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Home My WebLink About02-04-08 CCMPLE City of Lake Elmo 3800 Laverne Avenue North MONDAY, February 4, 2008 (The regular scheduled council meeting, Tuesday, February 5, 2008, has been changed because of the Precinct Caucus held the same day.) ***6:30 p.m. Interview of candidates for existing vacancies on the planning and parks commission*** A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE: C. ATTENDANCE: Johnston, DeLapp, Johnson, Park, Smith D. APPROVAL OF AGENDA: (The approved agenda is the order in which the City Council will do its business.) E. ORDER OF BUSINESS: (This is the way that the city council runs its meetings so everyone attending the meeting or watching the meeting understands how the city council does its public business.) F. GROUND RULE: (These are the rules of behavior that the city council adopted for doing its public business.) G. APPROVE MINUTES: 1. Consider approval of January 22, 2008 minutes H. PUBLIC COMMENTS/INQUIRIES: In order to be sure that anyone wishing to speak to the city council is treated the same way, meeting attendees wishing to address the city council on any items NOT on the regular agenda may speak for up to three minutes. I. CONSENT AGENDA: Items are on the consent agenda because they are routine business and are not for discussion. 2. Approve Resolution no. 2008-009 payments of claims. 3. Public Works Facility: (a) Consider approval of Change Order No. 14 for the Public Works Facility (b) Consider approval of Payment Certificate 14 (Final) for the Public Works Facility 4. Approve severance agreement with finance specialist 5. Consider approval of 2008 Fee Schedule; Ordinance no. 08-004 J. REGULAR AGENDA: 6. Lake Elmo Jaycees — Presentation of check from charitable gambling proceeds 7. Consider appointments to existing vacancies on the Planning and Parks Commissions 8. Receive an update on the options for promoting school safety for Lake Elmo Elementary School and approve funds for the installation of one Dynamic Speed Monitoring Display sign on TH 5 near Lake Elmo Avenue 9. Consider authorizing a request for information on city sanitary sewer as one possible option for future treatment for the Fields of St.Croix Homeowners Association (HOA) 10. Consider ordinance 08-005 amending the existing shoreland district regulations to incorporate updated information and provide increased flexibility on front yard setbacks; Resolution no. 2008-010 Summary of ordinance no. 08-005 11. Select a range of development scenarios for the village Alternative Urban Area wide review (AUAR) environmental review to go to the advisory panel and the public for input K. REPORTS AND ANNOUNCEMENTS: (These are verbal updates and do not have to be formally added to the agenda.) • Mayor and Council Members • Administrator L. ADJOURN City of Lake Elmo City Council Meeting Minutes January 22, 2008 Mayor Johnston called the meeting to order at 7:00 p.m. PRESENT: Mayor Johnston, Council Members DeLapp, Johnson, Parlc and Smith Also Present: City Administrator Hoyt, Finance Director Bouthilet, City Attorney Filla, Planning Director Klatt, Planner Matzek, Consulting Planner Gozola, Project Assistant Kriegler, City Engineer Griffin and City Clerk Lumby Approval of Agenda: MOTION: Council Member Johnson moved approval of the January 22, 2008 agenda as amended to include an addition to the motion on agenda item #5.`Council Member Park seconded the motion. The motion passed unanimously. ORDER OF BUSINESS: GROUND RULES: (These are the rules of behavior that the city council adopted for doing its public business.) APPROVE MINUTES 1. Consider approval of January 8, 2008 minutes The minutes were approved by Council consensus. PUBLIC COMMENTS/INQUIRIES: Doug Pepin, Lake Elmo Fire Department Captain, announced the winners of the Lake Elmo Firefighters Relief Association annual raffle: $250 — Mr. Mrs. John Venitrus $100 — Joe Connolly, $25 - Maria Anderson, Renee Mechelke, Wendell & Ruth Pieper, Wilfried D. Hirsch Bill Wacker, 3603 Laverne Avenue N., noted the neighbors missed the fire siren signal at Noon and 9 p.m. and asked if all residential properties received the same charge for surface water despite the size of the property. Finance Director Tom Bouthilet explained that residential zones received the same rate. The fire siren will be discussed at a future date. CONSENT AGENDA: MOTION: Council Member Johnson moved to approve the consent agenda as presented. Council Member Park seconded the motion. The motion passed unanimously. • Approve Resolution no. 2008-004 payment of claims in the amount of $613,890.59 LAKE ELMO CITY COUNCIL MINUTES JANUARY 22, 2008 1 • Approve a salary adjustment of 2.9% to reflect cost of living for Firefighters • Approve a right-of-way access agreement for septic access to a new home Lot 11, Block 1 Ruth's First Addition • Approve legally negotiated settlement with Diversified Contracting Specialist, Inc., d/b/a Gen -Con Construction and LMCI'f for release of the retainage in the amount of $9498.89 pending receipt of all the lien waivers and subject to maintenance of contractual warranties. • Annex Installation Cost Revision of expenditures in the amount of $6,000 for items related to utility extensions, site preparation, ADA ramp, furniture and miscellaneous costs related to the city hall annex (in addition to the $11,000) to come from the 2004A capital improvement bond issue for public facilities. • Accept contribution of the gear washer/extractor from the city of Oakdale Fire Department for Station #2 and direct the fire chief to thank the city of Oakdale for its contribution on behalf of the City Council. • Tablyn Park/Lake Elmo Heights Watermain Extension Project a. Approve Change Order No. 8 thereby increasing this contract in the amount of $9,043.45 to the revised contract amount of $3,293,869.34 b. (1) Approve Compensating Change Order No. 9 thereby increasing the contract in the amount of $590,905.78 to the final contract amount of $3,884,775.12 (2) Approve Payment Certificate No. 9 (Final) in the amount of $316,075.51 to be paid from the Tablyn Park/Lake Elmo Heights Project Fund c. Approval of Resolution no, 2008-005 accepting work • Tablyn Park/Lalce Elmo Heights Well Sealing Project a. (1) Approve Change Order No. 2 for Contract A thereby increasing this contract in the amount of$1,900.00 to the revised contract amount of $175,190.00 (2) Approve Change Order No. 2 for Contract B thereby increasing this contract in the amount of $3,456.50 to the revised contract amount of$172,161.50 b. (1) Approve Contract A Compensating Change Order No. 3 thereby decreasing the contract amount by $73,315.02 to the final contract amount of $101,874.98 & Payment Certificate No. 7 (Final) in the amount of $18,721.57 to be paid from the Tablyn Park/Lake Elmo Heights Project Fund. (2) Approve Contract B Compensating Change Order No. 3 thereby decreasing the contract amount by $84,544.97 to the final contract amount of $87,616.80 & Payment Certificate No. 7 (Final) in the amount of $12,699.28 to be paid from the Tablyn Park/Lake Elmo Heights Project Fund c. Approve Resolution no. 2008-006 final acceptance of Projects A and B, dated January 15, 2008 Approve Resolution 2008-008 approving an agreement with MnDOT for a Safe Route to School Grant for Lake Elmo Elementary School LAKE ELMO CITY COUNCIL MINUTES JANUARY 22, 2008 2 REGULAR AGENDA Presentation by the Lake Elmo Jaycees Ann Suckow, Community Development Vice President introduced herself and other Jaycee members and reported on upcoming Jaycee events. Review the adopted Order of Business for the City Council Council member Johnson explained that she and Council member Smith believed that it was desirable to limit the round robin questions and comments to one per council member unless a motion was passed to add an additional round. Council member Smith explained the purpose is to keep the meeting focused and moving along. She also explained that if the three minutes were used by each member on each item, that 45 minutes would have been devoted to the topic. Mayor Johnston said he preferred that the City Council get accustomed to the procedures it is now using and rely on Roberts Rules of Order. Council member DeLapp said he preferred to use Roberts Rule of Order rather than change the City Council's adopted order of business. MOTION: Council Member Smith moved to approve the new order of business of changes as presented. Council Member Johnson seconded the motion. MOTION: Council member Park moved to table the proposed rule change for two months. Mayor Johnston seconded the motion. The motion to table passed unanimously. Application from Richie and Beth Springborn to rezone an unaddressed property on 55`h Street North from Agricultural to Rural Residential to allow construction on a home on the parcel PID: 04-029-21-14-0002 Consulting Planner Ben Gozola presented an application from the Springborns for a rezoning of their unaddressed property on 55th Street from Agricultural to Rural Residential to allow construction of a single family home. He reported that the proposed use was consistent with the surrounding area and the comprehensive plan; and that the planning commission recommended approval. MOTION: Council Member Smith moved to approve Ordinance no. 08-002 rezoning the unaddressed parcel on 55`h Street from Agricultural to Rural Residential. Council Member Park seconded the motion. The motion passed unanimously. LAKE ELMO CITY COUNCIL MINUTES JANUARY 22, 2008 3 Discuss the Minnesota Pollution Control Agency's (MPCA) proposed alternatives for remediatina PFC's in the Washington County Landfill Administrator Hoyt introduced the discussion by explaining that the City Council had requested additional time for discussing the proposed options for the PFC cleanup of the Washington County Landfill by the PCA. The Mayor and Council members asked the PCA several questions related to the preferred option, the dig and line option. The City Council requested that the PCA consider a permanent solution to the wastes such as the dig and truck option to another, more appropriate site with the future option of burning it in a plasma burner. Representatives of PCA answered questions and explained that there would be a public meeting and a public comment period for the City Council to formally provide comments. Jim Blackford, 9765 45'' Street N., provided information on the cost comparisons using a plasma torch for a regional disposal approach. He reiterated his concern about keeping the landfill in Lake Elmo and his preference on providing a long term solution for the waste. State Representative Julie Bunn submitted an email letter to the council with her comments on the remediation options for the Washington County Landfill. Mayor Johnston said that the City Council will review this item when it is time for the city to submit comments in the public comment period. Consider an ordinance to amend general front =yard setback regulations in all zoning districts to include developed lots Consulting planner Ben Gozolapresented a report on amending section 154.082 of the code to allow front yard setback flexibility in all zoning districts on developed as well as undeveloped lots. The proposed ordinance responds to resident concerns (primarily in older areas of the City) that variances should not be required for nonconformities if the construction is consistent with adjacent structures. The planning commission initiated the request to amend the ordinance and recommended its approval. MOTION: Council Member DeLapp moved to approve Resolution no. 2008-007 for publication of Ordinance no. 08-03 summary and ordinance no. 08-03 to broaden the flexibility for front yard setbacks in all zoning districts to include developed lots through the following language: Where adjacent residential structures on the same side of the street between intersections have front yard setbacks different from those required, the font yard minimum setback shall be the average of the immediately adjacent structures. If there is only one immediately adjacent structure, the front yard minimum setback shall be the average of LAKE ELMO CITY COUNCIL MINUTES JANUARY 22, 2008 4 the required setback and the setback of the adjacent structure. In no case shall the required front yard setback exceed the required minimum established within the districts of this chapter. Council Member Johnson seconded the motion. The motion passed unanimously. Consider an ordinance to amend the existing shoreland district regulations to incorporate undated information and provide increased flexibility on front yard setbacks. Consulting Planner Ben Gozola reported that the planning commission had initiated work on an ordinance change that would provide increased flexibility in front yard setbacks by: 1) updating the ordinary high water mark (OHWM) levels and flood plain levels to be consistent with DNR and FEMA; and 2) remove shoreland specific right-of-way (front yard) setback requirements. Mayor Johnston inquired how many additional lots would become buildable as a result of this ordinance change. The council discussed the proposed changes. MOTION: Council Member Smith moved to table this agenda item until the February 4th meeting in order for staff time to analyze how many non -buildable lots may become buildable because of the OHW change, and to determine if the City has an option to not change the OHW in light of the recent DNR change. Council Member Johnson seconded the motion. The motion passed unanimously. - Appoint commissioners to existing vacancies on the planning. and parks commission The City Council interviewed candidates for existing vacancies on the Parks and Planning Commissions. Candidate interviews have also been scheduled for February 4th, 2008. MOTION: Council Member DeLapp moved to delay appointment selection to the Planning Commission until the February 4, 2008 meeting. Council Member Johnson seconded the motion. The motion passed unanimously. MOTION: Council Member Smith moved to delay appointment selection to the Parks Commission until the February 4, 2008 meeting. Council Member Johnson seconded the motion. The motion passed unanimously. REPORTS AND ANNOUNCEMENTS: • Administrator Hoyt announced the following meeting schedule: - February 4th Monday night Council meeting, 6:30 PZ & PA candidate interviews - February 12th NIMS training LAKE ELMO CITY COUNCIL MINUTES JANUARY 22, 2008 5 - February 13 and 21 st AUAE Advisory panel at city hall - February 26th Council workshop - February 28th Open house on the Village AUAR, Oakland Jr. H.S. The Mayor adjourned the meeting at 9:40 p.m. LAKE ELMO CITY COUNCIL MINUTES JANUARY 22, 2008 6 City Council Date: 02/04/08 CONSENT Item: 2 Resolution 2008-009 ITEM: Approve resolution No. 2008-009 approving disbursements in the amount of $159,294.99. SUBMITTED BY: Tom Bouthilet, Finance Director REVIEWED BY: Susan Hoyt, City Administrator SUMMARY AND ACTION REQUESTED: The City Council is being asked to approve disbursements in the amount of $159,294.99 CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2008-009 RESOLUTION APPROVING CLAIMS BE IT RESOLVED THAT Claim Numbers 443, 444, DD1533 through DD1545, 32102 through 32111, were used for Staff Payroll dated January 31st, 2008; 32112 through 32120, 32121 through 32153, in the total amount of $159,294.99 are hereby approved. ADOPTED, by the Lake Elmo City Council on the 4th day of February, 2008. ATTEST: Susan Hoyt City Administrator Dean Johnston Mayor Accounts Payable To Be Paid Proof List User: Administrator Printed: 01/28/2008 - 2:39 PM Batch: 005-01-2008 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # ICMA ICMA Retirement Trust 457 01/28/2008 510.00 0.00 01/312008 PR Batch 3 1 2008 ICMA Contribution - 101-000-0000-21705 Other Retirement - ICMA Total: 510.00 ICMA Total: 510.00 No 0000 IRS Internal Revenue Service 01/28/2008 3,751.26 0.00 01/31/2008 PR Batch 3 1 2008 Federal Income Tax - No 0000 101-000-0000-21701 Federal Withholding 01/28/2008 2,091.56 0.00 01/31/2008 PR Batch 3 1 2008 FICA Employee Share - No 0000 101-000-0000-21703 FICA Tax Withholding 01/28/2008 2,091.56 0.00 01/31/2008 PR Batch 3 12008 FICA Employer Share - No 0000 101-000-0000-21703 FICA Tax Withholding 01/28/2008 489.17 0.00 01/31/2008 PR Batch 3 12008 Medicare Employee Shar No 0000 101-000-0000-21703 FICA Tax Withholding 01/28/2008 489.17 0.00 01/31/2008 PR Batch 3 1 2008 Medicare Employer Shar No 0000 101-000-0000-21703 FICA Tax Withholding Total: 8,912.72 IRS Total: 8,912.72 MNCHILD MN Child Support Payment Ctr 01/28/2008 540.27 0.00 01/31/2008 PR Batch 3 1 2008 Child Support No 0000 101-000-0000-21709 Child Support Total: 540.27 MNCHILD Total: 540.27 PERA PERA 01/28/2008 2,055.29 0.00 01/31/2008 PR Batch 3 12008 PERA Employee Share - No 0000 101-000-0000-21704 PERA Withholding 01/28/2008 2,305.81 0.00 01/31/2008 PR Batch 3 1 2008 PERA Employer Share - No 0000 101-000-0000-21704 PERA Withholding Total: 4,361.10 AP - To Be Paid Proof List (01/28/08 - 2:39 PM) Page 1 Invoice # Inv Date PERA Total: Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 4,361.10 REVENUE MN Department of Revenue 01/28/2008 1,406.34 0.00 01/31/2008 PR Batch 3 1 2008 State Income Tax - No 0000 101-000-0000-21702 State Withholding Total: 1,406.34 REVENUE Total: 1,406.34 SW/WC SW/WC Service Cooperatives CI 210-10 01/28/2008 2,401.50 0.00 01/31/2008 Employee Health Ins -February No 0000 101-000-0000-21706 Medical Insurance CI 210-10 Total: 2,401.50 SW/WC Total: 2,401.50 UWG UniCare Life & Health Ins 000117214G 01/12/2008 1,338.67 0.00 01/31/2008 P/R Life AD & D/STD/LTD No 0000 101-000-0000-21708 Other Benefits 000117214G Total: 1,338.67 UWG Total: 1,338.67 WISC.DOR Revenue Wisconsin Department of 01/28/2008 330.00 0.00 01/31/2008 PR Batch 3 1 2008 WISCONSIN STATE T.AX No 0000 101-000-0000-21702 State Withholding Total: 330.00 WISC.DOR Total: 330.00 Report Total: 19,800.60 AP - To Be Paid Proof List (01/28/08 - 2:39 PM) Page 2 Accounts Payable Computer Check Proof List User: Administrator Printed: 01/28/2008 - 3:02 PM Invoice No Vendor:IRS Description PR Amount Payment Date Acct Number Internal Revenue Service Check Sequence: 1 PR Batch 3 1 2008 Federal Income Tax 3,751.26 01/31/2008 101-000-0000-21701 PR Batch 3 1 2008 FICA Employee Share 2,091.56 01/31/2008 101-000-0000-21703 PR Batch 3 1 2008 FICA Employer Share 2,091.56 01/31/2008 101-000-0000-21703 PR Batch 3 1 2008 Medicare Employee Shar 489.17 01/31/2008 101-000-0000-21703 PR Batch 3 1 2008 Medicare Employer Shar 489.17 01/31/2008 101-000-0000-21703 Check Total: • 8,912.72 Vendor:REVENUE MN Department of Revenue PR Batch 3 1 2008 State Income Tax Check Total: Check Sequence: 2 1,406.34 01/31/2008 101-000-0000-21702 1,406.34 Total for Check Run: 10,319.06 Total Number of Checks: 2 Reference ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/28/2008 - 3:02 PM) Page 1 Accounts Payable Computer Check Proof List User: Administrator Printed: 01/28/2008 - 3:05 PM Invoice No Description Vendor:ICMA ICMA Retirement Trust 457 PR Batch 3 1 2008 ICMA Contribution Check Total: Vendor:MNCHILD MN Child Support Payment Ctr PR Batch 3 1 2008 Child Support Check Total: Vendor.PERA PERA PR Batch 3 1 2008 PERA Employee Share PR Batch 3 1 2008 PERA Employer Share Check Total: Amount Payment Date Acct,Number 510.00 01/31/2008 510.00 Check Sequence: 1 101-000-0000-21705 Check Sequence: 2 540.27 01/31/2008 101-000-0000-21709 540.27 Check Sequence: 3 2,055.29 01/31/2008 101-000-0000-21704 2,305.81 01/31/2008 101-000-0000-21704 4,361.10 Vendor. SW/WC SW/WC Service Cooperatives Check Sequence: 4 CI 210-10 Employee Health Ins -February 2,401.50 01/31/2008 101-000-0000-21706 Check Total: 2,401.50 Vendor:UWG UniCare Life & Health Ins 000117214G P/R Life AD & D/STD/LTD Check Total: Vendor: WISC.DOR Wisconsin Department of Revenue PR Batch 3 1 2008 WISCONSIN STATE TAX Check Total: 1,338.67 01/31/2008 1,338.67 330.00 01/31/2008 330.00 Check Sequence: 5 101-000-0000-21708 Check Sequence: 6 101-000-0000-21702 Reference ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/28/2008 - 3:05 PM) Page 1 Invoice No Description Amount Payment Date Acct Number Reference Total for Check Run: 9,481.54 Total Number of Checks: 6 AP - Computer Check Proof List (01/28/2008 - 3:05 PM) Page 2 Accounts Payable Computer Check Proof List User: Administrator Printed: 01/31/2008 - 12:04 PM Invoice No Vendor:ASPENMI 75563 Vendor:BUELOW 6143 Vendor:EHLERS 336520 336521 Vendor:MFRA 60790 Vendor:MNDNR 1961-1031 Description Aspen Mills, Inc. Patches -Fire Dept. Check Total: Buelow Excavating Snow Plowing 2007 Check Total: Ehlers & Associates, Inc. Future Financial Planning - Nov. 2007 OV Financial Planning - Nov. 2007 Check Total: MFRA Planning Services - Dec. 2007 Check Total: MN DNR Waters MN DNR 2007 Pennit Check Total: Vendor:MNUNEMPL MN Dept Economic Security 07973555 Unemployment 4th Qtr - Anez 07973555 Unemployment 4th Qtr - Johnson Check Total: Vendor:ONECALL 7110603 Gopher State One-CallOne Call Concepts, Inc Line Locates - November-2007 SPR Amount Payment Date Acct Number Check Sequence: 1 750.83 02/04/2008 101-420-2220-44170 750.83 4,567.50 02/04/2008 4,567.50 4,815.00 02/04/2008 1,620.00 02/04/2008 6,435.00 14,796.00 02/04/2008 14,796.00 Check Sequence: 2 101-430-3100-43150 Check Sequence: 3 101-410-1910-43150 101-410-1910-43150 Check Sequence: 4 101-410-1910-43150 Check Sequence: 5 1,959.60 02/04/2008 601-494-9400-43820 1,959.60 2,285.00 02/04/2008 24.87 02/04/2008 2,309.87 185.20 02/04/2008 Check Sequence: 6 101-410-1320-410I0 101-420-2220-41030 Check Sequence: 7 101-430-3100-43150 Reference ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/31/2008 - 12:04 PM) Page 1 Invoice No Description Amount Payment Date Acct Number Reference Check Total: 185.20 Vendor PETERSO Peterson Fram & Bergman 11135M Legal Services-Admin 11140M Legal Services -Criminal 11145M Legal Services -Water 1 ] 145M Legal Services -Infrastructure 11150M Legal Services -Developer 11155M Legal Services -Civil Litigation Check Total: Check Sequence: 8 2,086.57 02/04/2008 101-410-1610-43040 4,422.45 02/04/2008 101-410-1610-43045 276.00 02/04/2008 601-494-9400-44300 55.00 02/04/2008 409-480-8000-43040 704.00 02/04/2008 803-490-9070-43040 280.50 02/04/2008 101-410-1610-43040 7,824.52 Vendor:TKDA TKDA, Inc. Check Sequence: 9 000200800060 Water System Interconnection 3,588.41 02/04/2008 601-494-9400-43030 000200800061 Water Tower 542.37 02/04/2008 601-494-9400-43030 000200800063 Northern WatermainExtension 690.17 02/04/2008 601-494-9400-43030 000200800063 Tab Pk/LE Hgts Watermain 3,263.35 02/04/2008 202-494-9400-43030 000200800064 Manning/TH36 Peas. Report 84.56 02/04/2008 409-80-8000-43030 000200800065 EB Blvd South of Hudson 90.56 02/04/2008 803-490-9070-43030 000200800066 2006 Overlays 30.20 02/04/2008 409-480-8000-43030 000200800067 Comp Park Plan Update 1,671.96 02/04/2008 404-480-8000-43030 000200800068 Water Sys, SCADA 1,943.34 02/04/2008 601-494-9400-43030 000200800068 Sanitary Sewer Sysrem 2,223.82 02/04/2008 602-495-9450-43030 000200800068 Surface Water, NPDES 2,391.02 02/04/2008 603-496-9500-43030 000200800068 Parks 84.56 02/04/2008 404-480-8000-43030 000200800068 MSA 1,175.85 02/04/2008 402-480-8000-43030 000200800068 Mtgs., Ut. Permits, Council mtgs 11,043.80 02/04/2008 101-410-1930-43030 000200800068 Street Maintenance 169.13 02/04/2008 409-480-8000-43030 000200800069 2007 Developer Services 1,085.47 02/04/2008 803-490-9070-43030 000200800070 Whistling Valley 3rd Addition 3,993.99 02/04/2008 803-490-9070-43030 000200800071 Tapestry 3,179.37 02/04/2008 803-490-9070-43030 000200800072 Farms of Lake Elmo 3,152.38 02/04/2008 803-490-9070-43030 000200800073 Discover Crossing 3,322.37 02/04/2008 803-490-9070-43030 000200800074 The Sanctuary 1,699.62 02/04/2008 803-490-9070-43030 000200800075 Hidden Meadows 2,719.80 02/04/2008 803-490-9070-43030 000200800076 Park Meadows 219.54 02/04/2008 803-490-9070-43030 000200800077 Infrastructure I94 to 30th 3,907.30 02/04/2008 602-495-9450-43030 000200800078 OV Planning 3,247.73 02/04/2008 101-410-1910-43030 Check Total: 55,520.67 ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/31/2008 - 12:04 PM) Page 2 Invoice No Description Amount Payment Date Acet Number Reference Total for Check Run: 94,349.19 Total Number of Checks: 9 AP - Computer Check Proof List (01/31/2008 - 12:04 PM) Page 3 Accounts Payable Computer Check Proof List User: Administrator Printed: 01/31/2008 - 12:18 PM Invoice No Description Vendor:10000 2008 Horning 10,000 Lakes Chapter Annual Due Check Total: SPR Amount Payment Date Acct Number Check Sequence: 1 50.00 02/04/2008 101-420-2400-44330 50.00 Vendor:ABDO Abdo Eick & Meyers Check Sequence: 2 236615 Audit Services - January 2008 4,000.00 02/04/2008 101-410-1530-43010 Check Total: 4,000.00 Vendor:ACEHARD Ace Hardware Check Sequence: 3 55922 Paint, Wood - New Trailer 21.17 02/04/2008 101-410-1940-42230 Check Total: 21.17 Vendor:ACS Animal Control Services Check Sequence: 4 4 Animal Control 01/05-01/20/08 755.64 02/04/2008 101-420-2700-43150 Check Total: 755.64 Vendor:AMPLAN American Planning Association Check Sequence: 5 169915-120207 Annual Due - K. Matzek 110.00 02/04/2008 101-410-1910-44330 Check Total: 110.00 Vendor:ANDERNIC Nicholas Anderson Check Sequence: 6 01/28/2008 Cablecast - Planning Comm. 55.00 02/04/2008 101-410-1910-43620 Check Total: 55.00 Vendor:ASPENMI Aspen Mills, Inc. Check Sequence: 7 79150 Shirt - Fire Dept 30.95 02/04/2008 101-420-2220-44170 Check Total: 30.95 Reference ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/31/2008 - 12:18 PM) Page 1 Invoice No Description Amount Payment Date Acct Number Reference Vendor:AVENET AVENET, LLC Check Sequence: 8 ACH Enabled: No 16069 Graphic Design - Web 95.00 02/04/2008 101-410-1320-43090 Check Total: 95.00 Vendor:BIFFS Biffs Inc. Check Sequence: 9 ACH Enabled: No W345164 Rental - Portable - Sunfish Lake Park 77.26 02/04/2008 101-450-5200-44120 Check Total: 77.26 Vendor:FXL FXL, Inc. Check Sequence: 10 ACH Enabled: No February 2008 Assessing Services - Feb 2008 2,000.00 02/04/2008 101-410-1550-43100 Check Total: 2,000.00 Vend0r:IAFC IAFC Membership Check Sequence: 11 ACH Enabled: No 0022731 Membership - G. Malmquist 215.00 02/04/2008 101-420-2220-44330 Check Total: 215.00 Vendor:KISSAUTO Kiss's Auto Body & Frame, Inc. Check Sequence: 12 ACH Enabled: No 498 Device Install - Fire Dept Tahoe 430.00 02/04/2008 410-480-8000-45500 Check Total: 430.00 Vendor:MALMQ GregMalmquist Check Sequence: 13 ACH Enabled: No Emp. Claim Fire Code Book 107.56 02/04/2008 101-420-2220-44350 Check Total: 107.56 Vendor:MENARDSO Menards - Oakdale Check Sequence: 14 ACH Enabled: No 16103 Screws 9.80 02/04/2008 101-410-1940-42230 16307 Torch Kit - Water 37.26 02/04/2008 601-494-9400-42400 Check Total: 47.06 Vendor.MESABI H&L Mesabi 73543 Blades - Public Works Check Total: 2,540.88 02/04/2008 2,540.88 Check Sequence: 15 101-430-3100-42210 Vendor:MYRONS Myron's Service Center Check Sequence: 16 FIRE Repair - '00 Crown Vic - Fire Dept 55.39 02/04/2008 101-420-2220-44040 Check Total: 55.39 ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/31/2008 - 12:18 PM) Page 2 Invoice No Vendor:NASALTCO 70127771 Vendor:NATREPRO 52389 Vendor:NEXTEL 761950227-058 761950227-058 761950227-058 761950227-058 761950227-058 VendorNORCHEM 5009380 Vendor:OFFICEMX 863421 VendorQUICKSI 6338872 Vendor:RENNESC 9560 loth Vendor:Reserve 20313037 Vendor:ROGERS 15310 15314 Description North American Salt Company Road Salt Check Total: National Reprographics, LLC Meeting Notes Check Total: Nextel Communications Cellular Services - Admin Cellular Services - Fire Dept Cellular Services - Bldg Dept Cellular Services - Public Works Cellular Services - Parks Check Total: Northland Chemical Corp. Lubricants - Public Works Check Total: OfficeMax Folders, Binders Check Total: Quicksilver Courier Services Check Total: Marri Renne Appraisal Services Check Total: Pitney BowesReserve Account Metered Postage Check Total: Rogers Printing Services Business Cards - S. Hoyt Newsletter Jan 2008 Amount Payment Date Acct Number 4,853.70 02/04/2008 4,853.70 Check Sequence: 17 101-430-3100-42290 Check Sequence: 18 3.20 02/04/2008 101-410-1320-42000 3.20 235.47 116.13 33.08 62.50 16.25 463.43 02/04/2008 02/04/2008 02/04/2008 02/04/2008 02/04/2008 177.25 02/04/2008 177.25 Check Sequence: 19 101-410-1940-43210 101-420-2220-43210 101-420-2400-43210 101-30-3100-43210 101-450-5200-43210 Check Sequence: 20 101-430-3100-42150 Check Sequence: 21 384.51 02/04/2008 101-410-1320-42000 384.51 Check Sequence: 22 31.80 02/04/2008 101-410-1320-44300 31.80 Check Sequence: 23 1,100.00 02/04/2008 803-490-9070-44300 1,100.00 Check Sequence: 24 1,000.00 02/04/2008 101-410-1320-43220 1,000.00 Check Sequence: 25 35.15 02/04/2008 101-410-1320-42000 1,901.03 02/04/2008 101-410-1320-43090 Reference ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/31/2008 - 12:18 PM) Page 3 Invoice No 15339 Vendor:RUD 01/21-01-30 01/21-01-30 Vendor:SPRINT 0526076028-3 Vendor:STILLMED 12469 Vendor:SURPLUS 00007151 00007170 20023096 Vendor:USAMOB R0318076A Vendor. WASCTY 58974 Vendor:WASHACC 59142 Vendor:XCEL 51-4572945-7 Description Envelopes Check Total: DianePrince-Rud Cleaning - Fire Hall Cleaning - City Hall Check Total: Sprint DataLink - Fire Dept Check Total: Stillwater Medical Group Physical - Fire Dept Check Total: Surplus Services Tools - Public Works Tools, Table -New Trailer Tools, Table - Public Works Check Total: USA Mobility Wireless, Inc. Paging Srvices - Fire Dept Check Total: Washington County Accuvote Maint. 2008 Check Total: Washington County Audit Rpt/Levy Book Check Total: Xcel Energy Lights @ 3014 Jamley Ave Check Total: Amount Payment Date Acct Number Reference 132.06 02/04/2008 101-410-1320-42000 2,068.24 240.00 02/04/2008 240.00 02/04/2008 480.00 Check Sequence: 26 101-420-2220-44010 101-410-1940-44010 Check Sequence: 27 49.24 02/04/2008 101-420-2220-43210 49.24 Check Sequence: 28 48.00 02/04/2008 101-420-2220-43050 48.00 17.00 02/04/2008 60.50 02/04/2008 11.00 02/04/2008 88.50 Check Sequence: 29 101-430-3100-42400 101-410-1940-42230 101-430-3100-44300 Check Sequence: 30 21.36 02/04/2008 101-420-2220-43210 21.36 Check Sequence: 31 940.00 02/04/2008 101-410-1410-45800 940.00 Check Sequence: 32 35.00 02/04/2008 101-410-1520-44300 35.00 29.02 02/04/2008 29.02 Check Sequence: 33 101-430-3160-43810 ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No ACH Enabled: No AP - Computer Check Proof List (01/31/2008 - 12:18 PM) Page 4 Invoice No Description Amount Payment Date Acct Number Reference Total for Check Run: 22,364.16 Total Number of Checks: 33 AP - Computer Check Proof List (01/31/2008 - 12:18 PM) Page 5 City of Lake Elmo User: Administrator Payroll Computer Check Register Printed: 01/28/08 13:58 Batch: 003-01-2008 Check No Check Date 32102 01/31/2008 32103 01/31/2008 32104 01/31/2008 32105 01/31/2008 Total Number of Employees: 4 Employee Information KRIEGLER Carol Kriegler HORNK Karl Horning KUPPERS Kevin Kupferschmidt GUSTR Richard Gustafson Total for Payroll Check Run: Amount 1,754.31 1,392,58 390.80 1,349.68 4,887.37 Page 1 City of Lake El User: Administrator Source CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CFI 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C CH 003-01-2008 C Records printed: 17 Reference Name BOUTM Bouthilet, Michael BOUTT Bouthilet, Thomas BOUTT Bouthilet, Thomas DUDDECK Duddeck, Mark GALIOV Galiov, Hristo HOYT Hoyt, Susan KLATTK Klatt, Kyle LEARW Leary, William LUCZAK Luczak, Carole LUMBS Lumby, Sharon LUMBS Lumby, Sharon Magnuson Magnuson, Gerald MALMG Malmquist, Gregory MATZEK Matzek, Kelli MATZEK Matzek, Kelli SACHJ Sachs, James SACHJ Sachs, James Automated Clearing House Printed: 01/28/2008 14:12 Direct Deposit Proof List Route/Transfer 1019/0919 7581/2960 1019/0919 0509/0960 7000/2910 7265/0212 0001/0910 0882/0960 0463/0912 7626/2960 7626/2960 1019/0919 0001/0910 0002/0910 0002/0910 7581/2960 1019/0919 Check Digit 6 0 6 3 1 5 9 5 7 2 2 6 9 2 2 0 6 Account No 2028883 8100817892 2092172 1809055 9851664936 1002606721 4270829992 12119367 19011394 0007797930 0007797930S1 2099016 3126372892 104775557937 204782357600 8100818590 1059637 Amount 1,388.92 300.00 1,259.95 1,067.27 1,280.40 2,317.58 2,141.15 475.76 953.73 1,207.95 250.00 1,186.78 1,629.80 490.25 735.38 100.00 1,108.75 17,893.67 Page 1 City Council Date: February 4, 2008 CONSENT Item: 5a. Motion ITEM: Consider approval of Change Order No. 14 for the Public Works Facility SUBMITTED BY: REVIEWED BY: Jack Griffin, City Engineer Tom Bouthilet, Finance Director Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REQUESTED: The city council is being asked to approve Change Order No. 14 for the Public Works Facility. Change Order No. 14 decreases this contract in the amount of $2,400,00 to the revised contract amount of $2,377,377.69. This change order deducts restoration work around the pond area north and west of the main entrance of the facility that was never established by the contractor. Please refer to attachment no. 1 for further detail of this change order. ADDITIONAL INFORMATION: The city council approved the Gen -Con Settlement at the January 22, 2008 City Council Meeting. The terms of the January 7, 2008 mediation included release of retainage on the project. Prior to release of retainage, all project payments and change orders must be reconciled. This change order accepts financial compensation in lieu of the contractor's completion of this item for final acceptance of the Public Works Facility. RECOMMENDATION Staff recommends approval of Change Order No. 14 for the Public Works Facility, thereby decreasing this contract in the amount of $2,400.00 to the revised contract amount of $2,377,377.69. SUGGESTED MOTION FOR CONSIDERATION Move to approve Change Order No. 14 for the Public Works Facility, thereby decreasing this contract in the amount in the amount of $2, 400.00 to the revised contract amount of $2,377,377.69. ATTACHMENTS 1. AIA Document G701, Change Order Number 14 A Document G701TM - 2001 Change Order PROJECT (Name and address): City of Lake Elmo Public Works Facility Lake Elmo, Minnesota TO CONTRACTOR (Name and address): Gen -Con Construction 12940 Harriet Avenue South, Suite 120 Burnsville, MN 55337 CHANGE ORDER NUMBER: 014 DATE: January 17, 2008 ARCHITECT'S PROJECT NUMBER: 13335.000 CONTRACT DATE: 12/13/04 CONTRACT FOR: General Construction OWNER: ARCHITECT: j CONTRACTOR: IN FIELD: 0 OTHER: 0 THE CONTRACT IS CHANGED AS FOLLOWS: (Include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives) As per GCPR 21, City of Lake Elmo will furnish and install the black dirt and erosion control at the retention pond at the northwest side of the building. Delete ($2,400.00) TOTAL Deduction ($2,400.00) The original Contract Sum was $ 2,358,700.00 The net change by previously authorized Change Orders $ 21,077.69 The Contract Sum prior to this Change Order was $ 2,379,777.69 The Contract Sum will be increased by this Change Order in the amount of $ (2,400.00) The new Contract Sum including this Change Order will be $ 2,377,377.69 The Contract Time will be unchanged by Zero ( 0 ) days. The date of Substantial Completion as of the date of this Change Order therefore is NOTE: This Change Order does not include changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change Directive. NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. TICDA ARCHITECT (Firm name) 444 Cedar Street, Suite 1500 St. Paul, MN 55101 ADDRESS BY (Signature) Theresa M. Olsen, AIA (Typed name) January 17, 2008 DATE Gen -Con Construction CONTRACTOR (Finn name) 12940 Harriet Avenue South Suite 120 Burnsville, MN 55337 ADDRESS BY (Signature) Bill Hays (Typed name) DATE City of Lake Elmo OWNER (Firm name) 3800 Laverne Avenue No. Lake Elmo, MN 55042 ADDRESS BY (Signature) Tom Bouthilet (Typed name) DATE AIA Document G701N —2001. Copyright 01979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document Is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIAe Document, or any portion of It, may result In severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This dooument was produced by AIA software at 15:49:03 on 01/17/2008 under Order No.1000282620_1 which expires on 1/30/2008, and Is not for resale. User Notes: (3701744623) 1 City Council Date: February 4, 2008 CONSENT Item: Zb - Motion ITEM: Consider approval of Payment Certificate 14 (Final) for the Public Works Facility SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Tom Bouthilet, Finance Director Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REQUESTED: The city council is being asked to approve final payment to Gen -Con Construction, the contractor for the Public Works Facility. Gen -Con has submitted Payment Certificate No. 14 (Final) for $9,498.89. Retainage is being released in full. ADDITIONAL INFORMATION: The city council approved the Gen -Con Settlement at the January 22, 2008 City Council Meeting. The terms of the January 7, 2008 mediation included release of retainage on the project. The retainage being recommended includes Change Order No. 14, and reconciles all project payments and change orders. RECOMMENDATION Staff recommends final payment in the amount of $9,498.89 to Gen -Con Construction for the Public Works Facility from the 2004A city facilities bond issue. SUGGESTED MOTION FOR CONSIDERATION Move to approve final payment in the amount of $9,498.89 to Gen -Con Construction for the Public Works Facility from the 2004A city facilities bond issue.. ATTACHMENTS 1. AIA Document G702, Application and Certificate for Payment No. 14F j fAIA Document G702N Application and Certificate for Payment TO OWNER: City of Lake Elmo 3800 Laverne Avenue No. Lake Fimo, MN 55042 FROM Gen -Con Constmction CONTRACTOR: 424 No. Broadway St., PO Box 100 Ionian, MN 55352 PROJECT: -1992 City off ake Elmo Public Works Facility Lake Elmo, Minnesota VIA TKDA ARCHITECT: 444 Cedar Street, Suite 1500 Saint Paul, MN 55101-2140 CONTRACTOR'S APPLICATION FOR PAYMENT Application is made for payment, as shown below, in connection with the Contract. Continuation Sheet, AIA Document G703, is attached. 1. ORIGINAL CONTRACT SUM $ 2. Net change by Change Orders $ 3. CONTRACT SUM TO DATE (Line 1 ± 2) $ 4. TOTAL COMPLETED & STORED TO DATE (Column G on G703) $ 5. RETAINAGE: a. 0 % of Completed Work (Column D+Eon G703) $ b. 0 % of Stored Material (Column F on 0703) Total Retainage (Lines 5a + 5b or Total Column I of G703) 6. TOTAL EARNED LESS RETAINAGE (Line 4 Less Line 5 Total) 7. LESS PREVIOUS CERTIFICATES FOR PAYMENT $ (Line 6 from prior Certificate) 8. CURRENT PAYMENT DUE 1 $ 9. BALANCE TO FINISH, INCLUDING RETAINAGE (Line 31ess Line 6) $ (CHANGE ORDER SUMMARY rTota1 changes approved in previous months by Owner (Total approved this Month TOTALS µNET CHANGES by Change Order 2,358,700.00 18,677.69 CONTRACTOR: 2,377,377,69 By. 2,377,377.69 State of: County of: Subscribed and sworn to before 0.00 me this day of 0.00 Notary Public: 0.00 My Commission expires: 2,377,377.69 ADDITIONS DEDUCTIONS $ 21,077.69 $ $ $ $ 21,077.691$ 0. 2,400.0C� 2,400.001 18,677.61i APPLICATION NO: 014 FINAL PERIOD TO: 1/17/08 CONTRACT FOR: General Construction CONTRACT DATE: 12/13/04 PROJECT NOS: 13335.000 / / Distribution to: OWNER: El ARCHITECT: CONTRACTOR FIELD: ❑ OTHER: 0 0 The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and belief the Work covered by this Application for Payment has been completed in accordance with the Contract Documents, that all amounts have been paid by the Contractor for Work for which previous Certificates for Payment were issued and payments received from the Owner, and that current payment shown herein is now due. Date: ARCHITECT'S CERTIFICATE FOR PAYMENT In accordance with the Contract Documents, based on on -site observations and the data comprising 2,367,878.80 this application, the Architect certifies to the Owner that to the best of the Architect's knowledge, information and belief the Work has progressed as indicated, the quality of the Work is in accordance with the Contract Documents, and the Contractor is entitled to payment of the 9,498.89i AMOUNT t'FR11FI1_.D AMOUNT CERTIFIED $ 9,498.89 0.00 (Attach explanation if amount certified Afters from the amount applied. Initial all figures on this Application and on the Continuation Sheet that are changed to conform with the amount certified.) ARCHITECT: By: Date: This Certificate is not negotiable. The AMOUNT CERTIFIED is payable only to the Contractor named herein. Issuance, payment and arceptance of payment are without prejudice to any rights of the Owner or Contractor under this Contract AIA Document G7020 — 1992 Copyright 01953, 1963,1965, 1978 end 1992 by The American Institute of Architects. All rights reserved. WARNING: This Alt Document is protected by US. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this Alt Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 1550:2 on 01/17/2008 under Order No.1000282820 1 which expires on 1/30/2008, and is not for resale. User Notes: (605031297) 1 ITEM: SUBMITTED BY: Approve severance agreement with finance specialist Susan Hoyt, City Administrator City Council Date: 2.4.08 CONSSFNT Item: ��ff Motion SUMMARY AND ACTION REQUESTED: The city council is being asked to approve a severance agreement with Mr. Hristo Galiov, the finance specialist. The finance specialists position is being eliminated for budgetary reasons. Mr. Galiov has served the city for 3.5 years. The agreement provides for wages through February 29, 2008. It also covers the city's share of medical and dental insurance for up to six months for Mr. Galiov and his family. The agreement was reviewed and approved by Roger Knutson, who advises the city on employment matters. In 2007 the general fund revenue fell significantly short of what was budgeted. It is expected that 2008 will also be a challenging year for revenue; the reduced revenue budgeted for 2008 may fall short of what is received. Given this, reductions are needed. The current city permanent personnel funding allocated for financial services is approximately $133,896 for 1.70 positions. Eliminating the finance specialist position annually reduces the city's personnel costs by $66,619 (including benefits). Eliminating the finance specialist position requires reallocating the specialists tasks to the city's finance director, Tom Bouthilet. Mr. Bouthilet also serves as the city's technical personnel manager and insurance representative. Mr. Bouthilet's other miscellaneous duties such as taking charge of the IT/ web, control the purchasing of office supplies, arranging for cable broadcasts, and preparing non financial reports, have been reassigned to other staff to provide Mr. Bouthilet with the time necessary to manage the city's finances. Other tasks will be reassigned as necessary. Having one finance staff position is consistent with other cities with a similarly sized budget, number of employees and utility billing demands. The administrator will be working with Mr. Bouthilet and with the staff to make this transition as smooth as possible. Motion Approve the severance agreement with Mr. Hristo Galiov dated January 24, 2008 and thank Mr. Galiov for his three and a half years of service to the city of Lake Elmo. ATTACHMENT: 1 Severance Agreement dated 1-24-08 City i ' Lake e Ellr_ 651/777-55I0 3800 Laverne Avenue North / Like Elmo, MN 55042 24 January 2008 RE: Employment Severance Agreement Dear Mr. Galiov: With great regret, the city of Lake Elmo is eliminating your position as finance specialist effective February 1, 2008. This is due to budget constraints that the city is experiencing in 2008. In order to make your transition from employment by the city of Lake Elmo, the city will provide you with the following: No contest to an unemployment claim One month of wages (40 hours per week) from February 1, 2008 through February 29, 2008, to be paid consistent with the employment payroll. The city's share of family medical including dental benefits for up to six months (August 1, 2008) or less if coverage is available through another source prior to six months. References for new employment Thank you very much for your years of service. Sincerely, Susan Hoyt City Administrator ba printed on recycled paper City Council Date: 02/04/08 CONSENT Item: 5 MOTION: ITEM: SUBMITTED BY: 2008 Fee Schedule Tom Bouthilet, Finance Director REVIEWED BY: Susan Hoyt, City Administrator SUMMARY AND ACTION REQUESTED: The City Council is being asked to consider adopting ordinance no. 08-04, approving the 2008 fee schedule. The Fee schedule represents charge for services and are based on the City's time & expenditures for providing designated services. A majority of the fees remains the same as the previous year. The City received a request for an adjustment to the Dog License fees to include service dogs. The City added a new fee classification for service dog licenses with a five dollars administrative charge due upon the rabies vaccination expiration date. The Fire Department also has recommended adding a daycare inspection fee ($50.00) and a fire alarm fee ($50.00 plus 1 % of the value) to the fee schedule. The fire sprinkler fee was increased from $50.00 to $100.00 The Sewer Availability Charge (SAC) was adjusted due to a clerical error. The fee should have been $4975.00 (1825.00 to the Met Council and $3150.00 to the City). The Erosion Control Fee was also increased to 1500.00. MOTION FOR CONSIDERATION: Move to adopt Ordinance No. 08-04 approving the 2008 fee schedule. ATTACHMENT: Ordinance No. 08-04 Fee Schedule comparison sheet CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA ORDINANCE NO. 08- 004 AN ORDINANCE SETTING MUNICIPAL FEES FOR CALENDAR YEAR 2008 The Lake Elmo City Council hereby adopts the fee schedule for calendar year 2008 and directs that it be added to the Lake Elmo Municipal Code as Appendix A. Appendix A — 2008 Fee Schedule ADOPTION DATE: Passed by the Lake Elmo City Council on the 4th day of February, 2008. CITY OF LAKE ELMO By: ATTEST: Susan Hoyt Its: City Administrator Dean Johnston Its: Mayor EFFECTIVE DATE: This Ordinance shall be effective the day of , 2008. PUBLICATION DATE: Published on the day of , 2008. Appendix A Development, Service, Building, Etc. Amateur Radio Antenna $825.00 Appeal (to Board of Adjustment and Appeals) $75.00 Assessment Search $20.00 Building Demolition First 1000 Square Feet $100.00 Each Additional 1000 sq feet or portion thereof $10.00 Burning Permits Residential $35.00 Commercial $70.00 'Comprehensive Plan Amendment $1,250.00 Conditional Use Permit (CUP) <new or amended> $975.00 CONTRACTOR LICENSE FEES Blacktopping $60.00 Excavator License $60.00 I-Ieating and A/C $60.00 Sign Installer $50.00 Solid Waste I-Iauler $110.00 Tree Contract $60.00 COPY SERVICES Copies $0.25 City Map - colored $3.00 Code Book $150.00 Sections 1, 2, 4, 6-12, 14 $10.00 Section 3 $50.00 Section 5 and 13 $25.00 Comprehensive Plan $100.00 OP Ordinance $10.00 Parks Plan $75.00 Culverts in Developments with Rural Section $150.00 Dog License $15.00 Service Dogs License (dogs with special training to $5.00 assist individual with diasabilities) Unlicensed dog (first impound) $50.00 Licensed dog (first impound) $25.00 Cat Impound (first hnpound) $25.00 Subsequent dog/cat impound $75.00 Duplicate License or Tag $1.00 Driveway Residential $50.00 Commercial $150.00 Excavating and Grading $100.00 False Alarm 1 1 to 3 False alarms No Charge In excess of 3 up to and including 6 false alarms within a twelve (12) month period Residential $100.00 I Commercial $300.00 In excess of six false alarms within a twelve (12) month period 1 Residential $175.00 Commercial $500.00 'Fire -- --- Annual Daycare inspection Fee Fie Alarm Systems Fire Sprinlder System (Inspection Fee) $50.00 $50.00 $100.00 Fee 2008 Escrow or Additional Charge .50 surcharge .50 surcharge Renew on expiration of rabies vaccination .50 surcharge .50 surcharge Erosion Control Bond, Escrow, or Letter of Credit: 1500.00 per acre. .50 surcharge Plus 1% of Value Flood Plain Management Permit $750.00 !Fuel Tank Removal (Underground) $50.00 1500.00 escrow .50 surcharge Development, Service, 1 Fee 2008 Building, Etc. Appendix A Escrow or Additional Charge Heating New Residential Addition to Residential Commercial (New or Addition) f Lawn Sprinklers Liquor Club On -Sale Intoxicating Off -Sale Intoxicating Off -Sale Non -Intoxicating On -Salt Intoxicating On -Sale Investigation On -Sale Non -Intoxicating On -Sale Sunday Intoxicating Temporary Non -Intoxicating Wine Lot Line Adjustment Manufactured Home Parks New Move home out of City I Move into City !Minor Subdivision Moving House or Primary Structure into City New Construction Plan Review Park Dedication (up to 3 lots) Parking Lots New Commercial Existing Commercial Platting Concept (PUD or OP) Preliminary Plat (and Development Stage) Final Plat (and Final Plan) Plumbing New Residential Addition to Residential Commercial (New or Addition) Private Roads (permitted only m AG zone) RestrictiveSoils and Wetland Restoration Protection and Preservation Permit Right -of -Way Permits Annual Registration (1415.05 Subd.1) Excavation (1415.11 Subd. 1) Each Additional Excavation Trench Fee (boring or open cut) Overhead Installation Fee New Subdivisions (Alternate to per foot fee) Street Obstruction Fee (1415.11 (Sub 2.) Permit Extension Delay Penalty Sewage Disposal On -Site Septic Systems New Alterations or Repairs Sewer Availability Charge (SAC) Sewer Wetland Treatment I -lookup to Existing System Alteration/Repair 201 Off -Site Maintenance Fee Signs (not requiring CUP) Site Plan Review (Chapter 520) $125.00 $50.00 Minimum 150.00 or one percent of total $110.00 $100.00 per year $200.00 per year $150.00 per year $2000.00 per year $350.00 $100.00 per year $200.00 per year $25.00 per event $300.00 per year $300.00 $1,000.00 $50.00 $100.00 $950.00 $500.00 Per 1997 UBC (65% $3500.00 for each $150.00 $75.00 $1,185.00 $1,750.00 $1,185.00 $125.00 $50.00 Minimum $150.00 $100.00 $750.00 $75.00 $225,00 $35.00 .50 per foot .50 per foot 60.00 per lot per utility $75.00 $75.00 15.00 per day $100.00 $100.00 $4,975.00 $3.71 per 1,000 gallons $75.00 $50.00 65.00 per unit per quarter $100.00 $950.00 .50 surcharge .50 surcharge .50 surcharge .50 surcharge 2500.00 Escrow .50 surcharge .50 surcharge Plus bond with amount to be determined by City w/recommendation from Building Official Per Statute Four or more lots per Section 400 Formula .50 surcharge .50 surcharge Plus 2.5% Administrative Fee Development Agreement .50 surcharge .50 surcharge .50 surcharge .50 surcharge 1500.00 escrow .50 surcharge .50 surcharge 1825.00 to Met. Council; 3150.00 to City .50 surcharge .50 surcharge Appendix A Development, Service, I3uilding, Etc. Street Cleaning Erosion Control Escrow Re -inspection Processing Fee Surface Water Residential Non -Residential Commercial, ag., etc.) Telecommunications Tower Tennis Courts Vacations (Streets or Easements) Easements Streets Variance Video Reproduction [Water Residential — Quarterly Rate I Commercial All Connection Permits Meters, MIU & Meter Installntion Sets Delinquent Accounts Disconnect Service Reconnect Service Service Call Water Storage Violation Bulk Water from Hydrant Swimming Pool Fill Water Availability Charge (WAC) Existing Structures within Old Village New Development Zoning Amendment ( Text or Map) 1 Fee 2008 I 1500.00 $30.00 per hour $30.00 Per Code $825.00 Per 1997 UBC $500.00 $500.00 $725,00 $30.00 $23.75 Base $23.75 Base $125.00 $275.00 6% per quarter $75.00 $75.00 $10.00 per day $50.00 for first 5,000 gallons $90 for first 5,000 gallons $800.00 $3,500.00 $1,185.00 Escrow or Additional Charge Portal to Portal from City Hall. Minimum: 1 hour 10% of Contractor's Invoice to City 2,000.00 Escrow Plus surcharge $500.00 Escrow $500.00 Escrow Plus 2.05 per 1000 Gals Plus 3.00 per 1000 Gals Plus 25.00 or 8%, whichever is greater, if certified to County for collection with taxes Plus 3.00 per additional 1000 Gals Plus 3.00 pet 1000 Gals & $15.00 per labor hour Fee Schedule Comparison Development, Service, Fee 2007 Building, Etc. Amateur Radio Antenna $825.00 Appeal (to Board of Adjustment and Appeals) $75.00 'Assessment Search $20.00 Building Demolition First 1000 Square Feet $100.00 Each Additional 1000 sq feet or portion $10.00 Burning Permits Residential $35.00 Commercial $70.00 Comprehensive Plan Amendment I $1,250.00 Conditional Use Permit (CUP) <new or amended> CONTRACTOR LICENSE FEES Blaacktopping $60.00 Excavator License $60.00 I-Ieating and A/C $60.00 Sigh Installer $50.00 Solid Waste Hauler $110.00 Tree Contract $60.00 COPY SERVICES Copies 1 $0.25 City Map - colored $3.00 Code Book $150.00 Sections 1, 2, 4, 6-12, 14 $10.00 Section 3 $50.00 Section 5 and 13 $25.00 Comprehensive Plan $100.00 OP Ordinance $10.00 Parks Plan $75.00 Culverts in Developments with Rural Section $150.00 Dog License $15.00 Service Dogs License (dogs with special training to assist individual with diasabilities) Unlicensed dog (first impound) 1 $50.00 Licensed dog (first impound) 1 $25.00 Cat Impound (first impound) 1 $25.00 Subsequent dog/cat impound i $75.00 Duplicate License or Tag 1 $1,00 Driveway Residential $50.00 Commercial 1 $150.00 Excavating and Grading False Alarm 1 to 3 False alarms In excess of 3 up to and including 6 false alarms within a twelve (12) month period Residential Commercial In excess of six false alarms within a (12) month period Residential Commercial Fire Annual Daycare inspection Fee Fie Alarm Systems Fire Sprinkler System (Inspection NO $975.00 $100.00 No Charge $100.00 $300.00 $175.00 $500.00 $50.00 Escrow or Additional Charge Fee 2008 Escrow or Additional Charge .50 surcharge .50 surcharge .50 surcharge .50 surcharge Erosion Control Bond, Escrow, oi Letter of Credit: 1500.00 per acre. $825.00 $75.00 $20.00 $100.00 $10.00 $35.00 $70.00 $1,250.00 $975.00 $60.00 $60.00 $60.00 $50.00 $110.00 $60.00 $0.25 $3.00 $150.00 $10.00 $50.00 $25.00 $100.00 $10.00 $75.00 $150.00 $15.00 $50.00 $25.00 $25.00 $75.00 $1.00 $50.00 $150.00 $100.00 No Charge $100.00 $300.00 $175.00 $500.00 t.QQ."o-, 1 $0:001 `;iel in0,0OVA "-1 .50 surcharge .50 surcharge Renew on expiration of rabies vaccination .50 surcharge .50 surcharge_ Erosion Control Bond, Escrow, or Letter of Credit: 1500.00 per acre. .50 surcharge Plus 1% of Value 'Flood Plain Management Permit 'Fuel Tank Removal (Underground) $750.00 $50.00 1500.00 escrow .50 surcharge $750.00 $50.00 1500.00 escrow .50 surcharge Development, Service, Building, Etc. Fee 2007 Fee Schedule Comparison Escrow or Additional Charge Pee 2008 Escrow or Additional Charge Heating New Residential Addition to Residential Commercial (New or Addition) Lawn Sprinklers Liquor -- --- - - --- Club On -Sale Intoxicating Off -Sale Intoxicating Off -Sale Non -Intoxicating On -Sate Intoxicating On -Sale Investigation On -Sale Non -Intoxicating On -Sale Sunday Intoxicating Temporary Non -Intoxicating Wine Lot Line Adjustment Manufactured Home Parks New Move home out of City Move into City (Minot Subdivision Moving I -louse or Primary Structure into City New Construction Plan Review Park Dedication (up to 3 lots) Parking Lots New Commercial Existing Commercial (Platting Concept (PUD or OP) Preliminary Plat (and Development Stage) Final Plat (and Final Plan) Plumbing New Residential Addition to Residential Commercial (New or Addition) Private Roads (permitted only in AG zone) Restrictive Soils and Wetland Restoration Protection and Preservation Permit Right -of -Way Permits Annual Registration (1415.05 Subd.I) Excavation (1415.11 Subd• 1) Each Additional Excavation Trench Fee (boring or open cut) Overhead Installation Fee New Subdivisions (Alternate to oer foot fee) Street Obstruction Fee (1415.11 (Sub 2) Permit Extension Delay Penalty Sewage Disposal On -Site Septic Systems New Alterations or Repairs Sewer Availability Charge (SAC) Sewer Wetland Treatment Hookup to Existing System Alteration/Repair 201 Off -Site Maintenance Fee Signs (not requiting CUP) Site Plan Review (Chapter 520) $125.00 $50.00 Minimum 150.00 or one $110.00 $100.00 per year $200.00 per year $150.00 per year $2000.00 per $350.00 $100.00 per year $200.00 per year $25.00 per event $300.00 per year $300.00 $1,000,00 $50.00 $100.00 $950.00 $500.00 Per 1997 UBC $3500.00 for $150.00 I $75.00 $1,185.00 $1,750.00 $1,185.00 $125.00 $50.00 Minimum $100.00 $750.00 I $75.00 I $225.00 I $35.00 I .50 per foot .50 per foot 60.00 per lot per $75.00 $75.00 15.00 per day .50 surcharge .50 surcharge .50 surcharge .50 surcharge 2500.00 Escrow .50 surcharge .50 surcharge Plus bond with amount to be determined w/recommendatiou from Building Per Statute Four or more lots per Section 400 .50 surcharge .50 surcharge Plus 2.5% Administrative Fee Development Agreement .50 surcharge .50 surcharge .50 surcharge .50 surcharge 1500.00 escrow $100.00 .50 surcharge $100.00 .50 surcharge $4,825.00 1825.00 to Met. Council; 3150.00 $3.71 per 1,000 $75.00 $50.00 I 65.00 per unit pert quarter $100.00 $950.00 .50 surcharge .50 surcharge $125.00 $50.00 Minimum 150.00 or one $110.00 $100.00 per year $200.00 per year $150.00 per year $2000.00 per $350.00 $100.00 per year $200.00 per year $25.00 per $300.00 per year $300.00 $1,000.00 $50.00 $100.00 $950.00 $500.00 Per 1997 UBC $3500.00 for $150.00 $75.00 $1,185.00 $1,750.00 $1,185.00 $125.00 $50.00 Minimum $100.00 $750.00 $75.00 $225.00 $35.00 .50 per foot .50 per foot 60.00 per lot per $75.00 $75.00 15.00 per day $100.00 $100.00 $4,975;00 $3.71 per 1,000 $75.00 $50.00 65.00 per unit per quarter $100.00 $950,00 .50 surcharge .50 surcharge .50 surcharge .50 surcharge 2500.00 Escrow .50 surcharge .50 surcharge Plus bond with amount to be determined by City w/recommendation from Building Official Per Statute Four Of more lots per Section 400 .50 surcharge .50 surcharge Plus 2.5% Administrative Fee Development Agreement .50 surcharge .50 surcharge .50 surcharge .50 surcharge 1500.00 escrow .50 surcharge .50 surcharge 1825.00 to Met. Council; 3150.00 to City • .50 surcharge .50 surcharge Feo Schedule Comparison Development, Service, Building, Etc. 'Street Cleaning Erosion Control Escrow Re -inspection Processing Fee Surface Water Residential Non -Residential (commercial, ag., etc.) 'Telecommunications Tower Tennis Courts Vacations (Streets or Easements) Easements i Streets 'Variance Video Reproduction Water Residential - Quarterly Rate Commercial All Connection Permits Meters, MIU & Meter Installation Sets Delinquent Accounts Disconnect Service Reconnect Service Service Call Water Storage Violation Bulk Water from Hydrant Swimming Pool Fill Water Availability Charge (WAC) Existing Structures within Old Village New Development Zoning Amendment ( Text or Map) Fee 2007 1000 $30.00 per hour $30.00 Per Code $825.00 Per 1997 UBC $500.00 $500.00 $725,00 $30.00 $23.75 Base plus $23.75 Base plus $125.00 $275.00 6% per quarter $75.00 $75.00 $10.00 per day $50.00 for first 5,000 gallons $90 fur first 5,000 gallons $800.00 $3,500.00 $1,185.00 Escrow or Additional Charge Fee 2008 1,000.00 Escrow Portal to Portal from City Hall. Minimum: 1 hour 10% of Contractor's Invoice to 2,000.00 Escrow Plus surcharge $500.00 Escrow $500.00 Escrow $30.00 per hour $30.00 Per Code $825.00 Per 1997 UBC $500.00 $500.00 $725.00 $30.00 $23.75 Base plus $23.75 Base plus $125.00 $275.00 Plus 25.00 or 8°4, whichever is greater, if certified to County for collection with 6% per quarter $75.00 $75.00 Plus 2.75 per additional 1000 Gals Plus 2.75 per 1000 Gals & $15.00 per labor hour $10.00 per day $50.00 for first 5,000 gallons $90 for first 5,000 $800.00 $3,500.00 $1,185.00 Escrow or Additional Charge Portal to Portal from City Hall. Minimum: 1 hour 10% of Contractor's Invoice to City 2,000.00 Escrow Plus surcharge $500.00 Escrow $500.00 Escrow plus 2.05 per 1000 Gals Plus 3.00 per 1000 Gals Plus 25.00 or 8%, whichever it greater, if certified to County for collection with taxes - ..Phis3.00per addiifoifa[1000 Gais-”r Piu :3:00=p'er 100Q Gals & $15:00 per._: City Council Date: 2-4-08 Item: ITEM: Presentation by the Lake Elmo Jaycees of net profits from lawful gambling within the city SUBMITTED BY: Sharon Lumby, City Clerk SUMMARY AND ACTION REQUESTED: Michele Carlson, Lake Elmo Jaycees, will present the city a cheek for the ten percent of its net profits derived from lawful gambling in the city. City Council Date: 2-4-08 REGULAR Item: 7 Motions ITEM: Appoint commissioners to existing vacancies on the planning and parks Commission. SUBMITTED BY: Sharon Lumby, City Clerk SUMMARY AND ACTION REQUESTED: The city council is being asked to make appointments to the Planning Commission and to the Parks Commission. The deadline of January 31, 2008 for submittal of applications has passed. Planning Commission • Current commissioners Tom Armstrong (term expired 12/31/07) and Ben Roth (term expires 1/4/08) have applied for a full term after serving one three year term. (2 term maximum according to code). • Commissioner Schneiders term expires February 14, 2008. He did not reapply for a second term. • Commissioner Ptaceck's third consecutive term expires February 29, 2008. Todd cannot be appointed to another term as a full voting member but has applied for an alternate position. • Brenda Anderson had made application in March 2006 and in January, 2008 to serve on the Planning Commission. • Greg Hall has applied fora Planning Commission appointment. Past practice has been to automatically move the First Alternate, which would be Commissioner VanZandt, to a full -voting member for a 3-year term starting March, 2008. Commissioner McGinnis would then be moved from Second Alternate to First Alternate. • Commissioner Deziel has requested a temporary leave of absence for the next six meetings of the Planning Commission, January 28th through and including April 14th 2008 because of being shorthanded due to illness of an associate during the tax season. Parks Commission • Current commissioner Todd Bruchu (term expired 12/31/07) has applied for a full three year term after serving one three year term. (2 term maximum according to code). • Commissioner Bouthilet's term expired 12/31/07. He did not reapply for a second term. • Commissioner Wagner's second term expired on 12/31/07. Linda cannot be appointed to another term as a full voting member, but has applied for an alternate position. • Mike Zeno had made application in January, 2007 and in January 2008 requested activation of his application for the Planning Commission. Past practice has been to automatically move the First Alternate, which would be Commissioner Dunn, to a Full Voting member to serve her first three year term. This leaves vacancies for First and Second Alternates. RECOMMENDATION: Consider appointments to the Planning and Parks Commission Sharon Lumby From: mark@dezielstaxservice.com Sent: Tuesday, January 22, 2008 4:28 PM To: Sharon Lumby Cc: kelli@no.domain.specified.dreamhost.com; matzek@lakeelmo.org Subject: Leave of Absence Lake Elmo City Council Lake Elmo Planning Commission I request a temporary leave of absence for the next 6 meetings of the Planning Commission, January 28th through and including April 14th, 2008. I have gladly served the commission through the last two winters of many extra meetings to catch up on our Comprehensive Plan. As you know I earn my living during these crucial winter months. It costs me at least $500. per meeting in lost business and additional staffing during the tax season. This year, however, I am short handed due to a stroke suffered by one of my associates and inadequate time to prep a new trainee. I will continue my service in earnest After April 15th. -Mark Deziel 1 ITEM: City Council Date: February 4, 2008 REGULAR Item: 8 Motion Receive an update on the options for promoting school safety for Lake Elmo Elementary School and approve funds for the installation of one Dynamic Speed Monitoring Display sign on TH 5, near Lake Elmo Avenue. REQUESTED BY: The Lake Elmo Elementary Traffic Safety Working Group SUBMITTED BY: Susan Hoyt, City Administrator REVIEWED BY: Susan Hoyt, City Administrator Jack Griffin, City Engineer Ted Schoenecker, Washington County SUMMARY AND ACTION REQUESTED: The city council is being asked to receive a presentation regarding school safety for Lake Elmo Elementary School by Ted Shoenecker, Washington County Traffic Engineer, and to approve funds for the installation of a Dynamic Speed Monitoring Display sign. Mr. Schoenecker will provide an update on the results from the Traffic Safety Working Group that was created to identify and address safety concerns around the Lake Elmo Elementary School near the intersection of TH 5 and CSAH 17 (Lake Elmo Avenue). The Traffic Working Group got underway this fall with Jennifer Pelletier, PTA/Parent, Andy Fields, Principal, Nick Thompson and MnDOT staff, Ted Schoenecker and Washington County staff, Mary Stutz, Commander, Washington County Sheriff, Susan Hoyt, City Administrator and Jack Griffin, City Engineer. For an immediate improvement, the City of Lake Elmo is recommending the installation of Dynamic Speed Monitoring Display (DSMD) sign. This is an electronic sign that reports a vehicle's speed as the driver approaches the sign. These signs have been shown to be an effective tool to increase awareness and to manage speed on roadways. There are already two existing signs found within the City of Lake Elmo. One is on northbound CSAH 13 (Inwood Avenue North), just south of 27th Street North and the other is on northbound CSAH 17 (Lake Elmo Avenue) between 24th Street North and 30th Street North, The City of Lake Elmo will work with the Minnesota Department of Transportation to locate the sign on eastbound TH 5 near the speed limit transition zone approaching Lake Elmo Elementary School. The sign will be located along TH 5, which is MnDOT Right -of -Way. The sign, valued at $6,100, is being donated by 3M. The cost of installing the sign is estimated at $3,100 and the electrical service at $2,000 for a capital investment by the city of $ 5,500 from the city's capital equipment fund. The city would also cover the operating cost of approximately $ 120 per year out of the public works lighting budget. (The budget can cover this cost). ADDITIONAL INFORMATION: 3M will provide the sign at no cost to the City of Lake Elmo. These signs are typically $6,100 each. Staff will work through Washington County to contract the City of St. Paul to install the signs. The City of St. Paul has an ongoing contract with Washington County to perform electrical maintenance work due to the size of the department, the cost is very reasonable. Their maintenance staff has experience in installing these signs successfully throughout Washington County. The anticipated costs for the City of Lake Elmo would be the labor and parts to install the sign ($3,500), the extension of electric service to the sign (approximately $2,000), and the monthly electrical cost ($10 per month). City staff will work with Xcel Energy to obtain an exact cost and schedule to install the electrical service to the sign. Once electricity is available, the installation of the sign typically takes one day and final completion will depend on the availability of the City of St. Paul staff to install the sign. RECOMMENDATION: The school safety working group along with the city staff recommends the approval of the sign installation and related costs. The safety working group will meet with the working group over the corning months on an as needed basis. Staff recommends providing a funding maximum slightly higher than the estimated cost in case it is higher than estimated so that the project is not delayed. SUGGESTED MOT/ON FOR CONSIDERATION: Move to approve funds not to exceed $6, 000 to install a Dynamic Speed Monitoring Display (DSMD) sign out of the capital equipment fund and to authorize paying for the electrical costs associated with operating the sign from the general fund. ORDER OF BUSINESS: • Introduction • Presentation Others in attendance: • Questions from city council members to the presenter Susan Hoyt, City Administrator Ted Schoenecker, Transportation Engineer, Washington County Mary Stutz, Commander, Washington County Sheriff Jennifer Pelletier, PTA / Parent Andy Fields, Principal, Lake Elmo Elementary School Jack Griffin, City Engineer Mayor and council members The mayor will facilitate this by asking each individual council member for one question allowing for a response to the individual question then move onto the next council member in the sequence until all questions are completed. No council member shall take more than 3 minutes to ask a question. (Also called round robin.) (For example, C.1 asks question 1 and gets answer - C.2 asks question 2 and gets answer and so on.) • Questions/comments from the public to the city council (a maximum of three minutes per question/statement) • Call for a motion Mayor facilitates This is to get a motion on the table for discussion and is actually required under Roberts Rules of Order. This action is not an indication that the motion on the table is the motion that will be approved in the current form. It is purely for discussion purposes. • Discussion among city council members (See round robin process above) • Action by the city council Mayor and council members City council ITEM: City Council Date: 2.4.08 REGULAR , Item: Motion Consider authorizing a request for information on city sanitary sewer as one possible option for future wastewater treatment for the Fields of St. Croix Homeowners Association (HOA) REQUESTED BY: Mr. Todd Place, President, Fields of St. Croix (HOA) SUBMITTED BY: Susan Hoyt, City Administrator REVIEWED BY: Jack Griffin, City Engineer SUMMARY AND ACTION REQUESTED: The city council is being asked to authorize the city staff and engineer to provide information on the feasibility and estimated cost of providing sanitary sewer to the Fields of St. Croix. This is being requested by the HOA as the HOA considers all of its future wastewater treatment options including maintaining the community treatment system as it currently functions. The city engineer believes that it is feasible to provide sewer to the Fields. Typically, the staff provides information about the possibility of future infrastructure to property owners. However, the location of the Fields of St. Croix outside the identified sewer service area in the comprehensive plan suggests that council authorization is appropriate before the staff proceed with this request. If the city council directs the staff to provide this information, the staff recommends that the information not require substantial engineering analyses nor detailed, specific cost estimates for three reasons: First and most importantly, it is premature to go into detail since the timing and details are not known; second, the city does not have an adopted policy for providing sewer service to property owners/HOAs — especially not to those outside of the sewer service area; and third, the city does not want to be told at a future date that it promised a specific cost for the future work. ADDITIONAL INFORMATION If the information provided is general in nature, it will be consistent with information that the staff would typically provide to other property owners inquiring about sewer service within the sewer service area. The staff recommends that the cost of providing this information be charged to the sewer fund, which will be replenished by connection and user fees in the future. If the HOA wants more detailed information that requires significant staff time, the staff recommends that the HOA cover these costs. The city assumes that it will be providing sanitary sewer to the Hamlet on Sunfish Lake pursuant to an agreement with the city made due to a failing community septic system. This area is technically outside the sewer service area of the Village. Suggested motion for consideration Move to authorize the staff including the engineer to meet with the Fields and to provide the Fields HOA with general engineering, cost and timing information for sanitary sewer service as one option that the Fields HOA is considering for the future. ORDER OF BUSINESS Introduction Presentation Questions to the presenter From the city council (3 minutes/person) Questions for the council From the public (if any) (3 minutes/person) Susan Hoyt, City Administrator. Mr. Todd Place, President, Fields of St. Croix Mayor and Councilmembers Mayor facilitates Call for a motion (Either motion to approve/deny request OR Mayor and Councilmembers Motion to discuss no action on request) Discussion Mayor and Councilmembers Action (if desired) City Council ATTACHMENTS: 1 Letter from Mr. Todd Place, President, HOA dated January 13, 2008 2 Map of sewer plan in comprehensive plan January 13, 2007 Susan Hoyt City Administrator City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 Dear Susan, IciRCEivED JANzzauun The Fields of St. Croix Homeowners Association is currently evaluating future options regarding the management and operation of its wastewater treatment system. We want to insure that we have as much information as possible in order to evaluate all the alternatives. One of those future options is connecting to the Metropolitan Sewer system when it arrives in this area. We would like to learn as much as possible about this option and request that you help in this endeavor. We would like to meet with you early in 2008 to learn what can be done to gather this information. I can be reached at 651-777-0366. Todd Place, President Cc. Fields of St. Croix Association Board members Kim Bruss Dick Conner John Longtin Diana Rehnberg aui` `��` oa rIAWAY s r11 like,. k Lktl5Y3041MMirr tafJpa i, Existing Connection ^rye In Oakdale ...,,.rw dentin ruuQnrle =-c2aa "/` R! wprryxV3IPI'IYl1'MFPYltirlk alit 2020 @ fi mittF Qti TMtSH m To WONE Interceptor >r (2007 New MCES Pipe) ,M 1 FUTURE LAND USE - SEWER PLAN Lake Elmo Comprehensive Plan 2005 - 2030 Limitation of Liability IlrvdxulmnllrrwlaleYa%remrtl,0ulapw tuna/eMmul nm,ndt4 mono non, TVs awr It a mnrrtMan a reeart l Want'. urvaenlb:,. dae coutl orris* 0l0.1, dnl a:ll,: ulna. Map Data: August 24. 2005 Created en TKDA N S 0 6001.200 2.400 3.600 .erifFeet ern Sr To Collage Grove Interceptor (2007/2009 New MCES Pipe) Lend Use - -- MSc e?.40eopa..elave t,rnwlN. a:R.oaaem,a, IIIIIPavemarr Mq re [) • 2 Weer, I® 0,40I 6roer LIO.pvrarran ®rn $4. Strvt:d.rtl fi5R.3 5 W'/rtn mlti ten 'on Lo R4rc ,e,.er 45 Enueiue Le11r4.4,Ye1 20XX ,rrFa firnrven Pal <r q>a.u;rrr Pen ti ITEM: REQUESTED BY: SUBMITTED BY: REVIEWED BY: City Council Date: 2/4/08 Ordinance & Resolution Item: 10• Consider an ordinance to amend the existing shoreland district regulations to incorporate updated information and provide increased flexibility on front yard setbacks Planning Commission Ben Gozola, Senior Planner Susan Hoyt, City Administrator Kyle Klatt, Planning Director Kelli Matzek, Planner SUMMARY AND ACTION REQUESTED: What are you asked to do? The City Council is asked to consider an ordinance that would make two basic changes to the existing shoreland district requirements: 1. Update both ordinary high water mark (OHW) levels and flood plain levels to be in conformance with the latest DNR and FEMA data; and 2. Remove shoreland specific right-of-way (front yard) setback requirements to provide increased setback flexibility. The OHW updates will reflect lower water levels that were recently approved by the DNR. Because the water levels have fallen, this ordinance will provide additional building area on riparian lots and will reduce or eliminate nonconformities that may currently exist. The updated FEMA data may affect properties throughout the city along streams, rivers, lakes, wetlands, or other waterbodies. Additionally, this updated information will allow the city and residents to make informed decisions on floodplain locations. The proposed elimination of shoreland specific right-of-way setbacks will afford greater protection to area lakes and streams as the underlying zoning requirements allow (in some circumstances) structures to move closer to the right-of-way and further from the protected water feature. In this case, having the more restrictive right-of-way setback in the shoreland requirements actually works against the intent of the shoreland overlay district. Whv is this ordinance needed? The changes proposed by this ordinance are needed for the following reasons: ➢ Changing OHW and floodplain levels is necessary as current code contains many errors that do not correspond to current data for area water bodies. For example, the OHW's for Lake DeMontreville and Lake Olson were recently lowered by the DNR. Not amending code to reflect this change may require residents to seek Lakeshore setbacks from the higher OHW listed in code even if they meet the setback from the newly approved OHW. Similarly, updating all adopted floodplain levels to reflect current data will ensure residents are not forced to comply with standards that should not apply to their property (i.e. current code lists a floodplain 60 feet too high around Friedrich Pond requiring all nearby properties to meet floodplain regulations regardless if they are actually within the FEMA identified floodplain). Removing shoreland specific right-of-way setbacks is viewed as an important improvement to shoreland district regulations. The DNR template ordinance for shoreland districts includes front yard setbacks primarily for jurisdictions without underlying zoning. Including specific shoreland district setback requirements in the Lake Elmo code actually has a negative effect on shoreland district lots as the underlying zoning provides flexibility for structures to move towards the right-of-way and further away from the protected water body. To eliminate this problem, the proposed ordinance would replace shoreland specific ROW setback requirements with the language "per underlying zoning district regulations and exceptions." Whv is this back before the Council? At the January 22nd City Council meeting, this issue was tabled to provide staff time to address two questions: 1) Can the City choose not to update the OHW and Floodplain information in code regardless of whether the DNR or FEMA has adopted changes? ANSWER: According to the City Attorney, the City is not mandated to make changes in accordance with the new information. However, if an application were to be denied due to OHW or Floodplain issues and the new data would alleviate the problem, the denial would likely not be upheld in court. As such, not updating code to reflect the official data only places a hardship on residents to request variances and/or go to court to undertake projects that would conform with code under the official OHW and Floodplain levels. 2) How many parcels may become buildable due to the decrease in the OHW level on Lake Olsen and Lake DeMontreville? ANSWER: Making this determination required that we analyze all Lakeshore parcels using a step-by-step approach as follows: ➢ Utilizing the City's GIS system, we determined that 138 individual parcels currently make up the shorelines of Lake Olsen and Lake DeMontreville; ➢ Of those 138 parcels, only 15 could possibly be impacted by a change to the OHW;1 ➢ Detailed examination of these fifteen parcels revealed that all but four would continue to be unbuildable due to their unique configuration or characteristics which prevents building conformance to setback and septic regulations. ➢ The sizes of the final four parcels range from 0.43 acres to 0.63 acres in size (0.9 acres would be needed before any of the parcels would be considered buildable). Examination of the best available contour data for each of these parcels indicated that it would be extremely unlikely that any would gain the necessary acreage to exceed 0.9 acres in size in order to become buildable. Therefore, based on our analysis, we do not believe the OHW changes for Lake Olsen and Lake DeMontreville will create any new buildable lots. The 123 other Lakeshore parcels were either already developed (and therefore could continue to be used according to state and city nonconforming use regulations), were already buildable lots -of -record, or did not meet the width requirement necessary to be considered buildable. Based on our findings that no new buildable lots will be created by the revised OHWs and that courts would likely not uphold any decisions that were based solely on the out-of-date data, staff is comfortable with again recommending the ordinance be approved as presented. Does the DNR aaree with the proposed chances to the Shoreland District? Yes. The DNR has reviewed the proposed ordinance and supports the recommended changes. RECOMMENDATION: Both staff and the planning commission (unanimously) are recommending approval of the attached ordinance to update the city's shoreland district standards. ORDER OF BUSINESS: - Introduction Susan Hoyt, City Administrator Report by staff Ben Gozola, Senior Planner - Questions from the Council Mayor & Council Members Questions/Comments from the public Mayor facilitates - Consider a Motion (required for further discussion; does not imply approval of the motion Mayor facilitates Discussion Mayor facilitates - Action on motion Council Consider a Motion to approve the summary publication resolution Mayor facilitates Action on motion Council ATTACHMENTS (2): 1. Proposed ordinance to amend shoreland district regulations. 2. Resolution of summary publication: Shoreland District Changes CITY OF LAKE ELMO COUNTY OF WASHINGTON STATE OF MINNESOTA ORDINANCE NO. 08- 005 AN ORDINANCE TO AMEND SHORELAND DISTRICT REGULATIONS TO ELIMINATE SHORELAND SPECIFIC RIGHT-OF-WAY SETBACK REQUIREMENTS AND TO UPDATE ORDINARY HIGH WATER AND FLOODPLAIN LEVELS FOR AREA LAKES Section 1. The City Council of the City of Lake Elmo hereby ordains that Section 150.254 is hereby amended to read as follows: Section 150.254 SHORELAND CLASSIFICATION. (A) The public waters of the city have been classified below, consistent with the criteria found in Minnesota Rules, Chapter 6120.3000, as it may be amended from time to time, and the Protected Waters Inventory Map for Washington County, Minnesota. The shoreland area for the water bodies listed below shall be defined in § 150.252 and as shown on the city's shoreland management area map. (B) The classes of public waters for the city are natural environment lakes, recreational development lakes, and tributary streams. (1) Natural environment lakes. Natural environment lakes are generally small, often shallow lakes with limited capacities for assimilating the impacts of development and recreational use. They often have adjacent lands with substantial constraints for development, such as high water tables, exposed bedrock and unsuitable soils. These lakes, particularly in rural areas, usually do not have much existing development or recreational use. D.N.R. I.D.# Lake Name Location OHW 100-Year Elevation 82-7482007400 Horseshoe Sec. 25 876.8 877.4 82 9982009900 Clear Sec. 2, 11 988 82--19082010000 Unnamed Sec.4 962 82 10582010500 Berschen's Pond Sec. 10 9245 82-40782010700 Sunfish Sec. 14 896.4 904- 899 82 10382010800 Friedrich Pond Sec. 15, 22 942:6 913.0 132-1 -082011000 182 1 1 1-82011100 132-14-282011200 182 11382011300 82 11682011601 182011602 Downs Sec. 24 889.1 893 H.J. Brown pond Sec. 26 900 Rose (Sunfish) Sec. 25, 36 ggs Goose Sec. 27, 34, 35 924.4 932 Unntuned Sec. 28 333 1020.3 (AenIntfeng-)Armst rota, (North of 10`1' St) Armstrong, (South Sec. 33 1019.1 of 101h Street) (2) Recreational development lakes. Recreational development lakes are generally medium-sized lakes of varying depths and shapes with a variety of land forms, soil, and ground water situations on the lands around them. They often are characterized by moderate levels of recreational use and existing development. Development consists mainly of seasonal and year-round residences. Many of these lakes have capacities of accommodating additional development and use. D.N.R. I.D.# Lake Name I 82-101 82-103 I 82-104 I 82-106 DeMontreville Olson Jane Elmo Location OHW Sec. 4, 5, 9 Sec. 8, 9 Sec. 9, 10 Sec. 13, 14, 23, 24, 26 930929.3 930929.3 924 886885.6 100-Year Elevation 931.5931.0 931.5931.0 92670925.0 891.0889 (3) Tributary Streams. Tributary stream segments consist of water courses mapped in the protected waters inventory that have not been assigned 1 of the river classes. These segments have a wide variety of existing land and recreational use characteristics. 'Location Stream Name ISec. 33 Unnamed to Wilmes Lake Sec. 16, 21, 22 Unnamed lc EaglePoint Lake (Eagle Peir4. Crck North)Raleieh Creek North (to Eag,le Point Lake) 2 Sec. 22, 23, 27 Sec. 25 Unnamed is Lake Elms (ag Creek South (Eaele Point Lake to Lake Elmo) Unnamed Tributary R Section 2. The City Council of the City of Lake Elmo hereby ordains that Section 150.255, Subdivision (D), is hereby amended to read as follows: (D) Placement, design, and height of structures. (1) Placement When more than 1 setback applies to a site, structures and facilities must be located to meet all setbacks. Where structures exist on the adjoining lots on both sides of a proposed building site, structure setbacks may be altered without a variance to conform to the adjoining setbacks from the ordinary high water level, provided the proposed building site is not located in a shore impact zone or in a bluff impact zone. Structures shall be located as follows. (a) Structure and on -site sewage system setbacks. Structure and on -site sewage system setbacks (in feet) from ordinary high water level. Setbacks From OHW Classification Structures Sewage Treatment System 'Natural Environment 150 feet 150 feet IRecreational Development 100 feet 75 feet I Tributary 100 feet 75 feet (b) Additional structure setbacks. The following additional structure setbacks apply, regardless of the classification of the water body. Setback From Setback (In Feet) I Top of bluff 30 IUnplatted cemetery 50 Right-of-way line of federal, state, or county highways S0 Per underline zoning district regulations and exceptions Right-of-way line of town road, public street, or other 30 Per underline zoning roads or streets not classified district regulations and exceptions (c) Bluff impact zone. Structures and accessory facilities, except stairways and landings, must not be placed within bluff impact zones. 3 (d) (e) (f) Significant historic sites. No structure may be placed on a significant historic site in a manner that affects the values of the site unless adequate information about the site has been removed and documented in a public repository. Steep slopes. The city shall evaluate possible soil erosion impacts and development visibility from public waters before issuing a permit for construction of sewage treatment systems, roads, driveways, structures, or other improvements on steep slopes. When determined necessary, conditions must be attached to issued permits to prevent erosion and to preserve existing vegetation screening of structures, vehicles, and other facilities as viewed from the surface of public water, assuming summer, leaf -on vegetation. Proximity to roads and highways. Per underlying zoning district regulations and exceptions. 3 e #atetttremtty he-p}aeed nonnx aim 50 feet from -the try-feda:a., state, a county highway; or•30-feet et -Tor -ethernet (g) Use without water -oriented needs. Use without water -oriented needs must be located on lots or parcels without public waters frontage, or, if located on lots or parcels with public water frontage, must either be set back double the normal ordinary high water level setback or be substantially screened from view from the water by vegetation or topography, assuming summer, leaf -on conditions. Section 3. Adoption Date This ordinance shall become effective immediately upon adoption and publication in the official newspaper of the City of Lake Elmo. This Ordinance No. was adopted on this day of 20_, by a vote of Ayes and _Nays. Mayor Dean Johnston ATTEST: Susan Hoyt Administrator This Ordinance No. was published on the _ day of , 2007. 4 CITY OF LAKE ELMO RESOLUTION NO. 2008-010 RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE NO. 08-005 BY TITLE AND SUMMARY WHEREAS, the city council of the city of Lake Elmo has adopted Ordinance No. 08-005, an ordinance to amend shoreland district regulations to eliminate shoreland specific right-of-way setback requirements and to update ordinary high water and floodplain levels for area lakes; and WHEREAS, the ordinance is lengthy; and WHEREAS, Minnesota Statutes, section 412.191, subd. 4, allows publication by title and summary in the case of lengthy ordinances or those containing charts or maps; and WHEREAS, the city council believes that the following summary would clearly inform the public of the intent and effect of the ordinance. NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Lake Elmo, that the city administrator shall cause the following summary of Ordinance No. 08-005 to be published in the official newspaper in lieu of the entire ordinance: Public Notice The City Council of the city of 1 Ake Elmo has adopted Ordinance No. 08-_. The ordinance amends existing shoreland district regulations to eliminate shoreland specific right-of-way setback requirements for structures. Existing zoning requirements will now govern all setbacks from roadways. Additionally, the ordinance was updated to include all current information on the ordinary high water mark and floodplain elevations for area lakes. The full text of Ordinance No. 08-_ is available for inspection at Lake Elmo city hall during regular business hours. Mayor Dean Johnston BE IT FURTHER RESOLVED by the city council of the city of Lake Elmo that the city administrator keep a copy of the ordinance in her office at city hall for public inspection and that she post a full copy of the ordinance in a public place within the city. Dated: 20. Mayor Dean Johnston ATTEST: Susan Hoyt City Administrator (SEAL) The motion for the adoption of the foregoing resolution was duly seconded by 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. ITEM: SUBMITTED BY: REVIEWED BY: City Council Date: 2.4.08 REGULAR Item: I I. Motion Select a Range of Development Scenarios for the Village Alternative Urban Areawide Review (AUAR) environmental review to go to the Advisory Panel and the Public for input Susan Hoyt, City Administrator Ciara Schlichting, Planner, Bonestroo Kyle Klatt, Planning Director Kelli Matzek, Planner SUMMARY AND ACTION REQUESTED: The city council is being asked to select a range of development scenarios to bring to the AUAR Advisory Panel (Feb. 13 and Feb. 21) for its review and comment. The development scenarios reflect both the proposed land uses and the configuration of the land use in the plan. In other words, what types of uses are to be developed and redeveloped and generally (not specifically) where will these land uses be planned in the Village. The land use maps (Comprehensive Plan and Village Masterplan) associated with the development scenarios as well as the number of new housing units are relevant to the analyses. The city council has suggested that a new housing unit count between 600 and 1,600 units be considered for the village and has accepted the Village Masterplan composite land use map as the general configuration. (Attachment 1). According to the AUAR requirements, one scenario must be the comprehensive land use map and 905 units (attorney opinion) (Attachment 2). The decision at this meeting: The city council does not need to decide.the final number of development scenarios will be in the AUAR at this meeting. The city council needs to decide which development scenarios to pass onto the Advisory Panel and the public for input. However, the council should eliminate any scenarios that the city council is already certain that it will not consider. ADDITIONAL INFORMATION Next steps in the AUAR process. Following the input by the AUAR advisory panel on February 13 and 21, the city council will meet to review that input on February 26 (specially scheduled workshop) and the public will be asked to provide input at a public open house (scheduled for Feb 28 at Oakland). This input from the open house will come before the city council finalizes its decision on what development scenarios to evaluate as part of the official AUAR process. Upon the acceptance of the Village Masterplan and the beginning of the AUAR process in 2007, the city council discussed the number of new housing units in the Village development scenarios. The city attorney determined that 905 new housing units are required in the comprehensive plan. The city council endorsed a range from 600 to 1,600 to be considered. After the final AUAR is completed, one development scenario with a mitigation plan will be selected and the city council will move to revise the Comprehensive Plan including the final number of housing units allowed for development. AUAR proposal. The original AUAR proposal includes two development scenarios for analysis; one of the two must be the development scenario (future land use plan) of the Village in the comprehensive plan. The second development scenario will be based upon the proposed land use configuration in the accepted Village Masterplan composite land use plan. Modification of scone related to traffic. The consultants also reviewed a request to include an additional traffic analysis looking at a different time frame for the peak traffic flow. The additional work would cost $3,300. The analysis by the consultant suggests that this additional work is not necessary . (see Attachment 3). Development Scenario options. There are four alternatives described for the city council to consider endorsing to send to the Village AUAR Advisory Panel. In one option, the comprehensive plan rounds the 905 new housing units to 1,000. An alternative 1,000 new housing unit scenario is also included. This scenario would incorporate the work of the Village Masterplan and gives the city the ability to develop with these masterplan principles rather than restricting itself to the comprehensive land use plan map. It is not recommended to select development scenarios that have fewer than four hundred housing units difference (e.g. 800, 1000, 1,200) because the analyses is not significantly enough different to be worth the time and money spent on them. Hospital Option. Since the city council approved including the option of the hospital in the development scenario analyses at the hospital's expense, this is considered to be an alternative in options A, C, and D. (Attachment 3). In other words, there is the option for residential under each scenario as well as the hospital scenario. The hospital analyses will look at potential impacts in the area beyond the specific parcel of land being considered by the hospital as part of the analysis. SUGGESTED OPTIONS FOR DEVELOPMENT SCENARIOS New Housing Units A 600 Village Masterplan B 1,000 Comprehensive Plan (905 units required) C 1,000 Village Masterplan D 1,600 Village Masterplan Hospital Option In scenarios A, C, and D (paid by hospital) Alternatives to the suggested options: The city council may choose to change or to eliminate any option except option B, which is the Comprehensive Plan option, which can be changed to include 905 new housing units rather than the 1,000 units because the 905 is the legal interpretation of the comprehensive plan required new housing units. However, there will be negligible differences in the impacts between 905 and 1,000 new units. For example .... The city council may choose to change option C to 1,200 housing units in the masterplan scenario rather than the 1,000 units. (It would not be cost effective to do a 1,200 unit masterplan scenario and a 1,000 unit masterplan scenario). Additional cost for more than two development scenarios. The addition of each development scenario beyond the two in the original AUAR proposal will increase the cost of the AUAR by $ 11,720 per scenario or $ 23,420 for two additional scenarios in addition to the total to the current contract of $219,250 (Attachment 4). If the city council decides to add one or two development scenarios the cost will come out of the Village budget and, ultimately, be charged back to property owners developing the Village as an AUAR development fee. The 2008 capital improvement budget included $ 50,000 for expenditures in Village planning/engineering/legal. The budget can accommodate an additional development scenario or two if the city council finds it worthwhile. The city council will determine which development scenarios (except for B — com plan) until the AUAR is officially ordered in March, 2008. At that time if more than two scenarios are approved the city council will need to also authorize the additional costs. However, by bringing more than two scenarios to the public, the city council should be prepared to commit to the additional cost should the Advisory Panel and the public support more than the two options. WHAT THE AUAR IS AND WHAT IT IS NOT • The AUAR is an environmental review of the proposed development scenarios and the anticipated environmental effects from the proposed development. • The AUAR develops an environmental mitigation plan for the two ( or more) development scenarios selected so that when the development scenario is selected by the city council, what is needed to mitigate any environmental impacts from the development is also adopted. • The AUAR does not select a mitigation development scenario. • The AUAR does not do anything related to the cost of implementing the mitigation plans nor with the cost of implementing the development scenarios like the amenities etc. • The AUAR is revisited in five years after the adoption of the AUAR. RECOMMENDATION The staff believes that the suggested options provide the council with a foundation for gathering more information on development scenarios that are meaningful to evaluate (there are differences)andthat cover the city council's expressed desire to cover between 600 and 1,600 new units. This is an opportunity for the city council to determine if that range is satisfactory. At a minimum the staff recommends that the city council give itself the opportunity to gather as much information as possible from the AUAR process and to be prepared to finalize the development scenario selection in early March after the public input. The staff recommends that the city council study development scenarios that reflect the Village Masterplan (composite land use map) and that the new housing unit ranges selected be meaningful for analysis (each scenario be a distinctly different number from the other scenarios). The staff does not have a recommendation on how many scenarios to consider nor how many new housing units to include. The staff concurs with the consultant's recommendation that the scope not be changed to add an additional traffic analysis for $3,300. If needed, this can be added to the scope at a later date. SUGGESTED MOTION FOR CONSIDERATION (The bold numbers are the items that you will be considering in this discussion and will want to review and amend depending upon the decisions that you make ) For the purpose of receiving input from the AUAR Advisory Panel and from the public, move to authorize the following (number) development scenarios including): 1) 600 new housing units, 2) 1,000 new housing units and 3) 1,600 new housing units all of which will be based upon the composite land use map in the accepted Village Masterplan and 4 )1,000 new housing units based upon the Comprehensive Plan Village future land use map; and that the hospital option be evaluated as an alternative to the three options based upon the composite land use map in the accepted Village Masterplan at the Lakeview Hospital's expense of $24,840. (If the city council wants to do the additional traffic analysis and add to the scope of the AUAR, this would be a separate motion simply approving the addition of the scope of the project to include the revised peak traffic periods for $3,300) ORDER OF BUSINESS Introduction Susan Hoyt, City Administrator Presentation Ciara Schlichting, Bonestroo Questions from the council Mayor and Councilmembers To the presenter (3 minutes) Questions from the public to Mayor facilitates The council (3 minutes) Call for a motion Mayor and Councilmembers Discussion Mayor and Councilmembers Action City Council ATTACHMENTS: 1 Village Masterplan Composite Land Use Map 2 Comprehensive Future Land Use Plan for the Village 3 Letter from Ciara Schlichting, January 21, 2008 4 Letter to Hospital, January 21, 2008 5 Process chart for the Village (December, 2007) ROAD MAP FOR DECISION MAKING ENGINEERING AND FINANCIAL LAND USE In Process Study Preliminary Financial Feasibility of Sanitary Sewer ✓ Provide Feedback on Assumptions ✓ Conceptual Understanding 16 pftMMIvt se�fl ar*xawnmax_+ YV r• -------------------------- Obtain Firm Financial Commitments from Developers for Sanitary Sewer and Other Development Fees 1 Award Bids for Sewer Trunk 1-94 to 30th 1 Issue Bonds for Sewer Trunk 1-94 to 30th 1 Award Contract for Sewer Trunk I-94 to 30th 1 Sewer Installed to Now Development 1 Sewer Installed In existing Village by 2030 on project -by -project basis, as approved by Connell �fl whit? ! Mf1�L'�If AUAR Environmental Review Determine Land Use Options to Study ✓ Comp Plan ✓ Other Estimated Completion Fall, 2008 Includes public participation process Accept Development Applications Timing depends on housing market i Development Approval Process Each development request goes through City approval process ttc - 2t� (Ji Cc PRELIMINARY VILLAGE AREA FUTURE LAND USE Lake Elmo Comprehensive Plan 2005. 2030 Limitation of Mobility Th%doeummli$NA a leaaaY mcamed rap meuneyoMuml nlaMedlot,Mid al eno Th a map is a earVatarrolrecarJa endathimatan ham varqus alete.cttlY. aMory Mesa. and COM eourtes Map Date: January 31, 2006 Created 6y: TKDA 0 2®100 600 1.200 ®1 ms Feel Legend Land Use ,•,� VR--ID VR-MU/MD _...� VR•LD �_; VR•GB RECEIVED JAN 2 2 20`t., January 21, 2008 Susan Hoyt City Administrator City of Lake Elmo 3800 LaVerne Avenue North Lake Elmo, MN 55402 Re: Village AUAR City of Lake Elmo Bonestroo File No.: 000038-06001-0 Dear Susan: We have completed the first phase of the AUAR process. The overall purpose of the first phase of the process was to gather, analyze, and share background information with various stakeholders to determine the appropriate scope of the AUAR analysis. In addition to information gathered through the first phase of the AUAR process, the City Attorney provided an analysis of the requirements set forth in the adopted Comprehensive Plan and I provide a similar analysis, which is described in this letter, Lastly, the City has been contacted by Lakeview Hospital representatives that desire to locate -a hospital near Stillwater Boulevard and Manning Avenue. Collectively, this information prompts reconsideration of the AUAR development scenarios and potentially collecting additionaftraffic information, It is noted that proposed revisions to the AUAR scope and cost estimate for adding the hospital to the AUAR are being transmitted to you under separate cover. DEVELOPMENT SCENARIO' OPTIONS The Environmental Quality Board (EQB) requires that an AUAR include at least one scenario that is consistent with the adopted Comprehensive Plan. The scope of our existing AUAR work program includes the review of two (2) development scenarios: a scenario consistent with the adopted Comprehensive Plan and a scenario based on the Village Master Plan. At the beginning of the AUAR process, the Council provided initial guidance regarding the two (2) AUAR development scenarios. The Council requested that a range of 600 —1,600 residential units be reviewed through the AUAR process. It is recommended that two additional development scenarios that accommodate 1,000 residential units be reviewed through the process. It is important to remember that a'prreferred" scenario is not selected through.AUAR process. 2335 Highway 36 W St. Paul, MN 55113 Tel 651-636-4600 Fax 651-636-1311 www.bonestroo.com Bonestroo DSU Planning & Design St. Paul st. Cloud Rochester Milwaukee Chicago Engineers. Architects Planners. Susan Hoyt Page 2 Lake Elmo village AUAR January 21, 2008 Comprehensive Plan. The Comprehensive plan states that 1,100 sewered housing units will be accommodated within the Village. The City Engineer determined that there are 198 existing housing units in the Village. By subtracting the number of existing units from the number of anticipated units, the net result is 902 units. The City Attorney provided a legal opinion regarding the requirements of the Comprehensive Plan. He determined that the Comprehensive Plan requires 906 new housing units in the Village. It is noted that since providing the number of existing housing units to the City Attorney, the City Engineer determined that four (4) additional existing housing units are located on the second story of mixed use buildings in the Village. Given my analysis of the Comprehensive Plan, I recommend that a development scenario including 1,000 residential units be reviewed through the AUAR process. This scenario would be presented as the scenario consistent with the Comprehensive Plan. Village Master Plan, The Village Master Plan was created and the concept was accepted by the City Council. In order for the city to adequately assess its options for implementing the village vision, it is recommended that a development scenario be added that addresses the housing unit requirements in the adopted Comprehensive Plan within the context of the Master Plan. This development scenario could include approximately 1,000 residential units that would be accommodated in a manner consistent with the Master Plan, rather than the Village Area Future Land Use Plan included in the Comprehensive Plan. COST ESTIMATE Our existing work program and budget is based on reviewing two scenarios for the cost of $219,250, The estimated cost to add each additional scenario to the AUAR is $11,720 per scenario. This cost estimate is generally based on increasing the cost of the remaining work program by 5% for each additional scenario. The two exceptions to the 5% cost increase assumption are related to Tasks 201 and 317. • Task 201, preparing the development scenario alternatives, was estimated to cost $4,000 to prepare two scenarios (or $2,000 per scenario). The estimated cost to prepare each additional scenario is also $2,000 (rather than a 5% increase of $200 per scenario, which would not be adequate budget to prepare the additional scenario), • Task 317, the traffic impact analysis, was estimated to cost $29,000 for two scenarios. The estimated cost for each additional scenario is $2,300, which is an 8% increase per scenario. The cost estimate includes the necessary data analysis, trip generation, level of service analysis, mitigation, graphics, and documentation. A table showing the revised cost estimate is included on the next page. Two scenarios are included in the existing scope and each additional scenario would increase the cost by $11,720 (i.e.., the table shows the cost of adding one additional scenario - adding two would increase the original cost by $23,440). An additional City Council workshop was added to the work program to provide the City Council additional time to review the development scenarios after they are prepared (Task 209). We learned that it was the opinion of some stakeholders that the PM peak traffic hour in Lake Elmo was later than the time period studied. It is our opinion that additional traffic count data is not necessary given the results of the previous counts and input from Washington County. If the City would like to obtain traffic Susan Hoyt Page 3 Lake Elmo Village AUAR January21, 2008 count data for the six intersections for the 5:30 p.m. - 6:30 p.m. or 6 p.m. - 7 p,m. time period, the cost would be an additional $1,300. City 4if.Idke:EGne,Ylllage'AU %R Revised Cost Estimate 21-Ian-08 Phase 1: Background Research and Analysis (Tasks 101. 108) Task 109 Revised Peak Period Traffic Counts 1 Previous Cost Estimate $ 23,850 Lost estimate per Add9 Scenario Phase 1 Subtotal $ 23,850 $ Phase 2: Devetopinent Scenario Alternatives . rask Description - Task 201 Prepare Development Scenario Alternatives Tasks 202-208 Development Scenario Review Process Task 209 Additional CCWksp - Development Scenario Review Phase 2 Subtotal Phase 3: AUAR Process Task Description Task 301 Open House/CC Mtg 2- Ah, AUAR' Tasks 302-325 Prepare Draft AUAR & Mitigation Plan Tasks 326-333 Draft AUAR Review Process Tasks 334-337 Prepare Final AUAR & Mitigation Plan Tasks 338-342 Final AUAR & Mitigation Plan Review Process Phase 3 subtotal reject Management/John Shardlow special counsel Grand Total 4,000 13,000 $ 17,000 $ 5,000 ' 105,200 § 24,600 °• 17,000s� 12,600 d Revised Scope Total Cost $ 23,850 1,300 $ 1,300 $ 1,300 $ 25,150 2,000 $ 6,000 650 $ 14,950 2,000 $ 2,000 2,650 $ 2,000 $ 21,650 250 6,110 1,230 850 630 $ 5,250 $ 111,310 $ 25,830 $ 17,850 $ 13,230 $ 164,400 1 $ 9,070- $ $ 173,470 14,000 kk $ 14,000 ly� $ 219,2501 , $ 11,720 $ 3,300 $ 234,270 SUMMARY Of DEVELOPMENT SCENARIO OPTIONS We are presenting four (4) development scenario options for the City to consider reviewing through the AUAR process, These options are summarized below. It is noted that the square footages for potential commercial, office, and institutional uses shown below are based on the composite land use map and were calculated by Bruce Jacobsen with Close Landscape Architects. Alternative 1 • 600 residential units • 300,000 SF Commercial • 150,000 SF Office • 200,000 SF Institutional Alternative 2 • 1,600 residential units • 300,000 SF Commercial • 150,000 SF Office • 200,000 SF Institutional Alternative 3 - Comprehensive Plan • 1000 residential units • Non-residential within the Mixed Use Category (approximately 40 acres) - need to define Alternative 4 • 1000 residential units • 300,000 SF Commercial • 150,000 SF Office • 200,000 SF Institutional Susan Hoyt Page 4 Lake Elmo Village AUAR January 21, 2008 We are open to modifying any aspect of the existing and proposed work program to achieve a better result for the City. I would be happy to attend the February 4, 2008 City Council Work Session to discuss the development scenario options. Sincerely, Ciara Schliting, AICP RECEIVED JAN [ Lwtio January 21, 2008 Susan Hoyt City Administrator City of Lake Elmo 3800 LaVerne Avenue North Lake Elmo, MN 55402 Re: Village AUAR — Hospital/Medical Facility Land Use Alternative City of Lake Elmo Bonestroo File No,: 000038-06001-0 Dear Susan: 2335 Highway 36 W St. Paul, MN 55113 Td 651-636-4600 Fax 651-636-1311 www.bonestroo.com as' Bi•nestroo DSU Planning & Design We have completed the first phase of the AUAR process. The overall purpose of the first phase of the process was to gather, analyze, and share background information with various stakeholders to determine the appropriate scope of the AUAR analysis. Since the completion of the first phase, the City has.been approached by representatives of Lakeview Hospital regarding the potential for a new facility within the Village AUAR area near Stillwater Boulevard and Manning Avenue. The hospital and associated medical facilities can be added as a land use alternative to each overall AUAR development scenario selected by the City Council. By adding a hospital -based land use alternative, the City will be able to evaluate the potential impacts from such a facility prior to receiving a formal application from Lakeview. This will benefit both the City and Lakeview since potential impacts and plans to mitigate such impacts will be identified through the AUAR process. To prepare a hospital -based land use alternative, our team would evaluate the development aspirations of Lakeview Hospital within the context of the composite land use map accepted by the City Council in April 2007. The land use alternative could include uses that are complimentary to the hospital such as medical offices, senior housing, and community services, In preparing this alternative, our concept would need to address land use issues such as compatibility with existing and proposed land uses, transitioning from residential neighborhoods to the hospital complex, MAC airport zoning, and access to Stillwater Boulevard and Manning Avenue, The estimated cost to prepare and review a hospital -based land use alternative is $24,840. A table showing the revised cost estimate is shown on the next page, The estimate is based on adding the hospital/medical facility to three (3) overall AUAR development scenarios — 600 units, 1,000 units, and 1,600 units. This cost estimate is generally based on. increasing the cost of the remaining work program by I0°jo`; .Ihe'tho oice'ption'sltd the 10% cost increase assiimption:arerelated to Tasks 201 and 317, These exceptions are explained on the next page. St. Paul St. Cloud Rochester Milwaukee Chicago Architects. Planners yt Page 2 Lake Elmo Susan uillage AUAR January 21, 2008 ▪ Task 201, preparing the development scenario alternatives, was previously estimated to cost $4,000 to prepare two scenarios (or $2,000 per scenario). The estimated cost to prepare the hospital -based land use alternative is $5,000 (rather than a 10% increase of $400, which would not be adequate budget to prepare the additional scenario), The hospital -based alternative is more costly to prepare than the other scenarios, since it is a new concept for the City to contemplate, which will require new research, analysis, and review and revision. • Task 317, the traffic impact analysis, was estimated to cost $29,000 for two scenarios. The estimated cost for analyzing the hospital -based alternativewithin three (3) overall AUAR development scenarios - 600 units, 1,000 units, and 1,600 units- is $5,000, or $1,666 per scenario. Rather than each hospital -based traffic impact scenario costing $2,300, there are economies of scale in preparing the traffic impact analysis for the three (3) hospital -based scenarios, The cost estimate includes the necessary data analysis, trip generation, level of service analysis, mitigation, graphics, and documentation for each scenario. CIty,of Lake Elmo village AUAR Revised Cost Estimate 21-Jan-08 Previous Cost Estimate Phase 1: Background Research and Analysis (Tasks 101 • 108) $ 23,850 Task 109 Revised Peak Period Traffic Counts Phase 1 Subtotal Phase 2: Development Scenario Alternatives Task Descrot/en Task 201 Prepare Development Scenario Alternatives Tasks 202-208 Development Scenario Review Process Task 209 Additional CCwksp - Development Scenario Review Hospital Scenario Total Cost $ 23,850 $ 23,850 3i $ $ 23,850 4,000 13,000 Phase 2 Subtotal $ 17,000 5,000 $ 9,000 1,300 $ 14,950 - $ 6,300 $ 23,300 Phase 3: AUAR Process Task Desmptlon Task 301 Open House/CC Mtg 2 - Alt, AUAR 5,000 500 $ 5,500 Tasks 302-325 Prepare Draft AUAR & Mitigation Plan 105,200 12,620 $ 117,820 Tasks 326-333 Draft AUAR Review Process 24,600 - • 2,460 $ 27,060 Tasks 334-337 Prepare Final AUAR & Mitigation Plan 17,000 1,700 $ 18,700 Tasks 338-342 Final AUAR & Mitigation Plan Review Process 12,600 r 1,260 $ 13,860 Phase 3 Subtotal $ 164,400 $ 18,540 $ 182,940 Project Managementliohn Shardlow special counsel 14,000 $ 14,000 Grand Total $ 219,250 l $ 24,840 $ 244,090 Susan Hoyt Page 3 Lake Elmo Village AUAR January 21, 2008 Summary of Development Scenario Options We are presenting seven (7) development scenario options for the City to consider reviewing through the AUAR process. These options are summarized below. The hospital -based alternative would be analyzed within the context of three (3) overall land use scenarios (e.g., alternatives 1 H, 2H, and 4H). It is noted that the square footages for potential commercial, office, and institutional uses shown below are based on the composite land use map and were calculated b,y Bruce Jacobsen with Close Landscape Architects. Proposed square footages for the "Hospital/Medical Facility & Complimentary Land Uses" would be determined as part of the revised scope of Task 201 — Prepare Development Scenario Alternatives. Alternative 1 • 600 residential units • 300,000 SF Commercial • 150,000 SF Office • 200,000 SF Institutional Alternative 2 • 1,600 residential units • 300,000 SF Commercial • 150,000 SF Office • 200,000 SF Institutional Alternative 3 — Comprehensive Plan • 1000 residential units • Non-residential within the Mixed Use Category (approximately 40 acres) — need to define Alternative 4 • 1000 residential units • 300,000 SF Commercial • 150,000 SF Office • 200,000 SF Institutional Alternative 1(1-1) Hospital • < 600 residential units • Commercial • Office • Institutional • hlospital/Medical Facility & Complimentary Land Uses Alternative 2(H) Hospital • < 1,600 residential units • Commercial • Office • Institutional • Hospital/Medical Facility & Complimentary Land Uses Alternative 4(H) Hospital • 1000 residential units • Commercial • Office • Institutional • Hospital/Medical Facility & Complimentary Land Uses We are open to modifying any aspect of the existing and proposed work program to achieve a better result for the City. I would be happy to attend the February 4, 2008 City Council Work Session to discuss the development scenario options. Sincerely, Ciara Schlichting, AICP