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HomeMy WebLinkAbout08/06/2007 Council PacketWORK SESSION AGENDA CITY OF LINO LAKES Monday August 6, 2007 CITY COUNCIL WORK SESSION Community Room (not televised) 5:30 P.M. 1. Anoka County HRA/EDA, Karen Skepper 2. Spirit Hills Parking, Rockey Goertz 3. Land Acquisition, Anderson Builders 4. Water System Plans /Studies Update a. Water Emergency and Conservation Plan b. Water Treatment Feasibility Report c. Update on Utility Rate Study — Al Rolek will present verbally at the meeting 5. Proposed Charter Amendment/Street Reconstruction Projects - To Follow a. Process and Timeframe b. Charter Commission Funding Request c. Public Information 6. Compensation Study Proposal, Ann Antonsen 7. 2007 -2008 Council Goals 8. Distribution/Designation of Remaining Funds — Memorial Hospital District 6. 9. Budget Process — Requests from Outside Organizations 10. Lino Lakes Ambassador Program Request for Use of City Vehicle 11. VLAWMO Budget/JPA — To Follow Adjourn • • • y1l Afte S 1(ot.Ja V 'WPfl kS€Ss1by� SjOti_067 0 Fall of 2009 — End construction • • • II. PROCESS AND PRELIMINARY SCHEDULE A. Initiation of Project • Order Preparation of Shenandoah Feasibility Report B. Receive Shenandoah Feasibility Report / Call Public Hearing May 14, 2007 June 11, 2007 • Notice of hearing shall be published twice, at least one week apart, in the official newspaper of the City no less than two weeks prior to the date of hearing, and • A copy of the hearing, including estimated unit prices and the estimated total price, shall be mailed to each benefited property owner at least two weeks prior to the date of the hearing. C. Hold Neighborhood Meetings D. Public Hearing E. Petitioning Process June /July July 9, 2007 • Within 60 days after close of public hearing, the following petitions can be filed: (July 9, 2007 to September 6, 2007 = 60 Days) — A petition against improvement by either majority of property owners proposed to be assessed or if initiated by (1a) at least equal to number petitioning for improvement under (1a). Council can not make improvement at expense of benefited property owners. Council can not vote on same improvement for one year from public hearing. If petition for improvement at least equal to (4ai), then Council can order improvement. F. Referendum Question at City Council September 10, 2007 • Must be submitted to Election Liaison by 5:00 p.m. September 11, 2007 • Must be submitted by 5:00 p.m. September 13, 2007, to Anoka County 2 13849.004 G. Election November 6, 2007 • Must hold an election within 120 days after close of public hearing (Note: July 9, 2007 to November 6, 2007 = 120 Days) H, Authorize Improvement Project & Preparation of Plans /Specifications December 2007 I. Hold Neighborhood Meetings Ongoing 2008 J. Approve Plans and Specifications and Order Advertisement for Bids Spring 2009 K. Accept Bids Spring 2009 L. Assessment Hearing Spring 2009 M. Start Construction Spring 2009 N. End Construction Fall 2009 III. PROPOSED IMPROVEMENTS As established in the existing 5 -year CIP, the following streets are programmed for reconstruction in 2009: A. 2009 CONSTRUCTION 1, Shenandoah Area Rice Court Hokah Court Hokah Drive Totem Trail Arrowhead Drive Totem Trail to Cul -de -sac Hokah Drive to Cul -de -sac Totem Trail to Birch Street Arrowhead Drive to Birch Street Ware Road to 550 feet East of Totem Trail Overall, these streets are typical of many streets in the City that are over 30 years in age and are reaching the end of their design life. The overall condition assessment of the proposed improvement areas are further described in the following Section. 3 13849.004 • • • • • • II. PROCESS AND PRELIMINARY SCHEDULE A. Initiation of Project • Order Preparation of West Shadow Lake Drive Feasibility Study May 14, 2007 B. Receive West Shadow Lake Drive Feasibility Study / Call Public Hearing, June 11, 2007 • Notice of hearing shall be published twice, at least one week apart, in the official newspaper of the City no less than two weeks prior to the date of hearing, and • A copy of the hearing, including estimated unit prices and the estimated total price, shall be mailed to each benefited property owner at least two weeks prior to the date of the hearing. C. Hold Neighborhood Meetings D. Public Hearing E. Petitioning Process June /July July 9, 2007 • Within 60 days after close of public hearing, the following petitions can be filed: (July 9, 2007 to September 6, 2007 = 60 Days) - A petition against improvement by either majority of property owners proposed to be assessed or if initiated by (1 a) at least equal to number petitioning for improvement under (1a). Council can not make improvement at expense of benefited property owners. Council can not vote on same improvement for one year from public hearing. — If petition for improvement at least equal to (4ai), then Council can order improvement. F. Referendum Question at City Council September 10, 2007 • Must be submitted to Election Liaison by 5:00 p.m. September 11, 2007 • Must be submitted by 5:00 p.m. September 13, 2007, to Anoka County G. Election November 6, 2007 • Must hold an election within 120 days after close of public hearing (Note: July 9, 2007 to November 6, 2007 = 120 Days) Page 2 13849.005 H. Authorize Improvement Project & Preparation of Plans /Specifications December 2007 I. Hold Neighborhood Meetings Ongoing 2008 1111 J. Approve Plans and Specifications and Order Advertisement for Bids Spring 2009 K. Accept Bids Spring 2009 L. Assessment Hearing Spring 2009 M. Start Construction Spring 2009 N. End Construction Fall 2009 III. PROJECT DESCRIPTION AND HISTORY West Shadow Lake Drive has had many repairs and overlays done over the years. It ranges in width from 21 feet near the channel crossing, to 26 feet in other areas, and is about 1.5 miles long. The Project includes Shadow Court and Sandpiper Lane. The street consists of three distinct sections. The southern section is straight and wider. It has undeveloped property, a park, and a school yard fronting on it. It has a rural cross - section; however some of the ditches are gone. The middle section is narrow and has wetlands and the channel abutting it. Soil borings show the underlying soils are poor and contain 15 -foot to 20 -foot deep sections of peat where the street crosses the channel. The road elevation near the channel is low, and the lake has overtopped the road in some years. It has a rural cross - section which is elevated from the surrounding land. Drainage is undefined in this area. There are many trees close to the street in this area. The northern section is residential and the street there is narrow. The street was initially a rural section street with ditches handling the drainage. Over the years many of the ditches have been filled to create front lawn areas. Because of the flat street grades in many areas, this filling has created drainage problems such as icing in the winter and standing water in the summer. The sandy nature of the soils has mitigated this problem somewhat. Currently, the street is not centered within the right -of -way, but rather meanders within it. Shadow Court and Sandpiper Lane are wider streets with bituminous curb. These streets have good grades, and drain towards West Shadow Lake Drive. Page 3 13849.005 • • • • • Lino Lakes City Charter CHAPTER VIII. PUBLIC IMPROVEMENTS AND SPECIAL ASSESSMENTS Section 8.01. Power to Make Improvements and Levy Assessments. The City may make any type of public improvements not forbidden by law and levy special assessments to pay all or any part of the cost of such improvements as are of a local character. The total assessments for any local improvement may not exceed the cost of the improvement, including all costs and expenses connected therewith, with interest. No assessment shall exceed the benefits to the property. Section 8.02. Effective Charter Provisions, Except as Provided in Section 8.07. Local improvements (the term "local improvement" shall mean a public improvement financed partly or wholly from special assessments) shall be carried out exclusively under the provisions of this Charter. (Amended 11/23/93, Ordinance No. 93 -19) Section 8.03. Local Improvement Ordinances and Regulations. Within one hundred twenty (120) days after this Charter goes into effect and before local improvements can be acted upon, the Council shall enact suitable ordinance(s) governing local improvements and special assessments. The ordinance(s) shall provide a complete working code covering the determination of assessments and assessment districts, public hearings, appeals from a collection of assessments, penalties for delinquency in making payments, financing of said assessments, and the certifying of unpaid assessments for collection by the proper County officer. Said ordinance(s) shall also provide for installment payments and notices to be given thereof, appellate procedure, reassessment, if necessary, and all other matters appropriate to the subject of local improvements and assessments. After the adoption of such ordinance(s) providing for local improvements, all procedures in compliance therewith shall conform to the regulations as set forth in such ordinance(s) and as otherwise contained in this Charter. Section 8.04. Special Assessment Procedure. (Amended) Subdivision 1. All improvements to be paid for by special assessments against the benefitted property shall be instituted by either, (1) a petition of at least twenty -five percent (25 %) in number of the benefitted property owners (A benefitted property owner can only sign once regardless of the number of benefitted parcels owned and a benefitted parcel can only have one signature.) together with a resolution adopted by an affirmative vote of the majority of all of the Council, or, (2) a resolution adopted by a four - fifths affirmative vote of all of the Council. The Council resolution shall state the nature and scope of proposed improvement including the number of benefitted property owners, and shall PAGE 20 Lino Lakes City Charter provide means to obtain a cost estimate which shall set forth the cost of the improvement both in unit price and in total thereof. Upon receipt of such estimate, the Council shall by resolution set a date for a public hearing on the proposed improvement setting forth therein the time, place and purpose of such hearing. Such resolution shall be published twice, at least one week apart, in the official newspaper of the City no less than two (2) weeks prior to the date of said hearing, and in addition thereto, a copy of such resolution including estimate unit prices and estimated total price thereof shall be mailed to each benefitted property owner at his /her last known address at least two (2) weeks prior to the date of said hearing. Failure to give mailed notice, or any defects in the notice, shall not invalidate the proceedings. At such hearing the City shall receive any written and oral statements, and hear any petitioners for or against the proposed improvement. At such hearing the City Council shall present a special assessment formula and an analysis of the assessment income expected to offset the proposed improvement cost. A period of sixty (60) days shall elapse after the public hearing before any further action shall be taken by the Council, on the proposed improvement. If within such sixty (60) day period, in a petitioning process independent of the initiating process, a petition against such improvement be filed with the Council, signed by a majority of the owners proposed to be assessed for such improvement, or when the improvement has been petitioned for, signed by a number of the owners proposed to be assessed for such improvement, at least equal to the number of those who petitioned for the improvement, the Council shall not make such improvement at the expense of the property benefitted, unless, in the meantime there be filed with the Council a petition asking that the improvement be made, signed by property owners proposed to be assessed for such improvement at least equal in number to those who signed the petition against the improvement; in which event the Council may disregard the petition against the improvement. Any person whose name appears on a petition to the Council for a local improvement, may withdraw his /her name by statement in writing filed with the Council before such petition is presented to the Council. Subdivision 2. Regardless of the provisions of Subdivision 1 of this section, when less than one hundred (100 %) percent of the estimated cost of the proposed improvement is to be paid for by special assessments, connection charges, or any outside funding sources other than the City general fund, the Council shall within one hundred twenty (120) days after the conclusion of the public hearing, submit the proposed local improvement and its assessment formula to the voters of the City. If no election is scheduled during such one hundred twenty (120) day period, the Council shall schedule a special election by which said improvement and its associated assessment formula can be submitted to the City's voters. If a majority of those voting on said improvement and PAGE 21 • • • • • • Lino Lakes City Charter associated assessment formula are opposed, the Council shall not proceed with the local improvement as proposed. (Amended) Subdivision 3. When a proposed improvement is allowed under the foregoing subdivision, and the public record of the proposed improvement contains all of the evidence on which the Council shall base their decision, the Council may by resolution, at any time between sixty (60) days and one (1) year after the conclusion of the public hearing, proceed on the improvement. If after bids are received on the project the proposed contract exceeds the estimated cost of the engineer stated at the public hearing held under Subdivision 1 by more than ten (10 %) percent, the City Council may not award the contract for the proposed improvement, but may rebid the project for one (1) time only. (Amended) Subdivision 4. When a proposed improvement is disallowed under the foregoing subdivisions, the Council shall not vote on the same improvement within a period of one (1) year after the public hearing on said improvement. Section 8.05. Assessments for Services. The Council may provide by ordinance that the cost of City services to streets, sidewalks, or other public or private property may be assessed against property benefitted and may be collected in the same manner as special assessments. Such costs shall not be deemed to be "special assessments" for the purposes set forth in Section 8.03 of this chapter. Section 8.06. When under the provisions of section 8.04, Subdivision 1, an improvement is petitioned for by one hundred (100 %) percent of the benefitted property owners, such property owners may after the mailing of notice of a public hearing, petition to waive fifty (50) of the sixty (60) days waiting period. After such petition, the City Council may immediately order the proposed project. (Amended) Section 8.07. Local Improvement; Special Provisions. Subdivision 1. Except as provided in Subdivision 3, in the geographic areas of the City described in Subdivision 2, the construction of local improvements, the levy of special assessment for the financing of those improvements must be conducted in accordance with procedures specified in state law. Subdivision 2. Subdivision 1 applies to land within three (3) geographic areas, each not exceeding 430 acres, legally described as follows: PAGE 22 Lino Lakes City Charter AREA NO. 1 - Trunk Highway #49 (Hodgson Road) and County State Aid Highway #23 Intersection (Lake Drive) -All Government Lot 1, Section 30, T31, R22, PIN. 30- 31 -22- 210001 -That part of Lots 14, 15, 16 and 17, Auditor's Subdivision No. 151 lying south and east of State Trunk Highway #49 (Hodgson Road) right - of -way AREA NO. 2 - Interstate I35E and County Road 242 (Main Street) Interchange Northeast one quarter (1/4) of Section 24 - That part of the southeast one quarter (1/4) of Section 24 lying north of Cedar Street - East one half (1/2) of the southwest one quarter (1/4) of Section 24 East one half (1/2) of the northwest one quarter (1/4) of Section 24 AREA NO. 3 Interstate 135W and Trunk Highway #49 (Lake Drive) Interchange North one half (1/2) of the southwest one quarter (1/4) of Section 18 That part of the south one half (1/2) of the southwest one quarter (1/4) of Section 18 lying north of the Interstate I35W right -of -way That part of the southwest one quarter (1/4) of Section 17 lying west of Trunk Highway #49 (Lake Drive) right -of -way All of the northwest one quarter (1/4) of Section 17 with the exception of that part of the southeast one quarter (1/4) of said northwest one quarter (1/4) of Section 17 as follows: beginning at a point at the intersection of the south line of said southeast one quarter (1/4) of the northwest one quarter (1/4) with the east right -of -way line of Trunk Highway #49; thence northeasterly along said right -of -way line 938.14 feet (+ or -) thence southeasterly 672. 39 (+ or -) feet to east line of said southeast one quarter (1/4) of the northwest one quarter (1/4); thence south along said east line 588.5 (+ or -) feet to the south line of said southeast one quarter (1/4) of the northwest one quarter (1/4); thence westerly along said south line 1021.59 feet (+ or -) to the point of beginning. The north 720 feet of that part of the southwest one quarter (1/4) of the northeast one quarter (1/4) of Section 17 lying west of the Anoka County Park property That part of the north one half (1/2) of the northeast one quarter (1/4) of Section 17 lying west of the Anoka County Park property. That part of the north one half (1/2) of the northeast one PAGE 23 • • • • • • Lino Lakes City Charter quarter (1/4) of Section 17 lying west of the Anoka County Park property - The south one half (1/2) of southeast one quarter (1/4) of the southeast one quarter (1/4) of Section 8 - The southeast one quarter (1/4) of the southeast one quarter (1/4) of the southwest one quarter (1/4) of Section 8 The east 330 feet (+ or -) of the northeast one quarter (1/4) of the southeast one quarter (1/4) of the southwest one quarter (1/4) of Section 8 Subdivision 3. When construction of local improvements, the levy of special assessments for the financing of those improvements specially benefit a parcel of real property, in an area described in subdivision 2, on which a single family, owner occupied residential unit existed on September 30, 1993, the owner /occupant of such residential unit may file a petition with the City Clerk objecting to the special assessment to be levied against his /her parcel. Such petition shall be filed with the City at or before the first public hearing to be held on the project. After the filing of such petition the City may not specially assess such owner's property for the improvements constructed unless the owner, at his /her option, in the future elects to connect to or use the improvements constructed by the City. Any notice of hearing mailed to such single family, owner occupied units shall include notice of the property owner's right to object to the assessments as granted in this paragraph. This exception terminates on the first day that an owner occupied residential unit no longer exists on the parcel of real property. (Section 8.07 Added November 22, 1993, Ordinance No. 93 - 19) PAGE 24 • • • 00 .0 - 0>' c 4.61 O OV � O aj W E Vzs ce ce ea ` Aye � o4 3 0 - 0 0 0 0 N Z N roc - H c° 0 0 dD Amendment by Ordinance Charter Commission -4 • O >, o s0 E 0 aci U .� 2 0 E a) E .fl E ° • cd0 d y 0 •° L o ro 0 >, +-+ L - a".3 co O^V L O cd O ^ y U c ° • o O U A • a) >, O t 0 U o s • Q• U c° 0 N 0 O 0 0 vD 0 2 O 0 a� �0+ O 0 0 0 n 0 0 0 .0 a� 0 0 F•' 410.12, Minnesota Statutes 2006 Page 1 of 3 Legislature Home ( Links to the World i Help 1 Advanced Searci House i Senate ! Joint Departments and Commissions I Bill Search and Status 1 Statutes, Laws, and Rules innesota Statutes Table of Chapters Chapter 410 Table of Contents 410.12, Minnesota Statutes 2006 Copyright © 2006 by the Office of Revisor of Statutes, State of Minnesota. 410.12 AMENDMENTS. Subdivision 1. Proposals. The charter commission may propose amendments to such charter and shall do so upon the petition of voters equal in number to five percent of the total votes cast at the last previous state general election in the city. Proposed charter amendments must be submitted at least 12 weeks before the general election. Only registered voters are eligible to sign the petition. All petitions circulated with respect to a charter amendment shall be uniform in character and shall have attached thereto the text of the proposed amendment in full; except that in the case of a proposed amendment containing more than 1,000 words, a true and correct copy of the same may be filed with the city clerk, and the petition shall then contain a summary of not less than 50 nor more than 300 words setting forth in substance the nature of the proposed amendment. Such summary shall contain a statement of the objects and purposes of the amendment proposed and an outline of any proposed new scheme or frame work of government and shall be sufficient to inform the signers of the petition as to what change in government is ought to be accomplished by the amendment. The summary, together with a copy of the proposed endment, shall first be submitted to the charter commission for its approval as to form and substance. The commission shall within ten days after such submission to it, return the same to the proposers of the amendment with such modifications in statement as it may deem necessary in order that the summary may fairly comply with the requirements above set forth. Subd. 1 a. Alternative methods of charter amendment. A home rule charter may be amended only by following one of the alternative methods of amendment provided in subdivisions 1 to 7. Subd. 2. Petitions. The signatures to such petition need not all be appended to one paper, but to each separate petition there shall be attached an affidavit of the circulator thereof as provided by this section. A petition must contain each petitioner's signature in ink or indelible pencil and must indicate after the signature the place of residence by street and number, or other description sufficient to identify the place. There shall appear on each petition the names and addresses of five electors of the city, and on each paper the names and addresses of the same five electors, who, as a committee of the petitioners, shall be regarded as responsible for the circulation and filing of the petition. The affidavit attached to each petition shall be as follows: State of County of ss. being duly sworn, deposes and says that the affiant, and the affiant http : / /ros.leg.mn/bin/getpub .php ?pubtype= STAT_CHAP_ SEC &year= current &section = 410.12 &image.... 8/6/2007 410.12, Minnesota Statutes 2006 . Page 2 of 3. only, personally circulated the foregoing paper, that all the signatures appended thereto were made in the affiant's presence, and that the affiant believes them to be the genuine signatures of the persons whose names they purport to be. Signed (Signature of Circulator) Subscribed and sworn to before me this day of Notary Public (or other officer) authorized to administer oaths The foregoing affidavit shall be strictly construed and any affiant convicted of swearing falsely as regards any particular thereof shall be punishable in accordance with existing law. Subd. 3. May be assembled as one petition. All petition papers for a proposed amendment shall be assembled and filed with the charter commission as one instrument. Within ten days after such petition is transmitted to the city council, the city clerk shall determine whether each paper of the petition is properly attested and whether the petition is signed by a sufficient number of voters. The city clerk shall declare any petition paper entirely invalid which is not attested by the circulator thereof as required in this section. Upon completing an examination of the petition, the city clerk shall certify the result of the examination to the council. If the city clerk shall certify that the petition is insufficient the city clerk shall set forth in a certificate the particulars in which it is defective and shall at once notify the committee of the petitioners of the findings. A petition may be amended at any time within ten days after the making of a certificate of insufficiency by the city clerk, by filing a supplementary petition upon additional papers signed and filed as provided in case of an original petition. The city clerk shall within five days after such amendment is filed, make examination of the amended petition, and if the certificate shall show the petition still to be insufficient, the city clerk shall file it in the city clerk's office and notify the committee of the petitioners of the findings and no further action shall be had on such insufficient petition. The finding of the insufficiency of a petition shall not prejudice the filing of a new petition for the same purpose. Subd. 4. Election. Amendments shall be submitted to the qualified voters at a general or special election and published as in the case of the original charter. The form of the ballot shall be fixed by the governing body. The statement of the question on the ballot shall be sufficient to identify the amendment clearly and to distinguish the question from every other question on the ballot at the same time. If 51 percent of the votes cast on any amendment are in favor of its adoption, copies of the amendment and certificates shall be filed, as in the case of the original charter and the amendment shall take effect in 30 days from the date of the election or at such other time as is fixed in the amendment. Subd. 5. Amendments proposed by council. The council of any city having a home rule charter may propose charter amendments to the voters by ordinance. Any ordinance proposing such an amendment shall be submitted to the charter commission. Within 60 days thereafter, the charter commission shall review the proposed amendment but before the expiration of such period the commission may extend the time for review for an additional 90 days by filing with the city clerk its resolution determining that an additional time for review is needed. After reviewing the proposed amendment, the charter commission shall approve or reject the proposed amendment or suggest a substitute amendment. The commission shall promptly notify the council of the action taken. On notification of the charter commission's action, the council may submit to the people, in the same manner as provided in subdivision 4, the amendment originally proposed by it or the substitute amendment proposed by the charter commission. The amendment shall become effective only when approved by the voters as provided in subdivision 4. If so approved it shall be • • • http : / /ros. leg. mn /bin/getpub.php ?pubtype =STAT_ CHAP_ SEC &year = current &section = 410.12 &image.... 8/6/2007 410.12, Minnesota Statutes 2006 Page 3 of 3 filed in the same manner as other amendments. Nothing in this subdivision precludes the charter commission from proposing charter amendments in the manner provided by subdivision 1. eiSubd. 6. Amendments, cities of the fourth class. The council of a city of the fourth class ving a home rule charter may propose charter amendments by ordinance without submission to the charter commission. Such ordinance, if enacted, shall be adopted by at least a four -fifths vote of all its members after a public hearing upon two weeks' published notice containing the text of the proposed amendment and shall be approved by the mayor and published as in the case of other ordinances. The council shall submit the proposed amendment to the people in the manner provided in subdivision 4, but not sooner than three months after the passage of the ordinance. The amendment becomes effective only when approved by the voters as provided in subdivision 4. If so approved, it shall be filed in the same manner as other amendments. Subd. 7. Amendment by ordinance. Upon recommendation of the charter commission the city council may enact a charter amendment by ordinance. Within one month of receiving a recommendation to amend the charter by ordinance, the city must publish notice of a public hearing on the proposal and the notice must contain the text of the proposed amendment. The city council must hold the public hearing on the proposed charter amendment at least two weeks but not more than one month after the notice is published. Within one month of the public hearing, the city council must vote on the proposed charter amendment ordinance. The ordinance is enacted if it receives an affirmative vote of all members of the city council and is approved by the mayor and published as in the case of other ordinances. An ordinance amending a city charter shall not become effective until 90 days after passage and publication or at such later date as is fixed in the ordinance. Within 60 days after passage and publication of such an ordinance, a petition requesting a referendum on the ordinance may be filed with the city clerk. Such petition shall 4, signed by qualified voters equal in number to two percent of the total number of votes cast in the city at the last state general election or 2,000, whichever is less. If the city has a system of permanent registration of voters, only registered voters are eligible to sign the petition. If the requisite petition is filed within the prescribed period, the ordinance shall not become effective until it is approved by the voters as in the case of charter amendments submitted by the charter commission, the council, or by petition of the voters, except that the council may submit the ordinance at any general or special election held at least 60 days after submission of the petition, or it may reconsider its action in adopting the ordinance. As far as practicable the requirements of subdivisions 1 to 3 apply to petitions submitted under this section, to an ordinance amending a charter, and to the filing of such ordinance when approved by the voters. History: (1286) RL s 756; 1907 c 199 s 1; 1911 c 343 s 1; 1939 c 292 s 1; 1943 c 227 s 1; 1949 c 122 s 1; 1959 c 305 s 3,4; 1961 c 608 s 5,6; 1969 c 1027 s 3; 1973 c 503 s 1 -4; 1986 c 444; 1998 c 254 art 1 s 107; 1999 c 132 s 42; 2005 c 93 s 1 Please direct all comments concerning issues or legislation to your House Member or State For Legislative Staff or for directions to the Capitol, visit the Contact Us page. General questions or comments. • http : / /ros.leg.mn/ bin / getpub .php ?pubtype= STAT_CHAP_SEC &year = current& section = 410.12 &image.... 8/6/2007 MEMORANDUM To: Mayor and Council From: Mary Divine Date: July 23, 2007 Re: Charter Commission Newsletter request Staff received an article from Charter Commission member Cori Duffy on Friday, July 20 stipulating that it should be included in the city newsletter. She specified that the article be unedited and that she be allowed to proof it. Articles that have been planned for the Fall 2007 issue included a summary of the final report of the city council - appointed citizen task force, and an explanation of the potential referendum for local road improvements that residents may see on the ballot this fall. These articles are written and edited by staff with the aim being to inform without influencing the voters regarding an issue. Staff is requesting city council direction regarding the use of the newsletter for opinion pieces from individuals or groups. Who are the Charter Commission? The Lino Lakes Charter Commission is a fifteen member body appointed by the District Judge to oversee the City Charter. Established in 1981, they're the only entity in Lino Lake's government that doesn't fall under the authority of the city council. They're also volunteers, and do not receive any compensation for their efforts. Their charge is to study the City and ensure that the City's needs are addressed within the Charter as allowed under state law. The Commission may propose amendments to the Charter, as can the city council. The Commissioners are appointed to four -year terms, and any Lino Lakes resident can apply, except current City Council members. The Charter Commission is completely separate and distinct from the recently formed "Citizen's task force" (or "Lino Lakes Charter task force ") which was appointed in February, 2007 by the city council. In the coming months there will be several openings on the Commission due to expiring terms. If anyone is interested in applying, please do so by contacting city hall at 982 -2400, Chair Cori Duffy at the.duffvs@a,msn.com, or print an application from the city's website at www.ci.lino - lakes.mn.us. The Charter Commission presents... City Roads and the Charter: Fact or Fiction? The City Charter has recently come under scrutiny for its provisions regarding assessable projects such as road reconstruction. The Lino Lakes Charter Commission has examined a few recent public statements and has issued definitive answers for each. Statement #1: Lino Lakes' City Charter is unique. Verdict Fact! Every Charter is uniquely tailored to fit that city, and all charters are unique. Our Charter is unique, just as our city is unique, just as our people are unique. Statement #2: The Charter does not allow the city council to do road reconstruction. Verdict: Fiction! In 1996 the city had 25 miles of roadway in need of reconstruction, yet today there remain only 11 such miles. The city council has full power to approve reconstruction projects, as long as they are not funded using special assessments (which are costs levied against individual homeowners by the city for "street improvements "). And when the city wishes to impose special assessments, the city council can still approve the project, provided that the affected residents and the taxpayers also agree. The city has successfully rebuilt 14 miles of roadway over the past 10 years using a variety of funding options. Statement #3: The Charter requires a public referendum for road reconstruction projects. Verdict Fact! But only in those cases where a proposed project would be funded using both special assessments and money from the general fund (i.e. property tax revenue). In these cases the Charter shares decision power between the city council and the people, nothing more. Statement #4: Lino Lakes residents favor a change to the Charter by a margin of 60% to 20 %. Verdict: Let's check the facts: The actual survey question asked "Do you favor or oppose a City Charter change that would allow the city to establish such a <road reconstruction> fund ?" To conclude that the response from this question indicates that a majority of voters are willing to give up their present right to approve or disapprove road reconstruction projects is, at its best, a very long stretch of the survey results. Statement #5: The City Charter is to blame for our roadway system deteriorating. Verdict: Fiction! The fact is that the city council has always been 100% responsible for maintaining our roadways, and has failed to provide for timely maintenance like seal coating, crack repair, and resurfacing. This has allowed some of our roads to deteriorate more than they otherwise would have. After decades of neglect due to lack of planning, the city finally adopted a pavement management system in 2005; however, some city roads have not received any type of life- extending maintenance since the 70's or 80's, and are in poor condition. Statement #6: The streets continue to deteriorate because of lack of reconstruction. Verdict Fiction! Reconstruction is only performed on a road that the city considers as beyond its useful life. The only way to forestall deterioration is with timely maintenance (see #5, above). Statement #7: If left unchanged, the Charter will cost the city $11,000,000.00 over 10 years. Verdict: Fiction! The eleven million dollars is actually the estimated cost of the city not having a preventative maintenance policy (see #5), and is taken from the 2004 proposal that led to the adoption of our current "pavement management plan." The Charter merely gives residents veto power over some reconstruction projects. It has always given full power to the city council to maintain roads, so this claim is fraudulent. If the public votes against a project, the city can bring that project back again after a 1 -year waiting period. And unless the city changes the scope of the project, the work to be done is exactly the same as before. The Charter doesn't cost taxpayers dollars, it saves them. Statement #8: The Charter will bring a "tsunami" tax burden disaster to our $100 million roadway system. Verdict: Fiction! This claim is already answered in #'s 4 -6 above. Proponents of a change to the Charter continue to blur preventative maintenance with road improvements or reconstruction. The Charter doesn't restrict the city council's ability to maintain roads, the city council does. The Charter merely allows for neighborhood and taxpayer approval of "improvements," and when the taxpayers vote against a project, this merely delays expenditures and puts pressure on the city to come up with a better, possibly lower -cost project. Statement #9: The voters may be asked to change the City Charter. Verdict: Fact! However, at the time of this writing, it is unknown if a measure will be on the ballot this November. The Charter Commission asks that all voters follow this matter carefully, because a ballot question may include the surrender of residents' rights to limit city spending on road reconstruction projects. Approved this July 19, 2007 by the Lino Lakes Charter Commission Tit 5 i e ct C c ct�T�(iLte Cwt _ 1 - 7123 zoo-7 6256 Hollow Lane Lino Lakes, MN 55014 July 23, 2007 Mayor and City Council of Lino Lakes 600 Town Center Parkway Lino Lakes, MN 55014 -1182 Dear Mayor and City Council: Thank you for honoring my request to be added to the work session agenda for this evening. I appreciate the opportunity to meet with you on short notice. On behalf of the Lino Lakes Charter Commission, I hereby request additional funding for the Charter Commission to cover upcoming publishing and legal expenses. The funding amount shall equal no more than what has been allocated to and expended by the Lino Lakes Citizens Task Force in 2007. I also request that the final decision to this funding request be added to tonight's City Council agenda for an official record and vote at the City Council meeting. Thank you for your prompt attention to this matter. Best Regards, Cori Duffy Chair, Lino Lakes Charter Commission dit,t+E - Interested in the Charter Commission? /t -e\ft ct.�.t e--15-v"4"1 • c The City of Lino Lakes will be accepting applications from persons interested in serving on the Charter Commission. Any Lino Lakes resident, except current city council members, who is a qualified voter and wishes to serve on the Charter Commission, may call Lino Lakes City Hall at 651/982 -2400 and request an application, visit the city website at www.ci.lino - lakes.mn.us and click on "Home Rule Charter," or call Chair Cori Duffy at the.duffys @msn.com. Applications must be submitted to the city no later than October 1, 2007. Questions regarding the appointment process can be directed to Julie Bartell, City Clerk, 651/982 -2406. The Lino Lakes Charter Commission is a 15- member body appointed by a District Judge to oversee the City Charter. Established in 1981, this volunteer commission is the only entity in Lino Lake's government that doesn't fall under the authority of the city council. The commission's charge is to serve as custodians of the City Charter in accordance with state laws, the charter by -laws and rules of the Charter Commission. The commission may propose amendments to the City Charter, as can the city council. The commissioners are appointed to four -year terms. The Charter Commission is completely separate and distinct from the Citizen's Task Force, which was appointed in February, 2007 by the city council to review Charter provisions pertaining to local improvements. • • WS — Item 1 WORK SESSION STAFF REPORT Work Session Item 1 Date: Council Work Session, August 6, 2007 To: City Council From: Gordon Heitke Re: Anoka County HRA Expansion of Powers to Act as Economic Development Authority Background In December 2006, the Anoka County Board appointed an Economic Development Exploratory Committee to review economic development, community development and housing programs, and service gaps in the County, and to formulate a recommendation on the need for a county economic development organization. In May 2007, the committee issued its report which recommended that the County Board extend the power of the Anoka County Housing and Redevelopment Authority (HRA) to operate as an Economic Development Authority (EDA). The County Board held a public hearing on June 12, 2007 and adopted a resolution adding EDA powers to the HRA. Karen Skepper, Anoka County Community Development Director, has requested to appear before the Council to explain how the HRA will work with the added economic development powers and municipalities. Requested Council Direction No direction is being requested at this time; however, Ms. Skepper will be providing information on how municipalities can participate in Anoka County HRA projects and, in the future, will be seeking the Council's decision on participation. Attachment(s) 1. Executive Summary Report of the Anoka County Economic Development Exploratory Committee, May 8, 2007. Report of the Anoka County Economic Development Exploratory Committee Anoka County, Minnesota May 8, 2007 Springsted Incorporated 380 Jackson Street, Suite 300 Saint Paul, MN 55101 -2887 Springsted Tel: 651 - 223 -3000 Fax: 651 - 223 -3002 www.springsted.com LETTER OF TRANSMITTAL May 8, 2007 Anoka County Board of Commissioners Government Center 2100 3rd Avenue Anoka, MN 55303 Dear Commissioners: On behalf of the Anoka County Economic Development Exploratory Committee, we are pleased to transmit this report documenting the Committee's inventory of existing programs and services, its identification of program and service gaps, and its recommendation that the County Board extend the power of the Anoka County HRA to operate as an EDA . The Committee also recommends that the County Board authorize legal research to clarify the levy authority that can be exercised by the Anoka County HRA operating with statutory EDA powers to determine the maximum rate that can be levied and the manner in which the levy can be allocated for HRA and EDA purposes. It also recommends that the County Board consider the appropriate number of governing board members serving on the Anoka County HRA operating with statutory EDA powers, recognizing that statutes allow a county EDA to have nine members. In submitting this report for the Board's consideration, we want to thank the Committee members who participated in the inventory and analysis of economic development information and evaluated the organizational options available for the County' s involvement in economic development. We also want to thank all of the cities and townships that supplied data for the Committee' s review. Finally we want to express our appreciation to the Anoka County staff that provided us with previously conducted research on economic development. We have appreciated working with the County on this important study and look forward to future opportunities to be of service. Respectfully submitted, Sharon G. Klumpp, Vice President Consultant maj Public Sector Advisors Executive Summary 2 1. Executive Summary In December 2006, the Anoka County Board of Commissioners appointed an 11- member Economic Development Exploratory Committee to review current economic development, housing and community development programs in the County, to identify gaps in the level of existing services provided, to assess the capacity of existing agencies to expand their services to fulfill these needs, and to formulate a recommendation on the need for a County economic development organization. The committee completed an inventory and gap analysis based on information collected through community surveys and other available background material, studied the four statutory organizational options available for County involvement in economic development, and issues this report and its recommendations in accordance with Minnesota Statutes Section 469.1082. Findings made by the committee include: 1. Anoka County is forecast to experience continuing growth through 2030. 2. Three distinct development patterns exist in Anoka County: fully developed areas, developing areas and rural areas. More than one development pattern may exist in a single community. 3. 10 of the 21 Anoka County communities surveyed have a city Economic Development Authority (EDA). 4. Tax base growth and job creation are major themes that emerged from the committee's review of responses to the Local Government Inventory Questionnaire. 5. Transportation improvements and major development projects top the list of major economic development goals which Anoka County communities hope will make headlines in the next 10 years. 6. Staffing and funding are the most frequently cited challenges to economic development encountered by Anoka County communities. Nine gaps in the level of economic development services were identified: 1. Ability to buy property with the change in eminent domain laws. 2. Limited financial resources dedicated to economic development activities. Report of the Anoka County Economic Development Exploratory Committee Executive Summary 3 3. Lack of staff dedicated to economic development activities who have the expertise and knowledge of economic development tools 4. Organizational structure for sharing information and coordinating communications among Anoka County and its cities and townships. 5. Better image of the County and a coordinated approach to "branding." 6. Feasibility study of fiber optics and other technological infrastructure and a coordinated approach to technology development. 7. Availability of up -to -date demographic data and projections. 8. Central point of contact for businesses considering locating or expanding in Anoka County; better understanding of relationship between economic development and redevelopment subsidies and job gains and losses. 9. Ability to provide economic development services to communities that do not have an EDA. The committee determined that Anoka County involvement in economic development was desirable, citing the number of communities that do not have an organizational structure for economic development and the efficiency and effectiveness of a regional approach. Committee members also recognized the ability of a County economic development organization to serve as a central information clearinghouse for all Anoka County communities. The committee recommends that the Anoka County Housing Redevelopment Authority (HRA) be authorized to operate as an EDA, citing greater administrative efficiency and effectiveness to administer a single economic development organization compared to administering both a County HRA and EDA. In making this recommendation, the committee noted that none of the Anoka County general government subdivisions exercises extraterritorial planning powers beyond its boundaries. Minnesota Statutes Section 469.1082 subdivision 3 specifically requires the committee to identify the distance that a city controls beyond its boundaries, if applicable. This provision is not applicable to Anoka County. The committee also recommends that the County authorize legal research to clarify questions regarding the levy authority that can be exercised by the Anoka County HRA operating with statutory EDA powers to determine the maximum rate that can be levied and the manner in which the levy can be allocated for HRA and EDA purposes. Committee members advise that this information will be important to each community's deliberations regarding participation in the Anoka County HRA operating as an EDA. Report of the Anoka County Economic Development Exploratory Committee Executive Summary 4 Finally, the committee recommends that the County Board consider the appropriate size of the County HRA's governing board if it is authorized by the County Board to operate as an EDA, noting that Minnesota Statutes Section 469.1082 Subdivision 8 permits a county economic development authority to have a nine - member board. Report of the Anoka County Economic Development Exploratory Committee • • • WS — Item 2 WORK SESSION STAFF REPORT Work Session Item 2 Date: Council Work Session, August 6, 2007 To: City Council From: Gordon Heitke Re: Spirit Hills Commercial Center Parking Background Since April of 2007 the City Council has received several inquiries from the Spirit Hills Commercial Center tenants regarding the conformance of parking at the center with the City's zoning requirements. In May of 2007 City staff, following a preliminary review, informed the management company and owner of our concerns and indicated that Certificates of Occupancy for any remaining vacant suites would not be issued unless the parking was in conformance with the zoning requirements. In June of 2007 the Council received an additional letter from Spirit Hills tenants requesting reevaluation of the parking demand for the center. Since that time staff has been working with the owner of the center to identify and resolve any outstanding issues. Enclosed under separate cover is a letter from the owner of the center expressing his position on the matter. Additionally, Snap Fitness was notified that the existing number of exercise machines (used for the parking determination) exceeds the number reviewed with the building permit. A response from Snap Fitness is also included under separate cover. Staff is working with the tenant to resolve this issue. Analysis. At this time Spirit Hills Commercial Center consists of eight (8) active businesses and three vacant suites. The site contains 133 off - street parking stalls including pervious parking areas comprised of either reinforced turf or rock. This count is in addition to the gasoline pumps, bank drive through and coffee shop drive through stacking stalls. These spaces have been confirmed by both City staff and the property owner and are depicted on the attached site parking plan. 1 Staff has computed the required parking for the site under existing conditions based on; 1) square footage and use of suites as indicated on individual building permits; 2) employment figures for maximum work shift (when applicable), provided by the tenant; and 3) the parking parameters specified within the zoning ordinance for each respective use. The total parking required based on the existing uses is 116. This leaves a total of 17 parking spaces available to accommodate additional users of the vacant suites. It should be noted however that the remaining vacant square footage if occupied by retail uses would require 20 parking spaces leaving a deficit of three spaces. Occupancy of these suites will be reviewed at the time of building permit issuance to insure conformance with the parking requirements. Additionally, a parking study was conducted by the owner's traffic consultant TDI, Inc. Parking counts were taken each half hour from 10:30 a.m. to 7:00 p.m. on both Tuesday, July 10, Friday, July 13 and from 3:30 p.m. to 7:00 p.m on Saturday, July 14. The study also included evaluation of queues at the bank drive through lane that have the potential to impact parking on the south side of the bank. A letter and results of the study are attached. The study does not provide any information addressing whether or not the shopping center is in conformance with ordinance requirements. However, the study identifies that during the days observed the total number of parking spaces occupied at any given time was under fifty with the largest occupancy (48) recorded at 6:00 p.m. on Tuesday, July 10. The study also provided information regarding the frequency of the bank drive through use. Opinion As stated in Section 3, Subdivision 5 of the City's Zoning Ordinance the purpose for the regulation of off -street parking is to alleviate or prevent congestion of the public right -of- way. In other words the City's purpose for establishing off -street parking requirements is to insure that private business activities do not impose a burden on the public from traveling on adjacent public streets. However, this purpose should not be construed to mean that legally parked vehicles on Ware Road are in violation of the City's parking ordinance. Parking is allowed on Ware Road which is of sufficient width to accommodate parallel parking on street. Parking at Spirit Hills Commercial Center has not created congestion of the public right -of -way adjacent to the site. While it can be argued that the parking study was conducted during a slow time of the year, the counts show that during the majority of the day and evening approximately 2/3 of the parking spaces were unoccupied. Use of the bank drive through was also extremely infrequent. Given the limited use and temporary nature of vehicles using the drive through, use of the southern bank parking area does not appear to be an issue. It should also be noted that the conflict between cars parked and drive through users (outside lane) is non existent after the bank closes which corresponds with the peak period of the remainder of the shopping center. Overall, the off -street parking provided at the Spirit Hills Commercial Center is in conformance with the City's Zoning Ordinance. This determination is based on the 2 • • • • parameters established by ordinance and reflect the sum total of parking stalls required for all existing users. Leasing of vacant suites will need to take into consideration the total number of stalls available to accommodate new users. It is staff s opinion that the Spirit Hills Commercial Center is in conformance with the parking requirements of the City and that no further evaluation is warranted at this time. Occupancy of vacant suites will need to be evaluated to insure that additional required parking does not exceed the existing 133 spaces provided. Requested Council Direction Staff is requesting council direction as to whether any further evaluation is necessary. Attachment(s) 1. Spirit Hills Parking Plan 2. Parking Study, IDI, Inc. 3. Parking Analysis 3 ."o y o in S n _ n N m p n n" x n N < m 3 N> ^°rNTZfPm 9'1 -0 c,— O� > O_° --n 0 Y Np m 3 -i, uo°omF °a°= nU _ = i 9c on ?a0.�_ T. c o a n -a . . .;-..2,i; - = ° off, ... v c °- _ E 2 1I)° -> o - .-.° 000° j0 TO ,•_ coo po ° e °'o ��zsov o o _ �° g ° ° °p i ^ >'n ?0 mn D^' ?0°cc °vnc2i De' .d; ° 2 vo a'° =° 'v ut� O. E M. S.-9, `O� _ P. xm N 3 °�D° D O a c f:'2,,9 ° �nO sE a Ee atn =51,4 cc m cj = °9m oQ90 c n °? m3N3om El :1, '- • ao n o _ ° - o•!iii om in _ �-'' 4 w - o nce °_tn5 !:7:2-;!-6' m ..1.1 w o -o n pl uD„ apD ° : l' `-x' 0 !Ti c .. "el rig p S o °o m s • oi N = n s- ..; 4.!--.14 3 Q' E it! IT .§7 ° ° Fc O T 1000 8 om m�. R g� ASBUILT PARKING PLAN SPIRIT HILLS CENTER SPIRIT HILLS, INC. LINO LAKES, MINNESOTA • • LI I TRAFF C DATA INC July 31, 2007 Mr. Evan Shuster Griffin Companies 615 First Ave NE, #500 Minneapolis, MN 55413 Re: Spirit Hills Retail Center Parking Study Data Dear Mr. Shuster, Thank you for the opportunity to provide parking data collection at Spirit Hills in Lino Lakes, MN. According to the parking analysis contained in the May 15, 2007 letter from Michael Grochala, the parking demand exceeds the provided spaces during the following timeframes: 11 am to 5 pm each weekday and 4 to 5 pm on Saturday. To ensure we covered these busy timeframes without missing any peaks, we counted the total number of vehicles parked in the shopping center's lot each half hour, on the half hour, during the following time periods: • Tuesday, July 10, 2007 - 10:30 a.m . to 7:00 p.m. • Friday, July 13, 2007 - 10:30 a.m. to 7:00 p.m. • Saturday, July 14, 2007 - 3:30 p.m. to 7:00 p.m. The city also expressed concern about the bank drive through potentially blocking access to the parking stalls on the southwest cor ner of the site. We counted the total number of queued vehicles at the bank drive through as well as the queue in the individual lane with the longest queue. This data was collected on the half hour during the timeframes noted above. The data collection was started on the northeast corner of the parking lot at each half hour, ending at the bank drive through. This took approximately ten minutes. The data was collected using a hand held counter as the person drove through the parking lot. Vehicles were counted if they were parked in a space. Vehicles driving in the aisles, making a parking maneuver, and parked in drive through lanes or at gas pumps were not counted in the parking number. The data is attached in Tabl e 1. Michael Grochala's letter indicated there are 129 spaces in the parking lot, but the attached as -built site plan shows 133 parking spaces (128 general and 5 handicapped spaces) . No matter which parking space count is used, at no time was the parking lot even half full. The longest queue in the bank dr ive through was one vehicl e, which does not impede any of the existing parking spaces. There is ample parking capacity available for Suites 140 and 340 to be occupied at Spirit Hills. Please call me if you have any questions. Sincerely, TRAFFIC DATA INC. Michael P. Spack, P.E. President 3268 Xenwood Ave S * St. Louis Park, MN 55416 * 952.926.0916 * fax 1.866.651.5058 • www.trafficdatainc.com MIS N lid I iRRFFTC DATA INC. TABLE #1: SPIRIT HILLS PARKING DATA COLLECTION • TIME TUESDAY - JULY 10, 2007 FRIDAY - JULY 13, 2007 SATURDAY - JULY 14, 2007 # VEHICLES IN PKG LOT BANK DRIVE THRU # VEHICLES IN PKG LOT BANK DRIVE THRU # VEHICLES IN PKG LOT BANK DRIVE THRU TOTAL IN LINE # IN LONGEST LINE TOTAL IN LINE # IN LONGEST LINE TOTAL IN LINE # IN LONGEST LINE 10:30AM 27 0 0 28 1 1 11:OOAM 35 0 0 23 0 0 11:30AM 28 1 1 24 0 0 12:OOPM 35 0 0 24 0 0 12:30PM 37 0 0 30 0 0 1:OOPM 35 0 0 28 0 0 1:30PM 33 0 0 21 0 0 2:00PM 31 0 0 25 0 0 2:30PM 33 0 0 21 0 0 3:OOPM 33 0 0 28 0 0 3:30PM 26 0 0 27 0 0 22 0 0 4:OOPM 26 0 0 28 0 0 14 1 1 4:30PM 39 1 1 35 0 0 16 0 0 5:OOPM 44 0 0 29 0 0 14 0 0 5 :30PM 39 1 1 30 0 0 12 0 0 6:OOPM 48 1 1 31 0 0 16 0 0 6:30PM 42 0 0 30 0 0 13 0 0 7:OOPM 46 0 0 26 0 0 17 0 0 3268 Xenwood Ave S * St. Louis Park, MN 55416 * 952.926.0916 fax 1.866.651.5058 * www.trafficdatainc.com • • 1an I I TRAF C DATA INC. • • Michael P. Spack, P.E. Education ➢ Bachelor of Civil Engineering University of Minnesota, 1996 ➢ Northwestern University Traffic Institute Bicycle Facility Design Course, 1996 ➢ Signal & Lighting Design Course Mn/DOT, 1999 ➢ Signal Operations Course Mn/DOT, 2000 ➢ Neighborhood Traffic Control Course University of Wisconsin, 2000 ➢ Roundabout Planning & Design Course Mn/DOT, 2001 ➢ Mini - Master of Real Estate Development University of St. Thomas, 2006 Professional Organizations ➢ Sensible Land Use Coalition ➢ Institute of Transportation Engineers ➢ Midwestem District of the Institute of Transportation Engineers • Director, 2006 ➢ North Central Section of the Institute of Transportation Engineers • Newsletter Co-Editor, 1998 • Outreach Committee Chair, 1999 to 2001 • Director, 2001 • Treasurer, 2002 • Founding Member of Pedestrian Safety Committee, 2002 • Secretary, 2003 • Vice - President, 2004 • President, 2005 • Past - President, 2006 • Professional Development Committee Chair, 2007 Certifications ➢ Mn/DOT technical certification for Signals & Lighting - Levels I & II Licenses ➢ Professional Engineer Registration in Minnesota (No. 40936) ➢ Professional Engineer Registration in Wisconsin (No. 37596 -006) Mr. Spack is the President of Spack Consulting and is responsible for the firm's traffic engineering and transportation planning projects. Mr. Spack also serves part-time as an Adjunct Professor in the University of Minnesota's Department of Civil Engineering. Since beginning his career in 1996, Mike has participated in a wide variety of traffic engineering and transportation planning projects. Following are the types of projects he has directed and/or worked on: ► Traffic Impact Studies ► Environmental Analyses ► Traffic Operations ► Pedestrian System Planning ► Corridor Planning ► Signal Justification Studies ► Site Specific Parking Circulation ► Traffic Signal Design ► Roadway Design ► Signing & Striping Design ► Traffic Signal Operations ► Roadway Audits ► School Safety Studies ► Safety Studies ► Traffic Data Collection Mike has conducted several parking studies at Traffic Data Inc, including studies for Brookdale, the Mall of America, and Minneapolis (40/France shopping district). City of Maple Grove, MN Mr. Spack was employed as the City of Maple Grove Traffic Engineer. As the traffic engineer he reviewed all development proposals, all roadway and traffic signal construction plans, and all traffic studies prepared for the City. Mr. Spack performed as the project manager on construction and planning projects. He also responded to all citizen requests pertaining to traffic conditions. In this regard he performed numerous traffic studies to determine if additional traffic controls are needed within neighborhoods and along collector /arterial routes. Mike routinely made presentations to the City Council and Planning Commission. He also worked regularly with neighborhood groups and has conducted several neighborhood meetings. Mr. Spack was responsible for all traffic operations along City roadways and worked closely with Mn/DOT and Hennepin County regarding the operations of their roadways within the City. Benshoof & Associates, Inc., Hopkins, MN While with the Benshoof firm, Mr. Spack prepared traffic impact studies for several types of environmental documents including EAWs and AUARs. The land use types involved with these studies included offices, residential, retail/commercial, industrial, restaurants, and mixed -use developments. Mike also prepared comprehensive transportation plans for the cities of St. Michael and New Brighton. He designed several traffic control signals, signing plans, and striping plans. Bonestroo, Rosene, Anderlik & Associates, Inc., St. Paul, MN While with the Bonestroo firm Mr. Spack designed over 30 traffic signal systems, numerous signing & striping plans, and a roadway. Mike prepared signal justification reports for these signal systems and was responsible for the contract administration and construction inspection of all traffic signal projects. Mike prepared several traffic impact analysis reports and the comprehensive transportation plan for Forest Lake Township. He was responsible for all of the Municipal State Aid reporting and plan review for twelve State Aid Cities. spaepue }s Bupped rn rn cn Cn W cn CD 70 XI O O v Q _1 .1 co O O < < v O 0 v w M peod weM }ueoeAIOi Z77 0 (/) 0 0 0) CD CD eo!naas pue aao }S I!e }ad ao!naas pue aao }s I!e }aj Ca▪ t Cn CO CO O CTt N i N N �1 O CO CO Ut CD O W D a rn }ueual gips C CD se ins ;ueoen H O 1 D D cu CA) W rn D 0 cu U) U) }usual a}!nS c r+ CD Q. cn CD O.13 • CD = Q CD N m > `< (D co N. N Cn N—• CO CO 1 -.I O N N O O C)t CO O 1 CO �! CO N O v W CO O CO N co N rn -o 0 m CD C1) N _,. — — — O W Cn 00 O W Cr) O D 0 cu U) U) }usual a}!nS c r+ CD Q. cn CD O.13 • CD = Q CD N m > `< (D co N. • MEMORANDUM DATE: August 1, 2007 TO: City Council FROM: Michael Grochala, Community Development Director RE: Spirit Hills Commerical Parking Attached for your review as a supplement to the Work Session Item 2 report is some additional correspondence received from the following: 1) Letter from Rocky Goertz, President of Spirit Hills Commercial Inc. including attachments 2) Letter from Felhaber Larson Fenlon & Vogt, attorneys representing Spirit Hills Commercial 3) Letter from Mark Winery, owner of Snap Fitness J: \Projects \Completed Projects \Village Hills \08 -01 -07 Council memo.dot • • • July 19, 2007 Lino Lakes City Council Lino Lakes City Hall 600 Town Center Pkwy Lino Lakes, MN 55014 Re: Parking at Spirit Hills Center Dear City Council Members: The letter dated 5/15/07 signed by Mike Grochala was the first notice that we received that there was even a controversy over parking or any other issues involving Spirit Hills Center. The parking counts submitted in the report along with this letter were inadequate by 4 spaces (see attached certified as -built drawing SHC parking has 133 spaces). The parking required column is inaccurate because of wrong square footages and exaggerated employee counts. It also assumes that the center is 100% full when at this time is 81% full. In 2002 our parking plan was submitted and approved by this very council and staff. Based on this approval, we invested nearly $4 million in the construction of the mall and the required street improvements, including 40% of the bill for the signal light at Birch & Highway 49. We question whether an unsubstantiated tenant complaint about parking justifies requiring us to surrender 10% of our finished building space without even an opportunity to defend ourselves? This same tenant has missed 80% of due dates for rent and has habitually complained about the taxes, mall traffic, the bridge closure, empty space in the mall, stop signs, city streets and now finally parking. We do not believe this is fair or correct. Let's clarify some things about Mr. Szyplinski's letter to the Council dated 6/11/07. In the first paragraph he fails to mention that his attorney called us to initiate the meeting. The reason for the meeting was so Mr: Szyplinski could ask for an extension of the tenant improvement loan — which consists of the $60,000 we loaned him to start his business. He also misrepresents the comments I made about the reason his business is failing. What was said was that "Klosner - Goertz had built many of the houses in the surrounding neighborhoods and these people and many people working at the City are my friends, as I grew up in this area. What I hear from my friends is that they won't go back to Mansetti's because Jim stands beside their table and complains endlessly about how poor business is." This is a quote that was witnessed by my partner, Tim Klosner, Szyplinski's lawyer and Szyplinski. I did ask for an apology for his erroneous accusations and I told him that if he expects any more concessions from my company, he needed to withdraw his baseless complaints about the parking. He didn't mention in the next paragraph the eviction notice he received on the 25th of May was the 16th time he has been served notice of default because of delinquent rents. Every tenant in the Spirit Hills Center knew what the parking was before they moved in or signed any lease. Isn't it a coincidence that the "continued complaints ", as stated in the City's letter to us dated 5/15/07 come from the same people that refuse to park or ask their employees to park near Birch Street. They have been asked to do this more than once, and it is documented in the letter from our management company GSR dated 10/27/06. One of the complainants said when asked, " I'll park wherever I want — It's not in the lease." Does that sound like someone who in concerned about the customers convenience? As business owners, why would they ever complain about a full parking lot in one breath and lack of business in the next breath? Just 18 months ago, the complaint was not enough potential customers in the parking lot. Surely with the absence of Games 4 Less and Legacy Drycleaners along with the vacant storefront, the parking should be more than adequate. And yet the complaints continue. (By the way, have you had complaints from the other businesses that are thriving at the Center ?) These vacancies, according to the City's parking analysis, frees up an additional 17 spots, once again, not enough. Mansetti's claims to have 10 employees, doesn't sound like business is to bad but even though they are allotted 28 spaces in the report, once again not enough. We respectfully feel that the City has over stepped it's boundaries by participating in this Landlord -Tenant dispute. These sorts of matters are to be settled in court, not the newspaper. We have incurred costs of nearly $10,000 as a result of these "parking complaints" to prove we have what you deemed acceptable when we built the center. We have an as -built parking plan certified by a registered engineer; a completed parking analysis performed by Mike Spack, President Traffic Data, Inc., also a board certified expert, both stating that parking is more than adequate. My partner and I have worked in your City and owned property here since 1978. We are proud of several commercial properties, hundreds of homes and lots we have built in Lino Lakes over the past 29 years. I don't recall one complaint ever registered with the City regarding any of our companies. We humbly request the City retract Mr. Grochala's letter dated 5/15/07 and permit us to lease our shopping center. We also request that in the future, if you receive complaints about the Center, before revoking our right to lease or penalizing us in any way, be sure all the facts are in hand. I am grateful for your consideration and am hopeful that we can move forward in the productive manner that has been the hallmark of our interaction with the City over the last three decades. • • • • • • Sincerely, Rockey Goertz Spirit Hills President Maggie Goertz Tim Klosner Pam Klosner To: All Tenants of Spirit Hills Retail Center From: Griffin Companies Date: October 27, 2006 Re: Parking Lot Policy As you know, there is a limit with regard to parking spaces available to customers of Spirit Hills Retail Center. The facility has enough space to accommodate the employees of each business and every customer that wishes to visit any of our storefront locations, however; the limits of the spaces available are tested each and every day by employers allowing their employees to park near the entrances of each storefront. It is important to leave these spaces available for your customers and for your neighbors' customers. Please instruct your employees to park in areas that are further out in the lot. There are a number of parking spaces on the South side of the 6501 building that are not being used at all. It would make all customers happy to know that every effort is being made each day to open as many spaces close to the storefront as possible. This concern has been raised by several businesses at the center and will continue to be of concern as the last vacancy gets Leased and traffic continues to increase. Be courteous of your fellow business owners and require that any vehicle that is not a customer or a vehicle used for deliveries during open hours park as far from the storefront parking areas as is possible. Thank you for your cooperation regarding this matter. • • • GRIFFIN COM.PA_ IES May 15, 2007 Mansetti's Pizza and Pasta Attn: Mr. Jim Szyplincki 16323 Edison Street NE Ham Lake MN 55304 RE: Notice of Default Dear Jim: Certified Mail/Return Receipt Article #7006 0810 0002 2557 5743 According to our accounting records we have not received a rent payment for the month of May for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments are to be made by the first day of each month per your lease agreement, after which a late payment charge may become due. Our records show the balance due is 87,427.86. If we do not receive the past due payments we will be forced to forward this matter to our attorneys. Per the Lease, Tenant sha11 reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, Evan Shuster Property Manager bL First Avenue NE, Suite 500 Minneapolis, MN 55413 Phones 612- 336 -2E28 Far: 612- 336 -5281 viv vsg iffincos.com R€' CoM:PA.N: t_; April 10, 2007 Mansetti's Pizza and Pasta Attu Mr. Jim Szyplinski 16323 Edison Street NE Ham Lake MN 55304 RE: Notice of Default Dear Jim: Certified Mail/Return Receipt Article #7006 0810 0002 2557 5934 According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments are to be made by the first day of each month per your lease agreement, after which a late payment charge may become due. Our records show the balance due is S7,074.15. If we do not receive the past due payments we will be forced to forward thifi matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, Evan Shuster Property Manager 65 Fast Avenue NE, Suite 50D Minneapolis, MN 53413 Phone 612- 336 -2828 Fax 612- 336 -5286 www gtiffincos.com • C M `kNJ.1ES. March 12, 2007 Mansetti's P37-7a and Pasta Attn: Mr. Jim. Szyplinski 16323 Edison Street NE Ham Lake MN 55304 RE: Notice of Default Dear Tim: Certified Mail/Return Receipt Article #7006 0810 0002 2557 5682 According to our accountinfr records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments are to be made by the first day of each month per your lease agreement, after which a late payment charge may become due. Our records show the balance due is 53,361.65. if we do not receive the past due payments we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sin - Evan hurter Property Manger 615 Fist Avenue N_ Suite Soo Minneapaiis, MN FAB Phone 612- 338 -2628 Fax, 60- 33S -i2 B www.griffincos.com RIFFIN COMP: J ,S February 2, 2007 Mansetti's Pizza and Pasta Attn: Jun Szypiinski 16323 Edison Street NE Ham Lake, MN 55304 • Re: NOTICE OF DEFAULT Certified Mail/Return Receipt # 7006 0810 0002 2557 6900 Dear Mr. Szyplinslki: This letter hereby serves as notice that you are in non - compliance with your Lease Agreement concerning the premises at Spirit Hills Retail Center, for your failure to pay; Rent, Operating Expenses, Insurance and Real Estate Tax Charges, Tenant Improvement loan payments, and late. fees. The total amount now due and owing is S18,363.75. DEMAND IS HEREBY MADE for full payment of said S18,363.75.Payment in full must be made immediately and will only be accepted if made by certified check payable to Spirit Hills Retail Center c/o Griffin Companies at 615 First Avenue NE, Suite 500, IvFmneapolis, MN 55413. DO NOT SEND FULL OR PARTIAL PAYMENTS to the bank as previously requested. Failure to make full payments as directed in this letter will result in further collection commencing, which will include legal action, in which event you will also be responsible for attorney's fees and other associated costs. Please contact me at 612.904.7858 as soon as possible upon receipt of this notice. Sincerely, LL Evan Shuster Property Manager /eal Cc: Jim Szyplinski — Marnsetti's store location 61; First Avenue N:, Suite SOD Minneapolis, MN 5'5413 Phone 612-33 &2628 Fax: 64.- 338 -52B8 wv..griii man .com GRIFFIN COMPANIES October 17, 2006 Mansetti's Pizza and Pasta Attn: Mr. Jim Szyplinski 16323 Edison Street NE Ham Lake MN 55304 RE: Notice of Default Dear Tim: According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments are to be made by the first day of each month per your lease agreement, after which a late payment charge may become due. Our records show the balance due is $9,252.01. This amount includes past due rent, tenant improvement loan payments, the 2005 CAM adjustment and late charges. If we do not receive the past due payments .we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amotmt due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, David S. Syers Service Coordinator /Property Manager 65 First Avnue NE, Suite 500 Minneapolis, MN 5548 ?hone: 60- 338-11328 Fax: 612 - 338 -5288 www.griffincos.rnm G IUITF1 N COMPANIES February 2, 2006 Mansetti's Pizza and Pasta Attn: Jim Szyplinski 16323 Edison Street NE Ham Lake, MN 55304 Re: NOTICE OF DEFAULT Dear Mr. Szyplinski: Certified Mail/Return Receipt 7005 1820 0002 3189 2853 This letter hereby serves as notice that you are in non - compliance with your Lease Agreement concerning the premises at Spirit Hills Retail Center, for your failure to pay; Rent, Operating Expenses, Insurance and Real Estate Tax Charges, Tenant Improvement loan payments, and late fees dating back as far as February 2005. The total amount now due and owing is S19, 970.42. This amount includes all amounts due for the month of February, 2006. DEMAND IS HEREBY MADE for full payment of said S19,970.42. Payment in full must be made immediately and will only be accepted if made by certified check payable to Spirit Hills Retail Center c/o Griffin Companies at 615 First Avenue NE, Suite 500, Minneapolis, MN 55413. DO NOT SEND FULL OR PARTIAL PAYMENTS to the bank as previously requested. Failure to make frill payments as directed in this letter will result in further collection commencing, which will include legal action, in which event you will also be responsible for attorney's fees and other associated costs. Please contact me at 612.904.7855 as soon as possible upon receipt of this notice. Sincerely, ,61LeJ Dave Syers Property Manager /eal Encl. 615 First Avenue N=, Suite 500 Minneapolis, MN F,413 Phone 612- 338 -2626 Fax: 612 -33B -5268 wvvvt.grifiinces_com GRIM COMPAN IES January 12, 2006 Mansetti's Pizza and Pasta Attn: Jim Szypiinski 16323 Edison Street NE Ham Lake, MN 55304 Re: NOTICE OF DEFAULT Dear Mr. Szyplincki- Certified Mai /Return Receipt 7005 1820 0002 3189 2815 This letter hereby serves as notice that you are in non - compliance with your Lease Agreement concerning the premises at Spirit Hills Retail Center, for your failure to pay; Rent, Operating Expenses, Insurance and Real Estate Tax Charges, and late fees dating back as far as February 2005. The total amount now due and owing is $16,881.80. DEMAND IS HEREBY MADE for payment of said S16,881.80. Payment in full must be made no later than ten (10) days of the date of this letter. If payment is not made within ten (10) days of the date of this letter, further collection will commence, which may include legal action, in which event you will also be responsible for attorney's fees and costs. Please contact me at 612.904 -7855 as soon as possible upon receipt of this notice. Sincerely, Dave Syers Property Manager /eal Encl. 65 Fast Avenue NE, Suite SOO Minneapolis, MN 554B Phone, 612- 338 -2828 Fax: 6i2- 338 -288 www_,iffincos.com GRIFFIN COMPANIES nuary 12, 2006 Mansetti's Pizza and Pasta Attn: Tun Szyplinski 6501 Ware Road Suite 100 Lino Lakes, MN 55014 Re: NOTICE OF DEFAULT Dear Mr. Szyplinski Certified Mail/Return Receipt 7005 1820 0002 3189 2808 This letter hereby serves as notice that yon are in non - compliance with your Lease Agreement concerning the premises at Spirit Hills Retail Center, for your failure to pay; Rent, Operating Expenses, Insurance and Real Estate Tax Charges, and late fees dating back as far as February 2005. The total amount now due and owing is SI6,881.80. DEMAND IS HEREBY MADE for payment of said S16,881.80. Payment in full must be made no later than ten (10) days of the date of this letter. If payment is not made within ten (10) days of the date of this letter, further collection will commence, which may include legal action, in which event you will also be responsible for attorney's fees and costs. Please contact me at 612.904.7855 as soon as possible upon receipt of this notice. Sincerely, ete?;(44) Dave Syers Property Manager /cal Encl. 65 First Avenue NE, Suite 500 M nneapolis, MN 55413 'hones 612-33B-282B Fax 612-338-R88 www.Eriffinrns.mm • • k GRIFFIN Caw. .rv�cs July 7, 2005 Certified Mail / Return Receipt Article # 7004 2890 0000 7118 5518 Jim Szyplinsla Michele's Pima LTD 16323 Edison Street, NE Ham Lake, MN 55304 RE: Delinquent Lease Payments Dear Jim: According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments are to be made to this office by the first day of each month, to be received no later than the fifth day, per your lease agreement, after which a late payment charge may become due. Our records show the balance due is $6,924.54. This amount also includes past due rent and late charges. The amounts break down as follows: Late Charge Real Estate Tax Charge CAM Charge July Rent and Operating Expenses 5 727.08 $ 825.21 $ 734.25 $ 4,638.00 Total amount past due $ 6,924.54 Payment in full is due immediately; no partial payment will be accepted. We are forwardi a this matter to our attorneys. Per the Lease, Tenant GhRI1 reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, t_- David S. Syers Service Coordinator / Property Manager 622 - 338 -2326 Fax 612- 335 -5286 Suite 500, 61.5 First Avenue N.E., Minneapolis, MN 55413 GRIFFIN COMPANIES June 8, 2005 Jim Szypiinski Mansetti's 6511 Ware Road Suite 100 Lino Lakes, MN 55014 • RE: Delinquent Lease Payments Dear Jim: According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments are to be made to this office by the first day of each month, to be received no later than the fifth day, per your lease agreement, after which a late payment charge may become due. Our records show the balance due is $7,295.92. This amount also includes past due rent and late charges. The amounts break down as follows: February Late Payment Fees $ 727.08 May Late Payment Fees $ 37138 June Rent and Operating Expenses $ 6,197.46 Total Amount Past Due $ 7,295.46 If we do not receive the rent in full immediately we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, David S. Syers Service Coordinator / Property Manager 615 First Avenue NE, Suite 500 Minneapolis, MN 55413 Phone 612- 338 -2628 Fa, 612 -333 -5288 www.orjffincos.com • l ., GRIFFIN CON/AMES April 13, 2005 Ms. Michele Szyplinski Mansetti's Pizza 6511 Ware Road Suite 100 Lino Lakes, MN 55014 RE: Past Due Rent Notice of Default Spirit Hills Retail Center Dear Ms. Szypl.inksi: This letter hereby serves as notice that you are in non - compliance with your Lease Agreement concerning the premises at Spirit Hills Retail Center, for your failure to pay Rent, CAM and Real Estate Tax Charges for the month of April 2005 and Late Charges for the months of January, February and March 20$. The total amount now due and owing is $7,800.12. The breakdown for this amount owing is as follows: Rent: $ 3,300.00 CAM Charges $ 734.25 Real Estate Taxes $ 825.21 Acct Rev. $ 1.338.00 Late Charges: $ 1.519.67 2004 Real Estate Adjust. $ 82.99 DEMAND IS HEREBY MADE for payment of said $7,800.12. Payment in full must be made no later than seven (7) days of the date of this letter. If payment is not made within seven (7) days of the date of this letter, further collection will commence, which may include legal action, in which event you will also be responsible for attorney's fees and costs. David S. Syers Property Manager 612 - 335 -7528 Fax 612 -338 -5288 Suite 500, 615 First Avenue N.E., Mmn=_apoiis, MN 55413 EVER February 7, 2005 Jim Szyplinski Mansetti's 6511 Ware Road Suite 100 Lino Lakes, MN 55014 RE: Delinquent Lease Payments Dear Jim: According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. you are in Default. Rental payments are to be made to this office by the first day of each month, to be received no later than the fifth day, per your lease agreement, after which a late payment charge may become due. Our records show the balance dne is 514,54159. This amount also includes past due rent and late charges. If we do not receive the lent in full immediately we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely_ David S. Syers U Service Coordinator / Property Manager 615 First Avenue NE • Suite 500 • Minneapolis • MN 55413 Phone (612)338 -2828 • Fax (612838 -5288 www.gsr- re.com • GRIFFIN COMPANIES November 16, 2004 Jim Szyplinslci Mansetti's 16323 Edison Street NE Ham Lake MN 55304 RE: Delinquent Lease Payments Dear Jim: According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments must be made to this office by the first day of each month, to be received no later than the fifth day, per your lease agreement, after which a late payment charge may become due. Our records show the balance due is $6,370.04. This amount also includes past due rent and late charges. If we do not receive the rent in full immediately we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount clue from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, David S. Syers Service Coordinator / Property Manager 6fi First Avenue NE, Suite 500 Minneapolis, MN 554B Phone: 612- 338 -2E2B Fax, 612-3M-5288 www.grifitncos.com GRIFFIN COMPANIES October 17, 2004 Jim Szyplinski Mansetti's 16323 Edison Street NE Haze Lake MN 55304 RE: Delinquent Lease Payments Dear Jim: According to our accounting records we have not received Late fees for September and October for your leased space at Spirit Hills Retail Center. Rental payments are to be made to this office by the first day of each month, to be received no later than the fifth day, per your lease agreement, after which a late payment charge may become due. Our records show the balance due is $603.70. This amount is for late charges. If we do not receive the payment in full immediately we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, David S. Syers Service Coordinator / Property Manager 66 Firs Avenue NE, Stine 500 Minneapolis, MN 55413 Phone: 612-336-2828 Fax:6t_- 338 -SZ88 www- erifhncos.com • • • • October 8, 2004 Jim Szyplinski Mansetti' s 16323 Edison Street NE Ham Lake IvfN 55304 RE: Delinquent Lease Payments Dear Jim: According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default Rental payments are to be made to this office by the first day of each month, to be received no later than the fifth day, per your lease agreement, after which a late payment charge may become due. Our records show the balance due is $6,050.96. This amount also includes past due rent and late charges. If we do not receive the rent in full immediately we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, David S. Syers Service Coordinator / Property Manager GxrFFrrr COMPANIES September 20, 2004 Jun Szyplinski Mansetti's 1 6323 Edison Street NE Ham Lake MN 55304 RE: Delinquent Lease Payments Dear Jim: According to our accounting records we have not received a rent payment for this month for your leased space at Spirit Hills Retail Center. You are in Default. Rental payments are to be made to this office by the first day of each month, to be received no later than the fifth day, per your lease agreement, after which a late payment charge may become due. Our records show the balance due is $6,324.11. This amount also includes past due rent and late charges. If we do not receive the rent in full immediately we will be forced to forward this matter to our attorneys. Per the Lease, Tenant shall reimburse Lessor for all attorneys' fees, cost and disbursements incurred by Lessor in enforcing any default of Tenant, or in the collection of any amount due from Tenant under this lease. We also, have timely payments to be met, and we rely on timely rental payments to meet those obligations. Please remit the balance due promptly. Sincerely, David S. Syers Service Coordinator / Property Manager -65 Fist Avenue PEE, Suite RIO- Minneapolis, MN 5343 Phone: 6L2 -336 -2826 Fax: 5R -33B -3266 wwH.giffincos.com Felhaber Larson • Fenlon &Vogt_ • • A Professional Association — Attorneys at Law MINNEAPOLIS 220 South Sixth Street I Suite 2200 Minneapolis, MN 55402 -4504 612 339 6321 1 Fax 612 338 0535 Mr. Michael Grochala Community Development Director City of Lino Lakes 600 Town Center Parkway Lino Lakes, MN 55014 -1182 Re: Spirit Hills Parking Dear Mr. Grochala: Stephen E. Yoch syoch®felhaber.com (651) 312 -6040 Reply to St. Paul July 31, 2007 ST. PAUL 444 Cedar Street I Suite 2100 St. Paul, MN 55101 -2136 651 222 6321 I Fax 651 222 8905 Sent Via E -mail and U.S. Mail michael.grochala@ci.lino-lakes.mn.us This firm represents Spirit Hills, Inc. regarding the Spirit Hills retail center. We have been informed that the City is unwilling to issue certificates of occupancy for Suites 140 and 340 based upon parking concerns. I enclose for your reference a revised July 31, 2007 parking study completed by Traffic Data Inc. demonstrating that such concerns are unfounded. As there is no objective or reasonable basis for refusing to issue a permit, we understand and believe such permits will be issued when requested by my client. If the City is maintaining a position that building permits or certificates of occupancy will not be issued, please inform this office on or before August 3, 2007, so we may begin preparations for a declaratory judgment action seeking a writ of mandamus. I would be pleased to discuss this matter further with you or the City Attorney. Enclosure cc: R. Goertz (via e-mail) W. Hawkins, Esq. M. Spack STPL- Word:106501.1 Respectfully submitted, Stephen E. Yoch www.felhaber.com ytch,4___ • • • July 25, 2007 Paul Bengston Associate Planner 600 Town Center Parkway Lino Lakes, MN 55014 -1182 Re: Your letter dated July 16, conceming alleged zoning violation Dear Paul, I talked to you on the phone today and requested an extension of time in order to deal with this issue. That request still stands and we would appreciate anything you can do give us more time. I've been in contact with Snap Fitness headquarters located in Chanhassen and of course they are very concerned about this situation. At present, there are 325 locations spread all over the country with the bulk of them being right here in Minnesota and this is the first time any franchisee as had a problem of this sort. One very important piece of information needed at this time is the specific statute or ordinance we are allegedly in violation of. This is not referenced in your letter. Please let us know at your earliest convenience what that is. Also, my wife and I both are having difficulty figuring out how you arrived at your machine counts. In reality there are only 6 more machines presently compared to what was indicated on the original layout, not 10. About the big picture; I'm a little confused about what you and the city are attempting to accomplish here. It appears you believe there is a parking problem. My wife and our manager both state that they have never seen every parking space occupied, even during the busiest times; furthermore, they can not recall one of our customers ever complaining about not being able to find a place to park. That said, we are aware that one or two of the other tenants have been complaining about the parking, we do not share that concern with them. Finally, this could have a serious impact on our future plans. We are always trying to grow our business. There is empty space right next door to ours and we were hoping to get to the point where we need to expand and add more machines in order to meet customer demand. This would of course put more pressure on parking. I'm also pretty sure every business at the mall would like to grow and attract more customers thus putting even more pressure on parking. What do you plan to do about that? Thank you for your consideration, Mark Winey Snap Fitness 6511 Ware Road Lino Lakes, MN 5014 651 -426 - 1645 x24 (work) mark@magnepan.com RECEIVED JUL 2 5 2007 CITY OF LINO LAKES • WS — Item 3 WORK SESSION STAFF REPORT Work Session Item 3 Date: Council Work Session, August 6, 2007 To: City Council From: Mary Divine Re: Purchase Agreement — Anderson Builders Background At the last city council meeting on July 23, 2007 the city council tabled action on the Anderson Builders proposal that is comprised of two separate actions. • 1. Adoption of an Ordinance to sell the city -owned three acres of land on Lake Drive for commercial/office /medical uses for $6.35/sq. ft. 2. Entering into a preliminary development agreement to proceed with Anderson Builders in a future phase that would include: a. Completion of a feasibility study for realignment of 77th Street. b. Anderson Builders completion of a site plan depicting the intended redevelopment project c. Determination of the method and projected amount of special assessments for the realignment project to be allocated to the property and adjacent properties. d. Negotiation of the terms for the city's purchase of necessary right -of -way, not to exceed $12 /sq. ft. In response to concern by Councilmember Carlson, Anderson Builders has agreed to eliminate language within the purchase agreement. Section 35 (a) will be changed to: "When Purchaser constructs building improvements on the Subject Property, Purchaser shall construct such improvements in substantial conformance with the Development Plan to generally include approximately 26,900 sq. ft. of professional office, medical and multi -tenant retail development_ unless otherwise consented to by Seller, which consent will not unreasonably be withheld." S Attached is a memo from Steve Bubul, attorney for Kennedy & Graven, regarding an updated appraisal of the property completed in June 2007 which was lower than an 1 appraisal completed in January 2007. Councilmember Carlson had a concern that the city was discounting the property and that this could be considered a subsidy. Lastly, Anderson Builders is requesting this dual track effort based on timing, site approvals, purchase agreements with other landowners, and timing requirements of potential tenants. Anderson Builders is concerned that additional timing issues will arise upon completion of the feasibility study and onset of negotiations over assessments of the various properties that will further delay construction of Phase I into next year. Continuing with the dual track effort guarantees the city a certain type and quality of development on the city property on Lake Drive, and ensures that the city will be able to purchase a significant portion of the right -of -way to realign 77th Street at a price not to exceed $12 /sq. ft. in the future if it elects to do so. Requested Council Direction These items were tabled to the August 13, 2007 council agenda. Council is requested to provide any additional direction to staff regarding the proposal. Attachment(s) 1. Memo from Steve Bubul 2. Parcel Map 3. Concept Plan 2 • • WS — Item 3 WORK SESSION STAFF REPORT Work Session Item 3 Date: Council Work Session, August 6, 2007 To: City Council From: Mary Divine Re: Purchase Agreement — Anderson Builders Background At the last city council meeting on July 23, 2007 the city council tabled action on the Anderson Builders proposal that is comprised of two separate actions. 1. Adoption of an Ordinance to sell the city -owned three acres of land on Lake Drive for commercial /office /medical uses for $6.35/sq. ft. 2. Entering into a preliminary development agreement to proceed with Anderson Builders in a future phase that would include: a. Completion of a feasibility study for realignment of 77th Street. b. Anderson Builders completion of a site plan depicting the intended redevelopment project c. Determination of the method and projected amount of special assessments for the realignment project to be allocated to the property and adjacent properties. d. Negotiation of the terms for the city's purchase of necessary right -of -way, not to exceed $12 /sq. ft. In response to concern by Councilmember Carlson, Anderson Builders has agreed to eliminate language within the purchase agreement. Section 35 (a) will be changed to: "When Purchaser constructs building improvements on the Subject Property, Purchaser shall construct such improvements in substantial conformance with the Development Plan to generally include approximately 26,900 sq. ft. of professional office, medical and multi- tenant retail development_ unless otherwise consented to by Seller, which consent will not unreasonably be withheld." Attached is a memo from Steve Bubul, attorney for Kennedy & Graven, regarding an updated appraisal of the property completed in June 2007 which was lower than an 1 appraisal completed in January 2007. Councilmember Carlson had a concern that the city was discounting the property and that this could be considered a subsidy. Lastly, Anderson Builders is requesting this dual track effort based on timing, site approvals, purchase agreements with other landowners, and timing requirements of potential tenants. Anderson Builders is concerned that additional timing issues will arise upon completion of the feasibility study and onset of negotiations over assessments of the various properties that will further delay construction of Phase I into next year. Continuing with the dual track effort guarantees the city a certain type and quality of development on the city property on Lake Drive, and ensures that the city will be able to purchase a significant portion of the right -of -way to realign 77th Street at a price not to exceed $12 /sq. ft. in the future if it elects to do so. Requested Council Direction These items were tabled to the August 13, 2007 council agenda. Council is requested to provide any additional direction to staff regarding the proposal. Attachment(s) 1. Memo from Steve Bubul 2. Parcel Map 3. Concept Plan 2 CH AR T E R ED C)ffkes in Minneapolis Saint Paul St. Cloud -(70 U.S. Bank Pima 200 South Sixth Street Minneapolis, MN 55102 (612) 337.9300 telephone (61 2) 337 -9310 !ax h trp:i (www. kennrd '- €;raven, cum Affirmative Action, Equal Opportunity Employer STEPHEN J. BUIHJL Attorney at Law Direct Dial (6 12) 337 -9228 Email: sbubu1 kenncdy- graven.com August 1, 2007 Mary Alice Divine Economic Development Coordinator City of Lino Lakes 600 Town Center Parkway Lino Lakes, MN 55014 -1182 Re: Anderson Builders Transaction Facts You indicated that the City of Lino Lakes (the "City ") has entered discussions with Anderson Builders (the "Developer ") for the development of certain property located within the City, near the northwest corner of 77th Street West and Lake Drive Northeast (the "Property "). On January 1 1, 2007, the Property was appraised and was valued via the sales comparison appraisal approach at $1,118,000. The Property was appraised again by the same appraiser on June 13, 2007 and was valued via the same appraisal approach at $815,000. You have stated that the Developer is offering $830,000 for the Property, less some square footage for drainage on the site that services Lake Drive. Question You asked whether, under these facts, sale of the Property constitutes a business subsidy under at Minnesota Statutes, Sections 1161.993 through 1161.995, as amended (the "Act "), because the purchase price is less than the "fair market price" of the Property. Brief Answer In our view, sale of the Property at the proposed purchase price is not likely to be treated as a business subsidy, for the reasons described below. Analysis Section 1161.993, Subdivision 3 of the Act defines a business subsidy as "a state or local government agency grant, contribution of personal property, real property, infrastructure, the principal amount of a loan at rates below those commercially available to the recipient, any reduction or deferral of any tax or any fee, any guarantee of any payment under any loan, lease, or other obligation, or any preferential use of government facilities given to a business." Section 1161.994, subd. 3(b) of the Act further provides that a business subsidy agreement must state the fair market value of the subsidy to the recipient, including the value of conveying property at less than a fair market price.... Id. (emphasis added). 315528v1 SJB LN140 -102 Mary Alice Divine August 1, 2007 Page 2 of 2 To determine whether conveyance of real property constitutes a subsidy, therefore, the City must determine the "fair market price" of the Property. The Act does not define the term "fair market price," or specify how it should be determined. Presumably, the term is essentially comparable to "market value," which in customary real estate practice is best measured by an appraisal. (The estimated market value determined by the County assessor for ad valorem tax purposes would normally be an indicator as well, but the Property is owned by the City and therefore tax - exempt. Counties maintain a market value on tax - exempt property, but that value is updated only every six years, is rarely relied upon by buyers, sellers or lenders as a true indication of market value, and in our view would not be a reasonable measure in this situation.) In this case, the City received an original appraisal in January 2007. After discussing a possible sale with the Developer, the City requested a follow -up appraisal by the same appraiser. You indicated that the reason for the second appraisal was that the first appraisal did not reflect the current Lino Lakes commercial market, and a concern that the limitations imposed by the City on the sale of the Property (which were not taken into account in the January appraisal) might affect its value for determining the "fair market price." The June appraisal confirmed those perceptions, by concluding that the current market value of the Property is $815,000. The question is whether it is reasonable for the City to rely on the June appraisal as the measure of "fair market price" for purposes of the Act. If the decision were challenged in court, the test would probably be whether it was arbitrary and capricious for the City to base its decision on the June appraisal. In my view, the City would likely prevail in that argument. First, the June appraisal is more recent and was prepared by the same appraiser. Second, the June appraisal reflects the additional limitations that the City plans to impose on use of the property as a matter of policy. Assuming those limitations would be imposed on any sale (not just the sale to Anderson Builders), the June appraisal more accurately reflects a true "market price" for property that cannot be developed for certain commercial uses. It does not seem reasonable to conclude that an appraisal prepared six months earlier, which did not take into account the City's use limitations, must represent the current "fair market price" for the Property. As in many situations, we cannot conclude definitively that a court would reach the same conclusion if the action were challenged. However, for the reasons described above we think it unlikely that a decision to base the "fair market price" on the June 2007 appraisal would be found to be arbitrary and capricious and therefore give rise to a violation of the Act. If you have further questions on this point, please let me know. c: Andy Pratt 315528v1 SJB LN140 -102 • • • Conceptual Depiction of Redevelopment Project FAf -t=tNC, FOR L + PLAZA • • WS — Item 4a. WORK SESSION STAFF REPORT Work Session Item 4a. Date: August 6, 2007 To: City Council From: Bernie Bullert, TKDA Re: Water Emergency and Conservation Plan Background Public water suppliers that service more than 1,000 people are required to have a Water Emergency and Conservation Plan approved by the Department of Natural Resources (Minnesota Statutes 103G.291). These plans were first required in 1996 and must be updated every ten years. The Minnesota Department of Natural Resources has prepared a schedule for each public water supplier, with a due date for the City of Lino Lakes of October 15, 2007. The plan must address supply and demand reduction measures and allocation priorities and must identify alternative sources of water for use in an emergency. The current Water Emergency and Conservation Plan was created by TKDA in 1997 and revised in 2004 to meet the requirements of a federal mandate of the USEPA, under the Homeland Security Act. That federal mandate required the City of Lino Lakes to prepare a Water System Vulnerability Assessment and amend and update the Water Emergency and Conservation Plan with the purpose of evaluating the existing security of the water system. As previously discussed the Water Emergency and Conservation Plan Benchmarks and Conservation Measures below, must be addressed through the report to the DNR. Benchmarks and Conservation Measures. The annual DNR Appropriation permit approvals will be based on meeting specified benchmarks listed below. If water demands exceed Benchmarks for unaccounted water, residential per capita, and peak demands then permit approval will be contingent on implementation of one or all the listed Conservation Measures or Programs until the benchmark is achieved. 1 Benchmarks Unaccounted Water (water withdrawals minus sales) Less than 10% Lino Lakes is currently below the maximum threshold of 10% unaccounted water, so our established practices are working appropriately. Conservation Measures or Programs Benchmark met. Residential Gallons Per Capita Less than 75 GPCD For benchmark item Residential Gallons Per Capita, the DNR is following the AWWA Research Foundation study that found the average indoor water use in a conserving home is 45.2 GPCD (gallons per capita day). The study also found that the average indoor water use for a non - conserving home is 63.9 GPCD. The DNR requires Cities to be at 75 GPCD. Lino Lakes is currently at 90 GPCD. Our task is to reduce consumption from our current 90 GCPD to 75 GCPD (20 %). If over 75 GPCD, a plan is required that evaluates and implements measures targeted at reducing residential per capita. ➢ Analyze residential customer use to determine reasons for high per capita use. ➢ Customer education a minimum of four times per year that targets reduction of indoor and outdoor uses. ➢ Contact customers with high volumes and large volume increases and offer home audits and conservation tips. ➢ Incentive programs to reduce per capita use, such as distributing showerheads, aerators, leak detection kits, or soil moisture meters, rebates for washing machines or ULF toilets rebate programs, or other types of incentives. Peak Demands Maximum Day to Average Day Ratio Less than 2.6 Lino Lakes current peak demand ratio is 3.3. A reduction of over 25% in the peak water demand will be required. If over a ratio of 2.6, a plan is required to reduce peak demands. ➢ Ordinances for lawn watering including time of day, scheduling (along with information on how often to water) and water wasting (runoff) with adequate enforcement and penalties for noncompliance. ➢ Development approvals with criteria that minimize large open turf areas, require organic soil augmentation for new turf areas on 2 Recommendations As stated above the DNR benchmarks should be met by the City. If the benchmarks are not met, the City must implement one or all of the conservation measures or programs listed in the above table. Based on the DNR conservation measures and conservation measures in place in other metro area cities the following recommendations are for Council consideration. Benchmark — Residential Gallons Per Capita 1. Provide public education to consumers regarding information on how to reduce water usage indoors and outdoors. 50% of water consumed by a house hold is used outdoors. The remaining 50% is used indoors and of that 75% is consumed in the bathroom. a. Water conservation section in the Lino Lakes Newsletter and at www.ci.lino- lakes.mn.us, providing tips and information on water conservation. b. Monthly or bi- monthly billing encourages conservation by providing timely information on water usage which gives customers an opportunity to make modifications in water use practices or identify and repair costly • • • sandy soils, and require one or more trees for new construction. D Customer education/conservation tips during summer peak demands a minimum offour times between May and September of each year. > Conservation Water Rate Structure: Increasing block or summer surcharge with 25 -cent minimum increments between blocks or normal rates. Rate Structures - A conservation or conservation neutral rate structure is required that does not include any volume of water in the service or base charge (lifeline exceptions allowed). Monitoring Plan — A monitoring plan approved by DNR that includes monthly water level readings in production wells and/or observation that may be required. Monitoring data must be submitted to DNR once each year or upon request. Sustainability — All impacts and limits on natural resources and other water users must be satisfied. Recommendations As stated above the DNR benchmarks should be met by the City. If the benchmarks are not met, the City must implement one or all of the conservation measures or programs listed in the above table. Based on the DNR conservation measures and conservation measures in place in other metro area cities the following recommendations are for Council consideration. Benchmark — Residential Gallons Per Capita 1. Provide public education to consumers regarding information on how to reduce water usage indoors and outdoors. 50% of water consumed by a house hold is used outdoors. The remaining 50% is used indoors and of that 75% is consumed in the bathroom. a. Water conservation section in the Lino Lakes Newsletter and at www.ci.lino- lakes.mn.us, providing tips and information on water conservation. b. Monthly or bi- monthly billing encourages conservation by providing timely information on water usage which gives customers an opportunity to make modifications in water use practices or identify and repair costly • • • • leaks. Attachments and flyers with water bills can also be used to provide information on how to use water efficiently. • • 2. Consumer surveys, feedback and contact with high volume consumers. a. Contact consumers with high volumes of usage to provide conservation tips and potential cost saving ideas. b. Prepare a household water audit kit, which gathers consumer feedback on conservation measures, allows consumers to see first hand their water use and compare it to the average. c. Analyze consumer feedback through surveys and contact to identify reasons for high per capita usage. 3. Offer incentive programs including. a. Require rain sensors to be installed with all automatic sprinkler systems. A rain sensor can save 1,225 gallons per household on a rainy day. b. Low flow toilets rebate program; a leaking toilet can waste up to 100 gallons of water per day. Toilet replacement can reduce indoor water use by 75 %. c. Leaking faucet repair or replacement program; a faucet dripping 10 times per minute wastes 526 gallons a year, a faucet dripping 5 times per second wastes 15,768 gallons per year. d. Offer soil moisture meters and rain gages for monitoring of sprinkling. The DNR and University of Minnesota Extension Service recommend 1 to 1.5 inches of water once a week, including rainfall in clay soils and .5 to .75 inches of water twice a week, including rainfall in sandy soils. e. Other options that are less effective are low flow showerheads and appliance replacement programs. Benchmark - Peak Demands Maximum Day to Average Dav 1. An Odd/Even lawn watering ordinance is already in place in Lino Lakes. Odd/Even ordinances can increase water usage by encouraging customers to water more often than needed. This can be mitigated by public education regarding proper watering frequency and amounts including the distribution of rain gages and soil moisture meters as mentioned above. The DNR and University of Minnesota Extension Service recommend 1.0 to 1.5 inches of water once a week, including rainfall in clay soils and 0.5 to 0.75 inches of water twice a week, including rainfall in sandy soils. 2. Time of day lawn watering ordinances that restrict lawn watering during midday hours can lower water usage and reduce peak demands. Early morning is the best time to water for a healthy lawn. Public information programs and local ordinances that encourage lawn watering before 10:00 a.m. and after 6:00 p.m. can improve lawn watering efficiencies by reducing water lost to evaporation and wind drift. Time of day lawn watering 4 ordinances should be done in conjunction with a public education program. Wind and evaporation during midday hours can remove up to 65% of sprinkling water meant for your lawn. 3. New development approvals should minimize large open turf areas and require organic soil augmentation for new turf areas on sandy soils. Many cities require that a minimum of 4" of organic topsoil be placed on sandy soils to slow infiltration. Lino Lakes currently requires a tree for each road frontage, which the DNR recommends. 4. Automated sprinkling systems have increased in popularity and peak demands have also increased with that popularity. Many communities have adopted ordinances that require automated sprinkling systems to have rain sensors installed, which prevent the operation of systems after an adequate amount of precipitation has accumulated. The cost for a typical rain sensor is usually $40 to $100. The savings in water charges from the use of a rain sensor could pay for the rain sensor in the first season. It's estimated that a rain sensor will save 1,225 gallons of water per household on every rainy day. 5. The City Council has authorized a more in depth study to evaluate the water rate structure. The DNR recommends the following: a. Increasing block (rates that increase as consumption increases) rate structures and seasonal surcharges (higher rates during months with peak demands) with a minimum of $0.25 increments. b. Customers that use more water and contribute to peak demands on the system would pay higher water bills. These rate structures provide incentives to use water efficiently and may be appropriate for generating revenue for funding the construction of new wells or treatment facilities that are required that to supply peak demands. Requested Council Direction We are requesting feedback from City Council as we continue to prepare the Water Emergency and Conservation Plan for submittal to the DNR 5 • • • • • • WS — Item 4b. WORK SESSION STAFF REPORT Work Session Item 4b. Date: August 6, 2007 To: City Council From: Bernie Bullert, TKDA Re: Water Treatment Plant Feasibility Study Background Lino Lakes water supply is provided by the Jordon sandstone aquifer. This source is considered abundant and meets all health requirements. The City does not treat its water for iron and/or manganese removal, softening, or any other conventional treatment processes. The City does provide chemical additions including disinfection and fluoridation at the wellheads. Blending of raw well water with treated water on peak days has been evaluated to reduce treatment plant size. Blending is accomplished on peak days by sending 75 to 80 percent of the raw water supply through the treatment plant and using a bypass line to allow 20 to 25 percent of the raw water to go directly to the water storage for blending. The proposed water treatment plant is an ideal candidate for blending because the raw water supplied to the treatment plant from the wells does not carry contaminants which cause health related issues. During recent years several metro communities have begun to use blending to reduce water treatment plant capacity. By using the blending of raw well water with treated water, the City can be served by a single treatment plant. The treatment feasibility study utilizes two types of treatment technology and proposes two different plant layouts, based on the space needs that each technology requires. The acreage needed at the two proposed site locations was determined based on those plant layouts. At this time health requirements and resident complaints do not warrant treatment. However, due to the complexities of a water treatment facility and efficient integration of a facility into the City's system of pipes, wells and storage, advanced planning is necessary. The study addresses water quality, future water demands, site selection, plant floor plan options, future infrastructure needs, and financing / funding alternatives. Attached is the Draft Water Treatment Plant Feasibility Study, dated August 1, 2007. 1 • Water Quality: Lino Lakes provides drinking water to residents from five wells that range in depth from 258 feet to 338 feet. Based on a review of the Minnesota Department of Health regulations and well water testing, the City's water supply meets primary regulations. Primary regulations set a maximum allowable amount of contaminants present in a water sample that represent a hazard to resident health. Secondary contaminates do not have a maximum allowable amount and are non - health related, but the non - enforceable Safe Drinking Water Act sets guidelines for contaminants that affect the aesthetic quality of drinking water. Secondary contaminants in Lino Lakes that adversely affect the drinking water aesthetics and generate customer complaints are iron and manganese. Lino Lakes Well Water Iron and Manganese Data • Well No. 1 Well No. 2 Well No. 3 Well No. 4 Well No. 5 Safe Water Drinking Act Maximum Secondary Contaminant Level (milligrams per liter) Iron (milligrams per liter) 0.71 0.46 0.03 0.18 1.15 0.30 Manganese (milligrams per liter) 0.11 0.40 0.26 0.05 0.15 0.05 The table above shows the iron and manganese levels detected in the five City wells compared to the maximum secondary contaminant levels set by the EPA Secondary Drinking Water Standards and the Safe Water Drinking Act. Iron and Manganese levels above the secondary contaminant maximums will generate resident complaints. Neither iron nor manganese in water presents a health hazard. However, their presence in water may cause taste, staining, and accumulation problems. Because iron and manganese are chemically similar, they cause similar problems. Iron will cause reddish - brown staining of laundry, porcelain, dishes, utensils, and even glassware. Manganese acts in a similar way but causes a brownish -black stain. Iron and manganese are concentrated in ground water by contact with rocks and minerals. The amount of iron or manganese in raw ground water needed to cause the above mentioned problems varies with each household situation. The EPA secondary contaminant levels have been set based on an average level when taste, staining and accumulation begin. 2 Future Water Demands: The table below compares Average Day and Peak Day demands based on the DNR benchmarks used in the Water Emergency and Conservation Plan, the current average day rates and an assumed maximum future ultimate use used for this study. The ultimate population used in the study is 43,000. Site Selection: Three potential sites have been evaluated for the water treatment plant. Site #1 is in the southeast quadrant of the intersection of Birch Street and Centerville Road on City owned property, Site #2 is on school district owned land on the north side of Birch Street west of Timberwolf Trail, Site #3 is at well house #3 on the South Side of Birch Street west of 12th-Avenue. Site #3 was eliminated in this study due to the limited build -able area, adjacent wetlands, floodplain and county ditch. The attached feasibility study contains a map in the appendix showing the two potential sites. The two sites considered in this study were chosen because of there proximity to wells, adjacent trunk watermain, minimal wetland impacts, ample build -able space and land ownership. Soil borings were taken at each site to determine, structural foundation needs, water table depth, and the maximum depth of a future reservoir. Water Storage and Booster Pump Needs: The City of Lino Lakes currently has 2.0 million gallons of elevated storage. The ultimate storage based on the ultimate population of 43,000 is 3.3 million gallons. As the City grows and conservation measures are implemented consumption patterns may change or shift and ultimate storage needs may be reduced. Current standards based on the average day usage place the recommended ultimate storage at 4 million gallons. 3 • • • Average Day Peak Day Calculated using ultimate population, with DNR benchmarks for average day water use and the DNR average to peak ratio. 3.6 Million Gallons Per Day 9.4 Million Gallons Per Day Calculated using ultimate population, current average day rates, and DNR average to peak ratio. 4.3 Million Gallons Per Day 11.1 Million Gallons Per Day Assumed Maximum Future Ultimate Use for the Study 4.0 Million Gallons Per Day 10.4 Million Gallons Per Day Site Selection: Three potential sites have been evaluated for the water treatment plant. Site #1 is in the southeast quadrant of the intersection of Birch Street and Centerville Road on City owned property, Site #2 is on school district owned land on the north side of Birch Street west of Timberwolf Trail, Site #3 is at well house #3 on the South Side of Birch Street west of 12th-Avenue. Site #3 was eliminated in this study due to the limited build -able area, adjacent wetlands, floodplain and county ditch. The attached feasibility study contains a map in the appendix showing the two potential sites. The two sites considered in this study were chosen because of there proximity to wells, adjacent trunk watermain, minimal wetland impacts, ample build -able space and land ownership. Soil borings were taken at each site to determine, structural foundation needs, water table depth, and the maximum depth of a future reservoir. Water Storage and Booster Pump Needs: The City of Lino Lakes currently has 2.0 million gallons of elevated storage. The ultimate storage based on the ultimate population of 43,000 is 3.3 million gallons. As the City grows and conservation measures are implemented consumption patterns may change or shift and ultimate storage needs may be reduced. Current standards based on the average day usage place the recommended ultimate storage at 4 million gallons. 3 • • • • • The April 2004 Comprehensive Water System Plan calls for ground storage of one million gallons at the two proposed treatment plants based on the 2030 population. Based on the ultimate population it is now recommended that a ground service reservoir totaling 1.5 to 2 0 million gallons be constructed at the water treatment plant site. Construction of a 1.5 to 2 0 million gallon reservoir at the proposed treatment plant brings the total City storage to 3.5 to 4.0 million gallons. Integration of a water treatment plant into the City water system will require the installation of a high service pump station to supply finished water from the treatment plant. The existing wells will supply raw water to the treatment plant. Finished water from the treatment plant will be stored in the 1.5 to 2.0 million gallon reservoir. The 1.5 to 2 0 million gallon reservoir will supply finished water to the high service pump station. The high service pump station then supplies finished water to the distribution system and the elevated storage tanks. To effectively utilize electrical energy and minimize electrical demands and costs, three pump sizes have been selected for the high service pump station to match anticipated ultimate water demands. A standby generator will allow the city to provide water to the distribution system and elevated storage tanks during a power outage, and obtain electrical service on the load management rate schedule. The load management rate schedule allows the City to operate the standby generator during peak electrical demand periods and allows reduced electrical rates as compensation. Cost Estimates: The cost estimate below is based on two types of water treatment, gravity filters and pressure filters. Gravity filters function by allowing water to flow vertically through a media such as sand combined with chemical treatment to remove particulates. Pressure filters work in the same manner as gravity filters except that the raw water flows horizontally through cylindrical pressure vessels. Pressure filters costs are slightly less as reflected in the cost summary below, because they require less equipment and space for backwash activities. Raw watermain costs below reflect the additional piping necessary to move raw water from the wells to the treatment facility. The East facility raw watermain costs are slightly more due to distance to the existing wells. 4 Lino Lakes WTP Feasibility Report Cost Estimate Summary No. Description 1 Gravity Filters at the West Side Plant $10,698,600 Raw Watermain $2,411,917 Total $13,110,517 2 Gravity Filters at the East Side Plant $10,698,600 Raw Watermain $2,806,643 Total $13,505,243 3 Pressure Filters at the West Side Plant $9,048,600 Raw Watermain $2,411,917 $11,460,517 4 Pressure Filters at the East Side Plant $9,048,600 Raw Watermain $2,806,643 $11,855,243 Financing/Funding: Water treatment plant capital costs (including engineering, administrative, and financing costs) are estimated at $12,050,000, the additional wells and associated distribution system improvements are estimated to cost $4,825,000. This gives a grand total for the water treatment plant and associated well and distribution system improvements of $16,875,000. As the water treatment plant would provide substantial benefit for the existing water customers, water rate increases could be utilized to fund a portion of the project. The remainder of the costs could be funded by a water availability charge for new connections. Capital Improvement Program: The capital improvement program phases in the wells and watermains as needed for population growth. It also shows the centralized storage reservoir and booster station being built in the 2010 to 2012 time period when more storage is necessary. Using the capital improvement program and system layout, the treatment plant can be added in the future and is shown in 2017. The detailed capital improvement program can be found on page 25 of the attached water treatment plant feasibility study. Requested Council Direction • We are requesting feedback from City Council as we continue to finalize the Water Treatment Plant Feasibility Study. 5 DRAFT 8 -1 -07 RECEIVED AUG 0 1 2007 CfTY OF LINO LAKES WATER TREATMENT PLANT FEASIBILITY STUDY CITY OF LINO LAKES, MINNESOTA • • TKDA ENGINEERS - ARCHITECTS - PLANNERS Date: August 1, 2007 Project No. 13843.000 444 Cedar Street, Suite 150D Saint Paul, MN 55101 -2140 -(651) 292 -4400 (651) 292 -0063 Fax www.tkda.com TKDA ENGINEERS • ARCHITECTS • PLANNERS DRAFT 8 -1 -07 SAINT PAUL, MINNESOTA • August 1, 2007 FEASIBILITY STUDY WATER TREATMENT PLANT CITY OF LINO LAKES, MINNESOTA PROJECT NO. 13843.000 I hereby certify that this Feasibility Report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Bemie R. Bullert, P.E. License No. 11208 13843.000. • • DRAFT 8 -1 -07 II. WATER QUALITY INFORMATION AND COMPLAINTS The City of Lino Lakes provides drinking water to their consumers from five wells which range in depth from 258 feet to 338 feet. These ground water sources provide water to the residents and are in compliance with the current Primary Drinking Water Regulations. Water at the source and in the distribution system are sampled and analyzed on a regular basis by City staff and the Minnesota Department of Health. Contaminants included in the testing program include microbial, inorganic, pesticides, herbicides, organic chemicals, radioactive material, nitrate, nitrate nitrogen, trihalomethanes, and secondary contaminates. Secondary contaminates do not have maximum contaminant levels established as they are non health related, In general, maximum contaminant levels are established because the regulated substances represent hazards to health. In setting the maximum contaminant level, the total environmental exposure to humans of a specific contaminant has been considered by the regulating agency and an attempt has been made to set lifetime limits at the lowest practical level in order to minimize the amount of contaminant consumed in drinking water. From a review of the Minnesota Health Department regulations and well water sample results, the City's water supply currently meets the health related regulations. In addition to the state regulations, the Safe Drinking Water Act included non - enforceable guidelines for contaminants that may adversely affect the aesthetic quality of drinking water. Among these contaminants are iron, 0.3 mg /I (milligrams per liter), manganese, 0.05 mg /l, and pH in range 6.5 -8.5. Of these contaminants, iron and manganese, found in local ground water supplies, generate the most complaints from customers. Aesthetic components of drinking water include taste, odor, color, hardness and staining. Taste problems in water derive in part from salts and the presence of specific metals such as iron, copper, manganese, and zinc. Staining of laundry and house hold fixtures occur from water containing iron and manganese. The iron and manganese data for Lino Lakes' wells is shown on the following table. Water Treatment Plant Study 4 13843.000 DRAFT 8 -1 -07 Table 1 Well Water Iron and Manganese Data in order to minimize customer complaints and improve aesthetic quality of water supplied to customers, many communities in our region install and operate water treatment plants which remove the iron and manganese from their ground water supply. Although the City of Lino Lakes currently is in compliance with the Primary Drinking Water Regulations, the construction of a Water Treatment Plant would allow the City to supply finished water which meets both the Primary and Secondary Drinking Water Regulations. The current level of water quality complaints is not perceived as sufficient in numbers to justify water treatment at this time. As the customer base continues to expand, the City should expect the number of water quality complaints to increase. The City should also anticipate and be prepared to provide water treatment to remove iron and manganese as the customer base expands and the water system financial capabilities increase. Water treatment will improve consumer satisfaction with the City's water supply. Water Treatment Plant Study 5 13841000 • Well No. 1 Well No. 2 Well No. 3 Well No. 4 Well No. 5 Maximum Secondary Contaminant Level (mg/I) Iron (mg /L) 0.71 0.46 0.03 0.18 1.15 0.30 Manganese (mg /L) 0.11 0.40 0.26 0.05 0.15 0.05 in order to minimize customer complaints and improve aesthetic quality of water supplied to customers, many communities in our region install and operate water treatment plants which remove the iron and manganese from their ground water supply. Although the City of Lino Lakes currently is in compliance with the Primary Drinking Water Regulations, the construction of a Water Treatment Plant would allow the City to supply finished water which meets both the Primary and Secondary Drinking Water Regulations. The current level of water quality complaints is not perceived as sufficient in numbers to justify water treatment at this time. As the customer base continues to expand, the City should expect the number of water quality complaints to increase. The City should also anticipate and be prepared to provide water treatment to remove iron and manganese as the customer base expands and the water system financial capabilities increase. Water treatment will improve consumer satisfaction with the City's water supply. Water Treatment Plant Study 5 13841000 • • • DRAFT 8 -1 -07 III. FUTURE WATER DEMANDS FOR LINO LAKES As the seven county metro area continues to add households and increase in population, the ability of ground water aquifers to supply and meet the future water demands of the area at the current rate of water use (gallons per person) is a major concern. The Department of Natural Resources (DNR) and the Metropolitan Council are both currently looking at the future water demand of the metro area and how best to serve the projected demands. Water conservation and wise use of the available water resources will provide considerable benefit to the growing communities and the region in future years. Every ten years, all metro communities must complete and submit their Water Emergency and Conservation plans to the DNR and the Metropolitan Council for approval. Permits by the DNR for increases in water appropriations and for new wells will require that the communities meet specific benchmarks and conservation measures regarding water use in their service area. These conservation measures will allow our existing ground water supplies to serve a larger regional population. These DNR required benchmarks and conservation measures were used in projecting the future water demands for the City of Lino Lakes. As a result, the future water demand projections used in this study are less than water demands used in prior studies. The ultimate population, used in this study, for the City of Lino Lakes is estimated to be 43,000 people of whom 42,000 people will be served by the City water system. The rest of the population will continue to be served by private wells. Currently the City has an average residential gallons per capita per day (gpcd) water use of 86 gallons and a total per capita per day water use of 102 gallons which includes the commercial, industrial and institutional water uses. The current maximum day to average day ratio is 3.4 to 1. By using the ultimate served population, current water use and future water use estimates, one can estimate the future ultimate water demands for the City. Using the recent 5 -year average of 102 gpcd, the future average daily water demand will be 4.3 MGD (million gallons per day). Then by applying the DNR Benchmark for the maximum day to average day ratio of 2.6 to 1, the future maximum day demand will be 11.1 MGD for the City system. Water Treatment Plant Study 6 13843.000 DRAFT 8 -1 -07 Alternately, using the DNR benchmark of 75 gallons per capita per day for residential use and then adding the estimated commercial, industrial, and institutional water use, the average daily water demand would be 3.15 MGD for residential use and 0.45 MGD for commercial, industrial, and institutional use which results in a total average day water demand of 3.6 MGD. Then by applying the DNR benchmark for the maximum day to average day ratio of 2.6 to 1, the future maximum day demand would be 9.4 MGD for the City system. Assuming that the DNR and Metropolitan Council policies regarding conservation and efficient use of metro water supply resources are enforced, we estimate that the future average day water demands for Lino Lakes will not exceed 4.0 MGD and that the future maximum day water demand will be approximately 10.4 MGD. We believe that these water demand projections provide a conservative estimate regarding the ultimate water demands for the City of Lino Lakes based upon providing water service to approximately 42,000 people. These ultimate water use calculations are shown in the table below. Table No. 2 Ultimate Water Use Calculations Water Treatment Plant Study 7 13843.000 • Average Day Peak Day Calculated using ultimate population, with DNR benchmarks for average day water use and the DNR average to peak ratio. 3.6 MGD 9.4 MGD Calculated using ultimate population, current average day rates, and the DNR average to peak ratio. 4.3 MGD 11.1 MGD Assumed Maximum Future Ultimate Use for Study 4.0 MGD 10.4 MGD Water Treatment Plant Study 7 13843.000 • • • • DRAFT 8 -1 -07 IV. POTENTIAL TREATMENT PLANT SITES In meeting with Lino Lakes staff, three potential sites were offered by staff for a water treatment plant. All three sites were along Birch Street where most of the City's wells will be drilled. The construction of the water treatment and storage facilities in close proximity to the wells will lower the raw watermain construction costs. The site at Wellhouse No. 3 looked like a costly and difficult site for construction of a water treatment plant and water storage tank because of the limited area to build upon and it is surrounded by water and low areas. Therefore, only two sites were used as potential future plant sites. One site is along Centerville Road at Birch Street. The other site is School District property along Birch Street, West of Timberlake Trail. Soil borings were taken at each site to determine structural foundation needs, water table depth, and maximum foundation depth for a future reservoir. These sites were then used to develop a site plan, raw watermain requirements and a cost estimate to build a water plant at each site. Water Treatment Piant Study 8 13843.000 DRAFT 8 -1 -07 V. FUTURE WATER STORAGE NEEDS AND OPTIONS There are generally two types of treated water storage that can be considered in a municipal water supply. Elevated tanks are one option. The City of Lino Lakes currently has two elevated tanks. A second option is ground storage. Ground storage works well near a water treatment plant and operates as a clearwell to receive the treated water. High service pumps transfer water from the clearwell reservoir to the elevated tanks as needed. Ground storage is less costly to build and to maintain than an elevated storage tower and is recommended. The City of Lino Lakes currently has 2.0 million gallons (MG) of elevated water storage available to the system. In reviewing the April 2004 Comprehensive Water System Plan as prepared by TKDA, the plan calls for two additional 0.5 MG gallon ground storage reservoirs at the proposed two treatment plant sites. The needed storage in 2030 is shown as 2,576 MG. The ultimate needed storage based on the ultimate population calculation is 3.3 MG. In addition, as the City grows, and as conservation measures are implemented, consumption patterns may change, and the peaking equalization needs may be reduced. However, based on the Ten States Standards storage guidelines, the recommended storage is equal to average day usage which is projected to be 4 MG at ultimate population. Therefore, we are recommending a single treatment plant with a single finished -water ground service reservoir of 1.5 MG. The cost for a 2 MG reservoir is also shown. This will bring the City's total storage to 3.5 or 4 MG. A larger reservoir will provide more flexibility and may delay the need for wells_ An altemate would be to build a 1 MG reservoir first and a second 1 MG reservoir later on the same site. Water Treatment Plant Study 9 13843.000 • • • • WATER TREATMENT PLANT CITY OF LINO LAKES, MINNESOTA PROJECT NO. 13843.000 TABLE OF CONTENTS DRAFT 8 -1 -07 PAGE NO. SECTION 1. PURPOSE OF STUDY 3 SECTION II. WATER QUALITY INFORMATION AND COMPLAINTS 4 SECTION 1I1. FUTURE WATER DEMANDS FOR LINO LAKES 6 SECTION IV. POTENTIAL TREATMENT PLANT SITES 8 SECTION V. FUTURE WATER STORAGE NEEDS AND OPTIONS 9 SECTION VI. FUTURE BOOSTER STATION NEEDS 10 SECTION VII. FUTURE WATER PLANT SIZE (BLENDING) 12 SECTION VIII. WATER PLANT OPTIONAL PROCESSES 14 SECTION IX. FLOOR PLAN OPTIONS, SECTIONAL VIEW OF PLANT, AND SITE PLAN 17 SECTION X. WATERMAIN AND FUTURE WELL NEEDS FOR EACH OPTION 18 SECTION XI. COST ESTIMATE FOR EACH OPTION 19 SECTION XII. POSSIBLE FUNDING OPTIONS 20 SECTION XIII. SUMMARY OF FINDINGS 21 SECTION XIV. FUTURE CAPITAL PROGRAM 24 LIST OF TABLES LIST OF FIGURES APPENDIX PAGES FUTURE SYSTEM MAP 1 SOIL BORINGS ii 13843.000. DRAFT 8 -1 -07 WATER TREATMENT PLANT CITY OF LINO LAKES, MINNESOTA PROJECT NO. 13843.000 1 PURPOSE OF STUDY TKDA has been authorized to conduct a water treatment feasibility study for the City of Lino Lakes. As part of this study TKDA has reviewed the water quality information on the existing wells to determine; the existing quality, the levels of iron and manganese in the water, what constituents should be removed by treatment, and levels of removal. As part of a separate study, TKDA had estimated the water demands for the future based on the DNR policies for appropriating water and based on the ultimate population projection for Lino Lakes. Using these demand projections, a plant capacity was determined. Blending of raw well water with the treated water on peak days was evaluated to reduce the treatment plant size. With a smaller plant size, Lino Lakes' ultimate service area could be served by a single water treatment plant. Two potential future water treatment plant sites were studied and were used to determine the best possible plant location and costs were developed for both sites. A review of future storage needs, water supply, high service pumping needs, and treatment plant sizing was performed based on ultimate population projections. In addition, TKDA reviewed the available treatment technology and selected two types of process equipment for iron and manganese removal. Two different plant layouts were developed based on the space needs for this equipment. Preliminary floor plans were developed and the plant site plans were developed. From this, the acreage needed for a future plant site was determined. After determining the plant size, locations, and layouts, cost estimates were made for the two types of equipment at the two site locations. Included in these cost estimates, are the raw watermains and treated water distribution mains needed for each option. From this data, four cost estimates were prepared. Funding options and final recommendations for these options are at the end of the report. Water Treatment Plant Study 3 13843.000 • • DRAFT 8 -1 -07 VI. FUTURE BOOSTER STATION NEEDS In the existing water system, the wells pump water directly into the distribution system and into the two elevated water tanks which provide the desired static pressure for the distribution system. The elevated water towers have an overflow elevation 1,054.5 feet. All chemical additions for the water system are made at each wellhouse. The construction of a water treatment plant or central storage will require the well pumps to instead supply the proposed plant site, and they will need to be modified to pump water at lower heads. Well water will be pumped directly to the water treatment plant without chemical addition at the wellhouse. To deliver water to the distribution system and the two elevated water tanks, a new high service pump station will need to be constructed at the water treatment plant. The finished water reservoir will provide water by gravity to the pump suction header and five high service pumps will supply the finished water to the distribution system and elevated storage tanks. The preliminary selection of the high service pumps are as follows: Table No. 3 High Service Pumps Number of Pumps individual Capacity (GPM) Total Head (ft) Estimated HP Required 2 7,500 150 350 1 5,000 150 250 2 3,000 150 150 Firm pumping capacity for the high service pump station should be 18,500 GPM or 26.6 MGD. The pump capacity selected will provide peak hourly flow discharge of 2.5 times the estimated maximum daily water demand of 7,300 GPM or 10.4 MG. To effectively utilize electrical energy and minimize electrical demand and costs, three pump sizes were selected to match the various daily water demands anticipated on the system. The standby generator provided should be sized to provide standby power for the Water Treatment Plant Study 10 13843.000 DRAFT 8 -1 -07 two largest high service pumps and the water treatment plant during electrical power outages. The standby generator will also allow the City to obtain electrical service on the load management rate schedules. The electric utility provider allows the City to operate the generator during peak electrical demand periods and offers lower electrical rates for compensation. Water Treatment Plant Study 11 13843.000 • • • • • • DRAFT 8 -1-07 VII. FUTURE WATER PLANT SIZE (BLENDING) Many water treatment plants are designed and constructed to treat the projected peak day demands and depending upon process design selection, the plants may be constructed in phases to meet growing community water needs. However, during recent years, several metro communities are using a blending process to decrease the required water treatment plant capacity and reduce construction costs. Blending is accomplished on peak days by sending 75-80 percent of the well water supply through the treatment plant and using a bypass line to allow 20-25 percent of the well water supply to go directly to the finished water reservoir. Blending allows the community to supply their peak water demands with a smaller water treatment plant. Water treatment plants which remove iron and manganese from ground water well supply systems are ideal candidates for blending. This is because the raw water supplied to the treatment plant from wells normally does not cause health related issues in the finished water. This process method would allow the City to supply peak day finished water that is still low in iron and manganese, and to fully remove the iron and manganese from the finished water during non -peak water demand periods. Assuming that the City of Lino Lakes plans to follow the DNR and Metropolitan Council policies regarding water conservation, the average daily water demand is expected to be approximately 4 MG and the ultimate peak day water demand will be approximately 10.4 MG. Based upon the estimated population projections for the City of Lino Lakes, the average day, maximum day, and projected yearly water demands are listed in the following table. Water Treatment Plant Study 12 13843.D00 DRAFT 8 -1 -07 Table No. 4 Water Demand Projections Year Total Community Population Population Served By Water System Average Day Demand (MGD) Maximum Day Demand (MGD) Projected Annual Demand (MGY) 2010 21,500 17,514 1.73 4.76 632.9 2020 26,500 23,000 2.28 5.93 832.2 2030 31,000 29,000 2.87 7.46 1047.6 Ultimate 43,000 42,000 4.16 10.82 1518.4 Based upon the estimated ultimate population to be served by the City water system and the water treatment plant requirements, we recommend that the City use the blending process to meet the estimated ultimate maximum day water demand of 10.4 -10.8 MG. The water treatment plant with a 1.5 or 2.0 MG finished water reservoir should be designed to process 8.4 MGD through the treatment plant and to allow bypass of 2.1 MGD direct to the finished water reservoir. A water treatment plant designed and constructed to provide 8.4 MGD of finished water will likely provide fully treated finished water for all of the City of Lino Lakes needs through the year 2040. The blending process should allow the City to meet the ultimate peak day water demands. Water Treatment Plant Study 13 13843.000 • • • DRAFT 8 -1 -07 VIII. WATER PLANT OPTIONAL PROCESSES The 2004 City of Lino Lakes Comprehensive Water System Plan as prepared by TKDA had a section regarding water treatment for Lino Lakes. As Lino Lakes water supply is from the Jordan aquifer, recommending it has iron and manganese levels that exceed the secondary maximum contaminant levels (SMCL) of the safe Drinking Water Act as discussed in Section II of this report. There are three typical types of water treatment plants built for iron and manganese removal. They include a gravity open filter type plant, manufactured gravity filters in closed units and pressure filters. For this study we chose to do a preliminary layout and cost estimate for the manufactured gravity filters and the pressure filters. The manufactured gravity filters and pressure filters are modular in nature and are delivered with most of the intemal components and piping attached. These processes are described below in more detail. A. MANUFACTURED GRAVITY FILTERS Gravity filtration is one of the oldest, most basic processes for water treatment. It involves allowing water to flow through a media, such as sand, to remove particulate matter in the water. Initially filters were large basins made of concrete with several feet of sand media that had limited capacity and required frequent cleaning. Advances in filtration technology have resulted in filters that are more compact with automated operation. For the proposed Lino Lakes treatment plant, we used manufactured filters that use silica sand and anthracite (granular coal) media for the preliminary layout of the gravity filter facility. The iron and manganese are oxidized by chemical addition forming a precipitant, which is removed in the filters. Different types of media and chemicals can be used to oxidize and filter the iron and manganese. The optimum approach is generally determined by pilot testing during the actual design. uie shows the preliminary layout for the gravity filter facility. Each filter is approximately 10 feet wide by 34 feet long and has the capacity to treat approximately 1.5 MGD of water per day (MGD). To meet the projected year 2030 peak demand of 6.0 MGD, four filters would be required with a fifth filter for redundancy. Ten State Standards require the system to meet the maximum day demand with one filter out of service. This allows the plant to maintain full-capacity while one filter is backwashing or out Water Treatment Plant Study 14 13843.000 DRAFT 8 -1 -07 for maintenance. To meet the projected Lino Lakes ultimate peak demand of 8.4 MGD a sixth filter would be required. The building would be sized to allow the sixth filter to be installed when needed without expanding the structure. To meet the ultimate peak demand with one filter out of service the remaining five filters would be operated at a rate of 3.4 gpm /sf. This filter loading rate is within the filters design capacity. The proposed plant includes a small storage tank for treated water (clearwell) beneath the filters. Due to the groundwater conditions at the proposed site, the clearwell cannot be constructed deep enough to provide the projected 1 MG of treated water storage. The Minnesota Department of Health requires a 3 foot separation between the clearwell and the seasonal high groundwater level. The groundwater at the proposed plant sites would limit the depth of the clearwell to about 4 feet. To provide 1 MG of storage, a 4 foot deep clearwell would be about 0.75 acres in area. Thus, a separate ground storage tank is proposed. A disadvantage of having a separate ground storage tank is that the treated water from the filters would have to be pumped into the storage tank. An additional small clearwell beneath the filters is required to provide a basin for the transfer pump to withdraw water. The filtered water would discharge directly into the clearwell thus reducing the amount of piping required to convey the water to the transfer pump. In order to reduce the amount of wastewater discharged to the sewer, and the sewer cost to the City, the water from backwashing the filters is captured in a tank called a reclaim tank. The solids in the backwash water are allowed to settle out and the majority of the water is pumped back to the head of the plant for treatment. The remaining water and solids in the reclaim tank are pumped to the sanitary sewer. To provide good solids settling conditions the reclaim tanks should have a minimum depth of 10 feet. The reclaim tanks are also required have 3 feet of separation from the groundwater which means they must be constructed adjacent to the plant building instead of beneath the building. To allow maximum settling time, two reclaim tanks are nominally provided with each tank having a capacity for the volume from one filter backwash cycle. This allows one tank to remain undisturbed while the other tank receives backwash water. Each of the two reclaim tanks would need to hold about 140,000 gallons which would require a tank Water Treatment Plant Study 15 13843.000 • • • • DRAFT 8 -1 -07 44x84x10 feet deep with a dividing wall. The tanks will be partially above ground and insulated or soil could be mounded around the tanks to cover them. Examples of a modular style gravity filters include the plants in the City of Forest Lake. We chose not to recommend the gravity open style filters, because of the shallow ground water table and the construction costs associated with a treatment plant of this type. B. PRESSURE FILTER Pressure filters function in the same fashion as gravity filters except that the filters are constructed from horizontal, cylindrical pressure vessels. Pressure filters from most manufacturers use the same chemicals and media described above for gravity filters, and the remainder of that section applies except that intermediate pumping is not required. The well pump can provide the pressure required to pump the water through the filter and into the ground storage reservoir. Some manufacturers (e.g. Filtronics) utilize a proprietary media that can be operated at a higher hydraulic loading. The advantage of this is that the filters and building can be smaller. The actual filter rate is determined through pilot testing, but is typically 10 gpmlft. These plants also require shorter backwash times, thereby reducing the volume of backwash water generated, and correspondingly, results in a smaller backwash reclaim tank. Several cities in the vicinity utilize Filtronics plants including Coon Rapids, Moundsview, Blaine, and Anoka. Water Treatment Plant Study 15 13343.000 DRAFT 8 -1 -07 IX. FLOOR PLAN OPTIONS, SECTIONAL VIEW OF PLANT, AND SITE PLAN Separate floor plans were created for the two different types of filters, since each filter uses a different amount of space. Therefore, the cost of the structures will be different for the two options. The layouts are shown in the following figures. The floor plans include space for all the additional features needed at a water treatment plant including chemical rooms, mechanical rooms, laboratory, office, and storage room, etc. Because the buildings are similar in size, only one site plan for each site was created showing the treatment plant, a single 1 MG storage reservoir, driveways, and a possible garage facility. This site plan was created to show how the facilities would fit together on a site and to determine the approximate area needed for the complex. An architectural rendering was prepared to provide the City with an idea of what a water treatment plant may look like. These views of a potential plant design will give an idea of the size, height, and potential look of the water treatment plant in a neighborhood and assist in consideration of a final location. Water Treatment Plant Study 17 13843.000 • • • DRAFT 8 -1 -07 X. WATERMAIN AND FUTURE WELL NEEDS FOR EACH OPTION For each of the two potential water treatment plant sites, the raw watermain needs were determined. The costs for the east site are somewhat higher than for the west site. This is because the existing wells are closer to the west site. The raw water mains are designed to bring all the water from the wells to the treatment plant site and then larger water mains would convey the water from a central booster station into the distribution system throughout the City (See Figure k in the Appendix). This report calls for 9 wells rather than 8 because the proposed plant is designed for the ultimate population rather than for the 2030 time period used in the 2004 Comprehensive Water System Plan. The future wells are shown in the proposed capital program. Water Treatment Plant Study 18 13843.000 DRAFT 8 -1 -07 XI. COST ESTIMATE FOR EACH OPTION The cost estimates for the four options are shown in the following tables. They break down into the cost estimate for each filter type at each location. Supporting tables are included after this page. The summary for all the options is as follows: Lino Lakes WTP Feasibility Report Cost Estimate Summary No. Description 1 Gravity Filters at the West Side Plant $10,698,600 Raw Watermain $2,411,917 Total $13,110,517 2 Gravity Filters at the East Side Plant $10,698,600 Raw Watermain $2,806,643 Total $13,505,243 3 Pressure Filters at the West Side Plant $9,048,600 Raw Watermain $2,411,917 $11,460,517 4 Pressure Filters at the East Side Plant $9,048,600 Raw Watermain $2,806,643 $11,855,243 Water Treatment Plant Study 19 13843.000 • • • • DRAFT 8 -1 -07 XII. POSSIBLE FUNDING OPTIONS Water utility operations should be self- supporting from revenue received by providing service to the customers. Due to the substantial population growth and the water quality issues caused by the iron and manganese found in the supply wells, the City is investigating the feasibility of providing treatment of the well water. The water treatment plant complex and additional supply wells will cost approximately $16,875,000 based upon 2007 construction costs. This estimated cost includes engineering, administrative, and construction costs. We anticipate that the City of Lino Lakes will use General Obligation or Revenue bonds to fund the water system improvements as it is unlikely that state revolving fund loans would be available for these water system improvements. State revolving funds are generally utilized to fund community projects where regulatory compliance issues are of concem. Projects selected for state funding are ranked based on a priority system each year by the Minnesota Department of Health. The water treatment complex capital cost (including engineering, administrative, and construction costs) is estimated at $12,050,000, and the wells and associated distribution system improvements are estimated to cost $4,825,000. As the water treatment plant would provide substantial benefit for the existing water customers, which is 1/3 of the ultimate population, water rate increases could be utilized to fund 1/3 of the $12,050,000 water treatment plant cost. The remaining 2/3 of the water treatment plant cost and the cost of additional well supplies should be recovered from water availability charges for new connections to the system. The Lino Lakes City Council has authorized a more in depth study for funding the treatment plant and associated facilities which will be completed separately from this study. Water Treatment Plant Study 20 13643.000 DRAFT 8 -1 -07 XIII. SUMMARY OF FINDINGS TKDA was authorized to conduct a water treatment feasibility study for the City of Lino Lakes. As part of this study, the water quality information on each well was reviewed. Lino Lakes' water supply meets all primary drinking water regulations. There are two contaminates in the water that are of concern, iron and manganese. The maximum secondary contaminate level for iron is 0.03 mg/I and for manganese is 0.05 mg/l. The secondary contaminant levels are voluntary as they are there for aesthetics reasons. High iron causes red staining and high manganese causes black staining in laundry and household fixtures. Three of the existing wells are above the recommended secondary contaminant levels for iron, and four are above the recommended levels for manganese. The actual levels are on page 5. The levels are not extremely high and are not generating a large number of complaints. In order to determine a plant size and cost, we next estimated what the ultimate future demand for water will be in Lino Lakes. This demand level was determined using current trends, Minnesota DNR future requirements for conservation, and ultimate population projections. The Table on page 7 shows three scenarios. The ultimate peak day demand used for this study is 10.4 MGD. TKDA reviewed three (3) potential future water treatment plant sites. Of these, the two most viable were studied and soil borings were taken. The two (2) sites are a school district parcel at Birch Street, west of Timberlake Trail, and property the City owns on the Southeast comer of Centerville Road and Birch Street. Costs for developing a plant at each site were determined with the school district site being the lower cost alternative. A further look was taken at future storage needs. In 2004, a Comprehensive Water Study was completed by TKDA. This study projected to the year 2030 and recommended 1 MG of additional storage for a population of 32,000. In this study we have a total population of 42,000, about 1/3 more. Therefore, we are recommending 1.5 MG or 2.0 MG storage. A ground storage tank with raw water supply is planned for the central part of the City, whether there is a treatment plant there or not. The ground storage tank will require a booster station to boost the water from the ground reservoirs to the two elevated water towers. The booster station was sized in Chapter IV. Water Treatment Plant Study 21 13843.000 • • • • DRAFT 8 -1 -07 TKDA recommends the City use blending in their water system. A blending option is used by many cities. This provides for blending some raw water with treated water on peak days. This allows the treatment plant to be smaller while a few days a year the iron and manganese levels will be slightly higher. We propose a 20% blend of raw water. This lowers the plant capacity from 10.4 million gallons/day to 8.4 million gallons/day. TKDA looked at 3 types of filter designs to remove the iron and manganese. Two of these three were determined to be viable options for Lino Lakes, manufactured gravity filters and pressure filters. Floor layouts were determined for both types of filters and costs of the filters were also reviewed. The floor area needs and filter costs were used to determine the cost of the estimated treatment plant. The site plan at each site was prepared. The proposed site plant shows the City needs a minimum 3 acre site, and depending on spacing and screening, it could be 4 acres. A plant rendering was made to show what a plant may look like on a future plant site in a neighborhood. In order to obtain all the costs for a treatment plant option, the raw water main costs were determined to bring water from all wells to the two treatment plant sites. This will help determine which site is the most cost effective. Based on all this data, 4 estimates were made. These are estimates for each of the two filter types at each of the locations for a total of 4 estimates. They are as follows: Filter Type Site Estimated Cost Gravity Filters East Site 13,505,243 Gravity Filters West Site 13,110,517 Pressure Filters East Site 11,855,243 Pressure Filters West Site 11,460,517 There is some discussion of funding issues in Chapter XIII. We showed funding coming from current residents and through the future developments. Actual funding can come through water rates, building a reserve, or selling revenue bonds. Water Treatment Plant Study 22 13843.000 DRAFT 8 -1 -07 As a final task, TKDA prepared a proposed capital improvement plan in the following chapter. This plan leaves an option on storage size but does provide for a central storage site and booster station site. It also shows the plant being built in 2017 and how it affects the plan if delayed. The plan as shown, has the booster station and Well No. 7 in the treatment plant building. If the plant is delayed, the booster station and Well No. 7 should be built with the reservoir. This would mean the treatment plant would be smaller and somewhat less expensive to build at a later date. All facilities on the list are needed as the City grows, except the plant is optional, based on present regulations. The City's water demand is following the projection from the 2004 water study prepared by TKDA. A slow down in development and conservation measures may slow the growth pace. Therefore, timing may need to be adjusted based on actual growth. Water Treatment Plant Study 23 13843.000 • • XIV. FUTURE CAPITAL PROGRAM • • DRAFT 8 -1 -07 TABLE 6 Item No. Description Year Cost 1 Construction of Well No. 6 and Pumphouse No. 6 with water main 2008 - 2009 $800,000 2 Strengthen Trunk Watermain (Phase 1) 2008 $750,000 3 Construction of a 1.5 MG Ground Storage Tank, Booster Station, and Well No. 7 2010 - 2012 $3,000,000 Storage 1.5 million gallons $1,050,000 Booster Station $1,500,000 Well No. 7 $450,000 Optional Alternate Storage 2.0 million gallons $1,250,000 4 Complete Raw Water Mains from Wells No. 1, No. 2, No. 3, No. 5, and No. 6 to reservoirs including revision to well pumps 2012 $1,425,000 5 Strengthen Trunk Water Main (Phase 2) 2011 $790,000 6 Strengthen Trunk Water Main (Phase 3) 2015 $175,000 7 Construction of Treatment Plant 2017 $9,050,000 8 Strengthen Trunk Water Main (Phase 4) 2020 + $570,000 9 Improve Distribution Water Main - Southwest Comer (Phase 5) 2025 + $1,200,000 10 Construction of Well No. 8 with Pumphouse $800,000 2029 + $1,800,000 Including Raw Water Main for Wells No. 4, No. 8, and No. 9 $1,000,000 11 Construction Well No. 9 with Pumphouse and Raw Water Main 2035 $800,000 *AII Costs are in 2007 dollars Water Treatment Plant Study 24 13843.000 DRAFT 8 -1 -07 APPENDIX 1 4. \ 1 I I --, _L ___ 13 1 i i 1 1 Ira i r-------r- 1 '-----1---'1 ,1 \ 1 , --I I; 1 fl \\g re ; 1 ___, ____,_____Lu 1--,,■,_, ■ , _--I . i 0 ,., L- W ft i -2 I ----L-' 0 Z -1 ,..______ ± i . --,-Irt 15., _-ui ,-1- To ce -- 01re 1 ct a. ‘:. 1' 01F- 1 Lu if) \ . ‘e-'..-0--r-,_ °ILL! 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LL1 - --re- 0 I- ' CL I1J u) 2 a. 03 Cl) 0u F.Io ct ILI CL et I a. eL -- I I I ! 1 I I ' L 1 I ' 1 1 1 4 -0 \., .----. , i I I 1 " . _ -----------------7 4- --' , C. .,./„.,----„1-„, ! /(-.._ ;---<, y4 r-A, , , , 11i - ---; ,-..f ! r-7 Ilifij,:i 1 h-i.r11-\I (i7 1 1 .,,--5, f--,_ f'■ .1F.-1 "- 1--1-24--, „/ L.-1,—H.,-.--,i—r- -• . 1 I %-_1 _ -1-. —; ---1-7: — ----- ...IL . 4..--I _____11---4!...—r l_l_j 1 4 1 \ –.\ 2:•'',..f.-^A'1.11 1 1 > r< \ 1 / SNi- --a— _ -,.■ .1.1.j .--,i _4- 11 ;;;;:----\--_-,--"ap-f---- 'c-;"`-' • 11E1' • , -,;_i_TD: ;,- , , _ _, 1 - •-i 0 1 11▪ ■116 CI> L _ • - _ - (I) w z 1-- 1 - - --1- -- - - — - --10 z / 4$ 7 u) Lii : 4714\ to. 4 8 /- L 7-j- -1 si, -1 \ -„...:42,_.S.,‹ Milmr 1 IT r- V --li 0 IIIIIIIIUI log, „ as ," all!epy>. a i WHOM 1 MS 1.4.-11-- siory -4-70.1 -A 1 ,,, Ito NI NISI ot 4.1n, * wiipil irons 1 1 , . _ CI Ce a. < LI III . 1 I I I CO CD ce0 Lij-- 1 Ce , I _a_ • CITY OF LINO LAKES WATER TREATMENT PLANT 444 Cedar Street Sutle 1500 St_ Paul, IAN 55101-214D 4651)292 -440D (651)292-OM Fs www3kdacom- TKDA EICA EERS -ARCH •P€RI N RS 0 1 2 4 SITE PLAN East Site CONCEPT CITY OF LINO LAKES WATER TREATMENT PLANT LINO LAKES MINNESOTA SEIRMIKEINEI '4.,.131131i1E1 444 Cedar simet. Sae 1500 SL Pa& UN 55101-2140 (i)2-44 (051)2112-0020 Fax vs■rw4kdatonl TKDA. EMINEERS-ARCHITECTS-PtAINERS 0 1 2 4 SITE PLAN West Site ALTERNATfVE CONCEPT CITY OF LINO LAKES WATER TREATMENT PLANT LINO LAKES F Nil ELEVATION FROM BIRCH STREET 444 Ce0ar Stmt. Sane 1506 SL Pad. MAI 55101 -2140 (6511x4400 (6511222.0083 Fax ...J 60 a.0 Cm TKDA ENC S•ARCHItECIS- PLANNERS ENTRY ELEVATION 0 4 6 16 ENTRY ELEVATION C> C ALTERNATIVE FLOOR PLAN Pressure Filter EIEVA ON FROM BMCH Siw37 CONCEPT CITY OF LINO LAKES WATER TREATMENT PLANT LINO LAKES MINNESOTA I_ d 0- t , ELEVATION FROM BIRCH STREET ENTRY ELEVATION 444 Cedar SZE04L Ede 1SSO SL Pal, IN 51042140 1651) 24400 !6 (c511202 1083 Fax ..ivlkaaco® THDA EA •IWpITECTS•PLAMEiS ENTRY ELEVATION 0 4 8 16 GENERATOR try FLOOR PLAN Gravity Filter ELEVATION FROM BRR R STREET • • • WS — Item 6 WORK SESSION STAFF REPORT Work Session Item 6 Date: Council Work Session, August 6, 2007 To: City Council From: Gordon Heitke Re: Compensation Study Proposal Background The city's labor consultant, Ann Antonsen, Springsted Inc., appeared before the Council at the July 2, 2007 work session to overview the city's compensation system. The Council requested that she present a proposal to the council for a review of the city's system, including consideration of alternative systems. A copy of the proposal is attached. Requested Council Direction Ms. Antonsen will be seeking direction from the Council related to the proposal. Attachment(s) 1. Springsted proposal Proposal City of Lino Lakes, Minnesota Proposal to Conduct a Classification and Compensation Study July 31, 2007 Table of Contents LETTER OF TRANSMITTAL 1 CLASSIFICATION AND COMPENSATION 1 A. Project Initiation 1 B. Data Collection 1 C. Preliminary Classifications and Class Descriptions Review 2 D. Job Evaluation and Development of Pay Plan 3 E. Classification Plan Review 4 F. Implementation Strategy 5 G. Staff Training 6 H. Final Report 6 I. Post Contract Maintenance 6 2 TIMELINE 7 3 COSTS 8 4 EXPERIENCE 9 History and Leadership 9 Qualifications 9 Our Clients 10 5 RESUMES 10 6 REFERENCES 13 SAMPLE POSITION ANALYSIS QUESTIONNAIRE APPENDIX I SAMPLE CLASS DESCRIPTION APPENDIX II Mission Statement Springsted provides high quality, independent financial and management advisory services to public and non - profit organizations, and works with them in the Tong -term process of building their communities on a fiscally sound and well- managed basis. LETTER OF TRANSMITTAL July 31, 2007 Mr. Gordon Heitke City Administrator City of Lino Lakes 600 Town Center Parkway Lino Lakes, Minnesota 55014 -1182 Re: Proposal to Conduct a Classification and Compensation System Study Dear Mr. Heitke: Springsted, Incorporated is please to submit our proposal to conduct a classification and compensation study for the City of Lino Lakes. Our firm has assisted numerous jurisdictions throughout the United States in addressing human resources and compensation issues and performing specialized management studies. We have created an extensive management consulting services practice that provides in -depth study and analysis on a variety of topics. Springsted has the staff, facilities and expertise to furnish the services required for this study. Springsted has developed specialized expertise in performing personnel and compensation studies consistent with the scope of services requested by the City of Lino Lakes. An advantage to your organization is our vast experience in the areas of human resources administration. Springsted will bring unparalleled expertise and knowledge on managing a growing city to your study. The qualifications of our firm are discussed in this proposal along with a detailed scope of services, study methodology, project time frame, resumes of the consulting team and list of client references. We look forward working with the City of Lino Lakes and its employees on this important project. We have developed this proposal to include a menu of items so that the City can select those aspects of a classification study which it feels would be the most beneficial to the City. Respectfully submitted, Ann S. Antonsen, Vice President Consultant mas Classification and Compensation 1 1. Classification and Compensation A. Project Initiation B. Data Collection The proposed project approach and study methodology are outlined below. The scope of services, tasks and staffing necessary to successfully complete this project are discussed in subsequent sections of this proposal. The project approach was developed to include employee involvement and communication as requested by the City of Lino Lakes. Springsted is willing to adjust any aspect of this study to respond to the City' needs. The Springsted Project Director will meet with the City's Director of Administration who has been identified as the designated project manager for this project, and other appropriate personnel to establish working relationships and to finalize a comprehensive work plan and timetable. At this meeting we will request that the City project manager provide us with the background materials necessary to conduct this study, including current classification and compensation documents, a copy of each labor agreement currently in effect and other relevant data. This information will be evaluated to determine the status of existing human resource management programs and to identify apparent issues and opportunities. The purpose of the meeting is to: 1. Introduce the Project Director and the consulting team 2. Discuss the background and experience of Springsted and the consulting team 3. Discuss, in detail, the methodology to be used in conducting the study, the role of the consulting team and the employees, and the amount and type of employee participation 4. Ascertain the major issues the City wants the study to address 5. Review the project schedule and determine significant milestones 6. Determine the frequency and content of status reports 7. Discuss methods of communicating the status of the study to employees In order to assess the existing Classification Plan, Springsted will meet individually with department heads to become familiar with department structure, hiring and retention issues, any concerns with the current classification plan, and any other issues that may need to be addressed during the course of the study. To develop the City's Compensation Philosophy, Springsted will meet individually with City Council members to collect information regarding compensation for the City's union and non -union staff, processes and practices of developing compensation strategies, desired standing relative to the City's established market, and performance based components to the compensation program. Employees play a major role in providing the data needed for this study. Therefore, it is imperative that employees receive information about the study, why it is being conducted, opportunities for employee involvement throughout the process, and expected outcomes. City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Classification and Compensation 2 Springsted will conduct employee informational meetings to introduce the study, explain study procedures and answer any questions employees may have about the process. Multiple meetings may be conducted to ensure that all employees have the opportunity to attend and so as to not disrupt the operations of the City. Employees will receive a Position Analysis Questionnaire (PAQ) at this time. The questionnaire provides an opportunity for each employee to describe their job duties, responsibilities and essential functions in detail, and provide input on the various job factors that affect the position. Employees will also identify the specific physical requirements and working conditions of their position to assist in the consultant's review for compliance with the Americans with Disabilities Act. Springsted will spend time at the meeting reviewing the PAQ and responding to employee questions. The information gathered from the PAQ's will provide the information to be used in developing new class descriptions, during the job evaluation process and to assist in gathering wage data from comparable organizations. During the informational meeting(s), we will also explain the supervisors' role in completing and signing off on the PAQ's. The questionnaire is designed to allow supervisors to comment on employee responses without altering employee responses. This allows the consultant to review complete, unedited responses from employees and supervisors. In instances where the employee and supervisor view the position requirements differently, Springsted will conduct job audits to obtain more information. Audits will be scheduled to minimize disruption to City operations. If necessary, meetings can be scheduled at the beginning or end of a shift to facilitate employee attendance. C. Preliminary Classifications Upon receipt of the completed PAQ's, Springsted will review and conduct a and Class Descriptions task analysis for each position. Existing job descriptions will also be reviewed Review at this time. Additional employees will be identified to participate in job audits. Springsted will utilize the information provided in the PAQ's and job audits to prepare preliminary class and position descriptions. In some instances, class and position descriptions will be the same. Sometimes individual positions will be incorporated into a broader job class. For example, the work of an office assistant may be essentially the same regardless of the department to which the position is assigned. Consolidating similar positions (for example, an office assistant) into a job class facilitates human resources administration and ensures increased internal equity among City positions. Springsted will develop a preliminary assignment of employees to appropriate job classes based on a review of duties and responsibilities, skills and abilities, and minimum education and experience requirements. Position descriptions will be prepared defining the essential functions and minimum requirements for the positions assigned to the job class. Special attention will be given to ensuring that bona fide occupational qualifications, registrations, licensing, certification and special training, if dictated by standards of practice City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Classification and Compensation 3 D. Job Evaluation and Development of Pay Plan and/or job requirements, are included as minimum qualifications. These descriptions will also identify the essential functions customarily performed by employees assigned to each job class, physical requirements and working conditions in compliance with the Americans with Disabilities Act. At this time we will also review each position's designation under the Federal Fair Labor Standards Act. Position descriptions will be submitted to the appropriate department head for review and comment. Springsted will make modifications to the descriptions as deemed appropriate. Any disputed content in position descriptions will be presented to the City' Project Manager for resolution. The consulting team will prepare a preliminary list of employee classifications, develop preliminary class descriptions and submit them to the appropriate staff for review and comment. The consulting team will review the comments and make adjustments based upon the comments received. After all suggested changes have been evaluated, fmal classification decisions will be made and the class descriptions finalized. In order to determine appropriate salary levels of positions in the workforce and to address the issue of comparable compensation, Springsted will conduct an extensive salary survey to compare City positions with analogous positions in other comparable public agencies in the area labor market. External market comparisons for positions will be based on similar organizational structure, population, geographic location, job responsibilities, scope of authority, fmancial, socio - economic, growth, and other relevant factors. The study team will consult with City management, elected officials and designated staff in identifying the appropriate sources of survey data. Springsted will develop the salary survey in conjunction with the City. It is recommended that potential survey data pertain to organizations comparable to the City of Lino Lakes, relate to those organizations with which the City is competing for employees and represents the appropriate labor market. There are different labor markets for positions. Some positions are recruited from the local area, while others are recruited regionally and/or nationally. The consulting team will work closely with the staff in determining the appropriate labor market for positions. Based on the wage data analysis and the classification system developed, Springsted will develop a salary schedule. The salary schedule will be developed in accordance with information obtained from the City regarding its pay philosophy as well as goals and objectives established for its compensation program. Springsted will review options with the City to address the spread for pay ranges, the relationship between ranges and adjustments needed to ensure that the City remains competitive with the labor market. City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Classification and Compensation 4 E. Development of City's Pay Philosophy While salary survey data will assist the City in establishing its position in the competitive market, job evaluation is the mechanism that ensures that internal relationships are equitable and in compliance with the Minnesota Local Government Pay Equity Act. Springsted has developed and copyrighted a job evaluation system known as Systematic Analysis and Factor Evaluation (SAFE') System. The SAFE system is a unique job evaluation method designed to measure job factors which apply specifically to local government. This system has been successfully used for many years and has been reviewed by the United States District Court, in conjunction with an Equal Employment Opportunity (EEO) suit, and found acceptable to the Court. The system rates and ranks jobs based on various skill levels and work factors. The result is an equitable and consistent method of evaluating jobs and relating classes to the compensation plan. The system facilitates proper and equitable comparisons between and among classes, and minimizes the appearance of favoritism in evaluating, rating and ranking jobs. Each classification will be evaluated and assigned to an appropriate salary grade based on the classification system and prevailing rates paid by survey participants. The elements considered in determining the relative value of classifications are: • Training and Ability • Level of Work • Physical Demands • Independence of Actions • Supervision Exercised • Education and Experience • Human Relations Skills • Working Conditions/Hazards • Impact on End Results A pay philosophy guides the design of a compensation system and answers key questions regarding pay strategy. It generally takes a comprehensive, long term focus and explains the compensation program's goals and how the program supports the employer's long -range strategic goals. Without a pay philosophy, compensation decisions tend to be viewed from a short-term tactical standpoint apart from the organization's overall goals. Market competitiveness and internal equity are among the most important areas addressed in a pay philosophy. An organization's desired market position involves defining the market and identifying where the organization wants to be positioned within that market. Market position should balance what it takes to attract new employees and to retain skilled employees (in other words, eliminating higher pay as the reason employees leave the organization) with the organization's financial resources. Internal equity expresses an organization's City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Classification and Compensation 5 desire to provide comparable pay to job classes with comparable duties and responsibilities. A pay philosophy should be developed that establishes a compensation program based on individual employee performance as a key feature of the pay philosophy. Therefore, we emphasize references to performance in the pay philosophy discussion. As part of the Study, it is recommended that the City consider these concepts in the adoption of a formal pay philosophy: • Providing fair and equitable rates of pay to employees • Defining the City's market area • Developing a system that establishes a "market rate" for each position and states the minimum wage and maximum rates that the City will pay individuals within a position • Establishing rates of pay that allow the City to compete successfully for new employees within its market area • Establishing a market position that is fiscally responsible with public resources • Ensuring that pay rates for existing employees are based on individual performance that meets or exceeds expectations and reflects changing economic conditions • Developing a pay system that allows employees to progress through the pay range as long as their performance consistently meets expectations • Developing pay administration policies and procedures that ensure their consistent application between departments • Ensuring that the compensation program is understandable to employees, managers, the City Council, and the public F. Classification Plan Review Springsted will develop a communications strategy to inform employees of job evaluation and pay grade assignments. Employee communications will be developed explaining the study methodology, employee input opportunities, study recommendations, and process used for reviewing requests for reconsideration by employees who do not agree with the assigned classification. The consultant will participate in the review of employee requests for reconsideration. G. Implementation Strategy Springsted will propose a plan to implement the study recommendations that coincide with the financial and budgetary requirements of the City of Lino Lakes and the needs of employees. An estimate of the cost of implementation will be provided. The consultant will ensure that the new plan is in compliance with the requirements of the Local Government Pay Equity Act. City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Classification and Compensation 6 H. Staff Training At the conclusion of the study, Springsted will train members of the staff in the methodology used to develop, maintain and update all aspects of the compensation and classification plan, and how to determine the validity of requests for reclassification. The training program will include the development and/or revision of class descriptions along with rating, ranking and salary grade assignments of positions. Instruction manuals pertaining to the job evaluation system will be prepared and presented. The Springsted team will remain available to the staff for additional consultation after the study has been completed. I. Final Report The final report will be a document which contains the following: • A detailed study methodology • Discussion of the consulting team's findings, conclusions and recommendations regarding employee classification, salary structure, compensation philosophy, pay and compensation mechanisms, estimated cost and implementation plan • List of classes and the assignment of each class to a salary grade • Identification of job classes that are exempt from FLSA overtime requirements • Position descriptions developed as part of the study • Salary survey results • Job evaluation factor analysis for each position • Status under the State of Minnesota Local Government Pay Equity Act A manual on the use of the SAFE® job evaluation system will also be provided. Springsted staff will meet with designated City officials to present and explain the findings outlined above at a time designated by the Project Director. Copies of study documents will be provided in both in written (in a number to be identified by the City) and electronic form. J. Post Contract Maintenance Springsted Incorporated can provide ongoing assistance to clients after completion of a classification and compensation study. Post - contract maintenance services include assisting the City with new position description development, position assignment to the classification plan, determining the FLSA status of a new position, and conducting job evaluations for reclassification requests and new job classes or positions created by the City. Springsted can also assist the City in preparation and submission of its next Minnesota Pay Equity report. City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Timeline 7 2. Timeline Springsted takes pride in meeting its time commitments. The schedule to commence this project coincides with Springsted's completion of other studies. This will ensure that the proposed staff members will be available to concentrate on this study for the City of Lino Lakes. Springsted is prepared to initiate the study within two (2) weeks after receiving the official notice to proceed, and will complete the study within five (5) months after receipt of the notice to proceed. There are factors that impact upon meeting the schedule that are beyond the consulting team's control. The proposed time frame is contingent upon a timely decision, the receipt of the data from the participants when requested, the availability of employees to complete position analysis questionnaires and participate in interviews and the timely receipt of feedback and comments on the submitted preliminary data. City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Costs 8 3. Costs Additional Work/Post Contract Maintenance Payment Schedule Springsted Incorporated will perform the tasks as outlined in this proposal for the professional fee of $19,400. In addition to the professional fee, Springsted would bill the City for out -of- pocket expenses such as travel, copying etc. in an amount not to exceed $1,000. This fee includes two employee orientation sessions, meetings with Department Heads, individual interviews with City Council members, two meetings with City Council members and two implementation options. a. Development of new position descriptions: b. Job Evaluation c. Market Survey and Compensation Plan $ 7,450.00 $ 4,400.00 $ 7,550.00 The fee for assistance to the City for development of a pay philosophy and policies only would be $2,970. Springsted's 2007 fee schedule is shown below: Hourly Rates Principal /Senior Officer Officer /Project Manager Senior Associate Associate Support Staff $210 180 150 135 60 Additional or expanded work beyond the scope of this proposal requested by the City will be billed at a rate of $180 per hour. On -going contract maintenance, requested by the City, would be billed at our then current hourly rates. The payment schedule for the services outlined in this proposal will be as follows: Payment Schedule Completion of employee orientations 15% Delivery of class descriptions 50 %, Delivery of classification and compensation plan 75% Delivery of final report 100% City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Experience 9 4. Experience History and Leadership Qualifications Springsted is one of the largest and most established independent public sector advisory firms in the United States. For over 50 years, we have continually grown in the range of our client relationships, the comprehensiveness of our services and our prominence within the industry. Our managed growth is focused on providing clients with a balance of national perspective and local expertise. Springsted is a women -owned business. Three employee- owners lead over 60 Springsted employees. Our headquarters are located in Saint Paul, Minnesota, with additional offices located close to our clients throughout the Midwest and mid - Atlantic states. Organizational effectiveness and human resource productivity are essential in the current environment. Springsted's staff has been advising our clients in these areas for over 25 years. Most recently, with the addition of many new dedicated staff, we are providing a full range of human resources and organizational management improvement studies. In the area of position classification and compensation, our systems are both court tested and copyrighted to deliver pragmatic outcomes. Our services are designed to deliver successful management results for today's governance climate. As management consultants, and because we understand the financial, operational and administrative aspects of local governments and non - profit organizations, Springsted plays an important role in helping clients derive the greatest benefit from their resources while increasing their efficiency and effectiveness. In response to the growing requirements facing our clients, we broadened our range of advisory services to include our Management Consulting Services Group. Extensive knowledge and experience in the fields of municipal management, municipal finance, personnel and local government operations are Springsted hallmarks. Each team member has several years of local government experience in a variety of areas of expertise. This experience helps us recognize the unique qualities of each local government and non - profit client, thus improving the quality and relevance of our studies. City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Experience 10 Our Clients • Cities, Towns, Townships and Villages • Counties • Special Service Districts • Non - Profit Organizations • Hospitals • Economic Development, Redevelopment and Port Authorities • Electric and Water City • Higher Education Authorities • School Districts • Housing Authorities The services provided by Springsted Personnel Management • Analyze compensation and benefit packages • Develop personnel classification and salary studies • Analyze, prepare and develop personnel policies • Prepare personnel rules and regulations/employee handbook • Conduct executive search and selection • Complete staff forecasting services • Implement automated job evaluation system — SAFE Services • Perform economic development and housing studies • Conduct boundary adjustment and annexation studies • Perform asset utilization analysis • Conduct cost recovery and rate studies • Develop business and financial components of requests for proposals in development agreements • Perform enterprise fund cash flow analysis • Conduct legislative impact analysis • Negotiate agreements with developers and private vendors • Direct pro forma analysis • Produce revenue enhancement studies • Perform tax increment financing studies The states in gold reflect where Springsted's clients are located: Incorporated include: Organization & Management Studies • Analyze staffing needs — adequacy, reduction, utilization, productivity and supervisory structure • Evaluate and reorganize administrative structure • Complete privatization analysis Financial Management & Planning • Provide comprehensive financial advisory services • Perform financial status studies • Direct cost effectiveness/ reduction studies • Coordinate capital improvement program preparation, development and analysis • Develop debt management or other financial policies • Evaluate simple refunding, advance refunding, restructuring and defeasance bond issue opportunities • Develop joint public /private partnerships • Perform debt capacity studies • Produce special assessment modeling City of Lino Lakes, Minnesota, Proposal to Conduct a Classification and Compensation Study Resumes 10 5. Resumes Springsted will assign a consulting team with extensive experience in classification and pay, human resources management, organizational and productivity improvement, financial management and municipal operations. All consulting team members have excellent academic credentials and hands - on local government and human resources management experience. A Vice President of the firm will be available throughout the engagement and actively involved in all phases of the study. Ann Antonsen, Vice President and Client Representative, will serve as the project director and the City's primary contact for this project. She will coordinate the Springsted project team to ensure that all work products meet the City's needs and objectives. Ms. Antonsen has over 15 years of experience in developing classification and compensation plans for Minnesota public entities and assisting public agencies with pay equity compliance. Karyn Beckjorden, Analyst, will assist in the task analysis of City positions, administration of the salary survey, and development of a new compensation plan. Ms. Beckjorden has assisted and advised clients on employee classification, compensation and benefit issues and job evaluations. She holds a Bachelor's degree in Computer Information Systems with a minor in Human Resources Management from the College of Saint Scholastica. City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Resumes 11 Ann S. Antonsen Vice President Ann Antonsen is an organization and management consultant, specializing in position analyses, classification and compensation studies, performance evaluation studies and in conducting executive search efforts for the public sector. She performs organizational studies, develops personnel policies and manuals and conducts organizational management training. Ms. Antonsen has chosen to bring her wide - ranging skill sets to Springsted, where she will serve clients nationwide. With her strong background in Organizational Management and Human Resources, she will be dedicated to using her well -honed abilities to assist governmental agencies in developing and growing meaningful legacies. Ms. Antonsen has extensive experience in serving government organizations. Most recently, she has worked as a consultant with Labor Relations Associates, Inc., which has served the region for many years, providing management and human resources consulting services. Ms. Antonsen has provided interim HR management services for large suburban communities and regional centers. She brings practical experience in handling the wide variety of issues that face public management. Additionally, she has related human resources experience in both public associations and private corporations. Education University of Minnesota, Minneapolis, Minnesota Bachelor of Arts in Psychology Continuing Legal Education Courses Professional International Public Management Association in Human Resources ( "IPMA ") City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study Resumes 12 Karyn Beckjorden Ms. Beckjorden joined Springsted Incorporated in October 1999 and was Management Services Analyst promoted to Analyst in January 2005. A member of the Springsted Management Consulting Services Team, Ms. Beckjorden assists clients in achieving more effective and efficient organizations through assisting with the design of our computer models that perform valuable organization, classification and compensation studies, using Springsted's copyrighted Systematic Analysis and Factor Evaluation (SAFE ®) system. She builds databases and populates computer models that support clients in activities such as analyzing their user fee systems to provide more equitable and acceptable fee structures for the services they provide their communities. Ms. Beckjorden also assists clients in implementing effective long -range planning activities that help save time, money and efficiencies. Education College of St. Scholastica, St. Paul, Minnesota Bachelor degree in Computer Information Systems (minor in Human Resources Management) Summa cum laude City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study References 13 6. References City of Sauk Centre, Minnesota Contact: Vicki Willer, City Administrator 320.352.2203 Town of Fishers, Indiana Contact: Cecilie, Hendrix, Human Resource Director 317.595.3103 Miami County, Kansas Contact: Brenda Carlson, Human Resource Director 913.294.9530 City of Waite Park, Minnesota Contact: Shaunna Johnson, City Administrator 320.252.6822 City of Hagerstown, Maryland Contact: Donna Messina, Human Resources Director 301.739.8577 City of Lino Lakes, Minnesota. Proposal to Conduct a Classification and Compensation Study • • WS — Item 7 WORK SESSION STAFF REPORT Work Session Item 7 Date: Council Work Session, August 6, 2007 To: City Council From: Gordon Heitke Re: Council Goal, Objectives and Action Plan Background The City Council met on March 28, 2007 to establish goals and specific performance objectives for the remainder of Calendar Year 2007 and Calendar Year 2008. As done in the past, staff has added proposed action steps and has identified lead parties, contributors and funding sources for your consideration. Attached is an initial draft for Council review. Since this will be the first time that the Council will review the goals and objectives, along with the actions proposed by staff, formatting, etc. has been left until after this initial review and discussion. Requested Council Direction Staff is seeking any desired changes from the Council. The goals document has not been placed on a regular council agenda for action to afford adequate time for Council review and discussion. Attachments 1. Goals, Objectives, Management Action Plan: 2007 -2008 DRAFT Goals, Objectives, Management Action Plan: 2007 -2008 Listed below are the revised goals established by the City Council for the period 2008 through 2013 and specific performance objectives for the remainder of Calendar Year 2007 and Calendar Year 2008, as established at the march 28, 2007 goals setting session. As in the past, staff has added proposed action steps and has identified lead parties, contributors and funding sources for your consideration. 1. Complete Town Center A. Calendar Year 2007 & 2008 (1) Objective: Complete development of owner and rental housing component over five -year period (2) Objective: Complete development of commercial component over five -year period a. Key Action Steps: Aggressively market and continue to support developers' marketing efforts. b. Lead party: Community Development Staff Key Contributors: Hartford Development c. Funding Source: General Fund. Primarily Staff Time 2. Plan for and implement needed local regional transportation improvements A. Calendar Year 2007 (1) Objective: Pursue funding for local transportation improvements for: 1) 49/J Intersection; 2) Lake Drive /Main Street Intersection; and 3) Northerly bypass (Main St - 35W to 35E) a. Key Action Steps: Support Anoka County applications for obtaining Federal Funding ii. Continue working with Anoka County on planning efforts b. Lead party: Community Development Staff Key Contributors: City Council Anoka County Springsted Inc. Finance Department c. Funding Source: General Fund. Primarily Staff Time 1 Calendar Year 2008 (1) Objective: Prepare an Access Management Plan for Birch Street that includes provisions for pedestrian and bicycle safety improvements a. Key Action Steps: i. Retain professional services to conduct planning study (2) b. Lead party: Key Contributors: Community Development Staff Anoka County Planning and Zoning Board City Council Public Works and Public Services c. Funding Source: General Fund. Primarily Staff Time. May have a cost share with Anoka County. 3-E. (2) Incorporate northerly by -pass (Main St. 35W to 35E) into Comprehensive Plan a. Key Action Steps: Identify transportation corridor and adopt policy language to recognize future need b. Lead party: Community Development Staff Key Contributors: Anoka County Comp Plan Advisory Panel Planning and Zoning Board City Council c. Funding Source: General Fund. Included with Comprehensive Plan Update 3. Review and update the City Charter so that it reflects and facilitates current and future needs of the City A. Specific performance objectives to be completed during the remainder of 2007 (1) Objective: Completion of Citizen Charter Task Force Study (June 1, June 25, 2007) a. Key Action Steps: Citizen Task Force completes research ii. Task Force prepares written report iii. Task Force presents report to City Council b. Lead Party: Key Contributors: 2 Citizens Task Force General public Charter Commission City Council TKDA Springsted Inc. Kennedy and Graven City Staff c. Funding sources: General Fund (2) Objective: Accept report of the Citizen Charter Task Force a. Key Action Step: i. City Council takes formal action to accept report (3) b. Lead Party: City Council Key Contributors: c. Funding sources: No funds required Objective: Take appropriate Council action on recommendations contained in the report which may include: • • Placing an Amendment to the Charter on the ballot, or Placing specific street project(s) on ballot. a. Key Action Steps: i. City Council considers findings /recommendations of report ii. City Council determines whether to support amendments to the charter iii. If Council supports amending the charter, a process is identified for developing the specific amendment (Alternatives provided in statutes) iv. Proposed amendment is drafted v. City Council acts to place amendment question on ballot (September 10), if process includes referendum vi. Public information program is developed and implemented, if process includes referendum vii. Referendum held November 6, if included in process b. Lead Party: City Council Key Contributors: Citizens Task Force Charter Commission General public TKDA Springsted Inc. Kennedy and Graven City Staff c. Funding sources: General Fund B. Specific Performance Objectives to be completed in 2008 (1) Objective: Amend the City Charter in accordance with the election or by ordinance (if process does not include referendum) (2) Place appropriate street project(s) on ballot. a. Key Action Steps: b. Lead Party: City Council Key Contributors: Kennedy and Graven c. Funding sources: General Fund 4. Review and update City's recreation projects and priorities A. Calendar Year 2007 (1) Objective: Review and update Park Dedication Ordinance a. Key Action Steps: i. City staff prepares Park Dedication Analysis report ii. Park Board reviews and comments on report iii. City Council considers proposed ordinance for approval b. Lead Party: Public Services Department Key Contributors: Park Board City Council c. Funding Sources: Existing Personnel Budget (2) Objective: Pursue additional Birch Street pedestrian crossing a. Key Action Steps: i. Evaluate, select, and prioritize potential crossing locations ii. Begin dialogue with Anoka County Highway and Parks Departments (3) iii. Begin exploring potential funding sources b. Lead Party: Public Services Department Key Contributors: Anoka County Highway Department Anoka County Parks Department c. Funding Sources: Existing Personnel Budget, Professional Services Budget Objective: Complete Legacy Trail Project a. Key Action Steps: i. Oversee construction of the trail b. Lead Party: Public Services Department Key Contributors: TKDA c. Funding Sources: Special Assessments and Legacy Park Dedication (4) Objective: Redevelop Lino Park a. Key Action Steps: i. City Staff/TKDA prepare plans and specifications ii. City Council accepts plans and specifications, authorizes advertising for bids iii. City Council awards bid iv. City Staff/TKDA oversees implementation of redevelopment plan b. Lead Party: Public Services Department Key Contributors: TKDA City Council c. Funding Sources: Dedicated Parks Fund (5) Objective: Analyze potential development of recreation complex a. Key Action Steps: i. Develop feasibility study of phasing plan for eventual completion of improvements ii. Park Board reviews and comments on feasibility study iii. City Council accepts feasibility study b. Lead Party: Public Services Department Key Contributors: Brauer and Associates, Ltd TKDA Park Board City Council c. Funding Sources: $30,000 for preparation of feasibility study. No dollars included in 2007 budget B. Calendar Year 2008 (1) Objective: Consider potential development of recreation complex a. Key Action Steps: i. Develop alternative financing plans necessary to complete recommended phasing efforts ii. City Council determines whether to proceed with phasing plan. If so, City Council identifies preferred financing plan, and sets timeline for Phase I improvements iii. City staff analyzes /determines whether any modifications to master plan are warranted 5 b. Lead Party: Public Services Department Key Contributors: Finance Department Springsted Inc. City Council c. Funding Sources: Up to $10,000 for consultant fees to develop financing options 5. Diversify, expand, and enhance the City's tax base A. Calendar Year 2007 (1) Objective: Analyze where economic development opportunities exist within the City for expansion of the City's tax base. a. Key Action Steps: i. Identify opportunities as part of Comprehensive Plan Update Process b. Lead party: Community Development Staff Key Contributors: Comprehensive Plan Advisory Panel EDAC c. Funding Source: General Fund. Primarily Staff Time B. Calendar Year 2008 (1) Objective: Develop Marketing Plan a. Key Action Steps: i. Complete market study based on identified available commercial /industrial land uses ii. Develop effective marketing materials based on results of the market potential in Lino Lakes b. Lead party: Community Development Staff Key Contributors: EDAC City Council c. Funding Source: General Fund. Will need to provide funding for Marketing Consultant (2) Objective: Align economic development and marketing strategy to the Comp Plan a. Key Action Steps: i. Identify opportunities for expansion of commercial and industrial tax base (see Objective 1) ii. Review and update EDAC economic development goals and strategies to ensure it reflects: • 2030 Community Vision 6 (3) • Market study's assessment of city's opportunities and timeline b. Lead party: Community Development Staff Key Contributors: Comprehensive Plan Advisory Panel EDAC c. Funding Source: General Fund. Primarily Staff Time Objective: Establish the necessary internal organization capability to promote expansion and marketing of economic development opportunities a. Key Action Steps: i. Define economic development expectations based on results of market study, existing available land use and existing development standards ii. Evaluate staff organization and effectiveness in promoting economic development opportunities iii. Establish public relations campaign that is consistently applied by city council, staff and city advisory boards to ensure city's positive economic development message reaches the development community b. Lead party: Community Development Staff Key Contributors: City Council EDAC Comprehensive Plan Task Force c. Funding Source: General Fund. Primarily Staff Time (4) Objective: Review project approval process (pending Comprehensive Plan Update and approval schedules) a. Key Action Steps: i. Evaluate current approvals process and identify areas for improvement (pending update of Comp Plan) b. Lead party: Community Development Staff Key Contributors: City Council Comprehensive Plan Advisory Panel c. Funding Source: General Fund. Primarily Staff Time 6. Establish an appropriate revenue generation and allocation policy for the City A. Specific performance objectives for the remainder of 2007 (1) Objective: Review Stormwater Utility Study 7 a. Key Action Steps: i. Review /revise original SWU study ii. Present draft proposal to City Council iii. Create public information materials /mailings iv. Hold public information meetings — public input v. Hold public hearing /Approve SWU vi. Implement utility — 2008/2009 b. Lead party: Finance /Community Development Staff Key Contributors: City Council SEH, Inc. Public Services Funding Sources: Stormwater Management Fund /development related fees (2) Objective: Develop action plan based upon results of the review See # (1) above (3) Objective: Obtain citizen input as to how funds are allocated • Budget information session • Town Hall meetings • Other appropriate forums /methods for achieving citizen input Is this related to the SWU or is this separate? If SWU, see # (1). If not, we already have public forums during the budgeting process, including work sessions, council meetings and public hearings. (4) Objective: Review financing policies around infrastructure implementation a. Key Action Steps: i. Review policy with City Council; If determined no change needed, done ii. If determined that change is needed, formulate /adopt new infrastructure financing (special assessment) policy iii. Acquire /review policies from other cities iv. Review policy samples and formulate draft policy v. Present/review draft policy with City Council vi. Hold public hearing /approve policy b. Lead party: Key Contributors: Finance Staff City Council Community Development (5) SEH, Inc. Springsted Inc. Public Services c. Funding Sources: General Fund /Area & Unity Fund Objective: Complete a Utility Rate Study a. Key Action Steps: i. Complete Water Emergency and Conservation Plan establish rate structure ii. Obtain Utility Rate Study proposal (Done) iii. City Council authorizes rate study (June 25) iv. Complete study and present to City Council v. City Council accepts study vi. Hold public hearing /adopt rates vii. Implement new rates — January, 2008 b. Lead party: Finance Staff Key Contributors: City Council SEH, Inc. Springsted Inc. Public Services c. Funding Sources: Water /Sewer Funds - equally (6) Specific performance objectives for 2008: Implement the policies established during 2007 7 Maintain safe neighborhoods and community areas A. Specific performance objectives to be pursued during the remainder of 2007 and into 2008 as necessary (1) Objective: Continue to promote the importance of establishing a sense of security throughout the community and maintaining support for the Police Department and community involvement of the following groups • Explorers • Reserve Officers • Office Volunteers • Public Safety Citizen Commission • Chaplain • Community Emergency Response Teams • Neighborhood Watch 9 • National Night Out • Business Watch a. Key Action Steps: i. Complete assessment of departments' volunteer needs and recruitment strategies b. Lead Party: Police Department Staff Key Contributors: Existing Volunteers c. Funding Source: State Grant General Fund (2) Objective: Adopt a Crime Free Multi- Housing Ordinance a. Key Action Steps: i. Draft Ordinance ii. City Staff /Attorney Review (3) b. Lead Party: Police Department Staff Key Contributors: City Staff City Attorney City Council c. Funding Source: General Fund Objective: Adopt an 800 Megahertz Public Safety Radio System Ordinance a. Key Action Steps: i. Draft Ordinance ii. City Staff /Attorney Review iii. Submit for countywide adoption b. Lead Party: Police Department Staff Key Contributors: City Staff City /County Attorney City Council County Board c. Funding Source: General Fund (4) Objective: Update Emergency Plan during 2007 and conduct a functional exercise of the plan in 2008 a. Key Action Steps: i. Research and update plan ii. Update related ordinances iii. Practice Plan 10 (5) b. Lead Party: Police Department Staff Key Contributors: Centennial Fire District Public Services Staff Community Development Staff Anoka County Emergency Management c. Funding Source: State Grant - Homeland Security and Emergency Management General Fund Objective: Review Task Force options pertaining to these areas • Gang • Drug • Violent Offenders • Cyber Crimes • Financial Crimes a. Key Action Steps: Perform statistical analysis and historical review of crime in Lino Lakes ii. Project future crime trends iii. Evaluate applicability of Task Force utilization a. Lead Party: Police Department Staff Key Contributors: Public Safety Citizens Commission Local, County and State Law Enforcement Agencies b. Funding Source: State /Federal Grants Shared Cost Formulas with Participating Agencies General Fund 8. Address projected housing needs for the City of Lino Lakes A. Calendar Year 2007 (1) Objective: Provide land use areas in the Comp Plan that would allow densities that make affordable housing possible a. Key Action Steps: Align Comp Plan land use map with housing goals b. Lead party: Community Development Staff Key Contributors: Comprehensive Plan Advisory Panel c. Funding Source: General Fund. Primarily Staff Time 11 B. Calendar Year 2008 (1) Objective: Evaluate incentives that will encourage the private sector to supply affordable housing products (examples: density bonuses, lot size flexibility) a. Key Action Steps: i. Work with community development to use best management practices for locating affordable housing product within new development ii. Evaluate programs for maintaining current housing stock b. Lead party: Community Development Staff Key Contributors: City Council c. Funding Source: General Fund. Primarily Staff Time (2) Objective: Provide Integrate life cycle /affordable housing into new residential ^^a neighborhoods a. Key Action Steps: i. Work with community development to use best management practices for locating affordable housing product within new development (See objective 1) b. Lead party: Community Development Staff Key Contributors: c. Funding Source: General Fund. Primarily Staff Time (3) Objective: Develop ordinances and related policies to keep housing affordable, safe, and attractive a. Key Action Steps: i. See Police Department Goals b. Lead party: Community Development Staff Key Contributors: c. Funding Source: General Fund. Primarily Staff Time 12 • • • WS -8 WORK SESSION MEMORANDUM To: City Council From: Al Rolek Date: August 6, 2007 Re: Distribution/Designation of Remaining Funds — Memorial Hospital District cc: In December, 2006, the City received a distribution of funds from the Memorial Hospital District in the amount of $17,383.12. The District has dissolved and has distributed their remaining funds, partially the result of residual tax levies, on a pro -rata basis to the cities involved in the District. The City Council has expressed an interest to review this distribution and determine how the funds should be utilized. This distribution was receipted in 2006 and is included in our budget surplus and fund balance at the end of 2006. The check the city received from the District was accompanied by a letter from the Board Chair of the District and a resolution strongly encouraging the use of the distributed funds for healthcare purposes. A copy of the check, letter and resolution are attached. Page 1 Warren E. Peterson Jerome P. Filla Daniel Witt Fram Glenn A. Bergman John Michael Miller Michael T. Oberle Steven H. Bruns* Paul W. Fahning' Amy K. L. Schmidt Ben 1. Rust Pk-TERSON, FRAM BERGMAN PROFESSIONAL ASSOCIATION December 18, 2006 City of Lino Lakes Gordon Heitke, Administrator 600 Town Center Parkway Lino Lakes, MN 55014 Suite 300 50 East Fifth Street St. Paul, MN 55101 -1197 (651) 291-8955 (651) 228 -1753 facsimile www.pfb- pa.com (651) 290-6909 jmiller @pfb- pa.com VIA CERTIFIED U.S. MAIL RE: Dissolution of Memorial Hospital District in Forest Lake; Distribution of Remaining Funds Dear Mr. Heitke: I have enclosed with this letter the following: 1. Original letter from Michael Perreault, Board Chair of Memorial Hospital District, Forest Lake; 2. Certified copy of the Final Order and Resolution referred to in Mr. Perreault's letter; and, 3. Check made payable to the City of Lino Lakes in the amount of $17,383.12. Please feel free to contact me if you have any additional questions or comments regarding this. Thank you. JMM:cge Enclosures F:\ users\ JOI- IN \DMH \DissolutiontMunicipality )tr2 - LL.doc hn Michael Miller ALSO ADMITTED IN WISCONSIN City of Lino Lakes Gordon Heitke, Administrator 600 Town Center Parkway Lino Lakes, MN 55014 tZl /0 , 2006 RE: Dissolution of Memorial Hospital District in Forest Lake; Distribution of Remaining Funds Dear Mr. Heitke: Pursuant to the applicable provisions of Minn. Stat. Chapter 447, I have enclosed with this letter the following: 1. Certified copy of the Final Order of the Governing Board of Memorial Hospital District in Forest Lake; and 2. Check made payable to the City of Lino Lakes representing the City of Lino Lakes' portion of the Remaining Funds ordered to be distributed pursuant to the Final Order. The Remaining Funds consists primarily of tax revenue raised for the purpose of providing healthcare within the District. Accordingly, the Governing Board of the Hospital District has passed a Resolution strongly encouraging the City of Lino Lakes to use these proceeds for a purpose related to healthcare. Please feel free to contact the Hospital District's attorney, John Miller (651) 290 -6909, with any additional questions or comments you may have regarding this. Sincerely, Michael Perreault Board Chair of Memorial Hospital District in Forest Lake F:\ users\ JOHN \DMH \Dissolution \Municipality ltr - Lino Lakes.doc MEMORIAL HOSPITAL DISTRICT BOARD P.O. BOX 63 FOREST LAKE, MN 55025 PAY TO F //1 6 Ti /) y'� �, A� _�vL��-Ga 9101925 39702378554 /y % /� DATE /,/`7/ (J� 1562 I$). 3e1:30 j0— limn Nonvest Bank Minnesota, N.A. / / /t/ Forest Lake Office NORWEST 208 South Lake Street IIIII Forest Lake, MN 55025 MEMO icy9 A �y F ✓ �C' D ryp II III ® 612-667-9378 1:09 10000 L91:39 ?0 23785400 L56 2 un CERTIFICATION The undersigned, Chair of the Governing Board of Memorial Hospital District at Forest Lake, hereby certifies and attests that he has reviewed the attached Resolution and Final Order dated November 9, 2006, and that the same is a true and correct copy of original Resolution and Final Order passed and approved by said Governing Board on November 9, 2006. Dated: /Z ic'/06 F: \usersVOHN \DMH \Dissolution \certification for certified copies.v2.doc Michael Perreault, Chair RESOLUTION AND FINAL ORDER The Governing Board of Memorial Hospital District in Forest Lake (the "Governing Board ") met on November 9, 2006 at a special meeting. The Governing Board, after having reviewed, discussed and considered issues concerning the proposed dissolution of Memorial Hospital District in Forest Lake (the "Hospital District "), hereby makes the following Resolution and Final Order of Dissolution: RECITALS AND FINDINGS A. The Hospital District was duly formed pursuant to applicable Minnesota Statutes in 1960 and has existed as a district hospital since that date. B. On or about January 1, 1995, the Hospital District and Fairview Hospital and Health Care Services ( "Fairview ") entered into an Affiliation Agreement and a Lease Agreement ( "Lease Agreement "). The Lease Agreement, among other things, provided that Fairview would take possession of the Hospital District's facility in the City of Forest Lake (the "Hospital Facility "). In addition, the Lease Agreement granted Fairview the option to purchase the Hospital Facility and related assets. C. Since the date of the Lease Agreement, Fairview has opened and continues to operate a regional health care facility in Wyoming, Minnesota (the "Regional Facility "). D. In February 2006, the Hospital District conveyed title to the Hospital Facility and related assets to Fairview pursuant to an earlier exercise by Fairview of its option to acquire the same. E. Following the conveyance referred to in the immediately preceding Recital and Finding, the Hospital District received a Petition for the Dissolution of the Hospital District which had been adopted pursuant to a Resolution by the Hugo City Council on or about June 19, 2006 (the "Petition for Dissolution "). F. The Governing Board finds that upon the conveyance of the Hospital Facility and related assets referred to in Recital D, all property of the Hospital District, except certain funds (the "Remaining Funds "), have been disposed of, or will be disposed of at the time of the distribution of Remaining Funds as set forth elsewhere herein. G. The Board hereby specifically finds that as a result of the opening and continued operation of the Regional Facility, and the conveyance to Fairview of the Hospital Facility and related assets, the conditions which originally existed for the creation of the Hospital District no longer exist and that the dissolution of the Hospital District is appropriate under the circumstances. H. The Petition for Dissolution contained a proposal for the distribution of the remaining funds of the Hospital District in accordance with Minn. Stat. §447.38. That proposal suggested that the remaining assets of the Hospital District be divided equally among C:\Documents and Settings\John Miller \Desktop\DMH\Dissolution\Resol and Order.7.doc the five constituent municipalities. The Governing Board has considered several suggestions for the distribution of the Remaining Funds of the Hospital District, and finds that the proposal contained in the Petition for Dissolution is fair, reasonable, just, and equitable. The Board also finds that the Remaining Funds are, at least in part, the result of tax revenue raised for the purpose of delivery of healthcare within the District, and, accordingly, the Cities in the District should be strongly encouraged to use their portion of the Remaining Funds for a purpose related to healthcare. I. All indebtedness of the Hospital District has been paid, or will be paid, upon the full compliance with all of the conditions contained in this Order. J. The Governing Board has received a report from the Treasurer of the Hospital District and finds that the Remaining Funds of the Hospital District which shall be available for distribution to the constituent municipalities, upon the compliance and completion of the conditions of this Order, is in the amount of approximately $86,915.60. K. The constituent municipalities of the Hospital District (also referred to as the "related governmental subdivisions" in Minn. Stat. §447.38, Subd. 1) are as follows: • The City of Lino Lakes • The City of Hugo • The City of Forest Lake • The City of Centerville • The City of Columbus RESOLUTION AND FINAL ORDER OF DISSOLUTION 1. Pursuant to the above Recitals and Findings, the Governing Board hereby directs and orders that the following actions be taken pursuant to Minn. Stat. Section 447: a. The Clerk shall deliver to Treasurer of the Hospital District a copy of this Resolution and Final Order of Dissolution; b. The Clerk shall send for filing with the Anoka and Washington County Auditors of certified copies of this Resolution and Final Order of Dissolution, together with the request that the same be filed with the County Recorder as a public record; c. The County Auditor of Washington County shall be requested to transmit a certified copy of this Resolution and Final Order of Dissolution to the Secretary of State to be filed as a public record. d. The attorney for the Hospital shall assist in the coordination and/or monitoring of the activities described above, and shall notify the Treasurer of the C:\Documents and Settings\John Miller \Desktop\DMH\Dissolution\Resol and Order.7.doc completion of the same, and shall other take all reasonably necessary or appropriate action to effectuate the dissolution of the Hospital District. 2. Upon the completion of the actions referred to above, and the acceptance by the Secretary of State, the Remaining Funds of the Hospital District shall be divided and distributed to the constituent municipalities in equal proportions. The Treasurer of the Hospital District has calculated the amount due to each municipality as of November 9, 2006 to be $17,383.12. The Clerk shall deliver to the constituent municipalities their respective shares of the Remaining Funds pursuant to the cover letters approved at the November 9, 2006 meeting. Said cover letters shall be sent via certified mail or by personal delivery. 3. Upon the completion of the above, the Hospital District shall be deemed to be dissolved in without further action by the Board. * * * * * * * * * * * * * ** The foregoing Resolution and Final Order of Dissolution was duly adopted by the Governing Board of District Memorial Hospital at a special meeting of the Governing Board on November 9, 2006 pursuant to the passing of a motion for the approval of said Resolution and Final Order made, seconded and passed at said meeting. Dated: >/— ?'— c",� Sam Mattson ' lerk C:\Documents and SettingsVohn Miller \Desktop\DMH\Dissolution\Resol and Order.7.doc • • • To: From: Date: Re: WORK SESSION MEMORANDUM City Council Al Rolek August 6, 2007 2008 Budget — Outside Funding Requests WS -9 Each year the City receives funding requests from outside entities. The City council has requested a listing of these requests received for the 2007 and 2008 budget years. As of today, I have received the following requests: Anoka County Sesquicentennial Celebration Anoka County Mediation Services Forest Lake Youth Services Bureau Alexandra House Blue Heron Days 35W Coalition Assn. of Metropolitan Municipalities Total funding requested to date Page 1 2008 Requests $ -0- No request No request 6,613 6,000 No request 6,912 $19,525 2007 Requests $1,000 1,970 5,000 5,993 No specific $ 6,101 5,777 $25,841 WS — Item 10 WORK SESSION STAFF REPORT Work Session Item 10 Date: Council Work Session, August 6, 2007 To: City Council From: Gordon Heitke Re: Lino Lakes Ambassador Program Request Background At the July 2, 2007 Council work session, a request was submitted to the City Council by representatives of the Blue Heron Days Committee and Lino Lakes Ambassador Program for the City of Lino Lakes to provide a city vehicle to tow the Lino Lakes parade float to parade locations and pull the float in the parades. The use of city vehicles for this purpose is not uncommon. Cities including Blaine, Vadnais Heights, Robbinsdale, Oakdale, and New Brighton were provided as examples. Should the City Council approve this request, staff will establish a process for approving volunteer drivers (probably up to four) who will be authorized to operate the city vehicle. This process will include all recommendations and requirements of the city's insurance provider in order for the activity to be covered under the city's insurance and to minimize liability risks to the city. Requested Council Direction The City Council needs to decide whether or not it will provide a city vehicle for the Lino Lakes Ambassador Program to use for the towing of the Lino Lakes float to parade locations and to pull the float in the parades.