CIP Public Improvement Project Authorization Schedule

The following process is a guideline for authorizing public improvement projects. The process is controlled by Minnesota statutes and community factors. It is, therefore, subject to change. It should be viewed as a guide to assist the City Council and public in understanding the public improvement process used by City staff. City Council action will facilitate each step in the process. As a result, the process time frame is a significant factor affecting the ability of City staff to properly manage and complete approved Council ordered projects within budget and in a timely manner.

1. Council approval of annual CIP projects and City Council resolution ordering preparation of feasibility study will authorize the following:

• Staff and/or consultant preparation of project feasibility studies;
• Staff preparation of detailed financial review of estimated project costs and funding sources;
• Neighborhood meeting may be held prior to feasibility study, subject to need and type of project.

2. Presentation of feasibility study:

• Feasibility study components:
  • Review of project scope, preliminary engineering design elements and construction costs;
  • Estimated total project costs, including engineering, administrative, legal and fiscal expenses;
  • Project financial plan/fiscal implications;
  • Preliminary assessment roll, if any, for the public hearing.
  • City Council will consider acceptance of feasibility study, and adopt a resolution “Accepting Feasibility Study and Setting Date of Public Hearing on the Project.” Adoption of the resolution initiates the following:
  • Notices are mailed to affected residents, per statutory requirements, no less than ten days before public hearing;
  • Public hearing notice is published. Two publications, one week apart, with the second publication no less than three days before the hearing;
  • Staff and/or consultants prepare project plans and specifications.

3. Neighborhood meeting:

• City staff will hold neighborhood project meetings, when appropriate, to review and present project feasibility studies, answer questions and meet with affected property owners. These meetings will include a question and answer component designed specifically to bring awareness to the property owner, obtain citizen input and produce an understanding of the purpose behind the proposed public improvement.

4. City Council holds a public hearing, when appropriate, for the following purposes:

• Presentation of project;
• Presentation of preliminary special assessment rolls and financing implications;
• To hear affected resident input;
• City Council determines whether to order the public improvement.
• A City Council resolution is drafted “Ordering the Project and Authorizing Preparation of Plans and Specifications.”
  • The City Council may order the improvement after the public hearing is closed or at a subsequent Council meeting within 6 months of the public hearing date.
  • By statutory requirement, the City Council resolution ordering the project must be approved on a 4/5 Council vote if it is a project with special assessments.
  • If the City Council rejects the project as presented, a Council vote should determine the final status of the project.

5. Plans and specifications are presented to City Council for approval:

• A City Council resolution is drafted authorizing the following:
• Accepting and approving project plans and specifications;
• Authorizing the advertisement for project bids. Bids are developed and an invitation to bid is processed. Bid opening date is no less than 3 weeks after publication;
• Authorizing the preparation of assessment roll; Authorizing staff to pursue an appropriate funding mechanism to underwrite project costs.

6. Assessment roll presented to City Council for approval:

• A City Council resolution is drafted authorizing the following:
  • Approval of the preliminary assessment roll;
  • Ordering assessment hearing.

7. City Council acceptance of project bids, award of contracts, and assessment public hearing:

• Affected property owners are officially notified, per Minnesota Statutes, no less than two weeks prior to special assessment hearing;
• Public notice is published no less than two weeks prior to the special assessment hearing, per Minnesota Statutes;
• Staff presents the assessment roll and City Council approves the final assessment roll.
• All assessment appeals and requested deferrals received prior to the close of the assessment public hearing will be reviewed by staff and brought back to Council with recommendations at a subsequent meeting;
• A City Council resolution is drafted “Accepting Project Bids and Awarding Contracts,”
• Project and construction work begins.

8. City Council considers assessment appeals and requested deferrals and approval of revised assessment roll:

• Council consideration of assessment appeals and requested deferrals filed prior to close of the assessment public hearing;
• A City Council resolution “Adopting Revised Special Assessment Roll” is considered and adopted;
• All actions meet Minnesota Statutes Chapter 429 legal requirements.

9. Project completion is demonstrated by:

• Council acceptance of the project;
• Final presentation and review of project costs vs. project budget.