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HomeMy WebLinkAbout03/09/1998 Council PacketAGENDA 6:00 p.m. ECONOMIC DEVELOPMENT AUTHORITY MEETING CITY OF LINO LAKES Monday March 9,1998 6:30 P.M. Call to Order and Roll Call Setting the Agenda: Are there any items to be added or deleted from the Agenda? 1. Consent Agenda A. Consideration of Minutes: 1. February 4, 1998 Work Session 2. February 23, 1998 Regular Session B. Consideration of Expenditures: 1. February 28, 1998 ($63,458.48) 2. March 9, 1998 ($252,862.53, Ck. Nos. 50163 - 50247) 3. Centennial Fire District 2. Open Mike A. Friends of the Parks Report Thanking Annual Supporters, Georgia Herrick 3. Consideration of the Citizens Advisory Group 1997 Report, Mark Lindblad 4. Finance Department Report, Mary Vaske A. Consider Purchasing New Accounting Software B. Consideration of Resolution No. 98 - 36 Reallocation of Community Development Block Grant (CDBG) Funding for 1998/1999 PAGE 1 AGENDA 5. Police Department Report, Chief Pecchia A. Consideration of Permanent Full -Time Employment of Jacqueline Bowdich for Police Department Records Clerk Consideration of Permanent Part-Time Employment of Adam Halvorson for Police Records Clerk 6. Administration Department Report, Dan Tesch A. Consideration of Resolution No. 98 36, Opposing U. S. West's Plan for Area Code Split in Lino Lakes B. Consideration of Authorizing a Search Firm to Hire City Administrator 7. Community Development Report, Brian Wessel/Mary Kay Wyland A. Final Plat - Millers South Glen 2nd Addition, Mary Kay Wyland (4ISths Vote) B. SECOND READING, Ordinance No. 01 - 98, Telecommunications, Mary Kay Wyland C. Comprehensive Plan Update, Brian Wessel 8. City Engineer's Report, David Ahrens A. Accept Proposal for Preparation of Comprehensive Sanitary Sewer Plan and Comprehensive Water Plan B. Consideration of Resolution No. 98 - 30, Approve Joint Powers Agreement with Anoka County Regarding Traffic Signal at Elm Street and Lake Drive C. Consideration of Resolution No. 98 - 31, Restrict Parking on Portions of Ware Road D. Consideration of Resolution No. 98 - 33, Approve Change Orders 1 and 3 and Payment No. 5, (final), Birch Street Trunk Watermain Consideration of Resolution No. 98 - 34, Approve Change Orders 3 and 4 and Payment No. 7 (final), Clearwater Creek Trunk Utility Improvements PAGE 2 AGENDA F. Consideration of Resolution No. 98 - 35, Approve Relocation Agreement with Northern States Power Company, Otter Lake Realignment Project 4 9. Old Business 10. Community Calendar for March 9 - March 23, 1998 A. Safety Committee Meeting, Wednesday, March 11, 10:30 a.m., Centennial Fire Station No. 2 B. Planning & Zoning Board Mtg., Wednesday, March 11, 1998, 6:30 p.m. C. Earth Day Meeting, Wednesday, March 11, 1998, 6:30 p.m. in the Lino Lakes Senior Center D. Comprehensive Planning Meeting - District 4, Thursday, March 12, 1998, 6:00 p.m. E. Septic System Care Seminar, Monday, March 16, 1998, 7:00 p.m. F. Citizen's Advisory Group, Monday, March 16, 1998, 7:00 p.m. G. Friends of the Park, Tuesday, March 17, 1998, 6:00 p.m. H. Council Work Session, Wednesday, March 18, 1998, 5:30 p.m. I. Comprehensive Plan Meeting, Thursday March 19, 1998, 6:00 p.m. 11. New Business A. Consideration of Work Session Minutes, February 18, 1998 (Council Member Lyden was absent.) 12. Adjourn March 3, 1998 , 9:00 a.m. PAGE 3 AGENDA ECONOMIC DEVELOPMENT AUTHORITY MONDAY MARCH 9, 1998 6:00 P.M. 1. Call to Order and Roll Call 2. Consideration of Minutes of Monday, October 13, 1997 3. Consideration of. Annual. Appointments A. EDA officers: President, Vice - President, Treasurer, Assistant Treasurer, Executive Director and Secretary B. Official Newspaper C. Official Depositories 4. Consideration of Contract for Private Development between Lino Lakes EDA and Nol- Tec, Inc. (Apollo Business Park) 5. Consideration of. Agreement relating to Development Contract and Mortgage Financing, F &G, Inc. (Apollo Business Park) 6. Adjourn CITY OF LINO LAKES ECONOMIC DEVELOPMENT AUTHORITY MINUTES DATE: October 13, 1997 MEMBERS PRESENT: J. Landers, S. Kuether, J. Bergeson, A. Neal MEMBERS ABSENT:. C. Lyden OTHERS PRESENT: B. Wessel, M. Divine, R. Schumacher, Dave McGillvery (Springstead), Ron Batty (Kennedy & Graven) CONSIDERATION OF. MINUTES EDA Member Neal moved to approve the minutes of August 25, 1997. EDA Member Kuether seconded the motion. Motion .passed unanimously. PUBLIC HEARING ON THE PROPOSED SALE OF PROPERTY IN THE APOLLO BUSINESS PARK TO RICE .INDUSTRIES Mr. Wessel explained that Rice Industries is purchasing the last remaining parcel, totaling 1.9 acres, in the city owned portion of the Apollo Business Park. The city is selling the land for $39,000/acre, plus assessments. A public hearing is required when the city is writing down the cost of city -owned property. EDA President Landers opened the hearing at 6:04 p.m. No one was in the audience to speak. EDA Member Kuether asked when the cost of the land would be raised. Mr. Wessel noted that since it was the last piece, it was up to G.M. Development if they wanted to raise the price on the privately owned land. EDA Member Neal moved to close the hearing. EDA Member Bergeson seconded the motion. Motion. passed.unanimnusly_ Hearing closed at 6:05 p.m. RESOLUTION NO. 97 -19 AUTHORIZING SALE OF PROPERTY TO RICE INDUSTRIES EDA Member Kuether moved to approve Resolution No. 97 -19. EDA Member Bergeson seconded the motion. Motion passed unanimously. CONSIDERATION OF CONTRACT FOR PRIVATE DEVELOPMENT BETWEEN LINO LAKES EDA AND RICE .INDUSTRIES Mr. Wessel explained the contract outlines the conditions for public assistance. The agreement sells 1.9 acres of land to Rice Industries at the cost of 1.63 acres, plus assessments on the 1.9 acres. With administrative fees, the purchase price is $122,830. The agreement calls for an upfront subsidy of $51,260 for assessments, $8,583 towards land costs, and $8,000 in fees, for a total of $67,843. The TIF subsidy is 12% of the total project costs. EDA Member Bergeson moved to approve the development agreement. EDA Member Kuether seconded the .motion. Motion passed unanimously. CONSIDERATION OF RESOLUTION NO. 97 -13 ADOPTING A MODIFIED PLAN FOR TIF DISTRICT NO. 1 -7 Mr. Wessel explained this modification of. the plan for TIF District 1 -7 is in response to the development proposal for Rice Industries to construct a 10,000 square foot building. EDA Member Bergeson moved to approve Resolution No. 97 -13. EDA Member Kuether seconded the motion. Motion passed unanimously. CONSIDERATION OF RESOLUTION NO. 97 -14 ADOPTING MODIFIED PLANS FOR TIF DISTRICT NOS 1 -1 AND 1-2 Mr. Wessel explained that these plan modifications will authorize transfer of $630,000 from TIF District 1 -1 (Rice Lake Estates) and $370,000 from TIF District 1 -2 (Sunrise Meadows). The funds will be used for public improvements in The Village. EDA Member Kuether asked what it means to modify a district. Mr. Batty explained that in 1995 the EDA modified the budget to authorize additional expenditures within the Development District. This is being done again to transfer accrued funds in preparation of closing out the districts. By approving the modification the EDA is making a finding that the use of these funds for public improvements in The Village is consistent with the goals the city is trying to achieve. EDA Member Kuether moved to approve Resolution No. 97 -14. EDA Member Neal seconded the motion. Motion passed unanimously. CONSIDERATION OF RESOLUTION NO. 97 -15 REQUESTING ANOKA COUNTY DECERTIFY TIF DISTRICT NO. 1 -1 Mr. Wessel said TIF District No. 1 -1 was established in 1987 for the authorization of the sale of bonds for sanitary sewer improvements within Rice Lake Estates. After adoption of the TIF Plan, the developer of the subdivision financed the improvements, so the city did not sell bonds. In 1995 the district was modified to reimburse the service area fund $1.47 million for construction of the West Central Trunk sewer. After the modification just passed, this resolution states that the objectives of the district have been accomplished and will decertify it effective December 31, 1997. EDA Member Bergeson moved to approve Resolution No. 97 -15. EDA Member Neal seconded the motion.. Motion .passed unanimously. CONSIDERATION OF RESOLUTION NO. 97 -16 REQUESTING ANOKA COUNTY DECERTIFY TIF DISTRICT NO. 1 -2 Mr. Wessel explained this TIF District was established in 1998 for the authorization of the sale of bonds for improvements in Sunrise Meadows. As with Rice Lake Estates, the improvements were financed. by a. developer, and no bonds were sold. $630,000 was transferred from the district in 1995 to reimburse the service area fund for the West Trunk sewer project. After tonight's modification, this district will be decertified effective December 31, 1997_ EDA Member Kuether moved to approve Resolution No. 97 -16. EDA member Neal seconded the motion. Motion passed .unanimously. CONSIDERATION OF RESOLUTION NO. 97 -17 REQUESTING ANOKA COUNTY DECERTIFY. TIF. DISTRICT NO 13 Mr. Wessel .explained this district was established in 1989 to assist with the redevelopment of the Ross' Corner site. Since no development has occurred, the district has been inactive and no TIF has been collected. This resolution asks Anoka County to decertify it immediately. EDA Member Kuether questioned why the city was decertifying it when no development had occurred. Mr. Batty explained he believed the district was dead since 1992. It has failed the 3 -year test for development, but the county is charging an annual administrative fee. Mr. Wessel added that when a prospect becomes interested in the site, the city has the potential for developing a new district that includes the site. EDA Member Kuether moved to approve Resolution No. 97 -17. EDA Member Neal seconded the motion. Motion passed unanimously. CONSIDERATION OF RESOLUTION NO. 97 -18 PROVIDING FOR THE .ISSUANCE.AND.SALE OF $3.5.MILLION LEASE REVENUE BONDS Mr. Wessel explained the issuance of $3.5 million in 20 -year bonds is to assist in the financing of the construction of the public facilities complex in The Village. The interest rate is estimated at 5.9 %. The bonds will be scheduled for sale on Monday, Nov. 10. EDA Member Kuether .questioned if the project budget was cut, would the city still bond . for the $3.5 million and then take less out in reserves. Mr. Schumacher responded that the city was bonding for what it projects the project to be when it is bid out in the spring. Mr. McGillvery said the city would not be able to adjust the bonds downward at a later date, but the bonds are callable, so it but could put the money in the bank and wait for the call date. The .city could call earlier, but the interest rate .would be .higher. EDA Member Neal moved to approve. Resolution No. 97 -18.. EDA Member Bergeson seconded the motion. Motion passed unanimously. Meeting adjourned, 6:25 p.m. According to the Lino Lakes EDA by -taws, the EDA elects a President, Vice President, Secretary, Treasurer and Assistant Treasurer each year. The offices of president, vice president and treasurer must be held by members of the Authority. In 1997 former Mayor John Landers was president of the EDA, Sally Kuether was vice president and Andy Neal was treasurer. The office of secretary currently is held'by"Mary Divine. Marilyn Anderson is Assistant Treasurer. The position of executive director had been held by the city administrator. This position does not have to be reappointed annually, but an appointment will have to be made to replace Randy Schumatlier. Staff:no:pests that a new.p resident,. vice .president and _treasurer. be .elected. tonght. The EDA also needs to appoint a new executive director, secretary and assistant treasurer. Staff recommends the executive director position continue to be the interim city ariinistrator, and that Mary Divine and Marilyn Anderson retain their positions. CARTONS« 1. Elect a President, Vice-President, Executive Dim and Assistant Treasurer to serve in 1998 2 . Return to staff-for-further. consideration. BY -LAWS OF THE LINO LAKES ECONOMIC DEVELOPMENT AUTHORITY 1. The Authority Section 1.1. Name of the Authority. The name of the Authority shall be the Lino Lakes Economic Development Authority (hereinafter, the "Authority "), and its governing body shall be called the Board of Commissioners (hereinafter, the "Board "). Section 1.2. Office. The principal office of the Authority shall be at City Hall, 1189 Main Street, Lino Lakes, Minnesota. Section 1.3. Seal. The Authority shall have an official seal. 2. Organization Section 2.1. Officers. The officers of the Authority shall consist of a President, a Vice President, a Secretary, a Treasurer and an Assistant Treasurer. The President, the Vice President, and the Treasurer shall be members of the Board and shall be elected annually, and no Commissioner may serve as President and Vice President at the same time. The offices of Secretary and Assistant Treasurer need not be held by a Commissioner. Section 2.2. President. The President shall preside at all meetings of the Section 2.3. Vice President. The Vice President shall preside at any meeting of the Board in the absence of the President and may exercise all powers and perform all responsibilities of the President if the President cannot exercise or perform the same due to absence or other inability. Section 2.4. President Pro Tem. In the event of the absence or inability of the President and the Vice President at any meeting, the Board may appoint any remaining Commissioner as President Pro Tem to preside at such meeting. Section 2.5. Treasurer. The Treasurer shall receive and be responsible for Authority money, shall disburse authority money by check only, keep an account of all Authority receipts and disbursements and the nature and purpose relating thereto, shall file the Authority's financial statement with its secretary at least once a year as set by the Authority, and be responsible for the acts of the assistant treasurer. Section 2.6. Assistant Treasurer. The Assistant Treasurer shall have all the powers and duties of the Treasurer if the Treasurer is absent or disabled. Section 2.7. Secretary. The Secretary shall keep or cause to be kept minutes of all meetings of the Board and shall maintain or cause to be maintained all records of the Authority. The Secretary shall also have such additional duties Board. 1 and responsibilities as the Board may from time to time and by resolution prescribe. Section 2.8. Executive Director. The Executive Director shall be designated from time to time by the Authority, shall be the chief appointed executive officer of the Authority, and shall have such additional responsibilities and authority as the Board may from time to time by resolution prescribe. The Executive Director shall serve at the pleasure of the Board. The EDA is required to publish ;public notices regarding it meetings. In the past, the EDA has designated the official newspaper to be the same as the city,s official newspaper. as the EDA official newspaper The list of legal detpositor ies approved for 1 998 by the City Councit is as foltows: Norvvest Bank, .First Sank NA, Firstar Bank, 1Aeniill Lynch, Dain Bosworth, Juran and Moody,. and .Prudential Bache.. These: depositories .are .used .forcheck, savings and investing city dollars. On occasion the EDA and the city have financial transactions that will require the EDA to have designated legal ositories. A STAFF DATE: TOPIC: Develc Systeri 4 ntracx for Private Lino Lakes EDA and Nol-Tec On June 7, 1995 the EDA appr ve i a development agreemment with NoI -Tec to build a 16,000 square foot facility in the Apolio Business Park. In the agreement , TIFF was.used ta.pay.for.1.6.acres ad a l.the.assessments.NoI-Tec.paid for the . remaining 1.4 acres of the -ac a parcel. The agreement the city made with Nol- Tec was that TIF would- be used to subsidize the remaining 1.4 acres if the company expanded. NolTe _has.been.afine.e ample .of the kind. of: quality. cctrnp y.the.city hoped. to attract to the business park. The company is now planning to double the size of its Lino Lakes facility, keeping its corporate headquarters here r than expanding at its North Carolina facility. This decision is based, in part, on the commitment of $54,000 in additional pay-as-you-go TIF to pay for the remaining 1.4 acres: This expansion will increase the industrial tax base and provide the capacity for 25 additional ity jobs. This development `between the EDA and Nol-Tec outlines the conditions for public assistan for.tl onal TIF..In.this agreement, the city will continue to be reimbursed assessments first from available tax increment, and Nol-Tec will be reimbursed the additional $54,000 from the remaining available tax increment. Pays c on the entire project vvi#I be cx mplete in 2004. 1. Approve the contract for private c eEve Nol-Tec Systems, Inc. 2. Return to-staff for further r oonside tion �t'on 1 Lino Lakes EDA and STAFF 0 DATE: In 1997 theEDAe F &G, Inc. regaraclin a permanent image on permission, if the project is r calls for construction of a thii permission for frnancirtg n+ AGENDA IT 15' tan Wessel Consideration of Agreement rung to Development act and Mortgage Financing, F & G, Inc.. {Apollo Business Park) a devent agreement for financial assistance with within TIF [7 strict 1 -7, the App Business Park. The mof two~buildings•in °1997; and er third in 19N. earl tort feted =std the develow has arranged for a ►raiedt. The development, agreement contains a provision a ft ) against the-property without the =ERA's ►t c mplete Because the development agreement also I building, which has not yet occurred, the FDA's" This °a9 foc is on bra n rs. It partially subordinates the ERA's dev lopment agreement th'F &G, Inc. to the new financing. This means that the new mortgage wilt be treated as if had been recorded prior to the development agreement The EDA's position with the developer will remain unchanged, and none of the °EDA's significant protections will be weakened by this action. The in the t concerns various representations about what has or has not happened with to the projec t.'The ,is, s kingthe c; -for . assurance that t erne haver t no v ons'of the development a Staftend legaI counsel have re viewed fhe representations. The project has gone very well, the but #ings are 'I00% wed excellent tenants, and, to staffs knowledge, there are no defauks or vatrons The action requested is EDA ipproval of the a rant. Acrcor+ding to legal counsel the agreement is reasonable and represents stand ari pure for refrnantting 1. Authorize the `president and a ctive ;director to execute the agreement on if of the EDA. 2..Retum`to s -forfurtherconsideration Optkin 1 MONTH END EXPENDITURES February -1998 AREA/UNIT GREAT WESTERN CORPORATION $25,849.50 CABLE DENNIS RAFFTERY/TAPE DECK 94.74 COMPUTER PURCHASE MICRON ELECTRONICS/TIM ROSS COMPUSA/TIM ROSS DELL COMPUTER /MARY FOGARTY OFFICE DEPOT /MARY FOGARTY ESCROW MOLINE CONCRETE FINANCE DEPARTMENT GOVERMNENT FINANCIAL OFFICERS ASSOC REGISTRATION /MARY VASKE $ 3,269.55 $ 230.45 $ 2,112.28 $ 652.81 $21,000.00 $ 275.00 GOVERNMENT BUILDINGS RIVERSIDE CONSTRUCTION $ 8,659.00 PAYROLL ERROR ANNE NELSON $ 8.32 MN MOTORCYCLE SAFETY - REG 5 $ 100.00 UNION DUES TEAMSTERS LOCAL 320 /DAVE ZERWAS $ 990.00 CIRCLE PINES POSTMASTER $ 216.83 POLICE UTILITY TOTAL FEBRUARY EXPENDITURES $63,458.48 Page 1 EXPENDITURES MARCH 9,1998 'age: 1 'ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) Amount 1994 CONSTRUCTION FUND * WILLIAM G. HAWKINS & ASSOCIATE(49 & LAKE DRIVE) 2,414.00 Total for Department 2,414.00 Total for Fund 2,414.00 1996 CONSTRUCTION FUND * OSM, INC.(CENTENNIAL SCHOOL) 3,537.30 Total for Department 3,537.30 Total for Fund 3,537.30 1997 CONSTRUCTION EUGENE F. ARNT AND JANE C. ARN(OTTER LAKE SERVICE ROAD EASE) PAUL K. MILLER(OTTER LAKE SERVICE ROAD EASE) THE ARNT FAMILY LIMITED PARTNE(OTTER LAKE SERVICE ROAD EASE) * WILLIAM G. HAWKINS & ASSOCIATE(OTTER LAKE ROAD REALIGNMENT) * WILLIAM G. HAWKINS & ASSOCIATE(OTTER LAKE SERVICE ROAD) 1998 CONSTRUCTION FUND 8,625.00 50,000.00 13,875.00 355.00 142.00 Total for Department 72,997.00 Total for Fund 72,997.00 * WILLIAM G. HAWKINS & ASSOCIATE(LAKE DRIVE) 255.00 Total for Department 255.00 Total for Fund 255.00 APOLLO DRIVE CONSTRUCTION FUND T.K.D.A.(APOLLO DRIVE) 839.34 Total for Department 839.34 Total for Fund 839.34 age: 2 ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) Amount AREA AND UNIT CHARGE Default Department ALEX HYDRO SEEDING(FLAT WATER CHARGE) -26.00 CAPITAL IMPROVEMENTS PROJECTS GOVERNMENT BUILDINGS * OSM, INC.(STORAGE BUILDING) PARKS DEPARTMENT ST. JOSEPH EQUIPMENT, INC.(SNOWBLOWER) COMMUNITY DEVELOPMENT BLOCK GRANT OTHER Total for Department Total for Fund Total for Department Total for Department Total for Fund -26.00 -26.00 196.60 196.60 9,851.25 9,851.25 10,047.85 * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) 4.49 Total for Department 4.49 Total for Fund 4.49 CONTRACTORS DEPOSITS Default Department ACCORD HOME BUILDERS(REIMB BLDG ESCROW /6652 CLEAR) ALEX HYDRO SEEDING(REPLACE AP #49293/LESS 10 FE) ANOKA COUNTY G.I.S. DIVISION(LAKE BUSINESS PARK) ANOKA COUNTY G.I.S. DIVISION(LINO ELEMENTARY SCHOOL) ANOKA COUNTY G.I.S. DIVISION(COLLOVA BUILDERS) * OSM, INC.(LAKE BUSINESS PARK) * PETTY CASH(FILING FEE) * WILLIAM G. HAWKINS & ASSOCIATE(LINO LAKES BANK) * WILLIAM G. HAWKINS & ASSOCIATE(21ST STREET UTILITY) Total for Department Total for Fund 500.00 200.00 28.00 26.50 26.50 1,093.70 6.65 642.00 142.00 2,665.35 2,665.35 )age: 3 )ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) GENERAL ADMINISTRATION * HEALTH PARTNERS(HEALTH INSURANCE) * MEDICA(HEALTH INSURANCE) * PETTY CASH(PARKING) STAR STAFF, INC.(TEMPORARY STAFF /L JOHNSON) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) Total for Department BUILDING INSPECTIONS * HEALTH PARTNERS(HEALTH INSURANCE) * PETTY CASH(PARKING) SUBURBAN INSPECTIONS, INC.(ELECTRICAL INSPECTIONS) SUBURBAN INSPECTIONS, INC.(ELECTRICAL INSPECTIONS) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) Total for Department CABLE TV ALPHA VIDEO AND AUDIO, INC.(VIDEO SYSTEM) Total for Department CHARTER COMMISSION TIMESAVER OFF -SITE SECRETARIAL(JANUARY 8 MEETING) Total for Department COMMUNITY DEVELOPMENT EHLERS AND ASSOCIATES, INC.(REGISTRATION /M DIVINE) * HEALTH PARTNERS(HEALTH INSURANCE) * NORTHWEST ASST CONSULTANT, INC(COMP PLAN) * NORTHWEST ASST CONSULTANT, INC(PLANNING CONSULTANT) * PETTY CASH(BAGELS /COPIES) * PETTY CASH(LUNCH) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) Total for Department Amount 1,216.02 350.00 3.25 186.15 61.76 1,817.18 390.00 3.25 1,287.09 5,410.67 23.90 7,114.91 379.48 379.48 151.50 151.50 150.00 185.59 5,540.00 2,061.26 61.29 8.39 38.49 8,045.02 'age: 4 )ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) ALEX HYDRO SEEDING(RETURN CHECK CHARGE) * HEALTH PARTNERS(HEALTH INSURANCE) * HEALTH PARTNERS(HEALTH INSURANCE) * MEDICA(HEALTH INSURANCE) * PETTY CASH(PAYROLL ERROR) PLYMOUTH PLUMBING HEATING(REIMB WATER MTR/2229 DEER PA) Total for Department ELECTIONS AND VOTER REGISTRATION Amount -10.00 129.00 756.46 1,298.50 11.08 9.30 2,194.34 * PETTY CASH(DONUTS) 26.13 Total for Department 26.13 ENGINEERING * A T & T WIRELESS SERVICE(MONTHLY SERVICE) * HEALTH PARTNERS(HEALTH INSURANCE) * MEDICA(HEALTH INSURANCE) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) Total for Department FINANCE LIGHTNING PRINTING, INC.(PRINTING SERVICE) * PETTY CASH(ROLLS) * PETTY CASH(LUNCH) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) FIRE DEPARTMENT 44.49 390.00 245.02 27.69 707.20 - 100.00 5.88 33.49 29.89 Total for Department -30.74 * HEALTH PARTNERS(HEALTH INSURANCE) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) FLEET MANAGEMENT 422.42 13.34 Total for Department 435.76 FOREST LAKE FORD, INC.(REPAIR #339 AND #340) FOREST LAKE FORD, INC.(ARM ASSEMBLY) GOA COMPANY, INC.(OIL /DRUM) MINNESOTA PETROLEUM SERVICE, I(REPLACE CABLE) PARTS ASSOCIATES, INC. PAI(STARTER ASSORTMENT) THANE HAWKINS POLAR CHEVROLET,(INJECTOR /CALIPER) TRACY FUELS, INC.(FUEL) TRACY FUELS, INC.(FUEL) TRUCK UTILITIES, INC.(SOLENOID) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) Total for Department 225.88 61.96 179.24 2,671.90 99.57 446.94 1,205.98 1,858.31 162.25 9.59 6,921.62 Ige : 5 ite: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) FORESTRY DEPARTMENT A T & T WIRELESS SERVICE(MONTHLY SERVICE) HEALTH PARTNERS(HEALTH INSURANCE) UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) Total for Department GOVERNMENT BUILDINGS ACE SOLID WASTE, INC.(MONTHLY SERVICE) CUSTOM OFFICE PRODUCTS, INC.(OFFICE SUPPLIES) METRO COMMERCIAL FOOD EQUIPMEN(HEAT BOOSTER /SENIOR KITCHEN) MINNEGASCO ACCOUNTS PAYABLE, I(MONTHLY SERVICE) PITNEY BOWES(POSTAGE METER RENTAL) SUNSHINE LIGHTING COMPANY, INC(LIGHT BULBS) UNITED STATES POSTAL SERVICE(POSTAGE ESCROW) LEGAL CONSULTANTS WILLIAM G. HAWKINS & ASSOCIATE WILLIAM G. HAWKINS & ASSOCIATE WILLIAM G. HAWKINS & ASSOCIATE WILLIAM G. HAWKINS & ASSOCIATE MAYOR AND COUNCIL Total for Department (MUNICIPAL ATTORNEY) (PARKS) (BALLOON CONTRACT) (CRIMINAL ATTORNEY) Total for Department PETTY CASH(ENGRAVING /TAPE) TIMESAVER OFF -SITE SECRETARIAL(CITY COUNCIL) Total for Department PARKS DEPARTMENT A T & T(MONTHLY SERVICE) ATCO INTERNATIONAL(CLEANER) BT OFFICE PRODUCTS INTERNATION(OFFICE SUPPLIES) BT OFFICE PRODUCTS INTERNATION(OFFICE SUPPLIES) CIRCLE PINES POST OFFICE(TWO ROLLS OF STAMPS) CIRCLE PINES, CITY OF(MONTHLY SERVICE) GENERAL OFFICE PRODUCTS COMPAN(SUPPLIES) GENERAL OFFICE PRODUCTS COMPAN(SUPPLIES) HEALTH PARTNERS(HEALTH INSURANCE) LEAGUE OF MN CITIES INS TRST(REGISTRATION /M HOFFMAN) LEAGUE OF MN CITIES INS TRST(REGISTRATION/B BERNSTEIN) Amount 40.52 422.42 14.39 477.33 129.18 211.43 189.24 1,269.84 191.70 71.89 5,000.00 7,063.28 3,999.80 288.00 48.00 7,104.25 11,440.05 28.75 94.50 123.25 6.35 99.80 21.87 2.97 64.00 139.44 5.01 13.80 1,480.00 15.00 15.00 age: 6 ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) MENARDS, INC.(CLEANER /OIL /PRIMER /CORD) * MINNEGASCO ACCOUNTS PAYABLE, I(MONTHLY SERVICE) * PETTY CASH(SUPPLIES) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) URICH, TRACEY(UNIFORM ALLOWANCE) US WEST COMMUNICATIONS(MONTHLY SERVICE) US WEST COMMUNICATIONS(MONTHLY SERVICE) Amount 26.16 168.88 54.45 56.93 43.98 47.75 57.61 Total for Department 2,319.00 PLANNING AND ZONING BOARD TIMESAVER OFF -SITE SECRETARIAL(PLANNING /ZONING) Total for Department POLICE DEPARTMENT A T & T(MONTHLY SERVICE) BROWN, MELINDA(GAS /MEALS /LODGING) CY'S UNIFORMS, INC.(SUPPLIES) DRIVERS LICENSE GUIDE COMPANY(SUPPLIES) GALL'S INC.(BULBS FOR SQUADS) * HEALTH PARTNERS(HEALTH INSURANCE) LIGHTNING PRINTING, INC.(PRINTING SERVICE) LIGHTNING PRINTING, INC.(PRINTING SERVICE) * MEDICA(HEALTH INSURANCE) * MINNEGASCO ACCOUNTS PAYABLE, I(MONTHLY SERVICE) MORK CLINIC(PROFESSIONAL SERV /K JOHNSON) QUINLAN PUBLISHING GROUP(SUBSCRIPTION) SMITH MICRO TECHNOLOGIES, INC.(SERVICE AGREEMENT) SMITH MICRO TECHNOLOGIES, INC.(SERVICE AGREEMENT) SMITH MICRO TECHNOLOGIES, INC.(SERVICE AGREEMENT) SMITH MICRO TECHNOLOGIES, INC.(PRINTER /CARTRIDGE) ST. PAUL CITY OF(REGISTRATION /M VANNA) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) YOUNG, BRANDON(MEALS) Total for Department RECREATION DEPARTMENT * A T & T WIRELESS SERVICE(MONTHLY SERVICE) BERNSTEIN, BARRY(MILEAGE /MEALS) * BT OFFICE PRODUCTS INTERNATION(OFFICE SUPPLIES) BT OFFICE PRODUCTS INTERNATION(OFFICE SUPPLIES) * CIRCLE PINES POST OFFICE(TWO ROLLS OF STAMPS) * GENERAL OFFICE PRODUCTS COMPAN(SUPPLIES) * HEALTH PARTNERS(HEALTH INSURANCE) MRPA(UMPIRE REGISTRATION) NATIONAL REC /PARK ASSOCIATION(SUBSCRIPTION) * PETTY CASH(SUPPLIES) SIERRA DIGITAL, INC.(SOFTWARE SUBSCRIPTION) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) Total for Department 94.50 94 .50 7.19 349.94 780.13 22.95 47.93 3,044.72 204.91 186.22 2,730.08 91.87 279.00 64.00 898.30 320.00 40.00 582.56 395.00 227.78 25.00 10,297.58 43.25 125.26 21.87 2.95 64.00 5.01 390.00 25.00 20.00 26.07 495.00 10.75 1,229.16 age: 7 ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) SOLID WASTE ABATEMENT Amount SAFETY KLEEN CORPORATION, INC.(RECYCLE USED OIL) 25.00 SAFETY KLEEN CORPORATION, INC.(RECYCLE USED OIL) 25.00 Total for Department 50.00 STREETS * A T & T WIRELESS SERVICE(MONTHLY SERVICE) FRIDLEY, CITY OF(MEMBERSHIP) * HEALTH PARTNERS(HEALTH INSURANCE) * MEDICA(HEALTH INSURANCE) * OSM, INC.(2ND AVENUE) * PETTY CASH(DONUTS /PARKING) * SEARS COMMERCIAL CREDIT CENTRA(MECHANICAL TOOLS) TOM THUMB, INC.(L P FUEL) TOWER ASPHALT, INC.(PATCHING MATERIAL) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) ZARNOTH BRUSH WORKS, INC.(STREET CLEANING MATERIAL) Total for Department Total for Fund MINNESOTA STATE AID k OSM, INC.(WARE ROAD) Total for Department Total for Fund PROGRAM RECREATION RECREATION DEPARTMENT CAPRA, DAINA(REIMBURSE PROGRAM REC) CROWN TROPHY, INC.(MEDALS) CROWN TROPHY, INC.(MEDALS) CROWN TROPHY, INC.(MEDALS) CROWN TROPHY, INC.(MEDALS) CROWN TROPHY, INC.(MEDALS) KNOWLAN'S SUPER MARKETS, INC.(SUPPLIES) KOTTKES' BUS SERVICE, INC.(TRANSPORTATION FOR DAY TRIPS) PAULUS, JILL(REIMBURSE PROGRAM REC) ROLSTAD, KATHIE(REIMBURSE PROGRAM REC) 25.58 10.00 535.59 595.02 1,039.00 36.64 47.91 7.44 81.08 48.99 2,361.20 4,788.45 65,645.00 14,556.92 14,556.92 14,556.92 22.00 264.92 264.92 158.95 264.92 105.97 53.49 485.00 36.00 16.00 'age: 8 )ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) SAUER, MARY(REIMBURSE PROGRAM REC) WILD MOUNTAIN, INC.(LIFT TICKETS) SEWER OPERATING SEWER DEPARTMENT Amount 15.00 434.50 Total for Department 2,121.67 Total for Fund 2,121.67 * A T & T WIRELESS SERVICE(MONTHLY SERVICE) * HEALTH PARTNERS(HEALTH INSURANCE) LIGHTNING PRINTING, INC.(PRINTING SERVICE) NORTHERN WATER WKS SUP, INC.(SERVICE /LIFT STATION #4) * SEARS COMMERCIAL CREDIT CENTRA(MECHANICAL TOOLS) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) SURFACE WATER MANAGEMENT 41.39 87.50 57.51 383.00 210.85 15.23 Total for Department 795.48 Total for Fund 795.48 * OSM, INC.(WEST SHADOW LAKE DRIVE) 87.00 Total for Department 87.00 Total for Fund 87.00 TOWN CENTER PROJECT E. G. RUD & SONS, INC.(VILLAGE BOUNDARY SURVEY) GREBNER ASSOCIATES(PROFESSIONAL SERVICES) LEONARD PARKER ASSOCIATES(ARCHITECTURAL SERVICES) * NORTHWEST ASST CONSULTANT, INC(THE VILLAGE) * OSM, INC.(THE VILLAGE) * WILLIAM G. HAWKINS & ASSOCIATE(THE VILLAGE) WATER OPERATING 3,385.24 3,032.50 57,472.28 528.88 11,139.11 681.60 Total for Department 76,239.61 Total for Fund 76,239.61 ALEX HYDRO SEEDING(WATER SALES) PLYMOUTH PLUMBING HEATING(REIMB WATER MTR/2229 DEER PA) -42.38 143.00 Total for Department 100.62 age: 9 ate: 03/03/98 City of Lino Lakes Claims Roster sorted by Department, Grouped by Invoice Vendor Company (Entry Description) Amount WATER DEPARTMENT * A T & T WIRELESS SERVICE(MONTHLY SERVICE) * HEALTH PARTNERS(HEALTH INSURANCE) * MINNEGASCO ACCOUNTS PAYABLE, I(MONTHLY SERVICE) * MINNEGASCO ACCOUNTS PAYABLE, I(MONTHLY SERVICE) * SEARS COMMERCIAL CREDIT CENTRA(MECHANICAL TOOLS) * UNITED WISCONSIN INSURANCE COM(DISABILITY INSURANCE) US WEST COMMUNICATIONS(MONTHLY SERVICE) Total for Department Total for Fund Total for Checking Account 1010 ** Total ** * - Invoice split to different Departments 41.38 273.09 138.75 - 171.56 210.84 15.83 73.57 581.90 682.52 252,862.53 $252,862.53 Page: 1 Date: 03/03/98 City of Lino Lakes Summary Claims Roster Vendor - Company Name Amount Checking Account 1010 000050 - A T & T 000052 - A T & T 000091 - ACCORD HOME BUILDERS 000093 - ACE SOLID WASTE, INC. 000110 - A T & T WIRELESS SERVICE 000161 - ALPHA VIDEO AND AUDIO, INC. 000430 - ANOKA COUNTY G.I.S. DIVISION 000670 - BERNSTEIN, BARRY 000883 - BT OFFICE PRODUCTS INTERNATIONAL,IN 000930 - WILLIAM G. HAWKINS & ASSOCIATES 001100 - CIRCLE PINES POST OFFICE 001110 - CIRCLE PINES, CITY OF 001247 - CROWN TROPHY, INC. 001251 - CUSTOM OFFICE PRODUCTS, INC. 001255 - CY'S UNIFORMS, INC. 001350 - E. G. RUD & SONS, INC. 001530 - FOREST LAKE FORD, INC. 001570 - FRIDLEY, CITY OF 001600 - GALL'S INC. 001608 - GENERAL OFFICE PRODUCTS COMPANY /INC 001630 - GOA COMPANY, INC. 001741 - GREBNER ASSOCIATES 001825 - HEALTH PARTNERS 002153 - KNOWLAN'S SUPER MARKETS, INC. 6.35 7.19 500.00 129.18 236.61 379.48 81.00 125.26 49.66 16,071.65 128.00 139.44 1,059.68 211.43 780.13 3,385.24 287.84 10.00 47.93 23.82 179.24 3,032.50 9,722.81 53.49 Page: 2 Date: 03/03/98 City of Lino Lakes Summary Claims Roster Vendor - Company Name Amount 002170 - KOTTKES' BUS SERVICE, INC. 002320 - LEAGUE OF MN CITIES INS TRST 002340 - LIGHTNING PRINTING, INC. 002540 - MEDICA 002550 - MENARDS, INC. 002564 - METRO COMMERCIAL FOOD EQUIPMENT,INC 002700 - MINNEGASCO ACCOUNTS PAYABLE, INC. 002849 - MINNESOTA PETROLEUM SERVICE, INC. 003050 - MRPA 003120 - NATIONAL REC /PARK ASSOCIATION 003280 - NORTHERN WATER WKS SUP, INC. 003285 - EHLERS AND ASSOCIATES, INC. 003320 - NORTHWEST ASST CONSULTANT, INC. 003430 - OSM, INC. 003490 - PETTY CASH 003491 - PETTY CASH 003524 - PITNEY BOWES 003900 - SAFETY KLEEN CORPORATION, INC. 003940 - SEARS COMMERCIAL CREDIT CENTRAL 004007 - SIERRA DIGITAL, INC. 004030 - SMITH MICRO TECHNOLOGIES, INC. 004120 - ST. JOSEPH EQUIPMENT, INC. 004125 - ST. PAUL CITY OF 004149 - STAR STAFF, INC. 004251 - SUBURBAN INSPECTIONS, INC. 004280 - SUNSHINE LIGHTING COMPANY, INC. 485.00 30.00 348.64 5,218.62 26.16 189.24 1,497.78 2,671.90 25.00 20.00 383.00 150.00 8,130.14 31,649.63 224.80 80.52 191.70 50.00 469.60 495.00 1,840.86 9,851.25 395.00 186.15 6,697.76 71.89 Page: 3 Date: 03/03/98 City of Lino Lakes Summary Claims Roster Vendor - Company Name Amount 004350 - T.K.D.A. 004410 - THANE HAWKINS POLAR CHEVROLET, INC. 004427 - TIMESAVER OFF -SITE SECRETARIAL, INC 004450 - TOM THUMB, INC. 004467 - TOWER ASPHALT, INC. 004470 - TRACY FUELS, INC. 004510 - TRUCK UTILITIES, INC. 004561 - UNITED STATES POSTAL SERVICE 004603 - UNITED WISCONSIN INSURANCE COMPANY 004660 - URICH, TRACEY 004670 - US WEST COMMUNICATIONS 004874 - YOUNG, BRANDON 004890 - ZARNOTH BRUSH WORKS, INC. 900230 - DRIVERS LICENSE GUIDE COMPANY 900354 - LEONARD PARKER ASSOCIATES 900446 - ALEX HYDRO SEEDING 900477 - PARTS ASSOCIATES, INC. PAI 900488 - WILD MOUNTAIN, INC. 900532 - SAUER, MARY 900533 - QUINLAN PUBLISHING GROUP 900534 - PAUL K. MILLER 900535 - MORK CLINIC 900537 - EUGENE F. ARNT AND JANE C. ARNT 900538 - CAPRA, DAINA 900539 - BROWN, MELINDA 900540 - THE ARNT FAMILY LIMITED PARTNERSHIP 839.34 446.94 340.50 7.44 81.08 3,064.29 162.25 5,000.00 599.05 43.98 178.93 25.00 2,361.20 22.95 57,472.28 121.62 99.57 434.50 15.00 64.00 50,000.00 279.00 8,625.00 22.00 349.94 13,875.00 Page: 4 Date: 03/03/98 City of Lino Lakes Summary Claims Roster Vendor - Company Name Amount 900541 - ATCO INTERNATIONAL 900542 - PAULUS, JILL 900544 - PLYMOUTH PLUMBING HEATING 900545 - ROLSTAD, KATHIE 99.80 36.00 152.30 16.00 Total for Checking Account: 1010 252,862.53 ** Total ** $252,862.53 STAFF ORIGINATOR DATE TOPIC BACKGROUND: AGENDA ITE1" i NO. #; 3 Marilyn Anderson, Clerk - Treasurer March 4, 1998 Consideration of the Citizens Advisory Group 1997 Report, Mark Lindblad Attached you will find a copy of the 1997 Annual Review of Vision 20/20 Achievements report for your review. Mark Lindblad will be at the Council meeting to review this report. OPTIONS: 1. Adopt a motion accepting the Citizens Advisory Group 1997 report. 2. Do not accept the repo rt RECOMMENDATION Council preference. 1997 ANNUAL REVIEW OF VISION 20/20 ACHIEVEMENTS Compiled by the Vision 20/20 Citizens Advisory Group January 20, 1998 EXECUTIVE OVERVIEW The 20/20 Vision project, initiated by the City Council, brought together Lino Lakes residents to create a community vision. The Citizens Advisory Group (CAG) was established to monitor implementation of the recommendations which developed from that project. Throughout the course of 1997, the CAG met with city staff from the departments of finance, public safety, economic development, engineering, planning, and city administration. Positive results in achieving parts of the 20/20 Vision have taken place. We would like to acknowledge those successes summarily, as well as point out recommendations for continuing attention in 1998. There must be ongoing efforts and vigilant support of the 20/20 Vision by the entire community, city staff, and Council to further reach the vision set forth in 1995. We would like to thank all citizens and city staff who have contributed toward our 20/20 Vision and particularly the department heads and Dan Tesch, who spent long evenings with us. Each of the five individual summaries contained herein was initially written by CAG members particularly attuned to that aspect of our city. Their comments were then reviewed by the entire CAG to ensure agreement and alignment with the overall intent of the 20/20 Vision. This document represents our collaborated consensus regarding progress toward the vision. The CAG feels communication is one of the main keys to progressing toward the 20/20 Vision, and this is a recurring theme in all the ensuing summaries. Good changes have been noted over the past year with the quantity of communication channels continuing to increase. Enhancement of the quality of communication should be the ongoing focus, with citizens' education derived from engaging discussions and interactive contributions. Present CAG members include: Lyle Bye Donna Carlson Paul Montain Tim Rehbine Chris LeMire Laura Wolf Mark Lindblad J.P. Houchins (ad hoc) Diana Turner Kim Sullivan GROWTH PLAN SUMMARY The City has worked toward achieving the Growth Planning 20/20 Vision with the ground- breaking for the Town Center. With this innovative development, balanced diversified growth includes plans for new industrial, service, small business, civic offices and creative housing opportunities. The Town Center embodies key tenets for desirable growth, including the concepts of improving safety, environmental impact, mixed uses, and architectural appearances. The Comprehensive Plan, currently being prepared, will fulfill a growth plan vision regarding a moderate rate of growth while striving to provide a balance between development, property owners, and the environmental attributes of Lino Lakes. Through processes such as the citizens' forums, the City has demonstrated an improved awareness of the importance of involving and communicating with its citizens. The city administration has continued to strive toward more effective communication methods by delivering information through cable television, city newsletters, the Quad Press, and other sources available at City Hall. This year the City has approved funding for a Natural Resources Inventory. This inventory, to be initiated in 1998, will preserve and identify the environmental amenities that are unique to Lino Lakes. The Public Safety Department continued to improve their community -based policing efforts. There has been an increased number of volunteers working with the department and an expanding involvement with schools and neighborhoods. Recommendations: Encourage zoning flexibility that allows options for development and recognizes all property owners' rights. Continue to develop and promote Lino Lakes' identity. To improve communication, the Council, city staff, and advisory boards should identify how their decisions are tied to policy, planning documents, and the city vision. Encourage the City Council to take a leadership role in the process of continuing to develop a more efficient /workable method of road reconstruction. 2 ENVIRONMENTAL SUMMARY The City has begun to respond to environmental issues with a balanced approach and has the potential for fulfilling the 20/20 recommendations. This year, a city staff person was assigned to coordinate the environmental issues within the city and to work with the Environmental Affairs Committee (EAC) regarding issues of sustainability (a balance of healthy environment, a healthy economy, and a healthy civic life). The EAC has been involved in the City Comprehensive Land Use Process and established the need for a community Natural Resources Inventory (identifies areas of environmental importance) and a subsequent management plan. This group helped promote awareness of Earth Day and other environmental issues through a variety of activities. The EAC has had ongoing education of its members in order to better understand and help promote awareness of environmental issues within the community. Recommendations: Develop environmental plan including study of implementation options. Continue to pursue environmental emphasis within the Town Center. 3 COMMERCIAL DEVELOPMENT SUMMARY Construction of the Lino Lakes Town Center/Village has started with the phase one focus on public oriented service projects. This will provide the city with a defined business center near the freeway interchange, an architectural example for quality and style of building design, a community center for both activity and sense of identity, an environmentally sensitive urban development, and planned area where residents may live and work. Progress has been made with expansion of current businesses and additional new light industrial and commercial projects. These changes increase tax revenue and job opportunities for residents of Lino Lakes. Recommendations: Continue to work toward achieving a favorable balance between commercial/ industrial vs. residential development and monitoring and/or changing zoning and land usage to accomplish this balance. • Incorporate results of the transportation plan (from Comprehensive Plan) to define future transportation needs and roadway construction. • Review and create more defined and extensive requirements for business buffers, landscape and architectural criteria. • Improve communication by delivering information in understandable terminology, city's planning and decision processes, but also allowing the citizens a more interactive role in that process. 4 EDUCATION SUMMARY Notable items occurred which coordinate well with the education 20/20 recommendations. However, the jurisdictional realities of having three separate school districts within our city limits make it difficult for Lino Lakes staff and/or Council to be assertive within the school districts. This past year, progress was made with increased cross - functional use of school resources which allows the city and the school districts to maximize use of the citizens' tax dollars. Examples of the cross - functional uses were: Lino Lakes and the Centennial Middle School entered into a recreational use agreement, an Early Childhood Family Education (ECFE) center will be built, and a Youth Resource Officer was stationed at Centennial Middle School. Recommendations: Establish a city education coordinator (volunteer) who would be a liaison between the city and the three school districts. This position is key to furthering city wide education goals and improving communication. 5 PARKS SUMMARY There were improvements made in communication via the city newsletter and Quad Press articles regarding various ongoing projects of the Parks department and providing information for citizens interested in volunteer work. The City has been actively pursuing a partnership with the YMCA in developing a recreational center in the Lino Lakes Town Center/Village which would provide a gathering place for the residents. Anoka County Park system has advanced the development date of the trails within the Rice Creek Regional Park to 1999 which will help connect Lino Lakes trails and provide access to different neighborhoods of Lino Lakes. The City has approved a bond referendum for funding trails and parks which the residents will vote upon in 1998. Parks and trails slowly continue to be developed and completed in the city with existing funding. Recommendation: Develop a map for residents detailing the location of trails and parks within the city. • Increase funding from the City's capital and general funds for development and maintenance of the parks and trails. • Continue to pursue funds from other sources such as bond referendum, user fees, and grants. • Develop a 5 -year plan for anticipated park/trail needs and additional staff needed for the new growth. 6 AGENDA ITEM 4A STAFF ORIGINATOR Mary M. Vaske DATE March 3, 1998 TOPIC: Approval to purchase accounting software and hardware in 1998. In 1994, the City purchased FundWorks software from Tautges, Redpath for accounting programs. In 1997, Tautges had not sold more than 5 installations. It became apparent to them that a change needed to happen. Their software is not year 2000 compliant, and support costs were too high with only five clients. When the cities discussed the options, it was determined that FundWorks was cost prohibitive to all parties involved. Four of the cities are purchasing PACE software from CMS, which includes my recommendation. Because software is considered a service, formal Requests for Proposals (RFP) are not required by State Statute., The City of Cottage Grove did formal RFPs in 1997 and the results are attached. The only software within our price range is Baryon Data Systems, but this is the software we left in 1994. The quote from CMS, which includes all software and setup is $35,810. The future looks brighter in terms cost to the City. Support costs for 1998 are $21,000. The estimated support costs for 1999 are $5,500. The user base of CMS is in excess of 300 clients. They are a proven company, and will be around for many years. Also needed is the hardware to support the new software. The current server is 4 years old and in need of replacement. The current Novell software is not supported by the company, as it is very old With purchasing the new hardware, (server and 4 work stations), the City will switch to Windows NT and replace Novella We will also upgrade to Windows 95 and Office 97. This server will be purchased with the intent of using it for all at the new building. The current Finance hardware will be passed down to replace old hardware that is still in use Funding for this purchase will come from the General Fund and the Utility °funds. In 1997, investment earnings were $48,000 more than budgeted in the General Fund and $30,000 in the utility funds. The purchase can be designated from fund balance in 1997. 50% will come from General Fund with 25% from Water and Sewer. 1 RECMEN©ATION 1 OPT[OI 1. Approve purchase of PACE software from CMS and new hardware that will transfer to the new City Hall. 2. Disapprove the purchase. 2. Send back to staff for further review. Option 1 - ApprdVe purchase of software and hardware. JAN- 9 -98 FRI 3:48 PM COMPUTER MANAGEMENT SERV System Software PROGRESS Runtime (5) PROGRESS Client Networking (1) ODBC DataServer (1) Intersolv ODBC Driver 32 Bit (1) U /SQL ODBC Server (1) GT Server GT Client (5) Subtotal Application Sofware, (5 User License) PACE Financial Management PACE Project Management PACE Payroll ACH Direct Deposit/Bank Billing GT Utility Billing Bar Code Interface Sensus Interface PACE Fixed Asset Mgmt. PACE Accounts Receivable PACE Cash Receipts Subtotal FAX NO. 16053613731 P. 6 COMPUTER MANAGEMENT SERVICES, INC City of Lino Lakes, MN Investment Summary Software /Services Training Jnvestment SuPport Hours $ 1,200.00 $ 240.00 $ 220.00 $ 44.00 $ 210.00 $ 42.00 4 $ 105.00 $ 21.00 $ 250.00 $ 50.00 $ 800.00 $ 112.00 $ 625.00 $ 88.00 $ 3,410.00 $ 697.00 Investment Support $ 5,000.00 $ 1,000.00 24 $ 1,500.00 $ 300.00 4 $ 3,500.00 $ 700.00 24 $ 600.00 $ 120.00 4 $ 3,000.00 $ 420.00 24 $ 800.00 $ 112.00 $ 1,000.00 $ 200.00 2 $ 3,000.00 $ 600.00 4 $ 3,000.00 $ 600.00 4 $ 4,000.00 $ 800.00 12 $ 25,400.00 $ 4,852.00 102 Training Options: in -house - $801hr., plus expenses Dial Up - $40 /hr. Sioux Falls - $40 /hr. Note: Most Cities opt for a combination of the above. Misc. Services: System Installation Conversion Services: Utility Billing Master Files Utility Billing History Files (2 yr.) Vendor Files Subtotal §oftware Modifications /SPeclal Delinquent Account Certification Subtotal Software /Services Investment (Plus Training & Expenses) $ 1,000.00 $ 2,500.00 $ 1,500.00 $ 500.00 $ 5,500.00 Programs: $ 1,500.00 $ 1,500.00 $ 35,810.00 Oft- 3900 Technology Circle, Suite 1 Sioux Falls, SD 57106.605- 361 -3731 c0 CO V CJI A W N W= 'fl ?5 d= A 1 i m gort. -_+. ON° IT (7 '6a)', "•.. �? CD 0 l a d m o d c0 0� G p °.. 7 0. 3 6 2 C w .�.{ .: a QQ= .� 3 ort O c� H 3 3 Qi -C ��,�ic3DCaw'ak N in 73a 1 ° o GI ODp 0 .H. p" fA c�� c7f! e+ `u) �0 iii Q "n o 0) O 3 O 4 w ,� %i n Cn °_a =g,g;, n r co rt co acgQ3 °: S.c y b 3 r K—im c0 g m O a c�psp 0. cf 0 co O 7 d a �' G cp m = C71 37 co NC . 7 0 7 ... -w O O at C31 C CD `° 3 d ■.. M. O r-3 cn 3 * °' .�� Z ���d RI m C.0 n 8 cn X�XXX�r DO a) O ((pp A z �o .0 co c0 c O. aoOatnO$3 r B. C v — v v i0 X a N O y ". = •S. O�S;,n d m b c1 A (= - f0 s g 0) ca c0 .. ..� 3 w ; m °, a a c Z �i g 7 N C7 N0 .17 o = x�xc xv� a < O_ °A N N cG O. O v D Q o N x�x ex� a W�, N .cot V N v 7 78 1.:, 1 °i J S -, -. N Q p7V+ AOO co X X X X TA ft; 4444 44 49 v►N V J J W I clQi 171 P Nc'vc'g ,��. m o o °o��g x a x xv� a *a°aa-o31 oo =d =zi 03x cd Nce)xx Tu IAo 5 g. g� vv vv = ar c.- m m� r: pa m�iPz8r ,i o w�XXXVI �c co i 0 a= 9 i N w 3OZca F, �O X 63/0 0 0 ry�i Z D P" •Qici �y ../ y F i 3 /1 ` 22 O x�xxx23 2 C -+ 8 � 44to4,N4444 slso0 MULL ou0 s1so0 ienuuy 6uisn saga Ja410 Staff Originator: Mary Vaske Date: Topic: Agenda Item 4B March 3, 1998 Adopt Resolution 98 -36 Reallocating Community Development Block Grant (CDBG) Funding for the City of Lino Lakes for Funding Year 1998 -1999. Background The City adopted Resolution 97 -15 on February 9, 1998, allocating $34,801.00 to public services (including $18,516.00 towards the Senior Coordinator program). On March 2, 1998, the County of Anoka informed the City that it must reallocate $8,216.00 out of the public services area and into a different area so that the County's total public services budget does not exceed 15 % (please see attached notice from the county). Staff requests that the City Council reallocate $8,216.00 out of the Senior Coordinator's budget and into the Natural Resources Inventory Study budget (this is currently budgeted in the general fund). In 1998, $8,216.00 of the Senior Coordinator's salary and benefits will be funded with general fund dollars. Please see the attached resolution reallocating the $8,216.00 out of public services (Senior Coordinator program) and into the Natural Resources Inventory Study. Options 1. Reallocate CDBG funding and adopt Resolution 98 -36.' 2 Change CDBG funding per Council recommendation. Recommendation Option 1. Council Member introducecthe following resolution and moved its adoption: CITY OF LINO LAKES RESOLUTION 98 -36 A RESOLUTION REALLOCATING COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING FOR THE CITY OF LINO LAKES FOR FUNDING YEAR 1998 -1999. WHEREAS, The City of Lino Lakes is anticipating receiving Community Development Block Grant Funds in funding year 1998 -1999 in the amount of $34,801.00 ($35,801.00 less $1,000.00 for County administration costs), and WHEREAS, The City Council supports the funding of a Senior Outreach program for our community through the Anoka County Community Action Program, and WHEREAS, The City Council supports Alexandra House and its cause of assisting families with intervention services, and WHEREAS, The City Council supports the Community Emergency Assistance Program and its mission of helping people become self - sufficient and maintain their dignity, and WHEREAS, The City Council supports the Forest Lake Youth Service Bureau and its goal of providing service to the communities youth, and WHEREAS, The City Council supports the Meals on Wheels program, designed to provide food to homebound seniors and handicapped individuals, and WHEREAS, The City Council supports the ARC of Anoka and Ramsey Counties program, designed to provide advocacy and support to people with developmental disabilities and their families, and WHEREAS, The City Council supports the continuation of the Senior Citizens Center Coordinator program which has been funded through C.D.B.G. funds since its inception, and WHEREAS, The City Council supports the Natural Resources Inventory Study. This project will complete a natural resources inventory, maps and management plan for Lino Lakes, and begin implementation of the plan strategies. Page 2 Resolution 98 -36 NOW THEREFORE BE IT RESOLVED: 1. That the Lino Lakes City Council hereby requests that $3,400.00 of its 1998 -1999 C.D.B.G. funds be designated for the Anoka County Community Action Program. 2. That the Lino Lakes City Council hereby requests that $4,000.00 of its 1998 -1999 C.D.B.G. funds be designated for Family Intervention Services provided by the Alexandra House. 3. That the Lino Lakes City Council hereby requests that $1,000.00 of its 1998 -1999 C.D.B.G funds be designated towards the Community Emergency Assistance Program. 4. That the Lino Lakes City Council hereby requests that $5,000.00 of its 1998 -1999 C.D.B.G funds be designated towards the Forest Lake Youth Service Bureau program. 5. That the Lino Lakes City Council hereby requests that $1,885.00 of its 1998 -1999 C.D.B.G funds be designated towards the Meals on Wheels program. 6. That the Lino Lakes City Council hereby requests that $1,000.00 of its 1998 -1999 C.D.B.G funds be designated towards the ARC of Anoka and Ramsey Counties program. 7 That the Lino Lakes City Council hereby requests that $10,300.00 of its 1998- 1999 C.D.B.G. funds be used in support of the Senior Citizen Coordinator program, designed to promote the center's programs. 8. That the Lino Lakes City Council hereby requests that $8,216.00 of its 1998 -1999 C.D.B.G. funds be used to assist in paying for an Natural Resources Inventory Study. 9. That the aforementioned dollar allocations shall be expended to the fullest extent possible given possible public service limitations at Anoka County. Page 3 Resolution 98 -36 Adopted by the Lino Lakes City Council this 9th Day of March, 1998. Kim Sulllivan, Mayor Marilyn G. Anderson, Clerk/Treasurer The motion for the adoption of the foregoing resolution was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: and the following voted against same: Whereupon said resolution was declared duly passed and adopted. COUNTY RDMIN ALYCE OSBORN Community Development Manager Direct #323 -5709 Fax :612- 323 -5682 Mar 2 '98 12:36 P.02 COUNTY OF ANOKA Office of Governmental Services Division GOVERNMENT CENTER 2100 3rd Avenue • Anoka, Minnesota 55303 -2265 (612) 323 -5700 February 27, 1998 Alert to City Read Immediately MEMO TO: Paula Schloer, City of Lino Lakes FROM: Alyce Osborn, Community Development Manager SUBJECT: Cut in Public Services Due to the fact that the 1998 CDBG applications had allocations to public services that exceeded our 15% limit, it is necessary to cut some of the appropriated amounts. Lino Lakes submitted their application with 97% public services. There will be a cut of $8,216 to bring your city down to 74% which gives you $26,585 for public services. Please notify me immediately which agencies I should deduct this funding from as 1 am preparing the final grant application for HUD. You may want to divide the cut among your agencies which makes the burden less for each. The amount of $8,216 will be placed in unallocated funding for Lino Lakes. I am asking that you plan to allocate this unused amount to a project as soon as possible as we have to do citizen participation, public hearing, and amend the Action Plan if it has already been sent to the Consortium. Because we have adjusted the grant to meet the cap on public services, there can be nothing added to this amount during the 1998 program year. If you have any questions, you can call me at 323 -5709 or Barb DeJong at 323 -5714. AO: FAX: 323 -5682 Affirmative Action / Equal Opportunity Employer TOD/TTY: 323 -5289 ..may, A ITS SA STAFF ()RIG R David J Peechia, Chief of Police DATE March 9, 1998 'TOPIC Consider Permanent Full -time l of Jacqueline Bowdich for. Police Reacox Clerk The Police Department has a vacancy in the clerical division with the resignation of the Pull -time Records Clerk which occurred in January. The position was advertised/posted within the various City buildings. One person applied for the position, Jackie Bowdich who is the current Part -time Records Clerk. Jackie possess all the qualifications needei for the position, therefore I recommend that she be considered for the full -time position. 1. Approve recommendation. 2. Return to staff for further review, • Approve February 26, 1998 Attention Renee Kaulfuss, I would like to apply for the full -time permanent Records Clerk Position at the Lino Lakes Police Dept., I am currently working part -time and would like to be considered for the full -time employment position. I feel I possess the qualifications for the position as I have already been trained in all the areas of the job responsibilities. Thank you for your consideration of my request. Sincerely, Jackie Bowdich STAFF ORIG: DATE TOPIC TOR BACKGROUND David J Pecchia, Chief o Police March 9, 1998 Consider Permanent Part time - Employment of Adam Halvorson for Police Records Clerk The current Part -time Records Clerk has submitted a letter requesting that she be considered for the Full -Time Records Clerk position. A recommendation is being submitted to City Council to approve the request to appoint her to the Full - Time position. The Part -time Records Clerk position was advertised /posted within the various City buildings. One person submitted their interest in the position. Adam Halvorson who is a Reserve Officer for the Lino Lakes Police Department possess the qualifications for the position. From time to time Adam has volunteered his time to assist with the clerical workload while completing his Internship with the Lino Lakes Police Department. It is our recommendation to hire Adam Halvorson. Adam currently is attending school for Law Enforcement and is completing the Skills portion of his studies. His classes are conducted in the morning hours allowing him to be available to work the required hours for the position. His references note Adam to be honest, personable, reliable, hardworking, trustworthy, punctual with professional and friendly customer relation skills. OPTIONS Approve recommendation. 2. Return to staff for further review. RECOMMENDATION Approve AGENDA ITEM 6A STAFF MEMBER Daniel Tesch, Assistant City Administrator DATE 4 March 1998 SUBJECT The City of Lino Lakes and Public Utilities Commission Order that:Axea bode Splits Follow Municipal Borders BACKGROUND It is anticipated that by January, 1 12 area code will have exhausted its supply of available telephone numbers. This has been brought on by the recent increase in requests for numbers by business, cell - phone and fax users. On 13 November, 1997, the Minnesota Public Utilities Commission (PUC) issued an Order dictating that any area code split follow municipal boundaries. U S West has recently filed a petition with the PUC stating that given the 1 ,January, 1999 deadline, they will be unable to make the technical changes necessary to follow that order. In other words, cities such as Shoreview, Limo Lakes and New Brighton to the North, and Eagan, Apple Valley, Rosemount, Lakeville and Farmington to the South would be divided, with some residents staying within the 612 area code and some residents being assigned the new 651 area code. Please find municipal' Resolution 98 -36 which supports the PUC's original order to follow s when arcs codes. The idea of Lino Lakes having two area codes goes against every mission and directive of the city council, wti has been to establish an identity for the community. The City has until March 11 to comment on this issue. OPTIONS 1 Pass Resolution 98 -36, which urges the PUC to stand behind their original Order, and require area code splits follow municipal boundaries. This resolution would be forwarded to the PUC along with a letter stating our preference to stay within the 612 area code, as well as our suggestion that U S West be given a period of up to six months to make the technical changes necessary to keep Lino Lakes in one area code. Green Sheet / Resolution 98 -36 Page -2- RECOMMENDATION 1. Council Member resolution and moved its adoption: CITY OF LINO LAKES RESOLUTION 98 -36 introduced the following A RESOLUTION IN SUPPORT OF THE MINNESOTA PUBLIC UTILITIES COMMISSION'S ORDER THAT AREA CODE SPLITS FOLLOW MUNICIPAL BOUNDARIES WHEREAS, WHEREAS, WHEREAS, the Minnesota Public Utilities Commission (PUC) issued an Order on 13 November, 1997 establishing an area code relief plan and setting policies for number conservation which required an area code split that would follow municipal boundaries; and as a result of that Order, the City of Lino Lakes was assigned the new area code of 651, and U S West Communications Inc., has filed a petition with the PUC stating that they will be unable to comply with the technical changes associated with the Order given the January 1, 1999 time table, and is therefore proposing that the western portion of Lino Lakes remain in the 612 area code, and the eastern portion of Lino Lakes be assigned the new 651 area code, and WHEREAS, dividing the community into two distinct area codes would create significant disruptions for government, emergency services, school districts, businesses, industry and residents, and WHEREAS, further division of the City of Lino Lakes by any boundary, whether physical or intellectual, goes against every directive and mission of the city council which has been to create an identity and a sense of community for its residents, NOW, THEREFORE , BE IT RESOLVED, that the City Council of the City of Lino Lakes hereby requests the Minnesota Public Utilities Commission maintain its original decision and require division of telephone area codes along municipal boundaries. Adopted by the Lino Lakes City Council this 9th Day of March, 1998. Resolution 98 -36 Page -2- Kim Sullivan, Mayor Marilyn G. Anderson, Clerk/Treasurer The motion for the adoption of the foregoing resolution was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: and the following voted against same: Whereupon said resolution was declared duly passed and adopted. STAFF ME DATE SUBJECT Daniel Tesch, Assistant City Administrator 4 March 1998 Consider Proposals from Search Firms for City Administrator Search BACKGROUND On February 25, members of the City Council met with Mr. Harry Brull of Personnel Decisions Intl., and Mr. Jim Brimeyer of Brimeyer and Associates. Attached you will find their proposals for conducting a search for a new City Administrator. Both firms outlined their philosophy on executive recruitment, and took questions from members of the council. The council had requested additional information of Mr. Brull, which is attached to the back of his proposal Both firms are eminently qualified to assist the city in the recruitment and selection process. OPTIONS Enter into an agreement with either Brimeyer and Associates or Enter into an agreement with Personnel Decisions International, or Request a` proposal from another search firm, such the PAR Group RECOMMENDATION Council prerogative SENT BY:(6121 337 -3695 3— 4 -98 : 11 :15 : PDI 20th FLOOR-. 612 464 4568 ;# 2/ 3 PERSONNEL DECI S IONS Personnel Decisions International 2000 Plaza Vil Tower 45 South Seventh Street Minneapolis, Minnesota 55402 -1608 Memorandum DATE: 4 March 1998 TO: Dan Tesch, Assistant City Administrator City of Lino Lakes FROM: Harry Brull, PDI RE: City Administrator Process Thank you for your continued interest in the use of PDI's services for the recruitment and selection of Lino Lakes' next City Administrator. This memo should help clarify the process of determining the best "fit" between the City's needs and the candidates' skills, styles, and motivations. The process begins with an in -depth understanding of the City, the position, and the community. This is achieved through review of written information and interviews with Mayor, Council, and staff. The result is a Position Profile which contains the following: ♦ A profile of the community and City government organization ♦ A list of the challenges facing the community and the position ♦ A list of priorities for the next City Administrator • A list of desired qualities necessary for success in the position This document forms the basis for candidate comparisons and focuses subsequent inquiry into the candidates' capabilities, operating style, and assets/liabilities. From this point forward, processes vary depending upon the specific needs and wishes of the key decision makers. I will describe a typical process, similar to what we have used in communitics such as Plymouth, Blaine, Shoreview, and Bloomington. The process may, of course, be modified to meet your specific needs or circumstances. Following receipt of resumes, candidates are asked to supply more detail in the form of specific experience as it relates to Lino Lakes' needs. They also are asked to describe accomplishments which demonstrate that they have the capabilities needed for this particular position at this particular time. This supplemental information process helps ensure that the candidates invited for further inquiry are the ones most likely to meet the position requirements. ' SENT BY :1612) 337 -3695 3— 4 -98 ; 11 :16 : PDI 20th FLOOR 612 464 4568:# 3/ 3 Mr. Dan Tesch 4 March 1998 Page Two The process described should yield six to eight continuing candidates. These individuals would then be invited to the community to participate in a number of activities: • Interview with Mayor /Council (or representative such as a Search Committee) • Interview with department heads • Interview Panel with employees ♦ Opportunity to tour the community PDI would help design these processes and provide training to the panels so that they yield the maximum amount of information regarding each candidate. These procedures would yield a smaller number of finalist candidates. PDI would then provide additional information regarding each candidate's skills and capabilities through a combination of interviews, tests and inventories, and management simulations. These assessment processes are designed to provide the most predictive information regarding the candidates' "fit" for the position. Candidate performance will be compared against other individuals who have sought the chief executive role in municipal government, as well as others who have occupied key leadership roles in public service and private industry. PDI will also conduct extensive reference checks and conduct on -lint press searches to determine how others view these individuals. Reference checking involves conversations with individuals well beyond the names supplied by the candidate; the press searches provide direct evidence to Mayor /Council of each candidate's public image. The combination of procedures described above will provide a thorough and complete picture of how the next City Administrator will carry out the responsibilities of the position. It can be modified to meet particular wishes. For example, while I do not generally recommend social occasions with candidates (other than lunch during the interview day), this could easily be arranged if you desire it. The desired outcomes of the selection process include: ♦ The selection of a City Administrator who performs according to expectations ♦ A process which gives decision makers a high degree of confidence in their choices • An approach that helps build a team which includes Mayor /Council, Administrator, department heads and line employees ♦ A process which is perceived as credible and fair by all involved Thank you again for your continued interest in PD[. Please let me know if you have specific ideas which can be accommodated in the process. I look forward to working with you and the City of Lino Lakes. Author: HPBrull; Editor: HSUrbanski K :\ Data \PubSec \Ltr &Prop \Proposal \Linol }B.doe • SENT BY:(612) 337 -3695 : 2 -19 -98 : 18:58 : PDI 20th FLOOR 612 464 4568:# 2/17 I'ERSONN;EL DECI S IQN S Proposal for Search, Recruitment, and Selection of City Administrator Submitted to City of Lino Lakes Submitted by Personnel Decisions International February 1998 'SENT BY:(6121 337 -3695 : 2 -19 -98 : 18 :59 : PDI 20th FLOOR- 612 464 4568:# 3/17 Description, Background, and Qualifications of Personnel Decisions International Personnel Decisions International (PDI) is a full- service industrial /organizational psychology consulting firm headquartered in Minneapolis. Our general expertise lies in the area of assessment and development of both individuals and organizations. Since our founding in 1967 by Drs. Marvin Dunnette of the University of Minnesota and Wayne Kirchner of 3M, we have evaluated the competence of over 10,000 applicants for managerial and executive positions. Clients for these services include private industry, non -profit organizations, and agencies of local, state, and federal government. As leaders in the field of work - related assessment, we have developed a wide range of screening and assessment tools designed to provide decision makers with accurate and powerful information regarding the specific capabilities of each individual. In the public and non -profit arenas, we have extended our services to include the identification and notification of candidates who meet the necessary qualifications and may have interest in the position. These "up- front" services are designed to effectively notify the largest possible pool of qualified applicants, giving the hiring agency maximum choice in the subsequent selection process. PDI has conducted these procedures for a wide variety of positions including: • City Administrator • City Manager • County Administrator • School Superintendent • School Principal • Library of Congress Professional Positions • Federal Trade Commission Professional Positions • U. S. Postal Service Executive Positions • Police Chief • Fire Chief • Personnel Director • City Clerk • City Engineer • State Nursing Association Director • Youth Agency Executive Director For a list of clients for whom we have conducted such work, please see pages 8 and 9. 1 SENT BY :(6121 337 -3695 : 2 -19 -98 : 18 :59 : PDI 20th FLOOR 612 464 4568:# 4/17 PDI is also a nationwide leader in the design and implementation of fair employment practices. We are frequently called upon to design selection procedures under federal consent decrees and U.S. Department of Justice auspices. We also have provided expert testimony in both state and federal courts regarding race and gender fairness of selection procedures. Our assessment procedures allow for the accurate comparison of both internal and external candidates. The key staff for this project will be drawn from PDl's Public Sector Division, which specializes in services to agencies of government. The following individuals will serve as key staff members; all have had extensive experience in recruitment and selection of top executive public sector positions. • Project Manager —Harry Brull • Project Principals —Susan Brock, Adam Ortiz Approach and Methodology Activity One —job Analysis /Determination of Position Requirements PDI would conduct interviews with the Council and other key individuals to determine the mix of skills and abilities required in. the position. Input would be gathered from staff through the use of a questionnaire. In addition, we would review relevant documentation such as position descriptions, organizational charts, etc. This information would be compiled into an updated position description and position profile, and become the basis for advertisements and other recruiting literature. These documents would also include details such as minimal qualifications, desired experience, and other factors relevant to recruitment and selection. As experts in the process of job analysis, PDI would ensure that the resulting necessary qualifications meet all legal guidelines and provide a blueprint against which to compare subsequent candidate qualifications. We estimate that this step could be completed within two weeks. Activity Two — Recruitment We would work with the City Council to determine the scope of the recruitment (regional, national, etc.). During our conversations, PDI would determine the location and current job responsibilities of individuals most likely to meet the position requirements. We would then designate a recruiting strategy including relevant publications, broadcast letters, and a mechanism for nominations which would yield the largest number of most qualified applicants for the position. We could coordinate a survey effort to determine the competitiveness of the salary package if necessary. Based upon past experience, we would anticipate that the combination of advertisement and specific letter writing would yield, at a minimum, 50 qualified applicants for the position. Depending upon publication schedules of any designated periodicals, this step would begin the timeline. SENT BY :(612) 337 -3695 : 2 -19 -98 : 19 :00 : Activity Three — Screening PDI 20th FLOOR-. 612 464 4568:# 5/17 Based upon the minimum qualifications and position profile, PDI would screen applications to determine which individuals have the highest likelihood of meeting the position requirements. Based upon the job requirements and position profile, PDI would design the following instruments and procedures to conduct a first screen of resumes: • Assessment of minimum qualifications Resumes would be checked to ensure that all minimum qualifications are met. • Resume scoring form and dccision rules —Based upon the position documentation, PDI would design a process whereby resumes may be quantitatively evaluated and scored to yield groupings of continuing candidates. We would ensure that all procedures meet requirements for affirmative action, EEOC, and federal and state law. As part of this step, we would ensure that all candidates receive information regarding the following. • Procedures to alert them of their continuing status in the process • Conditions regarding confidentiality • Selection process timetable Given the projected numbers of individuals who may apply, we would recommend a follow - up screening process which would involve mailing further requests for information to applicants. This will allow more valid decisions regarding which individuals should achieve semi- finalist status. Such requests for information may include: • "Targeted" resumes—Response to specific questions regarding the scope and extent of their experiences • Responses to essay questions • Documentation of specific accomplishments Using this two -tier screening process, we would expect that the screening effort would require approximately three to four weeks. 3 'SENT BY:(612) 337 -3695 : 2 -19 -98 : 19:00 : PDI 20th FLOOR-. 612 464 4568:# 6/17 Activity Four — Evaluation Depending upon the qualifications of candidates, we would expect to present approximately 6 -10 candidates for further selection procedures. Depending upon the wishes of the Council, we would designate a set of information- gathering procedures designed to produce more detailed information about this smaller group of applicants. This set of techniques could include, but would not be limited to the following: • Oral interview panels ---One or more formal interview procedures conducted by designated individuals such as Council members, staff members, etc. PDI has had considerable success using staff interviews for input into the selection of the chief executive. • Written testing -Based upon PDI's background in managerial assessment, instruments designed to yield information regarding problem solving ability; faculty with words, numbers, and concepts; leadership style; interpersonal style; etc. • Assessment center activities— Simulations designed to assess the candidates' capabilities regarding specific tasks required of the position. These would include such experiences as In- basket Exercises, Press Conferences, Meetings with Subordinates, etc. The combination of approaches will yield the most accurate and stable assessment of the individual candidate's skills and abilities. PDI would compile information gathered in the form of confidential reports for each viable applicant and submit them to the Council for discussion and decisions regarding finalist status. Depending upon the nature and extent of procedures used, this step would require approximately two weeks. Activity Five — Finalist Assessment At this point, PDI would coordinate extensive information gathering rcgarding the finalist candidates. These activities could include: • In -depth appraisal • Primary and secondary reference checking • Computer press search • Design and training of Council Interview At this point, the Council would conduct interviews with finalist applicants. PDI would be able to assist in final negotiations after the Council has made its hiring decision. Based upon the procedures required, we estimate that this step could be accomplished in approximately two weeks. 4 'SENT BY:16121 337 -3695 : 2 -19 -98 : 19 :00 : Activity Six —Six Month Performance Review PDl 20th FLOOR 612 464 4568:# 7/17 As part of PDI's responsibility, we would engineer a six -month performance review of the new City Administrator which includes the following components: • Input from each Council member • Input from kcy staff • Summary and collation of results • Presentation of results to the Council • Face -to -face session with the new City Administrator to discuss results This process allows for early "course corrections" if needed, helping to ensure success for the individual and the City. Division of Responsibility As consultant to the City on this project, PDI is prepared to assume the following responsibilities: • Design of all job analysis and candidate evaluation procedures • Provision to the Council of valid information regarding the knowledge, skills, and abilities of each applicant • Assistance in response to interested parties such as staff, the media, etc. • Assistance in contract negotiations with chosen candidate We see the City's responsibility as follows: • Approval of all documents and procedures • Decision making or, at a minimum, approval of decisions regarding the status of any and all individual applicants • Securing of physical locations for job analysis sessions, interviews, assessment center activities, etc. 5 SENT BY: (6121 337 -3695 : 2 -19 -98 : 19:01 : PDI 20th FLOOR - 612 464 4568:# 8/17 Time frames Assumin a start in early to mid- March, the following time frames can be used as estimates: Activity Weeks from Project Start Sample Timeline Activities 1 -2: Job Analysis and Recruitment 2 -5 March 15 - April 15, 1998 Activity 3: Screening 6 -9 April 15 - May 15, 1998 Activity 4: Evaluation 10 -11 May 15 -June 1, 1998 Activity 5: Finalist Assessment 12 -13 June 1 - June 15, 1998 New Administrator Start Datc 16 July 8, 1998 Estimated Costs Labor Activity Onc —Job Analysis /Position Requirements $ 3,500 Activity Two—Recruitment Consultation $ 950 Implementation (design and mail ads, broadcast letters, etc.) 500 Activity Three -- Screening Design 1,500 Evaluation of candidates 2,000 Activity Four — Evaluation Design and training of panel interview 950 Design and training of staff interview 950 Semi- finalist candidate assessment by PDI 750 per candidate Activity Five — Finalist Assessment In -depth appraisal $1,250 per candidate Primary and secondary reference checking $250 per candidate Computer press search $150 per candidate Design and training of Council interview $950 Activity Six—Six-month Review 1.000* Labor Subtotal (if 6 semi- finalists and 3 finalists) $ 20,750 maximum *Charge is waived if first five activities are utilized 6 SENT BY :(612) 337 -3695 : 2 -19 -98 : 19 :01 : PDI 20th FLOOR -i 612 464 4568:# 9/17 Expenses Out-of-pocket expenses such as advertising, telephone, etc. will be billed at cost; estimates are as follows: Advertising $500 Telephone $200 On -line fees incurred during press starch $300 Candidate travel costs (depends upon the number, location, etc.) SENT BY :(612) 337 -3695 : 2 -19 -98 : 19 :01 : PDI 20th FLOOR 612 464 4568: #10/17 References The following individuals can attest to the quality of PDI's services for executive selection: • City of Shoreview, Minnesota James Chalmers, Mayor (612) 789 -8984 • City of Plymouth, Minnesota Kim Bergman, Mayor (612) 557 -7030 • City of Blaine, Minnesota Joyce Twistol, City Clerk/Personnel Director (612) 784 -6700 • City of Bloomington, Minnesota Kent Michaelson, Personnel Director (612) 887 -9610 • City of White Bear Lake, Minnesota Mark Sayther, City Manager (612) 429 -8526 • City of Owatonna, Minnesota James Sheard, Civil Service Commission (507) 455 -5200 • City of St. Louis Park, Minnesota Wally Wysopal (612) 924 -2523 • City of St. Cloud, Minnesota Dedc Balcom, Personnel Director (612) 255 -7217 • City of Des Moines, Iowa Reg Sipfle, Director of Civil Service Commission (515) 283 -4213 • City of Cincinnati, Ohio Betty Davis, Personnel Director (513) 352 -2444 • Hopkins, Minnesota, Schools Dennis Dahlman, Personnel Director (612) 933 -9101 • Edina, Minnesota, Public Schools Rod Kesti, Assistant Superintendent of Schools (612) 944 -3613 • Dakota County, Minnesota Will Volk, Personnel Director (612) 438 -4422 8 SENT BY :(612) 337 -3695 : 2 -19 -98 : 19 :02 : PDI 20th FLOOR 612 464 4568: #11/17 • Hennepin County, Minnesota Sherri McMurray, Director of Selection (612) 348 -8091 • Scott County, Minnesota Tom. Longmire, Personnel Director (612) 496 -8101 • Washington County, Minnesota Mary Hauser, Chair, Board of County Commissioners (612) 430 -6000 • Montgomery County, Ohio Penny Wolff, Commissioner Aide (513) 225 -4493 • Metropolitan Airports Commission Jeff Hamiel, Executive Director (612) 726 -1892 • Blandin Foundation Kathryn Jensen, President (218) 326 -0523 • U.S. Postal Service Ann Frankhauser (202) 268 -4260 • Library of Congress Tommy Shaw (202) 287 -7192 • Minnesota Nurses Association Sara McCumber, Chair, Starch Committcc (218) 729 -8673 Author. HPBruU; WP. HS Jrbanaki KAD ata \ PubSeMtrBPrap \PropoolUinoL_2B.dor 9 SENT BY:(612) 337 -3695 : 2 -19 -98 : 19:02 : PD1 20th FLOOR 612 464 4568: #12/17 PERSONNEL DECISIONS The Recruitment and Selection of Candidates for Key Positions 'SENT BY:1612) 337 -3695 : 2 -19 -98 : 19 :02 : I. THE PURPOSE PDI 20th FLOOR- 612 464 4568: #13/17 To assist not - for -profit organizations and agencies of government in the selection of individuals most qualified to assume key leadership and managerial roles; to allow decision makers to predict, with the highest degree of confidence, how the selected individual will cope with job demands. 'SENT BY :1612) 337 -3695 : 2 -19 -98 : 19 :03 : II. THE PROCESS PDI 20th FLOOR 612 464 4568: #14/17 A. Job Analysis— determination of the critical knowledge, skills, and abilities necessary for successful job performance. B. Recruitment— designation of the candidate pool; may involve advertisement and active solicitation of candidates. C. Screening Methodologies—designed to reduce the size of the candidate pool to a more manageable number using low cost /high yield techniques. 1. Application Screening—an objective "scoring" of applications against performance criteria. 2. "Targeted" Resunies—a standardized approach which yields critical information in a consistent form. 3. Accomplishment Record Index -a targeted technique designed to elicit further information from candidates in critical areas. 4. Essay Questions — responses to key issues pertinent to the position and organization. D. Written Assessment Techniques—a variety of powerful tools to measure important aspects of the candidate's abilities. 1. Aptitude Testing — normative information regarding the candidate's ability to work with words and numbers, reason effectively, and draw logical conclusions. 2. Personality Inventories — crucial information about the candidate's leadership style, ability to work with others, conflict resolution strategies, and behavior under stress. 3. Practical Exercises— simulations of actual on-the-job tasks designed and administered in a standard fashion so that meaningful comparisons between candidates can be made. In most cases, performance can be compared against national norms. 'SENT BY :(6121 337 -3695 : 2 -19 -98 : 19:03 : PDI 20th FLOOR -. 612 464 4568: #15/17 E. "Live" Assessment Techniques— designed to supplement written assessments and testing to complete the total picture of a candidate's skills and abilities. 1. Oral Interviews — increasing the information yield from this traditional assessment method by careful planning, standardization, and training in interviewing skills and evaluation of responses. a. The Oral Interview Panel—interview design and training of panel members from the client agency. b. The PDI "In- depth" Interview —an interview conducted by a PDI staff member. 2. Practical Exercises— face -to -face simulations requiring the candidate to demonstrate important job - related abilities. a. Individual Exercises — simulations of critical interactions with peers, subordinates, and superiors. b. Group Exercises—assessments with groups of candidates designed to measure leadership, problem solving, and communication skills. F. The Assessment Center —the most intensive, and productive, method for obtaining information about candidates. This process involves all of the above methodologies. G. Auxiliary Sources of Information —for fmalist candidates, added information regarding their record of performance. 1. Reference Checking — gathering information from individuals who have direct knowledge of the candidate's work history. 2. Background Checking — further investigation regarding candidate's performance record. 3. Media Record—a compilation of featured articles which capture the candidate's public image. 'SENT BY:(612) 337 -3695 : 2 -19 -98 : 19 :03 : PDI 20th FLOOR- 612 464 4568: #16/17 III. BENEFITS TO THE CLIENT ORGANIZATION • A flexible selection system designed to yield the highest quality information adaptable to the client's specific needs and resources. • A process resulting in maximum credibility with candidates and decision makers alike. • An increase in the evaluation skills of the involved decision makers. • A process which is legally defensible and conforms to the Federal Uniform Guidelines on Employee Selection. • Feedback (if desired) to both successful and unsuccessful candidates regarding strengths, weaknesses, and development suggestions. • A process backed by the resources and expertise of a national leader in assessment and selection. Archer: Harry Beni; Mar/Proof= Holly Urbrmld IC ADATAWUBSPCPRODUCIS7 .XECSEL.RBCR&SELDOC SENT BY :(612) 337 -3695 : 2 -19 -98 : 19:04 : PDI 20th FLOOR-.. 612 464 4568: #17/17 The Advantage of Multiple Assessment Procedures Position Requirements Self- Report (Resume, Interview) Other People (Reference Checking) Standardized Testing Simulations (Assessment Centers) SENT 3Y : t till) 0o i -oouo FAX • G— 1 J— J V • a v v v • PERSONNEL DECISIONS Personnel Decisions International 2000 Plaza VII Tower 45 South Seventh Street Minneapolis, Minnesota 55402 -1608 Phone 612 339 0927 BUILDING SUCCESSFUL ORGANIZATIONS DATE: 19 February 1998 To: Dan Tesch, Assistant City Administrator COMPANY: City of Lino Lakes FAX: 464 -4568 FROM: Holly Urbanski, Public Sector Services Administrator FAX: 612.337.3695 TOTAL PAGES 17 (1NCLUDRIG COVER PAGE): COMMENTS: Fax Numbers: Plaza VII 18 fl: 612.337.3694 19 fl: 612.337.8292 20 fl: 612.337.3695 29 f1: 612.337.3648 Peavey Mktg & Sales: 612.904.7120 POAS: 612.904.7110 Selection Oper: 612.904.7100 PLEASE NOTE: This message is intended for the sole use of the individual or entity to which it is addressed and may contain information that is proprietary, confidential, and exempt from disclosure under applicable law. If the reader of the message is not the intended recipient or is not responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please notify the sender at Personnel Decisions International Corporation immediately by telephone at the number printed above, and retum the original message to us at the above address by return mail. We will reimburse any costs you incur in notifying us and returning the facsimile to us. Thank you. PROPOSAL City of Lino Lakes City Administrator I i . The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS PROPOSAL City of Lino Lakes City Administrator Tab I. Transmittal Letter Tab II. Search Proposal, Timetable Tab III. Biography Tab IV. Client List Tab V. References The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS 904 Mainstreet Suite 205 Hopkins, MN 55343 February 25, 1998 Mayor Kim Sullivan Members of the City Council City of Lino Lakes 1189 Main Street Lino Lakes, MN 55014 Dear Mayor and Councilmembers: Thank you for inviting The Brimeyer Group to submit a proposal to work with City of Lino Lakes in the recruitment and selection of a City Administrator. We are confident you will find our firm qualified to assist you in this most important assignment. Responsibility for the assignment will be under the direction of James Brimeyer assisted by the staff of The Brimeyer Group. Information regarding The Brimeyer Group, our staff, a list of assignments, and client references are included with this proposal. We are able to structure our fee to meet your needs. We would be willing to meet with you to discuss our services and your expectations. Thank you for your consideration. We very much look forward to working with the City of Lino Lakes in what must be considered a most challenging and exciting effort. Very truly yours, &AAAAAes°^1 ames Brimeyer President (612) 945 -0246 • fax (612) 945 -0102 City Administrator of City of Lino Lakes, Minnesota A PROPOSAL SUBMITTED BY: THE BRIMEYER GROUP, INC. EXECUTIVE SEARCH CONSULTANTS 904 MAINSTREET, #205 HOPKINS, MN 55343 February 25, 1998 City of Lino Lakes Page One Introduction The Brimeyer Group is a full- service executive search and consulting firm working primarily in the public sector to assist boards, councils, and commissions in recruiting individuals for top management positions including managers, administrators, department heads, and other key staff positions. We also are experienced in recruiting administrative staff for non -profit organizations and private corporations. In addition, we provide services in the areas of team building, strategic planning, goal setting, and organizational and management studies for selected clients. Our approach to executive search promotes maximum client input in the search process. The client is the final authority in the selection of candidates. In addition to our milestone meetings with the client, we will provide periodic updates to keep you informed of our progress. The Brimeyer Group, Inc., is committed to accurately portraying all candidates to the client so that the client's satisfaction may be assured. We also strive to accurately portray the position to the candidates to prevent unrealistic expectations. We maintain continual contact with the client throughout the search and keep the candidates informed as the search progresses. We offer to perform a performance evaluation for the new City Administrator that is designed to assess the first 6 months on the job and to identify issues to work on over the next 12 months. This service is provided at no additional fee. Consultant James L. Brimeyer Jim has twenty years of experience in public sector management and has been involved in executive search since July, 1988. Mr. Brimeyer served in public administration in four cities, three as City Manager, including his last position in St. Louis Park, Minnesota (pop. 45,000), with a budget of $28 million and 230 employees. He also served in Worthington, Ohio, and Wood Dale, Illinois. He began his career as Assistant City Manager in Park Ridge, Illinois after obtaining a Master's degree in Public Administration from Northern Illinois University. His Bachelor's degree is from Loras College in Dubuque, Iowa. Mr. Brimeyer is past President of the Ohio City Management Association. He belongs to the International City Management Association, the Metropolitan Area Management Association, the Minnesota City Management Association, the National Forum for Black Public Administrators, and the Minnesota Municipal Utilities Association. He is active in the TwinWest Chamber of Commerce. He is Past President of the St. Louis Park Rotary and Past President of the Rotary Foundation Board. In January, 1996 Mr. Brimeyer began a four -year term as City Council Member At -Large in St. Louis Park, Minnesota. City of Lino Lakes Page Two The Search Process We anticipate the search for the City Administrator for the City of Lino Lakes will take from three to four months (90 to 120 days) from the time we are retained to the time the City Council makes an offer. This is somewhat dependent on the time required to screen candidates, and the availability of the City Council to review consultant reports and conduct final interviews. We have prepared a preliminary timetable which corresponds to the various steps in the process. After further discussions with the City Council we will refine the timetable and develop a target date for the reporting of the new City Administrator. PHASE I Position Profile A successful search begins with a thorough definition and agreement by the City on each aspect of the position to be filled. During this initial phase our consultants will meet with the City Council, Department Heads, and key staff to learn more about your goals and objectives. Critical factors to be determined include position responsibility and authority; reporting relationships; educational and experience requirements; personal and leadership qualities; management style, and organizational priorities. The listing of priorities serves a two -fold purpose: It assists the hiring authority in developing a consensus on what is important for the organization and it alerts potential candidates to the important issues of the organization. Of equal importance to the success of the search is identifying the community priorities and environment in which the City Administrator must function. We would expect to meet with selected representatives from the community to further assess the climate within which the selected candidate will most effectively perform. This may be accomplished through individual interviews or through a public forum. Prior to our meetings we will supply an Ideal Candidate Profile Survey to assist the interviewees in assembling their ideas on what should be included in the Position Profile. As a result of the meetings we will reach an understanding of the critical specifications of the position and we will draft a Position Profile. A great deal of emphasis is placed on the agreement of this analysis. Without this information, it is difficult to determine how potential candidates will affect the City's plans and organizational team. The final Position Profile becomes the document against which we evaluate prospective candidates. During the meeting with the City Council agreement will be reached concerning the number of qualified candidates that will be interviewed before making a final decision. City of Lino Lakes Page Three PHASE II Place Announcements - Recruit Candidates After the Profile is approved, we will conduct a comprehensive program to contact candidates and determine sources of candidates. In addition to placing announcements in the appropriate professional and trade journals, we will identify potential candidates through personal contacts with public sector professionals and other members of similar organizations. In addition, we will use our research staff to identify comparable organizations from which key individuals can be contacted. Often we are able to identify candidates from similar assignments who may be appropriate for the position. We will directly recruit specific individuals with established patterns of talent, stability, and success. Review Resumes and Screen Candidates Numerous prospects will be screened against the Position Profile. From these individuals we will compile a broad list of prospects for the job. An initial confidential telephone contact will be made to promising candidates to determine their suitability and interest. After our research and sourcing is completed, several qualified candidates emerge for evaluation and comparison. Thorough, intensive, one -on -one interviews will be conducted with the leading candidates by our staff. Our in -depth evaluation and appraisal techniques will cover issues such as work experience, education, professional development and achievement, career objectives, accomplishments, suitability, and specific interest in the Lino Lakes position. Progress Report Following the screening and evaluation, we will prepare a Progress Report that will provide information on 10 to 12 candidates who have been judged to meet or exceed the requirements of the position. This Progress. Report will provide specific information on the individuals' educational and work history; accomplishments and growth potential; strengths and possible limitations. We will personally deliver and review these reports with the City Council. On the basis of this review, four to six candidates will be selected for further consideration. At this time we will propose a schedule for interviewing the candidates. PHASE III Background Checks Prior to the interviews, we will investigate the backgrounds of the finalist candidates through discreet telephone and personal reference checks. We will talk with peers and former associates of these candidates. It is our practice to speak directly with individuals who are, or have been, in positions to evaluate the candidates' job performance. We will verify the finalist candidates' credentials through an educational, criminal, and credit check. City of Lino Lakes Page Four Assessment (No additional fee) The Brimeyer Group has the authorization and the ability to administer an assessment tool entitled The DiSC Behavioral Management System" designed to assist individuals in understanding their style and to assess the environment in which they operate most effectively. With Council approval, the finalist candidates will be provided with a questionnaire from which an extensive computer report is generated. The report is very specific and covers the following areas: 1. Internal motivation 2. Self - management strategies 3. Identification and management of conflict The City will learn insights into the strengths, weaknesses, and likelihood of success for each final candidate before hiring and how to best manage and work effectively with each candidate. The above assessment is available at the option of the City Council. Client Interview and Selection Process The interview schedule will allow the candidates to get acquainted with the community and community leaders and visit with the staff on an informal basis. We culminate the process with individual and group interviews. Prior to the interviews we will provide the City Council with some helpful material on interviewing techniques and will discuss the proposed procedures to be used in the selection process including an evaluation form and a list of questions for possible use by the interviewers. Extensive material including background and reference checks will be provided on each candidate prior to the interview. If possible, all interviews will be scheduled within a period of one to two days depending upon the desire of the City Council. A consultant will be present at each interview. Selection After the interviews we will meet with the City Council to review the individual ratings and assist in determining the top candidate. The consultant will assist in this process to the extent requested by the City. We take responsibility for notifying all unsuccessful candidates at each stage of the process. Negotiating Compensation Package The Brimeyer Group, Inc., will take great care that the City of Lino Lakes secures an acceptance from the most desired individual. We will recommend a compensation package calculated to attract the finalist and will participate in the final negotiations. If any concerns arise in the final hour, by working as a third -party intermediary we can resolve important details of the offer which may have significant bearing on its final acceptance or rejection. City of Lino Lakes Page Five Additional Services A. If requested by the City, The Brimeyer Group, Inc., can act as a spokesperson with the media, when appropriate, in order to maintain the integrity of the selection process as well as to protect the confidentiality and privacy of the candidates who are not hired. B. Lifestyles, personal values, and dual career households are factors that influence an individual's decision to change jobs. We pay careful attention to all circumstances arising from a job change including adjustments in compensation and benefits, spouse careers, real estate issues, family concerns, and relocation details. C. After the candidate is employed, we will follow up with both the City Council and the candidate to insure a smooth transition and satisfactory completion of the assignment. We will make contact to assess the fit from both the City's and the candidate's points of view. In the unlikely event that unexpected concerns have developed, this follow -up contact is intended to identify potential issues early so that adjustments can be made, if necessary. Work Program (Performance Evaluation) If requested by the City Council, we agree to assist the City and the Manager in developing a Work Program after a six -month period that outlines the expectations of the City Council and the City Administrator. The only cost incurred for this service will be any cost associated with a visit to Lino Lakes and other out -of- pocket expenses. The Work Program will contain objectives for the City Administrator to accomplish in the ensuing 12 to 18 months. Guarantee If the City utilizes the entire process, Phase I, Phase II, and Phase III, as described, The Brimeyer Group offers an 18 -month guarantee on the effectiveness of the City Administrator. Should the City determine it necessary to terminate the City Administrator due to failure to adequately perform the duties as specified in the Profile and as represented by the process, we will refill the position at no additional fee and will charge expenses only. We offer this assurance because of our confidence in the thoroughness and accuracy of the process. Should there be substantial changes in the political situation at the City of Lino Lakes and a decision is made to terminate the City Administrator for reasons other than failure to perform the administrative duties as specified in the Position Profile, this guarantee is subject to negotiations between the City Council and The Brimeyer Group. City of Lino Lakes Page Six Costs EXPENSES The Brimeyer Group, Inc., will bill expenses directly related to the assignment with the City Council's prior approval. Necessary expenses include announcements, travel, meals and lodging; long distance telephone; printing; credential verifications; courier service; and administrative expenses. Our expenses for this assignment would be $1,500 to $3,000. This estimate does not include any costs associated with candidates' expenses for the final interview. FEE FOR SERVICE To complete the entire assignment, we propose a fee range between $12,000 and $15,000. The fee includes the following services: Phase I Meet with City Council, Department Heads, and key staff Meet with selected representatives from the community Develop Position Profile Draft Position Profile Present Profile for approval Phase II Place Announcements Direct Recruiting Contact Sources Review Resumes Screen and evaluate candidates Prepare and present Progress Report Phase III Background /reference checks Administer assessment instrument (included in base fee) Schedule and coordinate candidates' interviews with the City Participate in interviews Develop compensation package Participate in negotiations Counseling Develop Work Program (six months after employment) City of Lino Lakes Page Seven PAYMENT Our payment policy on searches is one -third of the fee due upon signing this agreement; one- third after presentation of the Progress Report; and the balance due 10 days after the search has successfully been completed, whether the agreement is oral or written. In the event the City terminates this agreement during the search we will retain the progress payments to that point. es L. Brimeyer Date President The Brimeyer Group, Inc. Mayor Kim Sullivan Date City of Lino Lakes The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS 904 Mainstreet Suite 205 Hopkins, MN 55343 CITY OF LINO LAKES CITY ADMINISTRATOR Suggested Search Timetable 3/9/98 Authorization to Proceed 3/11 to 3/27/98 Gather Information for Profile Interview City Council, staff, community, etc. 3/31/98 Place Announcement 3/30/98 Approve Profile 4/3 to 5/7/98 Recruit Candidates 5/8/98 Deadline for Applications 5/11 to 5/29/98 Review and Screen Candidates 6/8/98 Progress Report and Selection of Finalists 6/10 to 6/19/98 Background and Reference Check 6/26 to 6/27/98 Interviews July, 1998 Start Date The meetings for which City Council need to be present are underlined in the above timetable. (612) 945 -0246 • fax (612) 945 -0102 The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS 904 Mainstreet Suite 205 Hopkins, MN 55343 James L. Brimeyer President After twenty years in public sector management, Jim Brimeyer began his career in Executive Search in July, 1988. He has conducted executive search assignments for City Managers, City Administrators, and senior level management positions, and has worked with non - profit organizations, semi - public agencies and private sector companies that have a relationship with municipalities, counties and other public sector agencies. Some representative examples of searches include: * City of Minneapolis, City Coordinator and Budget Director * North Suburban Cable Commission and Access Corporation, Executive Director * Benton County, County Administrator * Cold Weather Resource Center, Executive Director * Centennial Fire District, Fire Chief * City of Hopkins, City Manager * Regional Transit Board - Twin Cities, Manager of Light Rail Transit Development * City of St. Louis Park, Community Development Director * City of Mankato, City Manager * City of Minnetonka, City Engineer * Environmental Consulting Firm, Director of Engineering * City of Emmetsburg, Iowa, City Administrator * Optical Lens Manufacturing Co., Production Manager and Director Sales /Marketing * Sign Manufacturing Co., Senior Design Engineer * City of Austin, Finance Director * Elk River Municipal Utilities, General Manager In addition to the executive search assignments, Jim is also available to serve as a facilitator for strategic planning, team building and goal setting activities at both a policy making and administrative staff level. He serves in this capacity for both public and private sector organizations. Previously, Jim served four cities: three as a City Manager including his last position as City Manager of St. Louis Park, Minnesota (population 45,000), with a budget of $28 million and 230 employees. He also served in Worthington, Ohio and Wood Dale, Illinois. He began his career as Assistant City Manager in Park Ridge, Illinois after obtaining a Master's Degree in Public Administration from Northern Illinois University. He received a B.A. Degree from Loras College in Dubuque, Iowa. Jim is a member of the International City Management Association, the Minnesota City Management Association, the National Forum for Black Public Administrators, and the Minnesota Municipal Utilities Association. He is active in community activities including the TwinWest Chamber of Commerce and is Past President of the St. Louis Park Rotary Club and the St. Louis Park Rotary Foundation. He serves on the Boards of two Twin Cities -based companies. In January, 1996 he began a four -year term as City Council Member -at -Large in St. Louis Park, Minnesota. (612) 945 -0246 • fax j612) 945 -0102 The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS Partial Listing of Assignments CITY AND COUNTY MANAGERS /ADMINISTRATORS City Manager - Roseville, MN (pop. 36,000) City Administrator - Lakeville, MN (pop. 23,000) City Manager - New Brighton, MN (pop. 24,000) City Administrator - Hastings, MN (pop. 15,000) City Administrator - Cottage Grove, MN (pop. 24,000) City Manager - St. James, MN (pop. 5,000) City Manager - Brooklyn Park, MN (pop. 60,000) City Administrator - Little Canada, MN (pop. 10,000) City Manager - Hopkins, MN (pop. 16,000) City Manager - Bemidji, MN (pop. 24,000) City Administrator - Hibbing, MN (pop. 20,000) City Administrator - Hermantown, MN (pop. 7,000) Clerk/Administrator - Mounds View, MN (pop. 12,000) City Administrator - Orono, MN (pop. 7,000) City Administrator - South St. Paul, MN (pop. 24,000) Village Manager - Village of Hazel Crest, IL (pop. 15,000) City Administrator - Austin, MN (pop. 22,000) City Manager - Robbinsdale, MN (pop. 15,000) City Administrator - Becker, MN (pop. 1,000) City Administrator - Arden Hills, MN (pop. 10,000) City Administrator - Sandstone, MN (pop. 2,000) County Administrator - Chisago County, MN City Manager - Prior Lake, MN (pop. 12,000) City Administrator - Luverne, MN (pop. 4,400) City Manager - Columbia Heights, MN (pop. 19,000) City Manager - Webster City, IA (pop. 8,600) City Coordinator - Minneapolis, MN (pop 370,000) County Coordinator - Becker County, MN (pop. 28,000) City Administrator - Pipestone, MN (4,500) City Administrator - Marshall, MN (pop. 12,000) City Administrator - Oak Park Heights, MN (pop. 3,700) City Administrator - Rosemount, MN (pop. 10,000) City Manager - St Anthony, MN (pop. 8,000) City Manager - Carroll, IA (pop. 8,000) City Administrator - Savage, MN (pop. 12,000) City Manager - Sheldon, IA (pop. 5,000) City Administrator - Emmetsburg, IA (pop. 4,000) County Coordinator - Benton County, MN (pop. 30,000) City Manager - Mankato, MN (pop. 31,500) City Administrator - North Mankato, MN (pop. 11,000) City Manager - Robbinsdale, MN (pop. 14,000) City Administrator - Worthington, MN (pop. 10,000) 904 Mainstreet Suite 205 Hopkins, MN 55343 (612) 945 -0246 • fax (612) 945 -0102 City Administrator - Farmington, MN (pop. 6,870) City Administrator - Mounds View, MN (pop. 12,600) Clerk /Administrator - Centerville, MN (pop. 2,000) County Administrator, St. Louis County, MN (pop. 198,000) City Administrator - Northfield, MN (pop. 15,200) City Manager - Columbia Heights, MN (pop. 19,000) City Manager - Benson, MN (pop. 3,500) City Manager - Storm Lake, IA (pop. 9,000) City Manager - West St. Paul, MN (pop. 19,000) Coordinator - Bryant Neighborhood, Minneapolis Council Administrator - Red Wing, MN (pop. 15,700) County Administrator - Rice County, MN - (pop. 56,000) City Manager - Maquoketa, IA (pop. 6,000) City Manager - Spencer, IA (pop. 11,600) City Administrator - Cottage Grove, MN (27,726) City Administrator - St. Peter, MN (pop. 10,000) City Administrator - Minnetrista, MN (pop. 3,900) City Administrator - Mahtomedi, MN (pop. 6,800) City Manager - Montevideo, MN (pop. 5,500) DEPARTMENT HEADS Finance Director - Minneapolis, MN (pop. 370,000) Fire Chief - Centennial Fire District Police Chief - Orono, MN (pop. 7,000) Quality Coordinator - Minneapolis, MN (pop. 368,400) Public Works Superintendent - New Hope, MN (pop. 21,800) Budget Director - Minneapolis, MN (pop. 370,000) Superintendent Wastewater Treatment - Albert Lea, MN (pop. 18,000) Public Works Operating and Maintenance Director - Minnetonka, MN Public Works Director /City Engineer - Savage, MN (pop. 12,000) Finance Director - Austin, MN City Engineer - Minnetonka, MN Community Development Director - St. Louis Park, MN (pop. 43,000) Public Works Dir /Engineer - St. Louis Park, MN Community Development Director - Fairmont, MN (pop. 12,000) Community Development Director - Rosemount, MN (pop. 10,500) City Engineer /Director of Public Works - Marshall, MN (pop. 12,300) Community Development Director - Northfield, MN (pop. 15,200) Economic Development Director - Elk River, MN (pop. 12,800) County Economic Develoment Director - Becker County, MN Principal Planner, Minnetonka, MN (pop. 50,500) General Manager, Utilities Commission, Elk River, MN (pop. 12,800) Community Development Director - Farmington, MN (pop. 8,000) Communications Director - Minneapolis, MN Director of Property, Records, and Revenue - Ramsey County Executive Director - Blue Earth Economic Development Authority Executive Director - St. Cloud Housing and Redevelopment Authority Executive Director - East Central Solid Waste Commission NON - PROFIT Executive Director - Urban Concerns Workshops Executive Director - Minnesota State Council on Disability Executive Director - Local Government Information Systems Manager, LRT Development - Regional Transit Board - Twin Cities Executive Director - Cold Weather Resource Center Executive Director - Minnesota Chiefs of Police Association Executive Director - North Suburban Cable Commission and Access Corp. Executive Director - League of Minnesota Cities Executive Director - Family Violence Network Executive Director - Southwest Minnesota Initiative Fund Executive Director - PossAbilities of Southern Minnesota Executive Director - Metropolitan Library Services Agency PRIVATE SECTOR COO - sporting goods manufacturer Senior Account Manager - government leasing corporation Director, Sales and Marketing and Production Manager - optical lens company Senior Design Engineer and Production Manager - sign manufacturing company Transportation Engineer - engineering consulting firm Urban Planner - engineering consulting firm Senior Engineer - engineering consulting firm Manager of Administrative Services - architectural firm Senior Associate - engineering consulting firm Electrical Engineer - industrial engineering firm Marketing Manager - architectural firm The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS The Brimeyer Group, Inc. Executive Search References Elk River Municipal Utilities 322 King Ave. Elk River, MN 55330 Jim Tralle, Chairman (612) 441 -2020 BWBR Architects 400 Sibley St., #500 St. Paul, MN 55101 C. Jay Sleiter, President (612) 222 -3701 City of Spencer 418 2nd Ave. W. Spencer, IA 51301 -0815 Cleber Meyer, Mayor (712) 264 -7200 City of New Brighton 803 5th Ave. NW New Brighton, MN 55112 Bob Benke, Mayor (612) 296 -3469 City of Robbinsdale 4221 Lake Road Robbinsdale, MN 55422 Mike Holtz, Mayor (612) 537 -4534 Becker County 900 Lake Ave, Box 787 Detroit Lakes, MN 56501 Vern Seal, Board Chairman (218) 846 -7201 904 Mainstreet Suite 205 Hopkins, MN 55343 City of Northfield 801 Washington St. Northfield, MN 55057 -2598 Paul Hager, Mayor (507) 645 -8832 City of Minneapolis 350 S. Fifth St. Minneapolis, MN 55415 Sharon Sayles Belton, Mayor (612) 673 -2100 City of Benson 1410 Kansas Ave. Benson, MN 56215 Paul Kittleson, Mayor (320) 843 -4775 Ms. Myra Peterson, Board Chair Metropolitan Library Services Agency 570 Asbury St., #201 St. Paul, MN 55104 (612) 645 -5731 Rice County 218 NW Third St. Faribault, MN 55021 Milt Plaisance (507) 334 -7612 City of Minnetonka 14600 Minnetonka Blvd. Minnetonka, MN 55345 David Childs, City Manager (612) 939 -8209 (612) 945 -0246 • fax (612) 945 -0102 STAFF ORIGINATOR: Mary Kay Wy land DATE: 2/27/98 TOPIC: Final Plat, is South Glen (four fifths vote) BACKGROUND: Mr. Rick Carlson is requesting approval of the Final Plat for Miller's South Glen Second Addition. This plat received preliminary approval from the City Council in May of 1997. The Second Addition consists of 25 R -1X Single Family Lots (the first addition consisted of 24 lots). The Council will recall accepting $98,000 from Mr. Carlson for the reconstruction of Ware Road as a part of this Plat. That $98,000 was collected with the financial guarantees for the First Addition. The City has also received dedication of additional park land immediately south of the Birchwood Acres and Park Grove park land. This dedication was also approved by the Council in May of 1997. The City Attorney has reviewed the Final Plat and indicated that the signature page is in order. A development agreement has been signed by Mr. Carlson and financial guarantees are in place. Staff would recommend approval of this Final Plat for Millers South Glen Second Addition. OPTIONS: 1. Approve Final Plat for Miller's South Glen 2nd Addition. 2 Return to staff for further consideration. RECOMMENDATION; Option 1 f 4 r. 2 a Coot Uns of pr,f,et A 11U -CRS SOUIN cup+ 5 ST A 1 MILLERS SOUTH 21407 ,1 N1f3!'SCW 104.,7 .1.203.46 T. 417, • 4 J'. 42 ! /J5j • 10214 E N67•1.01Y .s,. :4 o132Yr: N67.•03-W Rg 24� - w• or • 2 a91a1.7 U5,t7 E.eunrlt - ., ° S 141. 31- t 12080T02'W 1 z 213.40 -� 17 ,126'40 -W- N/63Y3rw „r- 133.73 3 2 • 162r3r i�16,34'O6 -E J 142,0 324.74321. 4 Y X e . Irortr L_ N6634'32-x z g 11273 . r'- 139.09s� a J 05 `1 0/ 1 136, 40-W 2 South Chin lie/ • N 12140 -W 139.0.1 I n g7 tl s 5f..0 wx in 8 �I Z^ L N692r23 -31 2 17.01 141.63 r� 1366252, -1r 36.17 �L.374.29 03"W 74.21 15121•M • 230.02 Y 2 N163125'11--_-1 �r f 4r .. • 230.02 =n 1 8 z a 8 150.65 23.119 6 e . 00'44 -I 137.41 1 2- 137.12 J • S N/126'40-W 136,3140 -W p E 131.12 -3 10 1 L�3,.>a • r 13760 2 3 L 35,2r3rw J I- 137.12 • `s 3 L 21114'54'53-3/1 r- 437.17 07.01 230.03 4 137.11 teltim Soots U,..f N.rlfl..00 quarter of S.4U.n 32. 710.41404 31. amp U 427 13 tgarstwys M M.k. Grp. 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NOV. 1994 JAN. 1996 JULY 1997 SHADED AREA DENOTES PARK LOCATION CITIES CENTERVI LL STAFF ORIGINATOR: Mary Kay Wyland DATE: 2/27/98 TOPIC: Second Reading, Ordinan+ Ordinance (Four/Fifth Vote) BACKGROUND The Council will recall approving the first reading of this ordinance at their February 23, 1998 meeting. Staff would recommend approval of this second reading. Please note the changes suggested at the 2/23 meeting have been incorporated into this final draft. OPTIONS: 1. Approve second reading of Ordinance 01 -98 2. Return to staff for further consideration RECOMMENDATION Option 1 NORTHWEST ASSOCIATED CONSULTANTS INC COMMUNITY PLANNING - DESIGN - MARKET RESEARCH MEMORANDUM TO: Mary Kay Wyland FROM: Bob Kirmis DATE: 24 February 1998 RE: Lino Lakes - Zoning Ordinance - Antennas FILE NO: 194.02 - 97.08 Attached please find a revised Antenna Ordinance Amendment (dated 2/24/98) which responds to directives received at the 23 February 1998 City Council meeting. Specifically, the amendment has been revised to add Section 3, Subd. 15.G.1.a.3) (relating to personal wireless service antenna standards). The added provisions can be referenced on page 10 of the draft amendment and reads as follows: 3) In no case shall a personal wireless service antenna be located upon or affixed to a detached single family residential dwelling. If you have any questions regarding this material or require any further assistance, please advise. pc: Brian Wessel 5775 WAYZATA BOULEVARD, SUITE 555 ST. LOUIS PARK, MINNESOTA 554 1 6 PHONE 61 2- 595 -9636 FAX 61 2- 595 -9837 E -MAIL NAC @WINTERNET.COM DRAFT - DRAFT - DRAFT 2/24/98 ORDINANCE NO. CITY OF LINO LAKES ANOKA COUNTY, MINNESOTA AN ORDINANCE AMENDING THE LINO LAKES ZONING ORDINANCE BY ESTABLISHING REGULATIONS FOR THE CONSTRUCTION AND PLACEMENT OF WIRELESS COMMUNICATION TOWERS, EQUIPMENT AND FACILITIES. THE CITY COUNCIL OF THE CITY OF LINO LAKES HEREBY ORDAINS AS FOLLOWS: Section 1. Section 1, Subd. 2.B (Definitions) of the Lino Lakes Zoning Ordinance is hereby amended to add the following terms: Antenna Related. 1. Antenna, Personal Wireless Service. A device consisting of a metal, carbon fiber, or other electromagnetically conducive rods or elements on a single supporting pole or other structure, and used for the transmission and reception of wireless communications including cellular, personal communication services (PCS), enhanced specialized mobilized radio (ESMR), paging and similar services. 2. Antenna, Public or Commercial Radio and Television, Broadcast Transmitting. A wire, set of wires, metal or carbon fiber rod or other electromagnetic element used to transmit public or commercial broadcast radio, or television programming and including the support structure thereof. 3. Antenna, Public Utility Microwave. A parabolic dish or cornucopia shaped electromagnetically reflective or conductive element used for the transmission and /or reception of point to point UHF or VHF radio waves in wireless telephone communications, and including the supporting structure thereof. 4. Antenna, Radio and Television Receiving. A wire, set of wires, metal or carbon fiber element(s) other than satellite dish antennas, used to receive radio, television, or electromagnetic waves, and including the support structure thereof. 5. Antenna, Satellite Dish. A device incorporating a reflective surface that is solid, open mesh, or bar configured and is in the shape of a shallow dish, cone, horn, or cornucopia. Such device shall be used to transmit and /or receive radio or electromagnetic waves between terrestrially and /or orbitally based uses. This definition shall include, but not be limited to, what are commonly referred to as satellite earth stations, TVROs (television receive only) and satellite microwave antennas and support structure thereof. 6. Antenna, Short-Wave Radio Transmitting and Receiving. A wire, set of wires or a device, consisting of a metal, carbon fiber, or other electromagnetically conductive element used for the transmission and reception of radio waves used for short-wave and citizen band radio communications, and including the supporting structure thereof. Essential Services. The erection, construction, alteration, or maintenance by public utilities or municipal departments of underground or overhead telephone, gas, electrical, communication, water or sewer transmission, distribution, collection, supply or disposal systems including poles, wires, mains, drains, sewers, pipes, conduits, cables, fire alarm boxes, police call boxes, traffic signals, hydrants and other similar equipment and accessories in connection therewith for the furnishing of adequate service by such private or public utilities or municipal departments. Personal wireless service and commercial broadcasting antennas and towers shall not be considered an essential service. Secondary Use. A use of land or of a building or a portion thereof which is subordinate to and does not constitute the primary use of the land or building. Structure, Public. An edifice or building of any kind, or any piece of work artificially built up or composed of parts joined together in some definite manner which is owned or rented, and operated by a federal, state, or local government agency. Support Structure. Any building or other structure other than a tower which can be used for location of antennas. Tower: Any ground mounted pole, spire, structure, or combination thereof, including supporting lines, cables, wires, braces, masts, intended primarily for the purpose of mounting an antenna or similar apparatus above grade. Tower, Temporary Mobile. Any mobile tower, pole, or structure located on a trailer, vehicle, or temporary platform intended primarily for the purpose of mounting an antenna or similar apparatus for personal wireless services, which is commonly referred to as Cellular on Wheels (COW). 2 Section 2. Section 2 (Administration) of the Lino Lakes Zoning Ordinance is hereby amended to add the following: Subd. 10. Administration: Administrative Permits A. Purpose. The purpose of this section is to establish regulations and procedures for the processing and consideration of activities allowed by administrative permit, and of matters requiring the approval of the Zoning Administrator with the goal of protecting the health, safety, and welfare of the citizens of the City. B. Procedure. 1. Application for an administrative permit shall be filed by the property owner or designated agent with the Zoning Administrator on forms to be provided by the City. 2. Applications for administrative permits and administrative permit amendments shall be accompanied by a non - refundable fee as established by City Council resolution. 3. The Zoning Administrator shall review the applications and related materials and shall determine whether the proposal is in compliance with all applicable evaluation criteria, codes, ordinances, and applicable performance standards set forth in this Ordinance. 4. The Zoning Administrator shall consider possible adverse effects of the proposed events or activity. Judgement shall be based upon (but not limited to) the following factors: a. Compliance with and effect upon the Comprehensive Plan and public facilities plans. b. The establishment, maintenance or operation of the use, event or activity will promote and enhance the general public welfare and will not be detrimental to or endanger the public health, safety, morals or comfort. c. The use, event, or activity will not be injurious to the use and enjoyment of other property in the immediate vicinity for the purposes already permitted, nor substantially diminish and impair property values within the neighborhood. 3 d. The establishment of the use, event or activity will not impede the normal and orderly development and improvement of surrounding property for uses permitted in the district. e. Adequate public facilities and services are available or can be reasonably provided to accommodate the use, event or activity which is proposed. f. The use, event or activity shall, in all other respects, conform to the applicable regulations of the district in which it is located. g. The use, event or activity and site conform to the performance standards as outlined in Section 3, Subd. 5 and all other applicable provisions of this Ordinance. 5. The Zoning Administrator shall make a determination on approval or denial of the administrative permit within thirty (30) days from the date of submission of a complete application. 6. A written permit shall be issued to the applicant when a determination of compliance has been made. Specific conditions to assure compliance with applicable evaluation criteria, codes, ordinances, and the standards of this Ordinance shall be attached to the permit. 7 Determination of non - compliance with applicable codes, ordinances, and the standards in this paragraph shall be communicated to the applicant in writing and the application for the permit shall be considered denied; unless, within ten (10) days of the date of such notice, the applicant submits revised plans and /or information with which the Zoning Administrator is able to determine compliance. 8. Unresolved disputes as to administrative application of the requirements of this paragraph shall be subject to appeal as defined by Section 2, Subd.4 of this Ordinance. C. Information Requirement. The information required for all administrative permit applications shall include: 1 A concise statement describing the proposed use, event or activity, including the purpose, type of merchandise involved, dates and times of operation, number of employees involved, provisions for on -site security, provisions for on -site parking, and other pertinent information required by the Zoning Administrator to fully evaluate the application. 4 2. A copy of the approved site plan for the property or an "as built" survey which accurately represents existing conditions on the site, including entrances and exits, bona fide parking and driving areas, and which accurately indicates any proposed temporary structures, including tents, stands, and signs. 3. An accurate floor plan, when in the judgement of the Zoning Administrator, such a plan is necessary to properly evaluate the location of the event and the effectiveness of available entrances and exits. 4. A copy of the current sales tax certificate issued by the State of Minnesota, if applicable. 5. Information identified in Section 3, Subd. 5 of this Ordinance as may be applicable. D. Performance Standards. All uses, events, or activities allowed by administrative permit shall conform to the applicable standards outlined in the zoning district in which such use, event or activity is proposed. E. Administration and Enforcement. 1. The Zoning Administrator shall keep a record of applications and administrative permits. 2. A copy of all administrative permits issued shall be forwarded to appropriate staff as determined by the Zoning Administrator. 3. Enforcement of the provisions of this paragraph shall be in accordance with Section 2, Subd. 9 of this Ordinance. Violation of an issued permit or of the provisions of this section also shall be grounds for denial of future permit applications. Section 3. Section 3 of the Lino Lakes Zoning Ordinance is hereby amended to add the following: Subd. 15. Antennas. A. Purpose and Intent. The purpose of this section is to establish predictable and balanced regulations for the siting and screening of wireless communications equipment in order to accommodate the growth of wireless communication systems within the City of Lino Lakes while protecting the public against any adverse 5 impacts on the City's aesthetic resources and the public welfare. The provisions of the section are intended to maximize the use of existing towers, structures, and buildings to accommodate new wireless telecommunication antennas in order to minimize the number of towers needed to serve the community. B. General Standards. The following standards shall apply to all personal wireless service telephone, public utility, microwave, .radio and television broadcast transmitting, radio and television receiving, satellite dish and short-wave radio transmitting and receiving antenna. 1. All obsolete and unused antennas and towers shall be removed within twelve (12) months of cessation of operation at the site by the antenna or tower owner, unless an exemption is granted by the Zoning Administrator. A copy of the relevant portions of a signed lease which requires the applicant to remove the tower and associate facilities when they are abandoned, unused or become hazardous shall be submitted to the City. 2. All antenna and towers shall be in compliance with all Uniform Building and Electrical Code requirements and as applicable shall require related permits. Applications to erect new antenna and /or towers shall be accompanied by any required federal, state, or local agency licenses. 3. Structural design, mounting and installation of the antenna shall be in compliance with manufacturer's specifications and as may be necessary, as determined by the City Engineer, shall be verified and approved by a professional engineer. 4. When applicable, written authorization for antenna and /or tower erection shall be provided by the property owner. 5. No advertising message shall be affixed to the antenna and /or tower structure. 6. Antennas and /or towers shall not be artificially illuminated unless required by law or by a governmental agency to protect the public's health and safety. 7 If a new tower of seventy -five (75) feet or greater in height is to be constructed, it shall be designed structurally, electrically, and in all respects, to accommodate both the applicant's antennas and antennas for at least one (1) additional use, including but not limited to other personal wireless service communication companies, local police, fire and ambulance companies. Towers shall be designed to allow for future rearrangement of antennas upon the tower and to accept antennas mounted at varying heights. 6 8. Towers shall be painted a non - contrasting color consistent with the surrounding area such as blue, gray, brown, or silver or have a galvanized finish to reduce visual impact, unless otherwise required by a governmental agency. 9. All antennas and towers shall be reasonably posted and secured to protect against trespass, including appropriate measures to prevent unauthorized persons from climbing any tower. 10. Towers shall comply with all applicable Federal Aviation Administration (FAA) regulations. 11. Amateur radio towers shall be installed in accordance with the instructions furnished by the manufacturer of that tower model. Because of the experimental nature of the amateur radio service, antennas mounted on such a tower may be modified or changed at any time so long as the published allowable load on the tower is not exceeded and the structure of the tower remains in accordance with the manufacturer's specifications. 12. Except as may be applicable in cases where a conditional use permit is required, antennas and support structures for federally licensed amateur radio stations and used in the amateur radio service shall be exempt from the following: Section 3, Subd. 15.B.3, Section 3, Subd. 15.B.8, Section 3, Subd. 15.D and Section 3, Subd. 15.E. C. Certification, Inspection and Maintenance. 1. All towers, antenna support structures, and related equipment or structures shall be kept and maintained in good condition, order, and repair so as not to menace or endanger the life or property of any person. 2. All towers shall be certified by an engineer to be structurally sound and in conformance with the requirements of the Uniform Building Code and federal and state law. 3. The City shall have authority to enter onto the property upon which a tower is located to inspect the tower for the purpose of determining whether it complies with the Uniform Building Code and all other construction standards provided by the City's Code, federal and state law. The City reserves the right to conduct such inspections at any time, upon reasonable notice to the owner. All expenses related to such inspecting by the City shall be borne by the owner. 7 D. Tower Design. Where allowed, wireless communication towers shall be of a monopole design unless the City Council determines that an alternative design requested by the applicant would better blend into the surrounding environment. E. Co- Location Requirement. An application for a new tower shall not be approved unless the applicant demonstrates that the antennas cannot be accommodated on an existing or approved tower, building, or structure within a one (1) mile search radius of the proposed tower due to one or more of the following reasons: 1. The planned equipment would exceed the structural capacity of the existing or approved tower, building, or structure as documented by a qualified and licensed professional engineer, and the existing or approved tower cannot be reinforced, modified, or replaced to accommodate planned or equivalent equipment at a reasonable cost. 2. The planned equipment would cause interference materially impacting the usability of other existing or planned equipment at the tower or building as documented by a qualified engineer and interference cannot be prevented at a reasonable cost. 3. Other unforeseen reasons that make it unfeasible to locate the antennas upon an existing or approved tower or structure. 4. Existing or approved towers, buildings, or other structures do not exist in the search area, or do not meet the needs of the user. Documentation shall be provided at the time of application clearly demonstrating why existing structures do not meet the needs to the users. 5. The applicant shall demonstrate that a good faith effort to co- locate on existing towers or structures was made, but an agreement could not be reached. F. Accessory Antennas. The following standards shall apply to all accessory antennas including radio and television receiving antennas, satellite dishes, TVROs three (3) meters or Tess in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers. 1. Accessory antennas shall not be erected in any required yard (except a rear yard) or within public or private utility and drainage easements, and shall be set back a minimum of five (5) feet from all lot lines. 8 2. Guy wires or guy wire anchors shall not be erected within public or private utility and drainage easements, and shall be set back a minimum of one (1) foot from all lot lines. 3. Accessory antennas and necessary support structures, monopoles or towers may extend a maximum of fifteen (15) feet above the normal height restriction for the affected zoning district, except support structures and antennas used in the amateur radio service may extend a maximum of two (2) times the normal height restriction for the affected zoning district. 4. The installation of more than one (1) accessory structure and support structure per property shall require the approval of a conditional use permit. G. Personal Wireless Service Antennas. 1. Rural. Residential and Business District Standards. a. Antennas Located Upon An Existing Tower or Structure. Personal wireless service antennas as a permitted secondary use may be located upon existing towers or structures shall require the processing of an administrative permit and shall comply with the following standards: 1) Transmitting, receiving and switching equipment shall be housed within an existing structure whenever possible. If a new equipment building or cabinet is necessary for transmitting, receiving and switching equipment, it shall be situated in the side or rear yard of the principal use, meet all applicable accessory building setback requirements, and shall be screened from view by landscaping where appropriate. 2) An administrative permit is issued by the Zoning Administrator, subject to the following conditions: a) Antennas mounted on buildings or structures shall not extend more than fifteen (15) feet above the structural height of the building or structure to which they are attached. b) Wall or facade mounted antennas may not extend more than five (5) feet above the cornice line and shall be constructed of a material or color which matches the exterior of the building. 9 3) In no case shall a personal wireless service antenna be located upon or affixed to a detached single family residential dwelling. b. New Towers: The erection of new personal wireless service antenna towers within Rural, Residential and Business Zoning Districts of the City is prohibited. 2. Industrial District Standards. a. Antennas Located Upon An Existing Structure or Existing Tower. Personal wireless service telephone antennas as a permitted secondary use may be located upon an existing structure or co- located on an existing tower shall require the processing of an administrative permit and shall comply with the following standards: 1) An administrative permit is issued by the Zoning Administrator. 2) Antennas mounted on buildings or structures shall not extend more than fifteen (15) feet above the structural height of the building or structure to which they are attached. 3) Wall or facade mounted antennas may not extend more than five (5) feet above the cornice line and must be constructed of a material or color which matches the exterior of the building. b. New Towers. New towers as a permitted secondary use shall require approval of an administrative permit and shall comply with the following standards: 1) The applicant shall demonstrate to the satisfaction of the City that location of the antennas as proposed is necessary to provide adequate portable personal wireless service telephone coverage and capacity to areas which cannot be adequately served by locating the antennas on an existing tower or support structure. 2) If no existing structure which meets the height requirements for the antennas is available for mounting purposes, the antennas may be mounted on a monopole tower provided that: a) Towers with a maximum capacity to support two (2) antennas shall not exceed one hundred forty (140) feet 10 in height. Towers with a minimum capacity to support three (3) antennas shall not exceed one hundred sixty (160) feet in height. b) The setback of the tower from the nearest property line is not less than the height of the antenna. Exceptions to such setback may be granted in such cases when a qualified structural engineer specifies in writing that any failure of the pole will occur within a lesser distance under all foreseeable circumstances. The setback shall not be reduced in cases where the subject site abuts a residential zoning district. The setback requirements shall not be reduced below the minimum accessory building setback requirements of the base zoning district or the failure area of the tower, whichever is greater. 3) Transmitting, receiving and switching equipment shall be housed within an existing structure whenever possible. If a new equipment building or cabinet is necessary for transmitting, receiving and switching equipment, it shall be situated in the side or rear yard of the principal use, meet all applicable accessory building setback requirements, and shall be screened from view by landscaping where appropriate. 4) At the discretion of the City, a security fence not greater than eight (8) feet in height with a maximum opacity of fifty (50) percent shall be provided around the support structure, as well as no climb security measures shall be provided on the tower or support structure. c. Temporary Mobile Towers. Personal wireless service antennas located upon a temporary mobile tower as a permitted secondary use may be used on an interim basis until a permanent site is constructed shall require the approval of an administrative permit and shall comply with the following standards: 1) Temporary mobile towers are exempt from co- location and permanent tower structure design standards provided for in the following sections: Section 3, Subd. 15.B.8; Section 3, Subd. 15.B.9; Section 3, Subd. 15.D; and Section 3, Subd. 15.E. 11 2) The termination date of the permit shall not exceed one hundred twenty (120) days. Temporary mobile towers located on a site longer than one hundred twenty (120) days shall require the processing of an interim use permit subject to the standards contained in Section 2, Subd. 3. of this Ordinance. 3) Guyed towers are prohibited. 4) Mobile units shall have a minimum tower design wind load of eighty (80) miles per hour, or be set back from all structures a distance equal to the height of the tower. 5) All towers shall be protected against unauthorized climbing. 6) The height of the tower shall not exceed one hundred (100) feet. 3. Public /Semi - Public District Standards. a. Antennas Located Upon An Existing Tower or Structure. Personal wireless service antennas as a permitted secondary use may be located upon public structures or existing towers shall require the processing of an administrative permit and shall comply with the following standards: 1) Transmitting, receiving and switching equipment shall be housed within an existing structure whenever possible. If a new equipment building or cabinet is necessary for transmitting, receiving and switching equipment, it shall be situated in the side or rear yard of the principal use, meet all applicable accessory building setback requirements, and shall be screened from view by landscaping where appropriate. 2) An administrative permit is issued by the Zoning Administrator, subject to the following conditions: a) Antennas mounted on buildings or structures shall not extend more than fifteen (15) feet above the structural height of the building or structure to which they are attached. 12 b) Wall or facade mounted antennas may not extend more than five (5) feet above the cornice line and shall be constructed of a material or color which matches the exterior of the building. b. New Towers. New towers as a permitted secondary use shall require approval of an administrative permit and shall comply with the following standards: 1) The applicant shall demonstrate to the satisfaction of the City that location of the antennas as proposed is necessary to provide adequate wireless coverage and capacity to areas which cannot be adequately served by locating the antennas on an existing tower or support structure. 2) If no existing structure which meets the height requirements for the antennas is available for mounting purposes, the antennas may be mounted on a monopole tower provided that: a) Towers with a maximum capacity to support two (2) antennas shall not exceed one hundred forty (140) feet in height. Towers with a minimum capacity to support three (3) antennas shall not exceed one hundred sixty (160) feet in height. b) The setback of the tower from the nearest property line is not less than the height of the antenna. Exceptions to such setback may be granted in such cases when a qualified structural engineer specifies in writing that any failure of the pole will occur within a lesser distance under all foreseeable circumstances. The setback shall not be reduced in cases where the subject site abuts a residential zoning district. The setback requirements shall not be reduced below the minimum accessory building setback requirements of the base zoning district or the failure area of the tower, whichever is greater. 3) Transmitting, receiving and switching equipment shall be housed within an existing structure whenever possible. If a new equipment building or cabinet is necessary for transmitting, receiving and switching equipment, it shall be situated in the side or rear yard of the principal use, meet all 13 accessory building requirements, and shall be screened from view by landscaping where appropriate. 4) At the discretion of the City, a security fence not greater than eight (8) feet in height with a maximum opacity of fifty (50) percent shall be provided around the support structure, as well as no climb security measures shall be provided on the tower or support structure. H. Commercial and Public Radio and Television Transmitting Antennas, and Public Utility Microwave Antennas. Commercial and public radio and television transmitting and public utility microwave antennas shall comply with the following standards: 1. Such antenna shall be considered an allowed conditional use within all rural, and industrial districts of the City and shall be subject to the regulations and requirements of Section 2, Subd. 2. of this Ordinance. 2. The antennas, transmitting towers, or array of towers shall be located on a continuous parcel having a dimension equal to the height of the antenna, transmitting tower, or array of towers measured between the base of the antenna or tower located nearest a property line and said property line, unless a qualified structural engineer specifies in writing that the collapse of any antenna or tower will occur within a lesser distance under all foreseeable circumstances. 3. Unless the antenna is mounted on an existing structure, at the discretion of the City, a fence not greater than eight (8) feet in height with a maximum opacity of fifty (50) percent shall be provided around the support structure and other equipment, as well as no climb security measures shall be provided on the tower or structure. Section 4. Section 3, Subd. 4.0 (Height Exceptions) of the Lino Lakes Zoning Ordinance is hereby amended to read as follows: 1. Non - Occupancy Structures. Except for personal wireless service antenna towers as regulated by Section 15 of this Ordinance, the height of non - occupancy structures such as utility poles, towers and other electrical appurtenances shall not exceed the following: a. Rural and Industrial Zoning Districts: Two hundred (200) feet, any structure greater than forty -five (45) feet in height requires a conditional use permit. 14 b. Residential, Commercial and Public /Semi - Public Districts: Forty -five (45) feet. Exceptions. The building height limits established herein for districts shall not apply to the following: a. Farm structures. b. Church spires. c. Belfries. d. Cupolas, e. Windmills. f. Solar energy devices. g. Chimneys and smokestacks. h. Flag poles. i. Non - commercial television and radio antennae, and satellite dishes. j. Parapet walls extending not more than four (4) feet above the limiting height of the building. k. Elevator penthouses. I. Cooling towers /water towers. m. Lighting structures for public outdoor recreational fields not exceeding eighty (80) feet in height. n. Lighting structures for public hockey rinks not exceeding sixty (60) feet in height. o. Antenna and antenna towers regulated by Section 3, Subd. 15 of this Ordinance. Section 5. Section 5, Subd. 1.E. of the Lino Lakes Zoning Ordinance (R District Permitted Uses) is hereby amended to read as follows: 10. Personal wireless service antennas as secondary uses as regulated by Section Subd. 15 of this Ordinance. Section 6. Section 5, Subd. 1.G. of the Lino Lakes Zoning Ordinance (R District Accessory Uses) is hereby amended to include the following provision: 9. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. 15 Section 7. Section 5, Subd. 1.H.6. of the Lino Lakes Zoning Ordinance (R District conditional uses) is hereby amended to read as follows: 6. Commercial and Public Radio and Television Transmitting Antennas, and Public Utility Microwave Antennas greater than forty -five (45) feet in height and less than two hundred (200) feet in height as regulated by Section 3, Subd. 15 of this Ordinance. Section 8. Section 5, Subd. 2.E. of the Lino Lakes Zoning Ordinance (R -X District Permitted Uses) is hereby amended to read as follows: 10. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 9. Section 5, Subd. 2.G. of the Lino Lakes Zoning Ordinance (R -X District Accessory Uses) is hereby amended to include the following provision: 9. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 10. Section 5, Subd. 2.H.6. of the Lino Lakes Zoning Ordinance (R -X District Conditional Uses) is hereby amended to read as follows: 6. Commercial and Public Radio and Television Transmitting Antennas, and Public Utility Microwave Antennas greater than forty -five (45) feet in height and less than two hundred (200) feet in height as regulated by Section 3, Subd. 15 of this Ordinance. Section 11. Section 6, Subd. 1.G. of the Lino Lakes Zoning Ordinance (R -1 District Permitted Uses) is hereby amended to read as follows: 6. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. 16 Section 12. Section 6, Subd.1.I. of the Lino Lakes Zoning Ordinance (R -1 District Accessory Uses) is hereby amended to include the following provision: 11. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 13. Section 6, Subd.2.G. of the Lino Lakes Zoning Ordinance (R -1X District Permitted Uses) is hereby amended to read as follows: 6. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 14. Section 6, Subd.2.I. of the Lino Lakes Zoning Ordinance (R-1X District Accessory Uses) is hereby amended to include the following provision: 11. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 15. Section 6, Subd.3.G. of the Lino Lakes Zoning Ordinance (R -2 District Permitted Uses) is hereby amended to read as follows: 7. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 16. Section 6, Subd.3.I. of the Lino Lakes Zoning Ordinance (R -2 District Accessory Uses) is hereby amended to include the following provision: 11. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio 17 transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 17. Section 6, Subd.4.H. of the Lino Lakes Zoning Ordinance (R -3 District Permitted Uses) is hereby amended to include the following provision: 8. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 18. Section 6, Subd.4.J. of the Lino Lakes Zoning Ordinance (R -3 District Accessory Uses) is hereby amended to include the following provision: 10. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short -wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 19. Section 6, Subd.5.H. of the Lino Lakes Zoning Ordinance (R-4 District Permitted Uses) is hereby amended to include the following provision: 8. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 20. Section 6, Subd.5.J. of the Lino Lakes Zoning Ordinance (R-4 District Accessory Uses) is hereby amended to include the following provision: 10. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short -wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 21. Section 6, Subd.6.D. of the Lino Lakes Zoning Ordinance (R -6 District Permitted Uses) is hereby amended to read as follows: 3. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. 18 Section 22. Section 6, Subd.6.F. of the Lino Lakes Zoning Ordinance (R-6 District Accessory Uses) is hereby amended to include the following provision: 6. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 23. Section 6, Subd.7.F. of the Lino Lakes Zoning Ordinance (R -7 District Permitted Uses) is hereby amended to include the following provision: 3. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 24. Section 6, Subd.7.H. of the Lino Lakes Zoning Ordinance (R -7 District Accessory Uses) is hereby amended to include the following provision: 11. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 25. Section 7, Subd.1.E. of the Lino Lakes Zoning Ordinance (NB District Permitted Uses) is hereby amended to include the following provision: 22. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 26. Section 7, Subd.1.G. of the Lino Lakes Zoning Ordinance (NB District Accessory Uses) is hereby amended to include the following provision: 4. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. 19 Section 27. Section 7, Subd.2.E. of the Lino Lakes Zoning Ordinance (LB District Permitted Uses) is hereby amended to include the following provision: 34. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 28. Section 7, Subd.2.G. of the Lino Lakes Zoning Ordinance (LB District Accessory Uses) is hereby amended to include the following provision: 4. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 29. Section 7, Subd.3.E. of the Lino Lakes Zoning Ordinance (GB District Permitted Uses) is hereby amended to include the following provision: 42. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 30. Section 7, Subd.3.G. of the Lino Lakes Zoning Ordinance (GB District Accessory Uses) is hereby amended to include the following provision: 5. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 31. Section 7, Subd.4.E. of the Lino Lakes Zoning Ordinance (CB District Permitted Uses) is hereby amended to include the following provision: 41. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. 20 Section 32. Section 7, Subd.4.G. of the Lino Lakes Zoning Ordinance (CB District Accessory Uses) is hereby amended to include the following provision: 4. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 33. Section 7, Subd.5.E. of the Lino Lakes Zoning Ordinance (SC District Permitted Uses) is hereby amended to include the following provision: 16. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 34. Section 7, Subd.5.G. of the Lino Lakes Zoning Ordinance (SC District Accessory Uses) is hereby amended to include the following provision: 4. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 35. Section 8, Subd.1.F. of the Lino Lakes Zoning Ordinance (LI District Permitted Uses) is hereby amended to read as follows: 12. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 36. Section 8, Subd.1.H. of the Lino Lakes Zoning Ordinance (LI District Accessory Uses) is hereby amended to include the following provision: 3. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. 21 Section 37. Section 8, Subd.1.1.2 of the Lino Lakes Zoning Ordinance (LI District Conditional Uses) is hereby amended to read as follows: 2. Commercial and Public Radio and Television Transmitting Antennas, and Public Utility Microwave Antennas greater than forty -five (45) feet in height and less than two hundred (200) feet in height as regulated by Section 3, Subd. 15 of this Ordinance. Section 38. Section 8, Subd.2.F. of the Lino Lakes Zoning Ordinance (GI District Permitted Uses) is hereby amended to read as follows: 12. Personal wireless service antennas and towers as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 39. Section 8, Subd.2.H. of the Lino Lakes Zoning Ordinance (GI District Accessory Uses) is hereby amended to include the following provision: 3. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 40. Section 8, Subd.2.I.10 of the Lino Lakes Zoning Ordinance (GI District Conditional Uses) is hereby amended to read as follows: 10. Commercial and Public Radio and Television Transmitting Antennas, and Public Utility Microwave Antennas greater than forty -five (45) feet in height and less than two hundred (200) feet in height as regulated by Section 3, Subd. 15 of this Ordinance. Section 41. Section 9, Subd.1.G. of the Lino Lakes Zoning Ordinance (PSP District Accessory Uses) is hereby amended to include the following provision: 4. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. 22 M Section 42. Section 9, Subd.1.H. of the Lino Lakes Zoning Ordinance (PSP District Permitted Uses) is hereby amended to include the following provision: 6. Personal wireless service antennas and towers as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 43. Section 9, Subd.2.E. of the Lino Lakes Zoning Ordinance (R -BR District Permitted Uses) is hereby amended to read as follows: 11. Personal wireless service antennas as secondary uses as regulated by Section 3, Subd. 15 of this Ordinance. Section 44. Section 9, Subd.2.G. of the Lino Lakes Zoning Ordinance (R -BR District Accessory Uses) is hereby amended to include the following provision: 9. Radio and television receiving antennas, satellite dishes, TVROs three (3) meters or less in diameter, short -wave radio dispatching antennas, or those necessary for the operation of electronic equipment including radio receivers, ham radio transmitters and television receivers as regulated by Section 3, Subd 15 of this Ordinance. Section 45. Section 9, Subd.2.H.5. of the Lino Lakes Zoning Ordinance (R -BR District Conditional Uses) is hereby amended to read as follows: 5. Commercial and Public Radio and Television Transmitting Antennas, and Public Utility Microwave Antennas greater than forty -five (45) feet in height and less than two hundred (200) feet in height as regulated by Section 3, Subd. 15 of this Ordinance. Section 46. This Ordinance shall become effective immediately upon its passage and publication. 23 • ADOPTED by the Lino Lakes City Council this day of 1998. ATTEST: By Marilyn Anderson, Clerk/Treasurer CITY OF LINO LAKES By: John Landers, Mayor 24 AGENDA ITEM 8A STAFF ORIGINATOR: David Ahrens, City Engineer /Public DATE: March 9, 13 TOPIC: Accept Proposal for the Pre Sewer Plan and Cornpher BACKGROttIND The City is currently in the process of updating its Comprehensive Plan, including land use and transportation components of the Plan. In addition, the City must update its sanitary sewer and water comprehensive plans. Staff has requested proposals from the City's three engineering consultants for the preparation of a Comprehensive Sanitary Sewer Plan and Comprehensive Water Plan. The proposals are summarized as follows: TKDA, Inc. $25,050 OSM, Inc: $55,000 SEH, Inc. $55,000 The 1998 sewer operating budget and 1998 water operating budget includes $25,000 ($50,000 total) to complete the Plans. TKDA, Inc., has completed similar work and has adequate experience in completing the necessary work on schedule. Director n of a Comprehensive Sanitary Ater Plan OPTIONS: 1. Return to staff for further review. 2. Authorize staff to authorize TKDA, Inc., to prepare the City's Comprehensive Sanitary Sewer Plan and Comprehensive Water Plan. 3. Authorize staff to authorize SEH, .Inc., or OSM, Inc., to prepare the City's Comprehensive Sanitary Sewer Plan and Comprehensive Water Plan. RECOMMENDATION: Considering the substantial fee differenc a between TKDA, Inc., and the other two consultants and the ability of TKDA, Inc., to provide the Plans as required, staff recommends that Council authorize staff to authorize TKDA, Inc., to prepare the City's Comprehensive Sanitary Sewer Plan and Comprehensive Water Plan. STAFF DATE: TOPIC: AGENDA I David Ahrens, City Engineer/P arch 9, 1998 . 98-30, Approve Joint Powers Agreement with Anoka County regarding Traffic Control Signal at Elm Street and Lake Drive BACKGROUND With the installation of Joint Pi define each agen+ the signal system. Per trot signal at Elm Street and Lake Drive a n the City and Anoka County is necessary to concerning operation and maintenance of red copy of the agreement, the City is responsible for electrical costs to operate the signal system, construction costs, and the maintenance, relamping and painting of the luminaires. The County shall maintain the traffic signal controller, traffic signal lamps, loop detectors, associated wiring of the traffic control system and traffic signal painting at the City's cost. The County will bill the City for any maintenance work performed by the County or contractor hired by the County. The City Attorney has reviewed the Agreement and has found it acceptable. The County policy concerning traffic signals states that any unwarranted signal system installed is the financial responsibility of the City as is the case with the Elm Street signal described above. If the signal system is a warranted and is a programmed improvement by the County, the County is responsible for certain maintenance and construction costs. The Highway 49 and 23 intersection is an example of a warranted and programmed installation. OPTIONS: 1. Return to stab for furer review. 2. Adopt Resolution No. 98-30 approving the Joint Powers Agreement with Anoka County regarding Traffic Control Signal at Elm Street and Lake Drive. 3. Not adopt Resolution No. 98 -30. r Anoka County Contract No. 970546 JOINT POWERS AGREEMENT FOR THE MAINTENANCE OF TRAFFIC CONTROL SIGNALS AT LAKE DRIVE AND ELM STREET IN THE CITY OF LINO LAKES THIS AGREEMENT is made and entered into this 25th day of February, 1997, by and between the County of Anoka, a political subdivision of the State of Minnesota, 2100 Third Avenue, Anoka Minnesota 55303, hereinafter referred to as the "County", and the City of Lino Lakes, 1189 Main Street, Lino Lakes, Minnesota 55014, hereinafter referred to as the "City". WITNESSETH WHEREAS, the parties to this Agreement desire to provide for the installation and maintenance of a traffic signal at Elm Street and County State Aid Highway No. 23 (Lake Drive) in the City of Lino Lakes; and, WHEREAS, the parties agree that it is in their best interest that the maintenance of said signal be undertaken by both the City and County; and, WHEREAS, Minn. Stat. § 471.59 authorizes political subdivisions of the state to enter into joint powers agreements for the joint exercise of powers common to each. NOW, THEREFORE, it is mutually stipulated and agreed as follows: I. PURPOSE: The parties have joined together for the purpose of providing for the installation and maintenance of a traffic control signal at Elm Street and County State Aid Highway No. 23 (Lake Drive). II. METHOD: A. The City shall install the traffic control signal system at Elm Street and County State Aid Highway No. 23 (Lake Drive). The County shall assist in the construction inspection of the traffic control system as deemed necessary by the County. B. The County Highway Department shall maintain the traffic signal controller, traffic signal lamps, loop detectors, associated wiring of the traffic control system and traffic signal painting at the sole cost of the City. C. The City will be responsible for the electrical power installation and ongoing power cost, construction costs and the maintenance, relamping and painting of the luminaires of the traffic control signal. D. All timing of the traffic control signal shall be determined by the County. E. Only the County shall have access to the controller cabinet. F. The traffic control signal shall be the property of the County. Paste 1 of 4 M. COSTS: A. The City shall be billed at the completion of construction for any construction inspection performed by the County. B. The City shall be billed quarterly for all costs incurred by the County for routine and emergency maintenance. Costs will include employee time, equipment time, materials and overhead. The City shall also reimburse the County for costs incurred if the County contracts out any of the work contemplated herein. The City shall reimburse the County within forty-five (45) days of receipt of an invoice describing the costs incurred by the County. C. The City shall be responsible for all costs associated with the installation of the traffic control signal system, the ongoing power costs and all maintenance costs as described herein. IV. TERM: This Agreement shall continue until (1) terminated as provided hereinafter. V. DISBURSEMENT OF FUNDS: All funds disbursed by the County or City pursuant to this Agreement shall be disbursed by each entity pursuant to the method provided by law. VI. CONTRACTS AND PURCHASES: All contracts let and purchases made pursuant to this Agreement shall be made by the City in conformance to state laws. VII. STRICT ACCOUNTABILITY: A strict accounting shall be made of all funds, and report of all receipts and disbursements shall be made upon request by either party. VIII. TERMINATION: This Agreement may be terminated by either party at any time, with or without cause, upon not less than thirty (30) days written notice delivered by U.S. mail or in person to the other party. If notice delivered by U.S. mail, it shall be d eemed to be received two (2) days after mailing. In the case where the City terminated said Agreement, the signal system shall be removed at the City's sole expense prior to termination. Such termination shall not be effective with respect to any solicitation of bids or any purchase of service or goods which occurred prior to such notice of termination. The City shall pay all costs incurred by the County prior to such notice of termination. IX. AFFIRMATIVE ACTION: In accordance with the County's Affirmative Action Policy and the County Commissioners' policies against discrimination, no person shall illegally be excluded from full -time employment rights in, be denied the benefits of, or be otherwise subjected to discrimination in the program which is the subject of this Agreement on the basis of race, creed, color, sex, sexual orientation, marital status, public assistance status, age, disability or national origin. 2 X. NOTICE: For the purpose of delivery of any notices hereunder, the notice shall be effective if delivered to the County Administrator of Anoka County, 2100 Third Avenue, Anoka, Minnesota 55303, on behalf of the County, and the City Manager of the City of Lino Lakes, 1189 Main Street, Lino Lakes, Minnesota 55014, on behalf of the City. XI. INDEMNIFICATION: The City and the County mutually agree to indemnify and hold harmless each other from any claims, losses, costs, expenses or damages resulting from the acts or omissions of the respective officers, agents, or employees relating to activity conducted by either party under this Agreement. XII. ENTIRE AGREEMENT/REQUIREMENTS OF A WRITING: It is understood and agreed that the entire agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and all negotiations between the parties relating to the subject matter thereof, as well as any previous agreement presently in effect between the parties relating to the subject matter thereof. Any alterations, variations or modifications of the provisions of this Agreement shall be valid only when they have been reduced to writing and duly signed by the parties herein. Page 3 of 4 IN WITNESS WHEREOF, the parties of this Agreement have hereunto set their hands on the dates written below. COUNTY OF ANOKA CITY OF LINO LAKES By: By: Dan Erhart, Chairman County Board of Commissioners Its: Dated: Dated: ATTEST By: By: John "Jay" McLinden County Administrator Its: Dated: Dated: RECOMMENDED FOR APPROVAL By: By: Jon G. Olson, PE County Engineer Its: Dated: Dated: __APPROVED AS TO. FORM By: By: Dan Klint Assistant County Attorney Its: Dated: Dated: tmk \jpa970546.lino Page 4 of 4 Council Member introduced the following resolution and moved its adoption: CITY OF LINO LAKES RESOLUTION NO. 98 -30 RESOLUTION APPROVING JOINT POWERS AGREEMENT WITH ANOKA COUNTY REGARDING TRAFFIC CONTROL SIGNAL AT ELM STREET AND LAKE DRIVE WHEREAS, Elm Street is under the jurisdiction of the City and Lake Drive (CSAH 23) is under the jurisdiction of Anoka County, and WHEREAS, the City has completed a traffic control signal improvement at the intersection of Elm Street and CSAH 23, and WHEREAS, Minnesota Statutes 471.59 authorizes political subdivisions of the state to enter into joint powers agreements for the joint exercise of powers common to each; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LINO LAKES, MINNESOTA: 1. The City Council of Lino Lakes approves and hereby directs Mayor and City Clerk to sign the Joint Powers Agreement with Anoka County regarding the traffic control signal at Elm Street and Lake Drive. Adopted by the Lino Lakes City Council this 9th day of March, 1998. Kimberly A. Sullivan, Mayor Marilyn G. Anderson, Clerk- Treasurer The motion for adoption of the foregoing resolution was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: Whereupon said resolution was duly passed and adopted. CERTIFICATION I hereby certify that the above is a correct copy of a resolution duly passed, adopted and approved by the City Council on March 9, 1998. Marilyn G. Anderson, Clerk- Treasurer AGENDA 1' 8C STAFF ORIGINATOR: Dave Ahrens, Gitjt Engineer /Public Works Director DATE: March 9, 1998 TOPIC: Resolution No. 98-31, Restrict Parking on portions of Ware Road. BACKGRtittlND Per Minnesota State Aid Rules, the cry must pass a resolution that restricts parking along reconstructed state aid roads that do not have parking lanes provided' in the design. Ware Road has portions of the roadway that does not have dedicated parking lanes. Therefore, council must adopt the attached resolution to accommodate state aid rules. The only area that does have parking lanes provided in the design is the East side of Ware Road, North of lot 11, block 4, Shenandoah. (Refer to attached map.) Q 1. Return to staff for additional review. 2. Adopt Resolution 98-31, restricting parking on the West side of Ware Road between Ash Street and Birch Street, and the East side of Ware Road between Ash Street and the south property line of lot 11, block 4, Shenandoah. Do not adopt Resolution No. 98 -31. Staff recommends that Resolution No. 98 -31 be adopted by Council due to the planned design of Ware Road and State Aid rules regarding parking lanes. dons o� Wtf& Cc( • Posiel 'AA Ade4y Council Member introdced the following resolution and moved its adoption: CITY OF LINO LAKES RESOLUTION NO 98 -31 RESOLUTION RESTRICTIONS PARKING ON THE WEST SIDE OF WARE ROAD BETWEEN ASH STREET AND BIRCH STREET, AND THE EAST SIDE OF WARE ROAD BETWEEN ASH STREET AND THE SOUTH LINE OF LOT 11, BLOCK 4, SHENANDOAH. WHEREAS, the city of Lino Lakes has planned the improvement of MSAS 105 (Ware Road) from Ash Street to Birch Street. WHEREAS, the City of Lino Lakes will be expending Municipal State Aid Funds on the improvement of said street. WHEREAS, the improvement does not provide adequate width for parking on the West side of Ware Road, between Ash Street and Birch Street , and the East side of Ware Road between Ash Street and the south property line of lot 11, block 4, Shenandoah. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LINO LAKES, MINNESOTA: 1. That the City of Lino Lakes shall ban the parking of motor vehicles on the West side of Ware Road (MSAS 105) between Ash Street and Birch Street and East side of Ware Road (MSAS 105) between Ash Street and the south property line of lot 11, block 4, Shenandoah at all times. Adopted by the Lino Lakes City Council on this 9th day of March, 1998. Kimberly A Sullivan, Mayor Marilyn G Anderson, Clerk- Treasurer The motion for adoption of the foregoing resolution was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof : The following voted against same: Whereupon said resolution was duly passed and adopted. CERTIFICATION I hereby certify that the above is a correct copy of a resolution duly passed, adopted and approved by the City Council on March 9, 1998. Marilyn G Anderson, Clerk Treasurer STAFF ORIGINATOR: David Ahrens, Public Works Director/City Engineer DATE: March 9, 1996 TOPIC :, Resolution No. 98-33, Appro ve Change Orders 1 and 3 and Payment No. 5 (final), Birch Street Trunk Waterrnain Project BACKGROUND: The Contractor for the Birch Street Trunk Watermain Project is requesting City approval of payment no. 5 (final) in the amount of $7,954.08 including change orders 1 and 3. Change Order No. 2 was originally planned to have the contractor perform trail paving for the City but the change order was never executed. All necessary lien waivers and Withholding Affidavits have been submitted to staff thereby meeting the requirements of the Construction Contract. This project included the construction, of trunk watermain from Sherman Lake Road to Clearwater Creek Drive (refer to attached map) connecting the east and west sides of the City's water system. The final contract amount is summarized as follows: Original Bid Amount $ 566, 324.57 Change Order No. 1 $ 15,173.40 Change Order No. 3 $ (5,393.20) Final Contract Amount $ 576,101.77 Change Order No. 1 includes installation of water services to various properties along the project length. The City surveyed the property owners and per the property owners' requests installed the water services. A total of 10 property owners took advantage of this service by the City. No fees were charged to the property owners at the time of completing this work and, upon connection to the water system, the property owners will pay connection charges. Change Order No. 2 is a deduct from the contract reflecting actual quantities installed by the Contractor compared to the estimated amounts by the Engineer. OPTIONS: 1. Return to staff for further review. 2. Approve Resolution 98-33 approving change orders 1 a 5 (final) for the Birch Street Trunk Watermain Project. RECOMMENDATION: Staff recommer t Resolution be adopted. and payment no. LAKE C4�`II 1 .�k`iii', + Fr`.r v ri � 1 e i Qo e � ' ., 7!!% � eG ae7� VII 1),- ) trb u 7 1.2:174.t..111!;711113 0.5341?'!: :IDE:3n' Lit 17 pi . mir: /*RE mrlairla tli,E ate a IPVira ltiIlI °e .. IN BIRCH STREET TRUNK WATERMAIN IMPROVEMENTS LINO LAKES, MINNESOTA COMM. NO. 11061 LOCATION MAP Eloago_3ocoaaa�cvam lava ©6 pr PTO aM►i+ LAKC"' ILO CHANGE ORDER TOLTZ, KING, DUVALL, ANDERSON AND ASSOCIATES, INCORPORATED Engineers- Architects - Planners Saint Paul, MN July 30 Revised 19 96 Comm. No. 11061 Change Order No. 1 To Richard Knutson, Inc. for Birch Street Trunk Watermain Improvements for City of Lino Lakes, Minnesota You are hereby directed to make the following change to your contract dated June 5 , 19 96 . The change and the work affected thereby is subject to all contract stipulations and covenants. This Change Order will increase the contract sum by Fifteen Thousand One Hundred Seventy -three and and 40/100 ($ 15,173.40 The original contract was for trunk watermain improvements only and did not include installation of water services to any properties abutting the project area. The City contacted all the property owners which abut the project describing the improvements to be installed and informed them that a service could be installed to their property if they so desired with no connection fees due until such time as they connected to the water service. In response, ten property owners have requested water service stubs, the addresses of these stub location requests are as follows: Birch Street: 1585, 1599, 1613, 1909, 1926, 1929, 1969, 1997; 20`h Avenue: 6620 and 6738. The quantities for these service installations and the unit prices are the following: Unit Description Quantity Price Amount 1" Type "K" Copper Tap Service 40 LF $10.20 $408.00 1" Type "K" Copper Tap Service via directional boring 582 LF $19.70 $11,465.40 1" Corporation Stop - Complete 10 EA $50.00 $500.00 1" Curb Stop with Curb Box 10 EA $100.00 $1,000.00 Traffic Control 30 HR $60.00 $1,800.00 NET CHANGE $15,173.40 Any additional turf restoration will be included in the contract quantities and paid for at the bid unit prices. Amount of Original Contract Additions approved to date (Nos. Deductions approved to date (Nos. Contract Amount to date Amount of this Change Order (Add) Revised Contract Amount Approved CITY OF LINO LAKES, MN Owner By Date TOLTZ, KING, DUVALL, ANDERSON AND ASSOC ' y/ ED By Joh $566,324.57 0.00 0.00 $566,324.57 $15,173.40 $581,497.97 M. Powell, P.E. Approved RICHARD KNUTSON, INC. Whit - Owner* Contractor Pink - Contractor By Blue - TKDA Date CHANGE ORDER TOLTZ, KING, DUVALL, ANDERSON AND ASSOCIATES, INCORPORATED Engineers- Architects - Planners Saint Paul, MN February 3 19 98 Comm. No. 11061 Change Order No. 3 To Richard Knutson, Inc. for Birch Street Trunk Watermain Improvements for City of Lino Lakes, Minnesota You are hereby directed to make the following change to your contract dated June 5 , 1996 . The change and the work affected thereby is subject to all contract stipulations and covenants. This Change Order will decrease the contract sum by Five Thousand Three Hundred Ninety -six and 20/100 ($ 5,396.20 COMPENSATING CHANGE ORDER This change amounts (see NET CHANGE order shows the actual quantities installed at the unit price bid attached itemization) Amount of Original Contract Additions approved to date (Nos. 1 Deductions approved to date (Nos. Contract Amount to date Amount of this Change Order (Add) Revised Contract Amount Approved CITY OF LINO LAKES, MN By Owner Date Approved RICHARD KNUTSON, INC. Contractor By Date Deduct TOLTZ, KING, DUVALL, ANDERSON AND ASSOC S By PO •� D $5,396.20 $566,324.57 15,173.40 0.00 $581,497.97 - $5,396.20 $576,101.77 Johr/C M Powell, P.E. White - Owner* Pink - Contractor Blue - TKDA Council Member introduced the following resolution and moved its adoption: CITY OF LINO LAKES RESOLUTION NO. 98 -33 RESOLUTION APPROVING PAYMENT 5 (final) and CHANGE ORDER NO. 1 and NO. 3 FOR BIRCH STREET TRUNK WATERMAIN PROJECT WHEREAS, the construction of the Birch Street Trunk Watermain Project has been completed by Richard Knutson, Inc., and; WHEREAS, the one -year warranty period for this project will begin with the final payment. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LINO LAKES, MINNESOTA: 1. Change Order No. 1 in the amount of $15,173.40 is approved. 2. Change Order No. 3 in the amount of ($5,396.20) is approved. 3. Payment number 7 (final) in the amount of $7,954.08 is approved for a total contract amount of $576,101.77. Adopted by the City Council this 9th day of March, 1998. Kimberly A. Sullivan, Mayor Marilyn G. Anderson Clerk- Treasurer The motion for adoption of the foregoing resolution was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: Whereupon said resolution was declared passed and adopted. CERTIFICATION I hereby certify that the above is a correct copy of a resolution duly passed, adopted and approved by the City Council on March 9, 1998. Marilyn G. Anderson, Clerk- Treasurer AGENDA ITEM STAFF ORtGINAT Ahrens, Public Works Director/ DATE: March 9, 1998 TOP Resolution I+lo. 98 34, App Payment No. 7 (foal }, Clearw Engineer rove Change Orders 3 and 4 and ter Creek Trunk Utility Project ElAcKGROUNO: The Contractor for the Clearwater Creek Trunk Utility Extension Project is requesting City approval of payment no. 7 (final) in the amount of $23,328.52 including change orders 3 and 4. All necessary lien waivers and Withholding Affidavits have been subrnitted' to staff thereby meeting the requirements of the Construction Contract. This project included the construction of trunk sanitary sewer and watermain from Cedar Street to Main Street (CSAH 14) providing utility service to the Clearwater Creek Economic Development Area. The attached map illustrates the project area. The final contract amount is summarized as follows: Contract Amount to Date Change Order No. 3 Change Order No. 4 Final Contract Amount $ 773,509.59 $ 64,129.95 $ 13.328.52 $ 850,968.06 Change Order No. 3 reflects the actual quantities installed by the Contractor compared to the estimated amounts by the Engineer. Change Order No. 4 Includes work to restore the fence at the Acton Construction site and repair the driveway, sign and restore drainage at the Otter Lake Veterinary Comic. Change Order No.'s 1 and 2 were previously approved by staff and include work to restore road access to Adlmages and Northern Wholesale and complete various items not included in the original contract. OPTIONS: 1. Return to staff for further, review. 2. Approve Resolution 98 -34 approving Change Orders No.'s 3 and 4 and payment no. 7 (final) for the Clearwater Creek Trunk Utility Project. ids that Resolution 98 -34 be adopted. A cr CHANGE ORDER TOLTZ, KING, DUVALL, ANDERSON AND ASSOCIATES, INCORPORATED Engineers- Architects - Planners Saint Paul, MN February 22, 19 98 Comm. No. 11049 Change Order No. 3 To Richard Knutson, Inc. for Clearwater Creek Trunk Utility Improvements for City of Lino Lakes, Minnesota You are hereby directed to make the following change to your contract dated August 20 , 19 96 . The change and the work affected thereby is subject to all contract stipulations and covenants. This Change Order will (increase) the contract sum by Sixty -four Thousand One Hundred Twenty -nine and 95/100 - -- - ($ 64,129.95 ). COMPENSATING CHANGE ORDER This change order shows the actual quantities installed at the unit price bid amounts (see attached itemization) TOTAL NET CHANGE = ADD $64,129.95 Amount of Original Contract $ 679,747.78 Additions approved to date (Nos. Change Order No. 1,2 ) $ 93,761.81 Deductions approved to date (Nos. ) $ 0.00 Contract amount to date $ 773,509.59 Amount of this Change Order (Add) $ 64,129.95 Revised Contract Amount $ 837,639.54 Approved CITY OF LINO LAKES, MN ALL, ANDERSON Owner ORATED Approved RICHARD KNUTSON, INC. By Johra/M. P. ell, P.E. White - Owner Pink - Contractor Blue - TKDA 0 0 0 1f1 O N r- d' M 0 CO If) V 0 CO N ON in 0 if) 0 M OD 0 0 0 0 0 0 if) 0 ri 10 in V N CO M 0 0 CO 1f) .-4 CO VD N 0 O) 10 in O N O 000 in O N H CO M U) U) U1M (NI N r- co N 1D tD O in O) 01 Nh VI O V ) . CO VT O CO N N in U) ON ri H 1 - - O1 c MN r1 V ) . in 10 00 MV- E in d' U)M O)MMM 01f)0 V t . M V'O)(N V1( 100 w - Z0 b 0 in M1D -'V' ri ri CO N M V). H VN V). V). V. V). 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' U00 OODNNNNNNNNNNNNNNMU W ID IDFE OIDW HHMID co rl ID rlH ri£ Kt 001:41X034 H E OHNM V'U110 [� 00 O)O. --INM V'U)lD Ori NM V' Ul .--I NM V' Ul ID1-OD0) ri H ri rl H rlriririr- NNNNNNN HNM V'U)ID I � 0001. -1 ri ri ri ri ri r-iNM V'U11D UU• OU Hz. In 10 N O H--I lf1 CO O N m ,--1 0 l0 r N <? t` CO N N N 1!10000 10000 N M .-1 O t? Lt W CP O \0 V' 0 0'.O N O CO CO N0 CO N 1 rl 0 '.000 O U0 O O 0 01 0 ,--I N zzuEn EE4a 000 0 0 N 0 r+l .-1 0 .-1 CO 0 r-1 H N M ■-1 r1 W N Pita ra N W H Z Z Hu 1n 0 rzwza �cnHO o ai CO P4 0 auv10 W 0 H H W H H H Ca D4 Ga !�. H H O W PI CO C4 0 H CO O1 r1 1-1 $64,129.95 CHANGE ORDER TOLTZ, KING, DUVALL, ANDERSON AND ASSOCIATES, INCORPORATED Engineers- Architects - Planners Saint Paul, MN February 24, 19 98 Comm. No. 11049 Change Order No. 4 To Richard Knutson Inc. for Clearwater Creek Trunk Utility Improvements for City of Lino Lakes, Minnesota You are hereby directed to make the following change to your contract dated August 20 , 19 96 . The change and the work affected thereby is subject to all contract stipulations and covenants. This Change Order will 1 (increase) (decrease) (not change) the contract sum by Thirteen Thousand Three Hundred Twenty Eight and 52/100 ($ 13,328.52 ). Change Order Itemization and Summary of Costs is attached. TOTAL NET CHANGE = ADD Amount of Original Contract $ Additions approved to date (Nos. Change Order No. 1,2,3) $ Deductions approved to date (Nos. ) $ Contract amount to date $ 1 Amount of this Change Order (Add) (Deduct) (No Change) $ Revised Contract Amount $ $13,328.52 679,747.78 157,891.76 0.00 837,639.54 13,328.52 850,968.06 !bved CITY OF LINO LAKES, MN Owner TANDTA$��/�9, /I��iN RPORATED By By Joh PoYaell, P.E. IIIIIIIIIII ved RICHARD KNUTSON INC. White - Owner Pink - Contractor Blue - TKDA Change Order No. 4 Clearwater Creek Trunk Utility Improvements City of Lino Lakes, Minnesota Change Order Description: A. Fence Replacement at Case Co., Arnt, Elev. Tank $7704.95 B. Extend CMP Culvert at Otter Lake Animal Hospital 890.00 C. Bituminous Patching at Otter Lake Animal Hospital 1255.57 D. Ditch Grading at Otter Lake Animal Hospital 447.50 E. Repair Sign at Otter Lake Animal Hospital 2640.00 F. Regrade Stockpile Area for Fence Replacement 390.50 Total $13,328.52 Council Member introduced the following resolution and moved its adoption: CITY OF LINO LAKES RESOLUTION NO. 98 -34 RESOLUTION APPROVING PAYMENT 7 (final) and CHANGE ORDER NO. 3 and NO. 4 FOR CLEARWATER CREEK TRUNK UTILITY PROJECT WHEREAS, the construction of the Clearwater Creek Trunk Utility Project has been completed by Richard Knutson, Inc., and; WHEREAS, the one -year warranty period for this project will begin with the final payment. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LINO LAKES, MINNESOTA: 1. Change Order No. 3 in the amount of $64,129.95 is approved. 2. Change Order No. 4 in the amount of $13,328.52 is approved. 3. Payment number 7 (final) in the amount of $23,328.52 is approved for a total contract amount of $850,968.06. Adopted by the City Council this 9th day of March, 1998. Kimberly A. Sullivan, Mayor Marilyn G. Anderson Clerk- Treasurer The motion for adoption of the foregoing resolution was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: Whereupon said resolution was declared passed and adopted. CERTIFICATION I hereby certify that the above is a correct copy of a resolution duly passed, adopted and approved by the City Council on March 9, 1998. Marilyn G. Anderson, Clerk- Treasurer STAFF ORIGINATOR: David Ahren DATE: March 9, 1998 TOPIC: Resolution No. 98-35, Approve Relocation Agreement with Northern States Power Company, Otter Lake Road Realignment Project City Engineer /Public 'Yorks Director BACKGROUND: The planned re- alignment of Otter Lake Road impacts a guy wire supporting a Northern States Power (NSP) pole. Since this guy wire is located on private property and not within County right of way, the City is responsible for the guy wire relocation costs. The relocation costs are estimated to be $21,000 and per the Agreement, NSP is requesting payment of 80% of the $21,000 or $16,800. The original re- alignment would have required the relocation of the entire pole costing the City in excess of $140,000. The alignment of the road was revised with the County's approval to impact the guy wire only. To avoid any impact to the guy wire would require additional right of way taking from the adjoining property owner. The alignment would then create a narrow strip of undevelopable land)between the power line easement and the road right of way. Considering the options, staff feels that the relocation of the guy wire is the best option. The cost of this work is the responsibility of the City and the City is assessing the project costs to benefiting property owners. The City Attorney has reviewed the Agreement and has found it acceptable. OPTIONS: 1. Return to staff for further review. 2. Adopt Resolution No. 98 -35 approving the Relocation Agreement with Northern States Power Company for the Otter Lake Road Realignment Project. 3. Not adopt Resolution No. 98 -35. cil adopt Resolution No. 98-35. _1 3 O8dt+ RELOCATION AGREEMENT THIS AGREEMENT, made this day of , 1997, between NORTHERN STATES POWER COMPANY, a Minnesota corporation (hereinafter referred to as NSP) and the City of Lino Lakes (hereinafter referred to as );City WITNESSETH THAT: WHEREAS, the City has requested that NSP relocate a transmission line to accommodate the construction of Otter Lake Road (CR84) in Anoka County, Minnesota (Sections 24, Township 031 North, Range 22 West); and WHEREAS NSP's existing facilities are located on private property, NSP has requested reimbursement of the actual cost it incurs in adjusting said facilities and the City agrees to so reimburse NSP; and WHEREAS, NSP has estimated the cost of this construction to be $21,000. Attached hereto, marked Exhibit "B ", and made a part hereof, is a detailed and itemized estimate of the cost of the work to be performed by NSP in relocating said facilities; Also attached hereto, marked Exhibit "A" and made a part hereof, are detailed plans indicating the facilities involved, their present and proposed location. NOW THEREFORE, in consideration of the mutual covenants and agreements set forth, it is hereby agreed as follows: 1. NSP will relocate said electric transmission line in accordance with Exhibit "A" to accommodate the CR84 construction. Any changes in the relocation from that shown on Exhibit "A" will be coordinated with the City. 2. The City will pay the actual costs of such construction. Such actual costs shall include the wages (including all fringe benefits) of all employees of NSP devoting time toward design, engineering, construction, administration, or any other activity associated with said project; costs of any necessary right of way; overhead costs associated with surveying, construction and other operations in the field (including but not limited to charges for mileage, equipment rental or cost, etc.); and material cost for all items associated with said construction. The City agrees that said costs include overhead charges based on material and labor costs associated with said project. At the conclusion of this project, NSP will prepare an invoice for all costs using its standard accounting practices and the City agrees to pay same. reloagre.d0C Page 1 of 3. Upon execution of the Relocation Agreement, The City will pay NSP 80% of the estimated cost of relocating NSP's facilities; the estimated cost is $21,000., (80% = $16,800.); 4. Upon completion of the relocation project, NSP will furnish The City two itemized statements of the actual cost of relocating said facilities. The City will pay NSP any excess of the actual costs over the 80% deposit received by NSP. Should the initial 80% exceed the cost, any overpayment will be refunded to The City. 5. NSP will relocate its transmission line in coordination with CR84 construction, subject to allowances of extra time for strikessor unforeseen delays in delivery of necessary materials, or other unforeseen contingencies, or because of NSP's need to transfer electrical energy without interruption. 6. The City will indemnify and hold NSP harmless from and against all claims, damages, liabilities, costs and expenses (including attorney's fees) arising in connection with the relocation except such claims, liabilities, costs and expenses (including attorney's fees) caused by the negligence of Northern States Power Company. After execution of the Relocation Agreement and the receipt of $16,800., NSP will proceed with the actual field construction as soon as possible and in a timely manner. IN WITNESS WHEREOF, the parties hereto have caused these presents to be duly executed as of this day of , 1997. WITNESS: By Its WITNESS: NORTHERN STATES POWER COMPANY . ByG F J Plo de, General Manager E #97EK01, Line 0736 Delivery System Construction reloayre.do.: Page 2 of 2 NORTHERN STATES POWER COMPANY MINNEAPOLIS, MN 7/22 /97 PROJECT DESIGN GUIDE Line # - 0736 Arden Hills to Wyoming - Realignment of Otterlake Road for City of Lino Lakes near 35E crossing. PROJECT E97EK01 ,, PROJECT SCOPE The City of Lino Lakes is changing the alignment of Otterlake Road for safety reasons on their project COMM #11049. The road realignment project will reimburse NSP to move and replace the Westerly guys and anchors located on dead-end structure #452. These guys and anchors are required to compensate for cold curve conductor tensions on spans to East of structure #452" II. SPECIFIC DESIGN FEATURES A) Remove and replace one wishbone structure #451 with a Tight H -Frame tangent dead end structure. Add guying and anchoring enough to replace removed guys and anchors noted in (B) B) Remove the existing conductor and shield wire guys and anchors on the West side of structure # 452 . C) Coordinate tension between new structure #451 and existing structure #452 so that the cold curve tensions remain greater in longer span over 35E III. RELATED PROJECTS None Prepared By: Mike Hawkinson Approved By: /,�� NORTHERN STATES POWER CO ENGINEERING AND CONSTRUCTION MINNEAPOLIS DISTRIBUTION DATE TRANSMITTED 1 ROSKOS GF 1 MAKI HJ ORIGINAL 9 PLOURDE FJ 1 STRONG JW JR 1 REDER WK 1 VOLKMANN TL 1 MACFARLANE CS 1 REQUESTOR 1 NODES GA 97EK01 THE ThIS ESTIMATE $ 20 000 NSP (MINNESOTA) METRO EAST REGION ARDEN HILLS TO WYOMING, 0736 CITY OF LINO LAKES OTTERLAKE ROAD REALINGNMENT ASSIGNED TO TRANSMISSION COMPLETE 08 -01 -97 REQUESTED 01 -15 -97 BY TINA- .OLSON . DESCRIPTION SEE DESIGN GUIDE THE LABOR FOR THIS ESTIMATE HAS BEEN BASED ON AVERAGE WEATHER CONDITIONS AND ON AN AVERAGE ANTICIPATED AMOUNT OF OVERTIME FOR CRITICAL OUTAGES AND CUTOVERS. ALL COSTS ARE BASED ON CURRENT PRICES, WITH THE FOLLOWING FACTORS APPLIED AS APPROPRIATE: LABOR ESCALATION MATERIAL ESCALATION LABOR ADJUSTMENT 2.0% ADMINISTRATION & GENERAL 1.5% 4.0% AFUDC IS NOT INCLUDED IN THIS ESTIMATE 0.0% ESTIMATE SUMMARY WOOD POLES AND FIXTURES $ 5 181 OVERHEAD CONDUCTOR AND DEVICES $ 1 147 LABOR 5 677 LABOR INDIRECTS 3 066 TOTAL SPECIFIC COSTS $ 15 071 E &S 3 000 A&G 226 TOTAL SPECIFIC, E &S AND A&G $ 18 297 TOTAL OVERHEADS GROSS CONSTRUCTION LESS: OLD CONSTRUCTION REMOVED NET NEW CONSTRUCTION 3 226 18 297 2 300 $ 15 997 97EK01 - PAGE 2 CONTINUATION OF ESTIMATE SUMMARY REMOVAL LABOR LABOR INDIRECTS REMOVAL COSTS E &S A&G OVERHEADS REMOVAL TOTALS SALVAGE NET DEPRECIATION 505 18 TOTAL NET EXPENDITURE MAINTENANCE EST $ 816 $ 780 $ 421 $ 1 201 523 $ 1 '723 0 $ 4 023 20 021 20 000 DETAILED INSTALLATION ESTIMATE WOOD POLES AND FIXTURES CODE QUANTITY DESCRIPTION * * * * * * * * ** * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** 07 -22 -97 DATE ENTERED CONTIN7 1LT CONTINGENCIES TC0509(D) lEA WOOD POLE STRUC LT H 2PDE 69KV 070333 2EA WOOD POLE WRC 60 PENTA CLS 3 PURCH. AND WHSE. CHARGES SALES TAX TOTAL WOOD POLES AND FIXTURES OVERHEAD CONDUCTOR AND DEVICES CODE QUANTITY DESCRIPTION * * * * * * * * ** * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** TC0509M lEA MISC STR MATL FOR TC0509 0203 2EA 5/16" SW FTG CODE 034781 30EA INSUL ITEM 8 -032 5102 2EA 4/0 ACSR 6/1 FTG CODE PURCH. AND WHSE. CHARGES SALES TAX TOTAL OVERHEAD CONDUCTOR AND DEVICES MAT'L HOURS LABOR * * * * * * ** * * * * ** * * * * * ** 104 3093 1231 465 288 5181 10 100 50 339 3389 1695 $ 5423 MAT'L HOURS LABOR * * * * * * ** * * * * ** * * * * * ** 139 184 338 320 103 64 1147 0 0 8 0 C C 254 0 $ 254 97EK01 - PAGE 3 CONTINUATION OF MISCELLANEOUS EQUIPMENT TOTAL INSTALLATION LABOR -HOURS INSTALLATION LABOR INDIRECTS EQUIPMENT RENTAL LIVING AND TRAVEL MISC MATL, TOOLS, TRANSP, AND EQUIP TOTAL INSTALLATION LABOR INDIRECTS QUANTITY * * * * * * * ** 1EA 4EA $ 0 511 2 555 $' 3 066 DETAILED REMOVAL ESTIMATE DESCRIPTION * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** REMOVE ONE WHISHBONE TAN.STRUC REMOVE 4 DOWN GUYS AND ANCHORS TOTAL SALVAGE AND REMOVAL LABOR COST OF OLD CONSTRUCTION REMOVED REMOVAL TOTALS SALVAGE NET DEPRECIATION TOTAL ESTIMATE LABOR -HOURS REMOVAL LABOR INDIRECTS EQUIPMENT RENTAL LIVING AND TRAVEL MISC MATL, TOOLS, TRANSP, AND EQUIP TOTAL REMOVAL LABOR INDIRECTS SALVAGE * * * * * ** 0 0 $ $ 0 168 INST. REMOVAL COST HOURS LABOR * * * * * ** * * * ** * * * * * ** 1500 15 508 800 8 271 $ 2300 1723 0 $ 4023 DETAILED MAINTENANCE ESTIMATE 0 70 351 421 TERMINATE EXISTING CONDUCTOR AND SHIELD WIRE ON NEW DEADEND TOTAL DETAILED OPERATING ESTIMATE NONE 191 $ 780 816 816 97EK01 - PAGE 4 REVIEWED AND APPROVED APPROVED DATE SPONSOR JOB - TRANSMISSION ENGINEERING CONSTRUCTION SUPERVISOR S.F. LACASSE M.L. HAWKINSON ?-2; -9 Council Member introduced the following resolution and moved its adoption: CITY OF LINO LAKES RESOLUTION NO. 98 -35 RESOLUTION APPROVING RELOCATION AGREEMENT WITH NORTHERN STATES POWER COMPANY FOR THE OTTER LAKE ROAD REALIGNMENT PROJECT WHEREAS, the Otter Lake Road Re- alignment Project will require relocating a guy wire owned by Northern States Power, AND WHEREAS, Northern States Power facilities are located on private property; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LINO LAKES, MINNESOTA: 1. The City Council of Lino Lakes approves and hereby directs the City Clerk to sign the Relocation Agreement with Northern States Power. Adopted by the Lino Lakes City Council this 9th day of March, 1998. Kimberly A. Sullivan, Mayor Marilyn G. Anderson, Clerk- Treasurer The motion for adoption of the foregoing resolution was duly seconded by Council Member and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: Whereupon said resolution was duly passed and adopted. CERTIFICATION I hereby certify that the above is a correct copy of a resolution duly passed, adopted and approved by the City Council on March 9, 1998. Marilyn G. Anderson, Clerk- Treasurer • AGENDA ITEM NO. 11A LINO LAKES CITY COUNCIL WORK SESSION MINUTES DATE TIME STARTED TIME ENDED MEMBERS PRESENT MEMBERS ABSENT: February 18, 1998 5 :00 P.M.' 9:20 P.M. Sullivan, Neal, Bergeson, Dahl Lyden Staff members present: Assistant to the City Administrator, Dan Tesch, City Engineer/Public Works Director, Dave Ahrens, Community Development Director, Brian Wessel, Interim City Administrator, Dave Pecchia, Finance Director, Mary Vaske, Deputy Clerk, Jean Viger 1. Review of Council Chambers within the New City Hall, Brian Wessel (Brian presented a sketch drawing of the Civic Campus. He explained the layout of the public portion (council chambers, lounge, restrooms, edit room etc.) of the New City Hall and asked Council for input or comments. Mayor Sullivan asked if there was seating for 200 anywhere. Leonard Parker said "no" but the council chambers seats approximately 100 and with TV cameras in the lounge area any overflow would be able to see and hear the meeting without a problem. Mayor Sullivan also had a concern with the size of the council workroom. Mr. Parker replied that the room would seat 18 comfortably but that the exterior wall of the room could be extended if necessary. 2. Civic Campus Update- Interior Design Contract, Brian Wessel (Brian introduced Sarah Weiner, a member of TLPA interior design team, and explained that Sarah has been part of the team from the beginning. She is familiar with the entire project and with her commitment, the experience of TLPA Interior Design Team and the competitive fee, Brian recommends we contract with The Leonard Parker Associates for the interior design services. The contract would include the New City Hall and the Police Department. 3. 21st Avenue Street and Utility Improvements, Dave Ahrens, (Mr. Ahrens presented a map showing the project location and explained that the project would be phased. He indicated that the first phase would begin at Main Street and extend south approximately 800 feet. He stated that John Powell, TKDA, would update and answer any questions at the Council Meeting on Monday, February 23, 1998.) 4. Town Center Parkway, Dave Ahrens (Mr. Ahrens explained that the proposed street will be 26 feet wide with 24 inch gutters to give the parkway a more urban feel. Council Member Bergeson stated two reasons for his concern with the narrow street; the Police Department and walkers, pedestrians who may want to walk to the bank, City Hall etc.. Mr. Ahrens reminded council that there would be pedestrian paths throughout the complex.) 5. Ware Road Reconstruction, Dave Ahrens (Mr. Ahrens presented the proposed project to the Council explaining that the street would be 32 feet wide from Arrowhead to Ash St. and 36 feet wide from Arrowhead to Birch. The Council was concerned that 32 feet was inadequate for a busy street like Ware Road. Mayor Sullivan asked if it would be possible to acquire easements from the residents along Ware Road. Council asked Dave to bring to Monday night's council meeting illustrations showing wider streets and how wider streets would impact the residents.) 6. Lakes Addition Sanitary Sewer Rehabilitation, Dave Ahrens (Mr. Ahrens explained that repairs must be done to many of the sanitary sewer lines and that it is specialized work not performed by street reconstruction contractors. This work should be done before the street construction. This would allow for fewer conflicts between the two contractors. Mayor Sullivan inquired about the soil in that area. Mr. Ahrens said the soil was poor and there may always be a problem in that area.) 7. 1997 Annual Report - Police Department, Dave Pecchia (Mr. Pecchia distributed the Annual Report to the council and read the Police Department's Mission Statement. He then introduced Sgt. Kent Strege who did an overhead presentation of the contents of the report which is available in the City Library. 8. Comprehensive Plan Update, Brian Wessel (Mr. Wessel reviewed the agenda for the February 19, 1998 meeting.) 9. Hot Air Balloon Contract, Brian Wessel (As requested by Mayor Sullivan, Mr. Wessel presented council with bids from two local companies to compare with Mary Alice's contract fee. Mary Alice's prices were far more reasonable. A decision will be made at Monday's council meeting.) 10. Promotional Expense Account Policy, Dan Tesch (Mr. Tesch explained that the city has an expense policy but that it mainly addresses conventions and conferences, not promotional expenses. This resolution, Res. 98 -25, will address such expenses.) 11. Consideration of Work Session Minutes Format, Dan Tesch (Mr. Tesch showed the city council a copy of the February 4th Work Session minutes. The format is the same as the City Council Expanded Agenda with more detail. Mr. Tesch asked for their approval to continue using this format as Work Session Minutes. The council approved the format) 12. Update on City Administrator Search, Dan Tesch (Dan distributed a copy of the City Administrator's job description and asked council to make any changes or additions they may feel necessary to qualify an applicant for the position. He also presented them with a list of consultants and options as to how they could proceed with the search. Mayor Sullivan asked what would be the first step. Dan suggested they start by interviewing three firms to determine which search firm would be used and also determine to what portion of the search the firm would conduct.) 13. Set Deadline for Advisory Board Appointments, Dan Tesch (Council discussed a deadline for Advisory Board applications. They decided that a deadline of March 4th would give them some time to review all applications before the interviews which are scheduled for 9:00 a.m. Saturday, March 7, 1998.) 14. SAC Refund, Mary Vaske (Ms. Vaske explained the City has two options; refund monies collected or pay fees at the time of hook -up. Council asked our City Engineer, Dave Ahrens, to compile a list of possible hookups in the next 10 years. When completed bring back to council.) 15. Consideration of Accounting Software and Hardware, Mary Vaske (As of January 1st, 1999 Tautges, Redpath Systems, our software support, is eliminating Fundworks, our accounting software program and the city must look for another company. Mary has done some research and found CMS, Computer Management Services, Inc., to be the best value. The price of the software will run about $35,000 - with hardware, approximately $70,000. The Mayor asked for bids from other software companies and Mary will bring those to a future meeting.) 16. Same as Number 7. 17. F.B.I. Academy Update, Dave Pecchia (Steve Mortenson has been selected to attend the F.B.I. Academy for 3 months beginning June 28, 1998. The only cost to the city would be uniforms and one flight back home during the three month period. Mr. Pecchia did notify the council that money was in the budget for the schooling.) 18. Department Priorities - Present to Council, Dave Pecchia (Mr. Pecchia notified council that he has received the list of priorities from each department head. He will have them typed and in their mail boxes by Monday.) 19. Compensation for Interim City Administrator, Mayor Sullivan (No discussion) 20. Regular Agenda (Reviewed) 21. Adjourn (9:20 p.m.) These minutes were considered and approved at the regular Council Meeting, March 9,1998. Jean M. Viger, Deputy Clerk Kimberly A. Sullivan, Mayor