HomeMy WebLinkAboutCCP 08-18-15
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
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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
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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
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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
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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
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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.
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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.
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
REGULAR
ITEM # 14 RESOLUTION 2015-065
AGENDA ITEM: Auto Owners Insurance Preliminary and Final PUD Development Plans
SUBMITTED BY: Ben Gozola, Consulting City Planner
THROUGH: Kyle Klatt, Community Development Director
REVIEWED BY: Planning Commission Nick Johnson, Former City Planner
Jack Griffin, City Engineer
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item ...................................................... Consulting City Planner
- Report/Presentation ....................................................... Consulting City Planner
- Questions from Council to Staff ............................................. Mayor Facilitates
- Call for Motion ............................................................... Mayor & City Council
- Discussion ....................................................................... Mayor & City Council
- Action on Motion .................................................................... Mayor Facilitates
POLICY RECCOMENDER: The Planning Commission is recommending conditional
approval of preliminary and final development plans for an office building to be located within the Eagle Point Business Park. As a part of the Planning Commission recommendation and findings, the Commission did review the project for conformance with the Lake Elmo Design
Guidelines and Standards Manual.
FISCAL IMPACT: None – all utilities and improvements have either been installed as part of the Eagle Point Business Park or will be completed by the applicant at the time a building permit is issued for the building.
SUMMARY AND ACTION REQUESTED: The City Council is being asked to consider a
request from Auto Owners Insurance Company, 6101 Anacapri Boulevard, Lancing, MI, 48917, for approval of preliminary and final Planned Unit Development (PUD) plans associated with an approximate 30,000 square foot, one story, office building to be located within the Eagle Point
Business Park. Because the site under consideration has previously been platted as a buildable
City Council Meeting [Agenda Item 14]
August 18, 2015
-- page 2 --
lot, Staff is recommending that the City process its review of the preliminary and final
development plans simultaneously.
The Planning Commission is recommending approval of the preliminary plat with conditions of approval. The suggested motion to adopt the Planning Commission recommendation is as
follows:
“Move to adopt Resolution No. 2015-065 approving the preliminary and final
PUD plans for the Auto Owners Insurance Building.”
LEGISLATIVE HISTORY/PLANNING COMMISSION REPORT: The attached staff
report to the Planning Commission, updated for the City Council, provides an overview of the
request and a detailed description of the issues associated with the request as identified by Staff.
The Planning Commission considered the PUD plans at its August 10th meeting and conducted a public hearing on the applicant’s request. The Commission did not receive any public comments concerning the proposed building. Representatives of the applicant addressed the Commission
and provided additional information concerning the design of the building and the future tenants
of the facility.
The Planning Commission reviewed the project for consistency with the Lake Elmo Design
Guidelines and Standards Manual, and found that the project complied with all applicable
provisions for development in the City’s BP – Business Park Zoning District. The one area of
concern voiced by the Commission was that roof articulation could be improved. The applicant’s appreciated the feedback, and will be adding additional articulation to the final design at the time
of building permit.
The Planning Commission adopted a motion to recommend approval of the preliminary and final
development with the findings and conditions as noted in the attached Resolution 2015-065. The motion passed unanimously.
BACKGROUND INFORMATION (SWOT):
Strengths • The proposed building is consistent with the Lake Elmo Design Guidelines and Standards Manual
• The project is consistent with the Lake Elmo Comprehensive
Plan and BP – Business Park Zoning
• The proposed development will occupy an existing, platted,
vacant lot within the Eagle Point Business Park
Weaknesses • Roof articulation meets minimum requirements, but will be improved with the final plans.
Opportunities • The proposed development will bring a significant employer to
the City of Lake Elmo (up to 255 jobs once complete).
City Council Meeting [Agenda Item 14]
August 18, 2015
-- page 3 --
• The proposed building and landscaping will be a nice addition to
the Eagle Point Business Park
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 preliminary and final PUD development plan for the Eagle Point Medical Center with the 15 conditions of approval as documented in the resolution of approval by taking the following
action / with the following motion:
“Move to adopt Resolution No. 2015-065 approving the preliminary and final PUD plans for the Auto Owners Insurance Building.”
ATTACHMENTS:
1. Resolution No. 2015-065
2. Area Map
3. Planning Commission Report (updated) (7/10/15)
4. City Engineer’s Memo
5. Applicant Submittals
a. Preliminary Plat
b. Final Plat
c. Grading, Drainage and Erosion Control Plan
d. Utility Plan
e. Paving and Geometric Plan
f. SWPPP
g. Landscape Plan
h. Lighting Plan
i. Color Renderings & Floor Plan
6. Eagle Point Business Park Development Standards
7. Lake Elmo Design Guidelines and Manual – Business Park Development
CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2015-065
A RESOLUTION APPROVING PRELIMINARY AND FINAL DEVELOPMENT PLANS
FOR THE AUTO OWNERS INSURANCE BUILDING WITHIN
THE EAGLE POINT BUSINESS PARK
WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing
under the laws of the State of Minnesota; and
WHEREAS, Auto Owners Insurance Company, 6101 Anacapri Boulevard, Lancing, MI
48917, has submitted an application to the City of Lake Elmo (City) for preliminary and final
plans for the Auto Owners Insurance Building to be located on a property which is legally
defined as: Outlot A, HOA 2nd Addition, according to the recorded plat thereof, Washington
County, Minnesota; and
WHEREAS, the lot is proposed to be platted as Lot 1, Block 1 of HOA 3rd Addition, a
copy of which is on file in the City of Lake Elmo Planning and Zoning Department; and
WHEREAS, the City has agreed to conduct a simultaneous review of the preliminary
and final PUD plans for the Auto Owners Insurance Building because the site has previously
been platted and improved as a buildable lot within the Eagle Point Business Park and is
appropriate because of the limited scale of the proposal; and
WHEREAS, the Lake Elmo Planning Commission held a public hearing on August 10th,
2015, to consider the preliminary and final development plans for the Auto Owners Insurance
Building; and
WHEREAS, on August 10th, 2015, the Lake Elmo Planning Commission adopted a
motion to recommend that the City Council approve the preliminary and final plan for the Auto
Owners Insurance Building with conditions; and
WHEREAS, the Lake Elmo Planning Commission has submitted its report and
recommendation concerning the preliminary and final development plans as part of a
memorandum to the City Council from Community Development Director Kyle Klatt for the
August 18th, 2015 Council Meeting; and
WHEREAS, the City Council reviewed the preliminary and final development plans for
the Auto Owners Insurance Building at its meeting held on August 18th, 2015.
NOW, THEREFORE, based upon the testimony elicited and information received, the
City Council makes the following:
FINDINGS
1) That the procedure for obtaining approval of said Preliminary and Final PUD plans is
found in the Lake Elmo City Code, Section 154.800.
2) That all the requirements of said City Code Section 154.800 related to the Preliminary
and Final PUD pans have been met by the Applicant.
3) That the proposed Preliminary and Final PUD Plans for the Auto Owners Insurance
Building consists of an approximate 30,000 square foot structure which can eventually be
expanded to 44,000 square feet, the building is one story tall, will be office use, and will
provide 156 parking stalls (222 stalls following expansion) in accordance with plans and
specifications submitted to the City, and will be located on property legal described as
follows: Lot 1, Block 1, HOA 3rd Addition.
4) That the proposed PUD will allow a more flexible, creative, and efficient approach to the
use of the land.
5) That the proposed PUD is in conformance with the Comprehensive Guide Plan for the
City.
6) That the proposed PUD complies with the Lake Elmo Zoning District regulations for the
BP – Business Park Zoning District.
7) That the proposed PUD complies with the development and design standards for the
Eagle Point Business Park.
8) That the proposed PUD is consistent with the Lake Elmo Design Guidelines and
Standards Manual, and specifically, the guidelines for business park development.
9) That the proposed PUD meets the identified objectives associated with a Planned Unit
Development project as listed in Section 154.801 of the Lake Elmo Zoning Ordinance.
NOW, THEREFORE, BE IT RESOLVED THAT the City Council does hereby
approve the Preliminary and Final PUD Plans for the Auto Owners Insurance Building subject to
the following conditions:
1) The City Engineer shall approval all final easements prior filing of the final plat at
Washington County.
2) The City Engineer shall work with the applicant to finalize all stormwater management
plans to bring them into compliance with all applicable state and local regulations. If
necessary, sub-surface BMPs shall be installed at the applicant’s expense below the
proposed parking areas so as not to change the overall site design.
3) A sidewalk connecting this property to the neighboring hotel/restaurant site shall be
provided.
4) As signage has not been reviewed as part of this application, a future application for
signage will be required.
5) Two (2) additional fire hydrants shall be added to the final design at the applicant’s
expense, and all easements for utilities as deemed necessary by the City Engineer shall
be provided on the final plat prior to filing of the plat at Washington County.
6) Fire lanes, the FDC location and lockbox shall be added to the final plans in accordance
with direction from the fire chief prior to issuance of a building permit.
7) Height of all lighting standards shall not exceed 30’.
8) Silt fencing and/or other erosion control BMPs as directed by the City Engineer should
be shown at the construction limits with the future building permit application.
9) All necessary permits shall be provided to the City prior to issuance of a building
permit.
10) A park dedication payment in the amount of $13,215.60 shall be paid to the City prior
to the issuance of a building permit for the proposed office building.
11) Access charges for municipal services (as may be applicable) shall be paid prior to the
issuance of a building permit for the proposed office building.
12) All changes and modifications requested by the City Engineer in a memorandum dated
August 7, 2015, shall be incorporated into the construction plans before they are
approved for construction.
13) No construction work may commence on the project until Final Construction Plans for
grading, drainage, and erosion control, site plans, utility plans, and storm water
management plans have been updated and approved by the City Engineer and a
preconstruction meeting has been held.
14) Prior to obtaining a building permit, the applicant shall enter into an agreement with the
property to the west agreeing to take on that site’s stormwater as identified by the
proposed plans.
15) Final building plans shall provide additional roof articulation to bring the building
further into compliance with the City’s design standards.
Passed and duly adopted this 18th day of August, 2015, by the City Council of the City of Lake
Elmo, Minnesota.
___________________________________
Mike Pearson, Mayor
ATTEST:
____________________________________
Julie Johnson, City Clerk
Auto-Owners Insurance
SITE IDENTIFICATION MAP
Location within the City of Lake Elmo
Hudson
Blvd
N.EaglePointCir.I-94 Ramps
City of Lake Elmo Planning Department
Preliminary & Final PUD Plan/Plat
To: City Council
From: Ben Gozola, City Planner
Meeting Date: August 18, 2015
Applicants: Auto Owners Insurance Company
Location: Outlot A, HOA 2nd Addition
Introductory Information
Request: The Auto Owners Insurance Company is seeking approval of a preliminary and final
plan/plat for HOA 3rd Addition within the Eagle Creek Business Park.
The original platting and approval of the Eagle Point Business Park entailed the creation
of multiple Outlots which were to be developed through platting as businesses came
forward. This request would re-plat Outlot A of HOA 2nd Addition into Lot 1, Block 1,
HOA 3rd Addition.
In addition to the requested platting, this PUD application would approve a site plan
authorizing construction of an approximate 30,000 square foot building with potential
future expansion of an additional 14,000+ square feet. The building would house a
professional office with an anticipated occupancy of 155 (with the future expansion
bringing the overall occupancy to 255). The typical hours of operation for Auto Owners
Insurance are 7:30 a.m. to 4:30 p.m. daily.
Construction is anticipated to begin in late fall of 2015 with completion of the building in
the summer of 2016.
Process: The Eagle Point Business Park was approved as a Planned Unit Development in the early
2000’s, and the initial installation of roads and utilities has already occurred throughout
the park. Development of individual building sites such as this is to be completed through
the simultaneous review of preliminary and final plans, with this review ensuring that
everything is ready for final approval.
Site Data: Existing Zoning – BP (Business Park)
Land Use Guidance – Business Park
Parcel size – 5.056 acres (220,260 square feet)
Property Identification Numbers (PIDs) – 33.029.21.43.0006
Current Legal Description – Outlot A, HOA 2nd Addition, according to the recorded
plat thereof, Washington County, Minnesota
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 2
Review
IN GENERAL:
Site Character: The entire site is largely natural grasses with a few scattered trees. The northern
portion of the site gently slopes downward from west to east, and the southern portion
of the site is nearly flat. The middle of the site is characterized by a small hill and
small depression/pond area.
Lot
Configuration:
This plat would create a single lot utilizing existing Outlot A, 2nd Addition.
The lot configuration was previously reviewed and approved as a future building site
by the HOA 2nd Addition PUD plat review.
Area
Calculations:
Parks and public open space: no parks, trails, public open space, and/or sport fields
are proposed as part of this development.
Public street rights-of-way: none proposed
Wetlands: None. The South Washington Watershed District convened a TEP panel
in July of 2014 to review the site, and they determined the small pond area was a result
of an excavation in 1999 for the purposes of stormwater drainage from the adjacent
site.
Future parcel
development:
The proposed plat and site plan would fully develop this parcel.
Adjacent parcel
dev.:
Both of the adjacent parcels to the east and west are already fully developed, so this
proposal will not impact future development.
Proposed Use: The proposed “office” use is a permitted use within the Eagle Point Business Park.
We are not aware of any proposed conditional or accessory uses proposed for the site.
Any such additions in the future will require a separate approval process.
Building
Location:
The proposed building will be more than 50’ from ROW and more than 10’ away from
all other lot lines as required by code.
Building placement is in accordance with encouraged development standards allowing
for effective auto and pedestrian circulation, building setbacks, and open space along
Hudson Boulevard.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 3
Building Size: The proposed building foundation will exceed the required minimum of 10,000 square
feet.
Building
Height:
No Business Park structure shall exceed 60’ in height, and parapet walls shall not
exceed more than 4 feet above the height permitted of the building.
This one-story structure will be compliant with the allowed height maximum.
Building
Design:
While not mandated, design standards encourage architectural treatments around the
building with windows and doors that reflect the architectural style of the structure.
As demonstrated by the plans, large square windows are consistently used on all sides,
materials are consistent throughout mixing brick veneer with a limestone accent band
and limestone veneer base; and the red painted steel and metal fascia offset well with
the overall earth tones to complete an inviting and attractive design for this site.
All “roof” equipment will actually be enclosed within this new building thereby
eliminating a main concern to exterior aesthetics.
The entryway is visible and accessible as designed, and includes a canopy to provide
cover from weather when entering and exiting the structure.
Lot Access: The lot will have direct access to a public road (Eagle Point Circle).
The main and only entry point to the parking lot proposed on the northern half of the
site will be directly off the cul-de-sac bulb on Eagle Point Circle.
The future address of the site should be visible from the driveway entrance.
Easements: All standard drainage and utility easements are shown on the preliminary plan and
final plat documents.
The applicant has signed a letter indicating that all on-site stormwater management
facilities are to be privately owned, so staff has no concerns about stormwater
easements.
As the Fire Chief is now requesting two fire hydrants near the front of the building,
additional easements will be needed to accommodate a new public water line and both
hydrants. Prior to filing of the final plat, the required easements must be shown on
the document and be approved by the City Engineer.
Resident
Concerns:
Staff has not received any feedback for or against this proposal.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 4
INFRASTRUCTURE:
Road System: The road system in this area is fully built out, and no new roads are necessary to service
this parcel.
Water
System(s):
The site will be served by an 8” water service line with a presumed 6” stub to the site
(to be verified in the field).
Six (6) inch private mains will serve the proposed building.
Sanitary
System(s):
The site currently has an 8” sewer service line stubbed to the site that will be accessed
to provide sanitary sewer to the facility.
Storm water
/Grading:
The neighboring hotel/restaurant site currently discharges its stormwater runoff to the
east across the proposed Auto-Owners site to a catch basin on the east side of the Auto-
Owners property. This stormwater is going to be captured at the Auto-Owners west
property line and rerouted via storm sewer infrastructure around the west/south/east
sides of the Auto-Owners site and connected to the 36” storm sewer pipe in Eagle
Point Circle.
The Planning Commission is recommending, per condition, that the applicant enter
into a private agreement with the neighboring hotel/restaurant site to ensure continued
acceptance of stormwater from that site. Such an agreement will need to be in place
prior to issuance of a building permit for this site.
At the time of writing this report, the applicant has submitted updated information for
City Engineer consideration, but no final determination has been made as to whether
all standards have been met. Given the progress made, staff is comfortable at this time
recommending conditional approval of the final plat and plans subject to the Engineer
signing off on all final documents prior to the final plat being authorized for filing.
Utilities: Telephone, electric, and/or gas service lines are to be placed underground in
accordance with the provisions of all applicable City ordinances.
Sidewalks or
Trails:
At the request of the neighboring hotel/restaurant owners to the west, a sidewalk
connecting the two properties will be provided.
There are no trails or sidewalks in the area which must be extended as part of this
development.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 5
Parking
Facilities:
The required parking ratio is one (1) space per 250 square feet of office building area
OR one space per two (2) employees, whichever is greater.
o The building to be constructed would have 29,601 square feet of floor area
which would require 118 parking stalls
o Per the applicant’s narrative, the initial building would have a capacity of 155
workers which would require 58 parking stalls
o 118 stalls are the required minimum for the initial building
With the initial construction, 156 stalls are being provided which meets the
minimum requirement.
o The future building expansion would provide an additional 14,271 square feet
requiring an additional 57 parking stalls
o Per the applicant’s narrative, the fully built-out building would add the
capacity to house an additional 100 workers which in turn would require a
minimum of 50 additional parking stalls
o 57 additional stalls will be required if/when the building is expanded
Future expansion of the facility would also include the addition of 72 more
parking spaces which also meets the minimum requirements.
In total, 175 parking stalls must be provided, and 222 will ultimately be
constructed.
All parking stalls (except for accessible stalls) are proposed to be 9.5 feet wide and 18
feet long. Minimum standards per Eagle Point Business Park Development Standards
are 10’x20’ south of Hudson Boulevard unless “altered upon approval of the Zoning
Administrator.” Additionally, 20% of the stalls for an office development can be
compact car size (8’x16’).
The hotel/restaurant next door includes 9’x18’ spaces. Staff has no concerns about
the proposed 9.5’x18’ stalls.
The proposed parking and future parking expansion areas are conforming to minimum
parking setbacks (front, 20’; sides and rear, 10’; side street, 20’).
As encouraged by the City’s development standards, the entrance to the parking area
is off of a secondary street, landscape islands are included, and lot lighting is well
controlled on site.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 6
Signage: No new street signs will be required as no new roads are being constructed.
The applicant provided a color rendering of the site just before the Planning
Commission meeting that showed potential sign configurations and locations.
Because this was the first indication of signs on any plan set, staff made it clear to
the applicant and planning commission that NO signage would be authorized should
this application be approved. A future application will need to be submitted to
authorize all requested signage.
Businesses can have signage on the building and a monument sign at the property’s
entrance. Pylon signs must be approved on a case by case basis by the City.
Fire Hydrants: There is an existing hydrant on Eagle Point Drive to the south of the entrance to this
site, and a second hydrant to the southeast on the adjacent property.
Additional hydrants, if deemed necessary by the fire marshal, shall be added to the
final design at the applicant’s expense.
Streetlights: No streetlights are required as part of this development.
Lighting Plan: The lighting plan for the site shows that illumination at the boundaries of the
property will be within required standards.
Height of all lighting standards shall not exceed 30’.
Monuments: Because the plat will not be changing any lot lines, existing monumentation for Outlot
A will continue to be accurate following approval of the proposed plat.
ENVIRONMENTAL & OTHER NEIGHBORHOOD IMPACTS:
Environmental
Impacts:
Staff has not identified any need for an in-depth environmental analysis based on the
current proposal (i.e. EAW, EIS, AUAR, etc.)
Wetlands: The South Washington Watershed District convened a TEP panel in July of 2014 to
review the site, and they determined the small pond area was a result of an excavation
in 1999 for the purposes of stormwater drainage from the adjacent site.
No other wetlands or potential wetlands exist on the site.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 7
Shoreland
District:
This site is not within a designated shoreland district.
Erosion
Control:
Silt fencing and/or other erosion control BMPs as directed by the City Engineer
should be shown at the construction limits with the future building permit
application.
Traffic: The proposed project will not significantly increase traffic volumes in a manner not
anticipated by the original PUD approval. No traffic study is warranted
Flood Plain &
Steep Slopes:
According to the February 3, 2010 FEMA Flood Insurance Rate Map (27163C0335E),
the site is outside of the floodplain (Zone X).
There are no steep slope restrictions applicable to this property.
Landscaping: According to the Eagle Point Business Park development standards, the primary
landscaping materials required for this type of development shall be shade trees with
shrubs, hedges and other similar foliage used to complement trees. Berming and
landscaping must be approved within one year of City Council approval.
Additional code requirements: minimum of 6 trees per acre (1” caliper minimum),
and a minimum of two (2) trees per 100 linear feet of street frontage.
Based on 5.1 acres and 866 linear feet of street frontage, code requires at a minimum
31 trees on the site and 17 trees along the road.
The applicants have submitted a landscape plan that shows 50 trees being planted on
site and 19 trees along the road which complies with code and is in line with the
development standards encouragement to add additional landscaping and to do so
throughout the site.
Docks: Not applicable as the project does not include any lakeshore or deeded access to lakes.
Other Permits: All necessary permits shall be provided to the City prior to issuance of a building
permit.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 8
CHARGES, FEES, & RESPONSIBILITIES:
In General: As always, the applicant is responsible for all fees related to the review of this
application (including but not limited to planning, legal, engineering, wetland,
environmental consultants, or other such experts as required by this application).
It is recommended that a project agreement or DA be prepared for the project to ensure
escrows and reimbursement of all City fees.
Park
Dedication:
Approval of the Eagle Point Business Park included provisions which allocated
individual park dedications to each development site on a square footage basis. The
overall fee for the business park to be collected totaled $252,437, which led to an
allocation of $0.06 per square foot for individual sites within the park. Accordingly,
the required dedication would be as follows:
220,260 square feet * $0.06/sq ft = $13,215.60
Park dedication shall be paid prior to the issuance of a building permit for the proposed
office building.
Sewer
Charges:
Sanitary sewer service charges will consist of a $3,000 Sewer Availability Charge
(SAC) per REC unit plus $1,000 Sewer Connection Charge per REC unit. A Met
Council REC determination must be completed to verify the number of REC units
for the project.
Water
Charges:
Water service charges will consist of a $3,000 Water Availability Charge (WAC) per
REC unit plus $1,000 Water Connection Charge per REC unit. The number of REC
units will be as determined for SAC charges
After reviewing all criteria in code, staff believes the requested preliminary and final PUD plan/plat
should be approved with conditions. All outstanding details required by the Planning Commission
have been addressed in as much as necessary to support this recommendation.
Conclusion
The City Council is asked to examine the proposed Preliminary & Final PUD
Plan/Plat materials and make decision as to whether they meet all conditions of
approval outlined by city code. Keep in mind that an approval at this point finalizes
the subdivision—all desired/required changes must be addressed at this time.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 9
Council Options: The City Council has the following options:
A) APPROVE the requested Preliminary & Final PUD Plan/Plat based on the
applicant's submission, the contents of this report, public testimony and other
evidence available to the Council.
B) DENY the requested Preliminary & Final PUD Plan/Plat based on the
applicant's submission, the contents of this report, public testimony and other
evidence available to the Commission.
C) TABLE the request for further study.
Based on an application date of 6-29-15, the 60-day review period for this
application expires on 8-28-15. This deadline can be extended an additional 60
days if more time is needed.
Template
APPROVAL
Motion:
(Recommended)
“I move to approve the requested Preliminary & Final PUD Plan/Plat based on
the following findings of fact:
a) The application is conforming to the standards and requirements for a PUD
within the Eagle Point Business Park;
b) The building design employs guidance from the City’s design standards
including building placement, open space, extra landscaping, controlled
parking lot lighting, high quality exterior materials and a cohesive
architectural style;
c) Engineering design standards are being met or can be met via condition; and
d) Review of the plan did not identify any environmental issues that cannot be
addressed through the proposed design.
Recommended
Conditions:
1. The City Engineer shall approval all final easements prior filing of the final plat
at Washington County.
2. The City Engineer shall work with the applicant to finalize all stormwater
management plans to bring them into compliance with all applicable state and
local regulations. If necessary, sub-surface BMPs shall be installed at the
applicant’s expense below the proposed parking areas so as not to change the
overall site design.
3. A sidewalk connecting this property to the neighboring hotel/restaurant site shall
be provided.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 10
(cont.) 4. As signage has not been reviewed as part of this application, a future application
for signage will be required.
5. Two (2) additional fire hydrants shall be added to the final design at the
applicant’s expense, and all easements for utilities as deemed necessary by the
City Engineer shall be provided on the final plat prior to filing of the plat at
Washington County.
6. Fire lanes, the FDC location and lockbox shall be added to the final plans in
accordance with direction from the fire chief prior to issuance of a building
permit.
7. Height of all lighting standards shall not exceed 30’.
8. Silt fencing and/or other erosion control BMPs as directed by the City Engineer
should be shown at the construction limits with the future building permit
application.
9. All necessary permits shall be provided to the City prior to issuance of a building
permit.
10. A park dedication payment in the amount of $13,215.60 shall be paid to the City
prior to the issuance of a building permit for the proposed office building.
11. Access charges for municipal services (as may be applicable) shall be paid prior
to the issuance of a building permit for the proposed office building.
12. All changes and modifications requested by the City Engineer in a memorandum
dated August 7, 2015, shall be incorporated into the construction plans before
they are approved for construction.
13. No construction work may commence on the project until Final Construction
Plans for grading, drainage, and erosion control, site plans, utility plans, and
storm water management plans have been updated and approved by the City
Engineer and a preconstruction meeting has been held.
14. Prior to obtaining a building permit, the applicant shall enter into an agreement
with the property to the west agreeing to take on that site’s stormwater as
identified by the proposed plans.
15. Final building plans shall provide additional roof articulation to bring the building
further into compliance with the City’s design standards.
Preliminary & Final PUD Plan/Plat Review
Auto Owners Insurance
City Council Report; 8-18-15
Page 11
Template
DENIAL
Motion:
(Not Recommended)
“I move to recommend denial of the requested Preliminary & Final PUD
Plan/Plat based on the following findings of fact:
(Please list your findings of fact as to why the application is not in compliance
with zoning or subdivision regulations)
PAGE 1 of 2
MEMORANDUM
Date: August 7, 2015
To: Ben Gozola, Senior Planner, Sambatek Re: Auto Owners Insurance Building
Cc: Kyle Klatt, Planning Director Plan Review
From: Jack Griffin, P.E., City Engineer
A Site Plan engineering review has been completed for the Auto Owners Insurance Building. The submittal
consisted of the following documentation prepared by BKBM Engineers dated July 10, 2015:
Preliminary Plat.
Final Plat.
Grading, Drainage and Erosion Control Plans.
Utility and Paving Plans including Civil Details.
Stormwater Pollution Prevention Plan.
Landscape Plans.
Engineering review comments are as follows:
General Comments:
1. Engineering has not reviewed the proposed lighting plan (privately owned), landscape plan (privately
owned), or building plans (privately owned).
2. City of Lake Elmo standards and specifications. Plan notes direct the contractor to follow all City of Lake
Elmo standards and specifications. It is the applicant’s (or applicant’s engineering representative)
responsibility to provide the contractor all applicable City of Lake Elmo standards and specifications for
the project prior to the start of construction by incorporating them into the construction plans and
specifications.
3. Fire Protection. Site Plans must be updated to include the placement of Fire Lanes, Yellow painted curbing
and No Parking areas for fire protection purposes.
4. The project proposes two driveway accesses located off Eagle Point Circle consistent with the overall
development plan. The driveways have been also been located and configured consistent with City staff
recommendations.
5. Limits of bituminous patches to be as directed by the City. Curb cuts and utility cuts to the existing
pavement of Eagle Point Circle are required in several locations for the project. Street restoration is
required per City of Lake Elmo standards, including all bituminous patching performed to the centerline of
drive lanes. All patches must be large enough to permit compaction using standard street construction
compaction equipment.
Stormwater Management:
1. Private Storm Sewer System onsite. The Storm Water Management Plan proposes to construct a privately
owned and maintained storm sewer system on site to collect and control storm water runoff from
approximately 3 acres of new impervious surface and to pass storm water runoff from the hotel/restaurant
to the west, across the Auto Owners property. Storm sewer should be minimum 15‐inch diameter.
FOCUS ENGINEERING, inc.
Cara Geheren, P.E. 651.300.4261
Jack Griffin, P.E. 651.300.4264
Ryan Stempski, P.E. 651.300.4267
Chad Isakson, P.E. 651.300.4285
PAGE 2 of 2
2. Connection to Public Storm Sewer. The proposed private storm sewer system connects to existing public
storm sewer systems in 3 locations in Eagle Point Circle, all leading to and discharging to a regional pond
facility constructed in year 2000 as part of the Eagle Point Business Park development. The storm sewer
runs within public R/W must be RCP pipe (from ex. CB#1).
3. Regional Pond. The existing regional pond facility is east of the Rasmussen building and has sufficient
capacity to serve the Auto Owners Insurance property.
4. SWWD Permit. The Storm Water Management Plan has been reviewed and approved by the SWWD. The
review determined that the existing regional basin constructed in year 2000 for the business park
development provides the necessary capacity for storm water rate and water quality requirements to
meet SWWD rules.
5. MPCA Stormwater Construction Permit. The applicant is required to apply for and receive a Stormwater
Construction Permit from the MPCA once a contractor has been obtained for the project. MPCA permit
requirements include a provision that requires on‐site infiltration of 1‐inch of rainfall over all new
impervious surfaces (17,279 cubic feet). The applicant believes the discharge to the regional pond facility
will provide the infiltration needed to meet this requirement.
6. MPCA Permit Contingency. The applicant has indicated to the City that if the MPCA review determines that
the regional pond facility does not conform to MPCA rules, the applicant will construct underground
infiltration systems that will not alter the proposed site plan.
7. The plan approvals must be contingent upon the applicant submitting detailed storm sewer calculations for
the proposed private storm sewer system as well as the existing public storm sewer system, demonstrating
sufficient capacity throughout the proposed storm sewer and meeting all current City Engineering Design
Standards.
8. The plan approvals must be contingent upon the applicant submitting detailed plans showing the existing
regional pond facility, existing conditions. A City review of the facility must be completed to determine any
improvements/repairs to the basin needed to accommodate the project.
9. The proposed storm water facilities will receive storm water from a privately owned and maintained storm
sewer system that will not be constructed to City engineering design standards. It is therefore
recommended that the storm water facilities be privately owned and maintained. A maintenance
agreement in a form acceptable to the City should be executed and recorded with the County for all
permanent storm water facilities to be located on private property. The agreement shall provide a
maintenance plan defining the maintenance responsibilities for the private owner, the type of
maintenance and the maintenance intervals.
Grading, Drainage & Erosion Control Plan:
1. City Standard Plan Notes for Grading and Erosion Control must be included on the Grading & Erosion
Control Plans.
2. Minor grading revisions are needed to maintain maximum slopes of 4:1 within public R/W (Hudson
Boulevard).
Utility Plans:
1. Connection to existing sanitary sewer stub. The project proposes to connect to the existing sanitary sewer
stub located in Eagle Point Circle.
2. Connection to existing watermain stub. The project proposes to connect to an existing 8‐inch watermain
located in Eagle Point Circle and extend a 6‐inch watermain service to the building.
3. Fire Hydrant locations. No fire hydrants are proposed in the project, however one fire hydrant exists within
65 feet of the proposed building. The hydrant system plan must be reviewed by the Fire Chief. Comments
will be forwarded if plan changes are deemed necessary.
19City of Lake eLmo - Design guiDeLines & stanDarDs
Business Park Development4
The intent of this zoning district is to provide oppor-
tunities for high quality business park development
for office, light manufacturing, and other non-retail
uses. In terms of design, this manual establishes
consistent architectural standards between vari-
ous users in the BP district. These architectural
standards are intended to promote a coordinated
identity and avoid mismatched design. In addition,
the manual ensures the installation of open-space
character within business park development
through effective site design and landscaping.
A. Site Design
Building Placement
Goal: To establish standards for building location
that ensure effective automobile and pedestrian
circulation and promote coordination of buildings
between adjacent sites and structures.
a. Buildings must be setback at least 50 feet
from the public right of way.
b. Buildings should be located in a manner that
allows for effective automobile and pedestrian
circulation.
c. Shared access points from the public ROW are
encouraged. Vehicular access points should be
limited to minimize traffic disruption.
d. The orientation of buildings should be compat-
ible with adjacent structures and sites.
e. Utilizing the natural topography or features of
the site is encouraged to create unique land-
scapes and add visual interest and value to the
design.
f. The provision of common and open spaces to
the rear of the site is encouraged for the use
of employees and visitors, reinforcing Lake El-
mo’s open-space character.
Streetscape
Goal: To provide high quality landscaping in areas
visible from the public view, as well as promote pe-
destrian connections in the BP district.
a. Street trees shall be installed at regular inter-
vals along the public right of way. Species of
street trees should be selected according to
root zone and salt tolerance.
b. Additional landscaping along public streets is
encouraged. Landscape materials should be low-
maintenance and native to ensure heartiness.
c. Sidewalks along the public right of way are
encouraged to extend pedestrian connections
throughout the BP district.
d. Utilizing site amenities as guided by Lake Elmo
Theming Study is encouraged.
Applicable Zoning Districts:
• Business Park/Light Manufacturing (BP)
Utilizing natural topography within business park develop-
ment adds aesthetic value and reinforces Lake Elmo’s open
space character.
Street trees provide an attractive streetscape, as well as help
screen and provide shade within parking areas.
20 City of Lake eLmo - Design guiDeLines & stanDarDs
busIness park developmenT
Landscaping
Goal: To reduce continuous hardscape and imper-
vious surface, as well as ensure development of a
high visual quality.
a. Trees, plant beds, and potted plants should
be installed in parking, sidewalk, and other
hard surfaced areas to add visual interest and
break up continuous impervious surface.
b. Parking, service, storage and utility areas
should be buffered by plantings, particularly
when in view of public streets. Near areas of
pedestrian circulation, these plantings shall
not exceed 4 feet in height for safety purposes.
c. Hardy and native plant materials that are re-
sistant to the climate, disease and salt are en-
couraged.
d. Making use of similar plant materials as adja-
cent properties and public spaces is encour-
aged to create continuity.
e. Mature trees located on building sites should
be retained whenever possible.
f. Bare soils should be planted or mulched with
bark, stone or other suitable material to avoid
unnecessary runoff.
Parking
Goal: To adequately serve the parking needs of
businesses in the BP district, while ensuring pe-
destrian safety, reduced impervious surface, and
a high quality visual aesthetic and appearance.
a. The linear measurement of surface parking
areas parallel to the public street are encour-
aged not to exceed more than 75% of primary
street frontages. Sites or projects that are un-
able to meet this guideline are encouraged to
install berms and/or additional landscaping to
buffer areas of surface parking adjacent to the
primary street frontage.
b. The entrance to parking facilities should be lo-
cated on secondary streets when possible.
c. Shared parking facilities between adjacent
uses or businesses are strongly encouraged
when possible to avoid excessive amounts of
parking.
d. Structure parking is encouraged, and should
be located behind or beneath primary build-
ings when possible.
e. Structure parking or parking areas located be-
neath the primary structure should be screened
with architectural elements that match the pri-
mary building.
f. Parking areas should be screened from view
of public streets by means of grading and/or
landscaping.
g. Parking areas should be screened from ad-
jacent structures with landscaping strips not
exceeding 4 feet in height in order to ensure
pedestrian safety.
h. Landscaped islands should be installed within
surface parking areas to break up continuous
hardscape and reduce concentration of imper-
vious surface.
i. Lighting must be provided in parking areas
at night for safety purposes. However, direct
glare, spillover or other forms of light pollution
directed at adjacent properties are prohibited.
j. Parking facilities must be ADA compliant when
deemed necessary.
Delivery, Service, Storage and Utility Areas
Goal: To provide physical and visual separation of
delivery, service, storage and utility areas from the
public right of way and areas of automobile and
pedestrian circulation.
a. Delivery, service, storage, maintenance or trash
collection areas should be located out of the
view from the public right of way, or significantly
Landscape islands greatly improve that character of surface
parking lots.
21City of Lake eLmo - Design guiDeLines & stanDarDs
busIness park developmenT
screened through landscaping or architectural
features that match the primary structure.
b. Service, storage and trash collection areas are
not allowed in the setback areas.
c. The location of delivery, storage and service ar-
eas should be clearly marked with signage and
should not interfere with other automobile or
pedestrian circulation.
d. Storage and delivery areas should be hard sur-
face, minimizing the dispersal of dust.
B. Building Design
Form and Facade
Goal: To promote buildings of high architectural
quality and creativity in design.
a. Blank facades without windows and doors are
discouraged. All sides of the structures shall
have architectural treatments.
b. Window and door styles should reflect the pre-
vailing architectural style of the structure.
c. Variety and creativity in building facade is en-
couraged through changes in building materi-
als, fenestration height, and roof lines. Primary
facades should not present a continuous wall
without architectural details that add visual in-
terest.
d. Minimizing continuous expanses of wall
through facade articulation, recession or pro-
jection is encouraged.
e. Architects and builders are encouraged to incor-
porate topographical features into the form of
the structure when possible, utilizing natural
grades to create unique design.
Building Materials
Goal: To promote quality development through du-
rability and visual aesthetics, thereby supporting
district identity.
a. High-quality and durable materials should be
used in street facing facades.
b. Primary building materials for structures in the
BP district should include brick, stone, cast
stone, quality metals, glass, Exterior Insulation
Finish Systems (EFIS), or pre-cast concrete
panels with exposed aggregate, banding, tex-
turing or other similar decorative finish treat-
ment.
c. High quality synthetic materials that adequate-
ly duplicate natural materials may be accept-
able if approved by the City, including, but not
limited to, thin brick, hardi plank, decorative
concrete masonry, and other materials.
d. The following building materials are not al-
lowed to be used as primary finished facade
material for business park development:
• Unpainted galvanized metal
• hed “green-treated” lumber
• Unfinished wood
• Plain or unpainted concrete
Garbage collection areas should be located to the rear of the
site and screened using materials that match the principal
structure.
Corner treatments to larger structures add visual interest
and break up monotonous design.
Long expanses of wall can be broken up using windows and
other treatments.
22 City of Lake eLmo - Design guiDeLines & stanDarDs
busIness park developmenT
• Painted concrete block may be used on
the rear of the building or sides not visible
from the public right of way.
g. Facade colors should reflect subtle earth
tones. However, other primary facade colors
will be considered by the Review Authority. Ac-
cent materials shall complement the colors of
the primary facade.
Scale and Mass
Goal: To reduce the appearance of mass in the BP
district.
a. Scale should be reduced by utilizing “step-
down” methods, particularly near areas of pe-
destrian circulation. Entries and other bump
out features are effective in this regard.
b. Structures of two-stories or higher should uti-
lize facade treatments, such as multiple build-
ing materials or additional windows, to mini-
mize the appearance of mass.
Roof Design
Goal: To ensure architectural consideration and
consistency in roof design in relation to the archi-
tecture of the building, and to reduce the visual
impact of rooftop equipment.
a. The design of the roof must be consistent with
the overall architecture or design of the struc-
ture.
b. Parapets of varying heights are required for
buildings in the BP district with flat roofs.
c. Rooftop equipment, particularly on flat roofs,
must be screened by the parapet or other ar-
chitectural features.
Entries
Goal: To provide identifiable entryways that em-
phasize access, pedestrian safety, architectural
quality and a human scale.
a. Entryways to buildings in the BP district should
be accessible for pedestrians from the public
right of way.
b. Architectural features should be incorporated
into entryways, such as facade detailing or
prominent windows.
c. The use of canopies, awnings and other shel-
tering features are encouraged.
d. Pedestrian amenities such as ornamental
Parapets of varying height provide additional architectural detail that add aesthetic value.
High quality building materials are required for street-facing
facades.
23City of Lake eLmo - Design guiDeLines & stanDarDs
busIness park developmenT
trash receptacles, benches or lighted bollards
are encouraged near entryways to buildings in
the BP district.
Lighting
Goal: To ensure safety of patrons, employees, pe-
destrians and automobiles, as well as providing
visual interest and aesthetic value to a site, while
limiting light pollution of the night sky to the best
extent possible.
a. Lighting must be provided in entryways, park-
ing areas, pedestrian ways, storage and ser-
vice areas, and other locations that require ad-
ditional safety lighting.
b. Lighting height shall be consistent with City’s
exterior lighting standards.
c. Lighting styles should be complementary to
the architectural style of the building.
d. Lighting of architectural features should be
used to provide accent and interest, as well
as identify the building entryway. Architectural
lighting must be downcast and shielded to pre-
vent light pollution.
e. Bollard lighting is encouraged for pedestrian
areas.
f. Overhead lighting must be shielded to prevent
light trespass and spill-over onto adjacent
properties.
g. Buildings near residential zones must utilize
lighting that minimizes light trespass.
h. Bare bulb and exposed neon lighting are not
allowed.
Signage
Goal: To provide signage that clearly identifies
businesses within the BP district, while promoting
quality and consistency in terms of design and ma-
terials.
a. Building signage shall be complementary to
the architecture of the structure, as well as
consistent with the style of the surrounding
buildings or district as a whole.
b. Sign elements that will be evaluated for consis-
tency include scale, color, lighting and materi-
als.
c. Signs must be constructed of high quality, du-
rable materials.
d. Directional signage to delivery, service and
storage areas is required.
e. Two and three-dimensional signs are encour-
aged to promote creativity and district identity.
f. All buildings are encouraged to incorporate el-
ements of community theming in appropriate
signage, supporting district and city identity.
Canopies and changes in building materials help accentuate
entryways.
Two and three-dimensional signage provides creativity and
visual interest.
Lake Elmo City Hall 651-747-3900 3800 Laverne Avenue North Lake Elmo, MN 55042 Development Standards for Eagle Point Business Park 300.12 subd. (1)(B) and 300.12(2). No Business Park structure shall exceed 60’ in height. Parapet walls shall not exceed more than 4’ above the height permitted of the building. 300.13 subd (6)(A)(3) Parking spaces shall be 9’ X 18’ at the developments north of Hudson Blvd and 10’ X 20’ South of Hudson Blvd, with the exception of the hotel and restaurant which needs to be 9’ X 18’ spacing. Parking spaces for the handicapped shall be minimum of 12’ X 20’. 20% of the spaces in an office development can be compact car size 8’ X 16”. The size of parking space may be altered upon approval of Zoning Administrator. 300.13 subd. (6)(B)(6)(D) The primary landscaping materials shall be shade trees with shrubs, hedges, etc., used only to complement trees, not as the sole means of landscaping. Landscaping and irrigation will be done on a project by project basis. If landscaping within the NSP easement is disturbed, it needs to be replaced by NSP, or the property owner. Berming and landscaping must be approved within one year of City Council approval. Permitted Uses: Banks, medical clinics, offices, schools (business, professional and private trade), office showrooms. Conditional Uses: Business services, conference centers, health clubs, hotels and motels, day care centers, limited retail, medical, dental and research labs, recording studios, restaurants and cafeterias, theaters, teleconferencing transmission facilities, veterinary clinics, and hotel. Minimum Lot Area: 2.0 acres. Lots less than 2.0 acres might be approved on a project by project basis through a conditional use permit. Minimum Lot Frontage: 200’ with the exception of 50’ pm a cul-de-sac. Lot Width/Depth Ratio: 1/3.5 Minimum Building Setbacks: 50’ for the front and street frontage, and 10’ for side and rear frontage. When abutting residential uses, the current ordinance requirement will apply. Minimum Parking Setbacks: Front: 20’, Side: 10’, Side(street): 20’, Rear: 10’ Minimum Building Foundation Size: 10,000 s.f.
Parking Ratio: One space for each 250 s.f. of office building area or one space per two employees, whichever is greater. One space per 2,000 s.f of storage, warehouse and 1 space per 1,000 s.f. of showroom. Pathways: 8’ wide pathways as part of the City’s trail system and the City will maintain. Storm Water Control: Storm water management requirements should be averaged over the PUD area as a whole. The tributary setback will be 30’ from the tributary setback, and the parking setback will be 10’ from the tributary setback. Lighting Height: 30’ maximum Sign Height: Businesses can have signage on the building and a monument sign at the property’s entrance, and that a pylon sign must be approved on a case by case basis by the City. Pond Maintenance: Recommend the creation of a District to take care of pond maintenance.
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
REGULAR
ITEM #15 ORDINANCE 08-124
AGENDA ITEM: Zoning Text Amendment – Subdivision Identification Signs
SUBMITTED BY: Kyle Klatt, Community Development Director
THROUGH: Clark Schroeder, Interim City Administrator
REVIEWED BY: Planning Commission Nick M. Johnson, City Planner (previous Staff reports)
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item .....................................Community Development Director
- Report/Presentation………………………...Community Development Director
- Questions from Council to Staff ............................................. Mayor Facilitates
- Call for Motion ............................................................... Mayor & City Council
- Discussion ....................................................................... Mayor & City Council
- Action on Motion .................................................................... Mayor Facilitates
POLICY RECCOMENDER: Planning Commission
FISCAL IMPACT: None
SUMMARY AND ACTION REQUESTED: The City has received inquiries from the
residential development community about subdivision identification signage. In reviewing the
City’s regulations with signage, staff determined that adding greater clarity about what type of
signage is allowed and where would be beneficial to the City moving forward. To address the situation staff conducted research and ultimately drafted a Zoning Text Amendment to add language to the ordinance. The Planning Commission reviewed the research at their 6/22/15
meeting, held a public hearing on 7/13/15. The City Council considered the Commission’s
recommendation at its second meeting in June, but sent the ordinance back to the Planning
Commission for further review. The Council specifically requested that the maximum allowable size of a subdivision identification sign be decreased from 32 to 24 square feet.
City Council Meeting [Agenda Item 15]
August 18, 2015
-- page 2 --
After further review, the Planning Commission is recommending approval of the Zoning Text
Amendment with the size reduction as proposed by the Council and with additional provisions to
limit the size of the supporting infrastructure around the sign. The suggested motion to take
action of this request is as follows:
“Move to adopt Ordinance 08-124, amending the Sign Ordinance to provide greater clarity in the regulations for subdivision identification signage.”
BACKGROUND INFORMATION/STAFF REPORT: The City Council has received the previous Planning Commission reports and supporting information on this matter. Since this has recently been in front of the Council, the supporting documentation has not been attached to this
report, but us available upon request.
PLANNING COMMISSION REPORT: The Planning Commission reviewed the subdivision identification signage provisions at its meeting on 6/22/15, where they directed staff to schedule a public hearing and prepare a Zoning Text Amendment. The public hearing was held on July
13, 2015. No one spoke during the public hearing and no written correspondence was received.
During the meeting, the Planning Commission requested that provisions be added to not allow
changeable copy or electronic variable message signage for subdivision identification signs. The Planning Commission unanimously recommended approval of the zoning text amendment to add additional provisions to provide clarity for subdivision identification signs (Vote: 6-0).
Upon receipt of the ordinance with an updated recommendation from the Council, the
Commission reviewed and further revised ordinance at its August 10, 2015 meeting. The Planning Commission supported the Council’s size amendment, and further added language that limits the overall size of the support structure and monument portion a sign. The updated
language has been included in the attached ordinance.
STRENGTHS, WEAKNESSES, OPPORTUNITIES, THREATS:
Strengths: The addition provisions proposed for subdivision identification signs add
greater clarity to what is allowed for this type of signage. The provisions include more
specificity with regards to the number, location and type of signage that is allowed. These
provisions will set clear expectations for the developers and HOAs who are interested in installing such signage.
Weaknesses: None
Opportunities: Providing greater clarity in the regulations of subdivision signage should
remove some of the confusion that developer and HOAs have encountered with the
existing provisions.
Threats: None.
RECOMMENDATION: Based on the aforementioned, the Planning Commission and staff are
recommending that the City Council approve the proposed amendment to the Sign Ordinance to
City Council Meeting [Agenda Item 15]
August 18, 2015
-- page 3 --
add provisions related to subdivision identification signage. the motion to take the
recommended action on the request is as follows:
“Move to adopt Ordinance 08-124, amending the Sign Ordinance to provide greater clarity in the regulations for subdivision identification signage.”
ATTACHMENTS:
1. Ordinance 08-124 2. Staff Report to the Planning Commission 8-10-15 3. Available Upon Request:
a. Staff Report to the Planning Commission, dated 7-13-15
b. Staff Report to the Planning Commission, dated 6-22-15 c. Existing Subdivision Signage Provisions d. Comparison Chart of Signage of Metro Cities e. Signage Examples from Other Metro Cities
AGEDNA ITEM 6A – BUSINESS ITEM
PLANNING COMMISSION
DATE: 8/10/15
AGENDA ITEM: 6A – BUSINESS ITEM
CASE # 2015-23
ITEM: Zoning Text Amendment – Subdivision Identification Signs
SUBMITTED BY: Kyle Klatt, Community Development Director
REVIEWED BY: Nick Johnson, City Planner
SUMMARY AND ACTION REQUESTED:
The Planning Commission is being asked to reconsider its recommendation to the City Council concerning a zoning text amendment for neighborhood identification signs. The Council considered the ordinance at its July 21, 2015 meeting, and requested that the Planning Commission consider
reducing the maximum size of a neighborhood identification sign from 32 square feet to 24 square
feet. Staff has updated the draft ordinance to reflect this change, and will be seeking further
discussion and comments from the Planning Commission on this matter before sending it back to the Council for final action.
Please note that the Commission has received detailed reports and supporting information on this
item at two previous meetings. Staff will provided copies of any of these materials upon request
from individual Commissioners or the general public.
GENERAL INFORMATION
Applicant: City of Lake Elmo
Property Owners: N/A
Location: N/A – Proposed zoning text amendment would apply to existing and future
residential subdivisions throughout the community.
Request: The Planning Commission is asked to reconsider its recommendation to the City Council concerning neighborhood identification signs.
Existing Land Use: N/A
Existing Zoning: N/A
Surrounding Land Use: N/A
Surrounding Zoning: N/A
Comprehensive Plan: N/A
Proposed Zoning: N/A
History: The City updated the Sign Ordinance in 2013 as part of the Zoning Code Update Project. The provisions that regulate subdivision identification signs were included in the 2013 update.
2
PUBLIC HEARING ITEM 4D – ACTION ITEM
Applicable Regulations: §154.212 – Sign Regulations
RECCOMENDATION:
Staff is recommending that the Planning Commission recommend approval of the Zoning Text
Amendment to the Sign Ordinance to provide clarity with regards to subdivision identification signs. The suggested motion is the following:
“Move to recommend approval of the Zoning Text Amendment to add greater detail to the
subdivision identification sign provisions in the City’s Sign Ordinance.”
ATTACHMENTS:
1. DRAFT ORDINANCE – Proposed Zoning Text Amendment
ORDER OF BUSINESS:
- Introduction ....................................................... Community Development Director
- Report by Staff ..................................................................................... City Planner
- Questions from the Commission ............................ Chair & Commission Members
- Public Comments ............................................................................................. Chair
- Discussion by the Commission .............................. Chair & Commission Members
- Action by the Commission ..................................... Chair & Commission Members
1
CITY OF LAKE ELMO
COUNTY OF WASHINGTON
STATE OF MINNESOTA
ORDINANCE NO. 08-124
AN ORDINANCE AMENDING THE LAKE ELMO ZONING CODE BY AMENDING THE SIGN
ORDINANCE BY ADDING ADDITIONAL REGULATION AND CLARIFICAITON WITH REGARDS TO
SUBDIVISION IDENTIFICAITON SIGNS
SECTION 1. The City Council of the City of Lake Elmo hereby amends Title XV: Land Usage; Chapter 154: Zoning Code; Section 212; Subsection G.1.c to read the following:
c. Subdivision Identification Signs
i. Number. Each residential subdivision is allowed up to a maximum of two (2)
subdivision identification signs. For the purposes of this section, residential
subdivisions shall include all phases of approved staged developments.
ii. Location. Subdivision identification signs shall be located near entrances to
the subdivision, except that one sign may be located along an abutting
arterial or major collector roadway.
iii. Size. The maximum size for a subdivision identification sign is thirty-
twotwenty-four (3224) square feet. The face area of any monument or
support structure attached to or integral to the design of the sign shall be
no more than two (2) times the area of the sign.
iv. Sub-Monuments. Each residential subdivision may have two (2) sub-
monument identification signs in addition to two (2) subdivision
identification signs. Sub-monument identification signs may not exceed
four (4) square feet in size.
v. Changeable copy signs, including electronic variable message signs, are not
a permitted sign type for subdivision identification signage.
SECTION 2. Effective Date. This ordinance shall become effective immediately upon
adoption and publication in the official newspaper of the City of Lake Elmo.
SECTION 3. Adoption Date. This Ordinance 08-124 was adopted on this eighteeth day of
August 2015, by a vote of ___ Ayes and ___ Nays.
LAKE ELMO CITY COUNCIL
_________________________________
Mike Pearson, Mayor
2
ATTEST:
_________________________________
Julie Johnson, City Clerk
This Ordinance 08-124 was published on the ____ day of ___________________, 2015.
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: August 18, 2015
REGULAR
ITEM 26 MOTION
AGENDA ITEM: Building Safety staffing
SUBMITTED BY: Rick Chase, Building Official
THROUGH: Kyle Klatt, Community Development Director
REVIEWED BY: Kyle Klatt, Community Development 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 RECCOMENDER: Staff
FISCAL IMPACT: Included in the 2015 budget.
SUMMARY AND ACTION REQUESTED: The Department of Building Safety is experiencing increases in permit fees, the increase in
permit fees will off-set additional expenditures for the position.
BACKGROUND INFORMATION (SWOT):
Strengths – The proposed position will continue the vision of service to the community
and compliance with applicable State and Municipal Code requirements. Weaknesses – Not Applicable
City Council Meeting [Regular Agenda Item 18]
July 7, 2015
-- page 2 --
Opportunities – The proposed position will assist in carrying out the Department of
Building safety’s mission in maintaining minimum requirements to safeguard public
health, safety, and general welfare through compliance with City Code.
Threats- None
RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council
authorize the hiring of a full time building inspector.
“Move to authorize the City Administrator to advertise, recruit, interview, and present for employment a Building Inspector.”
3800 Laverne Avenue North * Lake Elmo * Minnesota * 55042 * 651.747.3900
The City of Lake Elmo offers competitive pay and benefits in addition to professional development opportunities to all employees. The city’s number one value statement is to foster an environment based on trust and ethics. These philosophies and practices help the City in recruiting and retaining exceptional employees.
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ Accepting Applications for the Position of: BUILDING INSPECTOR
SALARY: $ 26.00- 30.00 per hour
OPENING DATE:
CLOSING DATE:
POSITION TITLE: Building Inspector
DEPARTMENT: Department of Building Safety
ACCOUNTABLE TO: Building Official
PRIMARY OBJECTIVE: This individual will perform all functions of the Department of Building Safety to assist and maintain compliance with the State Building Code and City of Lake Elmo Municipal Code. Delivering service, solutions, education, and efficiency while facilitating positive relationships with residents, contractors, and design professionals.
ESSENTIAL FUNCTIONS OF THE POSITION
1. Perform plan reviews and building inspections on all types of building structures (commercial, industrial and residential) to ensure that they meet the MSBC and City of Lake Elmo Municipal Code. 2. Communicate with architects, engineers, contractors and property owners to interpret and clarify code requirements. 3. Maintains record of erosion control violations and coordinates the City’s enforcement of erosion control requirements for new construction. 4. Verifies that site construction activity is in conformance to approved plans, coordinates City action t
3800 Laverne Avenue North * Lake Elmo * Minnesota * 55042 * 651.747.3900
o bring non-compliant sites into compliance. 5. Ensure complaints involving building codes and related ordinances are processed in a timely manner. Initiate appropriate action regarding violations that are not corrected. 6. Keep abreast of innovations and developments in the construction industry and how changes in materials and construction practices relate to code requirements. 7. Responsible for keeping Building Official informed of issues and proactively working through for solutions. Recommends procedures and policies in cases not clearly covered by codes and ordinances. 8. Responsible for ensuring department reports are completed and accurate.
PERFORMANCE CRITERIA
Skills in mediation, complaint resolution and problem solving.
Team player with the ability to collaborate and implement effective customer service.
Strong initiative to improve processes and productivity.
Ability to effectively use a computer and various software programs, including software for tracking building inspections and permitting activity.
Ability to maintain a positive and effective working relationship with council, commissions, businesses, designers, contractors, residents and staff.
Ability to communicate effectively, both orally and in writing.
Thorough knowledge and understanding of the pertinent state and local codes and licensing requirements applicable to the City of Lake Elmo and the legal aspects of code administration.
Ability to read and interpret plans, specifications, engineering and architectural project drawings, and electronic documents accurately and to compare them with construction in progress.
Ability to enforce codes and ordinances firmly, tactfully and impartially and deal with difficult situations.
Understanding and experience working with best management practices for construction activity.
Develop and maintain effective working relationships with City departments & Authorities having jurisdiction.
Ability to physically move about all areas of construction properties to carry out duties.
Ability to manage multiple projects and meet deadlines working in a fast paced environment.
MINIMUM QUALIFICATIONS
• Certified Building Official with State of Minnesota
• 2 years’ experience in building inspections/plan review
• Experience with Microsoft Products (Word, Excel, PowerPoint)
• Valid MN Driver’s License
DESIRABLE QUALIFICATIONS
• Experience with inspections, property maintenance, sign permits and/or planning and zoning in Public Sector
• Certification from ICC in fire/building/ property maintenance
• A.A.S degree in construction.
3800 Laverne Avenue North * Lake Elmo * Minnesota * 55042 * 651.747.3900
SUPERVISION RESPONSIBILITIES N/A
PHYSICAL REQUIREMENTS Positions in this class typically require: sitting, feeling, manual dexterity, grasping, talking, and hearing, typing, and seeing. The individual may encounter unexpected and prolonged workdays and stress and pressures from dealing with emotional issues and conflicts. There is sustained exposure to computer keyboards and video screens. This position is light duty and may require the exertion of up to 20 pounds of force on occasion or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. PLEASE APPLY BY CLOSING DATE: Enter date
SEND COVER LETTER, RESUME, AND REFERENCES TO: CITY OF LAKE ELMO ATTN: Julie Johnson, CITY CLERK 3800 LAVERNE AVENUE NORTH, LAKE ELMO, MN 55042 PLEASE VISIT OUR WEBSITE AT WWW.LAKEELMO.ORG FOR ADDITIONAL INFORMATION OR CONTACT US AT 651.747.3900 CITY OF LAKE ELMO IS AN EQUAL OPPORTUNITY EMPLOYER
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
Regular
ITEM #17
AGENDA ITEM: 2016 Volksmarch
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 hold the second annual Volksmarch on Saturday, October 10, 2015. Public works and administrative staff will organize and facilitate the event. There is no request at this time for funding from the city. It is
anticipated that sponsorship donations will cover the cost of tents and medals.
RECOMMENDATION: Approve Scheduling of 2016 Volksmarch
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/2015 Regular Agenda ITEM #18
AGENDA ITEM: Dog Park
SUBMITTED BY: Councilmember Lundgren
THROUGH: Mike Bouthilet, Public Works Superintendent
REVIEWED BY: Parks Commission / Staff
Councilmember Lundgren has been working with Public Works staff to identify a location and
obtain cost estimates for establishing a dog park in the city. Preliminary cost information and a map of the area identified is attached. Costs would be covered by the Park Dedication Fund. Councilmember Lundgren will also be attending the Parks Commission meeting on Monday,
August 17th to discuss this issue.
City Council is asked to receive the information and indicate if this is a project the Council would support.
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
Regular Agenda
ITEM #19
AGENDA ITEM: Tablyn Park
SUBMITTED BY: Mike Bouthilet, Public Works Superintendent
THROUGH: Parks Commission and Julie Johnson, City Clerk
REVIEWED BY: Mike Bouthilet, Public Works Superintendent Parks Commission
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item ............................................. Public Works Superintendent
- Report/Presentation……Public Works Superintendent/Parks Commissioner
- 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: TBD
SUMMARY AND ACTION REQUESTED: The Parks Commission has been working on a concept plan for Tablyn Park. Finalization of the plan is scheduled for the August 17th Parks
Commission meeting. Staff and a Parks Commission will present the final plan to the City
Council at the meeting.
RECOMMENDATION: Approve Tablyn Park Concept Plan
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
Regular
ITEM #20
AGENDA ITEM: Pebble Park Picnic Shelter
SUBMITTED BY: Mike Bouthilet, Public Works Superintendent
THROUGH: Parks Commission and 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: TBD
SUMMARY AND ACTION REQUESTED: The Parks Commission will be considering two quotes for a picnic shelter at Pebble Park at its August 17th meeting. Staff will report on the final choice at the Council meeting and request approval for the purchase and installation of the picnic
shelter.
RECOMMENDATION: Approve Parks Commission Recommendation for Purchase and Installation of Pebble Park Picnic Shelter.
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
Regular
ITEM #21
AGENDA ITEM: Sanctuary Park Trail
SUBMITTED BY: Mike Bouthilet, Public Works Superintendent
THROUGH: Parks Commission and Julie Johnson, City Clerk
REVIEWED BY: Mike Bouthilet, Public Works Superintendent Parks Commission
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item ............................................. Public Works Superintendent
- Report/Presentation………Public Works Superintendent/Parks Commissioner
- 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: TBD
SUMMARY AND ACTION REQUESTED: The Parks Commission will be considering final quotes for the Sanctuary Park Trail at its August 17th meeting and will forward a
recommendation to the City Council for final approval. The project is anticipated to come in
under the previously approved budgeted amount.
RECOMMENDATION: Approve installation of Sanctuary Park Trail as recommended by the Parks Commission.
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
REGULAR
ITEM #22
AGENDA ITEM: Plan B versus Plan A cities
SUBMITTED BY: Clark Schroeder
THROUGH: Clark Schroeder, Interim City Administrator
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 Council
FISCAL IMPACT: Unknown
SUMMARY AND ACTION REQUESTED: LEGISLATIVE HISTORY: A question was raised concerning what is the difference
between a Plan A and a Plan B city and what would it take to make Lake Elmo a Plan B city
versus the current status of a Plan A city.
Minnesota has two basic types of city governance: statutory cities, which operate under the statutory city code and home rule charter cities, which operate under a local charter. Most statutory cities have a weak mayor-council governing system. This means the mayor has all the
powers and duties of a council member in addition to those duties of a mayor. The council as a
whole retains ultimate administrative and legislative responsibility and authority, except where
an independent board, such as a utilities commission, has one for more specific functions. Lake Elmo is currently governed under Minnesota Statute § 412.572 as a Fourth Class
Statutory Plan A city. Cities using the Plan A form of organization are the most common type of
city in our state. Plan A cities operate with a weak mayor-council. The Plan A city council
City Council Meeting [Regular Agenda Item 19]
August 18, 2015
-- page 2 --
consists of an elected mayor and four or six elected councilmembers. One example of the
differences in a Plan A versus a Plan B city is in the role of the council in hiring/firing
employees of the city.
Statutory Plan A city councils have complete freedom to create whatever positions they find necessary in addition to those required by statutes. Absent specific statutory or charter authority, a city council may not delegate legislative or quasi-judicial power. A.G. Op. 624-a-3
(Nov. 2, 1998). In addition, a city council may not delegate any administrative power of a
discretionary nature unless authorized to do so by state law or city charter. Jewell Belting Co. v. Village of Bertha, 91 Minn. 9, 97 N. W. 424 (1903). Councils may delegate merely ministerial functions. Id. Except to the extent provided by statute, governance of the affairs of the city is vest in the council. A.G. Op. 624-a-3. Under the City of Lake Elmo’s current plan, the city
council is deemed to have the sole authority to handle the hiring and firing of city employees,
including department heads. Minn. Stat. § 412 also provides that the city council may appoint
employees for the city as deemed necessary for its proper management and operation. As such, Plan A city councils may establish, by ordinance or resolution, a City Administrator role. State statute does not specifically define the powers of the position, however, the duties delegated to
the City Administrator must be ministerial in nature. Jewell Belting Co., 97 N. W. at 425. The
duties that the council may delegate include the supervision of workers, accounting, the
preparation of reports, factual determinations, and execution of policies set by the council. The administrator may not hire and fire employees or make purchases or let contracts unless the council sets specific standards governing those actions. A.G. Op. 471-1F (Oct. 24, 1961). The
A.G. Op. 471-1F discusses a city administrator’s ability to hire and fire employees in the context
of an ordinance passed by the City Council of Brooklyn Park which delineated standards for that
city’s administrator to hire and file employees. However, the Attorney General ultimately concluded that the council may not delegate the ultimate authority to hire or remove officers, employees and agents, stating that:
“The council may adopt rules and standards for the guidance of the
administrator in carrying out all ministerial and administrative functions, including the holding of examinations to determine merit and fitness for
appointment and obtaining and submission of particular evidence in connection
with the selection and dismissal of employees. But, the ultimate questions as to
appointment and dismissal are matters for the determination of the village
council on the basis of M.S. § 412.111.”
The involvement of the council in daily operations varies by city. Some councils have very little
daily interaction, leaving most of the decisions to the administrator and the staff; others involve
themselves in the daily operations of running a city. It is up to each council to decide how much
authority it grants an administrator in a Plan A city.
Plan B Cities:
In Plan B Cities, also referred to as the “council-manager” form, the city manager
exercises the administrative power of the city and is responsible to the council for the proper
City Council Meeting [Regular Agenda Item 19]
August 18, 2015
-- page 3 --
administration of all city affairs. Statutory cities must have a population of over 1,000 to be
eligible to operate as a Plan B City.
The city manager has complete discretion to appoint or remove staff members within the limits of other applicable laws. Minn. Stat. § 412.651 subd. 3. Neither the council nor any
individual councilmember may dictate the appointment of any person to office or employment
by the manager. Nelson v. City of Eden Prairie, No. A11-350 (Minn. Ct. App. Dec. 27, 2011)
(unpublished decision). The council may not give orders to any subordinate of the manager.
Minn. Stat. § 412.661. The council’s control is indirect, through its selection and appointment of the manager. Minn. Stat. § 412.661. Among the various powers and duties of the City manager
laid out in Minn. Stat. § 412.651, the manager is also the purchasing agent for the city. Minn.
Stat. § 412.691.
In a Plan B city, the council has only one employee, the city manager and the remainders
of the employees are the responsibility of the manager. The city manager also appoints the city clerk, the treasurer, the city attorney and other city officials. The city manager submits a budget
to the council for approval, and has broad authorization to make purchases within the legally
adopted budget.
In order for the City of Lake Elmo to become a Plan B city, the city must follow procedure laid out in Minn. Stat. § 412.551:
“Subdivision 1.One plan per election.
The council may, and upon petition therefor signed by voters equal in number to at least
15 percent of the electors voting at the last previous city election, shall, submit to the voters at a regular or special election the question of adoption by the city of Optional Plan
A or B. The city may also upon its own motion submit an optional plan for voter
consideration. Only one plan shall be so submitted at any one election, except that any
such plan shall be submitted at the election on incorporation of a city if the incorporation
petition so requests and the population of the proposed city, when the submission of Optional Plan B is proposed, is more than 1,000. No plan, except a home rule charter
submitted under chapter 410, shall be submitted in any city in which another optional
plan is already in effect until the latter plan has been in effect for at least three years.”
Minn. Stat. § 412.551 also lays out various steps the city must follow should the plan be passed by the voters, including specific language that must be used on the ballot, the procedure
for adoption and abandonment, and filing an election certificate.
Summary
In Minnesota, 632 cities operate under a Plan A form of government while only 17 operate under
the Plan B form of government. Switching to a Plan B city would be a process that without a special election, would take till January 2017. If the desire to have a Plan B city is driven by a goal of having less daily operational engagement with city business there could be avenues
explored to develop policies and procedures to lessen the operational work load for council
members.
City Council Meeting [Regular Agenda Item 19]
August 18, 2015
-- page 4 --
Note: some text was used with permission from David Snyder and the League of Minnesota Cities. BACKGROUND INFORMATION (SWOT):
Strengths
Weaknesses
Opportunities Threats RECOMMENDATION: None
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/15
REGULAR
ITEM: #23 AGENDA ITEM: Projected City Growth Analysis SUBMITTED BY: Clark Schroeder Interim City Administrator
THROUGH: Cathy Bendel and Kyle Klatt REVIEWED BY: City 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: City Council
FISCAL IMPACT: Unknown SUMMARY AND ACTION REQUESTED:
A request was made by Mayor Pearson to prepare an analysis of Lake Elmo’s projected
population growth. As with any future projection, assumptions need to be made that may or may
not come to pass. In just one assumption, the build out of the downtown mixed use zone could affect the number of residential units built considerably. Another variable in calculating
population growth is the assumed people per residence. Some developments might have 2.0
people per residence while other developments might have 2.5 or 3.0. A full analysis, breaking
down each development and the expected people per development would be something the
council could request of staff for a future meeting.
For this presentation, the most recent number of build outs for all projects has been used (2,043
new homes) to show where the City is at related to the Met Council most recently drafted local
forecast targets for 2020, 2030 and 2040 (letter attached).
City Council Meeting [Regular Agenda Item 23]
August 18, 2015
-- page 2 --
Please note that the Met Council targets reflect a decreasing number of residents per household
in the future (2.76 per HH for 2020, 2.66 per HH for 2030 and 2.56 per HH for 2040).
LEGISLATIVE HISTORY:
RECOMMENDATION: Discussion, information, and future direction for analysis.
ATTACHMENTS: 1. Met Council letter dated April 9, 2015 regarding updated draft forecasts for Lake Elmo
2. Growth projections; snapshot as of 8/14/15
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 8/18/2015
Regular Agenda
ITEM #24
AGENDA ITEM: Old Village Work Group Membership
SUBMITTED BY: Mayor Pearson
THROUGH: Julie Johnson, City Clerk
Kyle Klatt, Community Development Director
REVIEWED BY: Staff
Current members of the Old Village Work Group are:
Councilmember Julie Fliflet Steve DeLapp Brett Emmons
Nadine Obermueller
Jennifer Pelletier
Kathleen Haggard Councilmember Anne Smith
Community Development Director Klatt has received inquiries from the following residents who
are interested in participating in the group:
Dick Wier 3645 Laverne Ave. N.
Lake Elmo Mn. 55042
(H) 651-777-7177
(C) 651- 206-1655 Dick Wier <adwier@aol.com>
Barry Weeks
3647 Lake Elmo Ave. N.
Bkweeks <bkweeks@aol.com> Andrea Albrecht
3603 Lake Elmo Ave. N.
Diane Knoll (H) 651-777-9443
City Council Meeting [Regular Agenda Item 13]
June 4, 2012
-- page 2 --
(C) 651-270-9120
(W) 651-774-8785
DIANE KNOLL cmknoll@msn.com
And those interested in notification for meetings:
Dana Nelson
2871 Legion Ave
guswilt24@comcast.net
I would like the Council to consider appointing the additional interested residents as members of
the Old Village Work Group.