HomeMy WebLinkAbout09-08-2015 Council PacketWORK SESSION AGENDA
CITY OF LINO LAKES
Tuesday, September 8, 2015
CITY COUNCIL WORK SESSION
Community Room (not televised)
6:00 P.M.
1. Blue Heron Days, Tavern on Main Concert, John Swenson
2. NE Area Drainage Study, Mike Grochala
3. Recycling Free Store proposal, Marty Asleson
4. Council Updates on Boards/Commissions
5. Monthly Progress Report
6. Review Regular Agenda
Adjourn
WS – Item 1
WORK SESSION STAFF REPORT
Work Session Item
Date: September 8, 2015
To: City Council
From: John Swenson, Public Safety Director
Re: Blue Heron Days – Tavern on Main Concert
Background
During the Council Work Session on September 2, 2014 a resident from Lois Lane in
Lino Lakes addressed the Council to express concern regarding the noise from the Tavern
on Main Concert, which is part of the Blue Heron Days festival. Council direction was to
add this concern to a future Council agenda when this event was to be discussed. City
Clerk Julie Bartell contacted the resident and informed him that it would be discussed
tonight and invited him to attend the meeting.
The owner of Tavern on Main, Chad Wagner, has expressed concerns with the cost of
having two police officers at this event. This has traditionally been a required part of the
City’s Special Event permitting process. This requirement is at the discretion of the
Council as part of its review of the Special Events permit process.
Council has requested that staff meet with Mr. Wagner to discuss his concerns and
review past police call load related to the Tavern on Main concert event.
Prior to meeting with Mr. Wagner on April 16, 2015, staff reviewed all police call data
related to the Tavern on Main concert event dating back to 2010. This analysis identified
that individuals that police had contact with had a high level of intoxication.
During the meeting with Mr. Wagner this data was reviewed with him and ways to
address the issue of over service of intoxicating beverages during the concert event. On
May 26, 2015, Mr. Wagner submitted a letter outlining his plan to prevent over service
during the concert event and submitted server training outline from the Minnesota
Licensed Beverage Association (MLBA). All Tavern on Main staff members will
receive the MLBA training on August 9, 2015 just prior to the concert events taking place
on August 14th and 15th.
Staff met with Mr. Wagner on August 27, 2015 to review the 2015 events held at Tavern
on Main. There were no significant events regarding this event. Mr. Wagner has been
invited to attend the meeting this evening.
Requested Council Direction
Staff is providing this information as directed by Council during the July 2, 2015 Council
Work Session.
WS – Item #2
WORK SESSION STAFF REPORT
Work Session Item No. 2
Date: September 8, 2015
To: City Council
From: Michael Grochala
Re: NE Lino Drainage Study
Background
The NE Area Drainage Study models the drainage for 1400 acres of land on the east and
west sides of I 35E, and north of Main Street. The study evaluates a new surface water
outlet to Peltier Lake. Implementation of the plan will require the approval of the Rice
Creek Waterhsed District (RCWD). City staff submitted the draft NE Area
Comprehensive Surface Water Management Plan (CSMP) to the RCWD in June of 2015
for review and comment.
Since the last City Council update on July 6, staff and WSB representatives met with
RCWD staff and engineers to review comments. The primary concern of the district is
mitigation of any potential downstream impacts created by the new stormwater pipe
outlet. The City’s plan provides options to mitigate the potential for these impacts in the
form of temporary upstream storage during a 100 year rainfall event.
The RCWD has requested additional information as part of the approval process. These
requests have been incorporated into a proposal from WSB & Associates to complete a
feasibility study for the project. The purpose of the feasibility study is to:
• Confirm modeling results and parameters.
• Examine design alternatives and develop a preferred alternative.
• Prepare preliminary and cost estimates.
• Develop and recommend proposed pipe alignments.
• Identify effected property owners and stakeholders.
• Identify all necessary permits.
• Identify potential funding options.
WSB & Associates have proposed to complete the study for a not to exceed amount of
$69,076. Funding for the study will be provided by the City’s Surface Water
Management Fund. This fund was established in 1992 to pay for stormwater
management planning and trunk improvements. Fees are collected from property at the
time of development.
WSB & Associates staff will be in attendance at the work session to provide an update on
the project.
Requested Council Direction
None required. Council consideration to authorize the feasibility study is on the
September 13, 2015 City Council agenda.
Attachments
1. Map of NE Area Drainage Study
2. RCWD Correspondence
3. WSB Proposal
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Figure 1: Watershed Map Northeast Area Drainage StudyCity of Lino Lakes MN CSMP 1 inch = 1,250 feet ±
60" Pipe
Western Pipe Option 4
Watersheds
Subwatershed Outlet Control Point
Ponding Areas
Q=62cfs from Hugo
Inv 906Outlet 60"Qpeak CFS 84
Inv 900
Inv 893Outlet 72"Qpeak CFS 134
Inv 885Outlet 72"Qpeak CFS 183
approx. NWL 900
approx. NWL 906
approx. NWL 899
1
Michael Grochala
From:Nicholas Tomczik <ntomczik@ricecreek.org>
Sent:Thursday, July 23, 2015 2:30 PM
To:Michael Grochala; Diane Hankee; Pete Willenbring; Katy Thompson
Cc:Phil Belfiori; Mark Deutschman
Subject:Lino Lakes Proposed Outlet 7/21 Meeting (RCWD 15-009)
Michael,
Thank you for meeting with the District regarding Lino Lakes’ proposed outlet for the ACD 55/72 area. The following is a
summary of the information needed following the 7/21 meeting with the City’s team to be included in a future permit
application.
(As the group discussed from the information to date, the proposed stormsewer outlet pipe will cause an adverse
impact in the absence of mitigating measures in excess of those required from the RCWD regulations. Those proposed
mitigating measures are an expected condition of a Rule I (Drainage Systems) permit application. That condition needing
to be definitively defined, processed, and memorialized for RCWD approval in a Comprehensive Stormwater
Management Plan (CSMP).)
Again, here is a list of the information recognized as needed from the meeting. Obviously, there may be likely other
information needs in application submittal/review.
•A final model from the Applicant is needed. This model should be free from errors and accurately reflect the
performance standards and infrastructure being proposed by the City, on which a determination of no adverse
impact is predicated. The model parameters and inputs (e.g., amount of live storage) should match what is in
the report.
•An operating plan, which describes and reasonably assures the RCWD that it is feasible to implement. The
operating plan should include the criteria and standard the City plans to use to ensure no rise on Peltier Lake
and address the safety factor(s) needed should back to back precipitation events occur and the potential for
localized flooding.
•Phasing discussion / plan – the City needs to provide sufficient detail describing how the mitigation proposed
(i.e., live storage, dead storage, water reuse, impact to drainage system, other issues), which is now conceptual
in nature, will be implemented on the ground, to ensure compliance with Rule C.6 and C.7 and avoid adverse
impact under Rule I;
•Construction plans which reflect the infrastructure and performance characteristics from the model, in sufficient
detail such that reliance on the model during review by the RCWD is no longer necessary.
•Demonstrate communication with Hugo of the proposed outlet project, intended 65cfs Hugo limit and its
eventual binding nature. (As we touched on in the meeting, the RCWD recognizes its authority to
address/specify intercommunity flows and will exercise that authority in a conclusive way in the future in
conjunction with review of Lino Lake’s definitive submittal/application. However, in the interim it is best that
Lino Lakes communicate with its neighbor Hugo/Administrator Bryan Bear and preempt any potential issues.)
•Describe public drainage system alterations necessary for LL to implement the outlet project, the drainage
proceedings by which LL intends to accomplish this, and the timing and other coordination of these proceedings
with the project to demonstrate how the City plans to ensure drainage to benefitted lands, given that the
project intersects benefitted lands and may be constructed in phases. (RCWD as drainage authority will
ultimately consider petitions, notice, process and order changes/management of the public drainage system.
However, Lino Lakes submittal needs to address their intended 103E approach concurrent with regulatory
approach to reduce the likelihood of issues late in this processing under RCWD’s authorities.)
2
Thanks, we look forward to the application materials.
Nick Tomczik
Permit Coordinator/Wetland Specialist
Rice Creek Watershed District
4325 Pheasant Ridge Dr. NE, #611
Blaine, MN 55449-4539
O: 763-398-3079
ntomczik@ricecreek.org
Please consider following the RCWD on Facebook.
engineering planning environmental construction 701 Xenia Avenue South
Suite 300
Minneapolis, MN 55416
Tel: 763-541-4800
Fax: 763-541-1700
September 2, 2015
Mr. Michael Grochala
Community Development Director
City of Lino Lakes
600 Town Center Parkway
Lino Lakes, MN 55014
Re: Proposal and Scope of Work to Finalize Stormwater Plan and Complete Feasibility Study
for Storm Sewer Outlet for Northeast Area of Lino Lakes
City of Lino Lakes, MN
Dear Mr. Grochala:
The City of Lino Lakes is requesting assistance with the development of a feasibility report
associated with providing a new storm sewer outlet for a 1,400 acre area in northeast Lino Lakes.
This proposal and scope of work is prepared in response to this request.
As part of this effort, WSB would perform the following tasks:
1. Finalize/Memorialize Design Parameters for Project
Based on discussions with City staff, RCWD staff, their consultants and DNR, due to
downstream impact concerns, the stormwater plan and model for the area will need to be
updated to reflect the feasibility level design developed. As part of this effort, we will
update and memorialize the storm water plan for the area, prepare and follow up on a no-
rise certification submittal to DNR, and prepare other necessary submittals to the RCWD.
Although there are no guarantees that approvals will be granted for the project until the
final design is completed and permits are issues, these submittals are needed at this stage
to increasingly verify to a reasonable extent the project is feasible. Upon completion of
this task, a blueprint for the amount of live storage, dead pool storage, water reuse, or
infiltration to be provided when the area is fully developed will be available, along with
an implementation plan.
Schedule and Cost
It is anticipated this work will take six weeks to develop the reports and submittals
outlined above, and additional time to receive the responses from those agencies. Some
of this work can and should be completed concurrently with other tasks. This work can
be completed at an estimated cost of $16,772.
Equal Opportunity Employer
wsbeng.com
W:\Proposals\Lino Lakes\LTR - mgrochala - NE Area 061715.doc
Mr. Michael Grochala
September 2, 2015
Page 2
2. Complete Feasibility Level Design Work
As part of this task, background information for the project area that is needed for this
feasibility report will be gathered, reviewed, and analyzed along with other information
gathered during previous studies. This effort will be focused on development of an outlet
design for the trunk system that reflects the most cost effective feasible way for the outlet
to be constructed. As part of this effort, an updated evaluation of the cost to provide
more storm water storage and a smaller capacity pipe versus less storm water storage and
larger capacity pipe will be undertaken along with the impact of these options on Peltier
Lake.
This analysis will be focused on only the outlet alternative that was selected as part of the
previous sequencing analysis effort. Although, the feasibility report may discuss other
options in a more general way, it is anticipated that only one alignment and design option
will be formally evaluated as part of this work. Upon completion of this task, the
recommended conveyance type (ie. open channel, or pipe), alignment, outlet pipe size,
slope, and capacity, inlet locations and other appropriate design features will be
developed for the trunk system that will serve the project area.
A project memorandum will be provided at the completion of this task summarizing the
results and justifying the design recommendation provided.
Schedule and Cost
It is anticipated that this work will take four weeks to complete at a cost of $13,352.
Some of this work can be completed concurrently with the work outlined in Task 1.
3. Develop Preliminary Plan and Cost Estimate for Outlet
A preliminary plan and profile for the outlet will be developed as part of this task to the
extent necessary to verify the feasibility of the system, allow for quantity take offs to be
undertaken, and develop an estimate of cost to complete the project.
Schedule and Cost
It is anticipated this work can be completed in three weeks, with some of it undertaken
concurrently with the work completed on the previous tasks. The cost for this work is
estimated at $5,864.
4. Meet with Stakeholders, Review Preliminary Plan and Cost Estimate
As part of this task, it is anticipated that up to three meetings will be held to review the
preliminary plan with stakeholders to obtain input into the design and cost estimate.
Because the project will need to be acceptable to developers and property owners in the
area, this communication effort will be extremely important and it’s anticipated some
changes to the plan may be necessary to address their concerns.
Schedule and Cost
It is estimated that this task will take three weeks to complete at a cost of $5,572.
W:\Proposals\Lino Lakes\LTR - mgrochala - NE Area 061715.doc
Mr. Michael Grochala
September 2, 2015
Page 3
5. Update Preliminary Plan / Cost Estimate
Information gathered during Task 4 will be incorporated into the design for the outlet and
an updated preliminary plan and cost estimate will be developed.
Schedule and Cost
It is anticipated this work can be completed in three weeks at a cost of $2,580.
6. Update RCWD Hydrologic Model for Improvements
The RCWD has indicated that when the preliminary design is complete, the RCWD’s
Hydrologic model must be updated to reflect this outlet project being installed. In order
to verify the feasibility of the project, development and submittal of this information has
been incorporated into this work plan. Modifications to the model following this
submittal would be an extra to this scope of work.
Schedule and Cost
It is anticipated this work can be completed in three weeks at a cost of $12,312.
7. Prepare Feasibility Report
As part of this task, the feasibility report will be prepared that outlines need for the
project, options considered, description of recommended design option and cost, a
discussion of financing options, and other standard information that is required for
inclusion in a feasibility report.
Schedule and Cost
It is anticipated that this work can be completed in three weeks at a cost of $7,604.
8. Review Plan and Feasibility Report with City Staff and Stakeholders
This task includes reviewing the draft feasibility report with stakeholders and, based on
input received, make appropriate additions, deletions, or corrections. Please note that
only general approaches to funding and financing this project will be discussed within
this report, and no defined assessment role is anticipated to be prepared at this time.
Schedule and cost
It is anticipated this work will be completed within three weeks at an estimated cost of
$2,716.
9. Submit and Review Results of Feasibility Study with City Council
It is anticipated this report will be submitted and reviewed with the City Council at a
Council meeting or workshop. Preparation for and attendance at two meetings are
anticipated to facilitate this task.
Schedule and Cost
It is anticipated this work can be completed in three weeks at a cost of $3,304.
W:\Proposals\Lino Lakes\LTR - mgrochala - NE Area 061715.doc
Mr. Michael Grochala
September 2, 2015
Page 4
The engineering fee to complete the Northeast Area Feasibility Report is $69,076 (not to
exceed).
This letter represents our complete understanding of the Northeast Lino Lakes Stormwater Outlet
Improvement Project and the proposed scope of services. If you are in agreement with the scope
of services and proposed fee, please sign in the appropriate space below and return one copy to
us.
If you have any questions about this proposal, please feel free to call me at 763-287-7188.
Sincerely,
WSB & Associates, Inc.
Peter R. Willenbring, PE
Vice President
Enclosure(s)
ef
ACCEPTED BY:
The City of Lino Lakes hereby accepts the WSB proposal of $69,076 for all services outlined in
this letter.
City of Lino Lakes
Name
Title
Date
W:\Proposals\Lino Lakes\LTR - mgrochala - NE Area 061715.doc
WS – Item 3
WORK SESSION STAFF REPORT
Work Session Item No. 3
Date: September 8, 2015
To: City Council
From: Marty Asleson and Aubrey Fonfara
Re: Recycling Free Store Proposal
Background
Many items brought to Recycling Saturdays are in still usable or repairable condition,
suggesting significant opportunity for material exchange in Lino Lakes. While an effort is
made to donate these items to Bridging, Inc., the charity takes mostly household goods
and has strict guidelines on the items they will accept. This disadvantages residents
looking to donate items not accepted by charities, and those who may be unable to
provide transport of their items to Recycling Saturdays.
The City Council has considered implementing reuse programs such as “Trash to
Treasures” in the past but this idea has not been initiated due to programming costs.
Environmental Department Staff propose the City sponsor a Free Store website as an
easy and extremely low-cost alternative to the original “Trash to Treasures” idea. Web
content would make reuse more convenient and desirable for Lino Lakes residents and
allow them to share materials in good condition within their own community.
A tentative website has been created using Wix.com, which can be operated for free
using a prescribed domain name. The City may choose to pay $10/month, which would
allow it to choose its own domain name and remove ads from the site. Community
members would be able to use and post on the site at no charge.
The site works by allowing residents to submit items they would like to get rid of or post
items they seek, for free. The website emphasizes that it is “not a platform for selling –
the purpose… is to divert still usable materials that you might otherwise throw away.”
The website administrator has full control of the website. Users submit their post through
a contact form on the site or directly by email, which the administrator then uploads to
the website if approved. This allows the City to filter out any inappropriate content and to
track the weight/volume of material being diverted from the waste stream.
The Free Store website would be administrated by the Recycling Intern. In the event of
the intern’s absence, another City staff person would be appointed the task until a new
intern is hired. There would be no additional administrative costs.
The Lino Lakes Environmental Board recommended at their August 27, 2015 meeting to
approve forwarding the Free Store idea onto the City Council for consideration and that
the City attorney be asked to review for legal/liability purposes.
Requested Council Direction
Staff is requesting the Council’s direction on the Free Store program.
Attachments
1. Samples of the proposed website (site is not yet published)
Item #5
Monthly Progress Report
September 8, 2015
Item Last Action Taken Staff Status
Digital Scanning Project 7/13/15 – Council approved hiring of PT
Scanner Operator
Jeff Approximately 5% of the
property files have been
scanned
White Bear Lake Restoration
Assn. v. Dept. of Natural
Resources (DNR)
The WBL Restoration Assn. & WBL
Homeowners’ Assn. reached a settlement
agreement with the DNR that imposes a
three-year stay on the lawsuit so funds
can be appropriated for a Northeast Metro
Project. This involves a construction
project to connect Northeast cities to the
St. Paul Regional Water Service. Lino
Lakes is one of seven cities included in
the second phase of the project.
Jeff Hugo hosted NE Metro Water
Summit meeting on July 9th
Union History Report 5/4/15 – Council requested staff to put
together a union history report to educate
future councils
Jeff On hold