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City Council Agenda Packet 3-4-14
(A-11-Y OF 4 Our Mission is to Provide Quality Public Services in a E.1 0 - Fiscally Responsible Manner While Preserving the City's Open Space Character NOTICE OF MEETING City Council Meeting Tuesday, March 04, 2014 7:00 P.M. City of Lake Elmo 13800 Laverne Avenue North AGENDA 7:00 K. Call to Order L. Pledge of Allegiance M. Roll Call N. Order of Business 0. Approval of Agenda P. Accept Minutes 1. Accept February 18, 2014 City Council Meeting Minutes Q. Council Reports ® Mayor ® Council R. Public Comments/inquiries S. Presentations 0 2013-2014 Winter Maintenance Update ® Firefighter Relief Association Raffle Drawing T. Consent Agenda 2. Approve Payment of Disbursements and Payroll 3. Approve 2014 Animal Humane Society Impound Contract 4. 2014 Seal Coat Project-Joint Services Agreement with West Lakeland Township S. Add Landscape Architecture Firm to the Consultant Pool U. Regular Agenda 6. Approve Resolution in Support of Publication Alternatives for Local Governments; Resolution 2014-14 7. Connecting Watermain Improvements -Accept Bids and Award Contract.Resolution 2014-IS V. Staff Reports and Announcements * City Administrator * City Attorney * Planning Director * City Engineer ® Finance Director * City Clerk W. Adjourn ****Item times are estimates and subject to change**** THE CITY of LAKE ELM® r �. r�r . DATE: March 4, 2014 CONSENT ITEM #2 MOTION AGENDA ITEM: Approve Disbursements in the amount of$146,688.06 SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REi%IE`�-I D BY: Dean Zuleger, City Administrator SLIG ,FSTED ORDER OF BUSINESS: -. Introduction of Item. ........:...........:.......................................:Citty Administrator - Report/Presentation..,...............................................City Administrator - Questions from Council.to Staff............:...:..........:................. Mayer Facilitates Call for Motion .......:..........:.:........ - ........... .............::....Mayor Council ...................................................................Mayor&City Council. Action-on Motion............... Mayor Facilitates POLICY RECOMMENDED: Finance FISCAL IMPACT: $146,688.06 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of$146,688.06. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY: NA --page 1 -- City Council Meeting [Consent Agenda Item 2] i March 4,2014 P i s BACKGROUND INFORMATION/STAFF REPORT: The City of Lake Elmo has the F fiduciary responsibility to conduct normal business operations. Below is a summary of current claims to be disbursed and paid in accordance with State law and City policies and procedures. 1 Claim# Amount Description t 'a ACH $ 11,490.36 Payroll Taxes to IRS & MN Dept of Revenue 2/20/14 E 4 R ACH $ 6,307.71 Payroll Retirement to PERA 2/20/14 E t 1 DD5350-DD5365 $ 29,837.58 Payroll Dated(Direct Deposits)2/20/14 6 41012-41057 $ 98,152.41 Accounts Payable 3/04/14 f 1 2300-2314 $ 900.00 Library Card Reimbursement 3/04/14 { 4 TOTAL 146,688.06 RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council approve as part of the Consent Agenda the aforementioned disbursements in the an-count of $1469 688.06. 4 g &Y B - - f ATTACHMENTS: i 1. 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'F x DATE: March 4, 20lul CONSENT ITEM#3 AGENDA ITEM: 2014 Animal Humane Society Impound Contract SUBMITTED BY: Dean Zuleger, City Administrator THROUGH: Mike Pearson, Mayor REVIEWED BY: Dean Zuleger, City Administrator Adam]Bell, City Clerk/Assistant City Administrator Public Safety Committee 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 POLICE' RECOMMENDER: Staff FISCAL IMPACT: $5 increase in holding fee. Reduction in impound costs due to no repeat holdings. SUMMARY RIND ACTION REgLTESTED: City Council is respectfully requested to approve a contract for impounding and care of stray dogs and domesticated cats at the Woodbury Animal Humane Society. The recommended motion for this action is as follows: "Move to approve the one year letter of understanding between tile Animal Humane Socieoy and the City of Labe Elmo,fbr Impound Housing,services.'9 LEGISLATIVE HIST0R''< --page i -- City Council Meeting [Consent Agenda.Item 3] March 4,2014 F.; The City of Lake Elmo has agreements in place with the Animal Humane Society(Woodbury)to F house stray animals per the State of Minnesota Statutes. This arrangement also includes certain f. s: criteria for holding, euthanasia, animal recovery, and rabies protocol. f Along with the City's Animal Control Officer, the City of Lake Elmo staff has worked closely with the Animal Humane Society to manage the humane treatment of stray animals — including the collection, feeding, care, and if necessary, euthanasia of stray animals in the city. The Animal r Humane Society has requested the City renew its agreement for 2014. The agreement is for 2014, but service will continue until cancelled. A new issue that the Humane Society is addressing is the reduction of repeat impounds and unnecessary and costly euthanizations. A new program that is in the process of being t inrnplemented, will involve sterilization, ear-marking, and a returning of"community cats" to the pick-up location. Community Cats are cats that are healthy, but for some behavior reason are } considered unadoptable. The shelter will no longer take these cats for impoundment after the initial impounding. The Animal Control Officer will be able to identify these cats based on the ear-marking. This will reduce the collection costs as these cats will no longer be impounded repeatedly. Staff has met with the Director of Animal Services, Dr. Brayshaw, and discussed the new program with the City's Animal Control Officer. The Public Safety Committee voted unanimously to approve the agreement with the Animal Humane Society. Staff recommends that Council approve the Letter of Understanding. BACKGROUND INFORMATION (SWOT): i Strengths There will be a reduction in impound and euthanasia costs; Sterilization of these animals should help reduce the unwanted cat population. Weaknesses There is a five dollar increase in holding fees. Also, cats are returned to their pick-up location. Opportunities There will be a reduction in unnecessary euthanizations. Threats The manner and means of the returning of the animals is unknown at this time. Staff has not identified any specific threats at this time. F. RECOMMENDATION: City Council is respectfully requested to approve a contract for impounding and care of stray dogs and domesticated cats at the Woodbury Animal Humane Society. The recommended motion for this action is as follows: "Move to approve the one year letter of understanding between the Animal Humane Society and the City of Lake Einta_for°Impound Housing Services." r ATTACHMENT'S: 1. Letter from AHS Director of Animal Services 2. LOU for Impound.Housing Services with the Animal Humane Society i --page 2-- 4*_ animaL humane society November 18, 2013 City of Lake Elmo 3800 Laverne Ave N Lake Elmo, MN 55042 Dear Municipal Administrator, Animal Humane Society is constantly looking at ways to improve the lives and welfare of animals in our community, and the impact that they have on the people in our community. We have taken a new look at un-owned cats in our communities—those cats known in shelters as "community cats."These cats range from those that are born and live in the wild to escaped and abandoned pets. Historically, these cats have been brought into our facility as strays and held for the mandated stray period, hoping that they have owners that will come and reclaim them. Over the past year,only 3.7%of those cats have been returned to their original owner from our shelters. After that time is up, those cats not reclaimed are either sterilized (spayed or neutered) and proceed to our adoption center, or are euthanized for health or behavior reasons. Many of the cats that are brought in as strays and would be euthanized for their behavior are able to survive comfortably in the community. Catching strays and bringing them to a shelter for sterilization and adoption or euthanasia has done nothing to help control cat numbers. As well, studies have shown that lost cats are 13 times more likely to be found or return home by just leaving them in their environment than bringing them in to any shelter. What this means is that we are potentially holding and euthanizing many cats that don't need to be. This does not mean that all cats shouldn't come to shelters. Those cats with identification (tag or microchip) have a much higher return rate. Dedicated sterilization and release programs have shown the ability to control and even decrease the community cat population over time. Cats that are healthy and friendly can be adopted and found new homes. In the contract that we have sent you for 2014, you will see new language regarding the potential sterilization and return of stray cats. We have not yet implemented a sterilize-and-release program, but we are likely to start one in the coming year. The intent behind this language is to prevent the euthanasia of healthy cats that have established a successful strategy for living outdoors. We will continue to evaluate all unclaimed stray animals for placement through our adoption center. However, we will consider releasing healthy cats back into the community in which they are found if they exhibit behavior that makes them not adoptable by our standards. These cats will have the tip of their ear removed while the cat is undergoing sterilization surgery—this clearly designates that the cat has been spayed or neutered. The new contract also includes a small fee increase.The canine and feline standard stray holding fee is increasing from$130 to $135 and the "other" domestic animal fee is increasing from $40 to $41. Buffalo Coen Rapids - Golder,Vah.ey -< St. PaUl Woodbury v„�r�n,.anini:, i�umar;esociot�r.orc3 A�V- animal humane society Please feel free to call me if you have any questions about this new strategy or the updated fee structure. We also have further information about this type of program that is available if desired. Sterilize and return programs have successfully been implemented in several major cities, even ones as far north as the twin cities. We look forward to working together to help as many people and animals as we can in our community. Sincerely, Dr. Graham 5rayshaw, DVM Director of Animal Services Animal Humane Society (763) 489-2224 gbrayshaw@animalhumanesociety.org Suffalo Coon Rapids Golden VaLLey " St.FlauL Woodbui-y Telephone 7€3 522 4325 wvwv.animal.humanesociety.org 4 Ir animaL s u:nane society Animal Humane Societe and City of Lake Elmo, ININ Letter of Understanding for Impound Housing Services 201.4 1. The Animal Humane Society(AHS) agrees to provide the following services: a. Housing for stray or abandoned animals that are retrieved or legally seized by your municipality's community service officer(CSO) or animal control officer (ACO), or for stray animals that are brought into the shelter by a citizen and verbal permission is given by your agency via phone for intake. Housing includes kennel space, daily cleaning, food and water. b. Herd management vaccination following our standard vaccination protocols, as well as medically necessary and/or emergency care for sick or injured animals impounded during regular business hours. c. Euthanasia services as deemed necessary by an AHS veterinarian. These services may be provided at the end of the legally required holding period or in the case of a medical situation that requires immediate euthanasia. d. Adoption services as deemed appropriate by AHS veterinary staff. The animals will be evaluated for these services at the end of the legally required holding period. e. Euthanasia services and body disposal as deemed appropriate by AHS veterinary staff. The animals will be evaluated for these services at the end of the legally required holding period. £ Provide animal rabies quarantine or diagnostic service for stray felines or canines that have bitten a person. g. Hold animal for the legally required stray holding period: 5 days in MN, 7 Days in WI or until reclaimed by owner within this holding period. h. AHS may perform sterilization and release of stray cats who are unclaimed at the end of the holding period and.deemed suitable to be returned to the outdoors to live independently, 2. AHS expectations: a. The AHS is not responsible for sick or injured animals that are left after hours. Outside treatment must be sought for these animals by the animal control officer or community service officer prior to leaving the animals at the AHS facility when veterinary staff' members are not on duty. b. AHS has the sole authority to disposition all animals that have not been reclaimed upon the expiration of the legally designated holding period.. c. AHS will not accept feral cats seized under municipal authority by your municipality's CSO or ACO. Buffato .° Coon Rapids � votden Vattay =.- Si. Paut 4.. Woodbury IelephUnE'76,'24 a-22 4325 1 vgnnnnr.anirrialhurianeswe y.org �y<Af Ir6k_ animal, humane society 3. The Cit o Lake Vnio agrees to: a. Adhere to the drop off procedure set forth by the AHS including animal housing at the shelter and paperwork. Drop off procedures and paperwork training for community service or animal control officers will be provided. b. Adhere to state laws and local ordinances that apply to the handling of stray or abandoned animals and the seizure and return of animals to their owners. c. Direct citizens where to take stray animals when not receiving permission for impoundment at the AHS. d. Seek care for injured or sick animals prior to drop off in the event that it is after hours and/or AHS veterinary staff is not on duty. e. Pay the designated fees for each animal cared for from your municipality. AHS will charge a standard stray holding fee of$135 per canine or feline and a$41 fee per "other" domestic animals (rabbits, guinea pigs, birds etc.) not reclaimed by its owner. AHS will charge a$10 administrative/processing fee to the municipality for each animal reclaimed by its owner in place of the stray holding fee. In these instances AHS will charge the owner reclaim fees. Fees for animals seized by the municipality (such as rabies quarantine) may vary due to the differing nature of their holding periods and services required. f. Allow and support the release of sterilized felines back to the community; if unclaimed and deemed able to live outdoors independently. Such felines will be ear-tipped.and, as such,ear-tipped felines will not be impounded in the future. g. Adhere to building access rules and ensure that the service access door is closed and. locked after use in an after hours drop off. h. Ensure that the municipality's CSO/ACO uses his/her discretion in the field as to whether or not to impound an animal. AHS is not responsible for those decisions. i. Be available to members of your community to resolve their concerns related to the actions of your ACO/CSO officers and your municipality's procedures, policies and requirements. j. Release AHS from all liability of claims resulting from or related to providing impound housing services. The Citv of Lake Eling accepts responsibility for the CSO/ACO while in the course of impounding animals at AHS. 4. Administration a. AHS will bill the municipality at the end of each quarter on a fiscal calendar year. Billing will be mailed in the first month following the end of the quarter. Payment is expected within 30 days of receipt of billing. b. AHS will assign a contact person who should be contacted in the event of any problems, concerns or to receive feedback regarding the program. c. Any billing disputes must be raised within 10 days of receipt of billing. BL?ffalo . Coon Rapids (solder.Valley St. Paul. t Woodbury Tetephone:763 522 4,:325 2 w\w,f.ani3-.ial.humarieE..ociei:y.o;-g a� This agreement is based on a one year commitment, which is renewed annually f om the date your administrator signs the agreement below. The agreement can be ended at anytime by either party with a 30 day notice. This agreement is entered into on the day of , 2014 by 3anelle Dixon, President& CEO Signed on behalf of Municipal Authority Animal Humane Society Printed Name and Title Buffalo Coon Rapids �; Golden Valley k St. Paul Woodbury Telephone 763 522.4325 � WWW.ar:imalhtarnanesociety.or'g THE CIT)'OF LAKE KE ELIN-10 MA YOR & rOUNCIL CC, TO� - DATE: March 4, 2014 CONSENT ITEM# 4 AGENDA ITEM: 2014 Seal Coat Project—Project Agreement for Joint Services with West Lakeland Township SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Dean A. Zulcger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Mike Bouthilet, Public Works Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS CiLremoved Lront thefonsentAgenda): - Questions from Council to Staff............................................. Mayor Facilitates - Public Input, if Appropriate........................................Mayor Facilitates - Call for Motion......................................... .......................Mayor&City Council - Discussion..............4............................................. Mayor& city Council - Action on Motion............. Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: Cost savings of$3,000 to $12,000. Through a joint project effort, it is anticipated that project cost savings can be realized through an economy of scale and sharing in project expenses for preparation of plans and specifications, bidding, and construction administration.. In addition, staff believes that by combining the project work for both communities, we can continue to promote a more favorable bidding environment that may result in lower overall construction costs. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving the West Lakeland Township Joint Services Agreement for the 2014 Seal Coat Project. If removed from the consent agenda, the recommended motion for this action is as follows: "Move to approve the West Lakeland To-inship Joint Services Agreement for the 2014 Seat Coat Project. --page 1 -- s City Council Meeting [Consent Agenda Item 4] j March 4,2014 r LEGISLATIVE HISTORY/BACKGROU-ND INFORMATION: 4 Staff has reviewed and updated the Joint Services Agreement with West Lakeland Township in preparation of the 2014 Seal Coat Project. Staff is recommending that the city continue to work- jointly with West Lakeland Township to perform seal coating for routine maintenance of city and township streets. The agreement identifies the terms and conditions upon which the City of Lake f' Elmo prepares and administrates a contract for the 2014 Seal Coat Project to be completed on streets within both the city and township. Each jurisdiction pays its portion of the construction costs and shares in the engineering design, bidding and construction administration costs. The r construction observation services would be contracted directly by each jurisdiction. The City of Lake Elmo is defined as the lead entity and prepares the plans and specifications is with input from the township. The city bids the project and enters into a contract with the selected contractor for all. the work. West Lakeland will pay a fee to the city in the amount of $3,000 to reimburse the city for the design, bidding and construction administration services related to the project. The township will reimburse the city within 30 days of receiving contractor F. invoices for the work performed by the contractor on West Lakeland streets. f RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of'the Consent Agenda, the West Lakeland Township Joint Services Agreement for the 2014 Seal Coat. Project. If removed from the consent agenda,the recommended motion for this action is as follows: f a r. "Move to approve the West Lakeland Township Joint Services Agreement fir the 2014 Seal Coat Project. ATTACHMFNT(S): r 1. West Lakeland Township Joint Services Agreement for the 2014 Seal Coat Project. i C r k x t' I' I --page 2-- JOINT SERVICES AGREEMENT FOR THE 2014 SEAL COAT PROJECT This Agreement is made this_day of 2014, by and between the West Lakeland Township (hereinafter referred to as "West Lakeland") and the City of Lake Elmo (hereinafter referred.to as"Lake Elmo"). WHEREAS, it is the desire of the parties, and it is the purpose of this Agreement; that certain road-related services be performed or contracted by Lake Elmo on behalf of West Lakeland for the purpose of sealcoatin.g certain street segments as designated by West Lakeland; NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth below,the above parties hereto agree as follows: 1. Tenn: The term of this Agreement shall commence upon the date of execution and shall be for the duration of the one year warranty period for the 2014 Seal Coat Project. 2. Services. For the term of this Agreement, Lake Ehno shall provide West Lakeland with the following services in and on behalf of West Lakeland and at the direction of West Lakeland's Engineer: a. Lake Elmo will provide professional engineering services to prepare Plans and Specifications and Contract documents for the 2014 Seal Coat Project. The project will include seal coating of street segments located in West Lakeland, in addition to the street segments located in Lake Elmo for which Lake Elmo is otherwise contracting. b. Prior to March 20, 2014, West Lakeland will provide Lake Elmo with a plan, designating and depicting the street segments to be seal coated in West Lakeland, said plan to be suitabable for inclusion in the Plan documents, along with a tabulation of the estimated quantities (in square yards) showing the seal coating work to be performed in West Lakeland as a.part of the project. c. Lake Elmo will advertise the 2014 Seal Coat Project for contractor bids and may award a contract for seal coating, or a portion of thereof, as deemed in the best interests of Lake Elmo. If Lake .Elmo awards a contract for the 2014 Seal Coat Project and West Lakeland agrees, the award shall include that portion of streets within West Lakeland. d. Lake Elmo will provide professional engineering services for the construction administration of the contract. e. At its sole cost and expense, West Lakeland will provide a construction observer to inspect the seal coat work.performed on West Lakeland streets. 3. Pavments. West Lakeland shall make payments to Lake Elmo for services related to the project or directly for services as follows: a. West Lakeland will pay Lake Elmo a fee in the amount of $3,000 for engineering and administration fees performed by Lake Elmo for the seal coat project. Lake Elmo will invoice this amount to West Lakeland once the Lake Elmo City Council accepts the bids and awards the construction contract. b. Lake Elmo will make Contractor payments for all work completed in accordance with the Contract. West Lakeland will reimburse Lake Elmo for the work completed and paid to the contractor in accordance with the contract for the actual quanitites of work performed on West Lakeland.streets. c. Lake Elmo will invoice West Lakeland for services to be reimbursed by West Lakeland as outlined above and. West Lakeland will pay all invoices within 30 days after receipt of the invoice. Lake Elmo shall include with its invoices copies of the contractor's claims showing the amount charged for the work performed and materials used in West Lakeland, 4. Insurance. Lake Elmo shall require its contractor(s) to provide insurance as specified below, and West Lakeland shall be named as an additional insured on such insurance: Comprehensive General Liability $1,000,000 per occurrence, $2,000,000 aggregate Auto Liability $1,200,000 per occurrenace Workers compensation Statutory amount 5. Indemnification. Lake Elmo agrees to defend, indemnify and hold harmless West Lakeland, and its officials, agents and employees from and against all claims, actions, damages, losses and. expenses, including attorneys fees, arising out of or resulting from Lake Elmo's perfonnance of the duties required under this Agreement, provided that any such claim, action, damage, loss or expense is caused in whole or in part by an alleged negligent act, omission, or willful misconduct (including, but not limited to, a claimed breach of contract made by the contractor) of Lake Elmo. Lake Elmo agrees to require, as part of its contract with the contractor used to provide the seal coating, to include West Lakeland in the contractor's indemnification obligation under the contract. West Lakeland agrees to defend, indemnify and hold harmless Lake Elmo, and its officials, agents and employees from and against all claims, actions, damages, losses and expenses, including attorneys' fees, arising out of or resulting from West Lakeland's performance of the duties required of it under this Agreement, provided that any such claim, action, damage, loss or expense is caused in whole or in part by an alleged negligent act or omission or willful misconduct of West Lakeland. This provision shall not be construed as a waiver by either party of any defenses, immunities or limitations on liability to which they are entitled, under Minnesota Statutes, Chapter 466 or otherwise. Under no circumstances shall a panty be required to pay on behalf of itself and other parties, any amounts in excess of the limits of liability established. in Minnesota Statutes, Chapter 466, applicable to any one party. The limits of liability for some or all of the parties may not be added together to determine the maximum amount of liability for any party. 6. Service Contract. This is a service contract. The parties do not intend to create, and nothing herein shall be construed as creating, a joint powers agreement, joint venture, or joint enterprise. However, to the extent a court of competent jurisdiction may find such a relationship exists, Lake Elmo and West Lakeland shall be considered a single governmental entity as provided 2 in.Minnesota Statutes, section 471.59, subdivision I a for the purposes of determining total liability. The limits of liability for Lake Elmo and West Lakeland. shall not be added together to determine the maximum amount of liability for either party or for any occurrence. 7. Contracting Procedure and Oversight. Lake Elmo shall be solely responsible for letting the contracts for the services to be provided hereunder in accordance with all applicable laws, rules, and regulations. The bonds obtained from the contractor for the work shall include the work to be performed in West Lakeland. Lake Elmo shall,to the extent reasonably necessary,assist West Lakeland to draw upon the performance bond as needed to complete or correct any work the contractor fails to perform in West Lakeland in accordance with the contract. West Lakeland will be responsible for inspecting the work to be perfonned in West Lakeland, but Lake Elmo shall. be responsible for generally overseeing the contractor's perfonnance of services in accordance with the contract. 8. Miscellaneous. This Agreement is solely for the benefit of the parties hereto and no other person shall have any right,claim,or interest in it. 9. Legal Compliance. Both parties agree to comply with all applicable state, federal and local laws, rules and regulations in carrying out their respective obligations under this Agreement. 1.0. Entire Agreement. This Agreement represents the entire agreement between Lake Elmo and West Lakeland and supersedes and cancels any and all prior agreements or proposals, written or oral, between the parties relating to the subject matter hereof. No amendments, addenda, alterations, or modifications to the terms and conditions of this Agreement shall be effective unless in writing and signed by both parties. IN WITNESS WHEREOF, the parties have set forth their hands on the day and year first written above. CITY OF LAKE ELMO TOWN OF WEST LAKELAND By: By: Its Mayor Its Town Chairperson Date Date By: By: Its City Administrator Its Town Clerk-Treasurer Date Date 3 THE CITYOF KE FLM0 AllAYOR & C'11'3UNC'1h'-" 7 ,10N DATE: March 4, 2014 CONSENT ITEM#5 AGENDA ITEM: Professional Engineering Support Services Consulting Pool—Approve Updated Pool to add Landscape Architecture, Inc. in the area of Landscaping and Urban Design SUBMITTED BY: Kyle Klatt, Community Development Director THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer SUGGESTED ORDER OF BUSINESS ff removed from Consent AgLndaj: Introduction of item.......................................Community Development Director Report/Presentation..............................Community Development Director Questions from Council to Staff............................................. Mayor Facilitates C611 for Motion ...............................................................Mayor&City-Council Discussion.........................................................................Mayor&City Council Action on-Motion.................................................................... Mayor Facilitates POLICY RECCOMENDER: Staff(Community Development Director and City Engineer) FISCA-L IMPACT: None — the Community Development Director intends to utilize a landscape architect/forester to perform plan reviews for subdivisions and site plans. The costs of these reviews will be a reimbursable item through development escrows. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving the updated Professional Engineering Support Services Consulting Pool, thereby adding Landscape Architecture, Inc. in the area of landscaping and urban design. If removed from the consent agenda, the recommended motion for this action is as follows: "Move to approve the updated Pro.fessional Engineering Support Services Consulting Pool, thereby adding Landscape Architecture, life. in the area of landscaping and urban design. --Page I -- City Council Meeting [Consent Agenda Item 5] March 4,2014 f - d l 3 LEGISLATIVE HISTORY: The City Council approved the Professional Engineering Support t Services Consulting Pool on March 20, 2012. The purpose of the pool is to establish a list of prequalified firms for staff to turn to for specialized engineering, architectural, landscape 1 architectural, surveying and other support services when the need arises. The prequalification f step serves to streamline the process for staff to access the available support services and to i; simplify the Request for Proposal (RFP) process when a specific project need is requested. It is also the practice of the City to amend the pool from time to time as needed to allow the City to r add/drop consulting firms as deemed in the City's best interests. The pool has previously been updated to include AE2S to allow the city to access their specialized expertise in the areas of r Water and Wastewater Systems and to add FOR in the area of surface water. At this time the Community Development Director is recommending that Landscape r Architecture, Inc. be added to the Consulting Pool so that their specialized expertise in x landscaping and urban design may be made available for assisting staff with various engineering t studies and design and general land use reviews. Staff will be asking the firm to provide a list of staff with resumes that would be assigned from time to time to city services and projects and to also submit a current Professional Services Schedule of Billing Rates. If approved, Landscape r g PP P Architecture, Inc. would be asked to enter into a General Services Agreement in the form provided by the City. a R BACKGROUND INFORMATION' (SWOT): 4 I Strengths The addition of Landscape Architecture, Inc. to the consulting x pool will provide a service that is needed on various City and development projects Weaknesses ® None P Opportunities w Landscape Architecture, Inc. has experience working with storm water ponds and infiltration area; this is an area that will be critical to have reviewed as part of new development plans Threats None fkf RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, the updated Professional Engineering Support Services Consulting = Pool, thereby adding Landscape Architecture, Inc. in the areas of landscaping and urban design. If removed from the consent agenda,the recommended motion for this action is as follows: t F "Afove to approve the updated Prgfessional Enghzeering Support Services Consulting Pool, i thereky adding Landscape Architecture, Inc. in the areas gf7andscaping and urban designs ATTACHMENTS: _ 1. Updated Professional Engineering Support Services Consulting Pool 2. Landscape Architecture, Inc. Background Information(from website) --page 2 -- C R � � c � y 4C R ba d C y� u d N C "C N '�'�:.'♦Axe✓ ��:: V «a o vco l� LU E p uj m m Q c c c b. Z - + vi oj ltJ ro ao ao L Q Y � C C C ro tL ..... ": C Cp m i Q O U N u Y � m N A O :d �5 : •max � �V � � � W y OJ ro p C is w p�j —� V, C Y C CI w 12 •6 f0 Cf C •c v .�+ Z W O ti ads w N w le� U y bi v O ii C Oy Zu w R C C N A L C a z N L ti! p (� p O 2 ¢ > Q N U w u. (j m vi to in C7 h Home : Landscape Architecture,Inc 1'a(-)c I of I 11111 Who We Are: What We Do: Recent Projects: Landscape Architecture,Inc. Site P18x1lalrig: u' provides full service landscape r, • General Site Layout architecture consultation with h •specialized expertise in Plat & Sub-Division �1•;�� w' sustainable design solutions. Submission U' • General Site Plan Submission You may have seen Stephen • Conditional Use Permit Mastey,ASLA,LEED AP, CLARB, Submission our firm's principal, featured on • Plans for Watershed Review Green Roof Project shows on the DIY network, HGTV • NPDES/DNR/MPCA Review /� and other local and national media • Survey & Wetland delineation Media: networks. • Rain Water Gardens Sweat Equity TV shows on • Green Roof DIY Network: Landscape Fdisodg_7QC _Erzi -z_cP do_ _„ n _-- _ __ pisod70j C 111A4.Architecture: _ _ F11is,de7i9= Messy : to Moder_f. • Commercial Development Flit Via+d • Planned Unit Development • Educational Institutions • Residential Clients • Religious Institutions • Government Agencies 856 Raymond Avenue,Suite G, St. Paul, Minnesota 55114 j 651.646.1020 ®Copyright 2014 I.Ondscape Architecture,Inc Wehsitc Pc r cr I Mlnnexpnlis,MN http://www.landareinc.com/ 2/28/2014 Services : Landscape Architecture,Inc Page l of NIMMEMM Our Landscaping Services Our Team Can Help You Site Planning On any landscape site planning project,we work first to get a deep Our trained staff can help you understanding of your goals and wishes.We encourage you to share your accomplish your landscaping dreams, ideas, and likes; sometimes taking ideas from nature,sometimes from architecture,art or lifestyle preferences. Contact Us,J;cstlrtyf Once we have a clear idea,we create conceptual plans. Then begins the production phase, with creation of construction documents for a final scope of work and construction.landscape Architecture Inc.,works with geotechnical engineers, civil engineers,surveyors,wetland ecologists, architects and municipal agencies to develop site plans that achieve the development goals with a special focus on limited impact on the site and surrounding ecosystems. • General Site Layout (curb/gutter, sidewalks, buildings, easements, landscape, grading/drainage) • Plans for Plat & Sub-Division Submission • Plans for General Site Plan Submission • Plans for Conditional Use Permit Submission • Plans for Watershed Review • Plans for NPDES/DNR/MPCA Review • Coordination of Survey &Wetland delineation • Rain Water Gardens • Green Roof Landscape Architecture Landscape Architecture Inc., provides landscape architectural design services to suit the needs of any project.We focus on a customer- centric approach. Your likes, needs, values and tastes dictate our path. We welcome a collaborative approach to enable you to explore the possibilities, assisted with our deep knowledge and broad experience. Some of our project work includes: • Commercial Development • Planned Unit Development • Educational Institutions http://www.landarcinc.coirl/services/ 2/28/2014 Services : Landscape Architecture, Inc Page 2 of 2 • Residential Clients • Religious Institutions • Government Agencies 856 Raymond Avenue, Suite G,St.Paul, Minnesota 55114 i 651.646.1020 C Copyright 2014 Landscape Architecture,lnc Wehsite Pgyyu J{c}rea}cil I Minneapolis,MN llttp://www.landarciic.com/services/ 2/28/2014 Portfolio : Landscape Architecture, Inc Na_'e 1 of 1 Our Portfolio I .A. Few Quick I Images Seeing is believing. Based on that principle,we update this section _ constantly.Please check back often! ,.az r � Most of our Landscaping designs are in St.Paul,Minneapolis,the greater Twin Cities area and Midwest region.We also work on locations throughout the US. ti Some examples of our work. • Rgin_G de a LL Natural_Storm_Water Treatment in St 11 id, MN • Rainwater Collection,Far R�use • AttciuFln_ BaYto�razTcawxzsla �Nl�nrxe�nta (PDF) M xl(3111 .rtlit Gat)--- 4FFC173G°dljC3iIS atlt_ al itPcrill _tvii3is{� u$d (PDF) • QC)NtMC)I�T1�, 0ND CC)Iv_IMU�I7'I'Z1 ;; OFFICE HE Hl1C LJ PTF i° -Saint; n2ina sota. {PDF) — ___ .. • WFUNITE. CAMPUS_i;�R!IQ— �E HT:AT3(�d7�1_a'' ERS � :JF taine,_:M_innlEa to (PDF) A • SIIf I.Li�tc ItAMIi Y_SHOLOm BAST CAl4 F'US SairaE t'al,l,,,MiF zi atr, (PDF) ....... :"..............._.._.. _° 856 Raymond Avenue, Suite G, St. Paul, Minnesota 55114 1 651,646.1020 0 Copyright 2014 landscape Architecture.,Inc WeWte Rq.yi 'ed I1 rlrehr3€acL I Minneapolis,MN' littp://www.landarcinc.com/portfolio/ 2/28/2014 About Us : Landscape Architecture,Inc Page 1 of 1 About Us Landscape Architecture,provides full-service design consultation. Located in St.Paul, MN,Landscape Architecture Inc.has alreadv established its leadership in television shows like Sweat Equity and Curb Appeal and work that is as close to home as Minneapolis and as far away as Hollywood. Since every project requires a different touch and benefits, from our fluid development approach, we welcome you to contact us and find out more about how we may be of service for your landscaping needs. l,g�Lwa-IU»» About Stephen Mastey Stephen is an award-winning Landscape Architect who has a wide-range of public and private sector experience. His design work demonstrates an understanding of the spaces and the people that experience them. He enjoys working at a variety of scales from intimate courtyard gardens to large multiphase development projects that allow for collaboration with various design professionals.A driving factor in all of his work is blending ecologically appropriate design solutions into a cultured landscape. Resugj (PDF) 856 Raymond Avenue, Suite G,St. Paul, Minnesota 55114 1651.646.1020 0 Copyright 2014 Landscape Architecture,Inc Wobsite i u 3r d 13 1,a;e a ,ii,17.I Minneapolis,MN hnp://www.landareinc.com/about-us/ 2/28/2014 Tf H-(TFY OF I A LL K E ELN/1 0 L L;& DATE: March 4, 2014 REGULAR ITEM # 6 AGENDA ITEM: Resolution Supporting Publication Alternatives for Local Goveniments SUBMITTED BY: Adam Bell, City Clerk/Assistant City Administrator THROUGH- Dean Zuleger, City Administrator REVIEWED BY: Beck-le 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 and the League of MN Cities FISCAL IMPACT: projected cost savings for 2013 would have been $6,500+. 2013 budget was $2,400. 2014 budget was $4,200. It is extremely difficult to project. SUMMARY AND ACTION REOUESTED: City Council is respectfully requested to adopt Resolution 2014-14, supporting SFI 152/HF 1286, which would allow political subdivisions to post proceedings, official notices, and summaries on the political subdivision's Web site.The recommended motion for this action is as follows: "Move to approve Resolution 2014-14, a.resolution supporting legislation allowing cities to designate their city website to publish pithfic notices. LEGISLATIVE HISTORY: Minnesota state law currently requires cities to publish certain types of information in one "qualified newspaper" designated by the city. These items are referred to as "official notices," "legal notices" and "public notices" in state statute. While the requirements vary based on a city's population, most cities must publish: meeting minutes; new ordinances-,. advertisements for --page 1 -- City Council Meeting [Regular Agenda Item 6] 4 March 4,2014 x bids; various financial reports; meeting and hearing notices; and notices of elections and sample } ballots. In the Minnesota State Legislature this year, a bipartisan bill has been introduced in both the } House and the Senate. This bill would allow cities to determine whether web publication. should. replace or supplement newspaper publications of public notices. The proposed resolution would support SF 1 152/HF 1256. The legislation does not change the requirements of what is published or when it is published— it only changes where it can be published. Residents would be able to request paper copies of official notices be mailed to their residence if they wish. i The League of Minnesota Cities is supportive of this bill and is requesting that cities pass resolutions of support as well. The Washington County Board has also passed a resolution in support. _ BACKGROUND INFORMATION fS'WOTI: z Strengths Publishing public notices online instead of in the newspaper would be more cost efficient. It would have saved the City $6,500 in 2013. Budgeting for public notice E publishing is near impossible. It would be comparable to budgeting for winter maintenance; it is extremely hard to predict how much it will snow. Much the same way, it is very difficult to predict how much publishing will be necessary for the coming year. Publishing public notices online would also shorten wait tunes for -it, updated and timely information. Some newspapers only publish residents by providing insta once or twice a week, so residents need to wait in order to get information about what is going on in their city. It will be much easier to schedule public hearings and comply with notice deadlines. ` Weaknesses Notices will no Ionger be published in the newspaper. People who only read notices in the newspaper will have to go elsewhere to obtain information. They have < the option of requesting that the city mail all public notices to their residence, which would still be cheaper. Opportunities Online publication could reach more residents. Newspapers may be seen as outdated and no longer how residents access information. r Threats Not everyone has access to the Internet, but as noted, they can r receive personal notices. RECOM IMENDATION�T: A City Council is respectfully requested to adopt Resolution 2014-14, supporting SF1152/HF1286, which would allow political subdivisions to post proceedings, official notices, and surnmaries on the political subdivision's Web site. The recommended motion for this action is as follows: "Move to approve Resolution 2014-14, a resolution sulyporting legislation allowing cities to designate their city website to publish public notices. i ATTACHMENTS: ENTS: 1. Resolution No. 2014-14 page 2- 6...,,..:..�,.,,.,.. ... ,..,a,,..®..,..w..aw:.w,,...;..,..:.,:...:..,,.. o-..wo,,..m+�«.,....A..w,..,,.,.,....,:.....:.,.. ...,......,...,:.�+..c+�......naw:..a.,.»erans.,.w».w CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2014-14 A RESOLUTION SUPPORTING LEGISLATION ALLOWING CITIES TO DESIGNATE THEIR CITY WEBSITE TO PUBLISH PUBLIC NOTICES • WHEREAS, cities are currently required by law to publish public notices in a designated official newspaper for the city(Minn. Stat. § 331A); and • WHEREAS, cities are committed to providing information to citizens and increasing access to information about city operations and business; and • WHEREAS,citizens expect and demand information in an immediate fonnat; and • WHEREAS, cities have limited resources and must utilize tax dollars in the most efficient way possible;and • WHEREAS, cities should have the authority to determine the best and most efficient method of communicating information to citizens based on citizen expectations; and • WHEREAS, cities are continuously improving and investing in technology to reach more citizens in a timely manner;and • WHEREAS,utilizing city websites to publish public notices would eliminate the time and costly burden of publishing in newspapers; and WHEREAS, city websites are increasingly the first place citizens look for information about their cities;and • WHEREAS,the ability of city websites to provide citizens with up-to-date, detailed information exceeds that of print media NOW THEREFORE BE 1T RESOLVED,that the city council of the City of Lake Elmo supports HF 1286 and SF 1152, legislation now before the 2014 legislature that would allow cities to publish certain public notices on their websites instead of,or in addition to, in.an official newspaper. ADOPTED BY THE LADE ELMO CITY COUNCIL ON THE FOURTH DAY OF MARCH 201.4. CITY OF LAKE ELMO By: Mike Pearson Mayor (Seal) ATTEST: Adam Belt City Clerk THE CITY OF L KE ELIMO I AvIA'- NY*,0R G"'�G UN'Clt- COM&AVN'CA. 3 DATE: March 4, 2014 REGULAR ITEM# 7 AGENDA ITEM: Well No. 4 Connecting Waten-nain Improvements—Accept Bids and Award Contract SUBAUTTED BY: Jack Griffin, City Engineer THROUGH.- Dean A. Zuleger, City Administrator REVIEWED BY: Chad Isakson, Project Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUMNESS: - Introduction of Item...................................................................................City Engineer - Report/Presentation.....................................................................City Engineer - Questions from Council to Staff.............................................Mayor Facilitates - PublicInput,if Appropriate... ......................................Mayor Facilitates - Call for Motion...............................................................Mayor.&City Council - Discussion.........................................................................Mayor&City Council - Action on Motion...... ............................................................. Mayor Facilitates POLICY RECOMMENDER: Engineering FISCAL IMPACT: $442,484.13. Approval of this resolution commits the council to entering into a construction contract for the project. The Well No. 4 Connecting Watermain Improvement construction contract amount is $442,484.1'), The total estimated feasibility report project cost was $617,000. With the reduced construction bid, the total estimated project cost is reduced roughly $42,000 to $575,000. The project is scheduled to be paid through a combination of DEED grant money, in the amount of $260,000, water enterprise funds, in the amount of $286,000, and special assessments in the amount of$29,000. 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. --page 1 -- City Council Meeting [Regular Agenda Item 7] March 4,2014 r. z E s f SUMMARY AND ACTION REQUESTED: k The City Council is respectfully requested to consider accepting contractor bids as presented and z award a contract for the Well No. 4 Connecting Watermain Improvements. The recommended motion for this action is as follows: "Move to aliprove Devolution No. 2014-15, A ccepting Bids and A;ma ding to Contract to Yorthdule C"oivstruction Coinpcaiky Inc., in the raynouaxt of S442,48413 f)r°the Well No. 4 1 C'naariectiarg FVcateaayatain I11TlJD"dJL'G'n2ent5'. r C F LEGISLATIVE HISTORY/BACKGROUND INFORMATION: f. Bids were received, publicly opened, and read aloud on Thursday February 20, 2014. The city er en in g e and design consultant has prepared and attached the Tabulation of Bids and a letter of recommendation for the award of the contract. The city received six (6) bids for this project, with Northdale Construction Company Inc., providing the lowest base bid in the amount of $442,484.13. The Engineer's feasibility construction cost estimate for the project was $464,000.00. Contractor references for Northdale Construction Company Inc. were reviewed and verified. The city engineer and his consultant are therefore recommending that the Council award the contract to the lowest responsible bidder, Noi-thdale Construction Company Inc., as outlined in the attached letter. The City Council approved the Plans and Specifications for the Well No. 4 Connecting { Watennain Improvements on January 21, 2014, and authorized staff to advertise the Project for bids. The Project was advertised on QuestCDN.com and in the Oakdale-Lake Elmo Review in f` accordance with the Minnesota Competitive Bidding requirements. The improvements include: • Construction of approximately 4,400 LF of 12-inch watermain to connect Well No. 4 to pp Y the existing distribution system. R Installation of 1.0 service stubs to existing properties to provide property owners the opportunity to hook up to municipal water. Erosion control, cleanup and site restoration. RECOMMENDATION: i Staff is recommending that the city council approve Resolution. No. 2014-15, thereby accepting l bids and awarding a contract to Northdale Construction Company Inc., in the amount of $442,484.13, for the Well No. 4 Connecting Watermain Improvements. The recommended [; motion for this action is as follows: is --page 2-- City Council Meeting [Regular A nda Item 7] March 4,2014 = V. r "Move to approve Resolution No. 2014-15,Accepting Bids and Awarding a Contract to is _ Northdale Construction Company Inc. in the amount nl`'S442,48433 for the Well No. 4 Connecting Natermain Improvements.'° F. ATTACHMENT(S): `r 1. Resolution No. 2014-15 Accepting Bids and Awarding a Contract. r 2. Tabulation of Bids and Engineer's Letter of Award Recommendation. I Project Schedule. _ f: (. tt rX 4 I'. I' 7 F' E r f 7 t I: 4. F. 1; FF f, t s f 1` i " r S Cr t E' s, i i --page 3-- CITY Y OF LAKE E ,M WAS INGTON COUNT' STATE OF MINNESOTA RESOLUTION NO. 20I4-15 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONT kCT FOR THE WELL NO. 4 CONNECTING WATERMA.IN IMPROVEMENTS WHEREAS, pursuant to an advertisement for bids for the Well No. 4 Connecting Watermain Improvements, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Northdale Construction Company Inc.,in the amount of$442,484.13. NOW, THEREFORE,IT IS HEREBY RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor's lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ETL.MO CI'l Y COUNCIL ON THE FOURTH DAY OF MARCH 2014. CITE' OF LAKE ELMO By: Mike Pearson Mayor (Seal) :ATTEST: Adam Bell City Clerk Resolution No. 2014-15 1 FOCUS ENGINEERING, inc. Cara Geheren,P.E. 651.300.4261 Jack Griffin,P.E. 651.300.4264 Ryan Stempski,P.E. 651.300.4267 February 26, 2014 Chad Isakson,P.E. 651.300.4283 Honorable Mayor and City Council City of Lake Elmo, Minnesota 55042 Re: Well No. 4 Connecting Watermain Improvements City of Lake Elmo Project No, 2013.131 Dear Mayor and City Council: Bids for the Well No. 4 Connecting Watermain Improvements project were opened on Thursday, February 20, 2014 at 2:00 PM with the following results. A complete tabulation of bids is enclosed for your information. Contractor Base Bid Northdale Construction Company $442,484.13 GM Contracting, Inc. $458,804.17 Miller Excavating, Inc. $529,594.25 Ellingson Drainage $547,786.50 C& L Excavating, Inc. $556,849.00 Q3 Contracting, Inc. $696,815.93 Recommendation We recommend that you award the Contract to the lowest responsible bidder, Northdale Construction Company, for their base bid of$442,484.13. Please do not hesitate to call me with any questions you may have. Sincerely, Chad J. Isakson, P.E. Project Engineer 8 8 oq F f 04 Zk JA 1 a $I �i � •� S 8 S g g al = ! c zl $ € $ a B $ $