Loading...
HomeMy WebLinkAboutCCP 08-18-15 part 1 of 3 NOTICE OF MEETING City Council Meeting Tuesday, August 18, 2015 7:00 P.M. City of Lake Elmo | 3800 Laverne Avenue North Agenda A. Call to Order B. Pledge of Allegiance C. Roll Call/Order of Business D. Approval of Agenda E. Accept Minutes 1. (a) Approve June 9, 2015 City Council Meeting Minutes (b) Approve August 4, 2015 City Council Meeting Minutes (c) Approve August 11, 2015 City Council Meeting Minutes F. Council Reports G. Presentations/Public Comments/Inquiries H. Finance Consent Agenda 2. Approve Payment of Disbursements 3. Accept Assessor Report for July 2015 4. Approve Purchase of Warning Sirens 5. Approve Purchase of Parks Equipment I. Other Consent Agenda 6. Approve Master Subscriber Agreement for MN Court Data Services - Resolution 2015-63 7. Approve 5th Street Landscape and Lighting Design 8. Approve Resolution Concerning Tartan Park - Resolution 2015-64 9. Approve Appointment of New Maintenance Advisory Committee Members 10. Approve Library Board Request for Alterations to the Library Building 11. Receive Library Board Memo Regarding Alley Concern 12. Approve Proposal for 2016 Street Improvements Geotechnical Services 13. Accept Building Report J. Regular Agenda 14. Auto Owners Insurance 15. Zoning Text Amendment - Subdivision Identification Signs, Ordinance 08-124 16. Building Inspector Position 17. 2016 Volksmarch 18. Dog Park (Lundgren request) 19. Tablyn Park Concept Plan 20. Pebble Park Picnic Shelter 21. Sanctuary Park Trail 22. Plan B City Discussion (Bloyer request) 23. Projected City Growth Analysis (Pearson request) 24. Old Village Work Group Membership (Pearson Request) K. Staff Reports and Announcements L. Adjourn Our Mission is to Provide Quality Public Services in a Fiscally Responsible Manner While Preserving the City’s Open Space Character CITY OF LAKE ELMO CITY COUNCIL MINUTES AUGUST 4, 2015 A. CALL TO ORDER Mayor Pearson called the meeting to order at 7:00 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, Community Development Director Klatt and City Clerk Johnson. B. PLEDGE OF ALLIGENCE C. APPROVAL OF AGENDA Councilmember Lundgren added discussion of street names and widths to Agenda Item 13. Staff requested removal of Agenda Item 14. Councilmember Lundgren moved TO APPROVE THE AGENDA AS AMENDED. Councilmember Fliflet seconded the motion. MOTION PASSED 3-2. (Pearson, Bloyer – Nay) D. ACCEPT MINUTES May 19, 2015 accepted as presented. July 21, 2015 meeting minutes accepted with additions from Mayor Pearson, Councilmember Fliflet and Councilmember Smith. COUNCIL REPORTS Mayor Pearson: Met with Parks Commission Chair Weis and Interim Administrator Schroeder along with representatives from Washington County to discuss Lake Elmo Park Reserve access on Inwood Avenue; attended East Metro Strong bus rapid transit open house; met with the County Sheriff and Interim Administrator Schroeder; and asked the public for input on the future of Main Street. Noted the Manzara Nature Center proposal will be on the next workshop agenda. Congratulated the Lake Elmo Baseball 12AAA team for their state title win. Council Member Lundgren: Met with Washington County to review the future of Tartan Park. Met with Citizens regarding the cemetery proposal and other issues. Reported Farmers Market is doing very well. Met with Public Works Superintendent Bouthilet to discuss the possibility of a dog park in the city. Noted that the City Council and Parks Commission had an excellent joint meeting. Announced that she has recently been diagnosed with a rare disorder, Bechet’s. Council Member Bloyer: Responded to emails regarding the Landucci proposal, the cemetery proposal and a resident on Laverne Avenue. Reviewed the discussion held at the joint workshop with the Parks Commission for the public as no members of the public were present and worksessions are not recorded. Council Member Smith: Thanked the Parks Commission for their participation in the joint workshop and felt many good points were raised. Council Member Fliflet: Attended a Finance Committee meeting, dealt with ongoing discussions on the library, cemetery application and Landucci development proposal. Attended joint workshop with the Parks Commission. Spoke with Bob Engstrom and residents. LAKE ELMO CITY COUNCIL MINUTES August 4, 2015 Page 2 of 5 PUBLIC COMMENTS/INQUIRIES Nate Duprey, Lake Elmo Librarian, reported on activities at the library, noting that July was the busiest month in the library’s history for items circulated with a 12% increase over the previous year. Duprey also reported on plans for expansion into library space previously occupied by a tenant. Barry Weeks, 3647 Lake Elmo Avenue North spoke about a letter read by the City Clerk at the previous council meeting. Lee Rossow, Halcyon project developer, noted that his project is on hold while the City completes review and asked the Council to consider what type of use is better for the overall area. Mike Reeves, 11075 14th Street N. commented on an article in the Stillwater Gazette on July 26, 2015. Mike Slobodnik, Lake Elmo Jaycees President, provided an update on Huff n’ Puff Days, noting it is the largest softball tournament in the country and thanked the City for assisting the Jaycees with the event. Dale Doerscher, 3150 Lake Elmo Avenue, commented on the approved street widths in the Wildflower development, the letter read by the City Clerk at the prior meeting, and city staffing. PRESENTATIONS None FINANCE CONSENT AGENDA 3. Approve Payment of Disbursements 4. Accept Finance Report dated July 30, 2015 5. Approve Extension of Audit Services Contract 6. Approve Grant Application for Trail Grooming Reimbursement – Resolution 2015-61 Councilmember Smith, seconded by Councilmember Smith, moved TO APPROVE THE FINANCE CONSENT AGENDA AS PRESENTED. MOTION PASSED 5-0. OTHER CONSENT AGENDA 7. Eagle Point Boulevard Street & Utility Improvements – Change Order No. 1 8. 2015 Seal Coat Project – Pay Request No. 1 (Final) 9. 39th Street N: Street & Sanitary Sewer Improvements – Pay Request No. 6 10. Approve Amendment to Community Development Block Grant Cooperation Agreement Councilmember Smith, seconded by Councilmember Fliflet, moved TO APPROVE THE CONSENT AGENDA AS PRESENTED. MOTION PASSED 5-0. LAKE ELMO CITY COUNCIL MINUTES August 4, 2015 Page 3 of 5 ITEM 11: 2016 STREET IMPROVMENTS – AUTHORIZE FEASIBILITY REPORT City Engineer Griffin reviewed the areas included in the 2016 project, the project schedule and background on each area included in the project. Griffin also reviewed the assessments to the property owners and the City’s contribution. Councilmember Smith, seconded by Councilmember Lundgren, moved TO APPROVE RESOLUTION 2015-62, ORDERING PREPARATION OF A FEASIBILITY REPORT FOR THE 2016 STREET IMPROVEMENTS TO FOCUS ENGINEERING IN THE NOT TO EXCEED AMOUNT OF $10,800. Motion passed 5 – 0. ITEM 12: REASSIGNMENT OF EASTON VILLAGE TRUNK SEWER LINE Community Development Director Klatt reviewed the history of the project and explained that other developers have expressed a willingness to take over the project. Klatt summarized the changes requested, the time frame for the project and stressed that there are constraints associated with the deadline for assessment certification. City Attorney Snyder advised that an approval include language requiring fees to be delivered to the City promptly. Councilmember Lundgren, seconded by Councilmember Bloyer, moved TO AMEND THE DEVELOPERS AGREEMENT AS DRAFTED WITH A REQUIREMENT THAT SECURITIES AND RELATED DOCUMENTS BE DELIVERED TO THE CITY PROMPTLY WITH COUNCIL RESERVING THE RIGHT TO RECONSIDER THE APPROVAL IF THAT CONDITION IS NOT MET. Motion passed 5 – 0. ITEM 13: WILDFLOWER AT LAKE ELMO DEVELOPER’S AGREEMENT, STREET WIDTHS AND STREET NAMING Community Development Director Klatt presented the Developer’s Agreement for Wildflower Phase I, noting that park dedication proposal for park land and trails meets the City’s requirements. Klatt also reported that the developer is required to pay for oversizing of utilities and stated that the City Engineer will conduct a final review and approval of final construction plans. Discussion was held concerning the template used to draft Developer’s Agreements. Councilmember Fliflet stated she prefers to have more points in the agreements and note when it doesn’t apply rather than omitting them. Councilmember Fliflet, seconded by Councilmember Lundgren, moved TO ADOPT RESOLUTION 2015-63 APPROVING THE DEVELOPER’S AGREEMENT FOR WILDFLOWER AT LAKE ELMO. Motion passed 5 – 0. Councilmember Lundgren stated that she would like to change her vote on the street naming in Wildflower after reconsidering what the developer had initially proposed. Councilmember Lundgren, seconded by Councilmember Fliflet, moved TO RECONSIDER STREET NAMES IN WILDFLOWER TO USE THE NAMING SYSTEM PROPOSED BY THE DEVELOPER ON HIS INITIAL PROPOSED PLAT. Motion passed 3 – 2. (Pearson, Bloyer – Nay) LAKE ELMO CITY COUNCIL MINUTES August 4, 2015 Page 4 of 5 Discussion held concerning enforceability of changes to the plat that has already been approved. Attorney Snyder stated that the developer cannot be held to the changes but can make them if he chooses. Mayor Pearson stated that he felt it was better to abide by the recommendations of safety professionals and use the county street naming system. Councilmember Lundgren, seconded by Councilmember Fliflet, moved TO RECONSIDER THE WIDTH OF THE SOUTHERNMOST STREET, SUNFLOWER LANE, ON THE PLAT TO INCREASE THE STREET WIDTH FROM 18 FEET TO 24 FEET. Motion passed 3 – 2. (Smith, Bloyer – Nay) Councilmember Fliflet stated that after further discussion with staff regarding the street widths, she is in favor of requiring 24 foot street widths. Councilmember Smith stated that she feels there is plenty of access through streets and alleys and therefore disagrees with requiring 24 foot street widths. 14. APPROVAL OF FINAL 5TH STREET LANDSCAPE DESIGN 15. APPROVAL OF AGREEMENT FOR CITY PLANNER SERVICES Community Development Director Klatt reviewed the request, noting that the contractor is currently helping with projects that are reimbursable but would like to be able to utilize the contractor for other projects. Councilmember Fliflet, seconded by Councilmember smith, moved TO APPROVE THE AGREEMENT FOR CITY PLANNER SERVICES. Motion Passed 4 – 1. (Bloyer – Nay) Councilmember Bloyer expressed concern about potential costs to the City under the proposed contract. 16. POSSIBLE FORMATION OF A CITY ENVIRONMENTAL COMMITTEE Councilmember Fliflet stated that there are citizens that have expressed interest in serving on an environmental committee, noting that Tedi Carlson was in the audience and would be a big asset to the city in that capacity. Councilmember Fliflet suggested that the committee could be an advisory committee to the City Council on issues related to storm water, runoff, wetlands, waste, tree preservation and other issues. Mayor Pearson stated he did not want the formation of a committee to be a burden to City staff but was in favor of forming an environmental committee. Councilmember Fliflet volunteered to recruit members and draft a charter for the committee. 17. TARTAN PARK DISCUSSION Councilmember Lundgren reported on Washington County and Trust for Public Land working with 3M to preserve Tartan Park as a county owned park. Lengthy discussion was held concerning the size of the park, zoning and potential future uses. Mayor Pearson read a letter from resident Nadine Obermueller in support of retaining the Tartan Park as a park. Interim Administrator Schroeder stated that 3M has issued a deadline of September 22, 2015 for Washington County to commit to purchasing the park. City Attorney Snyder suggested the City LAKE ELMO CITY COUNCIL MINUTES August 4, 2015 Page 5 of 5 consider passing a Resolution representing a unified voice expressing the City’s willingness to work with the parties and requesting time to consider the issues. Councilmember Fliflet, seconded by Councilmember Smith, moved TO DIRECT STAFF TO DRAFT A RESOLUTION SUMMARIZING THE CITY’S POSITION ON THE DISPOSITION OF TARTAN PARK. Motion passed 5 – 0. STAFF REPORTS AND ANNOUNCEMENTS Interim City Administrator Schroeder: thanked staff for assistance during his transition into the Interim Administrator role. Announced that the FRESH weekly email is back up and running and encouraged Councilmembers to send submissions to him for inclusion. Attended meetings at the Library to deal with construction issues and Gateway Corridor meeting. City Clerk Johnson: reminded the public that the city will hold an election in November and announced that election judges will be notified in the coming weeks. Finance Director Bendel: working on the 2016 budget, closing July financials and preparing for the Finance Committee meeting on August 12, 4:30 – 6:30 p.m. Councilmembers were encouraged to attend the Finance Committee meeting for further detail on the 2016 budget preparations. City Attorney Snyder: working on routine development items, thanked staff for assistance and Councilmembers for their commitment of time. Community Development Director Klatt: working on finalizing the job description for the City Planner position; preparing for the upcoming Planning Commission meeting, Landucci development public hearing and new application for the Auto Owners Insurance office building. City Engineer Griffin: addressing developer issues, have 3-4 pre-construction meetings to get grading started, working with Washington County and SEH on the downtown project streetscape. Meeting adjourned at 9:45 pm. LAKE ELMO CITY COUNCIL ATTEST: ______________________________ Mike Pearson, Mayor _______________________________ Julie Johnson, City Clerk CITY OF LAKE ELMO CITY COUNCIL MINUTES AUGUST 11, 2015 I. CALL TO ORDER Mayor Pearson called the meeting to order at 6:00 pm. PRESENT: Mayor Mike Pearson and Council Members Julie Fliflet, Anne Smith (6:05 p.m.), Justin Bloyer, and Jill Lundgren. Staff present: Interim Administrator Schroeder, Finance Director Bendel, Community Development Director Klatt and City Clerk Johnson. II. APPROVAL OF AGENDA Councilmember Bloyer, seconded by Councilmember Lundgren, moved TO APPROVE THE AGENDA AS PRESENTED. MOTION PASSED 4 – 0. III. SUNFISH LAKE PARK NATURE CENTER Mayor Pearson introduced the matter and invited the applicant to speak. Mr. Manzara stated he would prefer to start with the document his attorney prepared, as the document the City Attorney prepared lacks direction for action. Mr. Manzara requested that the Council direct the City Attorney to draft a lease agreement and stated he feels there is no assurance in the proposed City agreement that the Council will continue to move forward on the project. Councilmember Bloyer stated that the Council is committed to this project. Mayor Pearson added that the Council is supportive of the proposal and he is confident it will continue to move forward. Councilmember Bloyer, seconded by Councilmember Lundgren, moved TO ACCEPT THE LETTER OF INTENT DRAFTED BY THE CITY ATTORNEY AND DIRECT THE CITY ATTORNEY TO NEGOTIATE A LEASE AGREEMENT WITH ALL CONDITIONS MET BEFORE THE CITY EXPENDS RESOURCES, WITH THE EXCEPTION OF TEN HOURS OF STAFF TIME. Councilmember Fliflet offered a FRIENDLY AMENDMENT TO THE MOTION TO REMOVE THE LIMIT ON STAFF TIME, stating that it is worth spending staff time to make this happen for the City. Councilmember Bloyer accepted the amendment. Motion passed 4 – 1. (Pearson – Nay) Mayor Pearson stated that the Council is committed to this project and felt the Letter of Intent was sufficient and protected the City. IV. CITY PLANNER/ASSOCIATE PLANNER DISCUSSION Interim Administrator Schroeder presented two job descriptions for consideration to fill the vacant City Planner position. Discussion was held concerning the job descriptions, salary range and selection process. Councilmember Bloyer stated that staff should handle the hiring process and the Council should not be involved. LAKE ELMO CITY COUNCIL MINUTES August 11, 2015 Page 2 of 2 Councilmember Fliflet, seconded by Councilmember Lundgren, moved TO DIRECT STAFF TO MOVE FORWARD WITH THE HIRING PROCESS FOR A CITY PLANNER AS OUTLINED IN THE JOB DESCRIPTION PROVIDED. Motion passed 3 – 2. (Pearson, Bloyer – Nay) Mayor Pearson stated that he was in favor of filling the position with an associate planner at a lower salary. Meeting adjourned at 6:42 pm. LAKE ELMO CITY COUNCIL ATTEST: ______________________________ Mike Pearson, Mayor _______________________________ Julie Johnson, City Clerk MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: August 18, 2015 CONSENT ITEM #2 MOTION AGENDA ITEM: Approve Disbursements in the amount of $178,946.58 SUBMITTED BY: Patty Baker, Accountant THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Finance FISCAL IMPACT: $178,946.58 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $178,946.58. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY: NA City Council Meeting [Consent Agenda Item 2] August 18, 2015 -- page 2 -- 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 $ 11,744.78 Payroll Taxes to IRS & MN Dept of Revenue 8/06/15 ACH $ 5,173.94 Payroll Retirement to PERA 8/06/15 DD6509-DD6537 $ 30,118.53 Payroll Dated (Direct Deposits) 8/06/15 43187-43247 $ 131,729.33 Accounts Payable 8/18/15 2742-2744 $ 180.00 Library Card Reimbursement 8/18/15 TOTAL $ 178,946.58 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 $178,946.58. ATTACHMENTS: 1. Accounts Payable – check registers MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: August 18, 2015 CONSENT ITEM #3 AGENDA ITEM: Monthly Assessor Report SUBMITTED BY: Dan Raboin, City Assessor THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff .............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion ..................................................................... Mayor Facilitates SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the monthly assessor report for through July 2015 outlining work performed on behalf of the City of Lake Elmo. No specific motion is needed as this is recommended as part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Property splits/plats – 1 Sales collected and viewed – 6 Taxpayer inquiries – 16 Miscellaneous inquiries - 5 Inspections – Residential – 156; Commercial – 5 Building permit reviews – 19 Pictures taken – 178 Other work performed included: • Monthly meeting with County residential and commercial supervisors City Council Meeting [Consent Agenda Item#xx] August 18, 2015 -- page 2 -- • Input of all inspection and permit work • Perform sales verifications and land value analysis using MLS and other resources • Field telephone inquiries RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the July 2015 monthly assessor report. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: August 18, 2015 CONSENT ITEM #4 MOTION AGENDA ITEM: Approve Purchase and installation of 2 new Warning Sirens SUBMITTED BY: Greg Malmquist, Fire Chief THROUGH: Greg Malmquist, Fire Chief REVIEWED BY: Finance Director 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 FISCAL IMPACT: The purchase and installation of two new warning sirens were budgeted for in the 2015 CIP. The amount in the budget was $50,000. The actual quotes came in at $46,049. SUMMARY AND ACTION REQUESTED: Following a very lengthy and detailed siting process the fire department is seeking approval to move ahead with the purchase and installation of 2 new warning sirens. One will replace an outdated, non-compatible, undersized siren located in the Cimarron Park. The new siren will be relocated to the eastern edge of the park rather than the current location next to the park office. This move to higher ground will bring better coverage to the entire SE area of Lake Elmo. The second siren is a new installation located in the north central portion of the city near the entrance to the Tapestry neighborhood. This siren will provided much needed coverage for that area which presently has no coverage. This project was reviewed and approved in the CIP portion of the 2015 budget. City Council Meeting (Consent Agenda Item #5) August 18th, 2015 -- page 2 -- LEGISLATIVE HISTORY: Based on the coverage of the current 6 sirens, preferred locations were identified for the additional sirens. Factors taken into account are: proximity of available power, topography (higher ground preferred), available land, impact on surrounding area, aesthetics. The process included meeting with property owners, park management and HOA representatives for their input. BACKGROUND INFORMATION (SWOT): Strengths Provide additional and improved warning siren coverage to all residents of Lake Elmo. Weaknesses Adjustment to having siren nearby by residents nearby. Opportunities Move toward completion of siren coverage Threats Areas with no warning siren coverage. It is possible that there may be additional installation costs from the power company. RECOMMENDATION: Based on the aforementioned, it is recommended that the budgeted new warning sirens be purchased for $46,049 as follows: • All required siren equipment as quoted from Federal Signal - $27,930 • Installation costs per quote by Ready Watt Electric – Cimarron - $8,502 • Installation costs per quote by Ready Watt Electric – Julep/Tapestry - $7,651 • Removal of existing outdated siren in Cimarron - $1,966 • Note: Additional costs for woodpecker protection will not be necessary ATTACHMENTS: • Federal Signal estimate #2915947 for siren equipment • Ready Watt Electric estimate #15-524 for Cimarron Park warning siren install • Ready Watt Electric estimate #15-532 for Julep Ave/Tapestry warning siren install • Siren coverage map MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: August 18, 2015 CONSENT ITEM #5 MOTION AGENDA ITEM: Approve Purchase of Park Equipment SUBMITTED BY: Mike Bouthilet, Director of Public Works THROUGH: Mike Bouthilet, Director of Public Works REVIEWED BY: Parks Commission Maintenance Advisory Committee Finance Committee Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………..Director of Public Works - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Director of Public Works FISCAL IMPACT: The 2015 CIP budget included the purchase of a mower for $50,000 and field maintenance equipment for $30,000 from the Parks Fund. It is being proposed to purchase three smaller mowers at a cost of $34,052 rather than the one large mower as initially proposed at budget time. The Public Works/Parks staff believes it would be more efficient for park maintenance with the summer staff to have multiple mowers available. It is also being proposed to purchase a new Toolcat at a net cost after trade in of $29,602.87. Both items being proposed are less than budgeted and would be funded from the Parks Fund. SUMMARY AND ACTION REQUESTED: As part of the 2015 budget process, the Parks Commission identified the need to purchase new mowing equipment and a new field City Council Meeting (Consent Agenda Item #6) August 18, 2015 -- page 2 -- maintenance machine. At that time, there was varying opinions on what would best serve the needs of the parks, so $50,000 was budgeted for mowers and $30k for the field maintenance equipment. After numerous discussions and review by the Maintenance Advisory Committee, it was decided that multiple mowers would better serve the needs for the Park maintenance and that a Toolcat would be the best field maintenance equipment. The plan was to trade in the current 2005 Toolcat to try to keep the net expense as low as possible and a trade in allowance of $15,000 was offset toward the purchase of the new Toolcat. Please note that Tri-State Bobcat is a participating vendor in the state purchasing program so no other bids were sought. Multiple bids were obtained for the Mowers and Century Power was willing to price match the lowest bid and our preference was to keep the supplier local if at all possible. BACKGROUND INFORMATION (SWOT): Strengths Upgraded machinery will allow for timely maintenance of the City parks. New machinery will also alleviate repair expenses to older machiner Weaknesses Age of machine with no warranty Opportunities Unlimited use of the machine if City owned Threats Cost of repairs to existing machinery RECOMMENDATION: Based on the aforementioned, and the support of the MAC (voted 3-0), the staff recommends the following motion be made: “Move to approve the purchase of the 3 mowers from Century Power for $34,052 and the new Toolcat from Tri-State Bobcat at a net cost of $29,602.87 to be funded by the Park Fund” ATTACHMENT: 1. Century Power Equipment Quote for 3 mowers 2. Tri-State Bobcat Quote for Toolcat 5600 G-Series MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: 8/18/15 Consent ITEM #6 AGENDA ITEM: Approve Master Subscriber Agreement for MN Court Data Services SUBMITTED BY: Clark Schroeder THROUGH: Julie Johnson, City Clerk REVIEWED BY: Clark Schroeder SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: City Attorney FISCAL IMPACT: Unknown SUMMARY AND ACTION REQUESTED: A Resolution, Master Subscriber Agreement and Request Form for Minnesota Government Access have been requested to permit Johnson/Turner Legal to access court records and documents in Washington County electronically. RECOMMENDATION: Approve Resolution 2015-63 as a Consent Agenda item. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: August 18, 2015 REGULAR ITEM # 7 AGENDA ITEM: 5th Street Design Standards – Approve Landscaping and Lighting Design SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Clark Schroeder, City Administrator REVIEWED BY: Kyle Klatt, Community Development Director Mike Bouthilet, Public Works Cathy Bendel, Finance Director Ryan Stempski, Assistant City Engineer SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): - Questions from Council to Staff ......................................................... Mayor Facilitates - Public Input, if Appropriate .............................................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Planning / Engineering. FISCAL IMPACT: No immediate impact. The 5th Street Design Standards inform the developers how to design and construct 5th Street within each of their respective development projects. At this time, there is no City cost contribution for these improvements. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving the Landscaping and Lighting Design details to be incorporated into the 5th Street Design Standards. If removed from the Consent Agenda, the recommended motion for this action is as follows: “Move to approve the Landscaping and Lighting Design details to be incorporated into the 5th Street Design Standards to inform the design and construction for all portions of the 5th Street North MSA Collector Street from Inwood Avenue to Manning Avenue.” City Council Meeting [Regular Agenda Item 7] August 18, 2015 -- page 2 -- LEGISLATIVE HISTORY/BACKGROUND INFORMATION: 5th Street North from CSAH 13 (Inwood Avenue) to CSAH 15 (Manning Avenue) will become the backbone of future development along the I94 corridor, essentially becoming the primary access in and out of the future neighborhoods and commercial properties. The street will be designed to meet State Aid Urban Design standards [8820.9936] with a 40 mph posted speed and is projected to carry 5,000 vehicles per day on average by year 2030. The quality of the street and its connections are critically important. The purpose of the proposed street standards are to 1) improve the function and appearance of the street, 2) encourage pedestrian and bicycle use, and 3) reduce the potential for speeding. From a Community Development perspective, the design of 5th Street is intended to provide a consistent street plan from Manning Avenue to Inwood Avenue that serves to connect the various unique neighborhoods using a common design theme. Over the past year City staff has been working to develop and finalize Design Standards and Guidelines to inform the design and construction details for 5th Street. A council workshop was held on August 11, 2015 to present the final landscaping and street light details. The details have been updated to incorporate the input received at this workshop. RECOMMENDATION: Staff is recommending that the City Council approve the Landscaping and Lighting Design details to be incorporated into the 5th Street Design Standards. If removed from the Consent Agenda, the recommended motion for this action is as follows: “Move to approve the Landscaping and Lighting Design details to be incorporated into the 5th Street Design Standards to inform the design and construction for all portions of the 5th Street North MSA Collector Street from Inwood Avenue to Manning Avenue.” ATTACHMENT(S): 1. 5th Street Collector Design Guidelines. 2. Street Boulevard Landscape Plan detail. 3. Center Median Landscape Plan detail. 4. Evans light pole and fixture exhibit. AUGUST 2015  5TH STREET COLLECTOR DESIGN GUIDELINES    5th Street North from CSAH 13 (Inwood Avenue) to CSAH 15 (Manning Avenue) will become the backbone of  future development along the I94 corridor, essentially becoming the primary access in and out of the future  neighborhoods and commercial properties. The quality of the street and its connections are critically important.  The purpose of the proposed street standards are to 1) improve the function and appearance of the street, 2)  encourage pedestrian and bicycle use, and 3) reduce the potential for speeding. From a Community  Development perspective, the design of 5th Street is intended to provide a consistent street plan from Manning  Avenue to Inwood Avenue that serves to connect the various unique neighborhoods using a common design  theme.     2030 PROJECTED ADT is 5,000 [Transportation Plan].  4‐lane road not required in foreseeable future.  STATE AID URBAN DESIGN [8820.9936] – Collector with ADT > 10,000; 40 mph design speed and posted speed.    TYPICAL SECTION   Minimum R/W is 100 feet. PLUS 10‐ft utility easements/clear zones on each side of the street.   Two‐lane Parkway design with 16 foot center landscaped median.   Through Lanes must be 18 feet wide from face‐face with 4‐foot curb reaction zones.   Median curb reaction zone is 1 foot on either side.   Minimum median width with turn lanes is 4 feet hardscaped.   Posted speed is 40 mph. Requires 1.5 foot minimum clearance from face of curb to fixed objects.   No on‐street parking.  If parking is incorporated, minimum parking lane width is 10 feet.   No super elevation. Maintain 2.5% cross slopes on curves.   Minimum horizontal centerline curvature is 667 feet.   Pavement Section must meet minimum 10 ton design. Geotechnical Report required to verify minimum  pavement City section or recommend increased pavement section.    ACCESS SPACING AND INTERSECTION REQUIREMENTS   Residential driveways prohibited.   Commercial driveways, non‐continuous streets, and continuous local streets every 660 feet.   Collector streets every 1,320 feet.  Arterial streets every 2,640 feet.   Left turn lanes required at all full access intersections.   Right turn lanes required for all non‐residential areas and residential areas with 25 units or greater.    AMENITIES   North side Bituminous Trail. 10 foot minimum with 2 foot clear zone.   South side Concrete Sidewalk. 6 foot minimum with 2 foot clear zone.   Landscaping elements (See 5th Street Center Median and Boulevard Landscape Plan Details):   Center landscape median. Center median lined with 2 foot wide concrete ribbon curb. Landscape  area to be planted with Little Blue Stem, Butterfly Candy and Daffodil Bulbs grouped at nodes.    Boulevards to include boulevard trees and sod. Trees to be placed 7 feet behind face of curb, spaced  every 40 feet on both sides. Boulevard trees to be Oak, Maple or Elm, minimum 4‐inch caliper.   Turf sod to be located from back of curb to 5 feet behind trail or sidewalk. Prairie sod may be used  for remaining R/W.   Site Irrigation required for boulevard areas.   Drip irrigation required for center landscaped medians.   Theming Elements:   Street Lighting to include Xcel Energy ‘Evans’ style lamp on 30 ft. poles. Light Poles to be placed at  intersections and every 250 feet apart on alternating sides of the street.   White post and rail fencing is encouraged along 5th Street at major intersections.  %1..'%6146;2+%#.5'%6+1056*564''656#0&#4&&'6#+.5,70' MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: 8/18/15 Consent ITEM #8 AGENDA ITEM: Approve Resolution Concerning Tartan Park SUBMITTED BY: Dave Snyder, City Attorney THROUGH: Julie Johnson, City Clerk REVIEWED BY: Dave Snyder, City Attorney SUGGESTED ORDER OF BUSINESS: - Introduction of Item ...................................................................... City Attorney - Report/Presentation…………………………………………City Attorney - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: City Attorney FISCAL IMPACT: Unknown SUMMARY AND ACTION REQUESTED: At the August 4, 2015 City Council Meeting, the City Council directed the City Attorney to prepare a Resolution summarizing the City’s position on the disposition of Tartan Park. RECOMMENDATION: Approve Resolution 2015-64 as a Consent Agenda item. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2015 - 64 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELMO RELATING TO THE TARTAN PARK FACILITY THE CITY COUNCIL OF THE CITY OF LAKE ELMO, MINNESOTA DOES HEREBY RESOLVE AS FOLLOWS: WHEREAS, The Tartan Park Facility lies within the City of Lake Elmo. It is comprised of approximately 483 acres and as such is one of the largest privately owned contiguous parcels of land within the City; and, WHEREAS, Tartan Park has been in 3M Corporation ownership for over 50 years; and, WHEREAS, Tartan Park was first used as a corporate retreat center and more recently as a publicly accessible but still privately-owned and operated corporate, recreational and park facility; and, WHEREAS, the Tartan Park facility is comprised of, among other things, an active private commercial golf course of 27 holes, a clubhouse, including a golf pro shop, banquet halls, and eight (8) conference rooms, open space, five (5) picnic pavilions, three (3) playgrounds, twelve (12) tennis courts, six (6) softball fields, an archery range, six (6) sand volleyball courts, six (6) horseshoe pits, and a heated and cooled maintenance facility; and, WHEREAS, the Tartan Park operation has served as a resource to members of the community, including some City residents for decades and the City of Lake Elmo has worked to enhance its status as an ongoing and functioning resource to the City, which contributes to the tax base of the City; and, WHEREAS, recently the City, as well as Washington County, have been notified that 3M, the Owner of The Tartan Park Facility, has begun consideration and pursuit of alternative uses and ownership for it and that 3M intends to close the facility. Uses which have been discussed include, but are not limited to, preservation of open space areas, continuation of business uses like the golf course, and possible continuation of recreational and other uses. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE ELMO, COUNTY OF WASHINGTON, MINNESOTA, that the City directs and orders as follows: 1. That the City Council of The City of Lake Elmo, united in its desire to cooperatively explore both continuation, expansion and preservation of existing uses as well as potentially new uses upon the Tartan Park Facility, states as follows: a. That the City values the many functions which Tartan Park has served historically, which it has evolved to offer today and those which it may offer in the future; b. That the City invites the active participation of Washington County, 3M and other interested parties and stakeholders to meet with it and to jointly communicate, plan and assist each other in maximizing opportunities for this resource and the City commits to leading, facilitating and concluding that process expeditiously. c. That the City commits to working to enhance the benefits to Washington County, 3M and others by exploring a balance of uses upon the facility. d. In the interest of expediting these communications, the City Council designates two of its members to act, jointly, as liaisons and requests their leadership on matters relating to the Tartan Park Facility. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE 18th DAY OF AUGUST, 2015. EFFECTIVE DATE: _____________________ Approved: CITY OF LAKE ELMO ATTEST: By:_________________________ Mike Pearson Mayor ______________________________ Julie Johnson City Clerk By:_________________________ Anne Smith Council Member By:_________________________ Justin Bloyer Council Member By:_________________________ Julie Fliflet Council Member By:_________________________ Jill Lundgren Council Member MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: 8/18/15 Consent ITEM #9 AGENDA ITEM: Approve Appointment of New Maintenance Advisory Committee Members SUBMITTED BY: Mike Bouthilet, Public Works Superintendent THROUGH: Julie Johnson, City Clerk REVIEWED BY: Mike Bouthilet, Public Works Superintendent SUGGESTED ORDER OF BUSINESS: - Introduction of Item ............................................. Public Works Superintendent - Report/Presentation……………………………Public Works Superintendent - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Public Works Superintendent FISCAL IMPACT: None SUMMARY AND ACTION REQUESTED: Requesting Council approval to appoint Dan Larson and Steve Chelbeck to the Maintenance Advisory Committee. RECOMMENDATION: Approve Appointments via the Consent Agenda. 10 MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: 8/14/15 CONSENT ITEM #11 AGENDA ITEM: Receive Library Board Memo Regarding Alley Concern SUBMITTED BY: Nate Deprey, Library Director THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: City Council / Staff SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: (Council, Commission, Committee, Citizen Group, Staff) The following motions were made and passed unanimously by the Lake Elmo Library Board 1. The board authorizes the library facility committee to participate in the meetings with the neighbors and other people who own property on the planned alley and to advocate to not have the alley be a through fare. 2. The Board thanks the attendees who came to the meeting on a Friday afternoon on such short notice. FISCAL IMPACT: TBD SUMMARY AND ACTION REQUESTED: Due to safety concerns about the planned alley the library board and its staff are hoping that a solution can be found to provide access to neighboring properties without compromising the safety of children and other patrons exiting the library. LEGISLATIVE HISTORY: There seems to have been a communication breakdown between the planners of the downtown Lake Elmo project and the Library and Library Board. Once City Council Meeting [Regular Agenda Item 11] August 18, 2015 -- page 2 -- learning about the planned alley behind the Library and its proximity to the library’s rear exit, safety concerns were raised to City staff, SEH and City Council members. At a meeting between interested parties from Washington County, the City of Lake Elmo, the Lake Elmo Library Board of Trustees and SEH on August 7th there was a lengthy discussion of concerns over the planned alley. RECOMMENDATION: It is the hope of the Lake Elmo Library Board of Trustees and library staff that a solution can be found that provides access to neighboring properties without compromising pedestrian safety. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: August 18, 2015 CONSENT ITEM # 12 AGENDA ITEM: 2016 Street Improvements – Approve Proposal for Geotechnical Services SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: $4,800. The City of Lake Elmo received a proposal from American Engineering Testing (AET), Inc. dated August 6, 2015 to complete 10 soil borings and provide pavement section design recommendations for the 2016 Street Improvements in the amount of $4,800. The soil borings are necessary to recommend the improvement type and determine an engineer’s estimate of cost to complete the 2016 Street Improvements Feasibility Report. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving the proposal from AET, Inc. in the amount of $4,800 to complete soil borings for the 2016 Street Improvements. The recommended motion for the action is as follows: “Move to approve the Geotechnical Services Proposal from American Engineering Testing, Inc. in the amount of $4,800 for the 2016 Street Improvements Feasibility Report.” City Council Meeting [Consent Agenda Item 12] August 18, 2015 -- page 2 -- LEGISLATIVE HISTORY/BACKGROUND INFORMATION: On August 4, 2015, the City Council authorized the preparation of a feasibility report for the 2016 Street Improvements. The streets to be considered for construction in 2016 include Kirkwood Avenue, Kelvin Avenue and the Stonegate 1st Addition. The City of Lake Elmo has already obtained the necessary soil borings for Kelvin Avenue, but will need to obtain soil borings for Kirkwood Avenue and the Stonegate 1st Addition to complete the Feasibility Report on these streets. Kirkwood Avenue is an existing gravel road and soil borings will be necessary to determine the thickness and quality of aggregate material in addition to the stability of the underlying soils. The streets within the Stonegate 1st Addition are scheduled for a reclaim, therefore soil borings are necessary to verify the in-place street section and identify the potential for soil corrections. AET, Inc. can meet the City’s schedule to complete the Feasibility Report. AET, Inc. has prepared several geotechnical reports for the City of Lake Elmo, they are familiar with the City’s pavement management program and have provided a high level of geotechnical support service on past projects. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, the proposal from AET, Inc. in the amount of $4,800 to complete soil borings for the 2016 Street Improvements. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to approve the Geotechnical Services Proposal from American Engineering Testing, Inc. in the amount of $4,800 for the 2016 Street Improvements Feasibility Report.” ATTACHMENT(S): 1. American Engineering Testing, Inc. Proposal dated August 6, 2015 MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: August 14, 2015 CONSENT ITEM 13 MOTION AGENDA ITEM: Accept New Home Building Report Through July, 2015 SUBMITTED BY: Rick Chase, Building Official THROUGH: Rick Chase, Building Official REVIEWED BY: Kyle Klatt, Planning Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff .............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion ..................................................................... Mayor Facilitates SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the monthly new single family home permit report through July, 2015. No specific motion is needed as this is recommended as part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: 2015 2014 2013 New Homes 59 16 21 Total valuation $20,089,534 $9,561,282 $9,179,742 Average home value 340,000 597,000 437,130 Total Valuation YTD 24,523,197 12,843,125 11,336,571  One new home rebuilt in 2015 due to fire. RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the July, 2015 monthly new home building permit report.