Council accepts bids for 2025 reclamation projects; orders assessment hearing for March 17

Minnetrista City Council on Feb. 18 accepted bids for the city2025 Street Improvement Project and ordered preparation of proposed special assessments, scheduling a public hearing for March 17.

The projects cover three reclamation areas: Windridge Trail (rural residential off County Road 110), Pine Circle (off County Road 44) and the Trillium area (between County Road 44 and Loyas). City staff told council the work is full-depth reclamation (grinding existing pavement and blending it with underlying gravel to form a new base) and will keep existing street widths and grades in most places. Utility work will be limited to spot sanitary repairs, valve replacement in Trillium and an aggregate shoulder on Windridge.

Why it matters: the council must decide how much of the cost to shift to property owners. Under Minnesota Statutes chapter 429 and the city's special assessment policy, staff proposed assessing 50% of street costs to benefiting properties; sewer and water work would be paid from the respective utility funds. For Windridge Trail the council previously capped assessments at $10,000 per unit; applying the low-bid prices produced higher preliminary unit assessments for some areas and prompted additional review.

Bid and cost summary: staff reported nine bids were received and identified the apparent low bidder as ASTEC Asphalt Services Technology Corporation, the contractor that completed the North Arm project in 2023. The low bid reported in the packet was about $986,000; staff added a 5% construction contingency and 20% for indirect/engineering and inspection to reach a total project cost shown in the packet of about $1,240,000. Staff estimated the city's net responsibility and preliminary special-assessment totals in the packet; one packet summary cited roughly $738,000 of city-responsible costs with somewhere south of $500,000 proposed to be specially assessed (staff noted those numbers would change based on rounding and the parcel issue described below).

Parcel issue and next steps: staff told the council one property in the Windridge area appears under two county parcel IDs (referred to as Parcels 6 and 7) though the mailing address is the same and the house lies mostly on one parcel. Because both parcels have frontage they were both included in the preliminary assessment roll. Staff recommended keeping both parcels on the assessment roll for now, notifying the property owner(s) and researching whether one parcel should be removed before the public hearing. Council members asked staff to consult with the county records/planning and the city attorney and to contact the property owner; staff said it would return with recommended adjustments at the March 17 assessment hearing.

Council action and votes: the council voted unanimously to accept the bids and to order preparation of the proposed assessments and call a public hearing on March 17. The motions recorded in the minutes were: (a) motion to accept the bids for City Project 01-25 (mover: Ms. Reppen; second: Mr. Vickery) — outcome: approved, recorded as 5-0; and (b) motion to declare cost to be assessed, order preparation of proposed assessments and call for hearing (mover: Mr. Gutierrez; second: Ms. Lacey) — outcome: approved, recorded as 5-0. Staff said final assessment notices will reflect any rounding direction the council gives and any correction to the Windridge parcel list.

Assessment-rate discussion: council members raised the interest rate and term used in assessment notices. The packet used a 20-year assessment at 5.9% (staff noted the city policy sets assessments at 2% above the city's borrowing rate). Several council members said the assumed interest rate should be updated before notices go out and directed staff to revise the rate used in the assessment notice if warranted; staff agreed to update the rate when the assessment roll is adopted.

Timing and schedule: staff said construction is likely between June and September pending contractor scheduling and the final award. The March 17 hearing will also be the agenda item for potential contract award after the council considers public comment and any roll adjustments.

Votes at a glance: Approve agenda — motion passed 5-0; Approve consent agenda items Athrough F (minutes, claims, pavement agreement at 3403 Kings Point Road, infrared asphalt heater trailer purchase, award Well No. 7 rehabilitation) — motion passed 5-0; Accept bids for 2025 Street Improvement Project (City Project 01-25) — motion passed 5-0; Declare cost to be assessed and call assessment hearing for March 17 — motion passed 5-0.

The council returned the matter to staff for additional due diligence on parcel listings and to finalize assessment interest-rate language before notices are mailed.