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Home My WebLink About12-01-15 CCMP11l1 (FIN ( )1: LAKEEL Our Mifsion ic to Aviv& 011ali!). Pub& Stnvices in a Fiscal/r Responfible Manner Vbile Presening the City:()pen Space Garacter A. Call to Order B. Pledge of Allegiance C. Approval. of Agenda D. Accept Minutes -1--.-App, o v Nowirt-ber-1-772-94- E. Council Reports F. Presentations/Public Comments/Inquiries G. Finance Consent Agenda Approve Payment of Disbursements H. Other Consent Agenda -,3!' Approve Belle Arnie Spa Massage License Renewal 4/Approve Liquor License Renewals.- c, Approve Inwood Addition Development Contract Addendum G. Approve Reider Preliminary Plat Extension - Resolution 2015-86 7. Designate Data Practices Official - Resolution 2015-85 ciamient-atit-4-M-aiatenaae-A-gxeem..Gnt NOTICE OF MEETING City Council Meeting Tuesday, December 1, 2015 7:00 P.M. City of Lake Elmo I 3800 Laverne Avenue North Agenda i.,Regular Agenda 9.7PUbliC Hearing: 2016 Proposed Tax Levy and General Fund Budget - Adopt 2016 Budget and Tax Levy Resolution 2015-84 to. Developer Line of Credit Reduction Discussion it. Tana Ridge Park Sign 12. Charter and Roster for the Environmental Committee 13. City Administrator Search 14. RFP for Legal Services 15. Arts Center tt, t6-.--4eryers--H-andboork- 17. Utility Rate Study Update 18. Single Fire Station J. Staff Reports and Announcements K. Adjourn CITY OF LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 17, 2015 CALL TO ORDER Called to order at 7:10 pm. PRESENT: Mayor Mike Pearson and Council Members Julie Fliflet, Anne Smith, Justin Bloyer, and Jill Lundgren. Staff present: Interim Administrator Schroeder, City Attorney Snyder, City Engineer Griffin, Finance Director Bendel, City Planner Wensman and City Clerk Johnson. Interim Administrator Schroeder read a statement explaining the role of the Parliamentarian. Chief Administrative Law Judge Pust introduced herself and reviewed guidelines and decorum policies for the meeting. PLEDGE OF ALLIGENCE APPROVAL OF AGENDA Mayor Pearson, seconded by Councilmember Smith, moved TO ADD ITEM J: ROLE OF PARLIAMENTARIAN TO THE AGENDA. MOTION PASSED 4 — 1. (Bloyer — Nay) Item 10 was removed from the Agenda. Items 7 and 9 were moved to the Regular Agenda for discussion after item 13. Councilmember Fliflet, seconded by Mayor Pearson, moved TO APPROVE THE AGENDA AS AMENDED. MOTION PASSED 5 — O. ACCEPT MINUTES Councilmember Fliflet, seconded by Mayor Pearson, moved TO APPROVE THE NOVEMBER 4, 2015 MINUTES AS AMENDED. MOTION PASSED 5 — O. COUNCIL REPORTS Mayor Pearson: Met with staff, Bureau of Mediation Services, LMC and Judge Pust to discuss the Parliamentarian process; met with staff to prepare for a water sewer consultant RFP; met with County officials on a variety of matters; held a Visit with the Mayor; attended the Oakdale Lake Elmo Prayer Breakfast; attended the Public Safety Committee meeting; attended the Parks Commission meeting; fielded concerns from residents regarding the impact of development in various neighborhoods, noting no complaints have been received from downtown property owners; took calls regarding financial discussion and asked Interim Administrator Schroeder to comment on that during his staff report. Councilmember Fliflet: Met with LMC and BMS; held a Finance Committee meeting where they worked on water rate reduction and 2016 Budget; held an HR Committee meeting and fielded resident concerns. Councilmember Smith: Attended Finance Committee and postponed other reports due to time considerations. Councilmember Lundgren: Spoke with Bureau of Mediation; discussed milfoil in lakes with residents, attended HR Committee meeting; attended Oakdale Lake Elmo Prayer Breakfast; thanked Public Works staff for picking up two dead deer in her neighborhood; discussed Inwood area flooding with resident and staff. Councilmember Bloyer: Emailed with Fields residents, emails from residents regarding the Parliamentarian. LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 17, 2015 Judge Pust explained that she was serving as Parliamentarian on behalf of the Office of Administrative Hearings and reported that the City will be billed by the OAH at a rate of $120 per hour as approved by the Minnesota Management and Budget Department. PUBLIC COMMENTS/INQUIRIES Matt Eder and Becky Goble spoke on behalf of their dad, Jerome Eder, at 3415 Lake Elmo Avenue North concerning the construction of a storm water holding pond adjacent to his property and related safety concerns. Wally Nelson, 4582 Lilac Lane North, stressed the need for civility among the City Council Members and called for removal of the censure of Councilmember Bloyer. PRESENTATIONS None FINANCE CONSENT AGENDA 2. Approve Payment of Disbursements 3. Accept Financial Report Dated October 31, 2015 4. Accept Building Report Dated October 31, 2015 5. Accept Assessors Report Dated October 31, 2015 6. Approve Eagle Point Blvd. Street Improvements Pay Request No. 3 Councilmember Smith, seconded by Councilmember Lundgren, moved TO APPROVE THE FINANCE CONSENT AGENDA AS PRESENTED. MOTION PASSED 5-0. OTHER CONSENT AGENDA 8. Water Tower No. 4 — Approve Preliminary Design Recommendations Councibnember Smith, seconded by Councilmember Fliflet, moved TO APPROVE THE CONSENT AGENDA AS PRESENTED. MOTION PASSED 5-0. ITEM 11: CLARIFICATION OF MANNING AVENUE REDESIGN AND FUNDING OPTIONS Interim Administrator Schroeder provided background information on the Washington County plan to realign Manning Avenue and the design option chosen by the City Council. Councilmember Fliflet added that she requested this discussion to provide clarification for the public to address misconceptions. Jack Rowenhorst, 11676 Little Bluestem, stated that as a new driver he is concerned about safety and thinks option C would be much safer. Lisa Rowenhorst, 11676 Little Bluestem, spoke against the C2 design chosen by the City Council and asked the Council to reconsider option C for safety reasons. Mary Pat Cumming, 11857 441h Street Lane North, reported that approximately 200 people in the neighborhood have met and asked that their voices be heard in support of option C. Page 2 of 6 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 17, 2015 Cindy Silkworth, 4418 Lily Avenue North, stated the County, staff and Planning Commission recommended concept C and requested the City Council reconsider concept C. Karen Schwartz, 11772 44t1i Street Lane North, expressed concerns about safety and asked that Highway 5 remain open in both directions until the north -south road is built. John Hodler, 11834 44`11 Street Lane North, stated that not building the north -south road is a big problem for Fields of St. Croix residents and requested the Council reconsider option C. Marcy Eischen, 11674 Stillwater Boulevard, spoke in favor of the dead end option on behalf of herself and neighbors Dupuis and Jacobsen. Councihnember Fliflet, seconded by Councilmember Lundgren, moved TO CLARIFY MANNING AVENUE REDESIGN APPROVAL OF CONCEPT C2 THAT WAS PASSED AT THE SEPTEMBER 15 CITY COUNCIL MEETING, TO READ THA THE CITY COUNCIL ACCEPTS CONCEPT C2, BUT THA THE EXACT TIMING, PLA CEMENT, DESIGN AND FUNDING FOR THE NORTH/SOUTH CONNECTION ROAD WILL BE DETERMINED AT A LATER TIME THROUGH THOUGHTFUL PLANNING, AND THAT OLD HIGHWAYS VILL NOT BE CUL DE SAC'D UNTIL THIS NORTH/SOUTH CONNECTION IS BUILT. MOTION PASSED 3 — 2. (Pearson, Bloyer — Nay) Councilmember Bloyer stated concerns about safety and uncertainty that the costly north -south road would be safer than option C. Mayor Pearson referred to a Washington County report on stop lights and stated the C2 option is not safer. Councilmember Fliflet directed staff to begin planning a workshop with residents to gather their feedback. Councilmember Bloyer stated that the landowner should be contacted to inquire about purchasing land for the north -south road. Mayor Pearson stated that the north -south road is an improvement but without the landowner present it will be difficult to make progress. ITEM 9: DOWNTOWN PHASE I IMPROVEMENTS — APPROVE DESIGN REVISIONS FOR UPPER 33" STREET AND LIBRARY PARKING LOT City Engineer Griffin provided an overview of the proposed revisions on Upper 33rd Street and noted concerns expressed by a business owner. Steve Johnson, 2945 Lake Elmo Avenue, stated that he has some concerns but feels the proposed design is reasonable and works well for the Fire Department. Councilmember Bloyer, seconded by Councihnember Fliflet, moved TO APPROVE THE UPPER 33RD STREET STRIPING REVISIONS FOR THE PHASE 1 DOWNTOWN STREET, DRAINAGE AND UTILITY IMPROVEMENTS. MOTION PASSED 4 — 1. (Pearson — Nay) Page 3 of 6 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 17, 2015 Mayor Pearson stated that removing five parking spaces downtown needs additional research and discussion. City Engineer Griffin reviewed the proposed parking lot improvements for the Library, noting that the Library Board would also be reviewing the proposal. Griffin stated that the project contractor is offering favorable pricing through adding this project on to the downtown project. Councilmember Fliflet, seconded by Councilmember Smith, moved TO APPROVE THE LIBRARY PARKING LOT IMPROVEMENTS TO BE CONSTRUCTED IN CONJUNCTION WITH PHASE I DOWNTOWN STREET, DRAINAGE AND UTILITY IMPROVEMENTS. MOTION PASSED 4 — 1. (Bloyer — Nay) Councilmember Bloyer stated that the City should pay for this improvement for a City building and added that the City Council has not seen the Library budget. 1TEM12: SEARCH FIRM FOR CITY ADMINISTRATOR Interim Administrator Schroeder explained that the tenn of his contract is July 2016 to January 2016 and presented a list of search finns that could be employed to conduct a search for a permanent City Administrator. Schroeder stated that Springsted provided an estimated cost of S15,000 to $20,000 depending upon the scope ofservices. Discussion held concerning options for conducting a search with and without a search firm. Councihnember Fliflet, seconded by Councilmember Lundgren, moved TO MOVE FORWARD WITHOUT A SEARCH FIRM AND INSTRUCT THE CITY CLERK TO POST THE POSITION ON THE LMC AND ICMA WEBSITES. Councihnember Smith, seconded by Councilmember Fliflet, in TO AMEND THE MOTION TO ADD SUBJECT TO HIRING OF A PROFESSIONAL FIRM TO CONDUCT BACKGROUND CHECKS. MOTION PASSED 5 — O. Councilmember Bloyer stated that he won't support the motion, as he feels the City could extend Mr. Scl-u-oeder's contract and that Councilmembers shouldn't be involved in vetting applicants. Mayor Pearson suggested seeking professionals within the City to assist with reviewing applicants. PRIMARY MOTION PASSED 3 — 2. (Pearson, Bloyer — Nay) City Attorney Snyder recommended that the process should be moved along and suggested staff prepare an advertisement for approve at the next Council meeting. ITEM 13: HIGH PRIORITY FOR HIGHWAY 5/COUNTY ROAD 14 Interim Administrator Schroeder explained that Couneilmembers have expressed a need for a traffic light at the intersection of Highway 5 and 50'1' Street. Jim Ogren, 11790 Little Bluestem, stated that a stop light will also be needed at the intersection of Highway 5 and Manning and suggested they could both be installed at the same time. Page 4 of 6 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 17, 2015 Councilmernber Fliflet stated that the 50th Street intersection should be a high priority for 2016 and not wait for the new road alignment. Councihnember Fliflet, seconded by Councilmen:ber Smith, moved THE LAKE ELMO CITY COUNCIL WOULD LIKE BY MATTER OF RESOLUTION TO SUPPORTA TRAFFIC SIGNAL AT THE INTERSECTION OF NEW CSAH 15 AND 50TH STREET AND MAKE IT KNOWN THAT THE CITY WOULD LIKE THIS TO BE THE NUMBER ONE PRIORITY FO RHTE COUNTY FOR THIS STRETCH OF ROADWAY RECENTLY TURNED OVER TO THE COUNTY FROM THE STATE OF MINNESOTA PREVIOUSLY KNOWN AS STATE HIGHWAY 5. Councilmernber Bloyer stated that this intersection does not meet County standards for a traffic light. Mayor Pearson asked about facts and rankings from the County's report on intersections and stated that all intersections should be assessed before committing to upgrading one. Mayor Pearson, seconded by Councilmember Bloyer, moved TO TABLE THIS ISSUE TO A WORKSHOP. MOTION FAILED 2 — 3. (Fliflet, Lundgren, Smith — Nay) PRIMARY MOTION PASSED 3 — 1 — 1. (Pearson — Nay, Bloyer — Present) Mayor Pearson clarified that he is not opposed to a traffic light at the 50`1' Street intersection but wants to look at all intersections first. Mayor Pearson, seconded by Councilmenzber Lundgren, moved TO DIRECT STAFF TO ARRANGE A WORKSHOP TO DISCUSS INTERSECTION SAFETY CITY WIDE. MOTION PASSED 5 — 0. ITEM 7: APPROVE SPECIAL ASSESSMENT PAYOFF FOR KLEIS PROPERTY Finance Director Bendel reviewed the request from the property owner for a reduced payoff amount for special assessments levied in 1995 on a parcel that is in the Green Acres program. City Attorney Snyder explained the Green Acres program and noted that if the City Council chooses to modify the assessment it should be done by uniform resolution or an ordinance change. Peter Kastler, 9130 55th Street North, stated he is the grandson of the original owners and that his grandparents did not have any documentation regarding this assessment or the interest that is due. Mr. Kastler noted that the assessment payoff isn't due until the property is taken out of Green Acres but he would agree to pay it off early at the reduced amount as a benefit to both parties. Councilmernber Fliflet, seconded by Courzcilrnember Snrith, moved TO ACCEPT THE PAYOFF OFFER OF $6,879.55 FROM MR. KASTLER/KLEIS FAMILY TO PAY IN FULL THE OUTSTANDING SPECIAL ASSESSMENTS RELATED TO THE 1995 STREET OVERLAY PROJECT. MOTION PASSED 3 — 2. (Pearson, Bloyer — Nay) Page 5 of 6 LAKE ELMO CITY COUNCIL MINUTES NOVEMBER 17, 2015 Councilmember Bloyer stated that he understands the situation but feels the City needs to adhere to the laws and have thought out policies in place. Mayor Pearson added that he is concerned about setting precedence with this reduction but has empathy for the property owners. STAFF REPORTS AND ANNOUNCEMENTS Interim City Administrator Schroeder: Attended the Public Safety Committee meeting, Parks Commission meeting, met with developers, worked on legal and engineering concerns, attended the Finance Committee meeting, provided the Mayor's Handbook to the City Council at the recommendation of the League of MN Cities. Reported that the Finance Committee discussed the proforma and recommends hiring Northland Securities to take over the profomia. The Finance Committee will continue to discuss the profonna at the next meeting. Councibnember Bloyer, seconded by Mayor Pearson, moved THAT THE CITY ADMINISTRATOR AND FINANCE DIRECTOR PROVIDE EXPLANATION TO RESIDENTS AS TO THE WHEREABOUTS OF $6.5 MILLION IN ASSESSMENTS. MOTION FAILED 2 — 3. (Fliflet, Lundgren, Smith — Nay) City Clerk Johnson: Reported that an offer has been extended to a candidate for the Office Administrative Assistant position. Finance Director Bendel: Finalized recommended changes to the 2016 General Fund Budget at Finance Committee Meeting, fielding calls and questions on assessments, all Lennar outstanding assessments will be paid soon, started year end closeout in preparation for the audit. City Attorney Snyder: No report. Community Development Wensman: No report City Engineer Griffin: Working on projects for next year and the engineering department is very busy with current construction projects. ROLE OF PARLIAMENTARIAN Judge Pust asked for City Council input on the Parliamentarian and stated it was an honor to be invited. Councilmembers indicated that it was helpful to have a Parliamentarian run the meeting. Councilmember Fliflet, seconded by Councilmember Lundgren, moved TO CONTINUE THE SERVICES OF THE PARLIAMENTARIAN UNTIL THE SERVICES ARE NO LONGER NEEDEDAND TO DIRECT STAFF TO SECURE A REPLACEMENT PARLIAMENTARIAN IF NEEDED. MOTION PASSED 3 — 1 — 1. (Pearson — Abstain, Bloyer — Nay) Meeting adjourned at 11:16 pm. ATTEST: Julie Johnson, City Clerk LAKE ELMO CITY COUNCIL Mike Pearson, Mayor Page 6 of 6 (:Iry t )1, E E B40 AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: S UCCESTEI, AY() & COUNCIL CO UN/CATION DATE: CONSENT ITEM MOTION December 1, 2015 #2 Approve Disbursements in the amount of $122,898.71 Patty Baker, Accountant Cathy Bendel, Finance Director Cathy Bendel, Finance Director SINIESS: Introduction (Alton ('ity Administrator- - 1Zep)rt/Presentation.......... .... Administrator Questions -from Council. to ......... ............ .......... ..„. Mayor Facilitates Call for Motion ....... _____________________ ...... Mayor & City Council Discussion_ ...... Mayor Sz. City Council Action on Motion__ ....... ___________ ....... ....... .......... Mayor Facilitates POLICY RECOMMENDER: Finance FISCAL IMPACT: $122,898.71 SUMMARY AND ACTION REOUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $122,898.71. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY: NA -- page City Council Meeting [Consent Agenda Item _ December 1, 2015 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 $ 11,572.49 Payroll Taxes to IRS & MN Dept of Revenue 11/25/15 ACH $ 5,801.10 Payroll Retirement to PERA 11/25/15 DD6804-DD6825 $ 29,379.82 Payroll Dated (Direct Deposits) 11/25/15 43637-43678 $ 76,025.30 Accounts Payable 12/01/15 2747-2748 120.00 Library Card Reimbursement 12/01/15 TOTAL 122,898.71 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 $122,898.71. ATTACHMENTS: Accounts Payable — check registers -- page 2 -- Accounts Payable To Be Paid Proof List User: PattyB Printed: 11/24/2015 - 11:37 AM Batch: 008-11-2015 Invoice # Inv Date Amount Quantity Prnt Date Description Reference Task Type PO # Close POLine # AMAZONIN Amazon Inc 10/10/2015 1,874,34 0.00 12/01/2015 Adult, teen & kids books & dvds No 0000 206-450-5300-42500 Library Collection Maintenance 11/10/2015 889.67 0.00 12/01/2015 Adult. teens & kids bookds & dvds No 0000 206-450-5300-42500 Library Collection Maintenance 10/10/2015 205,71 0.00 12/01/2015 Office supplies No 0000 206-450-5300-42000 Office Supplies 11/10/2015 45.10 0.00 12/01/2015 Office supplies No 0000 206-450-5300-42000 Office Supplies 10/10/2015 38.33 0.00 12/01/2015 Programming No 0000 206-450-5300-42500 Library Collection Maintenance 11/10/2015 127.69 0,00 12/01/2015 Programming No 0000 206-450-5300-42500 Library Collection Maintenance Total: 3,180.84 AZON1N Total: 3,180.84 ASPENMI Aspen Mills, Inc. 172912 11/11/2015 101-420-2220-44170 Uniforms 172912 Total: 172913 11/11/2015 101-420-2220-44170 Uniforms 172913 Total: ASPENMI Total: 285.80 0.00 12/01/2015 Uniforms - M. Cornell 285.80 262,30 0.00 12/01/2015 Uniforms - Peltier 262.30 548,10 No 0000 No 0000 I3IFFS Biffs Inc. W581010-5810019 11/11/2015 826,00 0.00 12/01/2015 Portable Restrooms - Parks No 0000 101-450-5200-44120 Rentals - Buildings W581010-5810019 Total: 826.00 BIFFS Total; 826.00 AP - To Bo Paid Proof List (11/24/15 - 11:37 AM) Page 1 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task TYPe PO ti Close POLine # BROCHMAN Brochtnan Blacktopping Co 3814 11/12/2015 18,400.00 0,00 12/01/2015 Paving - Sanctuary Park No 0000 404-480-8000-43050 Other Park Ded Prof Services 3814 Total: 18,400.00 BROCHMAN Total: 18,400.00 C A C Companion Animal Conrrol, LLC Oct 15 11/15/2015 500.00 0.00 12/01/2015 Animal control services - October 2015 - No 0000 101-420-2700-43160 Impounding Oct 15 11/15/2015 150,00 0.00 12/01/2015 impound 7atrt - 7pm - No 0000 101-420-2700-43160 Impounding Oct 15 Total: 650.00 C A C Total: 650.00 CHASERIC Chase Rick 11/23/2015 41.93 0.00 12/01/2015 Office supplies No 0000 101-420-2400-42000 Oftice Supplies Total: 41.93 CI IASERK Total: 41.93 COLDWELl. Coldwell Banker Commercial 40643 09/30/2015 190.00 0.00 12/01/2015 Preventative Maintenance No 0000 206-450-5300-44010 Rupairs/Maint Bldg 40643 Total: 190.00 40758 11/11/2015 380.00 0.00 12/01/2015 Water leak and cleaning AC unit No 0000 206-450-5300-44010 Repairs/Maint Bldg 40758 Total: 380.00 COLDVv'ELL Total: 570.00 CORNELL Cornell Mike 11/20/2015 133.85 0.00 12/01/2015 VCOS conference reimbursement No 0000 1(11-420-2220-44370 Conferences & Training Total: 133,85 CORNELL Total: 133.85 DELAPP DeLapp Steve 11/18/2015 37.17 0.00 12/01/2015 Building Maintenance Supplies No 0000 206-450-5300-42230 Building Repair Supplies Total: 37.17 AP - To Be Paid Proof List (11/24/15 - 11:37 AM) Page 2 Invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # DELAPP Total: 37.17 DEPREY Deprey Nate 11/18/2015 55.00 0.00 1270112015 Conference No 0000 206-450-5300-44370 Conferences & Training Total: 55.00 DEPREY Total: 55,00 EBSCO Ebsco WSR117156 11/0572015 1,234.00 0.00 12/01/2015 Auto Repair Reference Center No 0000 206-450-5300-42500 Library Collection Maintenance WSRI I 7156 Total: 1,234.00 EBSCO Total: 1,234.00 ECMPU13L1 ECM Publishers, Inc 256137 10/25/2015 40.80 0.00 12/01/2015 Newspaper ad No 0000 206-450-5300-44010 Repairs/Maint Bldg 256137 Total: 40,80 ECMPUBLI Total: 40.80 EMERGRES Emergency Response Solutions 5131 11/02/2015 15749 0.00 12/01/2015 2x Hose Straps No 0000 101-420-2220-42400 Small Tools & Equipment 5131 Total: 157.49 EMERGRES Total: 157.49 GREATAM Great America Financial 17866692 I 1/16/2015 396.49 0.00 12/0 U2015 Copier maintenance No 0000 101-410-1940-44040 Repairs/Maint Contractual Eqpt 17866692 Total: 396.49 GREATAM Total: 396.49 H&LH&L Mesabi Corp 94452 11/12/2015 3,295,00 0.00 12/01/2015 Plow blades No 0000 101-430-3125-42210 Equipment Parts 94452 Total: 3,295.00 & L Total: 3,295.00 AP - To Be Paid Proof List (I I/24/15 - 11:37 AM) Page 3 invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # HOLIDAYC Holiday Credit Office 11/15/2015 196.00 0.00 12/01/2015 Fuel No 0000 101-420-2220-42120 Fuel, Oil and Fluids Total: 196.00 HOLIDAYC Total: 196.00 HYDRO Hydromethods 201511507 11/03/2015 90.00 0.00 12/01/2015 Auto Owners Bldg Stormwater Mgirit No 0000 803-000-0000-22910 Developer Payments 201511507 Total: 90.00 HYDRO Total: 90.00 INNOVAT Innovative Office Solutions IN0983246 11/17/2015 51,30 0.00 12/01/2015 Office supplies No 0000 101-410-1910-42000 Office Supplies IN0983246 11/17/2015 25.81 0.00 12/01/2015 Office supplies No 0000 101-410-1320-42000 Office Supplies 1N0983246 11/17/2015 7.95 0.00 12/01/2015 Office supplies No 0000 101-430-3100-42000 Office Supplies 11\10983246 Total: 85.06 INNOVAT Total: 85.06 INTERSTA Interstate All Battery Ctr 1902701003483 11/20/2015 123.96 0.00 12/01/2015 Restock batteries - No 0000 101-420-2220-44040 Repairs/Maint Eqpt 1902701003483 Total: 123.96 1NTERSTA Total: 123.96 katlifuel Kash Fuel Oil Service Co 536753 11/13/2015 1,143.37 0.00 12/01/2015 Fuel No 0000 101-430-3100-42120 Fuel, Oil and Fluids 536753 Total: 1,143.37 536754 11/13/2015 424.15 0.00 12/01/2015 Fuel No 0000 101-430-3100-42120 Fuel, Oil and Fluids 536754 Total: 424.15 536794 11/13/2015 1,-)10.64 0.00 12/01/2015 Fuel - No 0000 101-430-3100-42120 Fuel, Oil and Fluids 536794 Total: 1,210.64 katlifuel Total: 2,778.16 AP - To Be Paid Proof List (I 1124/15 - 11:37 AM) Page 4 invoice # Inv Date KIMTEK Kimtek Corp LE-111215 11/12/2015 101-420-2220-42400 Small Tools & Equipment LE-111215 Total: K1MTEK Total: Lillie Newspapers Inc. Lillie Suburban 10130/2015 206-450-5300-44010 Repairs/Maint Bldg Total: Lillie Total: MALMQ Malmquist Greg 11/20/2015 101-420-2220-44370 Conferences & Training Total: MALMQ Total: MENARDSO Menards - Oakdale 91091 11/10/2015 101-420-2220-44010 RepairsiMaint Bldg 91091 11/12/2014 101-410-1940-44300 Miscellaneous 91091 Total: 91241 1140/2015 101-420-2220-44010 RepairsiMaint Bldg 91241 Total: 91247 11/10/2015 101-420-2220-44040 Repairs/Maint Eqpt 91247 Total: MENARDSO Total: MMAINTEN Mobile Maintenance Inc 11/16/2015 101-000-0000-11500 Accounts Receivable Total: MMAINTEN Total: MND01-1 MN Department of Health 11172015 11/17/2015 601-494-9400-43820 Water Utility Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 11,550,00 11,550.00 11,550.00 309.57 309.57 309.57 259.77 259,77 259.77 34,07 16.47 50.54 120.38 120.38 7.98 7.98 178.90 60.00 60.00 60.00 1,661.00 0.00 12/01/2015 Replacement skid unit 0,00 12/01/2015 Newspaper Ad 0.00 12101/2015 VCOS conference reimbursement 0.00 12/01/2015 Station Supplies 0.00 12/01/2015 Water city hall 0.00 12/01/2015 Station Supplies 0,00 12/01/2015 T2 bulbs 0.00 12/01/2015 Refund Overpayment on Permits 0.00 12101/2015 4th quarter water supply connection fee No No No No No No No No No 0000 0000 0000 0000 0000 0000 0000 0000 0000 AP - To Be Paid Proof List (11/24/15 - 11:37 AM) Page 5 invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # 11172015 Total: MNDOH Total: 1,661.00 1,661,00 RCM RCM Specialties, Inc 5224 11/09/2015 356.32 0.00 12/01/2015 Emulsion No 0000 101-430-3120-42240 Street Maintenance Materials 5224 Total: 356.37 RCM Total: 356.32 ROOT Root Spring Scraper Co 76501 11/13/2015 904.47 0,00 12/01/2015 Snow plow repairs No 0000 101-430-3125-44040 Repairs/Malin Eqpt 76501 Total: 904.47 ROOT Total: 904.47 SEH Short Elliott Hendrickson, Inc 305734 11/06/2015 2,050,20 0.00 12/01/2015 Inwood water tower t/4 No 0000 409-480-8000-43030 Engineering Services 305734 Total: 2,050.20 S EH Total: 2,050.20 SELECTAC SelectAccount 1128565 11/13/2015 6.33 0.00 12/01/2015 Participant fees 11/01-11/30/15 No 0000 101-410-1520-43150 Contract Services 1128565 Total: 6.33 SELECTAC Total: 6.33 SPRGFARM Springborn Farm 906666 11/18/2015 114,00 0.00 12/01/2015 Hay 101-450-5200-42250 Landscaping Materials 906666 11/18/2015 200.00 0.00 12/01/2015 Hopper box 101-450-5200-42400 Small Tools & Minor Equipment 906666 Total: 314.00 SPRGFARM Total; 314.00 STLIBRAR Stillwater Public Library 11/01/2015 240.00 0,00 12/01/2015 Library Card Reimbursement 206-450-5300-44300 Miscellaneous Total: 240.00 AP - To Be Paid Proof List (11/24/15 - 11:37 AM) No 0000 No 0000 No 0000 Page 6 Invoice # Inv Date Amnon( Quantity Pint Date Description Reference Task Type PO # Close POLine It STLIBRAR Total: 740.00 TDS TDS Metrocom - LLC 651-779-8882 11/13/2015 89.53 0.00 12/01/2015 Analog Lines - Fire No 0000 101-420-2220-43210 Telephone 651-779-8882 11/1312015 210.17 0.00 12/01/2015 Analog Lines - PW No 0000 101-430-3100-43210 Telephone 651-779-8882 11/13/2015 82.58 0.00 12/01/2015 Analog Lines - Lift Station Alarms No 0000 602-495-9450-43210 Telephone 651-779-8882 11/13/2015 43.29 0.00 12/01/2015 Alarm - Well I louse 2 No 0000 601-494-9400-43210 Telephone 651-779-8882 Total: 425.57 TDS Total: 425.57 TEILANDM TEl Landmark Audio 11835976 06/30/2015 164.02 0.00 12/01/2015 Audio books - used No 0000 206-450-5300-42500 Library Collection Maintenance 11835976 Total: 164.02 TEILANDM Total: 164.02 TKDA TKDA, Inc. 002015003293 11/04/2015 77.67 0.00 12/01/2015 Easton Village Pipe Install Review No 0000 602-495-9450-43030 Engineering Services 00201 5003293 Total: 77.67 002015003294 11/04/2015 441.96 0.00 12/01/2015 2015.120 Eagle Point Blvd Street No 0000 409-480-8000-43030 Engineering Services 002015003294 Total: 441.96 002015003295 11/04/2015 16,622.37 0.00 12/01/2015 2015.120 Eagle Point Blvd No 0000 409-480-8000-43030 Engineering Services 002015003295 Total: 16,622.37 TKDA Total: 17,142.00 TIV1013ILE T Mobile 947226095 11/11/2015 21.34 0.00 12/01/2015 SCADA line No 0000 601-494-9400-43210 Telephone 947226095 Total: 21.34 TMOBILE TotaL 21.34 VERIZON Verizon Wireless 9755442610 11/10/2015 35.01 0.00 12/01/2015 Wireless charges No 0000 101-420-2220-43210 Telephone AP - To Be Paid Proof List (11/24/15 - (1:37 AM) Page 7 invoice # inv Date Amount Quantity Pmt .Date Description Reference Task Type PO # Close POLine # 9755442610 Total: V ERIZON Total: WASHLIB Washington County Library 11/01/2015 206-450-5300-44300 Miscellaneous Total: WASHL1B Whiteani White Anita Bonus 11/18/2015 101-410-1450-43620 Cable Operations Bonus Total: Cable 11/18/2015 101-410-1450-43620 Cable Operations Cable Total: Whiteani Total: Report Total: AP - To Be Paid Proof List (11/24/15 - 11:37 AM) 35,01 35.01 957.00 0.00 12/01/2015 Library Card Reimbursement No 0000 957.00 957.00 25,00 0.00 12/01/2015 CC 11/17/2015 - No 0000 25,00 55.00 0.00 12/01/2015 CC 11/17/2015 No 0000 55.00 80.00 69,555.35 Accounts Payable To Be Paid Proof List User: PattyB Printed: 11/24/2015 - 12:00 PM Batch: 009-11-2015 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # DELTA Delta Dental Of Minneqnta 6260135 11/15/2015 1,508.95 0.00 12/01/2015 December Premium No 0000 101-000-0000-21706 Medical Insurance 6260135 Total: 1,508.95 DELTA Total: 1,508.95 LEASSOC Lake Elmo Associates, LLP Dec 15 12/01/2015 2,461.00 0.00 12/01/2015 December Rental payment No 0000 101-410-1940-44120 Rentals - Building Dec 15 Total: 2,461.00 LEASSOC Total: 2,461.00 RABOUIN RABOUIN, INC Dec 11/24/2015 2,500.00 0.00 12/01/2015 December monthly installment No 0000 101-410-1320-43100 Assessing Services Dec Total: 2,500.00 RABOUIN Total: 2,500.00 Report Total: 6,469.95 AP - To Be Paid Proof List (I 1/24/15 - 12:00 PM) Page 1 Till': CITY t 11:\ KE ELM() AYOR & COU C1L CO UNICATIO DATE: December 1, 2015 CONSENT ITEM # AGENDA ITEM: Approval of Belle Amie Massage Therapy License Renewal SUBMITTED BY: Julie Johnson, City Clerk THROUGH: Julie Johnson, City Clerk REVIEWED BY: Clark Schroeder, Interim Administrator POLICY RECOMMENDER: City Staff SUMMARY AND ACTION REQUESTED: The City has received an application for a Massage Therapy license renewal for Belle Amie Spa located at 8925 Highway 5, Lake Elmo. The applicant has submitted all the necessary paperwork and fee for renewal. LEGISLATIVE HISTORY: The City of Lake Elmo instituted a city license structure in December of 2012 in order to better regulate the practice of therapeutic massage in Lake Elmo. Licenses are subject to renewal each year. RECOMMENDATION: If removed from consent, staff recommends the following motion: "Move to approve Massage Therapy License renewal fOr Belle Amie Spa as presented." -- page TI1.11 CITY OF Print Applicant Name: h'it MASSAGE LICENSE RENEWAL FO This form may be used in place of a fall Ivfcissage Therapy License Application, for the renewal of a previously issued massage license, ONLY if you are ctble to answer "No" to all of the following questions. These questions apply to the previous licensing period. If you answer "Yes to any of the following questions, a fidl massage license application must be completed, (Circle the appropriate response) Were there any changes in the name, location, or ownership of the licensed thpist or premises? Yes o Was any employee, owner or officer of the business or corporation, or the business as an entity, charged with a violation of state or local laws regulating the practice of massage, or of any law prohibiting criminal sexual conduct, prostitution, pandering, indecent cond& or keeping of a disorderly house? Yes or No Did any employee, owner or officer of the business or corporation, or the business,a an entity, have a similar license denied or revoked by another agency? Yes 4. Was any employee, owner or officer of the business or corporation, or the business as an entity, charged with any violation of any other law or ordinance related to the operaAm of the business? Yes oiNo By signing below, you are indicating that the answer to questions 1 through 4 is "No". Any inaccurate information contained on this form shall constitute grounds for the non -renewal or revocation of the massage license and potential criminal prosecution. /I( 7L1 Applicant Signature Subscribed and sworn before me this // day of IlLf ? o Notary Public 11-1F. CITY (..)1' NKE ELM() AGENDA ITEM: SUBMITTED BY: THROUGH: AYOR & COU C CO DATE: CONSENT ITEM # Approval of 2016 Liquor License Renewals Julie Johnson, City Clerk Clark Schroeder, Interim City Administrator REVIEWED BY: Julie Johnson, City Clerk Washington County Sheriff's Office (Pending UNICATION December 1, 2015 4 SUGGF,STEI) ORDER OF BUSINESS: Introduction of Item ..... Report/Presen union ..... ....... ...... „ ...... ...... .....Staff Questions from Council to ......... Mayor facilitates Call for Motion ........... ...... . ......... ........ Mayor & City Council ..... ....... ...... ...„ ...... Mayor & City Council Action on Motion........ ....... Mayor Facilitates POLICY RECOMMENDER: Staff FISCAL. IMPACT: License application revenue of $6,800 SUMMARY AND ACTION REOUESTED: The City has received liquor license renewal applications for 2016, required fees, and insurance certificates. As all applications are in order, it is respectfully requested that the City Council approve these renewals as part of its Consent Agenda. lf removed from the Consent Agenda, staff recoinmends the following motion: "Move to approve 2016 Liquor License Renewals, as presented." LEGISLATIVE HISTORY: According to State Statute and City Code, each year, all Liquor Licenses must be renewed. All renewals are contingent upon approve by the Washington County Sheriff's Department. BACKGROUND INFORMATION: The City is respectfully requested to consider granting the following 2016 Liquor License applications: -- page City Council Meeting [Consent Agenda Item 4] December 1, 2015 On -sale intoxicating liquor and On -Sale Sunday intoxicating license to The Machine Shed Restaurant by Heart of America Restaurants; contingent upon approval by the Washington County Sheriff's Department. On -sale intoxicating liquor, Off -sale intoxicating liquor and On -sale Sunday intoxicating license to the Twin Point Tavern and Lake Elmo Inn including the outside patio; contingent upon approval by the Washington County Sheriff's Department. Off -sale intoxicating liquor license to Village Wine & Spirits; contingent upon approval by the Washington County Sheriff s Department. On -sale intoxicating liquor license (second location) for the Lake Elmo Inn Event Center; contingent upon approval by the Washington County Sheriff's Department. Off -sale intoxicating liquor license to Kwik Trip, Inc.; contingent upon approval by the Washington County Sheriff s Department. RECOMMENDATION: As all applications are in order, it is respectfully requested that the City Council approve all liquor license renewals. As part of its Consent Agenda, no formal motion is required. If removed from the Consent Agenda, staff recommends the following motion: Wove to approve 2016 Liquor License Renewals, as presented." -- page 2 -- TI11-1 CITY' ( )17 1 AK E FLMO AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: MAYOR AND COUNCIL COMMUNICATION DATE: CONSENT ITEM #: 5 Addendum to Inwood Clark Schroeder Stephen Wensman Stephen Wensman/Jack Griffin/Dave Snyder SUGGESTED ORDER OF BUSINESS: 12/1/15 Introduction of Item Staff Report/Presentation 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 PUBLIC POLICY STATEMENT NONE SUMMARY AND ACTION REOUESTED: Inwood Second Addition was approved by city council. This is basically was an out lot of phase one which added an additional 21 lots to the sub -division. Because there is no public utility involved in this addition, a developer agreement is not required. This addendum to the phase one agreement is a way to memorialize the WAC/SAC charges due and to allow for building to take place. RECOMMENDATION: Ifreinovedfiom consent: "Approve Inwood contract addendum" ATTACTIMENT(S): hilvoocl contract addendum (resorrdfirre"*v»w"obrmnx» ) DEVELOP 'ENTCO l7�* ACT ADDENDU K (Public sewer and water) «"^�� &m ��Addition ��. AGREEMENT dated ELMC} a Minnesota municipal corporation (^Ckv"). and Hans Hagen Homes, |nn.a Minnesota corporation (the "Developer"). , 2015, by and between the CITY OF LAKE 1. REQUEST FOR PLAT APPROVAL. The Developer has asked the City 0oapprove the plat for |nxvood 2 d Addition (referred ho inthis Addendum asthe ''p|o[}.The land is situated in the County ofWashington, State ofMinnesota, and islegally described as: Ovdot E, |NVVO8D' according tothe recorded plat hereof, Washington County. 2. CONDITIONS OF PLAT APPROVAL. The City hereby approves the plat oncondition that the Developer enter into this Addendum to the Inwood Developer Cordract, and record the plat with the County Recorderor Registrarof Titles within (180) days afterthe City Council approves thefina|p|aL 3' RIGHT TO PROCEED. The approvals related hzthe development (Plat nfInwood, 2nd addition) are subject to, and conditioned upnn, compliance with all requirements and conditions of approval for related developments by the developer including Plat of |nvvouU 1st Addition and its development agreement dated June 9, 2015. Failure to comply with any requirement related thereto l shall be abreach ofthis agreement. 4. DEVELOPMENT PLANS. The plat shall be developed in accordance with the following plans and at the Developer's sale expense. The plans shall not be attached to this Contract. If the plans vary from the written terms of this (}ordna(t, the written :mnns shall control. The plans are: P|anA—Fine| Plat 5. SANITARY SEWER AND WATER UTILITY AVAILABILITY CHARGES (SAC AND WAC). The Developer shall be responsible for the payment of all sewer availability charges (SAC) and all vvo\er availability charges (WAC) with respect tothe |nnpn}vennent3 required by the City and any state ormetropolitan government agency. The sewer availability charge (SAC) in the amount of$3.000.OU per REU shall be paid by the Developer prior to the City recording the final plat. The total amount to be paid by the Developer is $63.000.00. The water availability charge 0NAC> in the amount of $3.000.00 per REU shall be paid by the Developer prior tVthe City recording the final pb3L The total amount to be paid by the Developer is $63.000.00, In odditinn, m sewer connection charge in the current amount of $1.000.00 per REU. a Met Council sewer availability charge in the current amount of$2.485.00 per REU, and awater connection charge in the current amount of$1.00O.0D per REU will be collected bythe City at the time the building permit is issued for each lot. These amounts are charged at the time of building permit in accordance with the latest city fee schedule, 6. SPECIAL PROVISIONS. The following special provisions ohoU aooh to plat A. The approvals related to the development (Plat of Inwood, 2nd addition) are subject to, and conditioned upon, compliance with all n8quinBnoerds and conditions of approval for related developments by the developer including Plat of Inwood 1st Addition and its development agreement dated June 9, 2015. Failure to comply with any requirement related thereto shall be a breach of this B. The Developer shall record e Declaration of Covenants, Cond0ons. Restrictions, and Easements (hereinafter "Declaration") along with the plat. The Declaration shall require the Inwood Homeowners Association to be responsible for maintenance of landscaping installed in areas outside of land dedicated aopublic park and open space onthe final plat. C. Retaining walls within rear yard ud|hx masennmnb; shall be o|eadv documented and shall be owned and maintained by the Inwood Homeowners' Association. All costs associated with protecUon, nap|acement, or maintenance of retaining vveUs due to any work in easements by the City shall bethe full responsibility ofthe Inwood Homeowners' Association. 7. SUMMARY OF CASH REQUIREMENTS. The following is a summary of the cash requirements under this Addendum which must be furnished to the City at the time of final plat approval: Sewer Availability Charge (SAC) $03.000 Water Availability Charge (WAC) $03.000 Park Dedication N/A City Base Map Upgrading $525 Total Cash Requirements $126,525 8' EVIDENCE OF TITLE. Developer shall furnish the City with evidence ofits fee ownership of the property being platted by way of an attorney's dUm opinion or title insurance policy dated not earlier than thirty (30) days prior 10the execution ofthe plat. CITY OF LAKE ELR8O (SEAL) BY: AND DEVELOPER: BY: 4 Its , Mayor , City Clerk STATE OFN1|NNESOTA COUNTY OF WASHINGTON The foregoing instrument was acknowledged before me this day of . 2 . by and by . the Mayor and City Clerk of the City of Lake Bnnn. a Minnesota municipal corporation, on behalf of the corporation and pursuant to the authority granted by its City Council. NOTARY PUBLIC STATE OFK4|NNESOTACOUNTY OF \ (s� The foregoing instrument was acknowledged before me this day of 12 by the of DRAFTED BY: City nfLake Elmo J8O0Laverne Avenue North Lake Elmo, MN 55042 NOTARY PUBLIC 5 FEE OWNER CONSENT TO DEVELOPMENT CONTRACT , fee owners of all or part of the subject property, the development of which is governed by the foregoing Development Contract, affirm and consent to the provisions thereof and agree to be bound by the provisions as the same may apply to that portion of the subject property owned by them. Dated this day of STATE OF MINNESOTA ) ( ss. COUNTY OF ) by ,2 The foregoing instrument was acknowledged before me this day of , 2 DRAFTED BY: City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 (651) 747-3901 NOTARY PUBLIC 6 MORTGAGE CONSENT DEVELOPMENT CONTRACT TO . which holds o mortgage on the subject property. the development of which in governed by the foregoing Development Contract, agrees that the Development Contract shall remain in full force and effect even if it forecloses on its mortgage. Dated this day of STATE OFK1|NNESOTA (us. COUNTY OF .2 The foregoing instrument was acknowledged before me this day of DRAFTED BY: City mfLake Elmo 3UO0Laverne Avenue North Lake Elmo, MN 55042 NOTARY PUBLIC 7 IRREVOCABLE LETTER OF CREDIT TO: City of Lake Elmo Dear Sir mrMadam: VVehereby isnue'fordhea000urtof (Name cfOnvelopeM and inyour favor, our Irrevocable Letter o/ Credit inthe amount ofS .available 0oyou byyour draft drawn onsight onthe undersigned bank atits offices in Minnesota. The draft must: a) Bear the dauca. "Drawn under Letter of Credit No. . dated . 2 . of b) Be signed by the Mayor or City Administrator of the City of Lake Elmo, c) Be presented for payment at (Address of Bank) , on or before 4:00 p.m. on November 30, This Letter of Credit shall automatically renew for successive one-year terms unless, at least forty-five (45) days prior to the next annual renewal date (which shall be November30 of each year), the Bank delivers written notice to the Lake Elmo City Administrator that it intends to modify the terms of, or cancel, this Letter of Credit. Written notice is effective if sent by certified mail, postage prepmid, and deposited in the U.S. PWoii. atleast forty-five (45)days prior hothe next annual enevm| dote addressed as follows. City Administrator, City HaU, 3800 Laverne Ave. N. Lake Elmo Minnesota 55042 and is actually received by the City Administrator et least thirty (30) days prior to the renewal date. This Lotter of Credit sets forth in full our understanding which shall not in anyway be modJied, amended, amplified, or limited by reference to any document, instrument, or agreement, whether or not referred to herein. This Letter of Credit is not assignable. This is not a Notation Letter nfCredit. More than one draw may be made under this Letter ofCredit, This Letter ofCredit nhoU be governed by the most recent revision of the Uniform Customs and Pmudne for Documentary Credits, International Chamber of Commerce Publication No. 500. We hereby agree that odraft drawn under and in compliance with this Letter of Credit shall heduly honored upon presentation. BY: Its IN (in oi LAKE ELN 0 AYOR & COUNCIL COMMUNICATION DATE: December 1, 2015 REGULAR ITEM # 6 AGENDA ITEM: Rieder Property— Preliminary Plat Extension SUBMITTED BY: Stephen Wensman, City Planner REVIEWED BY: Joan Ziertman SIJGGESTE1) ORDER OF BUSINESS: Introduction of hem (Ity Planner Planner ()uestions from Council to Mayor 'Facilitates Call for Motion ..... ....... Mayor & City Council Discussion ..... ............. Mayor & City Council Action on Motion ............ ....... .......... ..... Mayor Facilitates SUMMARY AND ACTION REOUESTED: The City Council is being asked to consider a request by Mr. Rieder for Preliminary Plat Extension. The City Council approved Resolution 2015-056 granting preliminary plat approval on July 21, 2015. According to Lake Elmo City Ordinance 153.07 a subdivider of land must submit a final plat within 180 days after approval of preliminary plat or the plat will be considered void. Staff is recommending approval of the Preliminary Plat Extension, BACKGROUND AND STAFF REPORT: The City Council approved Resolution 2015-056 granting preliminary plat approval for a 46-unit singled family attached (townhouse) development to be located on slightly over 15 acres of land immediately east of Lake Elrno Avenue and north of the Hunters Crossing development. The applicant, Mr. Rieder is requesting the extension to allow for more time to arrange bank financing and prepare for final plat. MORITORIUM: This development is not affected by the City's moratorium since it received preliminary plat approval prior to July 22, 2015. -- page 1 -- City Council Meeting [Regular Agenda kern X'7 December 1, 2015 FISCAL IMPACT: • 5th Street: The City will require that the applicant enter into a developer's agreement with the City to specify the financial responsibilities for various aspects of the subdivision and related public improvements. It is expected that the project will include the construction of the northern half of the segment of 5th Street to the east of Lake Elmo. • Municipal services and property taxes: The developer is expected to pay the Water Availability Charge for the entire development at the time a final plat ($138,000 per unit) and Sewer Accessibility Charge ($138,000) similar to other developments that are connecting to the Municipal services. In addition, at the time of building pennit issuance, water and sewer connection charges will be collected in the amount of $2,000/unit ($92,000).When fully developed, the property taxes will produce roughly ($350,000x46).002=$32,200) in increased revenue per year. SUMMARY AND ACTION REOUESTED: The City Council is being asked to consider a request for approval of a Preliminary Plat Extension for a 46-unit singled family attached (townhouse) development to be located on slightly over 15 acres of land immediately east of Lake Elmo Avenue and north of the Hunters Crossing development. "Move to adopt Resolution No. 2015-086 approving the Rieder (Lennar Diedrich) Townhouses preliminary plat extension for one year. ATTACHMENTS: I. Resolution No. 2015-086 approving the Rieder Preliminary extension for one year. 2. Resolution No. 2015-056 approving the preliminary plat 3. Lennar Diedrich Townhouses Preliminary Plat 4. City Council Packet 7-21-15 -- page 2 -- 01211222.22222. DIEDRICH PROPERTY PRELIMINARY PLAT LAKE ELMO, MINNESOTA ';22PIT - - - - CO'ER SHEET LENNAR I-21102122 1 0 00 100 220 CHAP= 222LE IN FUT SHEET INDEX I. COVER SHEET 2. LEGEND SHEET 3. EXISTING CONDITIONS 4. PRELIMINARY PLAT 5. PRELIMINARY SITE PLAN 6-7, PRELIMINARY UTILITY PLAN 8. PR ELLMINARY GRADING PLAN 9. EROSION CONTROL PLAN 10. PRELIMINARY SEEDING PLAN I I. PRELIMINARY STREET PROFILES I 2-14. DETAILS LI. LANDSCAPE PLAN I I TREE PRESERVATION PLAN MN/007 5282 AG ELE00943.57 (1953 dawn) DILDR1C11 PRoPER-1-1' 1I 14 22,2212.20 ‘0,0 2021 P"; CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2015-86 A RESOLUTION APPROVING A 12 MONTH EXTENSION TO THE FINAL PLAT FOR THE LENNAR DIEDRICH PROPERTY WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and WHEREAS, Gerhart Rieder, property owner, 7401 Wyndham Way, Woodbury, MN 55125, submitted an application to the City of Lake Elmo (City) for a preliminary plat for a 46- unit singled family attached (townhouse) development on approximately 15 acres in the RT- Rural Development Transitional Zoning District (PID: 36.029.21.32.0002) referred to as Lennar Diedrich Property Preliminary Plat, a copy of which is on file in the City of Lake Elmo Community Development Department; and WHEREAS, on July 7, 2015, the Lake Elmo Planning Commission reviewed and recommended approval of the Lennar Diedrich Preliminary Plat; and WHEREAS, on July 21, 2015, the Lake Elmo City Council adopted Resolution 2015- 056 granting preliminary plat approval for a 46-unit singled family attached (townhouse) development; and WHEREAS, Gerhart Reider has requested a 12-month extension to the Final Plat submittal deadline of the approved plat to allow for additional time to prepare for financing and other planning activities. NOW, THEREFORE, BE 1T RESOLVED THAT the City Council does hereby approve a 12-month extension to the Final Plat deadline for the Lennar Diedrich property residential subdivision, thereby extending the final plat application deadline to December 1, 2016. Passed and duly adopted this 1st day of December, 2015 by the City Council of the City of Lake Elmo, Minnesota, Mike Pearson, Mayor ATTEST: Julie Johnson, City Clerk LAKE ELMO 'AYOR & COUNCIL COMMUNICATION DATE: July 21, 2015 REGULAR ITEM # 14 RESOLUTION 2015-056 AGENDA ITEM: Diedrich Property Townhouses (Lennar) Preliminary Plat SUBMITTED BY: Kyle Klatt, Community Development Director THROUGH: Julie Johnson, City Clerk REVIEWED BY: Planning Commission Nick Johnson, City Planner Jack Griffin, City Engineer S .; ,; 'El) ORDER OF-13USI NESS: - Introduction of Item Development Director - Report/Presentation uinun i ty Development Director - Questions from Council to Staff ...... Mayor Facilitates - Call for Motion ..... ....... ...... Mayor & City Council - ..... .... Mayor & City Council - Action on Motion ..... ..... Mayor Facilitates POLICY RECCOMENDER: The Planning Commission is recommending approval of a preliminary plat for a new subdivision as requested by Lennar Corporation. The Subdivision Ordinance requires that the City Council review and approval a preliminary plat before an applicant may proceed with the preparation and recording of a final plat. The subdivision request is being made by Lennar for property presently owned by Tammy Diedrich and Gerhard Rieder within the 1-94 Corridor planning area. FISCAL IMPACT: TBD — The City will require that the applicant enter into a developer's agreement with the City to specify the financial responsibilities for various aspects of the subdivision and related public improvements. The developer is expected to pay the Water Availability Charge for the entire development at the time a final plat is approved (currently $3,000 per unit) similar to other developments that are connecting to the Lake Elmo Avenue water main. SUMMARY AND ACTION REQUESTED: The City Council is being asked to consider a request for approval of a Preliminary Plat from Lermar Corporation for a 46-unit singled family -- page 1 -- City Council Meeing [Regular- Agenda Item July 21, 2015 attached (townhouse) development to be located on slightly over 15 acres of land immediately east of Lake Elmo Avenue and north of the Hunters Crossing development. The proposed development site is located within the City's 1-94 corridor planning area, and is in an area guided for public sewer and water services. The preliminary plat has been prepared in response to the City's Comprehensive Plan for the corridor, which guides this site for medium density urban residential development. The Staff report to the Planning Commission concerning this request is attached to this memorandum, and includes a detailed sutnmary of the request in addition to the detailed Staff review and recommendation. The City Council was scheduled to review this request at the 7/7/15 meeting, but consideration was postponed at request of the applicant. The applicant has now requested that consideration be placed back on the agenda The Planning Commission is recommending approval of the preliminary plat with several conditions of approval. The suggested motion to adopt the Planning Commission reconunendation is as follows: "Move to adopt Resolution No. 2015-056 approving the Lennar Diedrich Townhouses preliminary plat with 16 conditions of approval." LEGISLATIVE HISTORY/PLANNING COMMISSION REPORT:, The attached staff report to the Planning Commission provides an overview of the request and a list of comments and recommendations from Staff. In order to address the initial set of comments from the City, the developer prepared an updated site plan prior to the Planning Commission meeting that reduced the overall number of units by two and that changed the originally planned private street to a public street meeting City specifications. Although the construction plans have not yet been updated, the Planning Commission's review focused on the updated site plan. The City will still need to review updated construction plans, and all previous review comments from the City Engineer and County Engineer will need to be addressed by the applicant. Since the Planning Commission meeting the developer has updated the landscape plan to provide a better overview of how the site will look when completed. The Planning Commission considered the preliminary plat at its June 22, 2015 meeting and conducted a public hearing on the applicant's request at this time. No one spoke at the public hearing. The Planning Commission discussed the request and specifically issues associated with the timing of improvements to 5th Street, the updated site plan, and potential issues associated with the new configuration of lots. The Commission also noted that the developer would need to address an ownership issue in the extreme southwestern portion of the plat. Specifically, Ryland Homes owns a small remnant of land that is sandwiched between 5th Street and the Lennar property. This property is shown as part of the Lennar plat, but it may be excluded from the subdivision based on the developers' comments at the meeting. If this is the case, four of the lots need be adjusted in order to provide adequate rear yard setbacks. This is not a major plat concern, but will need to be addressed as part of a final plat submission. The Commission adopted a finding of fact to document their concerns over this issue. -- page 2 -- City Council Meeting [Regular Agenda Item I4] July 21, 2015 The Coinmission further discussed the status of parks in this area and the developer's request to pay a fee in lieu of land dedication. Commissioners adopted a motion to include a finding that there are no City parks within 'A mile of the subdivision site, The Commission also requested one additional condition of approval to clarify that the developer must secure a written agreement from Xcel Energy to perform the planned grading work within the existing power line easement. The conditions of approval as amended by the Planning Commission are incorporated into the draft resolution, The Planning Commission adopted a motion to recommend approval of the Preliminary Plat with the findings and conditions as noted in the attached Resolution 2015-056. The motion passed unanimously (7-0). BACKGROUND INFORMATION (SWOT)j Strengths • The preliminary plat is consistent with the Comprehensive Plan and specifically the Urban Medium Density Residential land use classification. The project will connect to the Cottage Grove sewer interceptor via a connection to the gravity line constructed across the project site late last year. The project will connect to the Lake Elmo Avenue water main recently installed in this area. Weaknesses • The two developers adjacent to 501Street have not yet agreed to build this road as a joint project. Opportunities • The development will include 46 REC units and will pay connection fees for sewer and water service. The developer has committed to paying the water availably charge for the entire development ($138,000 based on the current fee schedule) with the first phase of the final plat. The project will include the construction of the initial segment of 501 Street to the east of Lake Elmo (which must either be constructed as a public project or privately by the developer). Threats • None identified. RECOMMENDATION: Based upon the above background information, Staff report and Planning Commission recommendation, it is recommended that the City Council approve the Lennar Diedrich Townhouses preliminary plat with the 16 conditions of approval as documented in the resolution of approval by taking the following action / with the following motion: "More to adopt Resolution No. 2015-056 approving the Lennar Diedrich Townhouses preliminary plat with 16 conditions of'approval.'" -- page 3 -- City Council Meet' [Regular Agenda Item 14] July 21, 2015 ATTACHMENTS: 1. Resolution No. 2015-056 2. Planning Commission Report (6/22/15) 3. Application Fonns 4. Application Narrative and Information 5. Location Map 6. Tree Inventory 7. Review Comments: a. City Engineer b. Washington County 8 Preliminary Plat and Plans (20 sheets) a. Revised Site Plan (Dated 6/19/15) b. Revised Landscape Plan (Dated 6/25/15) c. Cover Sheet d. Legend Sheet e. Existing Conditions f. Preliminary Plat CT Preliminary Site Plan h. Preliminary Utility Plan i. Preliminary Grading Plan j. Erosion Control Plan k. Preliminary Seeding Plan I. Preliminary Street Profiles m. Details n. Landscape Plan o. Tree Preservation Plan -- page 4 -- CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2015-056 A RESOLUTION APPROVING A PRELIMINARY PLAT FOR THE LENNAR DIEDRICH TOWNHOUSES WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and WHEREAS, Lennar Corporation, 16305 36th Avenue North, Plymouth, MN (Applicant) has submitted an application to the City of Lake Elmo (City) for a Preliminary Plat for the Lennar Diedrich Townhouses subdivision, a copy of which is on file in the City of Lake Elmo Community Development Department; and WHEREAS, the Lake Elmo Planning Commission held public hearing on June 22, 2015 to consider the Preliminary Plat request; and WHEREAS, the Lake Elmo Planning Commission has submitted its report and recommendation concerning the Preliminary Plat as part of a memorandum to the City Council from Community Development Director Kyle Klatt for the July 7, 2015 Council Meeting; and WHEREAS, the Lake Elmo Planning Commission adopted a motion recommending approval of the Preliminary 'Plat; and WHEREAS, the City Council reviewed the Preliminary Plat at its !fleeting held on July 7, 2014 and made the following findings of fact: 1) That the preliminary plat is consistent with the Lake Elmo Comprehensive Plan and the Future Land Use Map for this area. 2) That the preliminary plat complies with the City's Urban Medium Density Residential zoning district regulations. 3) That the preliminary plat complies with all other applicable zoning requirements, including the City's landscaping, storm water, sediment and erosion control and other ordinances with the plan revisions as requested by City Staff and consultants. 4) That the preliminary plat complies with the City's subdivision ordinance. 5) That the preliminary plat is consistent with the City's engineering standards provided the plans are updated to address the City Engineer's comments documented in a letter dated June 17, 2014. 6) That there are no City parks located within 1/2 mile of the proposed subdivision. 7) That the updated development plans indicate that proposed structures on Lots 29-32 are located too close to the property line and that the development plans must be updated to move these structures to the required setbacks prior to the submission of a final plat. NOW, THEREFORE, BE IT RESOLVED THAT the City Council does hereby approve the preliminary plat for the Lennar Diedrich Townhouses subdivision subject to the following conditions: 1) The landscape plan and tree preservation plan shall be reviewed and approved by an independent forester or landscape architect in advance of the approval of a final plat and final construction plans. 2) The final landscape plan shall incorporate additional plantings where feasible adjacent to the shared property lines with parcel at 11490 Hudson Boulevard. 3) The applicant shall be responsible for updating the final construction plans to include the construction of all improvements within the Lake Elmo Avenue (CSAH 17) right-of-way as required by Washington County and further described in the review letter received from the County dated March 3, 2015. The required improvements shall include, but not be limited to the construction of a northbound right turn lane and southbound center turn 1 ane. 4) The developer shall follow all of the rules and regulations spelled out in the Wetland Conservation Act, and shall acquire the needed permits from the Valley Branch Watershed District prior to the commencement of any grading or development activity on the site. 5) The applicant shall enter into a maintenance agreement with the City that clarifies the individuals or entities responsible for any landscaping installed in areas outside of land dedicated as public park and open space on the final plat. 6) The developer shall be required to pay a fee in lieu of park land dedication equivalent to the fair market value for the amount of land that is required to be dedicated for such purposes in the City's Subdivision Ordinance. A cash payment in lieu of land dedication shall be paid by the applicant prior to the release of the final plat for recording. 7) The applicant must enter into a separate grading agreement with the City prior to the commencement of any grading activity in advance of final plat and plan approval. The City Engineer shall review any grading plan that is submitted in advance of a final plat, and said plan shall document extent of any proposed grading on the site. 8) All required modifications to the plans as requested by the City Engineer in a review letter dated June 17, 2015 shall be incorporated into the plans prior to consideration of a final plat. 9) The applicant shall update all of the landscaping and construction plans to reflect the updated site plan that includes a public right-of-way within the project area. These updated plan shall be subject to review and approval by the City Engineer. 10) Although the updated site plan does not incorporate a private street, any request for flexibility from City regulations and standards must be considered and addressed as part of the final plat submission. 11) The final construction plans for the Diedrich Townhouses subdivision shall include, at a minimum, the northern portion of 5th Street if a joint construction project between the applicant and Ryland Homes does not proceed in advance of a final plat submission for the applicant's site. 12) The architectural covenants for the homeowner's association shall include provisions that discourage blank garage doors. All garage doors shall incorporate windows or decorative trim to minimize the visual impact of the garage -forward home design. 13) Prior to recording the Final Plat for any portion of the area shown in the Preliminary Plat, the Developer shall enter into a Developers Agreement acceptable to the City Attorney that delineates who is responsible for the design, construction, and payment of public improvements. 14) The site plan and construction plans shall be revised to include a sidewalk along at least one side of all streets within the subdivision. 1.5) The applicant shall pay a Water Availability Charge consistent with the Lake Elmo Fee Schedule for the entire development prior to the release of the final plat for recording, regardless of project phasing. 16) The developer shall secure a written grading agreement from Excel Energy concerning the proposed grading activity underneath an existing power line easement across the property prior to submission of a final plat. Passed and duly adopted this 21st day of July 2015 by the City Council of the City of Lake Ehno, Minnesota. Mike Pearson, Mayor ATTEST: Julie Johnson, City Clerk ITEM: (E ELi\IO PLANNING COMNIISSION DATE: 6/22/15 AGENDA 1TEm; 4A— PUBLIC HEARING CASE # 2015-19 Diedrich Property Townhouses (Lennar) — Preliminary Plat and Conditional Use Permit SUBMITTED BY: Kyle Klatt, Planning .Director REVIEWED BY: Nick Johnson, City Planner Jack Griffin, City Engineer SUMMARY AND ACTION REQUESTED: The Planning Commission is being asked to consider a Preliminary Plat request from Lennar Corporation for a 46-unit single-family attached (townhouse) development to be located on slightly over 15 acres of land immediately east of Lake Elmo Avenue and north of the Hunters Crossing development. The site is located within the 1-94 Corridor Planning Area and is therefore on property that has been guided for public sewer and water services. The application as originally submitted included a request for a Conditional Use Permit to allow the use of a private street to serve the individual townhouse units. The applicant has since updated the proposed site plan and plat to incorporate a public street within the development, which will eliminate the need for a conditional use permit. Staff is recommending, approval of the request with conditions as listed in the below report. GENERAL INFORMATION Applicant: Property Owner: Location: Request: Lennar Corporation (Paul Tabone); 16305 36'1' Avenue North, Suite 600, Plymouth MN 55446 Tammy Diedrich and Gerhard Rieder, 7401 Wyndham Way, Woodbury, MN 55125 Part of Section 36 in Lake Elmo, north of1-94, east of Lake Elino Avenue, and south of the Cimarron Golf Course property. Immediately north of 404 Lake Elmo Avenue North. PID: 36.029.21.32.0002 Application for a preliminary plat related to a 46-unit townhouse subdivision. A request for a conditional use permit is no longer need based on the submission of an updated site plan with a public street. Existing Land Use and Zoning: Surround id Use: Vacant with fairly heavy tree cover, Current Zoning: RT — Rural Transitional; Proposed Zoning: MDR — Medium Density Residential North — Cimarron Manufactured Home Park and golf course; East — Trans -City industrial building; West — Rural Residential property and The Forest residential subdivision; South — PUBLIC HEARING ITEM 4a — ACTION ITEM Hunters Crossing single family residential development; also one existing home site adjacent to Lake Elmo Avenue. SIOTOunding Zolzing: MDR -Medium Density Residential, RT - Rural Development Transitional; LDR - Low Density Residential Comprehensive Plan: Urban Medium Density Residential (4 - 7.5 units per acre) Histoiy: No history on file with the City. Site has been vacant or used for agricultural purposes for a long period of time. The sketch plan was reviewed by the City in February and March of 2015. Staff did not find any information in the City's land use files for the site that would impact the proposed subdivision, Deadline for Application Complete - 6/3/15 60 Day Deadline - 8/2/15 Extension Letter Mailed - No 120 Day Deadline - 10/1/15 Applicable Regulations: Chapter 153 - Subdivision Regulations Article 10 - Urban Residential Districts (MDR) §150.270 Stonn Water. Erosion, and Sediment Control REQUEST DETAILS The City of Lake Elmo has received a request from Lennar Corporation for a preliminary plat for a 46 unit townhouse development tentatively called the Diedrich Property Preliminary Plat. Please note that the original application and all of the construction plans as submitted were for a 48-unit project utilizing a private street. Due to several issues concerning the original configuration of lots and in order to address City, County, and watershed district comments and concerns, the applicant has submitted a revised site plan that now includes a public street. and a reduced number of lots. The applicant may still be seeking some variation from City standards in order to plat a public street, and Staff is suggesting that any variations from the City's zoning and subdivision regulations be addressed at the final plat stage. The City previously reviewed a sketch plan for the property earlier in the spring of this year, and the current application has been preceded by a Comprehensive Plan amendment that changed the future land use designation of this parcel from HDR - High Density Residential to MDR - Mednun Density Residential, The site under consideration is situated between the Cimarron Golf Course and the Hunters Crossing development north of the planned 5°' Street corridor and west of Lake Elmo Avenue. The property is currently vacant, and there is no record of any buildings or structures being constructed on the site, When the City was initially planning the trunk sewer line project to serve the Village Area, the original alignment of the trunk sewer through this property followed the northern and eastern property boundaries. After subsequent discussions with the property owners, this alignment was changed to the southern boundary of the site, within what eventually become the planned right-of- way for 511' Street. The City has acquired easements for both 5'1' Street and the sewer and water main serving this area that cross the southern property boundary of the applicant's property. These easements may eventually be vacated since the preliminary plat will formally dedicate the required right-of-way for the road, sewer, water, and other utilities as 5'1' Street, A similar dedication of the road and utility right-of-way was provided with Hunters Crossing to the South. PUBLIC HEARING ITEM 4a - ACTION ITEM The proposed access into the development is now proposed to occur via a new public road immediately across from the entrance to Hunters Crossing (Lavern Avenue North). The City has previously approved the use of private roads to serve the townhouse units with Lennar's Savona subdivision, and the plan as originally drawn out called for a private road to be used to access the proposed townhouses. The road as originally planned would have been located within a 30-foot wide Outlot, however, the City Engineer expressed concern that this outlot was not wide enough to accommodate all necessary infrastructure (both private and public) to serve the development. In order to address these (and other) concerns, the applicant has propose a modified plan that accommodates a public street meeting all City standards. This updated plan has been submitted as a supplement to the original application materials that still include a 30-foot outlot with a private street. Any future plan submissions and reviews will need to address revised review comments from Staff, and specifically, the City Engineer, prior to approval of a final plat. The overall site plan is generally consistent with sketch plan submitted earlier this year. The two notable exceptions are that the (now revised) preliminary plat reduced the overall number of units from 50 to 46. The developer is proposing to construct a sidewalk along the main entrance into the development in addition to a sidewalk connecting the western cul-de-sac with the planned 5'h Street trail. There are no interior sidewalks depicted on the preliminary development plans, and the applicant has stated that they believe that interior sidewalks will not be necessary given the low traffic volumes expected on the interior streets. Staff is recommending that if the project does includes a public street and nght-of-way meeting City standards that a sidewalk on one side of all street be included in the final development plans. One of the reasons that the applicant originally requested the use of a private street is that it would allow them to slightly vary the setbacks of the townhouse units in order to help minimize the visual impact of a row of townhouses all at the same setback. The developer is still looking for ways to add sortie variation to the setbacks, and will be seeking some minor modifications as part of the final plat submission in order to address this issue, Consistent with the City's specifications for the 5th Street roadway segment, the applicant has provided for a 100-foot wide right-of-way, which will provide sufficient room for the construction of a parkway with turning lanes, 10-foot bituminous trail, sidewalk, trees, lighting, and other design elements as planned by the City. In this case, the applicant is retaining the existing easement width of 110 feet at the intersection of .5th Street and Lake Elmo Avenue and narrowing the right-of-way down to tnatch the 100 foot right-of-way platting within Hunters Crossing. Both Ryland Homes and Lennar are still working towards a joint project to build 5'1' Street at one time verses splitting the construction up into northern and southern segments. The preliminary plat has been developed in response to the City's recently adopted Comprehensive Plan, which identifies all of the applicant's property for urban medium density residential development. The plat incorporates 46 single family attached lots, most of which are designed with widths around 40 feet each. Given the limited access to the site and relatively small nature of the property, the applicant has worked to incorporate some variety into the arrangement of lots as is possible given these restrictions. Public sanitary sewer service is presently available on the site, which was constructed as part °rale Village trunk line project completed late last year. Water was extended to the site as part of the 2014 Lake Elmo Avenue water main project. Like other developments along this line, the developer will be expected to pay the full water availability charges for each planned lot (S3,000) at the time of the final plat, even if the project is broken up into different stages. PUBLIC HEARING ITEM 4a — ACTION ITEM 4 PLANNING AND ZONING ISSUES The Diedrich Townhouse site is guided for urban medium density development in the City's Comprehensive Plan, and the appropriate zoning for the sitc will be MDR - Medium Density Residential. The actual rezoning of the property is a necessary step prior to development of this site that will need to be completed prior to approval of the final plat. The overall subdivision plan has therefore been prepared in order to comply with the district standards for the MDR districts in terms of lot size, lot widths, building setbacks, and other design criteria. Within the MDR district, townhouses are allowed that do not meet minimum frontage requirements or that are located along a private street as a conditional use permit. The planned road serving the townhouse lots extends due north from 5'h Street and then splits east and west through the middle of the property to provide access to the townhouses. There are no planned connections to the cast, west, or north of the property because these sites have previously been developed or will connect into 5th Street once on either side of the site under consideration. Given the site characteristics and the immediately adjacent land uses (which are all different than single family), the applicant has had to design the site as an isolated island that is impractical to connect to adjacent properties. The streets as originally planned and later updated will meet the City's minimum standards for construction. The sidewalks within the subdivision are limited to those mentioned in the previous section of this report, and there are no sidewalks planned along the east/west private road. Please note that the plat as originally submitted did not dedicate the amount of right-of-way that has been requested by Washington County. The County has previously requested that the developer dedicate an additional 42 feet of right-of-way along Lake Elmo Avenue, and that this right-of-way width be incorporated into the final plat. The additional right-of-way does impact the location of the planned storm water pond over Outlot A, and this pond and associated grading work will need to be adjusted in order to account for the expanded right-of-way. Updated plans must be reviewed and approved by the City, County, and Watershed District prior to the City's approval of a final plat for this subdivision. As noted in the preceding section, the developer has submitted an updated site plan that retains the same general layout, and configuration of lots, but changes the proposed private street outlot of 30 feet to a public right-of-way 60 feet in width, The additional right-of-way has been requested by the City Engineer to help ensure that there is adequate room for future maintenance and upkeep of public utilities (sewer, water, and other private utilities) within this subdivision. All final construction plans will need to be updated to reflect the public right-of-way and reconfiguration of lots. The preliminary site plan included as part of the application materials includes a description of thet lot size, dimensions, and all required setbacks for the development. All of the lots meet the City's minimum area requirement of 4,000 for single-family attached lots in a MDR district, with the smallest lot proposed at 5,527 square feet. The site plans further illustrate that throughout the subdivision the lots will average 8,782 square feet, which exceeds the minimum requirements by a fairly wide margin. The following is a general summary of the subdivision design elements that have proposed as part of the Diedrich Townhouses preliminary plat and plans: Zoning and Site Information: • Existing Zoning: RI' - Rural Transitional PUBLIC HEARING ITEM 4a - ACTION ITEM • Proposed Zoning: • Total Site Area: • Total Residential Units: • Proposed Density (Net): • RFC Units from Comp Plan: Proposed Lot Dimensional Standards: • Min. Lot Width: • Lot Depth: • Lot Area: • Front Yard Setback: • Side Yard Setback: • Rear Yard Setback: Proposed Street Standards: • ROW Width — Local * ROW Width — Minor Collector • Street Widths — Local: • Street Width — Minor Collector MDR — Medium Density Residential 15.11 acres (includes Outlet D of Hunters Crossin 48 4 units per acre 57 (based on a gross catculation) 40 ft. 134 ft. (140 ft. typical) 4,000 sq, ft. (8,000 typical) 25 ft. 10 60 ft. (potentially could be reduced to 50 ft. for a limited access road) 110-100 feet 28 ft.(per City standard) Varies — parkway design proposed The standards listed above are all in compliance with the applicable requirements from the City's zoning and subdivision regulations, including the revised public street and associated right-of-way. Based on Staff s review of the preliminary plat, the applicant has demonstrated compliance with all applicable code requirements at the level of detail that is required for a preliminary plat. The applicant will need to address the review comments from the City and County, and the final plat and final construction plans will specifically need to be updated to reflect the wider public street right-of- way and expanded Lake Elmo Avenue (CSAH 17) right-of-way. Any variations from setbacks and other standards because of the amended road section will need to be addressed with the final plat. As with any new subdivision the City Code requires that a portion of the plat be set aside for public park use. In this case, the applicant is not proposing to dedicate any land specifically for a public park, and is instead asking to pay a fee in lieu of land dedication. This is not a site or general location that would suitable for a public park or any specific trail connections; therefore, Staff is supportive of the applicant's request to pay a fee instead of dedicating any public land with the subdivision, The required dedication for the 15.11 acre site would he 1.51 acres, or a cash payment of approximately $90,000 based on previous appraisals of land in this area. REVLEW AND ANALYSIS City Staff has reviewed the proposed prefuninary plat, and has forwarded the plans to appropriate reviewing agencies in advance oldie Planning Commission meeting. In general, the proposed plat will meet all applicable City requirements for approval, and any deficiencies or additional work that is needed is noted as part of the review record and can be imported in the final plat and final construction plans. The City has received a detailed list of comrnents from the City Engineer concerning the proposed subdivision; these comments are attached to this report for consideration by the Planning Commission, PUBLIC HEARING ITEM 4a — ACTION ITEM 6 In addition to the general comments that have been provided in the preceding sections of this report, Staff would like the Planning Commission to consider the issues and comments related to the following discussion areas as well: Comprehensive Plan, The proposed subdivision is consistent with the Lake Elmo Comprehensive Plan for this area and with the densities that were approved as part of this plan (as recently amended). The net. densities for the development fall within the low end of the range allowed for the urban medium density, and depending on the specific amount of land that will be dedicated for 5'1' Street and Lake Elmo Avenue, this density will be somewhere in the 3.8 to 4,0 units per acre range. Given the site constraints and need to accommodate additional right-of-way within the plat, Staff has found that the proposed density is in keeping the spirit and intent of the Comprehensive Plan for this area. Other aspects of the Comprehensive Plan relate to the Hunter's Crossing subdivision as follows: o Transportation, The City's transportation plan calls for the construction of a ininon collector road that will connect the eastern and western portions of the 1-94 Corridor. Staff views this road as a critical piece of the transportation infrastructure that is needed to serve the densities that have been planned for this area. The City's previous acquisition of easements through this area anticipated the future alignment of 5'1' Street through the southern portion of the applicant's property and the proposed subdivision will officially plat this right-of-way with the final plat. Both Lennar and Ryland are still working towards a joint project to build all of 5'11 Street between their properties later this summer, and regardless of whether or not a joint project occurs, Lennar will need to build at least its half of 5th Street in order to provide access to the proposed townhouses. Staff vvill continue to work with both parties to work towards a joint project that addresses the needs of the private developers and the City for access. o Parks., The City's park plan identifies proposed locations for neighborhood parks based on the anticipated population that should be served by each park. This subdivision is located at the periphery of a park search area for the area east of Lake Elmo Avenue. During its review of the sketch plan for this subdivision, the Park Commission did not recommend the dedication of land within the subdivision for a new park, and instead agreed with the developer's request to submit a cash payment in lieu of land dedication. Staffanticipates that a larger park that could be designed in conjunction with the School District near Oakland Junior High would better serve existing and fitture residents in this portion of the City. o Water, Public water service has been extended to this area via the public improvement project that installed a new water main along Lake Elmo Avenue last year. The final construction plans will need to abide by, any recommendations of the City Engineer concerning the extension of water service through this site to service other adjacent sites (which will likely not be required given the exiting development on either side of the applicant's site). o Sanitary Sewer, The developer will be required to connect to the gravity sewer main that has been installed under the 5'1' Street right-of-way. The utility plans provided by the applicant document this connection. PUBLIC HEARING ITEM 4a - ACTION ITEM 7 o Phasing. The Lennar townhouse subdivision is located within the Stage 2 phasing area for the I-94 Corridor. The City's Comprehensive Plan allows the City to consider accelerating development stages when adequate public services are available. In this case, the sewer and water projects already completed help this project meet this threshold. The developer will also be required to pay all water availability charges for the project at the time of platting regardless of project staging. • Zoning. The proposed zoning for the site is MDR -- Low Density Residential and the subdivision has been designed to comply with all applicable requirements of this zoning district. • Subdivision Requirements. The City's Subdivision Ordinance includes a fairly lengthy list of standards that must be met by all new subdivisions, and include requirements for blocks, lots, easements, erosion and sediment control, drainage systems, monuments, sanitary sewer and water facilities, streets, and other aspects of the plans. The majority of these requirements have been addressed as part of the City Engineer's comments (which are detailed in the Engineer's continent letter) or have been reviewed as part of Staffs ongoing communications with, the applicant regarding the project. The elimination of the private street will help the project comply with several of the concerns previously expressed by the City Engineer and other Staff. • Infrastructure. The developer will be required to construct all streets, sewer, water. storm water ponds, and other infrastructure necessary to serve the development. • Landscaping. The applicant has provided a landscape plan for the development that is intended to comply with the City's requirements for number, size and spacing of trees along the public streets. This plan should be reviewed by the City's consulting landscape architect prior to the submission of a final plat. The applicant has also submitted a tree inventory that documents the type and size of all trees on the property and all those that will be impacted by construction to determine compliance with the City's tree preservation and protection plan as described below. • Tree Preservation and Protection. The City recently adopted a tree preservation and protection ordinance, and the applicant has prepared a tree inventory and tree preservation plan for the site. Overall, there are 1,387 caliper inches of trees on the subject property, and all of these trees will be removed in order to build the subdivision as planned. This means the developer will need to mitigate for 485 caliper inches (the amount that exceeds the allowed 30% removal) in accordance with the ordinance replacement schedule. The species and mix of replacement plantings should be also he reviewed by the City's consulting landscape architect. • Green Belt/Buffer/Screening. There are no planned green belts or buffers on or around the site under consideration. The proposed landscape plan incorporates plantings along all edges of the property and within the internal outlots. • Streets and Transportation. The proposed street system, as revised, has been designed to comply with all applicable subdivision requirements and City engineering standards. The developer must also commit to the construction of at least the noitliem portion of 5th Street in PUBLIC HEARING ITEM 4a - ACTION ITEM order for the project to move forward as a final plat, The timing of this road will be somewhat dependent on whether or not Ryland and Lennar arc able to come to an agreement to build 5'1' Street as a joint project. The final constriction plans should reflect how 56 Street will be built, and must include the northern portion if a join project does not move forward, The City has received and reviewed a complete set of construction plans for .5'h Street as part of the Hunters Crossing development. o County Comments. Conunents received form Washington County during the concept plan review, which focus on needed improvements to Lake Elmo Avenue (CSA_H 17) to serve the development, are included in an attached letter from the County's Senior Planner dated March 3, 201,5. Staff is recommending that compliance with the County's comments be added as a condition of approval for the plat. Trails. The Planning C01111111SSi011 comments during the sketch plan review encouraged the developer to incorporate a trail connection between 5'1' Street and the eastern cul-de-sac. The developer has indicated that given the tight constraints on the site (even with the elimination offour units) that there is not sufficient room to provide for this trail. connection. Staffwould also like to note that the overall distance from the cul-de-sac to 511' Street is not a large distance even without a direct trail connection. * Street Names. Staff has forwarded its recommendation for street names to Lentiar, and these names should be included on the final plat documents. • Adjacent Parcels. The proposed landscape plan includes additional plantings between the proposed townhouses and the industrial facility to the east. The landscape plan will need to be updated to reflect the revised site plan, and in particular, the plan should continue to provide for screening between the eastern -most townhouses and the adjacent industrial land. • City Engineer Review, The City Engineer has provided the Planning Department with a detailed comment letter as a summary of his preliminary plat review. Staff has incorporated the more significant issues identified by the Engineer as part of the recommended conditions of approval; and has also included a general condition that all issues identified by the City Engineer must be addressed by the applicant prior to approval of a final plat for any portion of the Diedrich townhouses. With the general site plan revisions that have been proposed by the applicant, the construction plans will need to be updated to reflect this revisions. Any additional comments or concerns from the City Engineer that arise from the plan updates will need to be addressed as part of a final plat submission. • I.Vatershed District. The project area lies within the Valley- Branch Watershed District and the developer will need to secure permits from the watershed district in order to proceed with the development as planned. One of the recommended conditions of approval is that the applicant receive plan approval from the watershed district prior to submission of a final plat for the subdivision. • Storm Water Management, In order to accommodate the County's requirement for additional right-of-way along Lake Elmo Avenue, the developer has had to readjust the size and configuration of the planned storm water basin over Outlot A. The County will not allow any portion of the storm water facility to be located within its right-of-way; therefore, the PUBLIC HEARING ITEM 4a — ACTION ITEM 9 plans will need to be updated to reconfigure and adjust the location and size of this pond. These updated plans will be subject to review by the City Engineer and Valley Branch Watershed District. The developer is also requesting to use the proposed pond as part of a water re -use system through lawn irrigation. The City Engineer is seeking additional details concerning this system prior to making any recommendations concerning the viability of the system as proposed. Washington County Review. County Staff has previously provided review comments to the City concerning the sketch plan for the Diedrich townhouses subdivision to the City in a letter dated March 5, 2015. The most significant of the County's concerns is that the applicant will need to make improvements to the County road system in order to provide the necessary access to the subdivision. As a condition of approval, Staff has noted that the applicant will be responsible for including all improvements to TH17 as required by the County as part of the construction plans for the development. In addition, the County has noted that the required right-of-way dedication for Lake Elmo Avenue should be 92 feet as opposed to the 90 feet shown, This request does impact the proposed storm water plan as noted above. Based on the above Staff report and analysis, Staff is recommending approval of the preliminary plat with several conditions intended to address the outstanding issues noted above and to further clarify the City's expectations in order for the developer to move forward with a final plat. The recommended conditions are as follows: Recommended Conditions of Approval: 1) The landscape plan and tree preservation plan shall be reviewed and approved by an independent forester or landscape architect in advance of the approval of a final plat and final construction plans. 2) The final landscape plan shall incorporate additional plantings where feasible adjacent to the shared property lines with parcel at 11490 Hudson Boulevard. 3) The applicant shall be responsible for updating the final construction plans to include the construction of all improvements within the Lake Elmo Avenue (CSAH 17) right-of-way as required by Washington County and further described in the review letter received from the County dated March 3, 2015. The required improvements shall include, but not be limited to the construction of a northbound right turn lane and southbound center turn lane. 4) The developer shall follow all of the rules and regulations spelled out in the Wetland Conservation Act, and shall acquire the needed permits from the Valley Branch Watershed District prior to the commencement of any grading or development activity on the site. 5) The applicant shall enter into a maintenance agreement with the City that clarifies the individuals or entities responsible for any landscaping installed in areas outside of land dedicated as public park and open space on the final plat. 6) The developer shall be required to pay a fee in lieu of park land dedication equivalent to the fair market value for the amount of land that is required to be dedicated for such purposes in PUBLIC HEARING ITEM 4a — ACTION ITEM 10 the City's Subdivision Ordinance. A cash payment in lieu of land dedication shall be paid by the applicant prior to the release of the final plat for recording. 7) The applicant must enter into a separate grading agreement with the City prior lo the commencement of any grading activity in advance of final plat and plan approval. The City Engineer shall review any grading plan that is submitted in advance of a final plat, and said plan shall document extent of any proposed grading on the site. 8) All required modifications to the plans as requested by the City Engineer in a review letter dated June 17, 2015 shall be incorporated into the plans prior to consideration of a final plat. 9) The applicant shall update all of the landscaping and construction plans to reelect (he updated site plan that includes a public right-of-way within the project area. These updated plan shall be subject to review and approval by the City Engineer. 10) Although the updated site plan does not incorporate a private street, any request for flexibility from City regulations and standards must be considered and addressed as part o F the final plat submission. 11) The final construction plans for the Diedrich Townhouses subdivision shall include, at a minimum, the northern portion of 5'1' Street if a joint construction project between the applicant and Ryland Homes does not proceed in advance of a final plat submission for the applicant's site. 12) The architectural covenants for the homeowner's association shall include provisions that discourage blank garage doors. All garage doors shall incorporate windows or decorative trim to minimize the visual impact of the garage -forward home design. 13) Prior to recording the Final Plat for any portion of the area shown in the Preliminary Plat, the Developer shall enter into a Developers Agreenient acceptable to the City Attorney that delineates who is responsible for the design, construction, and payment of public improvements. 14) The site plan and construction plans shall be revised to include a sidewalk along at least one side of all streets within the subdivision. DRAFT FINDINGS Staff is recommending that the Planning Commission consider the following findings with regards to the proposed Lennar/Diedrich Townhouses preliminary plat: • That the preliminary plat is consistent with the Lake Elrno Comprehensive Plan and the Future Land Use Map for this area. • That the preliminary plat complies with the City's Urban Medium Density Residential zoning district regulations. PUBLIC HEARING ITEM 4a — ACTION ITEM • That the preliminary plat complies with all other applicable zoning requirements, including the City's landscaping, storm water, sediment and erosion control and other ordinances with the plan revisions as requested by City Staff and consultants • That the preliminary plat complies with the City's subdivision ordinance. • That the preliminary plat is consistent with the City's engineering standards provided the plans are updated to address the City Engineer's comments documented in a letter dated June 17, 2014, RECCOMENDATION: Staff recommends that the Planning Conunission recommend approval of the Lcnnar/Diedrich preliminary plat with the 14 conditions of approval as listed in the Staff report. Suggested motion: "Move to recommend approval of the Lennar/Diedrich preliminary plat ;Pith the 14 conditions approval as drafted by Staff" ATTACHMENTS: 1. Application Forms 2. Application Narrative and lnfonnation 3, Location Map 4. Tree Inventory 5. Review Comments: a. City Engineer b. Washington County 6. Preliminary Plat and Plans (20 sheets) a. Revised Site Plan (Dated 6/19/15) b. Cover Sheet c. Legend Sheet d. Existing Conditions c. Preliminary Plat f. Preliminary Site Plan g. Preliminary Utility Plan h. Preliminary Grading Plan i. Erosion Control Plan j. Preliminary Seeding Plan k, Preliminary Street Profiles 1. Details m. Landscape Plan n. Tree Preservation Plan ORDER OF BUSINESS: - introduction .......... .... ..... ..... ....... ........... ..... ,Planning Staff PUBLIC HEARING ITEM 4a — ACTION ITEM |2 Report byStaff --......... -----....... --,----------.J`lunu��staff Questions from the Coll, mission, --....... ---.Chair &Coonuisxioomembers Open the Public lexriog......... —'--_-----........... ---._--_... Chair Close the Public Hoorinla—...... —_---'--'--........ .—... ......... ... -Chair Discussion hythe Commission— .......... --.--.... CbuirJLCommission Members PUBLIC HEARING ITEM 4o-ACTION ITEM Signature of Fee Owner Date Received: Received 9y:1 LU File #: THE CITY OF LAKE ELMO PRELIMINARY PLAT APPLICATION Applicant TRU- ---FAXECKIEI. Address: 1(-)7)(5:.)— Phone It 70, - 240 - Email Address: Fee Owner: Address: Phone #: Email Address: Property Location (Address and Complete (long) Legal Description: L1Y-6 rEa-A-0 Au-441)r pi4 2-1 -3 2 - pcpc41.- ,-/z) pp61.1.40.1,-.1W-1 General information of proposed subdivision: 0-LPiee-VOLti-WIS Conducted pre -application meeting with Staff? ErYes El No 651-747-3900 3800 Laverne Avenue North Lake Elmo, MN 55042 tr-0 In signing this application, I hereby acknowledge that I have read and fully understand the applicable provisions of the Zoning Ordinance and current administrative procedures. I further acknowledge the fee explanation as outlined in the application procedures and hereby agree to pay all statements received from the City pertaining to additional application expense. Signature of applicant T. Date: ( ( S:\FORMS\Planning Dept Forms - PerniI Forms- CurrenlTrelitninary Plat Application only 10.7.13.docx RBised 3/1012014131PM Data Received: Received Br. Nall it THE CITY OF LAKE ELMO 651-747-3900 3800 Laverne Avenue North Lake Elmo, MN 55042 LAND USE APPLICATION 0 Comprehensive Plan 0 Zoning District Amend 0 Zoning Text Amend 0 Variance(see below) 0 Zoning Appeal OfC'enditional Use Permit (C.U.P.) 0 Flood Plain C.U.P. El Interim Use Permit (I.U.P.) 0 Excavating/Grading 0 Lot Line Adjustment El Minor Subdivision El Residential Subdivision Sketch/Concept Plan [I] PUD Concept Plan 0 PUD Preliminary Plan El PUD Final Plan Applicant: 511-P- — 7/1130 Coe-4bPAT2DA-1 Address: Phone # Ernail Address: Fee Owner: Address: Phone # Email Address; Property Location (Address and Complete (long) Legal Description: Detailed Reason for Request fi Fek> Piz-10+7Z: frocr.e4cza1r-r1 'Variance Requests: As outlined in Section 301.060 C. of the Lake Elmo Municipal Code, the applicant must demonstrate practical difficulties before a variance can be granted. The practical difficulties related to this application are as follows: In signing this application, I hereby acknowledge that I have read and fully understand the applicable provisions of the Zoning ordinance and current administrative procedures. I further acknowledge the fee explanation as outlined in the application procedures and hereby agree to pay all statements received from the City pertaining to additional application expense. Signature of applicant (.7?'cr•712-, Signature of fee owner. AC / Date: 4 JC ( 7-4( /2.! /2c",P- THE cirry OF LAKE ELMO AFFIRMATION OF SUFFICIENT INTEREST I hereby affirm that I am the fee title owner of the below described property or that I have written authorization from the owner to pursue the described action. Name of applicant G --- Please Prin Street address/legal description of subject property 9 ( Date Lake Elmo City Hall 651-747-3900 3800 LevemeAvenue Not Lake Eno, MN 55042 If you are not the fee owner, attach another copy of this form which has been completed by the fee owner or a copy of your authorization to pursue this action. If a corporation is fee title holder, attach a copy of the resolution of the Board of Directors authorizing this action. If a joint venture or partnership is the fee owner, attach a copy of agreement authorizing this action on behalf of the joint venture or partnership. Revised gi1lf20IJ 10-4 Pt.4 '/nL:n{,m' ACKNOWLEDGEMENT OF RESPONSIBILITY Lake Elmo City Hall 651-74/J900 380OLaverne Avenue Nmth LekeErnn Mw55042 This \oto certify that |ammaking application for the described action by the City and that |am responsible for complying with ail City requirements with regard to this request, This application should beprocessed in my name and | am the party whom the City should contact regarding any matter pertaining to this application. | have read and understand the instructions supplied for processing this application. The documents and/or information I have submitted are true and correct to the best of my knowledge, I will keep myself informed of the deadlines for submission of material and of the progress of this application. I understand that this application may be reviewed by City staff and consultants, | further understand that additional information, including, but not limited to, traffic analysis and expert testimony may be required for review of this application. I agree to pay to the City upon demand, expenses, determined by the City, that Na City incurs in reviewing this application and shall provide an escrow deposit to the City in an amount to be determined by the City. Said expenses shall include, but are not limited to, staff time, engineering, legal expenses and other consultant expenses. |agnee to allow access byCity personnel to the property for purposes ofreview ofmy application. Signature of applicant r��u�� ^��- \�� Date Name ofappUnan --~ Phone (Please Print) Name and address of Contact (if other than applicant) ReviseJ 9! 11 mo3*04m Mr. Kyle Klatt Community Development Director City of Lake Elmo, MN Dear Kyle: Lennar Corporation is pleased to submit the preliminary plat application for a twin home community located on the Diedrich property (PIN 36.029.21.32.0002) along Lake Elmo Avenue. The proposed preliminary plat is in substantial conformance with the sketch plat for the property that was reviewed by the City during February. There are some modifications we wish to acknowledge with this submittaL In finalizing the design and layout, it was determined that homes were too close when private walks were added; private sidewalks were overlapping each other, especially when homes were located around the curves of both cul-de-sacs that were shown in the sketch plat. The wider public rights of way were overdesigned, and also resulted in tight spacing around each cul-de-sac. Additionally, units 38-23 all had fronts located along the same setback line, resulting in a stretch of homes that had no variation in placement. To remedy these issues and open up the design a bit more, 2 units were eliminated to allow more space between the twin homes, resulting in a total of 48 units. The easterly cul-de-sac has also been modified into a loop road with an outlot in a center island. This allowed us to space out the layout of the homes while providing an open space area for residents. Side setbacks have also been modified to a minimum of 7.5 feet. Because the entire interior street system is now set up as a private street, and side setbacks have been slightly modified to achieve a better fit between units, we are requesting that a CUP be processed as a master plan of development for this site primarily for the private roads, as was done in the townhome area for Savona. It should be noted that the width of the paved area is still 28' back to back; only the right of way has been reduced. The remainder of the site meets the minimum design requirements for the MDR District, with the exception of the modified setback, which can be governed by a CUP. The transition of the interior streets from public to private roads results in the opportunity for aHOA to maintain the streets, and the MDR DistrictDensity of 4 to 7 dwelling units per acre can still be achieved when right of way and pond areas are excluded. 16305 36th Avenue N, Suite 600 Plymouth, MN 55446 LENJ A it-COM Enclosed you will find the following project. documents: a 5 sets of full-size plans, 1 digital set, 10 reductions size 1 lx17 o Signed and dated application & escrow deposit check a Current title commitment o Mailing labels — 750' radius a Vacation Exhibit for a portion of 5'1' Street We are confident that this layout enhances the site design from what was initially presented in the sketch plat, and are excited about a new prospective community in the City of Lake Elmo. Please contact me with any questions. and I look forward to working with you. Sincerely, Paul J, Tabone Land Entitlement Mgr Lennar Minnesota _r,rnklirsa 1 ifr/17.511.tiig Iot,,_G.iEye. Getmapping. 41/477571,7-14. 173 N ?JIG R,T77,'s17,17-4',:),Ato-rciiiititir5isiMM-7"u7771117Pig77.62CIZE=iiut.= Location Map: Diedrich Property (PIN: 36.029.21.32.0002) THE criv ljF LAKE F,LMO Data Scource: Washington County, MN 10-22-2013 Diedrich Property 0 250 500 1,000 Feet 1 J 1"=500' Diedrich Property Tree Inventory Lake Elmo, Minnesota April 29, 2015 Tree Inventory by: Ken Arndt Forest Ecologist/Wetland Specialist Midwest Natural Resources, Inc. 1032 West Seventh St. 4150 St. Paul, MN 55102 (651)-788-0641 Tree Preservation Plans provided by: II EE engineering 2422 Enterprise Drive Mendota Heights, MN 55120 651-681-1914 k_t 1 2 3 4 5 6 7 8 17 18 19 20 23 24 25 27 28 29 30 31 32 33 34 35 36 37 38 40 41 42 43 44 45 46 47 48 I 49 50 51 52 53 54 55 I 56 I Tree Tag 1701 1702 1703 1704 1705 1706 1707 1708 1709 1710 1711 1712 1713 1714 1715 1715 1717 1718 1719 1720 1721 1722 1723 1724 1725 1726 1727 1728 1729 1730 1731 1732 1733 1734 1735 1736 1737 1738 1739 1740 1741 1742 1743 1744 1745 1746 1747 1748 1749 1750 1751 1752 1753 1754 1755 1756 Size (1)BH ") 12/10 15 15 16/10 8 9 8 8 8 8 6 10 8 8 8 8 10 8 8 8 12 8 12 8 11 10 8 8 9 10 9 9 10 8 10 9 8 8 6 a 8 9 8 8 10 10 Common Name Siberian Elm Honey Locust Siberian Elrn Siberian Elm Jack Pine Jack Pine Red Pine 'Jack Pine 'Jack Pine ck Pine k Pine Jack Pine Jack Pine Jack Pine Jack Pine Jack Pine Jack Pine Jack Pine Jack Pine 'Jack Pine Jack Pine Jack Pine Jack Pine Red Pine Red Pine Quaking Aspen Jack Pine Jack Pine Scotch Pine Jack Pine Scotch Pine Jack Pine Jack Pine Jack Pine Jack Pine Jack Pine Red Pine Red Pine Jack Pine Jack Pine Jack Pine Scotch Pine Jack Pine Jack Pine Scotch Pine Jack Pine [lack Pine jJack Pine Red Pine Jack Pre Jack Pine Red Pine Red Pine Red Pine Red Pine Red Pine Scientific Name Litmus pumila Gleditsio triacanthas Ulmus pumila Litmus pumila Pinus banksiano Pinus banksiano Pinus resinosa Pious bankslana Pinus banksiano Pinus banksiano Pinus banksiana Pinus banksiona Pinus banks/ono Pinus banksiano Pinus banksiana Pinus banksiona Pinus banksiona Pinus bonksiano Pinus banksiona Pinus banksiano Pinus banksiano Pinus banksiano Pinus banksiona Pinus resinoso Pinus resinosa Papa/us tremuloides Pinus banksiona Pinus banksiana Pinus sylvestris Pinus banksiono Pinus sylvestris Pima banksiona Pinus banksiana Pinus banksiona Pinus banksiano Pinus bonksiano Pinus resinoso Pinus resinoso Pinus banksiana Pinus banksiona Pinus banksiana Pinus sylvestris IPinus banksiona IPinus bonksiano Pinus sylvestris Pinus bonkslano Pinus banksiona Pinus banksiona Pinus resinoso Pinus banksiana Pinus bonksiono Pinus resinoso Pinus resinoso Pinus resinosa Pinus resinosa Pious resinosa Notes offsite offsite o Mite offsite heavy sapsucker damage along trunk heavy sapsucker damage along trunk Total Conifer Common Remove Remove Remove 10 8 8 9 10 9 9 10 8 10 8 heavy sapsucker damage along trunk 8 a 8 8 9 0 9 8 9 8 8 8 8 9 9 9 60 61 62 63 64 65 66 67 68 69 70 71 h7_2_ 73 74 75 76 77 78 79 80 al 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 103 104 105 106 107 Tee Tag # 1757 1758 1759 1760 1761 1762 1763 1764 1765 1766 1767 1768 1769 177D 1771 1772 1773 1774 1775 1776 1777 1778 1779 1780 1781 1782 1783 1784 1785 1786 1787 1788 1789 1790 1791 1792 1793 1794 1795 1796 1797 1798 1799 1800 1801 1802 1803 1804 1805 1806 1807 1808 1809 1810 1811 1812 Size DBN ") Common Name 8 Red Pine 13 Scotch Pine 8/6 Red Pine 10 Red Pine 10 Jack Pine 8 Jack Pine 10 Red Pine 8 Scotch Pine 8 Jack Pine 8 Jack Pine 9 cRed Pine 8 'Jack Pine 9 Jack Pine 9 Jack Pine 10 Scotch Pine 8 Red Pine 9 Red Pine 8 Red Pine 8 Red Pine 8/6/6 Red Pine 8 Red Pine 8 Red Pine 8 Red Pine 8 IRed Pine 9 iRed Pine 9 Red Pine 8 Red Pine 9 Red Pine 8/7 Red Pine 12 Scotch Pine 9 Red pine 8 Red Pine 8 Red Pine 9 Red Pine 8 Red Pine 8 Red Pine 8 Red Pine 8 Red Pine Scientific Name Pinus resinaso Pinus sylvestris Pinus resinoso Pinusresinoso Pinus banksiona Pinus banksiona Pinus resinaso Pinus sylvestris Pinus banksiana Pinus banksiona Pinus resinosa Pinus banksiona Pious banksiona Pinus banksiona iPinus sylvestris Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinosa Pinus resinoso Pinus resinosa Pious resinosa Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus sylvestris Pinus resInoSo Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso 9 Jack Rine Pinus banksiona 9/8 Scotch Pine Pinus sylvestris 8 Scotch Pine 'Pious sylvestris 12 !Cottonwood 8 !Red Pine 8IRed Pine 9 'Red Pine 9 jRed Pine 8/7 Red Pine 9 Red Pine 9/7 Red Pine 12 Siberian Elm 13 Box Elder 8 Red Pine 9 Red Pine 8 Red Pine 9 Red Pine ed Pine Populus deltoides Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Ulmus pumilo Acer negundo Pinus resinoso Pinus resinoso Pinus resinoso Pinus osa Notes heavy sapsucker damage along trunk 'toppled but alive Total Remov 14 10 10 8 10 8 8 8 9 8 9 9 10 8 8 8 20 8 8 8 8 9 9 8 9 15 9 a 8 8 8 8 8 17 8 12 8 8 9 9 16 12 13 8 9 8 9 a 15 9 8 8 9 8 8 8 8 8 8 9 9 15 9 16 12 12 9 13 # Tree Tag # Size (DBH ") Common Name 113 1813 8 Red Pine 114 1814 a Red Pine 115 1815 8 Red Pine 116 1816 8 Red Pine 1817 9 Red Pine 118 1818 I i 15 Siberian Elm 119 1819 I 20 Siberian Elm 120 1820 12 'Siberian Elm 121 1821 I 14 Siberian Elm 122 1822 12 Siberian Elm I 123 1823 13 Siberian EIm I 124 1824 8 Red Pine 125 1825 8 Red Pine 126 1826 8 Red Pine 127 1827 8/8 Red Pine 128 1828 8/6 Red Pine 129 1829 8 Red Pine 130 1830 9 Jack Pine 131 1831 8 Red Pine 132 1832 9 Red Pine 133 1833 10 Red Pine p1_3_4 1834 8 Scotch Pine 35 1835 9 Red Pine 1836 8 Red Pine 1837 8 Scotch Pine 138 1838 8/8/8 Scotch Pine 139 1B39 8/8 Red Pine 1840 9/9 Scotch Pine 41 1841 8 Red Pine 142 1842 8 Red Pine 143 1843 9 Scotch Pine 144 1844 8 Red Pine 145 1845 9/8 Red Pine 146 1846 9 Red Pine 147 1847 8 Red Pine 148 1848 8 Red Pine 149 1849 14 Siberian EIm 150 1850 8/6 Red Pine I 151 1851 8/6 Red Pine 152 1852 9 Jack Pine 153 1853 8 Red Pine I 154 1854 8 Scotch Pine I 155 1855 8 White Spruce 156 1856 a White Spruce Trees that are toppled or have heavy sapsucker damage are not Included in totals Scientific Name Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinosa Vimus pumllo Ulmus pum f Ulmus pumilo Ulmus pumilo Ulm us pumilo Ulmus purnilo Pinus resinoso Pinus resinoso Pinus resinoso Pious resinoso Pinus resinoso Pinus resinoso Pinus bunksiona Pinus resinoso Pinus resinoso Pinus resinoso Pinus sylvestris Onus resinoso Pinus resinosa Pinus sylvestris Pinus sylvestris Pinus resinosa Pious sylvestris Pinus resinoso Pinus resinosa Pinus sylvestris Pinus resinoso Pinus resinoso Pinus resinoso Pinus resinosa Pinus resinosa Ulmus pumila Pinus resinoso Pinus resinosa Pinus bankslona Pinus resinosa Pinus sylvestris Picea alba 'Picea alba Notes offsite of-fsite Total Remove 8 a 8 15 15 20 12 14 15 15 8 16 16 Conifer Remove .8 8 8 9 8 14 14 8 8 9 9 8 15 10 15 8 16 18 8 8 9 8 17 9 8 8 14 14 14 9 8 8 8 8 Totals: 1387 Total Inches: 1387 Allowable removal: 30% 416,1 Total Removal: 1387 Removal over threshold: 970.9 Mitigation For conifers: 50% 485.45 486" required mitigation 15 20 12 14 8 9 10 8 9 8 8 24 16 18 8 17 9 8 8 14 14 14 9 8 8 8 1263 1 124 ENGINEERING, inc. MEMORANDUM Cara Geherenpc Jack Griffin, r.c. Ryan stempskiP.c Date: June l7'IO15 To: Kyle K]att,Planning Director Re: Diedrich Property —Preliminary Plan Review From: lack Griffin, P.[^City Engineer An engineering review has been completed for the Preliminary Plat submittal for the Diedrich Property. The submittal consisted of the following documentation prepared by Pioneer Engineering: ° Diedrich Property Preliminary Plan Set, Sheetsl-14 L1and T1,dated June l7'ZOl5. ° StmnnwmterManagement Plan dated June ]'I0I5. STATUS/FINDINGS-, Engineering has prepared the following review comments: PRELIMINARY PLAT • OvdotA is proposed as City owned to accommodate the storm water pond with an HO4 owned and operated water re -use irrigation system. See comments below under Stormwater Management. ~ Oudot B is proposed as MOAowned to accommodate a "Private Street", See comments below under residential streets. • The applicant must submit to the City written correspondence from the County indicating that adequate CSAH 17 n/vV is being dedicated as part ofthis Plat If additional R/VV is required by the County the Plat must berevised and resubmitted. ~ The plat must be revised to include the Xcel Energy Transmission Easement along the north property line. ° Permanent grading and drainage easements are required to implement the improvements as proposed. These easements must be obtained prior to grading activities and priorto the City accepting an application for final plat. All public improvements constructed to support the development must be designed and constructed in accordance with the Citv Engineering Design Standards Manual available on the Citv website and dated February 2015. GRADING PLAN, STORMvVATEKMANAGEMENT AND STORM SEWER SYSTEM The site plan is subject to a storm water management plan nnccMng State' V8VvD and City rules and regulations. 5tunn water facilities proposed as part of the site plan to meet State and VBVVD permitting requirements most be constructed in accordance with the City Engineering Design Standards Manual available on the City webske.Afinalized storm water management plan must he approved by the City and the VBvVDpermit must beobtained prior tograding activities. * The Stormwater Management Plan incorporates storm water re'usethnnugh lawn irrigation. The re -use system is necessary for the applicant's plan to meet State and Watershed permit requirements for water quality treatment (volume control), Out(nt A is proposed as City owned to accommodate the storm water PAGE 1 of 4 pond. The water n-uoeirrigation system isproposed oubeM0AoperatedandmaintaincdonCitypmperty, Details of this plan are limited in the application. The following considerations should be noted. � Storm"vaterre~u5r' when implemented correctly can be an effective method to reduce reliance of potable water use while reducing storm water discharges, it would help to reduce peak demands on the potable water system that typically occurs during the summer irrigation and landscape watering season, These benefits make storm water re -use worth consideration. � However, the City has no design standards or guidelines for implementation and currently has no experience with storm water reuse operations. � The two most notable concerns for storm water reuse includes the puUutams in the storm water (addressing treatment needs) and designing a system that provides a properly balanced hydraulic system (sizing the storage, and balancing the drawdowntothe projected use inavariable dimate). � Pollutants in the storm water reuse system may be a concern forthree basic reasons: 1) the health risks associated with human contact; 2) the impact on the environment given the various uses (ie.bacteria nrchlorides from sahs); 3)issues for the system equipment and operational impacts, � PoUminamPlat should beconditioned vponthe foUmwiniz: " The developer must sign an operation and maintenance agreement for the storm water reuse system in a form acceptable to the City Attorney. The agreement must indemnify and hold harmless the City from any and all activities related to the developer and HOA's operation of this system. " The storm water pond must be designed with a hydraulic capacity acceptable to the City Engineer that ensures adequate flood protection without accounting for any water reuse from the system. ° The storm water pond must be designed and constructed in accordance with the City Engineering Design Standards. " A detailed design of the irrigation system together with a detailed operations and maintenance plan must besubmitted prior Loany grading orconstruction activity nnthe site. ~ Per City requi,emeotx, all storm water facilities, including infiltration basins' must he placed in 0ut|ots deeded tothe City for maintenance purposes. The 5mrmwaterFacility Oudmm must fully incorporate the 1U0~yearMVVL1Ofoot maintenance bench and all maintenance access roads. � The pond grading must be revised to add a 10-foot maintenance bench around the entire pond, per the standard pond detail. � The maintenance access mad must be revised toaccess the pond from S*Street North, nut[54H 17. = Overland emergency overflows or outlets will be required as part of the site plan and must be located within drainage easements, must be in Bold Type on the plans, and must provide 1 foot of vertical separation to the low opening of any building structure. Lot information details must include ,he lowest opening in addition tothe lowest floor elevation. ~ The ultimate discharge rate and location is an important consideration to avoid negative impacts to downstream properties, The storm water management plan indicates the pond outfall pipe to discharge to the northerly property. The plan as proposed cannot be implemented without permanent drainage and utility easements from the adjacent property. Permission should be provided to the City prior to accepting afinal plat application orallowing grading activities. " Significant grading is proposed along the northerly property to accommodate many of the proposed building pads. Without written permission to permanently alter grades on the adjacent property, the she would require aredesign, Property owner permission o,easements should bcprovided tothe City prior \o accepting afinal plat application nrallowing grading activities. w The storm sewer system shall be designed to maintain the City standard minimum pipe cover of 3,0 feet. ° Per City requirements all storm sewer pipe easements must be a minimum 30-feet in width, = The maximum allowable curb run along streets without catch basins b350feet. Catch basins should be added along Street B, easterly cul-de-sac to maintain maximum curb run of 350 ft, ° Sump manholes are required prior to all discharge points, located at the last manhole or catch basin prior tnleaving apaved area. All mmpmanholes must be4-fbotdeep, rNUN|[]PAL SANITARY SEWER � Municipal sanitary sewer service is readily available within the 51h Street R1W located adjacent to the plat, ~ The applicant is responsible to emend the municipal sanitary sewer to the development to serve the proposed properties. � No trunk sewer oversizing is anticipated. The area can be served without a lift station. � Sanitary sewer must be realigned to better maintain street centerline alignment. ~ The sanitary sewer is proposed to be placed within 0u|ot 8 to be HOAowned and maintained as a private street. The Oudotwidth must bcaminimum n(4Ufeet with a5foot drainage and utility easement along each side of the street for the corridorto be acceptable for the placement of publicly owned and maintained MUNICIPAL WATER SUPPLY ° Municipal water service is readily available within the 3mStreet K/VVlocated adjaoent*nthepbt ° The applicant is responsible to extend municipal water into the development to serve the proposed properties, * Two connection points tothe existing City system should berequired, ~ Notrunk watermainovenidng\santicipated for this development. • Additional hydrants and system valves will be required as part of the final design, ° VVotcnnain must be realigned to maintain 10-foot separation from the sanitary sewer once the sanitary sewer isrealigned aspreviously noted. * Thewatcrnnain is proposed to be placed within Ou|ot 8to be HOAowned and maintained as a private street. The Outlot width must be a minimum of 40 feet with a 5 foot drainage and utility easement along each side of the streetforthe corridor to be acceptable forthe placement of publicly owned and maintained TRANSPORTATION IMPROVEMENTS � Access ,o the development must be from 5wStreet asshown, directly across from the Hunters Crossing access roadway. ° The applicant will be responsible to construct the north half of 5"' Street from C5AH 17 to the east plat edge of the Hunters Crossing development. This improvement must be completed at the developer's cost. ° The plat must dedicate the existing 511 5cneot roadway easement as City R/W. The plan indicates the minimum 100 foot R/W as required. A ten (10) foot utility easement must be provided along the north side of the 5mStreet R/W. � The proposed Qanecollector parkway street (5thStreet) design andMeomethcs must meet all Municipal State Aid design standards for urban streets (8820.9936) for ADT > io,aOO; 40 mph design speed; and must be consistent with the detailed parkway cross section installed throughout the remaining corridor segments and asoutlined inthe SthStreet Collector Design Guidelines osprepared byCity staff, ° Right and left turn lanes must be incorporated along 5th Street North per the City design standards to maintain mobility along the Parkway since there isonly one travel lane ineach direction. ° Additional stneeocape amenities as required along 5th Street consistent with the remaining corridor segments. 5th Street Amenities include a north side off -road bituminous trail, minimum 10 foot width with S foot clear zone; a south side concrete sidewalk, minimum 6 foot width with 2 foot clear zone; landscaping elements including acenter landscape median; and street lighting. � The applicant will also be partially responsible for the improvements required by Washington County at the intersection nf5'^Street and [SAUl7. RESIDENTIAL STREETS • Street A must include a 50 foot tangent per City standards at the intersection with 5th Street before initiating the proposed horizontal curve. ~ Street Bieast ml-de-sacgeome{homust berevised toeliminate turns greater than Bo'degees. � It is preferable that Public Streets be constructed to serve this development and designed to meet (heG|y's Engineering Design Standards including R/W width, street width and cul-de-sac radii. = If the streets remain HOA Privately owned, the following recommendations apply: � Thc,treet/hov|cvard section must be widened to allow for adequate ownership and maintenance by the City for the public utilities (watermain, sanitary sewer and storm sewer). � The street Outlat should be a minimum width of 40 feet (14 feet pavement + 6 foot boulevard) with 5- footminimomutiUtyeascmantoneachsNe. This will enable any future construction activity toremain 100% within the Street Outlet plus the utility easement. No additional encroachment on the properties/sidewalks should benecessary during future construction. � The typical section should be updated to include storm sewer and should show the small utilities, demonstrating the 3-footseparation between gas and joint trench. ° Street A vertical alignment should be revised to provide a K = 37 minimurn at STA 0+71.00, Public Works Department Donald J, Theisen, P,E. Director Wayne H. Sandberg, P.E. Deputy Direclor/Counly Engineer March 3.2O15 Kyle Klstt Community Development Director {J1y of Lake Elmo 360OLaverne Avenue North Lake Elmo, MN56O42 RE: Washington County comments on the concept plan for the Diedrich property by LwnnarHomes, City ofLake Elmo Dear Mr. Klatt� Thank you for providing the county with the concept plan for the Lennarsubdivision nnthe Diedrich property, in Section 36,Township 29N , Range 21W along County Road (CR) 17B/Lake Elmo Avenue in the City of Lake Elmo, The project consists of 50 attached single family residential dwelling units on 12 acres of land. Based on the plan provided, we have the following • There is currently 50 feet of right-of-way from the center line of County Road (CR) 178 therefore, an additional 42 feet should be dedicated on the plat which should include the existing home site south ufS~Street. ° According to the Trip Generation Manual, 7mAddition /TE 2003, this development will generate 478Average Vehicle Trips (A&'[)per day. w |nthe future, there will beatraffic signal atthe intersection of CR178and 5* GtnaeLondsinue5m8treetwiUbeunnUechorpoadway.ocenbar|e8tunn|aneshou|d beprovided on5~Street for access tothe development. ° Access control must bededicated hnWashington County along the CGAH178-eko Elmo Avenue frontage, This should bedenoted onthe final plat. ° Improvements \oCounty Road (CR)178will becompleted ot the new 51"Street section, Washington County is working with the City of Lake Elmo on the planned improvements. The cost of these improvements will be the responsibility of the city. � The developer or the city must submit the drainage report and calculations to our office for review of any downstream impacts to the county drainage system. Along with the drainage calculations, we will request written conclusions that the volume and rate of stormwater run-off into the county right -of way will not increase as part of the project, 11660MRoad North, Stillwater, Minnesota 55n8%-9orJ P^nna� 651-438-4300 ' Fax851-430-4350 ' lTY: 651'430-62O Equal Employmon|Opportunity /Affimia|ive Action March 3.2U15 Diedrich Property Concept Plan * All stormwaterponds should be located outside the county � Washington County'upolicy iuhoassist local governments inpromoting compatibility between land use and highways. Residential uses located ecUauont to highways often result in complaints about traffic noise. Traffic noise from this highway could exceed noise standards established by the Minnesota Pollution Control Agency (K4PCA). the U.S, Deportment of Housing and Urban Dove|opmont, and the U.S. Department of Transportation. Minnesota Rule 7030.0030 states that municipalities are responsible for taking all reasonable measures to prevent land use activities listed in the IVIPCA's Noise Area Classification (NAC) where the establishment of the land use would result in violations of established noise standards, Minnesota Statute 11G.07.Subpart %aexempts County Roads and County State Aid Highways from noise threoho|dw. County policy regarding development adjacent to existing highways prohibits the expenditure of highway funds for noise mitigation measures )nsuch areas. The developer should assess the noise situation and take any action outside ofCounty right ofway deemed necessary bzminimize the impact ofany highway noise. * Any grading within County right of way will require a Washington County Right of Way Permit, ° All utility connections for the development require VVashington County Right of Way permits- Typically, these are the responsibility ofthe utility companies. Thank you for the opportunity tocomment onthis concept plan. Ifyou have any questions, please contact me at 651-430-4362 or ann.ouna-terwedo(a)co.washinciton,mn.us Regardu. Ann Pung-Terwedo Senior Planner Cc: Carol Hanson, Office Specialist Rip/at ReviewslCity of lake etrnomieumhproperty PIZNEERengineering Efl 771 I , 17;1 III fl P11 -71 I Ff-1 111 P11 P11 -n 111 I fl 1fl 241 11 41 .104 GRAritc SruE ragg SUE' PLAN 4 SITE DATA PROJEC" AREA; ±12 ACRES (EXCLUDING 5TH STREET AND 17 ROW) GUIDE PLAN: URBAN MEDIUM DENSITY (4.7-7 UNIS/ACRE NET) BULK STANDARDS REAR SETBACK: 25' FRONT SETE3ACK: 25' SIDE SETBACK: 15' DETEEN BUILDINGS, 15 SIDE CORNER SETBACK ALONG 5TH STREET- 50' PROPOSED UNITS; 46 LRLINAR DIEDRICH PROPERTY Tz;V;;;;14T';' LAW41-41,4 .0104," Li 4 I I ifETYLF-7/1L—LEL----ELLELE —-- '4F-I I -71 IEEE ELMO AMEX NomoL PI ZNEERengineeting ift iiit% AtEMtlitiV" +1' 11% rn I I I CAAPIIIA SaarAt IN 1 £1.t SVC, PLANS SITE DATA PROJECT AREA: ±12 ACRES (EXCLUDING 5TH STREET AND 17 ROW) GUIDE PLAN: URBAN MEDIUM DENSITY (4.7-7 UNITS/ACRE NE1) BULK STANDARDS REAR SETBACK: 25* FRONT SETBACK: 25' SIDE SETBACK: 19* BETWEEN BUILDINGS, 15 SIDE CORNER SETBACK ALONG 5TH STREET: 40' PROPOSED UNITS: 46 LEi4NAfi DIEDRICii PROPERTY LI trlArtrIAArratrAill3 DIEDRICH PROPERTY PRELIMINARY PLAT LAKE ELMO, MINNESOTA PIZICIRcn 'ne 'n Y,44 0 4E-0000s t L FIN Nel 1+, COVER SI WET a,,EE&IEN,tEt 0.00100 0002,& 04 SHED' INDEX I, COVER SI-IEET 2. LEGEND SKEET 3. EXISTING CONDITIONS 4, PRELIMINARY PLAT 5. PRELIMINARY SITE PLAN 6-7. PRELIMINARY UTILITY PLAN 8, PRELIMINARY GRADING PLAN 9, EROSION CONTROL PLAN 10. PRELIMINARY SEEDING PLAN I I. PRELIMINARY simur PROFILES 12-14, DETAILS LI. LANDSCAPE PLAN Ti, TREE PRESERVATION PLAN 100,400T 0702 AG riE040.1.1.07 0903 4:31,,a) DiEDiOCO PROPERTY „r! r SEC .36. VP. 45). H&E., 2i L00,110,4 MAP «Pimxur - PI NEPRengineeririg # 15 Sari 1n Pnxl {(;at PCSa`aF+.fl?Y ?RZL%Y5y^%L PJRV6se5 1,.1 xA.2 inai n! 1M1a #m{hann 0.n»in, n2 tqn Sx.Niwns Cowi41• Pi Snci,sn }S. Tnnnx+,e R9 wnn4 var.+p 21 yyet, Wcxn v.{w GpniP, Nmn¢a�tft xa3 Wra & x „R`#S CROSSe iSi AMMO. nsexa'r,1 to tMr mom., 5:++kgm,. EXISTING CONDITIONS INEDRICI-1 PROPERTY 74 (COUNTYKRO. 178) LAKE ELMO AvENUE NORTH ;74 - > ,4M,78-4Irre-mMmm (COUNTY RD. 17B) LANE ELMO AVENUE NORTH li <.,,,,,, 9- 9‹: - ), / Is) I NI / I i . I (COUPITY RD; 1?8) LAKE ELMO AVENUE NG'RTH 10 y0a DIEDRICH PROM' r 013,30-003 0 . 1-013,33,3 , 0,0 V:7-,-;-7,;fE 4- -33 003334313,0 PRO. 1..<3.003 1.-30160 csprt—rtn 5TP STREET,;,---t= 3".-01533i0.33110i 300:814 „ 100391003 7 5TIT SIRES 44-tIm7 _ ; \ f!- PIZNEERengineenng Pg0.03re 033<, MO1F; PC.rtittlE7E? OR ANTIC: 1.5 RE,CrUiREO ,11 COTS GRADING PLAN LIINNAD 110 0.333 .34 30« 11 01 A 0-1213033,, 0.0 91.000,331 ,r7 tat; 030630033 .00 IN 0000 : 5,4,30 kr 3330,03 300i001 31h2 A(, rloirer,) DIEDRICD PROPERTY I 8 I 03.40000,43, <034-333134 04 \ ' If P !•!!! -5TH STfREETT,'"'- PIZNEERengineering LEGEND "j-:121'14 "414 407111g1040044.,. a 4E.44,04I'aktrmer cotaVAL EfrgX mSILMV KU. On. te4oLtr04 441 00L444,41 44004104414 PCM,ViEtil 44vI4444 4114IP014171 41104014 14111,4 27 401445 A: it, Ci...A;147,,, 1.tatE 40004 1441 0441,0,,ce 44404±44 CATL,i 0,45. 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PPROPERTl...,. 955 950 945 940 930 925 915 (4 ..aartrarra ; 5-tm,, 1,0,4 rk,..011,4 t026.41,, 5.0 '17%7!!:1441tV1,;1 '1,:t';',4:Z+47,itt'il: arrart rat tr., zaarata arra +./ararrear r+orra Aar rao././ aa graa,rarrar .P.14 1 art+ a+ act 94.4,,ASS,,r trr rar rr. art tarawa MEROMEMMOral 7:T7E77775,1r ' arTerl';':,"A A.V.IP ot. 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CHECK (FIRER ROLL) P1,1.134111- ,hooi CITY OF LAKE ELMO NVO faS STANDARD PLAN NOTES I CITY OF LAKE ELMO eof,:i. 417-.43 440 414P4.;,114'itt m1.;0-11.7.1 SEDIMENT CONTROL AROUND STORM SEWER INLET 44431113 CITY OF LAKE ELMO " 4 te,g. ,TSf • 4,4, 1,1 e,:vors STANDARD PLAN NOTES IZLIAVARY cu.,' OF LAKE ELM° ROCK CONSTRUCTION ENTRANCE 14344t1110 ;Ms [ I CITY OF LAKE ELMO 001 ORAD=DWI} PROPERTY 14' LENNAR ING DETAILS I " :11t hIrghl_vg;g"It;ta?';' PI NEERengineering "'"”atttaet PEPIE.„'AL 2 PRIVATE mIRLLt 1." 1,643 I MR. tt ,rtit tat. att; r ACE 91,4 P.. 9 attl Var. Rt.; IR ttaaft. tt. tar+ at to. wat. tt.ott ett, t txt. tt. ...lea 1 .41 ARat a" C.. E;IVATE ttIRJ tn.. Ma ri,SC 9 aa; aate.. at IR. Va.. R.. 5R. Catt alt. Re. rt fl tat. ORR.I. K.. Sal tattitth R-at .tat alat ratf. flGtai4fl, Oat "aat Met. alltt ROO It. RR. Ma V4,ese., Kat TR. a" aRat. 61r. gr!"="P.' fr'f"Vrit? cTREET ENTRANCE_ I I , Wait F.Ntel tfaja. VW tak it.. ;MR t PR"ta t JACK ral. 41T}RE,IVWVWP 9r—I1Fr FlAqt1 PASt ek- "Stat {V. ...Mt att VE..1.41 EE a" U... utt... "t1t4 Rat. O... R., flSMtMMN.: MUM GRADNC DETAILS .11/4r) OR IP Fl(mCoCINT Toast SAIRct;C 1",. LAINNAk DIEDRICH PROPERTY 1.1 .T;rnlValtIttalVIV LANDSCAPE NOTES: LANDSCAPE RECUIRENERTS: I. 1 TREE PER 50 LINEAR FEET PROPOSED STREET FRONTAGE: 2697 LINEAR FEET/50.54 TREES 5 TREES PER DEVELOPED ACRE: 13 DEVELOPED ACRES IEk0l 5TH STREET ANO COUNTY ROAD t7)R5=55 TREES TREE PRESERVATICv REOUIREMERTS. 455- REGIIIRED FOR MITIGATION (SEE TREE PRESERVATION PLAN FOR MORE DETAILS) ROPCSED LANDSCAPING: 126 FRONTAGE AND DEVELOPED AREA TREES 48.r 1IITIGATI91+ TREES ALL OISTLIREEO UPLAND AREAS TO 9E SODDED AND IRRIGATED IRRIGATION 50790NED E" OTMEFS I TNEERengineen ng LANDSCAPE PLAN fl: SCHFri,1IE AR t..JT Ltb'; I:}4ik'zik--, 71.1.5k ,s unc 1* 1'.' 4+. St ebq zs c� D. ,5 V, 2. Qa:; - Y C. IRREES OELOV! HEAV1 DASHED INE COUNTED TOWARD THE IMITIGATIGN RECUIREMENT TREES ABOVE HEAVY DASHED LINE l OOUNTED TOWARD THE TR61iTACE ,ND DEVELOPED AREA REQUIREMENT DI DRIED I PROPERTY I h MO, PJZNEEReinerig TO:IC:AL UTILITY TRENCH 'EflT I DETAIL EXHIBIT LlitNiNAit LIN DIEDRICH PRONERTY I, j Lt. AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: S AYOR & COUNCILCO UNICATION DATE: CONSENT ITEM # Designating City's Data Practice Official Julie Johnson, City Clerk Clark Schroeder, Interim City Administrator Clark Schroeder, Interiin City Administrator December 1, 2015 ;ESTED ORDER OF BUSINESS: lntroduction olltem .... „. ..... ........... Administrator - IZeport/Presentation___...... ..... _ ...... Administrator - Questions from Council to Staff ..... .Facilitates - Call for 'N/lotion .................. ...... Mayor City Council - Discussion ...... .......... ....... ..... Mayor & City Council - Action on Motion........ ..... ..... Mayor Facilitates POLICY RECOMMENDER: City Clerk/Staff. FISCAL IMPACT: None 7 SUMMARY AND ACTION REQUESTED: The City Council is requested to consider approval of Resolution No. 2015-85, Designating City's Data Practices Official. It has been the City's past practice to appoint the City Clerk to act as the Data Practices Official. At some point during the staff transitions this year, the City Attorney was appointed as the Data Practices Official and he has stated it is appropriate to transfer this duty back to the City Clerk at this time. RECOMMENDATION: The City Council is requested to consider approval of Resolution No. 2015-85, Designating City's Data Practices Official, As part of its consent agenda, no specific motion is required. If Council wishes to remove this item from the consent agenda, the recommended motion is as follows: "Move to approve Resolution No. 2015-85, Designating City Data Practices Official; yecifically, designating Julie Johnson as the City's Data Practices Responsible Authoriry and Compliance Officer" ATTACHMENT: Resolution No. 2015-85 -- page 1 -- CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION 2015-85 A RESOLUTION DESIGNATING CITY'S DATA PRACTICES OFFICIAL WHEREAS, Minnesota Statutes, Chapter 13, requires the adoption of certain policies and procedures pertaining to governinent data practices; and WHEREAS, the statute also requires the appointment of a data practices compliance official, a data practices responsible authority and optional designee(s) to enforce the data practices policies of government agencies. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lake Elrno, that the attached City of Lake Elmo Data Practices Policy, together with the exhibits attached thereto, are hereby adopted and approved as if fully set forth herein; and BE IT FURTHER RESOLVED, th ity Clerk —will be appointed to serve as the city's data practices responsible authority and compliance official. ADOPTED BY THE CITY COUNCIL OF THE CITY OF LAKE ELMO THIS FIRST DAY OF DECEMBER, 2015. CITY COUNCIL CITY OF LAKE ELMO By: ATTEST: Julie Johnson City Clerk Resolution No. 2015-02 Mike Pearson Mayor THE CITY OF LAKE ELMO AY0 COUCIL CO ICAT 0 DATE: December 1, 2015 CONSENT ITEM # 8 AGENDA ITEM: Driveway Encroachment & Maintenance Agreement SUBMITTED BY: Joan Ziertman, Planning Program Assistant THROUGH: Clark Schroeder, City Administrator REVIEWED BY: Stephen Wensman, City Planner SUGGESTEI) ORDER OF BUSINESS (if removed from consent a2cnjja Introduction ofI1eii Report/Presentation........................... ....... . ..... ...... ..... Staff Questions from Council to Staff.................... ..... ....... ..... Mayor Facilitates Call for Motion ............ ..... ...... Mayor & City Council Discussion ...... Mayor & City Council Action on Motion.............. ...... ..... ......... .......... ....... ........ Mayor Facilitates POLICY RECCOMENDER: Staff recommends that the City Council approve the Driveway Encroachment and Maintenance agreement for Jeerasak Poophakumanart at PID #24.029.21.13.0004. FISCAL IMPACT: None SUMMARY AND ACTION REQUESTED; The City Council is respectfully requested to authorize as part of tonight's consent agenda, the execution of a driveway encroachment and maintenance agreement. The City has received a request to install a driveway within an unimproved portion of the public right-of-way owned by the City. Homeowner and City intend that Homeowner shall be responsible for maintaining, repairing and replacing the Private Driveway. Staff is recommending that the City Council approve the driveway encroachment and maintenance agreement as part of the Consent Agenda. If the City Council removes the item f»oin the Consent Agenda, the recommended action can be completed through the _following motion: -- page City Council Meeting [Consent Agenda Item] December 1, 2015 "iViove to approve the driveway encroachment and maintenance agreement for Jeerasak Poophakumpanart to install a driveway within an unimproved portion of the public right-of- way owned by the City." LEGISLATIVE HISTORY: The Driveway Encroachment and Maintenance Agreement that has been submitted for Council consideration is for a driveway and has been reviewed by planning and engineering staff. The proposed driveway meets all city code requirements and Staff would have otherwise authorized construction of the driveway if it did not encroach into the unimproved portion of the public right-of-way owned by the City. BACKGROUND INFORMATION (SWOT): Strengths: The Driveway encroachment and maintenance agreement is a legal document that all property owners seeking to install driveways within unimproved portions of public right-of-way owned by the City are required to sign. The document, among other things, indemnities the city from responsibility if damage occurs to the improvement or if it needs to be removed at some point in the future. Weaknesses: None Opportunities: None Threats: None RECOMMENDATION: Based on the afbrementioned, Staff is recommending _la the City Council approve the driveway encroachment and maintenance agreement as part of the Consent Agenda. If the Cily Council removes the item from the Consent Agenda, the recommended action can be completed through the following motion: "Move to approve the driveway encroachment and maintenance agreement for Jeerasak Poophakumpanart to install a driveway within an unimproved portion of the public right-of- way owned by the City." -- page 2 -- THE CITY OF LAKE ELMO AYO C U C L CO U CATIO DATE: December 1, 2015 REGULAR ITEM #9 AGENDA ITEM: Approve 2016 Final General Fund, Debt Service Fund & Library Fund Annual Budget and Tax Levy SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Finance Committee and Clark Schroeder, Interim City Administrator SUGGESTED ORDER OF BUSINESS: Introduction of Item ..... I)irector Report/Presen tati on .. na nee Di rector/Interim City Admi nistrator Questions frorn Council to Mayor Faeilitales Call for Public Hearing ..................... ..... ............ ........ Mayor Facilitates Close Public Hearing.............. ....... ................. ..... .....Mayor Facilitates Discussion ........ ......... . ..... Mayor & City Council Action on Motion ..... . ...... ..........„................ ......... ...... ........ Mayor Facilitates POLICY RECOMMENDER: Finance Director and Finance Committee FISCAL IMPACT: NA SUMMARY AND ACTION REQUESTED,: Pursuant to State law, the City is required to hold a Truth in Taxation hearing regarding the adoption of the 2016 General Fund, Debt Service Fund and Library Fund Budgets. The City Council is being asked to approve the Final 2016 Annual Budget and Levy for these funds and hold a public hearing. BACKGROUND INFORMATION: The City of Lake Elmo has both the legal and fiduciary authority and responsibility under Minnesota State Statute to adopt a 2016 General Fund, Debt Service Fund and Library Fund annual budgets; all of which impact the annual Property Tax Levy. On September 1, 2015, the Preliminary Annual Budgets for these funds were approved and subsequently certified to Washington County. The final levy and budgets for these funds must be adopted and certified to Washington County by December 28th, 2015, after holding a Truth in Taxation hearing. City Council Meeting [Regular Agenda Item #9J December 1, 2015 STAFF REPORT: At budget review meetings, the Finance Committee reviewed an in-depth budget and levy presentation for 2016 related to the General Fund. The City Council was invited to those meetings and provided their input as well. As a result of those meetings, the preliminary budget was finalized and presented to the City Council on September 15, 2015 for approval and preliminary certification to the County. Due to uncertainty surrounding the developer build out activity, conservative revenue numbers were used for the preliminary 2016 budget resulting in the certification to the County representing the maximum Levy possible. On October 14, 2015 the Finance Committee had a follow up 2016 budget meeting to review updated actual results to date. The City Council was again invited to those meetings to provide their input. As a result of those meetings, final revisions were made resulting in a reduction to the preliminary levy certification of $521,694. It was recommended that any and all excess funds available in the general fund budget be used to reduce the 2016 General Fund Levy. As a result, the final 2016 levy certification is being proposed at $3,112,204. RECOMMENDATION: It is recommended that the City Council hold a public hearing related to these budgets and if no issues arise as a result, pass Resolution 2015-84, thereby approving the final 2016 General Fund, Debt Service Fund and Library Fund Annual Budget's and Levies by undertaking the following motion: "Move to approve Resolution No. 2015-84 adopting the final 2016 General Fund, Debt Service Fund and Library Fund Annual Budget's and Levies" ATTACHMENT: 1. Resolution No. 2015-84 -- page 2 -- CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2015-84 RESOLUTION APPROVING 2015 TAX LEVY, COLLECTIBLE 11•1 2016 AND ADOPTING THE 2016 GENERAL FUND BUDGET WHEREAS, the City Council has conducted budget meetings to review the 2015 Tax Levy, collectible in 2016, and the final 2016 General Fund, 2016 Debt Fund, and 2016 Library Fund Budgets; and WHEREAS, the City is required to adopt a final 2016 general fiord budget payable 2016 and certify its final property tax levy payable in 2016. WHEREAS, the City of Lake Elmo held it's Truth in Taxation hearing on December 1, 2015; WHEREAS, the City of Lake Elmo closed the public hearing on the 2016 General Fund, Debt Fund and Library Fund budgets at the close of the meeting on December 1, 2015 without need for continuation; BE IT RESOLVED that the City adopts the final 2016 General Fund, Debt Fund and Library Fund Budgets, BE IT FURTHER RESOLVED by the Council of the City of Lake Elmo, County of Washington, flinnesota that the following sums of money be levied for the current year, collectible in 2015, upon taxable r o p ert y in the City of Lake Ehno, for the following purposes: Total General Fund Levy $2,190,706 Total G.O. Debt Levy $ 664,541 Library Levy $ 256,957 Total Levy $3,112,204 BE IT FUTHER RESOLVED that the City Clerk is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Washington County, Minnesota. ADOPTED, by the Lake Elmo City Council on the 1st day of December, 2015. Mike Pearson Mayor ATTEST: Johnson City Clerk Tt IF'., CITY (,)1= LAKE ELMO AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: MAYOR AND COUNCIL COMMUNICATION DATE: 12/1/15 REGULAR ITEM #: MOTION Request to decrease letter of credit for Robert Engtrom Company Clark Schroeder Clark Schroeder Jack Griffin SUGGESTED ORDER OF BUSINESS: - Introduction of Item Staff Report/Presentation 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 PUBLIC POLICY STATEMENT POSSIBLE CHANGE IN DEVELOPER LETTER OF CREDIT POLICY SUMMARY AND ACTION REOUESTED: Staff has been approached by Robert Engstrom to allow a decrease in letter of credit for the Wildflower development in advance of any reduction that would otherwise be allowed through the current development agreement. This is not an atypical request by developers and is something which council could consider changing the policy. Instead of just addressing Mr. Engstrom's request it is appropriate for council to consider the overall policy and if any changes should be addressed. BACKGROUND AND STAFF REPORT: This is a summary of Mr. Engstroms's request, which could apply to a number of different developers. A letter of credit was given to the City of Lake Elmo in the amount of $3,440,831 by the Robert Engstrom Companies for the Wildflower development to protect the city's interest in case the company faltered or failed to complete the infrastructure required to support the development. Of this amount $1,71 1,I 04 was required to secure the watermain, sanitary sewer and storm sewer, and storm water pond structure installation. Mr. Engstrom is requesting a reduction in the letter of credit in the amount of $.1,236,826.96; an amount Mr. Engstrom has determined to represent 100% of the sanitary sewer, watermain, and storm sewer for the phase I development. Based upon an initial security in the amount of 125% of the estimated costs, this reduction in letter of credit would leave $309,206.72 related to the utilities for any warranty corrections. The difference in the amount of letter of credit addition relates to different estimates of the cost of utility installation and different engineers. The current policy requires 25% of the initial security to be held through the warranty period. Mr. Engstrom is requesting a reduction in the letter of credit in advance of any reduction that would otherwise be allowed through the current development agreement. The current development ag-reement requires not only the full installation of each infrastructure component, but also all testing and verification procedures to ensure the installation is constructed as planned (the quality control processes). The current developinent agreement therefore identifies various letter of credit reduction milestones that align with the completion of the quality control review processes for each infrastructure component. Mr. Engstrom, along with other developers, continue to request letter of credit reductions once the infrastructure component is installed in the field, but before the quality control review processes have been completed. They cite difficulties with the additional waiting time since they need to make payments to the contractors for the work installed. Mr. Engstrom has not yet provided a record plan or an as built record for the city to verify the proper installation of the utilities, including the correct depth, correct grade, and at the correct location. It is not uncommon after a record plan is submitted for engineering to identify some corrections to he made. This would be the responsibility of the developer to correct, The only case in which a letter of credit would be utilized to correct errors would be if the developer failed to make them and the city was left completing the project on its own. Given the frequency of the request, staff is looking for council direction as it relates to the processing of letter of credit reduction requests. If so directed by council, policy changes could be implemented to reduce the letters of credit upon the installation of the infrastructure component at 100% installed, but not verified. Since the city has not yet received a record plan or in some cases completed testing, it is hard for staff to give a recommended exact dollar amount to decrease the security. Staff is unable at this point to certify to the city the acceptance of the improvement. However, the developers are asking, does the city need to retain 100% of the letter of credit until the completion of the verification processes? They believe the city has adequate security to address issues that may arise. City staff, if so directed by council could, suggest policy changes which would allow partial decreases in letters of credit. RECOMMENDATION: Staff recommends the City Council take the.following action / with the.following motion; Move to direct staff to propose changes to development agreements that would allow decreases in letters of credit. ATTACHMENT(S): Wildflower at Lake Ehno reduction request & Wildflower LOC utilities. November 17, 2015 Clark Schroeder City Administrator Lake Elmo Re: Wildflower at Lake Elmo LOC Clark: As a follow up of my previous letter and conversation, we are requesting the amount of $1,236,826.96 for a letter of credit reduction for our Wildflower at Lake Elmo Development. The engineers estimate for this amount is attached. This represents the 100% completion of the installation of the sanitary sewer, water and storm sewer. 25% of the Letter of Credit or $309,206.72 is still remaining on the LOC which certainly is enough for any issues on a project where there are two city inspectors. As! mentioned before, because of the FDIC stringent requirements for bank balancing, the lender is unable to release any funds to pay the contractor until the LOC is reduced. Please call if you need any further information. Thank you. Bob Engstrom 952-893-1001 ENGINEER'S ESTIMATE FOR UTILITY AND STREET CONSTRUCTION WILDFLOWER AT LAKE ELMO - 1st PHASE IN LAKE ELMO, MN November 17, 2015 Plan Date: 08-25-15 - contract pricing Section Al - Sanitary Sewer - lst Phase ltem # Contract Item SS -I 8" PVC SDR 35, I 0'-12Depth SS-2 i 8" PVC SDR. 35, 12-14' Depth SS-3 8" PVC SDR 35, 14-16' Depth SS-4 .8" PVC SDR 35, 16'-18' Depth SS-5 /3" PVC SDR 35, 1.8-20' Depth SS-6 8" PVC SDR 26, 10'-I2' Depth SS-7 3" PVC SDR 26, 14"-I 6' Depth SS-8 8" PVC SDR 26, 16-18' Depth SS-9 8" PVC SDR 26, 18-20' Depth SS-10 8" PVC SDR 26, 20-22' Depth SS -II 8" PVC SDR 26, 22-24' Depth SS -I 2 8" PVC SDR 26, 24-26' Depth SS-13 10" PVC SDR 26, 14-16' Depth SS- 14 10" PVC SDR 26, 16-18' Depth SS-15 10" PVC SDR 26, I8'-20' Depth SS-16 10" PVC SDR 26, 20-22' Depth SS-17 4" PVC SDR 26 Service Pipe SS -IS 4" PVC Clean Outs SS-19 14" PVC SDR 26 Riser Pipe SS-20 8"x4" PVC Service WYE SS-21 10"x4" PVC Service WYE SS-22 Sanitary Sewer Manhole (0.-10' Depth) SS-23 Sanitary Sewer Manhole Extra Depth SS-24 'iTelevise Sanitary Sewer SS-25 Sanitary Sewer Test SS-26 4" PVC C-900 Force Main Total Sanitary Sewer Estimate Amount Unit LF LF LF LF LE LF LF LF LF LF LF l.F LF LF LF LF LF EA VF EA EA EA VF LF LF LF Unit Price $30.25 S30.2.5 $30.25 $30.25 S30.25 $37,751 S37.75 $37,75 $37.75 $37.75 $37.75 S44.00 $58.00 S58.00 $58.00 $58.00 $13.50 $135.00 S17.00 $105.00 S210.00 $2,334.00 $95.00 $2.00 $0.50 523.50.1 Bid Estimate Quantity 1 Amount 977! $27,890.50 565 517,091,25 204, $6,171.00 601' 313.18025 210 $6,352.50 114 $4,303.50 70 52,642.50 2611, $9,852.75 48 $1,812,00.1 82 53,095.501 35 55 736 390 37' 3,235 4 163 52 18 23 92.81 4,315 4,315 450 S1,321.25 5968.00 $3,190.001 $42.688.00 $22,620,00 $2,146.00 $43,672.50 $540.00 $2,771.00 $5,460.001 S3,780.001 $53,682,00 $8,816.95 S8,630.00 $2,157.50 510.575.00 $310,409.95 'Section A2 - Sanitary Sewer - Entrance Road STA:-5+50 to 0+00 I Item # J Contract Item 1 Unit Unit Price I SS2-1 10" PVC SDR 26, 16-18' Depth LF $58.00 SS2-2 10" PVC SDR 26, 18'-20Depth LF $58.00 SS2-3 10" PVC SDR 26, 20-22' Depth LF 558.00 SS2-4 '10" PVC SDR 26, 22-24' Depth LF 558.00 SS2-5 Sanitary Sewer Manhole (0'-10' Depth) EA $2,334.00 SS2-6 1Sanitary Sewer Manhole Extra Depth VF 595.00 SS2-7 Televise Sanitary Sewer LF $2.00 SS2-8 ISanitary Sewer Test LF 50.50 SS2-9 Connect to Existing EA $1,600.00 Total Sanitary Sewer Estimate Amount Section A3 - Sanitary Sewer - Entrance Road STA:0+00 to 1+94.17 Bid Estimate Quatilit) I Amount 75 S4,350.00 78 $4,524.00 I 28 $7,424.00 182 $10,556.00 1 S2,334.00 11.66 $1,107,70 463 $926.00 463 5231.50 $1,600,00 $33,053.20 Bid Estimate Item # I Contract Item Unit Price Quantity Unit Amount SS3-1 8" PVC SDR 26, 20-22' Depth LF $37,75 79 „ $2,982.25 SS3-2 10" PVC SDR 26, 20-22' Depth LF $58.00 106 56,148.00. SS3-3 I 10" PVC SDR 26, 22.-24' Depili LF S87 55,046.00 SS3-4 Sanitary Sewer Manhole (0'-10' Depth) EA $2,335481°00° _ 2 $4,668.00 SS3-5 Sanitary Sewer Manhole Extra Depth VF 595.00 24.10 $2,289.50„ SS3-6 Televise Sanitary Sewer LE $2,00 272 SS3-7 Sanitary Sewer Test LF S0.50 272 5544.00 $136,00 Total Sanitary Sewer Estimate Amount $21,813.75 Section Bi - Watcrmain - Ist Phase Item # I Contract Item WM-I 6" D.I.P. Class 52 WM-2 8" D.I.P. Class 52 WM-3 12" D.I.P. Class 52 WM-4 Fire Hydrant w/6" Gate Valve WM-5 i Fittings WM-6 ' 1" Corporation Stop WM-7 I " Curb Stop & Box WM-8 " Copper (Type-K) Service Pipe WM-9 '8" Gate Valve & Box WM-10 i 12" Gate Valve & Box WiVI-11 Waterrnain Test WM-1 2 4" Ridgid Insulation Total %Vatcrmain Estimate Amount Unit Unit Price LF $26.50' LF S32.00, LF $50.00 EA $4,890,00 LB $1.75 EA $108.00 EA 5166.00! LF $16.50 EA 51,420.00 EA 52,900.00 LS $4,822,00 SF $3.00 Bid Estimate Quantity Amount $3,657.00 5146,752.00 $29,350,00 138 4,586 587 12 558.080.001 7,040 $12,320.001 71 $7,668.00 71 SI 1,786.00 3,235 $53,377.50 13 518,538.00 2 55,800.00 1 $4,822.00 44S $1.344.00 $354,094.501 'Section B2 - Watermain - Entrance Road Item Contract Item WM2-1 16" D.I.P. Class 52 WM2-2 ,S" D,LP, Class 52 WM2-3 112" D.I.P. Class 52 WM2-4 Fire Hydrant oi/6" Gate Valve WM2-5 iD.I.P. Fittings WM2-6 '8" Gate Valve & Box WM2-7 112" Gate Valve & Box WM2-8 Connect To Existing Walennain WM2-9 Watennain Test WM2-10 4" Ridgid Insulation Total Watermain Estimate Amount Section CI - Storm Sewer - 1st Phase 'Contract Item ST-I 12" RCP Class 5 _ ST-2 15" RCP Class 5 ST-3 !18" RCP Class 5 ST-4 21" RCP Class 4 ST-5 '24" RCP Class 3 ST-6 127" RCP Class 3 ST-7 '30" RCP Class 3 ST-S 33" RCP Class 3 ST-9 36" RCP Class 3 ST-10 15" FES w/Trash Guard ST-I1 18" FES w/Trash Guard ST-12 24" FES w/Trash Guard ST-13 30" FES w[Frash Guard ST-14 136" x 24" Catch Basin ST-15 48" Catch Basin Manhole (0'-10' Depth) ST-16 148" Manhole (0'-10' Depth) ST-17 48" Manhole Extra Depth ST-18 160" Catch Basin Manhole (0'-10' Depth) ST-19 160" Manhole (0'- I 0' Depth) ST-20 .60" Manhole Extra Depth ST-21 172" Catch Basin Manhole (0'-10Depth) ST-12 72" Manhole (0'-10' Depth) ST-23 172" Manhole Extra Depth ST-24 148" Pond Control Structure ST-25 160" Pond Control Structurc ST-26 1RIP RAP Class III ST-27 Catchbasin Inlet Protection & Maintained (Grass) ST-28 1Catchbasin Inlet Protection & Maintained (Street) ST-29 4" PVC Slotted Drain Tile (Fittings Incidental) -Streets ST-30 4" Drain Tile Clean Out ST-31 Plug Stub/Opening Unit Unit Price LF 826.50 LF 532.00 LF $50.00 EA 54,890.0(1 LB $1.75 EA 51,426.00 EA 52,900.00 EA $500,001 LS $2,000.00 SF 53.001 'Unit • Unit Price LF 528,00 Bid Estimate Quantity I Amount 23 550 182,1 1,500 2 128 S609.50 $17,600.00 $9,100.00 S9,780.00 52,625.00 52,852.00 S5,800.00 $500.00 S2,000.00 S384.00 S51,250.50 Bid Estimate Quantity Atnount 606 $16,968.00 LF 529.00 2.487 572,123.00 LF $31.50 352 511,088.00 LF 534.00 452 $15,368.00 LF 536.50 250 $9,125.00 LF 545.00 1,400 $63.000.00 LF 551.00 144 $7,344.00 LF $66.00 22 51,452.00 LF 567.50 246 $16,605.00 EA 5800.00 12 $9,600.00 EA S903.00 2 51,806.00 EA $1,300.00 4 55,200,00 EA $1,450.00 2 $2,900.00 EA $1,551,00 20 $31,070,00 EA $2,704.00 26 $70,304,001 EA S2,650.00 4 SI 0,600,00 VF $99.00 9.39 5929.61 EA 54,126,00 3 S12.378.00 EA 53,677.00 2 S7,354.00 VF $154.00 18.70 52,879.80 EA 56,204.00 2 812,408.001 EA $5,035,00. I $5,035.001 VF $210.00 5.44 $1,142.40 EA 84,100.00 4 516,400.00 EA $4,600.00 1 $4,600.00 CY 575.00 72 $5,392.50 EA $200.00 9 $1,800.00 EA 5100.00 40 54,000.00 LF 88,00 2,364 $18,912.00 EA $75.00 24 51,800.001 EA 5500.00 2 $1,000.001 al SturmSewer Estimate Amount S440,534.311 Section C2 - Storm Sewer - Entrance Road Item # 'Contract Item ST2-1 12" RCP Class 5 ST2-2 15" RCP Class 5 ST2-3 18" RCP Class 5 ST2-4 21" RCP Class 4 ST2-5 21" FES ‘v/Trash Guard ST2-6 36" x 24" Catch Basin ST2-7 48" Catch Basin Manhole (0'-10' Depth) ST2-8 48" Manhole (0'-10' Depth) ST2-9 RIP RAP Class III ST2-10 Catchbasin Inlet Protection & Maintained (Street) ST2- I 1 Connect to Existing 'Total Storm Sewer Estimate Amount Section C3 - Storm Sewer - Basin 3N Outlet Item # ContractIteni, ST3-I ;15" RCP Class 5 ST3-2 IS" RCP Class 5 ST3-3 36" RCP Class 3 ST3-4 54" RCP Class 3 ST3-5 15" FES w/Trash Guard ST3-6 54" FES w/Trash Guard ST3-7 14S" Catch Basin Manhole (0.-10' Depth) ST3-S 48" Manhole (O'- I 0Depth) ST3-9 160" Catch Basin Manhole (0'-10' Depth) ST3-I0 60" Manhole Extra Depth ST3-1 1 ' 78" Catch Basin Manhole (0'-10' Depth) ST3-12 78" Manhole Extra Depth ST3-13 184" Catch Basin Manhole (0'-1 0' Depth) ST3-I4 84" !Manhole (V-10' Depth) ST3-15 !84" Manhole Extra Depth ST3-16 48" Pond Control Structure ST3-I 7 RIP RAP Class III ST3-I 8 Catchbasin Inlet Protection & Maintained (Grass) ......ST3-19 Catchbasin Inlet Protection & Maintained (Street) Unit Unit Price I LF $28,00 Unit LF LF LF EA EA EA EA CY EA EA LF LF LF LF $29,00 S31.50 $34.00 $1,200.00 $1,551.00 $2,704.00 S2,650.00 S75.00 $100.00 $300.00 Unit Price $29.00 $3 L50 $67.50 8150.00 Bid Estimate Quantity 26 562 52 205 4 7 6 Amount 5728.00 816,298.001 $1,638.00 $6,970,00 51,200,00 $3,102.00 $10,816.00 $5,300,00 $532.501 $600.00 $300.00 $47,484. 0 Bid Estimate Quantity Amount 704 $20,416,00 135 54,252.50 237 SI 5,997.50 93 $13,950.00 EA EA EA EA EA VF EA VF EA EA VF EA CY EA EA $800.00 $3,250.00 $2,704.00 $2,650.00 $4,126.00 $154.00 $6,324.00 S291.00 S6,661.00 $6,511.00 $325.00 $4,100.00 $75.00 S200.00 8100.00 1 SSOU.00 1 83.250,00 3 S8,112,00 1 52,650.00 1 $4,126.00 9.1 81,401.40 1 56,324.00 4.8 51,382.25 1 $6,661.00 $6,511.00 9.9 $3,217.50 1 54,100.00 25 S1,875.00 3 5600.00 3 5300.00 'Total Storm Sewer Estimate Amount $105,926. _ !Section DI - Streets - lst Phase Item # Contract Item RD-1 'Mobilization RD-2 Subgrade Preparation RD-3 12" Select Granular Borrow (MnDOT 3149.2B) RD-4 Additional 12" Select Granular Borrow (MnDOT 3I49.2B) RD-5 Additional Geotextile Fabric (xxx) RD-6 Additional Subcut Street for Additional Street Section RD-7 6" Class 5 100% Crushed Stone Aggregate (MnDOT 3133) RD-8 2" Non -Wearing Bit Base (MnDOT 2360) RD-9 Tack Coat (MnDOT 2357) RD-10 2" Bit Wearing Course (MnDOT 2360) RD-I 1 {ACCESS DRIVE Subgrade Preparation RD-12 ACCESS DRIVE 12" Select Granular Borrow (MnDOT 3149.2B) RD-13 :ACCESS DRIVE 6" Class 5 100% Crushed Stone Aggregate (MnE RD-14 ACCESS DRIVE 2" Non -Wearing Bit Base (MnDOT 2360) RD-15 ACCESS DRIVE Tack Coat (MnDOT 2357) RD-16 ACCESS DRIVE 2" Bit Wearing Course (MnDOT 2360) RD-17 Concrete Mountable Curb & Gutter RD-18 Concrete B618 Curb & Gutter RD-I 9 Adjust Gate Valve Box RD-20 Adjust Catch Basin Cast g RD-2I Adjust Manhole Casting RD-22 , Backfill Curb & Gutter and Grade Boulevard RD-23 Sod 3' Behind Back of Curb RD-24 Install Bituminous Wedge RD-25 Remove Bituminous Wedge RD-26 3-4" PVC Conduit X-ing RD-27 , 5" Concrete Sidewalk w/ 4" Select Granular Base RD-28 Ped Ramp RD-29 12 1/4" Trail Bituminous (Main Site) RD-30 8" Trail Class 5 (Main Site) RD-31 3" Trail Bituminous (C.R.-17 R/W) RD-32 8" Trail Class 5 (C.R.- 17 R/W) RD-33 Street Name Signs (Plates) RD-34 Stop Signs (RI -I) RD-35 No Parking Signs (RS-3A) RD-36 Keep Right Signs (R4-7) & (X4-2) RD-37 Type 3 Barricades w/ Future Street Sign RD-3S Structure Markers RD-39 Wetland Buffer /Conservation Area Signs Total Street Estimate Amount Unit EA SY SY SY SY CY SY SY GL SY SY Sy SY SY GL Sy LF LF EA EA EA LF SY LF LF EA SY EA SY SY SY SY EA EA EA EA EA EA EA Bid Estimate Unit Price Quantity 1 Amount S37,773.00 2.00 $75,556.001 $0.95 24,801 $23,560.95 $6.18 24,584 S151,929.12 $5.23 0 80.00 5) .75 0 s000l 52.80 0 $0.001 S4.25 21,065 539,526.251 $7.20 16,204 $117,244.80 52.05 950 $1,947.50 S7,70 16,284 8125,386,80 $0.95 1,004 $953.80 86.I 8 950 55.871.00 54.25 895 83,803.75 57.20 841 S6,055.20 52.05 42 586.10 S7.70 841 $6,475.70 $10.55 6,648 $70,136.40 $10.55 6,955 573,375.25 8115,00 14 $1,610,00 5115.00 44 $5,060.00 5425.00 28 SI 1,900.00 S1.30 13,603 $I7,6S3.90 $3.70 4.534 516,775.80, $3.85 13,603 $52,371.55 $1.90 13,603 $25,845.70 51,068.00 10 $10,680.00 S35.00 2,452 585,820.00 $797.00 32 $25,504.001 511.00 6,457 $71,027.00 56.20 7,2171 $44,745.40 $16.50 533 $8,794.50 $6.20 596 S3,695.20 $330.00, 10 53,300.00 $280.00 4 $1,120.00 $150.00 17 52,550.00 $150.00 1 $150.00 S306.00 10 83,060.00, S77.00 12 8924.00 577.00, 10 $770,00 $1,145,295.67 !Section D2 - Streets - Entrance Road STA: -5+50 to 1+94.17 Item # Contract Item RD2-I Mobilization RD2-2 Subgrade Preparation RD2-3 '12" Select Granular Borrow (MnDOT 3149.2B) RD2-4 Additional 12" Select Granular Borrow (MnDOT 3149.2B) RD2-5 Additional Geotextile Fabric (xxx) RD-6 Additional Subcut Street for Additional Street Section RD2-4 6" Class 5 100% Crushed Stone Aggregate (MnDOT 3138) R D2-5 2" Non -Wearing Bit Base (MnDOT 2360) RD2-6 ITack Coat (MnDOT 2357) RD2-7 2" Bit Wearing Course (MnDOT 2360) RD2-8 Concrete B618 Curb & Gutter RD2-9 Adjust Gate Valve Box RD2-10 Adjust Catch Basin Casting RD2-1 1 Adjust Manhole Casting R D2-12 Backlit! Curb & Gutter and Grade Boulevard RD2-I3 Sod 3' Behind Back of Curb RD2-14 'Install Bituminous Wedge RD2-I5 Remove Bituminous Wedge R D2-16 3-4" PVC Conduit X-ing RD2-I 7 :Ped Ramp RD2-18 12 1/4" Trail Bituminous (Entrance) RD2-19 8" Trail Class 5 (Entrance) RD2-20 i Street Name Signs (Plates) RD2-2 I Stop Signs RD2-22 Bituminous Milled Lap Joint Bid Estimate Unit Unit Price Quantity I Amount EA 84,718.00 2,001 $9,436,00 SY $0,95 2,632 $2,500A0 SY 56.18 2,554 $15,783,721 SY $5.23 7,432 $12,719,36 SY 81.75 2,432 $4,256.00 CY $2.80 811 $2,270.80 SY 84,25 2,477 $10,527.25 SY 87.20 2,034 $14,644.80 GL $2.05 136 $278,80 SY 87.70 2,034 815,661.80 LF $10.55 1,350 $14,242.50 EA $115.00 5 $575,00 EA $115,00 6 S690.00 EA 8425.01) 4 $1,700,00 LF 81,30 1,350 $1,755.00 SY S3.70 450 S I ,665,00 LF $3.85 1,350 $5,197,50 LF $1.90 1.3501 $2,565.00 EA $1,068.00 2 $2,136.00 EA $797.00 2 $1,594,00 SY $11.00 631. $6,941,00 SY S7.95 6,364 $50,593.80 EA $330.00 4 $1,320,00 EA $280.00 2 8560.00 LF $10.00 78i 8780.00 Total Street Estimate Amount $180,393.731 Ilst Phase Total Sanitary Sewer Estimate Amount Total Watermain Estimate Amount Total Storm Sewer Estimate Amount Total Street Estimate Amount TOTAL AMOUNT Total Phase 1 Utility Amount Utility and Streets Per Lot (4; 60 Lots 'Entrance Road 1Total Sanitary Sewer Estimate Amount Total Watennain Estimate Amount Total Storm Sewer Estimate Amount Total Street Estimate Amount TOTAL AMOUNT Total Entrance Road Utility Amount IIGRAND TOTAL AMOUNT Grand Total Utility Amount Utility and Streets Per Lot @ 60 Lots S37,505.57 S310.4119.95 S.35-1,094,50 $440.534.31 81,145,295.67 $2,250,334.43 S1,1115,03S,70 S33.05320 $51./50.50 $47.484.50 $180,393,73 S312,181.93 SI31,78S.2(i S2,562,516.3611 542.708,61 MAYOR AND COUNCIL COMMUNICATION DATE: 12-1-15 REGULAR ITEM #: 11 MOTION AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: Tana Ridge Park sign Julie Fliflet Clark Schroeder Clark Schroeder SUGGESTED ORDER OF BUSINESS: Introduction of ........ ...... ......... ..... ..... ............ ...... Staff Report/Presentation 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 PUBLIC POLICY STATEMENT NO POLICY BEING SET BY THIS AGENDA ITEM SUMMARY AND ACTION REOUESTED: A few citizens offered opinions as to the placement and size of a new sign that was put up in a small park on the north end of The Fields of Lake Elmo directing fellow citizens to a connected park which is Tana Ridge Park. Council member Fliflet requested that this be brought before the council for discussion. BACKGROUND AND STAFF REPORT: This sign was part of a large resigning of all the city parks signs. These signs were approved by parks commission in April of 2014, and approved by City council on 4/23/14 hitry.1.-Www.lakeelmo.or2..'wo-content/uploals;20 I 40 I 'Citv-Council-N1 inutes-0-1-23- 1 4- Aporo ved. pd Total cost ended up being around $34,000 for the works with Parks staff installing them in all the parks. One sign costs around $2150, plus staff time to assemble and install. These signs where requested by the Parks Commission, who approved the size and design. This sign as with all park signs, are on city owned property and I do not believe the HOA was consulted as to the placement of the sign in the city park. It is not in concrete, and could be moved if that would help with the visibility issue. The attached gives current dimensions and two proposed sizes for consideration. One is to just take the current sign, and cut the bottom off and bring the "Hours' and "Ballfield, Playset, Soccer" subsigns up to minimize the overall perception for the sign. Another option is to pay for a new sign around the same price with smaller dimensions both in height and width. Another option is to move the sign to another location. RECOMMENDATION: Staff recommends that the city council direct the Parks Commission to review the placement and size of this sign titled "Tana Ridge Park". ATTACHMENT(S): Tana Ridge Park signs. Location inap.for ROW Ridge Park Sign r "nt nnnn nn TUN ( :rry LAKE ELMO AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: MAYOR AND COUNCIL COMMUNICATION DATE: 12/1/15 REGULAR ITEM #: 12 MOTION Charter and Roster for the Environmental Committee Julie Fliflet Clark Schroeder Julie Johnson SUGGESTED ORDER OF BUSINESS: Introduction of Item Staff Report/Presentation 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 PUBLIC POLICY STATEMENT ADOPTING CHARTER AND ROSTER FOR ENVIRONMNETAL COMMITTEE SUMMARY AND ACTION REOUESTED: A committee is being formed that will seek to improve the environment in Lake Elmo. This committee act as a liaison between the community, regulatory agencies, private businesses, city staff and city council. RECOMMENDATION: Staff recommends the City Council take the fikowin action / with the following motion: "Move to adopt the charter and roster for the environmental committee" ATTACHMENT(S): Environmental Committee Charter r//e u// (x' -E ElN/ Environmental Committee Operating Policies & Procedures Scope Q^Purpose: The committee will seek to improve the environment in Lake Elmo, and will act as a liaison between the community, regulatory agencies, private businesses, city staff, and city council. Committee Activities: A. The committee will advise and make recommendations tothe city council unmatters pertaining to: ° storm water run-off and storm water management * water quality improvements w wetland conservation and management ° solid waste and recycling ° air quality * ground and drinking water ~ tree preservation * energy conservation ° other environmental issues B. The committee will advise and make recommendations tothe city council onissues stemming from data released bythe following agencies: * Environmental Protection Agency (EPA)such asToxic Release Inventory Data ° Minnesota Pollution Control Agency (MPCA) * Minnesota Department ofHealth (MDH) * Minnesota Department ofNatural Resources (K4DNR) * Other Federal/State agencies addressing environmental issues C. The committee seeks to ensure Lake Elmo retains status as a Minnesota Green Step City and Tree City U5A, D. The committee will publicly recognize residential and business property owners who have demonstrated proactive initiatives tnprotect the environment and/or save energy. E. The committee will sponsor community events having an environmental focus (including those that will satisfy application criteria for a Washington County recycling grant). Meeting Schedule: The Environmental Committee will meet once per month (day and time TBD). Committee Composition: Not more than (I)City Council Members along with Lake Elmo Residents who have aninterest inenvironmental issues. Citizen members will serve by appointment ofthe City Council. Submitted: November 18,20l5 Lake Elmo Environmental Committee Roster /NieFNOet City Council Representative iMiflet,(P|akee|mo.ore 651-439'2171 4577Lily Ave 5 Mary Florence Brink New home bcertified LEcD,snergy5mr,seenStar,Indoor AirPmsand DOwZero Energy Ready Home -focus usustainable building menergy vfhhnk@ao|.com 651'779-4123 4729 Olsen Lake Trail TediCadson interested in environmental issues tcdkadsona»anai|com 651'777'6696 87]5z7thSt Wendy Griffin Natural Resource Specialist for Washington Conservation District rcndvwrifhn/@nnnm«donn 651'777'7356 l8]5Lake Elmo Ave Jim Kelly Manager in the Environmental mth Division ofrNDH iekeUv8(@comoast.n,t 651'779-4034 2902 Lisbon Ave IN E|lenNeuenfeldt interested in environmental issues es^evenfc|dn(anomnnzvm 651'2163837 2846Lisbon Ave N Dave Prince environmental lawyer idavidohocp(@RmaU.com 651-442-4314 977151st St Jill Lundgren City Council Representative j|vncivnenWakcdmo.oru 65I'261«493 8282 Hidden 8ay[x N Dave8ucheck President nfValley Branch Watershed Dbrrict dibucheck(avahoo.com 551'770'1730 2]0zLegion Ave Brett Emmons FIR, ENV SP,LEED4P bemmonsPeorimzom 651-303-200 32DVKlondike Ave N Sarah me pas interested in environmental issues samahe2000(@hotmaiioono 651'807-4123 37O4Kindred C%N Deb Krueger Tree Farm Owners and interested inenvironmental issue ndkruenc/(cDmm.onm 051-439'9186 x452Lake Elmo Ave m Jennifer Pelletier interested inenvironmental issues iennKemeUeher(»oonncast.net 651-275'1218 o884Lily Ave N Jeffmeg|e Environmental Engineering Degree ' PE, LEEoAP, REP, C[ jeffriex|e(ahcumai|.com 651'747-7865 2775Inwood Ave N U U -n crry LAKE ELN 0 AYOR & COU CILCO UNICATION DATE: December 1, 2015 CONSENT ITEM # 13 AGENDA ITEM: City Administrator Search SUBMITTED BY: Julie Johnson, City Clerk THROUGH: Julie Johnson, City Clerk REVIEWED BY: Julie Johnson, City Clerk SUGGESTEI) ORDER OF BUSINESS: Introduction of Item Report/Presentation... _ „.„ _ ...... ..Staff Questions froin Council to Staff...„.„,. ,,,,, ...... ...... Mayor Facilitates Call lin. Motion ....... Mayor & City Council Discussion Mayor & City Cowie i I Action on ..... . ..... ........... ........ .1Vlayor Facilitates POLICY RECOMMENDER: Staff FISCAL IMPACT: $450 for advertising on the ICMA website and newsletter. SUMMARY AND ACTION REQUESTED: The contract with the Interim City Administrator was signed on July 21, 2015 and is effective "until such time as a regular City Administrator is appointed, which is anticipated to be no longer than 6 (six) months." The City Council has elected to move forward at this time with a search for a permanent City Administrator. The City Clerk has been instructed to post an advertisement on the LMC and ICMA websites for recruitment of candidates. An ad is attached for Council approval that will direct candidates to the City's website for the full posting with the City Ordinance detailing the duties of the City Administrator position, A letter to candidates outlining the process is also attached with the supplemental questions that were used in the process for selecting an Interim Administrator. Once finalists are identified, the Washington County Sheriff's Office would be asked to conduct criminal background checks and the Council may choose to instruct the City Clerk or another individual to contact references and provide that information to the Council for review. -- page 1 -- City Council Meeting [Regular Agenda Item 13] December I, 201 5 A salary survey for City Administrator positions provided by the League of Minnesota Cities using data from cities with populations 25% smaller and 25% larger than Lake Elmo was used to arrive at a suggested salary range of $100,000 to $105,000. It is likely that this process will extend past the six month time frame stated in the Interim Administrator's contract. Mr. Schroeder has indicated his willingness to continue in his current capacity as Interim Administrator for the City until such time as a permanent Administrator is hired. Therefore, the position posting has been drafted with a 30 time frame for applicants to apply. 30 days is a typical response time for a position at this level, and with the upcoming holiday season, it is advisable to allow sufficient time for applicants to respond. BACKGROUND INFORMATION: At the November 17, 2015 City Council meeting, the City Council directed the City Clerk to post the position opening for City Administrator on the LMC and ICMA websites. Additionally, the City Council directed staff to use a professional firm for conducting background checks on the candidates. RECOMMENDATION: Authorize City Clerk to post the attached advertisement for a City Administrator; and discuss the process and timeline to be used for screening applicants for interviews and hiring. "Motion to authorize the City Clerk to post the position on the LMC and ICMA websites with a salary range of $100,000 - $105,000 and a closing date of Janumy 4, 2016 for applications. Attachments: City Administrator Job Posting City Administrator Ordinance Letter to Applicants Consent for Release of Information -- page 2 -- T1 I crry oF LAKE ELMO Job Title: City Administrator Open: December 2, 2015 Close: January 4, 2016 Salary: $100,00 - $105,000 per year City: Lake Elmo The City of Lake Elmo is seeking applicants for the full-time, exempt position of City Administrator with an annual starting salary of $l 00,00 - $105,000. Position is responsible for supervision and management of all departments within the City of Lake Elmo through proper administration of City policies. Minimum qualifications: Bachelor's Degree, with a Master's Degree preferred, and experience in a senior management position. Desirable qualifications: experience in financial management, human resources, economic development, growth planning, governance, and conununity involvement. Please go to www.lakeehno.org, for additional information and full job posting. Closing Date: January 4, 2016 Send cover letter, resume, city application and references to: City of Lake Elmo Julie Johnson, City Clerk 3800 Laverne Avenue North Lake Elmo, MN 55042 iiohnson(ii)lakeelmo.orti 3800 Laverne Avenue North • Lake Ehno • Minnesota 55042 Phone: (651) 747-3900 • Fax: (651) 747-3901 • www.lakeelmo.org LAKE ELMO Dear Applicant: Thank you for your interest in applying for the position of City Administrator for the City of Lake Elmo, MN. Please find below additional information on the selection process/timeline, as well as a checklist of infonnation requested for your continued consideration for this position. Selection Process/Timeline - The City Council of the City of Lake Elmo, MN will meet in early January, 2016 to review applications received from candidates interested in the position of Lake Elmo City Administrator. It is anticipated that the City Council will determine expectations for a start date, salary, and duties, as well as undertake one of the following courses of actions: Select one or more candidates as Finalist(s) for the position of City Administrator and direct appropriate reference and employment checks, as well as possible interviews; or Proceed in another direction with respect to addressing the soon -to -be vacant position of City Administrator. Applicant Information - In preparation for the deliberations of the Lake Elmo City Council, and cognizant of the short turn around for this application, we are requesting your submission of the following infonnation in order to be considered for the position of City Administrator: A current Resume or Employment History Li A short Letter of Introduction or Statement of interest Li Response to the following infonnation requests (may be included in the Letter): o Date of availability o Salary or salary range expectation (monthly) o Minimum or maximum contract duration o Other contract considerations (authorization for flexible appointment, outside employment, etc.) El Written answers to the Suppleinental Questions ri Contact information for three (3) professional References [note - References and Employers will not be contacted until after you have been selected as a Finalist and have authorized the City to proceed] A signed Applicant Consent Form. Please deliver or submit the requested information postmarked by 5:00 pm Monday, January 4, 2016 to the Lake Elmo City Clerk, Julie Johnson. You may also email your application materials to iiolinson(iilakeelino.org I have also attached for your infonnation the current City Code language for the Position of City Administrator. Thank you again for your interest in the position of City Administrator. Sincerely, Julie Johnson City Clerk City of Lake Elmo 3800 Laverne Avenue North • Lake Ehno • Minneota 55042 Phone: (651) 747-3900 • Fax: (651) 747-3901 • www1akeelmo.org CIT• OF LAKE ELMO LAKE ELMO CITY SUPPLEMENTAL,QUNS Please include responses to these questions in your letter of interest. I What interests you in the position of City Administrator with the City of Lake Elmo? 2 How would you approach the role of City Administrator? 3 What experience have you had with conflict management, and how would you handle the conflict that is currently prevalent in Lake Elmo? 4. Please describe your leadership and management style. 3800 Laverne Avenue North • Lake Elmo • Minnesota 55042 Phone: (651) 747-3900 • Fax: (651) 747-39(11 • www.lakeelmo.org TI crry or , (please print name) LAKE ELMO RELEASE AUTHORIZATION: APPLICANT , hereby authorize verification of any information contained in the Application for Employment and/or supplemental materials I have submitted in consideration for the position of City Administrator, as may be needed to be considered for employment. I do, hereby authorize / do not authorize (circle one) public release of my name by the City of Lake Elrno as an applicant for the position of City Administrator, and release the City of Lake Elmo from any and all liability or claims for damage that may result from such. Applicant's Signature Date 3800 Laverne Avenue North • Lake Elrno • Minnesota 55042 1)hone: (651) 747-3900 • Fax: (651) 747-3901 • www.lakeelmomrg Lake Elmo, MN Code of Ordinances CITY ADMINISTRATOR § 31.25 APPOINTMENT. (A) The office and position of City Administrator is continued within the city. (B) The City Administrator shall be appointed by the Council and shall serve for an indefinite term. The City Administrator shall be chosen on the basis of executive and administrative qualifications, and shall have experience and knowledge in the area of government or business administration. (1997 Code, § 200.02) § 31.26 CONTRACT. The city may enter into an employment agreement as it deems necessary to further the purposes of this section. (1997 Code, § 200.02) § 31.27 PRIMARY OBJECTIVE OF POSITION. The Administrator shall be the chief administrative officer for the city and shall: (A) Plan and direct the administration of city functions as delegated by the Council to ensure efficient municipal services and lopment in line with Council objectives, city ordinances, and state law; (B) Advise the Council regarding the impact of policy decisions and to represent the interest of the city in manners before other governmental agencies as delegated by the Council; (C) Supervise and manage the administration of all departments within the city. Operate with considerable discretion in normal administration functions and in implementing policies of the Council. Responsible for effectively recommending policies, employee staffing, budgets, code modifications, and public communications where Council action is required; and (D) Advise Council in matters concerning planning, including but not limited to zoning, platting. variances, shoreline permitting. conditional use permits, and subdivisions. (1997 Code, § 200,02) § 31.28 MAJOR AREAS OF ACCOUNTABILITY AND RESPONSIBILITY. (A) Serves as chief administrative officer of the city, and is responsible to the Council for the proper administration of all the policies of the city; (B) Knows and understands the code and its proper application to specific issues and sees that all laws and ordinances are fully and properly enforced: (C) Supervises and manages the administration of all departments, offices, and divisions of the city except as otherwise provided by law and carried out any other responsibilities placed under Administrator's jurisdiction by ordinance or by subsequent Council action; Recommends from time to time the adoption of the measures as may be deemed necessary or expedient for health, safety, and w,,Lare of the community or for the improvement of the administration; (E) Works with city commissions coordinating their activities with elected city officials and presenting commission recommendations to the Council; (F) Stays abreast oFdevelopments iothe public administrative field and cooperates with governmental units and oil matters n[ mutual interest; (G) Supervises and manages the conduct of local elections in accordance with the procribcdlavvuundn:gulaiioox� (H) Relieves the Council members n[usmuch adniilistmdvcdciull,inquiry, undthe|ikcuopmsoibleoothovooaydevntemore/' their time to the policy -making responsibilities oftheir poxitkm� (|) Coordinates the work o[the ci consulting engineer; and (]) Performs the other duties uxmay bc required by the Council. (lV97Code, § 200.02) § 3t.29 PERSONNEL. (\) Acts as personnel officer, and is responsible for implementation of city personnel policies with the authority to effectively recommend employment, discipline, or removal of city employees for Council action; (B) Develops and issues all administrative rules, regulations, and procedures necessary to ensure the proper functioning of all city departments, offices, and divisions as permitted by law and Council approval-, and (C) Prepares and updates job descriptions for all ciryemployees and conducts job performance reviews with employees every months. Reviews all department requests for overtime hours and accepts orrejects thew huxcd oil needs and budget constraints. Reviews employee time cards onuregular basis. 83X.}0BUDGET. (A) Supervises and manages the preparation of, and submits, ail annual budget to the Council prior to September |, and keeps the Council advised ofthe financial condition of the individual departments making recommendations uomay, from time to time, be determined desirable and necessary; (8) Supervises and manages the effective utilization o[oi1yassets and recommends additions or changes to the Council; (C) Ensures effective management o[financial assets. Works with the City Finance Director toensure favorable investment of uvoUuhle funds, effective and proper accounting practices, appropriate insurance coverage, and effective 5ounciu|p\unning� (D) Keeps the Council advised ostothe future needs of the city and makes recommendations to the Council ioa 5-year Capital Improvement Pro��on�rcv�w�daodupda�rdu/onua|�and (E)Maintains familiarity with alternate and supplemental Sources ofrevenue, including federal and xto|c aids, loans, grants, and other sources of revenue, and submits recommendations to the Council for actions necessary to take advantage Of the Sources. (1997Code, 0 20002) (/\) The Administrator attends and participates indiscussion o\all meetings ofthe Council and other official city bodies; also represents the city at all official urxemi-nfficia| functions as may be directed by the Council-, coordinates meetings and ncp,cocoto the Council asdirected vvbhother governoiecKa\agencies and associations. The Administrator isresponsible for public notification o[aU regular and special meetings of the Council and is responsible for agenda preparation and Council meeting procedures. The Administrator is responsible for nmbDcuiinn o<'pubUc hearings. (D) The Administrator works closely n/khthe Council, including performing research on agenda items and other Council requests, oKcndhnp-meetin@s to report oil city affairs and problems, presenting recommendations concerning policies and objectives as well as specific actions, participating in discussions as appropriate of all significant matters. Presents all items which required Council action (C) The Administrator prepares agendas for Council meetings and provides supporting data. (1997 Code, § 200.02) 32 PURCHASING. The Administrator supervises all purchases made by the city in accordance with a Council -approved purchasing policy and shall enter into contracts for previously budgeted and Council -approved purchases. The Administrator shall supervise the solicitation of sealed bids, including public notices, on all purchases when required to do so by state law or the city's purchasing policy. (1997 Code, § 200.02) § 31.33 USUAL AND UNUSUAL WORKING CONDITIONS. The Administrator shall: (A) Work a 40-hour week or equivalent; (B) Attend Council meetings in evenings; and (C) Attend any other evening meetings as needed. (1997 Code, § 200.02) § 31.34 EXAMPLES OF PERFORMANCE CRITERIA. The performance criteria of the City Administrator shall include, but not be limited to, the following: ,) Policies and programs of the city are readily understood and administered by city personnel; (B) Department heads reporting are consistently performing at a maximum level of productivity in carrying out the policies of the Council and the City Administrator; (C) Clear and effective communication lines are consistently maintained throughout city organization; and/or (D) The city consistently maintains a positive and high reputation for service among the citizens. (1997 Code, § 200.02) (ATV OF jAKE 1-7,1 1M0 MAYOR AND COUNCIL COMMUNICATION DATE: 12/1/15 REGULAR ITEM #: MOTION AGENDA ITEM: RFP for City of Lake Elmo Legal Services SUBMITTED BY: THROUGH: REVIEWED BY: Jill Lundgren Clark Schroeder Clark Schroeder SUGGESTED ORDER OF BUSINESS: 11+ Introduction of Item ......... . ..... ......... . ..... ..........................Staff Report/Presentation ........ ..... ........... ..... ........ .......... ................ S taff - 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 PUBLIC POLICY STATEMENT POLICY BEING SET IS REQUEST OF RFP FOR LEGAL SERVICES SUMMARY AND ACTION REQUESTED: Council Meinber Lundgren requested agenda item "RFP for legal services for the city" BACKGROUND AND STAFF REPORT: Staff has obtained a template of a RFP for city legal services. If Council so directs staff, they will till it out, send it out, and advertise for city legal services. If city council votes to solicit RFP's, staff would send out and advertise on December 2-3rd, RFP's would be due on the 14th, council review on the 15th, interviews the 21m -- 301h, and appointment of City Attorney on 1/5/16. RECOMMENDATION: Staff have 710 recommendation pertaining to this agenda item. ATTACHMENT(S): RFP legal services City of Lake Elmo MN Request for Proposals for Legal Services 1. PURPOSE The City of Lake Elmo is requesting proposals for legal services from firms experienced in municipal law and representation of municipal clients. Firms may choose to be considered for either or both of the following services: • City Attorney • Prosecuting Attorney 11. BACKGROUND The City of Lake Elmo is located in Washington County. Growth and development for the City is projected over the next several years based on recent approvals to the City's Comprehensive Plan that permits the introduction of municipal services for a portion of the community. The current population is approximately 8,200. The City operates under a statutory form of goverrunent consisting of a four member City Council and a Mayor. The City Council is responsible for adopting the City's budget and tax levy, adopting resolutions and ordinances, all hiring and firing decisions, policy making, development and growth planning, and overall direction of the City. In addition to providing general government services, the City offers a full range of other services including fire protection, building and other safety inspections, planning and zoning, parks, street maintenance, snow removal, infrastructure maintenance and repair, and others. The City provides limited municipal water and sewer services that will be expanded in the corning years. III. PROCESS The City will use the following process for selecting Legal Service Providers: 1. The City Council will select the firm or firms it believes would best meet the City's needs. 2. Pending a mutually agreeable contract arrangement, the City Council will appoint the firm or firms selected to provide the services indicated. IV. GENERAL INSTRUCTIONS A. Responses must provide complete information as described in this request. Ten 7 copies shall be submitted no later than 3:00 PM on December I 4th 2015 Please forward proposals to: City Administrator City of Lake Elmo 3800 Laverne Ave N. Lake Elmo, MN 55042 B. To ensure fairness and unifon-nity, firms submitting responses are requested to not contact City staff or City Council members. Written questions about this RFP may be sent by e-mail to cschroeder@lakeelmo.org prior to the submission deadline. Responses will be shared with all interested responders to the RFP. C. The City will not reimburse any expenses incurred by the fin-n submitting a response including, but not limited to, expenses associated with the preparation and submission of the response and/or attendance at interviews. D. The City reserves the right to reject any and all proposals, to request additional information from any and all Proposers and to suggest modifications to the ten-ns and conditions of an agreement from that offered by a Proposer. V. REQUIRED CONTENTS OF RESPONSE A. Fin-ns shall indicate which of the two legal services (City Attorney and/or Prosecuting Attorney) for which they wish to be considered. All proposals, one for City Attorney Services and one for City Prosecution Services shall not exceed 20 pages in length and provide, at a minimum, details for the following. B. Firm Background: 1. Brief histoiy of finn including nature of the firm's practice. 2. Number of attorneys, including number of partners and associates and areas of specialty. 3. Provide the overall capabilities, qualifications, training, and areas of expertise for each of the principals, partners, and associates of the law finn including the length of employment for each person and his/her area of specialization. 4. Support personnel including number and expertise. 5. Office organization and support capabilities. 6. Office locations(s). 7. Current use of technology, especially capability for computerized legal research and for sharing and editing documents electronically. 8. Statements of any malpractice claims and/or ethics complaints taken against your firm or finn's attoniey(s) over the last five years and the status or outcomes of such action. Indicate whether any action is pending or is currently under review by the State Ethics Board. 9. Statement of 2014 billings for municipal work as a percentage of total 2014 billings. 10. Describe malpractice insurance coverage: carrier, limits, and exemptions. 1 1 . Statement of compliance with federal and state laws respecting civil rights. C. Attorney Qualifications: I. Identify the specific attorney who will serve as the lead attorney for each of the legal services you have expressed interest in providing, and indicate the following: • Academic training and degrees • Year admitted to the Minnesota Bar Association and License Number • Description of background and experience • Description of prior municipal experience including cities served in a similar capacity • List of litigation in communities where designated attorney served as lead attorney and outcomes of litigation • Professional affiliations 2. Identify attorney who will serve in the lead attorney's absence, and provide information as requested in No. 1 above. 3. Identify other attorneys and support staff who will supply services for which the City will be charged. 4. Indicate current responsibilities of person designated to serve as lead attorney. D. List cities you currently represent and the type of service provided. E. List cities you began representing in the last three years and cities you stopped representing in the last three years. F. Names, telephone numbers, and contact person of at least five (5) client references, at least two (2) of which shall be cities. G. Describe the firm's view of their responsibilities to the City in the providing of legal services. H. Copy of Malpractice/liability Insurance Certificate in a minimum amount of $1,500,000. I. Conflict of Interest: 1. Indicate whether designated lead attorneys or the law tine represent, or have represented, any client whose representation may conflict with your ability to provide legal services to the City. 2. Indicate whether designated lead attorneys or the law firm currently represent any real estate developers. If so, please identify those companies or persons in detail and provide a percentage breakdown of how much this work represents of your firm's total billings. 3. Identify what procedures your firm utilizes to identify and resolve conflicts of interest. J. City/City Attorney Relationship: 1. Describe how you would structure the working relationship between the City Attorney and the City Council, City Administrator, Department Heads, and other staff members. 2. Define the standard time frames for response by the City Attorney to direction and/or inquiry from the City Council or City Administrator. 3. Describe the systems or mechanisms that would be established for monthly reporting of the status of projects, requests, and litigation. K. Fees: I. City Attorney -firms desiring to be considered for City Attorney services may indicate a monthly retainer amount (if appropriate) and describe specific services to be included within the retainer and any services that would be outside the retainer (refer to the list of services in Section VI.) For services outside the retainer, indicate the hourly rate for City Attorney and other attorneys and support staff that may be working on City business. Alternatively, finns may propose hourly rates for all services. 2. City Prosecutor -firms interested in providing City Prosecutor services may indicate a monthly retainer amount and describe specific services to be included within the retainer and provide an hourly rate for the lead attorney and hourly rates for other attorneys and staff that may be working on non -retainer City business. Alternatively, firms may propose hourly rates for all services. 3. The City is open to exploring alternative fee arrangements other than the retainer or hourly rate. Indicate any alternate billing arrangements you would be willing to consider and under what circumstances they would be most appropriate. 4. Firms shall indicate all other costs and reimbursable expenses including travel (per mile), telephone, printing, photocopying, etc. 5. Finns shall indicate the minimum increment of time billed for each service including phone calls, correspondence, and personal conferences. 6. The City of Lake Elmo requests monthly billing statements which: • Itemize the date of services • Identify the personnel providing the services • List the time spent • Provide a detailed description of the services performed • State the fees for those services • Organize billing on the basis of activity and City contact • For activities that span multiple billing periods, a project -to -date summary is requested • Summarize monthly and annual costs by type of activity VI. LEGAL SERVICES REQUIREMENTS Following are the primary responsibilities for each of the two legal service areas. While this list is an attempt to identify the major areas of representation, it is not intended to be an all encompassing list. City Attorney: 1. Attend City Council meetings and other City Board, Authority, Commission or Committee meetings as requested by the City Council or City Administrator. 2. Draft and/or review ordinances, resolutions, and correspondence, as requested. Review City Council agendas and meeting minutes as requested. 3. Advise and/or prepare legal opinions to the Mayor arid Council members as requested or directed by the City Council and/or City Administrator. 4. Prepare and/or review municipal contracts, such as contracts for public improvements, joint powers of agreements, construction, and purchase of equipment. 5. Represent City in matters related to the enforcement of City building and zoning codes. 6. Provide legal briefings as requested to City Council and/or City Administrator regarding new or proposed legislation or judicial decisions affecting municipal operations and activities. 7. Provide advice on open meeting law, data practice, records retention and privacy issues. 8. Defend City in litigation (except in those cases where insurance companies are required to provide defense) including, but not limited to, 1) human rights claims; 2) condemnation; 3) pen -nits and administrative actions; and 4) labor and employment matters. 9. Defend City in uninsured claims and other insurance rnatters. 10. In coordination with Bond Counsel, review of financing, special assessments, bonds and insurance requirements required by or for City contracts or activities. 11. Represent City in the acquisition of properties for public improvements, easements, and parks. 12. Represent City in condemnation proceedings for public improvement projects. 13. Initiate litigation on behalf of City as directed by the City Council, 14. Interpret and advise regarding State land use statutes and City Code. 15, Interpret and advise regarding impact fees and legal uses. 16. Advise and represent the City on environmental matters. 17. Prepare and/or review the following: a. Conditional Use Permits and Documentation b. Vacation of Rights -of -Way e. Special Assessments d. Planned Unit Developments e. Development Agreements f. Subdivision and Zoning Requests 18. The firm shall not subcontract out or assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the City. Prosecuting, Attorney: 1. Represent and prosecute all criminal law matters within the City's jurisdiction, included but not limited to, scheduling, coordinating deputy appearances, reviewing all criminal cases presented for purposes of prosecution, determine technical compliance with criminal code and other state statutes, writing complaints, making recommendations to the Court for alternatives to prosecution where appropriate, act as a resource to the Sheriff's Department in the development of criminal cases, and provide training sessions for enforcement staff as needed. 2. Timely pursuit of disposition of criminal cases in advance of actual Court cases to avoid unnecessary officer court time. 3. Aggressively seek restitution to the City for all relevant costs of prosecution. VI I. ANTICIPATED TIMELINE Following is the anticipated schedule the City Council expects to utilize for the review and selection of a City Attorney and Prosecuting Attorney. This is a tentative schedule and is subject to change, 1. Starting 12/2/15 Distribute RFP 2. 12/14/15 Deadline for receipts of RFP 3. 12/15/15 Review proposals and make arrangements for interviews. 4. 12/21-12/30 Interviews 5. 1/5/16 To City Council for appointment TI cm. )17 L\XE ELMO AYOR & COUNCIL CO UNICATION DATE: 12/1/15 REGULAR ITEM # 15 AGENDA ITEM: Arts Center Repairs SUBMITTED BY: Clark Schroeder, Interim City Administrator THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Clark Schroeder, Interim 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 :RKomMENDER.: Interim City Administrator FISCAL IMPACT: $25,000 to $35,000 SUMMARY AND ACTION REOUESTED: The building was inspected by our Building Official, Fire Chief, Parks Chairperson, and Electrical inspector. Their report is attached to this packet. I will highlight that if this building is going to be used as a public facility we should develop a budget to fix it up and bring it into compliance. In talking to Rick Chase Building Official, he said there are a number of different considerations to consider when considering uses for this building. According to the City Engineer, the building is not planned for a service stub for sewer connection. A visual inspection of the electrical system highlights repairs would be necessary to bring up to current code. Furnace should be inspected/maintained before winter. Structural supports and repairs to the foundation should be done. The attachment lists a number of different areas which need to be addressed if the public is going to utilize this building. His guess without looking into it is that it would take S25k to $35k to bring the building into compliance. The city could direct staff to obtain firmer estimates on repairs in order to help guide their decision. If the city council wishes -- page 1 -- City Council Meeting [Regular Agencla Item 15] December 1, 2015 to create and maintain a community center repairs/maintenance/bu developed to create a safe compliant space. e contractors need to be RECOMMENDATION: Direct staff to obtain firm estimates on repairs for the Arts Building, and hire out maintenance of the building. -- page 2 -- To: Clark Schroeder Scope: Building evaluation Address: 3585 Laverne Ave N (Arts Building) Date: September,2015 City Staff was tasked with evaluating the Lake Elmo Arts Building, the comment below only relate to visual observations made on site. The following comments are provided as a result of site visits by the Electrical Inspector, Fire Chief, Building Official and the Parks Chairman Shane Weis. Well The facility iscurrently served byCity water, hisstaff recommendation toverify the prior well system for this site be evaluated to ensure the well was sealed in accordance with the Minnesota well code. According to the Minnesota Department of health there is no well sealing record onfile, although there isawell disclosure certificate onfile. See the attached well disclosure certificate. The structure bcurrently served byanexisting septic system, itisrecommended bystaff the current septic system be evaluated by a qualified technician in order to determine compliance with Department of Health regulations in accordance with the intended use. Please note according toEngineering the current downtown project does not include aservice stub tothis Electrical A visual observation was completed by the Contract Electrical inspector of the dwelling area, 1. Install the weather proof box by the rear entrance of the structure. Z. Repair/replace per code the exposed wine connection in the basement by the water softener, 3. Lighting inhallways upstairs correct per code, 4� Exposed wiring |ndetached garage. Due to some of the existing wiring methods and code requirements it is also recommended all future electrical work bedone under the required permits. Dwelling plumbing recommendations: 1. Water leak- Kitchen sink. 2, Exterior garden hoses- Disconnect prior to winter. Dwelling mechanical recommendations: l. Furnace- replace dirty filter. l Have start uptest/cleaning completed onfurnace. Foundation/structural: I. [MUcracking'Visua|obsenmtionof[K4UcracNn8,aneporthnmadesignprofeoiona| with special knowledge should becompleted todetermine the suitable nature ofthe foundation. 2. Main floor area- over addition (crawl space) has noticeable settling/shifting of main floor a design professional with special knowledge can determine suitability of this area. 3. Exposed sump- pit located \nold well room, the discharge pipe of this system requires repair, and also the discharge location on the exterior should be located to discharge away from the foundation unthe exterior. 4� There isnoticeable dampness inthe basement area. 5. Structural column- Basement observed a high percentage of decay. Required to replace. 6. Floor joist- Notching offloor joist in basement required to be repaired. Dwelling exterior recommendations: l. Roof gutters- Area in gutters growing vegetation. 2. Siding- areas of decay. 3. Window frames- areas of decay. 4. Firep|ace'|fpnnposedtobe)nuseadeaning,andopp|\cab|ecodesstandordsshou|dbe applied. (spark arrestor) Dwelling interior: 1. Mold- visual areas observed, 3. Smoke detection- Not operational 4. Windows- The majority ofwindows are painted shut, to assist in emergency egress these are required tobeoperational. S. Storage- Material stored in front of windows 2""floor. & Storage- Items stored instair landing to basement. 7. Lead based paint- May bepresent insome areas. *The attic area isnot included inthis evaluation due toaccess.*Access toone room upstairs not available, Existing fire alarm system&exit iUumina¢ion/smnage. 1. Verify system is operational as installed with qualified installer. It appears the last test date was completed in 2010. 2. Emergency lighting and exit dgnagenot operational, (3each). Detached garage: I. Overhead garage door- not operational. 2. Penetrations- Exterior wall penetrations seal. 3. Exterior walls- Areas ofdecay oncorners, wall, and fascia. At the time of this evaluation access to the interior of the garage was not available. 4. Bottom cord uftruss damaged and deflecting. Landscape: 1. Overgrowth of vegetation in some areas are negatively impacting the durability on the exterior ofthe structure. Deck 1. Visual observation of decking and guard from top side appear to be in serviceable condition. The structural components underside were not accessible for inspection. 2. There isnoticeable areas ofdeflection ofthe joist system from top side. tfi or' DATE: REGULAR ITEM # ot December 1, 2015 17 AGENDA ITEM: Cost of Service Study for Water and Sanitary Sewer Utilities — Approve Authorization for TKDA. SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS: Introduction of Item City Staff Report/Presentation..... . . . 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: Administration/Finance/Engineering. FISCAL IMPACT: $13,900 to be funded 50% through the Water Enterprise Fund and 50% through the Sanitary Sewer Enterprise Fund. SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to approve the Cost of Service Study for the Water and Sanitary Sewer Utilities Task Order with TDKA. The recommended motion for the action is as follows: "Move to approve the Cost of Service Study for the Water and Sanitary Sewer Utilities Task Order with TDKA in an amount not to exceed S13,900. LEGISLATIVE H1STORY/BACKGROUND INFORMATION: City staff is preparing to conduct a review of the City's water and sanitary sewer operational rates and charges, the Water Availability (WAC) and Connections Charges, and Sanitary Sewer Availability (SAC) -- page City Council Meeting [Regular Agenda Item 17] December 1, 2015 and Connection Charges to ensure an adequate user charge system is in place to fund the utility operations and capital projects. Staff intends to approach this review by retaining the assistance of an experienced utility manager to prepare a Cost of Service Study for water and sanitary sewer utilities. In particular, the goal of the study will be to better understand the cost of service for each utility so that rates and charges can be confidently developed to best meet the Utility's funding requirements, addressing conservation, and that are fair and equitable. The work includes a review of the City's water and sanitary sewer operational costs, capital costs, and depreciation costs projected for 2016-2025. The report findings may then be used for the purpose of evaluating alternative rates and charges. RECOMMENDATION: Staff is recommending that the City Council approve the Cost of Service Study for the Water and Sanitary Sewer Utilities Task Order with TDKA. The recommended motion for the action is as follows: "Move to approve the Cost of Set -vice Study Pr the Water and Sanitary Sewer Utilities Tusk Order with TDKA in an amount not to exceed $13,900." ATTACHMENT(S): 1. None. -- page 2 -- I : 1\1 :\ I ( AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: r t-r.rirr crrt Single Fire Station Concept Greg Malmquist, Fire Chief Public Safety Committee Interim Administrator ,11 DATE: December 1, 2015 CONSENT ITEM #18 MOTION SUGGESTED ORDER OF BUSINESS: Introduction of Item ............... ...... ........ ........ City Administrator Report/Presentation............................... ...... Fire Chief Questions from Council to Staff ........ ...... Mayor Facilitates Call for Motion ........ ......... . ...... Mayor & City Council Discussion.......... ......... ......... ....... ............ Mayor & City Council Action on Motion...................... ......... ..................................... Mayor Facilitates POLICY RECCOMENDER: Fire Department/Public Safety Committee FISCAL IMPACT: The purchase of land for either one or two future fire station locations. SUMMARY AND ACTION REOUESTED: Review additional information requested at workshop to determine future staffing/fleet/facilities direction for the fire department, identify and secure land while available. LEGISLATIVE HISTORY: At the October 13, 2015 Council Workshop, a presentation on "Public Safety, Staffing and Facilities" was given. The infoimation presented was the result of extensive research and discussion conducted by the Public Safety Committee and the officers of the fire department. The information focused on identifying future staffing, equipment and facility needs for the fire department, (see attachment). The 'Public Safety Committee was looking for direction from Council for future planning, with the question of following the current Paid on Call (POC), multiple stations model or moving toward a one station with 24/7 staffing needing additional clarification. -- page City Council Meeting [Consent Agenda Item #I8) December 1, 2015 Information presented addressed the results of the 2004 and 2011 fire studies which were both based on POC staffing. Studies concluded current stations should be relocated and "Are not adaptable to future expansion". Analysis of various options and how other communities have addressed this issue. I would also like to highlight the recruitment efforts pursued over the years to deal with our inability to fully staff The Public Safety Committee spent considerable time brainstorming and addressing this national/regional/local issue and came up with a pretty thorough list, (see attached). In addition to following up on these recommendations, FD staff went even further by attending training at regional and national levels and networking with local FD's, yet we continue to have a very low success rate. At the conclusion of the presentation, Council requested additional information/numbers related to the comparison of 1 vs 2 stations. Chief Malinquist conducted additional research, met with Eagan Fire Chief Mike Scott and had follow up conversation with Chief Officers of Maplewood FD regarding closing of fire stations and operating costs. See attached spreadsheet. Finance Director Cathy Bendel provided the operating cost information on the comparison spreadsheet. BACKGROUND INFORMATION (SWOT): Strengths Ensure adequate staffing, long range cost savings (potentially over $3mil.), meet future response needs of community. Weaknesses Increasing land costs. Initial investment in facility. Delaying decision until FD reaches critical stalling point and delivery of service is impacted. Opportunities Identify and secure site while still available. Learn from other communities. Possibly partner with Washington County Sheriff's Department and Lakeview EMS in combined Public Safety Facility. Threats Inability to staff by committing to failing Paid on Call system. RECOMMENDATION: The Public Safety Committee and the Officers of the Lake Elmo Fire Department recommend moving to the one centralized fire station model, identify and secure an appropriate site for a future fire station/public safety facility. ATTACHMENTS: • Station Comparison spreadsheet • Council Workshop PowerPoint presentation • Recruitment highlight slides • CIP Fleet replacement comparison, 1 vs 2 stations -- page 2 -- BUILDING OPERATING COSTS Electric Gas Phone Water Sewer Insurance Garbage Bldg Maintenance EXISTING Station #1 STATIONS UPGRADES and REPAIRS NEW CONSTRUCTION Station #2 SUB -TOTAL STATION COMPARISION 2 STATION MODEL (Volunteer/Paid on Call) COSTS $12600.00 $3,700.00 N/A N/A $7,000.00 $2,900.00 $6,200.00 $32,400.00 $98,000.00 $110,000 00 SUB -TOTAL $208,000.00 Land -Sub Station, (2.5 acres) Land -Main Station, (5 acres) Sub Station, (10,000 sq. ft.) Main Station, (20,000 sq. ft.) Wages Social Security PERSONNEL Medicare Work Comp ER Pera FLEET Replacement Maintenance, (Annual) $62,500.00 $125,000.00 $2,350,000.00 $4,700,000.00 SUB -TOTAL $7,237,500.00 1 STATION MODEL (PT Shift Staffing) NOTES COSTS NOTES 'Annual Costs Stat i$S,O0O, Stat 2-$7,600 Annual Costs Stet 1-$1,400, Stat 2-$2,300 Annual Costs Stat 1-$2,400, Stat 2-$500 'Chief Malmquist has reached out to both Maplewood FD and Eagan FD for information regarding cost savings of old stations vs new energy efficient buidings. Both depts. Have or will close old stations and construct new centralized facilities. Information has not been recieved as of this time. Both Chiefs verbalized that significant savings were experienced. Replace Roof, ADA Compliance, New Electrical Service, Back up Generator, Kitchen Updates, Fire Sprinkler System. These are basic items identified in the 2011 Fire Study, Building will not allow for most improvements. Based on 2011 Shared Services Study, Would still need to build new station to meet long term needs. Replace Roof, ADA Compliance, Back up Generator, Fire Sprinkler System, Parking Lot. These are basic items identified in the 2011 Fire Study. Building will not allow for most improvements. Based on 2011 Shared Services Study. Would still need to build new station to meet lone term needs. ,000.00/acre. Average tax assessed value $25,000,00/acre. Average tax assessed value $235/sq. ft, based on average of Stw. And Bayport $235/sq. ft. based on average of Stw. And Bayport SUB-TOTA $112,752.20 $6,990.62 $1,634.91 $14,000.00 N/A ;,377.73 Based on 5 yr. average, and approx. 22 FF's 6.27% 1.45% Fuel, (Annual) Insurance $3,115,000.00 Based on current CIP, see attached $19,085,00 Based on 5 yr. average $14,309.53 Based on 5 yr. average $9,440.56 Based on 5 yr, average SUB -TOTAL $3,157,835.09 TOTAL $10,771,112.82 N/A $125,000.00 $25,000.00/acre. Average tax assessed value N/A $4,700,000.00 $235/sq. ft, based on average of Stw. And Bayport $4,700,000.00 5307,673.60 $19,075.76 $4,460.27 $2,246.09 $49,843.12 $383,298.84 $2,105,000.00 $14,285.14 $10,016.67 $6,608.39 $2,135,910.20 $7,219,209.04 Based on projections, see attached Based on projections, see attached Based on projections, see attached Based on projections, see attached Based on projections, see attached Based on current CIP, see attached Based on 5 yr. average and assumption of eliminating Engine, Utility and Tender. Based on 5 yr. average and assumption of eliminating Engine, Utility and Tender. Based on 5 yr. average and assumption of eliminating Engine, Utility and Tender. VEHICLE YEAR PRCHSD L1 LADDER/ 2015 ENGINE E2 ENGINE 1990 T1 TENDER 1987 - El ENGINE 1997 T2 TENDER/ 2007 ENGINE U2 B1 B2 CV1 CV2 Boat Ranger 100' Platform! Ladder 1994 2001 2004 2015 2006 (purch„ used in 2010) 2007 2009 T RECOMMENDED REPLACEMENT REPLACE WITH T L T T ESTIMATED REPLACEMENT COST 2035 ENGINE W/78'LADDER $800,000 2016 2018 2021 2027 2019+ 2021+ 2024 2020 2017 Rescue/Engine, multi- purpose vehicle Single axle Tender Engine Current similar Utility Truck Pick up Pick up w/skid unit Tahoe Tahoe Current similar Current similar RECOMMENDED REPLACEMENT STATION CYCLE 20 yrs $550,000 20 yrs $450,000 20 yrs $500,000 20 yrs $550,000 20 yrs $60,000 10 yrs $40,000 10 yrs $75,000 10 yrs $45,000 5 yrs $45,000 5 yrs $1 million + TOTAL $3,115,000 As needed As needed South South South North North North South North N/A N/A North South South NOTES Moved to "Reserve" role in 2014 to prolong life. Water tank was redone in 2004 to extend life. Refurbished/repainted in 2007. Sept. 2011, all lighting converted to LED to correct electrical issues and extend life. Pump rebuilt in 2013. As needed 5 YEAR REPLACEMENT 5 YEAR REPLACEMENT As needed As needed The purchase/need of this truck will be driven by future development. VEHICLE FL T YEAR RECOMMENDED PRCHSD REPLACEMENT Ll LADDER/ ENGINE 2015 E2 ENGINE 1990 El ENGINE 1997 1987 2007 REPLACE WITH L I TAT ESTIMATED RECOMMENDED REPLACEMENT REPLACEMENT COST CYCLE 2035 ENGINE W/78'LADDER $800,000 2016 2021 2018 2027 U2 1994 2019+ B1 B2 2001 2004 CV1 2015 CV2 2006 (purch., used in 2010) Boat 2007 Ranger 2009 100' Platform/ Ladder Revised 10/19/2015 2021+ 2024 2020 2017 Rescue/Engine, multi- purpose vehicle Engine Single axle Tender Current similar Utility Truck Pick up Pick up w/skid unit Tahoe Tahoe Current similar Current similar $550,000 $550,000 $40,000 $75,000 $45,000 $45,000 $1 million + TOTAL, (LESS T1 & U2) $2,105,000 20 yrs 20 yrs 20 yrs 20 yrs 20 yrs 10 yrs 10 yrs 10 yrs 5 yrs 5 yrs As needed As needed NOTES Would be eliminated in 1 station model Possibly combined with Rescue/Engine and eliminated. Won't be able to determine until specs are developed. 5 YEAR REPLACEMENT 5 YEAR REPLACEMENT The purchase/need for this truck will be driven by future development. HISTORYTI ELINE Public Safety Committee 11/13/13 — First meeting of the Public Safety Committee. Began discussion on recruitment/staffing. Many ideas proposed and pursued during this and future meetings. Newsletter Cable Channel Explorer Program Demographics HOA's Retention Rotary Meeting Solicit Businesses Increase Response Times Public Works Staff Responding to Scenes Promo Video Turnover Community Meetings -Surveys Mailings Reduce Requirements Ads w/LMC Open Houses Incentives Morale ADDITIONAL RESOURCES "Emergency Management Magazine: Volunteer Fire Departments Face Recruitment, Retention Challenges Minnesota's recruitment and retention efforts have been falling since the 1950s." "Fire departments face funding, recruitrnent challenges" FEMA: Retention and Recruitment in the Volunteer Fire Service: Problems and Solutions iLEFD has applied all feasible solutions presented here) 261 Page Report ‘4.*. 44. s COUNCIL WORKSHOP October 13 2015 PUBLIC SAFETY, STAFFING and FACILITIES ISSUES • STAFFING • FACILITIES • EQUIPMENT HISTORY TIMELINE Ptftf,ic Safety Corrnyttee HISTORY TIMELINE HISTORY TIMELINE tYry.: Safety Crfyf:ee. • HISTORY TIMELINE Sefety Corffi,,t,Gfe 2''r HISTORY TIMELINE Prepmnary Staf strcr S' PT shTP.,• 2 cm: Etcr,-, tJa, ar.'n VD tt, ST(LLVVATER FD -~~~~``--^ 7 4 Fire station Evaluation How to Read Assessment of Options Assumptions a", Sais oso ;oats., 90 have a saSts Slow Tara Depostosott O.? GMCat1099 CamatGuam 10 K. amMaiaat4atati tKaa de,anlaatapatamat ftalmaa•ca 4apa14-41.4 150104 agtaGGS CI C304 of lama atO: oast:atm to asst.:ASO eset tan, dt ;SatoansS shortago POC no/14{011st of:mho-at I4014131,65114a4944 Wall {Mast tam, IC. 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