the um improvement area because it was quotes paved. Um and so now we have we have to pave it. And so that's >> yeah, >> that section was not at some point. 2000 it was assessed at that time. >> Okay. That's not in our records. So >> yeah, >> you don't your records don't go back 50 years. >> No, not 50. >> In 1984 >> that's about 41 years >> in the middle of that >> of that purple section. >> Yeah. It was gravel at some point after that and I would have to look it up. We were assessed that pointing. >> Okay. >> Um and there was debate and negotiation about how we were supposed to get assessed the the properties around there. Some have lots of road circles or road roadside. road frontage and very little depth. Some of them have very little road frontage and lots of depth. Mine has just a corner of road frontage. Some of them are off of that road in side roads. They still use it. In fact, >> most of that farm road uses that thing to get in and out of their place. So, most of the wear is not us. It's actually them. >> Well, we Yeah. But um also you should be aware. So what happened back when we paved game farm road um back in 2009 2010 um though the people that were on the um culde-sacs such as Fielding Trail and um I can't remember all the names of them but anyhow they were assessed as well. So they were all assessed. >> Sure it is. >> Yeah. and uh whether you're dealing with added property value >> versus >> who's generating wear and tear versus >> right >> curious when and how is that negotiation going to happen? So, um, we have to first determine which properties were going to would be assessed and they would be the ones that in 2010 did not get the the, um, improvement. Um, that's kind of what we've talked about at this point. And then every property is assessed the same regardless of how much foot per foot frontage you have because if you have 100 ft or if you have 500 ft, you're still using the road. it doesn't really impact the road more or less just because you have more or less frontage. So, our policy was established way back in the early 2000s and that's what the council decided to do is just assess on a per parcel basis. >> Okay, that's good information. >> Yeah, >> back in the 1990s when that section was paid somewhere it was assessed by a different algorithm. or that going rap. >> Yeah, it could. Yeah. And I don't know. I know it wasn't paved after 99, so it must have been early 90s. Yeah. So, yeah, >> I'm sure I'm sure I can look at my old tax record and see when the assessments. >> Okay. >> And I'm sure you could do the same. >> Yeah, we'll look that up. Good to know, >> Madame Mayor, if I may. I think the other question he had was as far as what the estimated assessments would be and those um those numbers would be presented in the feasibility study and uh at the public and so included in the feasibility study and then there's also a public hearing associated with um the proposed uh assessments. Um so so there will be notification to residents who are proposed to be assessed. So there's a process where you can pro that information would be provided >> probably that time that timeline show yeah >> correct assessments >> yes so yeah the feasibility report we're slated for the August 4th meeting and then I think the public hearing was September is it the 4th that first Wednesday and 3rd September 3rd so that information um the public hearing notices are sent to the resident including the time uh the date and time of that meeting too. So all that information is shared >> maybe for you you consider that particularly that section but um that the substructure is adequate. >> Yeah. So we as part of this process to course um which is essentially drilling down and gathering a section of road to evaluation material >> condition. I'm not sure there always is right at the edge, but I presume you guys have you're going to lay the paper down. You better have something. >> Yeah. When we do this type of materials, >> Emily, aren't you planning on doing a reclamation project, though? >> A full depth. I think I misspoke. Yes. >> Okay. Okay. >> Yeah. >> It's not the >> Okay. Any other questions regarding >> Yeah. just in general um I was curious the time frame it sounded like was next summer um June to September for the whole project or you know any given neighborhood or something like that is is there a general estimate of how long that would be from start to finish >> uh for mill they go pretty quick so it's usually a couple days of milling and then they um will pave it pretty quick after that the biggest time has a seven day care window. So I would say three to four weeks is longer. So >> is the I I thought I saw in here that the the curve was going to be as needed, but are you considering just replacing all of it or >> No, generally when we looked at the curve, it's condition. So we're really going to focus on subtle curve, crack curve issues. >> Am I correct? When you replace 4 in, you do it two inches at a time. >> Yeah. For the purple, >> they're called this. Yeah. What? >> Anybody else have questions, concerns? Okay. Well, what we'll do is um I think Emily and maybe Allison will still be available back there in the foyer if you want to look at or ask them questions maybe that's specifically for your property. Um look at the maps, talk to them, get more information. >> Okay, perfect. >> Thank you. >> Thank you. Thank you. >> And with that we can be adjourned unless you have questions. We can ask questions afterwards, too. >> Yeah. >> She was very thorough. >> Yeah. Yeah. >> Okay. >> Thanks. Is there a second? >> Second. >> Thank you, Brian. All those in favor signify with I. >> I. I. >> All those opposed. Motion passes. 5. >> So, I was told that staff would do a presentation open house forum and we didn't have to be there. ask me when that was. I can have them look it up. >> He did say that. He did say that. >> So, I'm thinking I'll just show up at a quarter to 6, you know, shortly before six. That's still an I mean, >> so I didn't know that we had to >> I can come up I do see it on the website. Uh >> you were correct. I was >> 2000 out there. So we all assume you were here somewhere. >> I thought I said >> no they have a list of like 80. >> He did say that too. >> He did say that it must not be they have >> you're fine. I open the meeting but if you pronounce Alison's name >> presentation to the >> Yeah, it's hard to it's hard to tell. >> I'm like I know how to say your name. So, it's really hard to tell, you know, what you know what's there.