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Home My WebLink About20080520CCPMESE ILIMMENNEMENNEEMER City of Lake Elmo 3800 Laverne Avenue North May 20, 2008 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 May 6, 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. CONSENT AGENDA: Items are placed on the consent agenda by city staff and the Mayor because they are not anticipated to generate discussion. Items maybe removed at City Council's request. 2. Approve Resolution no. 2008-024 payment of claims. 3. Approve purchase of a copier 4. Approve Resolution no. 2008-025 accepting the infrastructure improvements of the Hidden Meadows 1st Addition (in conjunction with Rockpoint Church Development) REGULAR AGENDA: 5. Consider a proposal for evaluation services for the city administrator 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 to workshop NIMS 200 training 11111111111111111111111111. 11 City of Lake Elmo City Council Meeting Minutes May 6, 2008 Mayor Johnston called the meeting to order at 7:05 p.m. PRESENT: Mayor Johnston, Council Members DeLapp, Johnson, Park and Smith Also present: City Administrator Hoyt, City Engineer Griffin, Engineer Stempski, City Attorney Filla, Planning Director Klatt, Finance Director Tom Bouthilet, Public Works Supervisor Mike Bouthilet and City Clerk Lumby APPROVAL OF AGENDA: MOTION: Council Member Johnson moved to approve the May 6, 2008 agenda as presented with a 9 p.m. adjournment time. Council Member DeLapp seconded the motion. The motion passed unanimously. ORDER OF BUSINESS: APPROVE MINUTES: The minutes of April 15, 2008 were approved by consensus. PUBLIC COMMENTS/INQUIRIES: Anne Suckow, (1945 Polaris Place, North St, Paul), Lake Elmo Jaycees Community Development VP 2008 announced the Auqafina Pitch, Hit and Run skill competition on May 31, 2008 at Lions Park. Registration forms are available for the 31st Annual Huff-n- Puff Days softball tournament scheduled for August 7-10, 2008. Paul Ryberg, 11326 30th Street N., announced the Rosalie Wahl Library Blood Drive will be held at Lake Elmo Inn Event Center on Wednesday June 25th, 2:30 p.m. to 7:30 p.m. John Franzwa, 2935 Innsdale Avenue N., stated he had submitted a letter regarding the poor condition of Innsdale Avenue after the installation of the water project. The city engineer is following up on the concern. CONSENT AGENDA: MOTION: Council Member Park moved to approve the Items 3, 4 and 5 of the consent agenda as presented. Council Member Johnson seconded the motion. The motion passed unanimously. LAKE ELMO CITY COUNCIL MINUTES MAY 6, 2008 12111111111111111111111111111111111111111111d Approve the deer harvest in Sunfish Lake Park to be held in conjunction with the Lake Elmo Park Reserve harvest, with assistance of the Minnesota DNR, on November 8 and 9 and November 15 and 16 • Authorize the purchase of two drinking fountains for an amount not to exceed $3,800 out of the Park Capital Fund for VFW and Pebble Park • Authorize a capital equipment expenditure of up to $1,950 for the trade in of the bobcat for an updated model REGULAR AGENDA: Approve Resolution no. 2008-022 payment of claims in the amount of $185,356.25 In response to an inquiry from Council Member DeLapp about legal expenses, the city administrator explained the purpose of the legal expenses incurred by the City with the firms of Peterson, Fram and Bergman, Campbell Knutson and Jardine Logan. MOTION: Council Member Johnson moved to approve Resolution no. 2008-022, payment of claims in the amount of $185,356.25. Council Member DeLapp seconded the motion. The motion passed unanimously Authorize entering into a contract with Iteris on behalf of Lake Elmo Elementary School PTA for the Safe Routes to School Plan Sandy Cullen, President of the PTA, reported the Council is being asked to enter into a contract with Iteris, Inc. on behalf of Lake Elmo Elementary School to use grant funds in the amount of $20,000 for the Safe Routes to School Plan to promote walking and biking opportunities for students at Lake Elmo Elementary School. The school was awarded a $20,000 grant for the work and the City is the fiscal agent so the City must technically enter into the grant even though it is under the management of the school. MOTION: Council Member Johnson moved to authorize the contract with Iteris, Inc. for a cost not to exceed $20, 000for Lake Elmo Elementary School to complete the Safe Routes to School according to the proposal submitted by Iteris and based upon the recommendation of the Lake Elmo School Evaluation team. Council Member Smith seconded the motion, Mayor Johnston and Council Members Johnson, Park and Smith voted in favor of the motion with Council Member DeLapp abstaining because of a possible conflict of interest in connection with him being a 3M employee and 3M donating the traffic sign. Updates from Washington County on various transportation projects: Jacob Gave, Washington County Transportation Division, gave an update on the following construction projects. The City Council asked questions. LAKE ELMO CITY COUNCIL MINUTES MAY 6, 2008 2 • Trunk Highway 36 and Manning Avenue (CSAH 15) Project Trunk Highway 36 and Lake Elmo Avenue (CSAH 17) Design Review Committee • Keats Avenue (CSAH 19) Landscaping Project • Inwood Avenue North (CSAH 13) Project Consider a preferred location for a sanitary sewer lift station in the vicinity of Reid Park for the 194 to 30th Street Infrastructure Project City Engineer Jack Griffin presented the Council with potential sites for a lift station, two of which are in Reid Park and one site is east of Reid Park. The site layout options show the chemical odor control dosing tank, back up power on -site generator, facility layout, routing options for 3-phase power to the site and a landscape screening plan. Griffin noted the plan is consistent with the City's 2005 comprehensive plan which calls for sewer service in the Old Village and south of 10th Street. Mayor Johnston favored site alternative no. 3 because it was a City owned parcel adjacent to the southeast corner of Reid Park. All council members agreed that the Park Commission should be consulted about the Commission's perception of how the proposed sites might impact Reid Park. Council Member DeLapp spoke against the motion because he wanted the Park Commission to comment on the possible impacts of all three sites, both inside and outside of the park on the use of Reid Park. MOTION: Council Member Johnson moved to refer this item to the Park Commission to review Site Alternative No. 1 (southwest corner of Reid Park; access from 30" Street) and Site Alternative No. 2 (southeast corner of Reid Park; access from 30th Street) as the project relates to Reid Park Council Member Smith seconded the motion. Mayor Johnston and Council Members Johnson, Park and Smith voted in favor of the motion and Council Member DeLapp voted against the motion. MOTION: Council Member Smith moved to request TKDA evaluate underground utilities for the lift station project. Council Member DeLapp seconded the motion. The motion passed unanimously. MOTION: Council Member Johnson moved to amend the TKDA contract for engineering services for the final design and specifications of the I-94 to 301h Street Sewer Project from $206, 600 to $250, 000for a reduction of $46, 600. Council Member Smith seconded the motion. The motion passed unanimously. LAKE ELMO CITY COUNCIL MINUTES MAY 6, 2008 Consider approving an application to the 1000 Friends of Minnesota for a Community Growth Options Grant, Resolution no. 2008-023 MOTION: Council Member Johnson moved to approve Resolution no. 2008-023 authorizing the application for a 1,000 Friends of Minnesota Community Growth Options Grant, Council Member Smith seconded the motion. Mayor Johnston and Council Members Johnson, Park and Smith voted in favor of the motion and Council Member DeLapp voted against the motion. REPORTS AND ANNOUNCEMENTS: Mayor Johnston attended the Mayors Conference in Alexandria, Minnesota. Council Member Smith reported on and thanked volunteers and public works for their participation in the tree planting along Highway 5 by the Carriage Station development. Council Member DeLapp shared a copy of email correspondence that he had with the Metropolitan Council members regarding residential equivalent units in the Memorandum of Understanding and the Comprehensive Plan. Mayor Johnston adjourned the meeting at 9:00 p.m. Respectfully submitted by Sharon Lumby, City Clerk LAKE ELMO CITY COUNCIL MINUTES MAY 6, 2008 4 City Council Date: 05/20/2008 CONSENT Item: 2 Resolution 2008-024 ITEM: Approve resolution No. 2008-024 approving disbursements in the amount of $263,196.47. SUBMITTED BY: Tom Bouthilet, Finance Director SUMMARY AND ACTION REQUESTED: The City Council is being asked to approve disbursements in the amount of $ 263,196.47. CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA SOLUTION NO. 2008-024 SOLUTION APPROVING CLAIMS BE IT RESOLVED THAT Claim Number 460, 461, DD1654 through DD1676, 32547 through 32568 were used for Staff Payroll dated May 08, 2008; 32569 through 32622 were used for Accounts Payable, in the total amount of $263,196.47 are hereby approved. ADOPTED, by the Lake Elmo City Council on the 20th day of May, 2008. Dean Johnston Mayor ATTEST: Susan Hoyt City Administrator Accounts Payable Computer Check Proof List User: Administrator Printed: 05/15/2008 - 1:51 PM Invoice No Description Vendor:ACSGOV ACS Government Systems, Inc. 13888 Annual License Renewal 71237 Data Repair Firehouse Software Check Total: Amount Payment Date Acct Number Check Sequence: 1 744.56 05/20/2008 101-410-1520-43180 243.12 05/20/2008 101-420-2220-42000 987.68 Reference ACH Enabled: No Vendor: AMFLAG American Flagpole & Flag Check Sequence: 2 ACH Enabled: No 79853 City Hall Flag & Install Rope 139.49 05/20/2008 101-410-1940-44040 Check Total: 139.49 Vendor:ANDERNIC Nicholas Anderson Check Sequence: 3 ACH Enabled: No 05-06-08 Cable Operator -City Council 5-06-08 55.00 05/20/2008 101-410-1320-43620 Check Total: 55.00 Vendor:ARAM Aramark Check Sequence: 4 ACH Enabled: No 629-6481240 Uniforms -Public Works 32.25 05/20/2008 101-430-3100-44170 629-6486019 Uniforms -Public Works 32.25 05/20/2008 101-430-3100-44170 629-6488896 Monthy Mat Service -Fire Station 1 22.03 05/20/2008 101-420-2220-44010 629-6488897 Floor Mats City Hall Annex 19.43 05/20/2008 101-410-1940-44010 629-6488898 Monthy Mat Service -Fire Station 2 22,95 05/20/2008 101-420-2220-44010 629-6488921 Linen City Hall 52.64 05/20/2008 101-410-1940-44010 Check Total: 181.55 Vendor:BACH Bachman's 453 Trees & Shrubs Hwy 5 Grant Reimburse Check Total: Vendor:BERBEE Berbee Information Networks IN00177411 1T System Switch Box -City Hall IN00178454 IT System Switch Box -Fire Station AP - Computer Check Proof List (05/15/2008 - 1:51 PM) 2,861,63 05/20/2008 2,861.63 846.83 05/20/2008 604,01 05/20/2008 Check Sequence: 5 101-430-3100-42240 Check Sequence: 6 411-480-8000-45700 411-480-8000-45700 ACH Enabled: No ACH Enabled: No Page 1 kUNIMINIM11 Invoice No Vendor:BONESTRO 156062 Description Amount Payment Date Acct Number Reference Check Total: 1,450.84 Bonestroo Village - AUAR Check Total: Vendor:BURBBLAC Burberl Black Dirt, Inc. 10128 Black Dirt & Woodchips-Hwy 5 Plantings Check Total: Vendor:CAMPBELL 2879-000G Vendor: CENTPOW 64410 Campbell Knutson P.A. Legal Services Check Total: Century Power Equipment Repair Power Plant for Extrication Tools Check Total: Vendor:COPYIMAG Copy Images, Inc. 96071 Copy Machine Maint. Check Total: Vendor:CPTELECO 651-207-1000 651-207-1701 Vendor:FDSOA 12574 Vendor: GRAINGER 9629361081 Vendor:HAGBERGS 10 32 CP Telecom Telephone/Data Service -City Hall Telephone/Data Service -Public Works Check Total: FD Safety Off. Association Annual Membership Renewal Check Total: Grainger Lift Station Fuses Check Total: Hagbergs Country Market Supplies Lunch for Firefighters -Park Burn 8,184.33 05/20/2008 8,184.33 766.80 05/20/2008 766.80 45.00 05/20/2008 45.00 105.50 05/20/2008 105.50 290.40 05/20/2008 290.40 516.73 05/20/2008 437.64 05/20/2008 954.37 85.00 05/20/2008 85.00 86.71 05/20/2008 86.71 Check Sequence: 7 413-480-8000-43150 Check Sequence: 8 101-430-3100-42240 Check Sequence: 9 101-410-1610-43040 Check Sequence: 10 101-420-2220-44040 Check Sequence: 11 101-410-1940-44040 Check Sequence: 12 101-410-1940-43210 101-430-3100-43210 Check Sequence: 13 101-420-2220-44330 Check Sequence: 14 602-495-9450-42270 Check Sequence: 15 7.89 05/20/2008 101-410-1320-44300 22.30 05/20/2008 101-420-2220-44300 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 (05/15/2008 - 1:51 PM) Page 2 Invoice No Description Check Total: Vendor:HP Hewlett-Packard Company 44197361 Purchase Seven New Computers-24684499-02 Check Total: Amount Payment Date Acct Number 30,19 5,331.59 05/20/2008 5,331.59 Check Sequence: 16 410-480-8000-45700 Vendor:ICMAA ICMA Check Sequence: 17 192072 Annual Dues - ICMA 824.00 05/20/2008 101-410-1320-44330 Check Total: 824.00 Vendor:Kremer Kremer Spring Inc. Check Sequence: 18 0028521 Rear Springs Fire Truck 3188 853.50 05/20/2008 101-420-2220-44040 Check Total: 853.50 Vendor:LARSON LARSON DIESEL SERVICE 80432003 DOT Inspection & Axle Brakes Repairs Check Total: 407.81 05/20/2008 407.81 Check Sequence: 19 101-430-3100-44040 Vendor:LEOIL Lake Elmo Oil, Inc. Check Sequence: 20 S01208 Fuel - Public Works 36.02 05/20/2008 101-430-3100-42120 S01203 Fuel -Fire 811.35 05/20/2008 101-420-2220-42120 Check Total: 847.37 Vendor:LINNER Linner Electric Company, Inc. Check Sequence: 21 19510 Replace Transformer & Repairs -VFW Field 1,554.95 05/20/2008 101-450-5200-44030 Check Total: 1,554.95 Vendor:LMCIT League of MinnesotaCities Insurance Trust Claim 11064116 City's Deductible - Claim Check Total: Vendor:LTG PWR 112875 112946 113013 113016 113017 113067 L.T.G. Power Equipment Vehicle Parts Equipment Parts -Parks Equipment Parts -Parks Return Credit Return Credit Equipment Parts -Parks 500.00 05/20/2008 500.00 121.52 05/20/2008 172.48 05/20/2008 20.11 05/20/2008 -7.96 05/20/2008 -64.58 05/20/2008 17.40 05/20/2008 Check Sequence: 22 101-430-3100-43630 Check Sequence: 23 101-450-5200-42210 101-450-5200-42210 101-450-5200-42210 101-450-5200-42210 101-450-5200-42210 101-450-5200-42210 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 AP - Computer Check Proof List (05/15/2008 - 1:51 PM) Page 3 Invoice No Vendor: MARON EYS 244032 244032 244032 244032 Vendor:McPhilli 33368 Description Amount Payment Date Acct Number Reference Check Total: 258.97 Maroney's Sanitation, Inc Waste Removal - City Hall Waste Removal - Fire Waste Removal - Public Works Waste Removal - Parks Check Total: Mike McPhillips Inc Street Sweeping Check Total: Vendor:MENARDSO Menards - Oakdale 39746 Items to Mount Equipment in Chiefs Car Check Total: Vendor:MENARDST Menards - Stillwater 16937 Light Bulbs Station 2 Flagpole Check Total: Vendor: METCOU 0000872623 Vendor:MILLEREX 13329 Vendor: MNNAT Vendor:NEXTEL 761950227-061 761950227-061 761950227-061 761950227-061 761950227-061 Metropolitan Council Monthly Wastewater June 2008 Check Total: Miller Excavating, Inc. Grade Roads Check Total: MN Dept. of Natural Resources Fire Back Packs Check Total: Nextel Communications Cell Phone Service -Administration Cell Phone Service -Fire Cell Phone Service -Bldg Cell Phone Service -Public Works Cell Phone Service -Parks 102.11 05/20/2008 44.94 05/20/2008 102.11 05/20/2008 195.92 05/20/2008 445.08 10,212.00 05/20/2008 10,212.00 14.41 05/20/2008 14.41 Check Sequence: 24 101-410-1940-43840 101-420-2220-43840 101-430-3100-43840 101-430-3100-43840 Check Sequence: 25 101430-3100-43150 Check Sequence: 26 101-420-2220-44040 Check Sequence: 27 65.14 05/20/2008 101-420-2220-44010 65.14 Check Sequence: 28 1,081.72 05/20/2008 602-000-0000-37250 1,081.72 990.00 05/20/2008 990.00 251.76 05/20/2008 251.76 120.83 05/20/2008 114.48 05/20/2008 31.51 05/20/2008 60.96 05/20/2008 16.68 05/20/2008 Check Sequence: 29 101-430-3100-43150 Check Sequence: 30 101-420-2220-45800 Check Sequence: 31 101-410-1940-43210 101-420-2220-43210 101-420-2400-43210 101-430-3100-43210 101-450-5200-43210 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 (05/15/2008 - 1:51 PM) Page 4 Invoice No Description Amount Payment Date Acct Number Reference Check Total: 319.50 Vendor:SPRINT Sprint Check Sequence: 41 ACH Enabled: No 0526076028-3 Phone Cards for Laptops 510.99 05/20/2008 101-420-2220-43210 Check Total: 510.99 Vendor:STDELANO State Bank of Delano Check Sequence: 42 ACH Enabled: No 2006A Interest Equipment Certificate-2006A 3,066.00 05/20/2008 314-480-8000-46110 Check Total: 3,066.00 Vendor:STILLMED Stillwater Medical Group Check Sequence: 43 ACH Enabled: No 12469 Physicals Annual & Pre Placement -Fire 607.44 05/20/2008 101-420-2220-43050 Check Total: 607,44 Vendor:TASCH T.A. Schifsky & Sons Check Sequence: 44 ACH Enabled: No 44175 Asphalt -Street Repairs 195.53 05/20/2008 101-430-3100-42240 Check Total: 195.53 Vendor:TDS TDS METROCOM - MN Check Sequence: 45 ACH Enabled: No 6517798882 Analog Phone Lines - Fire Stations 151.26 05/20/2008 101-420-2220-43210 6517798882 Analog Phone Lines - Public Works 34.21 05/20/2008 101-430-3100-43210 6517798882 Analog Phone Lines - Public Works 113.28 05/20/2008 602-495-9450-43210 Check Total: 298.75 V endor: TKDA 200801700 200801701 200801702 200801703 200801704 200801705 200801706 200801707 200801708 200801709 200801710 200801711 200801712 200801713 200801713 TKDA, Inc. Well Head Protection Plan Water System Interconnect Elevated Water Storage Tank Tablyn/Heights Watermain Manning/Hwy 36 Whistling Valley III Development Tapestry at Charlotte Grove Lake Elmo Farms Discover Crossing Sanctuary Hidden Meadows 1-94 to 30th St. Village Sanitary Village Planning General Engineering General Engineering - Planning Dept. Check Sequence: 46 1,822.55 05/20/2008 601-494-9400-43030 31.77 05/20/2008 601-494-9400-43030 86,46 05/20/2008 601-494-9400-43030 470.13 05/20/2008 202-494-9400-43030 138.85 05/20/2008 414-480-8000-43030 218.09 05/20/2008 203-490-9070-43030 594.41 05/20/2008 203-490-9070-43030 32.95 05/20/2008 203-490-9070-43030 171.80 05/20/2008 203-490-9070-43030 713.81 05/20/2008 203-490-9070-43030 804.41 05/20/2008 203-490-9070-43030 33,054.69 05/20/2008 413-480-8000-43030 197.99 05/20/2008 413-480-8000-43030 4,379.27 05/20/2008 101-410-1930-43030 138.85 05/20/2008 101-410-1910-43030 ACH Enabled: No AP - Computer Check Proof List (05/15/2008 - 1:51 PM) Page 6 Invoice No Description Check Total: Vendor:NORTHL Northland Trust Services, Inc. LKELO5A Interest-G.O. Water Bond 2005A Check Total: Vendor:OFFICEMX OfficeMax 219003 Office Supplies - Hanging Folders Check Total: Amount Payment Date Acct Number 344.46 88,262.50 05/20/2008 88,262.50 Check Sequence: 32 601-494-9400-46110 Check Sequence: 33 29.16 05/20/2008 101-410-1320-42000 29.16 Vendor:ONECALL Gopher State One-CallOne Call Concepts, Inc Check Sequence: 34 8040602 Line Locates April 2008 184.75 05/20/2008 101-430-3100-43150 Check Total: 184.75 Vendor:PRESS StevenPress Cable - Council Workshop Cable - Planning Check Total: Vendor:Rivertwn RiverTown Newspaper Group 50035963 Legal Notices Check Total: 44.16 05/20/2008 58.88 05/20/2008 103.04 53.60 05/20/2008 53.60 Check Sequence: 35 101-410-1320-43620 101-410-1910-43620 Check Sequence: 36 101-410-1320-43510 Vendor:RIVRCOOP River Country Cooperative Check Sequence: 37 141352 Fuel - Fire 187.50 05/20/2008 101-420-2220-42120 Check Total: 187.50 Vendor:ROGERS Rogers Printing Services 15573 Inspection Records -Bldg Check Total: Vendor:RUD DianePrince-Rud 5-5 5-14 Cleaning - City Hall 5-5 5-14 Cleaning - Fire Station Check Total: Vendor:SATELLIT Satellite Shelters, Inc. RI20725 Office Trailer Rental -April /May 08 136.32 05/20/2008 136.32 240.00 05/20/2008 240.00 05/20/2008 480.00 319.50 05/20/2008 Check Sequence: 38 101-420-2400-42030 Check Sequence: 39 101-410-1940-44010 101-420-2220-44010 Check Sequence: 40 101-420-2400-44120 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 (05/15/2008 - 1:51 PM) Page 5 Invoice No Description Amount Payment Date Acct Number Reference 200801714 General Engineering - Water 1,716.50 05/20/2008 601-494-9400-43030 200801714 General Engineering - Surface Water 6,599.33 05/20/2008 603-496-9500-43030 200801714 General Engineering - Streets 4,479.21 05/20/2008 409-480-8000-43030 200801714 General Engineering - Building Dept. 1,203.65 05/20/2008 101-420-2400-43030 200801714 General Engineering - Planning Dept. 481.42 05/20/2008 101-410-1910-43030 Check Total: 57,336.14 Vendor:TWINCIT Twin City Water Clinic, Inc. Check Sequence: 47 ACH Enabled: No 4597 Monthly Bacteria Analysis 65.00 05/20/2008 601-494-9400-42270 Check Total: 65.00 Vendor:USAMOB USA Mobility Wireless, Inc. Check Sequence: 48 ACH Enabled: No R0318076D Alpha Pagers for Chief Officers 21.36 05/20/2008 101-420-2220-43210 Check Total: 21.36 Vendor:USBANK US Bank Trust N.A. Check Sequence: 49 ACH Enabled: No 33404800 Interest -Water Revenue Bond 2002B 12,960.00 05/20/2008 601-494-9400-46110 Check Total: 12,960.00 Vendor:USPOST United States Postal Service Check Sequence: 50 ACH Enabled: No Postage -Clean-up Days Poster 500.00 05/20/2008 101-430-3100-44380 Check Total: 500.00 Vendor: Verizon Verizon Wireless Check Sequence: 51 ACH Enabled: No 1852500484 Cell Phone Service Admin May 08 100.96 05/20/2008 101-410-1940-43210 Check Total: 100.96 Vendor:WEEKSEND Weeks -End Signs & Graphics Check Sequence: 52 ACH Enabled: No 1082 Clean Directional City Hall Signs 58.58 05/20/2008 101-430-3100-42260 Check Total: 58.58 Vendor:XCEL Xcel Energy Check Sequence: 53 ACH Enabled: No 51-4504807-7 Traffic Lights 100 Inwood 26.51 05/20/2008 101-430-3160-43810 51-4504807-7 Hudson Lift Station 63.38 05/20/2008 602-495-9450-43810 51-4504807-7 Lights at Legion Park 64.88 05/20/2008 101-450-5200-43810 51-4576456-3 Utilities -Fire Station 2 503.34 05/20/2008 101-420-2220-43810 51-4580376-5 Utilities -City Hall 820.78 05/20/2008 101-410-1940-43810 51-4733556-8 Tennis Court 8.52 05/20/2008 101-450-5200-43810 51-5044219-0 Utilities -Parks Bldg 137.50 05/20/2008 101-450-5200-43810 AP - Computer Check Proof List (05/15/2008 - 1:51 PM) Page 7 Invoice No Description Amount Payment Date Acct Number Reference 51-5275289-3 Pebble Park 8.52 05/20/2008 101-450-5200-43810 51-5356323-8 Electric Wells 1 & 2 1,273.97 05/20/2008 601-494-9400-43810 51-5522332-2 Traffic Lights-998 Inwood 33.80 05/20/2008 101-430-3160-43810 51-5747685-4 Utilities -Art Center - Partial Reimburse 151.43 05/20/2008 101-450-5200-43810 51-5916043-7 34th St. Lift Station 16.08 05/20/2008 602-495-9450-43810 51-6429583-8 Legion Lift Station 13.92 05/20/2008 602-495-9450-43810 51-6433976-2 Utilities Fire Station 1 36.56 05/20/2008 101-420-2220-43810 51-6625457-1 Utilities -Legion Park 95.42 05/20/2008 101-450-5200-43810 51-6736544-2 Street Lights 1,707.57 05/20/2008 101-430-3160-43810 51-6928283-3 Traffic Manning & Stillwater Blvd 25.14 05/20/2008 101-430-3160-43810 51-7538112-1 Utilities -Public Works 2,112.48 05/20/2008 101-430-3100-43810 51-8126093-5 Water Tower 2 86.99 05/20/2008 601-494-9400-43810 51-8711719-3 Electronic Speed Sign Hwy 5 10.93 05/20/2008 101-430-3160-43810 Check Total: 7,197.72 Vendor:YOCUM Yocum Oil Company, Inc. Check Sequence: 54 156963 Bulk Oil Tanks 159.75 05/20/2008 101-430-3100-44010 Check Total: 159.75 Total for Check Run: Total Number of Checks: AP - Computer Check Proof List (05/15/2008 - 1:51 PM) 213,041.84 54 ACH Enabled: No Page 8 m City Council Date: 4,20.08 CONSENT Item: 3 MOTION ITEM: Authorization ofcopier purchases SUBMITTED BY: Carol Khegler,Project Assistant Sharon Lumby, City Clerk Carole Luczak, Program Support Assistant REVIEWED BY: Susan Hoyt, City Administrator Tom Bouthi|et, Finance Director Joe RiQdon, Finance Consultant SUMMARY AND ACTION REQUESTED: The city council isbeing asked to authorize the purchase of2copy machines, ablack and white Konica Minolta Biz Hub 750 to be placed in city hall and a color -capable Konica Minolta Biz Hub C253hubeplaced inthe annex, This replaces ofrequently malfunctioning machine that incurs repair expenses. Staff spends anabout anaverage of8hours onthe copy machine for each agenda for the council and commissions. These copiers will ensure that staff has the capability to produce quality documents effectively and efficiently. The proposed b/w copier would replace the oitv's8 year -old b/w production copier. The new copier outputs at a comparable speed to the old unit while performing z'hz|dn on large documents and 3-hole punching. The proposed color -capable copier will allow the city to produce full -color documents efficiently, mtask that has been oubsounoed orconducted with a small desktop printer unsuitable for the task. In addition, itwill provide staff with the capability to scan full -color documents and save to POF, an increasingly common task as staff is making documents available in electronic form and on the city'uwobeibe. Theco|opnapab|e unit will be defaulted to copy in black and white and serve as a convenience to staff offices in the annex. The Process Proposals were requested from qualified copy machine vendors. The request for proposals described the nature of the city'scopying and scanning needs and requested that vendors propose osolution. Seven written proposals were received and reviewed byTom Bouthi|ed. Sharon Lumby.Carole Luczak and Carol Krimg|er. Proposals were evaluated based nncost, copying / scanning capabilities, and references. Three proposals were selected for further consideration and oproduct demonstration. Carol Kriegler, Sharon Lumby and Carole Luczak participated in a product demonstration at each ofthe 3selected vendor locations. Each ofthe proposed copy machines was utilized byCarole and Sharon inproducing mpast city council agenda packet. The machines were then evaluated based onease ofuse and efficiency. Recommendation Staff found that the copy machines varied considerably in cost and performance. There kslikely not a single copy machine on the market that will meet all of the city's copying and scanning needs. Generally, color digitizing units do not provide the speed and production functions that are deemed necessary for efficient prod uction-type copying associated with documents such as council agenda packets. Consequently, staff came tothe conclusion that the city would bebest served with the purchase of two copy machines, a b/w production copier and a small color copier. The Loffler proposal including the 2 Konica Minolta machines is recommended for acceptance. This recommendation ksbased oncost, pmdbrmanoe, and references, Several area vendors represent the Konica Minolta product line. There was some variation incost and considerable variation inreferences obtained from other cities that had recently h dKonioaN1|no|to copiers, References indicated that Loffler has a reputation for being an excellent service provider. FINANCE $30,000 is budgeted in the Capital Improvement Plan for copy machine purchases. The total punohoma price of the proposed copiere, including sales tax, is $21.648.28. There is funding in the Capital Acquisition budget for this purchase. Financial consultant Joe Rigdonanalyzed the purchase and lease options and has advised hoaccept the purchase option. MOTION: Move to approve the purchase of copy machines in the amount of $21'648.26 and authorization toenter into omonthly service agreement for bundled service and supplies etacost nf$12B�8O /h/onbhand $.O072per bAv impression and 8[D59per color impression from Loffler. The expenditure for the purchase h7bemade from the Capital Acquisition Fund. ATTACHMENTS: A. Lofflerproposal dated May 2.2OO8 B. Copy Machine Proposal Comparison IMEIVIET%!!!! V!!!!!!!!!'1!!!!!!!!!!!!!!!!'!!!!!!!!!ITIT!!!!!!!!!!!!ININIMMINVIIIIIIIIIIIIMMININIMMINIEREMINVIONEM 111 011 ,':".,:: City of Lake Elmo May 2, 2008 (Revised) Proposed Systems City Hall KONICA MINOLTA Konica Minolta bizhub 750 Digital Production System Finisher FS-504 Punch and Z-Fold Unit ZU-602 Multi -Post Inserter PI-501 Print Controller IC-202 • Copy/Print/Scan Capability • 75 pages per minute • 3.5 second first copy speed • 100-sheet Document Feeder • 3,600-sheet Paper Capacity (4 Trays plus By -Pass, • Automatic Duptexing (2-sided) • 3-position Automatic Stapling up to 50-sheets • Automatic 2 and 3-Hole Punch • Automatic Z-Folding capability • Pre-printed covers and/or pages inserted post -process • Simitri Toner (smaller particles) for superior image quality Annex Konica Minolta bizhub C253 Color Digital System Reversing Automatic Document Feeder DF-611 Desk DK-504 • Copy/Print/Scan Capability • 25 pages per minute (BEtW and Co(or) • 70 page per minute scan speed • 100-sheet Document Feeder • 1,150-sheet Paper Capacity (2 trays plus By -Pass) • 11" x 17" capability • Automatic Duplexing (2-sided) • 60GB Hard Drive • Simitri Toner (smatter particles) for superior image quality ER ity f Lake May 2, 2008 (Revised) Financials Konica Minolta bizhub 750 Konica Minolta bizhub C253 City of St. Paul/ Ramsey County Contract Price: 36 Month Lease TA $20,327.00 $599.66 per month Pricing includes delivery, installation and on -site training. Optional Accessories: 4,000-Sheet Large Capacity Tray (bizhub 750): Fax Option (bizhub 750): Punch Kit PK-505 (bizhub C253): Fax Option (bizhub C253): Bundled Service and Supply Pricing add $889.00 or $26.23/mo. add $566.00 or $16.70/mo. add 5266.00 or $ 7.85/mo. add $495.00 or $14.60/mo. All Black and White impressions billed at $0.0072 per impression. All Color impressions billed at $.059. No monthly minimums. Alt inclusive maintenance and supply program (except paper) included. Monthly cost at projected BEtW volume (18,000 pages): $129.60 • Guaranteed Response Time is 3 hours • Average Response Time is 2.1 hours • Equipment covered by Loffler's Total Satisfaction Guarantee City of Lake Elmo Copy Machine Proposal Comparison Cannon Vendor Make / Model Purchase Lease Maint. Maint. PPM PPM B/W Color B/W Color $15,247.34 429.98 (3 Yr) 0.07 0.0109 40 36 :'giKairatIWZR:fga, DTS Sharp - MX 6200N $16,627.00 505.46 (3 YR.) 135.00/Mo + 0.0075 0.06 62 41 Sharp - MX-7000N $18,083.00 549.72 (3 YR.) 135.00/Mo + 0.0075 Maintenance includes first 18000 Black/White Sharp - M620N $13,440.00 408.57 Sharp - M700N 0.06 70 41 135.00/Mo + 0.0075 62 $14,272.00 433.86 70 ;K;;-lAh';'iS;t;MiVWie2lk;;;;, .;-::I;;;;VK:111`51fetatig;V416§- • .1;;-"nTAWC;e0.0-AtttliM: MARCO Sharp - MX - M550N $10,234.80 328,32 0.0069 55 Sharp - MX 5500N $15,069.00 473.12 0.0085 0.07 55 41 i.;a:,6‘,6111;14e1;%;1-V-.17 Copy Images Konica C550 $16,236.00 481 0,009 0.06 55 45 ll;r;;N::q;Zilt1111Nft.441;,,:Xitill`11N-.; TBS Office Automations Kyocera Mita 8030 $13,741.00 507.52 0.006 80 80 !;.:41-;;;I;;;;c;,K;Ti.:Z;;;;;;Raal',1W-1;' Loftier Konica Bizhub 750 $14,487.00 554.84 0.0072 75 Konica Bizhub C253 $5,840.00 510 25 Total $20,327.00 0.0072 Konica - Minolta Konica - Bizhub C550 $14,061.00 303.83 $131.40 / Mo 0.0073 0.085 55 55 Konica - Bizhub C650 $15,135.00 458.03 $131,40 / Mo 0.0073 0.085 65 55 Konica - Bizhub 600 $13,835.00 410.02 122,40 +.068 60 Konica - Bizhub 750 $16,339.00 469.89 109.80 + .0061 75 JJMJJMJJk e o andu To: Carol Kriegler, City of Lake Elmo From: Joe Rigdon, V Date: May 15, 2008 Re: Copiers Purchase I have reviewed the financing options for the City of Lake Elmo's proposed acquisitions of a Konica Minolta bizhub 750 copier for its City Hall and a Konica Minolta bizhub C253 copier for its City Hall annex. Lease Option: Total contract price, excluding optional accessories is $20,327. The leasing option offered through the seller, Loffler Companies, Inc., is $599.66 per month for 36 months. This computes to a 3.948% interest rate on the lease, and would total $1,260.84 of interest payments over the three year period. Monthly payment amounts provided by Loffler for alternative lease durations of 48 and 60 months calculated to interest rates over 8%. Purchase Option: The City currently has available resources in its Capital Acquisition Fund to purchase the copiers for $20,327. Currently, reinvestment rates of City funds for a three year period are yielding between 3% and 4%. Interest rates payable on the potential lease are roughly equal to or greater than current City reinvestment rates, lending support to the purchase option. Recommendation: Due to the current availability of capital funds for the copiers purchase, the short-term nature of the optimum lease available from the seller, and consideration of potential lease administrative cots, it is recommended that the City pursue the purchase option over the lease option. City Council Date: May 2O.20O8 CONSENT Item: 4 MOTION ITEM: Resolution accepting the infrastructure improvements of the Hidden Meadows 1s, Addition (Rockpoint Church) Development SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Susan Hoyt, City Administrator Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REQUESTED: The city council hsbeing asked hoaccept the public infrastructure installed as part of the Hidden Meadows 1 st Addition (Rockpoint Church) Development, Engineering staff has reviewed the requirements for this development as defined in the development agreement, dated May 10. 2006. and recommends approval. On November 5, 2007, engineering staff performed a field review and found public infrastructure had been installed according tocity standards, OnApril 22.2UO8.engineering staff received accepted record drawings from the developer's engineer. The One -Year Warranty period will begin aaofNovember 5.2OO7.and will end onNovember 4.28O8. ADDITIONAL INFORMATION This development hsthe first inotwo-phase development. The second addition includes m residential development that will complete the public infrastructure. The residential development will connect the 16-inch trunk watermain between Discover Crossing and 59'� Street North (church entrance nood). Also, the development's wastewater treatment facility must beexpanded hoaccommodate future residential use. The residential development final plat application deadline isJanuary 2.2O13.per Resolution 2OO7'S7.dated December 11.20D7, BACKGROUND HiddenyNoadows1*Addition'sdevaopnlentagnonmentisdatedMov1D.2O0O.andwaa executed onJune 8.2000. DnJanuary 2.2UO7.the city council authorized aone-year extension to the deadline for the final plat submittal for the residential portion of the approved plan, thereby extending the final plat application deadline toJanuary 3.3OO8. OnDecember 11.2OO7.the city council approved a five year extension to the final plat deadline for the residential portion of the approved plan, thereby extending the final plat application deadline to January 2, 2013. On June 7. 2007. the city entered in an interim agreement with the developer. This interim agreement defines the developer's obligation to provide the church site with a wastewater treatment facility. The agreement also assigns a temporary conservation easement covering outlots A and B, until the final residential plat iabrought tocouncil. SUGGESTED ACTION FOR CONSIDERATION Move to approve Resolution accepting bhude public infrastructure improvements for the Hidden Meadows Ist Addition (Rockpoint Church) Development. ATTACHMENTS: 1. City Engineer's letter ofdevelopment approval, dated May 2O.2OO8 2. Resolution No. 2OO8'O25 ENGINEERS • ARCHITECTS • PLANNERS May 20, 2008 Rockpoint Church Attn: Mr, Kirby Spike 5825 Kelvin Avenue North Lake Elmo, Minnesota 55042 Re: Engineer's Recommendation for Final Acceptance Hidden Meadows 1st Addition (Rockpoint Church) City of Lake Elmo, Minnesota TKDA Project No. 13819.007 Dear Mr. Spike: 444 Cedar Street, Suite 1500 Saint Paol, MN 55101-2140 (551) 202-4400 (651) 292-0083 Fax www,tkda.com We have reviewed the Developer -installed improvements for the Hidden Meadows 1st Addition (R.ockpoint Church), and find that the work has been fully completed in all respects and in accordance with the Developer's Agreement, the Contract, Plans and Specifications, and the applicable standards and ordinances of the City. The Improvements are hereby declared to be complete and acceptance of the Improvements by the City is recommended. The One-year Warranty period for the Improvements began on November 5, 2007, and wili end on November 4, 2008. A One-year Warranty inspection will be completed in October 2008, and the Developer will be required to repair or replace, as directed by the City, any work or materials that are found to be defective, at the Developer's sole cost and expense. Sincerely, ack) W. Griffin, P.E y Engineer G:cme cc: Susan Hoyt, City Administrator Kyle Klatt, Planning Director Mike Bouthilet, Public Works Superintendent An Employee Otvretf Company Promoting Affirmative Action nail Equal Opportunity m City Council Date: 5/30/08 REGULAR Item: 5 MOTION DlEk8: Consider aproposal for performance evaluation services for the city administrator REQUESTED BY: Mayor Johnston SUMMARY AND ACTION REQUESTED: The city council is being asked to consider a proposal for consulting services from Karen Ray and Associates to design a process and manage itfor the city administrator's performance review that allows for independent party, experienced in personnel and performance matters. The estimated cost of these services is $ 1.985. If approved, the funds will come out of the miscellaneous expenditures in the city council line item budget, which isfunded hz%1O.00O. Suggested motion for consideration: Move to hire Karen Ray and Associates to design and conduct the city administrator's performance review at an estimated cost of $ 2, 000 out of the city council miscellaneous expenditure line item in the general fund budget ATTACHMENT: 1 Proposal for performance evaluation services A RESOLUTION ACCEPTING THE DEVELOPER -INSTALLED PUBLIC INFRASTRUCTURE I PROVE ENTS FOR THE HIDDEN EADOWS 1st ADDITION (ROCKPOINT CHURCH) DEVELOPMENT WHEREAS, the City entered in a Development Agreement dated May 10, 2006, with Rockpoint Church (the "Developer"), for the development of Hidden Meadows 15t Addition (Rockpoint Church); WHEREAS, the Development Agreement was amended by Resolution 2007-97, approved December 11, 2007, thereby extending the final plat application deadline for the subsequent 2nd Addition (Residential Phase) to January 2, 2013; WHEREAS, the Development Agreement was further amended by an Interim Agreement, dated June 7, 2007, thereby clarifying the Developer's obligations until application is made to the City for approval of the 2nd Addition final plat; WHEREAS, on April 22, 2008, the City's Engineer received final record drawings of the Developer -installed public infrastructure improvements (the "Improvements") from the Developer's Engineer; WHEREAS, the City's Engineer in correspondence dated May 20, 2008, declared the Improvements complete and recommended that the City accept the Improvements; WHEREAS, the One -Year Warranty for the Improvements began on November 5, 2007, and will end on November 4, 2008, and a One -Year Warranty inspection will be completed in October, 2008, and the Developer will be required to repair or replace, as directed by the City, any work or materials that are found to be defective, at the Developer's sole cost and expense; WHEREAS, the Developer has provided a list of the Improvements and the aggregate costs relating to the installation of $806,300.00; and WHEREAS, the City shall, upon acceptance of the Improvements, account for those assets in accordance with the City's Capital Assets Policy. NOW, THEREFORE, BE IT RESOLVED, the City Council accepts the Developer - installed public infrastructure improvements for Hidden Meadows Phase I (Rockpoint Church) effective as of May 20, 2008. Date: May 20, 2008 CITY OF LAKE ELMO By: ATTEST: Susan L. Hoyt City Administrator Dean Johnston Mayor Resolution No. MEM OK UMW '',111111t KarenRayAssociates PERFORMANCE REVIEW OF CITY ADMINISTRATOR Proiect Goal The goal of this project is to help the City Council of Lake Elmo prepare for and conduct the first annual review of the performance of the City Administrator, Susan Hoyt. While there are many ways to carry out a performance review, the City prefers something straightforward and direct. Values and Principles An annual performance review is just one stage in the process of performance management. The best performance management models are based on "continuous improvement" processes that define, develop, review and recognize performance. This approach to employee evaluation includes these key principles: 1. Performance is measured by the results the staff person obtains. 2. Performance is always described in behavioral terms, not vague "impressions." 3. Communication between the staff and the supervisor is a continuous process; the annual evaluation is not the only time that performance and/or expectations are discussed. 4. All discussions about performance look for mutual solutions to problems. 5. Problems are addressed through agreements, plans and development opportunities. The City has a standard, graduated discipline procedure. 6. Performance management activities are designed to build partnerships between the staff and the supervisor, and between the Council and Administrator. 7. Performance discussions are often two-way: what you can do to improve, and what 1 can do to help you. 1111111111 1111111111111111 11111111111111111111 111 11111111 111 111 111 111 Project Results 1. Susan and the Council agree on what will be evaluated and how it will be evaluated. 2. A rating form is produced for the Council and Susan to use. 3. Documents are prepared in support of performance review discussions. 4. Two discussions are conducted. 5. Susan models performance review with her direct reports. Proiect Steps In summary, the Council and Susan need to agree on performance standards and measures. Then Susan evaluates herself while the Council rates her performance; they both use the same rating form. The forms are compiled by two Council members who also conduct the evaluation discussion with Susan in detail. Then Susan and the whole Council discuss the evaluation in summary with an emphasis on what to do in the future. Finally, Susan models good performance review processes by conducting a group interview with her direct reports. 1. The Council and Susan agree on performance measures. Two selected Council members and Susan draft performance measures. This might include the administrator's current job description, special tasks assigned to her, or stipulations in her current contract. This small group also settles on a rating system. Karen Ray Associates usually uses a data -driven, numerical system. We will provide a sample form. Karen Ray and the selected Council members bring this draft to the whole Council. Karen facilitates a discussion about the purpose and goals of reviewing the Administrator, and modifies the draft review form. 2. The Council and Susan complete the rating form. 4541 Victor Path Suite 8 612-377-2128 Hugo, Minnesota 55038 karenrav@visi.com nwnwnv/l The City produces a form„ and each Council member evaluates Susan's performance using that form. Susan completes a form evaluating herself. The two selected Council members collect these forms and compile a single document that will be used in the next step. 3. Conduct the performance review dialoaue. Susan and two selected Council members sit down to review each Council person's rating and Susan's self rating. This dialogue is intended to be an in-depth discussion that helps Susan explore her strengths, her challenges, and what might be next steps. At the end of this discussion Susan describes what she needs from the Council in order to be the best Administrator she can be. Karen Ray is available for coaching during this step if required. 4. The Council concludes the performance review process„ Karen facilitates a summary discussion between the whole Council and Susan. The detailed performance review is summarized, and the Council concludes the review process. 5. Susan demonstrates best practices in performance review with her staff. Susan plans and conducts a feedback review "team dialogue" with her direct reports. Proiect Estimated Costs Karen Ray Associates is pleased to offer the City of Lake Elmo a preferred rate of $1800./day, discounted from the 2008 rate schedule of $2000/day. Partial days are billed at an hourly rate. The City is responsible for all costs associates with meetings, materials, and equipment. There are no charges for phone, email nor the production of camera-ready base documents. Mileage is charged as a flat rate of $25 per round trip. If additional coaching during step 3 will not be needed, we could set the "not to exceed" limit to this project contract at $1985. Karen Ray bills only for time worked and actual mileage. Estimated Costs 4541 Victor Path Suite 8 Hugo, Minnesota 55038 612-377-2128 karenrczy(ib,visi.conz te. I . Council and Susan agree on performance measures. 2. Complete the rating form. 3. Conduct the performance review dialogue. 4. Conclude the performance review process. 5. Demonstrate best practices. onsultant c ivity Review of draft form; planning for and facilitating meeting with whole Council to finalize rating form. Submit final form recommendations to selected Council members. Monitor process for timliness; answer questions. Ensure accuracy. Karen prepares, designs, and facilitates the whole Council summary discussion with Susan. Karen is available to Susan for help. sti 4 hours ate .3 hour 4 hours Mileage: 2 trips 50. Hours = 8.6 1935. TOTAL 1985 Cost Thank you for considering Karen Ray Associates for this important project. 4541 Victor Path Suite 8 612-377-2128 Hugo, Minnesota 55038 karenravlib.visicom