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12-14-2020 Council Packet
EXPANDED AGENDA CITY COUNCIL AGENDA Monday, December 14, 2020 *********** 6:30 p.m. (Scheduled to be broadcast on Channel 16) City Council: Mayor Rafferty, Councilmembers Cavegn, Lyden, Ruhland and Stoesz City Administrator: Sarah Cotton CITY COUNCIL MEETING, 6:30 P.M. Call to Order and Roll Call - Councilmembers Stoesz, Lyden, Cavegn, Ruhland and Mayor Rafferty were present Pledge of Allegiance Open Mike / Public Comment (in person or received in writing prior to meeting) Chris Stowe, 426 Pine Street, brought forward his questions regarding a conditional use permit for his property and wetland impact Setting the Agenda: Addition or Deletion of Agenda Items The agenda was amended to remove Item 6C (to be considered January 11) 1. CONSENT AGENDA A) Consideration of Expenditures: i) December 14, 2020 (Check No. 113450 through 113545) in the amount of $1,043,499.99. B) Consider Approval of November 23, 2020 Work Session Minutes C) Consider Approval of November 23, 2020 Council Meeting Minutes D) Consider Approval of November 30, 2020 Special Council Meeting Minutes E) Consider Approval of November 30, 2020 Special Work Session Minutes F) Consider Resolution No. 20-149, Establishing Polling Locations for 2021 Elections G) Consider Acceptance of Police Canine Leash H) Consider Resolution No. 20-161 Extending the Recording Date for the Final Plat of Natures Refuge I) Consider Approval of Settlement Agreement J) Consider Resolution No. 20-169, Approving Off-Sale 3.2 Beer and Tobacco License for Casey’s Retail Company, 7601 Lake Drive Action Taken: Motion by Lyden seconded by Cavegn, to approve Consent Agenda Items 1A through 1J as presented, was adopted 2. FINANCE DEPARTMENT REPORT A) Public Hearing – 2020/21 Property Tax Levy and 2021 Budget, Hannah Lynch Council Agenda -2- December 14, 2020 i) Consider Resolution No. 20-154, Adopting Final 2020 Tax Levy, Collectible 2021 Action Taken: Motion by Cavegn, seconded by Stoesz, to approve Resolution No. 20-154 as presented, was adopted ii) Consider Resolution No. 20-155, Adopting the Final 2021 General Fund Operating Budget Action Taken: Motion by Lyden seconded by Cavegn, to approve Resolution No. 20-155 as presented, was adopted iii) Consider Resl No. 20-156, Adopting 2021 Water & Sewer Operating Budgets Action Taken: Motion by Lyden seconded by Cavegn, to approve Resolution No. 20-156 as presented, was adopted B) Consider Resolution No. 20-157, Amending the 2020 General Fund Operating Budget, Hannah Lynch Action Taken: Motion by Ruhland, seconded by Stoesz, to approve Resolution No. 20-157 as presented, was adopted C) Coronavirus Relief Funds, Hannah Lynch i) Consider Approval of Final Spending Plan ii) Consider Adopting Federal Grants Policy Action Taken: Motion by Lyden seconded by Cavegn, to approve the Final Spending Plan and adopt the Federal Grants Policy as presented, was adopted 3. ADMINISTRATION DEPARTMENT REPORT A) Authorize Joint Powers Agreement with Metro-INET for IT Services, Sarah Cotton Action Taken: Motion by Lyden, seconded by Stoesz, to authorize execution of a JPA as recommended, was adopted B) Consider Resolution No. 20-162, Approving the Keystone Compensation Classification System, Sarah Cotton Action Taken: Motion by Cavegn, seconded by Lyden, to approve Resolution No. 20-162 as presented, was adopted C) Consider Resolution No. 20-163, Approving the 2021-2022 Labor Agreement with LELS, Local No. 260, Sarah Cotton Action Taken: Motion by Lyden, seconded by Ruhland, to approve Resolution No. 20-163 as presented, was adopted D) Consider Resolution No. 20-164, Approving the 2021-2022 Labor Agreement with I.U.O.E, Local No. 49, Sarah Cotton Action Taken: Motion by Cavegn, seconded by Lyden, to approve Resolution No. 20-164 as presented, was adopted E) Consider Resolution No. 20-165, Approving the 2021-2022 Labor Agreement with AFSCME, Local No. 2454, Sarah Cotton Council Agenda -3- December 14, 2020 F) Consider Resolution No. 20-166, Approving the 2021-2022 Labor Agreement with LELS, Local No. 299, Sarah Cotton Action Taken: Motion by Ruhland, seconded by Cavegn, to approve Resolution No. 20-166 as presented, was adopted G) Consider Resolution No. 20-167 and 20-168, Establishing the 2021 and 2022 Compensation Plans for Non-Union Employees, Sarah Cotton Action Taken: Motion by Ruhland, seconded by Cavegn, to approve Resolution No. 20-167 and 20-168 as presented, was adopted H) Consider Plan for Liquor License Fees during State Emergency, Julie Bartell Action Taken: Motion by Ruhland, seconded by Cavegn, to approve the Plan as presented, was adopted 4. PUBLIC SAFETY DEPARTMENT REPORT No report 5. PUBLIC SERVICES DEPARTMENT REPORT A) Consider Approval of Resolution No. 20-148, Approving Cleaning Services Contract with Marsden Services, Rick DeGardner Action Taken: Motion by Cavegn, seconded by Lyden, to approve Resolution No. 20-148 as presented, was adopted B) Consider Approval of Resolution No. 20-150, Authorize the Preparation of Plans and Specs, Hard Court Facility at Birch Street and Centerville Road, Rick DeGardner Action Taken: Motion by Stoesz, seconded by Ruhland, to approve Resolution No. 20-150 as presented, was adopted (Nays – Lyden, Cavegn) 6. COMMUNITY DEVELOPMENT REPORT A) Consider Resolution No. 20-145 Approving Preliminary Plat for Bald Eagle Addition, Katie Larsen Action Taken: Motion by Lyden, seconded by Cavegn, to approve Resolution No. 20-145 as presented, was adopted B) Poehling Addition, Katie Larsen i. Consider Resolution No. 20-159 Approving Final Plat Action Taken: Motion by Stoesz, seconded by Cavegn, to approve Resolution No. 20-159 as presented, was adopted ii. Consider Resolution No. 20-160 Approving Development Agreement Action Taken: Motion by Stoesz, seconded by Ruhland, to approve Resolution No. 20-160 as presented, was adopted C) Consider Resolution No. 20-131 Denying a Setback Variance for a Deck at 842 Lois Lane, Katie Larsen Council Agenda -4- December 14, 2020 Item removed from agenda; to be considered January 11 D) Consider 1st Reading of Ordinance No. 06-20 Zoning Ordinance Text Amendment Regarding Metal Roofs on Single Family Dwellings, Katie Larsen No action approved E) Consider Approval of Resolution No. 20-102, Approving Payment No. 7 and Final, 2020 Street Rehabilitation Project, Diane Hankee Action Taken: Motion by Lyden, seconded by Cavegn, to approve Resolution No. 20-102 as presented, was adopted F) Consider Approval of Resolution No. 20-147, Approving Payment No. 2 and Final, 2020 City Hall Parking Lot Fog Seal Project, Diane Hankee Action Taken: Motion by Cavegn, seconded by Lyden, to approve Resolution No. 20-147 as presented, was adopted G) Consider Approval of Resolution No. 20-151, Order Project, Approve the Plans and Specifications and Authorize the Ad for Bid, 2021 Street Improvement Projects, Diane Hankee Action Taken: Motion by Cavegn, seconded by Lyden, to approve Resolution No. 20-151 as presented, was adopted H) Consider Approval of Resolution No. 20-152, Approving Payment No. 6 and Final, East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project, Diane Hankee Action Taken: Motion by Lyden, seconded by Cavegn, to approve Resolution No. 20-152 as presented, was adopted I) Consider Approval of Resolution No. 20-153, Accepting Quotes, and Awarding a Construction Contract, 2020 Surface Water Maintenance Project, Diane Hankee Action Taken: Motion by Cavegn, seconded by Lyden, to approve Resolution No. 20-153 as presented, was adopted 7. UNFINISHED BUSINESS None 8. NEW BUSINESS None Adjournment Community Calendar – A Look Ahead December 14, 2020 through December 28, 2020 Monday, December 28 6:00 pm, Community Room Council Work Session Monday, December 28 6:30 pm, Council Chambers City Council Meeting Updated 12/11/2020 CITY COUNCIL AGENDA Monday, December 14, 2020 *********** 6:30 p.m. (Scheduled to be broadcast on Channel 16) City Council: Mayor Rafferty, Councilmembers Cavegn, Lyden, Ruhland and Stoesz City Administrator: Sarah Cotton CITY COUNCIL MEETING, 6:30 P.M. Call to Order and Roll Call Pledge of Allegiance Open Mike / Public Comment Setting the Agenda: Addition or Deletion of Agenda Items 1. CONSENT AGENDA A) Consideration of Expenditures: i) December 14, 2020 (Check No. 113450 through 113545) in the amount of $1,043,499.99. B) Consider Approval of November 23, 2020 Work Session Minutes C) Consider Approval of November 23, 2020 Council Meeting Minutes D) Consider Approval of November 30, 2020 Special Council Meeting Minutes E) Consider Approval of November 30, 2020 Special Work Session Minutes F) Consider Resolution No. 20-149, Establishing Polling Locations for 2021 Elections G) Consider Acceptance of Police Canine Leash H) Consider Resolution No. 20-161 Extending the Recording Date for the Final Plat of Natures Refuge I) Consider Approval of Settlement Agreement J) Consider Resolution No. 20-169, Approving Off-Sale 3.2 Beer and Tobacco License for Casey’s Retail Company, 7601 Lake Drive 2. FINANCE DEPARTMENT REPORT A) Public Hearing – 2020/21 Property Tax Levy and 2021 Budget, Hannah Lynch i) Consider Resolution No. 20-154, Adopting Final 2020 Tax Levy, Collectible 2021 ii) Consider Resolution No. 20-155, Adopting the Final 2021 General Fund Operating Budget iii) Consider Resolution No. 20-156, Adopting the 2021 Water and Sewer Operating Budgets Council Agenda -2- December 14, 2020 B) Consider Resolution No. 20-157, Amending the 2020 General Fund Operating Budget, Hannah Lynch C) Coronavirus Relief Funds, Hannah Lynch i) Consider Approval of Final Spending Plan ii) Consider Adopting Federal Grants Policy 3. ADMINISTRATION DEPARTMENT REPORT A) Authorize Entering into a Joint Powers Agreement with Metro-INET for IT Services, Sarah Cotton B) Consider Resolution No. 20-162, Approving the Keystone Compensation Classification System, Sarah Cotton C) Consider Resolution No. 20-163, Approving the 2021-2022 Labor Agreement with LELS, Local No. 260, Sarah Cotton D) Consider Resolution No. 20-164, Approving the 2021-2022 Labor Agreement with I.U.O.E, Local No. 49, Sarah Cotton E) Consider Resolution No. 20-165, Approving the 2021-2022 Labor Agreement with AFSCME, Local No. 2454, Sarah Cotton F) Consider Resolution No. 20-166, Approving the 2021-2022 Labor Agreement with LELS, Local No. 299, Sarah Cotton G) Consider Resolution No. 20-167 and 20-168, Establishing the 2021 and 2022 Compensation Plans for Non-Union Employees, Sarah Cotton H) Consider Plan for Liquor License Fees during State Emergency, Julie Bartell 4. PUBLIC SAFETY DEPARTMENT REPORT No report 5. PUBLIC SERVICES DEPARTMENT REPORT A) Consider Approval of Resolution No. 20-148, Approving Cleaning Services Contract with Marsden Services, Rick DeGardner B) Consider Approval of Resolution No. 20-150, Authorize the Preparation of Plans and Specs, Hard Court Facility at Birch Street and Centerville Road, Rick DeGardner 6. COMMUNITY DEVELOPMENT REPORT A) Consider Resolution No. 20-145 Approving Preliminary Plat for Bald Eagle Addition, Katie Larsen B) Poehling Addition, Katie Larsen i. Consider Resolution No. 20-159 Approving Final Plat ii. Consider Resolution No. 20-160 Approving Development Agreement Council Agenda -3- December 14, 2020 C) Consider Resolution No. 20-131 Denying a Setback Variance for a Deck at 842 Lois Lane, Katie Larsen D) Consider 1st Reading of Ordinance No. 06-20 Zoning Ordinance Text Amendment Regarding Metal Roofs on Single Family Dwellings, Katie Larsen E) Consider Approval of Resolution No. 20-102, Approving Payment No. 7 and Final, 2020 Street Rehabilitation Project, Diane Hankee F) Consider Approval of Resolution No. 20-147, Approving Payment No. 2 and Final, 2020 City Hall Parking Lot Fog Seal Project, Diane Hankee G) Consider Approval of Resolution No. 20-151, Order Project, Approve the Plans and Specifications and Authorize the Ad for Bid, 2021 Street Improvement Projects, Diane Hankee H) Consider Approval of Resolution No. 20-152, Approving Payment No. 6 and Final, East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project, Diane Hankee I) Consider Approval of Resolution No. 20-153, Accepting Quotes, and Awarding a Construction Contract, 2020 Surface Water Maintenance Project, Diane Hankee 7. UNFINISHED BUSINESS None 8. NEW BUSINESS None Adjournment Community Calendar – A Look Ahead December 14, 2020 through December 28, 2020 Monday, December 28 6:00 pm, Community Room Council Work Session Monday, December 28 6:30 pm, Council Chambers City Council Meeting Expenditures December 14, 2020 Check #113450 to #113545 $1,043,499.99 City of Lino Lakes Activity Codes Code Description Code Description 401 Mayor/Council 817 Spring Fling 402 Administration 818 Winter Festival 403 Elections 819 Community Gardens 404 Cable TV 822 Family Corn Roast 405 Charter Administration 827 Gobbler Games 407 Finance 830 Adult Golf Lessons 414 Legal Consultants 835 Youth Skating Class 415 Economic Development 850 Golf Academy 416 Planning & Zoning 856 Youth Soccer 417 Engineering 857 Soccer Fundamentals 418 Community Development 860 Secret Shop 420 Police Protection 864 Preschool Playtime 421 Fire Protection 868 Little Goblins Party 422 Building Inspections 871 Flag Football 430 Streets 875 Snow Day 431 Fleet Management 876 Kite Day 432 Government Buildings 877 Rockin' in the Park 450 Parks 879 Movies in the Park 451 Recreation 890 Senior Programs 461 Environmental 462 Solid Waste Abatement 463 Forestry 494 Water 495 Sanitary Sewer 499 Other 802 Dodgeball Camp 806 Youth T-Ball 808 Youth Baseball Camp 810 Youth Playground 811 Youth Safety Camp 812 Youth Art Camps 814 Senior Programs/Book Club AP Checks by Account Number 12/1/2020 City Council Meeting Vendor Fund/Dept Account Amount Check # Description Central Pension Fund 101-000 101-000-2040-000 3,840.00 113450 Nov-20 Delta Dental of Minnesota 101-000 101-000-2040-000 425.96 113475 Dental Insurance Premiums Fidelity Security Life Insurance Co. 101-000 101-000-2040-000 62.11 113482 December Vision Insurance Lincoln National Life Ins Co 101-000 101-000-2040-000 73.25 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-000 101-000-2040-000 1,070.51 113501 Life Insurance Premiums Medica 101-000 101-000-2040-000 3,003.77 113505 Health Insurance Premiums NCPERS Group Life Insurance 101-000 101-000-2040-000 240.00 113451 November 2020 Life Insurance Premiums Medica 101-000 101-000-2041-000 8,067.44 113505 Health Insurance Premiums Delta Dental of Minnesota 101-000 101-000-2044-000 1,289.50 113475 Dental Insurance Premiums Fidelity Security Life Insurance Co. 101-000 101-000-2048-000 86.08 113482 December Vision Insurance Anoka County Property Records & Taxation 101-000 101-000-2081-000 230.00 113458 Easements Anoka County Property Records & Taxation 101-000 101-000-2081-000 276.00 113458 Easements Anoka County Property Records & Taxation 101-000 101-000-2081-000 184.00 113458 Easements Anoka County Property Records & Taxation 101-000 101-000-2081-000 184.00 113458 Easements Anoka County Property Records & Taxation 101-000 101-000-2081-000 230.00 113458 Easements Lincoln National Life Ins Co 101-000 101-000-3416-000 0.14 113501 Life Insurance Premiums 101-000 Total 19,262.76 Medica 101-402 101-402-4131-000 538.42 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-402 101-402-4133-000 6.75 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-402 101-402-4133-000 68.76 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-402 101-402-4134-000 88.20 113475 Dental Insurance Premiums First Advantage Occ. 101-402 101-402-4300-000 34.19 113483 Annual Enrollment - K. Gray Kennedy & Graven Chartered 101-402 101-402-4310-000 951.00 113498 Lino Lakes Officer 299A Claim Hennepin County Government Center 101-402 101-402-4330-000 20.00 113492 Notary Registration - J. Bartell Shred-it c/o Stericycle Inc. 101-402 101-402-4410-000 25.85 113531 Document destruction 101-402 Total 1,733.17 Medica 101-407 101-407-4131-000 2,066.40 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-407 101-407-4133-000 6.98 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-407 101-407-4133-000 63.35 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-407 101-407-4134-000 99.22 113475 Dental Insurance Premiums 101-407 Total 2,235.95 GDO Law 101-414 101-414-4303-000 8,500.00 113485 December Legal Fees GDO Law 101-414 101-414-4303-000 94.50 113485 December Forfeitures 101-414 Total 8,594.50 MN Metro North Tourism Board 101-415 101-415-4900-000 2,998.00 113510 October 2020 Tourism Tax 101-415 Total 2,998.00 Medica 101-416 101-416-4131-000 538.43 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-416 101-416-4133-000 2.25 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-416 101-416-4133-000 25.19 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-416 101-416-4134-000 44.10 113475 Dental Insurance Premiums 101-416 Total 609.97 WSB & Associates Inc. 101-417 101-417-4300-000 357.00 113544 October - GPS/GIS Miscellaneous Assistance WSB & Associates Inc. 101-417 101-417-4300-000 2,349.00 113544 October - 2020 Private Utility Permits WSB & Associates Inc. 101-417 101-417-4300-000 5,180.00 113544 October - 2020 General Engineering Services 101-417 Total 7,886.00 Medica 101-418 101-418-4131-000 538.42 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-418 101-418-4133-000 4.50 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-418 101-418-4133-000 43.08 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-418 101-418-4134-000 44.10 113475 Dental Insurance Premiums WSB & Associates Inc. 101-418 101-418-4300-000 172.00 113544 October - GPS/GIS Miscellaneous Assistance WSB & Associates Inc. 101-418 101-418-4300-000 833.00 113544 October - GPS/GIS Miscellaneous Assistance 101-418 Total 1,635.10 Medica 101-420 101-420-4131-000 19,308.04 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-420 101-420-4133-000 61.98 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-420 101-420-4133-000 605.38 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-420 101-420-4134-000 1,038.54 113475 Dental Insurance Premiums Innovative Office Solutions LLC 101-420 101-420-4200-000 214.25 113496 Calendar paper tape envelopes toner Anoka County Treasury Office 101-420 101-420-4240-000 199.50 113459 Microphone Performance Plus LLC 101-420 101-420-4300-000 264.32 113522 Physician Review St. Cloud State University 101-420 101-420-4330-000 445.00 113533 EVO/PIT Refresher - M. Rumpsa Aspen Mills Inc. 101-420 101-420-4370-000 255.80 113461 Uniform Allowance - A. Halverson Aspen Mills Inc. 101-420 101-420-4370-000 -219.00 113461 Uniform Allowance - M. Paulson Aspen Mills Inc. 101-420 101-420-4370-000 899.00 113461 Uniform Allowance - New Hire Page 1 AP Checks by Account Number 12/1/2020 City Council Meeting Vendor Fund/Dept Account Amount Check # Description Aspen Mills Inc. 101-420 101-420-4370-000 22.00 113461 Uniform Allowance - New Hire Entenmann-Rovin 101-420 101-420-4370-000 129.75 113477 Uniform Allowance - K. Leibel Streicher's Inc. 101-420 101-420-4370-000 99.99 113535 Uniform Allowance - A. Riehm Xcel Energy 101-420 101-420-4381-000 3.46 113545 Electric-Police Anoka County Treasury Office 101-420 101-420-4410-000 123.60 113459 October 2020 Language Line Metro Sales Incorporated 101-420 101-420-4410-000 40.32 113508 Maintenance Contract - Ricoh/MP 4055SP Copier Shred-it c/o Stericycle Inc. 101-420 101-420-4410-000 51.70 113531 Document destruction 101-420 Total 23,543.63 Medica 101-421 101-421-4131-000 1,313.91 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-421 101-421-4133-000 4.40 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-421 101-421-4133-000 50.52 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-421 101-421-4134-000 63.96 113475 Dental Insurance Premiums Nardini Fire Equipment Co 101-421 101-421-4240-000 77.00 113513 Vehicle assembly kit Performance Plus LLC 101-421 101-421-4300-000 173.18 113522 Physician Review Macqueen Equipment Inc. 101-421 101-421-4410-000 50.00 113503 Calibration Gas Monitor Serviced 101-421 Total 1,732.97 Medica 101-422 101-422-4131-000 1,680.96 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-422 101-422-4133-000 7.87 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-422 101-422-4133-000 72.38 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-422 101-422-4134-000 88.20 113475 Dental Insurance Premiums U.S. CAD Holdings LLC 101-422 101-422-4330-000 220.00 113540 1-Hour Online Bluebeam Revu Basics training 101-422 Total 2,069.41 Medica 101-430 101-430-4131-000 2,699.36 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-430 101-430-4133-000 14.63 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-430 101-430-4133-000 117.90 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-430 101-430-4134-000 198.45 113475 Dental Insurance Premiums Hardwood Creek Lumber Inc. 101-430 101-430-4211-000 165.20 113490 Lumber Safe-Fast Inc. 101-430 101-430-4211-000 48.90 113529 Python grip gloves City of St. Paul 101-430 101-430-4224-000 1,433.08 113466 Asphalt Meridian Energy Products 101-430 101-430-4385-000 225.00 113507 Repair street light outage Xcel Energy 101-430 101-430-4385-000 571.93 113545 Electric-Street Lights Xcel Energy 101-430 101-430-4385-000 4,198.17 113545 Electric-Street Lights Olson's Sewer Service Inc. 101-430 101-430-4410-000 1,621.66 113518 Storm sewer repair Olson's Sewer Service Inc. 101-430 101-430-4410-000 586.25 113518 Storm sewer improvement Olson's Sewer Service Inc. 101-430 101-430-4410-000 2,861.67 113518 Storm sewer improvement Roadkill Animal Control 101-430 101-430-4410-000 279.00 113528 October Deer pick-up/disposal 101-430 Total 15,021.20 Medica 101-431 101-431-4131-000 1,084.08 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-431 101-431-4133-000 3.37 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-431 101-431-4133-000 27.28 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-431 101-431-4134-000 66.15 113475 Dental Insurance Premiums Safety-Kleen Systems Inc. 101-431 101-431-4211-000 50.42 113530 Solvent Mansfield Oil Company 101-431 101-431-4212-000 2,849.25 113504 Conv 87 Oct E-10 Mansfield Oil Company 101-431 101-431-4212-000 1,907.03 113504 Dyed 70/30 B3.5 ULS ColdPro Diesel Auto Nation Ford White Bear Lake 101-431 101-431-4221-000 7.61 113463 Nuts and bolts Auto Nation Ford White Bear Lake 101-431 101-431-4221-000 299.86 113463 Turn signal module #394 Crysteel Truck Equipment Inc. 101-431 101-431-4221-000 864.12 113472 Replacement Plow Turn Cylinders Factory Motor Parts Company 101-431 101-431-4221-000 113.64 113480 Battery Factory Motor Parts Company 101-431 101-431-4221-000 186.22 113480 Rotor and brake pad #802 Factory Motor Parts Company 101-431 101-431-4221-000 20.46 113480 Wheel Seal #802 Hydraulics Plus & Consulting 101-431 101-431-4221-000 129.59 113495 Hose and pipe Menards - Forest Lake 101-431 101-431-4221-000 1.78 113506 Bolts for #396 push bumper O'Reilly Automotive Stores 101-431 101-431-4221-000 142.75 113519 Oil and fuel filters Winnick Supply Inc. 101-431 101-431-4221-000 27.98 113543 Oxygen cylinder and welding tips for welder Snap-On Industrial Inc. 101-431 101-431-4240-000 981.59 113532 Scan Tool Software Upgrade Como Lube & Supplies Inc. 101-431 101-431-4300-000 60.00 113468 Used oil filters North Country Auto Body & Mechanical 101-431 101-431-4300-000 359.54 113515 Repair and replace bumper assembly push bumper side support Thomas Motors Inc. 101-431 101-431-4300-000 93.00 113537 Annual DOT Inspection #200 Thomas Motors Inc. 101-431 101-431-4300-000 93.00 113537 Annual DOT Inspection #239 Thomas Motors Inc. 101-431 101-431-4300-000 93.00 113537 Annual DOT Inspection #215 Thomas Motors Inc. 101-431 101-431-4300-000 106.50 113537 Annual DOT Inspection #413 Thomas Motors Inc. 101-431 101-431-4300-000 93.00 113537 Annual DOT Inspection #260 Thomas Motors Inc. 101-431 101-431-4300-000 93.00 113537 Annual DOT Inspection #218 Page 2 AP Checks by Account Number 12/1/2020 City Council Meeting Vendor Fund/Dept Account Amount Check # Description Thomas Motors Inc. 101-431 101-431-4300-000 93.00 113537 Annual DOT Inspection #210 Emergency Apparatus Maintenance 101-431 101-431-4410-000 145.75 113476 Grass Rig G-11 #605 - Oil leak repair Emergency Apparatus Maintenance 101-431 101-431-4410-000 1,105.63 113476 Ladder A-21 #622 - Replace hyd. filter 101-431 Total 11,098.60 Hotsy Equipment of Minnesota 101-432 101-432-4211-000 344.73 113493 Facilities Menards - Forest Lake 101-432 101-432-4211-000 179.82 113506 Holiday Lighting Replacements Twin Cities Flag Source Inc. 101-432 101-432-4211-000 591.00 113538 Replacement of pulley system in flag pole (winch) Dalco Inc. 101-432 101-432-4211-503 689.24 113473 Office supplies - toilet tissue garbage bags hand wipes Dalco Inc. 101-432 101-432-4211-503 51.92 113473 Office supplies - toilet roll hanger Frattallone's/Circle Pines Ace 101-432 101-432-4211-503 17.49 113484 Brush Frattallone's/Circle Pines Ace 101-432 101-432-4211-503 35.56 113484 Painting supplies - roller tray tape paint Menards - Forest Lake 101-432 101-432-4211-503 136.96 113506 Supplies - pails brush set 5 gallon bucket Anoka County Treasury Office 101-432 101-432-4300-500 75.00 113459 Site 115 Dec 2020 CAC Fiber Minnesota Petroleum Service 101-432 101-432-4300-500 760.12 113509 Annual underground fuel tank storage tanks inspected and tested Olson's Sewer Service Inc. 101-432 101-432-4300-500 539.00 113518 Wastewater removal and disposal Aid Electric Corporation 101-432 101-432-4300-501 453.19 113455 Lamp/Ballast Anoka County Treasury Office 101-432 101-432-4300-501 75.00 113459 Site 116 Dec 2020 CAC Fiber Anoka County Treasury Office 101-432 101-432-4300-503 75.00 113459 Site 117 Dec 2020 CAC Fiber Meridian Energy Products 101-432 101-432-4300-503 120.00 113507 Change ballasts NAC Mechanical & Electrical 101-432 101-432-4300-503 3,350.00 113512 Install new natural gas line TDS Metrocom MN 101-432 101-432-4321-000 198.38 113536 Phone Services Comcast 101-432 101-432-4321-502 354.90 113467 Phone & Internet - 1710 Birch Street CenturyLink 101-432 101-432-4321-503 59.20 113464 Phone - Civic Complex Fire Protection Equipment Svcs 11/10-12/9 Quadient Finance USA Inc. 101-432 101-432-4322-000 500.00 113525 Postage Xcel Energy 101-432 101-432-4381-501 406.78 113545 Electric-Fire Station #1 Xcel Energy 101-432 101-432-4381-502 723.14 113545 Electric-Fire Station #2 Xcel Energy 101-432 101-432-4381-503 4,605.10 113545 Electric-Civic Complex Ace Solid Waste Inc. 101-432 101-432-4384-500 360.50 113454 Trash & Recycling - 1189 Main Street Ace Solid Waste Inc. 101-432 101-432-4384-500 62.71 113454 Commingle Recycling 1189 Main Street Ace Solid Waste Inc. 101-432 101-432-4384-501 80.33 113454 Trash & Recycling - 7741 Lake Drive Ace Solid Waste Inc. 101-432 101-432-4384-501 557.42 113454 Haul 30 Yd - 7741 Lake Dr Ace Solid Waste Inc. 101-432 101-432-4384-502 148.74 113454 Trash & Recycling - 1710 Birch Street Ace Solid Waste Inc. 101-432 101-432-4384-503 434.80 113454 Trash & Recycling - 640 Town Center Pkwy Republic Services #899 101-432 101-432-4384-503 137.30 113527 December Organic Recycling City Hall Coverall of the Twin Cities 101-432 101-432-4410-500 749.00 113471 Commercial Cleaning Premium Waters Inc. 101-432 101-432-4410-500 45.74 113523 Kandiyohi Water Coverall of the Twin Cities 101-432 101-432-4410-501 280.00 113471 Commercial Cleaning Coverall of the Twin Cities 101-432 101-432-4410-502 362.00 113471 Commercial Cleaning Aramark Uniform & Career Apparel Group Inc. 101-432 101-432-4410-503 314.90 113460 Mats CES Imaging 101-432 101-432-4410-503 80.00 113465 November Plotter/Scanner Maintenance Coverall of the Twin Cities 101-432 101-432-4410-503 2,292.00 113471 Commercial Cleaning Coverall of the Twin Cities 101-432 101-432-4410-503 1,094.00 113471 Commercial Cleaning Metro Sales Incorporated 101-432 101-432-4410-503 936.00 113508 Maintenance Contract - Ricoh/MP 6002SP Copier & C3504 Color 101-432 Total 22,276.97 Medica 101-450 101-450-4131-000 1,999.40 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-450 101-450-4133-000 11.69 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-450 101-450-4133-000 100.21 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-450 101-450-4134-000 161.64 113475 Dental Insurance Premiums Hugo Equipment Company 101-450 101-450-4211-000 31.99 113494 Maintenance supplies Menards - Forest Lake 101-450 101-450-4211-000 11.98 113506 Cedar End Post WSB & Associates Inc. 101-450 101-450-4300-000 516.75 113544 October - 2020 Lino Park Improvements Xcel Energy 101-450 101-450-4381-000 109.74 113545 Electric-Parks Ace Solid Waste Inc. 101-450 101-450-4384-000 -103.95 113454 Trash & Recycling - Sunrise Park Allied Blacktop Inc. 101-450 101-450-4410-000 3,000.00 113456 2020 Trail Maintenance Project - Final Payment Northway Irrigation/Landscape 101-450 101-450-4410-000 192.00 113517 Legacy Park - Winterization Northway Irrigation/Landscape 101-450 101-450-4410-000 198.25 113517 Birch Park sprinkler repair Upper Cut Tree Service 101-450 101-450-4410-000 800.00 113541 Trim Tree - 5401 Arrowhead Dr 101-450 Total 7,029.70 Medica 101-451 101-451-4131-000 218.26 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-451 101-451-4133-000 0.45 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-451 101-451-4133-000 5.70 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-451 101-451-4134-000 8.82 113475 Dental Insurance Premiums 101-451 Total 233.23 Page 3 AP Checks by Account Number 12/1/2020 City Council Meeting Vendor Fund/Dept Account Amount Check # Description Medica 101-461 101-461-4131-000 201.91 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-461 101-461-4133-000 0.85 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-461 101-461-4133-000 7.28 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-461 101-461-4134-000 16.53 113475 Dental Insurance Premiums 101-461 Total 226.57 Medica 101-462 101-462-4131-000 134.61 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-462 101-462-4133-000 0.56 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-462 101-462-4133-000 4.85 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-462 101-462-4134-000 11.03 113475 Dental Insurance Premiums 1st Choice Document Destruction 101-462 101-462-4410-000 600.00 113453 Document destruction - 3160 pounds Ace Solid Waste Inc. 101-462 101-462-4410-000 94.66 113454 Organic Recycling - Clearwater Creek Ace Solid Waste Inc. 101-462 101-462-4410-000 190.04 113454 Organic Recycling - Birch Park Ace Solid Waste Inc. 101-462 101-462-4410-000 108.22 113454 Organic Recycling - Lino Park Ace Solid Waste Inc. 101-462 101-462-4410-000 236.21 113454 Organic Recycling - Marshan Park 101-462 Total 1,380.18 Medica 101-463 101-463-4131-000 201.91 113505 Health Insurance Premiums Lincoln National Life Ins Co 101-463 101-463-4133-000 0.84 113501 Life Insurance Premiums Lincoln National Life Ins Co 101-463 101-463-4133-000 7.28 113502 Disability Insurance Premiums Delta Dental of Minnesota 101-463 101-463-4134-000 16.54 113475 Dental Insurance Premiums 101-463 Total 226.57 Anoka County Attorney's Office 207-420 207-420-4300-000 92.00 113457 Forfeiture State of MN - Department of Finance 207-420 207-420-4300-000 6.50 113534 Forfeiture State of MN - Department of Finance 207-420 207-420-4300-000 46.00 113534 Forfeiture 207-420 Total 144.50 Dell Marketing LP 403-407 403-407-4240-000 1,320.67 113474 Computer & docking station - H. Lynch 403-407 Total 1,320.67 Dell Marketing LP 403-422 403-422-4240-000 1,320.67 113474 Computer & docking station - J. Boonstra Dell Marketing LP 403-422 403-422-4240-000 1,144.00 113474 Computer - P. Moonen 403-422 Total 2,464.67 WSB & Associates Inc. 405-499 405-499-4304-120 1,237.50 113544 October - Woods Edge Park 405-499 Total 1,237.50 WSB & Associates Inc. 406-499 406-499-4304-123 591.50 113544 October - 49 & J Lift Station Sewer and Water Extension WSB & Associates Inc. 406-499 406-499-4304-127 6,245.00 113544 October - Water Tower No. 3 WSB & Associates Inc. 406-499 406-499-4304-136 669.75 113544 October - 2021 Birch Street Watermain Improvements Landmark Structures 406-499 406-499-4400-127 245,271.91 113500 Water Tower No. 3 Payment #9 Landmark Structures 406-499 406-499-4400-127 182,305.00 113500 Water Tower No. 3 Payment #8 406-499 Total 435,083.16 WSB & Associates Inc. 420-499 420-499-4304-000 431.25 113544 October - 7685 Lake Dr Building Demolition 420-499 Total 431.25 WSB & Associates Inc. 421-499 421-499-4304-137 14,243.25 113544 October - 2021 Street Improvement Projects Asphalt Surface Technologies Corporation 421-499 421-499-4400-133 3,607.00 113462 Civic Complex parking lot fog seal - Final Payment North Valley Inc. 421-499 421-499-4400-133 51,235.10 113516 2020 Street Rehabilitation Project - Final Payment 421-499 Total 69,085.35 WSB & Associates Inc. 422-499 422-499-4304-000 71.50 113544 October - GPS/GIS Miscellaneous Assistance WSB & Associates Inc. 422-499 422-499-4304-125 300.00 113544 October - Northeast Lino Lakes Drainage Improvement Project 422-499 Total 371.50 WSB & Associates Inc. 424-499 424-499-4304-000 1,345.25 113544 October - 2020 Surface Water Maintenance Project 424-499 Total 1,345.25 WSB & Associates Inc. 425-499 425-499-4304-134 261.50 113544 October - 12th Street Trail Project 425-499 Total 261.50 Geislinger and Sons Inc. 485-499 485-499-4400-000 212,452.89 113486 West Shadow Lake Drive Improvement Project - Final Payment 485-499 Total 212,452.89 North Valley Inc. 486-499 486-499-4400-000 40,164.15 113516 East Cedar St/Elm Crest Ave Improvement Project - Final Payment 486-499 Total 40,164.15 Executive Desing Landscape Construction LLC 601-000 601-000-3714-000 -372.00 113479 Hydrant Meter Refund H2Overhaul 601-000 601-000-3714-000 -124.00 113489 Hydrant Meter Refund Executive Desing Landscape Construction LLC 601-000 601-000-3855-000 -150.00 113479 Hydrant Meter Refund H2Overhaul 601-000 601-000-3855-000 -25.00 113489 Hydrant Meter Refund 601-000 Total -671.00 Medica 601-494 601-494-4131-000 1,674.24 113505 Health Insurance Premiums Lincoln National Life Ins Co 601-494 601-494-4133-000 7.29 113501 Life Insurance Premiums Lincoln National Life Ins Co 601-494 601-494-4133-000 59.32 113502 Disability Insurance Premiums Delta Dental of Minnesota 601-494 601-494-4134-000 140.03 113475 Dental Insurance Premiums Page 4 AP Checks by Account Number 12/1/2020 City Council Meeting Vendor Fund/Dept Account Amount Check # Description Ferguson Waterworks #2518 601-494 601-494-4211-000 118.29 113481 Wire flags Grainger 601-494 601-494-4211-000 173.86 113488 Well House Heater Core & Main LP 601-494 601-494-4215-000 7,875.38 113469 Meters Hawkins Inc. 601-494 601-494-4222-000 7,340.33 113491 LPC-5 Hawkins Inc. 601-494 601-494-4222-000 55.00 113491 150 Lb Chlorine Cylinder Hawkins Inc. 601-494 601-494-4222-000 3,799.16 113491 Chlorine & Hydrofluosilicic Acid Pace Analytical Services LLC 601-494 601-494-4300-000 1,040.00 113520 Drinking water sampling WSB & Associates Inc. 601-494 601-494-4304-000 162.00 113544 October - Pheasant Hills Water Main Repair WSB & Associates Inc. 601-494 601-494-4304-000 1,110.00 113544 October - 2020 General Engineering Services TDS Metrocom MN 601-494 601-494-4321-000 39.45 113536 Phone Services Circle Pines Post Office 601-494 601-494-4322-000 386.40 113452 UB Postage Xcel Energy 601-494 601-494-4381-000 2,830.73 113545 Electric-Water Municipal Builders Inc. 601-494 601-494-5000-000 12,536.67 113511 Well House No. 1 Twin City Exteriors Co. 601-494 601-494-5000-000 2,254.00 113539 Install soffit-fascia & gutters WSB & Associates Inc. 601-494 601-494-5000-000 2,577.50 113544 October - Well House No. 1 Rehabilitation 601-494 Total 44,179.65 Medica 602-495 602-495-4131-000 1,674.26 113505 Health Insurance Premiums Lincoln National Life Ins Co 602-495 602-495-4133-000 7.34 113501 Life Insurance Premiums Lincoln National Life Ins Co 602-495 602-495-4133-000 59.33 113502 Disability Insurance Premiums Delta Dental of Minnesota 602-495 602-495-4134-000 140.03 113475 Dental Insurance Premiums GM Contracting Inc. 602-495 602-495-4300-000 9,481.21 113487 Lift Station No. 5 Forcemain - Final Payment Interstate Power Systems Inc. 602-495 602-495-4300-000 335.00 113497 Performed "A" Inspection W.W. Goetsch Associates Inc. 602-495 602-495-4300-000 5,515.54 113542 LS 7 - Overhaul pump to include stator seal plate bearings WSB & Associates Inc. 602-495 602-495-4304-000 86.00 113544 October - GPS/GIS Miscellaneous Assistance WSB & Associates Inc. 602-495 602-495-4304-000 1,110.00 113544 October - 2020 General Engineering Services WSB & Associates Inc. 602-495 602-495-4304-000 600.00 113544 October - Lift Station Standard Specification Circle Pines Post Office 602-495 602-495-4322-000 386.40 113452 UB Postage Xcel Energy 602-495 602-495-4381-000 1,698.29 113545 Electric-Sewer R & H Painting LLC 602-495 602-495-5000-000 18,945.00 113526 Sanitary manhole lining WSB & Associates Inc. 602-495 602-495-5000-000 948.50 113544 October - 2021 I&I Project 602-495 Total 40,986.90 Anoka County Property Records & Taxation 801-000 801-000-2300-000 46.00 113458 Variance - 7381 Lake Dr Press Publications Inc. 801-000 801-000-2300-000 59.10 113524 2063 Palm Street - Vacating Drainage & Utility Easement WSB & Associates Inc. 801-000 801-000-2300-000 1,544.50 113544 October - Bald Eagle Addition WSB & Associates Inc. 801-000 801-000-2300-000 81.00 113544 October - Nordstrom/Schienbein WSB & Associates Inc. 801-000 801-000-2300-000 243.00 113544 October - Lyngblomsten Senior Housing Site Study WSB & Associates Inc. 801-000 801-000-2300-000 162.00 113544 October - 426 Pine WSB & Associates Inc. 801-000 801-000-2300-000 300.50 113544 October - Poehling Addition WSB & Associates Inc. 801-000 801-000-2300-000 669.00 113544 October - 2063 Palm Street D&U Vacate WSB & Associates Inc. 801-000 801-000-2300-000 81.00 113544 October - Whitemore Beckvall WSB & Associates Inc. 801-000 801-000-2300-000 994.25 113544 October - Noren Minor Subdivision Executive Desing Landscape Construction LLC 801-000 801-000-2301-000 600.00 113479 Hydrant Meter Refund H2Overhaul 801-000 801-000-2301-000 600.00 113489 Hydrant Meter Refund WSB & Associates Inc. 801-000 801-000-2302-102 90.00 113544 October - Eastside Villas WSB & Associates Inc. 801-000 801-000-2308-103 434.00 113544 October - Century Farms North 7th Addition WSB & Associates Inc. 801-000 801-000-2309-102 282.25 113544 October - Stern Addition Eternity Homes LLC 801-000 801-000-2318-000 3,400.00 113478 Escrow Release - 6739 Redwood Ave Kootenia Homes Inc. 801-000 801-000-2318-000 3,400.00 113499 Escrow Release - 6442 Black Berry Ct Neeck Adam & Rebecca 801-000 801-000-2318-000 925.00 113514 Escrow Release - 6626 Enid Trail Paul Emmerich Construction Inc. 801-000 801-000-2318-000 3,425.00 113521 Escrow Release - 2117 Chestnut St Paul Emmerich Construction Inc. 801-000 801-000-2318-000 3,400.00 113521 Escrow Release - 2113 21st Ave S WSB & Associates Inc. 801-000 801-000-2329-000 1,027.00 113544 October - Northpointe WSB & Associates Inc. 801-000 801-000-2336-102 405.00 113544 October - Watermark 1st Addition WSB & Associates Inc. 801-000 801-000-2338-102 21,016.00 113544 October - Nadeau Acres WSB & Associates Inc. 801-000 801-000-2339-102 81.00 113544 October - Northpointe 5th Addition WSB & Associates Inc. 801-000 801-000-2344-103 171.00 113544 October - Lino Lakes Storage WSB & Associates Inc. 801-000 801-000-2351-103 671.75 113544 October - Laborer's Training Center WSB & Associates Inc. 801-000 801-000-2355-102 5,975.75 113544 October - Watermark 3rd Addition Covenant Ability Network of MN 801-000 801-000-2358-101 4,364.45 113470 Escrow Closure Covenant Ability Network of MN 801-000 801-000-2358-102 730.82 113470 Escrow Closure Covenant Ability Network of MN 801-000 801-000-2358-103 3,134.95 113470 Escrow Closure Covenant Ability Network of MN 801-000 801-000-2358-106 330.00 113470 Escrow Closure WSB & Associates Inc. 801-000 801-000-2359-102 90.00 113544 October - Saddle Club 4th Addition Page 5 AP Checks by Account Number 12/1/2020 City Council Meeting Vendor Fund/Dept Account Amount Check # Description WSB & Associates Inc. 801-000 801-000-2388-102 6,113.25 113544 October - Watermark 2nd Addition 801-000 Total 64,847.57 Grand Total 1,043,499.99 Page 6 Electronic Funds Transfer MN Statute 471.38 Subd. 3 Council Meeting December 14, 2020 Transfer In/(Out) 11/20/2020 Sales & Use Tax (3,876.00) 11/20/2020 Election Payroll 11-3-20 (14,073.09) 11/20/2020 Election Payroll Federal Deposit (78.32) 11/27/2020 Payroll #24 (131,853.04) 11/27/2020 Payroll #24 Federal Deposit (39,092.47) 11/27/2020 Payroll #24 PERA (43,144.27) 11/27/2020 Payroll #24 State (9,072.95) 11/27/2020 Payroll #24 Child Support (276.29) 11/27/2020 Payroll #24 H.S.A. Bank Pretax (3,102.20) 11/27/2020 Payroll #24 TASC Pretax (993.83) 11/27/2020 Payroll #24 ICMA 457 Def. Comp #301596 (4,315.00) 11/27/2020 Payroll #24 ICMA Roth IRA #706155 (510.75) 11/27/2020 Payroll #24 MSRS HCSP #98946-01 (1,614.89) 11/27/2020 Payroll #24 MSRS Def. Comp #98945-01 (3,155.00) 11/27/2020 Payroll #24 MSRS Roth IRA #98945-01 (600.00) 12/1/2020 2nd Half 2020 Tax Settlement (Anoka County) 5,480,237.32 HSA Bank ER Contribution (6,210.02) 12/4/2020 Council Payroll (3,304.82) 12/4/2020 Council Federal Deposit (196.60) 12/4/2020 Council PERA (367.62) 12/4/2020 Council State (44.06) 12/3/2020 Wire to 4M Fund (General Acct) (5,500,000.00) CITY COUNCIL WORK SESSION DRAFT 1 CITY OF LINO LAKES 1 MINUTES 2 3 DATE : November 23, 2020 4 TIME STARTED : 6:00 p.m. 5 TIME ENDED : 6:30 p.m. 6 MEMBERS PRESENT : Councilmember Stoesz, Lyden, Ruhland, 7 Cavegn and Mayor Rafferty 8 MEMBERS ABSENT : None 9 Staff members present: City Administrator Sarah Cotton; Community Development 10 Director Michael Grochala; Director of Public Safety John Swenson; City Planner Katie 11 Larsen; Environmental Coordinator Andy Nelson; City Clerk Julie Bartell 12 13 The council meeting was held on line on the Zoom Meeting platform and as allowed by 14 Minnesota Statutes 13D.021. 15 1. Sale of Land, Lots 12-13, Carole Estates 2nd Addition – Community 16 Development Director Grochala showed a map of approximately two acres of land owned 17 by the City. An offer (letter of intent) has been submitted to purchase the land in the 18 amount of about $525,000. The Economic Development Advisory Committee did review 19 the offer and is in support. Mr. Grochala pointed out an area that was proposed to 20 provide a roadway realignment; this would require further work including acquisition of 21 private land. The City has been in touch with the private property owner. The letter of 22 intent offer is consistent with current like property offers. If directed by the council, Mr. 23 Grochala indicated that staff will continue working with the buyer and the city attorney 24 and would return to the council with a proposal to purchase. 25 Councilmember Lyden said he is excited to see it happen if it works out. 26 Councilmember Stoesz asked if there are promises in place for the community garden. 27 Director Grochala noted that the gardens have always been considered a temporary use 28 and also he is certain another garden spot could be identified in the City. 29 The council concurred that staff should proceed. 30 2. YMCA – Interim Use as COVID testing Site – Community Development 31 Director Grochala noted the currently closed YMCA property in the City. The City has 32 been approached by the YMCA and the State of Minnesota with a request that the site be 33 utilized as a temporary COVID 19 testing site on a lease basis through February 2021. 34 The YMCA is still evaluating the idea and hasn’t agreed at this point. If the lease did 35 occur, that would not impact the existing lease on the property (the City’s rights) and the 36 review of the property for future use could continue. If the temporary testing use were to 37 proceed, there would likely be future consideration of an agreement by the Council. 38 Councilmember Cavegn asked who would get the lease revenue and Mr. Grochala said 39 since the YMCA owns the property the revenue would go to them. 40 CITY COUNCIL WORK SESSION DRAFT 2 Councilmember Stoesz suggested he supports looking at the use but would want to 41 consider a formal agreement with more details. 42 The council concurred that staff should proceed with discussions with confirmation that a 43 formal agreement for use would return for council consideration. 44 3. Review Regular Agenda of November 23, 2020 – The regular agenda was 45 reviewed and there were no changes. 46 Item 6B – Mayor Rafferty confirmed that all councilmembers did visit the site. 47 Councilmember Lyden noted that additional information became available on Friday and 48 the homeowner hasn’t had chance to review so he is asking that the matter be tabled. 49 Mayor Rafferty indicated that the council will have to take a vote on that suggestion at the 50 council meeting. 51 52 The meeting was adjourned at 6:30 p.m. 53 54 These minutes were considered, corrected and approved at the regular Council meeting held on 55 December 14, 2020. 56 57 58 59 60 Julianne Bartell, City Clerk Rob Rafferty, Mayor 61 62 COUNCIL MINUTES DRAFT 1 1 LINO LAKES CITY COUNCIL 2 REGULAR MEETING 3 MINUTES 4 5 DATE : November 23, 2020 6 TIME STARTED : 6:30 p.m. 7 TIME ENDED : 7:24 p.m. 8 MEMBERS PRESENT : Councilmember Stoesz, Lyden, 9 Ruhland, Cavegn and Mayor Rafferty 10 MEMBERS ABSENT : 11 12 Staff members present: City Administrator Sarah Cotton; Director of Finance Hannah Lynch; 13 Director of Public Safety John Swenson; Community Development Director Michael Grochala; City 14 Planner Katie Larsen; City Engineer Diane Hankee; Environmental Coordinator Andy Nelson; and 15 City Clerk Julie Bartell 16 17 The council meeting was held telephonically on the Zoom Meeting platform and as allowed by 18 Minnesota Statutes 13D.021. 19 20 PUBLIC COMMENT 21 Terry and Karen Byron, 6375 Ware Road, asked that the City allow them to continue keeping 22 chickens at their property. They have had chickens there for thir ty years on and off. They have 23 over an acre and a half with private well and sewer. Within the vicinity there are other farm animals 24 being kept. They are asking for permission to continue the use until they sell their home. 25 SETTING THE AGENDA 26 The agenda was approved as presented. 27 CONSENT AGENDA 28 Councilmember Lyden moved to approve the Consent Agenda, Items 1A through 1F as presented. 29 Councilmember Cavegn seconded the motion. Motion carried on a voice vote. 30 31 ITEM ACTION 32 Consideration of Expenditures: 33 A) Consideration of Expenditures: November 23, 2020 34 (Check No. 113334 through 113449) in the 35 amount of $1,389,144.42 Approved 36 B) Consider Approval of November 2, 2020 Council 37 Work Session Minutes Approved 38 C) Consider Approval of November 9, 2020 Council 39 Minutes Approved 40 D) Consider Approval of November 9, 2020 Closed 41 Council Minutes Approved 42 COUNCIL MINUTES DRAFT 2 E) Consider Approval of Resolution No. 20-143, Approving 43 Stipulation Agreement and Easement Agreement, 44 Leible Property, NE Lino Drainage Improvement Proj Approved 45 F) Consider Approval of Resolution No. 20-144, Amending 46 Resolution No. 20-129 and Resolution No. 20-130 as 47 related to 426 Pine Street Approved 48 FINANCE DEPARTMENT REPORT 49 2A) 2021 Fee Schedule: i) Consider Approval of Second Reading and Adoption of 50 Ordinance No. 07-20, Establishing the 2021 City Fee Schedule; ii) Consider Approval of 51 Resolution No. 20-135, Approving Summary Publication of Ordinance – Finance Director Lynch 52 reviewed her written report recommending the second reading and adoption of the City’s fee schedule 53 ordinance to be effective in 2021. She noted that all changes are noted in red. 54 Councilmember Stoesz moved to waive the full reading of Ordinance No. 07-20 as presented. 55 Councilmember Ruhland seconded the motion. Motion carried: Yeas, 5; Nays none. 56 Councilmember Cavegn moved to approve the 2nd Reading and Adoption of Ordinance No. 07-20 as 57 presented. Councilmember Ruhland seconded the motion. Motion carried: Yeas, 5; Nays none. 58 Councilmember Ruhland moved to approve Resolution No. 20-135 as presented. Councilmember 59 Cavegn seconded the motion. Motion carried: Yeas, 5; Nays none. 60 ADMINISTRATION DEPARTMENT REPORT 61 There was no report from the Administration Department. 62 PUBLIC SAFETY DEPARTMENT REPORT 63 4A) Consider Approval of 2nd Reading of Ordinance No. 08-20, Enacting Ordinance 64 Regulating Targeted Picketing in Residential Neighborhood – Public Safety Director Swenson 65 reviewed his written staff report regarding an amendment to the Code of Ordinances adding a new 66 Chapter 511 regarding targeted picketing. The first reading was approved by the Council on 67 November 9th. 68 Councilmember Lyden moved to waive the full reading of Ordinance No. 08-20 as presented. 69 Councilmember Ruhland seconded the motion. Motion carried: Yeas, 5; Nays none. 70 Councilmember Cavegn moved to approve the 2nd Reading and Adoption of Ordinance No. 08-20 as 71 presented. Councilmember Lyden seconded the motion. Motion carried: Yeas, 5; Nays none. 72 PUBLIC SERVICES DEPARTMENT REPORT 73 5A) Consider Approval of Resolution No. 20-138, Approving Payment No. 2 and Final, 2020 74 Trail Maintenance Project – City Engineer Hankee explained that the action requested would be 75 final payment for the project. She added that the next year’s project will continue on with this trail. 76 Ms. Hankee noted the final project cost. 77 Councilmember Lyden wondered if the City would be well served by purchasing it ’s own trail 78 maintenance equipment. 79 Councilmember Stoesz moved to approve Resolution No. 20-138 as presented. Councilmember 80 Ruhland seconded the motion. Motion carried: Yeas, 5; Nays none. 81 COUNCIL MINUTES DRAFT 3 5B) Consider Approval of Resolution No. 20-141, Approving Payment No. 2 and Final, Lift 82 Station No. 5 Forcemain Repair – City Engineer Hankee explained that this project was a 83 collaboration with the City Public Works Department. A corroded pipe was identified and a new line 84 was installed. The project bid included quantities as best as staff could estimate and it being an 85 emergency the contractor was asked to proceed without final data. The cost did come in under 86 budget originally and this would be final payment. 87 Councilmember Lyden moved to approve Resolution No. 20-141 as presented. Councilmember 88 Ruhland seconded the motion. Motion carried: Yeas, 5; Nays none. 89 COMMUNITY DEVELOPMENT REPORT 90 6A) Consider Approval of Resolution No. 20-140, Approving Anoka County Agreement for 91 Residential Recycling – Environmental Coordinator Nelson explained that each year the City 92 receives recycling funds from Anoka County. This year the grant amount will cover all the City’s 93 recycling programs. Mr. Nelson reviewed the programs that are funded by this grant. 94 Councilmember Stoesz asked how the organics recycling is valued from an environmental perspective 95 and considering the impact on transporting the recycling. Mr. Nelson said for the purpose of the 96 grant those recyclables are part of the City’s tonnage; they specifically look at the amount of waste 97 diverted from landfills but he acknowledges the question of transportation. 98 Councilmember Ruhland moved to approve Resolution No. 20-140 as presented. Councilmember 99 Lyden seconded the motion. Motion carried: Yeas, 5; Nays none. 100 6B) Consider Approval of Resolution No. 20-131 Denying Setback Variance for a Deck at 101 842 Lois Lane 102 Councilmember Lyden moved to table the matter. Councilmember Cavegn seconded the motion. 103 Councilmember Stoesz confirmed that the council could in fact table the matter within state 104 requirements for dealing with the variance request. 105 Motion carried: Yeas, 3 (Stoesz, Cavegn, Lyden); Nays, 2 (Ruhland, Rafferty) 106 6C) Consider Approval of Resolution No. 20-136, Approving Payment No. 14 and Final, 107 West Shadow Lake Area Improvement Project – City Engineer Hankee said she is very happy to 108 be bringing forward the final payment request on this project. She reviewed the elements of the 109 improvement project, noting some changes through the term of the project (change orders included). 110 Mayor Rafferty received additional information on upgrades. He is very impressed with the result of 111 the project. Excellent project by all involved. 112 Councilmember Stoesz asked if it makes sense to wait until spring to ensure that the freeze and thaw 113 process doesn’t have an impact. City Engineer Hankee explained that the general contractor needs 114 to be paid in order to pay the subcontractors; staff has held off as long as possible and will plan for 115 any future corrections to occur under the project warranty. 116 Councilmember Cavegn moved to approve Resolution No. 20-136 as presented. Councilmember 117 Lyden seconded the motion. Motion carried: Yeas, 5; Nays none. 118 6D) Consider Approval of Resolution No. 20-137, Prohibiting Parking on Both Sides of 119 Birch Street (CSAH 34), Both Sides of Tomahawk Trail, and Both Sides of West Shadow 120 COUNCIL MINUTES DRAFT 4 Lake Drive with Construction of a Roundabout, Anoka County Birch Street Recon – City 121 Engineer Hanke explained that the Anoka County design for this project is nearing completion. 122 The majority of the work will be co mpleted through Anoka County, however, in order for the 123 County to use their state aid funds on the project, the City must officially approve no parking in 124 certain areas noted in the report. The school in the area has been informed. The no parking would 125 begin after construction with the County’s installation of signage. 126 Councilmember Ruhland noted that he doesn’t think there is a lot of parking that occurs on Birch 127 Street. Ms. Hankee said the school should have sufficient parking available; parking on Birch 128 Street is pretty rare. 129 Councilmember Stoesz asked if there could be a process to allow a variance to allow parking for 130 special occasions. Ms. Hankee she envisions that would require a sign off by the City and the 131 County. 132 Councilmember S toesz moved to approve Resolution No. 20-137 as presented. Councilmember 133 Ruhland seconded the motion. Motion carried: Yeas, 5; Nays none.. 134 6E) Consider Approval of Resolution No. 20-139, Amending Adopted Assessments, 2020 135 Individual Properties – City Engineer Hankee explained that in October, the City adopted an 136 assessment roll, however, since then there are other individual properties that have requested 137 assessment. She noted the updated amount. 138 Councilmember Stoesz asked if there is a valuation benefit to properties that connect to municipal 139 utilities and Ms. Hankee said that there is although it might not be immediate. 140 Councilmember Ruhland moved to approve Resolution No. 20-139 as presented. Councilmember 141 Lyden seconded the motion. Motion carried on a voice vote. 142 6F) Consider Approval of Resolution No. 20-142, Accepting Quotes, 7685 Lake Drive 143 Demolition – City Engineer Hankee explained that earlier in the evening, the council heard about a 144 development plan in the area of 77th Street. Some city owned property in the area is needed for the 145 proposed street realignment and in development of the adjacent city owned land. She noted that 146 quotes for the work has been received and staff is requesting approval. Funding for the work would 147 come through municipal state aid funds. 148 Councilmember Cavegn said that the report indicates there were other alternatives and he’s curious 149 what they were. Community Development Director Grochala said he recalls there were variations 150 of alignments (involving Marilyn) discussed. When asked by Councilmember Cavegn about traffic 151 impacts o n the neighborhood, Mr. Grochala suggested he doesn’t see any major change to residential 152 traffic. 153 Councilmember Lyden asked if there is any chance of making this a community tear down project, in 154 a way that raises funds perhaps for a dog park. Community Development Director Grochala 155 suggested there could be liability issues but people could watch from afar. 156 Councilmember Stoesz asked if the house has any value and Mr. Grochala explained that the cost of 157 moving the property would be higher that it s estimated value. 158 Councilmember Lyden moved to approve Resolution No. 20-142 as presented. Councilmember 159 Stoesz seconded the motion. Motion carried: Yeas, 5; Nays none. 160 UNFINISHED BUSINESS 161 There was no Unfinished Business. 162 COUNCIL MINUTES DRAFT 5 163 NEW BUSINESS 164 There was no New Business. 165 166 COMMUNITY EVENTS 167 There were no events announced. 168 COMMUNITY CALENDAR 169 170 Community Calendar – A Look Ahead 171 November 23, 2020 through December 14, 2020 172 173 Monday, November 30 6:00 pm, Council Chambers Budget Work Session 174 Wednesday, December 2 6:30 pm, Go to Meeting Park Board 175 Thursday, December 3 8:00 am, Zoom EDAC 176 Monday, December 7 6:00 pm, Council Chambers Council Work Session 177 Wednesday, December 9 6:30 pm, Zoom Planning & Zoning Board 178 Monday, December 14 6:30 pm, Council Chambers City Council Meeting 179 180 ADJOURN 181 182 There being no further business, Councilmember Stoesz moved to adjourn at 7:24 p.m. 183 Councilmember Stoesz seconded the motion. Motion carried on a voice vote. 184 185 These minutes were considered and approved at the regular Council Meeting on December 14, 2020. 186 187 188 189 190 Julianne Bartell, City Clerk Rob Rafferty, Mayor 191 192 COUNCIL MINUTES DRAFT 1 1 LINO LAKES CITY COUNCIL 2 REGULAR MEETING 3 MINUTES 4 5 DATE : November 30, 2020 6 TIME STARTED : 5:45 p.m. 7 TIME ENDED : 6:05 p.m. 8 MEMBERS PRESENT : Councilmember Stoesz, Lyden, 9 Ruhland, Cavegn and Mayor Rafferty 10 MEMBERS ABSENT : none 11 12 Staff members present: City Administrator Sarah Cotton; Community Development Director 13 Michael Grochala; City Clerk Julie Bartell 14 15 PUBLIC COMMENT 16 There were no public comments. 17 SETTING THE AGENDA 18 The agenda was approved as presented. 19 CONSENT AGENDA 20 There were no Consent Items. 21 FINANCE DEPARTMENT REPORT 22 There was no report from the Finance Department. 23 ADMINISTRATION DEPARTMENT REPORT 24 There was no report from the Administration Department. 25 PUBLIC SAFETY DEPARTMENT REPORT 26 There was no report from the Public Safety Department. 27 PUBLIC SERVICES DEPARTMENT REPORT 28 There was no report from the Public Services Department. 29 COMMUNITY DEVELOPMENT REPORT 30 6A) Consider Resolution No. 20-146, Accepting Professional Services Proposal with Isaac 31 Sports Group to Prepare Recreation and Aquatic Center Feasibility Study – Community 32 Development Director Grochala reviewed his written report outlining the current situation with the 33 YMCA facility, the work of the YMCA organization to study diversifying programming at the facility 34 and the City’s contractual right to reenter and take possession of the property. Based on council 35 direction, staff distributed a Request for Qualifications for a feasibility study for the facility and 36 received two responses. Based on interviews and considerations, staff is recommending that the City 37 accept the proposal of Isaac Sports Group who could begin the review within a few days. He noted 38 the cost of the work and that it would be payable from the City’s contingency fund. 39 COUNCIL MINUTES DRAFT 2 Mayor Rafferty noted that he sat in on a conference call with staff and this firm. He found them to be 40 very organized and specific. 41 Councilmember Stoesz asked if data received through this study will remain pertinent for a good 42 amount of time and Mr. Grochala suggested that it should but added that anytime you’re dealing with 43 market conditions, there could be a need for updates in the future. 44 Councilmember Cavegn asked if the study will take into consideration other exercise facilities in the 45 area. Mr. Grochala said that part of the background for the study will include taking into account 46 other facilities. 47 Councilmember Ruhland asked if the outcome is directed to be specific such as for a community 48 center model. Mr. Grochala said he expects the facility would still be run as a recreation aquatic 49 center; a question may be if the City wants to bring in different use elements that are managed 50 separately. Councilmember Ruhland asked if there is a timeline that relates to the shifting sands of 51 being in a pandemic; Mr. Grochala said he believes they basically must see a study through. 52 Councilmember Lyden asked if they will look at continuing viability and also with viability in mind will 53 they look at making this facility the one of choice. He also asked if extr a cost (expenses) could 54 become an issue and Mr. Grochala remarked that staff has worked to identify he scope of what will be 55 needed. Mr. Grochala explained that an expectation is that the feasibility study should recommend 56 what will be viable going forward. Councilmember Lyden asked if there will be consideration of 57 expansion and Mr. Grochala said yes and he expects that. 58 Mayor Rafferty remarked that the consultant fees noted are pretty standard in the field. Having been 59 involved in discussions, he’s had the chance to see a comparison with the facility and something like 60 the Shoreview center. A comparison of user fees with that facility shows a great difference in cost 61 from something like the YMCA and is indicative of the investment of city funds and time in a facility 62 like Shoreview. The mayor said he supports moving on this study; he’s ready to get the information 63 and is confident this group can do the job. 64 Councilmember Ruhland moved to approve Resolution No. 20-146 as presented. Councilmember 65 Lyden seconded the motion. Motion carried on a voice vote. 66 UNFINISHED BUSINESS 67 There was no Unfinished Business. 68 69 NEW BUSINESS 70 There was no New Business. 71 72 COMMUNITY EVENTS 73 There were no events announced. 74 COMMUNITY CALENDAR 75 Community Calendar – A Look Ahead 76 November 30, 2020 through December 7, 2020 77 Monday, November 30 6:00 pm, Council Chambers Special Council Work Session 78 Wednesday, December 2 6:30 pm, Zoom Park Board 79 Monday, December 7 6:00 pm, Council Chambers Council Work Session 80 81 COUNCIL MINUTES DRAFT 3 82 ADJOURN 83 84 There being no further business, Councilmember Stoesz moved to adjourn at 6:05 p.m. 85 Councilmember Lyden seconded the motion. Motion carried on a voice vote. 86 87 These minutes were considered and approved at the regular Council Meeting on December 14, 2020. 88 89 90 91 92 Julianne Bartell, City Clerk Rob Rafferty, Mayor 93 94 CITY COUNCIL WORK SESSION DRAFT 1 CITY OF LINO LAKES 1 MINUTES 2 3 DATE : November 2, 2020 4 TIME STARTED : 6:05 p.m. 5 TIME ENDED : 8:00 p.m. 6 MEMBERS PRESENT : Council Member Stoesz, Lyden, Ruhland, 7 Cavegn and Mayor Rafferty 8 MEMBERS ABSENT : None 9 Staff members present: City Administrator Sarah Cotton; Community Development 10 Director Michael Grochala; Director of Public Safety John Swenson; Finance Director 11 Hannah Lynch, Public Safety Director John Swenson; City Clerk Julie Bartell 12 1. 2021 Budget - 13 a) Review Water and Sewer Fund Budgets – Summary of funds and budgets 14 including information on: 15 - Water Fund Revenues and Expenditures (for revenue, no rate increase included but 16 new customers anticipated; for expenditures increase identified and its use); 17 - Depreciation is included; 18 - Capital Outlay (biggest change in this fund for 2021) – replacement of vehicle and 19 smart radio reader; 20 - Sewer Fund Revenue and Expenditures (decrease due in part to lower cost of 21 Metropolitan service costs); 22 - Capital Overlay (sewer lining, one-half replacement vehicle, back up generator, mixer 23 pump). 24 25 Ms. Lynch explained that these budgets will be included in the final budget to be presented 26 on December 14th. 27 b) Capital Improvement Plan 28 Goals: 29 - flat tax rate, decreased debt (pay as you go), interest savings through internal interest 30 savings ($470,000 plus through 2030); 31 - Financial and budgetary flexibility – some annual debt is locked for 2021 and is 32 proposed to be paid for out of reserves. Flexibility is provided on an annual basis by pay 33 as you go change; 34 - Efficient Use of Cash Reserve (Payback period); 35 - Maintain Bond Rating (is reviewed every time debt is issued); Ms. Lynch read 36 excerpts from the last bond rating agency notes (on financial management and debt 37 profile) 38 39 Mayor Rafferty asked for the location of the capital improvement plan within the budget 40 book the council was provided. He also asked about the balance of the City’s reserve. 41 Administrator Cotton noted Page 49 of tonight’s packet and it’s indication of what is 42 CITY COUNCIL WORK SESSION DRAFT 2 proposed to be replaced (and that page supersedes page 149 of the budget book originally 43 provided). 44 45 Councilmember S toesz asked what happens in 2024 if the economy has changed and it’s 46 more feasible to lease that to purchase a vehicle; would that cost fall in the same area of 47 the budget. Ms. Lynch concurred. 48 49 Mayor Rafferty asked what is assumed to be the amount levied going forward. Ms. 50 Lynch noted paged 51 of tonight’s packet that incorporates the levy that is needed going 51 forward. 52 53 Councilmember Cavegn thanked Ms. Lynch for all her work on the budget and this 54 presentation. He has gained information by talking with staff. He thinks it’s a big win 55 for the City to move to pay as you go. Especially a flat rate and the flexibility it would 56 provide. 57 58 Councilmember Ruhland thanked Ms. Lynch also. His job involves mortgages and 59 interest on financing so he appreciates the idea of the City saving money on interest by pay 60 as you go. 61 62 Councilmember Lyden noted that he also supports the concept. He added, regarding 63 capital equipment (public safety vehicles) that he supports moving with the Tahoe rather 64 than the Ford because of the way it is built and what it offer s. Public Safety Director 65 Swenson explained that staff evaluated both Tahoe and Explorer and the former was much 66 more expensive (that has come down somewhat); he that a transition period would be 67 required and also mentioned that the Ford has served the department well with some 68 difficulties along the way with storage (they have gotten the job done). Councilmember 69 Lyden suggested, if staying with the Fords, there should be an extended warranty 70 purchased. 71 72 Ms. Lynch explained that staff is looking for council consensus on the purchase plan and 73 the use of reserve. 74 75 The council concurred. 76 77 Administrator Cotton asked the council for clarification on the Tahoe vs. Explorer 78 discussion. Public Safety Director Swenson explained that the department has always 79 tried to come forward with the most economical recommendation regarding its fleet; the 80 question comes down to what the council directs. Director Swenson also suggested that 81 consideration should include that either auto design will include tweaks instigated by the 82 manufacturer that raise the cost of conversion to an emergency vehicle. Councilmember 83 Stoesz noted that the MPG fuel consumption is better with the Ford vehicles; he’s inclined 84 to stay with that model. Mayor Rafferty suggested that the director should be in a 85 positon to decide the best vehicle all things considered. When asked, Ms. Lynch noted 86 that adding vehicle costs could be impactful especially next year when reserve is being 87 CITY COUNCIL WORK SESSION DRAFT 3 utilized but it is feasible. Director Swenson suggested that he will have feedback from his 88 research on this matter ready for 2022 budget discussion. 89 c) Review General Fund - 90 - Contingency fund and its balance is the focus of this discussion; 91 - Currently there is $66,170 extra in the contingency (possible uses are included in the 92 staff report); 93 - Warming house staff and Blue Heron Days funding is also included in the budget but 94 may also be diverted depending on those needs for the year); 95 - Staff is looking for a discussion of the contingency funds use; of course leaving the 96 funds in place is an option especially in consideration of the pandemic situation; 97 - Administrator Cotton noted the small decrease in valuation identified by the County 98 since tax notifications have gone out. 99 100 Mayor Rafferty noted that he believes the contingency fund has been kept in the range of 101 $75,000. He’s interested in discussing things like the warming house use. 102 103 Councilmember Stoesz asked what other cities are doing as far as warming houses. 104 Director DeGarder said he hasn’t checked but he expects that, with the pandemic, there 105 will be little activity. 106 107 Councilmember Lyden said he’s okay with leaving the funds for a rainy day. 108 109 Councilmember Cavegn said he’d like to see the funds used to facilitate Blue Heron Days 110 and some recreational activities (opening up). 111 112 Councilmember Ruhland concurred that a vaccine is probably on the horizon and he 113 expects people will be wanting to get back into activities quickly. He’s also not adverse 114 to setting funds aside. 115 116 Mayor Rafferty remarked that the City is at a six percent increase to property owners at 117 this point and, with the pandemic, some people may be hard pressed. He supports ideas 118 he’s hearing from the council but he would like to understand more. Director DeGardner 119 noted that the warming house program doesn’t work without supervisory personnel and 120 Ms. Cotton noted the $40,000+ cost of a part time position noted in the budget; if the 121 council wishes, the funds could be left in contingency for a time when the pandemic 122 situation changes and the council can discuss programs at that time. Mayor Rafferty 123 asked the council to remember that people are still living with the uncertainly of 124 COVID19 and the extra contingency could be used to lower taxes. Mayor Rafferty added 125 that the Blue Heron Days funds ($10,000) could also be moved to lower taxes since he 126 doesn’t see that event coming forward for 2021; he would like to see a contingency of 127 about $70,000. 128 129 Councilmember Stoesz asked if the rinks will still be open without a warming house. 130 Director DeGardner said absolutely and he is looking at a lighting system that could be 131 CITY COUNCIL WORK SESSION DRAFT 4 initiated by skaters and of course benches would be available; portable toilets will remain 132 available. 133 134 On the question of recreation programming for 2021, Director DeGardner said he doesn’t 135 have enough answers at this time to warrant planning for 2021 but as things evolve next 136 year, it could be individual decisions brought forward next year. 137 138 Mr. DeGardner noted the Parks and Trails Fund that has traditionally been funded and is 139 currently not funded for 2021. Recommendations on the use of those funds have come 140 from the Park Board and there were recommendations for this year that are not funded. 141 He added that currently there is not enough funding included in the budget to do a full 142 park update project; if the park and trail funding were to come forward that would have an 143 impact. 144 145 Councilmember Lyden asked if there is a downside to leaving the funds in contingency. 146 Administrator Cotton said she’s been with the City for five years and for each of the 147 budgets for those years the council has utilized reserves to balance; the budget proposed 148 doesn’t utilize reserve and has a tax rate reduction and that is a good position to be in. 149 Ms. Cotton noted that there is no certainly in the valuations going up each year. She feels 150 like the budget before council positions the city well going into the future; she has concern 151 about utilizing reserves once again that will have implications for the future. 152 153 Public Services Director DeGardner provided an update on the parks budget and needs 154 going forward. 155 156 Administrator Cotton noted that there are a lot of needs and normally some are deferred 157 during yearly budget discussions. She understands the desire for a flat tax rate (or 158 reduction). But if needs aren’t taken care of in one budget year, they will continue 159 coming back. 160 161 Mayor Rafferty said he sees a value in figuring out the lighting for skating but not for 162 staff. He doesn’t see Blue Heron Days happening; perhaps the corn roast which is a good 163 event for the community. He’d like to move the $10,000 budgeted for Blue Heron Days 164 into the contingency fund and expend funds for a lighting solution at the skating rinks 165 (cost estimate for complete change out at Sunrise Park would be $15,000 estimated by 166 staff; conversion of lighting is necessary element). Mayor Rafferty said he favors 167 allowing staff to utilize a portion as he has indicated but also bring the tax rate down 168 perhaps $100,000. Mayor Rafferty pointed out that the taxpayers generally look at the 169 bottom line of what they are paying and not the tax rate. 170 171 Mayor Rafferty asked about the use of enterprise dollars to cover personnel costs of those 172 working on fund activities. Mr. DeGardner said there is a current allocation and Ms. 173 Lynch noted that this wouldn’t necessarily be a good time to expand personnel costs to 174 the funds with a rate study coming forward. 175 176 CITY COUNCIL WORK SESSION DRAFT 5 A resident was present to support improvements at Brandywood Park. Mr. DeGardner 177 said it’s a twenty year old structure and he expects the trail will bring more people; it 178 could certainly use an update. 179 180 Councilmember Cavegn noted that the council wanted a flat tax rate and staff has 181 provided that by changing requests. He now feels that the funds available could be 182 utilized for current needs. 183 184 Public Services Director DeGardner said there are many needs for parks. He noted that 185 the City has to absorb debt costs coming forward such as the West Shadow Lake Drive 186 Reconstruction project this year; that was done along with maintaining a flat tax rate. 187 188 Ms. Lynch noted that there has been much good discussion about needs and use. The 189 funds could be left in the contingency to be available for future needs discussions. Ms. 190 Cotton remarked that there is uncertainty and it makes sense to have the funds available. 191 192 Mayor Rafferty said it’s the same thing every year – there are many needs and there have 193 to be choices made. 194 195 Councilmember Lyden said he sees both sides. Is there a compromise possible? 196 197 Councilmember Stoesz said he is settled on the idea that recreation will probably not be 198 possible in 2021. For the contingency amount, he can see $100,000 or $70,000. 199 200 Mayor Rafferty asked what if the parks budget was allocated $60,000. How would Mr. 201 DeGardner utilize it? Mr. DeGardner responded that it would depend on where the funds 202 were focused and that would be a city council direction. The mayor said he’d like to see 203 the contingency fund no more than $70,000 and give $77,000 to the parks. Budget is 204 $177,000 - $100,000 forward – remainder to park board with the understanding that will 205 not be enough to fully improve a single park. The council concurred. 206 207 Administrator Cotton asked if the funds would go to the parks and trails fund. Director 208 DeGardner said he’d prefer they go to the parks fund. Ms. Cotton said they should be 209 added back to the budget officially and use designated; she noted the items anticipated 210 totaling $61,000. Director DeGardner suggested that the extra could augment the first 211 year of two years trail projects. 212 213 Mayor Rafferty asked about Birch Park lighting and Mr. DeGardner said that’s planned 214 for 2022. 215 216 Director Lynch asked what if $66,170 were reallocated to parks fund. The current 217 funding for the warming houses and Blue Heron Days would go to contingency to be 218 repurposed or not in 2021. 219 220 Councilmember Stoesz said his thought is that this is a shifting of funds from recreation to 221 CITY COUNCIL WORK SESSION DRAFT 6 trails, meeting people where they are at during COVID. 222 223 The council concurred. 224 225 Mayor Rafferty noted land near Fire Station No. 2 and he has asked staff about utilizing 226 current funding for any work for a “first phase of recreation area”. Perhaps that matter 227 could be discussed further at the work session. It is currently budgeted money so not 228 really part of next year’s budget discussion. 229 230 Meeting adjourned at 8:00 p.m. 231 These minutes were considered, corrected and approved at the regular Council meeting 232 held on December 14, 2020. 233 234 235 236 237 Julianne Bartell, City Clerk Rob Rafferty, Mayor 238 239 CITY COUNCIL AGENDA ITEM 1F STAFF ORIGINATOR: Julie Bartell, City Clerk MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-149, Establishing Polling Places, 2020 Election VOTE REQUIRED: 3/5 INTRODUCTION All cities conducting elections in 2021 are required to adopt a resolution establishing their polling places before the end of this year. The City of Lino Lakes will administer a General Election on November 2, 2021. BACKGROUND The City’s polling locations have been in place since 2008. The attached resolution establishes those polling places for the 2021 election. Staff monitors the need to update polling place locations and precinct lines and will report to the council as that need develops. RECOMMENDATION Staff recommends adoption of Resolution No. 20-149, Establishing Polling Places for the 2021 Election. ATTACHMENTS Resolution No. 20-149 CITY OF LINO LAKES RESOLUTION NO. 20-149 RESOLUTION ESTABLISHING POLLING LOCATIONS FOR 2021 ELECTION YEAR WHEREAS, Minnesota Statute 204B.16, subd. 1 requires the governing body of each municipality to designate by ordinance or resolution polling places for each election precinct each year no later than December 31st; and WHEREAS, the polling places designated by resolution in December of each year are the polling places to be used for elections in the following calendar year; NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes that the polling locations to be used for municipal precincts in calendar year 2021 are as follows: Precinct #1 Lino Lakes Senior Center, 1189 Main Street Precinct #2 Lino Lakes Fire Station #1, 7741 Lake Drive Precinct #3 St. Joseph Catholic Church, 171 Elm Street Precinct #4 Lino Lakes City Hall, 600 Town Center Parkway Precinct #5 Rice Creek Covenant Church, 125 Ash Street Precinct #6 Living Waters Lutheran Church, 865 Birch Street Precinct #7 Rice Lake Elementary School, 575 Birch Street BE IT FURTHER RESOLVED that the City Council directs the City Clerk to make all necessary notifications and preparations for elections held in 2021 as required by MN Statute, Rule and Administrative Policy of the City. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Councilmember and was duly seconded by Councilmember and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: Rob Rafferty, Mayor ATTEST: Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 1G STAFF ORIGINATOR: John Swenson, Public Safety Director MEETING DATE: December 14, 2020 TOPIC: Acceptance Police Canine Leash VOTE REQUIRED: 3/5 INTRODUCTION The Lino Lakes Public Safety Department is requesting council approval to accept a canine leash as a donation from Kristy Monroe. BACKGROUND Ms. Monroe is a supporter of police canine teams throughout the United States and wanted to support the Lino Lakes Police Canine team of Officer Mobraten and K9 Argos with a donation of a 15 foot tracking leash. This donation is valued at $70.00 RECOMMENDATION Staff recommends Council approval for acceptance of the police canine leash. ATTACHMENTS Memo from Sgt. Melissa Christensen Lino Lakes Public Safety Police Division Memorandum TO: Chief Swenson FROM: Sgt. Christensen DATE: 11-16-2020 RE: K9 donation Chief Swenson, As you are aware, Officer Mobraten has an Instagram page for her K9 partner Argos. Officer Mobraten was recently contacted by one of their Instagram followers about providing a donation to the K9 program. This individual, Kristy Monroe, has provided similar donations, including ballistic K9 vests, to other K9 programs throughout the country. Because K9 Argos already has a ballistic vest, she has expressed a desire to donate a new 15 foot tracking lead for Officer Mobraten and Argos as she is a big supporter of law enforcement. This donation is valued at $70.00 Because of the wide variety of tasks Argos is trained to do, it requires a lot of different equipment including multiple collars and leashes/leads. Officer Mobraten stated the tracking lead she currently has is starting to get worn and would need to be replaced soon, so this donation would be very helpful. This tracking lead is a special long leash that is used when the K9 team is tracking and is generally much longer than a normal dog leash and helps the handler to properly control the dog. Officer Mobraten is seeking approval to accept this donation. Below are a couple pictures of what a typical police K9 lead looks like. 1 CITY COUNCIL AGENDA ITEM 1H STAFF ORIGINATOR: Katie Larsen, City Planner MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-161 Extending the Recording Date for the Final Plat of Natures Refuge VOTE REQUIRED: 3/5 INTR ODUCTION The developer, Preferred Builders, Inc., is requesting a 90 day extension for recording the final plat of Natures Refuge . BACKGROUND On September 14, 2020, the City Council passed Resolution No. 20-81 approving the final p lat for Natures Refuge . Per Subdivision Ordinance Section 1001.059(3), the developer shall record the plat within 90 days after the date of approval, otherwise the approval of the final plat shall be considered void, unless the developer requests and receives an extension from the City Council. The current 90 day deadline is December 13, 2020. A 90 day extension would make the new recording deadline March 13, 2021. RECOMMENDATION Staff recommends approval of Resolution No . 20-161 granting a 90 day extension until March 13, 2021 for recording the final plat and related documents of Natures Refuge . ATTACHMENTS 1. Resolution No. 20-161 1 CITY OF LINO LAKES RESOLUTION NO. 20-161 RESOLUTION EXTENDING THE RECORDING DATE FOR THE FINAL PLAT OF NATURES REFUGE WHEREAS , review and approvals of plats are governed by Minnesota Statutes and City of Lino Lakes ordinances; and WHEREAS , the final plat for Natures Refuge was approved by the City Council on September 14, 2020 with Resolution No. 20-81; and WHEREAS , the City’s Subdivision Ordinance Section 1001.059(3) states the developer shall record the plat within 90 days after the date of approval, otherwise the approval of the final plat shall be considered void, unless the developer requests and receives an extension from the City Council; and WHEREAS , the developer, Preferred Builders, Inc. has requested a 90 day extension to record the final p lat. NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes that the recording date deadline for the final p lat and related documents for Natures Refuge has been extended to March 13, 2021. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 1I STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: December 14, 2020 TOPIC: Consider Approval of Settlement Agreement VOTE REQUIRED: 3/5 INTRODUCTION The Council is being asked to approve Settlement Agreement 2020-01. BACKGROUND The City has reached a tentative agreement on a continued health insurance claim. Staff is requesting final approval of the settlement agreement. RECOMMENDATION Approve Settlement Agreement 2020-01. ATTACHMENTS None CITY COUNCIL AGENDA ITEM 1J STAFF ORIGINATOR: Julie Bartell, City Clerk MEETING DATE: December 14, 2020 TOPIC Consider Resolution 20-169, Approving Off-Sale 3.2 Beer and Tobacco License for Casey’s Retail Company (Casey’s General Store), 7601 Lake Drive VOTE REQUIRED: 3/5 INTRODUCTION Casey’s Retail Company, dba/Casey’s General Store, is in the process of acquiring the retail building at 7601 Lake Drive and has submitted an application to the City requesting an Off-Sale 3.2 Beer and Tobacco License. BACKGROUND The license applications have been reviewed by City staff and the related license fees have been paid. The Lino Lakes Public Safety Department has conducted the required background investigation on the members of the corporation and reports no information that would prevent issuance of a liquor license. In accordance with the Lino Lakes Code of Ordinances, Section 702 relating to Beer Licensing, the application requires approval by the City Council. The code also requires that opportunity shall be given to any person to be heard for or against the granting of the license. If local approval is granted, the application for a 3.2 Off-Sale Beer license will be forwarded to the Minnesota Alcohol & Gambling Enforcement Division for certification. The applicant has been made aware that final issuance of the license is subject to all the provisions and conditions of the laws of the city, state and federal government. RECOMMENDATION Approve Resolution No. 20-169, Approving Off-Sale 3.2 Beer and Tobacco License for Casey’s Retail Company. CITY OF LINO LAKES RESOLUTION NO. 20-169 APPROVING ISSUANCE OF A 3.2 OFF-SALE BEER AND TOBACCO LICENSE TO CASEY’S RETAIL COMPANY (CASEY’S GENERAL STORE), 7601 LAKE DR WHEREAS, Casey’s Retail Company has submitted an application for a 3.2 Off-Sale Beer and Tobacco License for the existing facility at 7601 Lake Drive in Lino Lakes; and WHEREAS, City staff has reviewed said application and determined that the request meets the requirements of the City Code and Minnesota State Statutes for the type of licenses requested; and WHEREAS, the Public Safety Department of the City of Lino Lakes has conducted an investigation of the applicants, and; WHEREAS, the applicant has provided proof of insurance as required and has paid the necessary fees; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lino Lakes hereby approves a 3.2 Off-Sale Beer and Tobacco License for Casey’s Retail Company, subject to their compliance to all the provisions and conditions of the laws of the city, state and federal government. Adopted by the City Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Councilmember _______________and was duly seconded by Councilmember ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 2A (i) STAFF ORIGINATOR: Hannah Lynch MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-154, Adopting the Final 2020 Tax Levy, Collectible in 2021 VOTE REQUIRED: 3/5 BACKGROUND Minnesota State Statutes require the City of Lino Lakes to adopt and certify a final 2020 tax levy, collectible in 20 21 on or before December 28, 2020. The total levy includes dollars for the general operating budget as well as dollars for special levies for tax abatement and bonded indebtedness. The levy provides resources for City operations, capital outlay and equipment replacement, street and surface water maintenance, park and trail improvements, and a contingency for unknowns. The levy also includes voter -approved levies of $175,896 to service debt for the Birch/Ware and Lake/Main intersection signalization projects and $219,227 to service debt for the Shenandoah Street Reconstruction project. The total proposed tax levy for 2020/21 is $11,141,815 which is equal to the preliminary levy adopted in September. The proposed levy represents an increase of $650,297, or 6.20% over the 2019/20 tax levy. The tax rat e is estimated to decrease for 2021 from 39.870% to 39.437%. A public hearing was held on the tax levy this evening. Tax levy information was presented and discussed during the public hearing and public testimony was received. The City Council needs to take final action on the tax levy at this time. RECOMMENDATION Staff recommends the approval of Resolution No. 20-154. ATTACHMENTS 2021 Final Proposed Budget & Tax Levy Resolution No. 20-154 7/27/2020 8/19/2020 9/8/2020 9/28/2020 11/30/2020 12/14/2020Adopted Proposed Proposed Proposed Preliminary Proposed Proposed $ %2020 2021 2021 2021 2021 2021 2021 Change ChangeTax LeviesOperating Levy8,368,756 9,907,192 9,101,827 9,169,865 9,232,367 9,232,367 9,232,367 863,611 10.32%Debt Levy2,122,762 1,909,448 1,909,448 1,909,448 1,909,448 1,909,448 1,909,448 (213,314) -10.05%Total Tax Levy10,491,518 11,816,640 11,011,275 11,079,313 11,141,815 11,141,815 11,141,815 650,297 6.20%Year-over-Year Change Levy $1,325,122 519,757 587,795 650,297 650,297 650,297 6.20%Drill-Down on Year-Over-Year Levy Changes7/27/2020 8/19/2020 9/8/2020 9/28/2020 11/30/2020 12/14/2020Adopted Proposed Proposed Proposed Preliminary Proposed Proposed %2020 2021 2021 2021 2021 2021 2021 Change ChangeRevenuesProperty Taxes (Delinquent, Penalties/Interest) 39,000 39,000 39,000 39,000 39,000 39,000 39,000 - 0.00%Intergovt Revenue616,459 631,569 631,569 631,569 631,569 631,523 631,523 15,064 2.44%Business Licenses/Permits144,233 143,959 143,959 143,959 143,959 143,959 143,959 (274) -0.19%Non-Business Licenses/Permits788,113 799,060 799,060 799,060 799,060 799,060 799,060 10,947 1.39%Charges for Services27,538 31,183 31,183 31,183 31,183 31,183 31,183 3,645 13.24%Public Safety Service Charges190,800 190,800 190,800 190,800 190,800 190,800 190,800 - 0.00%Municipal Fines116,100 106,100 106,100 106,100 106,100 106,100 106,100 (10,000) -8.61%Miscellaneous324,171 323,576 323,576 323,576 323,576 323,576 323,576 (595) -0.18%Trf from Closed Bond Fund380,000 ------(380,000) -100.00%Trf from CableTV/Communications Fund-40,000 ------***Use of Reserves200,000 ----- 21,832 (178,168) -89.08%Total Revenues/Funding Sources2,826,414 2,305,247 2,265,247 2,265,247 2,265,247 2,265,201 2,287,033 (539,381) -19.08%ExpendituresPersonal Services7,605,738 8,126,189 7,741,585 7,741,585 7,741,585 7,734,966 7,720,968 115,230 1.52%Supplies477,825 513,530 494,730 499,730 499,730 499,730 504,230 26,405 5.53%Other Services and Charges1,344,407 1,476,228 1,446,848 1,446,848 1,446,848 1,449,753 1,443,553 99,146 7.37%Contracted Services722,084 821,636 748,636 767,636 767,636 767,636 821,336 99,252 13.75%Capital Outlay42,117 205,706 10,700 28,200 28,200 28,200 28,200 (13,917) -33.04%Others1,003,000 1,069,150 924,575 951,113 1,013,615 1,017,283 1,001,113 (1,887) -0.19% Total Expenditures11,195,170 12,212,439 11,367,074 11,435,112 11,497,614 11,497,568 11,519,400 324,230 2.90%Debt ServiceBonds1,549,975 1,557,162 1,557,162 1,557,162 1,557,162 1,557,162 1,557,162 7,187 0.46%Certificates of Indebtedness572,788 352,286 352,286 352,286 352,286 352,286 352,286 (220,502) -38.50% Total Debt Service2,122,762 1,909,448 1,909,448 1,909,448 1,909,448 1,909,448 1,909,448 (213,314) -10.05%0 Year-over-Year Change Levy $1,325,122 519,757 587,795 650,297 650,297 650,297 Total Levy Supported by Valuation Increase503,392 503,392 650,297 650,297 756,547 756,547 Gap to Maintain Flat Tax Capacity Rate821,730 16,365 (62,502) -(106,250) (106,250) Tax Capacity Rate 39.870% 43.352% 39.941% 39.613% 39.870% 39.437% 39.437%GENERAL FUND FORECAST GAP ANALYSIS2020-20211 Adopted Adopted Proposed Difference 2019 2020 2021 2020-2021 % Change Operating Levy General Fund Levy 8,193,124 8,368,756 9,232,367 863,611 10.32% Total Operating Levy 8,193,124 8,368,756 9,232,367 863,611 10.32% Debt Levies Final Levy Year Purpose Certificate of Indebtedness 2015B 2020 Fire Capital Equipment 213,119 214,216 - (214,216) (100.00%) Certificate of Indebtedness 2016 2019 Police/Fleet Capital Equipment 167,559 - - - *** Certificate of Indebtedness 2017 2020 Police/Fleet Capital Equipment 111,395 111,353 - (111,353) (100.00%) Certificate of Indebtedness 2018 2021 Police/Fleet Capital Equipment 115,211 107,100 106,050 (1,050) (0.98%) Certificate of Indebtedness 2019 2022 Police/Fleet Capital Equipment - 140,119 140,307 188 0.13% Certificate of Indebtedness 2020 2023 Police/Fleet Capital Equipment - - 105,929 105,929 *** G.O. Bond 2012A (1)2023 Main St/Lake Dr & Birch St/Ware Rd Traffic Signals/Refund 2003A Series Bonds (Elm Street, Twilight Acres Water Main, Century Farm Lift Station)180,012 178,080 175,896 (2,184) (1.23%) G.O. Bond 2015A (1)2030 Shenandoah Area Street Reconstruction Improv 215,972 222,692 219,227 (3,465) (1.56%) G.O. Bond 2015A - Abatement Portion 2026 Birch Street Sanitary Sewer Ext & Turn Lanes 54,206 48,536 47,696 (840) (1.73%) EDA Lease/Revenue Bond 2015 2035 Fire Station #2 315,722 317,297 316,877 (420) (0.13%) G.O. Tax Abatement Refunding Bond 2016C 2022 City's Participation in YMCA Project 289,097 301,571 313,567 11,996 3.98% G.O Bond 2018A 2033 West Shadow Lake Dr & LaMotte Area Street Reconstruction Improv/Lake Dr Watermain/Trl Improv 200,000 481,799 483,899 2,100 0.44% Total Debt Levy 1,862,292 2,122,762 1,909,448 (213,314) (10.05%) Total Levy 10,055,416 10,491,518 11,141,815 650,297 6.20% (1) Levy Result of Voter-Approved Referendum City of Lino Lakes 2021 Proposed Tax Levy 2 Actual Actual Adopted Actual Proposed 2018 2019 2020 2020 2021 Taxable Market Value 1,959,826,108 2,082,803,803 2,299,471,394 2,299,471,394 2,456,365,382 Annual % Change 8.37% 6.27% 10.40% 10.40% 6.82% Total Tax Capacity Value 21,289,294 22,687,236 24,949,162 24,949,162 26,835,151 Less FD Contribution in Value 1,215,584 1,322,808 1,486,922 1,486,922 1,537,086 Less Captured Value for Tax Increment 421,495 606,568 719,368 719,368 777,720 Total Net Tax Capacity Value 19,652,215 20,757,860 22,742,872 22,683,514 24,520,345 Annual % Change 8.09% 5.63% 9.56% 9.28% 8.10% Actual Actual Adopted Actual Proposed 2018 2019 2020 2020 2021 Total Levy 9,776,732 10,055,416 10,491,518 10,491,518 11,141,815 Less FD Distribution 1,360,639 1,375,292 1,447,780 1,447,780 1,471,726 Total Net Levy for Tax Rate 8,416,093 8,680,124 9,043,738 9,043,738 9,670,089 Annual % Change 2.55% 3.14% 4.19% 4.19% 6.93% Projected City Tax Capacity Rate 42.826% 41.817% 39.766% 39.870% 39.437% CITY OF LINO LAKES 2021 Proposed Net Tax Capacity Calculation Net Tax Capacity Rate Calculation 3 September 2021 2021 Actual Actual Budget YTD Base Adjustments Proposed Increase/ 2018 2019 2020 2020 Budget Requested 2021 Decrease Total Property Taxes 8,147,756 8,161,217 8,407,756 4,251,731 8,407,756 863,611 9,271,367 10.27% Total Special Assessments 329 106 0 0 0 0 0 *** Total Intergovernmental Revenue 651,993 623,256 616,459 341,128 616,459 15,064 631,523 2.44% Business Licenses and Permits 163,235 145,822 144,233 70,590 144,233 (274) 143,959 (0.19%) Non-Business Licenses and Permits 1,096,812 795,747 788,113 652,554 788,113 10,947 799,060 1.39% Charges for Services 26,437 57,592 27,538 36,717 27,538 3,645 31,183 13.24% Public Safety 193,672 203,891 190,800 87,235 190,800 0 190,800 0.00% Municipal Fines 114,991 98,390 116,100 62,226 116,100 (10,000) 106,100 (8.61%) Investments 75,880 159,482 30,000 0 30,000 0 30,000 0.00% Administrative Charges 92,065 79,461 78,999 25,036 78,999 77 79,076 0.10% Miscellaneous 206,903 1,162,354 795,172 514,537 215,172 (672) 236,332 (70.28%) Total Revenues 10,770,072 11,487,319 11,195,170 6,041,754 10,615,170 882,398 11,519,400 2.90% CITY OF LINO LAKES 2021 PROPOSED GENERAL FUND REVENUE 4 September 2021 2021 Account Actual Actual Budget YTD Base Adjustments Proposed Number 2018 2019 2020 2020 Budget Requested 2021 Budget Detail Property Taxes General Property Tax 101-3010-000 6,996,180 7,026,344 8,368,756 3,667,037 8,368,756 863,611 9,232,367 Levy for General Operations Delinquent taxes 101-3020-000 21,374 30,699 35,000 7,263 35,000 0 35,000 Prior Year(s) Delinquencies Delinquent taxes - Tax Abatements 101-3025-000 1 9 0 1 0 0 0 Manufactured Home Tax 101-3030-000 0 0 0 0 0 0 0 Fiscal Disparities 101-3040-000 1,126,142 1,102,010 0 577,424 0 0 0 Fiscal Disparities - Tax Abatements 101-3045-000 0 0 0 0 0 0 0 Excess Tax Increments 101-3050-000 1,253 1 0 0 0 0 0 Tax Abatements 101-3055-000 0 0 0 0 0 0 0 Tax Forfeits 101-3060-000 1,357 1,509 0 0 0 0 0 Penalties & Interest 101-3150-000 1,448 645 4,000 5 4,000 0 4,000 8,147,756 8,161,217 8,407,756 4,251,731 8,407,756 863,611 9,271,367 Special Assessments Current Assessments 101-3110-000 329 106 0 0 0 0 0 329 106 0 0 0 0 0 Intergovernmental Revenue Police Grant 101-3315-000 14,395 0 0 0 0 0 0 Traffic Safety Grant Funded Officer - Grant Funding Ends 9-30-18 Other Federal Revenue 101-3319-000 0 0 0 0 0 0 0 Local Government Aid 101-3340-000 0 0 0 0 0 0 0 Market Value Homestead Credit 101-3341-000 4,783 5,412 4,000 0 4,000 0 4,000 Municipal State Aid 101-3345-000 261,197 255,335 255,000 272,021 255,000 15,000 270,000 For Maintenance of City-Designated State-Aid Roads Police State Aid 101-3346-000 256,885 251,553 255,000 21,641 255,000 0 255,000 Aid for Police Retirement Plan and POST Training Other State Revenue 101-3348-000 9,481 15,666 10,000 10,707 10,000 0 10,000 PERA Aid, Other State Grants & Aids Fire State Aid 101-3349-000 14,409 24,272 14,000 3,780 14,000 0 14,000 Fire Training/Ed Anoka County Solid Waste 101-3360-000 90,843 71,018 78,459 32,980 78,459 64 78,523 SCORE Grant for Recycling Efforts Anoka County Special Detail 101-3364-000 0 0 0 0 0 0 0 Liveable Communities Grant 101-3370-000 0 0 0 0 0 0 0 Coop Agreement - Met Council 101-3371-000 0 0 0 0 0 0 0 651,993 623,256 616,459 341,128 616,459 15,064 631,523 Business Licenses and Permits Liquor License - Bar 101-3201-000 35,100 27,750 32,000 16,000 32,000 0 32,000 License to Sell Liquor for On-Premises Consumption Liquor License - Beer 101-3202-000 1,000 950 1,000 650 1,000 0 1,000 License to Sell Beer for On-Premises Consumption Off-Sale Liquor 101-3203-000 1,667 2,000 2,000 2,150 2,000 0 2,000 License to Sell Packaged Liquor for Off-Premises Consumption Sunday Liquor License 101-3204-000 1,938 1,600 1,900 3,483 1,900 0 1,900 License to Sell Liquor for On-Premises Consumption on Sunday Club Liquor License 101-3205-000 300 300 300 150 300 0 300 Beer Permit 101-3206-000 0 0 0 0 0 0 0 Investigation Fee 101-3208-000 2,327 838 1,000 303 1,000 0 1,000 Fee to Perform Background Investigation for Liquor License Apps Garbage Removal License 101-3209-000 1,830 1,830 1,700 1,740 1,700 0 1,700 Annual License to Collect Refuse in the City Temporary Consumption Permit 101-3210-000 300 350 300 0 300 0 300 Cigarette License 101-3211-000 750 700 600 650 600 0 600 Annual License to Sell Cigarettes in the City Contractor's License 101-3213-000 22,905 13,310 18,052 7,690 18,052 (949) 17,103 Rental Housing License 101-3215-000 6,457 6,532 5,781 3,771 5,781 125 5,906 Kennel License 101-3218-000 0 0 0 0 0 0 0 Dance 101-3219-000 35 35 35 0 35 0 35 Fireworks License 101-3220-000 200 200 150 100 150 50 200 Massage License 101-3222-000 1,783 1,300 1,100 650 1,100 0 1,100 Peddlers License 101-3223-000 2,500 2,875 2,000 2,900 2,000 500 2,500 License for Door-to-Door Sales Gambling Tax 101-3224-000 0 0 0 0 0 0 0 Lodging Tax 101-3225-000 84,143 85,252 76,315 30,353 76,315 0 76,315 163,235 145,822 144,233 70,590 144,233 (274) 143,959 Non-Business Licenses and Permits Building Permits 101-3250-000 695,633 412,691 459,364 341,657 459,364 (14,143) 445,221 Value-Based Fee-Covers the Cost of Inspec. & Code Compl. Plan Inspection Fees 101-3251-000 223,917 198,309 181,682 180,848 181,682 19,191 200,873 65% of Bldg Permit Fee to Cover Cost of Plan Review Erosion Control Permits 101-3252-000 25,730 19,040 27,200 19,200 27,200 (2,400) 24,800 Plumbing Permits 101-3253-000 43,555 31,017 26,469 30,609 26,469 758 27,227 Mechanical Permits 101-3254-000 63,454 70,300 56,069 50,699 56,069 2,372 58,441 Septic Plumbing Permit 101-3255-000 5,530 5,030 5,856 4,060 5,856 (138) 5,718 Septic System Permit 101-3256-000 7,200 6,000 6,410 7,750 6,410 (68) 6,342 Fence Permit 101-3259-000 4,690 5,025 3,871 4,422 3,871 192 4,063 Dog License 101-3260-000 1,142 1,375 1,500 973 1,500 (250) 1,250 Sign Permit 101-3262-000 325 1,070 1,176 100 1,176 (18) 1,158 Road Overweight Permit 101-3263-000 0 0 0 0 0 0 0 Underground Utility Permit 101-3264-000 18,291 36,738 14,016 8,906 14,016 1,451 15,467 Miscellaneous Permits 101-3266-000 7,344 9,152 4,500 3,329 4,500 4,000 8,500 1,096,812 795,747 788,113 652,554 788,113 10,947 799,060 CITY OF LINO LAKES 2021 PROPOSED GENERAL FUND REVENUE 5 September 2021 2021 Account Actual Actual Budget YTD Base Adjustments Proposed Number 2018 2019 2020 2020 Budget Requested 2021 Budget Detail CITY OF LINO LAKES 2021 PROPOSED GENERAL FUND REVENUE Charges for Services Land Use Fee 101-3265-000 10,131 12,562 5,688 12,687 5,688 1,645 7,333 Sale of Supplies 101-3404-000 39 51 100 13 100 0 100 Assessment Searches 101-3405-000 3,780 3,460 3,000 7,040 3,000 500 3,500 Election Filing Fees 101-3409-000 0 50 0 20 0 0 0 Return Check Fee 101-3413-000 30 0 0 30 0 0 0 Materials for Resale 101-3416-000 0 0 0 0 0 0 0 Aerial Map Fee 101-3417-000 2,880 27,090 12,000 9,450 12,000 0 12,000 Public Works Fees 101-3433-000 9,210 13,674 6,000 7,334 6,000 1,500 7,500 Other Park Revenues 101-3470-000 368 705 750 143 750 0 750 Other Recreation Fees 101-3472-000 0 0 0 0 0 0 0 26,437 57,592 27,538 36,717 27,538 3,645 31,183 Public Safety Police Reports 101-3420-000 780 866 800 358 800 0 800 Police Training Fees 101-3421-000 0 0 0 0 0 0 0 Police Other Revenues 101-3422-000 192,892 203,025 190,000 86,877 190,000 0 190,000 Common Space Revenues 101-3423-000 0 0 0 0 0 0 0 193,672 203,891 190,800 87,235 190,800 0 190,800 Municipal Fines Fines & Forfeits 101-3510-000 114,691 97,290 115,500 61,926 115,500 (10,000) 105,500 ACE Fees 101-3511-000 0 0 0 0 0 0 0 Driving Diversion Program (DDP) 101-3512-000 300 1,100 600 300 600 0 600 114,991 98,390 116,100 62,226 116,100 (10,000) 106,100 Investments Interest on Investments 101-3620-000 98,356 94,230 30,000 0 30,000 0 30,000 Change in Fair Value of Investments 101-3621-000 (22,476) 65,252 0 0 0 0 0 75,880 159,482 30,000 0 30,000 0 30,000 Administrative Charges Administrative Charge - Bonds 101-3490-000 5,000 0 0 0 0 0 0 Investment Management Charge 101-3494-000 50,000 50,000 50,000 0 50,000 0 50,000 Administrative Charge - Escrows 101-3493-000 0 0 0 0 0 0 0 Administrative Charge - TIF 101-3491-000 0 0 0 0 0 0 0 Engineering/Planning Charges 101-3492-000 37,065 29,461 28,999 25,036 28,999 77 29,076 92,065 79,461 78,999 25,036 78,999 77 79,076 Miscellaneous Use of Fund Reserves 0 0 200,000 0 0 0 21,832 Transfer From Other Funds 101-3920-000 0 256,480 380,000 380,000 0 0 0 Circle Pines Gas Franchise 101-3350-000 56,422 58,706 55,000 28,972 55,000 0 55,000 Other Solid Waste 101-3361-000 3,389 3,837 1,500 14 1,500 1,500 3,000 SAC/Surcharge Fee 101-3414-000 4,947 3,741 4,000 2,884 4,000 0 4,000 Building Rentals 101-3640-000 0 0 0 0 0 0 0 Gambling Ordinance Funding 101-3710-000 0 0 0 0 0 0 0 Donations 101-3720-000 500 550 500 0 500 0 500 Other Grants (Non-govt) 101-3725-000 0 0 0 0 0 0 0 Refunds & Reimbursements 101-3730-000 32,148 731,908 42,082 12,150 42,082 (7,082) 35,000 Bldg Lease Revenue 101-3740-000 105,133 107,963 110,090 89,096 110,090 4,910 115,000 Tree Refunds - Escrows 101-3631-000 (995) (951) 0 0 0 0 0 Cable TV 101-3630-000 0 0 0 0 0 0 0 Miscellaneous Revenue 101-3810-000 5,159 120 2,000 861 2,000 0 2,000 Sale of Fixed Assets 101-3910-000 200 0 0 560 0 0 0 206,903 1,162,354 795,172 514,537 215,172 (672) 236,332 Total Revenues 10,770,072 11,487,319 11,195,170 6,041,754 10,615,170 882,398 11,519,400 6 Adopted Adopted Proposed 2019 2020 2021 ADMINISTRATION 4.000 4.000 4.000 FINANCE 3.250 3.100 3.100 ECONOMIC DEVELOPMENT - - - PLANNING & ZONING 1.000 1.000 1.000 COMMUNITY DEVELOPMENT 2.000 2.000 2.000 ENVIRONMENTAL 0.350 0.375 0.375 SOLID WASTE 0.300 0.250 0.250 FORESTRY 0.350 0.375 0.375 POLICE 30.550 30.550 32.550 FIRE 1.950 1.950 1.950 BUILDING INSPECTIONS 3.500 3.500 3.500 STREETS 6.650 6.650 6.250 FLEET 1.500 1.500 2.200 GOVERNMENT BUILDINGS - - - PARKS 5.200 5.200 4.950 RECREATION 1.350 1.350 - TOTAL GENERAL 61.950 61.800 62.500 WATER 3.325 3.400 3.250 SEWER 3.325 3.400 3.250 GRAND TOTAL 68.600 68.600 69.000 Personnel are shown as Full Time Equivalents (FTE) PERSONNEL - TOTAL CITY OF LINO LAKES 7 September 2021 2021 Actual Actual Budget YTD Base Adjustments Proposed Increase/ 2020 2021 DEPT# DESCRIPTION 2018 2019 2020 2020 Budget Requested 2021 Decrease % of Total % of Total ADMINISTRATION 401 MAYOR AND COUNCIL 75,106 78,646 90,798 45,145 89,263 500 89,763 (1.14%) 0.81% 0.78% 402 ADMINISTRATION 484,222 513,626 546,293 481,465 542,835 9,000 551,835 1.01% 4.88% 4.79% 403 ELECTIONS 31,309 15,599 50,450 31,819 50,450 (31,290) 19,160 (62.02%) 0.45% 0.17% 404 CABLE TV 2,727 2,471 2,658 1,064 2,658 (0) 2,658 (0.00%) 0.02% 0.02% 405 CHARTER ADMINISTRATION 499 325 2,500 0 2,500 0 2,500 0.00% 0.02% 0.02% 407 FINANCE 622,904 674,407 678,590 493,647 667,290 18,937 686,227 1.13% 6.06% 5.96% 414 LEGAL CONSULTANTS 141,407 132,226 130,000 79,660 130,000 5,000 135,000 3.85% 1.16% 1.17% TOTAL ADMINISTRATION 1,358,175 1,417,300 1,501,289 1,132,800 1,484,996 2,147 1,487,143 (0.94%) 13.41% 12.91% COMMUNITY DEVELOPMENT 415 ECONOMIC DEVELOPMENT 104,271 112,912 108,484 36,934 108,484 0 108,484 0.00% 0.97% 0.94% 416 PLANNING AND ZONING 136,816 124,094 164,555 95,868 168,048 0 168,048 2.12% 1.47% 1.46% 417 ENGINEERING 101,677 103,307 111,160 72,525 111,160 (1,400) 109,760 (1.26%) 0.99% 0.95% 418 COMMUNITY DEVELOPMENT 210,832 216,050 229,873 138,782 235,080 100 235,180 2.31% 2.05% 2.04% 461 ENVIRONMENTAL 53,508 60,147 63,259 34,670 63,341 0 63,341 0.13% 0.57% 0.55% 462 SOLID WASTE ABATEMENT 84,840 76,493 78,459 40,909 78,523 0 78,523 0.08% 0.70% 0.68% 463 FORESTRY 60,677 71,279 61,132 48,222 61,105 10,300 71,405 16.80% 0.55% 0.62% TOTAL COMMUNITY DEVELOPMENT 752,620 764,282 816,922 467,911 825,741 9,000 834,741 2.18% 7.30% 7.25% PUBLIC SAFETY 420 POLICE PROTECTION 3,729,755 3,845,003 4,142,497 2,598,822 4,225,710 142,337 4,368,047 5.44% 37.00% 37.92% 421 FIRE PROTECTION 564,944 564,939 640,117 371,310 659,070 39,815 698,885 9.18% 5.72% 6.07% 422 BUILDING INSPECTIONS 286,936 321,206 352,560 238,139 376,480 200 376,680 6.84% 3.15% 3.27% TOTAL PUBLIC SAFETY 4,581,635 4,731,147 5,135,174 3,208,271 5,261,260 182,352 5,443,612 6.01% 45.87% 47.26% PUBLIC SERVICES 430 STREETS 888,559 943,756 968,090 613,058 961,252 47,500 1,008,752 4.20% 8.65% 8.76% 431 FLEET MANAGEMENT 464,915 432,828 470,500 278,706 557,567 1,592 559,159 18.84% 4.20% 4.85% 432 GOVERNMENT BUILDINGS 521,535 1,436,942 477,721 371,186 477,720 16,866 494,586 3.53% 4.27% 4.29% 450 PARKS DEPARTMENT 619,420 743,143 646,937 408,040 619,294 71,000 690,294 6.70% 5.78% 5.99% 451 RECREATION 220,482 167,314 175,538 92,127 19,600 (19,600) 0 (100.00%) 1.57% 0.00% TOTAL PUBLIC SERVICES 2,714,912 3,723,983 2,738,786 1,763,116 2,635,433 117,358 2,752,791 0.51% 24.46% 23.90% OTHERS 499 CONTINGENCY/TRANSFERS/OTHERS 1,293,512 943,554 1,003,000 928,000 1,003,000 (1,887) 1,001,113 (0.19%) 8.96% 8.69% TOTAL OTHERS 1,293,512 943,554 1,003,000 928,000 1,003,000 (1,887) 1,001,113 (0.19%) 8.96% 8.69% TOTAL GENERAL FUND EXPENDITURES 10,700,854 11,580,266 11,195,170 7,500,098 11,210,430 308,970 11,519,400 2.90% 100.00% 100.00% CITY OF LINO LAKES 2021 GENERAL FUND BUDGET PROPOSED EXPENDITURES 8 MAYOR AND COUNCIL (101-401)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 36,146 38,106 45,400 31,667 44,5120 44,512PERA4121-000 1,799 1,876 2,270 1,623 2,2260 2,226SOCIAL SECURITY4122-000 1,043 1,084 1,246 469 6450 645LIFE INSURANCE4133-000000000 0WORKER'S COMPENSATION 4151-0005667 182 70 1800 18039,045 41,133 49,098 33,830 47,5630 47,563SUPPLIESOFFICE SUPPLIES4200-000000000 0 Signature stamps, name plates, special meeting expenses00 00000OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 1200 4,000 200 4,0000 4,000 Strategic Planning/Goal Setting FacilitatorTRAVEL & TUITION4330-000 462 1,435 1,500 550 1,5000 1,500 LMC Conference, Elected Officials ConferencePRINTING & PUBLISHING4340-000028 2000 2000 200 Meeting NoticesNEWSLETTER4343-000 14,258 14,172 13,000 9,309 13,0000 13,000 Spring/Summer, Fall & Winter Newsletters14,839 15,635 18,700 10,059 18,7000 18,700CONTRACTUAL SERVICESSUBSCRIPTIONS & DUES4452-000 17,433 18,061 18,0000 18,000 500 18,500 League of MN Cities, MN Mayors AssociationCITY MARKETING4900-000 3,789 3,818 5,000 1,256 5,0000 5,000Flowers, Plaques & Awards, Employee Appreciation, Lino Lakes Ambassadors21,222 21,879 23,000 1,256 23,000 500 23,500TOTAL MAYOR AND COUNCIL75,106 78,646 90,798 45,145 89,263 500 89,763CITY OF LINO LAKES100% Mayor 4 - 100% Councilmembers2 EDA Meetings @ $40/mtg - $4009 ADMINISTRATION (101-402)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 363,533 376,559 388,442 345,645 389,2180 389,218OVERTIME4102-000 29800 37700 0TEMPORARIES4106-000 8,576 13,016 16,500 7,072 16,5000 16,500WELLNESS PROGRAM4108-000 1,146 1,165 1,440 4767200 720PERA4121-000 27,289 28,509 30,371 22,350 30,4290 30,429SOCIAL SECURITY4122-000 27,449 28,807 30,978 21,908 31,0370 31,037ICMA EMPLOYER4123-00000 1,7110 1,6940 1,694HEALTH INSURANCE4131-000 18,601 18,634 30,871 13,846 30,8710 30,871LIFE & DISABILITY INSURANCE 4133-000 1,053 1,085 1,436 960 1,4390 1,439DENTAL INSURANCE4134-000 2,117 2,117 2,117 1,499 2,1570 2,157VEHICLE ALLOWANCE4135-000 3,600 3,600 3,600 1,65000 0REEMPLOYMENT INSURANCE 4141-000 30400000 0WORKER'S COMPENSATION 4151-000 2,028 2,285 2,428 2,379 2,3710 2,371455,994 475,776 509,894 418,162 506,4360 506,436OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 15,231 23,610 12,000 17,354 12,000 3,000 15,000Drug/alcohol testing, pre-employment assessments, training, web consultingLABOR CONSULTANTS4310-000 1,436 1,070 3,000 33,623 3,000 6,000 9,000Labor relations, employment law, contract negotiations, arbitrationTELEPHONE4321-000 360 360 360 2703600 360 Cellular Telephone ReimbursementTRAVEL & TUITION4330-000 5,689 5,444 8,500 1,532 8,5000 8,500LMC Conference, ICMA Conference, MAMA Meetings, MCMA Conference, MPELRA Conferences, TCHRA Conference, NPELRA Webinars, City Clerk Certification, MCFOA Conference, Tuition ReimbursementPRINTING & PUBLISHING4340-000 893 852 2,000 188 2,0000 2,000 Legal publications, employment ads, etc.23,609 31,336 25,860 52,966 25,860 9,000 34,860CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 3,436 5,284 9,039 8,149 9,0390 9,039Gov Office Website, American Legal Online City Code, Document Destruction, TASC, NeoGovSUBSCRIPTIONS & DUES4452-000 1,183 1,230 1,500 2,189 1,5000 1,500MAMA, ICMA, MCMA, MCFOA, MPELRA, IPMA-HR, TCHRA, Chain of Lakes Rotary4,619 6,513 10,539 10,337 10,5390 10,539TOTAL ADMINISTRATION484,222 513,626 546,293 481,465 542,835 9,000 551,835CITY OF LINO LAKES100% City Administrator100% City Clerk100% Deputy City Clerk100% Human Resource ManagerTemporaries: Scanner Operator10 ELECTIONS AND VOTERS REGISTRATION (101-403)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 23,712 8,716 43,000 24,567 43,000 (33,000) 10,000PERA4121-000 12 23 0 10700 0SOCIAL SECURITY4122-000 50 25 100 142 100(70) 30WORKER'S COMPENSATION 4151-000 81 115 150 246 150(20) 13023,855 8,879 43,250 25,062 43,250 (33,090) 10,160SUPPLIESOFFICE SUPPLIES4200-000 1,440 461 1,600 884 1,600 (1,100) 500 Supplies for Elections1,440 461 1,600 884 1,600 (1,100) 500OTHER SERVICES AND CHARGESPOSTAGE4322-000 47 34 0000 0 Mail Election Judge MaterialTRAVEL & TUITION4330-000 58 0 0 13800 0PRINTING & PUBLISHING4340-000 177 1,484 800 320 800 1,200 2,000Election Ballots (Odd years - City pays cost of municipal election ballots)281 1,518 800 458 800 1,200 2,000CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 1,004 4,741 0 7380 6,500 6,500Voting Equipment System per Anoka County Agreement, Election Polling Site Supervisor (Centennial)1,004 4,741 0 7380 6,500 6,500CAPITAL OUTLAYEQUIPMENT5000-000 4,730 0 4,800 4,677 4,800 (4,800) 04,730 0 4,800 4,677 4,800 (4,800) 0TOTAL ELECTIONS31,309 15,599 50,450 31,819 50,450 (31,290) 19,160CITY OF LINO LAKESPrimary and General Election Judges (Even Years)General Election Judges (Odd Years)11 CABLE TV (101-404)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESTEMPORARIES4106-000 2,425 2,219 2,462 561 2,462 (2,462) 0PERA4121-000 112 77 0 4200 0SOCIAL SECURITY4122-000 186 170 188 43 188 (188) 0WORKER'S COMPENSATION 4151-0005 5 757(7) 02,727 2,471 2,658 651 2,658 (2,658) 0CONTRACTUAL SERVICESCONTRACTED SERVICES4410-0000 0 0 4130 2,658 2,658 NMTV Tech (Council, P&Z, and Park Board Meetings)0 0 0 4130 2,658 2,658CAPITAL OUTLAYEQUIPMENT5000-0000 0 0000 00000 0 00TOTAL CABLE TV2,727 2,471 2,658 1,064 2,658(0) 2,658CITY OF LINO LAKES12 CHARTER ADMINISTRATION (101-405)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailOTHER SERVICES AND SUPPLIESPROFESSIONAL SERVICES4300-000 426 325 1,0000 1,0000 1,000 Time Savers - MinutesPROF SERVICES - CHARTER COMM 4300-999 0 0 1,5000 1,5000 1,500 Charter Commission Directed ExpensesPRINTING & PUBLISHING4340-000 73 0 0000 0499 325 2,5000 2,5000 2,500TOTAL CHARTER ADMINISTRATION499 325 2,5000 2,5000 2,500CITY OF LINO LAKES13 FINANCE (101-407)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 262,503 273,623 248,510 137,102 244,4060 244,406OVERTIME4102-000000000 0TEMPORARIES4106-000000000 0WELLNESS PROGRAM4108-0000 720 72007200 720PERA4121-000 19,227 19,511 18,638 10,689 18,3300 18,330SOCIAL SECURITY4122-000 19,281 18,912 19,011 9,750 18,6970 18,697ICMA EMPLOYER CONTRIBUTION 4123-000000000 0HEALTH INSURANCE4131-000 31,710 33,826 39,533 25,487 32,9710 32,971LIFE & DISABILITY INSURANCE 4133-000 822 777 934 5449440 944DENTAL INSURANCE4134-000 1,191 1,114 1,641 794 1,6720 1,672REEMPLOYMENT INSURANCE 4141-000000000 0WORKER'S COMPENSATION 4151-000 1,399 1,712 1,481 1,551 1,4280 1,428336,133 350,195 330,468 185,915 319,1680 319,168SUPPLIESOFFICE SUPPLIES4200-000 776 202 1,0000 1,0000 1,000Payroll & Accounts Payable Checks, W-2 Forms, 1099 Forms, Other Financial Forms776 202 1,0000 1,0000 1,000OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 14600 1,25000 0AUDITOR4308-000 14,250 13,609 14,000 14,621 14,000 1,000 15,000 General Fund portion of Independent Annual AuditOTHER CONSULTANTS4310-000 160,750 196,005 218,055 178,756 218,055 13,804 231,859Metro-iNet Services, Programs & Support (Includes Cisco Telephony), Springbrook License Subscription, EZ Office Inventory, OPG-3 CCPTRAVEL & TUITION4330-000 4,701 6,415 6,000 618 6,0000 6,000MNGFOA Conference, Continuing Professional Education, Other Training, Tuition ReimbursementPRINTING & PUBLISHING4340-000 920 981 1,000 911 1,0000 1,000 Publish Budget and Financial ReportsTRUTH IN TAXATION4342-000 1,7740 1,900 1,874 1,9000 1,900 City Share of Property Specific Notices182,542 217,010 240,955 198,031 240,955 14,804 255,759CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 102,376 105,692 105,000 108,516 105,000 4,000 109,000Assessing Services - Anoka County - Based on Number of Parcels, Classification, and (Un)/ImprovedSUBSCRIPTIONS & DUES4452-000 1,077 1,307 1,167 1,185 1,167 133 1,300MNGFOA Membership, GFOA Membership, Certificate of Achievement Program, MN Board of Accountancy, MNCPA Membership, MCFOA Membership103,453 106,999 106,167 109,701 106,167 4,133 110,300TOTAL FINANCE622,904 674,407 678,590 493,647 667,290 18,937 686,22785% Finance Director100% Accountant 75% Accounting Clerk II50% Office SpecialistCITY OF LINO LAKES14 LEGAL CONSULTANTS (101-414)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailOTHER SERVICES AND CHARGESMUNICIPAL ATTORNEY4301-000 46,164 18,923 25,000 10,683 25,000 5,000 30,000 Consulting Attorney to City Council & StaffCRIMINAL ATTORNEY4303-000 95,243 113,304 105,000 68,977 105,0000 105,000 Consulting Services for Criminal Prosecutions141,407 132,226 130,000 79,660 130,000 5,000 135,000TOTAL LEGAL CONSULTANTS141,407 132,226 130,000 79,660 130,000 5,000 135,000CITY OF LINO LAKES15 ECONOMIC DEVELOPMENT (101-415)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000000000 0TEMPORARIES4106-000 12,267 14,532 19,604 4,137 19,6040 19,604WELLNESS PROGRAM4108-000000000 0PERA4121-000000000 0SOCIAL SECURITY4122-000 938 1,112 1,500 317 1,5000 1,500HEALTH INSURANCE4131-000000000 0LIFE INSURANCE4133-000000000 0DENTAL INSURANCE4134-000000000 0REEMPLOYMENT INSURANCE 4141-000000 9700 0WORKER'S COMPENSATION 4151-0007283 115 1121150 11513,277 15,727 21,219 4,663 21,2190 21,219OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 10,363 15,342 13,440 9,283 13,4400 13,440Marketing Materials /Proposal Assistance $2,500BRE Program Assistance 18 hrs @ $175/hrPre Application Assistance 41 hrs @ $190/hrTRAVEL & TUITION4330-0000 160 30003000 300 Econ Workshops/EDAM Annual ConferencePRINTING & PUBLISHING4340-00000 30003000 300 Marketing Brochure10,363 15,502 14,040 9,283 14,0400 14,040CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000000 76200 0SUBSCRIPTIONS & DUES4452-000 695 695 725 4457250 725EDAM, Sensible Land Use Coalition, Chamber of Commerce, MembershipsCITY MARKETING4900-000 79,935 80,988 72,500 21,781 72,5000 72,500Lodging Tax Remittals - Pass through to Twin Cities Gateway Convention and Tourism Bureau80,630 81,683 73,225 22,988 73,2250 73,225TOTAL ECONOMIC DEVELOPMENT104,271 112,912 108,484 36,934 108,4840 108,484CITY OF LINO LAKESTemporaries: Economic Development Intern(29 hrs/wk @ $13/hr)16 PLANNING AND ZONING (101-416)September 2021 2021Object Actual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 84,030 86,130 87,945 62,202 91,0140 91,014OVERTIME4102-000000000 0WELLNESS PROGRAM4108-000000000 0PERA4121-000 6,157 6,431 6,596 4,838 6,8260 6,826SOCIAL SECURITY4122-000 6,280 6,340 6,728 4,575 6,9630 6,963HEALTH INSURANCE4131-000 7,801 7,834 7,461 5,596 7,4610 7,461LIFE INSURANCE4133-000 278 284 328 2453380 338DENTAL INSURANCE4134-000 529 529 529 3975390 539REEMPLOYMENT INSURANCE 4141-000000000 0WORKER'S COMPENSATION 4151-000 441 511 518 5034570 457105,516 108,060 110,105 78,356 113,5980 113,598SUPPLIESOFFICE SUPPLIES4200-00030 186 20002000 200 Public/Advisory Meeting Supplies30 186 20002000 200OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 5,980 3,598 7,950 4,427 7,9500 7,950Legal Assistance - Ordinance Updates; GIS Mapping Updates - FEMA/Zoning/OtherTRAVEL & TUITION4330-000 361 664 1,4500 1,4500 1,450Workshops - $250MnAPA Conference - $500P&Z Workshops (7 Members) - $400Misc Mileage - $150Computer Training - $150STIPEND4331-000 5,250 5,800 6,600 3,475 6,6000 6,600 Commissioners - 6 @ $75 x 12 mtgs; Chair $100 x 12 mtgsPRINTING & PUBLISHING4340-000 400 489 25002500 250 Maps, Non-Chargeable Hearing Notices11,99110,551 16,250 7,902 16,2500 16,250CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 18,645 4,663 37,300 8,957 37,3000 37,300Zoning Ord Updates - $25,000Permit Works Annual Maintenance - $2,400ArcView Annual Maintenance - $500Misc Deliveries/Other - $400Consultant Services - Small Area Plans - 60 hrs @ $150/hrSUBSCRIPTIONS & DUES4452-000 634 634 700 6537000 700 APA Membership, Misc Reference Materials19,279 5,297 38,000 9,610 38,0000 38,000TOTAL PLANNING AND ZONING136,816 124,094 164,555 95,868 168,0480 168,048CITY OF LINO LAKES100% Planner17 ENGINEERING (101-417)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailOTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 40,194 45,112 44,500 32,407 44,5000 44,500Traffic Counts - $2,500Engineering Consultant (Hourly) - $42,00040,194 45,112 44,500 32,407 44,5000 44,500CONTRACTUAL SERVICESENGINEERING CONSULTANT 4410-000 61,483 58,195 62,160 40,119 62,1600 62,160Engineering Consultant (Retainer) - $88,800 CD (70%) - $62,160 Sewer Utility (15%) - $13,320 Water Utility (15%) - $13,320CONTRACTED SERVICES4410-00000 4,5000 4,500 (4,000) 500 ArcView Annual Maintenance - $50061,483 58,195 66,660 40,119 66,660 (4,000) 62,660CAPITAL OUTLAYEQUIPMENT5000-00000000 2,600 2,600 Trimble GPS Unit00000 2,600 2,600TOTAL ENGINEERING101,677 103,307 111,160 72,525 111,160 (1,400) 109,760CITY OF LINO LAKES18 COMMUNITY DEVELOPMENT (101-418)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 167,747 172,423 180,190 108,733 183,7980 183,798OVERTIME4102-000000 10100 0WELLNESS PROGRAM4108-000 720 720 72007200 720PERA4121-000 12,291 12,860 13,514 8,409 13,7850 13,785SOCIAL SECURITY4122-000 13,261 13,761 13,784 8,449 14,0610 14,061ICMA EMPLOYER CONTRIBUTION 4123-000 2,061 2,129 2,814 2,39700 0HEALTH INSURANCE4131-000 7,200 7,050 7,200 6,431 11,0610 11,061LIFE INSURANCE4133-000 498 508 670 3786830 683DENTAL INSURANCE4134-00000 1,058 265 1,0790 1,079REEMPLOYMENT INSURANCE 4141-000000000 0WORKER'S COMPENSATION 4151-000 754 958 998 9699680 968204,532 210,409 220,948 136,132 226,1550 226,155SUPPLIESOFFICE SUPPLIES4200-000490 10001000 100490 10001000 100OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 5,076 4,038 7,000 1,948 7,0000 7,000DataLink (GIS) Annual Service and Maintenance - $5,000Mapping and Database Design - $2,000TRAVEL & TUITION4330-000 551 979 90009000 900 Seminars, Conference, Training & MileagePRINTING & PUBLISHING4340-000000000 05,6265,016 7,900 1,948 7,9000 7,900CONTRACTUAL SERVICESCONTRACTED SERVICES4410-00000 30003000 300 Anoka County GISSUBSCRIPTIONS & DUES4452-000 625 625 625 702625100 725 APA/AICP Membership625 625 925 702925100 1,025TOTAL COMMUNITY DEVELOPMENT210,832 216,050 229,873 138,782 235,080100 235,180CITY OF LINO LAKES100% Community Development Director100% Administrative Assistant19 ENVIRONMENTAL (101-461)September 2021 2021Object ActualActual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 29,567 38,536 28,886 18,363 28,9530 28,953OVERTIME4102-000 0 0 5000 5000 500TEMPORARIES4106-000 10,272 7,361 13,520 6,753 13,5200 13,520WELLNESS PROGRAM4108-000 113 0 0000 0PERA4121-000 2,211 970 2,204 1,427 2,2090 2,209SOCIAL SECURITY4122-000 3,168 3,086 3,282 1,920 3,2870 3,287ICMA EMPLOYER CONTRIBUTION 4123-000 144 411 0000 0HEALTH INSURANCE4131-000 1,260 1,216 2,798 2,098 2,7980 2,798LIFE INSURANCE4133-000 95 96 109 73 1260 126DENTAL INSURANCE4134-000 185 186 198 149 2020 202WORKER'S COMPENSATION 4151-000 166 167 232 210 2160 21647,181 52,029 51,729 30,993 51,8110 51,811SUPPLIESOFFICE SUPPLIES4200-000 0 0 0 8400 0MAINTENANCE SUPPLIES 4211-000 221 1,384 700 691 7000 700 Chemicals, Seed, etc. Includes rookery suppliesSMALL TOOLS4240-000 0 0 3000 3000 300 Sprayers, Soil Probes, etc.221 1,384 1,000 775 1,0000 1,000OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 119 145 1,000 128 1,0000 1,000Ecologist, Hydrologist - Environmental Reviews/Research & Development; Resource Management PlanningTELEPHONE4321-000 730 714 730 370 7300 730 Staff Cellular TelephoneTRAVEL & TUITION4330-000 627 1,406 1,100 25 1,1000 1,100Various Training Seminars, Conferences, Mileage - 1 Staff & Environmental Board, Erosion Control Cert State ConferenceSTIPEND4331-000 3,700 3,300 6,600 1,450 6,6000 6,600 Commissioners - 6 @ $75 x 12 mtgs; Chair $100 x 12 mtgsUNIFORMS4370-000 0 0 0000 05,176 5,565 9,430 1,973 9,4300 9,430CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 900 1,169 1,000 919 1,0000 1,000 ArcGIS Annual MaintenanceSUBSCRIPTIONS & DUES4452-000 31 0 100 10 1000 100 Professional Memberships - MECA & MSA931 1,169 1,100 929 1,1000 1,100TOTAL ENVIRONMENTAL53,508 60,147 63,259 34,670 63,3410 63,341CITY OF LINO LAKES37.5% Environmental CoordinatorTemporaries: Summer Staff (2 staff @ 13 wks @ 40 hrs/wk @ $13/hr)20 SOLID WASTE ABATEMENT (101-462)September 2021 2021Object ActualActual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 25,380 32,432 19,257 12,242 19,3020 19,302OVERTIME4102-000 1,413 1,629 1,6000 1,6000 1,600TEMPORARIES4106-000 17,543 12,236 19,604 8,996 19,6040 19,604WELLNESS PROGRAM4108-000 97 0 0000 0PERA4121-000 2,659 1,152 1,564 1,658 1,5680 1,568SOCIAL SECURITY4122-000 3,484 3,172 3,095 1,624 3,0990 3,099ICMA EMPLOYER4123-000 123 352 0000 0HEALTH INSURANCE4131-000 1,080 996 1,865 1,399 1,8650 1,865LIFE & DISABILITY INSURANCE 4133-000 81 81 73 48 930 93DENTAL INSURANCE4134-000 159 157 132 99 1350 135WORKER'S COMPENSATION 4151-000 236 217 249 228 2370 23752,255 52,423 47,439 26,294 47,5030 47,503SUPPLIESOFFICE SUPPLIES4200-000 1,620 872 1,100 311 1,1000 1,100 Recycling Day Supplies, Corn Roast Trash BagsMAINTENANCE SUPPLIES 4211-000 0 588 0 19100 01,620 1,460 1,100 502 1,1000 1,100OTHER SERVICES AND CHARGESTRAVEL & TUITION4330-000 592 0 2200 2200 220 Association of Recycling Managers WorkshopsPRINTING & PUBLISHING4340-000 8,067 766 7,000 5,298 7,0000 7,000 Notices for Recycling Days, Earth Day, Etc.UNIFORMS4370-000 0 0 0000 08,659 766 7,220 5,298 7,2200 7,220CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 21,687 21,844 22,700 8,814 22,7000 22,700 Recycling & Earth Day Vendors & Organics Service21,687 21,844 22,700 8,814 22,7000 22,700CAPITAL OUTLAYEQUIPMENT5000-000 619 0 0000 061900 0 0 00TOTAL SOLID WASTE ABATEMENT84,840 76,493 78,459 40,909 78,5230 78,523Note: Solid Waste Expenditures are reimbursed from Anoka County through the Solid Waste Management Coordinating Board (SCORE)CITY OF LINO LAKES25% Environmental CoordinatorOvertime: Recycle Days Equipment Operators & Staff AssistanceTemporaries: Solid Waste Intern(29hrs/wk @ $13/hr)21 FORESTRY (101-463)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 29,610 38,536 28,886 18,363 28,9530 28,953OVERTIME4102-000 0 0 0000 0TEMPORARIES4106-000 0 0 0000 0WELLNESS PROGRAM4108-000 113 0 0000 0PERA4121-000 2,170 970 2,166 1,427 2,1710 2,171SOCIAL SECURITY4122-000 2,408 2,534 2,210 1,410 2,2150 2,215ICMA EMPLOYER4123-000 144 411 0000 0HEALTH INSURANCE4131-000 1,260 1,216 2,798 2,098 2,7980 2,798LIFE INSURANCE4133-000 95 96 109 73 1260 126DENTAL INSURANCE4134-000 185 186 198 149 2020 202WORKER'S COMPENSATION 4151-000 1,192 1,281 1,435 1,275 1,3100 1,31037,177 45,230 37,802 24,795 37,7750 37,775SUPPLIESOFFICE SUPPLIES4200-000 0 0 0000 0MAINTENANCE SUPPLIES 4211-000 2,859 1,943 2,700 3,230 2,700300 3,000Fertilizers, Staking Material, EAB Chemicals - Treat 100 Ash Annually - 3 Yr CycleSMALL TOOLS4240-000 0 0 2500 2500 2502,859 1,943 2,950 3,230 2,950300 3,250OTHER SERVICES AND CHARGESUNIFORMS4370-000 354 271 380 229 3800 380354 271 380 229 3800 380CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 20,287 23,836 20,000 19,969 20,000 10,000 30,000Damaged/Diseased Tree Removal/Oakwilt Control $7,500Emerald Ash Borer Tree Replacement Program $15,000Blvd Tree Replacement $7,50020,287 23,836 20,000 19,969 20,000 10,000 30,000CAPITAL OUTLAYEQUIPMENT5000-000 0 0 0000 0000 0 0 00TOTAL FORESTRY60,677 71,279 61,132 48,222 61,105 10,300 71,405CITY OF LINO LAKES37.5% Environmental Coordinator22 POLICE (101-420)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 2,533,419 2,585,958 2,735,974 1,685,824 2,835,567 70,223 2,905,790OVERTIME4102-000 101,991 115,647 90,000 57,156 90,0000 90,000TEMPORARIES4106-0000000000TRAFFIC PROJECTS SALARIES 4107-0000000000WELLNESS PROGRAM4108-000 2,671 1,672 2,772 180 2,0520 2,052PERA4121-000 390,091 428,156 479,506 300,815 496,078 8,225 504,303SOCIAL SECURITY4122-000 48,356 49,692 53,553 32,057 55,640 3,574 59,214ICMA EMPLOYER4123-000 8,034 10,610 12,513 9,854 1,2860 1,286HEALTH INSURANCE4131-000 337,120 323,377 365,702 227,799 377,025 17,561 394,586LIFE & DISABILITY INSURANCE 4133-000 7,609 8,003 10,121 6,339 10,501294 10,795DENTAL INSURANCE4134-000 12,249 12,640 16,167 9,126 16,474584 17,058REEMPLOYMENT INSURANCE 4141-0000000000WORKER'S COMPENSATION 4151-000 81,294 103,447 116,215 108,966 113,430 1,440 114,8703,522,834 3,639,201 3,882,523 2,438,116 3,998,053 101,901 4,099,954SUPPLIESOFFICE SUPPLIES4200-000 5,759 6,733 8,100 4,620 8,1000 8,100Business Cards, Letterhead and Envelopes, Toner/Printer Cartridges, Paper, DVD Discs, Misc Supplies, Ticketwriter Paper RollsMAINTENANCE SUPPLIES 4211-000 7,287 9,169 13,100 6,675 13,100 3,350 16,450Ammo, Taser Supplies, Range Supplies, Simunition, DMT Gas, Property Evidence SuppliesYOUTH PROGRAMS4213-000 1,604 1,729 3,100 221 3,1000 3,100Supplies, Youth Safety Camp, Firearms Safety Camp, Snowmobile Safety, Explorers, Junior Citizen's AcademyCRIME PREVENTION/SAFETY 4214-000 6,414 3,971 7,400 2,344 7,4000 7,400Night to Unite, Volunteer Appreciation, Open House, Promotional Materials, Volunteer Clothing, Citizens Academy Supplies and Shirts, CERTSMALL TOOLS4240-000 5,131 9,108 7,425 6,947 7,425 4,155 11,580Batteries, Tasers, Tint Meters, PBT, Computer Peripherals, Evidence Rm. Shelving, Stand-up Desks26,195 30,709 39,125 20,806 39,125 7,505 46,630OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 2,968 1,273 3,840 1,752 3,840 3,130 6,970Critical Incident Debriefing, POST License Renewal, Employee Mental Health ProgramTELEPHONE4321-000 18,286 17,718 21,878 14,196 21,878786 22,664 Cell Phones, Mobile Hot Spot, Cell StipendPOSTAGE4322-000804 828 1,000 640 1,0000 1,000TRAVEL & TUITION4330-000 27,215 26,283 32,500 7,625 32,500 10,750 43,250Anoka Chief, Century Slot Program, POST Mandate, Range Fees, Conference, IACP, Instructor Training, K-9, Conference, EMR TrainingINSURANCE4360-000 38,457 40,574 46,581 46,450 46,581 6,237 52,818UNIFORMS4370-000 31,641 29,410 34,600 17,803 34,600 2,802 37,402Officers, Sergeants, Admin., Unused Uniform Allowance, Ballistic Vests, Replacement Uniforms, CSOELECTRICITY4381-000410 398 420 272 4200 420 Emergency Siren ElectricityRESERVES4386-000 1,239 1,434 2,000 327 2,0000 2,000 Uniforms, Equipment, Training, SuppliesEXPLORERS4387-0000000000121,019 117,918 142,819 89,066 142,819 23,705 166,524CITY OF LINO LAKES85% Public Safety Director100% Deputy Director Police85% Public Safety Captain85% Administrative Assistant5 - 100% Sergeants19 - 100% Patrol Officers2 - 100% Records Techs2 - .5 FTE Community Service OfficersAdd: 1 Patrol Officers (Starting Sept 2021) & 1 Investigative Assistant (Starting April 2021)Overtime: Patrol, Court, Training, Special Events, DWI Enforcement23 POLICE (101-420)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailCITY OF LINO LAKESCONTRACTUAL SERVICESCONTRACTED SERVICES 4410-000 40,782 38,001 44,163 38,647 44,163 6,476 50,639RMS - JLEC, 800 MHz Contract, State of MN CJDN, Emergency Sirens, LEXIPOL, Target Solutions, Shredding, Otter Lake Animal Hospital, Car Washer, DETOX Dakota County, Metro Sales, Schedule Anywhere, Emergency Sirens, 3SI Security, Midwest RadarSUBSCRIPTIONS & DUES 4452-000 1,328 1,086 1,550 1,066 1,550 (350) 1,200Professional Memberships & Subscriptions: IACP, MCPA, AMEM, Col Rotary, Press Publications, MACIA, PLEAA, Tri-County, FBI NA, PERF42,110 39,087 45,713 39,713 45,713 6,126 51,839CAPITAL OUTLAYEQUIPMENT 5000-000 17,596 18,087 32,317 11,121 0 3,100 3,100 Radar Unit17,596 18,087 32,317 11,121 0 3,100 3,100TOTAL POLICE DEPARTMENT 3,729,755 3,845,003 4,142,497 2,598,822 4,225,710 142,337 4,368,04724 FIRE (101-421)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 265,212 264,671 308,109 185,523 318,9450 318,945OVERTIME4102-000 3,254 3,4720 1,34800 0FIRE STIPEND4109-000 64,265 58,882 70,956 24,766 72,6750 72,675WELLNESS PROGRAM4108-000108541080 1080 108PERA4121-000 36,698 39,360 53,927 27,173 49,8700 49,870SOCIAL SECURITY4122-000 11,801 11,741 13,424 7,829 13,7960 13,796ICMA EMPLOYER4123-000241 27608400 0HEALTH INSURANCE4131-000 21,188 21,454 21,522 16,141 27,8270 27,827LIFE & DISABILITY INSURANCE 4133-000572 582740 492 8550 855DENTAL INSURANCE4134-000760 767 1,032 576 1,0520 1,052REEMPLOYMENT INSURANCE 4141-000000000 0WORKER'S COMPENSATION 4151-000 35,236 41,039 47,089 42,296 50,7320 50,732439,336 442,298 516,907 306,228 535,8600 535,860SUPPLIESOFFICE SUPPLIES4200-000 1,503 1,073 1,500 408 1,500 (500) 1,000 Paper, Toner/Printer Cartridges, Business Cards, PensMAINTENANCE SUPPLIES 4211-000 4,907 2,508 6,700 1,580 6,7000 6,700 Foam, Saw Blades, Floor Dry, BatteriesYOUTH PROGRAM4213-000 1,1310 2,5000 2,500 (800) 1,700 Safety CampFIRE PREVENTION4214-000 2,472 2,890 3,000 1,243 3,0000 3,000 Citizen Academy, Marketing MaterialsSMALL TOOLS4240-000 13,199 9,031 12,500 3,622 12,500 2,000 14,500Rescue Tool Replacement, Ropes, 4 Gas Monitor, Wildland Tools, Nozzles 23,212 15,503 26,200 6,853 26,200 700 26,900OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 3,101 1,179 5,500 2,574 5,5000 5,500FF Certification, FF Licensure, Hepatitis Vaccination Series, Medical/Drug Exam, Employee Mental Health ProgramOTHER CONSULTANTS4310-000000000 0TELEPHONE4321-000 1,941 1,971 2,880 1,491 2,880 130 3,010 Cell Phones, Mobile Hot Spot, Cell StipendPOSTAGE4322-000 1,017 1105000 5000 500TRAVEL & TUITION4330-000 22,727 23,813 23,000 18,288 23,000 10,050 33,050Fire Inc., Training Supplies, Medical Training, AWAIR/OSHA Training Staff Development, Conference, FF1, FF2, HazMat Initial TrngPRINTING & PUBLISHING 4340-000500 521500 307 5000 500 Marketing MaterialsUNIFORMS4370-000 17,764 18,216 20,600 2,377 20,600 28,400 49,000New Hire Turn-out & Wildland Fire Gear, Misc Uniform Items, Turn-out Gear Replacement47,050 45,810 52,980 25,037 52,980 38,580 91,560CITY OF LINO LAKES15% Public Safety Director100% Deputy Director Fire15% Public Safety Captain15% Administrative Assistant50% Building/Fire InspectorPaid-On-Call Firefighters - Calls/Training Drills/Command StipendsStipend: Cross-trained Fire/Rescue25 FIRE (101-421)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailCITY OF LINO LAKESCONTRACTUAL SERVICESCONTRACTED SERVICES 4410-000 29,187 30,081 42,650 32,076 42,650 835 43,485Ladder Testing, SCBA Flow Testing, PSDS, Dispatch Application, Foam System Service, Pump Testing, Pump Service, Aerial Service, LEXIPOL, Target Solutions, Accessory Svc for Fans, Generators, Extraction, and Saws, Alex Air Compressor Annual Maintenance & Test, Transunion Backgrounds, Motorola 800 MHz ContractSUBSCRIPTIONS & DUES 4452-000 1,145 1,483 1,380 1,116 1,380 (300) 1,080MN IAAI, Metro Fire Chiefs, Anoka Co. Fire Protection Assn, MSFCA, International Assn30,332 31,564 44,030 33,192 44,030 535 44,565CAPITAL OUTLAYEQUIPMENT 5000-000 25,014 29,764 0 0 0 0 025,014 29,764 0 0 0 0 0TOTAL FIRE DEPARTMENT 564,944 564,939 640,117 371,310 659,070 39,815 698,88526 BUILDING INSPECTIONS (101-422)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 174,793 236,002 244,135 176,716 268,0520 268,052OVERTIME SALARIES4102-000 9,0290 50005000 500TEMPORARIES4106-000 36,9830 9,3600 9,3600 9,360WELLNESS PROGRAM4108-000 408 420 720 1087200 720PERA4121-000 14,642 17,544 18,348 13,726 20,1410 20,141SOCIAL SECURITY4122-000 16,606 17,452 19,431 13,072 21,2600 21,260ICMA EMPLOYER4123-0000000 000HEALTH INSURANCE4131-000 22,087 33,173 37,821 21,804 35,3770 35,377LIFE & DISABILITY INSURANCE 4133-000 561 775 864 709 1,0250 1,025DENTAL INSURANCE4134-000 1,058 1,103 1,852 794 1,8870 1,887REEMPLOYMENT INSURANCE 4141-0000000 000WORKER'S COMPENSATION 4151-000 969 1,278 1,314 1,316 1,4430 1,443277,136 307,747 334,345 228,244 359,7650 359,765SUPPLIESOFFICE SUPPLIES4200-000 945 914 2,000 1,288 2,0000 2,000Card Stock for Building Permits, Correction Notice Forms, Septic System Pumping Forms, Code BooksSMALL TOOLS4240-000 504 307 1,650 1,4341500 1501,449 1,221 3,650 2,723 2,1500 2,150OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 4,175 4,175 5,000 4,175 5,0000 5,000 Permit Works Annual Maintenance & AssistanceTELEPHONE4321-000 1,761 1,996 1,800 1,471 1,800 200 2,000 Inspections Phone & Wi-FiTRAVEL & TUITION4330-000 575 2,730 3,300 1,044 3,3000 3,300 Staff Training & Mileage, SSTS CertUNIFORMS4370-000 760 1,096 1,140 314 1,1400 1,140 Building Inspections Staff7,271 9,997 11,240 7,004 11,240 200 11,440CONTRACTUAL SERVICESCONTRACTED SERVICES4410-0000 2,240 3,00053 3,0000 3,000Large Format Scanning $500Back-Up Inspection Services $2,500 (33hrs @ $75/hr)SUBSCRIPTIONS & DUES4452-000 650 325 1153250 325 AMBO $200, 10K Lakes Chapter $12565 2,240 3,325 168 3,3250 3,325CAPITAL OUTLAYEQUIPMENT5000-000 1,01400000 01,01400000 0TOTAL BUILDING INSPECTIONS286,936 321,206 352,560 238,139 376,480 200 376,680CITY OF LINO LAKES100% Building Official100% Building Inspector50% Building/Fire Inspector100% Building Permit TechnicianTemporaries: Inspector (13 wks @ 24 hr/wks @ $30/hr)27 STREETS (101-430)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescription Code 2018 2019 2020 2020 Budget Requested 2021 Budget DetailPERSONAL SERVICESSALARIES 4101-000 408,253 418,588 425,969 278,142 431,085 0 431,085OVERTIME 4102-000 15,224 18,099 14,000 5,174 14,000 0 14,000ON CALL/PAGER 4105-000 3,615 5,180 4,801 11,486 4,996 0 4,996TEMPORARIES 4106-000 25,734 26,548 26,000 544 26,000 0 26,000WELLNESS PROGRAM 4108-0000000 000PERA 4121-000 31,334 33,547 33,358 23,136 33,756 0 33,756SOCIAL SECURITY 4122-000 32,875 34,579 36,014 21,305 36,420 0 36,420ICMA EMPLOYER CONTRIBUTION 4123-000 1,746 1,794 1,838 1,743 491 0 491HEALTH INSURANCE 4131-000 53,585 53,451 51,442 35,151 41,097 0 41,097LIFE & DISABILITY INSURANCE 4133-000 1,396 1,428 1,633 1,206 1,660 0 1,660DENTAL INSURANCE 4134-000 3,005 2,994 3,519 2,033 3,370 0 3,370REEMPLOYMENT INSURANCE 4141-0000000 000WORKER'S COMPENSATION 4151-000 29,884 36,812 34,416 33,651 33,277 0 33,277606,652 633,021 632,990 413,570 626,152 0 626,152SUPPLIESMAINTENANCE SUPPLIES 4211-000 9,534 6,462 12,000 7,239 12,000 11,000 23,000Boulevard & Median Maintenance Materials: Geo-fabric, Fertilizers, Pesticides, Irrigation Components, Erosion Prevention and Sediment Control Products, Grass Seed/Sod. Construction Materials: Lumber, Plywood, Screws, Nails, Nuts/Bolts/Washers, Bagged Concrete, Grout, Bentonite, Stakes/Lathe. Equipment Wear Items: Street Sweeper Center Brooms and Gutter Brooms, Plow Blades/Cutting Edges, Ditch Mower Blades, Saw Blades. Safety Items: High Visibility Vests, Shirts, Eye Protection, Ear Protection, Insect Repellent, Sunscreen, Hardhats, Chainsaw PPE. Any Products or Parts Intended for Streets Maintenance and Equipment Electrical Cords, Batteries, Rope, Tape, Cable, Glue, Paints & Solvents, Plumbing Supplies, Fittings, 2021 Mulch and Plantings in Town Ctr Pkwy Medians ($5,000), Mulch for Medians along Lake Drive ($6,000)SHOP PARTS 4221-0000000 000STREET SIGNS 4223-000 13,094 8,346 12,000 12,681 12,000 0 12,000Traffic Regulatory Signs, Parking Signs, Warning Signs, Construction Signs, Work Zone Signs, Public Awareness Signs, School Signs, Trail Signs, Reflective Tape/Sheeting, Barricades, Traffic Cones, Sign Posts, Hardware, Any Materials and Supplies Purchased Specifically for the Construction or Maintenance of Signs & Barricades.PATCHING MATERIALS 4224-000 32,712 45,484 50,000 21,474 50,000 0 50,000Hot Asphalt, Cold Asphalt (i.e. UPM Bagged and Bulk), Asphalt Emulsion (tack), Crackfill Material, Detackifier (for Crackfill Operations).CITY OF LINO LAKES25% Public Services Director (0% in 2020)100% Streets Supervisor5 - 100% General Maintenance Workers50% General Maintenance Worker/Mechanic.15 FTE PT Office SpecialistOvertime: Snowplowing, Street Repairs, Unforeseen EmergenciesTemporaries: Seasonal Summer Maintenance WorkersStreets - 2 staff @ 500 hrs @ $13/hrStreets - 1 staff @ 200 hrs @ $13/hrStormwater - 2 staff @ 400 hrs @ $13/hr28 STREETS (101-430)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescription Code 2018 2019 2020 2020 Budget Requested 2021 Budget DetailCITY OF LINO LAKESSALT/SAND4228-000 52,669 41,856 55,000 45,973 55,0000 55,000Regular Road Salt, Treated Road Salt, Bagged Sidewalk Salt, Sand used for Snow and Ice Management, Any Materials and Supplies Purchased Specifically to Facilitate the use of Salt (Brine or Solid) for Snow and Ice Management.GRAVEL AND MISCELLANEOUS 4229-000 3,857 11,842 7,000 1,166 7,0000 7,000Class V, Sand (not for Winter Operations), Rock, Chip Rock, Rip-rap, Topsoil, Compost, Mulch, and Woodchips. Plastic, Metal, or Concrete Pipes and Culverts.SMALL TOOLS4240-000 3,345 236 4,000 1,569 4,0000 4,000Rakes, Snow Shovels, Flat Shovels, Spades, Loots, Sprayers, Pitch Forks, Push Brooms, Hand Tools, Power Tools, Tool Boxes & Containers, Jacks, Trailer Jacks, Winches, Chains/Binders, Ratchet Straps, Ladders, Chainsaws, Chainsaw Sharpeners, Weed Whips, manual/electric/gas engine pumps, locks.115,211 114,226 140,000 90,103 140,000 11,000 151,000OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES4300-000 2,864 357 12,000 10,500 12,0000 12,000Consulting, Engineering, Hazardous Waste Recycling, CartegraphTELEPHONE4321-000 610 635 1,000 390 1,0000 1,000TRAVEL & TUITION4330-000 1,465 2,115 2,000 1,972 2,0000 2,000 Staff Training & MileageUNIFORMS4370-000 2,583 2,434 2,600 730 2,6000 2,600STREET LIGHTS4385-000 77,806 75,414 93,000 54,909 93,0000 93,000 Electricity & Repair of City-Owned Street Lights85,328 80,955 110,600 68,500 110,6000 110,600CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 77,807 93,715 80,000 40,208 80,000 19,000 99,000Patching/Spray Patching, Catch Basin Repairs, Curb Repairs & Replacements, Dead Deer Removal, Signal Maintenance, Weed Control Medians, 2021 - Replace Rice Lake Estates Street Lights ($19,000)RENTED EQUIPMENT4415-0000 3,710 1,000 390 1,0000 1,000Traffic Control Sign Rental, Crack Fill Kettle, Rented Skidsteer/Toolcat Attachments, Tools, Vehicles, Equipment.CONTRACTED STORM SYSTEM MAINT4421-0000000 000SUBSCRIPTIONS & DUES 4452-000 3,561 9,286 3,500 286 3,500 0 3,500Professional Memberships & Journals (incl State/County Contract) Purchasing Membership81,368 106,711 84,500 40,884 84,500 19,000 103,500CAPITAL OUTLAYEQUIPMENT 5000-000 0 8,843 0 0 0 17,500 17,500Trailer Mounted Message Sign0 8,843 0 0 0 17,500 17,500TOTAL STREETS888,559 943,756 968,090 613,058 961,252 47,500 1,008,75229 FLEET MANAGEMENT (101-431)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 91,192 93,392 94,512 67,424 158,0820 158,082OVERTIME4102-000 4,430 4,549 2,000 1,282 2,0000 2,000TEMPORARIES4106-0000000 000WELLNESS PROGRAM4108-0000000 000PERA4121-000 6,976 7,334 7,238 5,360 12,0060 12,006SOCIAL SECURITY4122-000 6,721 6,875 7,383 4,795 12,2460 12,246ICMA EMPLOYER CONTRIBUTION 4123-00000003930393HEALTH INSURANCE4131-000 15,792 15,866 15,566 11,444 26,9130 26,913LIFE & DISABILITY INSURANCE 4133-000 312 319 364 2746220 622DENTAL INSURANCE4134-000 794 794 794 595 1,1860 1,186REEMPLOYMENT INSURANCE 4141-0000000 000WORKER'S COMPENSATION 4151-000 2,822 3,241 3,370 3,282 4,8460 4,846129,040 132,371 131,227 94,457 218,2940 218,294SUPPLIESMAINTENANCE SUPPLIES4211-000 582 2,394 1,000 1,705 1,0000 1,000Shop Supplies (Brake Clean, Windex, Paper Towels, Spray Bottles, Penetrating Oils, WD40)FUELS4212-000 116,889 109,556 110,000 63,071 110,0000 110,000Gasoline & Diesel for all City Vehicles (Includes Police/Fire & Equipment)SHOP PARTS4221-000 63,969 46,410 65,000 35,929 65,0000 65,000All Replacement Parts to Repair Vehicles, All Maintenance Parts (Including Filters, Bulk Lubricants, Engine Oils, ATF's, Gear Lubes, Coolants, etc.)SMALL TOOLS4240-000 7,985 6,657 7,000 1,342 7,0000 7,000New and/or Replacement Tools for the Shop (Hand tools, Battery Powered Tools, Specialty Tools, etc.)189,425 165,017 183,000 102,047 183,0000 183,000OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 38,088 55,064 44,000 10,971 44,0000 44,000Annual DOT Inspections, Annual Boom/Hoist Inspections, Alignments, Repairs, CartegraphTRAVEL & TUITION4330-000030 50005000 500Training & Testing to Maintain Required Licenses and Certificates (ASE Certification & Testing, Automotive Training Classes or Seminars)PRINTING & PUBLISHING4340-0000000 000INSURANCE4360-0000000 000AUTO INSURANCE4363-000 36,007 39,340 39,203 40,226 39,203 1,592 40,795 Insurance for Entire Fleet, Including Police & FireUNIFORMS4370-000 568 563 570 1765700 57074,663 94,997 84,273 51,373 84,273 1,592 85,865CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 57,688 28,333 61,000 25,219 61,0000 61,000 Maintain, Repair, and Certify Fire EquipmentSUBSCRIPTIONS AND DUES 4452-000 10,600 7,625 6,000 1,600 6,0000 6,000Fleet Mgmt Update, ALLData Online Repair Manual Subscription68,288 35,958 67,000 26,819 67,0000 67,000CAPITAL OUTLAYEQUIPMENT5000-000 3,500 4,485 5,000 4,010 5,0000 5,000 Skid Steer Buyback Program3,500 4,485 5,000 4,010 5,0000 5,000TOTAL FLEET MANAGEMENT464,915 432,828 470,500 278,706 557,567 1,592 559,159CITY OF LINO LAKES20% Public Services Director (0% in 2020)100% Mechanic100% General Maintenance Worker/Mechanic (50% in 2020)Overtime: Emergency Repairs, Snowplowing30 GOVERNMENT BUILDINGS (101-432)September 2021 2021Object Actual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 960 2,120 2,080 1,480 2,0800 2,080OVERTIME SALARIES4102-0000000 000TEMPORARIES4106-0000000 000WELLNESS PROGRAM4108-0000000 000PERA4121-0007290 156 1141560 156SOCIAL SECURITY4122-0007192 159 1101590 159HEALTH INSURANCE4131-0000000 000LIFE AND DISABILITY INSURANCE 4133-0000000 000DENTAL INSURANCE4134-0000000 000REEMPLOYMENT INSURANCE 4141-0000000 000WORKER'S COMPENSATION 4151-0006272 116 1131160 1161,165 2,374 2,511 1,817 2,5110 2,511SUPPLIESOFFICE SUPPLIES4200-000 11,040 7,861 10,000 5,325 10,0000 10,000 Supplies for Office OperationsMAINTENANCE SUPPLIES4211-000 28,920 27,311 30,000 24,235 30,0000 30,000 Replacement Parts, Janitorial Supplies, etc.SMALL TOOLS4240-000 128 111 2,400 3,050 2,4000 2,40040,088 35,284 42,400 32,610 42,4000 42,400OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 50,350 64,893 59,000 49,599 59,0000 59,000Repair/Calibration of HVAC System, Repairs in City Buildings, Safety Systems Monitoring, Internet AccessTELEPHONE4321-000 24,190 24,954 6,864 5,795 6,8640 6,864 Telephone Service Charges (excludes Metro I-net)POSTAGE4322-000 4,961 4,293 5,000 2,681 3,500 1,500 5,000TRAVEL & TUITION4330-0000200000 0PRINTING & PUBLISHING4340-0000000 000INSURANCE 4361-000 127,946 111,365 117,745 117,952 117,745 12,366 130,111 General Liability, Property, Excess LiabilityELECTRICITY4381-000 91,525 78,601 96,500 58,634 96,5000 96,500 For all City FacilitiesUTILITIES4382-000 13,980 17,508 17,000 9,886 21,0000 21,000 Water & Sewer ServiceHEAT4383-000 45,536 39,627 48,000 23,779 48,0000 48,000 Civic Complex & Other City FacilitiesSANITATION4384-000 11,564 13,422 11,500 10,788 9,000 3,000 12,000 Refuse Collection for City Complex & Other City Facilities370,052 354,684 361,610 279,113 361,609 16,866 378,475CONTRACTUAL SERVICESCONTRACTED SERVICES4410-000 66,860 72,668 71,000 57,575 71,0000 71,000Pest Control, Copier Maintenance, Fire Extinguisher Maintenance, Postage Machine Rental, Shredder, Roof Inspections, Read/Calibrate Scales, Garage Door Maintenance, Cleaning ServicesRENTED EQUIPMENT4415-000 20200000 0SUBSCRIPTIONS & DUES4452-000 159 2,619 200712000 200 Newspaper67,221 75,287 71,200 57,646 71,2000 71,200CAPITAL OUTLAYEQUIPMENT5000-000 43,010 969,3140000 043,010 969,3140000 0TOTAL GOVERNMENT BUILDINGS521,535 1,436,942 477,721 371,186 477,720 16,866 494,586CITY OF LINO LAKESBoiler Tech Endorsement31 PARKS (101-450)September 2021 2021ObjectActual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 319,239 347,067 362,697 242,374 347,7890 347,789OVERTIME4102-000 874 6,952 2,000 822 2,0000 2,000TEMPORARIES4106-000 34,808 32,929 39,200 9,188 39,2000 39,200WELLNESS PROGRAM4108-0000000 000PERA4121-000 23,490 26,350 27,352 18,960 26,2340 26,234SOCIAL SECURITY4122-000 26,177 28,716 30,898 18,583 29,7580 29,758ICMA EMPLOYER4123-00000 2,154 1,082 1,9220 1,922HEALTH INSURANCE4131-000 34,191 34,894 41,575 26,357 31,3970 31,397LIFE & DISABILITY INSURANCE 4133-000 1,065 1,132 1,381 996 1,3510 1,351DENTAL INSURANCE4134-000 1,998 2,192 2,752 1,667 2,6690 2,669REEMPLOYMENT INSURANCE 4141-0000000 000WORKER'S COMPENSATION 4151-000 10,302 13,190 14,678 14,257 14,7240 14,724452,144 493,421 524,687 334,286 497,0440 497,044SUPPLIESMAINTENANCE SUPPLIES 4211-000 18,666 43,838 30,000 13,643 30,000 12,000 42,000Engineered Wood Fiber, Fencing & Netting, Trees, Plantings, Rock, Ag-Lime, Pea Rock, Class V, Fertilizer, Seed, Herbicides, Line Chalk, Field Marking Paint, Clay, Sod, Irrigation System Maint/Repair/Upgrade, Paint, Lumber, Dog Waste Bags, 2021 - Replace Wenzel Farms Boardwalk ($7,000)SMALL TOOLS4240-000 2,756 12,381 3,0000 3,0000 3,000Hand Tools, Small Power Tools, Mowers, Chain Saws, Weed Whips21,422 56,219 33,000 13,643 33,000 12,000 45,000OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES 4300-000 37,315 30,715 2,000 10,453 2,000 5,000 7,000 Cartegraph, EngineeringTELEPHONE4321-000 964 1,346 2,000 537 2,0000 2,000 Cell Phones, IpadsTRAVEL & TUITION4330-000 3,069 2,001 2,000 773 2,0000 2,000 Certification Training, Seminars, Computer Training, MileageSTIPEND - PARK COMM4331-000 4,125 2,175 2,750 775 2,7500 2,750 Board members - 6 @ $75 x 5 mtgs; Chair $100 x 5 mtgsUNIFORMS4370-000 1,131 1,514 1,500 475 1,5000 1,500ELECTRICITY4381-000 2,926 2,758 3,500 2,087 3,5000 3,500Park Buildings and Shelters, Security Lighting, Hockey Rink LightsUTILITIES (WATER/SEWER) 4382-000 25,179 28,057 25,000 11,841 25,0000 25,000 Sewer, Water, IrrigationHEAT4383-000 3,819 3,973 5,000 2,423 5,0000 5,000SANITATION4384-000 1,843 2,017 1,800 624 1,8000 1,800 Trash/Recycling - Sunrise Park80,371 74,555 45,550 29,988 45,550 5,000 50,550CITY OF LINO LAKES25% Public Services Director (50% in 2020)100% Parks Supervisor70% Administrative Assistant3 - 100% General Maintenance WorkersTemporaries: Seasonal Summer Park Staff5 Staff @ 560 hrs @ $14/hr32 CONTRACTUAL SERVICESCONTRACTED SERVICES 4410-000 58,967 111,091 43,000 29,678 43,000 54,000 97,000Portable Restrooms, Weed Control, Tree/Stump Removal, Trail Construction/Repair/Maint. Irrigation Systems, 2021 - Additional Trail Repairs ($35,000), Sunrise Park Rink Lights Replacement ($15,000), Remove Marshan Boardwalk ($4,000)RENTED EQUIPMENT 4415-000 435 920 500 380 500 0 500SUBSCRIPTIONS & DUES 4452-000 6,081 116 200 65 200 0 200 Professional Memberships & Subscriptions65,483 112,128 43,700 30,123 43,700 54,000 97,700CAPITAL OUTLAYEQUIPMENT 5000-000 0 6,820 0 0 0 0 00 6,820 0 0 0 0 0TOTAL PARKS 619,420 743,143 646,937 408,040 619,294 71,000 690,29433 RECREATION (101-451)September 2021 2021Object Actual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailPERSONAL SERVICESSALARIES4101-000 106,760 100,533 102,810 63,55400 0OVERTIME4102-0003400000 0TEMPORARIES4106-000 46,398 8,829 12,500 8,18900 0WELLNESS PROGRAM4108-0000000 000PERA4121-000 7,352 7,513 7,711 3,30600 0SOCIAL SECURITY4122-000 11,308 8,090 8,821 5,18400 0ICMA EMPLOYER4123-000000 17600 0HEALTH INSURANCE4131-000 14,220 11,203 21,884 5,63700 0LIFE & DISABILITY INSURANCE 4133-000 337 326 388 15400 0DENTAL INSURANCE4134-000 818 719 714 28200 0REEMPLOYMENT INSURANCE 4141-000 14,35900000 0WORKER'S COMPENSATION4151-000 2,392 1,328 1,110 1,06600 0203,978 138,541 155,938 87,54900 0SUPPLIESOFFICE SUPPLIES4200-00083520000 0MAINTENANCE SUPPLIES4211-000 369 2,465 2,5000 2,500 (2,500) 0 Supplies for Warming Houses452 2,518 2,5000 2,500 (2,500) 0OTHER SERVICES AND CHARGESPROFESSIONAL SERVICES4300-0000000 000TELEPHONE4321-0008972 45054450 (450) 0TRAVEL & TUITION4330-000 686 685 1,0000 1,000 (1,000) 0 MRPA Conference, Seminars, Classes, MileagePRINTING & PUBLISHING4340-000075 3500350 (350) 0 Quad Bulletin, Job NoticesNEWSLETTER - PROGRAM SCHEDULE 4343-000 14,997 15,228 15,000 4,223 15,000 (15,000) 0 Printing & Mailing Cost - 3x/yr15,772 16,060 16,800 4,277 16,800 (16,800) 0CONTRACTUAL SERVICESCONTRACTED SERVICES4410-0000000 000SUBSCRIPTIONS & DUES4452-000 280 300 300 300300 (300) 0 MRPA Membership280 300 300 300300 (300) 0CAPITAL OUTLAYEQUIPMENT5000-0000 9,8950000 00 9,8950000 0TOTAL RECREATION220,482 167,314 175,538 92,127 19,600 (19,600) 0CITY OF LINO LAKES20% Public Services Director1 - 100% Recreation Supervisors.15 FTE PT Office SpecialistTemporaries: Warming House Attendants34 OTHERS (101-499)September 2021 2021Object Actual Actual Budget YTD Base Adjustments ProposedDescriptionCode 2018 2019 2020 2020 Budget Requested 2021Budget DetailCONTINGENCY4905-00000 75,0000 75,0000 75,000 Operating ContingencyOPERATING TRANSFERS4910-000 1,293,512 943,554 928,000 928,000 928,000 (1,887) 926,113Street Maintenance - Sealcoating & Overlay (per PMP) - $711,113Office Equipment Replacement - $25,000Surface Water Maintenance - $130,000Park & Trail Improv - $60,000TOTAL OTHERS1,293,512 943,554 1,003,000 928,000 1,003,000 (1,887) 1,001,113SUMMARY BY CATEGORYPERSONAL SERVICES6,949,976 7,151,305 7,605,738 4,869,120 7,654,815 66,153 7,720,968 SUPPLIES424,451 426,334 477,825 274,175 476,325 27,905 504,230 OTHER SERVICES AND CHARGES1,247,067 1,275,810 1,344,407 954,572 1,344,406 99,147 1,443,553 CONTRACTUAL SERVICES690,365 736,057 722,084 454,422 722,084 99,252 821,336 CAPITAL OUTLAY95,483 1,047,208 42,117 19,809 9,800 18,400 28,200 OTHERS1,293,512 943,554 1,003,000 928,000 1,003,000 (1,887) 1,001,113 TOTAL EXPENDITURES10,700,854 11,580,266 11,195,170 7,500,098 11,210,430 308,970 11,519,400 CITY OF LINO LAKES35 Department Description Amount Fire First Responder Vehicle (Replaces Vehicle #618)45,000$ Total Fire 45,000$ Police Marked Patrol Vehicle (Replaces Vehicle #393)56,000 Marked Patrol Vehicle (Replaces Vehicle #394)56,000 Marked Patrol Vehicle (Replaces Vehicle #396)56,000 Total Police 168,000$ Fleet John Deere Loader (Replaces Vehicle #224)212,000 Case Skid Steer (Replaces Vehicle #132)60,000 Total Fleet 272,000$ Grand Total 485,000$ Equipment Levy -$ Capital Equipment Fund 485,000$ Certificates to be Issued -$ 2021 Capital Equipment Replacement City of Lino Lakes 36 September 2021 2021 Account Actual Actual Budget YTD Base Adjustments Proposed Number 2018 2019 2020 2020 Budget Requested 2021 Budget Detail Operating Revenue Current Assessments 3110-000 00000 00 Delinquent Assessments 3120-000 579 137 0 0 0 0 0 Penalties & Interest 3150-000 205 35 0 101 0 0 0 Water Hook-Up Charge 3248-000 40,030 31,510 36,500 31,000 36,500 0 36,500 Other State Revenue 3348-000 3,298 0 0 0 0 0 0 Water Meter Sales 3406-000 50,518 37,442 50,000 52,174 50,000 0 50,000 Interest on Investments 3620-000 108,262 122,121 40,000 0 40,000 10,000 50,000 Change in Fair Value of Investments 3621-000 (25,479) 87,935 0 0 0 0 0 Miscellaneous Revenue 3714-000 1,607 2,953 7,500 281 7,500 (5,000) 2,500 Refunds and Reimbursements 3730-000 00000 00 Water Sales 3855-000 1,099,016 1,079,470 1,050,000 843,359 1,050,000 30,000 1,080,000 Water Penalties 3858-000 22,336 21,033 22,000 8,617 22,000 0 22,000 Sale of Capital Assets 3910-000 0 (2,035)0 0 0 0 0 Operating Transfers 3920-000 00000 00 1,300,373 1,380,602 1,206,000 935,533 1,206,000 35,000 1,241,000 Other Sources Use of Reserves 0 0 894,074 0 0 282,918 282,918 0 0 894,074 0 0 282,918 282,918 Total Operating Revenue & Other Sources 1,300,373 1,380,602 2,100,074 935,533 1,206,000 317,918 1,523,918 CITY OF LINO LAKES WATER OPERATING FUND (601) 2021 PROPOSED REVENUE BUDGET 37 WATER (601-494)September 2021 2021 Object Actual Actual Budget YTD Base Adjustments Proposed Description Code 2018 2019 2020 2020 Budget Requested 2021 Budget Detail PERSONAL SERVICES SALARIES 4101-000 188,479 202,465 222,110 144,294 221,373 0 221,373 OVERTIME 4102-000 7,447 9,326 7,000 4,719 7,000 0 7,000 ON CALL 4105-000 2,986 5,176 4,801 (133) 4,996 0 4,996 TEMPORARIES 4106-000 11,295 8,005 9,240 3,366 9,240 0 9,240 WELLNESS PROGRAM 4108-000 00000 00 PERA 4121-000 14,505 15,571 17,543 11,154 17,503 0 17,503 FICA/MEDICARE 4122-000 14,197 15,853 18,601 10,897 18,560 0 18,560 ICMA EMPLOYER 4123-000 755 0 250 132 294 0 294 PENSION EXPENSE 4125-000 (2,128) 3,179 0 0 0 0 0 HEALTH INSURANCE 4131-000 26,055 29,655 34,740 19,038 25,528 0 25,528 LIFE & DISABILITY INSURANCE 4133-000 603 690 851 527 1,027 0 1,027 DENTAL INSURANCE 4134-000 1,557 1,752 1,799 1,204 1,753 0 1,753 REEMPLOYMENT INSURANCE 4141-000 00000 00 WORKER'S COMPENSATION 4151-000 4,858 5,683 5,338 5,130 5,463 0 5,463 270,609 297,355 322,273 200,329 312,737 0 312,737 SUPPLIES OFFICE SUPPLIES 4200-000 2,430 1,993 2,000 3,523 2,000 500 2,500 Utility Billing Forms, Computer and General Supplies MAINTENANCE SUPPLIES 4211-000 32,998 36,807 45,000 24,399 45,000 0 45,000 Fire Hydrants, Hydrant Hoses, Flushing Equipment, Gate Valves, Hardware for Repairs, Replacement Plumbing Supplies, Heaters, Dehumidifiers, Locate Paint and Flags, Gravel, Rock, Sand, Property Maintenance Supplies FUELS 4212-000 10,000 10,000 10,000 0 10,000 0 10,000 METERS 4215-000 77,372 36,934 80,000 48,320 80,000 0 80,000 New/Replacement Meters, New/Replacement MXU'S, Irrigation Meters, Commercial Meters IRRIGATION CONTROLLERS 4216-000 0000020,000 20,000 SHOP PARTS 4221-000 00000 00 CHEMICALS 4222-000 78,886 87,329 80,000 69,002 80,000 0 80,000 Polyphosphate, Fluoride, Chlorine, Chemical Pumps, Chemical Containment, Reagents for Water Sampling SMALL TOOLS 4240-000 3,339 1,807 2,500 816 2,500 0 2,500 Wrenches, Drills, Saws 205,025 174,870 219,500 146,061 219,500 20,500 240,000 OTHER SERVICES AND CHARGES PROFESSIONAL SERVICES 4300-000 99,173 87,259 100,000 114,746 100,000 25,000 125,000 Water Main Breaks, Well/Tower Maintenance, Scada Maintenance/Upgrades, Fire Hydrant Painting, RPZ Testing, Cartegraph, DNR Appropriations, 2021-Risk Assessment & Emergency Response Plan ($25,000) MUNICIPAL ENGINEER 4304-000 20,382 22,091 25,000 167,630 25,000 0 25,000 OTHER CONSULTANT 4310-000 2,466 2,589 11,052 8,929 11,052 295 11,347 Springbrook License Subscription - UB Module, Metro-iNet Services, Programs & Support (Includes Cisco Telephony) TELEPHONE 4321-000 4,655 4,092 5,000 3,217 5,000 0 5,000 Cellular Phones, Well House Land Line Back-up POSTAGE 4322-000 5,163 5,600 5,500 3,607 5,500 0 5,500 Utility Billing Postage, Postage Meter Charge, Certified Mail, General Shipping TRAVEL & TUITION 4330-000 1,349 414 3,000 1,000 3,000 0 3,000 PRINTING & PUBLISHING 4340-000 2,020 2,389 3,500 3,598 3,500 0 3,500 Consumer Confidence Reports INSURANCE 4360-000 1,694 7,569 8,000 9,514 8,000 2,374 10,374 AUTO INSURANCE 4363-000 581 644 700 783 700 0 700 UNIFORMS 4370-000 469 649 760 168 760 0 760 Clothing Allowance ELECTRICITY 4381-000 86,824 88,335 90,000 51,204 90,000 0 90,000 Well House Lighting and Pump Usage UTILITIES (WATER/SEWER) 4382-000 14,591 5,557 15,000 3,403 15,000 0 15,000 Blaine, Shoreview, and Centennial Utilities - Utility Connection HEAT 4383-000 4,038 3,332 5,000 2,057 5,000 0 5,000 Well House Heating 243,405 230,519 272,512 369,855 272,512 27,669 300,181 CONTRACTUAL SERVICES CONTRACTED SERVICES 4410-000 9,712 13,802 10,000 27,862 10,000 0 10,000 Gopher One-Call, SCADA, Monthly Lab Testing, Accela Web Payments/Payment System Fees SUBSCRIPTIONS & DUES 4452-000 6,434 671 500 580 500 500 1,000 AWWA, Water Operators Licenses 16,145 14,473 10,500 28,442 10,500 500 11,000 DEPRECIATION ASSET DEPRECIATION 4510-000 597,571 603,557 600,000 0 600,000 5,000 605,000 Annual Depreciation Expense - Water Infrastructure & Equip 597,571 603,557 600,000 0 600,000 5,000 605,000 OTHER OPERATING TRANSFERS 4910-000 0 226,722 0 0 0 0 0 0 226,722 0 0 0 0 0 CAPITAL OUTLAY EQUIPMENT 5000-000 0 0 675,288 293,234 0 55,000 55,000 50% Utilities Vehicle Replacement, Smart Radio Reader 0 0 675,288 293,234 0 55,000 55,000 TOTAL WATER FUND 1,332,755 1,547,496 2,100,074 1,037,920 1,415,249 108,669 1,523,918 CITY OF LINO LAKES 15% Public Service Director 15% Administrative Assistant 50% Utility Supervisor 25% Office Specialist 3 - 50% General Maintenance Workers 7.5% Finance Director 50% Accounting Clerk I 12.5% Accounting Clerk II .15 FTE PT Office Specialist Temporaries: Seasonal Utilities Staff 1.5 Staff @ 11 wks @ 40 hrs/wk @ $14/hr 38 September 2021 2021 Account Actual Actual Budget YTD Base Adjustments Proposed Number 2018 2019 2020 2020 Budget Requested 2021 Budget Detail Operating Revenue Current Assessments 3110-000 708 708 0 354 0 0 0 Delinquent Assessments 3120-000 579 137 0 0 0 0 0 Penalties & Interest 3150-000 205 35 0 101 0 0 0 Sewer Hook-Up Charge 3249-000 31,754 25,434 29,000 25,127 29,000 0 29,000 Interest on Investments 3620-000 170,759 182,252 70,000 0 70,000 10,000 80,000 Change in Fair Value of Investments 3621-000 (40,108) 131,246 0 0 0 0 0 Refunds and Reimbursements 3730-000 0000000 Sewer Sales 3856-000 1,693,995 1,718,649 1,665,000 1,302,743 1,665,000 35,000 1,700,000 Sewer Penalties 3858-000 26,471 26,180 26,000 12,717 26,000 0 26,000 Sale of Capital Assets 3910-000 0000000 Operating Transfers 3920-000 0000000 1,884,363 2,084,639 1,790,000 1,341,042 1,790,000 45,000 1,835,000 Other Sources 0 Use of Reserves 0 0 549,425 0 0 392,698 392,698 0 0 549,425 0 0 392,698 392,698 Total Operating Revenue & Other Sources 1,884,363 2,084,639 2,339,425 1,341,042 1,790,000 437,698 2,227,698 CITY OF LINO LAKES SEWER OPERATING FUND (602) 2021 PROPOSED REVENUE BUDGET 39 SEWER (602-495)September 2021 2021 Object Actual Actual Budget YTD Base Adjustments Proposed Description Code 2018 2019 2020 2020 Budget Requested 2021 Budget Detail PERSONAL SERVICES SALARIES 4101-000 188,478 202,464 222,110 144,293 221,373 0 221,373 OVERTIME 4102-000 7,448 9,327 7,000 4,719 7,000 0 7,000 ON CALL 4105-000 2,986 5,176 4,801 (133) 4,996 0 4,996 TEMPORARIES 4106-000 11,295 8,005 9,240 3,366 9,240 0 9,240 WELLNESS PROGRAM 4108-000 00000 00 PERA 4121-000 14,503 15,571 17,543 11,154 17,503 0 17,503 FICA/MEDICARE 4122-000 14,196 15,853 18,601 10,897 18,560 0 18,560 ICMA EMPLOYER 4123-000 755 0 250 132 294 0 294 PENSION EXPENSE 4125-000 (2,128) 3,179 0 0 0 0 0 HEALTH INSURANCE 4131-000 26,012 29,654 34,740 19,038 25,528 0 25,528 LIFE & DISABILITY INSURANCE 4133-000 603 689 851 528 1,027 0 1,027 DENTAL INSURANCE 4134-000 1,557 1,752 1,799 1,204 1,753 0 1,753 REEMPLOYMENT INSURANCE 4141-000 00000 00 WORKER'S COMPENSATION 4151-000 10,203 13,975 11,949 11,568 12,334 0 12,334 275,907 305,645 328,884 206,766 319,608 0 319,608 SUPPLIES OFFICE SUPPLIES 4200-000 2,308 1,451 2,000 3,309 5,309 500 5,809 Utility Billing Forms, Computer and General Supplies MAINTENANCE SUPPLIES 4211-000 20,278 17,159 45,000 14,769 59,769 0 59,769 Impellers, Screens, UPS, Heaters, Batteries, Manhole Repair Supplies, Check Valves, Gate Valves, Road Repair Materials FUELS 4212-000 10,000 10,000 10,000 0 10,000 0 10,000 SMALL TOOLS 4240-000 3,336 1,882 2,500 2,021 4,521 0 4,521 Valve Keys, Locators, Wrenches, Plumbing Tools 35,922 30,492 59,500 20,099 79,599 500 80,099 OTHER SERVICES AND CHARGES PROFESSIONAL SERVICES 4300-000 103,738 91,955 105,000 291,631 105,000 0 105,000 Lift Station Cleaning, Lift Station Repairs/Upgrades, Sewer Line Cleaning/Camera, Sycom, Generator Maintenance/Inspection, Pump Repair/Service, Sewer Line Breaks, Cartegraph MUNICIPAL ENGINEER 4304-000 17,174 17,713 25,000 32,394 25,000 0 25,000 OTHER CONSULTANTS 4310-000 2,466 2,589 11,052 8,929 11,052 295 11,347 Springbrook License Subscription - UB Module, Metro-iNet Services, Programs & Support (Includes Cisco Telephony) TELEPHONE 4321-000 800 2,166 1,500 1,098 1,500 0 1,500 Cellular Phones, Lift Stations POSTAGE 4322-000 5,108 5,600 5,000 3,589 5,000 0 5,000 Utility Billing Postage TRAVEL & TUITION 4330-000 160 1,304 3,000 1,000 3,000 0 3,000 OSHA Compliance Safety Training PRINTING & PUBLISHING 4340-000 0 0 500 0 500 0 500 INSURANCE 4360-000 15,868 14,736 18,000 15,500 18,000 896 18,896 AUTO INSURANCE 4363-000 580 644 700 783 700 0 700 UNIFORMS 4370-000 469 649 760 168 760 0 760 Clothing Allowance ELECTRICITY 4381-000 31,869 30,207 30,000 21,577 30,000 0 30,000 Power to Run Lift Station Pumps and Controls UTILITIES (WATER/SEWER) 4382-000 12,536 13,290 15,000 7,278 15,000 0 15,000 Blaine, Shoreview, and Centennial Utilities - Utility Connection HEAT 4383-000 1,370 1,430 1,800 1,049 1,800 0 1,800 Natural Gas for On-site Generators 192,139 182,283 217,312 384,996 217,312 1,191 218,503 CONTRACTUAL SERVICES MCES TREATMENT CHARGES 4405-000 949,776 977,612 1,035,391 862,826 1,035,391 (46,903) 988,488 MCES Sewer Treatment Costs CONTRACTED SERVICES 4410-000 8,872 10,282 9,000 7,308 9,000 0 9,000 Gopher One-Call, Accela Web Payments, Payment System Fees RENTED EQUIPMENT 4415-000 0 0 0 329 0 0 0 SUBSCRIPTIONS & DUES 4452-000 6,101 580 500 295 500 500 1,000 Sewer Operators Licenses, APWA Membership 964,749 988,474 1,044,891 870,758 1,044,891 (46,403) 998,488 DEPRECIATION ASSET DEPRECIATION 4510-000 495,856 495,816 500,000 0 500,000 0 500,000 Annual Depreciation Expense - Sewer Infrastructure & Equip 495,856 495,816 500,000 0 500,000 0 500,000 OTHER OPERATING TRANSFERS 4910-000 242,145 0000 00 242,145 0000 00 CAPITAL OUTLAY EQUIPMENT 5000-000 0 0 188,838 120,132 0 111,000 111,000 $35,000 Sanitary Sewer Lining, 50% Utilities Vehicle Replacement, Backup Generator - Lift Station #8, Mixer Pump - Lift Station #8 0 0 188,838 120,132 0 111,000 111,000 TOTAL SEWER FUND 2,206,717 2,002,710 2,339,425 1,602,752 2,161,410 66,288 2,227,698 CITY OF LINO LAKES 15% Public Service Director 15% Administrative Assistant 50% Utility Supervisor 25% Office Specialist 3 - 50% General Maintenance Workers 7.5% Finance Director 50% Accounting Clerk I 12.5% Accounting Clerk II .15 FTE PT Office Specialist Temporaries: Seasonal Utilities Staff 1.5 Staff @ 11 wks @ 40 hrs/wk @ $14/hr 40 CITY OF LINO LAKES RESOLUTION NO. 20-154 RESOLUTION ADOPTING THE FINAL 2020 TAX LEVY, COLLECTIBLE IN 2021 WHEREAS, the City of Lino Lakes has budgeted to pay expenditures for General Fund operating costs anticipated in the year 2021, and WHEREAS, the City of Lino Lakes has budgeted to pay the annual debt service on outstanding indebtedness, and WHEREAS, the City Cou ncil adopted its preliminary 2020 tax levy, collectible in 2021, in anticipation of the above expenses, and WHEREAS, the City Council has published in the official newspaper all notices required by Minnesota State Statutes and the City Charter, and WHEREAS, the City Council held its public hearing on December 14, 2020. NOW, THEREFORE BE IT RESOLVED that The City Council of The City of Lino Lakes, approves its final 2020 tax levy, collectible in 2021, upon taxable property within the City of Lino Lakes as follows: 1.Total amount levied in the year 2020 to be spread for taxes due and payable in the year 2021 is $11,141,815. 2.T he total amount levied above is for the following purposes: General Operating Levy $9,232,367 Bonded Indebtedness G.O. Bond 2012A 175,896 G.O. Bond 2015A 266,923 EDA Lease/Revenue Bond 2015 316,877 G.O. Tax Abatement Refunding Bonds 2016C 313,567 G.O. Bond 2018A 483,899 Equipment Certificates 2018 106,050 Equipment Certificates 2019 140,307 Equipment Certificates 2020 105,929 Total Bonded Indebtedness: $1,909,448 TOTAL LEVIES $11,141,815 Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. T he motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 2A (ii) STAFF ORIGINATOR: Hannah Lynch MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-155, Adopting the Final 2021 General Fund Operating Budget VOTE REQUIRED: 3/5 BACKGROUND A public hearing was held tonight to take public comment on the budget. A summary of the proposed budget and tax levy was presented and discussed during the public hearing. The final 2021 budget is balanced with revenues and expenditures of $11,519,400, which represents a 2.90% increase over the 2020 adopted budget. The total increase to the base budget for 2021 is $308,970 primarily due to: Increases •Increased IT Consultant funding - $13,804 •Police Personnel Additions - $101,901 •Police Other Services and Charges - $23,705 •Fire Turn-Out Gear Replacement funding - $28,400 •Net Street Expenses - $47,500 (Mulch & Plantings, Street Lights, Message Sign) •Increased Liability & Property Insurance Premiums - $18,603 •Net Park Expenses - $71,000 (Engineered Wood Fiber, Wenzel Park Boardwalk, Engineering, Trail Repairs, Sunrise Park Rink Lights, Marshan Boardwalk) •Increased Pavement Management funding - $81,113 Decreases •Decreased Elections Administration funding - $31,290 •Decreased Recreation funding - $19,600 •Decreased Parks & Trail Improvement funding - $30,000 The 2021 budget is balanced with the the use of reserves in the amount of $21,832. It should be noted that $200,000 of reserves and $380,000 of transfers from other funds were used to balance the 2020 adopted budget. This maintains an Unassigned Fund Balance of 51% of operating expenditures, consistent with the current Fund Balance policy. The City Council needs to take final action to approve the budget at this time. RECOMMENDATION Staff recommends the approval of Resolution No. 20-155. ATTACHMENTS Resolution No. 20-155 CITY OF LINO LAKES RESOLUTION NO. 20-155 RESOLUTION ADOPTING THE FINAL 2021 GENERAL FUND OPERATING BUDGET WHEREAS, pursuant to Minnesota State Statute, the Lino Lakes City Council is required to adopt a resolution setting out final General Fund revenues and expenditures for the upcoming fiscal year. NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes, that the following final General Fund operating budget be adopted for 2021: 2021 FINAL GENERAL FUND BUDGET REVENUES: Property Taxes $9,271,367 Intergovernmental Revenue 631,523 Licenses & Permits 943,019 Charges for Services 301,059 Fines & Forfeitures 106,100 Interest on Investments 30,000 Miscellaneous 236,332 TOTAL FINAL GENERAL FUND REVENUES $11,519,400 EXPENDITURES: Administration $1,487,143 Community Development 834,741 Public Safety 5,443,612 Public Services 2,752,791 Other 1,001,113 TOTAL FINAL GENERAL FUND EXPENDITURES $11,519,400 Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. T he motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: T he following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 2A (iii) STAFF ORIGINATOR: Hannah Lynch MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-156, Adopting the 2021 Water and Sewer Operating Budgets VOTE REQUIRED: 3/5 BACKGROUND The City Council has reviewed the proposed 2021 Water and Sewer Operating Budgets during their scheduled budget work sessions. It has been the practice of the City Council to adopt the Water and Sewer Operating Budgets by resolution. It should be noted that the budgets include the cost of depreciation of infrastructure as an expense, and recovery of this cost is incorporated into the utility rate structure. RECOMMENDATION Staff recommends the approval of Resolution No. 20-156. ATTACHMENTS Resolution No. 20-156 CITY OF LINO LAKES RESOLUTION NO. 20-156 RESOLUTION ADOPTING THE 2021 WATER AND SEWER OPERATING BUDGETS WHEREAS, the City Council has reviewed the proposed 2021 Water and Sewer Operating Budgets during their budget work sessions, and WHEREAS, the City Council each year adopts the Water and Sewer Operating Budget by resolution. NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes, that the following Water and Sewer Operating Budgets for the year 2021 are hereby adopted: 2021 Water Operating Budget 2021 Sewer Operating Budget Operating Revenues $1,241,000 $1,835,000 Transfers -0- -0- Total Revenues & Transfers $1,241,000 $1,835,000 Operating Expenses $1,523,918 $2,227,698 Debt Service -0- -0- Total Expenses $1,523,918 $2,227,698 Revenues/Transfers over/ Under Expenses $ (282,918) $ (392,698) Use of Fund Surplus $ 282,918 $ 392,698 Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk 2021 TAX LEVY & BUDGET DECEMBER 14, 2020 TAX LEVY 83% 17% General Debt 2021 General Fund Levy $9,232,367 Debt Levy 1,909,448 Total Levy $11,141,815 TAX LEVY 2020 2021 $ Increase % Increase General Fund Levy $8,368,756 $9,232,367 $863,611 10.32% Debt Levy 2,122,762 1,909,448 (213,314)(10.05)% Total Levy $10,491,518 $11,141,815 $650,297 6.20% TAX CAPACITY & RATE Net Tax Capacity 2020 2021 Tax Capacity $24,889,804 $26,835,151 FD Contribution (1,486,922)(1,537,086) Captured TIF (719,368)(777,720) Net Tax Capacity $22,683,514 $24,520,345 % Increase 8.10% Tax Rate 2020 2021 Total Levy $10,491,518 $11,141,815 FD Distribution (1,447,780)(1,471,726) Net Levy $9,043,738 $9,670,089 % Increase 6.93% Tax Rate 39.870%39.437% TOTAL TAX RATE Lino Lakes Anoka County Centennial ISD Other 2021 City of Lino Lakes 39.437 Anoka County 31.413 Centennial ISD 31.428 Other 4.394 Total Tax Rate 106.672 CITY TAX RATE IMPACT 0.00% Increase in Market Value Residential Property $300,000 Market Value $13 Decrease in City Taxes Commercial Property $500,000 Market Value $40 Decrease in City Taxes 6.82% Increase in Market Value Residential Property $320,460 Market Value $75 Increase in City Taxes Commercial Property $534,100 Market Value $229 Increase in City Taxes GENERAL FUND BUDGET 2021 Administration $1,487,143 Community Development 834,741 Public Safety 5,443,612 Public Services 2,752,791 Others 1,001,113 Total Expenditures $11,519,400 13%7% 47% 24% 9% Expenditures Administration Community Development Public Safety Public Services Others GENERAL FUND BUDGET 2020 2021 Personal Services $7,605,738 $7,720,968 Supplies 477,825 504,230 Other Services 1,344,407 1,443,553 Contracted Services 722,084 821,336 Capital Outlay 42,117 28,200 Other 1,003,000 1,001,113 Total Expenditures $11,195,170 $11,519,400 % Increase 2.90% $ Increase $324,230 $115,230 or 1.52% increase in personal services $99,146 or 7.37% increase in other services $99,252 or 13.75% increase in contracted services WATER FUND BUDGET SUMMARY Budgeted Depreciation Expense $605,000 Non-cash expense Budgeted Capital Outlay Expense $55,000 2021 Revenues $1,241,000 Expenditures (1,523,918) Revenues Under Expenditures ($282,918) SEWER FUND BUDGET SUMMARY Budgeted Depreciation Expense $500,000 Non-cash expense Budgeted Capital Outlay Expense $111,000 2021 Revenues $1,835,000 Expenditures (2,227,698) Revenues Under Expenditures ($392,698) CITY COUNCIL AGENDA ITEM 2B STAFF ORIGINATOR: Hannah Lynch MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-157, Amending the 2020 General Fund Operating Budget VOTE REQUIRED: 3/5 BACKGROUND Adopted budgets are amended over the course of the year for a variety of reasons. Factors that lead to budget amendments include fiscal decisions made throughout the year, economic conditions, and changes in budget projections. In 2020, the COVID-19 pandemic is another significant factor. On the revenue side, COVID-19 contributed to decreased revenues in liquor licenses, lodging tax, solid waste reimbursement, police SRO contract, and fines & forfeits. Other factors contributed to increased municipal and police state aid. On the expenditure side, COVID-19 contributed to decreased personnel costs for temporary employees and decreased staff and programming within the recreation department. Other factors contributed to a net decrease to personnel costs (position vacancies), a decrease in parts/supplies, and a net increase in professional and contracted services. Staff has prepared a listing of proposed budget adjustments for conditions that are known today for City Council consideration. The original adopted budget included a use of reserves in the amount of $200,000; the amended budget includes an addition to reserves of $165,000. RECOMMENDATION Staff recommends the approval of Resolution No. 20-157 ATTACHMENTS Resolution No. 20-157 CITY OF LINO LAKES RESOLUTION NO. 20-157 RESOLUTION AMENDING THE 2020 GENERAL OPERATING BUDGET WHEREAS, the City Council has adopted a general operating budget for 2020, and WHEREAS, the City Council has made certain fiscal decisions through the year which have an impact on the general operating budget, and WHEREAS, the COVID-19 pandemic, changes in economic conditions, and changes in budget forecasts have made it necessary for the City Council to reconsider portions of the adopted general operating budget, and WHEREAS, it is good management and accounting practice to amend the general operating budget to reflect such changes. NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes, that the general operating budget for 2020 be amended as follows: REVENUES Adopted Amended Adjustment Account Number Description Budget Budget Amount 101-000-3201-000 Liquor License - Bar 32,000.00 25,000.00 -7,000.00 101-000-3225-000 Lodging Tax 76,315.00 38,315.00 -38,000.00 101-000-3345-000 Municipal State Aid (MSA)255,000.00 272,000.00 17,000.00 101-000-3346-000 Police State Aid 255,000.00 263,500.00 8,500.00 101-000-3349-000 Fire State Aid 14,000.00 4,000.00 -10,000.00 101-000-3360-000 Solid Waste (Anoka County)78,459.00 59,459.00 -19,000.00 101-000-3422-000 Police Other Revenues 190,000.00 120,000.00 -70,000.00 101-000-3510-000 Fines & Forfeits 115,500.00 80,500.00 -35,000.00 101-000-3730-000 Refunds & Reimbursements 42,082.00 20,824.00 -21,258.00 101-000-3900-000 General Fund Reserves 200,000.00 0.00 -200,000.00 (374,758.00)$ Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk EXPENDITURES Adopted Amended Adjustment Account Number Description Budget Budget Amount 101-402-41xx-000 Administration - Personal Services 509,894.00 545,894.00 36,000.00 101-402-4300-000 Administration - Professional Services 12,000.00 22,000.00 10,000.00 101-402-4310-000 Administration - Other Consultant 3,000.00 43,000.00 40,000.00 101-402-4330-000 Administration - Travel/Tuition 8,500.00 3,500.00 -5,000.00 101-402-41xx-000 Elections - Personal Services 43,250.00 46,750.00 3,500.00 101-407-41xx-000 Finance - Personal Services 330,468.00 272,468.00 -58,000.00 101-407-4310-000 Finance - Other Consultant 218,055.00 231,055.00 13,000.00 101-415-41xx-000 Econ Dev - Personal Services 21,219.00 11,219.00 -10,000.00 101-415-4300-000 Econ Dev - Professional Services 13,440.00 20,440.00 7,000.00 101-415-4900-000 Econ Dev - Marketing 72,500.00 36,400.00 -36,100.00 101-416-4410-000 Planning & Zoning - Contracted Services 37,300.00 12,300.00 -25,000.00 101-420-41xx-000 Police - Personal Services 3,882,523.00 3,698,523.00 -184,000.00 101-421-41xx-000 Fire - Personal Services 516,907.00 440,407.00 -76,500.00 101-422-41xx-000 Building Inspections - Personal Services 334,345.00 315,269.00 -19,076.00 101-422-4410-000 Building Inspections - Contracted Services 3,000.00 13,076.00 10,076.00 101-430-4224-000 Streets - Patching Materials 50,000.00 35,000.00 -15,000.00 101-431-4300-000 Fleet - Professional Services 44,000.00 24,000.00 -20,000.00 101-431-4410-000 Fleet - Contracted Services 61,000.00 41,000.00 -20,000.00 101-450-41xx-000 Parks - Personal Services 524,687.00 489,621.00 -35,066.00 101-450-4211-000 Parks - Maintenance Supplies 30,000.00 20,000.00 -10,000.00 101-450-4300-000 Parks - Professional Services 2,000.00 22,000.00 20,000.00 101-451-41xx-000 Recreation - Personal Services 155,938.00 102,093.00 -53,845.00 101-451-4211-000 Recreation - Maintenance Supplies 2,500.00 0.00 -2,500.00 101-451-4321-000 Recreation - Telephone 450.00 50.00 -400.00 101-451-4330-000 Recreation - Travel/Tuition 1,000.00 0.00 -1,000.00 101-451-4340-000 Advertising - Recreation 350.00 0.00 -350.00 101-451-4343-000 Recreation - Newsletter 15,000.00 5,000.00 -10,000.00 101-461-41xx-000 Environmental - Personal Services 51,729.00 44,732.00 -6,997.00 101-462-41xx-000 Solid Waste - Personal Services 47,439.00 37,739.00 -9,700.00 101-462-4410-000 Solid Waste - Contracted Services 22,700.00 13,400.00 -9,300.00 101-499-4905-000 Contingency 75,000.00 0.00 -75,000.00 101-499-4910-000 Operating Transfers 928,000.00 931,500.00 3,500.00 (539,758.00)$ CITY COUNCIL AGENDA ITEM 2C STAFF ORIGINATOR: Hannah Lynch, Finance Director MEETING DATE: December 14, 2020 TOPIC: Coronavirus Relief Funds VOTE REQUIRED: 3/5 BACKGROUND The Coronavirus Aid, Relief, and Economic Security (CARES) Act passed on March 27th provided over $2 trillion in federal economic relief. Section 5001 of the CARES Act established the $150 billion Coronavirus Relief Fund (CRF), providing payments to State, Local, and Tribal governments navigating the impact of the COVID-19 pandemic. The CARES Act provided that payments from the Fund could only be used to cover costs that: 1. were necessary expenditures incurred due to the public health emergency with respect to COVID-19; 2. were not accounted for in the budget most recently approved for the government; and 3. were incurred during the period that begins on March 1, 2020, and ends on November 15, 2020. The Minnesota Department of Revenue distributed a share of federal aid Minnesota received from the CRF to eligible local governments that applied for the aid. The City applied for and received $1,608,289 of CRF aid in July. Staff spent a considerable amount of time reviewing State and Federal Guidance to identify eligible expenditures and understand audit and reporting requirements. Expenditures were discussed at Council work sessions and large contracts were approved by resolution. The City incurred expenses for the entire amount of CRF aid as of November 15, 2020. Final reporting has been submitted to the state and a Final Spending Plan is attached for Council approval. Additional auditing procedures are required in years where total federal dollars expended exceed $750,000 ("single audit"). Single audit refers to the centralization of financial reporting on federal projects to one federal agency, not to each agency awarding the grants. A single audit provides assurance to the federal government as to the proper management and use of federal funds. A single audit will be required in 2020 due to CRF aid. Updated grant guidance requires several policies and procedures to be in written form. Staff has worked with the City's Auditors to ensure the Federal Awards Policy being proposed meets the single audit grant guidance requirements. RECOMMENDATION 1. Approve the Coronavirus Relief Fund (CRF) Final Spending Plan 2. Adopt the Federal Grants Policy ATTACHMENTS Coronavirus Relief Fund (CRF) Final Spending Plan Federal Grant Policy Aid Amount CRF Expenditure Category 86,231.02$ Budgeted Personnel and Services Diverted to a Substantially Different Use 53,521.53 Improve Telework Capabilities of Public Employees 48,471.12 Payroll for Public Health and Safety Employees 33,665.97 Personal Protective Equipment 1,356,659.72 Public Health Expenses 29,739.64 Other Eligible Expenses 1,608,289.00$ Breakdown of CRF Expenditure Categories Budgeted Personnel and Services Diverted to a Substantially Different Use Management team COVID response/mitigation time Paid sick and family medical leave Improve Telework Capabilities of Public Employees Public safety mobile computers Ipads for building inspections and public services Remote desktop access & virtual meeting subscriptions Computer hardware Virtual plan review software Payroll for Public Health and Safety Employees Police services substantially dedicated to mitigating or responding to COVID Personal Protective Equipment Public safety facepieces Portable shield barriers Face masks & face shields Disinfecting wipes, hand sanitizer, gloves, etc. Public Health Expenses City hall renovations Touchless entry upgrades HVAC/plumbing improvements 800 MHZ portable radios Fire station #1 remodel $2,593.81 $7,311.99 $10,657.21 $538,209.76 $62,899.20 $137,340.00 $94,625.00 $33,665.97 City of Lino Lakes Coronavirus Relief Fund (CRF) Final Spending Plan November 15, 2020 $410,813.55 $6,659.96 $1,303.68 $53,521.53 $48,471.12 $5,423.38 $9,140.42 $12,442.21 $54,743.62 $31,487.40 $86,231.02 $31,654.84 Cardiac monitor LiveScan fingerprinting machine AEDs Fire station #1 sidewalk (elections exit) Police and City Hall lunchroom flooring Lobby TV and conference room AV Additional election judges & supplies COVID cleaning Public safety measures (social distancing signs, thermometer, pens, etc.) Legal counsel Other Eligible Expenses Lift station impellers Public access television production expenditures $29,739.64 $33,757.15 $27,205.61 $6,703.99 $18,334.00 $7,810.00 $4,687.41 $176.00 $1,615.01 $1,356,659.72 $19,618.00 $10,121.64 $5,491.94 $6,991.10 LINO LAKES, MINNESOTA FEDERAL GRANTS POLICY Adopted December 14, 2020 Lino Lakes, Minnesota Federal Grants Policy This policy is to document federal grant procedures and to form a policy according to OMB Federal requirements. These procedures will be decentralized which means each department will oversee and document the requirements and fulfillment thereof for federal grant requirements; this could also be used for more sizable and complex state grants. Under federal guidelines the City will need to have a single audit when greater than $750,000 in federal monies (grants) is earned (may be different than actual receipt of). Under these guidelines it further defines major grants as those of $750,000 or more. When a program reaches this size it is more likely to be audited; however, smaller grants may be audited to reach a certain dollar amount that must be audited. Please note that in most cases this money is funneled through the state so just because it comes from a state department does not mean it is a state grant. You will need to review the grant document in each case and determine whether it is a state or federal grant; if you are not sure get a definitive answer from the grant representative from the state. At this same time obtain the Catalog of Federal Domestic Assistance (CFDA) number from the agency if it is not in the grant document. This is a five digit number in this format: ##.### (two numbers which denotes an administering federal department, and then 3 numbers which is the grant number within the federal department. According to regulations we will also need the Federal award ID and year; name of federal awarding agency; and pass-through entity’s name (if applicable). General Grant Guidance 1. Find a project or purchase that fits a federal grant criteria. 2. The responsible department will contact the appropriate state or federal department (whichever the case may be) to start the process and inquire about the requirements of the grant. 3. Start a file during this process and label everything well so there is no difficulty finding the documents needed when being audited. Make sure it is well laid out. 4. The responsible department will create an action form for the appropriate government body (Council, EDA) to request they approve attempting to receive this new grant. a. This action form should contain ALL important information concerning this grant INCLUDING any additional requirements that the grant may have such as continuing reporting for years to come; inability to sell an asset after used for certain amount of time; required future upkeep of an asset at local entities expense; or other important information as deemed appropriate. 5. Responsible department needs to document all requirements and then follow the grant procedures. These requirements may need to be fulfilled before the grant can actually be applied for. Some requirements may be (please note that some of these may not be able to be documented or completed until after grant award): a. Improvement plan b. Is this improvement plan in a 5 year capital plan c. Plans and specifications d. Bidding requirements e. Data requirements (i.e. invoice and receipt retention, reports, schedules, etc.) f. May need to hire a consulting firm g. Scope of project h. Cost estimates i. Projected timelines j. What project reports will be required k. Document what steps will be needed for grant closeout 6. Once you have all the documents needed to apply for the grant, then apply. 7. Obtain all necessary grant documents and requirements once the grant is approved. 8. File all grant reports as requested per the grant and on a timely basis. Ensure all requirements are well documented. Internal Controls 1. Uniform guidance requires our organization to have effective controls in place to manage federal awards and show compliance with Federal statutes, regulations, and terms and conditions of the award. a. The section “General Grant Guidance” and following our internal policies will fulfill these requirements. 2. Uniform guidance requires that there are reasonable procedures in place to protect Personally Identifiable Information (PII) as sensitive by Federal agency or pass-through entity. a. The City has approved the Data Practices Policy that outlines different types of data and what must be followed regarding dissemination of data. This policy may not be all encompassing; however, between that and implementation of other grant rules and procedures the controls are in place to protect PPI. b. Another item to consider is storage of this data. Please ensure that PPI is kept in a locking file cabinet or computer system that is only accessible to people authorized to have that access. i. In regards to keeping documents within Laserfiche, it is possible to have a directory that would only be accessible to those who are authorized to have access to that directory. c. Follow other normal operating procedures in regards to purchase requisitions, contracting and bidding, and submitting of claims. Travel 1. According to federal grant guidelines, our travel policy is accordance with what we allow for travel costs. a. Our travel guidelines must be followed. No travel costs can be submitted that are contrary to our policies. Our travel policies are within the personnel policy guidelines and the Finance Department sends out updates to any mileage and meal per diems that have changed. b. If costs for a conference are being charged to a grant directly or through an indirect cost allocation; the supporting documentation of attendance must be retained by the participant and/or department. Financial Management and Accounting Records 1. Financial system must identify all federal awards in all accounts that are received and expended by: a. CFDA number and title b. Federal award ID and year c. Name of federal awarding agency d. Pass-through entity’s name 2. Major Federal Grants - Each department will need to contact the Finance Director with the information in number one above for major federal grants so that we can set up the appropriate Project Accounting Codes. a. Project accounting is a system that works along with the main general ledger. This will allow for proper identification that the federal government is requiring. b. Major federal grants will be defined as grants that require multiple entries for the receipt of the federal grant and multiple expenditure items of the federal grant. It would also be further defined as greater than $100,000 in expenditures or revenues. 3. Minor Federal Grants – Each department when asking for a federal grant to be receipted into the general ledger system will need to be accompanied by the information in number one above so that the information can be entered into the detailed description. The same will be true for expenditures that when entered into the system that the information required above will need to be entered into the detail description. a. A minor program would be a grant that is less than $100,000 and also only has very few number of transactions needing to be entered such as 1 receipt and 1 expenditure. 4. Follow our procedures in relation to expenditures. 5. Each department must know the requirements of the grant they are receiving and ensure that the allowability of costs are well documented including allowability of costs in accordance with Subpart E Cost Principles if applicable on the grant. 6. To receive advance payments: a. Written procedures must be in place by the departments to minimize time between transfer of funds and disbursement by the entity. 7. Payments to subrecipients are: a. Not required to be maintained in separate depository accounts for federal awards, b. Required to be accounted for by receipt, obligation and expenditure of federal awards. Documentation must be kept and very good descriptions used on expenditures to the system. If using a project account, more defining items could be set up to provide better information but each department will need to contact finance department to aid in this endeavor. Personnel Compensation Documentation 1. Written policies and procedures for personnel compensation a. Employees will follow current personnel policies b. Management must communicate with employees how to record their time on timesheets to designate that the work is for a federal grant or possible federal grant. c. When entering time information, staff must enter in these cases project accounting code so that payroll time is properly recorded. d. Timesheets must be sent to finance for imaging and sorting for backup in relation to the federal grant (mostly used for FEMA grants). e. Documentation must be maintained for all employees whose salaries are paid in full or in part by a federal award and used in meeting cost sharing or matching requirements on federal awards. Conflict of Interest 1. All potential conflicts of interest must be disclosed in writing to the federal awarding agency. a. City officials need to make themselves aware of other interests that employees may have or own. For example, are they involved in a sideline business or spouse involved in a business. i. Officials must be aware of their own business interests. ii. Officials need to keep note of other businesses employees may be involved with. iii. Possibly may want to state to their employees and ask questions whether they are involved with other businesses. iv. Read and understand the City’s Code of Conduct b. Federal award recipients must disclose, in a timely manner, all violations of Federal criminal law in writing that involve fraud, bribery or gratuities that affect a federal award. This information must be reported to the federal agency or pass through ent ity. If you fail to do so you may forfeit a portion or all of the federal award. Procurement 1. The City must have written procurement procedures that comply with federal, state, and local laws and regulations. a. Follow state guidelines in regards to bidding and contracting. b. Follow the internal controls document from the Finance Department in relation to purchasing, bidding and contracting, and accounts payable. If we follow these procedures it should and must include full and open competition consistent with uniform guidance standards. 2. Contract only with responsible contractors that can meet the requirements, and terms and conditions. Some items to consider are: a. Contractor integrity b. Compliance with public policy c. Record of past performance d. Financial and technical resources 3. Conflicts of interest for procurement: a. Follow our Code of Conduct. b. Avoid purchasing unnecessary or duplicative items under the grant contract. c. Maintain sufficient detailed records to provide an audit trail for the procurement. 4. Identify the procurement method: Under state (Sec. 471.345 MN Statutes) and federal (2 CFR 200.320(b)) guidelines there are different sizes of purchases and requirements that they follow. Report Certification 1. An authorizing official needs to sign a certificatio n regarding the filing of documents. a. When the grant is approved by the governing body. Have the official that will be signing the grant documentation approved for all of the grant documents going forward including this certification. b. Certification: “By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812).” Financial Reporting 1. Use OMB approved government wide data collection instrument (currently SF-425 Federal Financial Report). 2. Frequency of reporting will be identified in the grant documents. Check your documentation. 3. If more guidance is needed, please check with the federal agency or pass-through entity. Performance Reporting 1. Uniform guidance requires Federal agencies to include performance goals or measures in awards and recipients are to report against those goals or measures. a. Read and understand the grant document in relation to performance reporting requirements. b. Performance reporting will require the following: i. Recipients are to relate financial data to performance accomplishments; ii. Oversight and monitoring must cover each program or activity. iii. Performance report timeframes will be defined by awarding agency or pass-through entity. c. Expectations of performance reports (non-construction): i. Comparison of actual accomplishments of each federal award for the established reporting period by submitting: 1. Quantifiable data (cost/units) when available 2. Trend data or data analysis 3. Other defined measures ii. Reasons why goals were not met: 1. Analysis/reason why goals not met 2. Explanation of any cost overruns 3. (Identification of or if goals will be met) d. Expectations of performance reports (construction) i. On-site technical inspection reports ii. Certified percentage of completion data iii. Additional reports as required by Federal agency iv. Data and Information that identifies: 1. Significant developments between scheduled reporting dates, e.g., delays, problems, adverse conditions 2. Identify any action taken, contemplated, or assistance needed 3. Identify favorable conditions v. Policy and Procedures considerations: 1. Entities should consider having procedures that describe when to start collecting data for the report, who shall review the report, who shall sign the report, and when the report will be submitted. 2. Build in a timeline for submission and know the reportable measures for the reporting period to eliminate constant revisions. 3. For special data collection, procedures may need to reflect unique steps to take to collect and analyze data for reporting purposes - may require interim procedures to satisfy current reporting. Allowable costs 1. Uniform guidance provides a listing of certain items of cost that require prior written approval. This should be covered in the grant documents or in indirect cost principles. I am not aware of any indirect costs that we currently charge to federal grants. If you believe there are indirect costs that we should be charging to a federal grant you will need to do more research. a. Recipients must seek written approval from cognizant agency for indirect costs. b. Recipients make the request in advance of incurrence of special or unusual costs. c. Agency written approval should include timeframe or written agreement. d. Please see list found at section 200.407 at ECFR.gov (Electronic Code of Federal Regulations). Documentation 1. Documents associated with a particular action (examples): a. Travel, e.g., airline tickets, authorized travel request, hotel receipts, conference registration, mileage records, etc. b. Procurement, e.g., request to buy (purchase), quotes from suppliers, written agreement/contract to purchase or an order, receipt of goods or completion of services, invoice, etc. c. Personnel Compensations (T&E), e.g., timesheets, calendars with worked hours, approved or authorized schedules. d. Performance Reports, e.g., activities completed, associated costs, log of attendees/those served, publications or written material, etc. e. Financial Reports, e.g., receipts, invoices, payroll schedules, etc. CITY COUNCIL AGENDA ITEM 3A STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: December 14, 2020 TOPIC: Authorize Entering into a Joint Power Agreement with Metro- INET for IT Services VOTE REQUIRED: 3/5 BACKGROUND The City of Lino Lakes has been a member of the Metro-INET consortium since December 2004. The consortium has grown considerably over that time and now services 44 agencies. Metro-INET’s entire operation is currently under the control of the City of Roseville. On April 6, 2020, staff provided an update to the City Council regarding the efforts taking place to transform Metro-INET from a City of Roseville operation to a joint powers model. Staff reviewed many of the challenges the current operating structure creates for the City of Roseville and the entire consortium. Staff presented options for the Council to consider including hiring IT staff and joining another consortium like LOGIS to provide software and support, becoming independent and completely outsourcing IT services, or joining other Metro- INET agencies in establishing a joint power agreement. The Council agreed unanimously that remaining in the Metro-INET user group under a new joint powers agreement offered the City the best value for IT services. A working group consisting of six member agencies and Metro-INET staff have been working with Attorney, Jim Strommen of Kennedy and Graven to draft a joint powers agreement to be ratified by each member agency. The draft JPA was submitted to the League of Minnesota City’s and LMCIT’s legal counsel for review and approval. City Attorney, Jay Squires has also reviewed the draft JPA. It is expected that approvals by each member agency will be completed over the next couple of months. Once this process is complete, Metro-INET will constitute itself and begin the process of transitioning from a City of Roseville operation to a joint powers authority. It is expected that it will take most, if not all of 2021 to fully transition Metro-INET. Additional information regarding the transition plan, as well as a detailed summary of the JPA are attached. Key Points of the Joint Powers Agreement • The JPA is planned to be effective January 1, 2021. • The initial members of the JPA will be the current members of Metro-INET. • Metro-INET will be governed by a Board of Directors – Each member will have a Director and an Alternate designated. The Board will meet at least four times annually (quarterly). • Each member will have the number of votes equivalent to its share of the budget. Lino Lakes’ share of the 2021 budget is 6.14%, which provides for seven (7) of the current total, 199 votes. Lino Lakes is currently the fifth largest member in the consortium behind the cities of Roseville, Anoka, Oakdale, and North St. Paul. • The Board will hire an Executive Director who will be responsible for the day-to-day operations of Metro-INET. • The JPA outlines procedures for members to withdraw from Metro-INET, as well as procedures to dissolve the organization. RECOMMENDATION Staff recommends the City Council approve entering into the Metro-INET Joint Powers Agreement for IT Services. ATTACHMENTS Metro-INET Joint Powers Agreement Metro-INET JPA Transition Plan Memo to Metro-INET Members dated December 1, 2020 April 6, 2020 Metro I-Net Update JOINT POWERS AGREEMENT FOR THE ESTABLISHMENT OF THE NORTH EAST METROPOLITAN AREA MUNICIPAL INTERNETWORKING COLLABORATIVE, TO BE KNOWN AS “METRO-INET” i TABLE OF CONTENTS Page ARTICLE I GENERAL PURPOSE ........................................................................................ 1 Section 1.1 Purpose ................................................................................................ 1 ARTICLE II DEFINITION OF TERMS ................................................................................ 1 Section 2.1 Definitions ........................................................................................... 1 Section 2.1.1 Metro-INET ......................................................................................... 1 Section 2.1.2 IT Services ........................................................................................... 1 Section 2.1.3 Board ................................................................................................... 1 Section 2.1.4 LGU .................................................................................................... 1 Section 2.1.5 Member ............................................................................................... 1 Section 2.1.6 Associate ............................................................................................. 1 Section 2.1.7 Data ...................................................................................................... 2 ARTICLE III MEMBERSHIP ................................................................................................. 2 Section 3.1 Eligibility ............................................................................................. 2 Section 3.2 Execution of JPA and Payment of Member Charges ........................... 2 Section 3.3 Initial Members .................................................................................... 2 Section 3.4 Transition of Initial Member IT Services Agreements ....................... 2 Section 3.5 Effective Date ..................................................................................... 2 Section 3.6 New Members ..................................................................................... 2 Section 3.7 Conditions of Membership ................................................................. 2 Section 3.8 Appointment of Directors ................................................................... 3 ARTICLE IV BOARD OF DIRECTORS ............................................................................... 3 Section 4.1 Governing Body ................................................................................... 3 Section 4.2 Appointment of Alternate Directors .................................................... 3 Section 4.3 No Proxy Voting ................................................................................. 3 Section 4.4 Notice of Change of Director or Alternate Director ........................... 3 Section 4.5 Compensation of Directors and Alternate Directors ........................... 3 Section 4.6 Number of Votes of Directors ............................................................. 3 Section 4.7 Quorum ............................................................................................... 4 Section 4.8 Motions ............................................................................................... 4 Section 4.9 Suspension of Vote ............................................................................. 4 Section 4.10 Bylaws ................................................................................................. 4 Section 4.11 Remuneration of Director Expenses ................................................... 4 Section 4.12 Removal of Directors .......................................................................... 4 Section 4.13 Director Vacancies .............................................................................. 4 ARTICLE V MEETINGS AND OFFICERS ........................................................................ 4 Section 5.1 Special Meetings .................................................................................. 4 Section 5.2 Regular Meetings ................................................................................. 5 ii Section 5.3 Notice of Regular Meetings ................................................................. 5 Section 5.4 Public Meetings ................................................................................... 5 Section 5.5 Officers ............................................................................................... 5 Section 5.6 Chair and Vice Chair .......................................................................... 5 Section 5.7 Secretary ............................................................................................. 5 Section 5.8 Officer Vacancies ................................................................................ 5 ARTICLE VI POWERS AND DUTIES OF THE BOARD.................................................. 6 Section 6.1 Powers and Duties................................................................................ 6 Section 6.2 General Purpose .................................................................................. 6 Section 6.3 Governance ......................................................................................... 6 Section 6.4 Membership Dues ............................................................................... 6 Section 6.5 Service Charges .................................................................................. 6 Section 6.6 Gifts, Loans and Grants ...................................................................... 6 Section 6.7 Annual Audit ....................................................................................... 6 Section 6.8 Annual Budget .................................................................................... 6 Section 6.9 Delegation to Executive Committee ................................................... 7 Section 6.10 Accumulation and Maintenance of Capital ......................................... 7 Section 6.11 Data, Data Processing and Management Information Systems .......... 7 Section 6.12 PERA .................................................................................................. 7 Section 6.13 Necessary and Incidental Powers ........................................................ 7 ARTICLE VII FISCAL AND OPERATIONAL SERVICES; EXECUTIVE DIRECTOR ... 7 Section 7.1 Fiscal and Operations Agent ............................................................... 7 Section 7.2 Executive Director ............................................................................... 7 Section 7.3 Term of Executive Director ................................................................ 8 ARTICLE VIII EXECUTIVE COMMITTEE ........................................................................ 8 Section 8.1 Membership of Executive Committee ................................................. 8 Section 8.2 Bylaws of Executive Committee ........................................................ 8 Section 8.3 Quorum ............................................................................................... 8 Section 8.4 Regular Meetings ................................................................................ 8 Section 8.5 Special Meetings ................................................................................. 8 Section 8.6 Notice of Meetings .............................................................................. 8 Section 8.7 Duties and Responsibilities ................................................................. 8 Section 8.8 Preparation and Modification of Charges ........................................... 9 ARTICLE IX FINANCIAL MATTERS ............................................................................... 9 Section 9.1 Fiscal Year .......................................................................................... 9 Section 9.2 Adoption of Annual Budget ................................................................ 9 Section 9.3 Cost Sharing Charges .......................................................................... 9 Section 9.4 Invoices to Members ........................................................................... 9 Section 9.5 Classification of Cost Sharing Charges ............................................ 10 Section 9.6 Special Financial Assistance from Members .................................... 10 Section 9.7 Expenditures ..................................................................................... 11 iii Section 9.8 Contracts ........................................................................................... 11 ARTICLE X WITHDRAWAL ........................................................................................... 11 Section 10.1 Notice of Withdrawal ........................................................................ 11 Section 10.2 Claim to Assets upon Withdrawal .................................................... 11 Section 10.3 Financial Obligations upon Withdrawal ........................................... 11 Section 10.4 Financial Obligations prior to Withdrawal ....................................... 12 ARTICLE XI ASSOCIATES .............................................................................................. 12 Section 11.1 Associates ......................................................................................... 12 Section 11.2 Admission of Associates ................................................................... 12 Section 11.3 Confirmation of Associate Status ..................................................... 12 Section 11.4 Appointment of Director and Alternate Director .............................. 12 Section 11.5 Charges ............................................................................................. 12 Section 11.6 Application to Become a Member .................................................... 12 Section 11.7 Notice of Withdrawal as Associate ................................................... 12 ARTICLE XII DISSOLUTION ............................................................................................ 12 Section 12.1 Dissolution ........................................................................................ 12 Section 12.2 Effectuation of Dissolution ............................................................... 13 Section 12.3 Distribution of Assets and Payment of Outstanding Obligations ...... 13 Section 12.4 Allocation of Deficit ......................................................................... 13 Section 12.5 Distribution of Computer Software .................................................. 13 ARTICLE XIII INDEMNIFICATION ................................................................................. 13 Section 13.1 Cooperative Activity of Single Governmental Unit ......................... 13 Section 13.2 Indemnification ................................................................................. 13 ARTICLE XIV AMENDMENT ........................................................................................... 14 Section 14.1 Amendment of JPA ........................................................................... 14 ARTICLE XV MISCELLANEOUS ..................................................................................... 14 Section 15.1 Data Practices .................................................................................... 14 Section 15.2 Audit ................................................................................................. 14 Section 15.3 Counterparts ...................................................................................... 14 Section 15.4 Headings ........................................................................................... 14 Section 15.5 Severability ....................................................................................... 14 Section 15.6 Applicable Law ................................................................................. 14 ARTICLE XVI DURATION ................................................................................................ 15 Section 16.1 Term .................................................................................................. 15 v.11.9.20 1 JOINT POWERS AGREEMENT FOR THE ESTABLISHMENT OF THE NORTH EAST METROPOLITAN AREA MUNICIPAL INTERNETWORKING COLLABORATIVE The parties to this joint powers agreement (“JPA”) are local governmental units (“LGUs”) of the State of Minnesota authorized to enter into this JPA. This JPA is made and entered into pursuant to Minnesota Statutes, Section 471.59. ARTICLE I GENERAL PURPOSE Section 1.1. Purpose. The general purpose of this JPA is to provide for an organization that the participating Members may jointly and cooperatively provide for the development and operation of IT Services for the use and benefit of the Members, and others. To the extent permitted by law, the Members will support the establishment of the IT Services and seek to expand the number of participating agencies either as Members or as non-Member LGUs receiving services from Metro-INET. ARTICLE II DEFINITION OF TERMS Section 2.1. Definitions. The terms defined in this Article shall have the meanings given them for the purposes of this JPA. Section 2.1.1. Metro-INET. “Metro-INET” means the “North East Metropolitan Area Municipal Internetworking Collaborative,” the organization created by this JPA. Section 2.1.2. IT Services. “IT Services” means the development, operation and maintenance of advanced internet networking and data services through ownership or lease of any and all systems, equipment, technology or means and methods necessary to provide competitive, up-to-date IT services to Members and non-Member LGUs. Section 2.1.3. Board. “Board” means the Board of Directors of Metro-INET, consisting of one Director from each LGU participating as a Member of Metro-INET pursuant to this JPA. Section 2.1.4. LGU. “LGU” means any city, township, independent public safety organization, watershed management organization, watershed district, cable commission or other political subdivision of the State of Minnesota that is qualified to enter into joint powers agreements as defined in Minnesota Statutes, Section 471.59, and as it may be amended from time to time. Section 2.1.5. Member. “Member” means an LGU that enters into this JPA and is at the time involved, a Member in good standing. Section 2.1.6. Associate. “Associate” means an LGU that is not a Member but has agreed to affiliate with Metro-INET in accordance with Article XI and other applicable JPA provisions. 2 Section 2.1.7. Data. “Data” means all information in digital form that can be transmitted or processed. ARTICLE III MEMBERSHIP Section 3.1. Eligibility. Any Minnesota LGU is eligible to be a Member of Metro-INET. Section 3.2. Execution of JPA and Payment of Member Charges. An LGU desiring to be a Member shall execute a copy of this JPA and shall pay all Member charges, prorated if appropriate, under Article IX. Section 3.3. Initial Members. The initial Members of Metro-INET shall be the City of Roseville (“Roseville”) and those LGUs that are parties to a joint powers agreement or an otherwise existing contractual arrangement for IT Services from Roseville, on or prior to December 31, 2020. Upon the execution of this JPA by an initial Member, the clerk or other corresponding officer shall file with the Roseville City Manager a copy of the executed JPA, together with a certified copy of the authorizing resolution or other action. The resolution authorizing the execution of this JPA shall also designate the Member’s Director and Alternate Director (“Alternate”). Section 3.4 Transition of Initial Member IT Services Agreements. Any joint powers agreement or contract for IT Services between two or more Metro-INET Members that has not been terminated prior to the Effective Date of this JPA shall be terminated by the affected parties at the earliest possible date, without disrupting the delivery of IT Services to the affected parties. After the Effective Date, any term of an earlier agreement for IT Services still in force shall be interpreted not to conflict with this JPA, which shall supersede the earlier agreement if the earlier agreement and this JPA cannot be reconciled. The Board shall have authority to take any action it deems reasonable and prudent to facilitate the transition to Metro-INET by any initial Member, including the creation of a committee authorized to assist affected parties in the termination of earlier agreements and to seek Board approval of action necessary to facilitate the transition. Section 3.5. Effective Date. This JPA shall become effective on January 1, 2021 [[or other date agreed upon by the initial Members]] (“Effective Date”). Within thirty (30) days after the Effective Date, the Roseville City Manager shall call the first meeting of the Board, which shall be held not later than fifteen (15) days after the notice has been delivered to each Director and Alternate. Section 3.6. New Members. LGUs that do not qualify for initial membership under Section 3.3 and seek to join Metro-INET shall be admitted by a vote of the Board as it determines at its organizational meeting, or as soon thereafter as the Board may decide and adopt in the bylaws. Section 3.7. Conditions of Membership. The Board may impose additional conditions upon the admission of new Members. 3 Section 3.8. Appointment of Directors. Directors and Alternates shall be appointed by the Member governing body to serve until their successors are appointed and qualified. Directors shall be the chief administrative officer of the Member. ARTICLE IV BOARD OF DIRECTORS Section 4.1. Governing Body. Metro-INET shall be governed by a Board of Directors consisting of a Director and Alternate from each Member. At the organizational meeting and annually thereafter, the Board shall elect an executive committee that may advise or act for the Board as the Board may delegate to the executive committee as necessary, upon meetings duly called, as provided in Article VIII. Section 4.2. Appointment of Alternate Directors. Each Member shall appoint one Alternate to the Director. The Alternate shall be entitled to attend all meetings of the Board and may vote in the absence of the Director. Section 4.3. No Proxy Voting. There shall be no voting by proxy. All votes must be cast in person at Board meetings by the Director or Alternate, unless the meeting is duly conducted in accordance with Minnesota Statutes, Sections 13D.02 (interactive TV) or 13D.021 (telephone or other electronic means allowed if health pandemic or emergency). Section 4.4. Notice of Change of Director or Alternate Director. When the Member changes its designated Director or Alternate the Member shall provide written notice to Metro- INET with the name, email address and mailing address of the person so appointed. Section 4.5. Compensation of Directors and Alternate Directors. Directors and Alternates shall serve without compensation from Metro-INET, but it shall not prevent a Member from providing compensation for its Director or Alternate if such compensation is lawfully authorized by such Member. Section 4.6. Number of Votes Held by Directors. Unless otherwise expressly provided herein, each Director shall have the number of votes equivalent to the Member’s share of Metro- INET’s annual budget, as established by the Board and calculated as follows: Each Member’s percentage share of Metro-INET’s annual budget shall be determined by Member use of Metro- INET IT Services. Said Member share shall be rounded up to the nearest whole number, and that number shall be the Member’s total number of votes in any vote of the Board. Members shall have at least one vote. The number of votes for initial Members, and the total votes of the Directors for the initial Board, shall be as set forth in the attached Exhibit A, and is subject to change annually with the addition or subtraction of Members. The number of votes for each Director shall be recalculated annually upon the adoption by the Board of the next fiscal year budget. Upon the addition of a new Member, the Board shall estimate the new Member’s share of Metro-INET’s annual budget for the period prior to adoption of the succeeding year’s budget and assign the proportionate number of votes to the new Member for the remainder of that fiscal year. The number of votes of existing Members shall not change during the year that new Member or Members join Metro-INET. 4 Section 4.7. Quorum. The presence of at least ten (10) Directors of Members in good standing at a regular or special meeting shall constitute a quorum of the Board allowing it to transact business, provided that the ten Directors hold at least a majority of the total Member votes. Section 4.8. Motions. A majority of the Member vote totals represented by those Directors present at a meeting is required to pass all motions, unless a greater majority is provided in this JPA. Section 4.9. Suspension of Vote. A Director, or Alternate shall not be eligible to vote during the time the Member they represent has been notified by Metro-INET that it is in default on any required assessment, contract or other contribution to Metro-INET or regarding security breaches or other acts deemed by the Board to materially impair the quality of IT Services provided by Metro-INET. During the existence of such default, the vote(s) of such Member shall not be counted for the purposes of a meeting quorum or majority on a Board meeting vote. If a Member remains in default for a period of more than forty-five (45) days after written notice on failure to pay any billing from Metro-INET or notice of other default referenced above, the Board may act to terminate the Member from Metro-INET by a majority vote of the Board at a regular meeting or special meeting called for that purpose. Section 4.10. Bylaws. At the Metro-INET organizational meeting the Board shall adopt bylaws governing its procedures, including but not limited to, the time, place and frequency of its regular meetings or procedures and voting majorities required for certain votes. Such bylaws may be amended from time to time pursuant to Section 4.8 of this JPA. Section 4.11. Remuneration of Director or Alternate Expenses. The Board shall have no obligation to pay remuneration of Director or Alternate expenses, which shall be subject to the policies of Member appointing them. The Board may, however, in its sole discretion, pay the reasonable and necessary expenses of officers, Directors and Alternates incurred in connection with special duties they undertake on behalf of Metro-INET, but such reimbursement shall not include the expenses incurred solely for attending meetings of Metro-INET within the seven-county Twin Cities metropolitan area. Section 4.12. Removal of Directors. Any Director or Alternate shall be subject to removal by the governing body of the Member. Section 4.13. Director Vacancies. A vacancy on the Board shall be promptly filled by the governing body of the Member whose position on the Board is vacant. ARTICLE V MEETINGS AND OFFICERS Section 5.1. Special Meetings. Special meetings of the Board may be called: (a) by the chair; (b) by the executive committee; or (c) upon the written request of a majority of the Directors. Subject to an emergency exception, as defined by statute, at least three (3) days’ written notice of 5 special meetings shall be published and given to all Directors and Alternates. Such notice shall include the agenda for the special meeting and the time, date and location of the meeting. Section 5.2. Regular Meetings. The specific date, time and location of regular meetings of the Board shall be determined by the Board as provided in the Bylaws. The Board shall be required to meet at least four (4) times a year. Its regular meetings shall be held on the dates and at times of each January, April, July and October as determined by the Board at the October meeting and duly published to establish the four regular meetings. Section 5.3. Notice of Regular Meetings. Notice of regular meetings of the Board shall be given to the Directors and Alternates by the secretary at least fifteen (15) days in advance of the meeting and the agenda for such meetings shall accompany the notice. However, business at regular meetings of the Board need not be limited to matters set forth in the agenda. Section 5.4. Public Meetings. Meetings of the Board and of the executive committee shall be considered “public” meetings. Notices, agendas, and schedules of such meetings shall be given, maintained and distributed pursuant to the Open Meeting Law, Minnesota Statutes, Section 13D.01, et seq. Section 5.5. Officers. The officers of the Board shall consist of the chair, vice-chair, secretary and two (2) officers-at-large, who shall be elected by the Directors at the organizational meeting of the Board. The chair and vice-chair shall be elected to three-year (3) terms, commencing at the organizational meeting of the Board and every three (3) years thereafter. The secretary shall be elected to a two-year (2) term, commencing at the organizational meeting of the Board, and shall be elected to three-year (3) terms following the completion of the initial term every three (3) years thereafter. The officers-at-large shall be elected to a one-year (1) term, commencing at the organizational meeting of the Board, and shall be elected to three-year (3) terms following the completion of the initial term every three (3) years thereafter. The intent of the election of officers is to ultimately establish three-year (3), staggered terms of officers with the chair and vice-chair being elected in the same year. Other than the organizational meeting of the Board, new officers shall take office at the adjournment of the meeting of the Board at which they are elected. Section 5.6. Chair and Vice Chair. The chair shall preside at all meetings of the Board and the executive committee. The vice-chair shall act as chair in the absence of the chair. Section 5.7. Secretary. The secretary shall be responsible for keeping a record of all of the proceedings of the Board and the executive committee. Section 5.8. Officer Vacancies. A vacancy shall immediately occur in the office of any officer upon his or her resignation, death or upon ceasing to be an employee of the Member. Upon a vacancy occurring in any office, the Alternate shall serve until the Member appoints a new Director. 6 ARTICLE VI POWERS AND DUTIES OF THE BOARD Section 6.1. Powers and Duties. The powers and duties of the Board shall include the powers set forth in this Article. Section 6.2. General Purpose. The Board shall take such action as it deems necessary and appropriate to accomplish the general purposes of the organization including, but not limited to, the establishment of data processing and information systems, engaging in the development and implementation of the necessary programs therefor, acquiring any necessary site, purchasing any necessary supplies, equipment and machinery, employing any necessary personnel and operating and maintaining any systems for the handling of data processing and management information for the Members and for others. Any of the foregoing activities, or any other activities authorized by the JPA, may be accomplished by entering into contracts, leases or other agreements with others, whenever the Board shall deem this to be advisable. Section 6.3. Governance. The Board shall have full supervisory control and management of the affairs of Metro-INET including the power to make contracts as it deems necessary to make effective any power to be exercised by Metro-INET pursuant to this JPA; to provide for the prosecution and defense or other participation in actions or proceedings at law in which it may have an interest; to employ such persons as it deems necessary to accomplish its duties and powers on a full-time, part-time or consulting basis; to conduct such research and investigation as it deems necessary on any matter related to or affecting the general purposes of the organization; to acquire, hold and dispose of property both real and personal as the Board deems necessary; and to contract for space, materials, supplies and personnel with a Member or Members or with others. Section 6.4. Membership Dues. The Board may establish and collect membership dues. Section 6.5. Service Charges. The Board may establish and collect charges for its services to Members and to others. Section 6.6. Gifts, Loans and Grants. The Board may accept gifts, apply for and use grants or loans of money or other property from the state, or any other governmental units or organizations and may enter into agreements required in connection therewith and may hold, use and dispose of such moneys or property in accordance with the terms of the gift, grant, loan or agreement relating thereto. Section 6.7. Annual Audit. The Board shall cause an annual independent audit of the books to be made and shall make an annual financial accounting and report in writing to the Members. Its books and records shall be available for and open to examination by its Members at all reasonable times. Section 6.8. Annual Budget. The Board shall establish the annual budget for the organization as provided in this JPA. 7 Section 6.9. Delegation to Executive Committee. The Board may delegate authority to the executive committee of the Board, between Board meetings. Such delegation of authority shall be by resolution of the Board and may be conditioned in such manner as the Board may determine. Section 6.10. Accumulation and Maintenance of Capital. The Board may accumulate and maintain reasonable working capital reserves and may invest and reinvest funds not currently needed for the purposes of the organization. Such investment and reinvestment shall be in accordance with and subject to the laws applicable to the investment of city funds. Section 6.11. Data, Data Processing and Management Information Systems. The Board shall make Metro-INET data processing and management information systems available to its Members, subject to reasonable charges for the development and processing thereof. Metro- INET shall not own Member Data, which shall be returned to the Member upon its withdrawal made pursuant to this JPA or upon dissolution. Section 6.12. PERA. The Board may provide for any of its employees to be members of the Public Employees Retirement Association and may make any required employer contributions to that organization and any other employer contributions which municipalities are authorized or required by law to make. Section 6.13. Necessary and Incidental Powers. The Board may exercise any other power necessary and incidental to the implementation of its aforementioned powers and duties. ARTICLE VII FISCAL AND OPERATIONAL SERVICES; EXECUTIVE DIRECTOR Section 7.1. Fiscal and Operations Agent. The Board shall designate a Member to serve as the fiscal and operations agent of Metro-INET (“Fiscal Agent”). The Fiscal Agent shall provide services as set forth in the JPA and on additional matters as may be determined by the Board through authorization for services by contract with Metro-INET. The Fiscal Agent shall be responsible for management of all of Metro-INET’s funds, for the keeping and storing of Metro- INET’s financial records, recommending to the Board and maintaining adequate insurance coverage of Metro-INET consistent with municipal liability limitations under Minnesota law, and to provide for the annual financial audit and accounting of all Metro-INET related activities. The Fiscal Agent shall be responsible for collecting and preserving all Metro-INET records and data pursuant to the requirements of the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. The Fiscal Agent shall post a fidelity bond or other insurance against loss of organization funds in an amount approved by the Board, at the expense of Metro-INET. Section 7.2. Executive Director. The Board shall hire an executive director to be responsible for the management of the day-to-day operations of Metro-INET, executing the policy directives of the Board, including, the power to implement contracts authorized by the Board, the prosecution and defense or other participation in actions or proceedings in law; to employ personnel or retain as consultants such persons as he or she may deem necessary to carry out Metro-INET functions; to conduct such research and investigation as necessary on any matter related to or affecting the general purposes of Metro-INET; to manage real and personal property 8 acquired by Metro-INET; and to investigate, advise the Board regarding contracts for space, materials, supplies and personnel either with a Member or Members or with third parties and coordinating with Members for the implementation of internet connection, system maintenance and data processing. The executive director shall prepare a report to the Board regarding the operations of Metro-INET for each quarterly and annual meeting of the Board. Section 7.3. Term of Executive Director. The executive director shall serve for an indefinite period as defined by the contract, which may be terminated and the director removed by a vote of a two-thirds majority of the total votes of the Board. ARTICLE VIII EXECUTIVE COMMITTEE Section 8.1. Membership of Executive Committee. The Board shall establish an executive committee consisting of five (5) voting members. Its members shall consist of the five (5) officers of the Board as defined in Article V, Section 5.5. The Fiscal Agent and Executive Director shall serve as ex officio members of the executive committee in an advisory and non- voting capacity. Section 8.2. Bylaws of Executive Committee. The executive committee may adopt bylaws governing its own procedures, which shall be subject to this JPA, the bylaws of the Board, and any resolutions or other directives of the Board. Section 8.3. Quorum. Three (3) members of the executive committee shall constitute a quorum and a majority of the executive committee members present at a meeting where a quorum exists may act, notwithstanding the number of votes held by each member in accordance with Article IV, Section 4.6. Section 8.4. Regular Meetings. The specific date, time and location of regular meetings of the executive committee shall be determined by the executive committee. The executive committee shall meet at least four (4) times a year. Notice of regular meetings of the executive committee shall be given to the members of the executive committee and the executive director at least seven (7) days in advance and the agenda for such meetings shall accompany the notice. Section 8.5. Special Meetings. Special meetings of the executive committee may be called by the chair or upon the call of any two other members of the executive committee. The date, time and location of the special meeting shall be fixed by the person or persons calling it. At least three (3) days advance written notice of such special meeting shall be given to all members of the executive committee by the person or persons calling the meeting. Section 8.6. Notice of Meetings. Pursuant to the Open Meeting Law, all meetings of the executive committee shall be noticed and published at least three (3) days prior to the meeting. Section 8.7. Duties and Responsibilities. The executive committee shall have the following duties and responsibilities: (a) to exercise the powers and perform the duties delegated to it by the Board and subject to such conditions and limitations as may be imposed by the Board; (b) to cause to be prepared a proposed annual budget each year which shall be submitted to the 9 Board at least thirty (30) days before the annual meeting for the Board’s review and ratification; and (c) to present a full report of its activities at each regular meeting of the Board. Section 8.8. Preparation and Modification of Charges. The executive committee shall have the responsibility to prepare and modify charges for the use of the programs and facilities of Metro-INET, both as to Members and non-members, subject to Board approval. ARTICLE IX FINANCIAL MATTERS Section 9.1. Fiscal Year. The fiscal year of Metro-INET shall be the calendar year. Section 9.2. Adoption of Annual Budget. The annual budget of Metro-INET must be adopted in the following manner: (a) prior to May 1 the Board will supply each member with a proposed preliminary budget for the coming fiscal year; (b) prior to the meeting of the Board in July the Board will supply each Member with a proposed budget adjusted for withdrawal notifications received pursuant to Article XI; (c) the annual budget for the coming fiscal year shall be adopted at the July Board meeting. Promptly after adoption of the budget, the Board must mail copies of the budget to the chief administrative officer of each Member. Upon adoption of the budget each Member is obligated to Metro-INET for the budgeted revenues and cost sharing charges fixed by the Board for the ensuing fiscal year in accordance with this Article. Section 9.3. Cost Sharing Charges. The Board shall have authority to fix cost sharing charges for all Members in an amount sufficient to provide the funds required by the budgets of the organization. The Board shall notify the chief administrative officer of each Member of the amounts of such charges, on or before May 1 of each year. The Board shall prepare, and may amend, a document setting forth the cost sharing charges and policies for Members and rates for services provided to non-members. Such document(s) and policies shall be made available to Members for review and comment upon request. Section 9.4. Invoices to Members. Invoices for all charges shall be sent to the Members by the Fiscal Agent and shall be due when rendered. Any Member whose charges have not been paid within forty-five (45) days after the date of the invoice may be declared in default by the Board or executive committee and shall not be entitled to further voting privileges nor to have its Director hold any office nor to use any Metro-INET facilities or programs until such time as the default is cured and Metro-INET has been paid in full. Additionally, in the event that such charges have not been paid within forty-five (45) days of the date of the invoice, and such default remains uncured after a reasonable time following notice to cure, the membership of such Member may be 10 terminated by a majority vote of the Board. In the event of a dispute between the Member and the Board as to the amount which is due and payable, the Member shall nevertheless make such payment in order to preserve its status as a Member, but such payment may be made under protest and without prejudice with respect to the Member’s right to dispute the amount of the charge and to pursue any legal remedies available to it. Section 9.5. Classification of Cost Sharing Charges. The charges to the Members of Metro-INET shall be divided, for cost sharing purposes, into three different classes, as further described in Exhibit A to this JPA and incorporated herein: (a) Core Services (“Class 1 Charges”). Class 1 Charges shall cover all of Metro- INET’s general administrative and operational expenses for core services in having a member participate as a domain member of Metro-INET. Core services are generally defined as services provided by Metro-INET that provides IT support to the Member and its employees to conduct the Member’s business. These core services may change over time upon Board approval based on different needs of Members. Changes in the delivery of Class 1 Charges shall be paid by each Member as fixed monthly, quarterly or annual membership dues, as determined by the Board. The amount of Class 1 Charges required to be paid by each Member shall be determined annually by the executive committee, upon approval by the Board. Class 1 Charges shall be prorated to new Members and not retroactively applied to them. (b) Supplemental Services (“Class 2 Charges”). Class 2 Charges shall cover the costs of design and development of computer programs and systems and other capital costs for services requested by the Member. Supplemental services are generally defined as services provided by Metro-INET at the request of the Member to meet its specific needs. These supplemental services may change over time upon Board approval based on different needs of Members and changes in the delivery of such services. Class 2 Charges shall be paid by each Member as fixed monthly, quarterly or annual membership dues, as determined by the Board. The amount of Class 2 Charges required to be paid by each Member shall be determined annually by the executive committee, upon approval by the Board. Class 2 Charges shall not be retroactively applied to new Members. (c) Necessary Additional Charges (“Class 3 Charges”). Class 3 Charges shall cover the costs of system operation and maintenance in serving non-members, on an “as requested” basis as determined by the Board when it deems such charges necessary. The amount of such charges that are applicable to each non-member shall be determined by the Board. The amount of the charges shall cover all costs incurred by Metro-INET in providing these services to the non-member. The Board shall have authority to negotiate and enter into contracts with non-members receiving Class 3 Charges. Section 9.6. Special Financial Assistance from Members. It is anticipated that certain Members may be in a position to extend special financial assistance to Metro-INET in the form of grants, or other in-kind payments including use of facilities or other infrastructure deemed beneficial to Metro-INET. The Board shall credit any such in-kind payment against any charges 11 which the granting Member would otherwise have to pay. The Board may also enter into an agreement, as a condition to any such grant, that it will credit all or a portion of such grant towards charges which have been made or in the future may be made against one or more specified Members. Section 9.7. Expenditures. Board funds may be expended by the Board in accordance with procedures established by law for the expenditure of funds by cities. Orders, checks, drafts and other legal instruments shall be signed by the chair or vice-chair and countersigned by the secretary or such other person as shall be designated by the Board. Section 9.8. Contracts. Contracts shall be let and purchases shall be made in accordance with the legal requirements applicable to contracts and purchases by Minnesota cities. ARTICLE X WITHDRAWAL Section 10.1. Notice of Withdrawal. Any Member may at any time prior to June 1 of a given year, give written notice of withdrawal from Metro-INET. Written notice of withdrawal submitted prior to June 1 shall be a timely withdrawal and the Member shall not be responsible for its share of the next year’s budget not already made the obligation of the Member by a prior, multi- year budget commitment approved by the Board. The withdrawing Member’s financial obligation prior to withdrawal upon timely notice will be based on the Class 1, 2 and 3 Charges outstanding for the remainder of the calendar year and additional years for which the Board committed Metro- INET to such financial obligation while the Member was with Metro-INET as a Member. In such case the Member shall be responsible for the net present value of its a pro rata share of such commitment. Written notice of withdrawal after June 1, shall be untimely for purposes of withdrawal prior to the next calendar year but shall serve as notice for withdrawal effective the year following. A Member’s nonpayment of charges as set forth herein or its failure to comply with Metro-INET operational security requirements or other policy prescribed by the Board, without cure after written notice and a reasonable time to cure, shall constitute the Member’s notice of withdrawal from Metro-INET as determined by the Board pursuant to Section 4.8 at a regular or special meeting. All Member withdrawals shall take effect at the end of the applicable fiscal year, unless otherwise provided by the Board. Section 10.2. Claim to Assets upon Withdrawal. A Member’s withdrawal from Metro- INET at a time when such withdrawal does not result in dissolution of the organization shall forfeit the Member’s claim to any assets of the organization except that it shall have access to any software developed for its use while it was a Member in accordance with and subject to the provisions of Article XIII, Section 13.5(b). Section 10.3. Financial Obligations upon Withdrawal. Upon withdrawal the Member shall continue to be responsible (1) for all of its prorated share of any unpaid Class 2 Charges; (2) for its share of Class 1 Charges to the effective date of withdrawal; (3) for its share of any Class 3 Charges to the effective date of withdrawal; and (4) for any contractual obligations it has separately incurred with Metro-INET. 12 Section 10.4. Financial Obligations prior to Withdrawal. A Member who has not given notice of withdrawal on or before June 1 of a given year is obligated for the budgeted revenues and the cost sharing charges fixed by the Board for the ensuing fiscal year in accordance with Article IX. ARTICLE XI ASSOCIATES Section 11.1. Associates. It is understood that certain LGUs may desire to enter into a contractual arrangement with Metro-INET for limited IT Services. Such LGUs may affiliate with Metro-INET as “Associates.” Section 11.2. Admission of Associates. An LGU desiring to become an Associate may do so in the same manner as is applicable to becoming a Member, except as otherwise provided in this Article. Section 11.3. Confirmation of Associate Status. At the time of joining Metro-INET as an Associate, the LGU shall indicate in writing that it is not joining as a Member but as an Associate. Section 11.4. Appointment of Director and Alternate Director. An Associate may appoint a Director and an Alternate Director to the Board but such Director (or Alternate) shall be without voting power, shall not be eligible to serve as an officer and shall not be counted for quorum purposes. Section 11.5. Charges. The Board shall establish the charges to be paid by Associates and for that purpose it may classify Associates in accordance with their varying circumstances. Section 11.6. Application to Become a Member. An Associate may apply for membership status and become a Member upon the requisite vote as required in Article III, Section 3.5. Section 11.7. Notice of Withdrawal as Associate. An Associate may discontinue its association with Metro-INET at any time by giving written notice of withdrawal to the secretary. Withdrawal shall not relieve such withdrawing Associate from its obligation to pay any charges which the Associate has incurred up to the time of withdrawal. ARTICLE XII DISSOLUTION Section 12.1. Dissolution. Metro-INET shall be dissolved whenever: (1) the total number of remaining Members is less than five; or (2) by two-thirds of the votes represented by all Members of the Board. 13 Section 12.2. Effectuation of Dissolution. In the event of dissolution, the Board shall determine the measures necessary to effectuate the dissolution and shall provide for the taking of such measures as promptly as circumstances permit and subject to the provisions of this JPA. Section 12.3. Distribution of Assets and Payment of Outstanding Obligations. Upon dissolution, the remaining assets of Metro-INET and payment of all of its outstanding obligations, the remaining assets of Metro-INET shall be distributed among the then existing Members in proportion to their contributions, as determined by the Board. Section 12.4. Allocation of Deficit. If, upon dissolution, there is an organizational deficit, such deficit shall be charged to and paid by the Members on a pro rata basis, based upon the Class 1 and 2 Charges incurred by such Members during the two years preceding the event which gave rise to the dissolution. Section 12.5. Distribution of Computer Software. In the event of dissolution the following provisions shall govern the distribution of computer software owned by or licensed to Metro-INET: (a) All such software shall be an asset of Metro-INET. (b) A Member or former Member may use (but may not authorize reuse by others) any software developed during its membership upon (1) paying any unpaid sums due Metro-INET; (2) paying the costs of taking such software; and (3) complying with reasonable rules and regulations of the Board relating to the taking and use of such software. Such rules and regulations may include a reasonable time within which such software must be taken by any Member or former Member desiring to do so. ARTICLE XIII INDEMNIFICATION Section 13.1. Cooperative Activity of Single Governmental Unit. Metro-INET shall be considered a separate and distinct public entity to which the Members have transferred all responsibility and control for actions taken pursuant to this JPA. To the fullest extent permitted by law, actions by the Members pursuant to this JPA are intended to be and shall be construed as a “cooperative activity” and it is the intent of the Members that they shall be deemed a “single governmental unit” for the purposes of liability, as set forth in Minnesota Statutes, Section 471.59, subdivision 1a (a); provided further that for purposes of that statute, each Member expressly declines responsibility for the acts or omissions of the other party. The Members are not liable for the acts or omissions of the other Members except to the extent to which they have agreed in writing to be responsible. Section 13.2. Indemnification. Metro-INET shall defend, indemnify and hold harmless the Members against all claims, losses, liabilities, suits, judgments, costs and expenses arising out of action or inaction of the Board, its Directors or Alternates, the Fiscal Agent, the executive director and other employees or agents of Metro-INET pursuant to this JPA. Metro-INET shall defend and indemnify the employees of any Member acting pursuant to the JPA except for any act or omission for which the Member’s employee is guilty of malfeasance, willful neglect of duty or 14 bad faith. A Member shall defend, indemnity and hold harmless Metro-INET against all claims, losses, liabilities, suits, judgments, costs, and expenses arising out of action or inaction of the Member regarding the Member’s Data. This JPA to defend and indemnify does not constitute a waiver by Metro-INET or any Member of the limitations on liability provided by Minnesota Statutes, Chapter 466. ARTICLE XIV AMENDMENT Section 14.1. Amendment of JPA. This JPA sets forth all understandings of the Members. All prior agreements, understandings, representations whether consistent or inconsistent, verbal or written, concerning this JPA, are merged into and superseded by this written JPA. No modification or amendment to the JPA shall be binding unless all Members agree in writing to the proposed change or amendment. ARTICLE XV MISCELLANEOUS Section 15.1. Data Practices. The Members agree to comply with the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13, as it applies to all data created, collected, received, stored, used, maintained or disseminated by Metro-INET. If a Member receives a request to release the data referred to in this section, it must immediately notify the executive director. The executive director will give the Member who has received the data request instructions concerning the release of the data to the requester before the data is released. Section 15.2. Audit. The books, records and documents relevant to this JPA are subject to audit by the Members and the State of Minnesota at reasonable times upon written notice. Section 15.3. Counterparts. This JPA may be executed simultaneously in two or more counterparts, each of which will be deemed an original, but all of which together will constitute one and the same instrument. Section 15.4. Headings. The subject headings of the sections and subsections of the JPA are included for purposes of convenience only, and shall not affect the construction of interpretation of any of its provisions. Section 15.5. Severability. In case any one or more of the provisions of this JPA shall be invalid, illegal, or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions contained in this JPA will not in any way be affected or impaired thereby. Section 15.6. Applicable Law. This JPA shall be governed by and construed in accordance with the laws of the State of Minnesota. Any disputes, controversies, or claims arising out of this JPA shall be heard in Minnesota state district or courts with the venue being in Ramsey County, and the Members waive any objection to the jurisdiction of these courts, whether based on convenience or otherwise. 15 ARTICLE XVI DURATION Section 16.1. Term. This JPA shall continue in effect indefinitely until terminated in accordance with its terms. 16 IN WITNESS WHEREOF, the undersigned local governmental unit has caused this JPA to be signed and delivered on its behalf. (Name of LGU) By: Its: By: Its: Dated: , 20___. TRANSITION PLAN FOR METRO I-NET This plan is created to guide the transition from City of Roseville Metro I-Net (RMI) to Metro I-Net Joint Powers Authority (MIJPA) Purpose of transition plan • Allow for orderly transition of operations, personnel, and assets from RMI to MIJPA • Identify transition costs • Create a measured pace of transition to allow for comfort of existing RMI employees and RMI agencies Given where we find ourselves here in 2020, during the COVID pandemic, this transition plan is underpinned by the following milestones: • In 2020, the framework and costs of the new MIJPA will be established and agreed upon by the RMI agencies. • In 2021, the MIJPA as an entity will be established, the MIJPA Board will be elected and begin to meet, and the MIJPA Executive Director will be hired and begin to create an institutional framework for the MIJPA • In 2022, all assets and personnel will be assigned to the MIJPA TIMELINE FOR WORK FOR 2020 (MIJPA CREATION) Summary: The working group will finalize the draft joint powers agreement and send it out for review by agency managers and their legal counsels. Metro I-Net members are expected to approve the JPA by the end of the year. The City of Roseville, in conjunction with RMI staff will identify costs to service MIJPA during the interim period of the transition in 2021 and begin the process of identifying costs for transferring assets from RMI to MIJPA DETAILS OF 2020 WORK PLAN METRO I-NET WORKING GROUP In 2020, the Metro I-Net Working Group will do the following: • Approve JPA transition plan • Review draft Joint Powers Agreement • Finalize language with Attorney Strommen • Review JPA transition costs for 2021 • Identify long-term cost estimates for administrative/financial/legal services for MIJPA • Provide member agencies an estimate of costs for the transition and final implementation of the MIJPA • Assist in getting approval of JPA by all member agencies CITY OF ROSEVILLE/ROSEVILLE METRO I-NET In 2020, the City of Roseville/Roseville Metro I-Net will do the following: • Identify costs to serve MIJPA during the transition • Identify costs for transferring assets to MIJPA • Assist the working group in identifying long-term costs for administrative/financial/legal services for MIJPA • Assist in getting approval of JPA by all member agencies METRO I-NET MEMBER AGENCIES In 2020, the Roseville Metro I-Net member agencies will do the following: • Review the draft Metro I-Net joint powers agreement • Secure approval of JPA from governing bodies TIMELINE FOR WORK FOR 2021(MIJPA TRANSITION) Summary: Upon approval of the joint powers agreement by all member agencies, the MIJPA will officially incorporate. Per the joint powers agreement, the board of the directors for the MIJPA will convene and elect officers. Once constituted, the MIJPA Board officers will be elected and consider agreements to cover the transition period (defined as calendar year 2021) for legal, administrative and financial services. The Board will also recruit and hire the Metro I-Net Executive Director (MIED). Once hired, the MIED will begin drafting organizational policies and determine longer term legal, HR/Administrative, and financial services as well as determining and securing space needs. In order to allow for an orderly transition in employees receiving wages and benefits and to ensure minimal disruption to member agency services, Metro I-Net employees will remain employees of the City of Roseville during 2021. DETAILS OF 2021 WORK PLAN METRO I-NET BOARD • Incorporate Metro I-Net as a joint powers authority • Hold first board business meeting o Elect Chair and other officers o Enter into agreements for interim period of 2021 Legal HR/Admin Financial • Begin recruitment and hire Metro I-Net Executive Director (MIED) • Enter into agreement with City of Roseville regarding management of Roseville Metro I-Net employees by Metro I-Net Executive Director during interim period • Carry out board business as described in joint powers agreement, including setting a 2022 budget. METRO I-NET EXECUTIVE DIRECTOR • MIED is sole employee of MIJPA • MIED focuses on administrative duties O Organizational policies O Service Contracts Legal Administrative/HR Financial/Payroll O Determining space needs and securing space CITY OF ROSEVILLE/ROSEVILLE METRO I-NET • Provide administrative/HR/financial services to MIJPA • Enter into agreement with MIJPA regarding management of Roseville Metro I- Net employees by Metro I-Net Executive Director during interim period • Assist in transition of RMI assets and employees to MIJPA employees at the start of 2022 MIJPA TRANSITION COMPLETE – JANUARY 2022 City Manager’s Office Memo To: Metro-INET Members cc: Pete Bauer & Jason Swalley, Metro-INET From: Patrick Trudgeon, Roseville City Manager Date: December 1, 2020 Re: Metro-INET Joint Powers Agreement Metro-INET originally started as a collaboration between Roseville and Mounds View to share IT resources in 1999. Since that time, Metro-INET has grown to 35 member organizations receiving full IT services and 9 associate members receiving limited IT services. Not only has the number of Metro-INET members grown, each member agency’s needs have grown exponentially. Some examples in recent years include the deployment of laser fiche, remote computer access, electronic door access, wireless access points, as well as body cam support for law enforcement. Currently, Metro-INET is under organizational control of the Roseville City Manager and Roseville City Council. All Metro-INET employees are actually Roseville employees and fall under Roseville personnel policy, its liability coverage, and compensation structure. The Roseville City Manager makes employment decisions for Metro-INET including the hiring and termination of employees. The City of Roseville includes the $3.5 million Metro-INET budget as part of its city budget. While this arrangement has worked for many years, the following issues is making it harder to keep Metro-INET sustainable into the future: •Roseville City Council concern about the amount of Metro-INET staff and the added liability and carrying costs for that amount of employees •Roseville City Council concern the use of space within City given other city department space needs •The Roseville employee compensation plan lags behind the market for other local governments and especially with LOGIS, a joint powers entity that provides IT services to many local governments in the Twin Cities. LOGIS has recruited several Metro-INET staff members over the past couple of years •As a result of the Roseville compensation plan and organizational structure, it is not possible to create the necessary executive leadership to guide the large $3.5 million Metro-INET enterprise • Finally, it should be noted that the Roseville City Council could at any time decide to no longer be the lead agency for Metro-INET and a result, breakup Metro-INET and let members figure out how to best provide IT services for their organization. It should be pointed out that Roseville City Council has not discussed doing this, but it is always a potential concern in the future. Having Metro-INET as a joint powers entity does provide members more direct control over governance of Metro-INET, including costs, personnel, and policies and takes away uncertainty of the future of Metro-INET. In 2020, a sub-committee of Metro-INET members met to work on a draft of the joint powers agreement. Working with Attorney Jim Strommen of Kennedy and Graven, the sub- committee finalized the JPA document. The sub-committee shared the draft JPA agreement with the League of Minnesota Cities General Counsel and the League of Minnesota Insurance Trust staff for their review. They suggested several changes to the document that have been incorporated into the final versions. Finally, the sub-committee distributed the draft document to all members so that their specific city/board attorney could review the document. To-date, we have not received any significant comments that changes the document. The highlights of the joint powers agreement are as follows: • The initial members of the JPA will be the current members of Metro-INET • JPA is planned to become effective on 1/1/2021 • Metro-INET will be governed by a Board of Directors with each member having a Director and Alternate designated • Metro-INET board meetings subject to open meeting law • Each member will have the number of votes equivalent to its share of the budget • Members will not be allowed to vote if they are in default of their financial obligation or violation of IT security policies • Metro-INET board will meet at least four times (Jan., April, July, Oct.) annually • Metro-INET board will have officers elected to 3-year terms • Metro-INET board will have power take all action in establishing and managing the operations of Metro-INET • Metro-INET board will enter into a contract with a member to serve as the fiscal and operations agent for the organization • Metro-INET board will hire an executive director who will be responsible for day-to- day operations • The executive director will have broad authority to run the operations of Metro-INET • The executive director can be terminated by a 2/3 vote of the Metro-INET board • The Metro-INET board will establish an executive committee consisting of the 5 board officers. The fiscal agent and Executive Director will serve as ex officio members of the executive committee in an advisory and non-voting capacity • The executive committee would meet on a more frequent basis and work on duties as assigned by the board such as the budget and administrative issues • The JPA outlines the schedule for the creation and consideration of the annual budget. • The JPA creates 3 different classes of charges • Class 1 – Core Services • Class 2 – Supplemental • Class 3 – Necessary additional charges • The class charges are described in more detail as Attachment A of the JPA • The JPA outlines procedures for members to withdraw from Metro-INET • JPA creates a Metro-INET “Associate” which is an entity that is receiving a contractual service from Metro-INET • The JPA has no termination date but does outline procedures to dissolve the organization For 2021, there are no additional costs that will be borne by members by entering into the JPA. Costs for the transition have been incorporated into the budget numbers given to each member earlier in 2020. It is expected that starting in 2022, there will be additional administrative costs for the JPA. The final financial impact, however, will be decided by the newly constituted Metro-INET board. WS – 7 WORK SESSION STAFF REPORT Work Session Item No. 7 Date: April 6, 2020 To: City Council From: Jeff Karlson, City Administrator Re: Metro I-Net Update Background The City of Lino Lakes has been a member of the Metro I-Net consortium since December 2004. The consortium has grown considerably over that time and now services 44 agencies. Metro I-Net’s entire operation is currently under the control of the City of Roseville. The current structure has presented many challenges for Roseville and is not sustainable for many reasons, including those listed below. • Roseville’s inability to take on additional employees and equipment due a lack of space. • The additional liability Roseville is responsible for. • The recruitment and retention of employees in a competitive labor market. • The existential question of whether the Roseville City Council would want to continue these operations. These vexing challenges prompted the member cities to discuss other options for the future of Metro I-Net. A sub-group of six members met several times to discuss options regarding the future of Metro I-Net and recommended an independent joint powers entity be established. Membership would be made up of current client cities. The framework for a joint powers agreement was drafted with the help of the law firm, Kennedy & Graven. The City of Roseville hosted a meeting of all its clients on February 13 and outlined the issues that led to the initiative to establish a joint powers organization to continue IT services. Roseville asked user agencies to indicate a commitment to this idea by March 25 in order for Roseville to begin planning the transition to a joint powers entity. Key Points of the Proposal • The JPA would be effective January 1, 2021. • Initial membership would consist of current Metro I-Net members that choose to join the group. In order to establish the JPA, at least 15 members are needed. • The Board of Directors would be made up on one representative from each entity. The Board would have authority over the organization and meet at least quarterly. The number of votes each member would get would directly correspond to its share of the overall budget. Lino Lakes’ current share is 6.15 percent, which would give Lino Lakes seven of 121 total votes if every current member stayed with the group. Lino Lakes is currently the fifth largest member in the consortium behind the Cities of Roseville, Anoka, Oakdale, and North St. Paul. • The Board of Directors would elect an Executive Director, who would be responsible for day-to-day operations and remain accountable to the Board. • The JPA would outline procedures for entities to withdraw from the group, as well as procedures to dissolve the organization. The annual cost of overhead for operating the JPA is estimated at an additional $175,000, which represents a five percent increase for each member if every user group elects to join the JPA. If any of the current members choose to opt out, then the shared cost for remaining members would likely increase. Options for Lino Lakes Lino Lakes basically has three options: 1. Stay with Metro I-Net by entering into the JPA. The City’s 2020 budget for Metro I- Net is $204,058. One of the benefits is that public sector consortiums are not in the business of selling services and products and can focus exclusively on providing support to government entities. 2. Hire one or two IT positions and join another consortium like LOGIS to provide software and support. In order to be able to support a staff of our size, Lino Lakes would likely need two IT positions. A reasonable estimate would be $100,000 (including benefits) for each position. Since we have provided Roseville office space at city hall for two of its employees, we have space for these positions. Since the City does not own any computer equipment, we would have to purchase all the hardware equipment and licenses that are currently utilized through Metro I-Net, including servers, antivirus protection, firewalls, switches, and program licenses such Laserfiche, Microsoft, Abode, Milestone, Arbitrator, etc. Only one other IT joint powers government consortium exists in the metro area. LOGIS (Local Government Information Systems) was founded in the early 1970s by seven suburban cities in Hennepin County, which now has 52 members. Each city in the LOGIS network has its own unique setup. The one common theme is that cities still need to have their own IT staff. LOGIS primarily provides software and support. 3. Become independent and completely outsource IT services. Staff would need to seek bids from private companies, which would include purchasing equipment, computer hardware support, and 24/7 end user support. Other Considerations Other Metro I-Net cities have explored other options as well. We are finding that cities of similar size to Lino Lakes who are with LOGIS or operating independently are paying considerably more for IT services. The City owns its own Cisco IP phones. In order to continue using these phones, we would need to purchase a Cisco Unified Communications Manager server, Cisco voice router, and a PRI or SIP connection through a local telco. The cost to continue with the telephone system would be roughly $200,000. We simply couldn’t do it. The City would be looking purchasing a less expensive phone system and going with another telephone provider like Verizon. The City owns its own physical cameras, but without Milestone VMS through Metro I- Net, we would have to purchase our own video management server and associated licensing and hardware support. The City also owns Arbitrator VPU’s and body worn cameras. We would be responsible for purchasing our own Arbitrator server and associated licensing and hardware support at an approximate cost of $40,000. Summary Option two and three would result in considerable cost to Lino Lakes. These costs are difficult to calculate as there are so many aspects to consider. The most informed estimate of annual costs if the Council chose another option is $300,000 to $350,000, which does not include upfront capital costs of around $150,000. We don’t know what another option would look like without a comprehensive analysis based on IT services we currently receive from Metro I-Net. Because of the many services provided by the City by Roseville, we are “highly entangled” with them. Inasmuch as we’re dealing with wheels within wheels, staff would recommend hiring an IT consultant to analyze the City’s needs and substantiate or verify the most cost effective option for Lino Lakes. A transition from I-Net is possible if that is the direction the Council wants to go. However, it would come with significant cost, disruption, and time. We would need to hire IT staff in a tough labor market. The pain level would be high. It is staff’s contention that Metro I-Net is one of the best values for IT services that can be found anywhere. It has provided Lino Lakes excellent 24/7 support and would continue to do so under a joint powers arrangement. I have personally never had a complaint about the service I’ve received nor has anyone complained to me. Requested Council Direction Consider joining other Metro I-Net agencies in establishing a joint powers agreement. Attachments 2020 Budget Summary Descriptions of Metro I-Net Services Provided to Lino Lakes CITY COUNCIL AGENDA ITEM 3B STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-162, Approving the Keystone Compensation Classification System VOTE REQUIRED: 3/5 BACKGROUND In December 2018, the City Council was made aware of the City’s issues with pay equity compliance and internal equity. These issues are a result of discrepancies in the City’s current Hay job classification system and compensation plan. The City’s job classification system assigns each position points based on job duties and technical skills. When job points do not correspond with the expected pay, any variance creates a domino effect within the compensation plan. In June 2019, staff recommended that the City perform a comprehensive job classification and compensation study on all positions to rectify internal equity issues and to ensure compliance with pay equity moving forward. Staff was directed to move forward with the study as proposed. In June 2020, Saado Abboud from Keystone Compensation Group, LLC attended the City Council Work Session to present the results of the compensation study and discuss potential action regarding implementation. The Compensation Study Report is attached for reference. The main objectives of the study were as follows: 1. Review and update all job descriptions, which included input from employees and supervisors confirming job responsibilities. 2. Evaluate City jobs and confirm internal equity. A new job point evaluation system was implemented. 3. Define the market for talent amongst peer groups and prepare a competitive market analysis for the City’s compensation program. 4. Develop a new salary range matrix that supports internal equity and puts the City in a competitive market position. 5. Evaluate the budget impact for implementing new salary ranges. The indirect objectives were to attract and retain qualified employees and to ensure compliance with the Local Government Pay Equity Act (M.S. 471.991-471.999). Under the new Keystone Job Classification and Compensation Plan, the number of job grades will decrease from 27 to 16. Salary ranges for job grades 180 and lower have six steps to the maximum instead of zero to five, with a step progression of 2.75% instead of 4.2% to 14.9%. The minimum salary is set at 85% of the maximum. Job grades 190 and higher have nine steps to the maximum instead of zero to five, with a step progression of 2.5% instead of 4.2% to 4.5%. The minimum salary is set at 80% of the maximum. In July 2021, staff was directed to include the Keystone Compensation Classification System in the 2021 Budget. The budget impact of transitioning employees from their current salary ranges and steps to the new salary ranges and steps was estimated to be approximately $64,773. A report containing the results of the job classification and compensation study was provided to the collective bargaining units and tentative agreements have been reached during contract negotiations regarding the implementation of the new compensation plan. The budget impact of implementing the Keystone Compensation Classification System and transitioning all City employees to the new salary ranges is closer to $108,160. This amount is partially offset by the resulting salaries of staff turnover and other personnel budget assumptions. The 2021 Draft Budget presented at the November 30, 2020 Special Budget Work Session includes the full impact of plan implementation. Approval of the Keystone Compensation Classification System will replace the current Hay Classification System effective January 1, 2021. RECOMMENDATION Staff recommends approving Resolution No. 20-162, Approving the Keystone Compensation Classification System. ATTACHMENTS Resolution No. 20-162, Approving the Keystone Compensation Classification System Keystone Recommended 2020 Lino Lakes Salary Range Matrix and Steps Schedule Compensation Study Report CITY OF LINO LAKES RESOLUTION NO. 20-162 RESOLUTION APPROVING THE KEYSTONE COMPENSATION CLASSIFICATION SYSTEM WHEREAS, the City of Lino Lakes must comply with the Local Government Pay Equity Act (LGPEA) (M.S. 471.991-471.999); and WHEREAS, the City of Lino Lakes desires to attract and retain qualified, professional employees; and WHEREAS, the City of Lino Lakes desires to implement a new salary range matrix that supports internal equity and puts the City in a competitive market position; and WHEREAS, Keystone Compensation Group, LLC has completed a comprehensive job classification and compensation study, and the results of the study were incorporated into the 2021 Budget process and contract negotiations with each of the city’s collective bargaining units. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes that the Keystone Compensation Classification System is hereby adopted and will replace the current Hay Classification System effective January 1, 2021. Adopted by the City Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Councilmember _______________and was duly seconded by Councilmember ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk Position(s)Grade Starting Rate Step-1 Step-2 Step-3 Step-4 Step-5 Step-6 Step-7 Step-8 Step-9 2020 Maximum Start Rate % of Max Step Progression Step-1 Step-2 Step-3 Step-4 Step-5 Step-6 Step-7 Step-8 Step-9 Community Service Officer Office Specialist 130 $22.02 $22.62 $23.24 $23.88 $24.54 $25.21 $25.90 $25.90 85%2.75%2.75%2.75%2.75%2.75%2.75%2.72% Administrative Assistant Building Permit Technician Deputy City Clerk Police Records Technician Investigative Assistant Accounting Clerk I 140 $24.23 $24.89 $25.58 $26.28 $27.00 $27.74 $28.50 $28.50 85%2.75%2.75%2.75%2.75%2.75%2.75%2.72% Accounting Clerk II Public Works Maintenance Worker 150 $26.56 $27.29 $28.04 $28.81 $29.61 $30.42 $31.25 $31.25 85%2.75%2.75%2.75%2.75%2.75%2.75%2.72% Recreation Supervisor Mechanic 160 $29.33 $30.13 $30.96 $31.81 $32.69 $33.59 $34.50 $34.50 85%2.75%2.75%2.75%2.75%2.75%2.75%2.72% Building Inspector 170 $32.30 $33.19 $34.10 $35.04 $36.00 $36.99 $38.00 $38.00 85%2.75%2.75%2.75%2.75%2.75%2.75%2.72% Environmental Coordinator Police Officer Public Works Supervisor Communications Coordinator City Clerk Accountant 180 $35.06 $36.03 $37.02 $38.04 $39.08 $40.16 $41.25 $41.25 85%2.75%2.75%2.75%2.75%2.75%2.75%2.72% City Planner 190 $35.84 $36.74 $37.66 $38.61 $39.58 $40.57 $41.59 $42.63 $43.70 $44.80 $44.80 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% Police Sergeant Human Resources Manager Building Official 200 $39.20 $40.18 $41.19 $42.23 $43.29 $44.37 $45.49 $46.63 $47.80 $49.00 $49.00 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% Public Safety Captain 220 $44.20 $45.31 $46.45 $47.61 $48.81 $50.03 $51.29 $52.58 $53.90 $55.25 $55.25 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% Deputy Public Safety Director 230 $47.04 $48.22 $49.43 $50.67 $51.94 $53.25 $54.58 $55.95 $57.36 $58.80 $58.80 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% Finance Director 240 $49.60 $50.84 $52.12 $53.43 $54.77 $56.15 $57.55 $59.00 $60.48 $62.00 $62.00 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% Public Services Director Community Development Director 250 $52.24 $53.55 $54.90 $56.27 $57.69 $59.13 $60.62 $62.14 $63.70 $65.30 $65.30 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% Public Safety Director 260 $55.04 $56.42 $57.84 $59.29 $60.78 $62.30 $63.87 $65.47 $67.11 $68.80 $68.80 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% City Administrator 280 $60.80 $62.33 $63.89 $65.49 $67.14 $68.82 $70.55 $72.32 $74.14 $76.00 $76.00 80%2.50%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51%2.51% Recommended 2020 Lino Lakes Salary Range Matrix and Steps Step Increase Progression Keystone Compensation Group LLC CITY OF LINO LAKES, MINNESOTA 2020 COMPENSATION PROGRAM REVIEW AND UPDATE Prepared by Keystone Compensation Group LLC May 4, 2020 3316 Ensign Ave N Minneapolis, MN 55427 Telephone: 612-810-3522 E-Mail: Sabboud@keystonecomp.net Web: www.keystonecomp.net Keystone Compensation Group LLC | www.keystonecomp.net | 612.810.3522 Information in This Report Is Classified as Non-public Data According to the 2015 Minnesota Statute - 13.435 Salary Benefit Survey Data: Salary and personnel benefit survey data purchased from consulting firms, nonprofit corporations or associations or obtained from employers with the written understanding that the data shall not be made public which is maintained by government entities are classified as nonpublic pursuant to section 13.02, subdivision 9 P a g e | 1 Keystone Compensation Group LLC CITY OF LINO LAKES COMPENSATION PROGRAM REVIEW AND UPDATE TABLE OF CONTENTS PAGE# Objectives of This Study---------------------------------------------------------------------------------------- 2 2020 Compensation Program Review Framework, City of Lino Lakes------------------------------- 3 Compensation Strategy for City of Lino Lakes------------------------------------------------------------- 4 City of Lino Lakes Peer Group Cities------------------------------------------------------------------------- 5 How Is City’s Compensation Program Changing?--------------------------------------------------------- 6 Steps for Evaluating City Jobs--------------------------------------------------------------------------------- 7 Summary of Market Analysis Results and Program Design Changes---------------------------------- 8 Budget Impact for New Program Implementation-------------------------------------------------------- 9 2020 Recommended Lino Lakes Salary Range Matrix and Steps-------------------------------------- 10 Scatterplots and Graphs Illustrating Internal Equity and Pay Relationship to Market------------ 11 P a g e | 2 Keystone Compensation Group LLC OBJECTIVES OF THIS STUDY Keystone Compensation Group LLC conducted this compensation program review at the request of the City leadership. The objectives of this study are: 1. Review and update all City job descriptions. This includes receiving input from employees and their managers and confirming job responsibilities. This step was completed internally with assistance from the consultant. 2. Evaluate City jobs and confirm internal equity. A new point factor job evaluation system was implemented. 3. Define the market for talent (City peer group) and prepare a competitive market analysis for City’s compensation program. 4. Develop a new salary range matrix that supports internal equity and competitive position with the market. 5. Evaluate the budget impact for implementing the new salary ranges. 6. Indirect objectives: a. Attract and retain qualified employees. b. Compliance of compensation program with the State Local Government Pay Equity Act. P a g e | 3 Keystone Compensation Group LLC Leadership Discussions about Compensation Strategy Confirm Job Descriptions with Employees and Managers (Internally) Evaluate City Jobs Using Keystone Job Leveling System Calibrate Job Levels and Solicit Input from Managers Collect Market Data from Peer Group Cities Prepare Statistical Analysis for Market Data Prepare Pay Comparisons and Confirm Internal Equity Develope New Competitive Salary Range Matrix Evaluate Impact on City Budget Develop Final Program Recommendations Prepare Summary Report and Present to City Council Provide Ongoing Program Support 2020 COMPENSATION PROGRAM REVIEW FRAMEWORK, CITY OF LINO LAKES P a g e | 4 Keystone Compensation Group LLC COMPENSATION STRATEGY FOR CITY OF LINO LAKES Compensation strategy refers to how the City competes for talent in the marketplace. This strategy has four pillars: 1) Who does the City compete with in the marketplace? Talent market is defined as metro cities with comparable population size and similar nature of local economic activities. See page #5 for a list of the 23 cities in the peer group used in this study. 2) How is the City’s compensation program positioned relative to the market? City salary range maximums are aligned with the average range maximum for peer group cities while ensuring internal equity. To do this, City range maximums are anchored to the regression line of the average market maximums and job grades. See graph on page #13. 3) What does the City intend pay for? The City step pay program rewards employees for their years of experience contingent upon meeting expected performance standards. 4) How does the City deliver pay increases? Step increases are granted based on length of service and performance. Employees receive the combination of the general wage schedule adjustment and the step increase earned. Key Insight: “Market is not the average or the median, it is a range of pay and the strategy determines where within that range an organization decides to position its pay program” P a g e | 5 Keystone Compensation Group LLC 2020 City of Lino Lakes Peer Group Organization Population Savage 31,694 Shoreview 27,210 Chaska 26,765 Ramsey 26,928 Prior Lake 26,840 White Bear Lake 25,888 Champlin 25,022 Rosemount 24,344 Farmington 23,056 New Brighton 22,787 Hastings 22,722 Crystal 23,065 Golden Valley 21,755 Lino Lakes 21,733 New Hope 21,063 Northfield 20,634 South St. Paul 20,405 Columbia Heights 20,254 Forest Lake 20,220 West St. Paul 19,746 Hopkins 18,678 Hugo 15,008 Mounds View 13,327 Rogers 13,154 P a g e | 6 Keystone Compensation Group LLC HOW IS THE CITY’S COMPENSATION PROGRAM CHANGING? CURRENT PROGRAM ATTRIBUTES 1. Step pay program has 27 different ranges with varying number of steps to maximum. Some jobs have single rates, while others have five steps to maximum. No systematic steps or grades progression. 2. Range minimums are at 80% of maximums and step increments vary from 4.2% to 14.9% based on job. 3. Jobs were evaluated with the Hay system. No documentation available for this system. 4. There is no policy to determine the relative position of current maximums relative to market. 5. On average, employees are currently paid close to 97.5% of current range maximum for their jobs. NEW PROGRAM ATTRIBUTES The design of the new program focuses on delivering the objectives established for this study: 1. Salary ranges are internally equitable and externally competitive. 2. System has 16 job grades and range maximums aligned with average market range maximums. 3. Grades are numbered from 100 to 280. Grades 120 and below are currently vacant. 4. For grades 180 and lower: ➢ Salary ranges have 6 steps to maximum, step progression equals 2.75%, minimum set at 85% of maximum. 5. For grades 190 and higher (mostly management jobs): ➢ Salary ranges have 9 steps to maximum, step progression equal 2.5%, minimum set at 80% of maximum. P a g e | 7 Keystone Compensation Group LLC STEPS FOR EVALUATING CITY JOBS The following steps describe our process for evaluating and calibrating jobs and creating the proposed 2020 salary range matrix: 1. Used the updated job descriptions to evaluate and grade jobs with the Keystone Job Leveling System. 2. Two consultants independently evaluated each job and reconciled any differences in evaluation. 3. Job grades were reviewed with the City Administrator, HR Manager, and Finance Director. 4. Grades were also reviewed at the department level by each department head; input received was taken into consideration. 5. Statistical regression analysis was used to establish the new range maximums based on internal job evaluation and average market range maximum. 6. Range minimums were set at 80% or 85% of the maximum for each grade based on job level. 7. Consistent step progression within each grade was consistent at 2.5% or 2.75% based on grade level. 8. Number of steps within each range was set at 6 or 9 steps based on best practices in the marketplace. 9. Generally, number of steps reflects the fact that employees in higher level jobs require more time to master all aspects of their job responsibilities than lower level jobs. P a g e | 8 Keystone Compensation Group LLC SUMMARY OF MARKET ANALYSIS RESULTS AND PROGRAM DESIGN CHANGES In this section we provide a high-level summary and observations about the current compensation program and use graphs to illustrate our findings. 1. The comparison of current Lino Lakes actual pay with the market showed that the City is paying employees close to 97.0% of market median. There are differences among jobs. However, this ratio is considered competitive and falls within the competitive range of 95%-105% of market. 2. Current City range maximums lag the market average maximum by about 6.5%. Extent of this lag varies from job to job. 3. Current salary range minimums lag the market minimum by about 8.0%. This may not give the City good position to attract and retain talent. 4. The City has too many ranges in its current wage schedule (27). The new program reduces the number of ranges to 16 grades. 5. The number of steps in the current system is too low based on market best practices. This leads to new employees receiving above market salary increases and reaching their range maximum too quickly. 6. The new system sets the number of steps based on job level and the length of time it takes incumbents to master all aspects of their jobs. 7. The new salary range matrix provides more uniform step progression based on job level. P a g e | 9 Keystone Compensation Group LLC BUDGET IMPACT FOR NEW PROGRAM IMPLEMENTATION This budget impact analysis was based on transitioning employees from the current salary ranges and steps to the proposed 2020 salary ranges and steps. Consultant worked with the HR Manager and the City Administrator to develop a preliminary budget impact analysis for transitioning employees to the new plan. City staff will compute the exact budget impact using the process established by the consultant and account for all other staffing changes. We used the following steps to estimate the budget impact for the transition: 1. Assigned each employee to the nearest step, but not lower than current pay, within their new job grade. 2. Computed the difference between current pay and the new step rate for each employee. 3. Computed the budget impact for all City employees and took into consideration the number of hours worked. 4. The approximate total cost of program transition for all City employees is ~$64,773. 5. Currently, Police Officer and Sergeant jobs have low negotiated minimums, but large step increases to maximum. If employees in these two jobs are included from the budget impact calculations, the transition cost would by ~$33,465. The final ranges will be determined based on union negotiations. 6. Final salary ranges for union jobs and budget impact are contingent on results of union negotiations. P a g e | 10 Keystone Compensation Group LLC Grade Starting Rate Step-1 Step-2 Step-3 Step-4 Step-5 Step-6 Step-7 Step-8 Step-9 2020 Maximum Start Rate % of Max Step Progression 100 $14.88 $15.28 $15.70 $16.14 $16.58 $17.04 $17.50 $17.50 85%2.75% 110 $17.85 $18.34 $18.85 $19.36 $19.90 $20.44 $21.00 $21.00 85%2.75% 120 $19.98 $20.52 $21.09 $21.67 $22.26 $22.88 $23.50 $23.50 85%2.75% 130 $22.02 $22.62 $23.24 $23.88 $24.54 $25.21 $25.90 $25.90 85%2.75% 140 $24.23 $24.89 $25.58 $26.28 $27.00 $27.74 $28.50 $28.50 85%2.75% 150 $26.56 $27.29 $28.04 $28.81 $29.61 $30.42 $31.25 $31.25 85%2.75% 160 $29.33 $30.13 $30.96 $31.81 $32.69 $33.59 $34.50 $34.50 85%2.75% 170 $32.30 $33.19 $34.10 $35.04 $36.00 $36.99 $38.00 $38.00 85%2.75% 180 $35.06 $36.03 $37.02 $38.04 $39.08 $40.16 $41.25 $41.25 85%2.75% 190 $35.84 $36.74 $37.66 $38.61 $39.58 $40.57 $41.59 $42.63 $43.70 $44.80 $44.80 80%2.50% 200 $39.20 $40.18 $41.19 $42.23 $43.29 $44.37 $45.49 $46.63 $47.80 $49.00 $49.00 80%2.50% 210 $41.68 $42.73 $43.80 $44.90 $46.02 $47.18 $48.36 $49.58 $50.82 $52.10 $52.10 80%2.50% 220 $44.20 $45.31 $46.45 $47.61 $48.81 $50.03 $51.29 $52.58 $53.90 $55.25 $55.25 80%2.50% 230 $47.04 $48.22 $49.43 $50.67 $51.94 $53.25 $54.58 $55.95 $57.36 $58.80 $58.80 80%2.50% 240 $49.60 $50.84 $52.12 $53.43 $54.77 $56.15 $57.55 $59.00 $60.48 $62.00 $62.00 80%2.50% 250 $52.24 $53.55 $54.90 $56.27 $57.69 $59.13 $60.62 $62.14 $63.70 $65.30 $65.30 80%2.50% 260 $55.04 $56.42 $57.84 $59.29 $60.78 $62.30 $63.87 $65.47 $67.11 $68.80 $68.80 80%2.50% 270 $58.00 $59.46 $60.95 $62.48 $64.05 $65.65 $67.30 $68.99 $70.72 $72.50 $72.50 80%2.50% 280 $60.80 $62.33 $63.89 $65.49 $67.14 $68.82 $70.55 $72.32 $74.14 $76.00 $76.00 80%2.50% 2020 Recommended Lino Lakes Salary Range Matrix and Steps (Effective 1/1/2020) P a g e | 11 Keystone Compensation Group LLC 10.00 15.00 20.00 25.00 30.00 35.00 40.00 45.00 50.00 55.00 60.00 65.00 70.00 75.00 80.00 85.00 0 50 100 150 200 250 300 350 400 450 500 550 600 650 700 750 800 850 900 950 1000 1050 1100Hourly RateHay Job Value Relationship of Current Lino Lakes Salary Ranges and Current Job Evaluation Points Current MIN Current Max Current MIN Line Current Max Line P a g e | 12 Keystone Compensation Group LLC 10.00 15.00 20.00 25.00 30.00 35.00 40.00 45.00 50.00 55.00 60.00 65.00 70.00 75.00 80.00 85.00 100 110 120 130 140 150 160 170 180 190 200 210 220 230 240 250 260 270 280 290 300Hourly RateLino Lakes New Job Grade Comparison of Lino Lakes Actual Pay with Median Market Actual Pay LNL Average Actual Pay Market Hourly Median LNL Actual Pay Line Market Median Pay Line P a g e | 13 Keystone Compensation Group LLC 10.00 15.00 20.00 25.00 30.00 35.00 40.00 45.00 50.00 55.00 60.00 65.00 70.00 75.00 80.00 85.00 100 110 120 130 140 150 160 170 180 190 200 210 220 230 240 250 260 270 280 290 300Hourly Range MaximumLino Lakes New Job Grade Comparison of Current Lino Lakes Range Maximums and Market Average Range Maximums Current LNL Max MKT Avg Max Current LNL Max Line Market Max Line P a g e | 14 Keystone Compensation Group LLC $10.00 $15.00 $20.00 $25.00 $30.00 $35.00 $40.00 $45.00 $50.00 $55.00 $60.00 $65.00 $70.00 $75.00 $80.00 $85.00 90 100 110 120 130 140 150 160 170 180 190 200 210 220 230 240 250 260 270 280 290 300Range MaximumLino Lakes New Job Grade Relationship of New Lino Lakes Range Maximums and Average Market Range Maximums Market Peer Group Max Market Avg Max Line Lino Lakes range maximum is set at ‘Market Average Max Line’ Maximum” CITY COUNCIL AGENDA ITEM 3C STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: December 14, 2020 TOPIC: 2021-2022 Labor Agreement with LELS, Local No. 260 VOTE REQUIRED: 3/5 INTRODUCTION The City Council is being asked to consider Resolution 20-163, Approving the 2021-2022 Labor Agreement between the City of Lino Lakes and LELS, Local No. 260. BACKGROUND A tentative agreement has been reached for a two-year contract with LELS, Local No. 260. A tentative agreement was reached after three meetings and the union members voted in favor of the following terms: 1. COMPENSATION/WAGES: a) 2.25% Wage increase effective January 1, 2021 b) 2.25% Wage increase effective January 1, 2022 c) Wage Schedule (Appendix A) replaced in entirety to reflect implementation of Keystone Job Classification and Compensation Plan. Effective January 1, 2021, Sergeants will move to Step 8 of the new compensation plan; and effective July 1, 2021, Sergeants will move to Step 9 of the new compensation plan. d) New Sergeant/Firefighter Classification – Employees classified by the Employer to the position of Sergeant/Firefighter will receive a premium pay of 7% above the employee’s hourly rate of pay. 2. INSURANCE: Article 17.1 (Health) revised to read: a) Effective January 1, 2021, the Employer will contribute 100% ($538.42) of the monthly base single premium and $1,142.53 toward the monthly base family premium. b) Effective January 1, 2022, the Employer will contribute 100% of the base single plan and $1,142.53 plus 50% of the 2022 premium increase toward the base family plan. c) The Employer’s contributions toward the Health Savings Account and the cash option for waiving coverage remain the same. 3. HOLIDAY PAY: Article 13 was revised to include language that employees will be paid banked holidays at their separation of service. (This is the City’s current practice.) 4. FUNERAL LEAVE: Same as City’s personnel policy. 5. SICK LEAVE: Article 16.2 revised to read: Sick leave accrued beyond 720 hours will be paid to the Post-Retirement Health Care Savings Plan for the employee at 50 percent of the amount earned up to a maximum of 960 hours. (Previously, amounts were paid to a deferred compensation plan.) 6. CLOTHING ALLOWANCE: The annual clothing allowance increases by any wage adjustment; therefore, the annual clothing allowance will be $865.17 in 2021 and $884.64 in 2022. 7. AVAILABILITY PAY: The monthly stipend increases by any annual wage adjustment; therefore, Sergeants will be provided a monthly stipend of $127.36 in 2021 and $130.23 in 2022. 8. POST RETIREMENT HEALTH SAVINGS PLAN: Clarifying language added noting that years of service is calculated based on years of service to the City of Lino Lakes. 9. FIREFIGHTER STIPEND: Increases to $1.51 per hour in 2021 and $1.54 in 2022. Thereafter, increases will be equivalent to the annual wage increase. 10. PERSONAL TIME OFF: New Memorandum of Agreement (MOA) allowing the City to offer new Sergeants the choice to elect vacation/sick leave or PTO/extended illness leave pursuant to the City’s personnel policy. RECOMMENDATION Staff recommends approval of Resolution No. 20-163, Approving the 2021-2022 Labor Agreement between the City of Lino Lakes and LELS Local No. 260. ATTACHMENTS Resolution No. 20-163 CITY OF LINO LAKES RESOLUTION NO. 20-163 APPROVING THE 2021-2022 LABOR AGREEMENT BETWEEN THE CITY OF LINO LAKES AND LELS, LOCAL NO. 260 WHEREAS, the City of Lino Lakes and Law Enforcement Labor Services, Local No. 260, representing the sergeants, have reached an agreement for 2021-2022; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lino Lakes approve the terms of the labor agreement, as follows: 1) COMPENSATION/WAGES: a) 2.25% Wage increase effective January 1, 2021 b) 2.25% Wage increase effective January 1, 2022 c) Wage Schedule (Appendix A) replaced in entirety to reflect implementation of Keystone Job Classification and Compensation Plan. Effective January 1, 2021, Sergeants will move to Step 8 of the new compensation plan; and effective July 1, 2021, Sergeants will move to Step 9 of the new compensation plan. d) New Sergeant/Firefighter Classification – Employees classified by the Employer to the position of Sergeant/Firefighter will receive a premium pay of 7% above the employee’s hourly rate of pay. 2) INSURANCE: Article 17.1 (Health) revised to read: a) Effective January 1, 2021, the Employer will contribute 100% ($538.42) of the monthly base single premium and $1,142.53 toward the monthly base family premium. b) Effective January 1, 2022, the Employer will contribute 100% of the base single plan and $1,142.53 plus 50% of the 2022 premium increase toward the base family plan. c) The Employer’s contributions toward the Health Savings Account and the cash option for waiving coverage remain the same. 3) HOLIDAY PAY: Article 13 was revised to include language that employees will be paid banked holidays at their separation of service. 4) FUNERAL LEAVE: Same as City’s personnel policy. 5) SICK LEAVE: Article 16.2 revised to read: Sick leave accrued beyond 720 hours will be paid to the Post-Retirement Health Care Savings Plan for the employee at 50 percent of the amount earned up to a maximum of 960 hours. 6) CLOTHING ALLOWANCE: The annual clothing allowance increases by any wage adjustment; therefore, the annual clothing allowance will be $865.17 in 2021 and $884.64 in 2022. 7) AVAILABILITY PAY: The monthly stipend increases by any annual wage adjustment; therefore, Sergeants will be provided a monthly stipend of $127.36 in 2021 and $130.23 in 2022. 8) POST RETIREMENT HEALTH SAVINGS PLAN: Clarifying language added noting that years of service is calculated based on years of service to the City of Lino Lakes. 9) FIREFIGHTER STIPEND: Increases to $1.51 per hour in 2021 and $1.54 in 2022. Thereafter, increases will be equivalent to the annual wage increase. 10) PERSONAL TIME OFF: New Memorandum of Agreement (MOA) allowing the City to offer new Sergeants the choice to elect vacation/sick leave or PTO/extended illness leave pursuant to the City’s personnel policy. Adopted by the Council of the City of Lino Lakes this 14th day of December 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _____________and was duly seconded by Council Member ___________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: _____________________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 3D STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: December 14, 2020 TOPIC: 2021-2022 Labor Agreement with I.U.O.E., Local No. 49 VOTE REQUIRED: 3/5 INTRODUCTION The City Council is being asked to consider Resolution 20-164, Approving the 2021-2022 Labor Agreement between the City of Lino Lakes and I.U.O.E., Local No. 49. BACKGROUND A tentative agreement has been reached for a two-year contract with I.U.O.E., Local No. 49. A tentative agreement was reached after three meetings and the union members voted in favor of the following terms: 1. WAGES/CLASSIFICATIONS: a) 2.25% Wage increase effective January 1, 2021 b) 2.25% Wage increase effective January 1, 2022 c) Wage Schedule replaced in entirety to reflect implementation of Keystone Job Classification and Compensation Plan. d) Section 10.2 revised to read: Employees assigned to perform higher level duties by the Public Services Director shall be paid 5% above their current rate of pay. (Previously paid at Lead Worker rate of pay – Lead Worker job classification no longer exists. e) Section 10.4 updated to reflect employees starting at the wage rate equal of 85% of the maximum rate for the job classification into which the employee is hired. Employees are eligible for step increases on their anniversary date, provided all licenses and certificates are attained in accordance with the appropriate job description. f) Section 10.5 updated to reflect that the employee’s contribution to the Local 49 Pension Plan is not optional. 2. INSURANCE: Section 16.1 (Health) revised to read: a) Effective January 1, 2021, Employer will contribute $538.42 toward the premium for single coverage and $1,142.53 toward the premium for family coverage. b) Effective January 1, 2022, Employer will contribute 100% of the base single plan and $1,142.53 plus 50% of the 2022 premium increase toward the base family plan. c) The Employer’s contributions toward the Health Savings Account and the cash option for waiving coverage remain the same. 3. CLOTHING ALLOWANCE: The clothing allowance will be made available to new employees following their first six months of probation. RECOMMENDATION Staff recommends approval of Resolution No. 20-164, Approving the 2021-2022 Labor Agreement between the City of Lino Lakes and I.U.O.E., Local No. 49. ATTACHMENTS Resolution No. 20-164 CITY OF LINO LAKES RESOLUTION NO. 20-164 APPROVING THE 2021-2022 LABOR AGREEMENT BETWEEN THE CITY OF LINO LAKES AND I.U.O.E., LOCAL NO. 49 WHEREAS, the City of Lino Lakes and International Union of Operating Engineers, Local No. 49, representing public works, have reached an agreement for 2021-2022; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lino Lakes approve the terms of the labor agreement, as follows: 1. WAGES/CLASSIFICATIONS: a) 2.25% Wage increase effective January 1, 2021 b) 2.25% Wage increase effective January 1, 2022 c) Wage Schedule replaced in entirety to reflect implementation of Keystone Job Classification and Compensation Plan. d) Section 10.2 revised to read: Employees assigned to perform higher level duties by the Public Services Director shall be paid 5% above their current rate of pay. e) Section 10.4 updated to reflect employees starting at the wage rate equal of 85% of the maximum rate for the job classification into which the employee is hired. Employees are eligible for step increases on their anniversary date, provided all licenses and certificates are attained in accordance with the appropriate job description. f) Section 10.5 updated to reflect that the employee’s contribution to the Local 49 Pension Plan is not optional. 2. INSURANCE: Section 16.1 (Health) revised to read: a) Effective January 1, 2021, Employer will contribute $538.42 toward the premium for single coverage and $1,142.53 toward the premium for family coverage. b) Effective January 1, 2022, Employer will contribute 100% of the base single plan and $1,142.53 plus 50% of the 2022 premium increase toward the base family plan. c) The Employer’s contributions toward the Health Savings Account and the cash option for waiving coverage remain the same. 3. CLOTHING ALLOWANCE: The clothing allowance will be made available to new employees following their first six months of probation. Adopted by the Council of the City of Lino Lakes this 14th day of December 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _____________and was duly seconded by Council Member ___________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: _____________________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 3F STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: December 14, 2020 TOPIC: 2021-2022 Labor Agreement with LELS, Local No. 299 VOTE REQUIRED: 3/5 INTRODUCTION The City Council is being asked to consider Resolution 20-166, Approving the 2021-2022 Labor Agreement between the City of Lino Lakes and LELS, Local No. 299. BACKGROUND A tentative agreement has been reached for a two-year contract with LELS, Local No. 299. A tentative agreement was reached after three meetings and the union members voted in favor of the following terms: 1. RECOGNITION: Article 2.1 was revised to include exclusive representation for employees classified as a Police Officer/Firefighter. 2. COMPENSATION/WAGES: a) 2.25% Wage increase effective July 1, 2021 b) 2.25% Wage increase effective January 1, 2022 c) Wage Schedule replaced in entirety to reflect implementation of Keystone Job Classification and Compensation Plan. New M.O.A. regarding transitioning police officers to new compensation plan effective January 1, 2021. d) New Police Officer/Firefighter Classification – Employees classified by the Employer to the position of Police Officer/Firefighter will receive a premium pay of 7% above the employee’s hourly rate of pay. 3. INSURANCE: Article 19.1 (Health) revised to read: a) Effective January 1, 2021, the Employer will contribute 100% of the premium toward the base single plan ($538.42) and $1,142.53 toward the base family plan. b) Effective January 1, 2022, the Employer will contribute 100% of the base single plan and $1,142.53 plus 50% of the 2022 premium increase toward the base family plan. c) The Employer’s contributions toward the Health Savings Account and the cash option for waiving coverage remain the same. 4. HOLIDAY PAY: Article 18 was revised to include language that employees will be paid banked holidays at their separation of service. (This is the City’s current practice.) 5. FUNERAL LEAVE: Same as City’s personnel policy. 6. CLOTHING ALLOWANCE: The annual clothing allowance increases by any wage adjustment; therefore, the annual clothing allowance will be $865.17 in 2021 and $884.64 in 2022. 7. FIREFIGHTER STIPEND: Increases to $1.51 per hour in 2021 and $1.54 in 2022. Thereafter, increases will be equivalent to the annual wage increase. RECOMMENDATION Staff recommends approval of Resolution No. 20-166, Approving the 2021-2022 Labor Agreement between the City of Lino Lakes and LELS Local No. 299. ATTACHMENTS Resolution No. 20-166 CITY OF LINO LAKES RESOLUTION NO. 20-166 APPROVING THE 2021-2022 LABOR AGREEMENT BETWEEN THE CITY OF LINO LAKES AND LELS, LOCAL NO. 299 WHEREAS, the City of Lino Lakes and Law Enforcement Labor Services, Local No. 299, representing the police officers, have reached an agreement for 2021-2022; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lino Lakes approve the terms of the labor agreement, as follows: 1) RECOGNITION: Article 2.1 was revised to include exclusive representation for employees classified as a Police Officer/Firefighter. 2) COMPENSATION/WAGES: a) 2.25% Wage increase effective July 1, 2021 b) 2.25% Wage increase effective January 1, 2022 c) Wage Schedule replaced in entirety to reflect implementation of Keystone Job Classification and Compensation Plan. New M.O.A. regarding transitioning police officers to new compensation plan effective January 1, 2021. d) New Police Officer/Firefighter Classification – Employees classified by the Employer to the position of Police Officer/Firefighter will receive a premium pay of 7% above the employee’s hourly rate of pay. 3) INSURANCE: Article 19.1 (Health) revised to read: a) Effective January 1, 2021, the Employer will contribute 100% of the premium toward the base single plan ($538.42) and $1,142.53 toward the base family plan. b) Effective January 1, 2022, the Employer will contribute 100% of the base single plan and $1,142.53 plus 50% of the 2022 premium increase toward the base family plan. c) The Employer’s contributions toward the Health Savings Account and the cash option for waiving coverage remain the same. 4) HOLIDAY PAY: Article 18 was revised to include language that employees will be paid banked holidays at their separation of service. 5) FUNERAL LEAVE: Same as City’s personnel policy. 6) CLOTHING ALLOWANCE: The annual clothing allowance increases by any wage adjustment; therefore, the annual clothing allowance will be $865.17 in 2021 and $884.64 in 2022. 7) FIREFIGHTER STIPEND: Increases to $1.51 per hour in 2021 and $1.54 in 2022. Thereafter, increases will be equivalent to the annual wage increase. Adopted by the Council of the City of Lino Lakes this 14th day of December 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _____________and was duly seconded by Council Member ___________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: _____________________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 3G STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: December 14, 2020 TOPIC: 2021 & 2022 Non-Union Compensation Plans VOTE REQUIRED: 3/5 INTRODUCTION The City Council is being asked to consider Resolution No. 20-167 and 20-168, Establishing the 2021 and 2022 Compensation Plans for Non-Union Employees. BACKGROUND Both the 2021 and 2022 compensation plans include the impact of implementing the new Keystone Compensation Classification System effective January 1, 2021 and a salary adjustment of 2.25 percent in each year. The salary adjustments are consistent with the LELS (Local 260), AFL-CIO (Local 49), and LELS (Local 299) union contracts that are also being considered by the Council at the December 14th meeting. Staff has a reached a tentative agreement with AFSCME (Local 2454) for 2021 and 2022. The tentative agreement includes a salary adjustment of 2.25 percent in each year. The 2021 budget contains the necessary funds for the 2.25 percent wage increase for all City personnel. RECOMMENDATION Approve Resolution No. 20-167 and Resolution No. 20-168, Establishing the 2021 and 2022 Compensation Plans for Non-Union Employees, effective January 1, 2021 and January 1, 2022, respectively. ATTACHMENTS Resolution No. 20-167 Resolution No. 20-168 CITY OF LINO LAKES RESOLUTION NO. 20-167 RESOLUTION ESTABLISHING THE 2021 COMPENSATION PLAN FOR NON-UNION EMPLOYEES WHEREAS, Section 207.04 of the Code of Ordinances requires the City Administrator to establish and maintain a compensation plan for all positions in the City, which is to be reviewed and approved by the City Council; and WHEREAS, this plan is in compliance with Minnesota Statute 471, which is referred to as the Pay Equity Law; and WHEREAS, the compensation plan includes the impact of implementing the new Keystone Compensation Classification System and a 2.25% wage increase, effective January 1, 2021. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes that the following salary schedule be adopted. City of Lino Lakes 2021 Non-Union Compensation Plan Effective January 1, 2021 Position Grade Starting Rate Step-1 Step-2 Step-3 Step-4 Step-5 Step-6 Step-7 Step-8 Step-9 City Clerk 180 $35.85 $36.84 $37.85 $38.89 $39.96 $41.06 $42.18 HR Manager 200 $40.08 $41.09 $42.12 $43.18 $44.26 $45.37 $46.51 $47.68 $48.87 $50.10 Public Safety Captain 220 $45.19 $46.33 $47.49 $48.68 $49.91 $51.16 $52.44 $53.76 $55.11 $56.49 Dep. Public Safety Dir. 230 $48.10 $49.31 $50.54 $51.81 $53.11 $54.45 $55.81 $57.21 $58.65 $60.12 Finance Director 240 $50.72 $51.99 $53.29 $54.63 $56.00 $57.41 $58.85 $60.33 $61.84 $63.40 Public Serv. Director Comm. Dev. Director 250 $53.42 $54.76 $56.13 $57.54 $58.98 $60.46 $61.98 $63.54 $65.13 $66.77 Public Safety Director 260 $56.28 $57.69 $59.14 $60.62 $62.15 $63.70 $65.30 $66.94 $68.62 $70.35 City Administrator 280 $62.17 $63.73 $65.33 $66.97 $68.65 $70.37 $72.14 $73.95 $75.80 $77.71 Adopted by the Lino Lakes City Council this 14th day of December 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _____________and was duly seconded by Council Member __________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: ____________________________________ Rob Rafferty, Mayor ATTEST: ______________________________________ Julianne Bartell, City Clerk CITY OF LINO LAKES RESOLUTION NO. 20-168 RESOLUTION ESTABLISHING THE 2022 COMPENSATION PLAN FOR NON-UNION EMPLOYEES WHEREAS, Section 207.04 of the Code of Ordinances requires the City Administrator to establish and maintain a compensation plan for all positions in the City, which is to be reviewed and approved by the City Council; and WHEREAS, this plan is in compliance with Minnesota Statute 471, which is referred to as the Pay Equity Law; and WHEREAS, the compensation plan includes a 2.25% wage increase, effective January 1, 2022. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes that the following salary schedule be adopted. City of Lino Lakes 2022 Non-Union Compensation Plan Effective January 1, 2022 Position Grade Starting Rate Step-1 Step-2 Step-3 Step-4 Step-5 Step-6 Step-7 Step-8 Step-9 City Clerk 180 $36.66 $37.67 $38.70 $39.77 $40.86 $41.98 $43.13 HR Manager 200 $40.98 $42.01 $43.07 $44.15 $45.26 $46.39 $47.56 $48.75 $49.97 $51.23 Public Safety Captain 220 $46.21 $47.37 $48.56 $49.78 $51.03 $52.31 $53.62 $54.97 $56.35 $57.76 Dep. Public Safety Dir. 230 $49.18 $50.42 $51.68 $52.98 $54.31 $55.67 $57.07 $58.50 $59.97 $61.48 Finance Director 240 $51.86 $53.16 $54.49 $55.86 $57.26 $58.70 $60.17 $61.68 $63.23 $64.82 Public Serv. Director Comm. Dev. Director 250 $54.62 $55.99 $57.39 $58.83 $60.31 $61.82 $63.38 $64.97 $66.60 $68.27 Public Safety Director 260 $57.54 $58.99 $60.47 $61.99 $63.54 $65.14 $66.77 $68.45 $70.17 $71.93 City Administrator 280 $63.57 $65.16 $66.80 $68.47 $70.19 $71.96 $73.76 $75.61 $77.51 $79.46 Adopted by the Lino Lakes City Council this 14th day of December 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _____________and was duly seconded by Council Member __________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: ____________________________________ Rob Rafferty, Mayor ATTEST: ______________________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 3H STAFF ORIGINATOR: Julie Bartell, City Clerk MEETING DATE: December 14, 2020 TOPIC: Pro Rata Fee Refund Plan for Liquor Licenses VOTE REQUIRED: 3/5 BACKGROUND The City issues licenses for on-sale intoxicating beverages. The annual license period runs from July 1st through June 30th. Restaurants and bars in the City that hold these licenses have been greatly impacted by Governor Walz’s mandated closures related to the COVID 19 virus. First Refund - In recognition that these businesses were mostly unable to sell intoxicating beverages under the emergency mandate, the council authorized the following in May of this year: - Pro rata refund of license fees for months when establishments were not able to be open for a majority of days in the month due to the Governor’s emergency orders; - Due to uncertain timeframe of mandate, the refund was considered as a credit to future fees; - The refund applied only to On-Sale Liquor, On-Sale Wine, On-Sale Beer, On-Sale Club, On-Sale Taproom and Sunday Sales licenses. Investigation fees were not included; - The refund related only to the first emergency order. The amount of these first refunds is indicated on the attached list of licensed establishments. Second Proposed Refund - Since Governor Walz has reinstated an emergency order impacting bars and restaurants that is similar to earlier this year, staff is requesting that the council consider the same refund plan for months during the new order. If approved by the council, refunds would be applied as a credit to fees for the liquor license period commencing July 1, 2021. RECOMMENDATION Staff requests direction from the council on proceeding with proposed measures to address licensing in the current emergency situation. ATTACHMENTS List of On-Sale Intoxicating Beverage Licenses/Fee Refunds License Type Business Name Type of License On-Sale License Fee 1st Refund (2 month waiver on 2nd half payment) Liquor American Legion On-Sale Club/Sunday $300/$200 $83.34 Liquor The Tavern on Main On-Sale/Sunday $4,500/$200 $783.34 Liquor Trapper's Bar & Grill On-Sale/Sunday $4,500/$200 $783.34 Liquor Chomonix Golf Course On-Sale/Sunday $4,500/$200 $783.34 Liquor Fiesta Cancun On-Sale/Sunday $4,500/$200 $783.34 Liquor Don Julio On-Sale/Sunday $4,500/$200 $783.34 Liquor El Zocala Grill On-Sale/Sunday $4,500/$200 $783.34 Liquor Campanelle Restaurant & Bar On-Sale/Sunday $4,500/$200 $783.34 Liquor Hammerheart Taproom On-Sale/Sunday $500/$200 $116.66 Liquor Chili Sushi & Thai Beer/Wine $300/$500 $133.34 CITY COUNCIL AGENDA ITEM 5A STAFF ORIGINATOR: Rick DeGardner Director MEETING DATE: December 14, 2020 TOPIC: Consider Approval of Resolution No. 20-148, Approving Cleaning Services Contract with Marsden Services, Rick DeGardner VOTE REQUIRED: 3/5 BACKGROUND The City began contracting out cleaning services in 2011, with Jani-King being our service provider until 2018. Since then, Coverall, Inc., has been providing cleaning services for City Hall, Police Department, Public Works, Fire Station #1, and Fire Station #2. Staff is not satisfied with the overall cleaning services. Attempts to address our concerns have not resulted in satisfactory improvement. Marsden Services is one of the largest privately-owned facility service providers in the United States. The attached proposal provides a comprehensive view of the Marsden Services operations including hiring, training, staffing levels, and quality assurance processes. Detailed pricing for each facility is summarized on page 14. Additional time and disinfectant costs have been built into the proposal to address the ongoing COVID pandemic concerns. Pages 17-25 outline the cleaning detail for each of the facilities. Monthly Cleaning* City Hall and Police Dept (5 times per week) $3,856.00 Public Works (3 times per week) $1,044.60 Fire Station #1 (2 times per week) $631.58 Fire Station #2 (2 times per week) $691.82 * Includes labor, chemicals, equipment (except scrubber), workers comp, general liability insurance Staff recommends executing a services agreement with Marsden Services for a period of six months. This should give us enough time to determine whether we see noticeable improvement or should consider other options. Marsden’s existing clients in Lino Lakes include Wargo Nature Center, Health Partners, and Wells Fargo. The President of Marsden Services resides in Lino Lakes. RECOMMENDATION Approve Resolution 20-148. ATTACHMENTS Resolution 20-148 Marsden Services Proposal CITY OF LINO LAKES RESOLUTION NO. 20-148 APPROVING CLEANING SERVICES CONTRACT WITH MARSDEN SERVICES WHEREAS, Marsden Services is one of the largest privately-owned facility service providers in the United States; and WHEREAS, Staff recommends executing a services agreement with Marsden Services for a period of six months to determine whether we see noticeable improvement in cleaning services; and WHEREAS, The 2021 monthly rates (includes labor, chemicals, equipment, workers comp, general liability insurance) are as follows: City Hall and Police Dept (5 times per week) $3,856.00 Public Works (3 times per week) $1,044.60 Fire Station #1 (2 times per week) $631.58 Fire Station #2 (2 times per week) $691.82 NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes: 1. That the City Council authorizes the Public Services Director to execute the necessary contracts with Marsden Services to provide the necessary cleaning services for the city- owned buildings indicated above. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _____________and was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ______________ Julianne Bartell, City Clerk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 Table of Contents Proposal Five Diamond Program Disinfecting Specifications for City Hall and Police Department Disinfecting Specifications for Public Works Disinfecting Specifications for Fire Station #1 Disinfecting Specifications for Fire Station #2 2020 Marsden Service Agreement Certificate of Insurance W9 Cleaning Specifications Service Agreement, COI and W9 Proposal for City of Lino Lakes Prepared by Marsden Bldg Maintenance Jen Klein Cell: 651-216-6084 jklein@marsden.com www.marsdenbuildingmaintenance.com Proposal for Janitorial Services November 30, 2020 Page 2 of 30 November 30, 2020 Rick Degardner Public Services Director City of Lino Lakes Dear Rick, Thank you for the opportunity to submit a proposal for Janitorial Services for the City of Lino Lakes. Marsden Bldg Maintenance (MBM) understands how important it is for the City of Lino Lakes to have a janitorial partner who can provide efficient and consistent facility services. I am confident that MBM can provide you with the skilled teams, comprehensive quality programs, and customer-focused services that are necessary to maintain the cleanliness, appearance, and safety of your property. We have built this proposal to address the ongoing concerns of the COVID Pandemic and have included additional time and disinfect ant costs to ensure that each time your facilities are being cleaned, the main touch points are also being disinfected. We have a strong local presence in the area of both employees, management and our Executive Management team and service numerous facilities nearby. We would love to become your trusted provider for all your ongoing on Emergency Service needs as well. I have also included information in this proposal on our 5 Diamond Program that you can take advantage of at no additional cost. Enclosed you will find our proposal. If you would like additional information or have questions, please reach out to me at 651-216-6084 or jklein@marsden.com. We look forward to your evaluation of our proposal and the opportunity to discuss a partnership between Marsden Bldg Maintenance and City of Lino Lakes. Sincerely, Jen Klein Jen Klein Marsden Central/Marsden Bldg Maintenance Page 3 of 30 ABOUT US Marsden Bldg Maintenance was established in 1952 and over the years has grown into a full spectrum facility services provider. MBM offers janitorial, security, building maintenance, and specialty property services throughout the central United States. We provide specialized building care to thousands of clients through service solutions that are quality-based and customer-focused. MBM is part of the Marsden Services family of businesses. Marsden provides clients with a unique combination of national strength and local presence. Marsden is a multistate company that services thousands of clients from coast to coast. Despite Marsden’s size, the focus is on the local markets in which it has office locations. Each office is invested in its community and local clients, providing personalized service. The local teams leverage Marsden’s resources as a large organization, including staff, technology, equipment, supplies, information, industry experts, and finances to better serve their neighboring clients. Through our combined national and local operations, MBM provides our clients with the strength of a large corporation and the individualized care of a small business. Who is Marsden? Composed of several operating companies, Marsden is one of the largest privately-owned facility service providers in the United States. LABOR MANAGEMENT At MBM, we are proud to provide good jobs to hardworking people. We attract a workforce of exceptional associates to provide our clients with consistent, high quality services. Through our labor management strategies, we have built a stable, qualified team of associates that is productive, reliable, and trustworthy. Page 4 of 30 HIRING All of MBM’s hiring is done by MBM’s Human Resource Services (HRS) Placement Specialists. Our Placement Specialists are intensively educated in the most current employment laws, verifying authorization to work documents, running E-verify checks, performing background checks, interviewing candidates, processing hiring paperwork, and human-relations techniques. The Hiring Process MBM’s careful hiring process results in a quality workforce that is highly trained, trustworthy, and motivated. Candidates apply for an open position online and complete a pre -interview online assessment. W e thoroughly review each potential candidate’s background, legal status, and work history before inviting the applicant for an interview, and automatically disqualify anyone who doesn’t meet the required standards. Page 5 of 30 Talent Acquisition: Who We Look For During talent acquisition, we seek out individuals with the following qualities: All qualified applicants are given a personal, face-to-face interview with a trained HRS professional. During the interview, we look at the applicant’s general suitability, as well as his or her job experience and work ethic. Once we are satisfied that a candidate will become an effective member of the MBM team, we work hard to onboard and retain that individual. MBM is meticulous in job placement – we want to ensure that individuals are placed in a position in which they can succeed and be proud of their work. We encourage employees to stay with MBM long-term by engaging them in our company and helping them grow in their careers. We provide a positive work environment, competitive wages, benefits packages, and reasonable workloads. When employees show skill, dedication, and interest, MBM prepares them for promotions and gives them new roles. By investing in our employees, we are able to reduce turnover and provide our clients with a dedicated, steady workforce. TRAINING Every new MBM employee goes through a multi-step training process. Our cleaners complete hours of education and practice before commencing work. The result is a workforce that is knowledgeable, efficient, consistent, and highly skilled. Every MBM cleaning team represents hundreds of hours of training and education. We investigate the best products, equipment, methods and cleaning systems and then use the latest research and best practices to develop our training and quality assurance programs. Page 6 of 30 Training Program We have three phrases in our training program for new cleaners. Our intensive training system creates a workforce that is educated, reliable, consistent, and cost-effective. Classroom Training During classroom orientation and training, new employees learn about MBM, HR policies, safety, and their specific role within the company. There are test questions after each section to ensure comprehension. Our focus during classroom training is to introduce employees to our company, its culture, and its mission. We also use this time to emphasize the importance of safety and safe work practices. Technical Training Once new employees have satisfactorily completed the first tier of training, they begin their onsite training. During onsite training, employees are trained on the standard methods for their particular job, site-specific methods, site-specific safety protocols, customer service, and advanced industry training. For new management staff, onsite training also focuses on supervisory skills and additional human resource policies. During the onsite training, new employees build upon their classroom learning in a tangible way. The onsite training helps new employees to visualize what they are learning and prepares them to practice these procedures and techniques themselves in the final step of training. Page 7 of 30 Procedural Training In the final stage in MBM’s training program, employees receive one-on-one instruction. This final step ensures that employees have retained the information they have learned in training and that they can execute it. During the hands-on training, a designated trainer works side by side with the new hire. As the trainer and the trainee work together, the new employees are taught the specific service plan for that client site, called TECH. Each employee is taught this system for service delivery in order to ensure our clients receive consistent and efficient services each day. What is T ECH? MBM’s Teach Easy Cleaning Habits (TECH) program is a proprietary system designed to ensure reliable quality standards. STAFFING LEVELS MBM uses a mobile timekeeping technology to monitor employee departures and arrivals in real time. We use QR codes and/or GPS to confirm that employees are onsite and receive immediate notification if employees fail to report at their scheduled destinations. If employees do not clock-in onsite when their shifts begin, a manager uses our mobile technology to immediately locate and secure a replacement staff member. This ensures a fully staffed team at the facility every shift. Page 8 of 30 QUALITY ASSURANCE Quality assurance is the foundation of the success MBM. All our efforts are directed by our commitment to provide consistent, reliable, and customer-focused services. Through our quality assurance program, we are constantly exploring ways to improve the condition and value of each client facility. Our multidimensional approach ensures the best possible performance and significantly reduces the influence of human error in the field. Our quality assurance program is designed to ensure client satisfaction, guarantee quality performance, and confirm compliance. Q uality Control Program MBM’s QC program covers three key aspects of service: proactive quality assurance, cutting-edge technology, and industry-leading labor management. Our QC program covers nine key points: Page 9 of 30 TIME KEEPING AND HR ACCESS MBM’s mobile technology enables us to communicate with and coordinate our employees. Through this technology, we can monitor employee departures and arrivals in real time; manage employee schedules; fill open positions; ensure accurate payroll information; and contact employees. By using technology to simplify our HR efforts, our cleaning teams are able to spend more time serving in the facility and less time on administrative tasks, which increases our efficiency and accountability. WORK ORDERS AND PROJECT CALENDARS Our project management system tracks all service activities and customer requests. Once a work order is entered in the system, an automatic notification is sent to the corresponding manager. The work order is tracked through the system to completion and monitored to ensure timely responses. Periodic tasks are also entered into this system, as well as being noted on a comprehensive service calendar. These calendars incorporate all the different service tasks to be done at a facility and divide periodic tasks into reasonable and equal weekly workloads. These calendars are then used to generate detailed weekly assignments for cleaning teams. INSPECTIONS AND REPORTING We perform regular inspections and periodic audits to review all aspects of MBM’s contract performance. During an inspection, we review service performance; compliance with laws, certifications, and training; and responses to customer needs and customer satisfaction. MBM can provide different levels of inspection, ranging from informal daily inspections to quarterly formal inspections. Performing inspections on a regular basis enables us to immediately identify if there are any areas where we could improve our services and then make the changes necessary to do so. In addition to reviewing each aspect of our scope of service during inspections, we also review KPIs and Gap Analysis to ensure we are providing our clients with tailored, quality services. Page 10 of 30 Every formal inspection has a corresponding report form that is completed and logged in a centralized database. We use a web-based quality assurance tool that allows us to track and manage inspections and reports directly from client accounts in real time. Our reports can be customized to meet client KPI’s and preferences. We readily provide our clients with the results of their inspection reports. SERVICE REQUESTS AND CUSTOMER SURVEYS If a client contacts us with a concern, the manager at the account performs an immediate site inspection. The manager will determine the source of the problem and develop a plan for resolving the situation. All action items – whether they are complaints, work orders, requests for service, or service deficiencies – are promptly escalated if they are not addressed immediately. All accounts have an internal escalation chart and items that are not resolved are automatically escalated to the next level of management. Escalation Action items are first the responsibility of the account manager and are automatically escalated if they are not immediately reconciled at this level. Although we have a defined process for escalation, issues are almost always immediately resolved at the local level. Clients are invited to fill out a simple satisfaction survey on a quarterly basis. This survey helps us to measure our performance against client expectations. We share the results of these surveys with our onsite team so that they are aware of what they are doing well and potential areas for improvement. ENVIRONMENTAL HEALTH AND SAFETY All MBM associates share the belief that safety is an everyday concern and an integral part of every operation. Our employees are properly trained, careful, and alert, and they provide our clients with cleaner, safer facilities. Our goal is zero injuries and we work with our clients to design and implement site-specific safety programs. MBM’s Safety360 program is at the center of our safety initiatives. Safety360 is a behavior-based program built on the fundamentals of risk exposure, hazard identification and incident prevention. Our program is a comprehensive, proactive, and multidimensional initiative that adheres to the hazard control methods established by the National Institute for Occupational Safety and Health (NIOSH). Page 11 of 30 Hazard Control MBM is dedicated to providing our clients and our staff with a safe and healthy environment. Our teams use industry-proved hazard control methods to constantly live a culture of safety and create safe environments wherever they go. Through Safety360’s philosophical approach to safety MBM has been able to maintain Occupational Safety and Health Administration (OSHA) injury and insurance rates below the industry standards for janitorial, security, and building equipment contractors. Training is key to creating and maintaining safety awareness throughout our company. Safety training is an ongoing process for our employees, continuing throughout their MBM careers. Cleaners receive safety awareness training upon hire and yearly refresher training. We also conduct a site-specific hazard analysis for each account and based on the findings, the cleaners receive additional trainings to prepare them to safe ly service the account. Cleaners also receive ongoing training during daily safety briefings at the job site and additional site-specific training occurs whenever physical or procedural changes at the job site result in new potential safety hazards. Page 12 of 30 TRANSITION MBM uses a detailed implementation program to ensure a smooth transition for our clients and every transition plan is specifically tailored to each client’s unique situation. By doing so, we seek to eliminate any stress or distraction that can accompany the transition to a new provider. MBM has a core group of experienced department managers from sales, operations, human resources, training, safety, and administration that forms our transition team. The team develops a formal, systematic plan for implementing service agreements by determining action items and assembling the manpower, equipment, and resources necessary for a smooth and efficient transition. Transition Process Through our careful and thorough transition process, we can guarantee that we will be prepared to perform at the highest level from our first day at the account. MBM’s template transition plan is used only as a guide during start-up – we create a customized, detailed plan for each unique facility. The following transition plan is an outline for transitioning that anticipates 45 days’ notice of service start, although MBM can and has started service with less than 45 days’ notice. Page 13 of 30 PRICING November 30, 2020 The following represents the pricing for Janitorial Services at the following City of Lino Lakes locations: Services Price Per Frequency 5x per week Janitorial Services for City Hall and Police Department $3,856.00 per month 3x per week Janitorial Services for Public Works Building $1,044.60 per month 2x per week Janitorial Services for Fire Station #1 $631.58 per month 2x per week Janitorial Services for Fire Station #2 $691.82 per month The effective date for this pricing is January 11, 2021. Prices are guaranteed through December 31, 2021 barring any major, unforeseen changes in payroll taxes, healthcare, or government initiatives. Prices do not include sales taxes as they may apply. Price Inclusions This is a full building price providing: Associates(s) labor Cleaning chemicals and equipment Fill-in coverage Local management team Corporate support Payroll-related taxes Worker’s compensation General liability insurance Service Agreements Marsden Bldg Maintenance, LLC requires a signed agreement before services begin. We have attached our standard service agreement. If you agree to our terms, please return it with your signature. If you require Marsden to sign your standard agreement, please forward it for review. In addition, the following items must be included: Name: Marsden Bldg Maintenance, LLC (Please ensure our name is spelled exactly as it is listed here) Start Date: Ensure that the correct start date is listed Signature: Michael Davis, Chief Operating Officer Page 14 of 30 Billing To accommodate all our customers and the various cut-off dates that each of them may have for processing vendors’ invoices, we will normally bill for service around t he 1st of each month. Payment terms are Net 10 but we can accommodate up to Net 30, if needed. Page 15 of 30 BE READY FOR ANY EMERGENCY When a emergency occurs, a disaster strikes, or a pandemic hits, the last thing you want to worry about is finding the right vendor to help you get your business back up and running. We can help with that. Marsden Restora�on’s Five Diamond Program offers a priority emergency response to our members. From pre-event planning through recovering from the crisis, we provide the immediate emergency response that enables your business recovery. The benefits of becoming a Five Diamond member include: © Marsden Holding, LLC, 2020 | V1-2020-7-16 For more information, contact your local Marsden representative or visit www.marsden.com. CLEANING | SECURITY | HVAC | CALIBRATION | RESTORATION | FACILITIES MANAGEMENT FIVE DIAMOND EMERGENCY RESPONSE PROGRAM PEACE OF MIND You have a safety net if something happens to your facility. You already have a trusted, established vendor for restora�on, mi�ga�on, cleanup, storm preparedness, documenta�on, environmental concerns, and disinfec�on services. PRIORITY SERVICE In the event of a large-scale disaster or other emergency event that results in a surge in demand, you will receive priority service as a Five Diamond Member. In order to ensure all of our Five Diamond Members receive priority service, we are limi�ng our membership to 100 clients na�onwide. PERSONALIZED PROGRAM You will be assigned a dedicated representa�ve who will collect informa�on about your facility and establish a chain of command in the event of an emergency, which will decrease down�me following a disaster event and allow us to get to work quickly. PRICE TRANSPARENCY We will annually publish price lists so that you are aware of service costs upfront and not a�er the work is completed. We always provide transparency in our billing and nego�a�ons with insurance companies and consultants. PARTNERSHIP Marsden Restora�on is part of the Marsden Services organiza�on, a na�onwide integrated facility services provider. By partnering with us, you will receive the support of all of Marsden’s providers, which enhances response �mes and service offerings, including janitorial and disinfec�on; security and inves�ga�ons; mechanical maintenance; calibra�on and valida�on; and facili�es management. Page 16 of 30 Disinfecting Specifications for Lino Lakes City Hall and Police Department Break Room Areas Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Damp wipe tables in need using sanitizing cleaner. Spot brush or spot wipe chairs in need. Spray and wipe sink and counter. Dust mop or vacuum hard surface floors. Damp mop floor removing visible residue. Spot wipe vertical surfaces removing spills, smudges, etc. Dust high and low horizontal surfaces within reach. 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk Weekly Weekly Conference Rooms Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Spot wipe vertical surfaces removing spills, smudges, etc. Damp wipe tables in need using sanitizing cleaner. Vacuum carpet removing visible debris. Full wall to wall vacuum Dust high and low horizontal surfaces within reach. Dust and spot wipe any counters, ledges or other furniture in need. Brush or vacuum carpet edges in need. 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk Weekly Weekly Weekly Monthly Corridors Disinfect vertical touchpoints including door handles, push plates, etc. Disinfect drinking fountains and polish as needed. Vacuum carpet removing visible debris. Dust high and low horizontal surfaces within reach. Spot wipe vertical surfaces removing spills, smudges, etc. Brush or vacuum carpet edges in need. 5 x / Wk 5 x / Wk 5 x / Wk Weekly Weekly Monthly Entrances Remove any trash and clean out any ash urns. Spot wipe as needed. Police / spot sweep exterior entry area in front of doors. Disinfect vertical touchpoints including door handles, push plates, etc. Spot wipe glass doors, frames and any sidelight glass. Sweep or vacuum any hard surface floors. Vacuum any carpet or matting. Damp mop any hard surface floors. Spot wipe vertical surfaces removing spills, smudges, etc. Spot wipe entry thresholds. Dust high and low surfaces within reach - especially corners. 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk Weekly Weekly Weekly Page 17 of 30 Fitness Center Remove any trash or recycle. Spot wipe and replace liners as needed. Dust mop or vacuum hard surface floors. Spot wipe mirrors removing spills, smudges, etc. Dust high and low horizontal surfaces within reach. Edge vacuum around equipment and in corners and edges of room. 5 x / Wk 5 x / Wk Weekly Weekly Monthly Lobby Areas Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Dust mop or vacuum hard surface floors. Damp mop or autoscrub floor removing visible residue. Dust high and low horizontal surfaces within reach. Spot wipe vertical surfaces removing spills, smudges, etc. Dust and spot wipe any sills or ledges removing spills, smudges, etc. Dust and spot wipe furniture and fixtures in need. Brush or vacuum furniture in need. 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk Weekly Weekly Weekly Weekly Weekly Office Areas – Private and Cubicles Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Vacuum carpet removing visible debris. Full wall to wall vacuum Dust high and low horizontal surfaces within reach. Spot wipe vertical surfaces removing spills, smudges, etc. Dust and spot wipe any counters, ledges or other furniture in need. Brush or vacuum carpet edges in need. 5 x / Wk 5 x / Wk 5 x / Wk Weekly Weekly Weekly Weekly Monthly Restrooms Prepare to safely clean while wearing protective gloves & eye wear. Disinfect vertical touchpoints including door handles, push plates, etc. Carefully apply bowl cleaner to toilets and urinals. Allow to dwell. Fill all dispensers. Clean and polish as needed. Spray and wipe sinks, vanity and mirror. Spot wipe surrounding walls. Carefully swab the inside of toilet bowls and urinals. Spray and sanitize wipe toilets and urinals. Spot wipe walls and partitions. Empty any sanitary disposal boxes and replace liner. Clean and polish. Carefully remove trash and replace liner. Clean and polish. Sweep and wet mop the floor. Dust partition tops and vents in need. 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk 5 x / Wk Monthly These revised cleaning specifications include additional touchpoint disinfection and sanitization services to help reduce the spread of microbes (“Microbial Preventative Services”). Given the unpredictable spread of COVID-19 and other viral and bacterial microorganisms, Customer understands and agrees: (i) The Microbial Preventative Services are preventative in nature; (ii) Marsden is not a consultant and cannot advise Customer on the appropriate level of Microbial Preventative Services for Customer’s facility; and (iii) Marsden cannot guarantee the effectiveness of the Microbial Preventative Services at preventing infection, that Customer’s facility will be free of microbes, or that people who enter the facility will not get sick. MARSDEN MAKES NO REPRESENTATIONS OR WARRANTIES REGARDING THE MICROBIAL Page 18 of 30 PREVENTATIVE SERVICES. MARSDEN DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY OR THAT SUCH MICROBIAL PREVENTION SERVICES WILL BE FIT FOR CUSTOMER’S PARTICULAR PURPOSE. City of Lino Lakes ______________________________ Signature ______________________________ Title ______________________________ Date Page 19 of 30 Disinfecting Specifications for Lino Lakes Public Works Community Room Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Damp wipe tables in need using sanitizing cleaner. Spot brush or spot wipe chairs in need. Spray and wipe sink and counter. Dust mop or vacuum hard surface floors. Damp mop floor removing visible residue. Spot wipe vertical surfaces removing spills, smudges, etc. Dust high and low horizontal surfaces within reach. 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk Weekly Weekly Corridors Disinfect vertical touchpoints including door handles, push plates, etc. Disinfect drinking fountains and polish as needed. Vacuum carpet and hard surface floors removing visible debris. Dust high and low horizontal surfaces within reach. Spot wipe vertical surfaces removing spills, smudges, etc. Brush or vacuum carpet and hard floor edges in need. 3 x / Wk 3 x / Wk 3 x / Wk Weekly Weekly Monthly Entrances Remove any trash and clean out any ash urns. Spot wipe as needed. Police / spot sweep exterior entry area in front of doors. Disinfect vertical touchpoints including door handles, push plates, etc. Spot wipe glass doors, frames and any sidelight glass. Sweep or vacuum any hard surface floors. Vacuum any carpet or matting. Damp mop any hard surface floors. Spot wipe vertical surfaces removing spills, smudges, etc. Spot wipe entry thresholds. Dust high and low surfaces within reach - especially corners. 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk Weekly Weekly Weekly Office Areas Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Vacuum carpet removing visible debris. Full wall to wall vacuum Dust high and low horizontal surfaces within reach. Dust and spot wipe any counters, ledges or other furniture in need. Brush or vacuum carpet edges in need. 3 x / Wk 3 x / Wk 3 x / Wk Weekly Weekly Weekly Monthly Page 20 of 30 Restrooms Prepare to safely clean while wearing protective gloves & eye wear. Disinfect vertical touchpoints including door handles, push plates, etc. Carefully apply bowl cleaner to toilets and urinals. Allow to dwell. Fill all dispensers. Clean and polish as needed. Spray and wipe sinks, vanity and mirror. Spot wipe surrounding walls. Carefully swab the inside of toilet bowls and urinals. Spray and sanitize wipe toilets and urinals. Spot wipe walls and partitions. Empty any sanitary disposal boxes and replace liner. Clean and polish. Carefully remove trash and replace liner. Clean and polish. Sweep and wet mop the floor. Dust partition tops and vents in need. 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk 3 x / Wk Monthly Storage Room Remove any trash or recycle. Spot wipe and replace liners as needed. Vacuum carpet removing visible debris. Full wall to wall vacuum. Dust high and low horizontal surfaces within reach. Dust and spot wipe any counters, ledges or other furniture in need. Brush or vacuum carpet edges in need. 3 x / Wk 3 x / Wk Weekly Weekly Weekly Monthly These revised cleaning specifications include additional touchpoint disinfection and sanitization services to help reduce the spread of microbes (“Microbial Preventative Services”). Given the unpredictable spread of COVID-19 and other viral and bacterial microorganisms, Customer understands and agrees: (i) The Microbial Preventative Services are preventative in nature; (ii) Marsden is not a consultant and cannot advise Customer on the appropriate level of Microbial Preventative Services for Customer’s facility; and (iii) Marsden cannot guarantee the effectiveness of the Microbial Preventative Services at preventing infection, that Customer’s facility will be free of microbes, or that people who enter the facility will not get sick. MARSDEN MAKES NO REPRESENTATIONS OR WARRANTIES REGARDING THE MICROBIAL PREVENTATIVE SERVICES. MARSDEN DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY OR THAT SUCH MICROBIAL PREVENTION SERVICES WILL BE FIT FOR CUSTOMER’S PARTICULAR PURPOSE. City of Lino Lakes ______________________________ Signature ______________________________ Title ______________________________ Date Page 21 of 30 Disinfecting Specifications for Fire Station #1 Corridors Disinfect vertical touchpoints including door handles, push plates, etc. Disinfect drinking fountains and polish as needed. Vacuum carpet and hard surface floors removing visible debris. Dust high and low horizontal surfaces within reach. Spot wipe vertical surfaces removing spills, smudges, etc. Brush or vacuum carpet and hard floor edges in need. 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Monthly Break Areas/Training Room Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Disinfect tables. Spot brush or spot wipe chairs in need. Spray and wipe sink and counter. Dust mop or vacuum hard surface floors. Damp mop floor removing visible residue. Spot wipe vertical surfaces removing spills, smudges, etc. Dust high and low horizontal surfaces within reach. Brush or vacuum carpet edges in need. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Monthly Entrances Remove any trash and clean out any ash urns. Spot wipe as needed. Police / spot sweep exterior entry area in front of doors. Disinfect vertical touchpoints including door handles, push plates, etc. Spot wipe glass doors, frames and any sidelight glass. Sweep or vacuum any hard surface floors. Vacuum any carpet or matting. Damp mop any hard surface floors. Spot wipe vertical surfaces removing spills, smudges, etc. Spot wipe entry thresholds. Dust high and low surfaces within reach - especially corners. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Weekly Office Areas Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Damp wipe tables in need using sanitizing cleaner. Vacuum carpet removing visible debris. Spot wipe vertical surfaces removing spills, smudges, etc. Full wall to wall vacuum Dust high and low horizontal surfaces within reach. Dust and spot wipe any counters, ledges or other furniture in need. Brush or vacuum carpet edges in need. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Weekly Weekly Monthly Page 22 of 30 Restrooms Prepare to safely clean while wearing protective gloves & eye wear. Disinfect vertical touchpoints including door handles, push plates, etc. Carefully apply bowl cleaner to toilets and urinals. Allow to dwell. Fill all dispensers. Clean and polish as needed. Spray and wipe sinks, vanity and mirror. Spot wipe surrounding walls. Carefully swab the inside of toilet bowls and urinals. Spray and sanitize wipe toilets and urinals. Spot wipe walls and partitions. Empty any sanitary disposal boxes and replace liner. Clean and polish. Carefully remove trash and replace liner. Clean and polish. Sweep and wet mop the floor. Dust partition tops and vents in need. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Monthly These revised cleaning specifications include additional touchpoint disinfection and sanitization services to help reduce the spread of microbes (“Microbial Preventative Services”). Given the unpredictable spread of COVID-19 and other viral and bacterial microorganisms, Customer understands and agrees: (i) The Microbial Preventative Services are preventative in nature; (ii) Marsden is not a consultant and cannot advise Customer on the appropriate level of Microbial Preventative Services for Customer’s facility; and (iii) Marsden cannot guarantee the effectiveness of the Microbial Preventative Services at preventing infection, that Customer’s facility will be free of microbes, or that people who enter the facility will not get sick. MARSDEN MAKES NO REPRESENTATIONS OR WARRANTIES REGARDING THE MICROBIAL PREVENTATIVE SERVICES. MARSDEN DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY OR THAT SUCH MICROBIAL PREVENTION SERVICES WILL BE FIT FOR CUSTOMER’S PARTICULAR PURPOSE. City of Lino Lakes ______________________________ Signature ______________________________ Title ______________________________ Date Page 23 of 30 Disinfecting Specifications for Fire Station #2 Corridors Disinfect vertical touchpoints including door handles, push plates, etc. Disinfect drinking fountains and polish as needed. Vacuum carpet and hard surface floors removing visible debris. Dust high and low horizontal surfaces within reach. Spot wipe vertical surfaces removing spills, smudges, etc. Brush or vacuum carpet and hard floor edges in need. 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Monthly Dayroom Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Disinfect tables. Spot brush or spot wipe chairs in need. Spray and wipe sink and counter. Dust mop or vacuum hard surface floors. Damp mop floor removing visible residue. Spot wipe vertical surfaces removing spills, smudges, etc. Dust high and low horizontal surfaces within reach. Brush or vacuum carpet edges in need. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Monthly Entrances Remove any trash and clean out any ash urns. Spot wipe as needed. Police / spot sweep exterior entry area in front of doors. Disinfect vertical touchpoints including door handles, push plates, etc. Spot wipe glass doors, frames and any sidelight glass. Sweep or vacuum any hard surface floors. Vacuum any carpet or matting. Damp mop any hard surface floors. Spot wipe vertical surfaces removing spills, smudges, etc. Spot wipe entry thresholds. Dust high and low surfaces within reach - especially corners. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Weekly Office Areas and Dispatch Room Remove any trash or recycle. Spot wipe and replace liners as needed. Disinfect vertical touchpoints including door handles, push plates, etc. Damp wipe tables in need using sanitizing cleaner. Vacuum carpet removing visible debris. Spot wipe vertical surfaces removing spills, smudges, etc. Full wall to wall vacuum Dust high and low horizontal surfaces within reach. Dust and spot wipe any counters, ledges or other furniture in need. Brush or vacuum carpet edges in need. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Weekly Weekly Weekly Weekly Monthly Page 24 of 30 Restrooms Prepare to safely clean while wearing protective gloves & eye wear. Disinfect vertical touchpoints including door handles, push plates, etc. Carefully apply bowl cleaner to toilets and urinals. Allow to dwell. Fill all dispensers. Clean and polish as needed. Spray and wipe sinks, vanity and mirror. Spot wipe surrounding walls. Carefully swab the inside of toilet bowls and urinals. Spray and sanitize wipe toilets and urinals. Spot wipe walls and partitions. Empty any sanitary disposal boxes and replace liner. Clean and polish. Carefully remove trash and replace liner. Clean and polish. Sweep and wet mop the floor. Dust partition tops and vents in need. 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk 2 x / Wk Monthly These revised cleaning specifications include additional touchpoint disinfection and sanitization services to help reduce the spread of microbes (“Microbial Preventative Services”). Given the unpredictable spread of COVID-19 and other viral and bacterial microorganisms, Customer understands and agrees: (i) The Microbial Preventative Services are preventative in nature; (ii) Marsden is not a consultant and cannot advise Customer on the appropriate level of Microbial Preventative Services for Customer’s facility; and (iii) Marsden cannot guarantee the effectiveness of the Microbial Preventative Services at preventing infection, that Customer’s facility will be free of microbes, or that people who enter the facility will not get sick. MARSDEN MAKES NO REPRESENTATIONS OR WARRANTIES REGARDING THE MICROBIAL PREVENTATIVE SERVICES. MARSDEN DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY OR THA T SUCH MICROBIAL PREVENTION SERVICES WILL BE FIT FOR CUSTOMER’S PARTICULAR PURPOSE. City of Lino Lakes ______________________________ Signature ______________________________ Title ______________________________ Date Page 25 of 30 Page 1 of 2 Services Agreement THIS JANITORIAL and MICROBIAL PREVENTATIVE SERVICES AGREEMENT (“Agreement”) is effective by and between Marsden Bldg Maintenance, LLC (hereinafter referred to as "VENDOR"), and City of Lino Lakes (hereinafter referred to as "Customer") (VENDOR and Customer shall be collectively referred to as the “Parties”). 1. Engagement. Customer engages and hereby employs VENDOR as an independent contractor to provide janitorial and microbial preventative services for the building(s) located at 600 Town Center Parkway, Lino Lakes, MN 55104, 1189 Main Street Lino Lakes, MN 55104,7741 Lake Drive, Lino Lakes, MN 55104, and 1710 Birch Street, Hugo, MN 55038 to begin on January 11, 2021. 2. Term. This agreement shall be considered "month to month" in nature, and may be cancelled by VENDOR or Customer, with or without cause, upon giving thirty (30) days written notice. 3. Services. The janitorial and microbial preventative services and levels of service available from VENDOR are identified on the attached Exhibit A. If Customer desires VENDOR to provide additional services, products, and/or equipment beyond the scope of the Services identified in the Exhibit A, the Parties shall mutually agree in writing as to whether, and on what terms, the additional services, products and/or equipment shall be provided. VENDOR agrees to provide products and equipment necessary to perform the services described in the attached Exhibit A. 4. Compensation. Customer shall compensate VENDOR for the Services in the amount of $3,856.00 per month for 5x per week Janitorial Services at 600 Town Center Parkway, Lino Lakes, MN, $1,044.60 per month for 3x per week Janitorial Services at 1189 Main Street, Lino Lakes, MN, $631.58 per month for 2x per week Janitorial Services at 7741 Lake Drive, Lino Lakes, MN 55104, and $691.82 per month for 2x per week Janitorial Services at 1710 Birch Street, Hugo, MN 55038 per month. Customer agrees that the compensation is subject to escalation by reason of increases in the State or Federal Minimum Wage law as well as any consumables pricing change as manufacturers pass increases to VENDOR’s distributor. VENDOR will attempt to provide Customer with advanced notice in the case of such an increase. 5. Payment Terms. VENDOR invoice terms call for payment net 10 days upon receipt. VENDOR does not accept payment by credit card. Interest will accrue on all invoices that are not paid in full within 10 days of the date of the invoice at the rate of 18% per annum. Failure to pay invoices within ten (10) days will be considered a breach of this contract and could result in discontinuance of our services without prior notice. VENDOR shall be entitled to recover all legal costs incurred (including reasonable attorneys’ fees) in collecting payment from Customer. Any deviations from these payment terms must be approved in writing by VENDOR. 6. Insurance. VENDOR shall maintain workers’ compensation, bodily injury and property damage liability insurance for the term of this Agreement. Certificate naming Customer as additional insured is available upon request. 7. Warranty Disclaimer. Customer understands and agrees: (i) the Microbial Preventative Services are preventative in nature; (ii) VENDOR is not a consultant and cannot advise Customer on the appropriate level of service for Customer’s facility; and (iii) VENDOR cannot and does not guarantee the effectiveness of the Microbial Preventative Services at preventing infection, that Customer’s facility will be free of microbes, or that people who enter the facility will not get sick. VENDOR MAKES NO REPRESENTATIONS OR WARRANTIES REGARDING THE MICROBIAL PREVENTATIVE SERVICES. VENDOR DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY OR THAT SUCH MICROBIAL PREVENTATIVE SERVICES WILL BE FIT FOR CUSTOMER’S PARTICULAR PURPOSE. 8. Indemnification. VENDOR shall defend, indemnify and hold Customer harmless from and against all claims, liability, costs, or expenses for any injury or death to any person or damage to any property arising out of or in any way relating to any act or omission of VENDOR at VENDOR’s sole expense, except for any illness, injury, claims, liability, costs, or expenses arising from or relating in any way to any microbial, viral, or bacterial outbreaks or infections. Customer shall defend, indemnify and hold VENDOR harmless from and against all claims, liability, costs, or expenses for any injury or death to any person or damage to any property arising out of or in any way relating to any act or omission of Customer at Customer’s sole expense. 9. Limitation of Liability. VENDOR shall not be liable for indirect or consequential, incidental, exemplary, punitive or special damages, including, without limitation, business interruption, lost business, or lost profits damages, even if such VENDOR has been advised of the possibility of such Page 26 of 30 Page 2 of 2 Rev. 3/2020 damages in advance. Notwithstanding anything contained in this Agreement to the contrary, should VENDOR be found liable for any losses hereunder for any reason, the sole and exclusive remedy of Customer, whether in contract or tort, shall be limited to Customer’s actual and direct damages, and shall in no event exceed Two Hundred and Fifty Thousand Dollars ($250,000.00), such amounts to be inclusive of any defense costs. 10. Safe Work Environment. VENDOR agrees to maintain a safe work environment and to follow all safety regulations relating to the services being provided, subject to the disclaimer of warranties in this Agreement. Customer agrees to provide VENDOR with a safe environment and to provide information on anything within the building that could pose a hazard to VENDOR employees such as asbestos, hazardous chemicals, etc. 11. Storage Area. Customer agrees to provide storage space, and access to water for product dilution dispensing. 12. Non-Solicitation. Both parties agree that they will not directly or indirectly hire personnel from the other party's employment during and for up to one year after the termination of this agreement, unless agreed upon in writing by both parties. In the event that such mutual consent is not obtained, the hiring party hereby agrees to compensate the other part in the amount of thirty- three percent (33%) of the annualized wages of the person hired payable before start date. 13. Force Majeure. VENDOR shall not be liable or responsible for providing the Microbial Preventative Services, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement, when and to the extent such failure or delay is caused by or results from acts beyond VENDOR’S reasonable control, including, without limitation, the following events: (a) acts of God; (b) flood, fire, earthquake, epidemics, or explosion; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order or law; (e) actions, embargoes or blockades in effect on or after the date of this Agreement; (f) action or orders by any governmental authority; (g) national or regional emergency; (h) strikes, labor stoppages or slowdowns or other industrial disturbances; or (i) shortage of adequate power or transportation facilities. 14. Assignment. All of the rights, benefits, duties, liabilities and obligations of the parties shall inure to the benefit of and be binding upon the parties’ respective successors and assigns. 15. Modification. No provision of this Agreement shall be modified, waived, or discharged unless such waiver, modification or discharge is agreed to in writing signed by parties hereto. No agreements or representations, oral or otherwise, express or implied, with respect to the subject matter of this Agreement have been made by either party which are not set forth expressly in this Agreement. 16. Governing Law. This Agreement shall be interpreted, enforced and governed in accordance with the law of the state in which Customer’s facility is located as identified in Paragraph 1 of this Agreement. Marsden Bldg Maintenance, LLC By: _____________________________ It’s: David Ketcham, Vice President of Business Development Date: ___________________________ City of Lino Lakes By: _____________________________ It’s:_____________________________ Date: ___________________________ BY Page 27 of 30 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 1/10/2020 Marsh &McLennan Agency LLC 7225 Northland Drive Suite 300 Minneapolis MN 55428 MaryPat Thorp marypat.thorp@marshmma.com Greenwich Insurance Company 22322 MARSDEN National Fire &Marine Insurance Co 20079MarsdenBldgMaintenance,LLC 1717 University Avenue West St.Paul,MN 55104 XL Insurance America,Inc.24554 1638703043 A X 2,000,000 X 1,000,000 5,000 2,000,000 4,000,000 X X RGD943761807 1/1/2020 1/1/2021 5,000,000 A 2,000,000 X RAD943762007 1/1/2020 1/1/2021 B X X 10,000,00042XSF303236041/1/2020 1/1/2021 10,000,000 C C X N RWD943538907 RWR943539007 1/1/2020 1/1/2020 1/1/2021 1/1/2021 1,000,000 1,000,000 1,000,000 Workers Compensation policy (RWD943538907)includes Employers Liability coverage for the state of Ohio. Evidence of Insurance Page 28 of 30 Page 29 of 30 Page 30 of 30 CLIENTPOINT DOWNLOAD RECEIPT ------------------------------------------------------------------- DOWNLOADED: 12-03-2020 CLIENTPOINT ID: 473095 CITY COUNCIL AGENDA ITEM 5B STAFF ORIGINATOR: Rick DeGardner Director MEETING DATE: December 14, 2020 TOPIC: Consider Approval of Resolution No. 20-150, Authorize the Preparation of Plans and Specs, Hard Court Facility at Birch Street and Centerville Road, Rick DeGardner VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting Council authorization to prepare plans and specifications for the development of four pickleball courts and two tennis courts at Birch Street and Centerville Road (concept plan attached). BACKGROUND The City Council has been considering constructing hard courts on the property adjacent to Fire Station #2 since 2018. The City Council previously designated $375,000 of General Fund Balance Reserves via Resolution 18-175. In addition, staff is recommending designating the Dedicated Parks Funding from Nadeau Acres in the amount of $107,100. Staff is confident we can coordinate efforts with WSB Engineering and value engineer the necessary site work, four pickleball courts, two tennis courts, and parking lot within the designated funding sources. The estimated schedule for the project: Authorize Preparation of Plans and Specifications December 14, 2020 Approve Plans and Specifications, Authorize Ad for Bids March 8, 2021 City Opens Bids April 7, 2021 City Council Awards Contract April 12, 2021 Construction Begins April-May, 2021 Final Completion July, 2021 RECOMMENDATION Staff is recommending approval of Resolution No. 20-150. ATTACHMENTS 1. Resolution 20-150 2. Concept Plan (Dated December 2, 2020) CITY OF LINO LAKES RESOLUTION NO. 20-150 AUTHORIZING THE PREPARATION OF PLANS AND SPECS FOR HARD COURT FACILITY AT BIRCH STREET AND CENTERVILLE ROAD WHEREAS, The City Council has been considering constructing hard courts on the property adjacent to Fire Station #2 since 2018; and WHEREAS, The City Council previously designated $375,000 of General Fund Balance Reserves via Resolution 18-175. In addition, staff is recommending designating the Dedicated Parks Funding from Nadeau Acres in the amount of $107,100; and WHEREAS, The estimated schedule for the project is as follows: Authorize Preparation of Plans and Specifications December 14, 2020 Approve Plans and Specifications, Authorize Ad for Bids March 8, 2021 City Opens Bids April 7, 2021 City Council Awards Contract April 12, 2021 Construction Begins April-May, 2021 Final Completion July, 2021 NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes: That the City Council authorizes the Public Services Director to prepare the plans and specifications for the development of the hard court facility at Birch Street and Centerville Road Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _____________and was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ______________ Julianne Bartell, City Clerk K:\012854-000\Cad\Exhibits\012854 lino lakes _Tower Park- updated 12-1-20Utility Easement Existing Wetland Stormwater Pond Birch StreetBirch Street Parking (+/- 36 Stalls) Existing Fire Station 4 Pickleball Courts 2 Tennis Courts Shelter (Alternate) Full Basketball Court (Alternate) Water Tower8.5’ Wide Trails Graphic Scale 0’200’100’ Tower Park (Centerville Rd/Birch St.) Lino Lakes, Minnesota December 2, 2020 | WSB Project number: 012854-000Centerville RoadCenterville Road 1 CITY COUNCIL AGENDA ITEM 6A STAFF ORIGINATOR: Katie Larsen, City Planner MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-145 Approving Preliminary Plat for Bald Eagle Addition VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting City Council consideration of a preliminary plat for Bald Eagle Addition. Complete Application Date: October 2, 2020 120-Day Review Deadline: January 30, 2021 Environmental Board Meeting: October 28, 2020 Park Board Meeting: N/A Planning & Zoning Board Meeting: November 10, 2020 (Tuesday) City Council Work Session: December 7, 2020 City Council Meeting: December 14, 2020 BACKGROUND The applicant, Bald Eagle Builders, Inc., has submitted a land use application for a preliminary plat for Bald Eagle Addition. The applicant proposes to subdivide the existing parcel located at 202 Elm Street into two (2) single family lots for the purpose of constructing one (1) new single family home. The lot is 1.06 gross acres (46,132 sf). The Land Use Application is: • Preliminary Plat o 2 lots The following staff report is based on the following information: • Certificate of Survey and Resource Inventory Map prepared by EG Rud & Sons, Inc. dated September 24, 2020 • Preliminary Plat prepared by EG Rud & Sons, Inc. dated November 3, 2020 • Preliminary Grading, Drainage & Erosion Control Plan prepared by EG Rud & Sons, Inc. dated November 3, 2020 2 • Tree Inventory/Removals prepared by EG Rud & Sons, Inc. dated September 20, 2020 • Utility As -Built Plan prepared by EG Rud & Sons, Inc. dated September 24, 2020 • Report of Geotechnical Exploration prepared by ITCO Allied Engineering Company dated September 23, 2020 • Drainage Calculations prepared by Plowe Engineering, Inc. dated September 25, 2020 ANALYSIS History The house located at 202 Elm Street was once the rectory for St. Joseph’s Church. In 2017, the church sold the property and it has been used as a single family dwelling since that time. The property was just recently sold to Bald Eagle Builders, Inc. with the intent to subdivide to build another single family dwelling. Existing Site Conditions The residential lot contains an existing house and garage that was built in 1964, trees and landscaping. An overhead wire extends from the house to the Elm Street. An 8 ft. wide bituminous trail exists along Elm Street. The Certificate of Survey indicates Zimmerman Fine Sand. Groundwater was encountered at approximately 13-15 feet (EL 893.6- EL 892.1). Staff notes the Certificate of Survey identifies a block landscape edging and fence encroachments along the south lot line from 7158 2nd Avenue onto the subject site. The encroachments do not impact the preliminary plat. The applicant is encouraged to discuss these encroachments with the property owner. Zoning The parcel is zoned R-1, Single Family Residential. The 2030 Comprehensive Plan is in effect and applicable to the development. Current Zoning R-1, Single Family Residential Current Land Use Single Family Residential Future Land Use per CP Low Density Se wered Residential Utility Staging Area 1A=2008-2015 Surrounding Zoning and Land Use Direction Zoning Current Land Use Future Land Use North R-1 Single Family Residential Low Density Sewered Residential South R-1 Single Family Residential Low Density Sewered Residential 3 East R-1 Single Family Residential Low Density Sewered Residential West R-1 Single Family Residential Low Density Sewered Residential Density and Land Area Calculations The following chart implements Met Council’s formula for calc ulating net density. Gross Area (acres) 1.06 Wetlands & Water Bodies 0.00 Public Parks & Open Space 0.00 Arterial ROW 0.00 Other (Utility Transmission Easement) 0.00 Other (Wetland Buffer Area) 0.00 Net Area (acres) 1.06 # of Units 2 Gross Density (units/acre) 1.89 Net Density (units/acre) 1.89 The parcel is guided low density residential development and allows for 1.6 to 3.9 units per net acre. The proposed net density of 1.89 units per acre is consistent with the Comprehensive Plan. Zo ning Requirements The parcel is zoned R-1, Single Family Residential. It is a corner lot (Elm Street and Second Avenue) and is 1.06 gross acres (46,132 sf). Lot 1 will contain the existing single family house. Lot 2 is being created for the purpose of constructing one (1) single family home. 4 R-1 Requirements Lot 1 (Existing House) Lot 2 (Proposed House) Min. Lot Size 10,800 sf 27,713 sf 13,040 sf Min. Lot Width --Corner Lot 100 ft 163.01 ft NA --Interior Lot 80 ft NA 80.0 ft Min. Lot Depth 135 ft 170.02 ft 163.01 ft Building Setback (ft) -From Collector Streets 1 40 ft 79.5 ft (Elm St) 72.8 ft (Second Ave) 40 ft -Rear Yard --Principal 30 ft 44.9 ft 72.8 ft -Accessory 5 ft 60 ft TBD -Side Yard --Principal 10 ft NA 10 ft --Accessory 5 ft 14.6 ft 10ft Impervious Surface 40% 15.9% 29.9% 1Elm Street and Second Avenue are major and minor collector roads, respectively. The proposed lots meet zoning requirements. In 2018, a third garage stall was added onto the house located on Lot 1 (202 Elm St). Per Section 1007.044(3)(h)16. Surfacing: All driveways shall be hard surfaced. Any future parking of motor vehicles in front of or in the third stall will require the driveway to be hard surfaced in accordance with the zoning ordinance. A zoning permit is required. Building Requirements At the time of building permit, the single family house proposed on Lot 2 will be reviewed for compliance regarding floor area, garage and design and construction standards. Subdivision Ordinanc e The underlying plat is Lot 24, Auditor’s Subdivision No. 151 that was platted in 1953. Conformity with the Comprehensive Plan and Zoning Code 5 The preliminary plat is consistent with the comprehensive plan for low density residential development and zoning code requirements for R-1, Single Family Residential as discussed above. Blocks and Lots The preliminary plat contains Lot 1 and Lot 2, Block 1, Bald Eagle Addition. As noted above, Lot 1 contains the existing house and Lot 2 proposes a new single family home. Streets and Alleys Lot 1 is served by Elm Street which is a major collector road. The existing road right-of-way width is 66 ft. Section 302.03(1)(a) requires 80ft of road right-of-way width. An addition seven (7) ft of road right-of-way s hall be dedicated on the plat. Lot 2 is served by Second Avenue which is also a major minor collector road requiring 80 ft of road right -of-way width. The existing road right-of-way width is 80 ft. No addition right-of- way is required. Easements Drainage and utility easements at least ten (10) feet wide are required and shown along all lot lines. Storm Water Management and Erosion and Sediment Control Per the City Engineer’s memo dated October 29, 2020, the Bald Eagle Addition includes site grading for the proposed house pad on Lot 2 and minimal site grading. Because the new impervious surface of 4,393 sf is less than 10,000 sf, the project does not require Stormwater Management. However, staff has reviewed the drainage in this area and is concerned that the proposed Lot 2 will direct more water towards adjacent properties and trap water near the eastern property line as the area is flat and landlocked. The drainage along the south property line of Lot 2 is shown to be directed to the northwest (rear of the lot), avoiding runoff to the adjacent property to the south. A rear yard structure or surface water storage may be required. Utilities Sanitary Sewer An 8” sanitary sewer main exists along both Elm Street and Second Avenue. The existing hous e is connected to municipal sanitary sewer. The new house will also be connected to municipal sanitary sewer. Watermain A 12” watermain exists along Elm Street. The existing house is connected to municipal watermain. 6 A 6” watermain exists along Second Avenue. The new house will also be connected to municipal watermain. Public Land Dedication The City will require cash in lieu of land dedication for the new lot. Lot 1 with the existing house will not be charged a park dedication fee. Park Dedication Fees Total # of Lots = 1 x 2020 Park Dedication Fee $3,1501 = Total Due $3,150 1Park dedication fees are based on the applicable City fee schedule at the time of final plat. This fee could change in 2021. Tree Preservation The Environmental Coord inator reviewed the Tree Preservation and Landscaping Plan. Per the October 28, 2020 Environmental Board staff report, a tree inventory/removal list was submitted. Trees removed are in the basic use area and will not require mitigation trees to be planted. Landscaping Canopy cover, foundation landscaping, open area landscaping and buffer and screens are not required for the 2 lot residential subdivision. Boulevard Trees Residential lots require one boulevard tree per frontage. In this case, both parcels 1 and 2 have existing trees in the right -of-way that will satisfy this requirement. Sod and Ground Cover All disturbed areas shall have appropriate ground cover in accordance with Section 1007.043(17)(h). Environmental Assessment Worksheet (EAW) An Environmental Assessment Worksheet is not mandated. The two (2) unattached residential units are under the 250 unattached unit threshold required for a mandatory EAW. Wetlands There are no wetlands on site. 7 Floodplain There is no floodplain on site. Shoreland Management Overlay The parcel is not located within a Shoreland Management Overly district. Impervious Surface Coverage Per the preliminary plat, the overall total site impervious surface coverage is as follows: Impervious Surface Coverage Total Parcel Size 46,132 sf Existing Impervious 4,405 sf (9.5%) Proposed Impervious Lot 1 + Lot 2 8,310 sf (18%) Comprehensive Plan Bald Eagle Addition is consistent with the goals and policies of the comprehensive plan in regards to resource management, land use, housing, transportation and utilities. Resource Management System Plan Goals of the Resource Management System Plan include: • Natural Resources and Amenities o Goal #1: Identify, protect and preserve the desirable natural areas and ecological and aquatic resources of the community. • Land Use Policies o Goal #1: Ensure that well-planned, quality residential, commercial, industrial and institutional development to accommodate the city’s projected growth needs occurs in a manner that also conserves and enhances the city’s natural resources and amenities. The Bald Eagle Addition protects the natural resource by implementing erosion control and storm water best management practices. Land Use Plan Goal 2: Ensure that zoning and subdivision ord inances and official maps are consistent with the intent and specific direction provided within the Comprehensive Plan. Policies: 8 1. Ensure developers meet the standards specified within the land-use plan and official controls, including zoning and subdivision ordinances and official maps. 2. Ensure compatibility of adjacent land uses. Bald Eagle Addition is compliant with the zoning and subdivision ordinances. It is also compatible with adjacent residential land uses. Housing Plan Goal 1: Ensure housing development is compatible with existing and adjacent land uses and provides accessibility to key community features and natural resources. Bald Eagle Addition meets the goals of the housing plan. The development is compatible with the existing and adjacent residential homes. Transportation Plan Goal 1: Plan for and achieve required street improvements and connectivity throughout the City of Lino Lakes. Second Avenue is a major collector road and has capacity to accommodate one (1) new single family home . Sanitary Sewer Plan Goals of the sanitary sewer plan are to ensure well-planned, quality residential development that conserves and enhances the city’s natural resources and to provide an affordable and safe sanitary sewer system. An 8” sanitary sewe r main exists along both Elm Street and Second Avenue. The existing house is connected to municipal sanitary sewer. The new house will also be connected to municipal sanitary sewer. The system has capacity for one (1) additional single family home. Wat er Supply Plan A goal of the water supply plan is to provide residents affordable potable water that is safe and of high quality for daily consumption and fire demand. A 12” watermain exists along Elm Street. The existing house is connected to municipal watermain. A 6” watermain exists along Second Avenue. The new house will also be connected to municipal watermain. Planning Districts 9 The site is located in Planning District 2 and is guided for low density residential development. There are no specific planning recommendations for this site. The site is located within Rice Lake Resource Management Unit (RMU). Environmental Board Comments The Environmental Board reviewed the proposed preliminary plat on October 28, 2020. They recommended approval of the project with conditions listed in the attached October 28, 2020 Memo from the Environmental Coordinator. Public Safety Department The Police Division and Fire Division reviewed the plans and have no additional comments or concerns. Final Plat A land use application for final plat and Development Agreement shall be required. Planning & Zoning Board The Planning & Zoning Board held a public hearing on November 10, 2020. Two neighborhood residents spoke. Karrie Galetka, 7144 Second Avenue, had concerns regarding additional traffic and pedestrians crossing at Elm Street. Shannon Shaughnessy, 210 Elm Street, had concerns regarding the size of the new lot. Staff noted both Second Avenue and Elm Street are collector roads capable of handling one additional single family home. Lot 2 meets the minimum lot size requirements and is larger than the adjacent lot located at 7158 Second Avenue. The Board recommended approval with a 5 -0 vote with the addition that the driveway to the third stall garage on 202 Elm Street be hard surfaced in accordance with City Code. Findings of Fact The Findings of Fact for the preliminary plat are detailed in Resolution No. 20-145. RECOMMENDATION The Planning and Zoning Board and staff recommend approval of the preliminary plat for Bald Eagle Addition with conditions listed in the resolution. ATTACHMENTS 1. Aerial Map 2. Resolution No. 20-145 3. Certificate of Survey, Preliminary Plat and Civil Plan Set, Sheets 1-5 prepared by EG Rud & Sons, Inc. dated September 24, 2020 0 100 20050 Feet 210210 71567156 71807180 202202 71727172 71587158 71577157 71607160 220220 71857185 71747174 71687168 7154715471657165 ELM STELM ST SUNFISH CTSUNFISH CT2ND AVE2ND AVERICE LAKE DRRICE LAKE DRSite Location & Aerial Map202 Elm Street µ 1 CITY OF LINO LAKES RESOLUTION NO. 20-145 APPROVING PRELIMINARY PLAT FOR BALD EAGLE ADDITION WHEREAS , the City received a land use application for preliminary p lat for Bald Eagle Addition hereafter referred to as Development ; and WHEREAS , the legal description of the subject site is the north 283 feet of the west 283 feet of Lot 24, AUDITOR'S SUBDIVISION NO. 151, EXCEPT the east 120 feet thereof, Anoka County, Minnesota ; and WHEREAS , the applicant, Bald Eagle Builders , proposes to subdivide the subject site into Lot 1 and Lot 2, Block 1, Bald Eagle Addition for the purpose of constructing a single family home on Lot 2; and WHEREAS , City staff completed a review of the Development based on the following: • Certificate of Survey and Resource Inventory Map prepared by EG Rud & Sons, Inc. dated September 24, 2020 • Preliminary Plat prepared by EG Rud & Sons, Inc. dated November 3, 2020 • Preliminary Grading, Drainage & Erosion Control Plan prepared by EG Rud & Sons, Inc. dated November 3, 2020 • Tree Inventory/Removals prepared by EG Rud & Sons, Inc. dated September 20, 2020 • Utility As -Built Plan prepared by EG Rud & Sons, Inc. dated September 24, 2020 • Report of Geotechnical Exploration prepared by ITCO Allied Engineering Company dated September 23, 2020 • Drainage Calculations prepared by Plowe Engineering, Inc. dated September 25, 2020; and WHEREAS, a public hearing was held before the Planning & Zoning Board on November 10, 2020 and the Board recommended approval of the Development. NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes hereby makes the following: FINDINGS OF FACT Per Subdivision Ordinance Section 1001.013, Premature Subdivision: (1) General. Any concept plan, preliminary plat or final plat deemed premature pursuant to the following criteria shall be denied by the City Council. (2) Conditions for establishing a premature subdivision. A subdivision may be deemed premature should any of the following conditions not be met. (a) Consistency with the Comprehensive Plan. Including any of the following: 1. Land use plan; 2 2. Transportation plan; 3. Utility (sewer and water) plans; 4. Local water management plan; 5. Capital improvement plan; and 6. Growth management policies, including MUSA allocation criteria. Bald Eagle Addition is consistent with the goals and policies of the comprehensive plan in regards to resource management, land use, housing, transportation and utilities as detailed in this staff report. The development is also consistent with the local water management plan, capital improvement plans and growth management policies. (b) Consistency with infill policies. A proposed urban subdivision shall meet the city's infill policies: 1. The urban subdivision must be located within the Metropolitan Urban Service Area (MUSA) or the staged growth area as established by the city's Comprehensive Plan; 2. The cost of utilities and street extensions must be covered by one or more of the followin g: a. An immediate assessment to the proposed subdivision; b. One hundred percent of the street and utility costs are privately financed by the developer; c. The cost of regional and/or oversized trunk utility lines can be financed with a vailable city trunk funds; and d. The cost and timing of the expenditure of city funds are consistent with the city's capital improvement plan. 3. The cost, operation and maintenance of the utility system are consistent with the normal costs as projected by the water and sewer rate study; and 4. The developer payments will offset additional costs of utility installation or future operation and maintenance. Bald Eagle Addition is consistent with infill policies. The development is within the current Utility Staging Area 1A=2008-2015. The cost, operation and maintenance of the utility system is consistent with the normal costs projected by the water and sanitary system plans. No future utility costs are proposed. (c) Roads or highways to serve the subdivision . A proposed subdivision shall meet the following requirements for level of service (LOS), as defined by the Highway Capacity Manual: 1. If the existing level of service (LOS) outside of the proposed subdivision is A or B, traffic generated by a proposed subdivision will not degrade the level of service more than one grade; 2. If the existing LOS outside of the proposed subdivision is C, traffic generated by a proposed subdivision will not degrade the level of service below C; 3. If the exis ting LOS outside of the proposed subdivision is D, traffic generated by a proposed subdivision will not degrade the level of service below D; 4. The existing LOS must be D or better for all streets and intersections providing access to the subdivision. I f the existing level of service is E or F, the subdivision developer must provide, as part of the proposed project, improvements needed to ensure a level of service D or better; 3 5. Existing roads and intersections providing access to the subdivision must have the structural capacity to accommodate projected traffic from the proposed subdivision or the developer will pay to correct any structural deficiencies; 6. The traffic generated from a proposed subdivision shall not require city street improvements that are inconsistent with the Lino Lakes capital improvement plan. However, the city may, at its discretion, consider developer-financed improvements to correct any street deficiencies; 7. The LOS requirements in divisions (2)(c)1. to 4. above do not apply to the I-35W/Lake Drive or I-35E/Main St. interchanges. At city discretion, interchange impacts must be evaluated in conjunction with Anoka County and the Minnesota Department of Transportation, and a plan must be prepared to determine improvements needed to resolve deficiencies. This plan must determine traffic generated by the subdivision project, how this traffic contributes to the total traffic, and the time frame of the improvements. The plan also must examine financing options, including project contribution and cost sharing among other jurisdictions and other properties that contribute to traffic at the interchange; and 8. The city does not relinquish any rights of local determination. Bald Eagle Addition meets the requirements for level of service (LOS). Second Avenue is a major collector road and has capacity to accommodate one (1) new single family home. The city does not relinquish any rights of local determination. (d) Water supply. A proposed subdivision shall be deemed to have an adequate water supply when: 1. The city water system has adequate wells, storage or pipe capacity to serve the subdivision; 2. The water utility extension is consistent with the Lino Lakes water plan and offers the opportunity for water main looping to serve the urban subdivision; 3. The extension of water mains will provide adequate water pressure for personal use and fire protection; and 4. The rural subdivision can demonstrate that each of the proposed lots can be provided with a potable water supply. Bald Eagle Addition will have an adequate water supply. A 12” watermain exists along Elm Street. The existing house is connected to municipal watermain. A 6” watermain exists along Second Avenue. The new house will also be connected to municipal watermain. The water supply system has capacity to handle one (1) single family home. (e) Waste disposal systems. A proposed subdivision shall be served with adequate waste disposal systems when: 1. The urban sewered subdivision is located inside the city's MUSA or is consistent with the MUSA allocation criteria; 2. The city has sufficient MUSA and pipe capacity to serve the subdivision if developed to its maximum density; 3. The subdivision will result in a sewer extension consistent with Lino Lakes sewer plan and capital improvement plan; 4. A rural subdivision can demonstrate that each lot can be served by an adequate sanitary sewer disposal system; and 4 5. A rural subdivision with a proposed communal sanitary sewer or water system has an effective long range management and maintenance program with proper financing. Bald Eagle Addition will be served with an adequate waste disposal system. An 8” sanitary sewer main exists along both Elm Street and Second Avenue. The existing house is connected to municipal sanitary sewer. The new house will also be connected to municipal sanitary sewer. The system has capacity for one (1) additional single family home. BE IT FURTHER RESOLVED by the City Council of The City of Lino Lakes hereby establishes that Bald Eagle Addition is not a premature subdivision; and BE IT FURTHER RESOLVED by the City Council of The City of Lino Lakes hereby establishes the following conditions of approval: 1. The driveway to the third stall garage on 202 Elm Street shall be hard surfaced in accordance with City Code. a. A Zoning Permit is required. 2. The new house proposed on Lot 2, Block 1, Bald Eagle Addition is required to connect to municipal water and sanitary services. BE IT FURTHER RESOLVED by The City Council of The City o f Lino Lakes hereby approves the preliminary p lat for Bald Eagle Addition sub ject to the following items being addressed in conjunction with the final plat submittal: 1. Comments from City Engineer Letter dated November 4, 2020 shall be addressed. 2. Comments from the Environmental Coordinator letter dated October 28, 2020 shall be addressed. 3. All Plan Sheets a. The structures on 210 Elm Street and 7158 Second Avenue shall be labeled “Existing Garage” to avoid any setback confusion. b. The bituminous trail along Elm St reet shall be labeled. 4. Sheet 2, Preliminary Plat: a. Seven (7) feet of additional road right-of-way shall be dedicated along Elm Street. b. The proposed setbacks from the house pad to the lot lines (front, rear and side) on Lot 2 shall be shown. Adopted by the Council o f the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken t hereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk 1 CITY COUNCIL AGENDA ITEM 6B STAFF ORIGINATOR: Katie Larsen, City Planner MEETING DATE: December 14, 2020 TOPIC: Poehling Addition i. Consider Resolution No. 20-159 Approving Final Plat ii. Consider Resolution No. 20-160 Approving Development Agre ement VOTE REQUIRED: 3/5 INTRODUCTION The applicants, Jerome and Mona Poehling, submitted a land use application for the final plat of Poehling Addition. The applicant proposes to subdivide the existing parcel into 2 single family lots for the purpose of constructing one (1) new single family home. The lot is located at 6790 West Shadow Lake Drive and is 0.78 gross acres (34,023 sf) as measured above the OHWL. The Land Use Application is: • Final Plat o 2 lots This staff report is based on the following information: • Certificate of Survey and Resource Inventory Map prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Preliminary Plat prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Preliminary Grading, Drainage & Erosion Control P lan prepared by EG Rud & Sons, Inc. and Plowe Engineering revision date October 28, 2020 • Tree Inventory/Removals prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Utility As -Built Plan prepared by EG Rud & Sons, Inc. and Plowe Engineering revision date October 28, 2020 • CLOMR-F Exhibit prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Landscape Plan prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Final Plat prepared by EG Rud & Sons, Inc. dated October 23, 2020 Previous Council Actions: 2 • November 12, 2019: o Resolution No. 19-144 approving lot area variance o Resolution No. 19-145 approving street setback variance o Resolution No. 19-146 approving preliminary plat ANALYSIS This staff report provides a comparison of the approved preliminary plat and the proposed final plat. Changes in the plans are either narratively described or shown as strikethrough. Overall, the final plat is consistent with the preliminary plat. History The subject site was originally platted in 1982 as Lot 1, Block 1 Reshanau Shores. The residential subdivision was not served by municipal water or sanitary sewer. In June of 2017, the City Council approved the 2017-2021 Street Reconstruction plan which included authorization to reconstruct West Shadow Lake Drive, Sandpiper, and Shadow Court. With approval of the street project, City staff began working with property owners to consider extension of municipal sanitary sewer and water services as part of the project. The extension of sanitary sewer service was pursued to eliminate use of 61 existing individual sewage treatment systems, most of which are non-conforming systems. To aid in this project, the City was successful in receiving a water quality grant from the Rice Creek Watershed District. In 2018, the City commenced the West Shadow Lake Drive Street and Utility Improvement Project to reconstruct the street and install municipal water main and sanitary sewer. With the extension of public utilities, larger lots may be able to subdivide. In anticipation of such subdivision requests, in 2018, the City also rezoned several parcels, including the subject parcel, from R, Rural to R-1X, Single Family Executive Residential. Existing Site Conditions The residential lot contains the existing house and garage that were built in 1984, trees, grass, a shed, septic system, well, fire pit and wetland. The fire pit will be removed. The Certificate of Survey indicates Zimmerman Fine Sand and Lake Beaches soil. Groundwater was encountered at approximately 5 feet (EL 884.0). The parcel abuts Reshanau Lake and is subject to the requirements of the Shoreland Overlay Management District as detailed later in this staff report. Zoning The subject site was rezoned from R, Rural to R-1X, Single Family Exe cutive in 2018 with Ordinance No. 19-18 in conjunction with the West Shadow Lake Drive Street and Utility Improvement Project. Current Zoning R-1X, Single Family Executive Current Land Use Single Family Residential Future Land Use per CP Low Density Sew ered Residential 3 Utility Staging Area 1A=2008-2015 Surrounding Zoning and Land Use Direction Zoning Current Land Use Future Land Use North R-1X Single Family Residential Low Density Sewered Residential South R-1X Single Family Residential Low Density Sewered Residential East Reshanau Lake Lake Lake West R-1X Single Family Residential Low Density Sewered Residential There are approximately 100 platted riparian lots adjacent to Reshanau Lake. A general overview of the riparian development indicates low density single family lots platted between 1969 and 1991. Lot sizes vary from approximately 12,000 sf to 43,560 sf. Smaller lots on the east side of Reshanau Lake are served by municipal water and sanitary sewer. Of the 100 platted riparian lots, approximately 10 existing lots on the west side of Reshanau Lake along West Shadow Lake Drive may have the potential to subdivide based on lot size. One of these lots is the proposed Poehling Addition. The remaining 90 lots do not appear to be further sub-dividable based on lot size or extensive on-site wetlands. Density and Land Area Calculations The following chart implements Met Council’s formula for calculating net density. Gross Area (acres) 0.78 Wetlands & Water Bodies (0.07) Public Parks & Op en Space 0.00 Arterial ROW 0.00 Other (Utility Transmission Easement) 0.00 Other (Wetland Buffer Area) 0.00 Net Area (acres) 0.71 # of Units 2 4 Gross Density (units/acre) 2.56 Net Density (units/acre) 2.80 The subject site is guided low density residential development and allows for 1.6 to 3.9 units per net acre. The proposed net density of 2.80 units per acre is consistent with the Comprehensive Plan. There is no density change from the preliminary plat to the final plat. Zoning Requirements The subject site is 0.78 gross acres (34,023 sf) as measured above the OHWL. Lot 1 will contain the existing single family house. Lot 2 is being created for the purpose of constructing one (1) single family home. The subdivision is also subject to req uirements of the Shoreland Management Overlay District. Reshanau Lake is classified as a Recreational Development Lake in the Overlay District. Shoreland or R -1X Requirements Lot 1 (Existing House) Lot 2 (Proposed House) Min. Lot Size 1 20,000 sf 17,5985 sf 17,585 sf5 16,4255 sf 16,438 sf5 Min. Lot Width2 90 ft 111 ft (street) 140 ft (OHWL) 113 ft (street) 130 ft (OHWL) Min. Lot Depth 135 ft 147 ft 143 ft Building Setback (feet) -From Local Streets 30 ft 22.2 ft 25 ft5 -From OHWL --Principal 75 ft 54.8 ft 80 ft 60-80 ft6 -Accessory3 75 ft 56 ft Future -Side Yard --Principal 10 ft 24.4 ft & 36 ft 31 ft & 10 ft --Accessory 5 ft 29.1 ft Future Impervious Surface 4 30% 20.9% 14.6% 1Only land above the OHWL can be used to meet the lot size standards 2Lot width standards must be met at both the street setback line and the OHWL setback line 3One water-oriented accessory structure may be setback 10 feet from the OHWL 4Per Shoreland Management Overlay District 5Variances approved by City Council with Resolution No. 19-144 and Resolution No. 19-145 5 6OHWL setback variation allowed per Section 1102.07(2)(a) of the Shoreland Management Overlay District It should be is noted that on the preliminary plat that the lots will have limited abilit y to construct accessory structures, decks or additions due to the required OHWL setback and floodplain requirements. This shall also be noted on the certificate of survey submitted with the building permit. OHWL Setback The required setback from the OHWL is 75 feet; however, Section 1102.07(2)(a) of the Overlay District provisions states “Where structures exist on the adjoining lots on both sides of a proposed building site, structure setbacks may be altered without a variance to conform to the adjoinin g setbacks from the ordinary high water level, provided the proposed building site is not located in a shore impact zone.” The OHWL setback from the existing house on the proposed Lot 1 is 54.8 feet and the OHWL setback on the adjoining parcel to the south, 6770 West Shadow Lake Drive, is approximately 67 feet. The average OHWL setback for Lot 2 is then 60.9 feet. The preliminary plat shows a OHWL building setback line on Lot 2 extending from the house structures on Lot 1 and 6770 West Shadow Lake Drive that is a minimum of 65 feet from the OHWL. The proposed house on Lot 2 is setback 78 feet from the OHWL. This is compliant with both the required and average setback. Building Requirements At the time of building permit, the single family dwelling unit will be reviewed for compliance regarding floor area, garage and design and construction standards. Subdivision Ordinance The legal description of the subject site is Lot 1, Block 1, Reshanau Shores. It was platted in 1982. Per Section 1001.076(2) of the Subdivision Regulation, any subdivision that results in the creation of one or more sewered residential lots shall be platted in full compliance with preliminary plat and final plat requirements and therefore, it is not a minor subdivision. Conformit y with the Comprehensive Plan and Zoning Code The preliminary plat is consistent with the comprehensive plan for low density residential development and zoning code requirements for R-1X, Single Family Executive as discussed above. The final plat is also consistent with the preliminary plat. Blocks and Lots The final plat contains Lot 1 and Lot 2, Block 1, Poehling Addition. As noted above, Lot 1 contains the existing house and Lot 2 proposes a single family home. Variances are required have been approved for lot size and street setback. 6 Streets and Alleys Both lots are served by West Shadow Lake Road which is being has been reconstructed and municipal water and sanitary sewer is being has been installed. The existing road has 60 feet of right -of-way and the paved road surface is 26 feet wide with ribbon curb. Easements Standard drainage and utility easements at least 5 and 10 feet wide are provided along all lot lines. The wetland and stormwater basin shall be has been covered by a drainage and utility easement that includes a 10 foot buffer. Storm Water Management and Erosion and Sediment Control Per the Site Drainage Narrative prepared by Plow Engineering, Inc. dated July 1, 2019 May 29, 2020, there are 3 areas of discharge from the site (one to the north and 2 to the east). The existing fire pit will be removed and a small basin will be constructed in the area adjacent to the fire pit. Per WSB Engineering letter dated September 24, 2019, new impervious area from the site is all routed to the east towards Reshanau Lake. The new impervious surface is less than 10,000 square feet, and all runoff from new impervious will run over a pervious surface prior to leaving the site, therefore no water quality treatment will be required as a result of the additional impervious surface from the single -family residential development. Side yard drainage ways are required. Utilities Sanitary Sewer A 3” sanitary sewer force main is being has been installed along West Shadow Lake Drive. The existing house shall hook up upon availability. The new house shall hook -up upon construction. The existing septic drain field shall be removed. Watermain An 8” DIP watermain is being has been installed along West Shadow Lake Drive. The existing house shall hook up upon availability. The new house shall hook -up upon construction. The existing well may be used for irrigation only or shall be properly capped and abandoned. Public Land Dedication The City will require cash in lieu of land dedication for the new lot. The lot with the existing house will not be charged a park dedication fee. Park Dedication Fees Total # of Lots = 1 x 2020 Park Dedication Fee $3,150 7 = Total Due $3,150 Tree Preservation The goal of tree preservation is to minimize unnecessary loss of habitat, biodiversity and forest resource and to replace removed trees in areas where tree cover is most critical. Sheet 4, Tree Inventory/Removals identifies 96 significant trees on the entire site and 13 of these trees will be removed. Of those 13 trees, 8 of the trees are within the basic use area of the house pad and driveway and mitigation is not required. The other 5 trees are being removed in order to construct the basin. The remaining 83 trees provide open space mitigation requirements, prevent erosion control and provide shoreland aesthetics. Further tree mitigation is not required. Landscaping Canopy cover, foundation landscaping, and buffer and screens are not required for the 2 lot residential subdivision. Open Area Landscaping The proposed stormwater basin is approximately 2,000 sf. This would require 1 large tree and 3 large shrubs. The remaining 83 trees and existing shrubs on site satisfy the open area landscape requirements. No further landscaping is required. Boulevard Tr ees Boulevard trees are required at the rate of 1 tree per lot frontage for singly family lots. This would require 2 boulevard trees. The 6 existing trees on Lot 1 and 1 existing tree on Lot 2 along West Shadow Lake Drive provide boulevard tree coverage. No additional boulevard trees are required. Shoreline Buffer Zone Reshanau Lake is an impaired, recreational development lake and efforts to protect and improve the natural resource should be implemented with any development. A native vegetated shoreline buffer will be required as a stormwater management best management practice (BMP) to minimize runoff pollutants from entering the lake. The buffer will also help stabilize the shoreline, reduce erosion and support aquatic plants and wildlife. An average 20 foot wide, but no less than 10 foot minimum wide native vegetated buffer zone extending from the shoreline shall be installed and maintained on both Lot 1 and Lot 2. As recommended by the Planning & Zoning Board, a 20 foot wide access opening to the lake is allowed. Sheet 7, Landscape Plan details the access openings, the buffer location and seed mix materials. A Shoreline Buffer Declaration detailing maintenance shall be recorded against the property. Environmental Assessment Worksheet (EAW) An Environmental Assessment Worksheet is not mandated. The two (2) unattached residential units are under the 250 unattached unit thresholds required for a mandatory EAW. 8 Wetlands A Wetland Delineation Report was completed by Jacobson Environmental, PLLC on November 27, 2018. A WCA Notice of Decision approving the wetland delineation was issued by RCWD on January 1, 2019. Two basins were delineated. Basin 1 is approximately 0.046 acres (2,003 sf) and is located within the rear yard of Lot 2. Basin 2 is Reshanau Lake and portions of its shoreline. No wetland impacts are proposed. Per RCWD, Rule F is not triggered; therefore, no WMC wetland buffers are required. A drainage and utility easement 10 feet above the delineated wetland is required has been provided on the final plat. Floodplain The 2015 DFIRM indicates Zone AE floodplain on both Lot 1 and Lot 2. The FEMA base flood elevation (BFE) is 887. The applicant is proposing 110 cy of floodplain fill and 110 cy of compensatory storage. The applicant has drafted a CLOMR-F application to revise the floodplain map. It should be noted that any future proposed structures such as accessory structures shall meet the floodplain ordinance requirements. The City Engineer also notes the low floor elevation s hall be 2 feet above the BFE and the plans shall be have been revised. A future deck shall be shown on the plans and be included in the floodplain mitigation. Shoreland Management Overlay The general purpose and intent of the Shoreland Management Overlay ordinance is to protect public waters. Per the ordinance Policy statement, the uncontrolled use of shorelands of the city affects the public health, safety and general welfare not only by contributing to pollution of public waters, but also by impairing the local tax base. Therefore, it is in the best interests of the public health, safety and welfare to provide for the wise subdivision, use and development of shorelands of public waters. As discussed, lot size and street setback variances have been approved. The OHWL setback is met. Sheet 2, Preliminary Plat notes impervious surface coverage for Lot 1 = 20.9% and Lot 2 = 14.6%. Both meet the allowed 30% impervious surface coverage of the shoreland ordinance. A native vegetated shoreline buffer will be required has been provided as a stormwater management best management practice (BMP) to minimize runoff pollutants from entering the lake. A Shoreline Buffer Declaration shall be recorded against both properties. Comprehensive Plan Poehling Addition is consistent with the goals and policies of the comprehensive plan in regards to resource management, land use, housing, transportation and utilities. Resource Management System Plan Goals of the Resource Management System Plan include: 9 • Natural Resources and Amenities o Goal #1: Identify, protect and preserve the desirable natural areas and ecological and aquatic resources of the community. • Land Use Policies o Goal #1: Ensure that well-planned, quality residential, commercial, industrial and institutional development to accommodate the city’s projected growth needs occurs in a manner that also conserves and enhances the city’s natural resources and amenities. Municipal sanitary sewer is being has been installed along West Shadow Lake Drive. The extension of this utility to serve lots eliminates on-site septic systems and promotes the goal of protecting the natural resource, Reshanau Lake, by preventing sewage pollution of public waters. The Poehling Addition also protects the natural resource by providing storm water and floodplain management and installing vegetative shoreline buffers. Land Use Plan Goal 2: Ensure that zoning and subdivision ordinances and official maps are consistent with the intent and specific direction provided within the Comprehensive Plan. Policies: 1. Ensure developers meet the standards specified within the land-use plan and official controls, including zoning and subdivision ordinances and official maps. 2. Ensure compatibility of adjacent land uses. Poehling Addition is compliant with the zoning, subdivision and shoreland management ordinances with approved variances. The two (2) lot subdivision is consistent with low density residential development as guided by the Comprehensive Plan. The development is also compatible with adj acent smaller lot single family residential land uses. Housing Plan Goal 1: Ensure housing development is compatible with existing and adjacent land uses and provides accessibility to key community features and natural resources. Poehling Addition meet s the goals of the housing plan. The development is compatible with the existing and adjacent residential homes and provides access to the natural resource. Transportation Plan Goal 1: Plan for and achieve required street improvements and connectivity throughout the City of Lino Lakes. West Shadow Lake Drive is a reconstructed local street and has capacity to accommodate one (1) new single family home. 10 Sanitary Sewer Plan Goals of the sanitary sewer plan are to ensure well-planned, quality residentia l development that conserves and enhances the city’s natural resources and to provide an affordable and safe sanitary sewer system. Municipal sanitary sewer is being has been installed along West Shadow Lake Drive. The extension of this utility to serve lots eliminates on-site septic systems and promotes the goal of preventing pollution of public waters. The sanitary system has capacity to handle two (2) single family homes. Funding of the sanitary sewer extension contemplated a higher allowable density of homes as is reflected in the rezoning of the properties to R-1X. Water Supply Plan A goal of the water supply plan is to provide residents affordable potable water that is safe and of high quality for daily consumption and fire demand. Municipal w atermain is being has been installed along West Shadow Lake Drive. The water supply system has capacity to handle two (2) single family homes. Planning Districts The site is located in Planning District 1 and is guided for low density residential develo pment. There are no specific planning recommendations for this site. The site is located within Reshanau Resource Management Unit (RMU). MNDNR Comments The DNR reviewed the Poehling Addition preliminary plat and variance request in October 2019. They recommend denial of the lot size variance request. Supported by the Findings of Fact, the City Council approved the preliminary plat and variance request. As required by the Shoreland Management Overlay ordinance, copies of the approved resolutions were sent to the DNR on November 14, 2019. No further comments from the DNR have been received. Development Agreement A Development Agreement has be en drafted by the City and shall be executed. Title Commitment The City Attorney has reviewed the title commitment and final plat and notes that mortgage consents are required. Stormwater Maintenance Agreement The stormwater maintenance of this subdivision will be covered under the City’s Programmatic Maintenance Agreement. 11 Findings of Fact The Findings of F act for Poehling Addition Final P lat are detailed in Resolution No . 20-159. RECOMMENDATION The Planning & Zoning Board reviewed the Poehling Addition Final Plat on July 8 , 2020 and recommended approval with a 6-0 vote. ATTACHMENTS 1. Resolution No. 20-159 2. Preliminary and Final Plat 3. Resolution No. 20-160 4. Development Agreement 1 CITY OF LINO LAKES RESOLUTION NO. 20-159 RESOLUTION APPROVING THE POEHLING ADDITION FINAL PLAT WHEREAS , the City received a land use application for the Poehling Addition Final Plat hereafter referred to as Development; and WHEREAS , City staff has comple ted a review of the proposed Development based on the following plans and information: • Certificate of Survey and Resource Inventory Map prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Preliminary Plat prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Preliminary Grading, Drainage & Erosion Control Plan prepared by EG Rud & Sons, Inc. and Plowe Engineering revision date October 28, 2020 • Tree Inventory/Removals prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Utili ty As -Built Plan prepared by EG Rud & Sons, Inc. and Plowe Engineering revision date October 28, 2020 • CLOMR-F Exhibit prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Landscape Plan prepared by EG Rud & Sons, Inc. revision date October 28, 2020 • Final Plat prepared by EG Rud & Sons, Inc. dated October 23, 2020; and WHEREAS , the City Council the approved the Prelimi nary Plat with Resolution No. 19- 146 on November 12, 2019; and WHEREAS , the Planning & Zoning Board reviewed and rec ommended approval of the Development on July 8, 2020; and WHEREAS, the proposed Development is not considered premature and meets the performance standards of the subdivision and zoning ordinance; and NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes hereby makes the following: FINDINGS OF FACT 1. The final plat substantially conforms to the approved preliminary plat subject to the conditions listed below. 2. The City Attorney has r eviewed the status of title/property ownership related to the final plat prior to release of the final plat . 3. A Development Agreement has been drafted and shall be executed. 4. Conditions attached to approval of the preliminary plat have been fulfilled or secured by the Developmen t Agreement. 2 5. All fees, charges and escrow related to the preliminary or final plat have been paid in full. BE IT FURTHER RESOLVED by the City Council of the City of Lino Lakes hereby approves the Poehling Addition Final Plat subject to the following conditions: 1. A vegetated buffer zone extending up land from the shoreline averaging at least 20 feet in width but no less than 10 feet in width shall be installed and maintained on both Lot 1 and Lot 2, Block 1, Poehling Addition. a. One access opening to the shoreline no greater than twenty (20) feet wide is allowed on both Lot 1 and Lot 2. b. The vegetated buffer zone shall be maintained in accordance with the recorded Shoreline Buffer Declaration and Maintenance Plan. c. A Shoreline Buffer Declaration shall be recorded against Lot 1 and Lot 2, Block 1, Poehling Addition. 2. Lot 1 , Block 1, Poehling Addition shall be connected municipal sewer and water. Lot 2 , Block 1, Poehling Addition shall be connected through the building permit approvals. The existing septic system and private well serving Lot 1, Block 1, Poehling Addition shall be properly removed and or abandon, sealed and approved by the City. 3. Lot 1 and Lot 2, Block 1, Poehling Addition will have limited ability to construct accessory structures, decks or additions due to the required OHWL setback and floodpla in requirements. 4. Resolution No. 19-144 approving the lot area variance and Resolution No. 19-145 approving the street setback variance shall be recorded against both parcels. 5. A LOMR-F will be required prior to Certificate of Occupancy. BE IT FURTHER RESOLVED by the City Council of the City of Lino Lakes hereby approves the Poehling Addition Final Plat subject to the following items being addressed: 1. Any comments from the City Engineer letter dated October 28, 2020 shall be addressed. 2. The Developer shall su bmit a completed CLOMR -F application to the City prior to release of plat for recording. 3. Mortgage consent is required for recording the final plat and Development Agreement. 4. The Development Agreement shall be approved by the City Council, executed and recorded against the property. a. Securities and fees shall be paid. 5. A copy of the recorded Shoreline Buffer Declaration shall be provided to the City prior to issuance of a grading and/or building permit. 6. Copies of the recorded variance resolutions shall be provided to the City prior to issuance of a grading and/or building permit. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. 3 The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: ______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY OF LINO LAKES RESOLUTION NO. 20-160 RESOLUTION APPROVING DEVELOPMENT AGREEMENT FOR POEHLING ADDITION WHEREAS, the City Council approved the final plat for Poehling Addition with Resolution No. 20-159 on December 14, 2020; and WHEREAS, the City’s subdivision ordinance and conditions of approval require the execut ion of a development agreement between the Developer and the City of Lino Lakes. NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes hereby a pproves the Development Agreement between Jerome and Mona Poehling and the City of Lino Lakes for Poehling Addition and authorizes the Mayor and City Clerk to execute such agreement on behalf of the City. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The follow ing voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk DEVELOPMENT AGREEMENT Poehling Addition THIS AGREEMENT is made this _____ day of ____________, 2020, by and between the City of Lino Lakes, a Minnesota municipal corporation, and Jerome J and Mona J Poehling “Developer”. 1. Subdivision. Developer received preliminary plat approval from the City by Resolution No. 19-146 for a plat known as Poehling Addition “Subdivision”. Unless otherwise stated, all terms and conditions of this Agreement relate to work within the Subdivision. 2. Final Plat Approval. The City’s approval of the final plat of Poehling Addition, as legally described on Exhibit A attached hereto, is contingent upon execution and delivery of this agreement and all required petitions, bonds, security, and documents, and satisfaction of all conditions of approval required by Resolution No. 20-159. The Final Plat is attached hereto as Exhibit B. 3. Phased Development. Not Applicable. 4. Developer Plans. a. The Subdivision shall be developed in accordance with the following Developer Plans, original copies of which are on file with the City Engineer. The Developer Plans may be prepared and revised after entering into this Agreement but must be approved by the City before commencement of any work. If the plans vary from the written terms of this Agreement, this Agreement shall control. b. The Developer Plans as of the date of this Agreement are: i. Poehling Addition Plans for Construction plan set containing 7 sheets, dated October 28, 2020 prepared by E.G. Rud and Sons, Inc. and Plowe Engineering Inc. ii. Poehling Addition Final Plat, prepared by EG Rud and Sons, Inc., dated October 23, 2020. 5. Permits. The Developer shall be responsible for securing all site grading and development approvals and permits from all appropriate Federal, State, Regional and Local jurisdictions prior to the commencement of site grading or construction. 6. Developer Improvements. The Developer shall secure a contractor to install these improvements, hereinafter referred to as the “Developer Improvements,” which contractor shall be approved by the City in its absolute discretion. The cost of Developer Improvements is as shown on Exhibit C attached hereto. All Developer Poehling Addition Development Agreement December 14, 2020 page 2 Improvements shall require City inspection and approval and, where appropriate, the approval of any other governmental agency having jurisdiction. The Developer shall construct and install at the Developer's expense the following improvements according to the following terms and conditions: a. Site Grading i. No grading shall commence until all requirements of the Rice Creek Watershed District (RCWD) have been satisfied. ii. All site grading shall be conducted in accordance with the grading plan as approved by the City and in accordance with NPDES and RCWD requirements. The Developer shall perform the work in accordance with a Storm Water Pollution Prevention Plan (SWPPP) pursuant to Minnesota Pollution Control Agency (MPCA) requirements. b. Grading and Erosion Control i. The Developer shall grade the site to within 0.2 foot of the grades shown on the approved grading plan. No deviations will be allowed unless a revised plan is submitted and approved by the City and all other regulatory agencies. ii. The Developer shall be responsible for ascertaining that site geotechnical and groundwater conditions are adequate and conforming with the grading and site improvement as proposed. iii. The Developer’s engineer shall certify in writing, with an as-built survey, that all grading complies with the approved grading plan prior to issuance of any building permits. iv. The Developer shall promptly clear dirt and debris within public right-of- ways and drainage and utility easements resulting from construction by the Developer, its purchasers, builders and contractors within five (5) days after notification by the City. The Developer shall be responsible for all necessary street and storm sewer maintenance, including street sweeping, until all home construction is completed, unless otherwise released by the City. Warning signs shall be placed when hazards develop in streets to prevent the public from traveling on them, including detour signs if necessary. If and when the streets become impassable, such streets shall be barricaded and closed. The Developer shall maintain a smooth, hard driving surface and adequate drainage on all temporary streets. Poehling Addition Development Agreement December 14, 2020 page 3 c. Lot 1 Block 1 shall be connected municipal sewer and water. Lot 2 Block 1 shall be connected through the building permit approvals. The existing septic system and private well serving Lot 1 Block 1 shall be properly removed and or abandon, sealed and approved by the City. d. The Developer shall place iron monuments at all lot, block, and outlot corners and at all other angle points on boundary lines consistent with the final plat. Iron monuments shall be placed after all street and lawn grading has been completed in order to preserve the lot markers for future property owners. Lot corner irons on the back property line shall be installed so that the top of the iron corresponds to the finished ground elevation in accordance with the approved grading plan. Guard stakes shall be appropriately installed to mark these irons. e. Landscaping shall be furnished and installed in accordance with the approved plans. f. The Developer shall arrange for all gas, telephone, cable TV and electric utility services to the Subdivision in accordance with City Code and State law. The Developer is solely responsible for the cost of utility installation. g. The Developer shall install mailboxes in accordance with Federal and Postal Service regulations. 7. Time of Performance. The Developer shall install all required improvements enumerated in Paragraph 6 by November 30, 2021. Floodplain mitigation shall be subject to the provisions of 19c. The Developer may request a reasonable extension of time from the City. If the extension is granted, it shall be conditioned upon updating the security posted by the Developer to reflect cost increases and the extended completion date. 8. City Improvements. No City improvements are proposed to be constructed for this subdivision. 9. Record Drawings. a. Upon project completion, Developer shall submit record drawings, in electronic format, of all public and private infrastructure improvements, including grading, constructed by Developer. The files shall be drawn in Anoka County NAD 83 Coordinate system and provided in both AutoCAD .dwg and Adobe .pdf file formats. The plans shall include accurate locations, dimensions, elevations, grades, slopes and all other pertinent information concerning the complete work. Poehling Addition Development Agreement December 14, 2020 page 4 b. The Developer shall submit certified compaction testing results for the site grading operations. c. No securities will be fully released until all record drawings have been submitted and accepted by the City Engineer. 10. Faithful Performance of Construction Contracts and Security. a. The Developer will fully and faithfully comply with all terms and conditions of any and all contracts entered into by the Developer for the installation and construction of all Developer Improvements. Concurrent with the execution hereof by the Developer, the Developer will furnish to, and at all times thereafter maintain with the City, a cash deposit, certified check, or Irrevocable Letter of Credit, based on one hundred fifty (150%) percent of the total estimated cost of Developer's Improvements. b. Irrevocable Letter of Credit. If an Irrevocable Letter of Credit is utilized, it shall be for the exclusive use and benefit of the City of Lino Lakes and shall state that it is issued to guarantee and assure performance by the Developer of all the terms and conditions of this Development Agreement and construction of all required improvements referenced therein in accordance with the ordinances and specifications of the City. The letter shall be in a form, and from a bank, as approved by the City. The City reserves the right to draw, in whole or in part, on any portion of the Irrevocable Letter of Credit for the purpose of guaranteeing the terms and conditions of this agreement. The Irrevocable Letter of Credit shall be automatically extended for additional periods of one year from present or future expiration dates on an annual basis, unless at least sixty (60) days prior to the expiration date, the Community Development Director and City Engineer, are notified by certified mail or overnight courier, that the Letter of Credit will not be extended. c. Reduction of Security. The Developer may request reduction of the Letter of Credit or cash deposit based on prepayment or the value of the completed improvements at the time of the requested reduction. 11. Warranty. The Developer warrants all trees, grass and sod shall be alive, of good quality and disease free for 12 months after planting. Prior to final acceptance of the Developer Improvements the City shall require a Performance Bond or Cash Escrow to cover the warranty provisions of this Agreement. The amount shall be determined by the City Engineer. 12. Dedication. The Developer shall dedicate to the City, at no cost to the City, any permanent or temporary easements that may be necessary for the construction and installation of the Developer Improvements. All such easements required by the City Poehling Addition Development Agreement December 14, 2020 page 5 shall be in writing, in recordable form, containing such terms and conditions as the City shall determine. 13. Ownership of Improvements. This item is not applicable. 14. Recording and Release. The Developer agrees that the terms of this Development Agreement shall be a covenant on any and all property included in the Subdivision. The Developer agrees that the City shall have the right to record a copy of this Development Agreement with the Anoka County Recorder to give notice to future purchasers and owners. This shall be recorded against the Subdivision described on Page 1. 15. Escrow for City’s Costs. a. The Developer agrees to establish a non-interest bearing escrow account with the City in an amount determined by the City Administrator or his designee for the payment of all costs incurred by the City related to the development of the Subdivision including, but not limited to, the following (See Exhibit C for breakdown of costs): i. Planning/ Review ii. Administration - 3% of Developer Improvement Costs iii. City Engineering iv. Street lighting installation (by utility company, developer to initiate) v. Traffic signing improvements vi. Boulevard tree planting vii. Street, storm sewer and pond maintenance viii. Property Taxes. Should the recording of the Final Plat occur after July 1st, any and all property taxes on any public property dedicated as a part of this plat shall be the responsibility of the Developer. b. If the above escrow amounts are insufficient, the Developer shall make such additional deposits as required by the City. The City shall have a right to reimburse itself from the Escrow with suitable documentation supporting the charges. 16. Developer Fees. At the time of execution of this Agreement, the Developer shall pay the following fees related to the development of the Subdivision (See Exhibit C for breakdown of costs): Poehling Addition Development Agreement December 14, 2020 page 6 a. Park Dedication The Park Dedication Fee for this site is calculated as follows: 1 unit x $3,150.00 per unit (Residential) = $3,150.00 b. GIS Mapping Fees c. Trunk Sewer Connection Fees The City established trunk utility connection fees to uniformly distribute the costs of public trunk sanitary sewer infrastructure. The Trunk Utility Connection Fee consists of two components; a Trunk Charge and an Availability Charge. Trunk Charge The trunk charge shall be paid at the time of subdivision approval or at the time of hook-up, whichever is first. Residential trunk charges are based on one unit per dwelling unit. Commercial/Industrial/Institutional (CII) trunk charges are based on a factor of 2.92 units per acre. Sanitary Sewer $1,606.00 Per Unit Availability Charge For residential properties, the availability charge shall be paid at the time of subdivision approval or at the time of hook-up, whichever is first. Commercial/Industrial/Institutional availability charges shall be paid at the time of building permit. Fees are based on the number of sanitary access charge (SAC) units assigned by Metropolitan Council Environmental Services (MCES). Residential uses shall be assigned one unit per dwelling unit unless otherwise noted by MCES. City Sewer (CSAC) $1,502.00 Per SAC Unit Trunk sewer unit charges addressed under this paragraph are in addition to any SAC charges imposed by Metropolitan Council Environmental Services. An estimate of the total charge and the trunk utility credit for developer installed trunk oversizing is specified in Exhibit C. d. Trunk Water Connection Fees Poehling Addition Development Agreement December 14, 2020 page 7 The City established trunk utility connection fees to uniformly distribute the costs of public trunk water infrastructure. The Trunk Utility Connection Fee consists of two components; a Trunk Charge and an Availability Charge. Trunk Charge The trunk charge shall be paid at the time of subdivision approval or at the time of hook-up, whichever is first. Residential trunk charges are based on one unit per dwelling unit. Commercial/Industrial/Institutional (CII) trunk charges are based on a factor of 2.92 units per acre. Water $2,306.00 Per Unit Availability Charge For residential properties, the availability charge shall be paid at the time of subdivision approval or at the time of hook-up, whichever is first. Commercial/Industrial/Institutional availability charges shall be paid at the time of building permit. Fees are based on the number of sanitary access charge (SAC) units assigned by Metropolitan Council Environmental Services (MCES). Residential uses shall be assigned one unit per dwelling unit unless otherwise noted by MCES. City Water (CWAC) $1,451.00 Per SAC Unit An estimate of the total charge and the trunk utility credit for developer installed trunk oversizing is specified in Exhibit C. e. Surface Water Management Area Charges The City established a trunk area charge to uniformly distribute the costs of public trunk surface water infrastructure and water quality improvements. The Surface Water Management Charge shall be based on developable acreage, in the amount specified in Exhibit C. The charge shall be paid at the time of subdivision approval. 17. Assessment of Charges and Waiver of Rights. a. In consideration of the construction of City Improvements listed in Paragraph 8 and /or provision of sewer, water and storm water services, the Developer agrees that the costs of City Improvements together with Trunk Sewer Unit Charge, Trunk Water Unit Charge and the Surface Water Management Area Poehling Addition Development Agreement December 14, 2020 page 8 Charge (collectively, “the Charges”) included in Exhibit C may be assessed against the Subdivision parcels. The Developer hereby waives any and all procedural and substantive objections to the special assessments, including notice and hearing requirements, any claim that the assessments exceed the benefit to the properties, and any right to appeal. b. Unless the Developer pays the entire balance owed for the Charges contemporaneously with the execution of this Agreement, the Developer shall provide to the City a cash escrow or irrevocable letter of credit in an amount equal to 35% of the total assessments for the Charges as estimated by the City Engineer (see Exhibit C). The letter of credit shall be in a form, and from a bank, as approved by the City. The letter of credit or cash escrow may be used by the City upon default by Developer in the payment of special assessments. The cash escrow or letter of credit shall remain in place throughout the term of the special assessments. The letter of credit may not be terminated without the City’s written consent. c. Developer, its heirs, successors or assigns, agrees that within 30 days after the date of sale of a lot, the Developer, its heirs, successors or assigns, at its own cost and expense, shall pay the entire unpaid charges assessed or to be assessed under this agreement against such property. d. If a certificate of occupancy is issued before the special assessments have been levied, the Developer, its heirs, successors or assigns shall pay the City the sum of cash equal to 120% of the Engineer's estimate of the special assessments for such Charges that would be levied against the property. Upon such payment the City shall issue a certificate showing the assessments are paid in full. Notwithstanding the issuance of said certificate, the Developer shall be liable to the City for any deficiency and the City shall pay the Developer any surplus arising from the payment based upon such estimate. e. Acceleration upon Default. In the event the Developer violates any of the covenants, conditions or agreements herein, violates any ordinance, rule or regulation of the City, County of Anoka, State of Minnesota or other governmental entity having jurisdiction over the plat or development, or fails to pay when due any installment of any special assessment levied pursuant to this agreement, or any interest thereon, the City at its option, in addition to its rights and remedies hereunder, after 10 days written notice to the Developer, may declare all of the unpaid special assessments which are then estimated or levied pursuant to this agreement due and payable in full, with interest. The City may seek recovery of such special assessments due and payable from the security provided herein. In the event that such security is insufficient to pay the outstanding amount of such special assessments plus accrued interest the City Poehling Addition Development Agreement December 14, 2020 page 9 may certify such outstanding special assessments in full to the County Auditor pursuant to Minnesota Statutes section 429.061, subdivision 3, for collection the following year. The City, at its option, may commence legal action against the Developer to collect the entire unpaid balance of the special assessments then estimated or levied pursuant hereto, with interest, including reasonable attorney's fees, and Developer shall be liable for such special assessments and, if more than one, such liability shall be joint and several. In addition to any other rights and remedies upon Developer’s default, the City may refuse to issue building permits and/or Certificates of Occupancy for any property within the Subdivision until such time as such default has been corrected to the satisfaction of the City. The Developer agrees to reimburse the City for all costs incurred by the City in the enforcement of this agreement, or any portion thereof, including court costs and reasonable engineering and attorneys' fees, if the City prevails in any enforcement action. 18. Building Permits. The Developer shall submit an approved CLOMR – F before the City will issue a building permit. 19. Special Provisions. a. The Developer shall submit a completed CLOMR-F application prior to release of plat for recording. b. A LOMR-F will be required prior to Certificate of Occupancy. c. Floodplain mitigation shall be completed in accordance with the approved plans. Any proposed modification shall be approved by the City and, if applicable, the RCWD prior to issuance of a building permit for Lot 2, Block 1. Compliance with flood elevation requirements shall be met without variance. d. The Developer shall provide access and legal right to owner of Lot 2, Block 1 to complete all required floodplain mitigation on Lot 1, Block 1. e. A vegetated buffer zone extending upland from the shoreline averaging at least 20 feet in width but no less than 10 feet in width shall be installed and maintained on both Lot 1 and Lot 2, Poehling Addition. i. One access opening to the shoreline no greater than twenty (20) feet wide is allowed on both Lot 1 and Lot 2. ii. The vegetated buffer zone shall be maintained in accordance with the recorded Shoreline Buffer Declaration and Maintenance Plan. iii. The Shoreline Buffer Declaration shall be recorded against Lot 1 and Lot 2, Block 1, Poehling Addition. f. A future deck or accessory structure will need to meet floodplain regulations and are not included as part of the mitigation plan for Poehling Addition. 20. Hours of Construction Activity. Poehling Addition Development Agreement December 14, 2020 page 10 All construction activity shall be limited to the hours as follows: Monday through Friday 7:00 a.m. to 7:00 p.m. Saturday 9:00 a.m. to 5:00 p.m. Sunday and Holidays No working hours allowed 21. Insurance. Developer or its general contractor shall take out and maintain until one year after the City accepted the Developer Improvements, public liability and property damage insurance covering personal injury, including death, and claims for property damage which may arise out of the Developer's or general contractor’s work, as the case may be, or the work of its subcontractors or by one directly or indirectly employed by any of them. Limits for bodily injury and death shall be not less than Five Hundred Thousand and no/100 ($500,000.00) Dollars for one person and One Million and no/100 ($1,000,000.00) Dollars for each occurrence; limits for property damage shall be not less than One Million and no/100 ($1,000,000.00) Dollars for each occurrence; or a combination single limit policy of Two Million and no/100 ($2,000,000.00) Dollars or more. The City, its employees, its agents and assigns shall be named as an additional insured on the policy, and the Developer or its general contractor shall file with the City a certificate evidencing coverage prior to the City signing the plat. The certificate shall provide that the City must be given ten days advance written notice of the cancellation of the insurance. The certificate may not contain any disclaimer for failure to give the required notice. 22. Developer’s Default. In the event of default by the Developer as to any of the work to be performed by it hereunder, the City may, at its option, perform the work and the Developer shall promptly reimburse the City for any expense incurred by the City, provided the Developer is first given notice of the work in default, not less than 48 hours in advance. This Agreement is a license for the City to act, and it shall not be necessary for the City to seek a court order for permission to enter the land. When the City does any such work, the City may, in addition to its other remedies, levy the cost in whole or in part as a special assessment against the Subject Property. Developer waives its rights to notice of hearing and hearing on such assessments and its right to appeal such assessments pursuant to Minnesota Statutes, chapter 429. 23. General. a. Binding Effect The terms and provisions hereof shall be binding upon and inure to the benefit of the heirs, representatives, successors and assigns of the parties hereto and shall be binding upon all future owners of all or any part of the Subdivision and shall be deemed covenants running with the land, unless otherwise released pursuant to section 14 of this Agreement. Poehling Addition Development Agreement December 14, 2020 page 11 b. Validity. If a portion, section, subsection, sentence, clause, paragraph or phrase in this agreement is for any reason held to be invalid by a court of competent jurisdiction, such decision shall not affect or void any of the other provisions of the Development Agreement. c. Notices Whenever in this agreement it shall be required or permitted that notice or demand be given or served by either party to this agreement to or on the other party, such notice or demand shall be delivered personally or mailed by United States mail to the addresses below by certified mail (return receipt requested). Such notice or demand shall be deemed timely given when delivered personally or when deposited in the mail in accordance with the above. The addresses of the parties are as set forth until changed by notice given as above. Jerome J and Mona J Poehling 6790 West Shadow Lake Drive Lino Lakes, MN 55014 Community Development Director City of Lino Lakes 600 Town Center Parkway Lino Lakes, MN 55014 Poehling Addition Development Agreement December 14, 2020 page 12 24. Land Use Controls - Planned Unit Development. Not Applicable. Poehling Addition Development Agreement December 14, 2020 page 13 DEVELOPER CITY OF LINO LAKES By ______________________ By _________________________ Mayor By ______________________ ATTEST By _________________________ City Clerk STATE OF MINNESOTA ) ) SS COUNTY OF ANOKA ) This instrument was acknowledged before me on ________ day of ____________, 2020, by Rob Rafferty as Mayor of the City of Lino Lakes on behalf of said City. _______________________________ Notary Public STATE OF MINNESOTA ) ) SS COUNTY OF ANOKA ) This instrument was acknowledged before me on ________ day of ____________, 2020 by Julianne Bartell as City Clerk of the City of Lino Lakes on behalf of said City. _______________________________ Notary Public STATE OF MINNESOTA ) ) SS COUNTY OF __________ ) Poehling Addition Development Agreement December 14, 2020 page 14 On this _______ day of _______________, 2020, before me, a Notary Public within and for said County, personally appeared ____________, __________________ of ___________________. Developer, who executed the foregoing instrument. ______________________________ Notary Public STATE OF MINNESOTA ) ) SS COUNTY OF __________ ) On this _______ day of _______________, 2020, before me, a Notary Public within and for said County, personally appeared ____________, __________________ of ___________________. Developer, who executed the foregoing instrument. ______________________________ Notary Public This instrument was drafted by: City of Lino Lakes 600 Town Center Parkway Lino Lakes, Minnesota 55014 Poehling Addition Development Agreement December 14, 2020 page 15 EXHIBIT A Legal Description Lot 1 Block 1 Reshanau Shores, Anoka County, Minnesota Poehling Addition Development Agreement December 14, 2020 page 16 EXHIBIT B Final Plat Poehling Addition Development Agreement December 14, 2020 page 17 EXHIBIT C Securities, Escrows & Fees 10/13/2020 EXHIBIT C Securities, Escrows & Fees PROJECT: Poehling Addition NUMBER OF REU's:2 APPLICANT: Jerome and Mona Poehling NO. OF LOT FRONTAGES 2 AREA (Acres):0.40 IMPROVEMENTS COST NOTES DEVELOPER IMPROVEMENT COSTS (Public) SITE GRADING $2,500 Estimated to be updated EROSION CONTROL $0 LANDSCAPING $1,000 Estimated to be updated TRAIL $0 STREETS $0 STORM SEWER CONST.$0 SANITARY SEWER CONST.$0 WATERMAIN CONST.$0 ENGINEERING & SURVEYING $0 Total $3,500 Letter of Credit Amount X 150%$5,250 Due at the time of building permit ESCROW for CITY'S COSTS PLANNING/ REVIEW $200 ADMINISTRATION $300 ENGINEER PLAN REVIEW $200 ENGINEER CONSTRUCTION SERVICES $1,000 PROJECT FINAL DOCUMENTS & CITY ENGINEER $1,200 STREET LIGHT INSTALLATION $0 (0 lights) $2,500/Light STREET & STORMWATER MAINTENANCE $0 PROPERTY TAXES $0 If final plat between July 1 and Dec. 31 TRAFFIC AND SIGNING IMPROVEMENTS $0 $300 per sign BOULEVARD TREE PLANTING $0 $485/ tree Total $2,900 DEVELOPMENT FEES PARK DEDICATION $3,150 $3,150/res unit: $2,520/CII per ac PARK DEDICATION CREDIT $0 Subtotal Park Dedication Fee $3,150 AUAR $0 $269/acre SEAL COATING FEE $0 $0.44/SF of road GIS MAPPING FEE $90 $90/Lot STREET LIGHTING OPERATION $0 (0 lights) $120/Light Total $3,240 TRUNK SANITARY SEWER TRUNK CHARGE PER (ACRE OR UNIT)$3,212 $1606/unit AVAILABILITY CHARGE PER SAC UNIT $3,004 $1502/unit TRUNK WATERMAIN TRUNK CHARGE PER (ACRE OR UNIT)$4,612 $2306/unit AVAILABILITY CHARGE PER SAC UNIT $2,902 $1451/unit NEW LOT ASSESSMENT $14,593 =$14,293*1.021 TOTAL TRUNK SEWER & WATER FEES $28,323 SURFACE WATER MANAGEMENT $2,927 $7,318/ac $9,845/ac $10,890/ac SURFACE WATER MANAGEMENT CREDIT $0 CREDIT FOR TRUNK IMPROVEMENTS TOTAL SURFACE WATER MANAGEMENT FEES $2,927 Total $31,250 TO BE ASSESSED NOV 2020 SUMMARY OF SECURITIES, ESCROW & FEES SECURITY: DEVELOPER IMP'MENT COSTS $5,250 Due at the time of building permit ESCROW FOR CITY COSTS $2,900 Due at the time of Final Plat DEVELOPMENT FEES $3,240 Due at the time of Final Plat SPECIAL ASSESSMENTS: TRUNK FEES $31,250 TO BE ASSESSED NOV 2020 1 CITY COUNCIL AGENDA ITEM 6C STAFF ORIGINATOR: Katie Larsen, City Planner MEETING DATE: December 14, 2020 TOPIC: Consider Resolution No. 20-131 Denying a Setback Variance for a Deck at 842 Lois Lane VOTE REQUIRED: 3/5 INTRODUCTION At the November 9th and 23rd, 2020 Council meetings, the Council tabled the agenda item to tonight’s meeting for further consideration. Staff is requesting City Council consideration of Resolution No. 20-131 denying a setback variance for a deck at 842 Lois Lane. After the November 9th meeting, Councilmember Stoesz asked staff if approving the variance would create a fire risk for either 842 Lois Lane or 850 Lois Lane. It is the State building code that establishes structure separation requirements for fire protection, not zoning setbacks. With that being said, if the variance were approved, the deck would need to be constructed with a one (1) hour fire rating if less than 5 ft from the property line. This has been confirmed by both the Building Department and Public Safety Department. BACKGROUND The applicant, Brian A. Rydlund, submitted a Land Use Application for a setback variance for the purpose of constructing a deck at his property located at 842 Lois Lane. A 2.7 foot variance to reduce the side yard setback from 5 feet to 2.3 feet is requested. ANALYSIS The applicant is proposing to reconstruct the existing deck along the east side of the house (“side deck”) that will connect to a proposed new deck located in the rear yard (“rear deck”). Per the Certificate of Survey submitted with the application, the existing house is 10.0-10.6 ft from the east side lot line. The existing side deck is currently 7.7 ft wide and 2.3 ft from the east lot line. A portion of the new deck would also be 2.3 ft from the east lot line. Staff notes the Certificate of Survey should be dated by the surveyor. Zoning and Setback Requirements The house was constructed in 1987. The property was zoned RX, Executive Rural at that time. Per the 1983 Zoning Ordinance, the side yard setback for accessory structures was 5 ft. City Zoning Ordinance dating back to 1971 also required a 5 ft side yard setback. 2 The property is currently zoned R-X, Rural Executive. Decks are considered accessory structures and subject to accessory building setback requirements. Per Zoning Ordinance Section 1007.080(2)(c) Setbacks, the required side yard setback for an accessory building (i.e. deck) is five (5) feet. Furthermore, per Zoning Ordinance Section 1007.042(5)(b)1.c.ii, decks shall not extend to a distance less than five (5) feet from any side or rear lot line. The variance request would be for 2.7 feet. The applicant states the existing side deck was constructed by the original property owners between 1987 and 1991 approximately one (1) foot from the side lot line. The City has no record of a building permit for the deck. In the late 1990’s, the applicant remodeled the side deck to its current setback location of 2.3 ft from the east lot line. The City has no record of a building permit for the remodeled deck either. Unfortunately, neither the original deck nor remodeled deck was legally constructed because it did not meet the 5 ft side yard setback. The deck cannot be considered legal non-conforming and should not be repaired or replaced as is currently located. Option The applicant may construct a 5 ft wide walkway and stair case from the side of the house to access the rear 16’x 24’ deck that is already under construction. Staff appreciates the applicant’s desire to keep the existing side deck at its current setback location; however, it was not legally constructed and should not be continued, replaced or restored. The rear yard has ample space for the 16’ x 24’ deck. Staff also appreciates that the neighbor is not opposed to the proposed setback; unfortunately, neighbor approval is not a criteria of approving a variance. Findings of Fact Resolution No. 20-131 details the findings of fact. RECOMMENDATION Staff recommends denial of the variance. The Planning & Zoning Board reviewed the variance application on October 14, 2020 and recommended denial with a 5-0 vote with 2 abstentions. ATTACHMENTS 1. Site Location & Aerial Map 2. Applicant Narrative 3. Certificate of Survey prepared by Kurth Surveying, Inc. received by the City on September 14, 2020 4. Color Rendering of Proposed New Deck 5. Resolution No. 20-131 Denying Setback Variance for a Deck 0 100 20050 Feet 866866 874874850850834834818818810810826826842842858858 LOIS LNLOIS LN Site Location & Aerial Map842 Lois Lane µ 1 CITY OF LINO LAKES RESOLUTION NO. 20-131 RESOLUTION DENYING A SETBACK VARIANCE FOR A DECK AT 842 LOIS LANE WHEREAS, the City received a land use application for a setback variance for a deck at 842 Lois Lane; and WHEREAS, the legal description of the property is as follows: Lot 6, Block 2, Lake View Woodlands, Anoka County, MN; and WHEREAS, the property is zoned R-X, Rural Executive and allows for single family dwellings and decks; and WHEREAS, decks are considered accessory structures and subject to accessory building setback requirements; and WHEREAS, per Zoning Ordinance Section 1007.080(2)(c) Setbacks, the required side yard setback for an accessory building (i.e. deck) is five (5) feet; and WHEREAS, per Zoning Ordinance Section 1007.042(5)(b)1.c.ii, decks shall not extend to a distance less than five (5) feet from any side or rear lot line; and WHEREAS, the property owner wishes to reconstruct an existing illegal non- conforming deck and is requesting a variance setback of 2.7 ft; and WHEREAS, the Planning & Zoning Board reviewed the variance application on October 14, 2020 and recommended denial with a 5-0 vote with 2 abstentions. NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes hereby makes the following: FINDINGS OF FACT No variance shall be granted unless it meets all the criteria in paragraphs 1. through 7. below. The City shall make findings regarding compliance with these criteria. 1. The variance shall be in harmony with the general purposes and intent of the ordinance. The general purpose and intent of the R-X, Rural Executive District is to provide areas for high value, rural residences. 2 The general purpose and intent of the General Provisions section of the zoning ordinance is to assure compatibility of uses’ to prevent urban blight, deterioration and decay; and to enhance the health, safety and general welfare of the residents of the community. The side yard variance request for a deck is not in harmony with the general purposes and intent of the ordinances. 2. The variance shall be consistent with the comprehensive plan. Per the Comprehensive Plan, the property is guided for Low Density Residential land use. The variance request is consistent with the comprehensive plan. The applicant’s property is intended for single family dwellings with houses and decks. 3. There shall be practical difficulties in complying with the ordinance. “Practical difficulties,” as used in connection with the granting of a variance, means that the property owner proposes to use the property in a reasonable manner not permitted by the ordinance. Economic considerations alone do not constitute practical difficulties. Practical difficulties include, but are not limited to, inadequate access to direct sunlight for solar energy systems. There are no practical difficulties in complying with the ordinance. The applicant has ample space to construct a 16’ x 24’ deck in the rear yard with access along the side yard that meets the 5 ft setback requirements. 4. The plight of the landowner shall be due to circumstances unique to the property not created by the landowner. The plight of the landowner is due to the previous and current property owner not obtaining building permits for the original deck construction and 1990 remodel. There are no circumstances unique to the property that prevents compliance with side yard setback requirement. 5. The variance shall not alter the essential character of the locality. The variance will not alter the essential character of the locality which is a single family residential neighborhood with houses and decks. 6. A variance shall not be granted for any use that is not allowed under the ordinance for property in the zoning district where the subject site is located. The variance will not be granted for any use that is not allowed under the ordinance for property in the zoning district. The property is zoned R-X, Rural Executive and houses and decks are consistent with rural residential uses. 7. In accordance with MN Stat. 462.357, Subp. 6, variances shall be granted for earth sheltered construction as defined in MN Stat. 216C.06, Subd. 14, when in harmony with the zoning ordinance. 3 Not applicable. BE IT FURTHER RESOLVED by The City Council of the City of Lino Lakes hereby denies a variance request of 2.7 foot to reduce the side yard setback from 5 feet to 2.3 feet. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member_______________ and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: ______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk 1 CITY COUNCIL AGENDA ITEM 6D STAFF ORIGINATOR: Katie Larsen, City Planner MEETING DATE: December 14, 2020 TOPIC: Consider 1st Reading of Ordinance No. 06-20 Zoning Ordinance Text Amendment Regarding Metal Roofs on Single Family Dwellings VOTE REQUIRED: Simple Majority INTRODUCTION Staff is presenting a Zoning Ordinance Text Amendment regarding metal roofs on single family dwellings for Council consideration . BACKGROUND At the September 9, 2020 Planning & Zoning Board meeting, the Board directed staff to draft a zoning ordinance text amendment regarding metal roofs. At the October 14, 2020 Planning & Zoning Board meeting, the Board held a public hearing. There were no public comments. The Board recommended on a 4-3 vote to amend the zoning ordinance to allow for metal roofs on single family homes with either hidden fasteners (i.e. standing seam) or exposed fasteners as follows: § 1007.043 GENERAL BUILDING AND USE PROVISIONS. (2) Building Type and Construction. (a) Single Family Dwellings. All single family detached dwellings in the R, R-X, R-1, R-1X, R-EC, and R-2 Districts shall meet the following design criteria: 3. Single family dwellings shall have at least a four/twelve (4/12) roof pitch and shall be covered with shingles, or tiles, or a standing seam metal roof hidden fastener (i.e. standing seam) metal roof, or exposed fastener metal roof provided the exposed fasteners are the same color as the metal roofing material. Exposed galvanized metal finishes are not allowed. All metal panel roofing shall be installed per the most current edition of the MN State Residential Building Code. At the November 2, 2020 Work Session, staff presented the Planning & Zoning Board’s recommendation. Discussion included: • How visible is the house from the road and could we impose setbacks? 2 • Should we limit exposed fasteners to just rurally zoned properties vs residential neighborhoods? The Council further discussed at the December 7th Work Session. ANALYSIS The City Zoning Ordinanc e currently allows for standing seam metal roofs as follows: § 1007.043 GENERAL BUILDING AND USE PROVISIONS. (2) Building Type and Construction. (a) Single Family Dwellings. All single family detached dwellings in the R, R -X, R- 1, R-1X, R-EC, and R-2 Dis tricts shall meet the following design criteria: 3. Single family dwellings shall have at least a four/twelve (4/12) roof pitch and shall be covered with shingles or tiles or a standing seam metal roof. The issue revolves around hidden fasteners (standing s eam) vs. exposed fastener metal roofs. The City ordinance clearly states a standing seam metal roof is allowed on single family dwellings. The Planning & Zoning Board wanted to consider both hidden and exposed fastener systems on single family dwellings. Staff researched neighboring community zoning ordinances and found varying requirements from not allowing any metal roofs on single family homes (e.g. Andover, Anoka, Forest Lake) to allowing only standing seam (e.g. Shoreview) to allowing standing seam with restrictions (e.g. Blaine). The City of Hugo does not address metal roofs at all. Some communities also differentiate between residential, commercial and industrial uses. The pros and cons of hidden fasteners vs. exposed fasteners differ. Planning staff discussed with Building Department staff, researched, and viewed several websites and online videos. Suggested online videos for Board members to watch include: • https://sheffieldmetals.com/learning-center/standing-seam-vs-exposed-fastener-metal- roofing/ • https://youtu.be/-4i8UZQ07X0 Attachment A shows a side by side visual comparison of hidden vs exposed fasteners. The following chart shows a side by side comparison of pros and cons of each product. As you can see, there are pros and cons to each product. Hidden Fastener (i.e. Standing Seam) Exposed Fastener Weather Tightness X Easier to Install X Cost X 3 Maintenance X Low Sloped Roof X Panel Strength X Aesthetics X Compatibility with solar panels and snow retention X X Credit to Metal Roofing Learning Channel August 31, 2020 Staff’s concerns regarding exposed fastener systems are aesthetics and maintenance. Standing seam provides a higher aesthetic value with less maintenance. Exposed fastener systems require proper installation and more maintenance. Metals roofs expand and contract. A standing seam allows the metal panels to glide back and forth and expand and contract freely. An exposed fastener is screwed through the metal and does not allow for expansion/contraction. Instead the fasteners shift, loosen and potentially leak. Exposed fasteners require additional maintenance to tighten or replace the screws every few years. Staff does not recommend implementing setback standards or differing zoning districts. Inevitably, if we require a 50 ft setback, an applicant will apply for a variance because they only have a 40 ft setback. The City also has several rural residential subdivisions. If the Council feels single family homes should be allowed to have metal roofs with exposed fasteners then staff recommends the text amendment proposed by the Planning & Zoning Board. RECOMMENDATION Staff presents the 1 st Reading of Ordinance No. 06-20. ATTACHMENTS 1. Ordinance No. 06-20 1 1st Reading: Publication: 2nd Reading: Effective: CITY OF LINO LAKES ORDINANCE NO. 06-20 AN ORDINANCE AMENDING CITY CODE SECTION 1007 RELATED TO METAL ROOFS ON SINGLE FAMILY DWELLINGS The City Council of Lino Lakes ordains: Section 1. Findings. The City Council finds that the allowance of metal roofs on single family dwelling with either hidden fasteners or exposed fasteners enhances the health, safety and general welfare of the residents of the community. Section 2 . Amendment. Lino Lakes City C ode Chapter 1007 is hereby amended as set forth below: § 1007.043 GENERAL BUILDING AND USE PROVISIONS. (2) Building Type and Construction. (a) Single Family Dwellings. All single family detached dwellings in the R, R-X, R-1, R-1X, R-EC, and R-2 Districts shall meet the following design criteria: 3. Single family dwellings shall have at least a four/twelve (4/12) roof pitch and shall be covered with shingles, or tiles, or a standing seam metal roof hidden fastener (i.e. standing seam) metal roof, or exposed fastener metal roof provided the exposed fasteners are the same color as the metal roofing material. Exposed galvanized metal finishes are not allowed. All metal panel roofing shall be installed per the most current edition of the MN State Residential Building Code. Section 3. Effective Date. This Ordinance shall be effective from and after its passage and publication according to the Lino Lakes City Charter. Adopted by the Lino Lakes City Council this _____day of ____________, 20__. 2 The motion for the adoption of the foregoing ordinance was introduced by Council Member_____________and was duly seconded by Council Member ___________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: ____________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 6E STAFF ORIGINATOR: Diane Hankee, City Engineer MEETING DATE: December 14, 2020 TOPIC : Consider Resolution No. 20-102, Approving Payment No. 7 and Final, 2020 Street Rehabilitation Project VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting council action to finalize the 2020 Street Rehabilitation Project construction contract with North Valley, Inc . BACKGROUND In April 13, 2020, the City awarded the 2020 Street Rehabilitation Project to North Valley, Inc. in the amou nt of $856,152.22. The project included: •Full Depth Reclamation and spot curb and gutter replacement along Deerwood Lane between Birch Street and Fox Road, and Fox Road, between West Shadow Lake Drive and Deerwood Lane. •Watermain bolt replacement on mainline gate valves and tees fittings. •Bituminous Overlay on Carl Street from 4th Avenue to the west 1,400 feet, Rehbein Street, 77th Street, and Gordon Avenue. •Curb Replacement along Town Center Parkway The project was successfully completed with the final contract amount of $739,846.99 of which $51,235.10 remains to be paid to the contractor. The project is $116,305.23 under budget . This project is funded through the Pavement Management Fund, State Aid funds, and the Water Operating Fund. RECOMMENDATION Approve Resolution No. 20-102, Approving Payment No. 7 and Final, 2020 Street Rehabilitation Project in the amount of $51,235.10 to North Valley, Inc . ATTACHMENTS 1.R esolution 20-102 2.Pay Request No. 7 & Final CITY OF LINO LAKES RESOLUTION NO. 20-102 APPROVING PAYMENT NO. 7 AND FINAL FOR THE 2020 STREET REHABLITATION PROJECT WHEREAS, pursuant to resolution 20-18 of the Council adopted April 13 , 2020, awarding the contract for the 2020 Street Rehabilitation Project to North Valley, Inc . WHEREAS , a complete summary of costs are detailed in Payment No. 7 (Final); NOW, THEREFORE, BE IT RESOLVED by the City Council of Lino Lakes that Payment Request No. 7 (Final) is approved for a final contract amount of $739,846.99. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 6F STAFF ORIGINATOR: Diane Hankee, City Engineer MEETING DATE: December 14, 2020 TOPIC : Consider Resolution No. 20-147, Approving Payment No. 2 and Final, 2020 City Hall Parking Lot Fog Seal Project VOTE REQUIRED: 3/5 IN TRODUCTION Staff is requesting council action to finalize the 2020 City Hall Parking Lot Fog Seal Project construction contract with Asphalt Surface Technologies Corporation. BACKGROUND In April 27 , 2020, the City awarded the 2020 City Hall Parking Lot Fog Seal Project to Asphalt Surface Technologies Corporation in the amount of $19,842.50. The final contract amount is $19,842.50 of which $3,607.00 remains to be paid to the contractor. This project is funded through the Pavement Management Fund . RECOMMENDATION Approve Resolution No. 20-147, Approving Payment No. 2 and Final, 2020 City Hall Parking Lot Fog Seal Project in the amount of $3,607.00 to Asphalt Surface Technologies Corporation. ATTACHMENTS 1. Resolution 20-147 2. Pay Request No. 2 & Final CITY OF LINO LAKES RESOLUTION NO. 20-147 APPROVING PAYMENT NO. 2 AND FINAL FOR THE 2020 CITY HALL PARKING LOT FOG SEAL PROJECT WHEREAS, pursuant to resolution 20-39 of the Council adopted April 27, 2020, awarding the contract for the 2020 City Hall Parking Lot Fog Seal Project to Asphalt Surface Technologies Corporation; WHEREAS , a complete summary of costs are detailed in Payment No. 2 (Final); NOW, THEREFORE, BE IT RESOLVED by the City Council of Lino Lakes that Payment Request No. 2 (Final) is approved for a final contract amount of $19,842.50. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 6G STAFF ORIGINATOR: Diane Hankee, PE City Engineer C. C. MEETING DATE: December 14, 2020 TOPIC: Consider Resolution 20-151, Order Project, Approve the Plans and Specifications and Authorize the Ad for Bid, 2021 Street Improvement Projects VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting C ouncil approval to authorize the ad for bid for the 2021 Street Improvement Projects. BACKGROUND On October 12, 2020, the City Council approved the preparation of the plans and specifications for the 2021 Street Improvement Projects. The City plans to complete two projects in 2021, a Street Reconstruction Project funded primarily with Street Reconstruction Bonds, and the City’s annual Street Rehabilitation Project using Pavement Management Funds. Water system maintenance will also be addressed where municipal utilities exist. The proposed projects for 2021 are as follows: 2021 Street Reconstruction Project: Full Depth Reclamation (approximately 2.2 miles) – Joyer Lane, Karth Road, Talle Lane, Canfield Road, and Gaage Lane neighborhood roadways, and 4th Avenue (Main Street to Pine Street). The estimated total project cost is $2,600,000.00. 2021 Street Rehabilitation Project: The estimated funding available for 2021, including a pavement fund balance carried forward and next year’s proposed budget of $711,112.00, is a total of $855,000.00. The proposed improvements include: Full Depth Mill and Overlay / Reclamation (approximately 0.6 miles) – Forsham Lake Drive, Post Road, and Stage Coach Trail (from cul du sac north 1,400 feet). The estimated project cost is $795,000.00 including water system repairs. Thin Overlay (approximately 1.6 miles) – James Street, Knoll Drive, and Oak Lane. Thin overlays are planned to address Problem roadways in need of reconstruction that the City cannot fund in the short term. The estimated project cost is $170,000.00. This portion of the project will be bid as an alternate to maintain project flexibility. The estimated total project cost including contingency and overhead and proposed funding sources are as follows: Street Reconstruction Bonds Pavement Management Fund Water Operating Fund Total Project Cost 2021 Reconstruction $2,600,000 $2,600,000 2021 Rehabilitation $840,000 $125,000 $965,000 Total Estimated Cost $2,600,000 $840,000 $125,000 $3,565,000 Municipal State Aid funding may be available for the 2021 Reconstruction Project and will be evaluated as part of the overall project funding. The estimated schedule for the project: Order Improvement, Authorize Plans and Specifications October 12, 2020 Approve Plans and Specifications, Authorize Ad for Bids December 14, 2020 City Opens Bids January 26 , 2021 City Council Awards Contract February 8 , 2021 Construction Begins April-May, 2021 Final Completion September, 2021 RECOMMENDATION Staff is recommending approval of Resolution No. 20-151, Order Project, Approve the Plans and Specifications and Authorize the Ad for Bid for the 2021 Street Improvement Projects. ATTACHMENTS 1. Resolution No. 20-151 2. Construction Plans CITY OF LINO LAKES RESOLUTION NO. 20-151 RESOLUTION ORDER PROJECT, APPROVE PLANS AND SPECIFICATIONS, AND AUTHORIZE ADVERTISEMENT FOR BIDS FOR 2021 STREET IMPROVEMENT PROJECTS WHEREAS , the City Engineer has prepared plans and specifications for the 2021 Street Improvement Projects. Project plans and specifications have been presented to the City Council for approval; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes, Minnesota: Orders the 2021 Street Improvement Projects and approves the plans and specifications, a copy of which is on file at City Hall. The City Engineer is directed to advertise for bids, and provide bidding administration . The City C lerk shall prepare and cause to be inserted in the official paper and in Finance and Commerce an advertisement for bids for the making of such improvement under such approved plans and specifications. The advertisement shall be published for two weeks, shall specify the work to be done, shall state that bids will be received by the Clerk, at which time they will be publicly opened at the City Hall by the City Clerk and Engineer, will then be tabulated, and will be considered by the Council at 6:30 p.m. on February 8 th, 2021, in the Council chambers of the City Hall. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier’s check, bid bond or certified check payable to the Clerk for five (5) percent of the amount of such bid. Adopted by the Council of the City of Lino Lakes this 14th day of December 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk BLAINEHAM LAKE CENTERVILLE MINNESOTA CORRECTIONAL FACILITY- LINO LAKES COLUMBUS Marshan Lake George Watch Lake Lake Peltier Peltier Lake Creek Rice Rondeau Lake City Hall SCALE IN FEET 0 1500 3000K:\017006-000\Cad\Plan\SAP\017006-000-C-TITL-SAP.dwg 12/7/2020 10:57:38 AMN MINNESOTA DEPARTMENT OF TRANSPORTATION CITY OF LINO LAKES, MN PROJECT LOCATION MAP COUNTY:ANOKA METRODISTRICT: BRIDGES-LENGTH S.A.P. NO. GROSS LENGTH EXCEPTIONS-LENGTH NET LENGTH FEET FEET FEET FEET MILES MILES MILES MILES 210-103-003 0.727 0.727 3,836.0 SECT 5, TWP 31N, RNG 22W 3,836.0 PROJECT LOCATION THE SUBSURFACE UTILITY INFORMATION IN THIS PLAN IS UTILITY QUALITY LEVEL D. THIS UTILITY QUALITY LEVEL WAS DETERMINED ACCORDING TO THE GUIDELINES OF CI/ASCE 38-02, ENTITLED "STANDARD GUIDELINES FOR THE COLLECTION AND DEPICTION OF EXISTING SUBSURFACE UTILITY DATA." GOPHER ONE CALL TICKET NUMBER: 203221431 DATE: DATE: ALL APPLICABLE FEDERAL, STATE, AND LOCAL LAWS AND ORDINANCES WILL BE COMPLIED WITH IN THE CONSTRUCTION OF THIS PROJECT. DISTRICT STATE AID ENGINEER: REVIEWED FOR COMPLIANCE WITH STATE AID RULES/POLICY DATE: CITY OF LINO LAKES ENGINEER APPROVED: THIS PLAN SET CONTAINS 17 SHEETS APPROVED FOR STATE AID AND FEDERAL AID FUNDING: STATE AID ENGINEER I HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION, AND THAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDER THE LAWS OF THE STATE OF MINNESOTA. LICENSE NUMBER:DATE:12/14/2020 43338 DIANE L. HANKEE, PE SHEET 17 S.P. 210-103-003 OF WSB PROJ. NO. 017006-000 4TH AVENUE BEGIN S.A.P. 210-103-003 STA 215+30.05 4TH AVENUE BEGIN CITY PROJECT STA 253+66.05 1 DESIGN DESIGNATION R VALUE =20 PRESENT ADT (2021)=940 PROJECTED ADT (2041)=1060 ESALS =318,000 DESIGN SPEED =45 MPH BASED ON: STOPPING SIGHT DISTANCE HEIGHT OF EYE = 3.5 HEIGHT OF OBJECT = 2.0 DESIGN SPEED NOT ACHIEVED AT: FUNCTIONAL CLASSIFICATION: MUNICIPAL ROAD NO. OF TRAFFIC LANES: 2 NO. OF PARKING LANES: 0 SHOULDER WIDTH: STRUCTURAL DESIGN STRENGTH: 10 TON BITUMINOUS RECLAMATION AND BITUMINOUS SURFACINGCONSTRUCTION PLAN FOR LOCATED ON 4TH AVENUE FROM MAIN STREET (CSAH 14)TO PINE STREET GOVERNING SPECIFICATIONS THE 2020 EDITION OF THE MINNESOTA DEPARTMENT OF TRANSPORTATION "STANDARD SPECIFICATIONS FOR CONSTRUCTION" SHALL GOVERN. ALL TRAFFIC CONTROL DEVICES SHALL CONFORM TO THE LATEST EDITION OF THE MINNESOTA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES, INCLUDING THE LATEST FIELD MANUAL FOR TEMPORARY TRAFFIC CONTROL ZONE LAYOUTS. UTILITY INFORMATION A CALL TO GOPHER STATE ONE (651-454-0002) IS REQUIRED A MINIMUM OF 48 HOURS PRIOR TO PERFORMING ANY EXCAVATION. EXCAVATION NOTICE SYSTEM PLAN SET INDEX THIS PLAN SET HAS BEEN PREPARED FOR: CITY OF LINO LAKES 600 TOWN CENTER PARKWAY LINO LAKES, MN 55014 (651) 982-2400 4TH AVENUE END S.A.P. 210-103-003 STA 253+66.05 4TH AVENUE END CITY PROJECT STA 267+30 ANOKA COUNTYCOUNTYRICE CREEK - CHAIN OF LAKES RESERVE REGIONAL PARK CIRCLE PINESBLAINEHAM LAKE CENTERVILLE Court Trailer WASHINGTONMINNESOTA CORRECTIONAL FACILITY- LINO LAKES COLUMBUS COLUMBUS FOREST LAKE Baldwin Lake Rice Lake Marshan Lake Reshanau Lake George Watch Lake Centerville Lake Wards Lake ShermanLake Clearwater Creek Lake Peltier Peltier Lake Hardwood Creek Creek Rice Rondeau Lake LINO LAKESCity Hall SCALE IN FEET 0 2000 4000K:\017006-000\Cad\Plan\017006-000-C-TITL.dwg 12/7/2020 10:53:12 AMN 2021 STREET IMPROVEMENT PROJECTS FOR THE CITY OF LINO LAKES, MN FULL DEPTH RECLAMATION AND OVERLAY STREET IMPROVEMENTSCONSTRUCTION PLAN FOR PROJECT LOCATION MAP COUNTY:ANOKA PROJECT LOCATION THE SUBSURFACE UTILITY INFORMATION IN THIS PLAN IS UTILITY QUALITY LEVEL D. THIS UTILITY QUALITY LEVEL WAS DETERMINED ACCORDING TO THE GUIDELINES OF CI/ASCE 38-02, ENTITLED "STANDARD GUIDELINES FOR THE COLLECTION AND DEPICTION OF EXISTING SUBSURFACE UTILITY DATA." GOPHER ONE CALL TICKET NUMBER: 203221466, 203221481, 203221488, & 203221499 ALL APPLICABLE FEDERAL, STATE, AND LOCAL LAWS AND ORDINANCES WILL BE COMPLIED WITH IN THE CONSTRUCTION OF THIS PROJECT. THIS PLAN SET CONTAINS ---- SHEETS I HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION, AND THAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDER THE LAWS OF THE STATE OF MINNESOTA. LICENSE NUMBER:DATE:12/14/2020 43338 DIANE L. HANKEE, P.E. SHEET ---- OF WSB PROJ. NO. 017006-000 1 THIS PLAN SET HAS BEEN PREPARED FOR: A CALL TO GOPHER STATE ONE (651-454-0002) IS REQUIRED A MINIMUM OF 48 HOURS PRIOR TO PERFORMING ANY EXCAVATION. EXCAVATION NOTICE SYSTEM PLAN SET INDEX GOVERNING SPECIFICATIONS UTILITY INFORMATION THE 2020 EDITION OF THE MINNESOTA DEPARTMENT OF TRANSPORTATION "STANDARD SPECIFICATIONS FOR CONSTRUCTION" SHALL GOVERN. ALL TRAFFIC CONTROL DEVICES SHALL CONFORM TO THE LATEST EDITION OF THE MINNESOTA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES, INCLUDING THE LATEST FIELD MANUAL FOR TEMPORARY TRAFFIC CONTROL ZONE LAYOUTS. CITY OF LINO LAKES 600 TOWN CENTER PARKWAY LINO LAKES, MN 55014 (651) 982-2400 GAAGE LANE CANFIELD ROAD TALLE LANE JOYER LANE KARTH ROAD FORSHAM LAKE DRIVE POST ROAD STAGECOACH TRAIL OAK LANE KNOLL DRIVE JAMES STREET CITY COUNCIL AGENDA ITEM 6H STAFF ORIGINATOR: Diane Hankee, City Engineer MEETING DATE: December 14, 2020 TOPIC : Consider Resolution No. 20-152, Approving Payment No. 6 and Final, East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting council consideration to finalize the East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project . BACKGROUND On March 11, 2019, the City entered into a Joint Powers Agreement (JPA) with the City of Hugo for cost sharing of the East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project. The project includes paving 24th Avenue/Elmcrest Avenue from Tart Lake Road to the south a distance of 2,300 feet, and East Cedar Street from Otter Lake Road to the east a distance of 2,600 feet. As outlined in the JPA , the East Cedar Street improvements are the financial responsibility of the City of Lino Lakes and the 24th Avenue/Elmcrest Avenue improvements are the financial responsibility of the City of Hugo. On March 9, 2020, the City Council awarded the bid for the East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project to North Valley, Inc. in the amount of $700,636.80. Construction of the project began in early May. The project was completed in November of 2020 and the final project cost is $717,415.63. The project is $16,778.83 over the original contract amount due to additional subgrade repair completed on East Cedar Street and the trail improvements along the County roadway. This amount is within the budgeted 5% contingency. Funding for the project is proposed through the arterial street reconstruction fund (from special assessments for Cedar Street collected from abutting developments) in the amount of $247,500 and s tate aid will fund the remaining balance of the project costs. RECOMMENDATION Approve Resolution No . 20-152, Approving Payment No. 6 and Final, East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project in the amount of $40,164.15 to North Valley , Inc. ATTACHMENTS 1. Resolu tio n 20-152 2. Pay Request No. 6 & Final CITY OF LINO LAKES RESOLUTION NO. 20-152 APPROVING PAYMENT NO. 6 AND FINAL FOR THE EAST CEDAR STREET & 24 TH AVENUE/ELMCREST AVENUE NORTH IMPROVEMENT PROJECT WHEREAS, on March 9, 2020 the City Council passed resolution 20-13, awarding the contract for the East Cedar Street & 24th Avenue/Elmcrest Avenue North Improvement Project to North Valley, Inc . in the amount of $700,636.80; WHEREAS , a complete summary of costs are detailed in Payment No. 6 (Final) where the final Base Bid amount was $717,415.63; N OW, THEREFORE, BE IT RESOLVED by the City Council of Lino Lakes that Payment Request No. 6 (Final) is approved for a final contract amount of $717,415.63. Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 6I STAFF ORIGINATOR: Diane Hankee, City Engineer MEETING DATE: December 14, 2020 TOPIC : Resolution No. 20-153, Accepting Quotes and Awarding a Construction Contract, 2020 Surface Water Maintenance Project VOTE REQUIRED: 3/5 Vote Required INTRODUCTION Staff is requesting authorization to accept quotes and award the construction contract for the 2020 Surface Water Maintenance Project. BACKGROUND The City’s a nnual Surface Water Management Program (SWMP) addresses areas in need of maintenance, and conforms to the City’s Surface Water Pollution and Prevention Plan. The City will perform storm sewer repair and cleaning, vegetation removal, sediment removal, and pond cleanings. This year’s project primarily includes storm s ewer repair and cleaning, vegetation removal, and sediment removal. This type of work is best completed in dry conditions or the winter season. With the remaining budget, the City is working on a separate quote request for a pond cleaning project. The 2020 Surface Water Maintenance Project includes seven project sites, shown in the table below: Funding for the project is from the General Fund S treets Budget, which includes $140,000 for the Surface Water Maintenance projects. AREA IMPROVEMENT Site 1 (2237 LaCasse Drive) Repair breach in storm pond embankment Site 2 (6344 Red Hawk Trail) Remove sediment, debris, and vegetation near a pipe outlet to a pond Site 3 (8215 Blackbird Lane) Remove sediment, debris, and vegetation near a pipe outlet to a pond Site 4 (Holly Drive &12th Avenue) Remove sediment, debris, and vegetation near a pipe outlets to a pond Site 5 (6800 Lake Drive) Remove sediment, debris, and vegetation near storm structure Site 6 (6381 Holly Drive) Repair broken storm structure Site 7 (8215 Blackbird Lane) Remove sediment, debris, and vegetation along property line Quote s for the project were received on December 3rd, 2020. CONTRACTOR TOTAL QUOTE C.W. Houle, Inc. Did Not Quote North Pine Aggregate, Inc. Did Not Quote Olson’s Sewer Service/ Olson’s Excavating Services $40,304.53 Penn Contracting, Inc. $97,715.00 The low bid was submitted by Olson’s Sewer Service/ Olson’s Excavating Services of Forest Lake, Minnesota , in the amount of $40,304.53. The completion date for this project is June 30 th, 2021. RECOMMENDATION Staff recommends adoption of Resolution No. 20-153 accepting quote s and awarding a c onstruction contract for the 2020 Surface Water Maintenance Project, in the amount of $40,304.53 to Olson’s Sewer Service/ Olson’s Excavating Services. ATTACHMENTS 1. Resolution No. 20-153 2. Surface Water Maintenance Project maps CITY OF LINO LAKES RESOLUTION NO. 20-153 RESOLUTION ACCEPTING QUOTES, AND AWARDING A CONSTRUCTION CONTRACT, 2020 SURFACE WATER MAINTENANCE PROJECT WHEREAS , pursuant to a request for quotes for the construction of the 2020 Surface Water Maintenance Project, quotes were received, and tabulated: CONTRACTOR TOTAL QUOTE C.W. Houle, Inc. Did Not Quote North Pine Aggregate, Inc. Did Not Quote Olson’s Sewer Service/ Olson’s Excavating Services $40,304.53 Penn Contracting, Inc. $97,715.00 WHEREAS , it ap pears that Olson’s Sewer Service/ Olson’s Excavating Services of Forest Lake, Minnesota, is the lowest responsible bidder; and WHEREAS , the funding for the project is from the General Fund Streets Budget; and NOW, THEREFORE, BE IT RESOLVED by the City Co unc il of the City of Lino Lakes that t he Mayor and Clerk are hereby authorized and directed to enter into a contract Olson’s Sewer Service/ Olson’s Excavating Services for the construction of the 2020 Surface Water Maintenance Project in the amount of $40,304.53; Adopted by the Council of the City of Lino Lakes this 14th day of December, 2020. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk SITE 1 2237 LaCASSE DRIVE WSB Project No. R-015935 2020 SURFACE WATER MAINTENANCE PROJECT STORM SEWER OUTFALL MAINTENANCE LaCAS S E D R I V E 2243 2225 2231 2201 701 Xenia Avenue South, Suite 300 www.wsbeng.com Minneapolis, MN 55416 763-541-4800 - Fax 763-541-1700 2237 2213 LaCASSE CR.OTTER LAKE ROAD SITE 2 6344 RED HAWK TRAIL WSB Project No. R-015935 2020 SURFACE WATER MAINTENANCE PROJECT STORM SEWER OUTFALL MAINTENANCERED HAWK TRAIL6342 701 Xenia Avenue South, Suite 300 www.wsbeng.com Minneapolis, MN 55416 763-541-4800 - Fax 763-541-1700 6335 6344 6346 SITE 3 8215 BLACKBIRD LANE WSB Project No. R-015935 2020 SURFACE WATER MAINTENANCE PROJECT STORM SEWER OUTFALL MAINTENANCE 8215 BLACKBIRD LANE8210 701 Xenia Avenue South, Suite 300 www.wsbeng.com Minneapolis, MN 55416 763-541-4800 - Fax 763-541-1700 8235 8220 SITE 4 HOLLY DRIVE / 12TH AVENUE WSB Project No. R-015935 2020 SURFACE WATER MAINTENANCE PROJECT STORM SEWER OUTFALL MAINTENANCE 1214 HOLLY DRIVE 1208 6347 1183 7124 701 Xenia Avenue South, Suite 300 www.wsbeng.com Minneapolis, MN 55416 763-541-4800 - Fax 763-541-1700 6402 121012TH AVENUE6410 SITE 5 6800 Lake Drive WSB Project No. R-015935 2020 SURFACE WATER MAINTENANCE PROJECT STORM SEWER OUTFALL MAINTENANCE LAKE D RI V E 6800 6810 6776 701 Xenia Avenue South, Suite 300 www.wsbeng.com Minneapolis, MN 55416 763-541-4800 - Fax 763-541-1700 SITE 6 6381 Holly Drive WSB Project No. R-015935 2020 SURFACE WATER MAINTENANCE PROJECT STORM SEWER OUTFALL MAINTENANCEHOLLY DRIVE6375 6381 6369 701 Xenia Avenue South, Suite 300 www.wsbeng.com Minneapolis, MN 55416 763-541-4800 - Fax 763-541-1700 T R A P P E R S C R O S S I N G MINERAL POINT6387 SITE 7 7785 Lake Drive WSB Project No. R-015935 2020 SURFACE WATER MAINTENANCE PROJECT STORM SEWER OUTFALL MAINTENANCE LAKE DRIVE7785 7807 701 Xenia Avenue South, Suite 300 www.wsbeng.com Minneapolis, MN 55416 763-541-4800 - Fax 763-541-1700 OAK LANE 7790