HomeMy WebLinkAbout04-23-2018 Council Meeting PacketUpdated 4/20/2018
CITY COUNCIL AGENDA
Monday, April 23, 2018
***********
6:30 p.m.
(Broadcast live: http://northmetrotv.com/local-
meetings/lino-lakes/)
City Council: Mayor Reinert, Councilmembers Maher, Manthey, Rafferty and Stoesz
City Administrator: Jeff Karlson
COUNCIL WORK SESSION, 5:30 P.M.
Community Room (not televised)
1. Update - Accounting Clerk/Utility Billing Position
2. Review Regular Agenda
BOARD OF APPEAL, 6:00 P.M.
Council Chambers
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
SPECIAL PRESENTATION
Proclamation – Month of April, Military Child Month
Jesse & Reese McElmury, family of Sgt. Ashley McElmury
1. CONSENT AGENDA
A) Consideration of Expenditures:
i) April 23, 2018 (Check No. 107980 through 108050) in the
amount of $338,886.31.
B) Consider approval of April 2, 2018 Council Work Session Minutes
C) Consider approval of April 9, 2018 Council Minutes
2. FINANCE DEPARTMENT REPORT
A) Consider Resolution No. 18-45, Calling a Public Hearing for the Purpose of
Providing Host Approval for the Issuance of a Revenue Note by the City of
Columbia Heights
Council Agenda -2- April 23, 2018
3. ADMINISTRATION DEPARTMENT REPORT
A) Consider Appointment of Public Safety Captain
B) Consider Appointment of Paid On-Call District Fire Chief
C) Consider Appointment of Community Development Intern
4. PUBLIC SAFETY DEPARTMENT REPORT
No report
5. PUBLIC SERVICES DEPARTMENT REPORT
No report
6. COMMUNITY DEVELOPMENT REPORT
A) Consider Resolution No. 18-43, Accepting bids, Awarding a Construction
Contract, and Approving Construction Services Contract with WSB & Associates,
2018 Mill and Overlay Project, Diane Hankee
B) Consider Resolution No. 18-44, Approving Joint Powers Agreement Sanitary
Sewer and Watermain Service Agreement in the Cities of Lino Lakes and
Shoreview, 465 Ash Street, Diane Hankee
7. UNFINISHED BUSINESS
None
8. NEW BUSINESS
None
Adjournment
Community Calendar – A Look Ahead
April 23, 2018 through May 7, 2018
Wednesday, April 25 6:30 pm, Council Chambers Environmental Board
Thursday, May 3 8:00 am, Community Room EDAC
Monday, May 7 6:00 pm, Community Room Park Board
Monday, May 7 6:30 pm, Community Room Council Work Session
WS – Item 1
WORK SESSION STAFF REPORT
Work Session Item No. 1
Date: April 23, 2018
To: City Council
From: Sarah Cotton, Finance Director
Re: Update – Accounting Clerk/Utility Billing
Background
At the April 9, 2018 City Council Meeting, the City Council discussed the vacant
Accounting Clerk/Utility Billing position in the Finance Department. Staff received
direction from the City Council related to looking into outsourcing portions of the Utility
Billing function, in addition to providing a monthly billing in order to better serve
residents.
Councilmember Stoesz further requested that staff look into automating the mundane
tasks related to the Utility Billing Clerk role by utilizing the services of a third party
vendor (i.e. outsourcing the printing/mailing of statements and processing of payments-
lockbox services).
Staff sent out a request to the Finance ListServe in attempt to understand what other cities
are doing in terms of outsourcing the utility billing function as a whole or in part. Many
cities are outsourcing the printing and mailing of utility bills and the processing of
payments utilizing various vendors.
Staff currently spends 4-6 hours each month printing, stuffing, and mailing utility
statements. The hardware used to accomplish this task was replaced in 2016.
The bulk of the manual cash receipting related to the utility billing function is performed
by the Office Specialist role in the Finance Department. Payments are received via drop
box, mail, and bill pay checks. Staff estimates that about 30% of payments received on a
monthly basis are processed utilizing autopay or web-based payment solutions. These
payments automatically interface with the finance software. Staff has previously reached
out to Springbrook support regarding the import options available for cash receipting.
Due to being on the cloud, we were told that customization was limited. Staff contacted
Springbrook again to find out more information regarding the configurable import
options that may be available to streamline cash receipting (i.e. Permit Works and
lockbox payment processing import files). Due to the import being a premium feature of
the Springbrook software, staff is waiting for a response from the sales team.
Staff met with representatives from US Bank on Friday regarding options that may be
available to further automate payment processing. If the council directs staff to continue
investigating these options, staff would suggest a formal RFP/Quote process.
Residents currently receive a quarterly statement for water/sewer services. Council
expressed interest in a monthly billing in order to better serve the customer. Staff spent
some time researching options that would be available in order to provide residents with
more timely usage information. We feel that there are certainly options available to
accommodate this interest; however, a change in the billing period wouldn’t necessarily
be required.
Staff met with City of Shoreview staff to learn about the “Know Your Flow” water
conservation program implemented in 2016 utilizing WaterSmart. Customers receive
periodic reports or can access information via a customer portal. In order to
accommodate the needs of the program, Shoreview changed from a quarterly read/bill
schedule to a monthly read/quarterly bill schedule. Monthly readings are populated in the
WaterSmart software and are utilized to compare a customer’s usage against their peer
group and provide water conservation advice.
In order to understand how we might accommodate such a program, staff also met with
representatives from our current water meter supplier. Water meter reads are currently
obtained via radio read technology. One-third of customer accounts are read each month.
In order to facilitate the needs of a water conservation program, the ability to collect and
analyze reads more frequently then quarterly will be necessary. Staff obtained some
preliminary information regarding the modifications to our current system that would be
needed (i.e. FixedNet Stations, FlexNet Communication, MXU Change-Out, etc.) Again,
if council directs staff to continue investigating these options, staff would suggest a
formal RFP/Quote process.
Staff is prepared to discuss these findings and how they may impact the Accounting
Clerk/Utility Billing role at the work session.
Attachments
April 9, 2018 Staff Report
Requested Council Direction
Staff is seeking approval to move forward with filling the Accounting Clerk/Utility
Billing position.
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Proclamation
WHEREAS, thousands of brave Minnesotans and many of our own Lino Lakes’ residents have
demonstrated courage and a commitment to freedom by serving in the Armed Forces of the
United States of America in active duty posts around the world; and,
WHEREAS, more than 40 percent of military personnel have children who are left behind
during deployment; and
WHEREAS, thousands of children in Minnesota have at least one parent currently serving in
active military; and
WHEREAS, it is fitting that we recognize and honor their sacrifices, celebrate their spirit, and
let our men and women in uniform know that while they are taking care of us, we are taking
care of their children; and
WHEREAS, when parents serve in the military, their children serve too. By recognizing
Military Child Month, we pay tribute to military children for their commitment, sacrifice and
their unconditional support for our troops;
NOW THEREFORE, BE IT RESOLVED that I, Jeff Reinert, Mayor of the City of Lino
Lakes, do hereby recognize the month of April as
MILITARY CHILD MONTH
and encourage all citizens of the City to join the City Council in honoring military children and
families.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the
City of Lino Lakes to be affixed.
Adopted by the Lino Lakes City Council on April 23, 2018.
_______________________________
Jeff Reinert, Mayor
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
1
CITY OF LINO LAKES 1
MINUTES 2
3
DATE : April 2, 2018 4
TIME STARTED : 6:00 p.m. 5
TIME ENDED : 9:05 p.m. 6
MEMBERS PRESENT : Council Member Rafferty, Maher, 7
Manthey, Stoesz and Mayor Reinert 8
MEMBERS ABSENT : None 9
10
Staff members present: City Administrator Jeff Karlson; Public Safety Director John 11
Swenson; Community Development Director Michael Grochala; Finance Director Sarah 12
Cotton; Public Services Director Rick DeGardner; City Planner Katie Larsen. 13
14
1. Anoka County Assessor – Preview for Board of Appeal and Equalization – 15
Alex Guggenberger, Anoka County Assessor, and Scott Schutz, Anoka County 16
Residential Appraiser) reported. Mr. Guggenberger first noted the shortened board book 17
provided in the council packet, condensed to make it more usable. He went through the 18
board process, which normally starts with contact from a property tax payer. The 19
information in the board report was reviewed: 20
- residential property added; 21
- quintile map; 22
- values have risen with total valuation about up to the point of decline; 23
- averages compared with other cities in the county; 24
- valuation growth compared to expectations; 25
The board meeting will be held on April 23, 2018 beginning at 6:00 p.m. 26
27
2. Consideration of 2018 Environmental Board Goals – Environmental 28
Coordinator Asleson introduced Environmental Board Member Liz Kaufenberg. Ms. 29
Kaufenberg thanked the council for the city’s dedication to environmental goals. She 30
highlighted some of the goals being presented by the Board: 31
32
- curbside foodwaste pickup; 33
- Emerald Ash Borer Implementation Plan; Replacement plan that will include attention 34
to tree variety. Coordinator Asleson added that he is mixing up the replacement trees by 35
neighborhood/street rather than within streets. Staff directed to work with neighborhoods 36
on their goals for replacement; 37
- Continue work on Woolens Park; 38
- Expand intern program to identify trees to be removed; important and can’t be done 39
cheaper than with summer interns; 40
- Citywide process to fund wetland banking (mayor questioned if that is environmental or 41
perhaps planning oriented); 42
43
Mayor Reinert remarked that the list of goals seems to be getting expanding each year. 44
He recalls the original charge to the board was to review development plans. He noted 45
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
2
inclusion of the Green Step program in the list of proposed goals and concerns that it not 46
on his agenda. With all the development considerations, he’d like to see the board 47
focusing on the environmental impact and recommendations regarding those situations. 48
49
Council Member Rafferty asked why the goals have to be a resolution; other advisory 50
boards don’t have goals approved by resolution. Mr. Asleson remarked on the history of 51
that process. 52
53
Staff will continue discussion with the Board and return to the council on the matter. 54
55
Council Member Stoesz added that the social media goal should include notation that the 56
media will be through city staff only. He also noted that there is a City social media 57
policy forthcoming that could impact that as well. 58
59
Mayor Reinert added that the council has previously directed staff to put together an 60
overall environmental assessment (inventory) so that staff’s work and knowledge is put to 61
writing for the future. 62
63
3. Consideration of 2018 Anoka County Recycling Agreements 64
65
4. Safe Ride Home Program – Director Swenson reviewed his report proposing 66
that the City participate in a program that provides a ride home to impaired individuals 67
requesting the service. This would be a part of the Public Safety Department’s efforts to 68
reduce the number of impaired drivers on the community roads. He reviewed the 69
experience and expertise of the firm that would provide the services, Drink & Drive 70
Intelligently. If the City does participate, drinking establishments in the city would be 71
informed. Staff also proposes that a coupon be made available that would reduce the fare 72
by $10 and that cost be funded through the forfeiture budget. The idea of instituting this 73
came out of looking at what’s done successfully already to curb impaired driving and 74
thinking about what more could be done. 75
76
No official approval of the council is required but staff is looking for feedback. 77
78
The mayor noted his support for the idea. 79
80
Council Member Stoesz asked how much money is in the forfeiture fund. Director 81
Swenson said about $47,000 currently but there is a lot of in and out. Council Member 82
Stoesz said he’d like any coupon to state clearly that no general fund money is used for 83
the services. 84
85
Council Member Manthey asked if the on-sale businesses in the city have had input and 86
Director Swenson said no. 87
88
Council Member Rafferty asked for more information on liability and if there is a 89
company website. 90
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
3
91
Council Member Stoesz asked for confirmation that a person who is impaired can legally 92
enter a contract. 93
94
The council concurred that the program should proceed and they would like an update in 95
the future. 96
97
5. Purchasing Card System- Director Cotton reviewed her written report. She 98
has provided detail on the city’s current purchasing card program. The program is 99
connected to a contract between the State of Minnesota and US Bank. The user manual 100
for the program was included in her staff report. She pointed out that there are currently 101
eighteen cards utilized for the city. Staff has been made aware of the potential of 102
expanding the program and she remarked that she had emailed more information on the 103
subject. 104
105
Director Cotton discussed risks with the council. Multiple payments is a possibility if an 106
invoice is submitted and the card bill is paid. There is a convenience to having the cards. 107
108
Mayor Reinert asked for a best practices recommendation. Ms. Cotton said this probably 109
is best practice. She added that the cards are held only by employees with purchasing 110
authority. 111
112
Council Member Stoesz suggested that there could be an incentive for payment if the card 113
is connected to the individual’s credit. Ms. Cotton said the city cannot tie personal 114
liability to an employee under this program. 115
116
Council Member Manthey said in his private sector position he has to provide receipts 117
and doesn’t have a card. He’s fearful with so many cards out there that are attached to the 118
city there could be some liability to the city (in getting correct purchases and receipts). 119
120
Ms. Cotton stated that she doesn’t have a problem with the eighteen persons holding 121
cards. She added that the card balance is paid every month with the receipts in place. 122
123
The council requested that staff continue to review the process and policy for 124
improvement. 125
126
Mayor Reinert remarked, off topic, that automotive parts purchasing sometimes includes 127
rebates or incentives. The city should audit or investigate its operations in regard to that. 128
Council Member Rafferty asked for a future update. 129
130
6. Technology Upgrades – Director Cotton reviewed her written report regarding 131
the council’s discussion of the process for replacement of council electronic devices 132
(tablets/laptops). She reviewed the results she gathered from looking at the practices of 133
other cities. The information is provided for council discussion. 134
135
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
4
Mayor Reinert and Council Member Maher concurred that they thought the council had 136
decided on the $2,400 stipend when this was discussion in February. 137
138
Council Member Manthey suggested that $2,400 would be excessive for his needs. He’d 139
be more comfortable with $1,000 per term. The bottom line is that he’s okay with going 140
with less funding. 141
142
Council Member Stoesz noted that enterprise grade equipment is nice (i.e. Surface Pro) 143
and good software can be very helpful in working. Having a number there doesn’t mean 144
that it all has to be spent. Director Cotton clarified that there is a need to put the whole 145
amount out as a stipend for accounting purposes. 146
147
There was recognition that everyone may use the equipment differently. 148
149
Mayor Reinert remarked that he sees the number is a little high but he thinks that $500 a 150
year is reasonable. 151
152
Director Cotton remarked that several council members are still within their range of 153
depreciation and would have to sacrifice their current device (for reallocation to staff) in 154
order to purchase anything new. Mayor Reinert pointed out the changes in policy in the 155
past and how needs may change. 156
157
The council concurred on the $500 stipend annually. 158
159
Council Member Stoesz reported on his investigation on website improvement. There 160
are basically two companies. He noted the cost of about $4,000 per year to update the 161
current site. He feels the website should be a priority because it is “the front door” to the 162
City. He suggests a subcommittee that would work on website improvements. 163
164
Mayor Reinert suggested keeping an open mind about companies that could provide 165
services. There are a lot of services out there. 166
167
Administrator Karlson explained his investigation of Council Member Stoesz’s 168
suggestion. He has heard about an update by the current contractor that is fairly 169
reasonable in cost and provides better services especially for use by different devices. He 170
can see the benefit to a change. 171
172
Council Member Stoesz would like to take a closer look at the proposal and funding 173
possibilities. 174
175
Council Member Stoesz will work with staff and report back. He will also investigate 176
longer term the idea of making the City email address more compact and usable. 177
178
7. Rice Lake Elementary Playground Equipment Project Follow-Up – Public 179
Services Director DeGardner recalled the council’s previous consideration of the matter 180
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
5
of designating park dedication funds from the St. Clair Estates development. Staff is 181
looking for further direction. 182
183
Mayor Reinert remarked that nearby Shenandoah Park hasn’t been updated for many 184
years so there is a need there. He is not in favor of the funds going to the school facilities. 185
As he has mentioned previously, the school district has a huge budget for their facilities. 186
187
Council Member Manthey asked about where the park dedication funds would go if not 188
to the school? Mayor Reinert said it could go toward improvements at Shenandoah Park. 189
190
Jeremy Stimpson, area resident, told the council that many people can’t access 191
Shenandoah Park without going across Birch Street. As a parent in the area, he can state 192
that he uses the Rice Lake Elementary facilities. He doesn’t believe Shenandoah would 193
serve the St. Clair Estates development very well. He’s surprised and maybe 194
disappointed when the same voices that said a new park wasn’t needed in his 195
neighborhood (because of the school facilities) now say that the school playground 196
improvements aren’t necessary. He sees the benefit of collaboration and getting more by 197
joining resources. 198
199
Mayor Reinert remarked that the school district just spent $44 million on improvements 200
but didn’t buy a swingset for this school. 201
202
Council Member Manthey said he isn’t comfortable putting that neighborhood’s park 203
funds into Shenandoah Park because of access concerns. If there was property within the 204
developing neighborhood, that would be best, but that isn’t possible. He realizes that the 205
school has not been helpful to the city but he sees that residents of the area seem to want 206
to use the Rice Lake Elementary facilities. 207
208
Council Member Maher argued that the safety concern is real in her opinion. She 209
doesn’t see Shenandoah as a possibility. 210
211
Residents present in the audience explained that they had spoken with the school district 212
board. They heard that there is not funds for park improvements at Rice Lake 213
Elementary school. They spoke about how much the Rice Lake playground facility is 214
used and not just during the school day. They feel improvements would benefit the entire 215
Lino Lakes community. The improvements are not just swing sets but important 216
improvements for accessibility. They hoped this would be a good partnership possibility 217
along with the other partnerships they are seeking. Further the school district did not 218
reach out to them suggesting a collaboration; they actually heard about this from city 219
staff. 220
221
Council Member Stoesz noted a map he has seen that indicates what parks serve what 222
areas. He has seen that Shenandoah serves a great many houses. 223
224
Council Member Manthey remarked that since the funds would come from the St. Clair 225
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
6
Estates owners, perhaps the funds should go where that neighborhood prefers. 226
227
Council Member Rafferty remarked that the school board needs to open up to hearing this 228
matter. He’s not big on the idea unless the school board jumps in. He suggests that 229
residents use the same effort to get the school district to sign on for something. He 230
acknowledges that parents have come and he honors that; parents are speaking for their 231
children. 232
233
Mayor Reinert concurred that, considering the size of the city’s budget and the amount 234
that could be spent, it would be a better fit for him if there was funding from the district 235
included. He will reach out to Brian Dietz (School District Superintendent) and seek 236
information on this matter. 237
238
8. Blue Heron Days, Craft Beer Stand at Lino Park – City Clerk Bartell 239
introduced the subject matter and Megan, manager of the Tavern on Main. Megan 240
explained the concept that they have discussed with Brian Hronski, city staff member 241
who organizes the festival. They would add a food and craft beer element to the Lino 242
Park activities. She pointed out that this would be during limited hours with trained staff 243
and it would be an increase in food selection. 244
245
Council Member Stoesz remarked that something that would bring more persons to the 246
business expo would be good. 247
248
Public Safety Director Swenson was asked for his opinion. There have been no 249
problems from the event in the park to this point; he doesn’t think craft beer is a problem 250
but time of day is important and no excessive noise is crucial. He would be concerned 251
with the addition of too alcohol serving situations. 252
253
Council Member Manthey recalled his experience with the festival. The park scene is 254
really mostly children. In light he suggests the area of service should be limited. 255
256
City staff will report back at the next work session with more information on 2018 257
festival plans and how this new attraction would fit into those plans. 258
259
9. Council Updates on Boards/Commissions, City Council – There was no report. 260
261
10. Monthly Progress Report- Administrator Karlson reported: 262
263
- White Bear Lake lawsuit is headed to the Supreme Court; Community 264
Development Director Grochala added information about a bill under 265
consideration by the Legislature that would impact implementation of water 266
restrictions; staff will provide information to the council for individual 267
consideration; 268
- Parks and Trails Management Plan – The council would like an update at the 269
next council work session. 270
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
7
271
11. Birch Park Playground Project Proposal – Director DeGardner reported that 272
the Park Board’s recommendations for 2018 Parks and Trails capital projects will be 273
provided to the council at next month’s work session. Included is a recommendation to 274
utilize parks and trails funds in part for this project. The concept is to relocate the 275
playground area as well as improve the facilities. At this point, staff is recommending a 276
contract (within the NGPA perimeters) to provide design and construction services. 277
278
Mayor Reinert remarked that there’s no plan or cost noted. The estimate is $30,000 for 279
incidental (relocation) and $60,000 for playground construction. Mr. DeGardner noted 280
the process proposed through this contractor is newer but it will provide the city with 281
more control of the finished product. This would also be a great opportunity to use the 282
Saddle Club park dedication funds and that will be the recommendation of the Park Board 283
as well. 284
285
Council Member Stoesz confirmed that the design couldn’t be used for construction 286
services through another vendor. 287
288
Off topic, Mayor Reinert asked staff to report back on Stoneybrook remaining park funds 289
in conjunction with the concept of adding a parking lot the athletic complex land. 290
Director DeGardner noted that the city’s engineering firm is looking at the matter 291
currently and he plans to report that information to the council. 292
293
12. Review Regular Agenda – The agenda was reviewed and there were no changes. 294
295
Item 3A, Consider Increasing Building Inspection Temporary Support Staff Budget – The 296
request is based on the number of permit inspections outstanding as well as permits 297
anticipated. 298
299
Item 6A, Consider Resolution 18-28 Request for an Advance from the Municipal State 300
Aid Street Fund – The city would request its MSA funding (that is already committed to 301
interchange projects) but that is available for advance; those funds would then be held by 302
the city rather than the state (with interest income to the city). 303
304
Item 6B, Consider Resolution No. 18-35 Approving Preliminary Plat for Main Street 305
Shoppes 2nd Addition – A new parcel to be platted for a commercial development. 306
Pedestrian connectivity to the existing trail is being called for by staff. 307
308
Item 6C, Consider Resolution No. 18-36 Approving Conditional Use Permits for 309
Contractor Shop and Office for Distinctive Elements Tile & Design (Lot 1, Block 2, 310
Apollo Business Park No. 2) – A proposal to develop a facility for tile and design work. 311
The proposed site was reviewed. 312
313
Item 6D, RCWD Stormwater Remediation Cost Share Grant: i) Consider Resolution No. 314
18-38, Approving Cost Share Agreement with RCWD, LaMotte Neighborhood 315
CITY COUNCIL WORK SESSION April 2, 2018
DRAFT
8
Biofilitration Basin; ii) Consider Resolution No. 18-39, Approving Cost Share 316
Agreement with RCWD, West Shadow Lake Drive Sanitary Extension – This relates to 317
storm water pond improvements and grant funds to be received in conjunction with the 318
road reconstruction projects. 319
320
Item 6E, Consider Resolution No. 18-40, Authorizing Appraisal Report, NE Area 321
Drainage Improvements – The city’s engineering firm, WSB & Associates, has proposed 322
to provide these services. This is not a proposal to acquire property but to plan for 323
financing. 324
325
Item 6F, Consider Resolution No. 18-41, Approving Escrow Agreement, Individual 326
Subsurface Treatment System Compliance, 465 Ash Street – This is a security to be 327
provided so the city can assist with plans for this property to hook up. 328
329
13. Adjourn 330
331
The meeting was adjourned at 9:05 p.m. 332
333
These minutes were considered, corrected and approved at the regular Council meeting held on 334
April 23, 2018. 335
336
337
338
339
Julianne Bartell, City Clerk Jeff Reinert, Mayor 340
341
COUNCIL MINUTES April 9, 2018
DRAFT
1
CITY OF LINO LAKES 1
MINUTES 2
3
DATE : April 9, 2018 4
TIME STARTED : 6:30 p.m. 5
TIME ENDED : 7:45 p.m. 6
MEMBERS PRESENT : Council Member Rafferty, Maher, 7
Stoesz and Mayor Reinert 8
MEMBERS ABSENT : Council Member Manthey 9
10
Staff members present: City Administrator Jeff Karlson; Community Development Director Michael 11
Grochala; Finance Director Sarah Cotton; Human Resources Manager Karissa Bartholomew; City 12
Engineer Diane Hankee; City Planner Katie Larsen; Public Services Director Rick DeGardner; 13
Director of Public Safety John Swenson; and City Clerk Julie Bartell 14
15
PUBLIC COMMENT 16
17
No one was present to address the council regarding a matter not on the agenda. 18
19
SETTING THE AGENDA 20
21
The agenda was approved as presented. 22
23
CONSENT AGENDA 24
25
Council Member Stoesz moved to approve the Consent Agenda, Items 1A through 1D, as presented. 26
Council Member Maher seconded the motion. Motion carried on a voice vote. 27
28
ITEM ACTION 29
30
Consideration of Expenditures: 31
32
April 9, 2018 (Check No. 107902 – 33
107979, $161,703.43) Approved 34
35
Consider Resolution No. 18-37, Extension of 36
Time for Recording Final Plat of SS Properties Addn Approved 37
38
March 26, 2018 Work Session Minutes Approved 39
40
March 26, 2018 City Council Meeting Minutes Approved 41
42
FINANCE DEPARTMENT REPORT 43
44
COUNCIL MINUTES April 9, 2018
DRAFT
2
3A) Accounting Clerk/Utility Billing Position – Finance Director Cotton reviewed her written 45
report outlining an open Accounting Clerk/Utility Billing position and the duties assigned to it. The 46
matter of filling this position is before the council as requested. 47
48
Mayor Reinert noted that discussion on this position may have been more appropriate at the work 49
session but it is on the council agenda along with two other positions being filled. He asked the 50
administrator to review all. 51
52
Administrator Karlson explained that there is a need to fill the Utility Billing position as soon as 53
possible so he added the matter to the council agenda rather than the work session. There is an 54
urgency since the Finance Officer is filling in and she has other pressing duties. 55
56
Council Member Stoesz remarked that the report indicates that the City is understaffed in the duties. 57
Perhaps the process (utility bills) could be streamlined; maybe outsourcing parts of it should be 58
considered. He also wonders if moving to a monthly cycle would be possible because that would 59
better serve the customers. He would like to see if the position could be restructured. 60
61
Council Member Rafferty noted the other personnel (hiring) items on the agenda. It seems that more 62
discussion is merited and a work session environment would be best. While he sees there is a closing 63
date for this position, it may be that the hiring process can wait for further discussion. The council 64
wants to fully understand the situation. 65
66
Mayor Reinert said the situation could possibly have been brought to the council in a proactive 67
manner rather than the reactive way it is coming forward now. Administrator Karlson remarked that 68
that would be a change from the established process. Mayor Reinert responded that it could just be a 69
matter of the council receiving information before the request to hire comes forward. 70
71
Council Member Rafferty concurred that it could be a matter of communication. There are position 72
changes and the council may need a better understanding. 73
74
Council Member Maher asked if there are questions about the matter at hand, the Utility Billing 75
Clerk. Mayor Reinert said the question has been raised of possible outsourcing and questions like 76
that should be discussed. 77
78
Director Cotton expressed her feeling of urgency to have the position filled or move in another 79
direction. She is spending her time doing the duties of the job and she has other work to do. Mayor 80
Reinert explained that the council is reasonably asking for more information on these actions of 81
filling positions. Director Cotton said she did include information in two weekly updates. 82
83
Council Member Stoesz moved to look at seeing if the City can offer our residents a monthly utility 84
bill and what would need to change to make that happen, including outsourcing if necessary. 85
86
Mayor Reinert suggested that Council Member Stoesz should work with staff on the matter. He 87
recognizes that there is a sense of urgency on staff’s part to move forward so the timeline of reporting 88
at the next work session would be appropriate. 89
COUNCIL MINUTES April 9, 2018
DRAFT
3
90
Mayor Reinert suggested that the Administrator add to his progress report information on 91
employment changes. 92
93
Council Member Rafferty seconded the motion. Motion carried on a voice vote. Council Member 94
Maher voted no. 95
96
ADMINISTRATION DEPARTMENT REPORT 97
98
3A) Consider Increasing the Building Inspection Temporary Support Staff Budget – Human 99
Resources Manager Bartholomew reviewed the written report. An additional temporary position is 100
being requested based on outstanding and anticipated permit inspection needs. 101
102
Council Member Rafferty moved to approve the filling of the temporary position as recommended. 103
Council Member Maher seconded the motion. Motion carried on a voice vote. 104
105
3B) Consider Appointment of Utilities Maintenance Worker – Human Resources Manager 106
Bartholomew reviewed her written report recommending the hiring of Tim Paulno. She reviewed the 107
applicant’s qualifications and professional accredidations. The hourly rate of pay was reviewed as 108
well as the proposed starting date. 109
110
Director DeGardner was asked to review the position. He explained that the addition of this position 111
has been considered by staff for three or four years and now it has reached a point where day to day 112
responsibilities require this addition. The position was discussed as part of the 2018 budget and the 113
position was authorized. He mentioned the pending retirement of the Utility Supervisor that could 114
also have an impact how this division will be able to perform necessary functions. 115
116
Council Member Rafferty reiterated that it would be helpful to have more information ahead of the 117
hiring action being requested. 118
119
Council Member Maher moved to approve the hiring of Tim Paulno as recommended. Council 120
Member Stoesz seconded the motion. Motion carried on a voice vote. 121
122
3C) Consider Appointment of Administrative Assistant – Human Resources Manager 123
Bartholomew asked that the council approve the hiring of Kellie Smith. She explained how the 124
position became open, the candidate’s qualifications, the proposed salary step and hiring date. 125
126
Council Member Rafferty moved to approve the hiring of Kellie Smith as recommended. Council 127
Member Maher seconded the motion. Motion carried on a voice vote. 128
129
PUBLIC SAFETY DEPARTMENT REPORT 130
131
There was no report from the Public Safety Department. 132
133
134
COUNCIL MINUTES April 9, 2018
DRAFT
4
PUBLIC SERVICES DEPARTMENT REPORT 135
136
5A) Consider Resolution 18-42 Approving Contract with Northland Recreation Inc. for 137
Birch Park Playground Equipment – Public Services Director DeGardner read his written staff 138
report. Staff is requesting approval of a contract so that this playground project can proceed in 2018. 139
He noted the project will be included in the parks and capital projects recommendations that are 140
forthcoming from the City’s Park Board. He reviewed the need for new equipment and sensibility of 141
a new location within the park. Mr .DeGardner also reviewed the proposal to utilize the National 142
Joint Powers Alliance contracting process. 143
144
Council Member Stoesz asked what would happen to the old equipment and Mr. DeGardner said it 145
would be salvaged after having a reuse specialist look at it and hearing that it has no value. It will be 146
scrapped for materials value. Council Member Stoesz asked how staff anticipates the local residents 147
around the park will respond. Mr. DeGardner said he feels the residents are looking forward to the 148
improvement and he anticipates the contractor will provide more of a hands-on approach. 149
150
Council Member Rafferty recalled early discussions on park improvements and his discussion on 151
updating. At one point there was something called a Big Foot sled purchased and he wonders where 152
that was placed. Mr. DeGardner explained that that equipment was bought with insurance claim 153
funds and he wasn’t able to name the location. Council Member Rafferty asked how the Birch Park 154
new equipment will compare to the equipment installed at NorthPointe and Director DeGardner said 155
it will be very similar in size and cost. 156
157
Council Member Rafferty moved to approve Resolution No. 18-42 as presented. Council Member 158
Stoesz seconded the motion. Motion carried on a voice vote. 159
160
COMMUNITY DEVELOPMENT DEPARTMENT REPORT 161
162
6A) Consider Resolution 18-28 Request for an Advance from the Municipal State Aid Street 163
Fun – City Engineer Hankee explained that staff is recommending that the City seek an advance of state 164
aid funding. The funds would be received and held for interest by the City. The funds are mainly 165
already commited to projects generally debt service is payable on an annual basis. 166
167
Mayor Reinert suggested that the council would benefit from receiving more information on for what 168
and how these funds are pledged or not. He directed staff to report at the May work session. 169
170
Council Member Rafferty moved to approve Resolution No. 18-28 as presented. Council Member 171
Stoesz seconded the motion. Motion carried on a voice vote 172
173
6B) Consider Resolution No. 18-35 Approving Preliminary Plat for Main Street Shoppes 2nd 174
Addition – City Planner Larsen reviewed a PowerPoint presentation regarding the project, including 175
information on: 176
- Site location map; 177
- Zoning implications 178
- Suggested preliminary plat revision, including staff’s recommended changes; 179
COUNCIL MINUTES April 9, 2018
DRAFT
5
- Site plan review; 180
- Exterior Elevations; 181
- Resolution containing findings of fact on the preliminary plat; 182
- Planning & Zoning Board review. 183
184
Mayor Reinert asked if staff knows who will be coming in. Staff and the developer said they do not. 185
The mayor asked if there is any activity on the neighboring lots and staff said no. 186
187
Council Member Stoesz noted that the applicant brought up a common sense concern that it’s 188
premature to add the sidewalk given the amount of foot traffic at the area. He asked for 189
enlightenment on staff’s recommendation regarding that matter. Ms. Larsen explained that further 190
discussion with the applicant has brought forward the current sidewalk recommendation that she 191
believes is a compromise that is acceptable and appropriate. 192
193
Council Member Stoesz moved to approve Resolution No. 18-35 as presented. Council Member 194
Maher seconded the motion. Motion carried on a voice vote 195
196
6C) Consider Resolution No. 18-36 Approving Conditional Use Permits for Contractor Shop 197
and Office for Distinctive Elements Tile & Design (Lot 1, Block 2, Apollo Business Park No. 2) – 198
City Planner Larsen reviewed a PowerPoint presentation including: 199
- Background on applicant and construction proposal; 200
- Aerial map location; 201
- Zoning implications; 202
- Site Plan review; 203
- Exterior Elevation; 204
- Resolution request; 205
- Planning & Zoning Board review. 206
207
Council Member Stoesz said he looked at the property and sees that it could be challenging to 208
develop it. He is glad there is a good proposal. 209
210
Council Member Stoesz moved to approve Resolution No. 18-36 as presented. Council Member 211
Maher seconded the motion. Motion carried on a voice vote. 212
213
6D) RCWD Stormwater Remediation Cost Share Grant: i. Consider Resolution No. 18-38, 214
Approving Cost Share Agreement with RCWD, LaMotte Neighborhood Biofilitration Basin; ii. 215
Consider Resolution No. 18-39, Approving Cost Share Agreement with RCWD, West Shadow 216
Lake Drive Sanitary Extension – Community Development Director Grochala explained that as part 217
of preparing for upcoming improvement projects in the LaMotte and West Shadow Lake areas, the 218
City applied for grant funding and has received two awards, one for each of the planned project areas. 219
An agreement with the watershed district would be appropriate and is being presented for approval to 220
the council. He briefly updated the council on the progress of the LaMotte and West Shadow 221
projects. 222
223
COUNCIL MINUTES April 9, 2018
DRAFT
6
Council Member Stoesz moved to approve Resolution No. 18-38 and Resolution No. 18-39 as 224
presented. Council Member Maher seconded the motion. Motion carried on a voice vote. 225
226
6E) Consider Resolution No. 18-40, Authorizing Appraisal Report, NE Area Drainage 227
Improvements – Community Development Director Grochala reviewed the written report, noting 228
that the process that has occurred to date related to these drainage improvements. He briefly 229
reviewed the area of the drainage project and the project elements. The city’s engineering consultant, 230
WSB & Associates, is providing an estimate to provide appraisal and land acquisition data for Phase 231
One of the project. If approved, the contract would be funded through the City’s Surface Water 232
Management Fund. 233
234
Council Member Stoesz asked if this would be an all gravity system with no lift stations? Mr. 235
Grochala said it would be completely gravity. Council Member Stoesz also noted language in the 236
report indicating that property owners will be brought into the process so Mr. Grochala explained how 237
WSB will include that work in their activity. 238
239
Mayor Reinert asked for the big picture on the project and Director Grochala reviewed the work 240
planned now and in the future. Much of the work is linked to forthcoming development activity. 241
Mayor Reinert asked if there is a sense of urgency and Mr. Grochala noted the Lennar development, 242
area residents, and commercial addresses that are interested. He also reviewed how the cost of the 243
project will be one hundred percent recouped by the city. 244
245
Council Member Maher moved to approve Resolution No. 18-40 as presented. Council Member 246
Steosz seconded the motion. Motion carried on a voice vote; Council Member Rafferty abstained. 247
248
6F) Consider Resolution No. 18-41, Approving Escrow Agreement, Individual Subsurface 249
Treatment System Compliance, 465 Ash Street – City Engineer Hankee reviewed her written 250
report. The resident of this property is seeking connection to municipal utility services and since the 251
City doesn’t have such in the area, a connection to the Shoreview system is recommended. This 252
action would approve an agreement with the property owner relative to the project. Council Member 253
Stoesz asked how soon a building permit could be issued after this action and staff said the escrow is 254
in place so that there should be no delay. 255
256
Council Member Rafferty asked, for the record, if this is a fixer upper and the resident clarified that 257
this is his prime residence. 258
259
Council Member Maher moved to approve Resolution No. 18-41 as presented. Council Member 260
Stoesz seconded the motion. Motion carried on a voice vote 261
262
UNFINISHED BUSINESS 263
264
There was no Unfinished Business. 265
266
267
268
COUNCIL MINUTES April 9, 2018
DRAFT
7
NEW BUSINESS 269
270
There was no New Business. 271
272
COMMUNITY EVENTS 273
274
MONTHLY RECYCLE DAY will be held at Lino Park (7850 Lake Drive) on Saturday, April 21 275
from 10:00 a.m. to 2:00 p.m. Please see the city website for updated pricing. 276
277
EARTH DAY CELEBRRATION Earth Day will be celebrated in Lino Lakes the morning of 278
Saturday, April 21. Volunteers are needed to help with related projects. Volunteers will receive a gift 279
for helping. If you interested, please call Sayard Schultz at 651-982-2423. 280
281
The Wargo Nature Center Main Event is held from 12:30 – 3:00. Includes climbing wall, bouncy 282
house, popcorn, informational tables, Healthy Living, Organics, etc. 283
284
COMMUNITY CALENDAR 285
286
Community Calendar – A Look Ahead 287
April 9, 2018 through April 23, 2018 288
289
Wednesday, April 11 6:30 pm, Council Chambers Planning & Zoning 290
Thursday, April 12 6:30 pm, Community Room Charter Commission 291
Monday, April 16 6:00 pm, Community Room Special Council Session (Atty) 292
Monday, April 23 5:30 pm, Council Work Session Community Room 293
Monday, April 23 6:00 pm, Council Chamber Board of Appeal 294
Monday, April 23 6:30 pm, Council Chambers City Council Meeting 295
296
ADJOURN 297
298
There being no further business, the council adjourned at 7:45 p.m. Motion carried on a voice vote. 299
300
These minutes were considered and approved at the regular Council Meeting, April 23, 2018. 301
302
303
304
305
Julianne Bartell, City Clerk Jeff Reinert, Mayor 306
307
CITY COUNCIL
AGENDA ITEM 2A
STAFF ORIGINATOR: Sarah Cotton, Finance Director
MEETING DATE: April 23, 2018
TOPIC: Consider Resolution No. 18-45, Calling a Public Hearing for the
Purpose of Providing Host Approval for the Issuance of a
Revenue Note by the City of Columbia Heights
VOTE REQUIRED: 3/5
BACKGROUND
Love To Grow On, a Minnesota nonprofit corporation, who operates early childhood education
centers in the City of Lexington and the City of Circle Pines, has proposed to consolidate both
centers into a new facility located in the City of Lino Lakes.
The City of Lino Lakes Planning & Zoning Board held public hearings on March 14, 2018 and
April 11, 2018 regarding the proposed development of the Love To Grow On childcare center.
The Planning & Zoning Board recommended approval of the CUP, Variances, and Site Plan;
therefore, City Council review is scheduled for the May 7th and 14th Work Session and Council
Meeting, respectively.
Love To Grown On would like to finance the new facility with tax-exempt conduit bonds. The
City of Lino Lakes plans to issue general obligation bonds in the current year to fund capital
improvement projects in the City. If the City were to agree to issue conduit bonds for Love To
Grow On, the City would not be able to issue its own bonds as bank-qualified ($10 million
limit).
State Statute authorizes a municipality to issue obligations to finance the acquisition or
improvement of property located outside of the corporate boundaries of such municipality if the
governing body of the city in which the property is located consents by resolution to the
issuance of such obligations. Love to Grow On has requested that the City of Columbia
Heights issue a revenue note. In order for the City of Columbia Heights to issue the Note, the
City of Lino Lakes must grant “host approval” to the issuance of the Note, following a duly
noticed public hearing. The attached resolution set the public hearing for Tuesday, May 29,
2018.
Gina Fiorini, Kennedy & Graven will be present at the April 23, 2018 meeting to answer any
questions the Council may have.
RECOMMENDATION
Staff recommends approval of Resolution No. 18-45, calling for a public hearing on Tuesday,
May 29, 2018.
ATTACHMENTS
Resolution No. 18-45
Memo from Gina Fiorini, Kennedy & Graven
521250v1 JAE CL162-55
CITY OF LINO LAKES, MINNESOTA
RESOLUTION NO. 18-45
RESOLUTION CALLING A PUBLIC HEARING FOR THE PURPOSE OF
PROVIDING HOST APPROVAL FOR THE ISSUANCE OF A REVENUE NOTE
BY THE CITY OF COLUMBIA HEIGHTS
BE IT RESOLVED by the City Council of the City of Lino Lakes, Minnesota (the “City”) as
follows:
Section 1. Recitals.
1.01. Pursuant to the Constitution and laws of the State of Minnesota, particularly Minnesota
Statutes, Sections 469.152 through 469.1655, as amended (the “Act”), the City is authorized to issue
revenue obligations to finance, in whole or in part, the cost of the acquisition, construction, reconstruction,
improvement, betterment, or extension of a “project,” defined in the Act, in part, as any properties, real or
personal, used or useful in connection with a revenue producing enterprise, whether or not operated for
profit.
1.02. Minnesota Statutes, Section 471.656, as amended, authorizes a municipality to issue
obligations to finance the acquisition or improvement of property located outside of the corporate
boundaries of such municipality if the governing body of the city in which the property is located consents
by resolution to the issuance of such obligations.
1.03. Love To Grow On, a Minnesota nonprofit corporation (the “Borrower”), has proposed that
the City approve the issuance by the City of Columbia Heights, Minnesota (the “City of Columbia Heights”)
of one or more series of revenue obligations, as taxable or tax-exempt obligations (the “Note”), in the
maximum aggregate principal amount of $3,800,000. The Borrower intends to apply the proceeds of the
Note to (i) finance the acquisition, construction, and equipping of an approximately 13,000 square foot
early childhood educational facility located at 6499 Lakota Trail in the City (the “Project”); (ii) finance
capitalized interest on the Note during construction of the Project, if necessary; (iii) fund required reserves
for the Note, if any; and (iv) pay the costs of issuing the Note.
1.04. Prior to the issuance of the Note by the City of Columbia Heights, the City Council of the
City (the “City Council”) is required to (i) conduct a public hearing in accordance with the requirements of
the Act and Section 147(f) of the Internal Revenue Code of 1986, as amended (the “Code”), with respect
to the proposal to issue the Note; and (ii) approve the issuance of the Note by the City of Columbia Heights
to finance the Project.
1.05. The Borrower has requested that the City Council conduct a public hearing on Tuesday,
May 29, 2018, to consider the proposed issuance of the Note by the City of Columbia Heights in accordance
with the Code and Minnesota Statutes, Section 471.656, as amended, to, among other things, finance the
Project.
Section 2. Required Actions.
521250v1 JAE CL162-55 2
2.01. The City Council will meet at 6:30 p.m. on Tuesday, May 29, 2018, to conduct a public
hearing and consider the proposed issuance of the Note by the City of Columbia Heights in accordance with
the Code and Minnesota Statutes, Section 471.656, as amended, to, among other things, finance the Project.
2.02. Kennedy & Graven, Chartered, as bond counsel to the City of Columbia Heights, is hereby
authorized and directed to publish a notice of the public hearing, in substantially the form attached hereto
as EXHIBIT A in the Quad Community Press, the official newspaper of and a newspaper of general
circulation in the City. The notice shall be published once at least fourteen (14) days prior to the date of
the public hearing.
2.03. The Borrower shall pay to the City any and all costs paid or incurred by the City in
connection with the Note or the financing of the Project, whether or not the financing is carried to
completion, and whether or not the Note or operative instruments are executed and delivered.
Approved by the City Council of the City of Lino Lakes, Minnesota this 23rd day of April, 2018.
Mayor
ATTEST:
City Clerk
A-1
521250v1 JAE CL162-55
EXHIBIT A
CITY OF LINO LAKES, MINNESOTA
NOTICE OF A PUBLIC HEARING TO BE CONDUCTED BY THE CITY OF
LINO LAKES WITH RESPECT TO THE ISSUANCE OF A REVENUE NOTE BY
THE CITY OF COLUMBIA HEIGHTS
NOTICE IS HEREBY GIVEN that the City Council of the City of Lino Lakes, Minnesota (the
“City”), will hold a public hearing on Tuesday, May 29, 2018, at or after 6:30 p.m. at Council Chambers in
City Hall, located at 600 Town Center Parkway in the City, to consider a proposal that the City grant host
city approval to the issuance of one or more series of revenue obligations, as taxable or tax-exempt
obligations (the “Note”), in the maximum aggregate principal amount of $3,800,000 by the City of
Columbia Heights, Minnesota (the “City of Columbia Heights”) under Minnesota Statutes, Sections
469.152 through 469.1655, as amended (the “Act”), and Minnesota Statutes, Section 471.656, as amended,
for the benefit of Love To Grow On, a Minnesota nonprofit corporation, or any of its affiliates (the
“Borrower”). The Borrower intends to apply the proceeds of the Note to (i) finance the acquisition,
construction, and equipping of an approximately 13,000 square foot early childhood educational facility
located at 6499 Lakota Trail in the City (the “Project”); (ii) finance capitalized interest on the Note during
construction of the Project, if necessary; (iii) fund required reserves for the Note, if any; and (iv) pay the
costs of issuing the Note.
The Note will be a special, limited obligation of the City of Columbia Heights, and the Note and
interest thereon will be payable solely from the revenues and assets pledged to the payment thereof. No
holder of the Note will ever have the right to compel any exercise of the taxing power of the City to pay the
Note or the interest thereon, nor to enforce payment against any property of the City. The Note will be
payable solely from revenues and security provided by the Borrower to the City of Columbia Heights and
pledged to the payment of the Note.
At the time and place fixed for the public hearing, the City Council will give all persons who appear
at the hearing an opportunity to express their views with respect to the proposal. In addition, interested
persons may direct any questions or file written comments respecting the proposal with the City Manager,
at or prior to said public hearing.
Dated: [Date of Publication]
BY ORDER OF THE CITY COUNCIL OF THE
CITY OF LINO LAKES, MINNESOTA
/s/ Julie Bartell
City Clerk
City of Lino Lakes, Minnesota
521370v1 GAF CL162-55
GINA A. FIORINI
Attorney at Law
Direct Dial (612) 337-9210 Email: gfiorini@kennedy-graven.com
April 18, 2018
Sarah Cotton, Finance Director
City of Lino Lakes
600 Town Center Parkway
Lino Lakes, MN 55014
Re: Resolution calling public hearing on granting host approval for a project to be financed with the
proceeds a revenue obligation to be issued by the City of Columbia Heights
Dear Sarah,
Love To Grow On, a Minnesota nonprofit corporation (the “Borrower”), operates early childhood
education centers in the City of Lexington and the City of Circle Pines and has proposed to consolidate both
centers into a new facility consisting of approximately 13,000 square feet (the “Project”) located at 6499
Lakota Trail in the City of Lino Lakes (the “City”). The Borrower would like to finance the new facility
with tax-exempt conduit bonds in the amount of approximately $3,800,000. The City has indicated that it
plans to issue general obligation bonds this year and would like them to be bank-qualified bonds (this
designation allows banks to buy the bonds and claim the interest on the bonds as tax exempt). In order for
the City’s bonds to be bank-qualified, the City cannot issue more than $10,000,000 in general obligation
bonds or conduit bonds for a nonprofit borrower. If the City agreed to issue the conduit bonds for the
Borrower, the City would not be able to issue its own bonds as bank qualified. The Borrower has requested,
instead, that the City of Columbia Heights issue a revenue note, in one or more series, as a taxable or tax-
exempt obligation (the “Note”), in the maximum principal amount of $3,8000,000 in order to (i) finance the
acquisition, construction, and equipping of the Project; (ii) finance capitalized interest during construction of
the Project, if necessary; (iii) fund required reserves, if any; and (iv) pay costs of issuance of the Note.
In order for the City of Columbia Heights to issue the Note, the City must grant “host approval” to
the issuance of the Note, following a duly noticed public hearing, under Minnesota Statutes, Section 471.656,
and the Internal Revenue Code of 1986, as amended (the “Code”). Enclosed is a resolution for consideration
by the City Council on Monday, April 23, 2018, which calls for a public hearing to be conducted by the City
Council on Tuesday, May 29, 2018 for purposes of granting host approval to the issuance of the Note by the
City of Columbia Heights to finance the Project.
If the City Council authorizes the City of Columbia Heights to issue the Note, the Note will be issued
as conduit revenue obligation of the City of Columbia Heights secured solely by the revenues derived from
the loan or other revenue agreements executed by the Borrower and from other security provided by the
Borrower. The Note will not constitute a general or moral obligation of the City or the City of Columbia
Heights, will not be secured by or payable from any property or assets of the City or the City of Columbia
Heights, and will not be secured by any taxing power of the City or the City of Columbia Heights. The Note
will not be subject to any debt limitation imposed on the City or the City of Columbia Heights and the
521370v1 GAF CL162-55
issuance of the Note will not have any adverse impact on the credit rating of the City or the City of Columbia
Heights, even in the event that the Borrower encounters financial difficulties with respect to the Project. The
issuance of the Note by the City of Columbia Heights to finance the Project will not affect the City’s ability
to issue general obligation or conduit revenue bonds in calendar year 2018. Furthermore, as mentioned
above, the issuance of the Note by the City of Columbia Heights will not affect the ability of the City to issue
and designate bonds as qualified tax-exempt obligations (or “bank qualified”) for purposes of Section
265(b)(3) of the Code.
The Borrower will pay the out-of-pocket expenses of the City and all costs of the financing,
including all attorneys’ fees, with respect to this transaction.
I will attend the City Council meeting on April 23, 2018, and can answer any questions that may
arise during the meeting. Please contact me if you have questions regarding the foregoing.
Sincerely,
Gina A. Fiorini
CITY COUNCIL
AGENDA ITEM 3A
STAFF ORIGINATOR: Karissa Bartholomew, Human Resources Manager
MEETING DATE: April 23, 2018
TOPIC: Appointment of Public Safety Captain
VOTE REQUIRED: 3/5
INTRODUCTION
The Council is being asked to approve the appointment of William Owens to the Public Safety
Captain position.
BACKGROUND
Previous Public Safety Captain Wayne Wegener submit his resignation in March, creating a
vacancy in the position. At this time, staff has completed an internal recruitment process,
provided a conditional offer, and is recommending approval of Mr. William Owens for the
Public Safety Captain position.
Mr. Owens has been a member of Lino Lakes’ Public Safety team for over 16 years. Throughout
his career with Lino Lakes, Mr. Owens has worked as a Community Service Officer, Police
Officer, Investigator, and presently serves as one of our Police Sergeants. Owens is a certified
firefighter and holds a Bachelor’s Degree in Criminal Justice.
The hourly rate of pay would be $48.94, which is considered step 6 (the top of the pay scale).
This is an exempt position, and not part of a union contract. With the Council’s approval, Mr.
Owens would begin in the position of Public Safety Captain on April 29, 2018.
RECOMMENDATION
Approve the appointment of William Owens for the Public Safety Captain position.
CITY COUNCIL
AGENDA ITEM 3B
STAFF ORIGINATOR: Karissa Bartholomew, Human Resources Manager
MEETING DATE: April 23, 2018
TOPIC: Appointment of Paid On-Call District Fire Chief
VOTE REQUIRED: 3/5
INTRODUCTION
The Council is being asked to approve the appointment of Mark Hokkanen to the Paid On-Call
District Fire Chief position.
BACKGROUND
Paid On-Call District Fire Chief Jeff Frid is on a personal leave of absence and stepped down
from his position as District Fire Chief in February, creating a vacancy in one of our District Fire
Chief positions. The City holds two District Fire Chief positions. At this time, staff has
completed an internal recruitment process, provided a conditional offer, and is recommending
approval of Mr. Mark Hokkanen for the District Fire Chief position.
Mr. Hokkanen has been a member of Lino Lakes’ Public Safety Fire team for the past two years;
initially, serving as a Paid-On Call Firefighter, and for the past year, he has served as a Fire
Lieutenant. Hokkanen has roughly 10 years of fire suppression experience, with an additional
three years of experience as a public educator, and holds all required firefighter certifications.
The hourly rate of pay would remain the same for Mr. Hokkanen. However, his monthly stipend
would increase from $225 as a Lieutenant, to $300 as a District Fire Chief. With the Council’s
approval, Mr. Hokkanen would begin in the position of Paid On-Call District Fire Chief on May
1, 2018.
RECOMMENDATION
Approve the appointment of Mark Hokkanen for the Paid On-Call District Fire Chief position.
CITY COUNCIL
AGENDA ITEM 3C
STAFF ORIGINATOR: Karissa Bartholomew, Human Resources Manager
MEETING DATE: April 23, 2018
TOPIC: Appointment of Community Development Intern
VOTE REQUIRED: 3/5
INTRODUCTION
The Council is being asked to approve the appointment of Ryan Saltis to the Community
Development Intern position.
BACKGROUND
Previous Community Development Intern Kathy Laur, resigned in February. At this time, staff
has completed the recruitment process, provided a conditional offer, and is recommending
approval of Mr. Saltis for the Community Development Intern position.
Mr. Saltis obtained his Bachelor’s Degree in Urban and Regional Studies this past December,
and recently held a Community Development Internship with the City of Duluth.
The hourly rate of pay would be $12. This position would work 29 hours a week. With the
Council’s approval, Mr. Saltis would begin in the position of Community Development Intern on
April 30, 2018.
RECOMMENDATION
Approve the appointment of Ryan Saltis for the Community Development Intern position.
CITY COUNCIL
AGENDA ITEM 6A
STAFF ORIGINATOR: Diane Hankee PE, City Engineer
MEETING DATE: April 23, 2018
TOPIC: Consider Resolution No. 18-43, Accepting bids, Awarding a
Construction Contract, and Approving Construction Services
Contract with WSB and Associates, 2018 Mill and Overlay
Project
VOTE REQUIRED: 3/5
INTRODUCTION
Staff is requesting council authorization to accept bids, award construction contract, and
approving construction services contract with WSB and Associates for the 2018 Mill and
Overlay Project contract.
BACKGROUND
In accordance with the City’s Pavement Management Plan, the following streets were identified
for the 2018 Mill and Overlay Project:
Ware Road - Ash Street to approximately 700 feet north of Arrowhead Drive
Brandywood Estates - White Oak Road, Whitetail Trail, Chokecherry Road, Velvetleaf
Lane, Buckthorn Lane
Bids were received for the above-referenced project on Thursday, April 12, 2018. A total of
nine bids were received. The bids were checked for mathematical accuracy and tabulated.
CONTRACTOR TOTAL BID
TA Schifsky & Sons, Inc. $412,950.83
Asphalt Surface Technologies Corp. $425,332.76
Park Construction Co. $425,420.73
North Valley, Inc. $436,622.39
GMH Asphalt Corporation $455,555.55
Northwest Asphalt, Inc. $461,931.12
Knife River $486,380.54
Hardrives, Inc. (Rogers) $492,408.32
Midwest Asphalt Services, LLC $511,852.90
The low bid was submitted by TA Schifsky & Sons, Inc. in the amount of $412,950.83.
WSB and Associates has submitted a proposal to complete the construction services for the
2018 Mill and Overlay Project in the amount of $31,343.00.
The budget for the project is $715,000.00 including construction costs, contingency, and soft
costs. The completion date for this project is August 24, 2018.
RECOMMENDATION
Staff recommends adoption of Resolution No. 18-43, Accepting the Bid and Awarding a
Construction Contract in the amount of $412,950.83 to TA Schifsky & Sons, Inc., and
Approving the Construction Services Contract with WSB and Associates for the 2018 Mill and
Overlay Project, in the amount of $31,343.00.
ATTACHMENTS
1. Resolution
2. Bid Tabulation
3. WSB Proposal
CITY OF LINO LAKES
RESOLUTION NO. 18-43
RESOLUTION ACCEPTING BASE BID, AWARDING A CONSTRUCTION
CONTRACT, AND APPROVING THE CONSTRUCTION SERVICES CONTRACT, 2018
MILL AND OVERLAY PROJECT
WHEREAS, pursuant to an advertisement for bids for the construction of the 2018 Mill and
Overlay Project, bids were received, opened and tabulated according to law, and the following bids
were received complying with the advertisement:
CONTRACTOR TOTAL BID
TA Schifsky & Sons, Inc. $412,950.83
Asphalt Surface Technologies Corp. $425,332.76
Park Construction Co. $425,420.73
North Valley, Inc. $436,622.39
GMH Asphalt Corporation $455,555.55
Northwest Asphalt, Inc. $461,931.12
Knife River $486,380.54
Hardrives, Inc. (Rogers) $492,408.32
Midwest Asphalt Services, LLC $511,852.90
WHEREAS, it appears that TA Schifsky & Sons, Inc. is the lowest responsible bidder;
WHEREAS, the City Council finds that it would be in the best interests of the city to proceed with
the construction oversight and administration,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes:
1. The Mayor and Clerk are hereby authorized and directed to enter into a contract with TA
Schifsky & Sons, Inc. in the name of the City of Lino Lakes for the construction of the
2018 Mill and Overlay Project according to the plans and specifications approved by the
City Council and on file in the office of the City Clerk.
2. The Mayor and Clerk are hereby authorized and directed to enter into a contract with WSB
and Associates, Inc., in the name of the City of Lino Lakes for the construction services of
the 2018 Mill and Overlay Project in the amount of $31,343.00.
3. The City Clerk is hereby authorized and directed to return forthwith to all bidder the Bid
Bonds made with their bids, except that the deposits of the successful bidder and the next
two lowest bidders shall be retained until a contract has been signed.
Adopted by the Council of the City of Lino Lakes this 23rd day of April, 2018.
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
4/17/2018
WSB
Project Bid Abstract
Project Name: 2018 Mill and Overlay Project Contract No.:
Client: City of Lino Lakes Project No.: R-011539-000
Bid Opening: 04/12/2018 10:00 AM Owner: City of Lino Lakes, MN
Project: R-011539-000 - 2018 Mill and Overlay Project Engineers Estimate T. A. Schifsky & Sons,
Inc.
Asphalt Surface
Technologies
Corporation a/k/a
ASTECH Corp
Park Construction
Company - Mpls
Line No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY)
1 2021.501 MOBILIZATION LS 1 $20,000.00 $20,000.00 $18,549.00 $18,549.00 $13,500.00 $13,500.00 $18,200.00 $18,200.00
2 2104.501 REMOVE AND REPLACE CONCRETE CURB AND GUTTER L F 1047 $30.00 $31,410.00 $24.38 $25,525.86 $25.90 $27,117.30 $31.00 $32,457.00
3 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT S Y 300 $8.00 $2,400.00 $4.40 $1,320.00 $10.00 $3,000.00 $5.50 $1,650.00
4 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT S Y 300 $8.00 $2,400.00 $3.00 $900.00 $5.00 $1,500.00 $4.35 $1,305.00
5 2104.505 REMOVE BITUMINOUS PAVEMENT S Y 575 $5.00 $2,875.00 $3.00 $1,725.00 $5.00 $2,875.00 $6.50 $3,737.50
6 2104.509 REMOVE CASTING EACH 2 $75.00 $150.00 $50.00 $100.00 $125.00 $250.00 $168.00 $336.00
7 2104.511 SAWING CONCRETE PAVEMENT (FULL DEPTH) L F 100 $5.00 $500.00 $3.00 $300.00 $3.00 $300.00 $5.20 $520.00
8 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) L F 300 $4.00 $1,200.00 $3.00 $900.00 $1.75 $525.00 $2.15 $645.00
9 2104.602 SALVAGE AND REINSTALL MAILBOX EACH 4 $100.00 $400.00 $80.00 $320.00 $50.00 $200.00 $126.00 $504.00
10 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HOUR 10 $150.00 $1,500.00 $100.00 $1,000.00 $135.00 $1,350.00 $121.00 $1,210.00
11 2231.501 BITUMINOUS PATCHING MIXTURE TON 200 $100.00 $20,000.00 $65.00 $13,000.00 $120.00 $24,000.00 $97.00 $19,400.00
12 2232.501 MILL BITUMINOUS SURFACE S Y 22450 $1.50 $33,675.00 $1.10 $24,695.00 $0.62 $13,919.00 $0.74 $16,613.00
13 2331.501 JOINT ADHESIVE - MASTIC L F 22748 $0.50 $11,374.00 $0.45 $10,236.60 $0.44 $10,009.12 $0.41 $9,326.68
14 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 2102 $4.00 $8,408.00 $0.01 $21.02 $2.50 $5,255.00 $1.80 $3,783.60
15 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) TON 3563 $65.00 $231,595.00 $65.39 $232,984.57 $64.70 $230,526.10 $65.70 $234,089.10
16 2360.503 TYPE SP 9.5 WEARING COURSE MIX (2,C) 3.0" THICK SQ YD 300 $50.00 $15,000.00 $19.00 $5,700.00 $21.50 $6,450.00 $22.90 $6,870.00
17 2504.602 ADJUST GATE VALVE EACH 22 $250.00 $5,500.00 $235.00 $5,170.00 $200.00 $4,400.00 $47.20 $1,038.40
18 2504.602 IRRIGATION SYSTEM REPAIR EACH 10 $250.00 $2,500.00 $217.88 $2,178.80 $65.00 $650.00 $303.00 $3,030.00
19 2506.516 CASTING ASSEMBLY EACH 2 $750.00 $1,500.00 $466.88 $933.76 $625.00 $1,250.00 $876.00 $1,752.00
20 2506.522 ADJUST FRAME & RING CASTING EACH 37 $500.00 $18,500.00 $200.00 $7,400.00 $175.00 $6,475.00 $183.00 $6,771.00
21 2506.602 RECONSTRUCT DRAINAGE STRUCTURE EACH 10 $1,000.00 $10,000.00 $451.31 $4,513.10 $1,500.00 $15,000.00 $264.00 $2,640.00
22 2506.602 REPAIR DRAINAGE STRUCTURE EACH 13 $1,000.00 $13,000.00 $207.50 $2,697.50 $750.00 $9,750.00 $1,610.00 $20,930.00
23 2531.507 6" CONCRETE DRIVEWAY PAVEMENT S Y 300 $100.00 $30,000.00 $55.97 $16,791.00 $55.00 $16,500.00 $48.10 $14,430.00
24 2557.602 REPAIR DOG FENCE EACH 5 $200.00 $1,000.00 $155.63 $778.15 $50.00 $250.00 $152.00 $760.00
Page 1 of 6R-011539-000 - Project Bid Abstract
Denotes Corrected Figure
Project: R-011539-000 - 2018 Mill and Overlay Project Engineers Estimate T. A. Schifsky & Sons,
Inc.
Asphalt Surface Technologies
Corporation a/k/a ASTECH
Corp
Park Construction
Company - Mpls
Line No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
25 2563.601 TRAFFIC CONTROL LS 2 $1,500.00 $3,000.00 $6,000.00 $12,000.00 $3,000.00 $6,000.00 $1,410.00 $2,820.00
26 2573.530 STORM DRAIN INLET PROTECTION EACH 55 $200.00 $11,000.00 $103.75 $5,706.25 $100.00 $5,500.00 $107.00 $5,885.00
27 2573.533 SEDIMENT CONTROL LOG TYPE WOOD FIBER L F 1000 $5.00 $5,000.00 $2.08 $2,080.00 $7.15 $7,150.00 $3.40 $3,400.00
28 2575.502 SEED MIXTURE 25-141 LB 5 $6.00 $30.00 $103.25 $516.25 $8.80 $44.00 $5.05 $25.25
29 2575.505 SODDING, TYPE LAWN (INCL. TOPSOIL & FERT.) S Y 431 $20.00 $8,620.00 $14.53 $6,262.43 $11.00 $4,741.00 $15.70 $6,766.70
30 2575.523 EROSION CONTROL BLANKETS CATEGORY 3 S Y 300 $5.00 $1,500.00 $6.23 $1,869.00 $2.20 $660.00 $1.30 $390.00
31 2575.605 SEEDING S Y 414 $4.00 $1,656.00 $6.23 $2,579.22 $4.40 $1,821.60 $0.25 $103.50
32 2582.502 4" SOLID LINE EPOXY L F 1000 $0.50 $500.00 $0.26 $260.00 $0.27 $270.00 $0.25 $250.00
33 2582.502 4" DBLE SOLID LINE EPOXY L F 6300 $1.00 $6,300.00 $0.50 $3,150.00 $0.52 $3,276.00 $0.48 $3,024.00
34 2582.503 CROSSWALK EPOXY S F 758 $2.00 $1,516.00 $1.04 $788.32 $1.08 $818.64 $1.00 $758.00
Total SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY): $504,009.00 $412,950.83 $425,332.76 $425,420.73
Total SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY): $504,009.00 $412,950.83 $425,332.76 $425,420.73
Totals for Project R-011539-000 $504,009.00 $412,950.83 $425,332.76 $425,420.73
% of Estimate for Project R-011539-000 -18.07% -15.61% -15.59%
Page 2 of 6R-011539-000 - Project Bid Abstract
Project: R-011539-000 - 2018 Mill and Overlay Project Engineers Estimate North Valley, Inc. GMH Asphalt
Corporation Northwest Asphalt, Inc.
Line No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY)
1 2021.501 MOBILIZATION LS 1 $20,000.00 $20,000.00 $8,548.60 $8,548.60 $26,363.87 $26,363.87 $20,000.00 $20,000.00
2 2104.501 REMOVE AND REPLACE CONCRETE CURB AND GUTTER L F 1047 $30.00 $31,410.00 $35.88 $37,566.36 $37.28 $39,032.16 $34.50 $36,121.50
3 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT S Y 300 $8.00 $2,400.00 $8.11 $2,433.00 $7.50 $2,250.00 $7.00 $2,100.00
4 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT S Y 300 $8.00 $2,400.00 $5.97 $1,791.00 $4.00 $1,200.00 $4.00 $1,200.00
5 2104.505 REMOVE BITUMINOUS PAVEMENT S Y 575 $5.00 $2,875.00 $4.35 $2,501.25 $8.00 $4,600.00 $3.50 $2,012.50
6 2104.509 REMOVE CASTING EACH 2 $75.00 $150.00 $160.29 $320.58 $190.00 $380.00 $165.00 $330.00
7 2104.511 SAWING CONCRETE PAVEMENT (FULL DEPTH) L F 100 $5.00 $500.00 $6.27 $627.00 $4.75 $475.00 $5.00 $500.00
8 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) L F 300 $4.00 $1,200.00 $2.09 $627.00 $3.00 $900.00 $3.00 $900.00
9 2104.602 SALVAGE AND REINSTALL MAILBOX EACH 4 $100.00 $400.00 $106.86 $427.44 $100.00 $400.00 $125.00 $500.00
10 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HOUR 10 $150.00 $1,500.00 $133.57 $1,335.70 $122.00 $1,220.00 $125.00 $1,250.00
11 2231.501 BITUMINOUS PATCHING MIXTURE TON 200 $100.00 $20,000.00 $98.29 $19,658.00 $119.00 $23,800.00 $89.34 $17,868.00
12 2232.501 MILL BITUMINOUS SURFACE S Y 22450 $1.50 $33,675.00 $1.08 $24,246.00 $1.05 $23,572.50 $0.98 $22,001.00
13 2331.501 JOINT ADHESIVE - MASTIC L F 22748 $0.50 $11,374.00 $0.44 $10,009.12 $0.44 $10,009.12 $0.50 $11,374.00
14 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 2102 $4.00 $8,408.00 $3.05 $6,411.10 $2.75 $5,780.50 $2.50 $5,255.00
15 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) TON 3563 $65.00 $231,595.00 $66.31 $236,262.53 $67.06 $238,934.78 $63.97 $227,925.11
16 2360.503 TYPE SP 9.5 WEARING COURSE MIX (2,C) 3.0" THICK SQ YD 300 $50.00 $15,000.00 $22.12 $6,636.00 $22.09 $6,627.00 $19.00 $5,700.00
17 2504.602 ADJUST GATE VALVE EACH 22 $250.00 $5,500.00 $58.77 $1,292.94 $264.00 $5,808.00 $385.00 $8,470.00
18 2504.602 IRRIGATION SYSTEM REPAIR EACH 10 $250.00 $2,500.00 $192.34 $1,923.40 $316.50 $3,165.00 $200.00 $2,000.00
19 2506.516 CASTING ASSEMBLY EACH 2 $750.00 $1,500.00 $315.23 $630.46 $838.00 $1,676.00 $300.00 $600.00
20 2506.522 ADJUST FRAME & RING CASTING EACH 37 $500.00 $18,500.00 $267.14 $9,884.18 $200.00 $7,400.00 $485.00 $17,945.00
21 2506.602 RECONSTRUCT DRAINAGE STRUCTURE EACH 10 $1,000.00 $10,000.00 $961.72 $9,617.20 $570.00 $5,700.00 $1,250.00 $12,500.00
22 2506.602 REPAIR DRAINAGE STRUCTURE EACH 13 $1,000.00 $13,000.00 $347.29 $4,514.77 $250.00 $3,250.00 $950.00 $12,350.00
23 2531.507 6" CONCRETE DRIVEWAY PAVEMENT S Y 300 $100.00 $30,000.00 $57.70 $17,310.00 $52.75 $15,825.00 $59.70 $17,910.00
24 2557.602 REPAIR DOG FENCE EACH 5 $200.00 $1,000.00 $160.29 $801.45 $158.25 $791.25 $160.00 $800.00
25 2563.601 TRAFFIC CONTROL LS 2 $1,500.00 $3,000.00 $1,496.01 $2,992.02 $1,477.00 $2,954.00 $3,500.00 $7,000.00
26 2573.530 STORM DRAIN INLET PROTECTION EACH 55 $200.00 $11,000.00 $106.86 $5,877.30 $105.00 $5,775.00 $150.00 $8,250.00
27 2573.533 SEDIMENT CONTROL LOG TYPE WOOD FIBER L F 1000 $5.00 $5,000.00 $3.74 $3,740.00 $3.53 $3,530.00 $3.50 $3,500.00
28 2575.502 SEED MIXTURE 25-141 LB 5 $6.00 $30.00 $10.69 $53.45 $5.28 $26.40 $11.00 $55.00
29 2575.505 SODDING, TYPE LAWN (INCL. TOPSOIL & FERT.) S Y 431 $20.00 $8,620.00 $17.10 $7,370.10 $16.35 $7,046.85 $16.35 $7,046.85
30 2575.523 EROSION CONTROL BLANKETS CATEGORY 3 S Y 300 $5.00 $1,500.00 $6.41 $1,923.00 $1.37 $411.00 $6.00 $1,800.00
31 2575.605 SEEDING S Y 414 $4.00 $1,656.00 $6.41 $2,653.74 $0.26 $107.64 $6.00 $2,484.00
32 2582.502 4" SOLID LINE EPOXY L F 1000 $0.50 $500.00 $0.41 $410.00 $0.26 $260.00 $0.26 $260.00
33 2582.502 4" DBLE SOLID LINE EPOXY L F 6300 $1.00 $6,300.00 $0.79 $4,977.00 $0.87 $5,481.00 $0.50 $3,150.00
34 2582.503 CROSSWALK EPOXY S F 758 $2.00 $1,516.00 $1.65 $1,250.70 $1.06 $803.48 $1.02 $773.16
Page 3 of 6R-011539-000 - Project Bid Abstract
Project: R-011539-000 - 2018 Mill and Overlay Project Engineers Estimate North Valley, Inc. GMH Asphalt Corporation Northwest Asphalt, Inc.
Line No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
Total SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY): $504,009.00 $436,622.39 $455,555.55 $461,931.12
Total SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY): $504,009.00 $436,622.39 $455,555.55 $461,931.12
Totals for Project R-011539-000 $504,009.00 $436,622.39 $455,555.55 $461,931.12
% of Estimate for Project R-011539-000 -13.37% -9.61% -8.35%
Page 4 of 6R-011539-000 - Project Bid Abstract
Project: R-011539-000 - 2018 Mill and Overlay Project Engineers Estimate Knife River Hardrives, Inc. (Rogers) Midwest Asphalt
Services, LLC (EdnPrie)
Line No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY)
1 2021.501 MOBILIZATION LS 1 $20,000.00 $20,000.00 $23,000.00 $23,000.00 $9,228.64 $9,228.64 $17,000.00 $17,000.00
2 2104.501 REMOVE AND REPLACE CONCRETE CURB AND GUTTER L F 1047 $30.00 $31,410.00 $40.50 $42,403.50 $27.23 $28,509.81 $39.00 $40,833.00
3 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT S Y 300 $8.00 $2,400.00 $4.00 $1,200.00 $12.13 $3,639.00 $12.00 $3,600.00
4 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT S Y 300 $8.00 $2,400.00 $4.00 $1,200.00 $10.40 $3,120.00 $6.00 $1,800.00
5 2104.505 REMOVE BITUMINOUS PAVEMENT S Y 575 $5.00 $2,875.00 $3.00 $1,725.00 $6.83 $3,927.25 $12.50 $7,187.50
6 2104.509 REMOVE CASTING EACH 2 $75.00 $150.00 $100.00 $200.00 $174.63 $349.26 $100.00 $200.00
7 2104.511 SAWING CONCRETE PAVEMENT (FULL DEPTH) L F 100 $5.00 $500.00 $5.00 $500.00 $4.78 $478.00 $5.00 $500.00
8 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) L F 300 $4.00 $1,200.00 $4.00 $1,200.00 $1.97 $591.00 $3.50 $1,050.00
9 2104.602 SALVAGE AND REINSTALL MAILBOX EACH 4 $100.00 $400.00 $100.00 $400.00 $132.88 $531.52 $135.00 $540.00
10 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HOUR 10 $150.00 $1,500.00 $140.00 $1,400.00 $160.95 $1,609.50 $160.00 $1,600.00
11 2231.501 BITUMINOUS PATCHING MIXTURE TON 200 $100.00 $20,000.00 $95.00 $19,000.00 $138.09 $27,618.00 $110.00 $22,000.00
12 2232.501 MILL BITUMINOUS SURFACE S Y 22450 $1.50 $33,675.00 $2.25 $50,512.50 $1.46 $32,777.00 $1.30 $29,185.00
13 2331.501 JOINT ADHESIVE - MASTIC L F 22748 $0.50 $11,374.00 $0.41 $9,326.68 $0.44 $10,009.12 $0.45 $10,236.60
14 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 2102 $4.00 $8,408.00 $2.00 $4,204.00 $1.50 $3,153.00 $2.50 $5,255.00
15 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) TON 3563 $65.00 $231,595.00 $65.00 $231,595.00 $72.83 $259,493.29 $67.00 $238,721.00
16 2360.503 TYPE SP 9.5 WEARING COURSE MIX (2,C) 3.0" THICK SQ YD 300 $50.00 $15,000.00 $30.00 $9,000.00 $36.69 $11,007.00 $24.50 $7,350.00
17 2504.602 ADJUST GATE VALVE EACH 22 $250.00 $5,500.00 $520.00 $11,440.00 $335.27 $7,375.94 $260.00 $5,720.00
18 2504.602 IRRIGATION SYSTEM REPAIR EACH 10 $250.00 $2,500.00 $100.00 $1,000.00 $159.45 $1,594.50 $320.00 $3,200.00
19 2506.516 CASTING ASSEMBLY EACH 2 $750.00 $1,500.00 $665.00 $1,330.00 $864.29 $1,728.58 $660.00 $1,320.00
20 2506.522 ADJUST FRAME & RING CASTING EACH 37 $500.00 $18,500.00 $230.00 $8,510.00 $520.93 $19,274.41 $810.00 $29,970.00
21 2506.602 RECONSTRUCT DRAINAGE STRUCTURE EACH 10 $1,000.00 $10,000.00 $1,025.00 $10,250.00 $1,257.62 $12,576.20 $910.00 $9,100.00
22 2506.602 REPAIR DRAINAGE STRUCTURE EACH 13 $1,000.00 $13,000.00 $500.00 $6,500.00 $966.75 $12,567.75 $1,800.00 $23,400.00
23 2531.507 6" CONCRETE DRIVEWAY PAVEMENT S Y 300 $100.00 $30,000.00 $50.00 $15,000.00 $50.65 $15,195.00 $53.00 $15,900.00
24 2557.602 REPAIR DOG FENCE EACH 5 $200.00 $1,000.00 $100.00 $500.00 $53.15 $265.75 $260.00 $1,300.00
25 2563.601 TRAFFIC CONTROL LS 2 $1,500.00 $3,000.00 $5,000.00 $10,000.00 $1,727.37 $3,454.74 $3,500.00 $7,000.00
26 2573.530 STORM DRAIN INLET PROTECTION EACH 55 $200.00 $11,000.00 $135.00 $7,425.00 $127.56 $7,015.80 $130.00 $7,150.00
27 2573.533 SEDIMENT CONTROL LOG TYPE WOOD FIBER L F 1000 $5.00 $5,000.00 $3.50 $3,500.00 $2.76 $2,760.00 $3.00 $3,000.00
28 2575.502 SEED MIXTURE 25-141 LB 5 $6.00 $30.00 $20.00 $100.00 $5.31 $26.55 $11.00 $55.00
29 2575.505 SODDING, TYPE LAWN (INCL. TOPSOIL & FERT.) S Y 431 $20.00 $8,620.00 $20.00 $8,620.00 $17.01 $7,331.31 $20.00 $8,620.00
30 2575.523 EROSION CONTROL BLANKETS CATEGORY 3 S Y 300 $5.00 $1,500.00 $2.99 $897.00 $1.28 $384.00 $3.50 $1,050.00
31 2575.605 SEEDING S Y 414 $4.00 $1,656.00 $0.99 $409.86 $1.28 $529.92 $9.00 $3,726.00
32 2582.502 4" SOLID LINE EPOXY L F 1000 $0.50 $500.00 $0.25 $250.00 $0.27 $270.00 $0.30 $300.00
33 2582.502 4" DBLE SOLID LINE EPOXY L F 6300 $1.00 $6,300.00 $0.48 $3,024.00 $0.51 $3,213.00 $0.50 $3,150.00
34 2582.503 CROSSWALK EPOXY S F 758 $2.00 $1,516.00 $1.00 $758.00 $1.06 $803.48 $1.10 $833.80
Page 5 of 6R-011539-000 - Project Bid Abstract
Project: R-011539-000 - 2018 Mill and Overlay Project Engineers Estimate Knife River Hardrives, Inc. (Rogers) Midwest Asphalt Services, LLC
(EdnPrie)
Line No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
Total SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND OVERLAY): $504,009.00 $486,380.54 $492,408.32 $511,852.90
Total SCHEDULE A - SURFACE IMPROVEMENTS (MILL AND
OVERLAY): $504,009.00 $486,380.54 $492,408.32 $511,852.90
Totals for Project R-011539-000 $504,009.00 $486,380.54 $492,408.32 $511,852.90
% of Estimate for Project R-011539-000 -3.50% -2.30% 1.56%
I hereby certify that this is an exact reproduction of bids received.
Certified By: _______________________________ License No. ________
Date: ____________
Page 6 of 6R-011539-000 - Project Bid Abstract
43338April 12, 2018
engineering planning environmental construction 701 Xenia Avenue South
Suite 300
Minneapolis, MN 55416
Tel: 763-541-4800
Fax: 763-541-1700
Equal Opportunity Employer
wsbeng.com
S:\Community Development\Projects\Capital Improvement Projects\2018 Mill and Overlay Project\Staff Reports\20180423 CC Award Const Contract & Engineering\4. Proposal WSB.doc
April 17, 2018
Mr. Michael Grochala
Community Development Director
City of Lino Lakes
600 Town Center Parkway
Lino Lakes, MN 55014
Re: Request for Proposal to Provide Construction Services
for the 2018 Mill and Overlay Improvement Project
City of Lino Lakes, MN
WSB Project No. 011539-000
Dear Mr. Grochala:
WSB & Associates, Inc. is pleased to present to you this proposal for construction services associated
with the City’s 2018 Mill and Overlay Improvement Project. This would be subsequent to the City
Council awarding the construction contract for the project to TA Schifsky & Sons, Inc. in the
amount of $412,950.83.
Our construction services scope of work includes the following tasks:
• Contract Administration
• Construction Observation
• Construction Staking
• Materials Testing Coordination
The engineering fee to complete the 2018 Mill and Overlay Improvement Project, on an hourly not to
exceed basis, is as follows:
Contract Administration ................ $ 10,057
Construction Inspection Services .. $ 18,114 (Staking $2,712 included)
Material Testing............................. $ 3,172
Total Fee $ 31,343
Our construction observation fees are estimated hourly, based on part time inspection of twenty (20)
hours per week, and the contractor substantially completing the work in approximately eight (8)
weeks. We will work diligently with the City and the contractor to ensure a timely schedule is kept
in accordance with the plans and specifications. WSB & Associates assumes the City will coordinate
a City hired sub-consultant to provide the materials testing services required for the project, but the
responsibility to coordinate and schedule these activities in a timely manner is included in WSB’s
scope of work.
Mr. Michael Grochala
April 17, 2018
Page 2
A detailed list of project tasks is defined and shown on the attached task hour budget worksheet.
Tasks not shown are considered outside of the scope of services. If additional work is necessary, we
will prepare a detailed scope of work and include it as an addendum to this agreement. We will not
proceed with any additional work until the addendum is authorized by both parties.
This letter represents our complete understanding of the 2018 Mill and Overlay Improvement Project
and the proposed scope of services. If you are in agreement with the scope of services and proposed
fee, please sign in the appropriate space below and return one copy to us.
If you have any questions about this proposal, please feel free to call me at 763-287-7179.
Sincerely,
WSB & Associates, Inc.
Edward C. Youngquist
Associate
ACCEPTED BY:
City of Lino Lakes
Name
Title
Date
Project Manager Project Engineer Lead Project Two Person
Inspector Survey Crew Clerical Total
WORK TASK Contract No Ed Youngquist Diane Hankee Karla Pederson Hours Cost
Task Description
A PROJECT MANAGEMENT (time included within specific phases)
B CONTRACT ADMINISTRATION
Pre-Construction Conference 1 1 2 1 5 $567.00
Weekly Meeting (Assume 4 meetings)2 2 4 2 10 $1,134.00
Public Notification and Response 4 4 2 10 $1,322.00
Documentation Review 2 2 4 $462.00
Contract Administration 8 4 8 20 $2,248.00
Monthly Pay Estimates 4 2 6 8 20 $2,070.00
Final Pay Voucher 1 1 3 8 13 $1,225.00
Final Documentation 2 2 3 2 9 $1,029.00
SUBTOTAL CONTRACT ADMINISTRATION $10,057.00
C CONSTRUCTION INSPECTION SERVICES
Pre-Project Inspection / Removal Measurements 2 8 10 $1,092.00
Part Time Construction Inspection 16 6 70 92 $10,278.00
Traffic Control Inspection 8 8 $840.00
Construction Staking & coordination 2 4 12 18 $2,712.00
Punchlist / Final Inspection 8 4 12 4 28 $3,192.00
SUBTOTAL CONSTRUCTION INSPECTION SERVICES $18,114.00
D MATERIALS TESTING
Testing Documentation 1 2 3 $362.00
Grading & Base Field Testing Coordination / Review
Bituminous Field Testing 2 12 4 18 $1,828.00
Materials Testing Coordination 2 1 4 2 9 $982.00
SUBTOTAL MATERIALS TESTING COORDINATION $3,172.00
Assume June 1, 2018 Start Date/ August 24, 2018 Substantial Completion Date
Total Hours 56 28 142 12 39 277
2018 Hourly Costs 126.00 152.00 105.00 170.00 79.00
WSB SALARY COSTS $7,056.00 $4,256.00 $14,910.00 $2,040.00 $3,081.00 $31,343.00
Lino Lakes, Minnesota
Ware Road, Brandywood Estates
2018 Mill and Overlay Improvement Project
ESTI M ATE OF COST
W SB & Associates I nc.
CITY COUNCIL
AGENDA ITEM 6B
STAFF ORIGINATOR: Diane Hankee PE, City Engineer
MEETING DATE: April 23, 2018
TOPIC: Consider Resolution No. 18-44, Approving Joint Powers
Agreement Sanitary Sewer and Watermain Service Agreement in
the Cities of Lino Lakes and Shoreview, 465 Ash Street
VOTE REQUIRED: 3/5
INTRODUCTION
Staff is requesting council consideration to approve an escrow agreement for Individual
Subsurface Treatment System (ISTS) Compliance for 465 Ash Street.
BACKGROUND
465 Ash Street, Lino Lakes, MN is connecting to the City of Shoreview’s municipal utilities.
A Joint Powers Agreement (JPA) is required to address the maintenance, connection fees and
use charges. The JPA has been reviewed and approved by Shoreview staff and is enclosed.
Once approved by Lino Lakes it will be presented to the Shoreview council.
The Comprehensive Plan amendment to change 465 Ash Street, Lino Lakes, MN from utility
Stage 2 to utility State 1 will be considered by the Planning and Zoning Board on May 9, 2018.
RECOMMENDATION
Approval of Resolution No. 18-44, Approving Joint Powers Agreement Sanitary Sewer and
Watermain Service Agreement in the Cities of Lino Lakes and Shoreview.
ATTACHMENTS
1. Resolution
2. Joint Powers Agreement
CITY OF LINO LAKES
RESOLUTION NO. 18-44
APPROVING JOINT POWERS AGREEMENT
SANITARY SEWER AND WATERMAIN SERVICE AGREEMENT
IN THE CITIES OF LINO LAKES, MN AND SHOREVIEW, MN
WHEREAS, 465 Ash Street, Lino Lakes, MN is connecting to the City of Shoreview’s
municipal utilities; and
WHEREAS, Joint Powers Agreement is required to address the maintenance, connection fees
and use charges. Minn. Stat. § 471.59 authorizes political subdivisions of the state to enter into
joint powers agreements for the joint exercise of powers common to each; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of Lino Lakes the Joint
Powers Agreement Sanitary Sewer and Watermain Service Agreement in the Cities of Lino
Lakes and Shoreview is approved.
Adopted by the Council of the City of Lino Lakes this 23rd day of April, 2018.
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
1
JOINT POWERS AGREEMENT
SANITARY SEWER AND WATERMAIN SERVICE AGREEMENT
IN THE CITIES OF LINO LAKES, MN AND SHOREVIEW, MN
THIS AGREEMENT is made and entered into this day of , 2018 by and
between the City of Lino Lakes, 600 Town Center Parkway, Lino Lakes, MN 55014, and the City of
Shoreview, 4600 Victoria Street North, Shoreview, MN 55126.
WITNESSETH
WHEREAS, Ash Street (CR J/CSAH 32) is a border road between the Cities of Lino Lakes and the City
of Shoreview. Ash Street (CR J/CSAH 32) is a County Road under the jurisdiction of Anoka County
and Ramsey County; and
WHEREAS, the City of Lino Lakes does not currently have municipal utilities available along the 400
block of Ash Street (CR J/CSAH 32). The City of Shoreview has municipal utilities along the south side
of Ash Street (CR J/CSAH 32); and
WHEREAS, the Individual Subsurface Treatment System of the property at 465 Ash Street, Lino Lakes,
MN is failing; and
WHEREAS, the property owner at 465 Ash Street, Lino Lakes, MN has requested to connect to the City
of Shoreview’s municipal utilities; and
WHEREAS, Lino Lakes represents that only 465 Ash Street, Lino Lakes, MN would be connected to the
City of Shoreview’s municipal system under this agreement. This area of Lino Lakes is planned to be
served in utility service Stage 2A (2020-2025) as outlined in the City of Lino Lake’s 2030
Comprehensive Plan. Upon extension of Lino Lake’s municipal utilities this property will be required to
connect to the Lino Lakes system; and
WHEREAS, the property of 465 Ash Street, Lino Lakes, MN shall not be subdivided while connected to
the City of Shoreview’s municipal system; and
WHEREAS, the parties agree that it is the responsibility of the property owner to pay the City of
Shoreview’s utility connection fees, and obtain required permits from regulatory agencies for the
construction of service; and
WHEREAS, Minn. Stat. § 471.59 authorizes political subdivisions of the state to enter into joint powers
agreements for the joint exercise of powers common to each.
NOW, THEREFORE, IT IS MUTUALLY STIPULATED AND AGREED:
I. CONDITIONS
2
The property owner of 465 Ash Street, Lino Lakes, MN shall observe the City of Shoreview’s
water use restrictions, currently odd/even with a mid-day ban. In the event that these are violated, the
City of Lino Lakes is required to enforce on the City of Shoreviews behalf.
Sanitary sewer service backup due to the lack of maintenance of the private sanitary sewer
service shall be the responsibility of the property owner of 465 Ash Street, Lino Lakes, MN and
addressed by the City of Lino Lakes.
Inflow and Infiltration from illegal sump pump and foundation drain discharges shall be
monitored and enforced by the City of Lino Lakes, and at the City of Shoreview’s request.
The new water service shall be Shoreview-spec radio read meters (Badger/Orion). The City of
Lino Lakes shall maintain these meters in the event of reading errors.
II. PERMITS AND FEES
The property owner of 465 Ash Street, Lino Lakes, MN shall obtain a permit from the City of
Shoreview and pay connection fees:
Water
Water fees in lieu of an assessment 92’ X $33.33/ft $ 3,066.36
Trunk Facility Charge 92’ X $ 7.75/ft $ 713.00
Connection Charge $ 275.00
Water Meter with Tax $ 271.03
Permit/Inspection $ 61.00
Total Shoreview Water Connection Fees $ 4,386.39
Sewer
Water fees in lieu of an assessment 92’ X $25.23/ft $ 2,321.16
Connection Charge $ 275.00
Permit/Inspection $ 61.00
Total Shoreview Sewer Connection Fees $ 2,657.16
III. USE CHARGES
Water - The City of Lino Lakes shall be responsible for installing, maintaining and reading the
water meter. Water usage data shall be collected and forwarded to the Shoreview City Manager in
accordance with a schedule approved by the Shoreview City Manager which will enable the City of
Shoreview to submit a quarterly water use statement to the City of Lino Lakes as hereinafter provided.
The Shoreview City Manager shall have the authority to randomly sample water usage data by reading
the meter. The City of Lino Lakes shall pay the City of Shoreview the total of the individual water use
charges as computed pursuant to Shoreview Code 501.080 and amendments thereto. A quarterly
statement for the total water use charge shall be mailed to the City of Lino Lakes within a reasonable
time. The statement shall be due and payable within one month of billing.
Sanitary Sewer - The City of Lino Lakes shall pay the City of Shoreview the total of the
individual sanitary sewer use charges for each dwelling as computed pursuant to the City of Shoreview
code 502.070 and amendments thereto. A quarterly statement for the total sanitary sewer use charge
3
shall be mailed to the City of Lino Lakes within a reasonable time. The statement shall be due and
payable within one month of billing.
IV. TERMINATION
This Agreement may be terminated by the City of Shoreview if the City of Lino Lakes or the
resident at 465 Ash Steet Lino Lakes, MN violates the terms of the agreement or the provisions of
Shoreview Code Chapers 500 and amendments thereto. The City of Lino Lakes may terminate this
agreement upon serving written notice to the City of Shoreview of its intention to terminate. Upon
termination of this agreement the City of Lino Lakes, at its cost and pursuant to plans approved by the
City of Shoreview City Manager, shall disconnect the City of Lino Lakes utility service connection from
the City of Shoreview utilities.
XI. INDEMNIFICATION
To the extent allowed by law, the City of Shoreview and the City of Lino Lakes mutually agree
to indemnify and hold harmless each other from any claims, losses, costs, expenses or damages resulting
from the acts or omissions of the respective officers, agents, or employees relating to activities
conducted by either party under this Agreement, except any claims, losses, costs, expenses or damages
resulting from the other party’s negligence or willful misconduct.
IN WITNESS WHEREOF, the parties to this Agreement have hereunto set their hands on the dates
written below.
CITY OF LINO LAKES CITY OF SHOREVIEW
By: By:
Jeff Reinert Sandy Martin
Mayor Mayor
Dated: Dated:
ATTEST
By: By:
Julie Bartell Terry Schwerm
City Clerk City Manager
Dated: Dated: