Agenda - Public Works Committee - 03/18/2008

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CASE # 5 CONSIDER WELCOMES ROAD PROJECT REFUND By: Steven Jankowski, City Engineer Background: Recall that the Welcomes Road project was completed in 2007. Because of some unique circumstances the project was assessed the estimated feasibility study cost of $225,519 prior to the project being awarded. The final constructions costs were only $219,002.33, a difference of $6,517.57. Discussion at the November 20,2007 Public Works Committee focused on the paving aprons of driveways which was not an element of the project improvements. At this meeting there was a general consensus that the surplus assessed amount should be returned to the property owners, however there was differing ideas of how and when the money should be returned. There was Committee support for the idea that unpaved approaches might be reimbursed only after the approach was paved. The minutes of the November 20, 2007 Public Works Committee meeting are attached to this case. The purpose of this case is to review this issue so that rebates to these property owners can be initiated. A review of the situation is as follows: . Each of the 19 assessed properties should be entitled to a rebate of $343.03 . There are 18 driveways . 9 driveways are totally paved . 5 driveways are completely unpaved . 4 driveways are partially paved . Only one drive appears to be capable of being paved for the rebated amount. The following two options might be considered: Option 1 - Return the excess assessment amount to all properties with a letter to property owners having unpaved driveways encouraging them to use the rebate for completing their drive ways or establishing a paved apron. Option 2 - Return the excess assessment amount to those properties with completely paved driveways and send a letter to the remaining properties stating that they will be rebated the excess assessment when X feet of the driveway approach is paved. 17