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HomeMy WebLinkAbout04-25-2016 Council PacketEXPANDED AGENDA CITY COUNCIL AGENDA Monday, April 25, 2016 *********** 6:30 p.m. (Scheduled to be broadcast on Channel 16) City Council: Mayor Reinert, Council Members Kusterman, Maher, Manthey and Rafferty City Administrator: Jeff Karlson COUNCIL SPECIAL WORK SESSION, 5:45 P.M. Council Work Room (not televised) 1. Interview applicant for Economic Development Advisory Committee (EDAC) (Applicant Jim Schuller to be considered for appt at next council mtg) COUNCIL WORK SESSION, 6:00 P.M. Community Room (not televised) 1. Review Regular Agenda 2. Lino Lakes Ambassador Inquiry, Jeff Karlson 3. 550 Lilac Street Tax Appeal, Michael Grochala To be discussed at May 2 work session CITY COUNCIL MEETING, 6:30 P.M.  Roll Call - Council Members Rafferty, Kusterman, Manthey, Maher, and Mayor Reinert were present  Pledge of Allegiance  Open Mike / Public Comment - Moriteza Salehi, owner of the business property at 560 Lilac St, requested the council’s assistance in appealing a SAC charge against his property; the matter will be discussed at the council work session on May 2  Setting the Agenda: Addition or deletion of agenda items The agenda was approved as presented. SPECIAL PRESENTATION American Legion Post 566, Presentation of Awards: - Lino Lakes Police Officer of the Year; - Lino Lakes Firefighter of the Year 1. CONSENT AGENDA A) Consideration of Expenditures: i) April 25, 2016 (Check No. 103513 through 103626) in the amount of $827,614.35 B) Consider approval of April 11, 2016 Work Session Minutes C) Consider approval of April 11, 2016 Council Meeting Minutes Council Agenda -2- April 25, 2016 EXPANDED AGENDA D) Consider Approval of Outdoor Patio for Elwood’s, 7997 Lake Drive Action Taken: Motion by Rafferty, seconded by Maher, to approve the Consent Agenda, Items 1A though 1D as presented, was adopted: Council Member Kusterman abstained on Item 1B 2. FINANCE DEPARTMENT REPORT No report 3. ADMINISTRATION DEPARTMENT REPORT A) Consider Execution of 2016-2017 Labor Agreement between the City of Lino Lakes and LELS Local No. 260, Jeff Karlson Action Taken: Motion by Rafferty, seconded by Maher, to approve the agreement as presented, was adopted B) Consider Appointment of Alex McKenzie, Community Development Intern, Jeff Karlson Action Taken: Motion by Rafferty, seconded by Manthey, to approve the appointment of Alex McKenzie as recommended, was adopted C) Consider Execution of 2016-2017 Labor Agreement between the City of Lino Lakes and LELS Local No. 299, Jeff Karlson Action Taken: Motion by Rafferty, seconded by Manthey, to approve the agreement as presented, was adopted D) Consider Resolution No. 15-149, Establishing 2016 Compensation Plan for Non-Union Employees, Jeff Karlson Action Taken: Motion by Kusterman, seconded by Manthey, to approve Resolution No. 15-149 as presented, was adopted; Council Member Rafferty voted no 4. PUBLIC SAFETY DEPARTMENT REPORT A) Consider Hiring Paid On-Call Firefighters, John Swenson Action Taken: Motion by Maher, seconded by Kusterman, to approve the hiring of Kent Alley and Mark Hokkanen as recommended, was adopted B) Consider Hiring Police Officer, John Swenson Action Taken: Motion by Maher, seconded by Kusterman, to approve the hiring of Ashley Albindia as recommended, was adopted 5. PUBLIC SERVICES DEPARTMENT REPORT None 6. COMMUNITY DEVELOPMENT REPORT A) Consider Resolution No. 16-28, Approving Easement Acquisition, Well No. 6, Michael Grochala Council Agenda -3- April 25, 2016 EXPANDED AGENDA Action Taken: Motion by Kusterman, seconded by Maher, to approve Resolution No. 16-28 as presented, was adopted B) Consider Resolution No. 16-29, Authorizing Preparation of Transportation Alternatives Program Project Application, Michael Grochala Action Taken: Motion by Rafferty, seconded by Manthey, to approve Resolution No. 16-29 as presented, was adopted 7. UNFINISHED BUSINESS None 8. NEW BUSINESS None Adjournment Motion to adjourn at 7:30 p.m. by Rafferty, seconded by Maher, was adopted Community Calendar – A Look Ahead April 25, 2016 through May 8, 2016 Wednesday, April 27 6:30 pm, Council Chambers Environmental Board Thursday, April 28 6:30 pm, Community Room Charter Commission Monday, May 2 6:00 pm, Community Room Council Work Session Thursday, May 5 8:00 am, Community Room EDAC Monday, May 9 6:00 pm, Council Chambers Board of Appeal Monday, May 9 6:30 pm, Council Chambers City Council Meeting Council Agenda -3- April 25, 2016 EXPANDED AGENDA Action Taken: Motion by Kusterman, seconded by Maher, to approve Resolution No. 16-28 as presented, was adopted B) Consider Resolution No. 16-29, Authorizing Preparation of Transportation Alternatives Program Project Application, Michael Grochala Action Taken: Motion by Rafferty, seconded by Manthey, to approve Resolution No. 16-29 as presented, was adopted 7. UNFINISHED BUSINESS None 8. NEW BUSINESS None Adjournment Motion to adjourn at 7:30 p.m. by Rafferty, seconded by Maher, was adopted Community Calendar – A Look Ahead April 25, 2016 through May 8, 2016 Wednesday, April 27 6:30 pm, Council Chambers Environmental Board Thursday, April 28 6:30 pm, Community Room Charter Commission Monday, May 2 6:00 pm, Community Room Council Work Session Thursday, May 5 8:00 am, Community Room EDAC Monday, May 9 6:00 pm, Council Chambers Board of Appeal Monday, May 9 6:30 pm, Council Chambers City Council Meeting CITY COUNCIL WORK SESSION April 4, 2016 DRAFT 1 CITY OF LINO LAKES 1 MINUTES 2 3 DATE : April 4, 2016 4 TIME STARTED : 6:00 p.m. 5 TIME ENDED : 9:08 p.m. 6 MEMBERS PRESENT : Councilmember Rafferty, Manthey, 7 Maher (arr. 6:40 p.m.), Mayor Reinert 8 MEMBERS ABSENT : Council Member Kusterman 9 10 11 Staff members present: City Administrator Jeff Karlson; Community Development 12 Director Grochala, City Planner Katie Larsen; Public Safety Director John Swenson; City 13 Engineer Diane Hankee; Public Services Director Rick DeGardner; City Clerk Julie 14 Bartell 15 16 1. NE Drainage Study Update - City Engineer Hankee introduced consultant Katy 17 Thompson, of WSB & Associates. Ms. Hankee noted that this proposed project to 18 evaluate water quality improvements and a new surface water output to Peltier Lake has 19 now been reviewed by the Environmental Board. Additionally noted was the report 20 contains a few updates since the last council review. 21 22 Ms. Thompson explained that the project is brought forward basically because the current 23 drainage system is maxed out. Originally a pipeline was proposed but now the 24 recommendation has been changed to an open green line. She reviewed the conceptual 25 alignment on a map. 26 27 Council Member Manthey asked if the line would always need to contain water and Ms. 28 Thompson explained that the line could be designed either way; it is currently planned to 29 hold water at all times. Also noted was that the plans are done to minimize impact on 30 future development. Mayor Reinert asked if there are other alignment options that should 31 be considered and Ms. Thompson suggested that the study has shown that the proposed 32 alignment facilitates drainage best. 33 34 The council discussed staff’s review of all possible impacts, ensuring that there isn’t a 35 land locking of private land. They also requested information on plans to communicate 36 with impacted property owners. Staff said specific meetings would be held with the two 37 property owners and then with a wider range of property owners as a group. The mayor 38 encouraged listening to what the property owners have to say. He noted that landowner 39 Les Winter was present and Mr. Grochala indicated Mr. Winter’s property on a map and 40 indicated how the project will serve to drain his property. Ms. Thompson followed the 41 alignment on a map and said that they will work with Mr. Winters to see what will work 42 best. As well as providing better drainage to Mr. Winter’s property, staff is also 43 reviewing the possibility of wetland banking in the area. 44 45 CITY COUNCIL WORK SESSION April 4, 2016 DRAFT 2 Ms. Hanke noted the Environmental Board review where they had received additional 46 information. Ms. Thompson explained that the phosphorus concentrations were reviewed 47 at the Board’s request and treatment plans adjusted. Water quality will continue to be 48 reviewed to make sure there is not over treating or under treating based on current 49 practice. 50 51 Informational meetings will be held and staff will return to the Environmental Board in 52 May. 53 54 2. FEMA Floodplain Map Revisions – City Engineer Hankee explained that the 55 Federal Emergency Management Agency (FEMA) has been updating flood insurance 56 maps throughout the area and Anoka County has now been done. That process has 57 resulted in map amendments and some changes to rules. One change is that lenders must 58 now notify homeowners if they are located in a flood plain as the map data is clarified. 59 There are about 1,500 parcels within Lino Lakes that are impacted and have a structure 60 present on the property. Rice Creek Watershed District had input to the changes. 61 62 Mayor Reinert asked specifically what has changed to cause more flood plain. Ms. 63 Thompson said essentially the maps are based on more years of data. Mayor Reinert 64 asked if it is accurate that those new years have been wetter; he would like to understand 65 more so that the city can offer that information to impacted property owners. He noted 66 that he’s having difficulty believing the changes because he’s lived in the city for forty 67 years and has not himself seen such differences as represented by the map changes. Ms. 68 Thompson said, in some cases, properties were removed and in other cases the property 69 was located in the flood plain but not included on the map. 70 71 The council discussed the LOMA process (letter of map amendment) that allows a 72 property owner to pass on flood insurance by proving that their property is not low 73 enough to be flood impacted. Ms. Thompson further explained how mortgage companies 74 view the map and the process of receiving a LOMA and the possibility get their insurance 75 premiums reimbursed if there has been no flooding. Staff discussed the content of a 76 mailing to impacted individuals to share information on the process. Ms. Thompson 77 explained the contact she’s had with FEMA giving comments about obvious technical 78 errors; that process would be continued with the support of the Minnesota Department of 79 Natural Resources (DNR) and other cities. Mayor Reinert asked about the possibility of 80 not accepting the map now; staff explained the process up to this point that included some 81 acceptance of the map. 82 83 Staff directed to work with the DNR for their support in approaching FEMA to make 84 some necessary changes in the new map. Mayor Reinert suggested that approaching 85 FEMA for changes will be necessary but moving forward there should also be a better 86 communication plan to impacted property owners. The council also anticipates 87 continuing presentations at council meetings to keep people informed and up to date on 88 options. 89 90 CITY COUNCIL WORK SESSION April 4, 2016 DRAFT 3 91 3. Stormwater Re-Use Feasibility Study - City Engineer Hankee explained that the 92 report has been presented to the Environmental Board who generally encourages as much 93 re-use as possible. She introduced Erin Heydinger of WSB & Associates who has been 94 working on the report. Ms. Heydinger reviewed the reasoning for looking at water re-use 95 in the Mattamy development, noting conservation and reducing use of ground water. She 96 also explained the benefit to the developer in storm water management. The report 97 studied three options: 1) irrigating the park and berm; 2) irrigating the park and berm as 98 well as the townhomes; and 3) irrigating the entire development area. They studied how 99 much water could be available and found there would be enough water for options one 100 and two and only enough for option three if irrigation didn’t occur on a daily basis. Costs 101 for the options were then reviewed. Staff is recommending option two and that it be 102 paid for through the surface water management funds, and that amount be based on the 103 amount of water anticipated to be saved per homeowner (forty percent). Ms. Heydinger 104 pointed out that there may also be grant funding available. 105 106 Council Member Manthey noted that he was at the Environmental Board meeting and 107 heard the presentation and their recommendation. He wonders how fees would 108 established for the townhomes and if that system would provide for future capital 109 expenses. Ms. Heydinger explained the basic concept for fees noting that more details 110 will be coming forward; the idea is certainly to have a capital fund. Ms. Hankee added 111 that the city will own the system. Mayor Reinert remarked that the concept is really to 112 sell back water at a cost reduced to less than half the normal water rate. 113 114 The matter will be before the council at the next council meeting requesting acceptance of 115 the feasibility report. 116 117 4. Wellhead Protection Plan – Erin Heydinger of WSB & Associates reviewed the 118 written report. The plan consists of two parts – a modeling effort and examining areas 119 based on vulnerability. Implementation activities in line with the plan are recommended 120 in the report and were reviewed by Ms. Heydinger. They are estimating that plan 121 implementation will cost about $10,000 per year and there are grants available through 122 the state. Once the city’s plan has been approved, grant funds will be sought, probably in 123 the fall. The council will be asked to adopt the plan at the next regular council meeting. 124 125 5. ACE Program Staffing – Public Safety Director Swenson noted the written staff 126 report that includes information responding to council questions from the previous 127 discussion of this matter. 128 129 Speeding makes up about eighty-percent of the violations in the ACE Program. So in 130 order to bring administration of the program to a manageable level, participation has been 131 reduced by that percentage. The council had also asked how many individuals 132 participate. Of eligible citations, thirty percent of the recipients went through the ACE 133 Program and, based on survey data, the department has heard from those people that they 134 found the program valuable. The council also asked about the threshold for adding a 135 CITY COUNCIL WORK SESSION April 4, 2016 DRAFT 4 position and he feels that is up to the council. The approximate cost of adding the CSO 136 position is $25,000 a year. 137 138 Mayor Reinert asked for Director Swenson’s recommendation and he said he sees good 139 value in the program but of course it is tied to bringing in the revenue to support it. The 140 mayor concurred that maintaining the traffic monitoring activities is tied to maintaining 141 the ACE program. The grant funded position for that traffic monitoring is a four year 142 program. 143 144 The council discussed the threshold for maintaining a new CSO position. The mayor 145 suggested that it be tied to the number of participants. Director Swenson remarked that 146 the number of the participants doesn’t reflect exactly to an amount of revenue. 147 148 Council Member Maher suggested that there is a figure of ACE participants going back to 149 pre-grant funded operations that should set the mark for justifying the extra position. 150 Director Swenson said, going back to 2014 when there were no months of grant-funded 151 positions, that figure is 370 in the year. The council concurred that the figure is 450 152 and reaching that point triggers a conversation about the situation. 153 154 6. Advisory Board Applicant – Administrator Karlson explained that there is one 155 applicant for the Economic Development Advisory Committee. It would be appropriate 156 to set up an interview at this time. 157 158 The council concurred to schedule a special session when the applicant is available. 159 (Note: The session was scheduled for April 25, previous to the schedule work session and 160 council meeting, at 5:45 p.m.) 161 162 7. Council Updates on Boards/Commissions – 163 164 Council Member Maher updated the council on the work of the North Metro 165 Telecommunications Commission. They elected an executive board, established 166 meetings with Century Link on their franchise, and discussed distribution of fees, which 167 are up. 168 169 Council Member Rafferty expressed thanks to staff for putting together the joint meeting 170 with the boards and commissions as well as the meet and greet; it was a great way to 171 communicate and share information on the Mattamy project. 172 173 8. Monthly Progress Report – Administrator Karlson reviewed the written report. 174 There was direction given on the following items: 175 - Landscaping Plan for Civil Complex/Veterans Memorial Location – Mayor 176 Reinert noted that individual council members were going to take a look at the 177 possible locations. Council Member Rafferty distributed some preliminary 178 drawings for a veterans’ memorial. One plan was based on the center island 179 location. Other possibilities were reviewed – American Legion, Fire Station #2 180 CITY COUNCIL WORK SESSION April 4, 2016 DRAFT 5 and also the Legacy at Woods Edge area. Council Member Rafferty noted that he 181 has looked at what some other cities have done and there is great variety and 182 much to learn from others. Council Member Maher told about a visit to a 183 memorial in another city that was very well done and located at a very peaceful 184 spot. She also asked for more information on where it could possibly located at 185 Fire Station #2. Mayor Reinert remarked that he spoke with County 186 Commissioner Rhonda Sivarajah and she identified county funding that may be 187 available for park improvements for the next five years; it is possible that the City 188 of Lino Lakes could be considered for some funding. That would be a great start 189 toward park facilities on the city owned land at the fire station location. The 190 discussion about the park funding led into an update on a trail extension to the 191 new trail going over I35W on County Road 14. Director DeGardner suggested 192 that, with ongoing discussion about other possibilities, it would be appropriate to 193 hold off this year on proceeding with additional landscaping on the civic center 194 island. 195 196 Not on Printed Agenda 197 198 - Mayor Reinert suggested that May would be a good time to begin reviewing the 199 2017 budget. Staff could receive direction on the council’s priorities for the 200 coming year. 201 202 9. Review Regular Agenda of April 11, 2016 – Items on the agenda were reviewed 203 briefly and there were no changes to the agenda. 204 205 The meeting was adjourned at 9:08 p.m. 206 207 These minutes were considered, corrected and approved at the regular Council meeting held on 208 April 25, 2016. 209 210 211 212 213 Julianne Bartell, City Clerk Jeff Reinert, Mayor 214 215 COUNCIL MINUTES April 11, 2016 DRAFT 1 CITY OF LINO LAKES 1 MINUTES 2 3 DATE : April 11, 2016 4 TIME STARTED : 6:30 p.m. 5 TIME ENDED : 7:48 p.m. 6 MEMBERS PRESENT : Council Member Rafferty, Kusterman, Maher, 7 Manthey, and Mayor Reinert 8 MEMBERS ABSENT : none 9 10 Staff members present: City Administrator Jeff Karlson; Community Development Director Michael 11 Grochala; City Planner Katie Larsen; City Engineer Diane Hankee; Director of Public Safety John 12 Swenson; and City Clerk Julie Bartell 13 14 PUBLIC COMMENT 15 16 Nick Arnt, Arnt Construction, 2190 Phelps Road. Mr. Arnt explained that his company has been 17 approached by PCI Roads to set up a portable concrete plant at his site to serve the 35E project. They 18 request operations for eight days. He will fill out an application for a special use permit. He has 19 talked to Anoka County and they are okay. The Minnesota Department of Transportation is also on 20 board. They would like to set up the plant in June (three weeks for set up). 21 22 Mr. Grochala said staff has explained that the plant would be an interim use and would require a 23 Planning and Zoning Board public hearing and review before council would consider granting 24 permission. He explained the schedule that is possible; there is time for consideration but the 25 timeline is close. 26 27 SETTING THE AGENDA 28 29 The agenda was approved as presented. 30 31 OATH OF POLICE SERVICE 32 33 Public Safety Director Swenson introduced new Lino Lakes Police Officer Katie Kramer. Mayor 34 Reinert administered the Oath of Police Service to Officer Kramer. 35 36 CONSENT AGENDA 37 38 Council Member Kusterman moved to approve the Consent Agenda, Items 1A through 1F, as 39 presented. Council Member Maher seconded the motion. Motion carried unanimously. 40 41 ITEM ACTION 42 43 Consideration of Expenditures: 44 45 COUNCIL MINUTES April 11, 2016 DRAFT 2 April 11, 2016 (Check No. 10345 – 46 103512, $242,635.72. ) Approved 47 48 March 28, 2016 Council Work Session 49 Minutes Approved 50 51 March 28, 2016 City Council Meeting 52 Minutes Approved 53 54 March 28, 2016 Closed Council Minutes Approved 55 56 Resolution No. 15-26, Adoption and Implementation 57 Of Wellhead Protection Plan Part II Approved 58 59 March 13, 2016 Jt Council/Advisory Boards Meeting 60 Minutes Approved 61 62 FINANCE DEPARTMENT REPORT 63 64 There was no report from the Finance Department. 65 66 ADMINISTRATION DEPARTMENT REPORT 67 68 3A) Consider Resolution No. 16-22, Approving New On-Sale with Sunday Sales Liquor 69 License for Fiesta Cancun Mexican Grill and Bar- City Clerk Bartell reported that a new Fiesta 70 Cancun Restaurant will be opening soon in the city and the owners have applied for an On-Sale 71 Liquor License. The owners addressed the council, indicating that their second restaurant in the city 72 will hopefully be opening in mid-May and they are interested in serving liquor as part of their menu. 73 The city clerk indicated that the application process and required background check is complete and 74 the matter is presented to the council for consideration. 75 76 Council Member Kusterman moved to approve Resolution No. 16-22 as presented. Council Member 77 Maher seconded the motion. Motion carried on a voice vote. 78 79 PUBLIC SAFETY DEPARTMENT REPORT 80 81 There was no report from the Public Safety Department. 82 83 PUBLIC SERVICES DEPARTMENT REPORT 84 85 There was no report from the Public Services Department. 86 87 88 89 90 COUNCIL MINUTES April 11, 2016 DRAFT 3 COMMUNITY DEVELOPMENT DEPARTMENT REPORT 91 92 6A) Approving First Amendment to the Joint Powers Agreement with the City of Centerville 93 for 21st Avenue Improvements and Maintenance – City Engineer Hankee explained that the City is 94 included in a joint powers agreement with the City of Centerville regarding a shared street, 21st 95 Avenue. Staff is now recommending, and the City of Centerville has approved, an amendment to the 96 agreement to add ongoing maintenance of that roadway. 97 98 Council Member Manthey moved to approve Resolution No. 16-19 as presented. Council Member 99 Maher seconded the motion. Motion carried on a voice vote. 100 101 6B) Rice Lake Elementary School Addition: i. Resolution No. 16-20, Approving a 102 Conditional Use Permit Amendment and Site Plan Review for an Addition to the Early 103 Childhood Education Facility; and ii. Resolution No. 16-21, Approving a Site Improvement 104 Performance Agreement – City Planner Larsen reviewed the request for consideration of a 105 conditional use permit and site performance agreement for a school district proposal for an addition to 106 the southeast corner of the Rice Lake Elementary site to provide additional space for their early 107 childhood education activities. A conditional use permit is required by the city and an application for 108 such has been reviewed. She noted that one driveway would be narrowed as a result of the addition 109 and it will then be converted to one-way for drop-off and pick-up. The action requested also includes 110 a site plan review and site improvement performance agreement. Staff does not have concerns. 111 112 Council Member Manthey noted that the addition appears to be taking part of the parking. Planner 113 Larsen noted that parking won’t be lost but again the driveway is being narrowed. 114 115 Council Member Kusterman moved to approve Resolution No. 16-20 as presented. Council Member 116 Manthey seconded the motion. Motion carried on a voice vote. 117 118 Council Member Kusterman moved to approve Resolution No. 16-21 as presented. Council Member 119 Manthey seconded the motion. Motion carried on a voice vote. 120 121 6C) Saddle Club Second Addition: i. Resolution No. 16-12, Approving Final Plat; and ii. 122 Resolution No. 16-13, Approving Development Agreement - City Planner Larsen recalled that 123 review of this project began in 2014, and she noted the location on a projector. The first addition is in 124 place and before the council now are plans for the second addition of 17 lots. The development is 125 going very well and some of the lots are already pre-sold. The project will eventually include a third 126 phase. A key element has always been the connection of Fox Road and conversations continue on 127 that matter including with Comcast who owns some of the property involved. Staff is ensuring that 128 component is in place for the future. 129 130 Mayor Reinert asked if there is an agreement in place with Comcast and Ms. Larsen said an 131 agreement is in their hands and the city has verbal approval. Comcast has wanted to deal with the 132 city rather than the developer. The city would then agree to sell the land for the same price to the 133 developer. 134 135 COUNCIL MINUTES April 11, 2016 DRAFT 4 The project was originally planned with two phases but is being moved to three phases mainly 136 because the agreement could hold up moving on homes that are basically already sold. The council 137 concurred that the developer is producing a good product; further the developer is participating in 138 some needed road improvements. 139 140 Council Member Kusterman moved to approve Resolution No. 16-12 as presented. Council Member 141 Rafferty seconded the motion. Motion carried on a voice vote. 142 143 Council Member Kusterman moved to approve Resolution No. 16-13 as presented. Council Member 144 Maher seconded the motion. Motion carried on a voice vote. 145 146 6D) Consider Resolution No. 16-13, Designating Building as Structurally Substandard, 49 147 Club - Community Development Director Grochala noted the Economic Development Authority 148 (EDA) meeting held earlier in the evening at which action was approved on this matter. The request 149 before the council is to concur with the action to declare the building substandard. It is staff’s intent 150 to next work out an agreement to have the building demolished. Council Member Rafferty asked 151 about using the demolition as a training for fire staff and Public Safety Director Swenson said it 152 wouldn’t be a good use for this particular building. 153 154 Kelly Gunderson, 135 Ulmer Drive, addressed the council. She thanked former Council Member 155 Stoesz for bringing this forward. She is impacted by the building and site. She asked if the address 156 of 6007 Hodgson Road that is noted in the report is all of the property – are there other addresses? 157 Mr. Grochala explained that 6007 is the former 49 Club building, 295 Ash Street is the garage and 158 there is a 3rd parcel that is under the same ownership. The action includes all three parcels. Ms. 159 Gunderson asked about the current value of the property and noted that the public record states that 160 property taxes are overdue on the property. She wonders if there is a benefit to the property owner of 161 having this substandard declaration made. Mr. Grochala ventured to guess that it would give him 162 opportunity to request a lower market value but he doesn’t believe there’s any assessment value. 163 Being late on property taxes isn’t really indicative of anything other than he’s paying them late along 164 with a required penalty. 165 166 Mayor Reinert noted that he is contacted regularly about the property; there is a lot of concern from 167 city residents about it. 168 169 Ms. Gunderson pointed out that the property taxes are not only late at this point but delinquent. 170 Council should be aware of that and what it means. She also remarked that she investigated who 171 owns the property and it would appear that person would be well able to pay the taxes. She also 172 noted the popularity/visibility of the corner; it this possibility an area that could be developed without 173 the use of tax increment financing as would be her preference. She will be watching this carefully as 174 it moves forward. 175 176 Mayor Reinert said he agrees that taxes should be paid. Mr. Grochala said the owner has the same 177 rights as every other taxpayer/property owner and that process will play out as it must; at this point 178 the city isn’t putting any money in. Mayor Reinert suggested that more information on tax increment 179 financing would be welcome. Mr. Grochala said tax increment financing is a system that utilizes 180 COUNCIL MINUTES April 11, 2016 DRAFT 5 increment/taxes created by new development; and but for the development that money wouldn’t be 181 present. Mayor Reinert explained that it would have to come forward to the council for consideration. 182 Council Member Kusterman noted that the property has sat for so long and is in the hands of someone 183 who can afford to hold it, so it’s important to look at all options. 184 185 Council Member Kusterman moved to approve Resolution No. 16-13 as presented. Council Member 186 Manthey seconded the motion. Motion carried on a voice vote. 187 188 6E) Consider Resolution No. 16-24, Approving the Plans and Specifications and Authorizing 189 Ad for Bid for the 2016 Mill and Overlay Project – City Engineer Hankee reviewed the written 190 report. She reviewed the areas that would be included in the 2016 project. She noted the project 191 schedule and it includes a neighborhood meeting to be held at city hall; Mayor Reinert asked that the 192 council receive a reminder email on the meeting. 193 194 Council Member Kusterman moved to approve Resolution No. 16-24 as presented. Council Member 195 Rafferty seconded the motion. Motion carried on a voice vote. 196 197 6F) Consider Resolution No. 16-25, Accepting the Feasibility Report, Mattamy Homes Water 198 Reuse Project – City Engineer Hankee noted that the study is tied to the Mattamy Homes 199 development proposal. The site plan called for consideration of this water reuse concept. The report 200 included looking at options for irrigating different areas. The concept of water reuse for irrigation 201 represents a new technology and that leads staff to recommend option two. It is also recommended 202 that the developer consider additional water reuse in future phases if the system is working well. The 203 system proposed would be maintained by the city. The recommendation to approve is tied to 204 approval of the Mattamy development. 205 206 Council Member Kusterman noted the proposed use of the city’s Trunk Water Fund to pay for this 207 project; is that fund made whole again at some point? Engineer Hankee explained that it would be 208 savings to the fund because certain future infrastructure costs won’t be required. Council Member 209 Manthey noted that the city will own the pumps and he believes the city will receive fees back from 210 use of that equipment and that’s another way the fund will be repaid. 211 212 Council Member Kusterman moved to approve Resolution No. 16-25 as presented. Council Member 213 Manthey seconded the motion Motion carried on a voice vote. 214 215 6G) Consider Resolution No. 16-27, Authorizing Preparation of Water Supply Plan Update – 216 Community Development Director Grochala asked for council consideration to update the water 217 supply plan, an action that is required every ten years. The updated plan is due at the end of the year. 218 The city’s engineering firm, WSB, has provided a proposal for this work. The work would be funded 219 through the City’s Trunk Utility Fund. Part of the water supply plan involves a conservation plan 220 and he noted ways that staff is already working toward that area. 221 222 Mayor Reinert asked if this would result in a recommendation to raise water rates. Mr. Grochala 223 suggested that a rate study could follow the work of this plan and sometimes the water conservation 224 element of the plan can impact suggestions for water rates. Mayor Reinert asked that the matter of 225 COUNCIL MINUTES April 11, 2016 DRAFT 6 discussion of water revenues vs. expenses (of the city water system) be added to the next work 226 session agenda; he wants to have the discussion now. Directors DeGardner and Cotton are directed to 227 report on the matter. 228 229 Council Member Kusterman asked if quality of water is any consideration of the report. Director 230 Grochala said quality is an ongoing discussion – testing occurs very regularly. The Minnesota 231 Department of Health requires regular testing. 232 233 Council Member Manthey asked if there are any standard changes that could trigger an increase in 234 fees. Mr. Grochala suggested that the standards that impact the city are generally related to 235 conservation; it’s an on-going discussion and cities are tied into that. 236 237 Council Member Kusterman moved to approve Resolution No. 16-27 as presented. Council Member 238 Maher seconded the motion. Motion carried on a voice vote. 239 240 UNFINISHED BUSINESS 241 242 There was no Unfinished Business. 243 244 NEW BUSINESS 245 246 There was no New Business. 247 248 COMMUNITY EVENTS 249 250 MONTHLY RECYCLE DAY will be held at Lino Park (7850 Lake Drive) on Saturday, April 16 251 from 10:00 a.m. to 2:00 p.m. Please see the city website for updated pricing. 252 253 5th ANNUAL CHAIN OF GIVING FUNDRAISER EVENT will be held at the Infinite Campus in 254 Blaine on Saturday, April 16, 2016 from 7:00 p.m. – 10:00 p.m. Event supports military families and 255 Centennial High School Strive Scholarships. For more information contact the Lino Lakes Rotary. 256 257 EARTH DAY CELEBRRATION will be celebrated in Lino Lakes the morning of Saturday, April 258 23, 2016. We are looking for volunteers to help to help pick up trash from City parks and trails. If 259 you interested in a project, call Aubrey Fonfara. Wargo Nature Center Main Event is 12:30 – 3:00. 260 Includes climbing wall, bouncy house, popcorn, informational tables, Healthy Living, Organics, etc. 261 262 COMMUNITY CALENDAR 263 264 265 Community Calendar – A Look Ahead 266 April 11, 2016 through April 25, 2016 267 Wednesday, April 13 6:30 pm, Council Chambers Planning & Zoning 268 Monday, April 25 5:45 pm, Council Work Rm Work Session - Interview 269 Monday, April 25 6:00 pm, Community Room Council Work Session 270 Monday, April 25 6:30 pm, Council Chambers City Council Meeting 271 COUNCIL MINUTES April 11, 2016 DRAFT 7 272 ADJOURN 273 274 There being no further business, Council Member Maher moved to adjourn at 7:48 p.m. Council 275 Member Manthey seconded the motion. Motion carried unanimously. 276 277 These minutes were considered and approved at the regular Council Meeting, April 25, 2016. 278 279 280 281 282 Julianne Bartell, City Clerk Jeff Reinert, Mayor 283 284 CITY COUNCIL AGENDA ITEM 1D STAFF ORIGINATOR: Lisa Hogstad-Osterhues, Deputy City Clerk MEETING DATE: April 25, 2016 TOPIC: Approve Outdoor Patio for Elwood’s Located at 7997 Lake Drive, Suite 130 VOTE REQUIRED: 3/5 INTRODUCTION Clayton Gratz, owner of Elwood’s, 7997 Lake Drive, Suite 130, is requesting a premise change to his current liquor license to include a patio service area located on the south side of the building. The area is approximately 375 square feet. BACKGROUND Mr. Gratz has contacted the City for approval of a patio. He has been working with Katie Larsen, City Planner and the building department for permit approvals. Staff has contacted the Minnesota Alcohol & Gambling Division and been advised that the statue requires that an outdoor serving area be contiguous to the main building. Mr. Gratz must follow all building and fire codes to comply with the expansion of the patio and be covered by liability insurance. RECOMMENDATION Authorize the outdoor patio located 7997 Lake Drive, Suite 130 ATTACHMENT 1. Drawing of proposed patio addition. CITY COUNCIL AGENDA ITEM 3A STAFF ORIGINATOR: Jeff Karlson MEETING DATE: April 25, 2016 TOPIC: Labor Agreement with Sergeants Unit, LELS Local No. 260 VOTE REQUIRED: 3/5 INTRODUCTION The Council is being asked to consider approval of a collective bargaining agreement between the City and Law Enforcement Labor Services (LELS) Local No. 260, which represents the police sergeants. BACKGROUND Negotiations for a new Sergeants contract opened on October 12, 2015. After subsequent meetings, the City and LELS were unable to reach a settlement. LELS petitioned for mediation through the Bureau of Mediation Services and a mediation meeting was held on February 29. The two parties reached a tentative agreement, which the Council accepted during a closed meeting on March 28. The new terms are as follows: 1. Duration: Two years. 2. Wages: 2016 – 2.5% + .5% market adjustment retroactive to January 1, 2016. 2017 – 2.5% + .5% market adjustment effective January 1, 2017. 3. Health Insurance: a) 2016 – Employer will contribute $444.61 toward the monthly premium for single coverage and $1,010.89 toward the monthly premium for family coverage. b) 2017 – Employer will contribute 100% of the base single plan and $1,010.89 plus 50% of the 2017 premium increase toward the family plan. 4. Annual Clothing Allowance: Increase $20 to $780. RECOMMENDATION Authorize execution of 2016-2017 labor agreement between the City of Lino Lakes and LELS Local No. 260. CITY COUNCIL AGENDA ITEM 3B STAFF ORIGINATOR: Jeff Karlson MEETING DATE: April 25, 2016 TOPIC: Consider Appointment of Community Development Intern Alex McKenzie VOTE REQUIRED: 3/5 INTRODUCTION The Council is being asked to approve the appointment of Alex McKenzie for the Community Development Intern position in the Community Development Department. BACKGROUND Mr. McKenzie accepted a conditional job offer, which is contingent upon successful completion of a criminal background check and a drug and alcohol test. His starting salary will be $12.00 an hour at 32 hours a week. RECOMMENDATION Approve the appointment of Alex McKenzie as Community Development Intern, effective May 2, 2016. CITY COUNCIL AGENDA ITEM 3C STAFF ORIGINATOR: Jeff Karlson MEETING DATE: April 25, 2016 TOPIC: Labor Agreement with Police Officers, LELS Local No. 299 VOTE REQUIRED: 3/5 INTRODUCTION The Council is being asked to consider approval of a collective bargaining agreement between the City and Law Enforcement Labor Services (LELS) Local No. 299, which represents the police officers. BACKGROUND The City and LELS opened contract negotiations on August 5, 2015. After several subsequent meetings, the parties were unable to reach a settlement. LELS petitioned for mediation through the Bureau of Mediation Services and one mediation meeting was held on March 17, 2016. The two sides reached a tentative agreement, which reflects the Sergeants agreement. The new terms are as follows: 1. Duration: Two years. 2. Wages: 2016 – 2.5% + .5% market adjustment retroactive to January 1, 2016. 2017 – 2.5% + .5% market adjustment effective January 1, 2017. 3. Health Insurance: a) 2016 – Employer will contribute $444.61 toward the monthly premium for single coverage and $1,010.89 toward the monthly premium for family coverage. b) 2017 – Employer will contribute 100% of the base single plan and $1,010.89 plus 50% of the 2017 premium increase toward the family plan. 4. Annual Clothing Allowance: Increase $20 to $780. RECOMMENDATION Authorize execution of 2016-2017 labor agreement between the City of Lino Lakes and LELS Local No. 299. CITY COUNCIL AGENDA ITEM 3D STAFF ORIGINATOR: Jeff Karlson MEETING DATE: April 25, 2015 TOPIC: Non-Union Compensation Plan VOTE REQUIRED: 3/5 INTRODUCTION The City Council is being asked to consider a resolution establishing the 2016 compensation plan for non-union employees. BACKGROUND The non-union compensation plan includes the followings positions: city administrator, department directors, deputy public safety directors, public safety captain, and city clerk. The 2016 plan embodies a salary adjustment of 2.5 percent. The 2016 budget includes a 2.5 percent wage increase for all City personnel. RECOMMENDATION Approve Resolution No. 15-149, establishing the 2016 compensation plan for non-union employees, effective January 1, 2016. ATTACHMENTS Resolution No. 15-149 CITY OF LINO LAKES RESOLUTION NO. 15-149 RESOLUTION ESTABLISHING 2016 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 for non-union employees includes a two and a half percent (2.5%) wage increase, effective January 1, 2016. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes that the following salary schedule by adopted. City of Lino Lakes 2016 Compensation Plan Effective January 1, 2016 Position Minimum Monthly Step 2 Step 3 Step 4 Step 5 Maximum Monthly City Administrator $9,189 $9,648 $10,108 $10,567 $11,027 $11,486 Public Safety Director $8,087 $8,491 $8,896 $9,300 $9,704 $10,109 Finance Director $7,595 $7,975 $8,354 $8,734 $9,114 $9,494 Public Serv. Director $7,509 $7,884 $8,260 $8,635 $9,010 $9,386 Comm. Dev. Director $7,319 $7,685 $8,051 $8,417 $8,783 $9,149 Dep. Public Safety Dir. $7,084 $7,438 $7,792 $8,147 $8,501 $8,855 Public Safety Captain $6,621 $6,952 $7,283 $7,614 $7,945 $8,276 HR Manager $6,068 $6,371 $6,675 $6,978 $7,282 $7,585 City Clerk $4,984 $5,233 $5,482 $5,732 $5,981 $6,230 Adopted by the Lino Lakes City Council this 25th day of April 2016. 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: ____________________________________ Jeff Reinert, Mayor ATTEST: ______________________________________ Julianne Bartell, City Clerk CITY COUNCIL AGENDA ITEM 4A STAFF ORIGINATOR: Public Safety Director John Swenson MEETING DATE: April 25, 2016 TOPIC: Hire Paid On-Call Firefighters VOTE REQUIRED: 3/5 INTRODUCTION The Lino Lakes Public Safety Department is requesting council approval to hire two paid on-call firefighters. BACKGROUND As directed by Council Resolution 14-50 staff is integrating fire operations into the Public Safety Department. Staff has been engaged in a fire recruiting and hiring process for paid on- call firefighter candidates as part of the integration process. The hiring process has been extensive including an interview process, background investigation, medical examinations, and drug screen. This process has identified candidates that will continue the Public Safety Department’s proud tradition of delivering high quality services to the Lino Lakes Community. RECOMMENDATION Staff recommends the Council approve the hiring of Kent Alley and Mark Hokkanen for the position of paid on-call firefighter effective May 1, 2016. ATTACHMENTS None CITY COUNCIL AGENDA ITEM 4B STAFF ORIGINATOR: John Swenson, Public Safety Director MEETING DATE: April 25, 2016 TOPIC: Hiring of One Police Officer VOTE REQUIRED: 3/5 INTRODUCTION The Lino Lakes Public Safety Department is requesting council approval to hire one police officer. BACKGROUND Since a resignation of a police officer in December, 2015 the Police Division has been staffed with 26 police personnel. The Public Safety Department has been engaged in a police officer hiring process to fill this vacancy. This hiring process included: 1. Application/Experience Scoring 2. Written Exercise Scoring 3. Initial Oral Interview / Physical Fitness Testing 4. Supervisor Oral Interview 5. Background Investigation 6. Medical Examination 7. Psychological Examination This hiring process has been extensive and has identified officer candidates that will continue the proud tradition of providing high quality public safety services. The 2016 Approved Budget is funded for 27 sworn positions. The hiring of Ashley Albindia as an officer will bring the Police Division to 27 sworn staff. RECOMMENDATION Staff recommends the Council approve the hiring of Ashley Albindia as a Police Officer effective May 16, 2016. ATTACHMENTS None CITY COUNCIL AGENDA ITEM 6A STAFF ORIGINATOR: Michael Grochala MEETING DATE: April 25, 2016 TOPIC: Consider Resolution No. 16-28, Approving Acquisition of Permanent Easement, Well No. 6 Pump House Improvements VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting council action approving acquisition of an easement for drainage and utility purposes to service the Well No. 6 Pump House. BACKGROUND The City Council approved Resolution No. 16-15 on March 14, 2016 authorizing acquisition of a permanent easement for drainage and utility purposes for the Well No. 6 project. The purpose of the easement is to provide a corridor for three-phase electrical service from Birch Street to the pump house and a future trunk water main. The original offer was $11,800. WSB and Associates working with staff have reached a final agreement for acquisition in the amount of $18,000. RECOMMENDATION Staff is recommending approval of Resolution No. 16-28. ATTACHMENTS 1. Resolution No. 16-28 2 CITY OF LINO LAKES RESOLUTION NO. 16-28 RESOLUTION AUTHORIZING ACQUISITION OF PERMANENT EASEMENTS, WELL NO. 6 PUMP HOUSE IMPROVEMENTS WHEREAS, pursuant to Resolution No. 16-15 adopted the 14th day of March, 2016 the City Council authorized staff to negotiate acquisition of a drainage and utility easement; and WHEREAS, the City of Lino Lakes, a Minnesota municipal corporation, acting by and through the City Council, is authorized by law to acquire real estate which is needed for public use or purpose; and WHEREAS, the WSB and Associates, on behalf of the City have reached a settlement on the purchase price of the easement; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LINO LAKES, MINNESOTA: That the acquisition of a permanent drainage and utility easement, as described in Exhibit A, is hereby approved in the amount of $18,000. Adopted by the Council of the City of Lino Lakes this 25th day of April, 2016. 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: _____________________ Jeff Reinert, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk Whereupon said resolution was declared duly passed and adopted. ELECTRIC AND TRUNK WATERMAIN 1 1DRAINAGE AND UTILITY EASEMENT LAMOTTE PROPERTY CITY WELL NO. 6 EXHIBIT A CITY COUNCIL AGENDA ITEM 6B STAFF ORIGINATOR: Michael Grochala MEETING DATE: April 25, 2016 TOPIC: Consider Resolution No. 16-29, Authorizing Preparation of 2016 Regional Solicitation Grant Application – Main Street Trail VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting City Council approval to authorize WSB and Associates to prepare a Regional Solicitation Grant Application for the Main Street Trail. BACKGROUND City staff has been working with Anoka County Parks Department plan for the extension of the Regional Trail along Main Street from Lino Lakes Elementary School to the 35W Overpass. A conceptual layout and cost estimate was completed in 2014. The project was tentatively slated for construction in 2019, but is not currently funded. Staff is proposing to apply for federal funding as part of the Metropolitan Council Regional Solicitation process under the Multiuse Trails and Bicycle Facilities Category. If approved the grant could provide up to 80% of the construction cost. The remaining 20% of construction along with any professional service or land acquisition costs would be covered as a local match. WSB has submitted a proposal to complete the application in the amount of $9,369.00. The proposal includes further development of the concept plan and cost estimate. Anoka County has agreed to share 50% of the application cost. Accordingly, the City’s share of the application cost is $4,684.50. Funding for the work is proposed to come from the Community Development Engineering professional services budget. RECOMMENDATION Staff is recommending that the City Council adopt Resolution 16-29 authorizing preparation of the 2016 Regional Solicitation Grant application. ATTACHMENTS 1. Resolution No. 16-29 2. Proposal from WSB & Associates, Inc. dated March April 6, 2016. CITY OF LINO LAKES RESOLUTION NO. 16-29 AUTHORIZING PREPARATION OF 2016 REGIONAL SOLICITATION GRANT APPLICATION (MAIN STREET TRAIL) WHEREAS, The City of Lino Lakes and Anoka County have determined the need to construct a multi-use trail along Main Street (CSAH 14) between Lino Lakes Elementary and 35W; and WHEREAS, the trail segment is eligible for funding under the Metropolitan Council Regional Solicitation Process Multiuse Trails and Bicycle Facilities Category; and WHEREAS, The City has received a proposal from WSB & Associates, Inc. to prepare an application for said funding; and WHEREAS, Anoka County has agreed to fund 50% of the application costs; NOW, THEREFORE BE IT FURTHER RESOLVED by The City Council of The City of Lino Lakes, Minnesota, that the proposal from WSB & Associates, Inc. approved in the amount of $9,369.00. Staff is authorized to execute the proposal on behalf of the City. Adopted by the Council of the City of Lino Lakes this 25th day of April, 2016. 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: _____________________ Jeff Reinert, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk Infrastructure  Engineering  Planning  Construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 541-4800 Fax: 763 541-1700 April 6, 2016 Michael Grochala Community Development Director City of Lino Lakes 600 Town Center Pkwy Lino Lakes, MN 55014-1182 Re: Proposal to Provide Professional Engineering and Planning Services - Preparation of 2016 Regional Solicitation Grant Application and Supporting Documentation Main Street (CSAH 14)/Central Anoka County Regional Trail Segment Dear Mr. Grochala: WSB & Associates, Inc. is pleased to present this proposal to provide services as they relate to preparing an online Regional Solicitation funding application for the construction of a multi-use trail segment along Main Street (CSAH 14) in the City of Lino Lakes. This trail would also serve as an extension of the Central Anoka County Regional Trail. The information provided on the following pages includes our understanding of and approach to the application; a detailed work plan; a proposed schedule to complete the necessary work by July 15, 2016; a cost breakdown for completing the work; and the experience of key personnel identified to work on the grant. PROJECT UNDERSTANDING The City of Lino Lakes, in partnership with Anoka County, is seeking a proposal to prepare an online application for a multi-use trail along Main Street (CSAH 14) as part of the Metropolitan Council Regional Solicitation under the Multiuse Trails and Bicycle Facilities category. The proposed trail segment is approximately 1.7 miles in length and will extend from Lino Lakes Elementary to the I-35W overpass. Work on the grant will begin immediately upon authorization and will be completed prior to July 15, 2016, so that the city may officially submit the grant. As part of the project, WSB will be required to complete the following as a minimum:  Meet with City of Lino Lakes and Anoka County staff prior to beginning the application. This meeting will cover a number of items including: o Verifying WSB’s understanding of the project based on information contained in local, county and regional transportation and park plans o Discussing design considerations and challenges associated with property impacts, wetlands, and roadway crossing o Strategizing how to maximize trail project priority criteria scoring o Verifying the preferred year of construction Mr. Michael Grochala April 6, 2016 Page 2  Collect crash data and complete crash analyses to inform safety write-up.  Prepare one concept for the proposed trail segment. Concept design will be consistent with MnDOT and AASHTO design guidelines and standards.  Prepare cost estimate for the concept design.  Prepare an implementation schedule consistent with federal and regional requirements.  Register to be a user of the Metropolitan Council’s Regional Solicitation Grant Application System.  Complete the online application for the project under the Multiuse Trails and Bicycle Facilities application category. This will include: o Providing responses to all of the grant application questions o Providing mapping and other required attachments o Providing draft letters necessary from sponsor and partner agencies o Completing the project risk assessment o Completing the project information form o Completing the estimate of project costs form  Follow-up meeting with City of Lino Lakes and Anoka County staff to discuss draft application and trail concept (if needed). Drafts of the grant application will be provided to the City of Lino Lakes and Anoka County for review and feedback prior to its submission. WSB understands that the regional solicitation will be in the second round under its new on-line application process. Gaining access, setting up the project, and beginning the application requires close coordination with the applicant (local agency) and Metropolitan Council staff. Once the Metropolitan Council opens the application process (May 18th), provides access to the site for WSB and city staff, and city staff has opened the application, WSB will immediately get to work on the required maps and application questions using the required online mapping tools and forms. PROJECT APPROACH WSB understands the time constraints that local agencies have in preparing grant applications while simultaneously trying to wrap up construction and design projects for the year. WSB staff will fill the void that exists due to current workloads. WSB will begin the application process upon authorization to ensure that as much time as possible is built into the schedule to allow city and county staff to review and provide input on the concept development, cost estimate, and funding application. Our staff is familiar with the application process and can quickly prepare the necessary maps and fill in the appropriate sections of the grant application. We will coordinate with city and county staff to complete all required information. Mr. Michael Grochala April 6, 2016 Page 3 As a project kick-off, Jack Corkle – WSB’s proposed project manager, will set up a meeting with the city, county, herself, Andy Hingeveld (transportation planner/grant writer), and Tanya Gytri (design engineer) to discuss the proposed Main Street (CSAH 14)/Central Anoka County Regional Trail segment. The meeting will be used to gather what information has been prepared to date, discuss general trail design parameters with relation to the adjacent roadway, what coordination has occurred with stakeholders or supporting agencies and what known constraints need to be avoided/worked around. From there, WSB’s designers will begin working on the proposed trail project and provide one draft concept for the city and county to review. While the concept is being developed, Andy and Jack will begin work on the application questions and required mapping. Technical staff will begin data collection on crashes along the corridor. Jack will work with city and county staff to establish check in points for review and comment on different elements of the application and concept. If needed, one more meeting will be held during the process to discuss any comments face to face. Additional review can occur via conference call or through e-mail. WORK PLAN AND DELIVERABLES The following describes WSB’s work plan and deliverables for the Main Street (CSAH 14)/Central Anoka County Regional Trail solicitation application. Task 1 – Project Management and Coordination Jack will ensure that internal WSB staff is coordinated in its tasks to produce the regional solicitation application. Jack will work closely with Andy and Tanya to ensure that the primary elements of the applications are produced and are of high quality. Jack will review the final application text and provide local context based on her familiarity with the project area. Jack will also serve as the primary point of contact for the city and county. She will check in weekly via telephone and/or e-mail to provide updates. Jack will monitor work tasks, schedule and the project budget. Deliverables: Weekly updates, monthly invoice Task 2 – Meetings To best understand the needs of the city and county; the scope of the project and to develop a concept that meets county expectations, Jack, Andy and Tanya will visit the project site. This will provide a better understanding of existing conditions and help inform development of the concept. It will also be used to identify potential safety problems. Along with the site visit, WSB will meet with key city and county staff to discuss data needs, identify issues and concerns along the corridor, talk through potential alternatives and discuss funding availability for construction of the project. Mr. Michael Grochala April 6, 2016 Page 4 If needed, a second meeting has been provided in the proposal. The second meeting with City of Lino Lakes, Anoka County, and WSB staff is proposed to review the initial draft concept and cost estimate, discuss potential modifications, potential construction challenges and any other comments from the city and county. In addition, a draft of the application will also be reviewed for comment. Future revisions to the trail concept will be discussed via e-mail/telephone. Deliverables: Agendas, meeting materials Task 3 – Data Collection WSB will collect data to complete the application. Data collection will include, at a minimum, traffic volumes, crash data, existing studies and plans, aerials, topographic and other GIS layers from the city and/or county. In addition, a request will be made to SHPO on the potential for historic properties. Deliverables: data will be used to develop required attachments, complete safety analyses, develop concept layout, address risk checklist and answer questions within the application. Task 4 – Concept Development and Cost Estimate Tanya will develop the trail concept and cost estimate for the project. As described in Task 2, WSB will conduct a site visit to take photographs of existing conditions and identify potential problem areas. WSB will use the site visit, along with information collected from previous tasks, to develop one preliminary concept. Once the preliminary concept is developed it will be submitted to city and county staff. If needed, WSB proposes a second meeting with key city and county staff to review the draft concept and identify potential changes and/or discuss why certain design elements were incorporated. Feedback will be used to further refine the concept and cost estimate. The revised concept will be submitted back to the city and county for final approval. Once acceptable, the concept will be incorporated into the application. As part of this task, Tanya will coordinate with city and county staff as needed to ensure consistency with local preferences and to verify anything that is questionable. Hard copies and electronic copies of the concept and cost estimate will be provided to the city and county. Deliverables: draft concept and cost estimate, final concept and cost estimate, electronic design files for concept and cost Task 5 – Technical Analyses Crash data collected in Task 3 will be used to determine existing safety problems and to identify the most appropriate safety solutions. Crashes involving bicyclists and/or pedestrians will be explored in more detail. The MnDOT data will be compared against crash reduction factors to improve safety. This will be documented in the application. Deliverables: crash data and results of crash analysis Mr. Michael Grochala April 6, 2016 Page 5 Task 6 – Application Andy and Jack will complete the application requested by the city and county. This task includes answering all of the questions in the regional solicitation form, preparing all of the required maps and assembling all of the application materials and required attachments. A draft copy of the maps and application will be provided to the city and county for review and comment. Comments from the city and county will be incorporated into the final submission. This task assumes that the city will open the online application once Metropolitan Council staff has granted authorization and that the city will submit the final application. Deliverables: draft application, final application, required attachments Mr. Michael Grochala April 6, 2016 Page 6 SCHEDULE The team proposed to complete the grant application is available to meet the deadlines outlined in this proposal as well as to provide review time for city and county staff. A draft schedule has been prepared that shows key work tasks and review time. Work Task April May June July 1-15 1. Project Management/Coordination Internal WSB coordination and coordination with City of Lino Lakes and Anoka County 2. Meetings WSB site visit and kick-off meeting with the city and county Concept review with city and county (if needed) 3. Data Collection City and county provide topo and other design information City and county provide any relevant studies WSB collect crash data WSB collects any additional supplemental information 4. Concept Development WSB develops draft concept Draft concept and cost estimate provided to city and county for initial review WSB revises preferred concept and cost Updated concept and cost provided to city and county 5. Technical Analyses Safety 6. Application WSB develops draft application Draft application - including maps - submitted to city and county for initial review WSB revises application Final application provided to city and county Mr. Michael Grochala April 6, 2016 Page 7 PROPOSED FEE WSB will complete the proposed application for a fee of $9,369. Project Sr.Sr.Engineer Total Task Description Manager Engineer Planner Hours Cost 1.0 Project Management/Coordination 1.1 Internal WSB coordination and coordination with City of Lino Lakes and Anoka County 2 2 4 530.00$ 2.0 Meetings 2.1 WSB site visit and kick-off meeting with city and county staff 4 4 4 12 1,608.00$ 2.2 Meeting to review draft concepts, costs and application with city and county (if needed)3 3 6 795.00$ 3.0 Data Collection 3.1 Collect GIS, topo, plans, etc. from city and county 3 3 354.00$ 3.2 Collect crash data 1 1 118.00$ 3.3 SHPO information/letter 1 1 118.00$ 4.0 Concept Development and Cost Estimates 4.1 WSB develops one concept and cost estimate 8 10 18 2,076.00$ 4.2 WSB revises preferred concept and updates cost estimate 2 2 4 470.00$ 5.0 Technical Analyses 5.1 WSB prepares safety analysis based on crash history 2 2 196.00$ 6.0 Prepare Application 6.1 WSB prepares draft application - assumes project description, maps, required attachments, answers to questions in application 3 16 4 23 2,721.00$ 6.2 WSB updates application based on city and county comments 1 2 3 383.00$ Total Hours 13 14 32 18 77 Hourly Costs $147.00 $137.00 $118.00 $98.00 Fee $1,911.00 $1,918.00 $3,776.00 $1,764.00 $9,369.00 City of Lino Lakes & Anoka County Regional Solicitation for the Main Street (CSAH 14)/Central Anoka County Regional Trail Detailed Cost Breakdown of Tasks Mr. Michael Grochala April 6, 2016 Page 8 KEY STAFF EXPERIENCE WSB’s success in securing funding for its clients is a result of the staff leading grant and funding efforts. WSB has identified Jack Corkle as the project manager of the grant application. Jack will be supported by a team of planners and engineers that have worked in the past on successful applications. Team members include:  Jack Corkle – Project Manager and grant reviewer  Andy Hingeveld – Sr. Transportation Planner – grant writing and mapping  Tanya Gytri – Design Engineer for concept development and cost estimate Jack Corkle, PTP, AICP – Project Manager and Grant Reviewer Jack Corkle will be WSB’s project manager and serve as a grant reviewer. Jack has more than 17 years of experience in a wide variety of planning and transportation projects. She has been writing local, regional, state and federal grant applications for roadway and trail projects since 2001 and has secured approximately $100 million dollars in funding for her clients or the agency (Anoka County) she has worked for. Jack has played a wide variety of roles in the grant process, from preparing grants from start to finish, to completing technically analyses and writing, to reviewing and guiding the development of grants written by others and to coordinating with multiple agencies to ensure that everyone agrees on what the project includes and what funding resources should be pursued. As project manager, Jack will ensure that deliverables are produced in a timely manner, that the quality of work meets city and county expectations, and that team members are working closely with one another. Jack understands what the City of Lino Lakes and Anoka County need for deliverables, and will work with Andy to ensure the local context is provided in the application. Andy Hingeveld, AICP – Primary Grant Writer and Grant Mapping Andy will serve as the lead grant writer and complete the required mapping for the application. Andy is a Senior Transportation Planner with over ten years of experience. Andy’s background covers multiple planning areas including land use and parks and trails, and transportation. This broad background has helped him utilize a comprehensive approach in identifying potential impacts and resolving issues throughout the course of a project. His responsibilities have included project management, public involvement, grant writing, environmental documentation, and transportation planning. Prior to joining WSB, Andy served as a Senior Planner for the Scott County Highway Department. While working at Scott County, Andy successfully prepared applications through the past three rounds of the Regional Solicitation, including a four-mile trail project in the city of Shakopee and a new interchange on US Highway 169 at Trunk Highway 41/CSAH 78. Along with these efforts, Andy has participated in the Metropolitan Council Regional Solicitation scoring committee process, so he understands what information is important to reviewers. Mr. Michael Grochala April 6, 2016 Page 9 Tanya Gytri, PE – Design Engineer Tanya will be responsible for preparing the trail concept layout for the project. Tanya is WSB’s primary designer for trail projects. She has completed projects for a number of agencies, including Three Rivers Park District and Dakota County. She has a thorough understanding of what level of effort is needed to determine appropriate cost estimates, extent of project impacts and project feasibility. Tanya will be responsible for identifying the concept and overseeing its development. She will also review the project cost estimate to ensure that the appropriate components are accounted for. Tanya understands what data is needed in order to develop the sketch to a reasonable level for application purposes without developing concepts that are infeasible when time to fully design them occurs. Thank you for the opportunity to be of service to you. Please feel free to contact me at 763- 231-4871 with any questions or comments. Sincerely, WSB & Associates, Inc. Jacqueline Corkle, AICP, PTP Sr. Transportation Planner