HomeMy WebLinkAboutCity Council Agenda Packet 01-06-14 I A I I j, Our Mission is to Provide Quality Public Services
LAKI:� M
in a Fiscally Responsible Manner While
Preserving the City's Open Space Character
NOTICE OF MEETING
City Council Meeting
Monday,January 06, 2014 7:00 P.M.
City of Lake Elmo 13800 Laverne Avenue North
AGENDA
7:oo A. Call to Order
B. Pledge of Allegiance
C. Roll Call
D. Order of Business
E. Approval of Agenda
F. Accept Minutes
1. Accept December 17, 2013 City Council Meeting Minutes
G. Council Reports
® Mayor
o Formal Appointment of Terry Forrest to the Finance Committee
* Council
H. Public Comments/Inquiries
a Beth & Rich Springborn - Driveway Ordinance
1. Speak Your Peace- Reeves
7:10 1. Consent Agenda
2. Approve Payment of Disbursements and Payroll
3. Designate Official Publication Newspaper of Record
4. Designate Official Depositories of Funds;Resolution 2014-01
S. Resolution Designating Data Practice Officials and Approving City's Data Practices
Policy; Resolution 2014-02
6. Appoint City Engineer and City Attorney
7. Approve 2014 Plan of Work
S. Storm water abatement; Resolution 2014-03
9. Production Well No. 4 - Pay Request No. 5
10. Lake Elmo Avenue Sewer Improvements - Change Order No. 3
11. Section 34 Utility Extension Improvements - Change Order No. 2
12. 2012 Rain Gardens - Pay Request No. 2 (Final)
7:15 K. Regular Agenda
13. Appoint 2014 Acting Mayor
14. Appoint Required Officials to Fire Relief Association Board of Trustees
7:20 15. Water Surface Use Ordinance Review
735 16. 2014 Street Improvements - Public Hearing; Authorize Plans and Specifications;
Resolution 2014-04
17. Pumphouse No. 4 Improvements -Approve Plans and Specifications; Resolution 2014-
05
Staff Reports and Announcements
* City Administrator
* City Attorney
* Planning Director
* City Engineer
* Finance Director
* City Oerk
B-15 M. Adjourn
****Item tignes are estimates and subject to change****
Adam Bell
From: Dean Zuleger
Sent: Thursday, January 02, 2014 4:43 PM
To: Adam Beil
Subject: FW: Springborn, Rich and Beth
Y._ :..:. .._..........................: .........r,__...:......._..... ........::.:::...........:......................._.... .._. ...............................
From., BETH SPRINGBORN [mailto:r.sprng born C5)msn,coml
Sent: Thursday, January 02, 2014 9:46 AM
To: Dean Zuleger
Subject: Springborn, Rich and Beth
Hi Dean,
I am emailing to request that we be added to Monday's City Council agenda to discuss the material required at
the end of our driveway. We have tried numerous times to discuss via phone, person and letter explaining
that we are following city code and we have the material that is listed in the city code that was provided by
the city in person. We are still being told that we are not able to receive our escrow funds back.
Please let us know what we need to do to be added to Monday's agenda. We would also like to me with you
in person if that is passible tomorrow (1/3/14) AM at 7:30 that would be great, please let us know if that will
work?
Beth and Rich Springborn
i
December 5, 2013
City Council Members
City of Lake Elmo
3800 Laverne Ave. No.
Lake Ehno, MN 55042
Mr. Pearson asked me for my general opinion as to how Lake Ehno Rd
residents are receiving the possibilities of hooking up to water. My opinion is
that it is wonderfiil and necessary. Only a small % of residents who received
letters actually attended the meeting early in. Nov. My observation Is that
most people are concerned, especially regarding the assessment fact. .Most of
the time was spent discussing costs i.e. lateral fee $5,800; deferred cost to
connect $2,900. Our presenter was very thorough, congenial; he covered the
advantages which are many for our future as individuals and the City of Lake
Elmo.
I am dismayed at the lack of residents attending the meetings re. this
possibility. I can't help wondering if they don't really care, or if they have
received information earlier and taking it for granted and/or do not know the
urgency: that the time to begin the project is NOW. My GUESS is they
want it, need it, or will. need it in the near future. I am leaving for the winter
next week and plan to connect on line.
Thank you,
Marian Adkins
2227 Lake Eh-no Ave. N.
Lake Elmo, MN 55042
Youth
sel"I""Ce
Buivau
improving qc)"Vtg I;Ve-s:
xxIVW.ySb.flet
SWIWATER
December 20, 2013
III.swric Court House.
101 W.Pine Street
Stillwater,WIN 55082
Phone.651-439-8800 Mr. Michael J. Pearson, Mayor
1�ax 651-439-1040 f Mr. Dean Zuleger, City Administrator
WI Phone 715-781-0409 City of Lake Elmo
3800 Laverne Avenue North
WOODURY Lake Elmo, MN 55042-9629
1976 W000dak Drive
Suite 4
Woodbury'MN 55125 Dear Mayor Pearson and Mr. Zuleger:
Phone 651-735-9534
Fa691-735-8986
On behalf of Youth Service Bureau (YSB), thank you for your contribution of
$5,000 to help youth and families learn the skills they need to be more
COTTAGE GROVE
successful at home, in school and throughout the community.
7064 W.Point Douglas Rd.
Suite.201
Thanks to your support, youth and families in your community have the tools
Cottage Grove,MN 55016 they need to make better decisions, solve problems, manage their anger and
Phone 651-458-5224 i communicate better with each other and others.
Fax 651-458-5310 1
As a result, youth stay in school and out of court, improve school performance
and health outcomes, and know how to reach out for help when they need it.
And parents get the support they need too!
Again, thank you for giving youth and families a chance to make better
choices and have brighter futures.
Sincerely,
Mary E. 0111anten-Krell
Executive Director
IR
LAKE ELMO CITY COUNCIL MINUTES
DECEMBER 1.79 2013
CITY OF LAKE ELMO
CITY COUNCIL MINUTES
DECEMBER 17,2013
Mayor Pearson called the meeting to order at 7:02 pin.
PRESENT: Mayor Mire Pearson,Council Members Wally Nelson,Anne Smith,Justin Bloyer,and
Mike Reeves.
Also Present: City Administrator Zuleger, City Attorney Snyder, Planning Director Klatt, City Engineer
Griffin,Finance Director Bendel, and City Clerk Bell..
PLEDGE OF ALLIGENCE
APPROVAL OF AGENDA
MOTION: Council Member Nelson moved TO APPROVE THE DECEMBER 17, 2013 CITY
COUNCIL AGENDA AS PRESENTED. Council Member Reeves seconded the motion. MOTION
PASSED 5-0.
ITEM 1: ACCEPT MINUTES
THE DECEMBER 03, 2013 CITY COUNCIL MINUTES WERE APPROVED AS PRESENTED BY
CONSENSUS OF THE CITY COUNCIL.
COUNCIL,REPORT'S:
Council Member Reeves: Attended Parks Commission Meeting. It was very productive. He noted some
h.ighliglits: Sunfish Lake Park master development plan. Prioritized 2014 park improvements. Worked
through park audit. Commission is transitioning very well into a more productive, engaged, and cohesive
group; Attended.Light Up Lake Elmo.
Council Member Bloyer: Attended Light Up Lake Elmo event. Thanked all who coordinated it; noted
that nonresident member of NextGen group was harshly criticized by members of community [for her
recent comments about the city's lack of entertainment options]. Speak Your Peace should be
implemented more. The criticism [of someone who has helped community] should not happen.
Mayor Pearson: attended Christmas tree lighting event on 12/1.4. Thanked John Schiltz for his
contributions. Also thanked those who coordinated. Looks forward to next year; met with developers and
attended 2014 bonding meetings; will be meeting with Metropolitan Council on the MOU;Thanked Dean
Johnston and Sarah Hietpas for working on Met Council Parks Commission; .Recognized Nick Johnson
and Rick Chase for employees of the year and commended Council Member Nelson for his Guardian of
the Taxpayer award.
Council Member Smith: attended. Finance Committee meeting with Council Member Nelson and
Finance Director Bendel; spoke with Pete Ganzel and Lowell Johnson from Washington county.The City
needs to draft a broader policy for the septic system issues in the Village.
Council Member Nelson: attended.Finance Committee meeting. Added Terry Forrest to the Committee;
enjoyed Light Up Lake Elmo event; City Christmas party was a.successful "rural" feeling event. It was a.
great time.
CONSENT AGENDA
2. Approve Payment of Disbursements and Payroll in the amount of$2,088,479.40
3. Accept Financial Report dated.November 30, 2013
4. Accept Building Permit Report dated November 30, 2013
S. Approve 2014 Meeting Calendar
6. Approve 2014 Fee Schedule; Ord No. 08-097
7. Approve Ski Trail Grooming Agreement
Page 1 of 5
LAKE ELMO CITY COUNCIL MINUTES
DECEMBER 17, 2013
8. Section 34 Water and Sewer Utility Extension Improvements— Pay Request No. 2.
9. Lake Eli-no Sewer Infrastructure Improvements: I-94 to 30th St. --Pay Request No.3.
10. Conditional Use Permit and Eagle Point Business Park PUD Amendment—PI:D: 33.029.21.42.0013;
Res. No. 2013-107
11. Approve.Ki Pro Digital Recording Device Cable Equipment Upgrade
MOTION. Council Member Bloyer moved TO APPROVE THE CONSENT AGENDA AS AMENDED.
Council Member Reeves seconded the motion. MOTIONPASSED 5-0.
REGULAR AGENDA
ITEM 12: WASHINGTON COUNT'LI<BRARV CARD REIMBURSEMENT
Mayor Pearson gave overview of the history of the city library. Library Board moved to pay fee for
services in the amount of$80,000 at last Board meeting.
Council Member Nelson asked what was being paid currently to the county. Mayor Pearson said about
$30K 500 cards at $60 each. Proposal would include $50,000 more to the county. Council. Member
Bloyer asked about total levy, It is approximately $290K, where $30K is for bonding county buildings.
Council Member Reeves asked how the additional $50,000 was reached. Mayor Pearson noted that the
current process is not convenient. This proposal would be simpler for city, residents, and county. It is
win-win all around.
Council Member Smith pointed out that the city library does not use the same catalog. A real win-win
would be completely back in the county system. She would rather look at seeing what would take to re-
enter county system. What this proposal entailed and.the experience for the residents were discussed.
Judy Gibson l Oth St Ct N., spoke in support of library. She is member of Friends of the Library and
former Board member. Surrounding libraries have commented their envy of some of the programs the city
library has. She showed the council the .Friends fundraising library calendar. Calendars are $20. Library
now has tablets available for check.out to serve as e-readers.
Paul Ryberg, Library Board Treasurer, stated cards would be good throughout the seven county
system. Cataloging system is same as Chisago County and several other counties. The Board made sure
that system was compatible. Mr. Ryberg asserted that the county moved first to close the Lake Elmo
library. Lake Elmo then withdrew from the systern. Cost to city residents is about $30-35K for bond
service. He would like to know how much and. for how long. I-le would also like to know cost for the
county extending hours and actual cost to extend eBooks to Lake Elmo residents.
Mr. Reeves thanked Mr. Ryberg for coming to meeting. Mr. Bloyer asked about just how far the library
card extends. It depends on the county approving it in their respective systems.
Sarah Linder, Library Board Vice President, 12`h Street N., was available for questions. Mr. Bloyer
asked why she voted against the Board motion. She said the board voted and she supports the action now.
It was clarified that the proposal was to gain equal access to county resources.
Ann Bucheck, Library Board Member (Alternate) 2301 Legion Ave., noted that Stillwater and
Bayport are affiliate members. The city library wants to be an affliate member. She noted that people
from other cities and western Wisconsin are also obtaining city cards.
Mr. Bloyer read letter from resident Nadine Obermueller. Her letter was supportive of the library. See
agenda packet for letter.
MOTION.• Mavor Pearson moved TO APPROVE, AT THE REQUEST OF THE LADE ELMO
LIBRARY BOARD,AN ANNUAL DISTRIBUTION OF UP TO S80,000 LIBRARY LEVY DOLLARS
TO WASHINGTON COUNTY IN ORDER TO BUY L..4]i-,E ELMO RESIDENTS THE SAFE EASE
OF ACCESS AND USE OF THE COUNTY LIBRARY SYSTEM SIMILAR TO ALL OTHER
91ASHINGTON COUNTY RESIDENTS THIS DIRECT FEE FOR SERVICE AMOUNT
Page 2 of 5
LAKE ELMO CITY COUNCIL, MINUTES
DECEMBER 17, 2013
REFLECTS LAKE ELMO RESIDENTS'20.1'3 COUNTY CARD PURCHASE REVENUES PLUS AA-
ADDITIONAL $50,000. Council Member Reeves seconded the motion.
Council Member Nelson supportive of motion. Believes it is win-win-win. Will be better for City and
residents and provides more money for county. Mayor Pearson is supportive. He noted that the board has
been very fiscally conservative. Government should be efficient, responsive and grassroots. It would be
hard to reproduce other places what the library volunteers have achieved. The library encourages visitors
downtown. Council Member Reeves is supportive and hopes that Washington County will be
collaborative in working towards a better solution. Council Member Bloyer asked how many city
residents have cards. It.is unknown at.this time. Mr. Bloyer pointed out that he was initially opposed to it,
but he has grown more positive after seeing its success.
MOTIONPASSED 5-0.
ITEM 1.3: ADOPT METROPOLITAN COUNCIL'S APPROVAL OF VILLAGE LAND USE
PLAN
Planning Director Klatt explained what the Met Council approved. It was noted that this item was on the
Met Council's consent agenda. There were no comments or questions by the Met Council. There were no
questions or comments by Council.
MOTION: Council Member Smith moved TO APPROVE RESOLUTION NO. 201.3-108 ADOPTING
AMENDMENTS TO THE LAKE ELMO 2030 COMPREHENSIVE PLAN. Council Member Nelson
seconded the motion. MOTION PASSED 5-0.
ITEM. 114: BOULDER PONDS PUD CONCEPT.PLAN:RES. NO. 2013409
Planning Director Klatt gave overview of the proposal. Includes 93 single family lots; 64 multi-family
lots. Proposal is at Concept Plan stage. It is along the 194 corridor and. covers approximately 58 acres
between Eagle Point Business Park, Stonegate neighborhood, Hudson Blvd, and Savona neighborhood.
Staff believes that proposal is in line with intent of comprehensive plan.
One issue is the alignment or 5"' street vis-a-vis Savona. Staff thinks that agreement can be met prior to
plat. There will be three development phases. Staff recominends that the areas around. 5"' St. be phased
first. Mr. Klatt explained that the findings recommend approval. He explained the l I conditions of
approval.See agenda Racket item,for details of conditions.
Council Member Bloyer asked about condition 41 and requiring a neighbor to permit the road and ROW.
Mr.Klatt explained that part.of the road will be on that property and it really is to clarify what needs to be
done. Council Member:Reeves asked if#s I and 2 are the same. Council.Member Nelson interjected that
the reason. for the difference and use of term "consent" is that the Dale Properties involves a business
transaction..The Bremer Bank does not involve a transaction.
Mr. Bloyer asked if the road is first come first served when it comes to building roads and developments.
Mr. Klatt responded that the Lennar approval allows the flexibility to realign without having to go
through the entire process again.
Clarification about the Concept Plan stage and process was provided. It was explained.that more details
will be available at the preliminary plat stage.
Mr. Nelson asked about the developer comments and objections. It was explained that staff received them
this afternoon (12/17). Mr. Nelson asked if council should go through them. Mr. Klatt said staff has not
had a chance to analyze and respond to each point. It was noted that the comments included the
developer's desire to work with staff. The conditions of approval were further explained and discussed, It
was noted that the Planning Commission vote for approval was unanimous.
Ray Pruban of Amaris Corp. provided overview of proposal. Explained the difficulty in devising
proposal. End goal is to provide a higher end product.Rick Harrison of Rick Harrison Site Design spoke
about the challenge of having the road run through the development. He explained how efficiency is
Page 3 of 5
LAKE ELMO CITY COUNCIL MINUTES
DECEMBER 17, 2013
being incorporated, including, but not limited to energy, meandering walks, cooing, street and lot design,
cul de sacs, set-backs,and home views. He believes that following developments will have to compete.
Mayor Pearson asked about street island maintenance. The BOA is responsible for maintenance. The
price range will be between $425-525K. Council Member Reeves said he appreciated the developer trying
to exceed the minimums especially with the requirements to higher density. Council Member Smith noted
her being impressed with the proposal. Council Members Bloyer and Nelson are both supportive of the
proposal. Mr.Pruban noted.his formal comments and objections to the required conditions of approval.
MOTION. Council. Member Nelson moved TO ADOPT RESOLUTION NO. 2013-109, APPROVING
THE BOULDER PONDS PUD CONCEPT PLAN. Council Member Smith seconded the motion.
MOTION PASSES 5-0.
ITEM 15: RECEIVE COMMUNITY DEVELOPMENT DEPARTMENT ANNUAL REPORT
Planning Director Klatt gave overview of the Community Development Department Annual Report. It is
a yearly summary of major projects. He highlighted the key activities and projects that.the Planners and
Planning Commission have dealt with in the last year. It was noted that the Planning Commission had 1.4
different commissioners over the last year.
NO FORMAL A CTION REQ UES TED
ITEM 16: 2014 PLAN OF WORK.
City Administrator Zuleger introduced the 2014 City Plan of Work. Mr. Zuleger highlighted some of the
goals and objectives.The 2014 Parks Commission Plan of Work was also explained.
Council Member Nelson asked about land use planning and adoption of form-based codes. Planning
Director Matt explained that the next step is to develop some and see if they meet Council. objectives.
Placing the future sewer pipe under the railroad strategy and utility creation are both included in 2014.
Mayor Pearson wants to add: Establish TIF district if economically feasible; collaborate fire service with
communities; and building plan inspections for fire. Council Member Reeves asked about adding a few
Human Resources Committee goals. It was decided.that the revised Platt of Work would be brought back
in January.
ITEM 17: SPECIAL ASSESSMENT POLICY REVISIONS;RES. NO. 2013-110
City Engineer Griffin explained the current and. proposed minor policy changes. Changes to collector
roadway access management, large lots, and the duration of assessment terms were included and
explained.Mayor Pearson asked for public comment. There was none.
MOTION.• Council Member Smith moved TO APPROVE RESOLUTION NO. 20.13-110, ADOPTING
MINOR REVISIONS TO THE CITY OF LAKE ELMO SPECIAL ASSESSMENT POLICIES AND
PROCEDURES FOR PUBLIC IMPROVEMENTS. Council Alfember Reeves seconded the motion.
MOTION PASSES 5-0.
SUMMARY REPORTS AND ANNOUNCEMENT'S
City Administrator Zuleger: been busy cleaning up year-end issues; 2014 bonding; obtaining Lake
Eli-no Ave waterma:in agreements; determining access to Engstrom site. It was noted that the developer
may bring sewer pipe up to Gonyea site; meeting with Washington County on highway 5/Manning
realignment; working with Alyssa on Source Q4 edition.
City Attorney Snyder: no report.
Planning Director Matt: reported Planning Commission will be considering the proposals for
developments on .Lake Elmo Ave in early 2014; staff.'received a. revised and amendment to preliminary
plat from Lennar;
Page 4 of 5
LAKE ECHO CITY COUNCIL MINUTES
DECEMBER 17, 2013
City Engineer Griffin: both construction projects are behind due to unseasonably cold weather/frost.
Lennar water main will be done in spring. Lift station too. 5-10 days of work left. Village sewer will be
done about mid Jan.Council Member Reeves commended the traffic management efforts.
Finance Director Bendel: attended Finance Committee meeting; finishing water assessments. Finalizing
year end; final payroll run; storm water will go out on 31'; working on year-end close; 2014 sales tax
exemption mailing; 1099 preparation.
City Clerk Bell: submitted liquor license approvals to the county and state for final approval; renewing
2014 waste hauler licensing; working with building official to implement electrical inspections. Should.
begin February 3, 2014; Note as approved tonight the next City Council meeting will be on Monday,
January 6,2014.
The Washington County septic issue that Council Member Smith mentioned was discussed. The Mayor
asked that more than one council member or staff be involved in discussions
MOTION.• Council Member Bloyer moved TO ENTER CLOSET? SESSION. Council Member Reeves
seconded the motion, MOTION PASSES5-0. Meeting closed at 9:20pm.
ITEM 18: EXECUTIVE SESSION: ANNUAL PERFORMANCE REVIEW OF CITE'
ADMINISTRATOR DEAN ZULEGER
MOTION.• Council Member Nelson moved TO RE-ENTER OPEN SESSION. Council Member Reeves
seconded the motion. MOTION PASSES 5-0. Meeting reopened at 9:20pm. No formal action taken.
Mayor Pearson adjourned the meeting at 11:I5pm.
LAKE ELM1 0 CITE' COUNCIL
ATTEST:
Mike Pearson, Mayor
,Adam R.Bell,City Clerk
Page 5 of 5
�i E L*M0
DATE: January 6, 2014
CONSENT
ITEM #2
MOTION
AGENDA ITEM: Approve Disbursements in the amount of$269,770.91
SUBMITTED BY: Cathy Bendel, Finance Director
THROUGH: Cathy Bendel, Finance Director
REVIEWED BY: Dean Zuleger, City Administrator
S€:GGESTED ORDER OF BUSINESS:
Introduction of Item...:..:..................................,.........................—City Administrator
Report/Presentation................................................City Administrator
Questions from Council to Staff.............................................Mayor Facilitates
Callfor Motion ...........................:.....................................Mayor&City Council
- Discussion........................................................................Mayor&City Council
- Action on Motion-,.......................... ................................Mayor Facilitates
POLICY RECOMMENDER: Finance
FISCAL IMPACT: $269,770.91
SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council
is asked to approve disbursements in the amount of$269,770,91. No specific motion is needed
as this is recommended to be pail of the Consent Agenda.
LEGISLATIVE HISTORY: NA
--page I --
City Council Meeting [Consent Agenda Item 2]
January 6,2014 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
r
claims to be disbursed and paid in accordance with State law and City policies and procedures.
i Car on . .' ... Am Unit. Descriphoai
i .
p ACH $ 13,128.47 Payroll Taxes to IRS & MN Dept of Revenue 12/26/13
ACH $ 6,076.54 Payroll Retirement to PERA 12/26/13
C
DD5197-DD5224 $ 29,357.63 Payroll Dated (Direct Deposits) 1.2/26/13 :
40771-40775 $ 11,862.34 Payroll Dated(City Council) 12/26/13
40776-40812 $ 58,853.52 Accounts Payable Manual 12/31/13
fi
40813-40825 $ 149,652.41 Accounts Payable 1/06/14
F 2132-2145 $ 840.00 Library Card.Reimbursement 1/06/14
u,
r
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
k $269,770,91.
r.
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� 4
I A LMO
DATE: January 6, 2014
CONSENT
ITEM #3
AGENDA ITEM: Designation of Official Newspaper
SUBMITTED BY: Beckie Gumatz, Deputy Clerk
THROUGH: Dean Zuleger, City Administrator
REVIENN-TEIS BY: Adam Bell,Assistant City Administrator/City Clerk
SUGGESTED ORDER OF BUSINESS.;
Introduction.of Item...................................... .......b................City Administrator
Report/Presentation.... ..........................City Administrator
Questions from Council to Staff.................................................Mayor Facilitates
Call for Motion ...............................................................Mayor&:City Council
o
Discussion........................................................................Mayor&City Council,
Action on Motion.................................................................... Mayor Facilitates
POLICY RECOMMENDER: Designation is mandated by state law.
FISCAL IMPACT: None"
SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to
designate The Oakdale-Lake Elmo Review as the City's official newspaper of record for 2014
and to designate the St. Paul Pioneer Press as the alternate official newspaper to be used on an
as needed basis. As part of its consent agenda, no specific motion is required. Should council
choose to remove this itern from its consent agenda, the recommended motion for this action is
as follows:
"Move to designate the Oakdale-Lake Elmo Review as the offi
cial newspaper®f record for
2014 and designate the St Paul Pioneer Press as the back-up of.11cial newspaper on ain as
needed basis."
LEGISLATIVE HISTORY: Pursuant to Minn. State Statute § 412.831, the City Council is to
select an official newspaper of record for legal publications.
From a financial and timeliness perspective, City Staff has had an effective working relationship
with The Oakdale-Lake Elmo Review as its official newspaper for the past few years. The
Oakdale-Lake Elmo Review meets all statutory requirements for legal publications, has a
reasonable publication schedule/deadline for submission, and its rates for publication are very
competitive.
--page. 1 --
City Council.Meeting� Y g [Consent Agenda Item 3]
January 6,201.4
The St. Paul Pioneer Press has been the back-up legal al publication due to its shorter turn-around
for unexpected and time sensitive publication needs. Due to its much quicker publication and
z vastly greater circulation, the Pioneer Press remains a viable back.-up option. The City did not
receive a proposal from the Pioneer Press.
BACKGROUND INFORMATION (SWOT):
_. Strengths The Oakdale-Lake Elmo Review has balanced local coverage of Lake Elmo
events and news along with a relatively broad distribution in. the area. The rates, publication i
frequency, and due dates all satisfy the City's legal publication needs the vast majority of the
time. The Pioneer Press offers daily publication, but at a much higher price for publications. It
does however have a much broader distribution rate.
Weaknesses The Oakdale-Lake Elmo Review only publishes weekly with a due date of the
preceding Friday. The Pioneer Press is more expensive, but it publishes daily with a due date of
noon the day before.
Opportunities Planning hearings far enough in advance to avoid having to rely on the daily
publication of the Pioneer Press for notice would save the city money. There is discussion in the
legislature to eliminate the printed newspaper publication rule.
s Threats Any substantial price increase would have a negative impact on publishing
costs.
RECOMMENDATION: The City Council is respectfully requested to designate The Oakdale-
Lake Lake Elmo Review as the City's official newspaper of record for 2014 and to designate the St.
Paul Pioneer Press as the alternate official newspaper to be used on an as needed basis. As part =
of its consent agenda, no specific motion is required. Should council choose to remove this item
from its consent agenda, the recommended motion for this action is as follows:
"Move to designate the Oakdale-Lake Elmo Review as the of
ficial newspaper of record for
2014 and designate the St. Pahl Pioneer Press as the back-asp official newspaper oil an as
needed basis."
AUTHORITY:
2012 Minnesota Statutes- §412.831 OFFICIAL NEWSPAPER
"The Council. shall, annually at its first meeting of the year, designate a legal newspaper of
general circulation in the city as its official newspaper, in which shall be published such
ordinances and other matters as are required by law to be so published and such other matters as
the council may deem it advisable and in the public interest to have published in this manner."
ATTACHMENTS.
1. Proposal from Lillie Suburban Newspapers, Inc(The Oakdale-Lake Elmo Review)
--page 2--
Lillie Suburban Inc® � 2515 E. Seventh Avenue
North St. Paul, MN 55109
(651) 777-8800
l
November 13, 2013
Adam Bell, City Clerk
City of Lake Elmo
3800 Laverne Ave. N.
Lake .Elmo, MN 55042
Dear Mr. Bell:
Thank you for the opportunity to bid on public notice publication services for the City of Lake
Elmo. The Oakdale-Lake Elmo Review has been serving the needs of the Lake Elmo area for 42
years, and is pleased to provide ongoing coverage of city government and school issues and
commimit l events, Each week we mail over 1600 copies to residents and businesses it, the City of
Lake Elmo.
Lillie Suburban Newspapers is the oldest weekly newspaper company in the St. Paul area. It was
founded in 1.938 by the late T. R. Lillie. His grandsons, Jeffery Enright and Ted H. Lillie, are
continuing the family tradition of publishing award-winning community newspapers in the St. Paul
suburbs.
It is our sincere desire to provide the best possible local news coverage in the Lake Elmo area. Our
experienced news staff provides readers with a well.-balanced, lively and informative product each
week. We realize that Lake Elmo area residents look to us as one of their primary sources of
4' information about city activities and meetings, and we will continue to publish the city's press releases
and photos.
Lillie Suburban Newspapers has the official designation of the neighboring communities of North
St. Paul, Maplewood and Oakdale, to name a few, as well as the North St. Paul-Maplewood-Oakdale
School District.
3 P.M. Friday is the deadline each week for submitting public notices to our office. Public notices
should be directed to Anne Thillen, Lillie Suburban Newspapers, 251.5 E. Seventh Ave., North St.
Paul, MN 55109. Our fax number is 651/777-8288. Notices may also be sent via e-mail to:
l.egalsC(b lillienews.com.
Legal publication rates for minutes, advertisements for bids and other notices are as follows:
$4.40 per column inch for a one-time publication
$4.20 per column inch for each additional publication
Thank you for considering the Oakdale-Lake Elmo Review as the official legal newspaper for the
City of Lake Elmo for 2014. If you have any further questions, don't hesitate to call us.
Sincerely,
ZJeffery Enright
Publisher
Altm Ramsey County Review•Maplewood Review• Oakdale-Lake Arno Review•Review Perspectives
,E New Bribhton Bulletin •Shoreview Bulletin•St:A.n.thony Bulletin•South-West Review
, :��J Roseville-Little Canada.Review•Woodbury-South Maplewood Review• East Side Review
Publications'
i a i
4779 doom Ave., White Bear Lake, MN 55110® Phone:651-407-1200® Pax: 651-429-1242
3
December 26,2013 1
Mr. Adam Bell
City of Lake Elmo __...................._........
_
3800 Laverne Avenue
Lake Elmo, MN 55042
Dear Ms. Lumby:
The St. Croix Valley Lowdown wishes to be considered as your designated newspaper for
2014.
We meet all the legal publication requirements under state statutes. Our circulation is
audited by Verified Audit Circulation, an independent firm.
We offer submittal of legal notices by mail, fax at(651)429-1242, or e-mail to
leg,lls") ress ubs.com. Please clearly identify them as"Legal Notices."
The rate will be$6.75 per column inch, in 7-point type at 9-lines per inch..
Our deadline for legal notices is Monday by 12:00 noon for that Friday's publication.
We look forward to the opportunity to serve you. We welcome any questions or
concerns you may have.
SinceXely,
1~
P ' i`
/f r
Lisa Graber
Legal Notice Coordinator c MAY-
toe e G
Mise:LakeElmo2014.doc
Your Best Source For Community Intonnation
White Bear F'r`;;ds ® Vadnais Heights Press e Quad Community Press o Shoreview Press a The Citizen e The Lowdown e North Oaks News
news@presspubs.com ppeomp@pressg3ubs.com marketina@Dressoubs.com nnrIrra rPgq ni a q.�n
BATE: January 6, 20I4
CONSENT
ITEM # 4
AGENDA ITEM: Designate Official Depositories of Funds;Resolution 2014.01
SUBMITTED BY: Cathy Bendel, Finance Director
THROUGH: Dean Zuleger, City Administrator
REVIEWED BY: Adam Bell, Assistant City Administrator/City Clerk
SUGGESTED ORDER OF BUSINESS fiLremoved from Consent):
Introduction of Item............................. ................................City Administrator
- Deport/Presentation.. .................... ....................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 Director; State law mandates that the City designate
Official Depositories of Funds annually.
FISCAL IMPACT: None
SUMMARY AND ACTION RE VESTED:
The City Council is requested to approve Resolution No. 2014-01, Designating the Official
Depositories of Funds for 2014. As part of its consent agenda, no specific motion is required. If
Council wishes to remove this item from the consent agenda, the recommended motion is as
follows:
"Move to designate Lake Elmo drank, Wells Fargo Bank, Northland Securities and Morgan
Stanley Smith Barney LLC as the official depositories for the City of Lake Elmo for 2014.p9
LEGISLATIVE HISTORY:
Pursuant to State Statute 427.01 et seq, the City Council is respectfully being asked to designate
official depositories for 2014. Based upon past practice as well as current and likely future needs,
it is recommended that the following be designated as the official depositories for the City of
Lake Elmo for 2014:
Lake Elmo Bank
--page 1 --
City Council Meeting [Consent Agenda/tern 4J
January G,2014
Well Fargo Bank g
® Northland Securities
Morgan Stanley Smith Barney LLC
f
BACKGROUND INFORMATIONILWOT
E
Strengths All financial institutions are financially sound and meet the City's needs r'
for depositories of public funds. t
1
Wealalesses There are no identified weaknesses.
Opportunities Continue to identify opportunities to maximize deposit returns.
Threats There are no identified threats.
RECOMMENDATION:
I.
The City Council is requested to approve Resolution No. 201.4-01, Designating the Official
Depositories of Funds for 2014. As part of its consent agenda, no specific motion is required. If
Council wishes to remove this item from the consent agenda, the recommended motion is as
follows:
b
"Move to designate Labe Elmo Bank, Dells Fargo Bank, Northland Securities and Morgan
Stanley Smith Barney LLB"as the official depositories for the 00,Qf Lake Elmo for 2014.,,
ATTACHMENT:
1) Resolution No. 2014-01 A RESOLUTION DESIGNATING THE OFFICIAL
DEPOSITORIES OF FUNDS FOR 2014
- i
i
--page 2--
CITE'OF LAKE ELMO
WASHINGTON COUNT'
STATE OF MINNESOTA
RESOLUTION 2014-01
A RESOLUTION DESIGNATING THE OFFICIAL DEPOSITORIES OF
FUNDS FOR 2014
WHEREAS, Minnesota Statutes, Chapter 427, requires the adoption of certain policies
and procedures pertaining to the deposit of public funds; and
WHEREAS, the statute also requires the designation of an official depository of funds
by a local government each year within 30 days of the beginning of the fiscal year..
NOW THEREFORE RE IT RESOLVED, by the City Council of the City of Lake
EImo, that the following Financial instigations are hereby designated as the Official Depositories
of Funds for 2014:
® Lake Elmo Bank
® Well Fargo Bank
• Northland Securities
• Morgan Stanley Smith Barney LLC
ADOPTED BY THE CITY COUNCIL OF THE CITY OF LAKE ELMO THIS
SIXTH DAY OF JANUARY 2014.
CITE' COUNCIL
CITY OF LAKE ELMO
By:
Mike Pearson
Mayor
ATTEST:
Adam Bell _
City Clerk
Resolution 2014-01
THE,CITY OF
'Ll'AIKE ELMO
DATE: January 6, 2014
CONSENT
ITEM# 5
AGENDA ITEM: Designating City's Data Practice Officials and.Approving City Data
Practices Policy
SUBMITTED BY: Adam Bell, Assistant City Administrator/City Clerk
THROUGH: Dean Zuleger, City Administrator
REVIEWED BY: Beckie Gumatz,Deputy Clerk
Stj'GGESTED ORDER 0F Bt-,SINESS:
- Introduction of Item.............v..........................I........................City Administrator
- Report/Presentation....................................................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: City Clerk/Staff. State law mandates that the City deSigDate
data practice officials.
FISCAL IMPACT: None
SUMMARY AND ACTION REQUESTED: The City Council is requested to consider
approval of Resolution 2014-02, Designating City's Data Practices Officials and Approving
City's Data Practices Policy. There are no changes from the 2013 Data Practices Policy other
than the change of designated officials. As part of its consent agenda, no specific motion is
required. If Council wishes to remove this item from the consent agenda, the recommended
motion is as follows:
"Move to approve Resohition 2014-02, Designatin- Ch�v Data Practices Officials and
Approving,City's Data Practices Policy; specifically, designating A dayn Bell as the City'. Data
Practices Responsible A uthoritt,and Beckie Gumatz as Compliance Qf.ricer and Approving
City's 2014 Data Practices Policy.
LEGISLATIVE HISTORY: Minnesota State Statute Chapter 13 regulates the collection,
creation, storage, maintenance, dissemination, and access to government data in government
--page 1 --
City Council.Meeting [Consent Agenda Item 5]
January 6,2014
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entities. MN Statute 13.05 requires the government entity's Responsible Authority to annually
update the City's Data Practices Policy and make an changes necessary to maintain the P Y Y Y g rY
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accuracy of the document.
The policy identifies the types of data the City maintains and how each type of data is classified. v
In addition, the policy provides for written procedures to ensure data requests are received and
complied with in an appropriate,permitted, and prompt manner.
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The City is required to have two officers to administer responsibilities set forth in the act. The
required officers are the Responsible Authority and the Compliance Officer, who b state statute
q p Y p � a Y
can be, and often are, the same person within a government entity. The Responsible Authority is
responsible for collection, use and dissemination of any set of data. The Compliance Officer
handles questions or issues with regard to data access. Both of these officials are required to be
named specifically, not just as a position responsibility. It is recommended that the City Council
designate Adam Bell as the Responsible Authority and Beckie Oumatz as the Compliance
Officer.
BACKGROUND INFORMATION (SWOT):
Strengths Naming two separate individuals increases the opportunity for legal
compliance. Formally adds Data Practice duties and responsibilities to the Deputy Clerk's role.
Weaknesses There are no identified weaknesses.
Opportunities The Deputy Clerk will have a greater opportunity to familiarize with Data
Practices for increased responsibility within administration.
Threats There are no identified threats.
RECOMMENDATION: The City Council is requested to consider approval of Resolution
r. 2014-02, Designating City's Data Practices Officials and. Approving City's Data Practices
Policy. There are no changes from the 2013 Data Practices Policy other than the change of
designated officials. As part of its consent agenda, no specific motion is required. If Council
wishes to remove this item from the consent agenda, the recommended motion is as follows:
"Move to approve Resolution 2014-02, Designating City Data Practices Officials and
Approving City's Data Practices Policy, specfflically, designating Adam Bell as the City's Data
Practices Responsible.Authority and Beckie GuntatZ as Compliance Officer and Approving
City's 201=l.Data Practices Policy.
ATTACHMENTS:
1. Resolution 2014-02
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CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION 2014-02
A RESOLUTION DESIGNATING CITY S DATA PRACTICES OFFICIALS AND
APPROVING CITY S DATA PRACTICES POLICY
WHEREAS, Minnesota Statutes, Chapter 13, requires the adoption of certain policies
and procedures pertaining to government data practices; and
WHEREAS, the statute also requires the appointment of a data practices compliance
official, a data practices responsible authority and optional designee(s) to enforce the data
practices policies of government agencies.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lake
Elmo, that the attached City of Lake Elmo Data Practices Policy, together with the exhibits
attached thereto, are hereby adopted and approved as if fully set forth herein; and.
BE IT FURTHER RESOLVED, that City Clerk Adam Bell will be appointed to serve
as the city's data practices responsible authority and Deputy Clerk Beckie Gumatz will be
appointed to serve as the city's data practices compliance official.
ADOPTED BY THE CITY COLNCIL OF THE CITY OF LAKE ELMO THIS
FIFTEENTH DAY OF J kNUARY 2013.
CITY COUNCIL
C 1TY OF LADE ELNTO
By:
Mike Pearson
Mayor
ATTEST:
Adam Bell
City Clerk
Resolution 2014-02
L \f""R & (-� - : r f
DATE: January 6, 2014
CONSENT
ITEM# 6
AGENDA ITEM: Appointment of Official City Engineer and City Attorney for 2014
SUBMITTED BY: Adam.Bell, Assistant City Administrator/City Clerk
THROUGH: Dean Zuleger, City Administrator
REVIEWED BY: Beckie Gumatz,Deputy Clerk
.SUGGESTED ORDER OF BUSINESS ---
Introduction of Item...:............:..- ..........:..:..:...._........................City Administrator
- Report/Presentation..................................................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: Staff
FISCAL IMPACT- None
SUMMA.R17 AND ACTION REQUESTED: The City Council is respectfully requested to
appoint an official City Engineer and City Attorney. These officials are contracted for
professional engineering and legal advice. These appointments are not specifically required by
statute or ordinance, but are consistent with past practice. No specific motion is needed as this
item is part of the Consent Agenda. However, if Council chooses to remove this item from
Consent,the recommended motions are as follows:
"Move to appoint Mr. Jack Grin, of Focus Engineering, Ine. as he of i ial City Engineer
and principal provider ofprofessional engineering services for 2014."
"Alove to appoint Mr. Dave, ikyder, q f Johnson & Turner, P.A., as the o facial City Attorney
and principal provider°of both civil and criminal legal services for 2014."
LEGISLATIVE HISTORY: Mr. Jack Griffin of Focus Engineering currently serves as the
Official City Engineer and primary provider of professional engineering services. He is
--page I --
City Council Meeting [Consent Agenda Iteni 61
January 6,2014
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supported by.Mr. Ryan Stempski. Focus Engineering and the City have an ongoing agreement
for professional services effective 7/19/2011. This appointment would be a continuation of that
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agreement.
Mr. David Snyder of Johnson & Turner currently serves as the Official City Attorney for both f`
civil and criminal legal services. At his last appointment, Mr. Snyder indicated that he would
continue his services under the same terms and conditions as a previous agreement from
I' 4/13/2009. This appointment would be a continuation of that previous agreement.
BACKGROUND INFORMATION (SWOT):
Strengths Mr. Griffin and. Mr. Snyder are familiar with the City and its current needs. ?:
Both parties currently meet the city's legal and engineering services needs at satisfactory levels.
Weaknesses City needs may change and other or additional services may be required. No E:
t proposals were sought or received from other parties.
Opportunities All contracting parties should look to identify areas where the City can save
money or maximize services provided.
Threats There are no specific identifiable threats. As with all contract services, parties
may terminate the services and the City would need to find a replacement.
RECOMMENDATION: The City Council is respectfully requested to appoint an official City }
Engineer and City Attorney. These officials are contracted for professional engineering and legal =
advice. These appointments are not specifically required by statute or ordinance, but are
consistent with past. practice. No specific motion is needed as this item is part of the Consent
= Agenda. However, if Council chooses to remove this item from Consent, the recommended }'
= motions are as follows: i..
"Move to appoint Mr. Tack fir^iffin, of Focus Engineering, Inc., as the gfficial Cif' ilragiaaeer°
and principal provider ofprq/essional engineering services for 2014.
"Alove to appoint Mr. David Srryder, oV'J{ohnson & Teener, E.A., as the official CiteAttor•ne
Und principal pr ovider°of'both civil and cr^irrrinal legal ser^vices.for 2014."
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'
����� �{TY 0F
LAKE T---",LMO
4 ���� ' / ~ i�� ��ern IR: an of '
The 2Ol4 City of Lake Elmo Plan of Work has been developed to reflect the governing principles established 6«
the 2O14 Lake Elmo City Council, which ane�
1. Efficient, low cost taxpayer serviced-based government;
2' Disciplined and balanced market driven growth;
3. Well-ordered, low regulatory burdened quality of life
From an operational standpoint five core ideas of local government have been applied to reflect public trust
and accountability. First, our work must be proactive and taxpayer-centered. Second, the program must add
value to the community in all ospeCts. Third, our operations must be efficient, stable and consistently fair.
Fourth, program must be cross-functional and team based. And Fifth, staff nnernbgrS must be allowed to
demonstrate expertise in their individual fields.
Mission Statement: To provide the citizens:of Lake Elmo with the most informed, efficient and transparent
customer service experience possible.
2014 Goals& Objectives
I. Continue to develop a multi-platform information strategy that includes a relevant Vvebslte, daily,
weekly and quarterly news updates, and pertinent mailings on key community issues;
2. Create procedures and standard operating guidelines to insure a 24 hour turnaround response on
all taxpayer issues including an established FAQ section of the website; Continue a consistent and
transparent method for taxpayer input that includes website polling, citizen surveys, focus groups
and neighborhood meetings
5. Improve utilization of cable access capabilities &web streaming to maximize technology and
inform the community via production of public affairs programming.
4. Continue implementation mf the Speak Your Peace civil dialogue project incooperationwxith< Lake
Elmo Elementary,Jaycees and Rotary.
5. Continue development of Next Gen Leaders group for community building and leadership
development.
5. Conduct (5) neighborhood outreach meetings in community parks.
Mission Statement: To thoughtfully adopt a City-wide Comprehensive Plan' Ahat matntainslhe open space
character of the community while balancing attractive, sustainable growt o I t the
2014Goals & Objectives
1. Adoption of the City Zoning Code
Z. Adoption o{ Form Based Code for Old Vi|/a0e-
P
3. 5tn2arnUne & Improve Policies /Procedures for the handling of routine land matters including but
not limited tn variances, site plan review, setbacks etal.
4. Reduce the population expectations toI8,OOQbyZ04Oand eliminate the KUOU with the Met
Council.
5. Efficiently process/approve final plats for Lennar, Amari5, Hammes, Ryland, Gonyea, Chase, Pratt
and Engstrom for future housing developments as prescribed by the Comprehensive Plan
6. Resolve zoning conflicts with the Metropolitan Airports Commission / K8NDOT.
7. Add Planning module from Permit Works for project tracking,
8. Fully implement escrow and developers agreement process.
Mission Statement: To create a City Code that is based on the development of an orderly communit
reflects state-of the-art municipal governance, and can be fairly understood and applied to the matter
regulated.To create a record retention system that provides orderly access and transparency.
2014 Goals & Objectives
1. Convert paper files from years 2000-2012toLaserOche record retention.
2. Establish public document destruction plan consistent with MN State Statutes.
5. Conduct, inthe Spring of3O14an Open Meeting, Data Practices & Ethics Seminar for all elected and
appointed officials.
Mission Statement: To,efficiently steward the tax dollars and other resources of the City of take Elmo in.a
manner that eliminates waste, maximizes the investment of our residents and maintains an affordable tax
rate that is in the bottom quartile of MN Cities,
2014Goa(m & Objectives
1. Implement Performance Based Budgeting for the 2015 Budget;
2. Complete [it«'sfirst Comprehensive Annual Financial Review prior to 2014 Borrowing;
3. Complete New Water and Sewer Rate Study Prior tothe 2015 Billing Cycle;
4, Complete Audit by May 15m / K1aintain Aa2 Bond Rating;
5. )rnp)ernentACH —Credit Card electronic payment system for fees, utility bills, etc.
6. 100% recovery or assessments/fees for service of developer created operational expense in 2014.
Mission Statement: To provide the resources and manpower,to sufficiently protect taxpayers and thei,r
property values from harm,
3014 Goals&Objectives
I. To modernize the fire fleet through purchase uf78' aerial/engine that ensures state-of-the art fire
suppression and maximizes firefighter safety;
Z. To reduce the number of nuisance properties by 50Y6 by the end of fiscal year 2014;
3. Improve permit review time tm 5 working days or less.
4. Full implementation of electrical inspection policy
5. Implement hearing appeal process for Code Enforcement and Animal [qmtrn| Issues
6. Explore collaboration with other area Fire Departments
7. Create and Implement Fire Inspection Program
i. Mission Statement: To construct and maintain efficient infrastructure'(streets and utilities)for the purpose
L of providing safe thoroughfares, potable drinking water, and the elimination of waste.
2014 Goals & Objectives:
1. Construct watermain line on Inwood to 1-94 corridor;
2. Construct watermain line on LE Avenue to the 1-94 corridor;
3. Develop a Village sewer phasing plan with 2015 Phase I construction;
4. Develop a water tower timing and siting plan including land acquisition;
5. Complete design specifications for Village Parkway for new development;
6. Hire (2) additional FTES for frontline sewer & water maintenance.
g: Mission Statement: To allow Lake Elmo to develop as a community in an environmentally sustainable.
manner at a pace that reflects "open space" character and marketplace realities.
+Jiq%. w.a.Y.-::..,.e...:.,a:.rs:+ .,xsv'.ra-.: s..'v rua:,:..Ln'eh+S•BfWrtx.dstirYuvu.mwwrv_•9T....+X•-K'M .......+..s.>ay-.+It.+G w.....YeK4we a+..Vv,xn-... -x, o, +,.n..n.,-.s. ..+.._:...+X•.x'4+saa:W:ar.WNa..sew2....F:s.:a�eMek+w:'xiA4a •rtY.nabuuNt2tlY dw'�
2014 Goals& Objectives:
1. Develop Business improvement District in the Old Village District—Establish TIF District if
economically feasible;
2. Complete stormwater studies (with VBWS) for growth areas
3. Create "Fresh" community Image / Branding Campaign that emphasizes open space character.
4. Recruit (3) new commercial businesses in the 1-94 corridor.
.,. _a
Mission Statement: To develop efficient;and so'fe.l�ca'4 transporfiatio:n.;policy that 61lo:ws 4`d Oy iauvfuTl
t-raf€ic'fk►wv:
2014 Goals & Objectives-
I. Complete and approve a Highway 36 corridor plan;
2. Actively participate in the design process for the reconstruction of Lake Elmo Avenue in 2015
including the development of a downtown streetscape improvement plan;.
3. Partner & Enhance Washington County's Manning Avenue Re-Construction Plan.
4. Design, Build & Assess 5th Street via 429 Process between Inwood and Keats/ Design, Build &
Assess 51h Street for Lake Elmo East (Ryland/Diedrich). "Parkway will incorporate theming
elements. (Project dependent on developer participation).
5. Complete railroad crossing trade out for the creation of a new Village parkway crossing by the
End of 2014.
-
xHgat �, ��.fi•.. w . .,.�„,�,.,.«,, --. .�W�,,,��„�!.• ,
Mission Statement: To provide for an orderly process that allows for all Lake Elmo residents to.exercise their
right to Grote.
IMR..ar....�c&w:�:sr..•+..,.- ,i:b..-;s...�.,,..a.'W',tipc-=^�--. AmkiddlK+i:iC.a-..�/K'rierv�...�.-r ..s :'a�.^.asN wu�,.:,uR.?Aai�.�'�.aau7�'..'.r...- iw i:.xcc-_..sacu&.v..,: •ffiw. - --�"eaa'-✓4.N^n. -u'N l'
2014 Goals & Objectives
1. Conduct successful primary and general elections in 2014.
-
Mission Statement: To develop a comprehensive and fully accessible park; recreation and trail'.pkamthat
provides use opportunities for all citizens.
s
2014 Goals & Objectives:
1. Obtain grant funding for the construction of the Lake Elmo Regional Trail.
2. Complete Park Commission Strategic Plan of Work (see attached)
3. Complete Sun Fish Lake Park Utilization Plan
.: -: � -- -.".t ,,.:,w�,:.:,..k.::ax.>.a..,.-.-.w....na.a•,.:.,�n•:aau:nmcw�r<.fwmm.M.�wr.,:.h•....�w.�-..•.<...,-t—x-•:w.ffiv:,.,m.-:s e ._::a.-:.:.,M..�n-.....
Mission Statement: To balance the monetary realities with the protection of natural resources of the City of
Lake Elmo through carefully policy development, deliberate advocacy for clean groundwater, drinking water
Land surface water, and proper management of storm water,
2014 Goals & Objectives:
1. Work with State Legislature secure funds $4 million in bonding to alleviate infrastructure costs
associated with the provision of clean drinking water to our taxpayers as a result of the 3M
groundwater contamination —Continue to Pursue Economic Remedies of 3M Contamination;
2. Create wetland and woodlands overlay districts within land use map;
3. In cooperation with waste haulers, develop a community-wide recycling program that utilizes single-
stream recycling, a centralized drop-off for over-sized items, and continual education. Create a
garbage pick-up schedule that allows for free market competition and reduce the impact on the
local roads;
4. Work with Washington County and the Valley Branch District to mitigate current surface water
flooding issues associated with the Old Village.
Mission Statement., To create a lean.and efficient government.that properly stewards taxpayer-dollars.and
:resources.
2014 Goals& Objectives:
1. Complete 30 standard operating procedure protocols in six disciplinary areas using key success
factor looping including snowplowing, street maintenance, meeting efficiency, permitting, land use
review, utility & assessment collections;
2, Paperless Council & Planning Commission Meetings by 3rd Quarter 2014.
is
Mission Statement: To establish the'public trust in policy-making by creating a productive,trust-lase, .
meeting process that is relevant to the issues at hand and civil in dialogue. _
2014 Goals & Objectives:
1. Complete 24 policy-focused meetings & 10 technically-based workshops;
2. Continue the creation of a citizen based Committee structure utilizing the expertise of the
community;
3. Complete an error free, sound record-keeping and technically sound broadcast of all affected
Planning Commission and City Council meetings.
Mission statement: To establish best practices in the recruitment, performance management, and overall
n:Welfare of the employees of the City of Lake Elmo
2014 Gals&Objectives
1. Streamline and contemporize the City of Lake Elmo Employee Handbook;
2. Develop annual review process for technical & management staff;
3. Standardize the hiring, discipline and firing process for the City of Lake Elmo.
LADE
A
LAKEELMO
DATE: January 6, 2014
CONSENT
ITEM# 8
AGENDA ITEM: Request for Approval of Storm Water Abatement
SUBMITTED BY: Cathy Bendel, Finance Director
THROUGH: Cathy Bendel, Finance Director
REVIEWED BY: Adam Bell,Assistant City Administrator/City Clerk
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item...............................................................City Administrator
- Report/Presentation........................:...:......................:City Administrator
- Questions from Council to Staff................i................ ..........Mayor Facilitates
- Call for Motio* n...................... ......................... .....4.........Mayor&City Council
- Discussion................:................................................. .......Mayor&City Council
- Action on Motion.......................................................... ........... Mayor Facilitates
POLICY RECOMMENDER: Washington County/Finance Director
FISCAL IMPACT: $70.97
SUMINLkRY AND ACTION REQLESTED: Washington County contacted the City of Lake
Elmo Finance Director to provide notice that parcel id #34.029.21.43.0002 was recently
reclassified to an exempt status. Washington County needs the Lake Elmo City Council to
approve the removal of this parcel from the 2014 tax roll since it previously approved the
delinquent Storm Water fees to be assessed on October 1, 2013.
LEGISLATIVE HISTORY: NA
BACKGROUND INFORMATION SWOT -
Strengths Our records will be up to date and match Washington County.
Weaknesses No longer able to assess the outstanding balance as a result of the parcel being
classified as exempt.
Opportunities The Finance Department will continue to actively pursue direct collection of
these fees as the amount will remain outstanding and due to the City.
Threats With no ability to file a lien on the parcel the collectability is no longer
guaranteed.
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City Council Meeting [Con,sent.Agenda Item 8] F
January 6,2014
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1 RECOMMENDATION: The City Council is respectfully requested to approve the removal of
assessment for parcel id 34.029.21.43.0002 from the 2014 tax roll files with Washington County.
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AUTHORITY:
2012 Minnesota Statutes: 444.075 Subdivision 3
"The governing body may fix and Ievy taxes for the payment of reasonable charges to the
municipality or county itself'
3 ATTACHMENTS:
I r:
1. Resolution 2014-03
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CITY OF LADE ELMO
''ASHINGTON COUNTY
STATE OF 1l NNESOTA
RESOLUTION 2014-03
A RESOLUTION APPROVING REMOVAL OF PID 34.029.21.43>0002
FROM THE 2014 PROPERTY TAX ROLL,
WHEREAS, Mim-iesota Statutes, Chapter 444.075, Subd. 3, permits certification of
unpaid charges to the county auditor for collection with taxes payable;
WHEREAS, the City Council approved said assessment on October 1, 2013 on Marcel id
34.029.21.43.0002 in the amount of$70.97;
WHEREAS, the parcel subsequently applied for and was approved to be reclassified to
an exempt parcel effective i/1/2014;
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lake
Elmo, that the utility assessment of$70.97 for parcel id 34.029.21.43.0002 be removed from the
2014 tax roll with Washington County.
ADOPTED BY THE CITY COUNCIL OF THE CITE' OF LADE ELMO THIS
SIXTH DAB' OF JANUARY 2014.
CITE' COUNCIL
CITY OF LADE ELMO
By:
Mike Pearson
Mayor
ATTEST:
Adam Bell
City Clerk
Resolution 201.4-03
THE,[TFY OF''
LAKE E L M 0 ' � ;
O �� 10UNC
DATE: January 6, 20,14
CONSENT
ITEM # 9
AGENDA ITF.:iI: Production Well No. 4—Pay Request No. 5
SUBMITTED BY: Chad Isakson, Project Engineer
TDROU C1 H i Dean A. Zuleger, City Administrator
REVII:W EI) BY: Jack Griffin, City Engineer
Cathy Bendel, Finance Director
Mike Bouthilet,Public Works
E
SUGGESTED ORDER OF BUSINESS ifremoved from the Consent Agenda):
- Questions from Council to Staff.......................................4.....Mayor Facilitates
- Public Input, if Appropriate........................................Mayor Facilitates
- Call for Motion................................................................Mayor&City Council
- Discussion........................................:..........................:...Mayor& City Council
- Action on Motion...............:....................................................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 REQUESTED:
The City Council is respectfully requested to consider approving Pay Request No. 5 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 Pav Request No. w to Keys Well Drilling Company in the amount of
S44,633.38,fiv the Production Well No. J,Prq eet'g
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City Council Meeting [Consent Agenda Item 9]
January 6,2014 =
LEGISLATIVE HISTORUBACKGROUND INFORMATION:
Keys Well Drilling Co., the Contractor for the project, has submitted Partial Pay Estimate No. 5
in the amount of$44,633.35. 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 the
total work completed. The amount retained is $9,046.38.
RECOMMENDATION:
Staff is recommending that the City Council consider approving, as part of the Consent Agenda,
Pay Request No. 5 for the Production Well No. 4 project. If removed from the consent agenda,
the recommended motion for the action is as follows:
t
"Move to approve Pay Request No. S to Keys Dell Drilling Company In the amount o f
$44,633.38,.for the procduct€on I't'edl?Vo. 4 Project"
ATTACIIMENT(S):
1. Partial Pay Estimate No. 5
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PROJECT PAY FORM
PARTIAL PAY ESTIMATE NO. EFOCUSENGINEERING, inc.
PRODUCTION WELL NO.4 PERIOD OF ESTIMATE
PROJECT NO.2013.125 FROM 11/1/2013 TO 12/27/2013
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
CONTRACTCHANGE 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
1 11/19/2013 na na 3.Revised Contract(1+2) $304,800.00
4.*Work Completed $180,927.50
S.*Stored Materials
6.Subtotal (4+5) $180,927.50
7. Retainage* 5.0% $9,046.38
8.Previous Payments $127,247.75
TOTALS $0.00 $0.00 9.Amount Due(6-7-8) $44,633.38
NET CHANGE *0etafied Breakdown Attached
CONTRACT TIME
START DATE: 7/8/2013 ORIGINAL DAYS 158 ON SCHEDULE
SUBSTANTIAL COMPLETION: 11/29/2013 REVISED DAYS 0 YES
FINAL COMPLETION: 12/13/2013 REMAINING -14 NO FX-1
ENGINEER'S CERTIFICATION: FOCUS Engineering,inc.
The undersigned certifies that the work has been reviewed and to the
best of their knowledge and belief,the quantities shown in this
estimate are correct and the work has been performed in accordance ENGINEER
with the contract documents. 12/30/2013
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 BYA)�
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 BY OWNER., CITY OF LAKE ELMO,MINNESOTA
BY BY
DATE DATE
FOCUS Engineering,inc, PROJECT PAYMENT FORM
PARTIAL PAY ESTIMATE NO. 5
PRODUCTION WELL NO.4 ENGINEERING, inn.
CITY OF LAKE ELMO,MINNESOTA
PROJECT NO.2013.125
ITEM DESCRIPTION Of PAY ITEM UNIT CONTRACT THIS PERIOD TOTAL TO DATE
QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT
1 MOBILIZATION/SITE WORK LS 1 $26,000.00 $26,000.00 -
$0.00 0.60 $15,600.30
2 5€LT FENCE LF 550 $5.00 $2,750.00 - $0.00 275.00 $1,375.00
3 24-INCH STEEL CASING LF 9S $200.00 $19,000.00 - $0000 89.00 $17,800.00
4 24-1 NCH OPEN HOLE LF 110 5125.00 $13,750.00 $0.00 122.00 $15,250.00
5 18-INCH STEEL CASING LF 210 $80.00 $16,800.00 $0.00 211.00 $16,880.00
6 18-INCH OPEN HOLE LF 85 $60.00 $5,100.00 $0.00 $1.00 $4,860.00
7 GROUT CY 50
$410.00 $20,500.00 .. $0.00 28.00 $11,480.00
8 EXPLOSIVES LB 400 $28.00 $11,200.00 60.00 $1,680.00 310.06 $8,6R0.0p
9 REMOVAL Of ROCK CY 750 $70.00 $52,500,00 225.00 S15,750.00 725.00 $50,750.00
10 AIR SURGING MOBILIZATION LS 1 $4,500.00 $4,500,00 - $0.00 1.00 $4,500.00
ii AIR SURGING DEVELOPMENT HR$ 125 $210.00 $25,2SD.00 28,50 $5,98:>.00 48.50 $10,185.00
12 TELEVISION SURVEY LS 1 $1.,400,00 $1,400.00 - $0-00 - $OA0
13 TEST PUMP MOBILIZATION&INSTALL. LS 1 S5,000.00 $5,000.00 1.00 $5,000.00 1.100 $5,000.00
14 TEST PUMPING FIRS BO 5140.06 $11,200.00 37.00 $5,180.00 37.00 SS,180.00
15 TEST PUMPING DISCHARGE PIPE LE 2,500 $5.50 $13,750,00 2425.00 $13,33750 2425,00 S13,337.50
16 SAND CONTENT TESTS EA S $50,00 $250,00 1.00 $50.00 1.00 $50.00
17 CHEM.ANALYSIS&BACT.TEST LS 1 $4,500.00 S4,500.00 - 50.00 - S0.00
18 SOUNDS BARRIER CONSTRUCTION SF 1,600 $8.00 $12,800.00 $0.00- - $0.00
19 GAMMA LOG EA 1
$800.00 $900.00 - $0.00 - $0.00
20 RESTORATION LS 1 $3,500.00 $3,500.00 $0.w - $0.00
21 WELL PUMP LS 1 $53,250.00 $S3,250.LI0 - $0.00 - $O,Oa
TOTALS-BASE CONTRACT $304,800.00 $46,982.50 $180,927.50
'I HE CITY OF,
I A
K E ILMO
DATE: January 6, 2014
CONSENT
ITEM # 10
AGENDA ITEM: Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30d' Street
- Change Order No. 3
SUBMITTED BY: Ryan Stempski,Project Engineer
THROUGH: Dean A. Zuleger, City Administrator
REVIEWED BY: Jack Griffin, City Engineer
Cathy Bendel, Finance Director
SUGGESTED ORDER OF BUSINESS il'removed from the Consent A-aen&
J
- 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 Motion.................................................................... Mayor Facilitates
POLICY RECOMMENDER: Engineering
FISCAL IMPACT:
None. This change order extends the contract times for Substantial Completion for the project
with no adjustment in compensation to the Contractor.
SUMMARY AND ACTION REQUESTED:
The City Council is respectfully requested to consider approving, as part of the Consent Agenda,
Change Order. No. 3 for the Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30"',
thereby extending the contract time for Substantial Completion by 56 days, from December 20,
2013 to February 14, 2014. If removed from the consent agenda, the recommended motion for
the action is as follows:
"Move to approve Change Order Alo. 3fi?r the Lake EhnoAvenue Sewer
Infrastructure-Improvements. 1-94 to M'Street."
G.
City Council Meeting [Consent Agenda Item 10]
i
January 6,2014
LEGISLATIVE HISTORY/BACKGROUND INFORMATION:
The Contractor, Minger Construction,requested an extension of the Substantial Completion date
due to early frost conditions in December, 2013 and a delay in the lift station start-up based on
the delivery date of the chemical feed system. The deep frost conditions slowed and delayed
directional drilling crews, but this type of construction can continue during winter conditions. _
Siemens is the supplier of the chemical feed system and indicates the system will be complete
and ready for delivery in the middle of January, 2014. Minger will be onsite when the chemical.
feed system arrives to install and connect the system, then perform a lift station start-pup.
= t
With approval of this Change Order; the revised Substantial Completion date will be February
14. 2014. The Final Completion date of June 1, 2014 remains unchanged.
RECOMMENDATION:
Staff is recommending that the City Council consider approving, as part of the Consent Agenda,
= Change Order No. 3 for the Lake Elmo Avenue Sewer Infrastructure Improvements: I-94 to 30`j'
Street, thereby extending the contract time for Substantial Completion by 56 days; from
December 20, 2013, to February 14, 2014. If removed from the consent agenda, the `.
recommended motion for this action is as follows:
"Move to approve Change Order No. 3, ?r the Lake Elmo Avenue SeM,er•
Infrastructure Improvements: 194 to 30"Street"
ATTACHMENTJS):
= 1. Change Order No. 3.
--page 2--
CONTRACT CHANGE ORDER FORM
CITY OF LAKE EL MO, MINNESOTA jFOCUS ENGINEERING, inc.
LAKE ELIVIO AVE SEWER INFRASTRUCTURE IMPROVEMENTS
S
2013.123
CHANGE ORDER NO. 3 DATE: January 6, 2014
TO: Minger Construction,Inc. 2471 Galpin Court,Suite 110,Chanhassen, MN 55317
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.
FCA CHANGE ORDERDESCRIPTION�/!U$Tl I TION".
This change order extends the contract times for Substantial Completion date by 56 days(from December 20,2013 to February 14,2014). This
extension request is early frost conditions in December and a delay in the lift station start-up based on the delivery date of the chemical feed
system. The Final Completion Date w June 1,2014 remains unchanged.
Attachments (list documents supporting change):
ITEM DESCRIPTION OF PAY ITEM.:. UNIT 0 TTY. -UNITErPRX-E.. "INCREASEADECREXSE.)
CO3-1 REVISE SUBSTANTIAL COMPLETION DATE N/A NIA $0.00 $0.00
............................................................11................................ .............. ........................ .................... ................ ...........
..................................... ...................... ......................................... ................................................. ...............................................................................................
............................................................................ ........................................................................................ ..................................
.......... ............................................. .......... —1........ .................... ................
...... ..................... .................. ........................................... ....... ...............................................................
NET CONTRACT CHANGE $0.00
Amount of Original Contract $ 3,463,201.60
Sum of Additions/Deductions approved to date(CO#1 and#2) $ (10,533.70)
Contract Amount to date $ 3,452,667.90
Amount of this Change Order (M Q) (9;44C-4 (No CHANGE) $ 0.00
Revised Contract Amount $ 3,452,667.90
The Contract Period for Completion will be (UNCHANGED) (INCREASED) (PEGREASED) 56 days
APPROVED BY ENGINEER: FOCUS Engineering, inc. APPROVED BY CONTRACTOR
ENGINEER'* BY
DATE DATE
APPROVED BY OWNER: CITY OF LAKE ELMO, MINNESOTA
BY BY
EIATLE DATE
FOCUS Engineering,inc. CHANGE ORDER FORM,
...............
T[I CITY of
LA K E E 0
DATE-. January 6, 2014
CONSENT
ITEM # 11
AGENDA ITEM: Section 34 Water& Sewer Utility Extension Improvements—Change
Order No. 2
SUBMITTED BY: Ryan Stenipski, Project Engineer
THROUGH: Dean A. Zuleger,City Administrator
RENEWED BY: Jack Griffin,City Engineer
Cathy Bendel,Finance Director
SUGGESTED ORDER OF BUSINESS if're oved from the ConsenfAgaendy)"
- 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 Motion.....................................................................Mayor Facilitates
POLICY RECOMMENDER: Engineering
FISCAL IMPACT-
None. This change order extends the contract times for Substantial Completion for the project
with no adjustment in compensation to the Contractor.
SUMMARY AND ACTION REQUESTED:
The City Council is respectfully requested to consider approving, as part of the Consent Agenda,
Change Order No. 2 for the Section 34 Water and Sewer Utility Extension Improvements,
thereby extending the contract time for Substantial Completion from December 20, 2013,
allowing an additional 14 calendar days beginning with the first day of spring 2014 mobilization.
This change order also requires the spring mobilization to occur no later than May 5, 2014. If
removed from the consent agenda, the recommended motion for the action is as follows:
"Move to approve Change Order No. 2for the
Section 34 Kater & Sewer Utility Extension Improvements.
--page I --
City Council Meeting [Consent Agenda Item 11]
January G,2014
I -
LEGISLATIVE HISTORN"11.3/kC GROUND INFORMATION:
F
P
The Contractor, Redstone Construction, requested an extension of the Substantial Completion
date due to early frost conditions in December, 2013. frost to depths greater than 4 feet stopped
productivity of open cutting pipe in the ground. There is approximately 800 feet of watermain
that remains to be installed, tested and restored along Hodson Boulevard. '
With approval of this Change Order,the revised Substantial Completion date will be extended 14
calendar days beginning from the first day of spring 2014 mobilization,but no later than May 19, f'
f 2014. The Final Completion date of May 30,2014 remains unchanged.
4
E
RECOMMENDATION.
f
Staff is recommending that the City Council consider approving, as part of the Consent Agenda,
Change Order No. 2 for the Section 34 Water& Sewer Utility Extension Improvements, thereby {
extending the contract. time for Substantial Completion from December 20, 2013, to a date no
later than May 19, 2014. If removed from the consent agenda, the recommended motion for this
action is as follows:
"Dove to approve Change Order No. 2.for the
= Section 34 TY'ater & Sewer Utility Extension knprovement,-i.,
ATTACHMENT(S):
1. Change Order No. 2.
i
i
i
--page 2--
CONTRACT CHANGE ORDER FORM
i
CITY OF LAKE EL(`s1iC'r, MiNNE5f3TA FOCUS ENGINEERING, inc. g
SECTION 34 UTILITY EXTENSION IMPROVEMENTS �
PROJECT NO. 2013.126
CHANGE ORDER NO. 2 DATE: .January 6,2014
TO: REDSTONE CONSTRUCTION COMPANY,INC. , PO BOX 218, MORA, MN 55051
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.
C 7a�l1:G: > i EA.a SCRIfION f:3lJS'f1FI- Tt0N .
This change order extends the contract times for the Substantial Completion date by 14 calendar days beginning with the first day of spring
2014 mobilization. Spring mobilization must occur no later than May 5,2014. This extension request is due to early frost conditions in
December. The Final Completion Date of May 30,2014 remains unchanged.
Attachments (list documents supporting change).
"d IiA.. D.ESCR)t?7.1*4C3.i PAY:I.7EAv1,; .. tJ..NJT:.. '.... ...CQ3Y :.: :, UNITf"Pftl E'. :; 3t`ICREA5 I(DECREASEJ .;
CO2-1 REVISE SUBSTANTIAL COMPLETION DATE N/A N/A $0.00 $0.00
NET CONTRACT CHANGE $0.00
Amount of original Contract $ 1,701,884,50
Sure of Additions/Deductions approved to date $ 11,162.82
Contract Amount to date $ 1,713,047.32
Amount of this Change Order (,ADD) ¢B€DUC-T} ¢NO CHANGES $ 0.00
Revised Contract Amount $ 1,713,047.32
The Contract Period for Completion will be (UNGWANG€B) (INCREASED) ( EGA&N;) 14 calendar days
APPROVED BY ENGINEER: FOCUS Engineering,inc. APPROVED BY CONTRACTOR
r ,
ENGIN ER
4^`
c 1 .
DATE DATE
APPROVED BY OWNER: CITY OF LAKE ELMO,MINNESOTA
BY By
DATE DATE
FOCUS Engineering,inc. CHANGE ORDER FORM
THRA.'11'YOF
A K,117— P, LM0
-'UNCIL COMMUIWCA
DATE: humary 6, 2014
CONSENT
ITEM# 12
AGENDA ITEM: 201.2 Rain Garden Project Maintenance Contract— Pay Request No. 2
(Final)
SUBN1-11TTE'D 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
SUGGESTED ORDER 0F ICU'SINESS ilremoved ions the ConsentAz ends):
- Questions from Couticill to Staff.............................................Mayor Facilitates
- Public Input, if Appropriate........................................Mayor Facilitates
- Call for Motion...............................................................Mayor&City Council
- Discussion............................................................... Mayor&City Council
- Action on Motion....................................................................Mayor Facilitates
POLICY RECOMMENDER: Engineering
FISCAL IMPACT:
None. Final payment is proposed in accordance with the Contract for the project. Payment
remains within the authorized scope and budget.
SUM-MARY AND ACTION REQUESTED:
The City Council is respectfully requested to consider approving Pay Request No. 2 (Final) for
the one year maintenance contract for the 2012 Rain Garden Project, in the amount of$3,560. If
removed from the consent agenda, the recommended motion for the action.is as follows:
"Move to approve Pay Request.11o. 2 (Final) to St. Croix Valley Landscaping in file amount of
$3,560.for the one year maintenance contract for the 20.12 Rain Garden Project
--page I --
CityCouncil Meeting g [Consent Agenda Item 121
January 6,2014
I`FI
1:
r
LEGISLATIVE HISTORY/BACKGROUND INFORMATION:
The 2012 Rain Garden Project included the construction of 17 rain gardens in conjunction with
the city's 2012 Street Improvements. The rain gardens were jointly funded by the City of Lake .
t Elmo and the Valley Branch Watershed District with the design and construction oversight being
provided by the Washington Conservation District (WCD). :
r.
The 2012 Rain Garden Project was complete and accepted by the city council on November 20, t
2012. The contract included a one year $5,501 maintenance contract with St. Croix Valley
Landscaping (SCVL) to maintain the 17 rain gardens that were originally installed for the
project. The WCD also provided the oversight for the one year maintenance contract.
E
t
f
During the warranty period,the WCD reported that 6 rain gardens were not functioning properly.
The 6 rain. gardens were corrected in November 2013, with the exception of 1 rain garden at
5890 Highlands Trail North, which is to be corrected during the 2014 planting season. Future '
maintenance is now the responsibility of the adjacent property owner for each rain garden. All t
property owners have signed maintenance agreements committing to the ongoing maintenance
work.
WCD verified the maintenance that was completed in 2013 by SCVL and provided a
memorandum of one year maintenance completion (see attachment no. 3). However it is city
staff s position that the maintenance was only provided for 11 of the 17 rain gardens since the
E` remaining rain gardens were not operational. Therefore, staff is recommending a prorated
payment for maintenance of 11 rain gardens in the amount of$3,560.
RECOMMENDATION:
Staff is recommending that the City Council consider approving, as part of the Consent Agenda,
Pay Request No. 2 (Final) for the one year maintenance contract for the 201.2 Rain Garden
I Project, in the amount of$3,560. If removed from the consent agenda, the recommended motion
for this action is as follows:
I`
"Move to appr of e pay Request No. 2 (Pineal) to St Croix Palley Landscaping In the"In Darr?t of
S3,60 ar the one year maintenance contr•act.for the 2012 Rain Garden Project. <'
ATTACHMENT(S):
1. Pay Estimate No. 2 (Final)
2. St. Croix Valley Landscaping Maintenance Estimate
3. Washington Conservation District Memorandum of One Year Maintenance Completion.
I
i
I
--page 2--
PROJECT PAY FORM
4
PARTIAL PAY ESTIMATE NO, 2 (FINAL) ENGINEERING, inc.
i
2012 RAIN GARDEN PROJECT PERIOD?OF ESTIMATE
i
FROM 11/201201.2 TO 10/31/2013
i
PROJECT OWNER: CONTRACTOR:
CITY OF LAKE ELMO ST,CROIX VALLEY LANDSCAPING
3800 LAVERNE AVENUE NORTH 389 280TH STREET
LAKE ELMO,MN 55042 OSCEOLA,WI 54020
ATTW JACK GRIFFIN,P.E.,CITY ENGINEER
I
CONTRACT CHANGE ORDER SUMMARY" PAY ESTIMATE SUMMARY;-
l Approval i Amount 1.Original Contract Amount $46,501.16
No. pate i Additions Deductions 2.Net Change Order Sum $1,341.13
1 11/20/2Q12 $1,341.13 3.Revised Contract(1+2) $47,842.29
ii 4.*Work Completed $45,901.29
I 5. *Stored Materials $0.00
I ! 6.Subtotal(4+5) $45,901.29
{ 1 7.Retainage* 010% $0.00
8.Previous Payments $42,341.29
TOTALS $1,341.13 ° $0.00 9.Amount Due(6-7-8) $3,560.00
NET CHANGE 7M *Detailed Breakdown Attached
CONTRACT TIME
F ..,, ....
START DATE: 9/17/2012 ORIGINAL DAYS 44 ON SCHEDULE
i
SUBSTANTIAL COMPLETION: 10/31/2012 I REVISED DAYS Q i YES X 1
FINAL COMPLETION-. 10/31/2013 REMAINING 0 NO L�
ENGINEER'S CERTIFICATION: FOCUS Engineering, inc.
The undersigned certifies that the work has been reviewed and to the
best of their knowledge and belief,the quantities shown in this
estimate are correct and the work has been performed in accordance ENGINE R
with the contract documents. ✓ �' ' r`
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
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
.. Estimate
D ate
Phone # {715)294-4471
r Fax (715)294-2312 8/29/2012
4,. 4 �4.�, ' ,r Kv .�u5.fie�w`rrx=
:�,:. v � stcroixvalleylandscaping.com
a n , s c a D n.
389 2$0th Street scvl@stcroixvalleylandscaping.com
Osceola, W1. 54020
Name f Address
Lake Elmo Roadway RG
Washington Conservation District _
Rusty Schmidt
1380 W. Frontage Road, Hwy 36 Terms
Stillwater, MN 55082
Description _ Total
MAINTENANCE Lake Elmo Rain Gardens
MAINTENANCE.AGREEMENT-Provide maintenance twice yearly-weeding and inlets 2,150.00T
Includes haul away of debris and preen.
Watering-Water rain gardens-assuming use of city water supply through fire hydrants 2,250.00
not to exceed 5X
MULCH INSTALLED-Top dress mulch 1"w/delivery. 942.50
Plant material will stay under our 1 year warranty agreement.
Sales Tax and Use tax MN 148.50
Total $5,501,00
Quote includes all materials,hauling and delivery.Tax is not included. If accepted, payment terms are as follows:50%down
upon start of work,25%at 314 completion&balance of the contract price due at completion.This proposal is good for the next
30 days after date on quote.This quote is an estimate of the total cost of the project barring any unforeseen problems.We do
our very best to stay within the project's budget. If we anticipate any changes over 10%of the proposed quote because of
unexpected changes or problems in the site,we will discuss those changes with you before proceeding.We will prepare our
discussion in writing for you.
Thank you for the oppurtunity to provide a quote for you.
City of Lake Elmo, MN, 2012Ra' rden Project
MEMORANDUM OF ONE YEAR MAITMANCE COMPLETION
'
CONTRACTOR: 3-z".
PROJECT NAME: `i�,ak.cf --� �!2-
BACKGROUND:
\n2O12 St. Croix Valley Landscaping(SCVUbuilt 17 Lake Elmo raingardens. The one year maintenance
warranty period began November I4,2O12 and ends November 14,2013. On April 22md, 2U13aletter
was sent&nSCVLstating the one year maintenance items that needed tobe addressed per the August
2R^^,2012 estimate provided bySCVL The following items will need tnbe completed as necessary to
maintain all 17raingardens:
* Provide maintenance twice yearly. Weeding and cleaning inlets including haul away ofdebris
and adding preen.
* Watering. Water raingardens assuming use of city water supply through fire hydrants not to
exceed 5times.
� Mulch installed. Top dress mulch 1''with delivery.
During 2O1],6raingardens were found tobenon-functionin8. VVCD,VBVVD and the City of Lake Elmo
worked with SCVL to correct these raingardens. 2 of these raingardens were filled in. 4sofNovember
m
21 , 2Ul3 the Graingardens have been corrected. One year maintenance was performed onall
rain0ardens unless notmd..
Maintenance Performed BYSCVLin2D13:
May 23rd : Weeding
July 22nd :Weeding, (SCVL was asked to weed again due to not fully removing weeds)
August 29dl:Weeding
September 3rd : Watering(3.5 sites were not watered due to being under construction)
September1Zth:Watering(3.5 sites were not watered due tubeing under construction)
October 17th:Adding plants,sod
October 22nd:Adding sod, mulch (1,5 sites did not get mulch because they were filled in)
November lAw' Final corrections on punch list were completed
Note,(3.5s.-itepdorecnes wore:57zi,57sg8010 and South rpinqardeocrsm9m'
(1.5 site addresses�rc.,aB6 and South rainaarclenut5990,1,(A ddress 5890 had two raingorden,one wmfilted in and one
maintained through the maintenance agreement)
/do hereby certify that the work to which this Memorandum applies has been maintained in accordance
with the I year maintenance contract dated August 29'",I012 and ends November l4'2013.
DATE OFCOMPLETION:
THE CITY OF
LAKE ELM.0
COUNil"ALL C#01 MUNICA i0l�,,,"
DATE: January 6, 2014
REGULAR
ITEM # 13
AGENDA ITEM: Appointment of Acting Mayor
SUBMITTED BY: Adam Bell, Assistant City Administrator/City Clerk
THROUGH: Dean Zuleger, City Administrator
REVIEWED BY: Beckie Gumatz, Deputy Clerk
St jGGESTED ORDER OF BUSINESS:
- Introduction of Item................................................................City Administrator
- Report/Presentation................................................City Administrator
Questions from Council to Staff........................I.......I...I.........Mayor Facilitates
Call for Motion...............................................................Mayor&City Council
Discussion........................................................................Mayor&City Council
Action on Motion....................................................................Mayor Facilitates
POLICY RECOMMENDER: This item is mandated by state statute.
FISCAL IMPACT: None
SUMMARY AND ACTION REQUESTED: Pursuant to Minn. State Statute §412.1.21, the
City Council is asked to select an Acting Mayor on the City's behalf, should Mayor Pearson be
unavailable or unable to attend a meeting, sign an agreement, or attend functions on behalf of the
City. Any member of the council is eligible for this position. The recommended motion to act on
this organizational function is as follows:
"Move to appoint Council Member as A cting Mayor for 2014, to compti,
with and.fulfill all duties enumerated in Minn. Statute§4.12.121 relating to selections a an
Acting Miqo r"
LEGISLATIVE HISTORY: Minnesota State Statute § 412.121 reads: "At its first meeting
each year the council shall choose an acting mayor from the council.members. The acting mayor
shall perform the duties of mayor during the disability or absence of the mayor from the city or,
in case of vacancy in the office of mayor, until a successor has been appointed and qualifies."
page I --
City Council Meeting [Regular Agenda Item 1-3]
January b,2014
This requirement is also prescribed in Lake Elmo City Code § 31.01(E)(3). Council Member
Justin Bloyer was appointed Acting mayor for 2013.
BACKGROUND INFORMATION (SWOT I: -
Strengths Appointing an "Acting Mayor" makes the City compliant with state law
and provides a back-up for when the mayor is unavailable.
Weaknesses There are no identified weaknesses.
Opportunities The Acting Mayor is able to learn more about running meetings and
r
serving the City/Council in a slightly different role.
Threats There are no identified threats.
RECOMMENDATION: It is recommended that the City Council appoint an Acting Mayor for
2014, pursuant to state statute,by making the following recommended motion:
`®Move to appoint Council Member as Acting Mayor for 2014, to comply
with and fulfill all duties enumerated in Minn. Statute§41Z..121 relating to selection gf'an
Acting Mayor."
AUTHORITIES:
2012 :Minnesota Statutes: §412.121 ACTING MAYOR
t
"At its first meeting each year the council shall choose an acting mayor from the council
members. The acting mayor shall perform the duties of mayor during the disability or absence of -
the mayor from the city or, in case of vacancy in the office of mayor, until a successor has been
appointed and qualifies."
Lake Elmo,MN Code of Ordinances (2008): 31.01 MEETINGS
(E) Initial meeting. At the first regular Council meeting in January of each year, the Council
shall: ....
(3) Choose 1 of the Council Members as Acting Mayor, who shall perform the duties of
the Mayor during the disability or absence of the Mayor from the city or, in case of a vacancy in
the Office of Mayor, until a successor has been appointed and qualifies;
--page 2--
KE1'H!-'C1TYED0F
LA /10
W YCR & C0 UNCilL CC[,,,,4i"i4 MCA,, _71` N
DATE: January 6, 2014
REGULAR
ITEM# 14
AGENDA ITEM: Appointment of Required Officials to Fire Relief Association Board of
Trustees
SUBMITTED BY: Adam Bell, Assistant City Administrator/City Clerk
THROUGH: Dean Zuleger, City Administrator
REVIEWED BY: Beckie Gumatz, Deputy Clerk
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item..............................................................City Administrator
- Report/Presentation................................................City Administrator
strator
- Questions from Council to Staff..............................................Mayor Facilitates
- Call for Motion...............................................................Mayor&City Council
- Discussion..................... ..................................................Mayor&City Council
- Action on Motion...................................................................... Mayor Facilitates
POLICY RECOMMENDER: Staff
FISCAL IMPACT. N/A
SUMMARY AND ACTION REQUESTED: The by-laws of the Lake Elmo Firefighters Relief
Association provide that there be two officials of the City that serve on its Board of Trustees.
One must be an elected official and the other may be an elected or appointed official. The
Council should select one of its members (as required) and one other official (either a
councilmernber by name or a staff position by title) to the Firefighters Relief Association Board
of Trustees. As part of its Consent Agenda, no formal motion is required. However, should
Council remove this item from Consent,the recommended motion is as follows:
"Move to appoint Fire Chlqf Mainiquist, Finance Director Bendel, and Council Member
to the Fire Relief Associadon Board of Tr ustees.pr 2014."
LEGISLATIVE HISTORY. The practice in. the past regarding City membership on the Board
of Trustees has been that the Fire Chief, the Finance Director, and one Council Member have
--page 1. --
City Council Meeting [Regular Agenda Item 14]
Januay 6,2014
I'
c
filled these positions. These positions were held in 2013 by fire Chief Malmquist, Finance
Director Bendel, and Council Member Nelson.
BACKGROUND INFORMATION SWOT :
Strengths Maintaining the same membership provides continuity to the Board of
Trustees as well as familiarity with the subject matter by the board members. Appointing the
Finance Director provides the Board with a valuable set of financial management skills.
Weaknesses Despite the above mentioned benefits, appointing the same people each
f year can limit the perspective of the Board. New and additional input and perspectives can be E
beneficial as well as continuity.
Opportunities Unknown at this time.
Threats There are no specific identifiable threats.
RECOMMENDATION: The by-laws of the Lake Elmo Firefighters Relief Association
provide that there be two officials of the City that serve on its Board of Trustees. One must be an
elected official and the other may be an elected or appointed official. The Council should select
one of its members (as required) and one other official (either a councilmember by name or a -
- staff position by title) to the Firefighters Relief Association Board of Trustees. As part of its
Consent Agenda, no formal motion is required. However, should Council remove this item from
Consent, the recommended motion is as follows:
"Move to appoint Fire ChiefMalhaquist, Finance Director Mendel, and Council Member
to the Fire ReliefAssociation Board of'Trustees for 2014.99
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THF`.0TY OF
UN
KE ELM
0 cl�11_ C CD M 'CA
U
DATE: January 6, 2014
ITEM 915-
ADVISORY/NO SWOT
AGENDA ITEM: Year End Review of the Surface Water Use Ordinance
SUBMITTED BY: Dean Zuleger, Administrator
THROUGH: MNDNR Commissioner
REVIEWED BY: Dean 7-uleger, City Administrator, Washington County Sheriff's
Department and MNDNR(Enacted on September 25, 2014 per
publication)
SUGGESTED ORDER OF BUSINESS:
- Introduction ofitem..............................................................City Administrator
- Repor0resenta.fion...... ....... ............ ............City Administrator
- Questions from Council to Staff_.,.,....... .............. ....... Mayor Facilitates
Public Comment(10 Minutes) ......................... ...... ............. Mayor Facilitates
SUMMARY AND ACTION REQUEST-. Year-end review of the newly enacted Chapter 97
regulating hours of use for wake creating activity on Olson Lake, Lake DeMontreveille and Lake
Jane. No action requested.
BACKGROUND INFORMATION: In the Spring of 2013, the City Council of Lake Elmo
passed a set of amendments to Chapter 97 of the Water Surface Use that expanded use times and
placed protections for riparian landowners when lake levels exceeded certain ordinary high water
marks. Per State Law, these amendments had to be reviewed by the N/fN Department of Natural
Resources for compatibility to state law. In addition, a number of riparian landowners petitioned
the M_NDNR to have an environmental assessment completed on the proposed amendments.
MNDNR staff ruled that an environmental assessment was not necessary and began their review
of the ordinance which included a comprehensive investigation on the effects of the ordinance on
the lakes in the area of congestion, enforcement, environmental impact, and compatibility with
state laws. During this same time the Tri-Lakes area experienced a high water event that allowed
the City staff to practically apply the ordinance and protect shorelines. This event, supplemented
by a two week lake use study, was submitted to the MNDNR staff for their consideration. In
addition, City Council members and City Staff continued to monitor the lake use via personal
observation, video surveillance, and video recording via cell phone. The Washington County
--page I --
City Council Meeting
January 6,2014
Sheriff's Department reported no major issues in the early AM with no citations, although there
were incidents of wake creation by resident lakeshore owners during the wake prohibition period
in late June & early July. Every effort was made to also notify lake users of the sound sensitive
nature of the Jesuit Retreat Center and to date there has been no formal complaint made by the
Catholic complex about disruptive activity.
GMNDNR RECOMMENDATION: After a very thorough review (4 months), the MNDNR staff
in conjunction with the City made two minor changes to the ordinances both affecting high water
mark. MNDNR, with Lake Elmo affirmation, changed the language of the ordinance to read that
once ordinary high water marks are exceeded a no wake rule can be applied immediately as
opposed to a five day waiting period proposed. Similarly, the MNDNR reduced the waiting mark
PP Y g P P P Y7
to 3 days— a reasonable period to mitigate any weather event that may occur. I.
The MNDNR concurred with Lake Elmo that the expansion of use time was not at odds with
state law and should pose no problem for the lakes. Staff f Council surveillance of the lakes this
summer seem to prove this point definitively.
STAFF CONCLUSION: With the revision to Chapter 97 going into effect on September 25, is
2013, it is difficult to determine the overall impact of use changes at this time. In the spirit of the
law, Washington County Sheriffs Department monitored use for disorderly behavior and found
the Tri-Lakes to be relatively compliant. Surveillance of the lakes show that a majority of outside
use (those not living on the lake) comes in the form of bass fishermen -- who are respectful in
their practices.
[. The application of the ordinary high water mark wake prohibition in July proved to be fairly
benign in its contention and allowed the City to hone its notification techniques via Facebook, e-
blasts, and Code Red.
1
In addition, the data showed the "sharing of the lake" argument for no change
had limitations. Simply put, as the act of water skiing or tubing (wake creating) requires
someone to be exposed to the water and the elements while other passive activity doesn't, this
past summer's weather (initially very cold and eventually, wet to the point of preventing wakes
P (� Y rY Y9 P � P g
at all times) absolutely favored the more passive use. In other words, previous to the
change, practically speaking, wake creating uses were incumbent upon BOTH the time of
day AND reasonable weather, whereas pontoons, kayaks and paddleboards were (and still arc)
limited by neither. Staff will also seek data on the turbidity impact of the potentially increased
wake activity.
__page 2__
T1 IF CITY OF
L KE LMO
A E
DATE: January 6, 2014
REGULAR
ITEM# 16
AGENDA ITEM: 2014 Street Improvements—Resolution Receiving Feasibility Report mid
Calling Hearing on Improvement
S UBMITTED BY: Jack Griffin, City Engineer
THROUGH: Bean A. Zuleger, City Administrator
REVIEWED BY: Adam Bell, City Clerk
Cathy Bendel, Finance Director
Ryan Stempski,Project Engineer
S I%GGESTED ORDER OF BUSINESS:
- Introduction of Item................................................ .......................City Engineer
- Report/Presentation................................................................;......City Engineer
- 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 Motion.................................................................... Mayor Facilitates
POLICY RECOMMENDER: Engineering
.FTSCi".L IMPACT:
None. The Feasibility Report was previously authorized. Calling for and conducting the Public
Improvement Hearing is included in the feasibility report scope of services.
SUMMARY AND ACTION REQL,ESTED:
The City Council is respectfully requested to consider adopting Resolution No. 2014-04
receiving the Feasibility Report and calling for a Public Improvement Hearing for the 2014
Street Improvements to be held on February 4, 2014. The recommended motion for this action is
as follows:
--page 1 --
City Council Meeting [Regular Agenda Item 16]
January 6,201.4
I
"Move to adopt Resolution Alo. 2014-04, receiving the Feasibility Report
and calling Hearin for°the 2014 Street Improvement`s,."
LEGISLATIVE HISTORY/BACKGROUND INFORMATION-
r
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The 2014 Street Improvement project is a $1,811,000 capital improvement consisting of.
(1) Street reclamation for the Packard Park neighborhood including 24"' Street North, 24a' Street
Court North, Lansing Avenue North, 24t" Street Court North and Legion Avenue North; {
(2) Street reconstruction for Manning Trail North, Deer Pond Trail North and Deer Pond Court
North; and (3)A street maintenance resurfacing along 20th Street North.
This project is programmed for construction in the 2014-2018 Street Capital Improvement Plan '
(CIP). The feasibility report was authorized by the city council on October 1, 2013 in order to
ready these improvements for the 2014. construction. The feasibility report is needed to meet
state statutory requirements if any portion of the project is to be assessed to benefiting properties.
The report identifies the necessary improvements, the estimated project costs, the assessment
methodology and preliminary assessment amounts to be levied against properties adjacent to and
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r benefitting from the improvements.
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The proposed street improvements includes an 8-inch reclaim and bituminous surface
replacement with new concrete curb and gutter within the Packard Park neighborhood; a full
pavement depth reconstruction. with 2-foot wide gavel shoulders on Manning Trail North and a
full pavement depth reconstruction with new concrete curb and gutter on Deer Pond Trail North
and Deer Pond Court North. The report further recommends a micro resurfacing along 20th Street
North to defer the capital intensive reconstruction costs that were programmed for this street in '.
the CIP. Costs were included to complete some full depth patching along 20th Street where
pavement stresses were significant.
Storm sewer improvements have also been identified as part of this project to improve the
drainage and water quality of storm water runoff throughout the project areas. Damaged flared
end sections and corrugated metal pipe (CMP) are proposed to be replaced with new flared end
sections and reinforced concrete pipe (RCP) on Legion Avenue North, 20`' Street Court North,
Deer Pond Trail North and Deer Pond Court North. Additional stone sewer pipe and catch basins
are proposed along Deer Pond Trail North and Deer Pond Court North. 'Valley Branch
Watershed Rules require storm water quality improvements (i.e. infiltration basins) on street
reconstruction projects. infiltration basin costs have therefore been included for Manning Trail
North,Deer Pond Trail North and Deer Pond Court North.
The project will be partially funded by imposing special assessments against the benefitting
property owners. The proposed unit assessment for residential property is $6,000 for the Packard
Park neighborhood, and $6,400 for Deer Pond Trail and Deer Pond Court. The proposed unit
assessment for residential property along Manning Trail, a city collector roadway, is $3,200.
Tartan Park is a non-residential property along Manning Trail and therefore a 1.00% front footage
assessment of$95,800 is proposed. Tartan Park fronts the improvement with over 1,700 feet. No
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--page 2--
City Council Meeting [Regular Agenda Item 16]
January 6,2014
r assessments are proposed for the 20"' Street microsurfacing since this improvement is considered
E
routine maintenance with a 5-7 year sei vice life.
After assessments the city poi tion of the total project cost is estimated at $1,329,200. From this
amount it is proposed that $89,000 in storm sewer improvements be funded through the Storm
Water Utility Fund. The feasibility report findings and recommendations will be further
presented at the meeting.
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RECOMMENDATION:
Staff is recommending that the City Council adopt Resolution No. 201.4-04, receiving the
Feasibility Report and calling Hearing for the 2014 Street Improvements. The recommended
motion for this action is as follows:
"Move to adopt Resolution .No. 2014-04, receiving the Feasibility Report
and calling Nearing or the 2014 Street Improvements."
ATTACH IENT(S):
1. Resolution 2014-04 Receiving the FeasibilityReport for the 2014 Street Improvements and
1 �
Calling Hearing on.Improvement.
2. Notice of Hearing on Improvement.
3. Project Schedule.
4. Location Maps.
5. Feasibility Report (available for review at City•Hall)
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CITY OF LAKE EL MO
ASHINGTON COUNTY
STATE OF MINNESOTA.
RESOLUTION NO. 20I4-0
A RESOLUTION RECEIVING A FEASIBILITY REPORT FOR THE
�T
2g HEARING 0I4 ST FT IMP OVEI�� ENTS
AND CALLING N IMPROVEMENT
WHEREAS, pursuant to city council authorization, adopted on October 1, 2013, a feasibility
report has been prepared by FOCUS Engineering,Inc. for the 2014 Street Improvements consisting of the
Packard Park Area (24" Street North, 24'i' Street Court North, Lansing Avenue North, Legion Avenue
North and 201h Street Court North), 20'h Street North, Manning Trail, Deer Pond Trail North, and Deer
Pond Court North; and
WHEREAS, the feasibility report recommends that benefitting properties along the project route
be assessed a portion of the cost of the improvements pursuant to the city's Special Assessment Policy
and Minnesota Statutes,Chapter 429; and
WHEREAS, the feasibility report provides information regarding whether the proposed
improvement is necessary, cost-effective, and feasible; whether it should best be made as proposed or in
connection with some other improvement;the estimated cost of the improvements as recommended; and a
description of the methodology used to calculate individual assessments for affected parcels.
NOW, THEREFORE,BE IT RESOLVED,
I. That the City Council will consider the improvements in accordance with the report and the
assessments of the abutting properties for all or a portion of the cost of the improvements
pursuant to Minnesota Statues,Chapter 429 at an estimated total project cost of$1,811,000.
2. A public hearing shall be held on such proposed improvements on the 4th day of February, 201.4,
in.the council chambers of the City Hall at or approximately after 7:00 P.M. and the clerk shall
give mailed and published notice of such hearing and improvement as required by Iaw.
ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTH DAY OF JANUARY,2014.
CITY OF LAKE ELM.O
By:
Mike Pearson
Mayor
(Seal)
ATTEST:
Adam Bell
City Clerk
Resolution No. 2014-04 1
CITY OF LAKE ELMO
NOTICE OF HEARING ON IMPROVEMENT
2014 STREET IMPROVEMENTS
Notice is hereby given that the City Council of Lake Elmo will meet in the council
chambers of the city hall at or approximately after 7:00 P.M. on Tuesday, February 4,
2014, to consider the making of the following improvements, pursuant to Minnesota
Statutes, Sections 429.011 to 429.111;
The street improvements include: (1) Reclaiming the existing pavement surface
and aggregate base and placement of a new bituminous surface to the approximate
current location and grade within the Packard Park Area consisting of 24"' Street
North, from Lake Elmo Avenue to Legion Avenue; 20 Street Court North;
Lansing Avenue North; 20"' Street Court North; and Legion Avenue North, from
201h Street to 24"' Street. (2) Reconstruction of Marming Trail North, from
Marming Avenue to city limits; Deer Pond Trail North, from Hidden Bay Trail to
Jack Pine Trail; and Deer Pond Court North.
The area proposed to be assessed for these improvements include properties abutting the
above referenced streets or properties that gain direct driveway access from the above
referenced streets. The estimated total cost of the improvements is $1,811,000. A
reasonable estimate of the impact of the assessment will be available at the hearing. Such
persons as desire to be heard with reference to the proposed improvements will be heard
at this meeting.
DATED: January 6, 2014
BY ORDER OF THE LADE ELM® CITE' COUNCIL
Mike Pearson,Mayor
(Published in the Oakdale-Lalbe Elmo Review on January 1.5,2014 and January 22,2014)
FOCUS
PROJECT SCHEDULE ENGINEERING, inc.
CITY OF LAKE ELMO Cara Geheren,P.E. 651.300.4261
2014 STREET IMPROVEMENTS Jack Griffin,P.E. 651.300.4264
PROJECT NO. 2013,135 Ryan Stempski,P.E. 651.300.4267
Chad isakson,P.E. 651.300.4283
DECEMBER 2013
October 1, 2013 Council authorizes Feasibility Report.
January 6, 2014 Presentation of Feasibility Report. Council accepts Report and Calls Hearing.
January 23, 2014 Property owner meeting. Presentation of Report findings and recommendations.
February 4, 2014 Public improvement Hearing. Council orders Preparation of plans and specifications.
May 6, 2014 Council approves Plans and Specifications; Orders Advertisement for Bids.
May 29, 2014 Receive Contractor Bids.
June 17, 2014 Council accepts bids and awards Contract.
July 8, 2014 Conduct Pre-construction Meeting and Issue Notice to Proceed.
October 10, 2014 Substantial completion (estimated 12-15 weeks).
November 21, 2014 Final completion.
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T IE CITY OF
DATE: January G, 2014
REGULAR
ITEM# 17
AGENDA ITEM: Pumphouse No. 4 Improvements--Approve.Plans and Specifications and Order
Advertisement for Bids
SUBMITTED BY: Jack Griffin,City Engineer
THROUGH: Dean A.Zuleger,City Administrator
REVIEWED BY: Jack Griffin,City Engineer
Cathy Bendel,Finance Director
Mike Bouthilet,Public Works
SUGG,ES11T D ORDER OF:BUSINESS:
- Introduction of Item...................................................................................City Engineer
- Report/Presentation.....................................................................:City Engineer
- Questions fioin Council to Staff...........................................................Mayor Facilitates
- Public Input,if Appropriate........................................Mayor Facilitates
- Call for Motion.............................................................................Mayor&City Council
- Discussion.......................................................................Mayor&City Council
- Action on Motion.................................................................... Mayor Facilitates
POLICY RECOMMENDER: Engineering.
FISCAL IMPACT:
The total estimated project cost for Pumphouse No. 4 is $885,000. The project is scheduled to be paid
through a combination of DEED grant money($220,000) and water enterprise funds ($665,000). The city
cost share, or water enterprise funds, will be financed through the issuance of bonds with the bond
payments paid with the collection of water availability and water connection charges.
Approval of this resolution does not commit the council to the project costs. Once contractor bids are
received, the actual construction costs will be known and the council will. be asked to consider entering
into a contact to complete the work.
SUMMARY AND ACTION REQUESTED:
The City Council is respectfully requested to consider approving the plans and specifications and ordering
the advertisement for bids for the Pumphouse No. 4 Improvem.ents. The recon-imended motion for this
action is as follows:
--page 1 --
k
City Council Meeting '
[Regular Agenda Item 17J !
January 6,2014
i'
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"Move to approve Resolution No. 2014-05, approving the plans and specifications and ordering the
advertisement for bids_for the Pumphouse No. 4 Improvements.'s
L EGISLAT.IN7Ir 141STORY:
In accordance with the 2013-2014 Capital Improvement Plan, the city is pursuing the addition of a new =
water supply well, Well No. 4, to support the current and future growth and development water supply
needs for the city. The project is being completed under three separate contracts to align with the various
required contractor specialties including a well driller; a building contractor with electrical, controls, and
HVAC specialties; and a directional drilling utility contractor. All three contracts, along with the Keats
= Trunk Watermain Improvements, are part of the city's water system DEED grant, whereby the city must f.
expend $1.0 million in local matching funds to receive the $1.0 million state bond grant. Per the Grant
Agreement, all grant funds must be fully expended by December 31, 2014. The well drilling for Well No.
4 is near completion.
On August 6, 2013, the council authorized the preparation of plans and specifications for the Pumphouse
- No. 4 Improvements and the Connoting Trunk Watennain Improvements. In accordance with the project
schedule, the plans and specifications for the Pumphouse have been completed and are ready to be
advertised for contractor bids.
BACKGROUND INFORMATION:
Plans and Specifications have been completed for Pumphouse No. 4. The Engineer's opinion of probable
construction cost is$730,500.The improvements include:
F:
• Construction of a municipal building to enclose the new city well and related chemical feed
equipment. The building is located on newly acquired property near 50th Street and Lake Elmo
Avenue.
• Chemical feed equipment and piping to safely deliver drinking water to customers, HVAC
equipment, electrical and SCADA controls,and safety equipment.
• A natural gas generator to operate the well in the event of a.power outage.
• Site grading, driveway construction, and exterior work needed to adequately allow for chenucal
delivery,well maintenance and day-today operational needs.
• Erosion control,cleanup and site restoration. _
Construction of Pumphouse No. 4 is needed to operate the newly drilled Municipal Well No. 4. The.new
well supplements the supply capacity of the city's municipal water system in order to satisfy peals
summer demands and support further expansion of the water system customer base from new growth and
development. The need for Well No. 4 is documented in the City's 2030 Comprehensive Water System
Plan and has been.programmed in the 2013 Capital Improvement Program.
In the near future, the city engineer will recommend that the council accept plans and specifications for
the construction of the Well No. 4 Connecting Watermain. The project will extend a new 12-inch -
diameter trunk connecting watennain from the well location to connect with the existing watermain near
the intersection of Lake Elmo Avenue and.43rd Street N.
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--page 2--
City Council Meeting [Regular Agenda Item 17]
January 6,2014
3'
RECOMMENDATION:
Staff is recommending that the City Council approve the plans and specifications and order the
advertisement for bids for the Pumphouse No. 4 Improvements. The recommended motion for this action
is as follows:
"Move to approve resolution No. 2014-05,approving the plants and specifications and ordering the
advertisement for bids for the Puntphouse No. 4 Improventents."
ATTACIEIMENT(S):
1. Resolution 2014-05 Approving Plans and Specifications and Ordering Advertisement for Bids.
2. Project Schedule.
3. Purnphouse No.4 Rendering
4. Pumphouse No.4 Site Plan.
5. Pumph.ouse No.4 Plans and Specifications (available fior review at City Hall).
--page 3--
CITE' OF LAKE ELMO
WASHING-TON COUNTY
STATE OF MINNESOTA
SOLUTION NO. 21114-05
A RESOLUTION APPROVING PLANS AND SPECIFTCATIONS
AN,D ORDERING ADVERTISEMENT FOR BIDS FOR THE
PUUI PHOUSE NO. 4 IMPROVEMENTS
WHEREAS, pursuant to a resolution passed by the city council on the 6"' day of August, 2013,
the city engineer, together with Bolton and Menk, Inc. has prepared plans and specifications for
the Pumphouse No. 4 Improvements and has presented such plans and specifications to the
council for approval.
NOW, THEREFORE, IT IS HEREBY RESOLVER,
1. Such plans and specifications, a copy of which is on file at Lake Elmo City Hall and
made a part hereof, are hereby approved.
2. The City Clerk shall prepare and cause to be inserted in the official paper and posted
online with Quest Construction Data Network.(QuestCDN.com) an advertisement for
bids upon the making of such improvements under such approved plans and.
specifications. The advertisement shall be published for at least 21 days, shall specify the
work to be done, and shall state that sealed bids provided to the City Clerk prior to the
specified bid date and time and accompanied by a bid bond or cashier's check made
payable to the City of Lake Elmo in an amount not less than 5%of the amount of such
bid will be considered.
ADOPTED BY THE LAKE ELMO CITE' COUNCIL ON THE SIXTH DAY OF
JANUARY 2014.
CITY OF LADE ELMO
By:
Mike Pearson
:Mayor
(Seal)
ATTEST:
Adam Bell
City Clerk
Resolution No. 2014-05 1
FOCUS
PROJECT SCHEDULE ENGINEERING, inc.
CITY OF LAKE ELM® Cara Geheren,P.E. 651.300,4261
Jack Griffin,P.E. 651.300.4264
PUMPHOUSE NO. 4 Ryan Stempski,P.E. 651.300.4267
PROJECT NO. 2013.132 Chad isakson,P.E. 651,300,4283
REVISED DECEMBER 2013
August 6, 2013 Council authorizes preparation of Piand and Specifications. Approves Engineering
Services contract.
January 6, 2014 Council approves Plans and Specifications; Orders Advertisement for Bids.
February 5, 2014 Receive Contractor Bids.
February 18, 2014 Council accepts bids and awards Contract.
March 11, 2014 Conduct Pre-construction Meeting and Issue Notice to Proceed.
October 10, 2014 Substantial completion (estimated 26 weeks).
November 21, 2014 Final Completion (estimated 7 weeks).