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HomeMy WebLinkAboutCity Council Agenda Packet 11-19-13 TE.....II1 (.'ILA T' ' OF '" Our Mission is to Provide Quality Public ServicesELMO -' in a Fiscally Responsible Manner While r Preserving the City's Open Space Character NOTICE OF MEETING City Council fleeting Tuesday, November 19, 2013 7:00 P.M. City of Lake Elmo 13800 Laverne Avenue North 'Planning Commission Interview*** Sara Yocurn - 6:30PM AGENDA 7:00 A. Call to Order b, fledge of Allegiance C, Roll Call D� Order of business E. Approval of Agenda F. Accept Minutes 1. Accept Novenriber 06, 2013 Special City Council Meeting Minutes G. Council Reports Mayor Council 7,10 H. Public Comm ents/Inquirles I. Speak Your Peace - Presentations Quality Star- Catiy Bendel for Growth Pro Forma 7:15 K. Consent Agenda 2. Approve Payment of Disbursements and Payroll 3. Accept Financial Deport dated October 31, 2013 4. Accept building hermit Report dated October 31, 2013 S. Production Well No. 4 - Pay Request No. 4. 6. Production Well No. 4 - Change Order No. 1. 7. Section 34 Water and Sewer Utility Extension Improvements - Pay Request No. 1. 8, bake Elmo Sewer Infrastructure Improvements: I-94 to 30th St. - Pay Request No. 2. 9. Street Capital Improvement Program -Authorize Geotechnical Services for Streets programmed in 2014-2016 10. AppFeve IT;e 8A7E)F1ES Radio PacrrTearn for- C!'/d RA G« 4n— 11. Approve RFP for New City Assessor as of 2/1/2014 7:20 L. Regular Agenda 12. Electrical Inspections; Ordinance 09-093, Ordinance 08-094 13. Design Standards Manual; Resolution 2013-97 14. Designs Review Ordinance; Ordinance 08-095,Resolution 2013-98 7:50 15. Approve Council Mileage Policy M. Staff Reports and Announcements * City Administrator * City Attorney ® Planninc, Director * City Engineer ® Finance Director ® City Clerk 8:40 N. Executive Session 16. Adjourn to Closed Session per MN State Statute 13D.05, Subd. 3(b) Attorney- Client Privilege regarding 3M litigation 9:oo 0. Adjourn ""Itern times are estimates and su.Wect to change**** LAKE ELMO CITY COUNCIL M1Nu'rES NOVEMBER 06, 2013 CITY OF LADE ELMO T CITY COI JNCIL MINUTES NOVEMBER 06, 2013 Mayor Pearson called the meeting to order at 7.°00 P.M. PRESENT: Mayor Pearson,Council Members Nelson,Smith,Bloyer,and Reeves. ABSENT: Also Present: City Administrator Zuleger, City Attorney Snyder, Planning Director Matt, City Planner Johnson,City Engineer Griffin,and City Clerk Bell. PLEDGE OF ALLIGENCE APPROVAL OF AGENDA MOTION: Council Member Nelson moved TO REMOVE ITEM 11 FROM THE CONSENT AGENDA FOR DISCUSSION. Council Member Bloyer seconded the motion. MOTION PASSED 5-0. MOTION: Council Member Bloyer moved TO REORDER ITEM 17 TO AFTER DESIGN REVIEW ORDINANCE(AFTER ITEM 20). Council Member Nelson seconded the motion. Council Member Reeves pointed out that it applies to all areas, not just the mixed use zoning. MOTION PASSED 5-0. MOTION. Council Member Reeves moved TO APPROVE THE NOVEMBER 06, 2013 CITY COUNCIL AGENDA AS AMENDED, Council Member Nelson seconded the motion. MOTION PASSED 5-0. ITEM 1: ACCEPT MINUTES THE SEPTEMBER 10, 2013 CITY COUNCIL SPECIAL MEETING MINUTES 14TERE APPROVED AS AMENDED BY CONSENSUS OF THE CITY COUNCIL, ITEM 2.ACCEPT MINUTES THE OCTOBER 15,2013 CITY COUNCIL MINUTES WERE APPROVED AS AMENDED BY CONSENSUS OF Th"Ir,7CITY COUNCIL. COUNCIL DEPORTS: Council Member Reeves:helped facilitate staff retreat.As part of retreat,he took tour of city to see various projects throughout the city. It was very educational; held Speak Your Peace initiative with Alyssa MacLeod at Lake Elmo Elementary with 61h graders. He was very impressed with the caliber of the students and how well the group grasped civility. He complimented Alyssa for gathering support and working with the teachers; attended HR Committee meeting. Committee includes two outstanding resident members. Council Member Bloyer: spoke with business owner in Village about the direction Village is taking; will be participating in a cable access show; also attended and participated in training burn with fire dept. Mayor Pearson. reported NextGen group is preparing Christmas tree lighting event for 12/7; worked with staff at meetings regarding bonding bill; EDA group met. Council Member Smith: no report Council Member Nelson: involved in training burn with fire department. Learned a lot about what they do. PUBLIC COMMENTS, None SPEAK YOUR PEACE-PEARSON Page 1 of 9 LAKE EL MO CITY COUNCIL MINUTES NOVEMBER 06, 2013 Mayor Pearson spoke on gossip. it is very destructive to relationships. The Mayor offered tips to avoid gossip: Before speaking about anyone imagine they are present; imagine if you would have to apologize if that person found out what you said; if you have to look behind you, it is probably gossip; using the phrase'love that guy,but..";stated that even if it is true,it can still be gossip. PRESENTATIONS Quality Star Award presentation postponed until next meeting. CONSENT AGENDA 3. Approve Payment of Disbursements and Payroll in the Amount of$286,015.19 4. 2013 Crack Seal Project-Pay Request No. 1 (FINAL) 5. Section 34 Water and Sewer Utility Extension Improvements-Change Order No. 1 6. Lake Elmo Sewer Infrastructure Improvements: 1-94 to 30th St.-Change Order No.2 7. Encroachment Agreement- 10950 57th St.N 8. Encroachment Agreement-5820 Lily Ave. N. 9. Establishment and Appointment of Lake Elmo Public Safety Committee 10. Approve New Council Memo Format 11. New Single Auld Plow Truek Pur-.1,ase, 12. Approve Resolutions 2013-90A/B Calling For Public Hearing To Vacate Easement;Resolution 2013-90A,Resolution 2013-908 MOTION.Council Member Nelson moved TO APPROVE THE CONSENT AGENDA ASAMENDED. Council Member Reeves seconded the motion. MOTIONPASSED 5-0. ITEM 11. NEW SINGLE AXLE PLOW TRUCK,PURCHASE City Administrator Zuleger provided the background on the truck purchase and explained the reason for the increase in price. Ford stopped making the Sterling model. MAC committee chose to purchase the Mack truck with Mack engine. Due to this different truck option,there is an increased price. The truck will not be available until next year due to backorders. Council Member Nelson would like the city to wait until 2014 to purchase the truck in order to take advantage of the City`s new tax-exempt status in 2014. MOTION. Council Member Nelson moved TO AUTHORIZE THE PURCHASE OF A NEW MACK GU912 TRUCK EQUIPPED WITH THE TOWMASTER COMPONENT PACKAGE FOR $197,661.26 (AFTER JANUARY 1, 2014 TO TAKE ADVANTAGE OF TAX-EXEMPT STATUS), Council Member Reeves seconded the motion. Mr.Zuleger pointed out that City is still purchasing under the state contract. MOTION PASSED 5-0. REGULAR AGENDA ITEM 13A: FEATS MSA STREET AND TRUNK NIA WATERMAIN IMPROVEMENTS - ASSESSMENT HEARING ON STREET IMPROVEMENTS AND ADOPTING THE FINAL ASSESSMENT ROLL City Engineer Griffin provided overview of the Keats Ave. street and trunk watermain improvements. He explained that the street and water are two separate items. Mr.Griffin explained the street portion. The final unit assessment amount for each benefiting property is $3,400. Mr. Griffin provided overview of notice process and assessment details. Mayor Pearson asked about who performs the inspection on the work. Mr. Griffin explained that there have been multiple people throughout the project, including himself, Chad Isakson, Ryan Stempski, and. Mike Bouthilet as well as the contractor. Throughout the year, they create the checklists.The entire group does the final walkthrough.There is a one year warranty on the work. Page 2 of 9 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 06, 2013 MOTION. Council Member Nelson moved TO OPEN PUBLIC HEARING, Council Member Reeves seconded the motion. MOTION PASSED 5-0. PUBLIC HEARING OPENED AT 7.26PM, Rod Sessing 5699 Keats Ave. change the assessment for some properties. He claimed that some owners received more benefits than others;therefore should not be assessed the same amount. Mr. Griffin explained that the minimal work is done and this was not a culvert replacement project, but instead a street improvement. Lee Ann Slomkowski 5415 Keats Ave. stated she will never use the watermain. She alleged that she is half a mile away and also thinks that the street portion is high. MOTION: Council Member Nelson moved TO CLOSE PUBLIC HEARING. Council Member Reeves seconded the motion. MOTION PASSED 5-0.PUBLIC HEARING CLOSED AT 7,30PM. Council Member Reeves asked for further explanation on the benefits received. Mr. 'Griffin reiterated that it was a street project. It is not just a residential road,but a more widely used road. The majority of cost is paid out of state and City funds. Mr. Griffin explained the formula used. Council Member Reeves asked if the Sessing culvert was undisturbed. Mr. Griffin stated that it was. The culverts were discussed. Council Member Smith stated that previous projects have been much higher, and this was not as high as it could be. Mayor Pearson said he does not believe determining individual assessments would be practical. MOTION: Council Member Nelson moved TO APPROVE RESOLUTION NO. 2013-91,ADOPTING TIME FINAL ASSE'SSMEWT.ROLL FOR THE STREET IMPROVEMENTS FOR THE KEAIS MSA STREET AND TRUNK WATE'RMAIN IMPROVEMENTS, Council Member Smith seconded the motion. Council Member Bloyer stated that he is voting for the item because it is the right thing to do despite his reservations. LOTION PASSED 5-0 ITEM 13B: KEATS MSA STREET AND TRUNK WATERMAIN IMPROVEMENTS -- ASSESSMENT HEARING ON WATER IMPROVEMENTS AND ADOPTING THE FINAL ASSESSMENT ROLL Mr. Griffin provided overview of the water improvement portion. The Project is substantially complete and the special assessments for this project were established as fixed amounts for a trunk watermain extension. Therefore the unit assessments remain unchanged with the final project costs. Preliminary $5,800 assessment. $2,900 final unit assessment for each benefiting property and balance due at time of connection. MOTION: Council Member Reeves moved TO OPEN PUBLIC HEARING. Council Member Nelson seconded the motion.MOTION PASSED 5-0.PUBLIC HEARING OPENED AT 739PM. George Crocker 5093 Keats Ave. presented his formal objection to water assessment. He read his letter to the council[entered into record as packet agenda attachment]. MOTION. Council Member Reeves moved TO CLOSE PUBLIC HEARING. Council Member Smith seconded the motion.MOTION PASSED 5-0.PUBLIC HEARING a0SED AT 7.46PM, Council Member Smith spoke about the previous discussions about city wide water system. When city knew it would have to grow, it cannot expect to put in single wells for each property. It is impractical. The benefit is received by entire city. Ms. Smith stated the values of individual wells are not threatened.5000 additional wells would have a more severe effect on ground water supply. Council Member Reeves asked about well impact on groundwater. Mr. Griffin explained the extensive testing that the city has conducted.There is no negative impact on surrounding wells. Mr. Reeves wants to make sure that the city has effectively looked at the impact.Mr.Griffin assured him that the City has. Page 3 of 9 LADE ELMO CITY COUNCIL MINUTES NOVEMBER 06, 2013 Ms.Smith asked Mr. Griffin to further explain Ms.Slomkowski's issues. Mr. Griffin said her property was always part of plan. Council has previously discussed how to deal with distant properties. The half assessment was part of that decision. Mayor Pearson noted insurance benefit as well as additional benefits of proximity to water. Mr. Reeves clarified that the access to the hydrant is a benefit. City Attorney Snyder explained the assessments can actually exceed the cost of the work. It is actually the value of the benefit that can be assessed. At times the benefit can exceed the cost of the project. That is not the case here. The city's portion is about 95%of the cost. Mr. Sessing thanked council for splitting assessment. He asked that the water improvements be registered so that owners can receive insurance benefit. MOTION. Council Member Reeves moved TO APPROVE RESOLUTION NO.2013-92,ADOPTING THE FINAL ASSESSMENT ROIL FOR THE INATERMAIN IMPROVEMENTS FOR THE KEATS MSA STREET AND TRUNK WATERMAIN IMPROVEMENTS. Council Member Smith seconded the motion. Council Member Bloyer stated that he was not pleased with how the City got here. He voiced his concerns over past planning and failures in development. Council Member Smith reminded everyone that 10 years ago was very different time and situation for the city.The attitude was how to comply with the MOU. City did the best that they could at the time. Council Member Nelson stated that all the future properties in the south will be paying the $5800 going forward. It is not always going to be fair to everyone. MOTION PASSED 5-0 ITEM 14: LAKE ELMO AVENUE TRUNK WATERMAIN IMPROVEMENTS - RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING HEARING ON IMPROVEME City engineer Griffin provided overview of the Lake Elmo trunk watermain project. The proposed improvements include the extension of trunk watermain along Lake Elmo Avenue,from the existing Village water system,south approximately 2.5 miles to the future intersection location of Lake Elmo Avenue and 5th Street.The improvements are identified for construction in 2014 and are consistent with the draft capital improvement plan. Individual home service stubs and fire hydrants will be installed as a part of the project as the trunk watermain is extended past existing residential properties. The improvements will benefit the property owners by providing them the opportunity to connect to the municipal water system and will provide increased fire protection for the property. Council Member Nelson asked about whether pipe will be installed in street or on grass.Mr.Griffin stated it will be in the street along the lake and in grass after where it can. Mr. Griffin stated that this project has been planned for a while, but timing has never been decided. Three recent requests for water from developers is why project is now being brought forward. Mr. Griffin explained that the project area includes 44 properties, but only 35 assessments (32 resident properties (1 unit each) and 1 commercial property (3 units)) for properties benefiting from the proposed improvements. Proposed cost is$2.9 million. Mr. Griffin explained the potential development revenue for each of the proposed developments. The recommendation is for 35 properties assessed at $2,900, with an additional. $2,900 lateral benefit charge deferred until the property chooses to connect to the water system. Payable over 15 years. He explained additional owner costs and City costs for service stubs installation. He also explained benefits and provided and overview of the schedule and noted important decision points. This is a council initiated project. Project as proposed has a.capacity for 400 additional RECs until a water tower is needed. Page 4 of 9 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 06, 20 3 Council Member Reeves appreciated being a part of the process from the beginning. It affords him a better understanding. Mayor Pearson asked if these properties were as far back as Keats how they got the split assess. Mr. Griffin said they are much closer.Requiring developments to connect was discussed. Mr. Reeves asked if City can vary from the $2,900. Mr. Griffin said yes. He explained how he suggested the $5,800 for the previous assessments, but council at the time elected for the $2,900. He reminded council of Attorney Snyder's comment that the city can actually assess the benefit value. Many properties will have much higher costs when system is extended into residential areas. Council Member Nelson asked about when Council can expect preliminary plats on the proposed developments. Mr. Nelson is concerned that the developments actually happen. City Administrator Zuleger said the city expects to see plats this winter. City staff is being very conservative and. cautious to protect the City from additional water debt. Things are happening in the natural course. MOTION: Council Member Smith moved TO ADOPT RESOLUTION NO. 2013-93, RECEIVING THE FEASIBILITY REPORT AND CALLING HEARING ON LADE ELMO AVENUE TRUNK WATERMAIN IMPROVEMENTS. Council Member Bloyer seconded the motion. The assessment amount was discussed. If council wants the higher assessment amount, the motion should be amended. rOUNCIL MEMBER SMITH WITHDREW HFR MOTION. MOTION. Smith moved TO ADOPT RESOLUTION NO. 2013-9.3, RECEIVING THE FEASIBILITY REPORT AND CALLING HEARING ON LAKE ELMO AVENUE TRUNK WATERMAIN IMPROVEMENTS WITHANASSESSMENT OF$5800. Mayor Pearson seconded the motion, The assessment amount was further discussed. Council consensus was that going forward the $5,800 standard should be used. MOTION PASSED 4-1 (BLOI'ER-NAY). ITEM 1 5. APPROVE RESOLUTION NO. 20 1 3-94, A RESOLUTION GRANTING ASSESSMENT DEFERRAL FOR HARDSHIP TO ELIGIBLE PROPERTIES City Cleric Bell provided overview of the assessment deferment process and explained the applications the City had received to date.This was in regards to the 2012 Street and Water Quality Improvements in the Demontreville area. He noted that one of the applicants has since withdrawn their request. Council is expected to review the eligibility every 3-5 years. Mr. Bell explained that the approval is subject to staff verification of eligibility. MOTION: Council Member Smith moved TO APPROVE RESOLUTION NO, 2013-94, A RESOLUTION GRANTING ASSESSMENT DEFERRAL FOR HARDSHIP TO ELIGIBLE PROPERTIES PENDING ELIGIBILITY VERIFICATION. Council Member Nelson seconded the motion. MOTION MASSED 5-0. ITEM 16:CONSIDER PARKS COMMISSION APPOINTMEN City Cleric Bell provided the background of the interview and appointment process. He noted that one of the applicants has since withdrawn his application. MOTION: Council Member Bloyer moved TO POSTPONE UNTIL BLOYE'R CAN SPEAK WITH APPLICANT. Council Member Nelson seconded the motion. Council Member Smith expressed her comfort with the appointment after receiving council feedback. Page 5 of 9 LAKE ELMO CITE" COUNCIL MINUTES NOVEMBER 06, 2013 MOTION TAILED 2-3(SMITH,PEARSON,AND REEVES-NAY) MOTION. Council Member Smith moved TO APPOINT MARY F°RICK OF 2773 LISRON AVE N AS 2ND ALTERNATE ON THE LAKE ELMO PARKS COMMISSION, EFFECTIVE IMMEDIATELY Council Member Reeves seconded the motion. MOTION PASSED 4-0-1 (ULOYER ABSTAIN). Council Member Reeves congratulated Mary Frick.He thought all the candidates were great. ITEM 18; DIEDRICH/REIDER PROPERTY COMPREHENSIVE PLAN AMENDMENT Planning Director Klatt provided overview of the comp plan amend application. It involves a change to the future land use designation of property (PID 36.029.21.32.0002) north of Interstate 94 and east of Lake Elmo Avenue from High Density Residential (HDR) to Medium Density Residential (MDR). This property is located within the 1-94 Corridor Planning Area and was therefore part of the area that was included in the last comprehensive plan update approved by the City. The property is presently under contract for purchase by Pratt Homes. Pratt would like to develop the property as a single attached/detached residential townhome development at a density that is much lower than the future land use guidance of HDR (7.5 to 15 units per acre) that was approved as part of the comprehensive plan update. Council Member Smith asked about the comp plan amendment. The status of the comp plan amendment was discussed. The upcoming meeting with the met council was also discussed. The final adoption is scheduled for 12/7. MOTION: Council Member Nelson moved TO ADOPT RESOLUTION NO. 20I3-96, APPROVING THE REQUEST BY TAMMY DIEDRICH AND GARY REIDER TO AMEND THE LAKE ELMO COMPREHENSIVE PLAN. Council Member Smith seconded the motion. MOTION PASSED 5-0. MEETING RECESSED AT 8:51 PM MEETING RECONVENED AT 8:5€3Pt ITEM 19: LAKE ELMO DESIGN STANDARDS MANUAL City Planner Johnson presented the Design Standards Manual. Staff has worked with Planning Commission for more than a year on standards. Planning Commission unanimously recommended adoption. Mr. Johnson explained the purpose of adoption. Mr. Johnson noted there are already some existing standards located in City Code § 154.555 that would be replaced by referring to the manual. Mr. Johnson explained the process of the development of standards and the review authority. It included seven Planning Commission meetings. A stakeholder workshop was also held. Two perfecting amendments were included. Council Member Smith stated that she had some concerns but overall likes the manual. Council Member Bloyer asked about competing communities and what they have for standards. Mr. Johnson explained Woodbury's standards and what was used. The manual format is new trend. Most cities still have a codified version. Council Member Reeves asked about the Building Design requirements for windows or doors on all sides of building. This requirement being too onerous was discussed. The issue of whether the standards should.be in a manual or codified was discussed. Council Member Nelson asked for clarification on the lighting requirements. Mr. Johnson stated there are no conflicts. Mr. Bloyer asked about the design review. Mr. Johnson stated that the intention is to be ahead of development. Page 6 of 9 LAKE EL MO CITY COUNCIL MINUTES T'E OVERER 06, 2013 Ms.Smith asked about what will happen to the placeholders currently in the code and the impact of the village mixed use dist. Mr. Johnson said that eventually each district will include the standards by reference. Mr. Nelson asked about the term"simulated" materials. He would Iike greater clarity provided.City Administrator Zuleger noted that the language provides a bit more flexibility. It was agreed that some examples should be provided. The question of whether these standards should be codified or in a manual form was further discussed.A manual would be able to be changed much more easily; another advantage is that the manual can include pictures; City Attorney Snyder noted that the flexibility would be good when first starting out. All Council members expressed some reservations with some specifics, but overall were supportive of the manual. Perhaps guidelines as opposed to standards where applicable would be a better approach. Whether the Council should have a workshop on this item was discussed. Mayor Pearson and Council Members Nelson, Reeves, and Bloyer were all in favor of this. Council Member Smith does not want to wordsmith the document.Mr.Zuleger encouraged Council to pass the mixed use zoning ordinance tonight so that the village growth does not fall further behind the 194 area. Mr. Reeves wants to make sure that what is passed is thoroughly analyzed by the council. He also does not want to wordsmith the document or dismiss the work that the Planning Commission has already done,but he wants to be diligent in substantive analysis. MOTION. Council Member Nelson moved TO POSTPONE ITEMS 19 AND .20 UNTIL THE 11/12 COUNCIL WORKSHOP.Council Member Reeves seconded the motion. MOTION PASSED 5-0. ITEM 20: DESIGN REVIEW ORDINANCE POSTPONED TO 11/12 WORKSHOP ITEM 17•VMX-VILL E MIXED USE DISTRICT ZONING TEXT AMENDMENT Klatt presented the proposed ordinance. The VMX ordinance has been drafted in order to help implement the recently adopted land use plan for Village Planning Area. The intent of the VMX ordinance is to facilitate development that is consistent with a compact, walk-able environment that builds upon the historical land use patterns of the Village. It has also been designed to allow a wide range of uses and activities and encourages the mixing of different use types. The ordinance includes standards for specific development types with provisions that address the unique character of the Village. In general, the proposed ordinance standards will allow a much higher degree of flexibility for building and activity in the Village than is presently permitted under current ordinances. There are presently three distinct districts in the Village for commercial, residential, and public development, and none of these districts are structured in a manner that is consistent with the goals and objectives of the Comprehensive Plan. By creating a new VMX district within the Village Planning Area, the City will better be able to plan for future development that meets the objectives of the Village Land Use Plan. The reference to the Master Plan was discussed. It was explained that it was a document that was accepted by the Council in 2007. Council Member Smith asked about the sliver of zoning on the map. Mr. Matt explained that it would be revisited at a later point as a perfecting amendment. Ms. Smith also asked about public facility zoning. Mr. Klatt stated that those areas will be guided as public uses, but the mixed use allows greater flexibility. Discussion of how that zone would be changed. It would be changed at a future date if needed. Council Member Bloyer asked about page 7 [E) regarding screening. Mr. Klatt said Lake Elmo repair would be grandfathered in. Page 7 of 9 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 06, 2013 The issue of repairs and maintenance and the term remodeling was discussed. When staff review would be required was explained. Building permit review would be the applicable time. Mr. Bloyer wants all of § 154.506 struck from the ordinance. Council Member Nelson asked if the entire building is placed under review if there is an addition. Staff said that is not the intent. just the expansion would be subject to the standards. Mayor Pearson asked about page 9 (b)(2)(a)- how is that criteria and economic feasibility determined? Mr. Klatt said the Council would make determination upon recommendation by the Planning Commission. City Administrator Zuleger stated that there is some trust in staff needed. The appropriateness of review of what an owner wants to do with their property was discussed. MOTION: Council Member Smith moved TO APPROVE ORDINANCE 08-091, AMENDING CHAPTER 154 OF THE CITY CODE AND ADDING THE VMX VILLAGE MIXED USE DISTRICT TO THE ZONING ORDINANCE.Council Member Reeves seconded the motion. Council Member Bloyer wants to remove entire review and demolition section. Does not believe anyone should have to justify the demolition. Council Member Reeves asked for the purpose. Mr. Klatt explained this creates the process for what is reviewed and to protect properties that the City wants to preserve. Mr. Bloyer asked about when a modification would have to come before the council or commission.Mr.Klatt said that most would just be reviewed by staff. MOTION. Council Member Bloyer moved TO AMEND ORDINANCE BY STRIKING ALL OF 154.50G. MOTION FAILED FOR LACK OF SECOND. MOTION: Council Member Nelson moved TO AMEND ORDINANCE BY STRIKING REFERENCES TO DEMOLITION REVIEW IN 154.506. Council Member Bloyer seconded the motion. Mr. Klatt presented what the amendment would look like as amended. What properties would be covered by this was discussed. Mr. Klatt explained what the options were for preservation of certain properties.The character of the village was debated. Mayor Pearson expressed his concern about discouraging what people can do with their property. Mr. Reeves suggested that at the design standards point the council can determine what is wanted to be protected. Mayor Pearson asked about how a property would become historical. Mr. Klatt provided explanation of how properties are designated historical. The village would probably be better suited for individual properties as opposed to district wide. Mr. Nelson asked about the professional review requirement. Mr. Klatt explained that it is for the possibility of where review would be beyond the expertise of the staff. When the review would apply was discussed.Mr. Klatt stated that it is the enforcement aspect that is needed. MOTION TO AMEND PASSED 4-1 (SMITH-NAY). Council Member Nelson asked about recovering the cost if over $1000. City Administrator Zuleger explained that everything done is now cost recoverable. Council Member Bloyer asked if the amendment included limiting remodeling review where the footprint of the building is changed. MOTION. Council Member Bloyer moved TO AMEND THE ORDINANCE TO LIMIT REMODELING REVIEW WHERE THE FOOTPRINT WAS CHANGED. Council Member Nelson seconded the motion. MOTION PASSED 5-2(SMITH AND REEVES-NAY). ORIGINAL MOTION AS AMENDED PASSED 4-1 (SMITH-TVAY). Page 8 of C LAKE ELMO CITE' COUNCIL MINUTES NOVEMBER 06, 2013 LOTION; Council Member Bloyer moved TO APPROVE RESOLUTION NO, 2013-95,AUTHORIZING SUMMARY PUBLICATION OF ORDINANCE 08-091. Council Member Reeves seconded the motion. NOTION PASSED 5-0. ITEM 21: PARKS COMMISSION MISSION SIAT MENT Council Member Reeves explained the changes and purpose for the change. He explained the new language.The proposed amendment better reflects the Parks Commission role and responsibilities. MOTION. Smith moved TO APPROVE ORDINANCE 08-092, RATIFYING A NEW FISSION STATEMENT FOR THE LAKE ELMO PARKS COMMISSION. Council Member Reeves seconded the motion. Council Member Smith thanked Council Member Reeves for his work and getting the Commission to move forward. Mr. Reeves shared the credit with Administrator Zuleger and Alyssa MacLeod, but most importantly to the Commission. Ms. Smith also extended credit to Mr. Zuleger and Ms. MacLeod. MOTION PASSED 5-0. ITEM 22: FEASIBILITY STUDY FOR LAKE ELMO REGIONAL TRAIL City Administrator Zuleger explained. the trail committee's work on implementing the Lake Elmo Trail Plan. The first project is the east-west trail from Oakdale to downtown. Request is for using park funds for a feasibility study not to exceed$12,000.Chairman Weis has been a leader on this. MOTION: Council Member Reeves moved TO APPROVE THE ALLOCATION OF PARKLAND DEDICATION FUNDS, NOT TO EXCEED $12,000 FOR A STUDY TO DETERMINE THE FEASIBILITY OF AN EAST-WEST REGIONAL TRAIL CONNECTING OAKDALE TO THE STILL WATER SENIOR HIGH SCHOOL IN REASONABLE PROXIMITY TO THE HIGHWAY 5 CORRIDOR. Council Member Smith seconded the motion. MOTION PASSED 4-1 (BLOYER-NAY). SUMMARY REPORTS AND ANNOUNCEMENTS City Administrator Zuleger: staff adopted a theory of success at retreat. The status of the plan of work was Presented. City Attorney Snyder: no report Planning:Director Klatt: 11/18 at 4pm Met Council approval on 12/11. City Engineer Griffin:No report City Planner Johnson:No report City Clerk Pell: reported on the successful ISD 834 election. Thanked the election judges for all their hard work in malting is run smoothly and incident free. Council Member Smith noted her pleasure for the recent installation of the quiet tracks on the railroad. Mayor Pearson adjourned the meeting at 10:. 6PM LAKE ELMO CITY COUNCIL ATTEST: Mike Pearson, Mayor Adam R. Bell, City Clerk Page 9 of 9 TI iE CITY OF :.._.. SAKE ELMO A11AYOR & COUNCIL COMMUNICADON DATE: November 19, 2013 CONSENT ITEM #2 MOTION AGENDA ITEM: Approve Disbursements in the amount of$1,147,283.47 SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel,Finance Director REN7IENVED BY: Dean Zuleger, City Administrator SL:G(11FSTV[) ORDER OF BLiSINESS. - Introduction of Item............:.:....._..........:................................City Administrator - Report!PrF:.sentation.......................:..........._................City Administrator - Questions from Council to Staff............................................._... Mayor Facilitates - Call for Motion...................:.........................................:.......Mayor& City Council. - Discussion...........:............:........................................... ......Mayor& City Council Action,on Motion.................:...............................................:.. Mayor Facilitates POLICY RECOMMENDER: Finance FISCAL IMPACT. $1,147,283.47 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of$1,147,283.47. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY. NA --page 1 -- City Council Meeting [Consent Agenda.Item 2] November 1.9,2413 s 1 1 BACKGROUND INFORMATION/STAFF REPORT: The City of Lake Elmo has the fiduciary responsibility to conduct normal business operations. Below is a summary of current claims to be disbursed and paid in accordance with State law and City policies and procedures. Claim# Amount Description ACH $ 12,203.85 Payroll Taxes to IRS &MN Dept of Revenue 11/14/13 ACH $ 5,990.31 Payroll Retirement to PERA 11/14/13 V1 DD5071—D51.18 $ 35,669.58 Payroll Dated(Direct Deposits) 11/14/13 Y 40581-40585 $ 3036.77 Accounts Payable Manual 11/06/13 40586-40648 $1,089,962.96 Accounts Payable 11/19/13 2112-2118 $ 420.00 Library Card Reimbursement 11/19/13 r i TOTAL $1,147,283.47 F RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council approve as part of the Consent Agenda the aforementioned disbursements in the amount of $1,147,283.47. f f 1 ATTACHMENTS. 1. Accounts Payable—check registers {P: } Y --page 2-- Cr w= v Vi z z z z z z z s� E +n c Q J wu dd a 3 °_° nn v� rr•. o. V N C � i h y ° cs d y n yy yy � C � y m z 7 O d M M M M M M M M O 10 _ N N �p ti O N W 0o0 00 M M l� M rl' N CD s+. N cV iC is N G Q O to w 9-0 tW a M c P 'T 40 ,ter n r- � 00 p 4 .- 'c� Z 75 :E � d .. O M M V> �•^y M ,.�. 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M M M c'1 M M M C 0 0 O ' N N � N N N cq Q � d M O .0 o v'' rye z 0 O , z . z z N 4 THE CITN'OF I A Ll VKE ELMO WYOR & COUNCIL COMMUNICAT"7W DATE: November 19, 2013 CONSENT ITEM #3 MOTION AGENDA ITEM: October 2013 Financial Reporting SUBMITTED BY: Cathy Bendel, Finance Director T11R0L';GH: Cathy Bendel,Finance Director RENJEN11"ED BY: Dean Zuleger, City Administrator St GGESTFD ORDER OF BUSINESS: Introduction of Item,...................... .............. ...........City Achninistrator Report,/Presentation.,............... ................City Administrator Questions from Council to Staff............................................... Mayor Facilitates - Call forMotion ...................;........:6................... ------6 Mayor&City Council - Discussion............. .............. ..............................Mayor.&- CityCouncil - Action on.*Motion.........__..................... .......... ........... Mayor Facilitates POLICY RECOMMENDER: Finance FISCAL INI PACT- NA SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the October 2013 Financial Reporting Packet. No specific motion is needed as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo has fiduciary authority and responsibility to conduct normal business operations and report the financial (unaudited) statement to the City Council. City guidelines suggest the Council be updated on a regular basis. STAFF REORT: Attached please find a report for October reflecting the monthly and year to date detail supporting the year to date actual results and comparing those results to the 2013 Budget. --page 1 -- City Council Meeting [Consent Agenda Item 3] November 19, 2013 F s 5, c 3 The most significant variances are highlighted below: . t Revenues: k • Building Permit revenue for the month was 23% better budget. On a year to date basis actual activity continues to be above plan by 18%. As the weather remains mild the building activity remains steady. • Utility Permit revenue for the month and year to date was far above plan due to the extensive development work along Hudson Boulevard and the need to relocate numerous k � utilities. These amounts represent the ROW permit fees. e { • State Fire Aid revenue for the month was 100% above budget. This was due to this i revenue having been budgeted in September but was received in October. On a year to f date basis, revenue is 42%above budget due to receipt of supplemental aid received from the State of Minnesota of$12,266.79. This was a result of the 2013 Omnibus Tax Bill F which included a 30%global increase which was then allocated state wide. • Plan review fees for the month were 35% above budget bringing the year to date revenue to 50%above budget. { Expenses: } Most departments continue to be below budget for the month and on a year to date basis as all Departments continue to be very cost conscious. A few key items to note: { • September but The annual League of Minnesota membership renewal was budgeted in Sc 7 g p i was actually billed and paid in October resulting in a 100% variance for the month of r t October. • The City Council recently approved the Administration Department to hire a lobbying firm to assist with the state grant application process. This monthly retainer of$lk is Y reported as contract services and was not a budgeted expense resulting in a variance each month. x i • Newsletter costs for the month are 100% over budget due to a timing difference between budget and actual. On a year to date basis, actual expenses are 14%below budget. r � • The Planning Department has incurred expenses above the amounts budgeted for many expense items due to the City expansion initiative. The majority of the expenses were related to Engineering support and Contractor expenses. f • Fire prevention costs for the month were over budget but on a year to date basis the costs are right on budget. It was planned that the supplies would be ordered earlier in the E:g p pp e year. Additional supplies were ordered in October. t --page 2-- City Council Meeting [Consent Agenda Item 3] November 19,2013 � 6 ® Engineering costs are above budget in the Building In department for the month and on a year to date basis due to all the additional work necessary due to the growth initiative. • The Cost for the Permit Works software and licenses of$16.3k is reflected in the year to z date Info technology costs for the Building Inspection department. This expense was not budgeted. • The fuel cost in the Public Works department for the month and on a year to date basis are over budget due to the fall initiative of performing street maintenance before winter. The street maintenance expense is also over budget for this same reason. • The part-time salaries under the Parks and Recreation department are higher than budgeted for the year due to having to cover the Park Maintainer functions with part time k resources until the full-time position was filled. Overall the salary costs are lower than budget for the year. f ® Please note that the salary and benefit expenses are based on more accurate departmental yallocations than we had in August 2012 when the 2013 budget was initially compiled. As t a result, some departments are above budget, while others are under but overall, personnel expenses are below budget. RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the attached October Financial Report. f x ATTACHMENT: 1. October Financial Reports is F F t; f l I� IL --page 3 -- c o 0 0 0 0 0 o e a�p p\ o a� o o e o 0 0 o a v o 0 0 0 0 0 0 0 0 Q� a o o a o n W f+ O 00 O pp pp A d O+. b -1 - M O - M a d b b V1 O O C C O O t- C d O M 00 O O t� eq O O O C N O 00 � N d kn 00 C C O O� O O A A d b a. V1 V1 O O r Vt a7 O N G N C C OCJ 6 06 r-- N M W N O gyp' n 'rt O N N O� 00 00 O N L'? C" d b n O C Ol O O Q d M n C 0 a. ^ M O M N C 't b n O 0 O O C O A DO y^j codooIc C c CoCRMC oC> oonocR. ocoo ^ �ncacnv; `-� N O Oi Oi A Vj (D V) to O \o C V7 N 47, W C> M G 00 O 00 OC 10 00 O M M tn M (n ,r t'- �t O C CN I- C a r 'D N 00 Q� 00 V) CV C+ 00 t+ w w DD 00 O`. V) OO VS C (� M N or, e} N V't t C N �D cd �„ Mom.+ �'-� .M..n� 00 N J _ O CD K: � A d C b � O O C O m d b ba, O C O M DD O � a O O a, h b A 0 O Vr O G O C? 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O O ChC OC M N A d O T V1 oo Ci �G 7 0 C 0 0 0 C? r- ll� CT O C M C C am^ O V; � 00 O �t h -- � p O C> C> to C N m W C O ri 00 � O �r m M C\ to 00 00 en C'- v.: 1- v v M CF O +O11^ t N O N ^ m G O N C O 00 m d O C N C t� A L!i O o o d o l'- O M 0 N M 1A VO F O ellm oo cr. a� 00 O 10 m .-� 00 ra C1 00 � ^ N m en N to -. rr� V„ N N o-n N 1-- QQ C d 0 0 0 0 C� C In V V) O O O C O C O O C0 0 0 00 O O O O C ON C o M C7 N to d' C G O C: C7 6 to G O .:> .j r V1 C7 CD, O O 00 6 00 O N I- cn oo to to O t~ O V1 C tV to O O o0 t, V] I-- VO tr O N ^-^� [� N ^ �' 00 W ram. 00 c+ a �+ tp tit Z a < 7 r im Gr C7 = U o00Cs .t y U U o 0 tC M , ° p=G r o THE CITY OF ` DATE: November 19, 2013 CONSENT ITEM #4 MOTION AGENDA ITEM: New Single Family Home Permit Report SUBMITTED BY: Rick Chase, Building Official THROUGH: Rick Chase, Building Official REN71EWED BY: ltylc Klatt, Planning Director St_GICBESTED ORDER OF BUSINESS- - Introduction of Item..............._............................................. City Administrator - Re.poi.t/.Presentation..................:.............................City Administrator - Questions from Council to Staff................:.:...::......................... Mayor Facilitates - Call for Motion ::.......................:............6..........................Mayor& City Council - Discussion..............................................6........................ Mayor& City Council - Action.on Motion................. . .....................................,............ Mayor Facilitates POLICY RECOMMENDER: NA FISCAL, IMPACT: NA SUMMARY AND ACTION REQUESTED:_As part of its Consent Agenda, the City Council is asked to accept the monthly new single family home permit report. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION- 2013 2012 2011 New homes 30 29 21* Total valuation $13,818,894 $13,196,112 $9,214,000 Average home value $460,629 $455,038 $438,762 *No new houses in November 2011 RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the monthly new single family home permit report. --page 1 -- THE CITY OF' I KE LMO y1�, {" COUNCIL ° A gb"^. DATE: November 19, 2013 CONSENT ITEM# 5 AGENDA ITEM: Production Well No. 4—Pay Request No. 4 SUBMITTED BY: Chad lsakson, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEN,VED BY: Jack:Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SI'aCE.STFD ORDER 0F BC1SiNESS ifremoved from the, C"onsentAgenda)` Questions from Council to Staff............................................. Mayor Facilitates Public Input, if:Apprc9priatdr........... ..........Mayor Facilitates Call for Motion...................- . ................................lUlayor� C::ity Council .:...................... ..............:...................Mayor c&. City Council. Action.on Motion...:...........:....:.......... Mayor Facilitates POLICY RECOMMENDER. En(,InecrinLz FISCAL, IMPACT" None. Partial payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARY AND ACTION RE VESTED: The City Council is respectfully requested to consider approving Pay Request No. 4 for the Production Well No. 4 project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve pay Request No. 4 to Keys If"ell Drilling Company in the antount of $51,024.50,.for the production Ii ell No. 4 Project" --page 1 -- City Council Meeting[ Y g [Consent Agenda Item S] ° November 19,2013 f. e. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: 6 F Keys Well Drilling Co., the Contractor for the project, has submitted Partial Pay Estimate No. 4 in the amount of$51 024.50. The request has been reviewed and pa yment is recommended in the amount requested. In accordance with the contract documents, the City has retained 5% of the total work completed. The amount retained is $6,697.25. r RECOMMENDATION: F Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 4 for the Production Well No. 4 project. If removed from the consent agenda, the recommended motion for the action is as follows: c "Move to approve Pay.Request No. 4 to Keys Well drilling Company in the amount of $5I,024.50,for the Production Well No. 4 Project" i F: ATTACHMENTS}: l 1. Martial Pav Estimate No. 4 Y y n t t l' t 4t Y t. p. rr� � I;. ' E 3; ¢ t $h§j I; I; C. L L I S page 2 PROJECT PAY FORM PARTIAL PAY ESTIMATE NO. 4 FOCUSENGINEERING, inc. PRODUCTION WELL NO.4 PERIOD OF ESTIMATE PROJECT NO.2013.125 FROM 10/1/2013 TO 10/31/2013 PROJECT OWNER: CONTRACTOR: CITY OF LAKE ELMO KEYS WELL DRILLING CO. 3800 LAVERNE AVENUE NORTH 1156 HOMER ST LAKE ELMO,MN 55042 ST.PAUL,MN 55116 ATTN:JACK GRIFFIN,P.E.,CITY ENGINEER ATTN:JEFFREY KEYS CONTRACT CHANGE ORDER SUMMARY PAY ESTIMATE SUMMARY No. Approval Amount 1.Original Contract Amount $304,800.00 Date Additions Deductions 2.Net Change Order Sum $0.00 3. Revised Contract(1+2) $304,800.00 4. *Work Completed $133,945.00 5.*Stored Materials $0.00 6.Subtotal(4+5) $133,945.00 7.Retainage* 5.0% $6,697.25 8.Previous Payments $76,223.25 TOTALS $0.00 $0.00 9.Amount Due(6-7-8) $51,024.50 NETCHANGE $0.00 w *Detailed Breakdown Attached CONTRACT TIM E START DATE: 7/8/2013 ORIGINAL DAYS 123 ON SCHEDULE SUBSTANTIAL COMPLETION: 10/25/2013 REVISED DAYS 0 YES FINAL COMPLETION: 1118/2013 REMAINING 8 NO a ENGINEER'S CERTIFICATION: FOCUS Engineering,inc. The undersigned certifies that the work has been reviewed and to the t, best of their knowledge and belief,the quantities shown in this J �- estimate are correct and the work has been performed in accordance ENGINEER with the contract documents. 11/6/2013 DATE CONTRACTOR'S CERTIFICATION: CONTRACTOR The undersigned Contractor certifies that to the best of their knowledge,information and belief the work covered by this payment estimate has been completed in accordance with the contract BY documents,that all amounts have been paid by the contractor for work for which previous payment estimates was issued and payments DATE received from the owner,and that current payment shown herein is now due. APPROVED 0Y OWNER: CITY OF LAKE ELMO,MINNESOTA BY BY DATE DATE FOCUS Engineering,inc. PROJECT PAYMENT FORM PARTIAL PAY ESTIMATE NO. 4 C PRODUCTION WELL NO,4 i ENGINEERING, inc. CITY OF LAKE ELMO,MINNESOTA PROJECT NO.2E713.125 ITEM DESCRIPTION OF PAY ITEM UNIT CONTRACT THIS PERIDD TOTAL TO DATE QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT 1 MOBILIZATION/SITE WORK l.5 1 $26,000.00 $26,000,00 0.10 $2,600.00 0.60 $25,600.00 2 SILT FENCE LF 550 - $5,(10 $2,750.00 $0.00 275.00 51,375.00 3 24-INCH STEEL CASING LF 95 $20100 $19,000.00 - $0.00 89.00 $17,800.00 4 24-INCH OPEN HOLE LF 116 $125.00 $13,750.00 2.00 $250.00 122.00 $15,250.00 S 18-INCH STEEL CASING LF 210 $80.00 $16,800.00 2.00 $160.<KI 211.00 $16,880.00 6 18-INCH OPEN HOLE LF 85 $60.00 $5,100.00 - $0.00 81.00 54,960.aa 7 GROUT CY so $410.00 $20,500,00 $0.00 28.00 911,460.00 8 EXPLO51VES LB 400 $28.00 $11,200.00 250.00 $7,000.00 7.50.00 $7,000.00 9 REMOVAL OF ROCK CY 750 $70.00 $52,500.00 500.00 $35,000.00 500.00 $35,000.00 10 AIR SURGING MOBILIZATION LS 1 $4,500.00 $4,500.00 1.00 $4,500.00 1.00 $4,500.00 13. AIR$URGING DEVELOPMENT HRS 125 $210.00 $26,250.00 20.00 $4,200-00 20.00 $4,200.00 12 TELEVISION SURVEY LS 1 $1,400.00 $1,400.00 50.00 $0.00 13 TEST PUMP MOBILIZATION&INSTALL. LS 1 $5,000.00 $5,000.00 - $0.00 - $0.00 14 TEST PUMPING HRS 80 $140.00 $11,200.00 - So.oa - $0.00 15 TEST PUMPING DISCHARGE PIPC LF 2500 SS.SO 513,750.00 - $0.00 $0.00 16 SAND CONTENT TESTS EA 5 $50.00 $250.0o - $0,00 SO.00 17 CHEM.ANALYSIS&BACT.TEST LS 1 $4,500-00 $4,500.00 - $0.00 $0.00 18 SOUNDS BARRIER CONSTRLIC71ON SF 1,600 $8.00 $12,800.00 - $0.06 $6.00 19 GAMMA LOG EA 1 $800.00 $400.00 - $0.00 - $0.00 20 RESTORATION LS 1 $3,SOO.00 $3,500.00 - $0.00 - $O.DD 21 WELL PUMP LS I $53,250.00 $53,250.00 - SU.00 - $0.00 TOTALS-BASE CONTRACT $904,800.00 $53,710.00 $133,945.00 u ry THE CITY or-MO fi DATE: November 19, 2013 CONSENT ITEM# 6 AGENDA ITEM: Production Well No. 4—Change Order No. 1 SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Dean A. Zuleger,City Administrator REVIE1,N'ED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director St-IGI :xFS F.D ORDER OF BUSINESS if removed trenp the CE9p1.'eptt�penda): - Questions from Council to Staff..................................................Mayor Facilitates Public Input, if Appropriate.............................................Mayor=Facilitates Call for Motion.................... .Mayor& City Council - Disc msion..............:............................. Mayor,.& City Council - Action on Moticin.:....-..........................:.:........................ Mayor Facilitates POLICY RECOMMENDER: Engineering FISCAL IMPACT: None. This change order only impacts the Contract completion dates for the project. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving, as part of the Consent Agenda, Change Order No. 1 for the Production Well No. 4 project,thereby extending the Contract Times for Completion by 35 days. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Change Order No. I fir the Production H4,11 l oa 4 proiect" LEGISLATIVE HISTORY/BACKGROUND INFORMATION: This change order extends the contract times for project completion by 35 days; revising the substantial completion date from October 25, 2013 to November 29, 2013, and the final. --page I -- City Council Meeting [Consent Agenda Item bJ November 19,2013 i ! completion date from November 8, 2013 to December 13, 2013. The time extension is being granted to account for all job delays the Contractor has experienced on the project that were beyond the control of the Contractor, including a delay in the project start date due to the receipt of the approved project permits, and unforeseen drilling conditions. t. With approval of this Change Order, the revised. Substantial Completion date will be November x 29, 2013; and the revised Final Completion date will be December 13, 2013. b 4 j RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Change Order No. 1 for the Production Well No. 4 project, thereby extending the Contract Times for Completion by 35 days..Tf removed from the consent agenda, the recommended motion for 1 this action is as follows: "Move to approve Change Order No. I for the Production Well No. 4 project" ATTACHMENTlS1: 1. Change Order No. 1. a 3 s i fi r 3. F 4. 4' l 2' Y 2 Y, L• I:. --page 2 _ 7 CONTRACT CHANGE ORDER FORM CITY OF LAKE ELMO, MINNESOTA FOCUS ENGINEERING, inc. PRODUCTION'WELL NO.4 PROJECT NO. 2013,125 CHANGE ORDER NO. 1 DATE: November 11, 2013 TO: KEYS WELL DRILLING CO.,1156 HOMER ST,ST.PAUL MN 55116 This Document will become a supplement to the Contract and all provisions will apply hereto.The Contract Documents are modified as follows upon execution of this Change Order. CHANGE ORDER DESCRIPTION:/1USTIIF CATIOI[: This change order extends the contract times for project completion by 35 days;revising.the Substantial Completion date from October 25,2013 to November 29,2013,and the Final Completion date from November 8,2013 to December 13,2013. This time extension is being granted to account for all job to date delays the Contractor has experienced on the project that were beyond the control of the Contractor;including a delay in the project start date due to the receipt of the approved project permits,and unforeseen drilling conditions. Attachments (list documents supporting change): None ITEM DESCRIPTIOIN OF PAY ITEM UNIT QTr' tiNITE PRICE INCREASE/(DECREASE) C01-1 Time Extension NA -- I i NET CONTRACT CHANGE $0.00 Amount of Original Contract $ 304,800.00 Sum of Additions/Deductions approved to date(CO Nos. ) $ 0.00 Contract Amount to date $ 304,800.00 Amount of this Change Order (AQQ) (DED :!T1 (NO CHANGE) $ 0.00 Revised Contract Amount $ 304,800.00 The Contract Period for Completion will be r� ^��„� „ ^� (INCREASED) 35 days APPROVED BY ENGINEER: FOCUS Engineering, inc. APPROVED BY CONTRACTOR :. ENGINEER BY 11/12/2013 DATE DATE APPROVED BY OWNER: CITY OF LAKE ELMO, MINNESOTA BY BY DATE DATE FOCUS Engineering,inc- CHANGE ORDER FORM "PHE CITY OF JAKEE11-M.0 U4 kKOR & ("OUNC11 CO[ UNICA TiON I)ATE: November 19, 2013 CONSENT ITEM #: 7 AGENDA ITEM: Section 34 Water and Sewer Utility Extension Improvements—Pay Request No. I SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works "I:('GESTFD ORDER OF BUSINESS (ifremo Led wntht Consentj�genda)- QLICStiOnS from Council to Staff......:............................ ... Mayor'Facilitates Public Input, if Appropriate...........................................Mayor Facilitates Call for Motion............ ....................... ........................:.....Mayor%& CitY.Council Discussion.:...................::......:...:.................. Mayor . :Council ......Mayor& City 11L Action on Motion...._._,,................. ....................... .............. .May(.)r Facilitates POLICY RECOMMENDER: Engineering FISCAL IMPACT: None. Partial payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Pay Request No. 1 for the Section 34 Water and Sewer Utility Extension Improvements. If removed from the consent agenda,the recommended motion for this action is as follows: "Move to approve Pay Request No. I to Redstone Construction Conipany, Inc. in the amount of S2 71,284.14,ft)r the Section 34 Water and Sewer Utility Extension Iniprovetnentx. --page 1 -- i City Council Meeting n Consent Agenda Item.M7] z z November 19,2013 i z s. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Redstone Construction Company, Inc. (the Contractor for the project) has submitted Partial Pay s Estimate No. 1 in the amount of$271.,284.14. The request has been reviewed and payment is m recommended in the amount requested of $271,284.14. In accordance with the contract r documents, the City has retained 5% of the total work completed. The amount retained is $14,278.11. s RECOMMENDATION: Staff is recommender that the City Council consider approving, as art o the Consent Agenda, g Y pp g� p f g t Pay Request No. I for the Section 34 Water and Sewer Utility Extension Improvements. If removed from the consent agenda, the recommended motion for this action is as follows: it E "Move to approve Aar,Request No. 1 to Redstone Construction Coinpany,Inc. in the amount of$271,284.14,for the Section 34 Water and Sewer Utility Extension Improvements.9' r I' ATTACHMENT(Sl: f 1. Partial Pay Estimate No. 1 ; t t` s. 'Y E:. A i i --page 2-- PROJECT PAY FORM PARTIAL-PAY ESTtMATE.NO. 1 -. ` ' S. NGINEER:NG; inc. SECTION 34 WATER&SEWER.UTILITY EXTENSION IMPRQ.VEMEN7s ESTIMATE PROJECT NO.2013.126 .FROM 10/7/20.13 TO 11/112013 PROJECT OWNER: CONTRACTOR: CITY OF.LAKE ELMO REDSTONE CONSTRUCTION COMPANY INC. 3800 LAVERNE-AVENUE NORT}{ PO BOX-218 LAKE-ELMO,M N.55042 MORA,MN$5051 ATTN.JACK GRIFFIN,CITY ENGINEER ATTN:DALE MANS,PROJEC'TMANAGER #-. CONTRACT CHAWE ORDER 5UM.MARY i PAY tSTIMATE`•SUMMARY - No Approval I Amount 1.Original.Contract Amount $1,701,884:50 Date Additions 'Deductions 2. Net Change Order Sum $11,162.92 1 1116/20.13 $11,162.82 3.Revised..Contract(1+2.) $.1,713,047.32 ` 4.*Work Completed $285562.25 I •5.*Stored.Materials :%0.0 6_Sgbtota1(4+5) _ $285;562:26 E I 7,Retainage" 5:fl1 '$.14;278.11 :B.:Previo.us Payments: $0:00 TOTALS $11;162:82:1 $0.00 .1:Amaunt Due(�;7�8} '$271,284:14 ' NET.CHANGE $11,:162:82 I tDetajled 8r-eakdowaAttached - -#, -CONTft�107"�"fMl$�;�� START DATE: .•. 1.o171z023 :.ORIOINAL-DAYS.: 235. ....: ...:. :. .i-ON'SC IEi3.i3.f E..:. .:.: 51USSTANTIAL.COM P•LETI O N; 12/2t3120?3 REVISFrD:I71kYS Ia. .'YES FINAL COMPLETION:::, ,: 513012014 --REMAINING.+ :.210 ENGINEER.'S`CERTIFICATION: + CUS:Epgineering;'Inc_ The undersigned.certifies that the workhas:been reviewed=and;toth'e . best.oftheirknowledge:and:belief;the•quantities: hownin:this.: — esffmate:are correct and has been perfbrmed`in-accordante •ENGINEER. with the.contract:documents. . ; ..... DATe :. :. .-zo 'CONTRACTOR-S=CERTIFICATION: ...: 'CONTRACTOR.: The.undersigned:Contractor:certifies:that to th'-'best of.16+6ir knowledge,information and belief the work covered bythis:payrnenf estimate has been completed in acs ordance-vith the:contract -ay M. __-4ocuments;thatal.Lamou€its.:.have.beetLpaid.by-the contractor-to.r workfor which previous-payment estimates was issued and..payments . DA E received from:the owner,and that current.paymentshown herein is now due_ APPROVED BY OWNER: CITY OF LAKE ELMO,MINNESOTA BY gy DATE DATE FOCUS Engineering,inc. PROJECT"PAYMENT FORM PARTIAL PAY'ES'nMATE NO. SECTION 34 WATER&SEWER UTILITYUnNSIONIMPROVEMENTS :? N I{I(E RIJVG,tJlC. CITY OF LAKE ELMO,MINN ESOTA PROJECT.NO.201.3c126 .LOPJTHAL7 - TFlISDEpdOD -TDTAL-r0 DATE Up/l DESC ifMON OP PAY IT V, UNIT :QUANTITY UNITPRICE AMOUNT QUA IMTV -AMOUNT f QUAN-MY AMOUNT DIVLSION.L-GEHEpAI - . i 1 MOBi'.RATION L5 ; "1 S43;OOCS¢ ;54BAaaDD 'am 01.100 O.50 .524,10aO.00 . ` TRAFFIC.CONTpO, t $6,30a0O SU .I _ i 5�03:04 pA0 �SCAR = .Sa:OG a CLEAR AND GRUB TICS IS 1 5 9.M0.M S19.COMSO IGO $3%000.00 Sd9,ODDAO 4 TEMPORARY ROCK ODNSTRTULTIONEN.RARCS FA :2 'SLICOM 911209.0 MOO So= 0 40A0 STREET SWEEPING .yl 40 S'-TP•D .S7.00040 0.00 Sa.00 ,q $aoe 3UETOTAL-DIVISION I SBzsmowo s43,00o.DQ 543,Goa.aD DIVISION 2-SANITARY SEWS!(GRAVITY SEWER-HUDSON BLVD.) 6 COkCa- IEBSEY.34aRt:RS LF i 'B00 Moo 513,90C:C0 OCO MOO q $0.00 7 Remove AND ospos op E7isnos BRUMWDU$maswA1' BY .l 500 52.20 51.1 DD 0.00 $0.00 � q $0.00 S REMo%ePraECULVER- is li Us 35.50 51.34750 0.00 504, 0 $0.00 9 RE440VESANITARYSMAPIP: L. .29 Sias SBSSS MOO .SaOO 0 $PAO SO SALVA.,_ANO RHNS;ALL 11":Rr,ING.APPONS G I) SO 522.10 S1.105m : ,a,OG SOM 0 50AC i 1 13 PATCH 3rWIVINDUS DRIVEWAY SY 1 SOD 535Ao S27,SD9no 01,00 50.00C Sofro 1 12 PATCH GRAVEL DINEWiAY TN 1IIII IOD moo $I.50D CO. q0q 0A9 0 Sam. 13 25'X 42'ARCA CV;?CULVVr LP 69 S51.90 S3.531.10 .a.GD :SO= D 90.00 14 30TCMPCULVEg-, ,P I 71 .s4;aD Ss.1ss20 0.a¢ 50.00 O SaM is as, 35 <51.90 51,67d 5O 0100 5Olb 0 $0.00 16 42,CM?Cu%±aT iP 64 S75.20- $4A76:3 .1 0.00 5"o D Saga .I7 2e"X42"ARG::ASPLUMM1 2A 2 snam 59-00 't 0.00 sloo 0 SO= . tie 30"CMPAPP.ON EA 3 S3R30C $7146M ano 5=0 0 SaM ! 19 36"c&V APF.ON. EA 2 S571-00 S2AM= 0.00 $0.00 q 50.00 t 20 42`CMPAPRON $A 2 S1;136Ao 52220.00 SO1I0 SDAO ; 0 oAD - 21 0DNNEC7TO EXISTINOSANa'ARYSEWUMH EA ) .1 S993.00 SOD$= . U.M. 50.00 �� 0 SO;OG 22 3'Pl•OSATIfiARYSEWSR.S¢R35,0'-i0' Lr j M&3O ... 5473.50 0,00 SOAR t 0 S0.0D . 23 1D'PVC5ANSTARYS5VE3,SOA26,2S'.•30'DnP 'LP i .20 5354.10 "53;O8.:00 0.00 Sam 0 51C.0 1 :24 17"P4'CSAN'MAAVsfwEa,SDR3-P.0%;MDEEP. U ,'9a5 :63M 531A37DO "GAD 'Mm':�' 0 .'1O.tl0:•! . 'j 35 32"PYCSnNSTARY3EWER,S0R35,30'•25`D cF .. _ 540b¢: S17:OG¢.00. OAD SA00 ...:0 :SOAa.• i '26 x_o"PVCSANam SE:4E?-SDR35,]S•20:•OS�SP ... .LE �•2B0 � ;520,70a.M .. .. .SOAO .� '$O.M .��. 27 12'PVC5ANITARYSEWER,SOe.35;i5':20'DE=,P... .dF II '93 5M3440 gaGO ,S0.M . :i. 'ST140 Q00 .p' 1 ... ... ...-S3S.E9 _ 0:00 .:. 0 :1 +28 12'P4CSAIV.TARYScIVa"'1.-SOR26�2D',34'D�P .. .. L- •..:300 ..SeS20 .::5;3,244.00 :aAO : .Sa00' .. 0 :.;i0A0 . r kk) 2B 'Ir PVCSAIMARr55WER;SRS'2i;25'=3CDEEP .. ...L 5E0' .;5103.0': -S57,SSOAo :OAO. ':60:00`:�1 :Saco ... 30 JACR.12'-P.VCSAH1iARY.5_FYIER :... : :. .. j,F ...40 - -f516,41'D.90 Smog ._%to ... . 0 - �5430.00 � DAO� .1 i0 . 31 RDLX-FOUNOATION EORACX _ LF 1300 $13:OD a .2 L4SULA7101a.T'Tili✓^. .SY .•�: :ASD �.�.s2^95Aa . Baal :1140 SO=. ;a -S"o .13 PLACE:FLLOV5R 54NF--WSWlq PIP1:fLNf .: ... :CY ISO..:: p7.73 . . 5I36230 :>7:QD .Sb 34 CROSS HIGil PRFSSURE.GA$2S?EUciE .. ::15 I ..-57-7MOD- "S2,70-IM .t ROC SHOO '..,: ''. .0 5000 ... 1 3S SAWARY 5EWSRN.H,I DtAAMER.. .: FA.'.. l; :$3,Sga00 .52R24D.DC :;0;qp SQ.yIQ ..� ... 3E SXCESS MANnOLED-PTk eDIAMITER fp :SB f. ' � :w72a' :$5,4G;:,29 GOAD .. sa.aD•: :37 TSLEMSSSANITARYSEI'!ER - ,:,L° :2A52: 5 ..54,676.D7 ;D y, T1Do -a I 'SL7' [ O:GO a... .: . •38 : OFF ROAD STOUCUU AAREER .:EA -� 7 'S55:30 "5356:40 I •3Y . . _ . I .AD $0,03 Q •-D00 S.MO SS.S00.0 0.SEEOW25 &3LAH 10 'SEEDPXX.7OSS Sy $20p .. ...3S5O00A0C l 0.00 :<aC acO S2.1a3D q :0 'SaOD3C 41 .,SY 0 .. 'DMtY270.5.HYDROMlILG:. .. ST' ...S,2M' .S0A6 'S2,331-00 :0:0G 'SO.OQ : 0- ..SOAO . 23 EROSION.SfABIL124TR1u N•AT .. .. 5Y d50 :549¢ _ .51:4?,5.G7 MOO >SIXM ,i ..0.,-' A4 MPORARYSESD N.O:100 AND IMLO-H. .AC'; _.:•4 :52;744ATi :SQ.ao': iwo:... ... .. s97s¢ s7691 e ; ,a. :Sono :46 WLVERT INLSTPItam ION .. .s�I sB .. $2OOA0 'S1i600A0 .,. 50.00 .:'.Sa00 ... ... 47 sal-FENCE .. ... LF 1;560 .. '.51:73 :5Y;565.co •676:09 -$"IS$s6 676 .S3.3SSM .SUETOTAL-DN15wN.3 53Di,783:E5 -$i.k55:96 :$2=5a" CONTRACT THIS PERIOD i TOTAL DATE ITEM DESCRIPTION OF PAY ITEM UNIT ' 'QUANfi-iV UNITPRICE AMOUA7 OUA;TIT?' ahStlUti•7 gUANTf AMOUR: I DIVISIONS"SMDTARY SEWER(UFTSTATION SYSTEM) - .46 REeMOY_AN0DKPUS-e O:EX!S nx 3,iUM1hOUS DfiVEwAY - S1' S70 $1.59?50 pb SO=_: .,0 •WXO 49 ..ASkAVEANODtiPOSE'OF,ZXSTLMGCOkGi3T5OPIVIL'A: SY 40- S8:7S 5 36QCJ .0.00 .50.02 .0 'Sa'a0 •50 -gW,0Yr`AND DISPOSEOPCONMES,.CUR"NDGUTcR lF 3C -Sj•85... 513A5^+ p,0p SDAD •0 :SO.00 53 R1mmTP1Pc CULVERT L 165 100 590350 ova $0.00 0 :SfLw 52 WVAGE,AND REINSTALL I'3-ACP.IA'CLAPRONS U. � 60 S2430 SIASSM .ORO SORG :0 $O.D0 $3 PATCH BITUMINOUS ORM WAT Sy SDC ,535A5 57,00am tt 0,D0 50.00 I .0 i9.00 . S4 PATCYGAAVEL DAME-AY N 190 ME= S3,75O.G0 I 0p0 SOAO- 0 SDAG 55 361SC Mat-71E CURB AND GiMER Ls 36 SSORO SOO= ppp $0.00 y $us 56 17'Cdg CULVERT, L,F 30 $20-W 561SRO GAO SCAO 0 SD.p 57 18"CMPtULVZRT LF 52 S±.39SSO SO.00 L26.30 CAO 0 50.07 SR 21^WOCULLrRT L7 � •'� Sai:00 S324D.Da ORO S0.00 - 0 50.00 59 .2•C#9APAON E ri 1 Ifl � 513±.CC 5131,00 O.CO 50.00 p SO.DO ED IS"CMP.APRON Z SISUO S314AD p,0p $0.00 � 0 S0.00 61 21•UP APRON EA � 2 6L57.62 S37A.OG 0.00 50.00 I .0 SOAO i I 62 9"DLP5ANITARYSSWER.CLASSSX 11r,RV DEEP LP 40 Sa4.3X S3,772.0% usSO.DD 0 5Daa v B'PVCSAN+TARYSEWN,SD^A 35,6'•10'..OSV LF � 700 S2S.70 517,990.00 SSAO 51,516.30 55 51,526.30 6•L 8-FYCSAti.`'AAY SEVVERF,SDR 3E,IV-WME. LF 1.275 525AO S35,70SOC 730.00 551d4D.D6 ' 23X SSA4D:00 65 6"P1'CSAN:;ARYSEV:ar't,50R s,15•-2_DEEF U 41- YS4,00 S25,D7SA0 74440 543.896.DC 7dF 5433,895.00 65 8"PVC SAWARY5ELY-I,SOR 35.2T-3'DEEP LF 10 57430 5743.00 0.u• SOAD p SO.00 07 S"PLC SANUARYSEV1r'R,'SOR 25,V-±0'DEM .r 'SO 52S:I0 51;AOS.OG D:OG SURD 0 $0b0 a3 S-PVC$ANITAP.Y.SEVNEF,SDP.25:10'-SS'D eP 15L 645 S3450 527,607AO , SS7Aa 538.87150 :,47 S36,972.50 I o? 8"AC5ANiTARYSEWTR,'SDA 25,15'•2VUEM LF A3$ S6S.90 53O;40E;50 391Aa $23,631.90 393 70 S"PI�SARrARVSEs•)EA,•SOR 25,72'-7w'J'c-EF LF :I 7L5 SWAG 555,27330 1 .896.00 574,770.48 254 $741276.40 Yc S"Pve5AN0'ARYS'el:•8A,5DR Z6,75'3D'DiiSP 1 SS 694<'O S6"07:0: E 7AD0 S6,594:00 70 Se.%4.0 7Z LD"P•l;$AA:.ART SEVVER,SOR 2S,1S'-WO M LF 76 58010 S3,5C7,ai0 i 0,00 SODO 0 SG.DD 73 '10'914;5ANiTARY 35"_R�SOR'I£'1O'•25'OE$o .LF 1 31 S140 51,643.Q0 � ,SQ2A0 53.3531)6 Ip2 .55,353.00 E 74 IG'PVC SANITARYSEWETi SOR 26;2Y-3GDE'eP ;,F i 'O SI04AD :S0.00 -i :ORO SD46 .0 Sam i jIf '7$ 10"PLTSAA5 u1riY SStVER,3092b,36'•36'-DEEP 4_= } O SL3?AO SCAO ORO $9AO 0 S0,00 .1 :ROCK FOUNDATION 609ROVV CF S• SODS 55a.00 ORO +"a•o 0 _ SOAO . 11! .Y/ C'OW SAWARYSSWIS OUTSUMMOP LF ..27 S4,37C,OC SO.00 I{ $IfiZOC CAD I � .0' '76 S•"D!PSA>:iTA4T SEWEB'6U;1omTSiO OROP 1P -29 _ II .. . 3 .SISIAO 5A,373.00 � '2830 •� .54;4Z43G� .29iH0 9A,42430 % .EA r - SZA60A0 358A20X0 InRs 'S3"SOWO '16 S3B,3moo -• ' CEO EXCESS N,ANi1GLE DEPTH,4'DIAtAET£R ._ i '112 .597:251 ' 316.369.48 131`33 'SEZ,amo .;13L'S3 :.512,823.60 81 TeLEVaSAWA3 Y 5"- -.R - LF' 733 SLR_ 56,282.75 •a 0.00 SOAR V 3 $040 . •62 .EA 29 SL ORO 20 -$1.60030 SOAD .. . 111 . C 83 8?VC ORC MA15, .. U a 9E0 - 524:9-v -S1A8'nD^AO } MOO SDAO 0 =6 .64 AIR RELEASE W1 E0. ..2 55,410.00 - "SSD,SIOAO €f 0Cp $DAD sava ... ... 85 DP E..-MAG3 -- ."e_ .185 .Saps .. 51»106.70 ''' OA6 S040 •i .:Sttw..�.. .. . 'I;$ UT MjON .15. .S2?C;U7O.00 .. - :5220,000;M •1 .:.pAO iSo :9DAQ .. O ST :9RIMINOU5 D3P7,Wae jUF""S7ATIONI - .55'. .•'317. .553:pX. - ., :51GASI.OD j!p ..OA2 •SpAO C ...:50.90 1 .. Ewo .k 88 'S?SDMOC Z50&SIANB'7 .. SV'. 24,600 54,2p S27,050.00 1 OA9 .SOAC p •SDAO L 63 SEEGMIX4S0B HYORON:U[CH-. .. .SY 2A,OW 'SC42 $10,46O.D0 •SOAD Ova : f �y soAD: I •fro . EROS10N5TA9UlATZH:aua Sy So, :S�.gO :S4SSDa :1am $0.00 SDRO 91 S-EDWX.250,1"-CY,fLDISCAN=R Ac 3 5 ' _- s9z9Ao sa;s45.QD `3 IIp SDAO ? SDAa - 82 TEALPORARYSEED MIxab AND.;1WEAf qC i' 13... So'35119 530,230.OG 50A0 0 1 ... ..OAO 93 :VrLAND'RESTORATIONWITH7iVM:MCC3:4.181 .'Sy "BD.. .:55.51: :3:8230 .SQAa .. _. .SOO., ... .:. . i •; -94- OFTCN tw;LCs.. EA :17 - .54750 .:SUSTSO $*Ao � ... $QAG 55 CUW-RT I01°CPROT_3C130A' EA •0: :62DORD .: S1,8Ga.00 .:.SO.W.:: nna �-D' i DAG' n 1 I 5P N 9a U - LF 'S,SW . . ; :: �SS.?1 53,08070 .1,3FSAc .52.245.65 i geg '52,248w5 .SUBTOTAL-DIVISION 3 - $793,732.23 52A2,33h£5 'f S242,337.65 DIVISION 4-SANITARY SEWER(SERVICETO CM PROF ERIIPS) - .57. 6`PVCSAASTARV SEWER,50R35,0'•10'OEM . .. LF •A$ 4941X1_:S3330 .$2, ( SC.R3 5ODa . 0.Qa .:G 44 LF SA05AC .:S0,00 p Sao . !AG[8'�PVCSANTfAR"SEV+EP. � !W' .. :524;30D.Lv^, moo � - �� � . .93 SEEDMIX.250w-91ANK I: sY .mQ ..'SLID S330.00 :MOO SOXO . ..Q 30.00 .. . 10G SOTFINa LF, 3 50 "SL71 3E«5'"I 23 $52,75 SUBTOTAL-DIVISIONS S26,2D9SC - S42.75 :S42.7S .DIVLSIDIFS•SANITARYSEWEItILMNARARBASERVICM �. A.Q :SSQS.LO :4._..�._ 102 C'PVCSAM7ARYScWERSEP.IRCE WS4 1F. .130 5?:75 'Si3OCr.50�1.�_59,00 - SA43:50 58 SSA95i2 SUBTOTAL+DIVISIONS .SIp04.S0 - 5957•SD -I 585750 j 1 I LNVISMNG-WATERMAIN 103 .CONNtCTTO£XMnh'G 12'VI^TER WALN .... - - =4.00 1404.00 p;XO 5DA0 p SOAC 1 2ae o DL9,CE.52WA7ER.iAIN - t'F j 2I5 S2Sb0 S6,127S0 o.00 $0,02 0 SO.OG T 10: LF .40 $3L90 S3,uGm O.00 30.00 0 'SO.00 fas 1E".w.,C,_57 WATEA,"x LP 705 54&.60 S357,21.4O 0,C0 SC,CO 0 SOAO 107 CRCi 1HGH P'ns5U35GAS Pips um LS 1 5882.DO 5662.OX 0,0X SO.00 0 SDAI 10S C-GATEV'ALVEANagM .-„ 14 $L,2 QQO S17,090.00 .ORO SD.OD 1 p moo I 209 8"GA5i VALVZ AND BOX EA 4 51,83000 $7,32D.9D O.OD SO= 0 SOcO 11O 12"GAT EVAW3 AND SOX EA 1Z 53.0701, 535,840.00 am $am 0 SOAO ±11 VALY-_BOX EMNSION LF 15 SL40 S831DO 0A0 Sam p .SOAO 112 VALVE NOTEXTe-NS,•ON 517.70 SZOS.50 :OAD So= 0 SQ.CD i OON7RACT f THIS PERIOD T67«.LTO OFFE Iran nsstRlPnonoanarztEd; UNIT i EOUM`71TY UWST PRICE ANs"1U%-. OUA.MTiLY AN10UhTT �`�OUAN7TP.' A1190llh7 '313 NWRANT EA u .-44AFOfia _ Ss9.53a.Ca 0.00 S4.00 0. - :501p- 2x4 HYDRANTE%TENSON AF- •6 S6'65co 53,93v.00 C.Oa son y. $0,w _ ifs 0FTROAD0RUTJREMAR9°_R EA. .l7., -5592D _ 5599.40 ew Son '.p .. 50.03 fib ONCAMMON iMMMS ID 3,000 'S3,95 SI4,950.11D 0.00 MOD .0 SU870TAi-D Y SION-a 5493AX90. I $0.00 0 's"a TOTALS-BASE-CONTRACT •$1f704,102.98 $287,493,06 $287,493.86 CHANGE'ORDER NO,I mx-x naa s cRue-aEEs is rstaT sN SI f on cm aao aRtY u , z.a ,3:�Da ca zz sca.ea c7x 52 Sa0.09 0.7 3x,3 ca MI-2 DCfYi A6'OFo99THATVAWE%AH LS 4 LO SI;531.9a 5x;631.4f O.00 50400 6A SU.00 f f COI.y EA7RAG P aDFFDaceA+Alr L� 300.0 $20.S9 SG,174.1), arc $0.00 D.D s0m } Cal_- L17,VAa04GRAv:LORa:WAv TIN xala sisaa 52.070.na nco Mao O.C. mm I OMPS 0XII.—Li FOR GRAVITYSAAfT,,W' WRTRALER YARE S0 7,3E -40.60 �44,49x.0 i.3HnA0 •5aA1L60 f 7.3E5.O .S.A3Le" . TOTALS-CHANGE ORDER NO.I $k94434 -51,931.fitl 51.931.60 TOTALS-REMSED CONTRACT $I,713A47.32 $235,562z5 $285,562.26 THE CIT)'OF LAKE ELMO MAYOR & COMMUMCAT�CN V1, i DATE: November 19, 2013 CONSENT ITEM# 8 AGENDA ITEM: Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30t" Street —Pay Request No. 2 SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUC,GESTED 0RDLR OF BUSINESS CILremovedf-rain Questions from Council to -Staff.........I.......... ................... .......Mayor F. acilit6tes - Public Input-JI'Approprike.................... ..................... - Call for Motion M. a- o &City y r. Council - :Discussion... ....... ...... ...]Mayor& City-Council - Action an Motion....... .........6............................... ............... Mayor Facilitates POLICY RECOMMENDER: Engineering FISCAL IMPACT: None. Partial payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARY AND ACTION REQIESTED- The City Council is respectfully requested to consider approving Pay Request No. 2 for the Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30th Street If removed from the consent agenda, the recommended motion for this action is as follows: "Alove to approve Pay Request.No. 2 to Minger Construction, Inc. in the alnoulit of $659,765.69,for the Lake Elmo Avenue Sewer Infrastructure bnprovemellf�: 194 to 301h Street 99 --page 1 -- City Council Meeting [Consent Agenda Item 8] Noveinber 19,2013 : P LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Minger Construction, Inc., the Contractor for the project, has submitted Partial Pay Estimate No. 2 in the amount of$659,765.69. The request has been reviewed and payment is recommended in the amount requested. In accordance with the contract documents, the City has retained 5% of r the total work completed. The amount retained is$38,000.14. i RECOMMENDATION: . Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 2 for the Lake Elmo Avenue Sewer Infrastructure Improvements: I-94 to 3W' i Street. If removed from the consent agenda, the recommended motion for this action is as t i follows: `Move to approve Pay Request Alo. 2 to Manger Construction, Inc. an the amount of $659,765'.tii9,for the Lake Elmo avenue Sewer Irrfiastr uctrire Iwrrpr overrrerrtgo r 194 to 3e Street ATTACHMENT (S): 1. Partial Pay Estimate No. 2 G F 7 a f t. $ F: G i k [ C 4 � s E 4 r fi f; _page 2__ PROJECT PAY FORM PARTIAL PAY ESTIMATE NO. 2 IFOCUS ENGINEERING, inc. 1 LAKE ELMO AVENUE SEWER INFRASTRUCTURE IMPROVEMENTS PERIOD OF ESTIMATE PROJECT NO.2013.123 FROM 10/2/2013 TO 11/1/2013 PROJECT OWNER: CONTRACTOR: CITY OF LAKE ELMO MINDER CONSTRUCTION, INC. 3800 LAVERNE AVENUE NORTH 2471 GALPIN COURT,SUITE 110, PO BOX 236 LAKE ELMO, MN 55042 CHANHASSEN, MN 55317-0236 ATTN:JACK GRIFFIN,CITY ENGINEER ATTN:AARON HOEFS, PROJECT MANAGER CONTRACT CHANGE ORDER SUMMARY PAY ESTIMATE SUMMARY. No. Approval Amount ! 1. Original Contract Amount $3,463,201.60 Date Additions Deductions 2.Net Change Order Sum -$10,533.70 1 10/15/2013 $19,603.70 1 3.Revised Contract(1+2) $3,452,667.90 2 11/6/2014 $9,070.00 4.*Work Completed $574,150.65 I S. *Stored Materials $185,852.10 € i 6.Subtotal(4+5) $760,002.75 I 7..Retainage* 5..€1411 $38,000.14 8.Previous Payments $62,236.92 TOTALS ; $9,070.00 ; $19,603.70 9.Amount Due(6-7-8) $659,765.69 NET CHANGE ($10,533.70) *Detailed Breakdown Attached CONTRACT TIME START DATE: 9/9/2013 I ORIGINAL DAYS 265 ? ON SCHEDULE SUBSTANTIAL COMPLETION: 12/20/2013 REVISED DAYS 0 YES X FINAL COMPLETION: 6/1/2014 i REMAINING 212 f NO j ENGINEER'S CERTIFICATION: FOCUS Engineering, inc. The undersigned certifies that the work has been reviewed and to the ,•P ' mm best of their knowledge and belief,the quantities shown in this 1r estimate are correct and the work has been performed in accordance ENGINEER - with the contract documents. -7 DATE CONTRACTOR'S CERTIFICATION: CONTRACTOR The undersigned Contractor certifies that to the best of their knowledge,information and belief the work covered by this payment estimate has been completed in accordance with the contract BY documents,that all amounts have been paid by the contractor for S work for which previous payment estimates was issued and payments ! 7- 7r 2-` �— received from the owner,and that current payment shown herein is DATE now due. APPROVED BY OWNER: CITY OF LAKE ELMO, MINNESOTA BY BY DATE DATE FOCUS Engineering,inc. PROJECT PAYMENT FORM PARTIAL PAY ESTIMATE NO. 2 LAKE ELMO AVENUE 5EWER INFRASTRUCTURE IMPROVEMENTS FOCUS ENGINEERING inc, CITY OF LAKE ELMO,MINNESOTA PROJECT NO.2013.123 ITEM OESCRIPT'➢ON OF PAY ITEM CONTRACT' THIS?ERiOC TC7TAL TO DATE I UN' QUANTITY UNIT PRICE A.M0UNT j QUANTITY AMOIJNT QUAN'TI'€Y AMOUNT DIVISION 1-GENERAL 1 I MOBILIZATION t5 1 533,Gap.Oa 533,00o.00 I 0.75 $24,75000 i 1 524.750.1m 2 TRAFFIC CONTROL LS i 515,5pC.g1 SI6,500.00• ' j 0.k3 S2,145.0D a15 $2,47S.00 ' 3 SILTFENCE LF I 3654 SI.55 56.029.10 j 4 ROCK CONSTRUCTION ENTRANCE D•00 50•� j t.S21 $3,014.j$ { EA j 3 5970.00 52,91tl.Os D.50 $4bS.OD � 1 5485.00 I 5 WATER FOR DUST CONTROL MGAL 2 S2781130 S556.09 tl.Do SO.00 o SO.00 6 TREE REMOVAL EA 1 206 5266.00 $54,798.M, O.Oq $apa 204 554,264,00 7 CLEARING&GRUBBING AC 1,9 $4,160.00 S7,904,OC 0,00 $0,00 1,9 $7,904.00 8 INLET PROTECTION £A 4 5350.00 $1,400.D0 2,pp 5700.00 2 S703.00 9 HYDRO MULCH WJSEED&FERTILIZER AC 9.49 S3,700,00 $35,1I3.fX.` i p,pp Soto j' p $0.00 10 SEEDING iWETLAND Wx) H,, I 5.2 54.250.00 5850.Gp 3 �� j 0.G0 S0.00 0 S0,00 j 11 EROSION CONTROL SLINKET'(WOOD FIBER) 5Y 5625 Si.10 56,18750 ppp 50.00 i2 TOPSOIL BORROW CY S00 513.a0 $6.500.00 0.00 $0.00 i p SO.DO i3 DITCH CHECK IF 60 $5.25 $315.aO 0.00 Sam D $0.00 i 14 MODULAR 810CK RETAINING WALL SF 60 SSS.Dc $3,300.D0 py0 som O 50.00 I 15 SALVAGE/SALVAGE AND REINSTALL EXISITNG IRRIGATION PUMP HOUSE. L5 0 S-IA00-0A p,pp $O.GD p 5a0C j lE RAIN GARDEN LS i1 S11.500,00 511,50p.00 f 0.00 SO.pa 1 p 50.00 SUBTOTAL-DIVISION 1 Si86,860,60 S28,080.00 $93,592.55 DIVISION 2-SANITARY SEWER I CONNECT TOEXI.STING MANHOLE EA y 1 $11,500.00 SIL600.00 f-00 522,600.00 $i3.bOD.OD 2 SALVAGE&REINSTALL ban.NG SANITARY SEWER MANHOLE FA I a $3,7E0,00 S3,761100 0,50 $'l,ggp.pa 1 S1,88000 i 3 SALVAGE&REINSTALL EX15T1NG SANITARY SEWER LF j 30G 584.00 58,400.00 S 42.00 $3.528.00 i 42 53,528.00 4 LIFT STATION STRUCTURE,VALVE VAULT,AND PIPOIG LS j 1 $187.000.00 5187.0D0,00 0.00 SD.OD p $1.00 5 LIFT STATION PUMPS AND ACCESSORIES 15 3 $66,750.00 S"c6,750.00 0.00 $0.00 0 5p,p0 6 LIFT STATION ELECTRICAL AND CONTROLS LS 1 5134,Oa0,� 5134,p00.0o p,pp So.Do I i j 7 GENERATOR LS . 1 0 S0.00 j 598,250.00 598,_50.00 p,pp $p,pp 0 $D.00 1 8 CHEMICAL FEED SYSTEM LS 1 5243,000.00 S243.OD0.00 i 1 0.00 $0.00 i 0 $0.00 4 9 16"HOPE FORCEmAIN,INSTALLED BY RDO Is' 1 15649 $81.00 Si,267.5ES.OG ] x,841.00 $149,321.aa i 1,841 5249,121.00 30 16'HOPE FOP.CEMAIN,INSTALLED SY OPEN CUT LF 399 $57.00 $22,743.00 33-W 51,381.00 i 33 $1.88100 13 8"PVC,SIDE 35 SANITARY$EWER(Io'-15'DEPTH" LF 15 $155.00 S232$•00 15,00 $2,32S.00 15 S2325.00 12 b"PVC,SDfl 355ANITARY SEWER(15'•LO'DEPTH) LF IS SIS5.00 S2,S25.00 J 7j,pp $2,325.0p 15 57.325.00 i13 S"PVC,SDR 35 SANITARY SEWER(20'-2"a'DEPTH; LP "s 0 $155.00 SO4D p,pp $0.p0 4 0 $0.00 14 IS*PVC,SDR26 SANITARY SEWER(1.0•li DFPTHi LF Z33 $si.00 Sk9.383.W j 0,00 SO.00 0 som 15 18'PVC,SDR 26 SANITARYSEWER(S-W DEATHi L:- 193 S91.00 $17,563.OD 3.00 SO.00 50.00 16 18"PVC,PSIIS SANITARY SEWER(SO.35"DEPTH] LF 25 S258.00 %,450.00 ; p,CO SO.00 .a 5(L.00 1 17 24-SANITARY SEWER(0.10'OEPTH) LF 45 532E.00 S5,220.00 0.00 $0.00 `- E 18 24"SANITARY SEWER(IG-1�DEPTH] LF 999 5136.OD Sii5,8S4.W } Su"9.00 566,004.00 j SE9 566,004.Oa I 19 24"SANITARY SEWER(i5.2a'DEPTH ` 5 +48,00 F LF 1353 Sii6.0a Sk_E,. 664,pp 577,024.0.7 i 664 577,02A,00 20 24"SAN!TARY SEWER#20.2"a'DEPTH;• f {r i LF 583 $I16.00 567p"28.00 i 290,00 533,640.00 I 290 533,640-00 21 24"SANITARY SEWER(25.30'DEPTH) LF 1 213 S116.00 $24,708.00 0.00 So,W p $0.00 22 24"SANITARY SEWER I -35'DEPTH; Lt 92 5115.00 $10,672.00 149.00 <"17,168.00 i48 $17,168.00 I 23 24"SANITARY SEWER(3�.40'DEPTH] Lr' 169 5175.aG S19,604-00 ' ( dOS.Op 512,180.p0 1p$ Si2,150.a0 1 M 6"PVC,SOR 25 SOLVENT WELD SERVICE PIPE LF 20 S82.00 SL64a.00 p,pp Sa.00 p SO.00 25 6 ON 18"WYE BRANCH EA 1 S3,140.00 S1,140.00 0.00 50.00 i 0 SD.00 t4€ 25 48"DIAMETER SAN.MANHOLE,TYPE 301(0'-10'OFPT141 EA i 12 5.4.900.00 558,80000 ;,00 519,600.00 1 4 S39,600,Oo 1 j j 1 27 54'DIAMETER SAN,MANHOLE.TYPE 30Y(0'40'DEP7H) EA 4 S8,400,00 S33.600.00 _ I,pG SSE.b00.00 1 S2F..SOO.OU ! j 28 48"DIAMETER SAN,MANHOLF,TWE 301 EXTRA DEPTH(>10'DEPTH) V F 220:3 573.IXI 55.767.30 4e,20 53;91.60 E 40,2 53.591.00 # II 29 54"DIAMETER SAN.RIANHOLE,TYPE 301 EXTRA DEPTH{>'0-DEPTH) VF i 44..1 S120.00 S5,292.00 ; 22.90 51,548.00 j i2.9 S1.548.00 30 72"CL£ANOUT MANHOLE EA 5 510,400,C0 552,0DO.00 1.00 SiOA00.00 _ $I0,400.00 + 31 72`AM RELEASE MANHOLE EA 4 S13.5moo S54,000.00 O.00 50.00 0 Sa.iN) F 32 6"DIP CLASS 50 SANITARY SEWER LF o SIDS.00 SO.OD p-OD SO.ao p SO.00 33 14"DI P CLASS 50 SANITARY SEWER LF 38 $i88.00 $2,4&1:00 O.OD $0.� p S0.00 34 Z4"DI RCLASS 50 SANITARY SEWER LF 35 $303.00 $10,836.00 0.00 S0.00 0 $0.00 " 35 EXTERNAL MANHOLE DROP EA 3 S9.3DC.00 527:900.OD 0.00 $0.00 D $0.00 i 36 16"RES.SEAT GATE VAtvE&BOX I EA 18 S8,OG0.00 S144,000.00 2•00 51,6,am.00 2 $1E,0:70.00 37 EXCAVATE,SALVAGE,AND STOCKPILE WETLAND SOIL(CV) CY 803 51.00 580340 I pop SO.Op ? p $0.00 38 PLACE SALVAGED WETLANDSOIL(CV) CY 803 SIM) 5S03,00 I 0.00 $0.00 0 Sam 39 TRENCH STABEtf7ATION ROCK LF 30G S32,00 S9.600.00 0.00 50.00 i p $0,00 40 TELEVISING LF i 4541 S1.25 55,676.25 0.00 $0.00 0 $0,00 41 HORIZONTAL DIRECTIONAL DRILLING 60A"c PITS 11c S 5__psXw.Oa s390paaa C.15 S28,500.00 0.15 $2a':$60.aa SUBTOTAL-DIVISION 2 $3,099,123.55 $475,135.60 5475,115.60 CON'PACT i 7HISPER!OD TOTAL TO DATE f i7TIO DESCRIPTION OF PAY ITEM UNIT QUANTITY UNIT PRIG= AivMOUNT i QUANTITY AMOUNT QUANTITY AMOUNT i -- DIVISIONS-WATERMAIN f S B"XV WtT TAP(INCLUDE SILE£V£AND VALVE) _A { 0 55�.A�•OD 59•GD 0•00 SD.00' C $C-eM + c"DiP,CL.52 tJATERMAIIJ LF i00 S43.OD 54,100-Cki 0.G0 50.D0 0 5G.00 3 E"RES.SEAT GATE VALVE&BOX EA i 53.300.00 5«.300.0G j 0,00 SGAG l D 59.00 a HYDRANT IS'-"BURY) EA 1 S5,6CA.GD $r•a^'G.�Y i 0.00 $D.DD � b SUBTOTAL•DIVISION 3 S1AGO:I.DG SD.GD $O.OD DIVtS10N 4-STREETS AND RESTORATION J I 1 SAWCUTSIT"INOUSPAVEMENT Lf BS SS.a3 $457-50 I 0.OG S9.00 G SO.C-0 1 2 REMOV£PiPE CUCV£RT{ALt TYPES&42E5; LF 273 S4,50 5BD1.GD 178.03 5BO1.GG 1pg S801.00 3 SR€VkGE&R£lt:5'TAlI NJDOD'11IFR EA I $1.GSG.9G $1.05G.L0 I O.SD SS25.@0 0.5 5525.G0 ! 5391.50 335 S35i.5G I_ I 4 REMOVE&DISPOSE OF£N.iS71.SITUM,IROUS PAV:IIENT:•OR(V£5 SY i29 S1.90 SMR.00 i35•CG 5 RE NRDVE&DISPOSE CF EXIST,BITUMINOUS PAVEMENT,STREETS SY 25 52.80 572,50 0.00 Sam ` 0 SD'i,d ff i E R£N,DVE&DISPOSE OF EXIST,CONCRETE CURB 9 GUTTER IF 20 S2.50 SSGm 0.00 50.0E { C $0.00 7 UFT STATION SITE GRADING LS I 52i.690.00 523,oC0.06 {� 0.00 50.00 ( D 50.00 8 CLS AGGREGATE BASE TN 1I43 SIS.68 516.BiB.00 j O.pO SO.OD 0 SDE)o 3 SP'i+Ek2406 SITUNINQUS WEAR COURSE DRIVES SY i 120 S4A.M 55,280.00 11 0.00 S0.06 � 0 SOAO 4 f 10 SPN'dJB2<305 61TWONOUS NO NEAR COURSE.STREt':S Tti lE5 Si94.G0 532,'vSU.OA 0.010 50.1m ; G 50-00 f is SPW,'A2408 BTTUMINCUS LVEAR COURSE.STREETS TN 5 5194.G0 524�SO.OG C.GO Sam 0 5D,0D 12 SI7UN.HVOUS MATERIAE FOR TACK CC7AT GA 69 S4M Si93.25 0,C0 SO.OD _ 50.00 I $O.GD I3 CONCRETE CURB&GUTTcA .I 20 555.OD Si,100.00 0.00 $O.DO „ SI,585.00 $C.05 So.CC 14 CL.S AGGREGR7£BA5E.SHO:ILDER TN 55 S47,OG fL40 " IS 15"CIkP PIPE CULVERT WIAPRON LF I78 547.OG S6,366.00 G.cl- S0.00 0 %:00 i I - S12`a.90 5625.00 p,OD $0.00 p SD.M j 16 CL 3 RIP RAP Oil GEOTEXR.E FA6REC CY j 17 OFFROAD STP.UCTUR£h:ARKER EA 25 S88.00 S2,2001 0 DAD $OOD 0 SG.M SUBTOTAL-DIVISION 4 5120.916.25 $2,717.50 $1,717.50 TOTALS-BASE CONTRACT $3,416,900.40 $504,913.10 $570,425.65 CHANGE ORDER NO.1 i44.0 S200.00 $8,21M.00 9.1k% S0.G0 0.0 $0,00 CO".--i S"PVC,SDR23.5SANITARYSeWER125'-BVDEPTH{ LF 4 COL•2 4-POLYSTYRENE iNSU•l+TiON $Y W.5 S35.00 $3c7.50 0.00 S0.00 0.0 Sam TOTALS-CHANGE ORDER NO.1 $9,167,50 $0.00 $0.00 CHANGE ORDER NO.2 CO2.1 C05TFORAOEIIT10NACEASEMENTTORELOCATEMii&I LS 2.C• -53,500.00 -53,500.00 I 1.00 -53,500.60 1-G -$3,500.00 CO2.2 R'X8"LY£TTAPt'.11CL.VASVE&SLEEVE EA ti 1-0 55.500.CC S5,500.00 ! 1.00 S5;500.00 t0 $5,50G.00 €r CO2.3 1.2"DIP CL 52 WATERMAIN INCL.FITTINGS 32&0 $7S,00 524,6D0.00 23.G0 S1,72S.GD 23.0 $i,725.00 TOTALS-CHANGE ORDER NO.2 526,600.00 $3,72S•00 $1,725.00 TOTALS-REVISED CONTRACT $3,452,66-1.90 $509,638.10 $574AS0.6S Cl % % E {� , / /| {| f � } | \ / ! / / / / / ' | ; | , / 1^ e ��|�V_V.).V-, A^eee+»'ij.vs. L4 I'll, m 2 & § _ ° ƒ / \ /! §,\ m \ \ ^ x § i k CP a a e 3 e 3 a « tn a! o o, @ o c, o 4-1 / gf � @' CN � | ! § § f $! den m n � � 0 � \� /!k�ƒ| /| N� /� k ° ! m m en \ � | _ Lu LU > c }| e W m c t�.e © �— [al- Cc 1 - . o z &•��c|& &|& _E u u u u | u \ |\ \ \�/|$ /|\ | | | ! | | | THE CITY OF SAKE ELMO AlAYOR & COUNCIL COMMUNICATION DATE: November 19, 2013 CONSENT ITEM #9 AGENDA 1TEM: Street Capital Improvement Program (CIP)—Authorize Geotechnical Services for Streets Programmed in 2014-2016 SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Dean A. Zuieger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel,Finance Director Mike Bouthilet, Public Works E t�G ESTER ORDER OF BUSINESS if renzoe E>e i ong 1dae Cora gent en a1: Introduction of Item......................................................................City Engineer Questions from Council to Stab............................................. Mayor Facilitates Public Input, if Appropriate........................................Mayor Facilitates Call for Motion...............................................................Mayor& City Council - Discussion.......................................................................Mayor& City Council - Action on Motion.,........................................... .............. ....... Mayor Facilitates POLIO' RECQMMENDER. Engineering FISCAL IMPACT. $10,500. The funds expended for geotechnical services will be tracked and applied to the project costs for the Street Improvement projects to be completed in 2014, 2015 and 2016. Charges will be recorded on the financial statements as project prepayments and will be expensed at the point in time the projects are completed and capitalized. In the event an improvement project does not go forward, the amounts will be funded through the Infrastructure Reserve Fund and expensed at that point in time. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to authorize a contract for geotechnical services to determine the subsurface condition of the streets tentatively scheduled for improvement between --page 1 -- City Council Meeting [Consent Agenda genda Item 9] November 19,2013 2014 and 2016. If removed from the consent agenda, the recommended motion for this action is as follows: "Move to approve a contract to American Engineering Testing, Inc. in a not to exceed amount of$10,500 to perform geotechnical services to determine the subsurface condition of the streets tentatively scheduled for inzprovement between 2014 and 2016. f. LEGISLATIVE MSTORY/BACKGROUND INFORMATION: Geotechnical services are necessary to investigate the subsurface conditions, including existing subsurface soil materials and support strength for each street segment scheduled for improvement in the next few years (see attached location map). This information will assist in making more informed decisions in regard to the scope of improvement needed for each street segment and therefore provide a better estimate of the improvement cost. By obtaining this information early in the street improvement process, the cost projections used within the Street CIP will be improved helping the staff and council with more informed capital expenditure decisions. To obtain the necessary subsurface investigation, a combination of 28 standard penetration test borings to a depth of 6 feet, Falling Weight Deflectometer (FWD) testing, Ground Penetration Radar (GPR) testing and pavement cores are proposed. Proposals for these services were solicited from American Engineering Testing (AET), Inc. and Braun Intertec Corporation. AET, Inc. provided a not to exceed fee of$10,500, while Braun Intertec Corporation provided an estimated fee of$13,957.50. Please see the attached proposals for the detailed scope of services. RECOMMENDATION. Staff is recommending that the City Council approve, as part of the Consent Agenda, a contract to American Engineering Testing, Inc. in the amount of $10,500, to perform geotechnical services to determine the subsurface condition of the streets tentatively scheduled for improvement between 2014 and 2016. If removed from the consent agenda, the recommended motion for this action is as follows: 667{.f19'dove to approve a contract to American Engineering Testing,Inc. in a not to exceed amount of$10,500 to perform geotechnical services to determine the subsurface condition of the streets tentativeljI scheduled for improvement between 2014 and 2016. ATTACIIMENT(S): 1. Geotechnical Services Location Map 2. American Engineering Testing, Inc. Proposal for Geotechnical Services 3. Braun Intertec Corporation.Proposal for Geotechnical Services ty of F Stillwater City o Gr n j Township Pine g .[IT I OTH S7 N 60TH ST N 59th STN lr MI STNGj > _ N 59 TN ti W Sergman�r Demontre leBur oodl d = Highland dd f 691 g Add Est 4= fO,NTREVI _ FAQ `�T 58TH ST = �l�Tti 1 TNO GEOTECHNICALa Oa Pa DEMONTREVILLE ZcnTN RTLOLIFEP 0� ESTING NEEDED 'm 56THSTN eigh ov, O� ' " 5 5 DS D 4�a�\RT% 4 3 53RD ST 2 W 1 M�OUE S z W 6 E R o w LNI s Arabian Hills S1 HIGHLANDS TRAIL: FUTURE Est res = w z RECLAIM / MILL & OVERLAY K - Josses y z z F off? Hideaway $EARR/ p = ) Y Jp STATI ' no tYeV0e -untry Clnh ¢ 0 )F'P� �F.p 51ST STS CLEAR �P PARK ghla ds'Ad 50TH STN W Oo�F Meyer's LAKE ST 50TH ST N 1.11 SIN 50T TN _ .. ��� -Q 2 �_ =- p Pineridge W ~LILAC AVN r•A N AN N 5—` W .ane Q LINDEN TRAIL (NORTH OF 50TH Th Fiel °_ 3;0 t z > RpN Highlands of St.Crl J h ro -� ..rdanrn ✓q�yF /= 47THSTN 47T„ ST): FUTURE RECONSTRUCT `" o OLSON PQF''�Add idge G1, NOEN p z LAKE 0 2 g 'd GOETSCHF.7.'' z m o ti LAKE JANE > o J POND B p HID BAY ¢ K OdCe Acres m - TA,NA RIOGE "ERR. 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'G E:TECHNICAL firST.ING, INC. Ai RiALL'- *FORENSICS November 13,2013 City of Lake Elmo Department of Public Works 3 800 Laverne Avenue North Lake Elmo,MIN 55042 Attn: Ryan W. Stempski,PE RE: Proposal for Geotechnical Services 2014-2016 Street Improvements,Lake Elmo, Minnesota Dear Mr. Stempski: Per your November 11 request, we are submitting this proposal to conduct the following scope: "Reconstruction"Area Scope: Fieldwork • Drill and sample 28 standard penetration test borings to depths of 6 feet on the existing st.reets(six separate street treef*segments). . ....... • Clear underground public utilities through the Gopher State One Call system. • Measure in-place bituminous and apparent aggregate base thicknesses. • Measure and document the boring locations. No measuring of the surface elevations is planned. Laboratory * Classify the soils per the Unified Soil Classification System(USCS). * Conduct water content tests on cohesive samples retrieved. * Conduct unit price soil index testing ($570 unit price budget, allowing for six sieve analysis tests). Report a Logs of the test borings,including pavement thicknesses and lab test results. Q, Descriptions of the drilling, sampling,testing, and classification methods. * Review of soil and ground-water conditions encountered. * Geotechnical opinions/recommendations pertaining to the planned street improvements including estimate of subgrade R-value. The scope of work defined in this proposal is intended for geotechnical purposes only, and not to explore for the presence or extent of environmental contamination at the site. However, we will note obvious contamination encountered. 550 Cleveland Avenue North! St. Paul,MN 55114 Phone 651-669-90011 Toll Free 800-972-63641 Fax 651-659-13791 wwmarnengtest.rorn(AA/EEO gol be reVOILjced.8,,,.csp'An ILA, from Am an E eerr; inl: i I City of Lake Elmo November 13,2013 Page 2 of 3 i "Reclaim" Area Scope: Fieldwork • Perform Falling Weight Deflectometer(FWD)testing.The FWD testing will be done using the standard Strategic Highway Research Program(SHRP) sensor spacing and will be done at 6,000 and 9,000 lbs. force. The testing will be performed at an approximate 500 foot spacing in each of the driving lanes producing an effective 250 foot spacing along the roadway alignment. We expect this will total about 60 test locations. • Perform Ground Penetration Radar(GPR)testing. The GPR testing will be done at a 1- foot spacing in each of the driving lanes. We expect this will total about 6 lane miles. • Conduct pavement cores and aggregate base thickness exploration at 8 locations to correlate GPR thickness data to actual measurements. Report • Analyze FWD data for load capacity of the roadway,stiffness, and required reclaim/overlay thickness. • Prepare a report showing the spring load carrying capacity, effective granular equivalency, and effect subgrade R-value; and recommendations for the street improvements. Fee: Our services will be performed on a tune-and-materials basis per the attached fee schedule. For the scope described, we will establish $10,500 as a not-to-exceed fee ($7,150 estimated for the "reconstruction" portion and $3,350 estimated for the "reclaim"portion). In the event the scope of our work needs to be revised, we will review such scope adjustments and the associated fees with you,and receive your approval before proceeding. Schedule: Based on our current backlog, we anticipate the following schedule (following authorization to proceed): • Soil borings-begin within two weeks,three days of drilling expected • FWD/GPR/coring-within about one week • Report-within about one month. j Terms/Conditions: Our services will be performed per the Contract Agreement Between the City of Lake Elmo and American Engineering Testing, Inc.for Professional Services, dated July 20,2010. Acceptance: Please indicate your acceptance of this proposal by endorsing the enclosed copy and returning it to us. The original proposal is intended for your records. City of Lake Elmo November 13, 2013 Page 3 of 3 Sincerely, PROPOSAL ACCEPTANCE BY: 4 d Jeffery K. Voyen,PE Signature: Vice President/Principal Engineer Phone#651-659-1305 Printed Name: Cell#612-961-9186 jvoyen@amengtest.com Date: _ Attachments: 2013 Geotechnical Fee Schedule r 2013 GEOTECHNICAL FEE SCHEDULE L Personnel Ilouriy Rates 6. Slope Stability(ReSSA) 15,00/hr. A. Word Processing Specialist 62.00/hr, 7. Stabilized Earth Slopes&Walls 15.00/hr. B. Engr.or Env,Technician I 68.00/hr. 8. Settlement(FoSSA) 15.00ft. C. Engr,or Env.Technician 11 79.00/hr. 9. SHAFT 15.00/hr. D. Drill Technieian/Geo Lab Technician 89.00/hr, F. Bit Wear-Rock Coring j E. Senior Engineering Technician 95.00/hr, I, Diamond Bit-Sedimentary Rock F. Engineering Assistant 105.00/hr. a) B,NQ 10.00/foot t G. Engineer I/Geologist I 113,00/hr, b) HQ 12.00/foot H. Engineer II/Geologist II/Sr.Engr.Assistant 128.00/hr, 2, Diamond Bit-Metamorphic&Igneous '. I. Senior Engineer/Geologist 144.00/hr. a) B,NQ 17.00/foot J. Principal Engineer/Geologist 172,00/hr, b) HQ 20.00/foot IV. Laboratory Tests of Soil Ill. Vehicle Mileage A. Water Content hourly A. Personal Automobile/Truck 0.75/mile B. Dry Density(includes water content) 55.00/test B. Auxiliary Truck Vehicle 1.00/mile C. Atterberg Limits(ASTM:D4318) _ C. Truck with Coring,FWD,or GPR Equipment 1.10/mile 1. Plasticity Index 105.00/test D. Truck with Warning Sign/Crash Trailer 1.20/mile 2. Liquid Limit or Plastic Limit Separately 88.00/test E. I-ton Truck with Drill Rig 1.20/mile D. Sieve Analysis(includes 4200) 95.00/test j F. 1'/z to 2'/rton Truck with Drill Rig 1.35/mile E. Hydrometer Analysis(sieve included) 190.00/test G. CPT Truck Rig(20-ton push capacity) 1.60/mile F. Thermal Resistivity w/Proctor(ASTM:D5334) H. Tractor/Lowboy Trailer 1.80/mile 1. As Received and Oven Dried(2 pts) 950.00/test 2. Dry Out Curve(4 pts) 1.185.00/test j III. Equipment Rental G, Electrical Resistivity(ASTM:G57-Soil Box) 92.00/test A. Drill Rig Rental H. Corrosion/Concrete Attack Series* 210.00/series 1, Rotary Drill on 1-ton Truck 67.00/hr. I. Consolidation(up to 32 tsf) 1 Rotary Drill on I'/to 2%Z-ton Truck 77.00/hr. I, With P-e curves only 450.00/test 3. Rotary Drill on All-Terrain Vehicle 107.00/hr. 2, With P-e curves,time curves 565,00/test 4. Portable,Non-rotary Rig 77.00/hr. I. Unconfined Compression(incl.we/density) 88.00/test B. Auxiliary/Specialty Vehicle Rental J. Hand Penetrometer 10.00/test 1. Auxiliary Truck Vehicle 16.60/hr. K. Organic Content of Soil 60.00/test 2. Truck with Wanting Sign/Crash Trailer 27.00/hr. L. Topsoil Borrow Test(Mn/DOT 3877) 280.00/test 3. Truck with Coring Equipment 42.00/hr. M. R-value(Hveem Stabilometer) 370.00/test C. Cone(CPT)Rig/Equipment Rental N. California Bearing Ratio 1. CPT Rig(Truck or ATV) 137.00/hr. L Granular 585.00/test 2. Electronic Cone w/Computer 40.00/hr. 2. Cohesive 660.00/test 3. Soil Sampler 3.50/hr. O, Proctor Tests(Methods A or B) 4. Water Sampler 20.00/hr. 1.. Standard 120.00/test D. Miscellaneous Equipment Rental 2, Modified 130.00/test 1, Field Vane Shear 310,00/day *includes pH,choride ion,soluble sulfates,sulfides, 2, Field Electrical Resistivity 225.00/day redox potential(resistivity not included), 3. Field Seismic Refraction(ReMi) 390,00/day 4. Inclinometer Reading Equipment 320.00/day V. Expenses 5, Pneumatic Transducer Reading 160.00/day A. Direct Project Expenses:includes out-of- Cost+15% 6. Bore Hole Permeability town per diem;plowing&towing;special a. Open End Casing Method 130,00/day materials&supplies;special travel, b. HQ Wireline Packer 320.00/day transportation&freight;subcontracted 7, Borehole Pressuremeter 65.00/hr. services,and miscellaneous costs 8. Iowa Borehole Shear Tester 325.00/day B. Equipment Replacement(when abandonment Cost 9. Double Ring Infiltrometer 250.00/day is more feasible than recovery) 10. Photoionization Detector(PID) 115.00/day C. Equipment Recovery(when required by Cost+15% 11, GPS Mapping System 15.00/hr. regulatory agencies or project specifications) I 12. Pile Driving Analyzer(PDA) 720.00/day 13, Calibrated SPT Rod 190,00/day The rates presented are portal-to-portal with vehicle mileage,expenses 14. Portable Concrete Coring Equipment 40.00/hr. and equipment rentals being additional. 15. Pavement Testing(includes truck) a. Failing Weight Deflectometer 74.00/hr. Overtime for personnel charged at above cost plus 25% for over 8 b. Ground Penetrating Radar(GPR) 25.00/hr. hours per day or Saturday;and at above cost plus 50%for Sundays or E. Geotechnical Software Rental Holidays. Hazardous work charged at an additional 25%.Night time I. Geo Studio Finite Element 55,00/hr. shift work will include a premium charge of$30.00 per person per 2. CAPWAP 30.00/hr. shift. 3. AutoCAD or Microstation 25,00/hr. 4. Wave Equation(WEAP) 15.00/hr. 5. LPILE or GROUP 15.00fhr. 01DPM021.13(01/13) AMERICAN ENGINEERING TESUNG,t'C. Braun Intertee Corporation Phone:651.487.3245 1826 Buerkle Road Fax: 651.487.1812 Saint Paul,MN,5,51io Web: braunintertee.com November 13, 2013 Proposal SP-13-07579 Mr. Ryan Stempski, PE Assistant City Engineer City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 Re: Proposal for a Geotechnical and Pavement Evaluation Various City Streets Lake Elmo, Minnesota Dear Mr.Stempski: Braun Intertec is pleased to submit this proposal to complete a geotechnical and pavement evaluation on selected streets located in Lake Elmo, Minnesota. Our Understanding of Project Per the Request for Proposal (RFP),we understand that the project will include non-destructive and destructive evaluation of the existing pavement and subgrade of various residential streets in Lake Elmo. The testing is being performed as part of the City's 2014-2016 Capital Improvement Plan (CIP). From our review of the map provided, it appears the streets are residential streets with a bituminous surface. We understand that the requested services include soil borings, Falling Weight Deflectometer(FWD) testing, Ground Penetrating Radar(GPR)testing, and pavement coring. The goals of our testing are to acquire geotechnical and pavement-related information and to evaluate that information relative to the planned improvements. Proposed Scope of Services The following tasks are proposed to help us achieve our stated purpose. if unfavorable or unforeseen conditions are encountered at any point during the completion of these tasks that lead us to recommend an expanded scope of services,we will contact you to discuss those conditions before resuming our work. Geotechnical Exploration Services Site Access,Staking and utility Clearance Based on the map provided, we assume that all of the desired soil boring areas will be accessible with a truck-mounted drill rig. City of Lake Elmo Proposal SP-13-07579 November 13, 2013 Page 2 We will use GPS to perform and document the staking. Depending on access requirements or potential utility conflicts,our field crew may slightly alter the exploration locations from those proposed to facilitate accessibility. Prior to drilling, we will contact Gopher State One Call and arrange for notification to the appropriate utility vendors to mark and clear the exploration locations of public underground utilities. You or your authorized representatives are responsible to notify us before we begin our work of the presence and location of any underground objects or private utilities that are not the responsibility of public agencies. Standard Penetration Test Borings As identified in the RFP,the following streets/areas have been identified for reconstruction. The requested number of borings for each area is as follows: ® Manning Trail North (6 borings) Eagle Point Boulevard (5 borings) Kenridge Addition (5 borings) Kelvin Avenue(4 borings) ® 14th Street North (4 borings) Linden Trail North (4 borings) In all, we will perform a total of twenty-eight(28) standard penetration tests (SPT) borings to a minimum depth of 6 feet below the roadway surface. The thickness of the bituminous surfacing layer and the aggregate base layer(where it can be determined) will be measured and recorded. Penetration tests will be performed and samples will be gathered at 2 1/2-foot vertical intervals. If groundwater is encountered in the boreholes,the depth where it is observed will be recorded on the boring logs. Borehole Abandonment Minnesota Well Code requires sealing of any boring or core that encounters groundwater and is either greater than 25 feet deep or penetrates a confining layer. Based on the intended exploration depths, we do not anticipate the need to seal the boreholes. The boreholes will be backfilled with the auger cuttings and the pavement will be patched. Sample Review and Laboratory Testing Soil samples will be returned to our laboratory and will be visually classified and logged by a geotechnical engineer. To help classify the materials encountered and estimate their engineering properties, we have budgeted to perform 20 moisture content tests and 10 mechanical analyses (through a#200 sieve only). City of Lake Elmo Proposal SP-13-07579 November 13, 2013 Page 3 Pavement Exploration Services As requested in the RFP,we propose to use a combination of Failing Weight Deflectometer(FWD) testing,Ground Penetrating Radar(GPR)testing,and pavement coring. The following areas have been identified for pavement reclamation and are to be included as part of the pavement testing: • Packard Park Neighborhood • Stonegate Phase I Neighborhood • Highlands Trail Falling Weight Deflectometer To help evaluate pavement layer and subgrade conditions,we propose to perform non-destructive Failing Weight Deflectometer(FWD)testing with a Dynatest 8002E model FWD. The FWD is a non- destructive testing device specifically designed for evaluating pavements and operates by measuring pavement surface deflections from an applied wheel-simulating impulse load. With known pavement thicknesses and traffic data,the deflection data can be analyzed to estimate spring load capacity(tons per axle), effective subgrade R-value, and effective in-situ granular equivalency (GE). Four impulse loads (two at 6,000 lbs and two at 9,000 Ibs) will be applied at each test point using a testing interval of approximately 100 feet in a single direction of travel. The roadways will be tested approximately in the outside wheelpath. We expect that this density, which is within typical range for residential/city streets, will be sufficient to capture variation along the roadways. Ground Penetrating Radar To evaluate pavement thicknesses and supplement the FWD data analysis,we propose to complete Ground Penetrating Radar(GPR)testing on the roads with a 2.0-gigahertz, air-coupled unit from GSSI, Inc. Testing will be performed at posted speed limits in a single direction of travel on each road,with pavement thickness data gathered at an interval of approximately one foot. GPS coordinates will be collected during GPR testing and user-marks will identify pavement core locations. A GPR unit of this configuration can be expected to penetrate a maximum of 2 to 3 feet under ideal conditions. Unfavorable soils and ambient and electromagnetic interference can limit the useful depth of the data. Pavement Coring To better characterize the in-place pavement and validate the GPR data analysis,we propose to conduct twelve (12) pavement cores to measure the pavement surface. The cores will serve to verify GPR thickness measurements and will be used to visually assess the roadway surface materials as part of our evaluation of pavement reclamation. They will also be available for any additional laboratory testing that may be useful for this purpose. City of lake Elmo Proposal SP-13-07579 November 13, 2013 Page 4 Traffic Control Based on our review of available MnDOT traffic volume maps, all routes appear to be low volume residential streets. We plan to use traffic signs to protect our field crew and alert motorists of our work during borings, FWD testing and coring. The cost for signs has been included in our estimate. Engineering and Reporting Data obtained from the geotechnical evaluation and pavement testing will be used to evaluate the pavement and subsurface conditions, perform engineering analyses and prepare an engineering report, including: ® A CAD sketch showing boring and core locations. • Boring logs describing the materials encountered, including bituminous and aggregate base thickness estimates. The depth to groundwater will be identified if encountered during drilling. ® A written summary of the subsurface profile and groundwater conditions. ® FWD deflection data and analysis results, including spring load capacity(tons per axle),effective subgrade R-value,and effective in-situ granular equivalency (GE). ® Tabular and graphical depiction of the GPR scan results for each of the streets tested. ® A discussion of the GPR findings. ® Summary of the pavement core results. • Discussion regarding the overall findings for each of the street segments, including a discussion of the proposed improvements based on measured thicknesses and subsurface soil types. The final report will be delivered electronically, unless otherwise requested. Additional Services If borings need to be extended beyond their termination depths, we will charge an additional$15 per lineal foot beyond the originally intended termination depth. Additional site mobilization will be charged at$310 per day. Weather-permitting, hand augers can be performed at a rate of$88 per hour. Depending on the type of reclamation selected for the CIP, Braun intertec can provide mix design services. The costs associated with this work will be provided upon request. City of Lake Elmo Proposal SP-13-07579 November 13, 2013 Page 5 Cost We will furnish the original scope of services described in this proposal for an estimated fee of $13,957.50. Our work may extend over several invoicing periods. As such, for work that is performed during the course of each invoicing period, we will submit partial progress invoices. Schedule We anticipate the geotechnical exploration services can begin within approximately two weeks of written authorization and will be completed over a period of approximately two days. For the pavement testing services,we anticipate the GPR and pavement coring will be conducted within one week of authorization. To conduct FWD testing,the subgrade must be free of frost. Once the project is authorized,we will evaluate subgrade conditions and determine if FWD testing is feasible. If it is determined that it is not feasible, FWD testing will be conducted in the spring. We understand that preliminary information is needed as soon as possible so that it can be incorporated into the feasibility study report. This report will be provided to the City in December. We will provide our results as soon as they become available. Depending on the FWD testing,we can provide a draft report that includes all findings, with the exception of the FWD testing. The final report will be delivered once FWD testing is complete. If our proposed scope of services cannot be completed according to this schedule due to circumstances beyond our control,we may need to revise this proposal prior to completing the remaining tasks. General Remarks Braun Intertec appreciates the opportunity to present this Proposal to you. We are providing it in duplicate so the original can be retained for your records and the copy can be signed and returned to us. Please return the copy in its entirety. The proposed fee is based on the scope of services described and the assumptions that our services will be authorized within 30 days and that others will not significantly delay us beyond our proposed schedule. City of s'ake Elmo Proposal SP-13-07S79 Novernber 113.2013 Page 6 We include the Braun Intertec:Generae Conditions,which provide additional terms and are a part of our agreerylent. To have questions: answered,please contact Amy Grothaus at 651.2613 122. Sincerely, BRA UN INTERTEC CORPORATION A Amy su Senior Project Manager/Engineer J" -Benjamin P. zioba, PE Principal Attachments: Estimated Costs Genera)Conditions(9111113) The proposal is accepted, and you are authorized to proceed. Authorizer's Firm Author zees Signature Authori e—r'; ame(piease part artyped Authorizees'nue Date BRAUN COST ESTIMATE INTERTEC SPA 3-07679 2014-2016 Street C1P Projects City of Lake Elmo Service Desc: Geotechnica[and Pavement Evaluations Ryan Stempski 3800 Laverne Ave N Work Location: Various Streets Lake Elmo, MN 55042-9699 Lake Elmo, Mtn Estimator: Amy Grothaus Description: Quantity: Units: Unit Price: Extension: Phase:GeotechnicaI Evaluation Start Date: 11/13/2013 End Date:2/28/2014 Task: Drilling Services Truck-or skid mounted drill rig, per hour 18.00 Hours 216.00 3,888.00 Mobilization 1.00 Each 620.00 620.00 Daily Mobilization&Support Vehicles 2.00 Days 0.00 Drilling Services Total: 4,508.00 Task: Soil Observations&Testing Moisture content(Astm D 2216) 20.00 Tests 16.75 335.00 No. 200 only(ASTM C 117 or D 1140) 10.00 Tests 6T00 670.00 Soil Observations&Testing Total: 1,005.00 Task: Staking and Utility Clearance Site layout and utility clearance 8.00 Hours 93.00 744.00 Trip charge 1.00 Each 53,00 53.00 Trimble R8 Rover(horizontal and vertical), per hour 8.00 Hours 51.00 408.00 Staking and Utility Clearance Total: 1,205.00 Geotechnical Evaluation Total: 6,718.00 Phase:Pavement Evaluation Start Date: 11/13/2013 End Date:212 8120 1 4 Task: Pavement Services Bituminous Coring 8.00 Hours 150.00 1,200.00 1.00 Trip at 8.00 Hours per Trip Ground Penetrating Radar 4.00 Hours 150.00 600.00 1.00 Trip at 4.00 Hours per Trip Trip charge 1.00 Trips 47.00 47,00 Traffic Control Signs 1,00 Each 300.00 300.00 FWD Mobilization, per mile 70.00 Each 3.50 245.00 GPR Mobilization, per mile 70.00 Each 2.75 192.50 FWD Testing, per hour 6.00 Hours 200.00 1,20&00 Pavement Services Total: 3,784.50 Pavement Evaluation Total: 3,784.50 Page 1 of 2 BRAUN CST ESTIMATE INTERTEC SP-13-07579 Description: Quantity: Units: Unit Price: Extension: Phase.-Analysis and Reporting Start Date: 1 1/1 31201 3 End Date:2/2812014 Task: Pavement Services FWD Analysis 3.00 Hours 110.00 330.00 GPR Analysis 3.00 Hours 110.00 330.00 Project Engineer 13.00 Hours 135.00 1,755.00 Senior Engineer 2.00 Hours 160.00 320.00 Project Assistant 4.00 Hours 81.00 324.00 CADD/Graphics Operator 4.00 Hours 99.00 396.00 Pavement Services Total: 3,455.00 Analysis and Reporting Total: 3,455.00 Project Total: 13,957.50 Page 2 of 2 General Conditions Section 1:Our Agreement We will not be responsible for the failure of 3.5 Neither this Agreement nor the providing 1.1 Our agreement("Agreement')with you your contractors to perform in accordance with of services will operate to make us an owner, consists of these General Conditions and the their undertakings,and the providing of our operator,generator,transporter,treater, accompanying written proposal or services will not relieve others of their Storer,or a disposal facility within the meaning authorization.This Agreement is our entire responsibilities to you or to others. of the Resource Conservation Recovery Act,as agreement.It supersedes prior agreements.It amended,or within the meaning of any other may be modified only in a writing signed by us, 2.5 We will provide a health and safety law governing the handling,treatment,storage, making specific reference to the provision program for our employees,but we will not be or disposal of hazardous materials.You agree modified, responsible for contractor,job,or site health or to hold us harmless and indemnify us from any safety unless we accept that duty in writing. such claim or loss. 1.2 The words"you,""we,""us,"and"our" include officers,employees,and 2.6 You will provide,at no cost to us, 3.6 Monitoring wells are your property,and subcontractors. appropriate site safety measures as to work you are responsible for their permitting, areas to be observed or inspected by us.Our maintenance,and abandonment unless we 1.3 In the event you use a purchase order or employees are authorized by you to refuse to accept that duty in writing. other form to authorize our services,any work under conditions that may be unsafe, conflicting or additional terms are not part of 3.7 You agree to make disclosures required by our Agreement.Directing us to start work prior 2.7 Estimates of our fees or other project law.In the event you do not own the site,you to execution of this Agreement constitutes your costs will be based on information available to acknowledge that it is your duty to Inform the acceptance.If,however,mutually acceptable us and on our experience and knowledge.Such owner of the discovery or release of terms cannot be established,we have the right estimates are an exercise of our professional contaminants at the site.You agree to hold us to withdraw our proposal without liability to judgment and are not guaranteed or harmless and indemnify us from claims related you or others,and you will compensate us for warranted.Actual costs may vary.You should to disclosures made by us that are required by services already rendered. allow a contingency in addition to estimated law and from claims related to the informing or costs. failure to inform the site owner of the discovery Section 2:Our Responsibilities of contaminants. 2.1 We will provide the services specifically Section 3:Your Responsibilities described in our Agreement with you.You 3.1 You will provide us with prior Section 4:Reports and Records agree that we are not responsible for services geotechnical and other reports,specifications, 4.1 unless you request otherwise,we will that are not fairly included in our specific plans,and information to which you have provide our report in an electronic format. undertaking.Unless otherwise agreed in access about the site.You agree to provide us writing,our findings,opinions,and with all plans,changes in plans,and new 4.2 Our reports,notes,calculations,and other recommendations will be provided to you in information as to site conditions until we have documents and our computer software and writing.You agree not to rely on oral findings, completed our work. data are instruments of our service to you,and opinions,cr recommendations without our they remain our property but are subject to a written approval. 3.2 You will provide access to the site.In the license to you for your use in the related course of our work some site damage is normal project for the purposes disclosed to us.You 2.2 In performing our professional services, even when due care is exercised.We will use may not transfer our reports to others or use we will use that degree of care and skill reasonable care to minimize damage to the them for a purpose for which they were not ordinarily exercised under similar site.We have not included the cost of prepared without our written approval.You circumstances by reputable members of our restoration of normal damage in the estimated agree to indemnify and hold us harmless from profession practicing in the same locality.if you charges. claims,damages,losses,and expenses, direct us to deviate from our recommended including attorney fees,arising out of such a procedures,you agree to hold us harmless from 3.3 You agree to provide us,in a timely transfer or use.At your request,we will provide claims,damages,and expenses arising out of manner,with information that you have endorsements of our reports or letters of your direction. regarding buried objects at the site.We will not reliance,but only if the recipients agree to be be responsible for locating buried objects at the bound by the terms of our agreement with you 2.3 We will reference our field observations site unless we accept that duty 1n writing.You and only if we are paid the administrative fee and sampling to available reference points,but agree to hold us harmless from claims, stated in our then current Schedule of Charges. we will not survey,set,or check the accuracy of damages,losses,and related expenses those points unless we accept that duty in involving buried objects that were not properly 4.3 Because electronic documents maybe writing.Locations of field observations or marked or identified or of which you had modified intentionally or inadvertently,you sampling described in our report or shown on knowledge but did not timely tail to our agree that we will not be liable for damages our sketches are based on information attention or correctly show on the plans you or resulting from change in an electronic provided by others or estimates made by our others on your behalf furnished to us, document occurring after we transmit it to you. personnel.You agree that such dimensions, depths,or elevations are approximations unless 3.4 You will notify us of any knowledge or 4.4 If you do not pay for our services in full as specifically stated otherwise in the report.You suspicion of the presence of hazardous or agreed,we may retain work not yet delivered accept the inherent risk that samples or dangerous materials in a sample provided to us. to you and you agree to return to us all of our observations may not be representative of You agree to provide us with information in work that is in your possession or under your things not sampled or seen and,further,that your possession or control relating to control. site conditions may change over time. contamination at the work site.If we observe or suspect the presence of contaminants not 4.5 Samples and field data remaining after 2.4 Our duties do not include supervising your anticipated in our Agreement,we may tests are conducted and field and laboratory contractors or commenting on,overseeing,or terminate our work without liability to you or equipment that cannot be adequately cleansed providing the means and methods of their to others,and we will be paid for the services of contaminants are and continue to be your work,unless we accept such duties in writing, we have provided. property.They may be discarded or returned to GC Page 1 of 2 you,at our discretion,unless within 15 days of 5.8 If you fail to pay us within 60 days its costs and expenses,including reasonable the report date you give us written direction to following invoice date,we may consider the attorney fees,staff time,and expert witness store or transfer the materials at your expense. default a total breach of our Agreement and,at fees. our option,terminate our duties without 4.6 Electronic data,reports,photographs, liability to you or to others. 6.7 The law of the state in which our servicing samples and other materials provided by you or office is located will govern all disputes.Each of others may be discarded or returned to you,at 5.9 Inconsideration of our providing us waives trial by jury.Na officer or employee our discretion,unless within 15 days of the insurance to cover claims made by you,you acting within the scope of employment shall report date you give us written direction to hereby waive any right of offset as to fees have individual liability for his or her acts or store or transfer the materials at your expense. otherwise due us. omissions,and you agree not to make a claim against Individual employees. Section S:Compensation Section 6:Disputes,Damage,and Risk 5.1 You will pay for services as agreed upon Allocation Section 7:General Indemnification or according to our then current Schedule of 6.1 Each of us will exercise good faith efforts 7.1 We will indemnify and hold you harmless Charges if there is no other written agreement to resolve disputes without litigation.Such from and against demands,damages,and as to price.An estimated cost is not a firm efforts will include,but not be limited to,a expenses of others to the comparative extent figure.You agree to pay all sales taxes and meeting(s)attended by each party's they are caused by our negligent acts or other taxes based on your payment of our representative(s)empowered to resolve the omissions or those negligent acts or omissions compensation.Our performance is subject to dispute.Before either of us commences an of persons for whom we are legally responsible. credit approval and payment of any specified action against the other,disputes(except You will indemnify and hold us harmless from retainer. collections)will be submitted to mediation, and against demands,damages,and expenses of others to the comparative extent they are 5.2 You will notify us of billing disputes within 6.2 Neither of us will be liable for special, caused by your negligent acts or omissions or 15 days.You will pay undisputed portions of Incidental,consequential,or punitive damages, those negligent acts or omissions of persons for invoices on receipt.You agree to pay interest including but not limited to those arising from whom you are legally responsible. on unpaid balances beginning 30 days after delay,loss of use,loss of profits or revenue, Invoice dates at the rate of 1.5%per month,or loss of financing commitments or fees,or the 7.2 To the extent it maybe necessary to at the maximum rate allowed by law. Cost of capital. indemnify either of us under Section 7.1,you and we expressly waive,In favor of the other 5.3 If you direct us to invoice another,we will 6.3 We will not be liable for damages unless only,any immunity or exemption from liability do so,but you agree to be responsible for our suit is commenced within two years of the date that exists under any worker compensation compensation unless you provide us with that of injury or loss or within two years of the date law• person's written acceptance of all terms of our of substantial completion of our services, Agreement and we agree to extend credit to whichever is earlier.We will not be liable unless 7.3 You agree to indemnify us against tosses that person and to release you. you have notified us of the discovery of the and costs arising out of claims of patent or claimed breach of contract,negligent act,or copyright infringement as to any process or 5.4 Your obligation to pay for our services omission within 30 days of the date of system that Is specified or selected by you or by under this Agreement is not contingent on your discovery and unless you have given us an others on your behalf. ability to obtain financing,governmental or opportunity to investigate and to recommend regulatory agency approval,permits,final ways of mitigating damages.You agree not to Section 8:Miscellaneous Provisions adjudication of lawsuit in which we are not make a claim against us unless you have 8.1 We will provide a certificate of insurance involved,your successful completion of a provided us at least 30 days prior to the to you upon request.Any claim as an Additional project,receipt of payment from another,or institution of any legal proceeding against us Insured shall be limited to losses caused by our any other event.No retainage will be withheld. with a written certificate executed by an sole negligence. appropriately licensed professional specifying 5.5 If ou do not a us within 60 days of and certifying each and every act or omission Y pay Y 8.2 You and we,for ourselves and our invoice date,you agree reimburse our that you contend constitutes a violation of the Y g insurers,waive all claims and rights of expenses,including but not limited to attorney standard of care governing our professional subrogation for losses arising out of causes of fees,stafftime,and other costs of collection. services. loss covered by our respective insurance policies. 5.6 You agree to compensate us in 6.4 For you to obtain the benefit of a fee accordance with our fee schedule if we are which includes a reasonable allowance for risks, 8.3 Neither of us will assign nor transfer any asked or required to respond to legal process You agree that our aggregate liability for all interest,any claim,any cause of action,or any arising out of a proceeding related to the claims will not exceed the fee paid for our right against the other.Neither of us will assign ro ect and as to which we are art not a services or$50,000,whichever Is greater.If you project j party. are unwilling to accept this allocation of risk, or otherwise transfer or encumber any we will increase our aggregate liability to proceeds t expected proceeds or 5.7 If we are delayed by factors beyond our $100,000 provided that,within 10 days of the compensation from the projector project control,or if project conditions or the scope or date of our Agreement,you provide payment in Claims t any third person,whether directly or as catta amount of work change,or if changed labor an amount that will increase our fees by 10%, eraf or otherwise. union conditions result in increased costs, but not less than$500,to compensate us for decreased efficiency,or delays,or if the the greater risk undertaken.This Increased fee 8.4 Our Agreement may be terminated early standards or methods change,we will give you is not the purchase of insurance. only in writing.We will receive an equitable timely notice and we will receive an equitable adjustment of our compensation in the event adjustment of our compensation.If you and we 6.5 You agree to indemnify us from all liability within of early termination. not reach agreement such compensation you or above and to insure this obligation.to others in excess of the risk allocation stated may terminate without liability to yo within 30 days of our written application,we 8.5 If a provision of this Agreement is invalid or illegal,all other provisions shall remain in full others. 6.6 The prevailing party in any action relating force and effect. to this Agreement shall be entitled to recover GC Revised 9/1/2013 Page 2 of 2 THE CITY OF LAKE ELMO �'UN �CA T(""I'd WYOR & COUNCIL COP'411- 1 i .............. DATE: November 19, 2013 CONSENT ITEM #11 MOTION AGENDA ITEM: Approve RFP for new City Assessor as of 2/1/2014 SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REVIE'WED BY. Dean Zuleger, City Administrator .......... SUGGESTED ORDER OF BUSINESS: - Introduction Of Item............................. ................................City Adn Inistrator - Report/Presentation.................................................City Administrator - Questions from Council to Staff...................:....._........................... Mayor Facilitates - -Call for Motion................................... ......4­.........i........May()r& City Council - Discussion................-..................................... ...............;...Mayor& City-Council - Action on Motion................ 4..........4......... ..........4.......4...... Mayor. Facilitates POLICY RECOMMENDER- Finance FISCAL IMPACT- None until contract award; transfer of an existing contract to new vendor. SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve issuance of the attached draft of an RFP seeking City Assessor Services. No specific motion is needed as this is recommended to be pail of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo was recently notified by Frank Langer, the current City Assessor of his intent to retire. His goal is to discontinue services effective 2/1/2014,however if additional time is needed to transition to the new City Assessor be would be willing to provide those services as well. RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council approve the attached RFP seeking a new City Assessor. ATTACHMENT: 1. Draft RFP --page City of Lake Elmo Request for Proposals to Provide Assessing Services For the City- cif lake Elmo, Minnesota Section 1. Introduction and Term of Contract The City of Lake Elmo is requesting proposals for a contractual assessor for a term of 3 years beginning January 1st,2014 and ending December 31 st, 2016, with an option to renew for an additional 3 year period based on satisfactory annual reviews. The assessor will be responsible for performing fair and equitable assessments of real property within the City. Contracts may be renewed at the discretion of the City Council. Currently the City of Lake Elmo has a total of 3246 parcels comprised as follows: • Residential -2,530 • Agriculture/RVL- 105 • Commercial/Industrial - 352 • Exempt-21 • Vacant—238 Per the City of Lake Elmo 2014 budget, it is anticipated that the total number of parcels will increase by 150 in 2014 and 250 per year thereafter. Section 2. Functions and Knowledge, of the Service to be Performed Below is a listing of the farictions to be performed by the assessor. This is not an exhaustive list and other duties shall be performed as requested and necessary for the satisfactory completion of service. Functions to be Performed • Must be licensed, at a minimum, as a Certified Specialist and Income Qualified by the Minnesota Board of Assessors. • Maintain accurate records,provide reports, and prepare requested analyses for City staff. • Develop and maintain positive public relations with City of Lake Elmo Council members, City employees,Washington.County, and the public. • Attend the Board of Appeal and Equalization meeting and assist the Board in every way possible to enable it to perform its duties. This includes furnishing the Board with all necessary charts,tables, comparisons, and data which it may require in its deliberations and performing investigations that the Board may desire to arrive at a fair market value. • Develop and adjust assessment policies and methodologies when necessary to ensure compliance with legislative changes,legal requirements and administrative direction. • Provide projections on the future impact of legislative changes,tax base changes, etc. • Analyze valuation data of commercial, industrial, and apartment property. ® Analyze property sales through the use of best practices in the field of assessment. ® Review and report on the validity of tax petitions. Coordinate and participate in tax assessment litigations. • Serve as a technical resource for City staff and the public. • Serve as a witness in court cases when required. • Prepare an annual assessment report prior to the assessment valuation notices updating City staff on changes in the last market year. • Must provide own vehicle—mileage reimbursement to be included in RFP proposal. Desired Knowledge • Considerable ability to communicate complex information tactfully and effectively both orally and in writing with state regulatory agencies, county regulatory agencies, elected officials, City staff, and the general public. • In-depth knowledge of accepted principles,methods, and techniques of property appraisal. • In-depth knowledge of all laws and regulations pertinent to local tax assessments. • In-depth knowledge of appraisal terminology and practices. • Considerable knowledge of building construction and remodeling costs. • In-depth knowledge of real estate property values and land economics. • Considerable ability to perform mathematical calculations, analyze data, and prepare meaningful reports. • Considerable knowledge of the assessment system of Washington County. • Knowledge of Lake Elmo is a plus. Section 3. Independent Contractor Status The assessor shall be considered an independent contractor. The assessor will be housed off-site and will be responsible for arranging a data connection with Washington County and providing other normal office furnishings such as computers, telephones, file cabinets, etc. All records created with regard to this contract, e.g., cards,photos,reports, etc. become the property of the City. Access to these records must be provided when requested by City officials. As in independent contractor,the assessor will be responsible for carrying their own insurance and providing a copy of the certificate of insurance each year to the City of Lake Elmo. Section 4. Subndssion Deadline All submissions must be postmarked by December 13, 2013. Submissions shall be mailed to: Cathy Bendel, Finance Director City of Lake Elmo 3800 Laverne Avenue N Lake Elmo,MN 55042 Section 5. Proposal Submission Two copies of a written proposal should outline the qualifications, experience, areas of expertise, and professional references in the practice of assessing services and all individuals proposed to perform such services for the City. All proposals must include proposed compensation on a lump sum per year basis for such services to be provided to the City. Payment for services shall be split into equal parts and paid monthly. Section 6. Selection Process The Finance Director and the City of Lake Elmo Finance Committee will receive and review all proposals. The proposals will be brought to the City Council for final review and selection at the December 17t',2013 Council meeting. The City Administrator or City Council may elect to interview candidates as they see fit. Section 7. Right to Waive or Refuse The City of Lake Elmo reserves the right to delete any portion of the request for proposal, or reject any or all proposals and to waive any informality for any reason. THE CITY OF T A LTIKE ELMO fvAix� uP & COUNCh COANAUNICATON DATE: November 19, 2013 REGULAR ITEM: # 12 AGENDA ITEM: Municipal Electrical Permitting and Inspections Program SUBMITTED BY: Rick Chase,Building Official THR01JGH: Dean Zuleger, City Administrator REVIEWED BY: Adam Bell, City Clerk Kyle K-latt,Community Development Director SUGGESTED ORDER OF:BUSINESS: - Introduction of Item................. ............ City Administrator - Report/Presentation..........._;........................ .......... City Administrator Questions from Council to Staff....:................... Mayo.r Facilitates Call for Motion.... ............. ...... Mayor&City Council Discussian ............. .......... ............ ..........i.....Mayor&city Council Actioj) on Motion.. ....................... Mayor'Facifitates POLICY RECCOMENDER: The Building Department recommends assuming responsibility for the electrical permitting and inspections program to improve service delivery and customer service, FISCAL IMPACT: Administering the electrical inspections program will shift revenue from the State to the City of Lake Elmo. SUMMARY AND ACTION REQUESTED- With the adoption of local electrical permitting and inspections, it is the City's goal to improve service delivery and customer service. Staff recommends that the City contract electrical inspection services and assume responsibility for all electrical pen-nitting. The attached ordinances and service agreement outlines the process for how permitting and inspections for electrical permits will be completed. Staff is recommending that the City Council adopt the City Electrical Permitting and Inspections Program through the following motion: "Move to adopt Ordinance 08-093 to adopt the City Electrical Permitting and Inspections Program. --page 1 -- City Council Meeting [RegularA.genda Item 121 November 19,2013 t In addition, Staff is recommending that the City Council amend the City s Fee Schedule through I the following motion: �. I a "Move to adopt Ordinance 08-094 to amend the C"ity',s Fee Schedule to rncoaporate fees f related to the City Electrical Permitting and Inspections Program. C Finally, Staff recommends the approval of the Electrical Inspection Services Agreement through the following motion: C "Move to approve the Electrical Inspection Services Agreement. i .. LEGISLATIVE HISTORY: N/A } BACKGROUND INFORMATION (SWOT): Strengths It is currently becoming more common for local municipalities to implement an electrical inspection. program. The recommendation to adopt an electrical inspection program reflects the growing trend i of administering these programs locally, which is consistent with the City's goal to provide exceptional service and incorporate best practices. Staff is recommending retaining the contract services of Mr. Joe Wheaton. Mr. Wheaton currently provides electrical inspections for the City as a contract state electrical inspector. 3 Under this agreement, Mr. Wheaton would provide electrical inspections under contract of the City of Lake Elmo. s � '@ atx¢sscs With the existing permitting and inspection structure, applicants are required to complete all electrical permitting and inspection requirements through the State of Minnesota. Assuming responsibility of the Electrical Permitting and Inspections Program z j would allow the City to administer all electrical services, streamlining the permitting process for all applicants in Lake i Elmo. k i _ F Opportunities Removing the State from the electrical permitting and inspections equation would make the process more straightforward for all applicants. f i Threats N/A F C I Y --page 2-- . City Council Meeting [Regular Agenda Item 121 i November 19,2013 � r s i. RECOMMENDATION: y Staff is recommending that the City Council adopt the City Electrical Permitting and Inspections Program through the following motion: ".Move to adopt Ordinance 08-093 to adopt the Cit3>Electrical Permitting and Inspections ' r Program.99 In addition, Staffis recommending that the Cite Council amend the. Ci g ty's Fee Schedule through a the.following motion: F 1' P "Move to adopt Ordinance 08-094 to amend the City's Fee Schedule to incorporate fees related to the City Electrical Permitting and Inspections Program," Finally, Staff'recommends the approval of the Electrical Inspection Services Agreement through the following motion: "Move to approve the Electrical Inspection Services Agreement." ATTACHMENTS: 1. Ordinance 08-093 2. Ordinance 08-094 3. Electrical Inspection Service Agreement E t rf �: L t s; I`. } G C i = 1: --page 3-- CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA ORDINiVNCE NO. 08-093 AN ORDINANCE IMPLEMENTING THE CITIV ELECTRICAL PERMITTING AND INSPECTION PROGRAM SECTION 1. The Cit, Council of the City of Lake Elmo hereby amends Title XV-. Land Usage; Chapter 154: Building Regulations, Section 151.002 to read the following language: §151.002 CITY ELECTRICAL PERMITTING AND INSPECTIONS PROGRAM 1. Authority to inspect. The City of Lake Elmo derives its authority to provide inspection of electrical installations pursuant to Minnesota Statues 326B.36, subd. 6, and the City of Lake Elmo desires and intends to provide for all electrical inspections within the City limits. 2. Lake Elmo Electrical Code. The Lake Elmo Electrical Code shall constitute the Minnesota Electrical Act , as adopted by the Commissioner of Labor and Industry pursuant to Minnesota Statues, 326B.31 to 326B.399 and said Minnesota Electrical Act is hereby incorporated by reference as if fully set out herein; and the Lake Elmo Electrical code shall also include the National Electrical Code incorporated by reference into the Minnesota State Building Code pursuant to Minnesota Rule 1315.0020, and said National Electrical Code is hereby incorporated by reference as if fully set out herein. Any periodic amendments or updates to the Minnesota Electrical Act and to the National Electrical Code shall be automatically adopted and incorporated into the Lake Elmo Electrical Code by reference as if set out herein. 3. Compliance All electrical inspections performed pursuant to this section 151.002 shall comply with the Lake Elmo Electrical Code which is comprised of the Minnesota Electrical Act, and the National Electrical Code as incorporated by reference above. An electrical inspector designated by the City shall be a State Licensed Class A journeyman electrician ( as defined under Minnesota Statues, 32613.31 subd. 8) or a State Licensed Class A master electrician (as defined under Minnesota Statues, 326B.3 1,subd. 9) and shall be responsible for enforcing the provisions of the Lake Elmo Electrical Code. 4. Electrical permit. An n electrical permit is required for each installation, alteration, addition, or repair of electrical work for light,heat and power within the limits of the City. Permits for the installation of electrical work in new structures shall only be issued to electrical contractors duly licensed by the State. Permits for the installation,alteration, ORDINANCE 08-093 addition or repair of electrical work in existing structures shall only be issued to electrical contractors duly licensed by the State or to resident owners of property where the work is to be done. No permit shall be required for electrical installations of equipment owned, leased, operated or maintained by a public service corporation which is used by said corporation in the performance of its function as a utility, except that such electrical installation shall conform to the minimum standards of the National Electrical Safety Code. Before commencing any installation of any electrical work regulated by the Lake Elmo Electrical Code, a permit shall be secured from the City. 5. Electrical Inspections Fee Schedule Shall be set by City Council from time to time. 6. Notice and Appeal All notices and orders issued pursuant to the Lake Elmo Electrical Code shall be in conformance in Minnesota Statues, 326B, subd. 4. 7. Violations and penalties. A violation of the Lake Elmo Electrical Code is a misdemeanor in conformance with the Minnesota Electrical Act's penalty set forth in Minnesota Statue, 326B.082, subd. 16. In addition violations of City code are subject to administrative citations and investigative fees per city code. SECTION 2. Effective Date. This ordinance shall become effective immediately upon adoption and publication in the official newspaper of the City of Lake Elmo. SECTION 3. Adoption Date. This Ordinance 08-093 was adopted on this nineteenth day of November 2013,by a vote of_Ayes and_Nays. LAKE EL MO CITY COUNCIL Mike Pearson, Mayor ATTEST: Adam Bell, City CIerk This Ordinance 08-093 was published on the day of , 2013 ORDINANCE 08-093 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA ORDINANCE NO. 08-094 AN ORDINANCE AMENDING MUNICIPAL FEES TO INCORPORATE ELECTRICAL PERMIT FEES SECTION I. The City Council of the City of Lake Elmo hereby amends Appendix B of the Lake Elmo Municipal Code to read as follows: APPENDIX B: ELECTRICAL PERMIT FEES Item Description Fees Minimum fee does not include state surcharge) $38.50 Single Family dwelling and Multi-family dwelling with individual service $148-50 Multi-family dwelling with common service, each unit $77.00 Swimming pool, spa,fountain $84.00 Finish basement, rough-in and final.ins pection $77.00 Amperes service, generators and other power supplies and feeders to separate structures 0-400 amperes $38.50 401-800 amperes $66.00 More than 800 amperes $110.00 0 to 200 ampere circuits $6.60 More than 200 ampere circuits $16.50 Street, parkin and outdoor lighting standard $5.50 Traffic Signals $5.50 0-10 KVA transformers for light, heat and power $16.50 More than 10 KVA transformers for light, heat and power $33.00 Transformers for electronic power supplies, signs and outline lighting $5.50 Alarm communication, remote control and signal circuits less than 50 volts each $.83 Electrical re-inspection 2nd Trip $38,50 Investigation fee for electrical work started without permit. Equal to permit fee Residential Service Chan Le(fuses to breakers, service upgrade, etc. $75.00 Hourly rate per State of Minnesota Fee Schedule/Special inspections State Surcharge $5-00... SECTION 2. Effective Date. This ordinance shall become effective immediately upon adoption and publication in the official newspaper of the City of Lake Elmo. ORDNANCE 08-094 SECTION 3. Adoption. Date. This Ordinance 08-094 was adopted on this nineteenth day of November 2013,by a vote of Ayes and_Nays. LAKE EI,MO CITY COUNCILS Mike Pearson,Mayor ATTEST: Adam Bell, City Clerk This Ordinance 08-094 was published on the day of , 2013 ORDINANCE 08-094 Lake Elmo City Hall 'rt r[ c']'I'y car- 651-747-3900 AE ELi 3800 Laverne Avenue North Lake Elmo, MN 55042 AGREEMENT FOR ELECTRICAL INSPECTION SERVICES This agreement for electrical services between the City of Lake Elmo (hereinafter referred to as to As the "City") 3800 Laverne Avenue, Lake Elmo, MN 55042, and (hereinafter referred to as the"contractor"). RECITALS: WHEREAS, the City wishes to purchase the services of the Contractor as an electrical inspector for the City; and WHEREAS, the Contractor is qualified to perform electrical inspection services for the City and is willing to provide such services pursuant to this Agreement. NOW, THEREFORE, in consideration of the mutual covenants and undertakings hereinafter stated,the parties to this Agreement agree that the Contractor shall be retained to provide assigned electrical inspections, to verify compliance with applicable electrical codes and ordinances in a manner established by the City's chief building official, as follows: I. Scope of Services a. Perform electrical inspection assigned by the City for compliance with the current version of the State Electrical Code and related laws, rules and city ordinances. b. Perform inspections on the day requested, except as approved by the city. c. Be available by phone during established hours, as determined by the City,to receive calls related to code requirements, inspection procedures and other electrical inspection matters. It is understood that the normal hours are generally from 8:00 a.m. to 4:30 p.m. d. Report to the Inspections Division to pick up inspection requests, report on completed inspection, be available to City Staff, and email permit e. Be available on a limited basis to meet customers at scheduled times and locations. €. Be available for inspections, consultations, meetings, and other inspection related duties that may not be associated with the electrical permit. g. Write correction notices and perform follow-up inspections as needed to obtain compliance. h. Follow inspection procedures and processes established by the City. i. Maintain computer capability to access the City inspection system via the internet. Input inspection results in the City inspection database via internet connection from an off-site terminal. The City may choose to record inspection results in house in lieu of this requirement. }. Provide a City approved back-up plan that indicates how inspections will be performed during high volume periods, sick days, vacation time, etc. k. Maintain permits and inspection records. I. Receive inspection requests and schedule. 11. CITY RESPONSIBILITIES a. Issue permits. b. Provide inspection request tickets. c. Provide inspection approval stickers and correction notices. d. Maintain permit and inspection records. e. Pay the Contractor monthly for completed permits. III. COMPENSATION AND EXPENSES The Contractor will receive 75%of the electrical permit fee. Payment will be made on monthly basis for completed permits. At the end of the contract, the amount due the Contractor will be prorated based upon the percentage of inspections completed. The Contractor will be responsible for the Contractor's costs, transportation, telephone and other related costs necessary to complete the inspections. Prior to the processing of any and all payments to the Contractor pursuant to this contract, compliance with the Lake Elmo Finance Department regulations on the completion and filing of W-9 forms and other IRS and Minnesota Department of Revenue taxing forms is required. IV. TERM The Contractor agrees to furnish electrical inspection services on behalf of the City during the period commencing the 1st day of 2014 and until terminated pursuant to this Agreement. V. INDEPENDENT CONTRACTOR 2 Nothing contained in this Agreement is intended or should be construed as creating the relationship of co-partners or joint ventures with the City. No tenure or any rights or benefits, including workers compensation, unemployment insurance, medical care, sick leave, vacation leave, severance pay, PERA, or other benefits available to City employees shall accrue to the Contractor for performing services under this Agreement. VI. INDEMNIFICATION The Contractor agrees that the will defend, indemnify, and hold harmless the City, its officers and employees, against any and all liabilities, loss, costs, damages and expenses, which the City, its officers and employees may hereinafter sustain, incur, or be required to pay, arising out of the Contractor's performance or failure to adequately perform its obligations pursuant to this contract. VII. INSURANCE a. The Contractor does further agree that in order to protect himself as well as the City under the indemnity provisions set forth above, the Contractor will at all times during the term of this Agreement and for a period of three (3)years thereafter, have and keep in force a general liability insurance policy in the amount of at least$2,000,000. The Contractor shall further furnish the City with a certificate of Insurance for such coverage upon the execution of this agreement. b. Contractor shall provide a certificate of insurance showing evidence of workers' compensation coverage or provide evidence of qualification as a self-insurer of workers' compensation. c. Contractor shall maintain automobile liability insurance, and if necessary, umbrella liability insurance with a limit of not less than 2,000,000 each accident. If such insurance contains a general aggregate limit, the general aggregate limit shall be not less than 2,000,000, The insurance shall cover liability arising out of any auto, including owned, hired, and non-owned autos. Vill. TERMINATION 3 a. Upon thirty(30) days written notice to the City, this Agreement may be terminated by the Contractor should the City fail substantially to perform in accordance with the Agreement terms through no fault of the Contractor. b. Upon seven (7) days written notice to the Contractor, the City reserves the right to terminate all or part of this Agreement whenever the City determines that the continuation of this Agreement is not in the best interest of the City. c. Upon receipt of a termination notice, the Contractor shall cease all work and delivery, save those necessary to protect the public health, welfare and safety. d. Termination shall not invalidate any obligation properly incurred by the Contractor prior to receipt of the termination notice to the extent that such obligations are no cancellable. IX. AUDIT AND DISCLOSURE The Contractor shall allow the City, or its duly authorized agents, reasonable access to such of the Contractor's books and records, documents, accounting procedures and practices as are permitted to all services provided under this agreement. X. RECORD RETENTION The Contractor shall retain all records pertinent to this Agreement, for a minimum of three (3) years after the contract completion and audit by the City, except that if any litigation, claim or adverse audit finding exists, the record shall be kept until final disposition thereof has been resolved. XI. SEVERAEILITY The provisions of this Agreement are severable. If any portion herof is for any reason held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this agreement. XII. ENTIRE AGREEMENT The entire agreement of the parties is contained herein. This Agreement supersedes all agreements and all negotiations between the parties relating to the subject matter hereof, as well as any previous agreements presently in effect between the parties. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be 4 valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. XIII. COMPLIANCE WITH LAWS AND REGULATIONS In providing services hereunder,the Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to the provision of such services, including those now in effect and hereafter adopted. XIV. WAIVER Any waiver by either party of a breach of any provision of this Agreement shall not affect in any respect the validity of the remainder of this Agreement. XV. GOVERNING LAW This Agreement shall be controlled by the laws of the State of Minnesota. XVI. RENEWAL This Agreement may be renewed by mutual agreement of the parties with all the terms and conditions herein being renegotiable by the parties. XVII. SUBCONTRACTING AND ASSIGNMENT Contractor shall not enter into any subcontract for performance of any services contemplated under this Contract without the prior written approval of the City and subject to such conditions and provisions as the City may deem necessary. The Contractor shall be responsible for the performance of all subcontractors and for submitting the names, insurance and qualifications of subcontractors. XVIII. NONDISCRIMINATION During the performance of this Agreement,the Contractor agrees to the following: No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, criminal record,creed or national origin, be excluded from full employment rights, participation in, be denied the benefits of or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. 5 IN WITNESS WHEREOF, the parties have hereunto set their hands this day of 2013. CONTRACTOR: CITY OF LAKE ELMO By: By: (Mayor) Its: Dated: Dated: 2013 By: (City Administrator) Dated: 6 ................ THE CFTC OV. 1--A, KEEL k W) CA TO N ............. COW-JCh COAAMUM L DATE: November 19, 2013 REGULAR ITEM# 13 AGENDA ITEM: Lake Elmo Design Guidelines and Standards Manual SUBMITTED BY: Nick Johnson,City Planner THROUGH. Dean A. Zuleger,City Administrator REVIEWED BY: Planning Commission Kyle Klatt, Community Development Director M GGESTED ORDER OF BUSINESS: Introduction of Item............­.........._._................ .............. ...... ...:..Staff Report/Prlek-ntation....___................I................................... .—staff Questions from Council to Staff........ ............ ............. Mayor Facilitates Public Input.if Appropriate........ .................. Mayor Facilitates Call for Motion ........................ .......................................Mayor&City Council Discussion................ .......;...............__................... ...Mayor& City Council Action on ........... ............. ........... .................. Mayor Facilitates POLICY RECOMMENDER- Planning Commission FISCAL IMPACT'. None—City review costs will be reimbursed through application or escrow fees. SUMMARY AND ACTION REQUESTED: The City Council is being asked to consider the adoption of the Lake Elmo Design Guidelines and Standards Manual. The purpose of the manual is to promote high quality development outcomes through site and architectural design. As proposed, the design standards manual would be adopted by reference into the Zoning Code and replace existing design related performance standards in the Code. The adoption of design standards is a supported policy under the Lake Elmo Comprehensive Plan(Chapter III—Land Use). Staff and the Planning Commission are recommending that the City Council adopt the Lake Elmo Design Standards Manual through the following motion: --page I -- City Council Meeting [Regular Agenda Item 13] November 19,2013 "Motion to adopt Resolution /Vo. 2013-09 7 approving the Lake Elmo Design Guidelines and Standards Manual" LEGISLATIVE HISOTYR/BACKGROUND INFORMATION: The City Council reviewed a draft of the Manual at the Council meeting on 11/15/13. At the meeting,it was determined that the Council review the document at a workshop meeting on 11/12/13. By working through various policy questions,the Council was able to reach consensus on a number of minimal changes to refine the Manual. The proposed changes from the previous draft include the following: • Language encouraging rain gardens was removed. The Council preferred the City's storm water ordinance and local watershed districts to address all storm water design for future development. • Regarding form and fagade,language related to blank facades was changed to note that buildings without windows and doors are discouraged. o Examples of simulated building materials that would be acceptable to the City were added. The requirement to submit samples of all building materials before approval of the building permit was removed. o Two errors identified by staff related to conflicting building material language were corrected. @ The title of the document was changed to "Design Guidelines and Standards Manual". o Standards related to the amount of surface parking along the public right-of-way in the Commercial and Business Park districts were changed to make the parking design encouraged as opposed to mandatory. With consensus reached on a number of items,the Manual has now been updated to reflect the Council's direction. Staff recommends that the Lake Elmo Design Guidelines and Standards Manual be adopted to serve as the main tool of site and building design review. Y. PLANNING COMMISSION RECCOMEINDATION: The Planning Commission is recommending that the City Council adopt the Lake Elmo Design Guidelines and Standards Manual through the following motion: "Motion to adopt Revolution No. 2013-09 7 approving the.Lake Elmo design Guidelines and Standards Manual" ATTACHMENTS- L Resolution No, 201.3-097 2. Lake Elmo Design Guidelines and Standards Manual (Draft 1.1-14-13) page 2 CITY OF LAKE ELiO WA H NGTON COUNTY, $NN E SOTA RESOLUTION NO. 2013-097 RESOLUTIONADOPTING THE LAKE ELMO DESIGN GUIDELINES AND STANDARDS MANUAL WHEREAS,the City of Lake Elmo adopted a revised Comprehensive Plan in March of 2013 that calls for the adoption of design standards to promote quality development outcomes in Lake Elmo; and WHEREAS,the Planning Commission has reviewed multiple drafts of the design standards manual at several formal meetings dating back to August of 2012; and WHEREAS,the City of Lake Elmo held a Stakeholder Workshop on October 29, 2012 to gather feedback from members of the development community and WHEREAS, the Lake Elmo Planning Commission held a meeting on October 28, 2013 to consider the adoption of the Lake Elmo Design Standards Manual; and. WHEREAS,on October 28,2013 the Lake Elmo Planning Commission adopted a motion to recommend that the City Council approve the Lake Elmo Design Standards Manual; and WHEREAS,the City Council reviewed the recommendation of the Planning Commission and the Lake Elmo Design Standards Manual at a meeting on November 6, 2013; and. WHEREAS,the City Council reviewed the Manual at a workshop meeting on November 12,2013; and. WHEREAS,the City Council reviewed the Lake Elmo Design Guidelines and Standards Manual at a meeting on November 19,2013; and. NOW, THEREFORE,based upon the information received, the City Couaicil makes the following: FINDINGS 1) That the adoption of the Lake Elmo Design Guidelines and Standards Manual is consistent with the policy guidance of Chapter III—Land Use Plan of the City's Comprehensive Plan, specifically: "Following the completion of the Comprehensive Plan, the City will adopt design standards to ensure the look and feel offuture development is compatible with the community vision of 2 a small town within a rural setting. Standards for building materials, building articulation, design variety and other requirements should be upheld to ensure the quality of the built environment is distinctly Lake Elmo. " 2) That the Lake Elmo Design Guidelines and Standards Manual meets the intent of establishing design review provisions and procedures that promote quality development outcomes in Lake Elmo that are consistent with the City's desired vision for the community. NOW,THEREFORE,BE IT RESOLVED,that based on the foregoing, the Lake Elmo City Council hereby approves the Lake Elmo Design Guidelines and Standards Manual. Passed and duly adopted this 19t''day of November 2013 by the City Council of the City of Lake Elmo, Minnesota. Mike Pearson, Mayor ATTEST: Adam Bell, City Clerk STANDARDSDES GINVYU�IDELINES & THE CITY OF LAKE ELMO mmmwwwwl"Z� mm.- m mm�� A II 4 This page left blank intentionally. 2 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 TABLE OF CONTENTS Chapter 1: Chapter 3: Chapter 5: Introduction..................................................5 Commercial Development...................... 13 Mixed Use Development.......................... 25 Intent and Purpose A. Site Design ......................................................13 A. Site Design ......................................................25 Areas of Growth Building Placement Building Placement Structure of the Standards Streetscape Streetscape Compliance Landscaping Landscaping Parking Parking Chapter 2: Delivery, Service, Storage and Utility Areas Delivery, Service, Storage and Utility Areas High Density Residential Development ...7 B. Building Design...............................................15 B. Building Design...............................................27 A. Site Design 7 Form and Facade Form and Facade Building Placement Building Materials Building Materials Streetscape Scale and Mass Scale and Mass Landscaping Roof Design Roof Design Parking Entries Entries Delivery, Service, Storage and Utility Areas Lighting Lighting B. Building Design 9 Signage Signage Form and Facade Building Materials Chapter 4: Scale and Mass Business Park Development................... 19 Roof Design A. Site Design ......................................................19 Entries Building Placement Lighting Streetscape Signage Landscaping Parking Delivery, Service, Storage and Utility Areas B. Building Design...............................................21 Form and Facade Building Materials Scale and Mass Roof Design Entries Lighting Signage CITY of LAKE ELMo- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 3 This page left blank intentionally. 4 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 5"_44 ,/& Intent and Purpose 5. To encourage site design that is mindful and highway-oriented by nature, offering good opportu- conscientious of the existing landscape and nities for higher density and commercial develop- The City of Lake Elmo is currently preparing for topography ment. In addition,the City has envisioned this area a significant amount of growth and development 6. To foster connections between the new to provide increased employment opportunities in in two areas of the city: the 1-94 Corridor and Old and existing areas of Lake Elmo through Lake Elmo. Village. To ensure that growth is carried out in a consistent standards and theming, resulting manner reflective of the goals and principles of in an identity that is unique to this community Old Village. The Old Village is located in the heart Lake Elmo, measures are being taken to ensure of Lake Elmo, centered along State Highway 5 and development outcomes of a high quality. Included The two areas guided for sewered residential and bordered to the east by CR-15 (Manning Ave.) and in these measures is the creation of design stan- commercial development in Lake Elmo are the 1-94 to the south by 30th St. As the historic center of dards, establishing requirements and guidelines Corridor and Old Village. While both of these ar- Lake Elmo, the Old Village is guided for residen- related to site design and building form. The pur- eas are guided for future growth and have ample tial and mixed-use development types, which are pose of these standards is to incorporate the fol- greenfield development opportunity, it is important consistent with historic downtown areas. In order lowing principles in residential and commercial de- to recognize the differences between these dis- to reinforce the identity of the Old Village as a des- velopment outcomes in the 1-94 Corridor and Old tricts as they pertain to geography and character. tination, it is the City's goal to emphasize a posi- Village: These differences will play a major role in the types tive pedestrian environment, consistent with main of development that are realized in each area. street character. Given this vision and the historic 1. To ensure high quality site design and context, the Old Village will most likely attract dif- building materials, supporting both function Areas of Growth ferent development types than the 1-94 Corridor. and form 2. To provide open space in future areas of -94 Corridor. The I-94 Corridor is geographically Considering the character, geography, and visions growth areas, it is unreasonable growth, building off of Lake Elmo's existing bounded by CR-10 (10th St.) and 1-94 from north for these two g character and environment to south and CR-15 (Manning Ave.) to CR-13 (In- to expect that the development types will be the 3. To accommodate automobile traffic in a wood Ave.) from east to west. The City has guided same. However, in order to establish standards for quality h manner that respects the pedestrian this corridor for residential development of vari- high q y sites and buildings in Lake Elmo, the environment design standards laid out in this manual will be ap- ousdensities, as well as commercial and business plicable to development within both the I-94 Cor- 4. To utilize natural and ecological systems into park development. Given its location and high ublic and private development, articular) ridor and Old Village. p p p � particularly level of access, the vision for this corridor is more in the realm of storm water management CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 5 INTRODUCTION Structure of the Standards Compliance Bards within the manual, it is the responsibility of The standards contained within this manual are As part of the City's development review process, the applicant to demonstrate why a specific stan- structured in a manner that establishes standards any new development, redevelopment, or major dard presents an unreasonable burden in the con- and desired outcomes for private development renovation within the 1-94 Corridor and Old Village text of the proposed site or project. sites within four land use types guided for the 1-94 will be reviewed for compliance to the standards Corridor and Old Village. The four land use types, contained within this manual. Design review will be or development types, addressed in this manual completed within the established review process are as follows: at the stage of final development or building ap- t. High Density Residential; proval. This review will be conducted by the indi- 2. Commercial; vidual or body authorizing the permit or certificate. 3. Business Park; and Exceptions to the standards contained within the 4. Mixed-Use. manual may be granted by the Review Authority under at least one of, but not limited to,the follow- In addition to land use types, the standards are ing circumstances: organized into two primary categories: Site Design and Building Design. The standards contained • The proposed project is found to be of an archi- within these categories are organized using the tectural value above and beyond the accepted following sub-categories: standard and therefore a community asset. 1. Site Design • The proposed project demonstrates a commit- • Building Placement ment to theming elements and open-space • Streetscape character, thereby supporting Lake Elmo's • Landscaping unique identity. • Parking • The proposed project is found to prioritize • Delivery, Service, Storage and Utility Areas pedestrian circulation and safety, including streetscape treatments above the minimum 2. Building Design standards that contribute to a positive pedes- • Form and Facade trian environment. • Building Materials • The proposed project demonstrates a signifi- • Scale and Mass cant commitment to natural storm water man- • Roof Design agement practices. • Entries • The proposed project includes a significant • Signage commitment to sustainable building practices, • Lighting similar to the standards required for LEED cer- These categories and respective sub-categories tification. are intended to organize the specific standards In order to receive relief or exception to the Stan- within each land use or development type. 6 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS - DRAFT 11-14-13 2a� I Applicable Zoning Districts: • Urban Medium Density Residential (MDR) • Urban High Density Residential (HDR) Both the 1-94 Corridor and Old Village are expected to experience growth in the form of high density residential development. This growth will be com- prised of single-family attached (townhome) devel- opment and multi-family residential development, '' , rr including apartments and condominiums. For - � residential development, the intent of the design standards is to provide housing of a high aesthetic \ _ )� k quality with open or recreational spaces integrated a �I directly into the site. A. Site Design Common open or recreation spaces should be located to BuildingPlacement _ the interior or rear of the site. " Goal:Structures should be located and oriented in a entryways, landscaping, porches, patios and - manner that allows for pedestrian accessibility and other amenities that may be utilized by resi- provides visual interest from the public right of way. dents and provide visual interest or a sense of place. ��� a. Buildings are encouraged to be located as d. Recreational and common spaces should be ; close to the public street as possible while still located at the interior or rear of the site to pro- meeting the setback requirement. In addition, mote access and safety for residents. Keep- 4, the setbacks of adjacent residential buildings ing these spaces out of the front of the site r are encouraged to be varied slightly to contrib- also helps maintain visual interest and attrac- ute to an interesting streetscape, avoiding mo- tive sight lines. notonous facade or wall depth. e. Some provision of open or common space on b. Buildings should be easily accessed from the the site is required to maintain Lake Elmo's street, particularly near commercial or mixed- open space character. This provision can use development. be found in §154.454 of the Lake Elmo City Buildings are encouraged to l sited closer to public streets c. The area fronting the main public street, or Code. front-yard setback area, should be utilized for to promote access and visual interest. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 7 HIGH DENSITY RESIDENTIAL DEVELOPMENT Landscaping Goal: To enhance the visual aesthetic of the built environment and reduce impervious surface, thereby aiding storm water management practice. ,� + ���� ►�.' . e" a. Shade and ornamental trees and other plant a Jr,' material should be installed within the front A r setback area. b. Bare soils should be p` lanted or mulched with� ' •` �" - � �� bark stone or other suitable material to avoid �♦ unnecessary runoff. c. Plant species are encouraged to be native, low- maintenance and suitable to the Lake Elmo cli- mate. d. Making use of similar plant materials as adja- cent properties and public spaces is encour- Decorative fencing provides a nice transition from the public right of way to the entryway. aged to create continuity. e. Mature trees located on building sites should a. Sidewalks shall be provided parallel to public be retained whenever possible. streets in order to ensure pedestrian accessi- f. Service, storage, utility and parking areas bilit and circulation. Y should be buffered by plantings to reduce vi- �` z b. Sidewalk materials should be attractive and sual impact. low-maintenance, such as concrete or decora- g. Parking areas should include landscaped is- tive pavers. lands or plant beds to reduce the visual im- t7, c. Boulevard areas should planted with turf grass pact, break up monotonous hardscape and t� - and/or other attractive, low-maintenance retain storm water. ground cover. In addition, boulevard trees should be provided in regular intervals. i d. Site furnishings such as benches, pedestrian- scaled lighting,decorative fencing,trash recep- At left:Pedestrian amenities contribute to an inviting and tacles and other amenities are recommended. functional streetscape. Applicants are encouraged to utilize design el- StreetsCape ements and site amenities from the Lake Elmo Goal: Residential streetscapes should provide for pedestrian accessibility and safety while offering Branding&Theming Study. aesthetically pleasing environments. e. Paths and access points/entryways should be clearly visible and well lit at night. 8 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 HIGH DENSITY RESIDENTIAL DEVELOPMENT d. Access to parking areas should be designed in B. Building Design a way that does not impede pedestrian traffic. e. Parking should be screened from adjacent Form and Facade - structures with landscaping strips not exceed- Goal: Standards are intended to ensure high qual- ing 4 feet in height in order to ensure pedes- ity design, encourage creativity and promote visu- trian safety. ally appealing development, thereby cultivating a { f. Lighting must be provided in parking areas sense of place and identity. at night for safety purposes. However, direct glare, spillover or other forms of light pollution a. Blank facades without windows and doors are directed at adjacent properties are prohibited. discouraged. All sides of the structures shall g. Parking facilities must be ADA compliant when have architectural treatments. _ deemed necessary. b. Window and door styles should reflect the pre- vailing architectural style of the structure. Delivery, Service, Storage and Utility Areas c. Window sills and trim are required for all exte- Lighting should be down-cast and shielded to prevent glare Goal: To minimize the visual impact of storage and rior windows. or spill-over onto adjacent properties. utility areas within residential developments. d. Flat panel exterior and garage doors are dis- Parking couraged. a. Exterior storage and utility areas should be e. Garages should be recessed from the facade Goal: accommodate automobile parking in a located in low trafficked areas and screened of the principal structure whenever possible to destrimannerr that reduces visual impact, supports pe- from adjacent properties. draw visual attention away from parking areas. along the e public right of way,circulation and maintains good sight lines b. Trash enclosures should be located so that f. If there are multiple garages within a struc- long th noise and odor do not affect nearby residents ture, they should be varied in their location to or adjacent properties. minimize the visual impact of a row of garage a. Parking areas should be located to the rear,side c. Screening of storage and utility areas may in- doors. or within primary buildings whenever possible. clude landscaping and architectural features b. Structured or underground parking is encour- that match the primary structure. aged. d. Storage areas should match the architectural c. The linear measurement of surface parking ar- design of the primary structure. eas parallel to the public street may not exceed n e. Utilize directional signage for storage and trash more than 50% of primary street frontages. areas when appropriate. Sites or projects that are unable to meet this requirement will be required to install berms P w and/or additional landscaping to buffer areas of surface parking adjacent to the primary street frontage. Attached units on a public street benefit from individual entries. CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 9 HIGH DENSITY RESIDENTIAL DEVELOPMENT g. Detached garages shall be architecturally con- as they are balanced and consistent. sections. sistent with the principal structure. e. Primary building materials for residential struc- c. Architectural elements,such as dormers,deco- h. Finished exterior materials shall be applied tures should include brick, finished wood, rative windows and trim, porch details, decora- to all wall facades above 18 inches from the stone, quality metals, glass, cast-stone, or pre- tive shutters, and wainscoting, can reduce the finished grade line, where unfinished exterior cast concrete panels with aggregate, banding, appearance of bulk and mass by providing vi- foundation may be visible. testuring, or other similar decorative finish. sual interest. i. Ground level of multi-family structures should f. Exposed exterior building materials such as d. Building mass should be broken up with mul- be distinguished architecturally from upper brick, stone, wood, or stucco should be au- tiple roof and ridgelines perpendicular with one levels to provide human-scale elements for pe- thentic. Simulated materials may also be used another. destrians. if demonstrated to be of high quality and ap- e. Structures of two-stories or higher should have j. Living space below the main building level, proved by the City. articulated facades to minimize the appear- such as a walkout structure, may not be visible g. Materials which are prohibited as the primary ance of mass, as well as multiple roof lines from the front side of the structure facing the facade material include the following: with corresponding gables. main public street. • Vinyl siding f. Scale should be reduced by utilizing "step- k. Split entry type structures are discouraged. • Unpainted galvanized metal down" methods towards the public street. I. Where individual units face a public street, • Corrugated metal, plastic, or fiberglass Porches, entries, window-bays or bump-out are each unit should be designed with a walkway • Plain, unpainted, or painted concrete effective in this regard. from the sidewalk to the front entry feature. block m. Entryways to individual units should contain an • Prefabricated concrete panels entryway feature, such as a porch or portico. h. Roofing materials should consist of composition shingles, wood shakes, or clay or stone tiles. Building Materials Metal used as a roofing material must incorpo- Goal:To offer variety of attractive and quality build- rate ribs or standing seams to be acceptable. ing materials that will shape the identity and visual interest of residential development in Lake Elmo. Scale and Mass - Goal: To establish parameters for building horizon- tally and vertically with a human scale in mind. ' building materials. b. Changes in facade building materials should a. Building volume should be broken up with re- occur at clean horizontal and vertical separa- cesses and projections such as balconies, bay tions,such as at building levels or architectural windows,dormers, porches,and other features =c�_ features. that provide variation and identity. c. Siding materials should emphasize horizontal lines b. Mass should be reduced through facade artic- Building Mass is reduced by breaking the building up into to reduce the appearance of height and mass. smaller sections and"stepping-back"levels above the d. Multiple facade colors are encouraged as long ulation, breaking up the wall area into smaller ground floor.Source:www.minnpost.com 10 CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 HIGH DENSITY RESIDENTIAL DEVELOPMENT Roof Design are encouraged to include porches, covered Signage Goal: To break up monotonous roof lines, add ar- recesses or covered stoops. Goal: Residential signage should be subtle in na- chitectural detail and screen rooftop equipment. e. Ground floor residences that adjoin a public ture and utilized to promote building identity and to street or open space shall have direct access properly direct automobile and pedestrian traffic. a. All rooftop equipment and must be screened to the public street or open space. using materials consistent with the overall ar- f. For units with individual exterior entries, small, a. Signs shall be consistent with the architectural chitecture, particularly on roofs that are visible landscaped private entry yards afford an at- style of the building on which they are placed, in- from adjacent buildings. tractive appearance on the street side and al- cluding scale, lighting levels, color and material. b. Multiple peaks and ridgelines are encouraged low residents to take pride in these areas. b. Signs shall be constructed of quality materials. to promote greater visual interest. c. All signage should be illuminated and clearly c. Dormers are encouraged to break up continu- Lighting visible after dark. ous rooftop. Goal: To provide for safety and visual interest, d. Signs are encouraged to be creative in the use d. Providing architectural detail on soffits and fas- while respecting the City's dark sky ordinance. of two and three-dimensional forms, lighting cias are encouraged. and graphic design, and use of color, patterns, a. Lighting should be provided in all common ar- typography, and materials. Entries eas, including parking, vehicular and pedes- e. Interior vehicle and pedestrian routes should Goal: To encourage entryways of high architectural trian entries, walkways and common facilities be clearly marked. quality that emphasize access, safety, and a hu- (mailboxes, pools, etc.). f. All buildings are encouraged to incorporate el- man scale. b. Lighting height shall be consistent with the ements of community theming in appropriate City's exterior lighting standards. signage, supporting district and city identity. a. Primary building entries shall be visible and c. Service area lightingshall be confined within the connected to the street sidewalk by the most service yard boundaries and enclosure walls. direct route practical. However, some cur- d. Spill-over light from storage or service areas vature in design for aesthetic purposes is al- is not allowed. Lights at service or exit doors lowed. shall be limited to low wattage, downcast or b. Each building should have one or more clear- low cut-off fixtures that remain on throughout ly identifiable "front doors" that address the the night. street and include signage denoting property e. Accent lighting should be used to draw interest address. to architectural features or entryways and not c. Building entries should incorporate design ele- to exhibit or advertise buildings. Architectural ments or architectural treatments, such as aw- lighting must be downcast and shielded to pre- nings, columns or cornices to emphasize the vent light pollution. primary entryway. f. Bare bulb or exposed neon lighting is not al- d. Primary communal entryways are encouraged lowed for accentuating building form. to be recessed to offer shelter from inclement weather. Units with individual exterior entries CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 11 This page left blank intentionally. 12 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 Applicable Zoning Districts: • Commercial (C) • Convenience Commercial (CC) The future commercial areas within the 1-94 Corri- dor and Old Village will include a variety of service, office, retail and other uses that will serve exist- ing and future Lake Elmo residents and beyond. While the differences in character and geography of these two growth areas may attract different types of commercial uses, it is important to es- tablish standards that will ensure quality devel- opment outcomes regardless of location and use -- classification. In the commercial districts, quality development outcomes consist of buildings of high architectural quality and sites that function well for all users, both drivers and pedestrians. a - t A. Site Design Y - Building Placement Goal: To ensure access and circulation for all us- ers in a manner that minimizes traffic disruption -- — - and safety concerns, as well as maintains good sightlines from the public street. Landscaped gathering spaces provide a distinctive and welcoming space for visitors. a. Buildings must be setback at least 30 feet c. Buildings should be oriented parallel or per- e. Shared access points from the public ROW are from the public right of way. Buildings are en- pendicular to the street they front, promoting encouraged.Vehicular access points should be couraged to be located as close to the public continuity of design. limited to minimize traffic disruption. street as possible while still meeting the set- d. Buildings should be arranged to provide conve- f. For master planned development, the provi- back requirement. nient access to entrances and efficient on-site sion of landscaped open or gathering spaces is b. The orientation of multiple buildings on one circulation for vehicles and pedestrians. encouraged within commercial developments. site must be clearly coordinated. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 13 COMMERCIAL DEVELOPMENT Landscaping _ Goal: To ensure development of a high aesthetic — quality, and to reduce the amount of impervious surface at commercial sites. i a. Parking, public and streetscape areas should utilize trees, plant beds, and potted plants to �`� 3� �� � �•■��IIIII add visual interest and break up continuous hardscape. b. Parking, service, storage and utility areas should be buffered by plantings. Near areas Fencing around outdoor dining areas helps delineate pedes- Streetscapes should include plant beds with trees to provide of pedestrian circulation,these plantings shall trian walkways and patio space. shade and add aesthetic value along sidewalks. not exceed 4 feet In height for Safety purposes. c. Hardy and native plant materials that are re- ! ' a. Sidewalks are required along primary street sistant to the climate, disease and salt are en- ' �9 frontages, unless a suitable alternative that couraged. promotes pedestrian access safety is approved. d. Making use of similar plant materials as adja- In addition, pedestrian access to the building cent properties and public spaces is encour- from the public street shall be provided. aged to create continuity. b. Street trees shall be installed at regular inter- e. Mature trees located on building sites should vals along the public right of way. be retained whenever possible. c. Ornamental or bollard lighting is encouraged to f. Bare soils should be planted or mulched with increase safety, as well as add visual interest. bark, stone or other d. Fencing shall be installed around outdoor din- suitable material to ing areas that are adjacent to pedestrian areas avoid unnecessary _ or streets. runoff. e. Site furnishings such as decorative fencing, trash receptacles, planters, bicycle racks, and Parking - �� benches are recommended. Applicants are Goal: To provide parking Bollards are an effective tool in delineating the pedstrian encouraged to utilize design elements and facilities that adequately space. This style of bollard is drawn from the Lake Elmo site amenities from the Lake Elmo Branding& serve the needs of com- Branding and Theming study. Theming Study. mercial properties, while Streetscape ensuring pedestrian safe- Goal: To create safe, pleasant and functional pe- ty and maintaining a posi- Sidewalks within larger parking lots improve tive visual aesthetic from destrian spaces within commercial development, pedestrian circulation and improving access and district identity. the public right of way. safety. 14 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 COMMERCIAL DEVELOPMENT f. Parking areas should be screened from view B. Building Design of public streets by means of grading and/or landscaping. Form and Facade g. Parking areas should be screened from adja- Goal: To ensure structures of high architectural cent structures with landscaping strips not ex- quality that promote visual interest, thereby sup- ceeding 4 feet in height in order to ensure pe- �� destrian safety. porting district identity. a. Blank facades without windows and doors are h. Landscaped islands should be installed within surface parking areas to break up continuous discouraged.All sides of structures should have E'er _ architectural treamtent.Variety and creativity in hardscape and reduce concentration of imper- building facade is encouraged through changes vious surface. in building materials, fenestration height, and i. Lighting must be provided in parking areas � roof lines, especially on primary facades that at night for safety purposes. However, direct face the public right of way. Landscaping strips along public streets add a visual separa- glare, spillover or other forms of light pollution b. Window and door styles shall reflect the pre- vailing architectural style of the structure. tion between parking areas and the public right-of-way. directed at adjacent properties are prohibited. j. Parking facilities must be ADA compliant when c. Ground level retail and commercial uses a. The linear measurement of surface parking deemed necessary. should employ a significant amount of trans- areas parallel to the public street are encour- parent glass in the form of windows and doors, aged not to exceed more than 60% of primary Delivery, Service, Storage and Utility Areas particularly near pedestrian entrances. street frontages. Sites or projects that are un- Goal: To provide physical and visual separation able to meet this guideline are encouraged to between delivery, service and storage areas and install berms and/or additional landscaping areas of pedestrian and automobile circulation. along areas of surface parking adjacent to the primary street frontage. a. Service, storage, maintenance or trash collec- b. The entrance to parking facilities should be lo- tion areas should be located out of the view cated on secondary streets when possible. from the public right of way, or significantly c. Shared parking facilities between adjacent p g J screened through landscaping or architectural uses or businesses are encouraged when pos- features. sible to avoid excessive amounts of parking. b. Service, storage and trash collection areas are d. Structure parking is encouraged, and should not allowed in the setback areas. _ be located behind or beneath primary build- p Y c. The location of delivery,storage and service ar- ings when possible. eas should be clearly marked with signage and e. Structure parking or parking areas located be- should not interfere with other automobile or neath the primary structure should bescreened pedestrian circulation. with architectural elements that match the pri- d. Storage and delivery areas should be hard sur- Facade articulation and windows with architectural detail mary building. face, minimizing the dispersal of dust. add visual interest and break up long expanses of continu- ous fagade. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 15 COMMERCIAL DEVELOPMENT stone, cast stone, or pre-cast concrete panels tiple roof and ridgelines perpendicular with one with exposed aggregate, banding, texturing, or another. _ other similar decorative finish treatment. d. Structures of two-stories or higher should have c. High quality synthetic materials that adequate- articulated facades to minimize the appear- -- - - - ly duplicate natural materials may be accept- ance of mass, as well as multiple roof lines - able if approved by the City, including, but not with corresponding gables. limited to, thin brick, hardi plank, decorative e. Scale should be reduced by utilizing "step- concrete masonry, and other materials. down" methods towards the public street. En- d. The following building materials are not allowed tries and other bump out features are effective to be used as the primary facade for commer- in this regard. cial development: • Unpainted galvanized metal High quality and durable building materials add aesthetic • Unfinished "green-treated" lumber value and create a more attractive environment. a Unfinished wood • Plain or unpainted concrete Painted concrete block may be used on d. Minimizing continuous expanses of wall • through facade articulation, recession and pro- the rear of the building or sides not visible from the public right of way. jection is encouraged. • �-'"`` � ' =--.: e. Structures that are oriented towards the public Vinyl siding street are encouraged to provide multiple ac- e. Facade colors should reflect subtle earth cess points or entrances if the parking area is tones. However, other primary facade colors located to the rear of the structure. will be considered by the Review Authority. Ac- f. Architects and builders are encouraged to in- cent materials should complement the colors =+ corporate topographical features into the form of the primary facade. r of the structure when possible, utilizing natural grades to create unique design. Scale and Mass Goal: To establish standards for building with a hu- man scale in mind. Parapets of varying heights add architectural interest and Building Materials accentuate building entries. Goal: To promote quality development through du- a. Buildings should be broken down into smaller rability and visual aesthetics, thereby supporting parts to avoid monotonous or continuous de- district identity. sign and the appearance of mass. b. Exterior design that provides the appearance a. High-quality and durable materials should be of multiple structures is encouraged to reduce used in street facing facades. scale and minimize mass. b. Primary building materials for commercial c. Building mass should be broken up with mul- structures should include brick, finished wood, 16 CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS - DRAFT 11-14-13 COMMERCIAL DEVELOPMENT Roof Design Lighting Signage Goal: To ensure architectural consideration and Goal: To ensure safety of patrons, employees, pe- Goal: To provide signage that clearly identifies consistency in roof design in relation to the struc- destrians and automobiles, as well as providing businesses within the Commercial district, while ture, and to reduce the visual impact of rooftop visual interest and aesthetic value to a site, while promoting quality and consistency in terms of de- equipment. limiting light polution of the night sky to the best sign and materials. extent possible. a. The design of the roof must be consistent with a. Building signage should be complementary the overall architecture or design of the structure. a. Lighting must be provided in entryways, park- to the architecture of the structure, as well as b. Parapets of varying heights are required for ing areas, pedestrian ways, storage and ser- consistent with the style of the surrounding large commercial buildings with flat roofs. vice areas, and other locations that require ad- buildings or district. c. Rooftop equipment, particularly on flat roofs, ditional safety lighting. b. Sign elements that will be evaluated for consis- must be screened by the parapet or other ar- b. Lighting height shall be consistent with the tency include scale, color, lighting and materi- chitectural features. City's exterior lighting standards. als. c. Lighting styles should be complementary to c. Signs must be constructed of high-quality, du- Entries the architectural style of the building. rable materials. Goal: To provide identifiable entryways that em- d. Lighting of architectural features should be d. Directional signage to delivery, service and phasize access, pedestrian safety, architectural used to provide accent and interest, as well storage areas is required. quality and a human scale. as identify the building entryway. Architectural e. Two and three-dimensional signs are encour- lighting must be downcast and shielded to pre- aged to promote creativity and district identity. a. Entryways to commercial structures should be vent light pollution. f. All buildings are encouraged to incorporate el- accessible for pedestrians from the public right e. Bollard lighting is encouraged for pedestrian ements of community theming in appropriate of way. Large retail sites in particular should areas. signage, supporting district and city identity. consider installing a dedicated pedestrian way. f. Overhead lighting must be shielded to prevent b. Architectural features should be incorporated light trespass and spill-over onto adjacent into entryways, such as facade detailing or properties. Commercial uses near residential zones must prominent windows. g• _ ---- c. The use of canopies, awnings and other shel- utilize lighting that minimizes light trespass. tering features are encouraged. h. Bare bulb and exposed neon lighting are not = d. Pedestrian amenities such as trash recepta- allowed. cles, benches, or lighted bollards are encour- aged near entryways to commercial buildings. Signage should complement the architectural style of the building. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 17 This page left blank intentionally. 18 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 Applicable Zoning Districts: • Business Park/Light Manufacturing(BP) The intent of this zoning district is to provide oppor- tunities for high quality business park development F for office, light manufacturing, and other non-retail uses. In terms of design, this manual establishes consistent architectural standards between van- a: , ous users in the BP district. These architectural standards are intended to promote a coordinated identity and avoid mismatched design. In addition, the manual ensures the installation of open-space character within business park development through effective Site design and landscaping. �= Street trees provide an attractive streetscape,as well as help screen and provide shade within parking areas. A. Site Design � = Streetscape Building Placement - Goal: To provide high quality landscaping in areas visible from the public view, as well as promote pe- Goal: To establish standards for building location destrian connections in the BP district. that ensure effective automobile and pedestrian Utilizing natural topography within business park develop- circulation and promote coordination of buildings ment adds aesthetic value and reinforces Lake Elmo's open a. Street trees shall be installed at regular inter- between adjacent sites and structures. space character. vals along the public right of way. Species of street trees should be selected according to a. Buildings must be setback at least 50 feet ible with adjacent structures and sites. root zone and salt tolerance. from the public right of way. e. Utilizing the natural topography or features of b. Additional landscaping along public streets is b. Buildings should be located in a manner that the site is encouraged to create unique land- encouraged. Landscape materials should be low- allows for effective automobile and pedestrian scapes and add visual interest and value to the maintenance and native to ensure heartiness. circulation. design. c. Sidewalks along the public right of way are c. Shared access points from the public ROW are f. The provision of common and open spaces to encouraged to extend pedestrian connections encouraged.Vehicular access points should be the rear of the site is encouraged for the use throughout the BP district. limited to minimize traffic disruption. of employees and visitors, reinforcing Lake El- d. Utilizing site amenities as guided by Lake Elmo d. The orientation of buildings should be compat- mo's open-space character. Theming Study is encouraged. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 19 BUSINESS PARK DEVELOPMENT Landscaping d. Structure parking is encouraged, and should Goal: To reduce continuous hardscape and imper- be located behind or beneath primary build- vious surface, as well as ensure development of a ings when possible. high visual quality. e e. Structure parking or parking areas located be- neath the primary structure should be screened a. Trees, plant beds, and potted plants should with architectural elements that match the pri- be installed in parking, sidewalk, and other mary building. hard surfaced areas to add visual interest and f. Parking areas should be screened from view break up continuous impervious surface. of public streets by means of grading and/or b. Parking, service, storage and utility areas landscaping. should be buffered by plantings, particularly g. Parking areas should be screened from ad- when in view of public streets. Near areas of jacent structures with landscaping strips not pedestrian circulation, these plantings shall exceeding 4 feet in height in order to ensure not exceed 4 feet in height for safety purposes. Landscape islands greatly improve that character of surface pedestrian safety. c. Hardy and native plant materials that are re- parking lots. h. Landscaped islands should be installed within sistant to the climate, disease and salt are en- Parking surface parking areas to break up continuous couraged. Goal: To adequately serve the parking needs of hardscape and reduce concentration of imper- d. Making use of similar plant materials as adja- businesses in the BP district, while ensuring pe- vious surface. cent properties and public spaces is encour- destrian safety, reduced impervious surface, and i. Lighting must be provided in parking areas aged to create continuity. a high quality visual aesthetic and appearance. at night for safety purposes. However, direct e. Mature trees located on building sites should glare, spillover or other forms of light pollution be retained whenever possible. a. The linear measurement of surface parking directed at adjacent properties are prohibited. f. Bare soils should be planted or mulched with areas parallel to the public street are encour- j• Parking facilities must be ADA compliant when bark, stone or other suitable material to avoid aged not to exceed more than 75% of primary deemed necessary. unnecessary runoff. street frontages. Sites or projects that are un- able to meet this guideline are encouraged to Delivery, Service, Storage and Utility Areas install berms and/or additional landscaping to Goal: To provide physical and visual separation of buffer areas of surface parking adjacent to the delivery, service, storage and utility areas from the primary street frontage. public right of way and areas of automobile and b. The entrance to parking facilities should be lo- pedestrian circulation. cated on secondary streets when possible. c. Shared parking facilities between adjacent a. Delivery,service,storage,maintenance or trash uses or businesses are strongly encouraged collection areas should be located out of the when possible to avoid excessive amounts of view from the public right of way,or significantly parking. 20 CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 BUSINESS PARK DEVELOPMENT screened through landscaping or architectural b. Window and door styles should reflect the pre- a. High-quality and durable materials should be features that match the primary structure. vailing architectural style of the structure. used in street facing facades. b. Service, storage and trash collection areas are c. Variety and creativity in building facade is en- b. Primary building materials for structures in the not allowed in the setback areas. couraged through changes in building materi- BP district should include brick, stone, cast c. The location of delivery, storage and service ar- als,fenestration height,and roof lines. Primary stone, quality metals, glass, Exterior Insulation eas should be clearly marked with signage and facades should not present a continuous wall Finish Systems (EFTS), or pre-cast concrete should not interfere with other automobile or without architectural details that add visual in- panels with exposed aggregate, banding, tex- pedestrian circulation. terest. turing or other similar decorative finish treat- d. Storage and delivery areas should be hard sur- d. Minimizing continuous expanses of wall ment. face, minimizing the dispersal of dust. through facade articulation, recession or pro- c. High quality synthetic materials that adequate- jection is encouraged. ly duplicate natural materials may be accept- e. Architects and builders are encouraged to incor- able if approved by the City, including, but not B. Building Design porate topographical features into the form of limited to, thin brick, hardi plank, decorative the structure when possible, utilizing natural concrete masonry, and other materials. Form and Facade grades to create unique design. d. The following building materials are not al- Goal: To promote buildings of high architectural lowed to be used as primary finished facade quality and creativity in design. Building Materials material for business park development: Goal: To promote quality development through du- • Unpainted galvanized metal a. Blank facades without windows and doors are rability and visual aesthetics, thereby supporting • hed "green-treated" lumber discouraged. All sides of the structures shall district identity. • Unfinished wood have architectural treatments. 0 Plain or un ainted concrete 411---- Jim "!si Garbage collection areas should be located to the rear of the site and screened using materials that match the principal Corner treatments to larger structures add visual interest Long expanses of wall can be broken up using windows and and break up monotonous design. other treatments. structure. CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 21 BUSINESS PARK DEVELOPMENT I= , High quality building materials are required for street-facing facades. - • Painted concrete block may be used on the rear of the building or sides not visible J i - from the public right of way. g. Facade colors should reflect subtle earth tones. However, other primary facade colors will be considered by the Review Authority. Ac- cent materials shall complement the colors of Parapets of varying height provide additional architectural detail that add aesthetic value. the primary facade. Roof Design Entries Goal: To ensure architectural consideration and Goal: To provide identifiable entryways that em- Scale and Mass consistency in roof design in relation to the archi- phasize access, pedestrian safety, architectural Goal: To reduce the appearance of mass in the BP tecture of the building, and to reduce the visual quality and a human scale. district. impact of rooftop equipment. a. Entryways to buildings in the BP district should a. Scale should be reduced by utilizing "step- a. The design of the roof must be consistent with be accessible for pedestrians from the public down" methods, particularly near areas of pe- the overall architecture or design of the struc- right of way. destrian circulation. Entries and other bump ture. b. Architectural features should be incorporated out features are effective in this regard. b. Parapets of varying heights are required for into entryways, such as facade detailing or b. Structures of two-stories or higher should uti- buildings in the BP district with flat roofs. prominent windows. lize facade treatments, such as multiple build- c. Rooftop equipment, particularly on flat roofs, c. The use of canopies, awnings and other shel- ing materials or additional windows, to mini- must be screened by the parapet or other ar- tering features are encouraged. mize the appearance of mass. chitectural features. d. Pedestrian amenities such as ornamental 22 CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 BUSINESS PARK DEVELOPMENT vice areas, and other locations that require ad- Signage ditional safety lighting. Goal: To provide signage that clearly identifies b. Lighting height shall be consistent with City's businesses within the BP district, while promoting exterior lighting standards. quality and consistency in terms of design and ma- �..�������"�� c. Lighting styles should be complementary to terials. the architectural style of the building. d. Lighting of architectural features should be a. Building signage shall be complementary to used to provide accent and interest, as well the architecture of the structure, as well as w �n�.w.ewww� as identify the building entryway. Architectural consistent with the style of the surrounding lighting must be downcast and shielded to pre- buildings or district as a whole. vent light pollution. b. Sign elements that will be evaluated for consis- e. Bollard lighting is encouraged for pedestrian tency include scale, color, lighting and materi- W areas. als. f. Overhead lighting must be shielded to prevent c. Signs must be constructed of high quality, du- light trespass and spill-over onto adjacent rable materials. properties. d. Directional signage to delivery, service and g. Buildings near residential zones must utilize storage areas is required. lighting that minimizes light trespass. e. Two and three-dimensional signs are encour- Canopies and changes in building materials help accentuate h. Bare bulb and exposed neon lighting are not aged to promote creativity and district identity. entryways. allowed. f. All buildings are encouraged to incorporate el- trash receptacles, benches or lighted bollards ements of community theming in appropriate are encouraged near entryways to buildings in signage, supporting district and city identity. the BP district. Lighting Goal: To ensure safety of patrons, employees, pe- destrians and automobiles, as well as providing -� c�Ct visual interest and aesthetic value to a site, while limiting light pollution of the night sky to the best extent possible. a. Lighting must be provided in entryways, park- ing areas, pedestrian ways, storage and ser- Two and three-dimensional signage provides creativity and visual interest. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 23 This page left blank intentionally. 24 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 Applicable Zoning Districts: • Village Mixed-Use The Village Mixed-Use district is expected to de- !, Streetscape velop as an extension of Lake Elmo's historic 4 Goal: To provide a pleasing pedestrian environ- downtown area on Lake Elmo Ave. south of State ' 4 ment that promotes a vibrant and walkable down- Highway 5. The downtown area of Lake Elmo rep- ' town area. resents quintessential small-town charm. It is the City's goal to build off this old, small-town charac- �, a. Sidewalks are required parallel to public streets ter to the best extent possible. The standards of �a "` ` in the Mixed-Use district. Larger sidewalks are the Mixed-Use district place a high emphasis on encouraged to support the amount of pedes- walkability, streetscapes, and the overall pedestri- - trian activity that is conducive to downtown an environment. For this district to be successful, areas. The minimum sidewalk width in the site design must be conducive to pedestrian clr- It is the goal of the mixed use development area to build off Mixed-Use district is 6 feet. culation and safety. In addition, the development of the existing charm of Downtown Lake Elmo. b. Sidewalk materials should be attractive, du- that occurs in the Mixed-Use district will serve an rable and low-maintenance, such as concrete important function as a unique gathering place b. If buildings do not meet a zero lot line orienta- and pavers. Special paving materials are en- in the community. For that reason, it is critical to tion, plazas, patios, outdoor dining areas and couraged to add visual interest and promote a establish consistent and high quality architectural landscaped entries are encouraged in the set- unique identity. standards that ensure creativity and an attractive back area. c. Pedestrian space may be maximized through aesthetic. c. Buildings must be oriented either perpendicu- the use of perme- lar or parallel to the street they front, with the able pavers or tree A. Site Design primary facade being parallel to the sidewalk. grates at the base of d. Gaps and openings between buildings should street trees. Building Placement be minimized in order to preserve a compact d. Street or boulevard Goal: To promote compact development that i pedestrian environment. trees should bes e. Off-street parking areas should be located to planted at regular consistent with Lake Elmo's vision for a pedestri- the rear or side of buildings in the Mixed-Use intervals. Species of an-oriented downtown. district and accessed from secondary streets or street trees should parking alleys. On-street parking may be avail- be selected accord- zero Buildings in the Mixed-Use district may meet a able on public streets in the front of buildings. ing to root zone and zero lot line setback, but may not be setback Tree gates help maximize f. Ground floor uses of structures in the Mixed-Use salt tolerance. pedestrian space in areas of further than 20 feet from the public right of way. district should encourage pedestrian activity. high pedestrian activity. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 25 MIXED-USE DEVELOPMENT _ -4 utilize trees, plant c. Structure parking should be screened with ar- beds, and potted chitectural elements that match the primary ti. plants to add visual building. interest and break d. The entrance to parking facilities should be lo- - up continuous hard- cated on secondary streets when possible. scape. e. Shared parking facilities between adjacent b. Parking, service, uses or businesses are strongly encouraged c — storage and utility when possible to avoid excessive amounts of areas should be buff- parking. ered by plantings. Near areas of pe- destrian circulation, s N Ran plantings- these lantin s shall !i!LLLLLLi!I:Ll4!L��Li4h�i!!!ilj!�1!Ll �1��4�i�f4!i!i!i�b'..�i!i!L Creating inviting pedestrian spaces increases pedestrian Seasonal planters attract more not exceed 4 feet in traffic and activity. activity to mixed-use areas by height for safety pur- e. Planting beds and other type of street land- creating a pleasant pedestrian space. poses. scaping are encouraged as long as they do not c. Hardy and native conflict with pedestrian circulation. plant materials that are resistant to the climate, ` f. Benches, bicycle racks, ornamental trash re- disease and salt are encouraged. ceptacles and other site furnishings are en- d. Making use of similar plant materials as adjacent couraged. Applicants are encouraged to utilize properties and public spaces is encouraged to design elements and site amenities from the Create Cont Parking is encouraged in the rear of the site to accentuate lnulty.Lake Elmo Branding&Theming Study. e. Mature trees should be retained when pos- front building elevations. g. Pedestrian scaled lighting in the form of bollard sible. or ornamental lighting promotes district iden- f. Bare soils should be planted or mulched with tity and pedestrian safety. bark, stone or other suitable material to avoid h. Ornamental fencing shall be installed around i unnecessary runoff. outdoor dining areas to provide separation from pedestrian routes. Parking a. Off-street surface parking is not allowed in front _ -dr Landscaping of the building along the primary street front- Goal: To promote an aesthetically pleasing pedes- age. However, opportunities for on-street park- trian environment through landscaping, as well as ing on the public street should be available. reduce the amount of impervious surface in the b. Structured parking located to the side, rear Mixed-Use district. or beneath the building is encouraged in the Angled parking promotes traditional main-street character Mixed-Use district. and provides a greater buffer between pedestrian and auto- a. Parking, public and streetscape areas should mobile areas. 26 CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS - DRAFT 11-14-13 MIXED-USE DEVELOPMENT f. Surface parking areas should be screened b. Delivery areas should be located in the rear of B. Building Design from view of public streets by means of grading the building whenever possible. and/or landscaping. c. Service, storage and trash collection areas are Form and Facade g. Landscaped islands should be installed within not allowed in the setback areas. Goal: To promote buildings of high architectural surface parking areas to break up continuous d. Delivery, service, storage, maintenance and quality and old-town character that are oriented to- hardscape and reduce concentration of imper- utilities should be located in a way that does wards the primary street frontage and pedestrian vious surface. not interfere with pedestrian circulation. environment. h. Lighting must be provided in parking areas e. These areas should be marked with directional at night for safety purposes. However, direct signage when appropriate. a. Blank facades without windows and doors are glare, spillover or other forms of light pollution f. Delivery, storage and trash collection areas discouraged. All sides of the structures shall directed at adjacent properties are prohibited. should be hard surface, minimizing the disper- have architectural treatments. i. Parking facilities must be ADA compliant when sal of dust. b. Variety and creativity in building facade is en- deemed necessary. couraged through changes in building materi- Delivery, Service, Storage and Utility Areas Goal: To provide physical and visual separation between delivery, service and storage areas and i areas of pedestrian circulation. a. Service, storage, maintenance or trash collec- tion areas should be located out of the view from the public right of way, or significantly screened through landscaping or architectural " M features. ` r � I Trash and utility areas should be located out of the view of the right-of-way and screened using materials that match the -' 71 principal structure. Canopies, windows,lighting and high-quality building materials all provide architectural detail at the pedestrian level. CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 27 MIXED-USE DEVELOPMENT als,fenestration height, and roof lines. tries and other bump out features are effective c. Minimizing continuous expanses of wall / in this regard. through facade articulation, recession or pro d. Structures of two-stories or higher should have jection is encouraged. ,� � y r articulated facades to minimize the appear- d. Window and door styles should reflect the pre- , 1 r ance of mass. vailing architectural style of the structure. e. Building mass should be broken up by multiple e. Architecture should be conscious of the design '+` roof and ridgelines perpendicular with one an- of surrounding structures and overall district "� �'~ other. identity, includingfacade treatments,windows, building materials and entries. Roof Design f. Buildings should be designed to provide hu- Goal: To encourage creativity and architectural man scale. Brick is a high quality material that is consistent with an old treatments in roof design, and to reduce the visual downtown mixed-use area. The highest level of architectural detail should g• g impact of rooftop equipment. occur adjacent to areas of pedestrian activity. lowed to be used as the primary facade for de- J p Y a. The design of the roof must be consistent with h. Auto-oriented uses, such as garages, delivery velopment in the Mixed-Use district: the overall architecture or design of the structure. areas or bayshould be oriented away from the Unpainted galvanized metal Y b. Creativity and variety in roof design is encour- primary street frontage. Unfinished "green-treated" lumber aged in the Mixed-Use district to support dis- • Unfinished wood trict identity. Concrete block (painted or unpainted) Building Materials c. Flat roofs should include variation in parapet Goal: To promote quality development through du- e. Facade colors should reflect muted earth height, materials, and architectural detailing to rability and visual aesthetics, thereby supporting tones. However, other primary facade colorsavoid monotonous roof lines. district identity. will be considered by the Review Authority. Ac- cent materials should complement the colors 0 a. High quality and durable materials should be of the primary facade. used on all facades. ' b. Primary building materials for structures should Mass and Scale y, Goal: To establish standards for building with a hu- �` include brick, finished wood, glass, stone, cast g �, stone, or pre-cast concrete panels with exposed man scale in mind. I�f[iPPI� aggregate, banding, texturing, or other similar a. Buildings should be broken down into smaller decorative finish treatment. parts to avoid monotonous or continuous de- _ c. High quality synthetic materials that adequate- sign and the appearance of mass. ly duplicate natural materials may be accept- b. Exterior design that provides the appearance - able if approved by the City, including, but not of multiple structures is encouraged to reduce limited to, thin brick, hardi plank, decorative scale and minimize mass. C. Scale should be reduced by utilizing "step- Step-down techniques and variation in building materials help concrete masonry, and other materials. reduce the scale of the building and accentuate the street/ d. The following building materials are not al- down" methods towards the public street. En- pedestrian area. 28 CITY of LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 MIXED-USE DEVELOPMENT d. Rooftop equipment, particularly on flat roofs, vice areas, and other locations that require ad- ments of community theming in appropriate sig- must be screened by the parapet or other ar- ditional safety lighting. nage,supporting district and city identity. chitectural features. b. Lighting styles should be complementary to e. Rooftops that are visible from adjacent build- the architectural style of the building and ings should minimize the visual impact of roof- surrounding district. top equipment and give consideration to roof- c. Lighting of architectural features should top aesthetics. be used to provide accent and interest, as well as identify the building entryway. Ar- Entries chitectural lighting must be downcast and PUBLIC Goal: To provide identifiable entryways that em- shielded to prevent light pollution. VILLAGE -. . .. phasize access, pedestrian safety, architectural d. Bollard lighting is encouraged for pedes- quality and a human scale. trian areas. e. Overhead lighting must be shielded to Are- a. Entryways must be provided on the side of the vent light trespass and spill-over onto adja- building fronting the primary street. cent properties. b. Entryways should receive the highest level of f. Bare bulb and exposed neon lighting are architectural treatments. This may include fa- not allowed. cade treatments, prominent windows or other features. Signage c. The use of canopies, awnings and other shel- Goal: To provide durable, quality signage that Directional signage helps facilitate good traffic circulation tering features are encouraged. identifies businesses and supports district identity. and flow. d. Pedestrian amenities such as ornamental trash receptacles, benches, bicycle racks or a. Building signage must be complementary to lighted bollards are encouraged near entry- the architecture of the structure, as well as ways of buildings in the Mixed-Use district. consistent with the style of the surrounding buildings or district. Lighting b. Sign elements that will be evaluated for consis- y tenc include scale color, lighting and materials. Goal: To ensure safety of patrons, employees, pe- Y � g g destrians and automobiles, as well as providing c. Signs must be constructed of high-quality, du- ""T'°'IML _MUSEU visual interest and aesthetic value to a site, while rable materials. limiting light polution of the night sky to the best d. Directional signage to delivery, service and +' extent possible. storage areas is required. f -- e. Two and three-dimensional signs are encour- aged to promote creativity and district identity. a. Lighting must be provided in entryways, park- g p y y' Signage design should be complimentary to the materials of ing areas, pedestrian ways, storage and ser- f. All buildings are encouraged to incorporate ele- the building. CITY OF LAKE ELMO- DESIGN GUIDELINES & STANDARDS- DRAFT 11-14-13 29 -F"iF clqN or- LA E ELMO IfivIlAYOR & COUNCIL COMMUNICATON DATE: November 19, 2013 REGULAR ITEM# 14 AGENDA ITEM: Design Review Ordinance SUBMITTED BY. Nick Johnson, City Planner THROUGH: Dean A. Zuleger, City Administrator RENTIEWED BY: Planning Commission Kyle Klatt, Community Development Director SLf(;GESTLD ORDER OF BUSINESS: - Introduction of Item................... ..............—.................................... .......... Staff - Report/Presentation.................................................... ...................Staff Questions from Council to Staff....... ...........4....... ................. Mayor Facilitates - Public Input,if Appropriate....:................... ......................--. Mayor Facilitates - Call for Motion..................—.........--i.:................. ..........mayor &City Council - Discussion........... .......................11-i.......... .....iw................I Mayor&City Council - Action on Motion.....:........::....:.........:........ :..................... Mayor Facilitates POLICY RECOMMENDER- Staff FISCAL IMPACT- None SUMMARY AND ACTION REQUESTED: The City Council. is being asked to consider the adoption of the Design Review Ordinance.ice. The Ordinance is intended to integrate the new design. review procedures related to the Lake Elmo Design Standards Manual into the Urban Residential and Commercial zoning districts. In addition, the ordinance adopts the Lake Elmo Design Standards Manual into the City's Zoning Code by reference. Staff and the Planning Commission are recommending that the City Council adopt the Design Review Ordinance through the following motion: --Page City Council Meeting [Regular Agenda Item 14] November 19,2013 t: E "Motion to adopt Ordinance 08-095, integrating the Lake Elmo design Standards Manual ky, reference and establishing design revie",procedures in the Urban Residential and Commercial zoning districts" t: In addition, Staff recommends that the City Council approve Resolution No. 2013-98, authorizing summary publication of Ordinance 08-095, through the following motion (a 415 vote is required): i "Motion to adopt Resolution No. 2013-98, authorizing surnrnary publication of Ordinance 08- 095" LEGISLATIVE HISTORY: This item was brought to Council on 11/06/13 and was postponed to a workshop. The workshop �. discussion was held on 11/12/13. BACKGROUND INFORMATION: The City has been working to complete a design standards manual since the adoption of the last major Comprehensive Plan Amendment for the 1-94 Corridor. The purpose of the design e r. E i standards manual is to establish a comprehensive design review process that promotes quality . development outcomes in the areas of site and architectural design. The Design Review Ordinance is intended to adopt the manual b reference into the Cit s Zoning Code and replace p Y Y' b P existing design related performance standards. The proposed ordinance adopts the manual by reference in the Urban Residential and Commercial zoning districts. The manual is also adopted by reference in the proposed ordinance establishing the Village Mixed-Use (VMX) zoning district. In addition, procedures related to design review are also specified in the VMX district. For the interim period, the proposed ordinance links to the proposed design review procedures in : the VMX district. Ultimately, staff would recommend moving the design review procedures to Article III -- Zoning Administration and Enforcement of the City's Zoning Code. If the procedures are eventually relocated, the links in the proposed Design Review Ordinance can be changed to reflect the correct reference or link. PLANNING COMMISSION REPORT: The Planning Commission reviewed the proposed ordinance and held a public hearing on 10/28/13. The following testimony was received • Greg McGrath, 1509 15ti' St. Ct. N., responsiblein uired as to who was to administer q design review. Staff explained that under the proposed Design Standards Manual and x proposed review procedures, the review authority that is responsible to issue the applicable permit or certificate would be responsible for conducting designs review within the existing review process. E --page 2 t City Council Meeting [Regular Agenda Item 141 C; s November 19,2013 s E The Commission accepted the proposed Design Review Ordinance as drafted and unanimously recommended the ordinance for approval (Vote 7-0). 3 RECOMMENDATION: The Planning Commission is recommending that the City Council adopt the Design Review Ordinance through the following motion: - } "Motion to adopt Ordinance 08-095, integrating the Lade Einto Design Standards Manual by reference and establishing design review procedures in the Urban Residential and Commercial zoning districts" In addition, Staff recommends that the City Council approve Resolution No. 2013-98, 4 authorizing summary publication of Ordinance 08-095, through th.e,following motion (a 415 vote is required): "Motion to adopt Resolution No. 2013-98, authorizing suminaty publication. of Ordinance 08- b 095" i ATTACHMENTS: ACHENTS: 1. Ordinance 08-095 2. Resolution No. 2013-98 - f f. X I y E - C T 1: C. ? 4 E r: - F - i' --page 3-- CITY OF LAKE ELMO COUNTY OF WASHINGTON STATE OF MINNESOTA ORDINANCE NO. 08-095 AN ORDINANCE ADOPTING THE LAKE ELMO DESIGN STANDARDS MANUAL AND ESTABLISHING DESIGN REVIEW PROCEDURES IN THE URBAN RESIDENTIAL AND COMMERCIAL ZONING DISTRICTS SECTION 1. The City Council of the City of Lake Elmo hereby amends Title XV: Land Usage; Chapter 154: Zoning Code, City Code Section 154.455 by adding the following language: §154.455 Residential District Design Standards Review of Design. For certain development activity as specified in the Lake Elmo Design Guidelines and Standards Manual, design review is required as part of the approval process for a permit or certificate under this Ordinance. All projects subject to design review shall be reviewed for conformance with the Lake Elmo Design Guidelines and Standards Manual and shall follow the review procedures specified in §154.506.A. SECTION 2. The City Council of the City of Lake Elmo hereby amends Title XV: Land Usage; Chapter 154: Zoning Code, City Code Section 154.555 by removing the following language: §154.555 Commercial District Design Standards (A) Purpose and Intent. It is the purpose and intent of the city,by the adoption of the performance standards of this article, to ensure commercial buildings constructed within the city are of a high quality of exterior appearance and consistent with the Comprehensive Plan. These standards shall apply to all commercial districts within the city. (1) It is the finding of the city that a limited selection of primary exterior surfacing materials meets this standard of quality. (2) It is the further finding of the city that several specific exterior surfacing materials are appropriate, and of sufficient quality, to be utilized only as accent materials in varying percentages. The variations of percentage of specific accent materials relates to a finding by the city as to the relative quality and rural character of those respective accent materials. (B) Architectural and Site Plan Submittals. New building proposals shall include architectural and site plans prepared by registered architect and shall show the following as a minimum: (1) Elevations of all sides of the buildings; (2) Type and color of exterior building materials; (3) Typical general floor plans; (4) Dimensions of all structures; and (5) Location of trash containers, heating, cooling and ventilation equipment and systems. 1 (C) Applicability-Structure Additions and Renovation. (1) Additions to existing structures resulting in an increase of gross floor area of the structure of less than 100%; and/or installation of replacement exterior surfacing of any portion of an existing structure shall be exempt from the standards of this division where it is found that the new or replacement exterior surfacing proposed is identical to that of the existing structure. (2) Where additions to an existing structure result in an increase in the gross floor area of the existing structure of 100% or greater, the entire structure (existing structure and structure addition) shall be subject to the standards of this section. (D) Performance Standards -Primary Exterior Surfacing. (1) The primary exterior surfacing of structures shall be limited to natural brick, stone, or glass. Artificial or thin veneer brick or stone less than nominal 4 inches thick shall not qualify as complying with this performance standard. (2) Primary Exterior Surface shall be defined as not less than 70% of the sum of the area of all exterior walls of a structure nominally perpendicular to the ground. All parapet or mansard surfaces extending above the ceiling height of the structure shall be considered exterior surface for the purposes of this division. Windows and glass doors shall be considered a primary surface, but the sum area of this glass shall be deducted from the wall area for purposes of the 70% primary/30% accent formulas of this chapter. Doors of any type of material, except glass, shall not be considered a primary exterior surface. (3) Each wall of the structure shall be calculated separately and, individually comply with the 70/30 formula. (E) Performance Standards -Exterior Surfacing Accents. Not more than 30% of the exterior wall surfacing, as defined by division(D) of this section, may be of the following listed accent materials, but no single accent material, except natural wood, may comprise more than 20% of the total of all accent materials; and, no combustible materials shall be used: (1) Cedar, redwood, wood siding; (2) Cement fiber board; (3) Standing seam metal; (4) Architectural metal; (5) Stucco; (6) Poured in place concrete (excluding "tilt-up"panels); (7) Architectural metal panels; and (8) Porcelain or ceramic tile. (F) Performance Standard-Accessory Structures. All accessory structures shall comply with the exterior surfacing requirements specified by division(D) of this section. (G) Performance Standard-HVAC Units and Exterior Appurtenances. All exterior equipment, HVAC and trash/recycling and dock areas shall be screened from view of the public with the primary exterior materials used on the principal structure. (H) Performance Standard- Visible Roofing Materials. Any roofing materials that are visible from ground level shall be standing seam metal, fire-treated cedar shakes, ceramic tile, 2 clay tile, concrete or slate. (I) Applicability-New Construction. The standards of this division shall be applicable to all structures and buildings constructed in the city, on and after the effective date of this chapter. The performance standards of this division shall not be in any manner minimized by subsequent planned unit development plans or agreement. (Ord. 2012-062, passed 9-18-2012) SECTION 3. The City Council of the City of Lake Elmo hereby amends Title XV: Land Usage; Chapter 154: Zoning Code, City Code Section 154.555 by adding the following language: §154.555 Commercial District Design Standards Review of Design. For certain development activity as specified in the Lake Elmo Design Guidelines and Standards Manual, design review is required as part of the approval process for a permit or certificate under this Ordinance. All projects subject to design review shall be reviewed for conformance with the Lake Elmo Design Guidelines and Standards Manual and shall follow the review procedures specified in §154.506.A. SECTION 4. Effective Date. This ordinance shall become effective immediately upon adoption and publication in the official newspaper of the City of Lake Elmo. SECTION 5. Adoption Date. This Ordinance 08-095 was adopted on this nineteenth day of November 2013, by a vote of Ayes and Nays. LAKE ELMO CITY COUNCIL Mike Pearson Mayor ATTEST: Adam Bell City Clerk This Ordinance 08-095 was published on the day of , 2013. 3 CITY OF LAKE ELMO COUNTY OF WASHINGTON STATE OF MINNESOTA RESOLUTION NO.2013-98 RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE 09-09,55 B-Y TITLE AND SUMMARY WHEREAS,the City Council of the City of Lake Elmo has adopted Ordinance No.08-095,an ordinance to the City's regulations pertaining to Design Review; 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 Clerk shall cause the following summary of Ordinance No. 08-095 to be published in the official newspaper in lieu of the entire ordinance: Public Notice The City Council of the City of Lake Elmo has adopted Ordinance No.08-095,which adopts the Lake Elmo Design Standards Manual by reference and establishes design review procedures for certain types of development activity in the Urban Residential and Commercial zoning districts. The full text of Ordinance No.08-095 is available for inspection at Lake EImo city hall during regular business hours. BE IT FURTHER RESOLVED by the City Council of the City of.Lake Elmo that the City Administrator keep a copy of the ordinance at City Hall for public inspection and that a full copy of the ordinance be placed in a public location within the City. Dated: November 19,2013, Mayor Mike Pearson ATTEST: Adam Bell,City Clerk (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. ................ THE CITY OF LAKE ELMO MA ",-'OR & COUPVCIL COMMUMCA 1 IV DATE: November 19, 2013 REGULAR ITEM # 1-5 AGENDA ITEM: Approve Council Travel Reimbursement Policy SUBMITTED BY: Adam Bell, City Clerk THROUGH: Mike Pearson, Mayor REVIEWED BY: Beckie Gumatz, Program Assistant SUGGESTED ORDER OF BUSINESS: Introduction of Itern................... ...........................................City Administrator Report/Prtsentation........................................:.........City Administrator Questions from Council to Staff............................................. Mayor Facilitates Call for Motion............................................................ Mayor& City Council Discussion........................................—.--.......... .....Mayor&City Council Action on Motion.......---............ -.—..................... Mayor Facilitates POLICY RECOMMENDER: Mayor Pearson FISCAL IMPACT: There is no financial impact directly related to adoption of this policy. Going forward, there will be a financial impact depending on the requests approved by council. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to approve the revised Lake .Elmo Travel Allowance For Official Travel Policy by taking the following action: "Move to approve the Revised Lake Elmo Travel Allowance For Official cial Travel Policy�f' LEGISLATIVE HISTORY: Recently, there have been some requests for mileage reimbursement by council for attending meetings and other official business throughout the city. The City does have a policy that regulates reimbursement for travel expenses incurred by employees and officials on city business. The current City of Lake Elmo policy regulating the reimbursement for mileage or travel expenses incurred by City council members for official business does not define eligible "City business." Staff was asked to draft a policy based on criteria provided and combine with existing policies and procedures. --page I s k City Council Meeting [Regular Agenda Item 15] November 19,2013 r BACKGROUND INFORMATION (SWOT): As previously noted, the City has a policy regulating travel expense reimbursement for employees and officials while conducting City business. However, "City business"is not defined. l Strengths The benefit to defining "City business" in the mileage reimbursement policy is that it will provide further clarity for both Council and staff as to what is reimbursable. The policy will also streamline the process for any future requests. Weaknesses This policy does not specifically cover out-of-state travel, which all Minnesota cities are required by law to adopt pursuant to MN Stat. § 471.661. Opportunities Staff proposes creating an out-of-state travel policy in the near future to bring back to council for consideration to supplement. Threats None x RECOMMENDATION: Based on the aforementioned, the staff recommends and appropriate guiding motion: } "Move to approve the Revised Lake Elmo Travel Allowance For Of Travel Policy" g ATTACHMENTS: 1. Proposed Lake Elmo Travel Allowance For Official Travel Policy �= 2. Request from Mayor for policy i i t L 3: a f 2 S. I: Y t { F j l o- r z r 'r L K = 1' --page 2-- TRAVEL ALLOWANCE FOR OFFICIAL TRAVEL When requested, City officials and employees (including City Council Members), will be reimbursed at the current Internal Revenue Service (IRS) rates for the use of personal vehicles while on City business. Mileage will be calculated from point of departure. "Gifu business" for employees includes: Attending job-related conferences training, and other educational events: attending meetings as a representative of the City and all other job- related events where attendance is required as determined by the City Administrator. Furthermore. "City business" for Council Members is defined as: 1) an occasion involving recognized elected official conferences, training, or educational programs: specific information gathering related to City functions; responding to City residents for related Cijy functions; attending meetings as a designated representative of the CiM or attending other.,recognized City-related activities, and 2) the occasion is beyond the borders of Washington County. A112rovgd lodging expenses will be reimbursed at actual expense; receipt required, or can be paid with the City's credit card by the City Office in advance of the travel. Employees will not be allowed to use the City credit card for travel expenses. For all travel - meals will be reimbursed up to the following maximum allowable expense: Breakfast- $10.00, Lunch- $15.00, and Dinner- $25.00. Any combination may be used not to exceed $50.00 per day. Receipts are required where the actual cost exceeds the allowable limit. City officials and employees will make every reasonable effort to save City funds wherever practical. The City Administrator may require receipts. Receipts may be required of the City Administrator. In such cases, the demand for receipts shall be made prior to the travel. Where individual meals are provided as part of the tuition, registration fee or other prepaid cost, the 'individual meal allowance for that meal may not be claimed under the per diem rate. Alcoholic beverages are not reimbursable. Employees may request funds in advance for travel expenses within the allowable limits. From: Mike Pearson To: gd Be% Subject: Mileage Date; Saturday, November 09,2013 1:02:02 PM Hello Adam, a council member is adamant in a request that they be reimbursed mileage accrued performing city functions,city council meetings,workshops ect. From what I understand we have no firm policy in place for addressing this matter. I propose the council offers one. With that,having thought the matter through,with feedback from both other cities and a previous elected official,I request that you pen an ordinance that offers reimbursement under the following conditions: 1)if the occasion involves.recognized elected official training,specific information.gathering related to city functions,responding to city residents for related city functions,affiliated and recognized city business 2)the occasion must be beyond the borders of Washington County. I believe staff has requirements related to more internal controls..IE paperwork,if so please provide the necessary Items needed to facilitate the process. I believe the consent agenda would be appropriate but wherever you think it should he located is fine. Let's refine this week please. Thank you. Mike Sent from my iPhone