HomeMy WebLinkAbout03-25-14 Council Handouts City of Oak Park Heights
Bills Presented for Payment March 25
Payroll
Gross Payroll with PERA, FICA, and Medicare
City Administration:
3-31-14 10,207.82
Finance:
Full-Time
3-31-14 10,459.33
Police Department:
Full-Time
3-31-14 40,513.27
Building Inspection Department:
3-31-14 3,695.40
Public Works-Street Maint. Department:
Full-Time
3-31-14 974.43
Park and Recreation Department:
Part-Time
3-17-14 1,569.00
Full-Time
3-31-14 1,081.80
Water Department
Full-Time
3-31-14 6,487.77
Sewer Department
Full-Time
3-31-14 4,051.70
Storm Sewer Department
Full-Time
3-31-14 764.88
Total Utility Fund 11,304.35
Total Payroll 79,805.40
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CITY OF OAK PARK HEIGHTS Journals-Council Report(2) Page: 1
CASH DISBURSEMENTS(CD) Mar 25,2014 03:21 PM
Period:1/31/2014(01/14)
Report Criteria:
Total By Reference Number and Date
Journal Code.Journal Code=CD
Transaction.GL Account={<>}990
Reference Account Debit Credit
Date Number Payee or Description Number Account Title Amount Amount
CD
1
01/31/2014 1 PSN MO INV#75817-DEC 705-48100-212 OTHER CONTRACTUAL SERVICES 33.48
2
01/31/2014 2 PSN MO INV#75817-DEC 706-48200-212 OTHER CONTRACTUAL SERVICES 33.47
3
01/31/2014 3 PSN PROCESSING FEE-DEC 705-48100-212 OTHER CONTRACTUAL SERVICES 24.76
sq
01/31/2014 4 PSN PROCESSING FEE-DEC 706-48200-212 OTHER CONTRACTUAL SERVICES 24.75
5
01/31/2014 5 RECORD-ADJ TASC FLEX JAN PAYM 101-40690-415 EMPLOYEE HEALTH LIFE&DENTAL .02-
99001
01/31/2014 99001 TOTAL CHECKS&OTHER CHARGES- 990-10100-000 COMBINED CASH 116.46-
99002
01/31/2014 99002 TOTAL CHECKS&OTHER CHARGES- 990-10100-000 COMBINED CASH .02
Documents: 7 Transactions: 7
Total CD: 116.48 116.48-
Grand Totals: 116.48 116.48-
•
CITY OF OAK PARK HEIGHTS Journals-Council Report(2) Page: 1
CASH DISBURSEMENTS(CD) Mar 25,2014 03:22PM
Period:2/28/2014(02/14)
Report Criteria:
Total By Reference Number and Date
Journal Code.Journal Code=CD
Transaction.GL Account={<>}990
Reference Account Debit Credit
Date Number Payee or Description Number Account Title Amount Amount
CD
1
02/28/2014 1 PSN MO INV#74429-JAN 705-48100-212 OTHER CONTRACTUAL SERVICES 40.48
2
02/28/2014 2 PSN MO INV#74429-JAN 706-48200-212 OTHER CONTRACTUAL SERVICES 40.47
s3
02/28/2014 3 PSN PROCESSING FEE-JAN 705-48100-212 OTHER CONTRACTUAL SERVICES 23.35
4
02/28/2014 4 PSN PROCESSING FEE-JAN 706-48200-212 OTHER CONTRACTUAL SERVICES 23.34
5
02/28/2014 5 CORR-TASC FLEX PAYMENT-JAN 101-40690-415 EMPLOYEE HEALTH LIFE&DENTAL .02
99001
02/28/2014 99001 TOTAL CHECKS&OTHER CHARGES- 990-10100-000 COMBINED CASH 127.64-
99002
02/28/2014 99002 TOTAL CHECKS&OTHER CHARGES- 990-10100-000 COMBINED CASH .02-
Documents: 7 Transactions: 7
Total CD: 127.66 127.66-
Grand Totals: 127.66 127.66-
CITY OF OAK PARK HEIGHTS Journals-TREASURERS REPORT(2) Page: 1
JOURNAL ENTRIES(JE) Mar 25,2014 03:22PM
Period:1/31/2014(01/14)
Report Criteria:
Journal Code.Journal Code=JE
Transaction.GL Account=90110900000
Reference Account Debit Credit
Date Number Payee or Description Number Account Title Amount Amount
JE
01/31/2014 1 Purchase SB MM 901-10900-000 INVESTMENTS-AT PAR 6,573.64
01/08/2014 2 Purchase SB MM 901-10900-000 INVESTMENTS-AT PAR 1,470,000.00
01/08/2014 2 Sale of 4M Funds 901-10900-000 INVESTMENTS-AT PAR 1,470,000.00-
01/10/2014 3 14-01 Purchase Inv-Cole Taylor 901-10900-000 INVESTMENTS-AT PAR 245,000.00
01/10/2014 3 14-02 Purchase Inv-Homestreet 901-10900-000 INVESTMENTS-AT PAR 245,000.00
01/10/2014 4 Sale of SB MM 901-10900-000 INVESTMENTS-AT PAR 490,000.00-
01/15/2014 4 14-03 Purchase Inv-Medallion 901-10900-000 INVESTMENTS-AT PAR 245,000.00
$01/15/2014 4 14-04 Purchase Inv-Customers 901-10900-000 INVESTMENTS-AT PAR 245,000.00
01/15/2014 4 Sale of SB MM 901-10900-000 INVESTMENTS-AT PAR 490,000.00-
01/22/2014 4 14-05 Purchase Inv-Apple Bank 901-10900-000 INVESTMENTS-AT PAR 245,000.00
01/24/2014 4 14-06 Purchase Inv-Bank North 901-10900-000 INVESTMENTS-AT PAR 245,000.00
01/24/2014 4 Sale of SB MM 901-10900-000 INVESTMENTS-AT PAR 490,000.00-
01/31/2014 5 Purchase UBS MM 901-10900-000 INVESTMENTS-AT PAR 1,915.83
01/30/2014 6 Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 6,062.74
01/06/2014 7 13-18 Matured Inv-Bank of Baroda 901-10900-000 INVESTMENTS-AT PAR 248,000.00-
01/06/2014 7 Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 248,502.80
01/31/2014 8 Interest on MM 901-10900-000 INVESTMENTS-AT PAR 24.98
Total JE: 3,203,079.99 3,188,000.00-
***Journal is out of balance: $ 15,079.99 ***
Grand Totals: 3,203,079.99 3,188,000.00-
3
CITY OF OAK PARK HEIGHTS Journals-TREASURER'S REPORT(2) Page: 1
JOURNAL ENTRIES(JE) Mar 25,2014 03:23PM
Period:2/28/2014(02/14)
Report Criteria:
Journal Code.Journal Code=JE
Transaction.GL Account=90110900000
Reference Account Debit Credit
Date Number Payee or Description Number Account Title Amount Amount
JE
02/28/2014 2 Purchase SB MM 901-10900-000 INVESTMENTS-AT PAR 2,555.78
02/28/2014 3 Purchase UBS MM 901-10900-000 INVESTMENTS-AT PAR 247.95
02/28/2014 4 Interest on MM 901-10900-000 INVESTMENTS-AT PAR 15.19
Total JE: 2,818.92 .00
***Journal is out of balance: $ 2,818.92 ***
Grand Totals: 2,818.92 .00
•
312-GIN
City of Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
March 171h, 2014
TO: Ms.Joanna Domfeld, Office of Governor Mark Dayton
***via email only: 'oanna ••rn :Id • state.mn.us***
FROM: Eric Johnson,City Adminis 'o
RE: Follow-up Question-St. ' o' ;Over Crossing Project
Dear Ms. Domfeld:
I hope the following information adequately responds to your follow-up inquiry:
1. Your first question sought to determine how much the City has already paid for:Through 3/15/14,
the City has incurred$487,283.43 in total costs that are as a result of the SCRCP,(see Attachment 1 to
this letter).For which,the City has submitted to MNDOT for substantial reimbursements on numerous
occasions.To date,the City has not received any re-imbursements from MNDOT.The City anticipates
additional upcoming out-of-pocket expenses of$350,000+/-in costs(largely engineering and inspections)
to be incurred plus receipt of billings from MNDOT for construction costs.
2. The second question you ask is,"...what has MNDOT requested the City pay for above and
beyond the agreed upon maximum for utility betterments?"Those requests essentially stem from the
following:
First, MNDOT has taken the position that the City's Engineering Costs will not be allocated to the Cost Cap
of$535,687. The City estimates that its Engineering Costs are+/-$620,000 and which includes significant
work such as completing the 40%design plans(at MNDOT's request),significant plan and continuing
review, significant and continuing construction inspections,review of"as-built"drawings, and development
of final record plans,etc.; all of which are as a result of the Project and not related to City Requested
Betterments. Again,this is a design-build project where full plans are not provided to the contractor,
instead 40%design plans are crafted and final work is completed by the contractors and their staff but
which requires considerable oversight and review post-bidding.
Exhibit H to the Master Utility Agreement(MUA), (see Attachment 2 to this letter),includes a funding
placeholder for Engineering and related soft costs being an estimated 20%of total construction costs.The
ck developed this spreadsheet and it was implemented as a means of allocating giN soft costs to the
total project. This was discussed at length with the City Attorney, MNDOT Staff and MNDOT Legal Counsel
at the time of negotiation.At that time,the City agreed to reduce this amount from 35%down to 20%and
which now calculates to be costs of$983,443.
Unfortunately,approximately 60 days after this was negotiated,MNDOT Staff altered their interpretation of
this Agreement,being that the 20%allocated for these costs was for ALL PARTIES. This was never the
conversation and MNDOT staff has been asked on several occasions to revise this position.The City and
MNDOT could not settle this matter and such discrepancy was carried over into the LRIP Agreement which
threopty was also requested to sign,which the City specifically noted in the Exhibit to the LRIP Agreement,
(see Attachment 3 to this letter).The City did execute all agreements so that the Project could move
forward with the expectation that this would be solved at a later date and which apparently before us.At
this time total engineering,is estimated at$620,000+/-.
MNDOT has been asked to agree that the City's cap also includes engineering costs,currently
estimated at$620,000 4.
Secondly, MNDOT also states that the City should be responsible for costs associated with the rerouting of
a water main that was planned to be placed under a water detention pond at the intersection of Oakgreen
Ave. and STH 36.The City has explained to MNDOT the City cannot support a potable water service line
under a detention pond surrounded by a berm and a major public intersection.The original plans as
approved identified this item as a MNDOT cost being"Construction Impacted"and appropriately moved this
waterline.Later into 2013 the Contractor approached MNDOT with a change to the plan proposing to not
move the water line but to bury it by virtue of the additional fill that would be placed over the top resulting
from the design change to accommodate a fiber optic line.
MNDOT's subsequent response to the City is that the Contractor ran into interference with a fiber optic line
in the same area and decided to not relocate the fiber optic line, and believed they could then also leave
the adjacent water line in place,by simply building a berm over it.The City's utilities cannot be left in a
location that is wholly un-accessible in the event of a main break and which would require extraordinary
effort and investment to effect repairs including the temporary removal of the pond/berm.Lastly, a 30 year-
old water line should not be left in place given the Project scope and potential future risk.
Again,this line was planned to be moved as part of the original City approved plan and was/is determined
to be impacted. MNDOT has agreed to reroute this line as designed but has taken a position that these
costs should now be allocated to the City given the MNDOT and Contractor agreed change.The City was
not requested, nor was the City included in the discussion, to approve this change at the time the
Contractor and MNDOT agreed to implement it.
MNDOT has been asked to conclude that this rerouting of the Oakgreen Ave.water main is NOT a
City betterment/cost.
The following data,expressed in the most straightforward way, is what the City approximates what the City
and State should pay for at this date relative to the$535,687 figure and all agreements as executed
between the City and MNDOT;these being the Master Utility Agreement, (MUA);the Local Road
Improvement Program Agreement,(LRIP); and the Cooperative Construction Agreement, (CCA).
Total Costs to City-Resulting from SCRCP
Anticipated Construction Related Costs $ 535,687
Anticipated Total Engineering Costs (aprpox.$342,609.52 paid to date) $ 620,000
Other-ALL Costs-Estimated through December 31st 2014(current figure of$4a396.41 X 1.75(three*'left in 2014) $ 75,353
City Share-MNDOT Cooperative Cons.Agreement $ 71,277
Estimated Total Costs $ 1,302,317
City Share Per Cost Cap $ 535,687
Other Share-State and Federal $ 766,630
Current City Costs PAID as of 3-15-14 $ 487,283
Distance from Cost Cap $ 48,404
Beyond this, to date you should know that there have been four change orders during construction that are
not reflected in this data above: the City did seek one"CITY REQUESTED BETTEREMENT"being the
the oversizing of waterlines from an 8"to 12"and would be a City cost increase of$145,243. Likewise, the
2of7
City agreed to delete three items from the Project and would seek credit for such deletions totaling
$234,779. None of these figures are anticipated as of this writing to be in dispute with MNDOT.
The City understands and appreciates that this is a complex project;that these are complex agreements
and that timing is vital. However, the City has relied upon the Governor's commitments to ensure this
Project results in$535,687 total expense to the City as calculated and we hope that with your assistance
MNDOT - be provided some additional direction to aid in this understanding, Please let me know if you
have -- • ,e. '•ns on this information
d reg rds
c oh -on
City Ad, inistrator
Attachment 1: List of All City Costs to Date as of 3-15-14—Subject to Cost Cap
Attachment 2: Exhibit H—from Master Utility Agreement
Attachment 3: Excerpt from LRIP Documentation-Exhibit A
3 of 7
BRIDGE/HWY36-SUMMARY OF QUALIFYING EXPENDITURES Fund 500
Expenses through 3/15/14
Subject to Revisions
TOTAL CITY'EXPENDITURE CAP-EXHIBIT II 535.6$7,0
RUNNING COSTS&EXPENDITURES CURRENT PRIOR TOTAL
Layout Review
Engineering 0.00 14,629.90 14,629.90
40%Design and Plan Review
Engineering 0.00 58,284.26 58,284.26
Legal 0.00 0.00 0.00
Other 0.00 0.00 0.00
Total 40%Design 0.00 58,284.26 58,28426
Design
Engineering 2,015.52 98,749.82 100,765.34
Legal 0.00 180.00
Other 0.00 157.50
Total 40%Design 2,015.52 99,087.32 101,102.84
Construction Services
Engineering 1,174.87 128,514.51 129,689.38
Sanitary Metering Review
Engineering Meter Review 0.00 3,370.05 3,370.05
Storm Sewer Design and Review
Storm Sewer Design 0.00 19,778.66 19,778.66
Storm Sewer Const Services 0.00 5,945.74 5,945.74
0.00 25,724.40 25,724.40
Other Engineering/Legal
Peabody 0.00 1,167.00 1,167.00
Water Modeling for Fly Ash 0.00 2,127.93 2,1 27.93
DP T-2 Plan Review 0.00 2,010.30 2,010.30
Meetings with MnDot/City 244.00 0.00 244.00
Water Main Breaks 0.00 2,482.14 2,482.14
Invoice Breakdown-MnDOT 0.00 2,114.82 2,114.82
244.00 9,902.19 10,146.19
MNDot Construction 0.00 101,277.00 101,277.00
Other Costs Legal-Mn Dot Agreements 395.25 8,557.99 8,953.24
Legal-Construction Plans 38.75 5,781.53 5,820.28
Legal-Mn Dot Condemnations 139.50 409.71 549.21
Marking Supplies 0.00 1,914.40 1,914.40
Signs-Work Ahead 0.00 751.94 751.94
Insurance-Union Pacific 0.00 3,600.00 3,600.00
Crossing Agreement 0.00 4,900.00 4,900.00
0.00 0.00 0.00
0.00 0.00 0.00
573.50 25,915.57
Payroll City Related Payroll 144.40 16,425.94
Total Costs to Date 4,152.29 483,131.14 487,283.43 .k9 Amount
Engineering 342,809.52
City Cost Cap $535,687.00 Paid To MNDOT
Other Costs
Total as of 3-15-14 487,283.43
Amount Left Before Expenditure Cap is Reached $48.40157
3/18/2014 Page 1 Bridge-Qualifying Exp
4 of 7
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42f4IL
Eric Johnson
From: Chiglo,Jon (DOT) <jon.chiglo @state.mn.us>
Sent Tuesday, March 25,2014 10:09 AM
To: Eric Johnson
Cc: Marymccomber @aol.com;Zelle, Charlie(DOT);Mulvihill, Susan (DOT); Dornfeld,Joanna
(GOV);Josephson,Adam (DOT)
Subject: Re:signalization costs -CCA
Eric,as we discussed y .esterday. MnDOT is willing to pay$80,000 more in Engineering and would modify as follows. Of
the remaining&120,000 estimated amount of Engineering the City pay$70,000. This brings the total to$150,000
($80,000+$70,000).Above this amount MnDOT and the City share the cost with a 50/50 split. In addition City
Engineering and MnDOT staff work aggressively to manage and limit City Engineering costs.
The other remaining costs,the signal and other city costs would be the responsibility of the City of Oak Park
Heights. This amounts to approximately$146,000($71,000+$75000)
I realize the costs associated with the signal were included in Paragraph 15 from the Commissioner letter. When actual
ll.
bid costs are applied MnDOT believes the commitment of Governor Dayton is met in full.
I have sent this to Mayor McComber and would like it sent to council member Liljegren since they were in the meeting
last Friday. Can you please forward to council member Liljegren. I do not have his email address.
I also request this offer be considered at the council meeting tonight.
As you are aware, I am on vacation this week. I will be back in the office on Monday.
Thank you Eric.
Jon Chiglo
Engineering Services Division Director
Minnesota Department of Transportation
On Mar 24,2014,at 2:45 PM, "Eric Johnson"<eaiohnson @cityofoakparkheights.com>wrote:
3/24/14
Jon,
Before you send me something that states the City's costs do not include"Signalizations",see the
paragrpah below,it specifically references
"traffic signal costs"as part of the total costs.This is from the Commissioner's letter.
Thanks
eric
<image001.png>
1
City of Oak Park Heights cost summary per Sorel and Dayton letters,Municipal Utility Agreement(MUA)and Cooperative Construction(Coop)Agreement
(prepared by AM-March 25,2014)
Sorel letter MUA Exhibit H Based on Bid Adjustments
8/23/2012 12/13/2012 3/29/2013 Post Letting
CITY CITY CITY
First Move Elements - - -
(City obligation only) Construction Costs - - -
AMES-Lunda Engineering and contingency - - -
City Defined Betterments 351,828 535,687 365,000
(City obligation only) Construction Costs 293,190 446,406 335,000
AMES-Lunda Engineering and contingency 58,638 89,281 30,000
Construction Impacted Elements(80/20) 260,521 279,334 203,800
(City obligation only) Construction Costs 217,101 232,778 180,000
AMES-Lunda Engineering and contingency 43,420 46,556 23,800
GREY AREA Elements(Betterments) 2,208,999 2,177,735 1,282,000
(City obligation only) Construction Costs 1,840,833 1,814,779 1,235,000
AMES-Lunda Engineering and contingency 368,167 362,956 47,000
Total City Utility Costa 2,821,348 2,992,756 1,850,800
Total Construction Costs Construction Costs 2,351,124 2,493,963 1,750,000
Total Engineering AMES-Lunda Engineering and contingency 470,225 498,793 100,800
Traffic Signals 50,649 see coop see coop
(City obligation only) Construction Costs 46,898
Engineering(8%) 3,752
Total Cost to City (1) 2,871,998 (3) 2,992,756 1,850,800
Rep Lohmer (1,000,000) (1,000,000) (1,000,000) (9)'
GO bonds/LRIP (2) (1,520,170) (1,457,0691 (315,1131
City MUA Cost 351,828 535,687 (7) 535,687 446,151 «< MUA
(10) Credit for reduced scope (234,779)
(11) City added betterment 145,243
Adjustment (89,536)
COOP-Signal COOP-Signal COOP-Signal
(4) 12/20/2012 12/20/2012 12/20/2012
Construction (5) 46,897.50 46,897.50 46,897.50
DB-Eng(20%) (6) 9,379.50 9,379.50 9,379.50
EVP 15,000.00 15,000.00 15,000.00
City COOP Total 71,277.00 (8) 71,277.00 71,277.00 «< COOP
Qty total(MUMCOOP) 606,964 606,964 $ 517,428 «< TOTAL
$ 620,000 CITY ENGINEERING COSTS
$ 75,353 Other CITY COSTS
$ 1,212,781 SUBTOTAL CITY COSTS
$ 89,536 DISCOUNTED FOR ADJUSTEMENT-
Figures in this Brown Box were added by the City $ 1,302,317 SUBTOTAL CITY COSTS
$ (500,000) MNDOT ENGINEERING PAYMENT
$ 802,317 ALL FINAL CITY COSTS
$ 266,630 ACTUAL DISTANCE FROM COST CAP
(1)Sorel letter(8/23/12)Item 815...$2,871,997.00 [total cost defined as"This is computed by adding city defined betterments,
city share of construction impacted utilities,Grey Area utilities and city responsibility of traffic signals."
(2)Sorel letter(8/23/12)Item#15...$1,520,169.00
(3)Between Sorel letter(8/23/12)to MUA(12/13/2012)city/stantec revised costs
(4)Signal and Utility costs were split into COOP and MUA agreements
(5)Signal costs were revised by MnDOT between initial est and the COOP
(6)Engineering was changed from 8%to 20%to be consistent with the MUA
(7)Since MUA was lump sum,city cost remained same after letting...$535,687
(8)Since COOP was lump sum,city cost remained same after letting...$71,277
(9)Local Road Improvement Program(LRIP)amount
(10)Credits to City
•Eliminate 6"Water main on Peabody-City saving $ 74,758
*Eliminate Sanitary line at Lookout Trail-City Saving $ 95,740
•Eliminate Water Line Crossing at Club Tara-City Saving $ 64,281
subtotal $ 234,779
(11)City requested betterment of Watermain $ 145,243
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