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Home My WebLink AboutCCP 11-18-14 Tl I E CITY OF Our Mission is to Provide Quality Public Services in a Fiscaly Responsible LAKEELMO ' Manner While Preserving the Cidy's Open Space Character a NOTICE OF MEETING City Council Meeting Tuesday,November 18,2014 7:00 P.M. City of Lake Elmo 13800 Laverne Avenue North AGENDA A. Call to Order B. Pledge of Allegiance C. Roll Call D. Order of Business E. Approval of Agenda F. Accept Minutes la.Accept November 5,2014 City Council Meeting Minutes 1b.Accept November 12,2014 Canvass Board Minutes 1c.Accept July 22,2014 Special City Council Meeting Minutes 1d.Accept Amendment of October 7,2014 City Council Meeting Minutes G. Council Reports • Mayor • Council H. Presentations/Public Comments/Inquiries I. Finance Consent Agenda 2. Approve Payment of Disbursements and Payroll 3. Accept Financial Report dated October 31,2014 4. Accept Building Report dated October 31,2014 5. Accept City Assessor Report dated October 31,2014 6. Pumphouse No.4 Improvements—Change Order No. 1 7. Pumphouse No. 4 Improvements—Pay Request No. 6 8. 39th Street N:Street and Sanitary Sewer Improvements—Pay Request No.2 9. Lake Elmo Avenue Trunk Watermain Improvements—Pay Request No.4 10. Rotating Schedule for Sign Purchases J. Other Consent Agenda 11. Assign Council Member Bloyer to County Library System Discussions 12. Assign Council Member Smith to Gateway Corridor Discussions 13. Acceptance of the Koch Pipeline Easement proposed in the Demontreville Wildlife Area K. Regular Agenda 14. Lake Jane 201 System 15. Developer Escrow Release Procedures;Resolution No.2014-89 L. Staff Reports and Announcements • City Administrator • City Attorney • Planning Director • City Engineer • Finance Director • City Clerk M. Adjourn LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 05, 2014 CITY OF LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 05,2014 Mayor Pearson called the meeting to order at 7.•00 pm. PRESENT: Mayor Mike Pearson and Council Members Wally Nelson,Anne Smith,Justin Bloyer,and Mike Reeves. Staff present: City Administrator Zuleger, City Attorney Snyder, Community Development Director Klatt, Finance Director Bendel,and City Clerk Bell. PLEDGE OF ALLIGENCE APPROVAL OF AGENDA MOTION.•Council Member Nelson moved TO APPROVE THE NOVEMBER 05, 2014 CITY COUNCIL AGENDA AS AMENDED. Council Member Reeves seconded the motion. MOTION PASSED 5-a ITEM 1:ACCEPT MINUTES THE OCTOBER 21,2014 CITY COUNCIL MINUTES WERE APPROVED AS PRESENTED BY CONSENSUS. COUNCIL REPORTS: Mayor Pearson: Attended HR Committee meeting; held Meet the Mayor event at Twin Point. The Mayor has asked staffed to try and determine more specific assessment costs for Village work;It was noted that the previous discussion of residential design standards was brought to the Planning Commission and no further action is required at this time; The Mayor offered his congratulations to Council Members-elect Fliflet and Lundgren on election victories and commended Council Members Nelson and Reeves for their well-run campaigns. Council Member Bloyer: congratulated Council Members-elect Lundgren and Fliflet on election victories and thanked Council Members Nelson and Reeves for their service. He is looking forward to working with the new Council Members to move city forward. Council Member Reeves: congratulated Council Members-elect Fliflet and Lundgren election victories. He stated that it has been a privilege to serve;attended HR Committee meeting;met with residents from 361h and 37th St.;attended Meet the Mayor event at Twin Point. Council Member Smith: congratulated Council Members-elect Lundgren and Fliflet on election victories. Thanked residents for kind words and encouragement she received during her campaigning for candidate Fliflet. Council Member Nelson: congratulated Council Members-elect Fliflet and Lundgren on election victories and wished them luck. Thanked residents for allowing him to serve the city; he suggested forming an assessment task force for Old Village SAC costs;attended milfoil meeting with lakes representatives. City and groups will be trying to obtain grants and collaborate to eradicate the problem. PUBLIC COMMENTS/INQUIRIES Judy Gibson spoke about the library and upcoming events;Halloween candy can be traded for books and will be given to troops;reminded public that Library offers e-books;library also offers other electronic resources. Knit night on 11/20 and tai chi on Mondays and Thursdays at 10:00 am. PRESENTATIONS ITEM 2: PARR COMMISSION CHAIR SHANE WEIS Park Commission Chair Shane Weis presented the 2015 Parks plan of work. For specifics,please see the plan document. He provided an overview of the 2014 accomplishments and park audit. Mr. Weis summarized the recent commission retreat.The largest priority for 2015 is trails. Page 1 of 3 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 05, 2014 Council Member Smith noted the Oak-Land JPA was $64K,not $80K. Mayor Pearson asked about the Lake Elmo baseball improvements. Mr. Weis said that the organization is expected to make their annual request for additional improvements soon. Council Member Bloyer asked about the dog park and the Sunfish Lake Task force.Mr.Weis responded that they are still on the radar. Council Member Reeves thanked Mr. Weis and the commission for all their hard work. Mr. Weis in turn thanked Mr.Reeves for his service help with the commission. No Action Requested ITEM 3: RURAL AREA ANALYSIS AND PRESENTATION Community Development Director Klatt presented the Rural Area Analysis conducted by staff. For specifier, please see the analysis document. The analysis showed that lower density developments have an increased cost to maintain. Council Member Bloyer left the room at 728 pm. Council Member Smith questioned the data because of its age. She asked that future data be more current when actual decisions would have to be made. Mayor Pearson noted that the data could be extrapolated to provide a better estimate of current costs/revenue. Mr. Matt noted that all future developed properties in rural areas must front a public road. Council Member Bloyer asked why this rule exists. Matt explained that shared accesses can create practical issues for the city and property owners. Mr.Matt gave an overview of the options for future development of the rural areas.Mr.Bloyer asked that the future proposals provide the net fiscal impact for the various options.It was further explained that open space developments that include clustering of homes would probably have a lower maintenance cost. Ms. Smith gave the reasons past councils did the open space preservation developments.She asked if the cluster communities could do individual septics and wells.They can if they meet the space requirements. The Council discussed the difference between providing the various public services (i.e., roads,water and sewer). The minimum square footage required for individual septic was explained.The County requires 10,000,but the city requires 20,000.Mr. Matt noted that there are issues unique to Lake Elmo,such as the groundwater, that justify the larger requirement. It was explained that there have only been a few proposals that staff is aware of for OP developments on parcels less than 40 acres. Mayor Pearson said he initially does not see the benefit of the larger lots in regards to the resulting increased costs to the City.He thinks that the OP developments may make more sense financially.He also noted that the large lots may actually create a higher number of lots being developed. Ms. Smith again asked that more current data be provided before making any decisions. Mr. Matt noted that Lake Elmo is not subject to the same rules as many of the other urban communities.The City has a bit more autonomy because not all areas are planned for urban services,which allows some more flexibility in determining how to develop. Council Member Reeves thought that the neighborhood summaries was very helpful. Page 2 of 3 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 05, 2014 It was explained that the future analysis and formal proposals will be brought to the Planning Commission and the brought back to Council for a decision. No Action Requested FINANCE CONSENT AGENDA 4. Approve Payment of Disbursements and Payroll MOTION. Council Member Smith. moved TO APPROVE THE FINANCE CONSENT AGENDA AS PRESENTED. Council Member Bloyer seconded the motion. MOTION PASSED 5-0. OTHER CONSENT AGENDA 5. Approve Ski Trail Grooming Agreement MOTION. Council Member Smith moved TO APPROVE THE OTHER CONSENT AGENDA AS PRESENTED.Mayor Pearson seconded the motion. MOTION PASSED 5-0. REGULAR AGENDA No Regular Agenda Items STAFF REPORTS AND ANNOUNCEMENTS City Administrator Zuleger: commended Planning Intern Reilly's work on the analysis; last week Lake Elmo Fire Department dealt with a potential natural gas pipeline explosion. He commended Fire Department, Oakdale Incident Command, Washington County Sheriffs office, and those who helped. The entire event costs are reimbursable from the pipeline owner; projected residential building number is 40 for this year; Washington County Board of Commissioners reappointed Dave Bucheck to the Valley Branch Watershed District; announced RFP for lawn maintenance in parks; working process improvement plans in the Public Works Department.;working on repairing past street projects that are now out of warranty. Staff is creating a punch list to better track warranty issues for final approval; staff reviews are coming up in November;staff retreat will be on 11/20. City Attorney Snyder: no report. Community Development Director Matt: Washington County is planning neighborhood meetings on December 15, 16,and 18 for Manning Ave. project. Finance Director Bendel: no report. City Clerk Bell: reported the 2014 general election held yesterday was successful with no issues. The Council now needs to canvass the election results. Council Member Smith reminded everyone that it is time for the annual review of the Administrator. City Canvassing Board will meet at 5:00 pm on Wednesday,November 12, 2014 in the Chambers. Mayor Pearson Adjourned the meeting at 7.•58 pm. LAKE ELMO CITY COUNCIL ATTEST: Mike Pearson,Mayor Adam R.Bell, City Clerk Page 3 of 3 CITY OF LAKE ELMO WASHINGTON COUNTY,MINNESOTA STATE OF MINNESOTA Minutes of the Canvassing Board Meeting Held Wednesday,November 12, 2014 Pursuant to due call and notice thereof,the canvassing meeting of the City Council, City of Lake Elmo, Minnesota was held at 5:00 p.m. at City Hall, 3800 Laverne Avenue North, Lake Elmo, Minnesota. CALL TO ORDER Mayor Pearson called the meeting to order at 5:00 p.m. The following members were present: Council Members Nelson and Reeves. OATH OF OFFICE All members of the city council took the oath of office as canvassing board members. I, (Name), do solemnly swear to support the Constitution of the United States, the Constitution of the State of Minnesota, and to discharge faithfully,justly, and impartially the duties of the office of the Canvassing Board of the City of Lake Elmo, Minnesota, to the best of my judgment and ability, so help me God. RESULTS CANVASSING City Clerk Adam Bell reviewed the results of the 2014 general election race for Lake Elmo city council. The result totals were announced and reported by precinct and showed that Julie Fliflet and Jill Lundgren were the winners of the city council race. Council Member Nelson moved to adopt Resolution 2014-88,"RESOLUTION CANVASSING THE RETURNS AND DECLARING THE WINNERS OF THE 2014 LOCAL ELECTIONS." Council Member Reeves seconded the motion. Motion passed 3-0. ADJOURN There being no further business to come before the canvassing board, Council Member Reeves moved to adjourn the meeting. Council Member Nelson seconded the motion. Motion passed 3-0. Time of adjournment was 5:04 P.M. Mike Pearson, Mayor ATTEST: Adam Bell, City Clerk LAKE ELMO SPECIAL CITY COUNCIL MINUTES JULY 22,2014 CITY OF LAKE ELMO SPECIAL CITY COUNCIL MINUTES JULY 22,2014 Mayor Pearson called the meeting to order at 6.•00 pm. PRESENT: Mayor Mike Pearson and Council Members Wally Nelson,Anne Smith,Justin Bloyer,and Mike Reeves. Staff present: City Administrator Zuleger, City Planner Nick Johnson, Finance Director Bendel, and City Clerk Bell. PLEDGE OF ALLIGENCE ITEM 1: LAKEWOOD CROSSING PRELIMINARY PLAT AND FINAL PLAT: KWIK TRIP CONDITIONAL USE PERMIT City Planner Johnson presented the Lakewood Crossing Plat and CUP requests. Critical issues include access to the site. Staff recommends three modifications to the proposal: 1) the design of the right-out only northeastern access needed modification to improve sightlines; 2) the taper of the proposed westbound left- hand turn lane in Hudson Blvd.needed to be tweaked to include increased tapering due to the 50 mph design speed on Hudson Blvd.;and 3) the full southwestern access needed to be widened to 40 feet to support a 16- foot inbound lane and two outbound 12-foot lanes (left and right turn lanes). Mr.Johnson summarized the proposed Commission findings. Council Member Smith asked why the proposed design was not similar to the facility located near Liberty on the Lake in Stillwater. It was her understanding that the proposal was going to be similar. Mr. Johnson responded that staff reviewed the proposal for conflicts with the design standards. There were no identified conflicts. Council Member Reeves asked for clarification on the MnDOT ROW and storm water ponds limitation. It was explained that any placement of storm water retention must go through MnDOT. It was also explained that the zoned maximum height for lights is 30 feet.These will be at 18ft. The Council discussed the architectural expectations that Ms. Smith asked about. City Administrator Zuleger said that it may be possible to have Kwik Trip make changes to the design. It was explained that it is common for preliminary and final plat to be processed concurrently when there is minimal subdivision and no extension of public utilities. Here there will only be two parcels and private utilities. Mr. Reeves asked if the building designs meet the theming design standards. Mr.Johnson stated that they did. MOTION. Mayor Pearson moved TO ADOPT RESOLUTION NO. 2014-61, APPROVING THE LAKEWOOD CROSSING PRELIMINARYPLA.T AND FINAL PLAT,AND APPROVING THE CONDITIONAL USE PERMIT FOR THE KWIK TRIP GASOLINE STATION, SUBJECT TO 8 CONDITIONS OFAPPROVAL. Counazl Member Reeves seconded the motion. Bruce Miller from CM Properties,LLP thanked council for taking the time to holds special meeting. He said several gas station buyers were interested in the site, but Kwik Trip was selected because of the higher design standards. He also explained that Kwik Trip has stated that they will not do another Liberty type station. It has been more difficult to maintain than expected. Council Member Reeves commented on how he really likes the proposed design nuances and appreciates the lengths that Kwik Trip has gone to incorporate the theming design. Council Member Bloyer said that while he cares what it looks like, there are rules and standards. As long as those standards are met, the Council Page 1 of 2 LAKE ELMO SPECIAL CITY COUNCIL MINUTES JULY 22, 2014 should approve them. Council Member Nelson also spoke about if the applicant meets the land use and design standards,the Council should approve the proposal. Council Member Smith clarified that she does not want to force Kwik Trip to go back and redesign or that other Council Members do not care what the proposal looks like. She was simply expecting a proposal with greater character. She does appreciate the efforts made to improve the design above the base product. MOTION PASSED 5--0. ITEM 2: ZONING MAP AMENDMENT—PERFECTING AMENDMENTS City Planner Johnson explained the reason that the Zoning Map changes were being proposed. He explained that regular updates that takes place throughout the year. Some areas have been approved for development and the new map needs to reflect those changes. Along the I94 Corridor, areas include Hammes Estates, Hunter's Crossing, and Launch Properties Business Park. RT (Rural Development Transitional) is being rezoned back to guided uses of Agricultural and Rural Residential. A lift station in the Village and Well No. 4 will be changed to Public Facilities. Council Member Bloyer asked about zoning north of Hwy 5.The City has not had an in depth discussion on the topic. Staff has some informal conversations, and it is on the work plan. It will be addressed as soon as staff gets through some of the current proposals being considered. Council Member Smith asked how many plats have come in where the developer has requested lower density. Mr. Johnson said most of them. Ms. Smith asked if the plan needs to be changed on a larger scale. Mr. Johnson said that it would be appropriate to reexamine the entire comp plan; however,if changes are made that are too drastic,the Met Council may take issue. Mr. Bloyer asked why the lower density couldn't be dropped even further to a lower standard such as 1 unit per acre. Mr.Johnson explained how the Met Co calculates its estimates. They plan on the low end, not the high end.The city is being responsive to the market by amending the comp plan as requested. Council Member Reeves stated his concerns about lowering the density too how to pay for sewer. City Administrator Zuleger noted that the developers who had been consulted could not financially sustain 1 acre lots. 2-2.5 acre lots have been identified as the size required to cash flow. Mr.Johnson clarified that density discussion is more appropriate when discussing comp plan amendments as opposed to zoning map changes. MOTION. Counazl Member Reeves moved TO ADOPT ORDINANCE NO. 08-113, ADOPTING A REVISED ZONING MAP FOR THE CITI'OF LAKE ELMO. Council Member Nelson seconded the motion. MOTION PASSED 5--0. Mayor Pearson Adjourned the meeting at 6.•55 pm. LAKE ELMO CITY COUNCIL ATTEST: Mike Pearson,Mayor Adam R.Bell,City Clerk Page 2 of 2 THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18,2014 MINUTES ITEM# ld AGENDA ITEM: Amendment of October 7,2014 City Council Minutes SUBMITTED BY: Adam Bell,Assistant City Administrator/City Clerk THROUGH: Council Members Wally Nelson and Mike Reeves REVIEWED BY: Beckie Gumatz,Deputy Clerk SUGGESTED ORDER OF BUSINESS: - Introduction of Item....................................................................Mayor&City Council - Call for Motion...........................................................................Mayor&City Council Discussion...................................................................................Mayor&City Council - Action on Motion................................................................................Mayor Facilitates SUMMARY AND ACTION REQUESTED: An amendment to the October 7, 2014 minutes has been requested by Council Members Nelson and Reeves.The intent is to better reflect the comments made by a resident regarding the historical flood damage to a lake Elmo neighborhood. As the subject minutes were already approved by Council consensus on October 21, 2014,under Robert's Rules of Order, the Council must now make a motion to amend something previously adopted. In order to make the amendment, the recommended motion is: "Move to amend something previously adopted by making the requested changes to the October 7, 2014 City Council Meeting Minutes." REQUESTED CHANGES: On Page 4 of 7. Ray Strege(and wife Glenda) 8808 36"' St N., spoke in opposition to the Kenridge Addition project. He is concerned that the feasibility report did not contain a low pavement subdrain free alternative. Mr. Strege summarized frost damage. Mr. Strege also asserted that garbage truck traffic had the most impact on the streets. The past flooding issues in the neighborhood were described. Mr. Strege stated that installation of an infiltration area at the location indicated could, once again, create situations in ftheirl home that are not decent, safe or sanitary and will render the house unfit for human habitation. rThey] do not want to relive the flooding conditions of 20 to 40 years ago. He asked that council not hold the public hearing if project will not be done until 2017. THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM #2 MOTION AGENDA ITEM: Approve Disbursements in the amount of$1,171,537.52 SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Dean Zuleger, City Administrator 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: Finance FISCAL IMPACT: $1,171,537.52 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of$1,171,537.52. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY: NA --page 1 -- City Council Meeting [Consent Agenda Item 2] November 18,2014 BACKGROUND INFORMATION/STAFF REPORT: The City of Lake Elmo has the fiduciary responsibility to conduct normal business operations. Below is a summary of current claims to be disbursed and paid in accordance with State law and City policies and procedures. Claim# Amount Description ACH $ 11,973.39 Payroll Taxes to IRS & MN Dept of Revenue 11/13/14 ACH $ 5,815.06 Payroll Retirement to PERA 11/13/14 DD5887-DD5934 $ 35,184.97 Payroll Dated (Direct Deposits) 11/13/14 42042-4213 5 $ 1,117,964.10 Accounts Payable 11/18/14 2507-2516 $ 600.00 Library Card Reimbursement 11/18/14 TOTAL $ 1,171,537.52 RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council approve as part of the Consent Agenda the aforementioned disbursements in the amount of $1,171,537.52. ATTACHMENTS: 1. 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N r- O O M CN IC ID N N D\ O� 0. 10 N fn C M a� ^ o - o u u 0 0 0 0 A N U N U N N _y N U N U N _N y w p C .� ^ _ X R' w 0 0 0 0 0 0 0 0 0 M M rl) (+1 M M ffl V i i 7 IT ;D O O O O O O o O O a$ M C, M Vl C� Gr O V C O �n V O p u M cc M n C, C, In •o v v v v v � v > O O O H ID N D D Q TI IC CITY or LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM #3 MOTION AGENDA ITEM: October 2014 Financial Reporting SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Finance 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 POLICY RECOMMENDER: Finance FISCAL IMPACT: NA SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the October 2014 Financial Reporting Packet. No specific motion is needed as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo has fiduciary authority and responsibility to conduct normal business operations and report the financial (unaudited) statement to the City Council. City guidelines suggest the Council be updated on a regular basis. STAFF REPORT: Attached please find the comparative financial statements for the month of October 2014 reflecting the monthly and year to date detail, comparing the actual results to the 2014 Budget. --page 1 -- City Council Meeting [Consent Agenda Item 3] November 18,2014 GENERAL FUND: The most significant budget to actual variances are highlighted below: Revenues: • Building Permit revenue for the month was 37% below budget bringing the year to date results to 19% better than budget. This was primarily due to two large commercial projects which were permitted in September and not included in the 2014 budget. There was one new home start in October bringing the year to date new home starts to 21 compared to 31 in 2013 and 28 in 2012. Although fewer homes, the valuation amount to date is very close to 2013 since the average home values of those being built are far greater than the values used to estimate revenues in the 2014 budget. In addition, two new commercial building permits were issued in September at a combined value of $4.2M. • The State fire aid monies budgeted to be received in September as in prior years were received in early October resulting in the budget variance for the month. Supplemental aid was received in the amount of $12k. Due to the uncertainty surrounding whether supplemental funds being available,the annual budget assumes there are none received. • Zoning and subdivision fees are above budget for the month due to the budget assuming there would be no zoning exceptions requested in the month of October. In October there was a developer exception requested resulting in revenue for the month being slightly above budget and being $18.2k ahead of budget on a year to date basis. • Plan check fees for the month are 23% less than budget and the year to date results are 44% better than budget. As mentioned under building permits, this is all a result of the higher than budgeted average home valuations in 2014. Expenses: Most departments were at or below budget for the month due to the on-going diligent management of expenditures to the bottom line. A few items to note: • Administration — General administration legal expenses continue to be under budget for the month by $2.1k resulting at year to date expenses being $18.6k below budget. This is a result of minimal litigation activity, the majority of the legal expenses being recoverable through developer offset of escrows, as well as utilization of our City Clerk where possible to assist to save costs. • Fire — Radio expense for the month was zero compared to a budgeted amount of$3.8k due to paying for the quarterly amounts before the quarter starts rather than in the first month of a quarter. This is just a timing issue. • Fire Relief—The fire aid amount distributed to the fire relief was greater than budget due to receiving supplemental state aid as mentioned previously. --page 2-- City Council Meeting [Consent Agenda Item 31 November 18,2014 • Building Inspection— Inspector contract services are slightly above budget for the month due to support being needed due to the two large commercial projects which began in September. • Public Works —The part time salaries are $1.1 k higher than budget for the month due to all salaries being budgeted in the full time salary line item. On a year to date basis, the sum of the two salary expense lines are above budget due to the extra costs for snow removal as well as the summer focus on street repairs. • Public Works — Engineering support services for the month were higher than budgeted due to right of way work being needed primarily due to development and project related activity. These costs are recovered through the fees charged to the vendors. • Public Works — Repairs and maintenance for the month were $2k above budget due to repairs needed to the fleet in preparation of the winter season. LIBRARY FUND: Revenues: • Rental income is slightly above budget for the month due to one of the renters paying the receipt of the September received in October by one renter. On a year to date basis, the rental income is slightly below budget due to the library deciding to no longer rent out one of the previous rental offices due to needing the space. Expenses: • Library Collection Maintenance (books, dvd's and other library service items) is below budget for the month and slightly above budget on a year to date basis due to an active push to expand resource materials at the library for patron use. • Building — property tax was not budgeted for 2014. The amount paid represents the assessed property taxes based on the rental square footage. RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the attached October Financial Report. ATTACHMENT: 1. October Financial Reports i --page 3 -- z E E N b a en m N o m .n o M v n L Q N N N Y1 f�: n N m �! 17 O Q N n CO rt fry C � Nf � Y v r O l� .h.• N N O �+ q .� � a� ^ O Y Oa. O N a 0p 00 N O Y n ON. P P ^ 4 O O r r7 t7 N x1 VI R Vi � N p O '" lafl O� n Q .h.•i b v e �p �.f N 7 F p. Q YNi o S e .M. OY, m S o 00 YF7 C7 Ca a v e S lle a S vpi rryi o� o0o r o 6 LG. 7 � L rj e� N R O I� I� OG r f�l N HI N N N CC O Y1 N �W Y � N v z Q 4 O N O r Yl M < er5 b r N R O n O r Oh. 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O o C] Y h O O C P b �p O in O e0 0= O W bG P O O O C O C C C C.r M We N t4 M S O S S S O b W.O O f�fV O M O b�S in wN1 LA S S O W O b S m S S S S S O S S S� vj J F Q a O�C C 0'C C P^�n�0 0 0 0 0 T C'G ao G O O��C 0 0 0 0•M G G C C fl�O a 888888 ��8�0�8 ��8 �8888��e�S88888885� o 6666 m n O.�-•8�0�Q'f O N rQ�f ry r�a S��-• S N P•�O r 0 Pp P.O S��O O S O O O N P a W pp N CC aC N O Y G _� a �^ w ` 7 E` F.Z ul v s n ga 94 cyll a erQ a e� nF Fv�Cai�i '� € cYEa o^F' €�o d Y. '�i' ,Y,==9�'`e e E o .. a GI 1�G O CJ OC f C. 6 4 5 S O i .]O J (.F V�G 41 C C 1'C J�. 5 M O Vl C�(,2 F Z Z IJ THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM 4 MOTION AGENDA ITEM: New Single Family Home Pen-nit Report SUBMITTED BY: Rick Chase, Building Official THROUGH: Rick Chase, Building Official REVIEWED BY: Kyle Klatt, Planning Director 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 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the monthly new single family home permit report through October, 2014. No specific motion is needed as this is recommended as part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: 2014 2013 2012 New Homes 21 30 27 Total valuation $12,336,684 $13,818,894 $12,406,112 Average home value 587,461 460,629 459,485 RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the October, 2014 monthly new home building permit report. --page 1 -- THE CITY OF LAKES MO .WMMMN=-- MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM# 5 AGENDA ITEM: Monthly Assessor Report SUBMITTED BY: Dan Raboin, City Assessor THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Finance 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 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the monthly assessor report for through September 2014 outlining work performed on behalf of the City of Lake Elmo. No specific motion is needed as this is recommended as part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Property splits/plats— 1 Sales collected and viewed— 12 Taxpayer inquiries—2 Miscellaneous inquiries - 9 Inspections—Residential — 18; Commercial —4 Building permit reviews—46 Pictures taken— 14 Other work performed included: • Sales analysis, land values • Monthly meeting with County residential and commercial supervisors --page 1 -- City Council Meeting (Consent Agenda Item 51 November 18,2014 • Input of all inspection and permit work • Perform sales verifications and land value analysis using MLS and other resources • Field telephone inquiries RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the October 2014 monthly assessor report. --page 2 -- THE CITY 01- LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM # 6 AGENDA ITEM: Pumphouse No. 4—Change Order No. 1 SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): - 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: $9,604.75 This change order is being processed at the request of the City to revise the scope of work related to site restoration. The City requested the site to be restored with hydroseed instead of the sod planned in the original contract. Due to the lack of irrigation on the property it was determined that hydroseeding would be the more favorable alternative to obtain an established turf. This change order also addresses additional soil correction work required on the site following the Well Drilling operations. Upon completion of the well drilling operations it was identified that poor soil conditions existed directly below the Pumphouse footing locations. It was determined that it would be better for the City to have the Pumphouse contractor complete the soil correction work to keep the construction responsibility with one contractor. Therefore this change order provides reimbursement to the Pumphouse Contractor for soil correction completed on the site. The well driller was deducted the cost of site restoration from the well contract. --page 1 -- City Council Meeting [Consent Agenda Item 6] November 18,2014 This change order also extends the contract times for project substantial completion by 42 days; revising the Substantial Completion date from October 17, 2014 to November 28, 2014, and the Final Completion date from November 21, 2014 to December 19, 2014. This extension accounts for all delays to the contractor experienced to date on the project that were beyond the control of the contractor, including delays from the well drilling contractor demobilizing from the site and gas and electric service being extended to the site by Xcel Energy. The construction contract therefore remains within the original total project budget as authorized on February 18, 2014. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving, as part of the consent agenda, Change Order No. 1 for the Pumphouse No. 4 Project, thereby increasing the Contract amount by $9,604.75 and extending the Contract Times for Substantial Completion by 42 days and Final Completion by 28 days. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Change Order No. 1 for the Pumphouse No. 4 Project, thereby increasing the contract amount by$9,604.75 and revising the completion dates." LEGISLATIVE HISTORYBACKGROUND INFORMATION: This change order provides compensation to the contractor for the following items: 1. Hydroseed the disturbed areas to establish restoration instead of installing sod. 2. Complete grading, soil correction and compaction measures outside of the scope of the original contract. The above described changes were not included in the original contract and result in an increase to the contract of $9,604.75. With this change order the project remains within the authorized project budget and contingencies. RECOMMENDATION: The City Council is respectfully requested to consider approving, as part of the consent agenda, Change Order No. 1 for the Pumphouse No. 4 Project, thereby increasing the Contract amount by $9,604.75 and extending the Contract Times for Substantial Completion by 42 days and Final Completion by 28 days. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Change Order No. I for the Pumphouse No. 4 Project, thereby increasing the contract amount by$9,604.75 and revising the completion dates." ATTACHMENT(S): 1. Change Order No. 1 --page 2-- CONTRACT CHANGE ORDER FORM CITY OF LAKE ELMO, MINNESOTA FOCUS ENGINEERING, inc. PUMPHOUSE NO.4 PROJECT NO. 2013.132 CHANGE ORDER NO. 1 DATE: November 11, 2014 TO: TOTAL MECHANICAL SERVICES,INC.420 BROADWAY AVE,ST. PAUL PARK,MN 55071 This Document will become a supplement to the Contract and all provisions will apply hereto.The Contract Documents are modified as follows upon execution of this Change Order. CHANGE ORDER DESCRIPTION/JUSTIFICATION: This change order Is being processed at the request of the City to expand the scope of improvements to be completed with the project.The City requested the site to be restored with hydroseed instead of the sod.Due to the lack of irrigation on the property,there was concern the sod would not take opposed to the seeding option.Additionally,soil correction was required due to the condition the Well Driller left the sight and due to unforeseen poor soil under the footing of the building.The Contractor agreed to be reimbursed by payment of time and material for this work.The well driller was deducted the cost of site restoration resulting from this change order.This change order also extends the contract times for project substantial completion by 42 days;revising the Substantial Completion date from October 17,2014 to November 28,2014,and the Final Completion date from November 21,2014 to December 19,2014.This extension accounts for all delays to the contractor experienced to date on the project that were beyond the control of the contractor,including delays from well drilling contractor demobilizing from the site and gas and electric service being extended to the site by Xcel Energy. Attachments (list documents supporting change): None ITEM DESCRIPTION OF PAY ITEM UNIT CITY UNIT PRICE INCREASE/(DECREASE) C01-1 HYDROSEEDING SY 2,945 $1.90 $5,595.50 C01 2 GRADING FOR SOIL CORRECTION HR 14.5 $276.S0 $4,009.25 i NET CONTRACT CHANGE $9,604.75 Amount of Original Contract $ 748,b40.00 Sum of Additions/Deductions approved to date(CO Nos. ) $ 0.00 Contract Amount to date $ 748,640.00 Amount of this Change Order (ADD) ( ) (4G4K4N6€) $ 9,604.75 Revised Contract Amount $ 758,244.75 The Contract Period for Completion will be (UNCHAPIGSD) (INCREASED) (^c��) 42 days APPROV D BY E G NEER: FOCUS Engineering,inc. APPROVED BY CONTRACTOR ENGINEER BY DATE DATE APPROVED BY OWNER: CITY OF LAKE ELMO, MINNESOTA BY BY DATE DATE FOCUS Engineering,inc. CHANGE ORDER FORM THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM# 7 AGENDA ITEM: Pumphouse No. 4—Pay Request No. 6 SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): 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. 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. 6 for the Pumphouse No. 4 project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request No. 6 to Total Mechanical Services, Inc. in the amount of $191,197.48 for Pumphouse No. 4". --page 1 -- City Council Meeting [Consent Agenda Item 7] November 18,2014 LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Total Mechanical Services Inc., the Contractor for the project, has submitted Partial Pay Estimate No. 6 in the amount of $191,197.48. 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 $36,483.58. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 6 for the Pumphouse No. 4 project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request No. 6 to Total Mechanical Services, Inc. in the amount of $191,197.48,for Pumphouse No. 4". ATTACHMENT(S): 1. Partial Pay Estimate No. 6 --page 2 -- PROJECT PAY FORM PARTIAL PAY ESTIMATE NO. 6 FOCUS ENGINEERING, inc. PUMPHOUSE NO.4 PERIOD OF ESTIMATE PROJECT NO.2013.132 FROM 10/1/2014 TO 10/31/2014 PROJECT OWNER: CONTRACTOR: CITY OF LAKE ELMO TOTAL MECHANICAL SERVICES,INC. 3800 LAVERNE AVENUE NORTH 420 BROADWAY AVE LAKE ELMO,MN 55042 ST.PAUL PARK,MN 55071 ATTN:JACK GRIFFIN,P.E.,CITY ENGINEER ATTN: MARK DIESSNER CONTRACT CHANGE ORDER SUMMARY PAY ESTIMATE SUMMARY No. Approval Amount 1.Original Contract Amount $748,640.00 Date Additions Deductions 2. Net Change Order Sum $0.00 3. Revised Contract(1+2) $748,640.00 4.*Work Completed $729,671.50 5.*Stored Materials $0.00 6.Subtotal(4+5) $729,671.50 7.Retainage* 5.0% $36,483.58 8.Previous Payments $501,990.45 TOTALS $0.00 $0.00 9.Amount Due(6-7-8) $191,197.48 NET CHANGE $0.00 *Detailed Breakdown Attached CONTRACT TIME START DATE: 5/19/2014 ORIGINAL DAYS 186 ON SCHEDULE SUBSTANTIAL COMPLETION: 10/17/2014 REVISED DAYS 0 YES FINAL COMPLETION: 11/21/2014 REMAINING 21 NO 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. 11/10/2014 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 f estimate has been completed in accordance with the contract documents,that all amounts have been paid by the contractor for work for which previous payment estimates was issued and payments DATE 7` 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. 6 PUMPHOUSE NO.4 FOCUS ENGINEERING, inc. CITY OF LAKE ELMO,MINNESOTA PROJECT NO.2013.132 CONTRACT THIS PERIOD TOTAL TO DATE ITEM DESCRIPTION OF PAY ITEM UNIT QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT 1 DIV I-GENERAL CONDITIONS LS 1 $60,000.00 $60,000.00 0,17 $10,200.00 0.85 $51,000.00 2 DIV 1-MOBILIZATION LS 1 $10,000.00 $10,000.00 - $0.00 1.00 $10,000.00 3 DIV 2-SITE WORK LS 1 $45,000.00 $45,000.00 0.04 $1,800.00 1.00 $45,000.00 4 DIV 3-CONCRETE LS 1 $30,000.00 $30,000.00 - $0.00 1.00 $30,000.00 5 DIV 4-MASONRY LS 1 $59,000.00 $59,000.00 - $0.00 1.00 $59,000.00 6 DIV 5-METALS LS 1 $3,000.00 $3,000.00 0.83 $2,490.00 1.00 $3,000.00 7 DIV 6-CARPENTRY LS 1 $19,000.00 $19,000.00 - $0.00 1.00 $19,000.00 8 DIV 7-THERMAL PROTECTION LS 1 $13,000.00 $13,000.00 - $0.00 1.00 $13,000.00 9 DIV 8-DOORS AND WINDOWS LS 1 $12,000.00 $12,000.00 0.61 $7,320.00 0.95 $11,400.00 10 DIV 9-FINISHES LS 1 $30,000.00 $30,000.00 1.00 $30,000.00 1.00 $10,000.00 11 DIV 10-SAFETY AND SIGNS LS 1 $5,000.00 $5,000.00 0.50 $2,500.00 0.50 $2,500.00 12 DIV 11-PROCESS EQUIPMENT LS 1 $60,000.00 $60,000.00 0.05 $3,000.00 0.95 $57,000.00 13 DIV 15-MECHANICAL LS 1 $137,900.00 $137,900.00 0.06 $8,274.00 1.00 $137,900.00 14 DIV 16-ELECTRICAL LS 1 $243,000.00 $243,000.00 OAS $116,640.00 0.98 $238,140.00 15 COMMON EXCAVATION(P) CY 350 $11.00 $3,850.00 350.00 $3,850.00 350.00 $3,850.00 16 TYPE SP.12.5 BITUMINOUS WEARING COURSE MIXTURE(2,B) TN 130 $108.00 $14,040.00 114.00 $12,312.00 114.0 $12,312.00 17 BITUMINOUS MATERIAL FOR TACK COAT GAL 35 $6.00 $210.00 35.00 $210.00 35.0 $210.00 18 AGGREGATE BASE CLASS 5,100%CRUSHED TN 190 $20.00 $3,800.00 237.00 $4,740.00 237.0 $4,740.00 19 SELECT GRANULAR BORROW(MODIFIED) TN 380 $13.50 $5,130.00 207.00 $2,794.50 207.0 $2,794.50 20 5"CONCRETE SIDEWALK SF 235 $5.00 $1,175.00 - $0.00 235.0 $1,175.00 21 TRUNCATED DOME PANELS SF 8 $40.00 $320.00 - $0.00 8.0 $320.00 22 TOPSOIL BORROW(CV) CY 15 $65.00 $975.00 226.00 $14,690.00 226.0 $14,690.00 23 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 1 $1,000.00 $1,000.00 - $0.00 1.0 $1,000.00 24 SILT FENCE,MACHINE SLICED LF 400 $3.00 $1,200.00 - $0.00 400.0 $1,200.00 25 STREET SWEEPER HR 4 $110.00 $440.00 4.00 $440.00 4.0 $440.00 26 SOD SY 2,400 $4.00 $9,600.00 - $0.00 - $0.00 TOTALS-BASE CONTRACT $748,640.00 $201,260.50 $729,671.50 THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM # 8 AGENDA ITEM: 39"' Street North: Street and Sanitary Sewer Improvements—Pay Request No. 2 SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): 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. 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. 2 for the 39"' Street North: Street and Sanitary Sewer Improvements project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request No. 2 to Geislinger & Sons Inc. ill the amount of$498,802.54 for the 3e Street North:Street and Sanitary Sewer Improvements". --page ] -- City Council Meeting [Consent Agenda Item 8] November 18,2014 LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Geislinger & Sons Inc., the Contractor for the project, has submitted Partial Pay Estimate No. 2 in the amount of$498,802.54. 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 $45,048.37. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 2 for the 39`h Street North: Street and Sanitary Sewer Improvements project. If removed from the consent agenda,the recommended motion for the action is as follows: "Move to approve Pay Request No. 2 to Geislinger& Sons Inc. in the amount of$498,802.54, for the 3Y"Street North:Street and Sanitary Sewer Improvements". ATTACHMENT(S): 1. Partial Pay Estimate No. 2 --page 2 -- PROJECT PAY FORM PARTIAL PAY ESTIMATE NO, 2 FOCUS ENGINEERING, inc. 39TH ST N:STREET AND SANITARY SEWER IMPROVEMENTS PERIOD OF ESTIMATE PROJECT NO.2014.131 FROM 10/1/2014 TO 10/31/2014 PROJECT OWNER; CONTRACTOR: CITY OF LAKE ELMO GEISLINGER&SONS,INC. 3800 LAVERNE AVENUE NORTH 511 CENTRAL AVE S,PO BOX 437 LAKE ELMO,MN 55042 WATKINS,MINNESOTA 55389 ATTN:JACK GRIFFIN,CITY ENGINEER ATTN:GARY LUEBBEN, PROJECT MANAGER CONTRACT CHANGE ORDER SUMMARY PAY ESTIMATE SUMMARY No. Approval Amount 1.Original Contract Amount $1,760,458.80 Date Additions Deductions 2. Net Change Order Sum $118,975.00 1 9/16/2014 $118,975.00 3. Revised Contract(1+2) $1,879,433.80 4. *Work Completed $900,967.30 5, *Stored Materials $0.00 6.Subtotal(4+5) $900,967.30 7. Retainage* 5.0% $45,D48.37 8. Previous Payments $357,116.40 TOTALS $118,975.00 $0.00 9.Amount Due(6-7-8) $498,802.54 NET CHANGE $118,975.00 ;ti *Detailed Breakdown Attached CONTRACT TIME START DATE: 9/2/2014 ORIGINAL DAYS 276 ON SCHEDULE SUBSTANTIAL COMPLETION: 10/31/2014 REVISED DAYS 0 YES FINAL COMPLETION; 6/5/2015 REMAINING 217 NO FX ENGINEER'S CERTIFICATION: FOCUS Engineering,inc. The undersigned certifies that the work has been reviewed and to the G 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. 11/10/2014 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 I r t O z 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. 2 39TH ST N:STREET AND SANITARY SEWER IMPROVEMENTS FOCUS ENGINEERING, inc. CITY OF LAKE ELMO,MINNESOTA PROJECT NO.2014.131 CONTRACT THIS PERIOD TOTAL TO DATE ITEM DESCRIPTION OF PAY REM UNIT QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT PART 1-SANITARY SEWER 1 8"PVC SANITARY SEWER,SDR 26,20'-25'DEEP LF 62 $125.00 $7,750.00 0 $0.00 113.00 $14,750.00 2 10"PVC SANITARY SEWER,SDR 26,15'-20'DEEP LF 1,025 $87.00 $89,175.00 0 $0.00 868.00 $75,516.00 3 IW PVC SANITARY SEWER,SDR 26,20'-25'DEEP LF 315 $89.00 $28,035.00 0 $0.00 284 $25,276.00 4 12"PVC SANITARY SEWER SDR 26,15'-20'DEEP LF S00 $92.00 S46,00(100 0 $0.00 495 $45,540.00 5 12"PVC SANITARY SEWER,SDR 26,2D'-25'DEEP LF 630 $94.00 $59,220.00 133 $12,502.00 632 $59,408.00 6 10"PVC SANITARY SEWER,SDR 26,IN CASING LF 100 $40.00 $4,000.00 100 S4,0D0.00 100 $4,000.00 7 12"PVC SANITARY SEWER,SDR 26,IN CASING LF 120 $45.00 $5,400.00 120 $5,400.00 120 $5,400.00 8 20"STEELCASING PIPE(JACK/AUGERED) LF 1DO $525.00 $52,500.00 10D $52,500.01) 100 552,50DO) 9 24"STEEL CASING PIPE(IACK/AUGERED) LF 120 $535.00 $64,200.00 120 $64,200.00 120 $64,20MOD 10 PIPE FOUNDATION ROCK LF 1,400 $0.10 $140.00 118 $11.80 118 S11.80 11 TELEVISING LF 2,850 $2.00 $5,701100 0 $0.00 0 50.00 12 4'DIAMETER SANITARY SEWER MH EA 12 $3,000.00 $36,000.00 0 $0.00 12 $36,WD.00 13 4'DIAMETER EXCESS MANHOLE DEPTH LF 140 $125.00 $17,500.00 0 $0.00 117.7 $14,712.50 14 10"XG"PVC WYE,SDR 26 EA 6 $40D.01) $2,400.00 0 50.00 6 $2,400.00 15 12"X6"PVC WYE,SDR 26 EA 4 $460.00 $1,840.00 0 $0.00 6 $2,760.00 16 6"PVC SCH 40 SANITARY SEWER RISER LF 85 $35.00 $2,975.00 118 $4,130.00 118 $4,130.00 17 6"PVC SCH 40 SANITARY SEWER SERVICE LF 400 $32.00 $12,800.00 389 $12,448.00 389 $12,448.00 18 PRECAST CONCRETE JERSEY BARRIERS AT HIGHWAY 5 JACKING PITS LS 1 $4,500.00 $4,500.00 0 S0.00 1 $4,SW.00 19 PRECAST CONCRETE JERSEY BARRIERS AT HIGHWAY 17 JACKING PITS LS 1 $4,500.00 $4,500.00 1 $4,500.00 1 $4,500.00 20 CROSS EXISTING WATER SERVICE EA 7 $450.00 $3,150.00 0 $0.00 7 $3,150.00 21 EXPLORATORY DIGGING FIR 5 $500.00 $2,5DO.00 0 $0.00 0 $0.00 SUBTOTAL-PART 1 $450,285.00 $159,691.80 $431,202.30 PART 2-WATERMAIN 1 TEMPORARY WATER SYSTEM LS 1 $1,500.00 51,500.00 0 $0.00 1 $1,500.00 2 CONNECT TO EXISTING 6"WATER MAIN EA 3 59DO.00 $2,700.00 1 $900.00 1 $900.00 3 CONNECT TO EXISTING 8"WATER MAIN EA 1 $950.00 $950.00 1 $950.00 1 $950.00 4 CUT IN 8"X e"TEE EA 1 $2,600.00 $2,600.00 0 S0.00 0 $0.00 5 REMOVE AND DISPOSE OF EXISTING GATE VALVE&BOX EA 3 $1,500.00 S4,50MIX) 0 50.00 0 $0.00 6 REMOVE AND REPLACE 6"GATE VALVE&BOX EA 4 $3,400.00 $13,60D.00 3 $10,200.00 4 $13,600.00 7 REMOVE AND REPLACE 8"GATE VALVE&BOX EA 11 $3,900.00 $42,900.00 8 $31,200.00 10 $39,000.00 8 REMOVE AND DISPOSE OF EXISTING HYDRANT EA 5 $760.00 $3,800.00 2 $1,520.00 3 $2,230.00 9 6"DIP CL.52 WATER MAIN LF 70 $46.00 S3,220.00 30.5 $1,403.00 30.5 $1,403.00 10 e"DIP CL 52 WATER MAIN LF 30 $53.00 $1,590.00 88 $4,664.00 88 $4,664.00 11 6"GATE VALVE AND BOX EA 4 51,450.00 $5,11W.01) 1 $1,450.01) 1 $1,450.00 12 HYDRANT EA 5 $4,000.00 $20,000.00 2 $8,000.00 3 $12,000.00 13 VALVE BOX EXTENSION LF 2 $260.00 $520.00 0 $0.D0 0 $0.00 14 HYDRANT EXTENSION LF 1 $600.00 $600.00 0 $0.00 0 $0.00 15 DUCTILE IRON FITTINGS LB 100 $10.00 $1,000.00 94 $940.00 94 $940.00 SUBTOTAL-PART 2 $105,280.00 $61,227.00 $78,687.00 PART 3-STORM SEWER 1 REMOVE AND DISPOSE OF EXISTING STORM SEWER LF 910 $10.00 $9,100.00 90 $900.00 902 $9,020.00 2 REMOVE AND DISPOSE OF EXISTING STORM SEWER MANHOLE FA 8 $400.00 $3,200.00 2 $800.00 8 $3,200.00 3 POTHOLE EXISTING WATER MAIN FA 7 $450.00 $3,150.00 6 $2,700.00 7 $3,150.00 4 12"RCP STORM SEWER,CLASS 5 LF 70 $40.00 $2,800.00 0 $0.00 0 $0.00 5 IS-RCP STORM SEWER,CLASS 5 LF 891 $42.00 $37,422.00 991 $37,422.00 891 $37,422.00 6 18"RCP STORM SEWER,CLASS 5 LF 236 $45.00 $10,620.00 140 $6,300.00 140 $6,300.00 7 24"RCP STORM SEWER,CLASS 4 LF 369 $62.00 $22,878.00 369 $22,878.OD 369 $22,878.00 8 12"RCP FLARED END SECTION INCL TRASH GUARD EA 2 $900.00 $1,800.00 0 $0.00 0 50.00 9 19"RCP FLARED END SECTION INCL TRASH GUARD EA 2 $1,050.00 $2,100.00 0 $0.00 0 $0.00 30 24"RCP FLARED END SECTION INCLTRASH GUARD EA 1 $1,400.00 $1,400.00 0 $0.00 0 $0.00 11 RIP RAP,CUSS 3 CY 8 $115.00 $920.00 0 $0.00 0 $0.00 12 2'X3'CATCH BASIN EA 3 $2,100.00 $6,300.00 3 $6,300.00 3 $6,300.00 13 4'DIA CATCH BASIN/MANHOLE EA 5 $2,SOO.00 $12,500.00 5 $12,500.00 5 $12,50G.00 14 T DIA CATCH BASIN/MANHOLE EA 2 $3,600.D0 $7,200.00 2 $7,200.00 2 $7,200.00 15 5'DIA CATCH BASIN/MANHOLE W/SUMP EA 1 $4,350.00 $4,350.00 1 $4,350.00 1 $4,350.00 16 BULKHEAD 15"RCP STORM SEWER EA 1 $125.D0 $125.00 1 $125.00 1 $125.00 17 BULKHEAD I8"RCP STORM SEWER EA 1 $150.01) $150.00 1 $150.00 1 $150.00 38 BULKHEAD 36"RCP STORM SEWER EA 1 $225.00 $225.00 1 $225.00 1 $225.00 19 INLETPROTECTION EA 12 $175.00 $2,100.03 0 $0.00 3 $525.00 20 INSULATION SY 30 $30.00 $900.00 24 $720.00 24 $720.00 21 POND EXCAVATION(P) CY 420 $10.00 $4,200.00 420 $4,200.00 420 $4,200.00 22 INFILTRATION SWALE EXCAVATION(P) CY 675 $10.00 $6,750.00 0 $0.00 0 $0.00 23 SEED MIX 330 AND HYDROMULCH SY 160D $2.75 $4,400.00 0 $0.00 0 $0.00 SUBTOTAL-PART 3 $144,590.00 $106,770.00 $118,265.00 PART 4-STREET IMPROVEMENTS 1 MOBILIZATION LS 1 $90,000.00 59D,000.00 0.25 $22,500.00 0.75 $67,500.00 2 TRAFFIC CONTROL LS 1 $9,000.00 S9,011000 0.25 52,25D.00 0.75 $6,750.00 CONTRACT THIS PERIOD TOTAL TO DATE ITEM DESCRIPTION OF PAY ITEM UNIT QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTIFY AMOUNT 3 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 3 $1,200.00 $3,600.00 0.0 $0.01) 1 $600.00 4 CLEARAND GRUB TREES AND BRUSH LS 1 $4,500.00 $4,500.00 0.0 $0.00 0 $0.00 5 TEMPORARY ACCESS GRADING LS 1 $2,ODO.00 $2,0DIE00 0.0 $0.00 1 $2,000.00 6 TEMPORARY ACCESS AGGREGATE BASE CLASS 5 TN 60 $30.00 $1,800.00 0.0 $0.00 60 S1,800.00 7 TEMPORARY ACCESS MAINTENANCE HR 10 $125.00 $1,250.00 10.0 $1,250.00 10 $1,250.D0 8 REMOVE TEMPORARY ACCESS LS 1 $1,500.00 $1,500.00 0.0 $0.00 0 $0.00 9 REMOVE AND DISPOSE OF EXISTING CONCRETE CURB AND GUTTER LF 290 $6.00 $1,740.00 9010 $540.00 290 $1,740.00 30 REMOVE AND DISPOSE OF EXISTING BITUMINOUS PAVEMENT SY 9160 $2.00 $18,320.00 0.0 $0.00 9,487 $18,974.00 11 REMOVE AND DISPOSE OF EXISTING BITUMINOUS PAVEMENT(DRIVEWA' SY 335 $4.00 $1,340.00 0.0 $0.D0 300 $1,200.00 12 REMOVE AND DISPOSE OF EXISTING UGHT BASE EA 4 $300.00 $1,200.00 0.0 $0.00 0 $0.00 13 SALVAGE AND REINSTALL SIGN EA 8 $20D.00 $1,600.00 0.0 $0.00 0 $0.00 14 SALVAGE AND REINSTALL MAIL DROPBOX EA 1 $250.00 $250.00 0.0 $0.00 0 $0.00 15 SALVAGE AND REINSTALL RETAINING WALL LS 1 $7,500.00 $7,5D0.00 0.0 $0.0D 0 $0.00 16 SAWCUT BITUMINOUS PAVEMENT LF 200 $3.00 $600.00 0.0 $0.0D 0 $0.00 17 COMMON EXCAVATION(P) CY 7750 $9.00 $69,750.00 5,425.0 $48,825.00 5,425 $48,825.00 18 SUBGRADE CORRECTION(EV) CY 340 $12.01) $4,080.00 216.0 $2,592.00 216 $2,592.00 19 SUBGRADE PREPARATION RS 24 $465.00 $11,318.10 16.0 $7,440.00 16 $7,440.00 20 4"PERFORATED PVC DRAIN TILE WITH AGGREGATE AND WRAP IF 1000 $12.00 $12,000.00 780.0 $9,360.00 780 $9,360.00 21 AGGREGATE BASE CLASS 5 TN 6380 $10.50 $66,990.00 3,307.0 $34,723.50 3,307 $34,723.50 22 SELECT GRANULAR BORROW JP) CY 4090 $10.00 $40,900.00 3,400.0 $34,000.00 3,400 534,000.00 23 TYPE SP 9.5 BITUMINOUS WEARING COURSE MIXTURE(2,B)ISPWEA2308 TN 800 $66.50 $53,200.00 Op S0.00 0 $0.00 24 TYPE SP 12.5 BITUMINOUS NON WEARING COURSE MIXTURE(2,B)ISPWA TN 1335 $57.75 $77,096.25 0.0 $0.00 0 S0.00 25 BITUMINOUS MATERIAL FOR TACK COAT GAL 565 $2.00 $1,130.00 0.0 $0.00 0 $0.00 26 ADJUST MH CASTING-STEEL RING(2015) EA 12 $450.00 $5,400.00 0.0 $0.00 0 $0.00 27 ADJUST VALVE BOX(2015) EA 20 $250.00 $5,000.00 0.0 $0.00 0 $0.00 28 B624 CONCRETE CURB AND GUTTER LF 4310 $10.77 $46,418.70 0.0 $0.00 0 $0.00 29 9612 CONCRETE CURB AND GUTTER LF 105 $14.80 $1,554.00 0.0 $0.00 0 $0.00 30 CONCRETE PEDESTRIAN RAMP EA 12 $420.00 $5,040.00 0.0 $0.00 0 $0.00 31 5"CONCRETE SIDEWALK SF 13110 $3.50 $45,985.00 0.0 $0.01) 0 $0.00 32 8"COMMERCIAL CONCRETE DRIVEWAY PAVEMENT(HIGH EARLY) SY 340 $70.00 $23,800.00 0.0 $0.00 O $0.00 33 6'CONCRETE FLUME SY 35 $50.00 $1,750.00 0.0 $0.00 0 $0.00 34 TRUNCATED DOME PANELS SF 168 $42.00 $7,056.00 0.0 $0.00 0 $0.00 35 BITUMINOUS DRIVEWAY PAVEMENT SY 105 $50.00 $5,250.00 0.0 $0.00 0 $0.00 36 TYPE SP 9.5 BITUMINOUS WEARING COURSE MIXTURE-TRAIL(2,B))SPW TN 270 $65.00 $17,550.00 0.0 $0.00 0 $0.00 37 SODDING SY 5000 $4.25 $21,250.00 0.0 $0.00 D $0.00 38 IMPORTAND PLACE TOPSOIL BORROW(CV) CY 500 $35.00 $17,500.00 0.0 $0.00 0 $0.00 39 SEED&EROSION CONTROL BLANKET SY 2000 $3.25 $6,500.00 0.0 $0.00 0 $0.00 40 SEED&HYDROMULCH SY 5500 $2.15 $11,825.00 0.0 $0.00 0 $0.00 41 SILT FENCE,TYPE MACHINE SLICED LF 1000 $1.95 $1,950.00 0.0 $0.00 0 $0.00 42 SILT FENCE,TYPE FLOATING LF 30 $22.50 $675.00 0.0 $0.00 0 $0.00 43 DITCH CHECK-BIOROLL LF 200 $5.75 $1,150.00 0.0 Saw 30 $172.50 44 STREET SWEEPING FIR 15 $125.00 $1,975.00 0.0 $0.00 0 $0.00 45 SIGN PANELS,TYPE C SF 6 $45.00 $281.25 0.0 $0.00 0 $0.00 46 4"DOUBLE SOLID YELLOW LINE,EPDXY LF 2270 $2.50 $3,405.00 0.0 S0.00 0 $0.00 47 4"SOLID WHITE LINE,EPDXY IF 110 $0.75 $82.50 0.0 $0.00 0 S0.D0 48 RIGHT TURN ARROW,TAPE EA 1 $945.00 $945.00 0.0 $0.00 0 $0.00 SUBTOTAL-PART 4 $714,706.80 $163,480.S0 $238,927.00 ALTERNATE NO.1-SANITARY SEWER SOUTH OF TH 5 1 CLEAR AND GRUB TREES AND BRUSH LS 1 $4,000.00 $4,000.00 0 $0.00 0 $0.00 2 REMOVE AND DISPOSE OF EXISTING STORM SEWER IF 20 $10.00 $200.00 0 $0.00 0 $0.00 3 PATCH GRAVEL DRIVEWAY TN 2D0 $20.00 $4,000.00 0 $0.00 0 $0.00 4 18"CMP DRIVEWAY CULVERT LF 20 $45.00 $900.00 0 $D.OD 0 $0.00 5 18"CMP FLARED END SECTION EA 2 $480.00 $960.00 0 $0.00 0 $0.00 6 15"PVC SANITARY SEWER,SDR 26,15--20'DEEP LF 625 $94.D0 $58,750.00 0 $0.00 0 $0.00 7 15"PVC SANITARY SEWER,SDR 26,20'-25'DEEP LF 1255 $96.00 $120,480.00 0 $0.00 0 $0.00 8 14"PVC SANITARY SEWER,C905 DR 25,IN CASING LF 164 $40.00 $6,560.00 0 $0.00 0 $0.00 9 14"PVC SANITARY SEWER,C905 DR 25,2V-25'DEEP LF 20 $76.00 $1,520.00 0 $0.00 0 $0.00 30 28"STEEL CASING PIPE(JACK/AUGERED) LF 164 $565.00 $92,660.00 0 $0.00 0 $0.00 11 PIPE FOUNDATION ROCK LF 1000 $0.01 $10.00 0 $0.00 0 $0.00 12 TELEVISING LF 2061 $2.00 $4,122.00 0 $0.00 0 $0.00 33 4'DIAMETER SANITARY SEWER MH EA 8 $3,200.00 $25,600.00 1 $3,200.00 1 $3,200.01) 14 4'DIAMETER EXCESS MANHOLE DEPTH LF 115 $125.00 $14,375.00 13 $1,625.00 13 $1,625.00 15 SOIL DECOMPACTION AC 5 $1,200.00 $6,000.00 0 $0.00 0 $0.00 16 SILT FENCE,TYPE MACHINE SLICED LF 300 $1.95 $585.00 0 S0.00 0 $0.00 17 SEED AND BLANKET SY 1500 $3.25 $4,875.00 0 S0.00 D $0.00 SUBTOTAL-ALTERNATE NO.1 $345,597.00 $4,825.00 $4,925.00 TOTALS-BASE CONTRACT $1,760,458.80 $49S,994.30 $871,9D6.30 CHANGE ORDER NO.1 col-1 CONNECT TO EXISTING 6"WATER MAIN EA -2.0 $900.00 -$1,80D.00 0 $0.00 0 $0.00 COI-2 CONNECT TO EXISTING 8"WATER MAIN EA 2.0 $950.00 $1,900.00 2 $1,900.00 2 $1,900.00 C01-3 CONNECT TO EXISTING 16"WATER MAIN EA 1.0 $1,600.00 $1,600.00 0 $0.00 0 $0.00 C01A CUT IN 8"X 8"TEE EA -1.0 $2,600.00 -$2,600.00 0 $0.00 0 $0.00 C01-5 REMOVE AND DISPOSE OF EXISTING 8"WATER MAIN LF 875.0 $6.00 $5,250.0D 179 $1,074.00 179 $1,074.00 CONTRACT THIS PERIOD TOTAL TO DATE ITEM DESCRIPTION OF PAY REM UNIT QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT COS-6 REMOVE AND DISPOSE OF EXISTING GATE VALVE&BOX EA 1.0 $1,500.00 $1,500.00 0 $0.00 0 $0.00 COI-7 16"DIP CL 51 WATER MAIN LF 875.0 $69.00 $60,375.00 170 $11,730.00 170 $11,730.00 col-8 8"GATE VALVE AND BOX EA 2.0 $1,700.00 $3,400.00 0 $0.00 0 $0.00 COl-9 16"BUTTERFLY VALVE AND BOX EA 2.0 $3,000.00 $6,0D0.00 1 $3,000.00 1 $3,000.00 COI-10 DUCTILE IRON FITTINGS LB 2,6W.0 $10.00 526,800.00 1,088 $10,880.00 1,088 $10,880.00 001-11 8"DIP CL.52 WATER MAIN LF 10.0 $53.00 $530.D0 9 $477.00 9 $477.00 COl-12 10"HDPE DR 11 WATERMAIN INSTALLED BY DIRECTIONAL DRILL LF 90.0 $178.00 $16,020.D0 0 $0.00 0 $0.00 TOTALS-CHANGE ORDER NO.1 $118,975.00 $29,061.00 $29,061.00 TOTALS-REVISED CONTRACT $1,879,433.80 $525,055.30 $900,967.30 THE CITY 01= LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM # 9 AGENDA ITEM: Lake Elmo Avenue Trunk Watermain Improvements—Pay Request No. 4 SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent APenda): 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. Partial payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to consider approving Pay Request No. 4 for the Lake Elmo Avenue Trunk Watermain Improvements project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request No. 4 to GM Contracting Inc in the amount of$266,600.17,for the Lake Elnno Avenue Trunk Watermain Improvements Project" --page 1 -- City Council Meeting [Consent Agenda Item 9] November 18,2014 LEGISLATIVE HISTORY/BACKGROUND INFORMATION: GM Contracting Inc., the Contractor for the project, has submitted Partial Pay Estimate No. 4 in the amount of$266,600.17. 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 $92,921.69. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 4 for the Lake Elmo Avenue Trunk Watermain Improvements project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request No. 4 to GM Contracting Inc. in the amount of$266,600.17, for the Lake Elmo Avenue Trunk Watermain Improvements Project" ATTACHMENT(S): 1. Partial Pay Estimate No. 4 --page 2 -- PROJECT PAY FORM PARTIAL PAY ESTIMATE NO. 4 FOCUS ENGINEERING, inc. LAKE ELMO AVENUE TRUNK WATERMAIN IMPROVEMENTS PERIOD OF ESTIMATE PROJECT NO.2013.133 FROM 10/1/2014 TO 10/31/2014 PROJECT OWNER: CONTRACTOR: CITY OF LAKE ELMO GM CONTRACTING INC. 3800 LAVERNE AVENUE NORTH 19810 515TH AVE LAKE ELMO, MN 55042 LAKE CRYSTAL,MN 56055 i ATTN:JACK GRIFFIN,CITY ENGINEER ATTN: MIKE URBAN,PROJECT MANAGER i I CONTRACT CHANGE ORDER SUMMARY PAY ESTIMATE SUMMARY No. Approval Amount 1. Original Contract Amount $2,015,687.39 Date Additions Deductions 2. Net Change Order Sum $12,427.86 1 10/21/2014 $12,427.86 3. Revised Contract(1+2) $2,028,115.25 4. *Work Completed $1,858,433.71 S. *Stored Materials $0.00 6.Subtotal (4+5) $1,858,433.71 7. Retainage* 5.0% $92,921.69 8. Previous Payments $1,498,911.85 TOTALS $12,427.86 $0.00 9.Amount Due(6-7-8) $266,600.17 NET CHANGE $12,427.86 *Detailed Breakdown Attached CONTRACT TIME START DATE: 6/26/2014 ORIGINAL DAYS 141 ON SCHEDULE SUBSTANTIAL COMPLETION: 10/17/2014 REVISED DAYS 0 YES FINAL COMPLETION: 11/14/2014 REMAINING 14 NO 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. 11/7/2014 i 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 z4/—1 //� 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. 4 LAKE ELMO AVENUE TRUNK WATERMAIN IMPROVEMENTS FOCUS ENGINEERING, inc. CITY OF LAKE ELMO,MINNESOTA PROJECT NO.2013.133 CONTRACT THIS PERIOD TOTAL TO DATE ITEM DESCRIPTION OF PAY ITEM UNIT QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT DIVISION 1-GENERAL 1 MOBILIZATION 15 1 $85,000.00 $85,000.00 0.05 $4,250.01) 0.95 $80,750.00 2 TRAFFIC CONTROL LS 1 $53,951,69 $53,951.69 0.05 $2,697.58 0.95 $51,254.11 3 SILT FENCE LF 461 $2.50 $1,152.50 0.00 $0.00 0 $0.00 4 TREE REMOVAL EA 20 $400.00 $8,000.00 2.00 $8W.00 8 $3,200.00 5 INLET PROTECTION EA 3 $152.58 $457.74 0.00 $0.00 3 $457.74 6 6"TOPSOILAND SOD SY 267 $6.30 $1,682.10 0.0D $0.00 0 $0.00 7 TEMPORARY WATER SERVICE IS 1 $4,500.00 $4,500.00 0.00 $0.00 1 $3,375.00 SUBTOTAL-DNISION1 $154,744.03 $7,747.58 $139,036.85 DIVISION 2-WATERMAIN L REMOVE EXISTING WATERMAIN-ALL51ZES AND TYPES LF 416 $2.85 $1,185.60 363 $1,034.55 363 $1,034.55 2 ABANDON EXISTING WATERMAIN IN PLACE-ALL SIZES AND TYPES LF 970 $2.85 $2,764.50 0 $0.00 0 $0.00 3 SALVAGE EXISTING HYDRANT,LEAD,AND VALVE EA 2 $350.00 $700.00 1 $350.00 1 $350.00 4 REMOVE/ABANDON EXISTING WATER SERVICE-ALL SIZES AND TYPES EA 15 $150.00 $2,250.00 16 $2.400.00 16 $2,400.00 5 CONNECT TO EXISTING WATERMAIN EA 1 $1,448,16 $1,448.16 1 $1,448.16 1 $1,448.16 6 6"GATE VALVE&BOX EA 27 $2,036.85 $S4,994.95 10 $20,368.50 27 $54,994.95 7 8"GATE VALVE&BOX EA 4 $2,530.54 $10,122.16 1 $2,530.54 3 $7,591.62 8 12"GATE VALVE&BOX EA 1 $3,508.66 $3,508.66 0 $0.00 1 $3,508.66 9 16"BUTTERFLY VALVE&BOX EA 17 $3,489.56 $59,322.52 6 $20,937.36 15 $52,343.40 10 HYDRANT-8'-6"BURY EA 27 $4,182.48 $112,926.96 10 $41,824.80 27 $112,926.96 11 1"CORPORATION STOP EA 6 $425.90 $2,555.40 7 $2,981.30 7 $2,981.30 12 LS"CORPORATION STOP EA 38 $550.20 $20,907.60 34 $18,706.80 34 $18,706.80 13 2"CORPORATION STOP EA 2 $647.35 $1,294.70 0 $0.00 0 $0.00 14 1"CURB STOP AND BOX EA 6 $463.58 $2,781.48 7 $3,245.05 7 $3,245.06 15 1.5"CURB STOP AND BOX EA 38 $600.53 $22,820.14 34 $20,418.02 34 $20,418.02 16 2"CURB STOP AND BOX EA 2 $746.95 $1,493.70 0 $0.00 0 $0.00 17 1"TYPE K COPPER WATER SERVICE PIPE LF 204 $28.59 $5,832.36 123 $3,516.57 123 $3,516.57 18 1.5"TYPE K COPPER WATER SERVICE PIPE LF 1,586 $32.06 $50,947.16 267 $8,560.02 1,401 $44,916.06 19 2"TYPE K COPPER WATER SERVICE PIPE LF 52 $37.35 $1,942.20 0 $0.00 0 $0.00 20 CONNECT TO EXISTING WATER SERVCIE-ALL SIZES AND TYPES EA 15 $500.00 $7500.00 13 $6,500.00 13 $6,500.00 21 6"DIP CL 52 WATERMAIN LF 379 $29.50 $11,180.50 Ill $3,274.50 373 $11,003.50 22 16"DIP CL 52 WATERMAIN LF 387 $74.63 $28,981.81 390 $29,105.70 390 $29,105.70 23 8"HDPE DR 11 WATERMAIN LF 174 $70.93 $12,341.92 0 $0.00 170 $12,058.10 24 12"HDPE DR 11 WATERMAIN LF 74 $81.80 $6,053.20 0 $0.00 74 $6,053.20 25 16"HDPE DR 11 WATERMAIN LF 11,152 $89.00 $992,528.00 0 $0.0D 11,152 $992,528.00 26 16"HDPE DR11 WATERMAIN,EXTRA DEPTH(P) LF 2,200 $89.00 $195,800.00 0 $0.00 2,200 $1951800A0 27 6"X45"BEND Ml DUCTILE IRON COMPACT FITTING EA 32 $362.03 $11,594.96 0 $0.00 9 $3,258.27 28 16"Xll-1/4"BEND NU DUCTILE IRON COMPACT FITTING EA 1 $1,325.00 $1,325.00 0 $0.00 0 $0.00 29 16"X45-BEND Ml DUCTILE IRON COMPACT FITTING EA 2 $1,337.00 $2,674.00 0 $0.00 0 $0.D0 30 8"X6"TEE Ml DUCTILE IRON COMPACT FITTING EA 3 $543.52 $1,630.56 0 $0.00 4 $2,174.08 31 16"X6"TEE KU DUCTILE IRON COMPACT FITTING EA 23 $1,498.00 $34,454.00 10 $14,980.00 23 $34,454.00 32 16"X8"TEE MI DUCTILE IRON COMPACT FITTING EA 4 $1,520.D0 $6,080.00 1 $1,520.00 4 $6,080.00 33 16"X32"TEE M)DUCTILE IRON COMPACT FITTING EA 1 $1,589.00 $1,589.00 0 $0.00 1 $1,589.00 34 16"X12"CROSS MJ DUCTILE IRON COMPACT FITTING EA 2 $1,657.77 $3,315.54 0 $0.00 1 $1,657.77 35 12"X6"REDUCER MI DUCTILE IRON COMPACT FITTING EA 1 $588.10 $588.10 0 $0.00 1 $588.10 36 16"X8"REDUCER MI DUCTILE IRON COMPACT FITTING EA 1 $762.51 $762.51 1 $762.51 1 $762.51 37 8"PLUG N DUCTILE IRON COMPACT FITTING EA 4 $269.40 $1,073.60 0 $0.00 5 $1,342.00 38 12"PLUG MJ DUCTILE IRON COMPACT FITTING EA 4 $322.24 $1,288.96 0 $0.00 2 $644.48 39 16"PLUG MJ DUCTILE IRON COMPACT FIRING EA 1 $506.18 $506.18 0 $0.00 1 $506.18 40 HORIZONTAL DIRECTIONAL DRILLING BORE PITS LS 1 $70,092.00 $70,092.00 1 $42,055.20 1 $56,073.60 41 WATER SERVICE CONNECTION PITS LS 1 $55,577.00 $55,577.DD 1 $33,346.20 0 $0.00 42 OFF ROAD STRUCTURE MARKER EA 27 $57.70 $1,557.90 0 $0.00 0 $0.00 43 4"POLYSTYRENE INSULATION SF 96 $7.37 $707.52 0 $0.00 64 $471.69 SUBTOTAL-DIVISION 2 $1,808,790.41 $279,865.79 $1,693,032.28 DIVISION 3-STREETS 1 SAWCUT BITUMINOUS PAVEMENT LF 1,020 $3.92 $3,998.40 433 $1,697.36 433 $1,697.36 2 REMOVE&DISPOSE OF EXIST.BITUMINOUS PAVEMENT,ALL TYPES SY 1,125 $5.67 $6,378.75 672 $3,810.24 672 $3,810.24 3 CL.S AGGREGATE BASE TN 410 $29.93 $12,271.30 0 $0.00 0 $0.00 4 DRIVEWAY RESTORATION SY 62 $39.21 $2,431.02 0 Saw 0 $0.00 5 SPNWB2308 BITUMINOUS NON-WEAR COURSE,STREETS TN 134 $128.96 $17,290.64 0 $0.00 0 $0.00 6 SPWEA240B BITUMINOUS WEAR COURSE,STREETS TN 67 11 ,14 11,617,41 0 $0.00 0 $0.00 7 BITU MINOUS MATERIAL FOR TACK COAT GA 56 $2.06 $115.36 0 $0.01) 0 $0.00 SUBTOTAL DIVISION 3 $52,152.95 $5,507.60 $5,507.60 TOTALS-BASE CONTRACT $2,015,687.39 $293,120.97 $1,837,576.73 CONTRACT PERIOD TOTAL TO DATE ITEM DESCRIPTION OF PAY ITEM UNIT QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT CHANGE ORDER NO.1 COl-I TRAFFIC CONTROL-TEMPORARY SIGNAGE LS 1.0 $3,810.00 $3,810.00 1 $3,830.D0 1 $3,810.00 COI-2 RESTORATION-ELIMINATE CROSS AT LOTH STREET LS 1.0 .$1,130.46 -$1,130.46 1 -$1,130.46 1 -51,130.46 COI-3 REMOVE 16"X12"CROSS EA -1.0 $1,657.77 .$1,657.77 0 $0.00 0 $0.00 COI-4 REMOVE 12"PLUG EA -2.0 $322.24 .$644.48 0 $0.00 0 $0.00 C01-5 REMOVE 16"BUTTERFLY VALVE B,BOX EA -2.0 $3,489.56 -$6,979.12 0 $0.00 0 $0.00 001-6 18-INCH HYDRANT EXTENSION EA 1.0 $852.25 $952.25 0 $0.00 0 $0.00 C0I-7 FOSTOR ADAPTORS EA 16.0 $200.00 $3,200.00 16 $3,200.00 16 $3,20000 COl-8 16-INCH SLEEVE EA 18.0 $832.G8 $14,977.44 18 $14,977.44 18 $14,977A4 TOTALS-CHANGE ORDER NO.1 $12,427.86 $20,856.98 $20,656.98 TOTALS-REVISED CONTRACT $2,028,115.25 $313,977.95 $1,858,433.71 T1IE CITY O LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM #10 AGENDA ITEM: Rotating Schedule for Traffic Sign Purchases SUBMITTED BY: Finance Committee THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Finance Committee Mike Bouthilet, Public Works Director 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 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve the on-going procedural modification related to the purchasing of traffic sign stock. No specific motion is needed as this is recommended as part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: During their monthly reviews of the financial statements, the Finance Committee has identified some items that had historically been purchased in bulk to have stock on hand which would often cover multiple years. One of those items are the traffic road signs. During 2014 the stock had been depleted and a large order was placed. The Finance Committee is recommending that the Public Works department officially change their traffic sign purchasing procedures to initiate a rotating stock inventory replenishment to avoid large expenditures. RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council approve this procedural modification. --page 1 -- THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM# 11 AGENDA ITEM: Assign Council Member Bloyer to County Library System Discussions SUBMITTED BY: Mayor Mike Pearson THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Dean Zuleger, City Administrator Adam Bell, City Clerk/Assistant City Administrator SUGGESTED ORDER OF BUSINESS (if removed from Consent): - Introduction of Item..............................................................City Administrator - Report/Presentation.................................................... Mayor Pearson Questions from Council to Staff.............................................Mayor Facilitates - Call for Motion...............................................................Mayor& City Council Discussion.......................................................................Mayor& City Council - Action on Motion....................................................................Mayor Facilitates POLICY RECOMMENDER: Mayor Mike Pearson FISCAL IMPACT: None SUMMARY AND ACTION REQUESTED: The City of Lake Elmo City Council is respectfully requested as part of its Consent Agenda to affirm the following assignment to the Washington County Library System Discussions. As part of its Consent Agenda, no formal motion is required. If Council wishes to further discuss this assignment, they can remove this item from the Consent Agenda and approve it by taking the following action: "Move to assign Council Member Bloyer to the County Library System Discussions." BACKGROUND INFORMATION: The City of Lake Elmo is in discussions with the County regarding the City of Lake Elmo's status within the Washington County library system. Mayor Pearson and Council Member Reeves served as Council liaisons for these discussions. Due to Council Member Reeves's term expiring in January, Mayor Pearson wishes to assign Council Member Bloyer to this role. RECOMMENDATION: City Council is respectfully requested to affirm assigning Council Member Bloyer to the Washington County Library System discussions. As part of its Consent Agenda, no formal motion is required. If Council wishes to further discuss this item, the following motion is recommended: "Move to assign Council Member Bloyer to the County Library System Discussions." --page 1 -- THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM # 12 AGENDA ITEM: Assign Council Member Smith to Gateway Corridor Discussions SUBMITTED BY: Mayor Mike Pearson THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Dean Zuleger, City Administrator Adam Bell, City Clerk/Assistant City Administrator SUGGESTED ORDER OF BUSINESS (if removed from Consent): - Introduction of Item..............................................................City Administrator - Report/Presentation.................................................... Mayor Pearson Questions from Council to Staff............................................. Mayor Facilitates - Call for Motion ...............................................................Mayor& City Council - Discussion.......................................................................Mayor& City Council - Action on Motion.................................................................... Mayor Facilitates POLICY RECOMMENDER: Mayor Mike Pearson FISCAL IMPACT: None SUMMARY AND ACTION REOUESTED: The City of Lake Elmo City Council is respectfully requested as part of its Consent Agenda to affirm the following assignment to the Gateway Corridor Discussions. As part of its Consent Agenda, no formal motion is required. If Council wishes to further discuss this assignment, they can remove this item from the Consent Agenda and approve it by taking the following action: "Move to assign Council Member Sinith to the Gateway Corridor Discussions" BACKGROUND INFORMATION: The City of Lake Elmo is in discussions with the County and Gateway Commission regarding the Gateway Corridor. Mayor Pearson and Council Member Reeves served as Council liaisons for these discussions. Due to Council Member Reeves's term expiring in January, Mayor Pearson wishes to assign Council Member Smith to this role. RECOMMENDATION: City Council is respectfully requested to affirm assigning Council Member Smith to Gateway Corridor discussions. As part of its Consent Agenda, no formal motion is required. If Council wishes to further discuss this item, the following motion is recommended: "Move to assign Council Member Smith to the Gateway Corridor Discussions" --page 1 -- THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 CONSENT ITEM # 13 AGENDA ITEM: Koch Pipeline Right-of-Way Permit—Approve Easement in the Demontreville Wildlife Area SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Adam Bell, City Clerk Alyssa MacLeod, Taxpayer Relations and Communications SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): 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/Right-of-way Management FISCAL IMPACT: City to receive $113,400. (1) Compensation to the City in the amount of $3,150 for the purchase of a pipeline easement within the Demontreville Wildlife Area. (2) Compensation to the City in the amount of$110,250 for the right to remove trees within the proposed easement area. 100% of the proceeds will be deposited into the City General Fund. SUMMARY AND ACTION REQUESTED: --page 1 -- City Council Meeting [Consent Agenda Item 13] November 12,2014 The City Council is respectfully requested to consider approving a nonexclusive easement to Koch Pipeline Company, L.P. for the construction of a 16-inch diameter steel pipeline as reviewed and approved by the City Clerk. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve a Nonexclusive Easement to Koch Pipeline Company, L.P. within the Demontreville Wildlife Area in the agreement form as reviewed and approved by the City Clerk." LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The City received a Right-of-Way Permit from Koch Pipeline for the construction of a 16-inch diameter steel pipeline to be located on a City parcel known as the Demontreville Wildlife Area, located near Demontreville Park. Koch currently owns a 66-foot wide easement on the City- owned parcel in the Demontreville Wildlife Area which includes two existing pipelines. Koch is now requesting an additional easement area of 12,599 square feet to construct a third "reliever" pipeline for safe transportation of oil and gas petroleum. Koch is pursuing similar easements from MnDOT, to cross Trunk Highway 36, and from Pine Springs. The City reviewed recent utility easement purchases to determine fair compensation, which was determined to be$0.25 per square foot for a total of$3,150. The proposed alignment of the new pipeline is through a heavily wooded area in the Demontreville Wildlife Area. A tree inventory was completed by the Landscape Architecture, Inc. on October 29, 2014 to accurately determine the potential tree loss associated with the project. It was reported that 441 caliper inches of trees were located within the proposed easement area (see attached Tree Inventory). At a current market value of$250 per caliper inch, tree replacement was valued at $110,250. Koch Pipeline only plans to clear trees 30 feet wide directly above the pipeline potentially resulting in less than %Z the total tree inventory valuation. The remainder of the existing trees within the proposed easement area are not planned to be removed unless deemed necessary for safety and/or future accessibility. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, a nonexclusive easement to Koch Pipeline Company, L.P. for the construction of a 16-inch diameter steel pipeline in the agreement form as reviewed and approved by the City Clerk. If removed from the consent agenda,the recommended motion for the action is as follows: "Move to approve a Nonexclusive Easement to Koch Pipeline Company, L.P. within the Demontreville Wildlife Area in the agreement form as reviewed and approved by the City Clerk." --page 2-- City Council Meeting [Consent Agenda Item 13] November 12,2014 The proceeds of$113,400 will be deposited into the Cities General Fund. If any remediation is needed, the funding would be provided from the General Fund (rather than the Parkland Dedication Fund). ATTACHMENT(S): 1. Site Sketch of Proposed Koch Pipeline 2. Workspace Sketch 3. Tree Inventory Dated October 29, 2014 --page 3 -- W Z I.0 �w h f a = UJ 0 o E W Z CO W •.•�7r®�1 I I CC pn. Q . '� ifIIII `•ff .�� Iw_` w Vp 2 IA Z /l m3 k'a3�M� V� 2 S N oa 1 \ 1 1 � j I I w 1 2 � I •� a�4' 4,7 '�d � ' E• E �E E� �Y. 1 ' � 1 I I � �`\ � i• I i l l t ZE 1 T 11 .__...`, j \ IN II \Z\I I I \ I N O 4 1 I ; fcl4 IV- I I Z I I 1 I \I I I I y1 1 0 a 0 � n JW U O r° tz U[ NO wZ� }o U LUW =o pa v LZ c/ a Z aO w } �o U W n o x aiW yTw Z ¢ Q VLj O VZ N Oa OCZ �L LL, a Y= v � LLIQ 0� V) 0 rn V) mLo � 3 ZLL, O J Z 2ZV)Q - CK�: =ROZZ= ma�¢wN No ULN Z 2 I - I 0.9 I v=i I \ I I ~3 z�Q< W ado \ \ I per"\ LU LU w 01 En 3 wJ 4 ox IX 2 `ram 0toW \ S \ m'�^o o€ NanRUr 9.b n'w LO!M. A. a\ S 6• I z ,7 \I 6-�v1 eclt \ O H W k o ,bb I I i I xe o o ` r o „ z o v o m z L4/4100 LANDSCAPE ARCHIIECTURE18CORPORIIEG DEMONTREVILLE PARK TREE INVENTORY LAKE ELMO, MN SITE VISITS DATED OCTOBER 21 ST& 29'h, 2014 Landscape Architect's Report: We cataloged all significant trees (healthy native trees of at least 8 inch caliper) within the 66 foot proposed easement area. The list below identifies each significant tree by number (each tree listed currently exhibits a forestry tag in the field) that falls within that 66 foot proposed easement. Number on Tree Caliper Inches Tree Species 2579 20" Northern Pin Oak 2580 9" Northern Pin Oak 2581 15" Red Oak 2582 8" Red Oak 2583 10" Quaking Aspen 2584 13" Northern Pin Oak 2585 8" Red Oak 2586 44" Northern Pin Oak 2587 16" Red Oak 2588 20" Northern Pin Oak 2589 8" Red Oak 2590 8" Red Oak 2591 13" Northern Pin Oak 2592 8" Red Oak 2593 19" Northern Pin Oak 2594 1 1" Quaking Aspen 2595 17" Northern Pin Oak 2596 1 1" Quaking Aspen 2597 1 1" Quaking Aspen 2598 8" Quaking Aspen 2599 13" Northern Pin Oak 2600 12" Northern Pin Oak 2601 8" Red Oak 2602 8" Red Oak 2603 8" Red Oak 2604 10" Red Oak 2605 17" Red Oak 2606 15" Northern Pin Oak 2607 13" Red Oak 2608 9" Red Oak 2609 14" Red Oak 2610 101, Paper Birch 2611 27" Multi-Stem Apple 2350 BAYLESS PLACE • ST. PAUL, MN • 55114 PHONE: 651 .646.1020 • EMAIL: STEPHEN@LANDARCINC.COM —2— October 29,2014 Total Caliper Inches 441" Value of a Caliper Inch $250 Total Value of Trees $110,250 Note: If and when tree removal would occur a MN licensed arborist working for those requesting easement should submit a tree removal plan and schedule. This should be done at least two months prior to proposed work date to allow city staff time to review and work through approval process prior to any tree removal work taking place. We are especially concerned with potential threat of Oak Wilt and would expect that to be addressed specifically within this required plan. Additionally, a restoration plan utilizing a native plant community would also be required for review and approval. SINCERELY, LANDSCAPE ARCHITECTURE, INC. STEPHEN MASTEY, ASLA, CLARB, LEED AP BD+C 2350 BAYLESS PLACE • ST. PAUL, MN • 55114 PHONE: 651 .646.1020 • EMAIL: STEPHEN@LANDARCINC.COM THE CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: November 18, 2014 REGULAR ITEM# 14 AGENDA ITEM: Jane Road 201 Wastewater System(Tri-Lake Remote D)—Authorize Investigation for System Repair/Replacement SUBMITTED BY: Ryan Stempski,Assistant City Engineer THROUGH: Dean A.Zuleger,City Administrator REVIEWED BY: Jack Griffin,City Engineer Cathy Bendel,Finance Director Mike Bouthilet,Public Works SUGGESTED 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/Public Works FISCAL IMPACT: Initially unknown. Staff must expend initial time and resources to investigate potential solutions and to identify probable cost impacts and cost recovery procedures. As a potential public improvement the total project costs may be assessed to the benefitting property owners. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to receive an update on the Jane Road 201 Wastewater System and direct staff to investigate potential repair/replacement alternatives. The recommended motion for the action is as follows: "Move to direct staff to investigate potential repair/replacement alternatives for the Jane Road 201 Wastewater System (Tri-Lakes Remote D). --page 1 -- City Council Meeting [Regular Agenda Item 14] November 18,2014 LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The City was contacted by the property owner of 9369 Jane Road regarding a non-compliant septic system inspection performed by Inspect Minnesota & Midwest Soil Testing on July 28, 2014. The inspection was completed by the property owner as a Washington County requirement to sell the home. The home is currently connected to the Tri Lakes Remote D — 201 System owned and operated by the City of Lake Elmo. Two other properties on Jane Road are also connected to this 201 System. Both appear to be duplexes with address numbers 9393 /9395 and 9397 /9399. The "201 System"references a septic system replacement program that was partially funded through federal grants and implemented throughout the City of Lake Elmo from 1984 to 1987. The City is the owner and operator of the system due to the federal grant requirements. As an emergency response to this information, the City hired Soil Investigation& Design, Inc. to further evaluate the condition of the distribution system and obtain soil borings. Soil Investigation&Design,Inc. also found that the system does not meet current Washington County Code and further stated that the system does not appear to be functioning properly. No surfacing of effluent was observed at the time of inspection therefore the system is not currently considered an imminent health threat. Based on the information provided above staff needs to investigate potential repair/replacement alternatives for the Jane Road 201 System which will likely require the acquisition of property for a new site. Staff will need to continue to retain the technical support services from Soil Investigation&Design, Inc. Once a solution has been identified the improvements could be pursued as a public improvement project with the costs being wholly or partially assessed to the benefitting properties. RECOMMENDATION: Staff is recommending the City Council direct staff to investigate potential repair/replacement alternatives for the Jane Road 201 Wastewater System.The recommended motion for the action is as follows: "Move to direct staff to investigate potential repair/replacement alternatives for the.Tare Road 201 Wastewater Systent (Tri-Lakes Remote D). ATTACHMENT(S): 1. Jane Road 201 Wastewater System(Tri-Lakes Remote D)Record Drawing. 2. Soil Investigation Report dated October 24,2014. --page 2-- } � ; m ! O � @ \ moo ■ LLJ\ 2 � § �° ` . . / U \ § " ® if e = z ^- ` � { §, QJ j t ,§ |-■ ;: {• �\ / m e / ® 5 a / I 2 ; [ § , ; k| q ; Q £| t ��/\ L _ LU _ - - � . _ . . . . . _ cr 0. _ � § § \ . § { k ) $ § ^ � ma \ \ \ / ul - �» % i K , J,fig . � k Ee§m. ■ - _ � ) - *■ . §§ 2 . | � I � \\ � . . . � . . . Soil Investigation & Design, Inc. Metro Greater Minnesota 2809 78"Ave. N. Melrose, MN 56352 Brooklyn Park, MN 55444 651-260-3783 320-260-8874 soilinvestigations.us Pbrandt@soilinvestigations.us Mr. Dean Zuleger City Administrator City of Lake Elmo 3800 Laverne Avenue North Lake Elmo,Minnesota 55042 Re: Lake Jane 201 System Dear Mr. Zuleger At the request of the City of Lake Elmo, Soil Investigation&Design, Inc. completed an investigation of the subsurface soil treatment system(SSTS)for the Lake Jane 201 system. We inspected the distribution system and completed two soil borings on the subject site. We determined that the majority of the lateral for the SSTS have been filled with soil materials and do not appear to be functioning properly. We did not notice any surfacing of effluent at the time of inspection. We completed the two soil borings near the locations of the previous soil borings by Inspect MN. While our soil profiles did not match those of Inspect Mn it was determined that the separation between the system and redoximorphic features does not meet current code. It is our opinion that the system does not meet code and therefore should be repaired or replaced. Thank you for your time and attention, if you have any questions please feel free to contact me. Res lly, Pe auSS Soil Investigation&Design, Inc. T T t t 3 a -p o O U� Q• L c c O c c n 75 p T T m N a (0 m N E E c > > > 3 E 7cam m CL_ d N W 0 47 a, fp U) Of QI O C C C _.. CL c m w m O a C c n a a c m c L C •C C 3 X X X O C m m w a o w am o v a � 'm •cnm O o N o o a o n 0 2` 2` Z' N •T c k a m ° ° ° a v cca c o (A d N o `m E `m E rn Z 'rn Z 10 0' o' o C,Z O �. 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Mayor Facilitates - Report/Presentations..........................................................City Staff - Questions from Council to Staff...................................Mayor Facilitates - Public Input, if Appropriate........................................Mayor Facilitates - Call for Motion ...............................................................Mayor& City Council - Discussion.......................................................................Mayor& City Council - Action on Motion.................................................................... Mayor Facilitates POLICY RECOMMENDER: Finance Committee FISCAL IMPACT: SUMMARY AND ACTION REQUESTED: At the November 12, 2014 Finance Committee meeting, a discussion was had on what could be done to strengthen the internal controls surrounding the release of Developer escrow funds. This proposal is a result of that discussion. STAFF REPORT: When a development is approved by the City Council, a Developer Agreement is executed which outlines all components of the Development Project. A critical component of that agreement is the security requirements section, which outlines the escrow requirements. These requirements are based on the projected construction costs. Also contained in the Developer Agreement is a --page 1 -- City Council Meeting [Regular Agenda Item 1 S] November 18,2014 reduction of security section which outlines the terms which must be met before the release of the escrows. In the past, Developer escrows were released by staff without City Council approval. It is the belief of the Finance Committee that improvements can be made to the process by inserting an official sign off form that would be reviewed by all City Department heads to insure that all components of Development projects are complete prior to the release of Developer escrow funds. The Finance Department will be drafting up a form and bringing it back to the Finance Committee on December 10, 2014 for their approval. Upon receipt of all approvals on this proposed developer escrow release form, a proposal to refund the developer escrow would be brought to the City Council for their approval to release the funds. All Developer related escrow refunds must be approved by the City Council effective immediately. Please note that release of other- building permit escrows (road, pool, fence etc.) are not part of this proposal. BACKGROUND INFORMATION (SWOT): Strengths Ensures that all department heads are surveyed to be sure there are no pending issues needing to be resolved prior to the release of developer escrow funds. Weaknesses Obtaining multiple approvals may slow down the developer escrow release process. Opportunities Ability to strengthen the internal controls surrounding the developer escrow funds. Threats Developers may find issue with delay. RECOMMENDATION: It is recommended that the City Council approve Resolution No. 2014-89 as follows: "Move to approve Resolution No. 2014-89 directing that effective immediately all developer escrow refunds must be approved by the Lake Elmo City Council prior to release" ATTACHMENTS: 1. Resolution No. 2014-89 --page 2-- CITY OF LAKE ELMO WASHINGTON COUNTY,MINNESOTA RESOLUTION NO. 2014-89 RESOLUTION PROVIDING SPECIFIC DIRECTION RELATED TO THE RELEASE/RETURN OF DEVELOPER RELATED ESCROW FUNDS WHEREAS, the City of Lake Elmo has significant new Developer related activity transpiring within the City Boundaries; and WHEREAS,the City is executing Developer Agreements for that development activity; and WHEREAS,the City holds a number of Developer escrows per those Developer Agreements in a segregated Developer escrow Fund; and WHEREAS, the City Finance Committee has recommended strengthening the internal controls surrounding the review of Development project closure including department wide approval prior to the release of escrows; and BE IT RESOLVED that effective immediately the City Council must approval all proposed refunds of all developer related escrows. Adopted by the Lake Elmo City Council on the 18th day of November, 2014. Mike Pearson, Mayor ATTEST: Adam Bell, City Clerk 4ONte mn mn ra&4 . . . . . . %rupff Website: www.mmcd.org A0 METROPOLITAN MOSQUITO CONTROL DISTRICT Metro Counties Government Center Phone: 651-645-9149 2099 University Avenue West FAX: 651-645-3246 Saint Paul, MN 55104-3431 TTY use Minnesota Relay Service November 7, 2014 Dean Zuleger Lake Elmo City Administrator 3800 Laverne Avenue North Lake Elmo, MN 55042 Dear Mr. Zuleger: Enclosed is a summary of work done by the Metropolitan Mosquito Control District (MMCD) in the city of Lake Elmo during the 2014 mosquito control season. 2014 was another interesting year when it came to mosquito production. Precipitation was above average with frequent rain from April through early July. Large parts of the District received 11-12 inches of rain in June. Precipitation decreased to more typical levels by mid July. In contrast to previous seasons when drought conditions prevailed, rainfall throughout the rest of the 2014 season fell at historically normal levels. This resulted in high levels of mosquito production. We treated the majority of our overall 314,600 acres between late April and early September. In 2014 the Minnesota Department of Health reported 14 human West Nile virus (WNV) illnesses; six of those cases were reported in people who lived within our District. In addition, two La Crosse encephalitis cases were reported in residents of the state; investigations into where these cases were exposed is ongoing, however, MMCD employees continued to monitor and control populations of mosquitoes capable of transmitting disease right up until we received our first frost this fall. MMCD employees also controlled immature black flies in small steams and large rivers throughout the metropolitan area. These treatments have resulted in significantly fewer adult black flies when compared to a time before we conducted treatments. MMCD staff also continued to monitor the distribution of ticks capable of transmitting disease, and worked with the Minnesota Department of Health to provide information designed to reduce the risk of tick transmitted diseases. If you have any questions, or would like to meet to discuss our agency's activities within Lake Elmo, please contact me. Since �� Step e A. Manweiler, Executive Director Ph ne: (651) 643-8365 Email: mmcd_sam@mmcd.org Metropolitan Mosquito Control District 2014 Activity Summary — Lake Elmo / Oakdale Service Summary Larval Mosquito Treatments = 1,422 acres Adult Mosquito Treatments = 217 acres Customer Calls = 55 Catch Basins Treated = 21087 Tires Removed = 169 Special Events Oakdale Summer fest Lake Elmo Softball Tournament (Legion Field area) Park/Rec Areas Regularly Treated Lake Elmo Park Reserve Acorn/Oakdale Park Pebble Park Tablyn Park Northdale Park Eberle Park Reid Park Sunfish Lake Park Richard Walton Park Lake Jane Hills Park