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Home My WebLink About03-15-16 City Council Meeting Packet NOTICE OF MEETING City Council Meeting Tuesday, March 15, 2016 7:00 P.M. City of Lake Elmo | 3800 Laverne Avenue North Agenda A. Call to Order/Pledge of Allegiance B. Approval of Agenda C. Approval of Minutes 1. February 16, 2016; March 8, 2016 D. Public Comments/Inquiries E. Presentations F. Consent Agenda 2. Approve Payment of Disbursements 3. Accept February 2016 Financial Statements 4. Accept February 2016 Assessors Report 5. Accept February 2016 Building Department Report 6. Approve Annual League of MN Cities Insurance Trust Waiver Form 7. Village Preserve 1st Addition – Approve Reduction of Security #1 8. Authorize Advertisement for Part Time Fire Admin Position 9. Approve Official Newspaper Designation G. Regular Agenda 10. Savona 4th Addition Final Plat 11. Downtown and Village Parkway Lighting Design 12. Inwood Water Tower (No. 4) – Accept Bids and Award Contract 13. Update on Building Official Position (verbal report – no attachment) H. Council Reports I. Staff Reports and Announcements J. 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 FEBRUARY 16, 2016 CALL TO ORDER/ PLEDGE OF ALLEGIANCE Mayor Pearson called the meeting to order at 7:00 pm. PRESENT: Mayor Mike Pearson and Councilmembers Julie Fliflet, Anne Smith, Justin Bloyer, and Jill Lundgren. Staff present: City Attorney Sonsalla, City Engineer Griffin, Finance Director Bendel, Planning Director Wensman, and City Clerk Johnson. Absent: Interim Administrator Schroeder APPROVAL OF AGENDA Councilmember Lundgren added “Public Comments on Agenda” after item 17. Councilmember Fliflet removed items 10 and 21. Item 18 moved to the next Council Workshop agenda. Councilmember Smith removed item 19. Agenda approved as amended. ACCEPT MINUTES Minutes of the January 5, 2016 Regular Meeting were accepted as presented. PUBLIC COMMENTS/INQUIRIES Vincent Anderson, West Lakeland Township resident, asked the Council to support West Lakeland Township and Baytown Township in opposition of the Lake Elmo Airport expansion and encouraged them to read the revised addendum to the plan. PRESENTATIONS Finance Director Bendel was presented with a Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association. Karen O’Brien spoke on behalf of Verizon Wireless, presenting various locations in the downtown Lake Elmo area that would be suitable for locating a cellular network antenna. CONSENT AGENDA 2. Approve Payment of Disbursements 3. Accept January 2016 Assessors Report 4. Accept January 2016 Building Department Report 5. Village Trunk Utility Improvements – Approve Reduction of Security #2 6. Wildflower at Lake Elmo 1st Addition – Approve Reduction of Security #3 7. Approve Hiring of Office Administrative Assistant 8. Approve Hiring of City Planner 9. Approve Forestry Plan for Sunfish Lake Park Consent Agenda approved as presented. REGULAR AGENDA LAKE ELMO CITY COUNCIL MINUTES FEBRUARY 16, 2016 Page 2 of 6 ITEM 11: Appoint Parks & Planning Commissioners Councilmember Lundgren, seconded by Mayor Pearson, moved TO APPOINT JEAN OLINGER TO THE PARKS COMMISSION. Motion failed 2 – 3. (Fliflet, Lundgren, Smith – nay) Councilmember Smith, seconded by Councilmember Fliflet, moved TO APPOINT ELLEN NEUENFELD TO THE PARKS COMMISSION. Motion passed 5 – 0. Councilmember Fliflet moved to appoint Kristina Lundquist to the Planning Commission. Motion passed 5 – 0. ITEM 12: Commercial Wedding Ceremony Venue Planning Director Wensman presented the request for approval of an Ordinance Amendment and an Interim Use Permit to allow operation of a commercial wedding ceremony venue at 11658 50th Street North. Wensman noted public hearing requirements and stated the hearing was noticed as required. Planning Commission comments and recommended conditions of approval were presented and discussed. Applicant Danielle Hecker reviewed research conducted and work she has put into bringing the project to this point. Ms. Hecker also addressed requested text amendments concerning owner present during events, number of events per week, parking, traffic and noise. Paul Nielsen, 4819 Lily Ave. N., commented on traffic that will be generated by the wedding venue. Alana Hardt, 3309 Lampert Ave. N., stated her full support for the wedding venue and values living in an area with local businesses. Chip Longacre, 55th St. N., spoke in support of the proposal and stated he holds weddings and other events at his property and has had no problems. Jeffrey Saffle, 11180 50th St. N., stated that noise could be an issue and approval could create a precedent for commercial use in residential areas. Pamela Chickett, 5711 Linden Ave. N., stated a concern for Sanctuary residents and asked that Mr. Landucci’s proposal should be looked at in conjunction with the wedding venue. James Tenpas, 11330 50th St. N., stated concerns about noise and changing the ordinance for one person. Janet Thompson, 11491 50th expressed concern about increased traffic and noise. Rebecca Tenpas, 11330 50th St. N., objected to the ten year term of the Interim Use Permit and allowing a zoning text amendment that only benefits one person. Jean Madrinich, 11240 50th St. N., stated concerns about alcohol consumption and noise. LAKE ELMO CITY COUNCIL MINUTES FEBRUARY 16, 2016 Page 3 of 6 Austin Anderson, 11686 56th St. N., stated he is the Sanctuary HOA President and related neighborhood concerns about traffic if the road from Sanctuary is connected to the proposed Landucci development. Robert Williams, attorney representing a group of residents opposed to the proposal, stated that the text of existing ordinance is being changed to benefit just one resident and questioned the number of ceremonies that would be allowed. Nathan Landucci, Legends developer, objected the setback discrepancy and asked the Council to table approval so issues could be worked out. Ben Backberg, 5693 Linden Ave. N., stated safety is the biggest concern with this proposal and proposed waiting on approval. Dennis Meissner, 4830 Lily Ave. N., stated concern that the Tana Ridge neighbors weren’t notified of the public hearing and feels 10 years is too long. Carolyn Cary, 5701 Linden Ave. N., expressed opposition to Sanctuary being connected to the Landucci development. Bob Fossum, 4996 Linden Tr. N., stated he is in support of the proposal and it should be approved. Carol Palmquist, 12202 55th St. N., stated full support for the application and added that barns contribute to the rural character of the area and should be restored. Jennifer Pelletier stated that it is the Council’s duty to consider the impact on neighbors. Michelle Chickett, 5711 Linden Ave. N., stated the barn is not rural character and expressed concern about traffic. Amy Vanderhoff, 11384 50th St. N., stated she is in favor of the proposal and reminded the Council that people in support tend to stay home and people opposed tend to come to the meetings. The City Clerk read a summary of emails received prior to the meeting from residents who could not attend. The Council discussed the resident concerns and Planning Commission recommendations. Councilmember Smith, seconded by Mayor Pearson, moved TO APPROVE ORDINANCE 08- 129 AMENDING THE LAKE ELMO CODE OF ORDINANCES, SECTION 154.310, SUBD. D, CHANGING THE MINIMUM CRITERIA TO SITES TEN ACRES OR GREATER, LIMITING CEREMONIES TO NO MORE THAN 4 PER WEEK AND NO MORE THAN 3 PER DAY, REQUIRING THE OPERATOR OR A RESPONSIBLE DESIGNEE (A FAMILY MEMBER, EMPLOYEE OR RESPONSIBLE DESIGNEE AT LEAST 21 YEARS OF AGE) TO BE ON THE PREMISES FOR THE DURATION OF EACH EVENT, EXEMPTING COMMERCIAL WEDDING CEREMONY VENUES FROM THE COMMERCIAL SURFACING AND CURBING REQUIREMENTS OF CITY CODE SECTION 154.210. Mayor Pearson moved TO AMEND THE MOTION TO REDUCE THE NUMBER OF EVENTS TO 3 PER WEEK AND REQUIRE THE OPERATOR TO NOTIFY THE CITY LAKE ELMO CITY COUNCIL MINUTES FEBRUARY 16, 2016 Page 4 of 6 WITH THE IDENTITY(IES) OF THE RESPONSIBLE DESIGNEE(S). Motion failed – no second. Councilmember Smith, seconded by Mayor Pearson, moved TO AMEND THE PRIMARY MOTION TO STRIKE “3 PER DAY” AND REPLACE WITH “2 PER DAY”. Primary motion passed 3 – 2. (Fliflet, Lundgren – nay) Councilmember Smith, seconded by Mayor Pearson, moved TO APPROVE RESOLUTION 2016-12 APPROVING THE TEN YEAR INTERIM USE PERMIT FOR A COMMERCIAL WEDDING CEREMONY VENUE LOCATED AT 11658 50TH STREET NORTH WITH 12 CONDITIONS. Councilmember Bloyer, seconded by Mayor Pearson, moved TO REMOVE CONDITION #2. Motion passed 3 – 0 – 2. (Fliflet, Lundgren – abstain) Primary motion passed 3 – 2. (Fliflet, Lundgren – nay). Agenda Items 16 and 20 were postponed to the next meeting due to the length of the meeting. ITEM 13: Arbor Glen Senior Living Planning Director Wensman reviewed the request for a zoning text amendment, rezoning and Conditional Use Permit to allow the construction of a senior living facility in the VMX zoning district. Discussion was held regarding areas that allow congregate housing, setbacks, access and parking. Wensman also presented the Planning Commission findings and recommended conditions of approval. Matt Frisbee spoke on behalf of the applicants and reviewed data on emergency calls at similar senior living facilities. Dick Weir, 3645 Laverne Ave. N., stated the community has needed this type of housing for years and he and his fellow residents support this proposal. Barry Weeks, 3647 Lake Elmo Ave. N., stated that something like this has been needed for a long time so seniors can stay in the community. Councilmember Smith, seconded by Councilmember Lundgren, moved TO APPROVE RESOLUTION 2016-10 APPROVING A COMPREHENSIVE PLAN TEXT AMENDMENT TO INCREASE THE MAXIMUM ALLOWED DENSITY FOR SENIOR CONGREGATE HOUSING FACILITIES WITHIN SERVICES FROM 10 UNITS PER ACRE TO 16 UNITS PER ACRE IN THE VMX DISTRICT. Motion passed 4 – 1. (Bloyer – nay) Councilmember Bloyer stated he is opposed to master planning and directing where building occurs. LAKE ELMO CITY COUNCIL MINUTES FEBRUARY 16, 2016 Page 5 of 6 Councilmember Smith, seconded by Councilmember Lundgren, moved TO ADOPT ORDINANCE 08-129 REZONING LOT 1, BLOCK 1, BROOKMAN ADDITION FROM THE GB-GENERAL BUSINESS TO VMX-VILLAGE MIXED USE ZONING DISTRICT. Motion passed 5 – 0. Councilmember Smith, seconded by Councilmember Bloyer, moved TO ADOPT RESOLUTION 2016-11 APPROVING OF A CONDITIONAL USE PERMIT FOR CONGREGATE HOUSING (ARBOR GLEN SENIOR LIVING FACILITY) WITH SERVICES WITH 12 CONDITIONS. Mayor Pearson, seconded by Councilmember Bloyer, moved TO ADD CONDITION 13 THAT THE APPLICANT DISCUSS WITH STAFF, INCLUDING THE FIRE CHIEF AND LAKEVIEW AMBULANCE, AN EQUITABLE SOLUTION REGARDING EMERGENCY SERVICES. Motion passed 3 – 2. (Fliflet, Lundgren – nay) Primary motion passed 5 – 0. Councilmember Lundgren left the meeting at approximately 1:30 a.m. ITEM 14: Approve City Administrator Contract Councilmember Bloyer stated he would like to discuss and see a copy of the contract. Councilmember Bloyer, seconded by Mayor Pearson, moved TO INSTRUCT THE CITY ATTORNEY TO ENTER INTO NEGOTIATIONS WITH CLARK SCHROEDER TO SERVE AS INTERIM ADMINISTRATOR THROUGH THE END OF THE YEAR. Motion failed 1 – 3. (Pearson, Fliflet, Smith – nay) Councilmember Fliflet, seconded by Councilmember Smith, moved TO OFFER THE CITY ADMINISTRATOR POSITION TO KRISTINA HANDT AND DIRECT THE CITY ATTORNEY TO NEGOTIATE A CONTRACT TO BE BROUGHT BACK FOR CITY COUNCIL APPROVAL AT THE NEXT MEETING. Motion passed 3 – 1. (Bloyer – nay) COUNCIL REPORTS Mayor Pearson: Congratulated Dr. Baillie of Cedar Vet Clinic on his award for Veterinary of the Year by the Minnesota Veterinary Medical Association. Attended a meeting at Washington County regarding the library and reported that Commissioner Kriesel called to pledge is assistance with the library status issue. Held a Meet the Mayor event, met with school district representatives to discuss the bus garage, invited the environmental committee to look at potential grant opportunities for stormwater issues, Councilmember Fliflet: No report Councilmember Smith: Attended the bus garage meeting, apologized to Mr. Doerschner for her actions after the previous meeting and stated it is time to be inclusive and work together. Councilmember Lundgren: left the meeting at approximately 1:30 a.m. LAKE ELMO CITY COUNCIL MINUTES FEBRUARY 16, 2016 Page 6 of 6 Councilmember Bloyer: Attended a County Board meeting regarding the library, reported on the milfoil grant approved at the last meeting and explained that Lake Jane resident group was advised by Barr Engineering against pursuing a grant due to matching funds required. STAFF REPORTS AND ANNOUNCEMENTS Interim City Administrator Schroeder: absent City Clerk Johnson: No report. Finance Director Bendel: Assisted with the State of Minnesota audit on the Valley Cartage grant and has closed the file satisfactorily. City Attorney Sonsalla: Working on templates with the Engineering and Planning Departments. Planning Director Wensman: No report. City Engineer Griffin: No report. Mayor Pearson, seconded by Councilmember Bloyer, moved TO ENTER EXECUTIVE SESSION. Motion failed 2 – 2. (Fliflet, Smith – nay) Meeting adjourned at 2:14 a.m. LAKE ELMO CITY COUNCIL ATTEST: ______________________________ Mike Pearson, Mayor _______________________________ Julie Johnson, City Clerk CITY OF LAKE ELMO CITY COUNCIL SPECIAL MEETING MINUTES MARCH 8, 2016 CALL TO ORDER Mayor Pearson called the meeting to order at 6:05 pm. PRESENT: Mayor Mike Pearson and Councilmembers Julie Fliflet, Anne Smith, and Jill Lundgren. ABSENT: Councilmember Bloyer Staff present: Interim Administrator Schroeder, City Attorney Sonsalla, and City Clerk Johnson. Mayor Pearson, seconded by Councilmember Fliflet, moved TO ADD STAFF REPORT TO THE AGENDA. Motion passed 4 – 0 CITY ADMINISTRATOR CONTRACT Councilmember Fliflet reviewed the general terms of the contract. Councilmember Smith suggested a performance review after six months. Councilmember Fliflet, seconded by Councilmember Smith, moved TO APPROVE THE CITY ADMINISTRATOR CONTRACT AND AUTHORIZE THE MAYOR AND CLERK TO SIGN IT. Motion passed 4 – 0. STAFF REPORT Interim Administrator Schroeder reported on correspondence received on pending litigation and suggested scheduling a meeting with the City Council and attorneys representing the parties. Consensus was reached to schedule a special meeting for Monday, March 14, 2016 at 8:00 a.m. Mayor Pearson, seconded by Councilmember Lundgren, moved to adjourn at 6:25 p.m. LAKE ELMO CITY COUNCIL ATTEST: ______________________________ Mike Pearson, Mayor _______________________________ Julie Johnson, City Clerk MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 CONSENT ITEM #2 MOTION AGENDA ITEM: Approve Disbursements in the amount of $290,869.18 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: $290,869.18 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $290,869.18. 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] March 15, 2016 -- 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 $ 11,736.27 Payroll Taxes to IRS & MN Dept of Revenue 03/03/16 ACH $ 6,281.50 Payroll Retirement to PERA 03/03/16 DD7036-DD7062 $ 28,892.49 Payroll Dated (Direct Deposits) 03/03/16 44055-44107 $ 243,838.92 Accounts Payable 03/15/16 2755 $ 120.00 Library Card Reimbursement 03/15/16 TOTAL $ 290,869.18 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 $290,869.18. ATTACHMENTS: 1. Accounts Payable – check registers MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 CONSENT ITEM #4 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 February 2016 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 – 0 Sales collected and viewed – 11 Taxpayer inquiries – 2 Miscellaneous inquiries - 9 Inspections – Residential – 3; Commercial – 0 Building permit reviews – 19 Pictures taken – 0 Other work performed included: • Preparation for Board of Review. Printing field cards for 2017 assessment. • Monthly meeting with County residential and commercial supervisors City Council Meeting [Consent Agenda Item #4] March 15, 2016 -- 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 February 2016 monthly assessor report. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 CONSENT ITEM 5 MOTION AGENDA ITEM: New Single Family Home Permit Report SUBMITTED BY: Rick Chase, Building Official THROUGH: Rick Chase, Building Official REVIEWED BY: Clark Schroeder, City Administrator SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff .............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion ..................................................................... Mayor Facilitates 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 February, 2016. No specific motion is needed as this is recommended as part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: 2016 2015 2014 New Homes 33 8 1 Total valuation $8,920,000 $5,348,857 $825,000 Average home value 270,000 445,000 825,000 Total Valuation YTD 14,109,808 5,348,857 1,220,483 RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the February, 2016 monthly new home building permit report. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 CONSENT ITEM #6 MOTION AGENDA ITEM: Annual League of MN Cities Insurance Trust Waiver Form SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Rusty Zignego, City Insurance Agent 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: None SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve the attached annual liability coverage waiver from. The form has been completed based on a recommendation by our insurance agent and the League of MN Cities Insurance Trust. 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 #6] March 15, 2016 -- page 2 -- BACKGROUND INFORMATION/STAFF REPORT: The City is required on an annual basis to specifically state if they want to waive the monetary limits on municipal tort liability established by Minnesota State Statutes. It is recommended that the City NOT waive the monetary limits as notes on the attached form. RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council approve as part of the Consent Agenda the annual League of MN Cities Insurance Trust Waiver Form. ATTACHMENTS: 1. 2016 League of MN Cities Insurance Trust Waiver Form. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 CONSENT ITEM # 7 AGENDA ITEM: Village Preserve 1st Addition – Approve Security Reduction #1. SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Stephen Wensman, City Planner 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: It is the City’s goal to retain at all times during the subdivision improvements a security amount that is adequate to ensure completion of all elements of the improvements as protection to the City tax payers against the potential of developer default. With this reduction the remaining security amount held by the City will be $1,858,897 which remains sufficient to complete the remaining improvements. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving a reduction in the security amount for the Village Preserve 1st Addition. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The developer has completed a substantial portion of the required development improvements for the Village Preserve 1st Addition including the installation of sanitary sewer, watermain, storm sewer, and street improvements. In accordance with the revised Security Reduction Policy Paragraph G, the developer is eligible for a reduction in security for Phase 1 in the amount of $728,423. City Council Meeting [Regular Agenda Item 7] March 15, 2016 -- page 2 -- RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, a reduction in the security amount for the Village Preserve 1st Addition. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve a reduction of the Letter of Credit for the Village Preserve 1st Addition from $2,507,460 down to $1,858,897.” ATTACHMENT(S): 1. Engineer’s Letter Recommending Security Reduction #1 for the Village Preserve 1st Addition. 2. Developer’s Letter Requesting Reduction of Security for the Village Preserve 1st Addition. 3. Security Reduction Worksheet. 3800 Laverne Avenue North • Lake Elmo • Minnesota 55042 Phone: (651) 747-3900 • Fax: (651) 747-3901 • www.lakeelmo.org March 16, 2016 Craig Allen, Chief Manager Gonyea Company 10850 Old County Road 15, Suite 200 Plymouth, MN 55441 Re: Village Preserve 1st Addition Lake Elmo, Minnesota Irrevocable Letter of Credit No. 320 Dear Mr. Allen: We have reviewed and processed your request dated February 22, 2016 for a reduction in the security for the Village Preserve 1st Addition in Lake Elmo, MN. At this time the Irrevocable Letter of Credit No. 320 may be reduced to $1,858,897. Please process the security reduction through the office of the Lake Elmo City Clerk. This represents a security reduction in the amount of 75% of the Sanitary Sewer and Watermain security, 50% of the Storm Sewer security, and 18% of the Street Improvement security. Should you have any questions or require additional information, please call me 651.300.4264. Sincerely, John (Jack) W. Griffin, P.E. City Engineer cc: Clark Shroeder, Interim City Administrator Julie Johnson, City Clerk Cathy Bendel, Finance Director Stephen Wensman, City Planner J Griffin 2/22/2016 FOCUS Engineering, Inc. Mail Village Preserve Security Reduction https://mail.google.com/mail/u/0/?ui=2&ik=885060bd59&view=pt&search=inbox&th=1530b0ffa6295268&siml=1530b0ffa6295268 1/1 Jack Griffin <jack.griffin@focusengineeringinc.com> Village Preserve Security Reduction 1 message Craig@gonyeacompany.com <Craig@gonyeacompany.com>Mon, Feb 22, 2016 at 4:18 PM To: "'Jack Griffin' (jack.griffin@focusengineeringinc.com)" <jack.griffin@focusengineeringinc.com> Jack, Attached is the Pay request from Houle for utility work as well as waiver's for the two payments. I would like to request a reduction in security for Village Preserve. With your new policy, I believe I'm eligible for a one time reduction of at least 50% for the storm and streets. As you will see, over 80% of the storm has been paid and installed but a smaller portion of the streets (please note some of the street work is included in extras). I'm not sure if you calculate a portion of what's been installed and paid for and give that percentage of what you have held for security or how it works exactly? The watermain I believe is eligible for 75% and I'm hoping the sanitary is too. I know we have the corrections for sanitary in the spring, but I would think the 25% you retain would be enough to secure that work? Take a look and let me know if you need anything additional from me. I'm happy to write a formal letter of request, I'm just not sure what to include in the letter without knowing exactly what I'm eligible for. Thanks, Craig ______________________________________________ Craig Allen 10850 Old County Road 15 Suite 200 Plymouth, MN 55441 Cell: 9522704473 craig@gonyeacompany.com 2 attachments Houle PR2 (2).pdf 522K Houle Waiver #1 & #2.pdf 88K VILLAGE PRESERVE 1ST ADDITION Time of Performance: October 31, 2016DEVELOPMENT AGREEMENT AMOUNTSCATEGORY CONSTRUCTION 125% REMARKS #1 #2 #3 #4 #5 #6Grading $79,860 NAShared Wildflower Improvements $255,801 $319,751.25Grading $456,502 $570,627.500%Sanitary Sewer $227,849 $284,811.2575%$213,608Watermain $224,251 $280,313.7575%$210,235Streets (includes sidewalks/trails) $727,995 $909,993.7518%$163,799Surface Water Facilities $225,248 $281,560.0050%$140,780Erosion Control $27,970 $34,962.50Sidewalks/Trails NA NAIncluded in StreetsStreet Lighting NA NABy Xcel EnergyStreet Signs and Traffic Control Signs $3,600 $4,500.00Landscaping $105,453 $131,816.25Tree Preservation and Restoration NA NAincluded in Erosion ControlWetland Mitigation and Buffers NA NALOC Through VBWDMonuments $4,600 $5,750.00Miscellaneous Facilities NA NANoneRecord Drawings $2,500 $3,125.00TOTALS $2,005,968 $2,507,460.00RELEASED AMOUNTS:$728,423 $0 $0 $0 $0 $0CUMMULATIVE AMOUNTS:$728,423SECURITY AMOUNT REMAINING:$1,858,897DATE:3/15/2016REDUCTIONSSite Grading Agrmt: Assumed ReplacedNever Received: Provided by Wildflower MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 CONSENT ITEM #8 AGENDA ITEM: Authorize Posting PT Fire Admin Position SUBMITTED BY: Julie Johnson, City Clerk THROUGH: Clark Schroeder, Interim Administrator REVIEWED BY: Greg Malmquist, Fire Chief & HR Committee SUGGESTED ORDER OF BUSINESS: - Introduction of Item ......................................................... Interim Administrator - Report/Presentation…………………… ................... …...Interim 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 Clerk FISCAL IMPACT: $19.79/hr; 20 hours per week SUMMARY AND ACTION REQUESTED: Staff is requesting Council authorization to advertise, interview and present a candidate to the Council for hiring to fill the vacant part time administrative assistant position in the Fire Department. As directed by the City Council, this position was reviewed by the HR Committee at the February 29, 2016 meeting. The Committee has recommended to advertise, recruit and fill the position with an hourly wage 50% higher than the hourly wage for a Firefighter to compensate for the added duties. This position requires full Firefighter certifications in order to provide additional coverage for fire calls during the day and to provide a qualified person to conduct maintenance on equipment, complete reports and perform other duties that require fire department knowledge and training. RECOMMENDATION: If removed from the Consent Agenda, staff recommends the following motion: City Council Meeting -- page 2 -- “Motion to authorize staff to advertise, interview and present a candidate for hiring for the part time Fire Department Administrative Assistant opening.” 476526v1 SJS LA515-1 MAYOR AND COUNCIL COMMUNICATION DATE: March 15, 2016 CONSENT ITEM #: 9 MOTION AGENDA ITEM: Official Newspaper Designation SUBMITTED BY: Sarah Sonsalla, City Attorney THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Sarah Sonsalla/Clark Schroeder SUGGESTED ORDER OF BUSINESS: - Introduction of Item .................................................................................................... Staff - Report/Presentation .................................................................................................... Staff - Questions from Council to Staff ............................................................ Mayor Facilitates - Public Input, if Appropriate ................................................................... Mayor Facilitates - Call for Motion .............................................................................. Mayor & City Council - Discussion ..................................................................................... Mayor & City Council - Action on Motion .................................................................................. Mayor Facilitates PUBLIC POLICY STATEMENT (IF APPLICABLE) SUMMARY AND ACTION REQUESTED: Designate the Oakdale-Lake Elmo Review as the City’s official newspaper. BACKGROUND AND STAFF REPORT: Minnesota Statutes require the City Council to annually designate a local newspaper as its official newspaper for the publication of ordinances and notices and other matters of importance to the City Council. The City Council had previously designated the Oakdale-Lake Elmo Review as the City’s official newspaper, but had also designated the St. Paul Pioneer Press as the City’s alternate official newspaper. It has been brought to the City staff’s attention that the City can only have one official newspaper. Therefore, City staff is recommending that the City Council designate the Oakdale-Lake Elmo Review as the City’s official newspaper. The City will no longer publish in the St. Paul Pioneer Press. RECOMMENDATION: Council to adopt the attached Resolution No. 2016-17, A Resolution Designating the Oakdale-Lake Elmo Review as the City’s official newspaper. ATTACHMENT(S): Resolution No. 2016-17 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2016-17 A RESOLUTION DESIGNATING THE OAKDALE-LAKE ELMO REVIEW AS THE CITY’S OFFICIAL NEWSPAPER WHEREAS, Minnesota Statutes Section 412.831 states that a city council shall annually at its first meeting of the year, designate a local newspaper of general circulation in the city as its official newspaper for the publication of ordinances and other matters that are required by law and deemed advisable by the council to be published; WHEREAS, on January 5, 2016, the City Council of the City of Lake Elmo designated the Oakdale-Lake Elmo Review as the City’s official newspaper and also designated the St. Paul Pioneer Press as the City’s alternate official newspaper; and WHEREAS, it has been brought to the City’s attention that the City can only have one official newspaper; and WHEREAS, the Oakdale-Lake Elmo Review is a newspaper of general circulation in the City and the City wishes to designate it as its official newspaper; and NOW, THEREFORE, BE IT RESOLVED THAT the City Council does hereby approve the following: 1. That the City’s official newspaper is the Oakdale-Lake Elmo Review. 2. That that St. Paul Pioneer Press is no longer designated as the City’s alternate official newspaper. This resolution was adopted by the City Council of the City of Lake Elmo on this 15th day of March, 2016. _____________________________ Mike Pearson, Mayor ATTEST: ___________________________ Julie Johnson, City Clerk MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 REGULAR ITEM: 10 AGENDA ITEM: Savona 4th Addition Final Plat SUBMITTED BY: Stephen Wensman, Planning Director THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Emily Barker, City Planner SUGGESTED ORDER OF BUSINESS: - Introduction of Item ..................................................................................... Staff - Report/Presentation……………………………… ................ ……………..Staff - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates SUMMARY AND ACTION REQUESTED: US Home Corporation, DBA Lennar Corporation is requesting Final Plat of Savona 4th Addition, the fourth and final phase of the planned 310 unit residential development on 112.6 acres west of Keats Avenue and within Stage 1 of the City’s I-94 Corridor Planning Area. The Savona 4th Addition plat will include 78 single-family lots and 5 outlots over 36.14 acres of land, all of which will be accessed via an extension of the 5th Street Parkway off of Keats Avenue and previous Savona phases. Staff and the Planning Commission recommend the City Council approve Resolution 2016-16 granting approval of Savona 4th Final Plat with conditions. REVIEW: As noted in the Staff Report for the Planning Commission, the Savona 4th Addition is in substantial conformance with the approved preliminary plat. There remain a number of outstanding issues related to previous phases of this development including landscaping, irrigation, landscape maintenance agreement, and off-site grading agreements. Staff has been working diligently with Lennar to work through the issues, and significant progress has been City Council Meeting -- page 2 -- made. Staff is confident that the remaining issues will be satisfied before or soon after Final Plat approval. RECOMMENDATION: Staff and the Planning Commission recommend the City Council approve Resolution 2016-16 granting approval of Savona 4th Final Plat with conditions. ATTACHMENTS: • Planning Commission Report packet for 2/22/2016 • Planning Commission Minutes 2/22/2016 • Resolution 2016-16 1 CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2016-16 A RESOLUTION APPROVING A FINAL PLAT FOR SAVONA 4TH ADDITION WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and WHEREAS, U.S. Home Corporation (d/b/a Lennar), 16305 36th Avenue North, Suite 600, Plymouth, MN (Applicant) has submitted an application to the City of Lake Elmo (City) for a Final Plat for Savona 4th Addition, a copy of which is on file in the City of Lake Elmo Community Development Department; and WHEREAS, the Lake Elmo Planning Commission held a public hearing on July 22, 2013 to consider the Savona Preliminary Plat and continued discussion on the Preliminary Plat until its July 29, 2013 meeting; and WHEREAS, the Lake Elmo Planning Commission has submitted its report and recommendation concerning the Preliminary Plat as part of a memorandum to the City Council for the August 6, 2013 City Council Meeting; and WHEREAS, the Lake Elmo Planning Commission adopted a motion recommending approval of the Preliminary Plat; and WHEREAS, the City Council reviewed the Preliminary Plat request at its August 6, 2013 meeting and adopted Resolution No. 2013-064 approving the Preliminary Plat; and WHEREAS, the Lake Elmo Planning Commission met on February 22, 2016 to review the Final Plat for Savona 4th Addition consisting of 78 single-family detached residential lots; and WHEREAS, on February 22, 2016 the Lake Elmo Planning Commission adopted a motion to recommend that the City Council approve the Final Plat for Savona 4th Addition with conditions; and WHEREAS, the City Council reviewed the recommendation of the Planning Commission and the Final Plat for Savona 4th Addition at a meeting held on March 15, 2016; and NOW, THEREFORE, based upon the testimony elicited and information received, the City Council makes the following: 2 FINDINGS 1) That the procedure for obtaining approval of said Final Plat is found in the Lake Elmo City Code, Section 153.08. 2) That all the requirements of said City Code Section 153.07 related to the Final Plat have been met by the Applicant. 3) That the proposed Final Plat for Savona 4th Addition consists of the creation of 78 single-family detached residential lots. 4) That the Final Plat is consistent with the Preliminary Plat and Plans as approved by the City of Lake Elmo on August 8, 2013 and revised on November 25, 2013. 5) That the Final Plat is consistent with the Lake Elmo Comprehensive Plan and the Future Land Use Map for this area. 6) That the Final Plat complies with the City’s Urban Low Density Residential zoning district. 7) That the Final Plat complies with all other applicable zoning requirements, including the City’s landscaping, storm water, sediment and erosion control and other ordinances, except as noted in this report or attachments thereof. 8) That the Final Plat complies with the City’s subdivision ordinance. 9) That the Final Plat is consistent with the City’s engineering standards with the plan revisions as requested by the City Engineer. CONCLUSIONS AND DECISION NOW, THEREFORE, BE IT RESOLVED THAT the City Council does hereby approve the Final Plat for Savona 4th Addition subject to the following conditions: 1) That Final grading, drainage, and erosion control plans, utility plans, sanitary and storm water management plans, street and utility construction plans and agreements shall be reviewed and approved by the City Engineer complying with the Engineer’s memorandum dated February 15, 2016 prior to release of the final plat by City Officials. 2) That the developer comply with the 3 items identified in the Landscape Architect’s review memo dated February 10, 2016 prior to release of the final plat by City Officials. 3) That the Developer comply with the Fire Chief’s review memo dated December 22, 2015 prior to release of the final plat by City Officials 4) That the Developer shall enter into a Developer’s Agreement acceptable to the City Attorney and approved by the City Council that delineates who is responsible for the design, 3 construction, and payment of the required improvements with financial guarantees therefore prior to release of the final plat by City Officials 5) A Common Interest Agreement concerning management of the common areas of Savona 4th Addition and establishing a homeowner’s association shall be submitted in final form to the City prior to the issuance of any building permit within this subdivision. 6) That a 3-year maintenance plan for commonly held HOA and City outlots and rights-of-ways to be incorporated into the HOA covenants and Landscape and Irrigation License Agreement, prior to release of the final plat by City Officials 7) That a Landscape and Irrigation License Agreement be executed for the maintenance of commonly held HOA and City outlots and rights-of-ways prior release of the final plat by City Officials. 8) The applicant shall provide evidence that all conditions attached the Valley Branch Watershed District permit for the final plat and associated grading work have been met prior to the commencement of any grading activity. Passed and duly adopted this 15th day of March, 2016 by the City Council of the City of Lake Elmo, Minnesota. __________________________________ Mike Pearson, Mayor ATTEST: ________________________________ Julie Johnson, City Clerk MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: 3/15/16 REGULAR ITEM: 11 AGENDA ITEM: Downtown and Village Parkway Lighting Design SUBMITTED BY: Stephen Wensman, Planning Director THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Chad Isakson, Assistant City Engineer SUGGESTED ORDER OF BUSINESS: - Introduction of Item ..................................................................................... Staff - Report/Presentation……………………………………………..Staff - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECCOMENDER: City Staff and Design Team FISCAL IMPACT: SUMMARY AND ACTION REQUESTED: Washington County, City of Lake Elmo and SEH (Design Consultant) are working to finalize the design for the Phase 1 and Phase 2 Downtown streetscape and landscape improvements. The proposed improvements and associated costs have been previously presented and incorporated into the City CIP and at the September 2015 council meeting the City Council directed the design team to make some changes, including removing from the project the burying of overhead utilities and other changes. The design team has refined the design (lighting type and spacing) to reduce the lighting fixtures and intensity and is requesting the City Council approve the revised lighting design. The decision is important in order to stage other construction improvements including power utilities and paving and to provide enough lead time to work with Xcel Energy to finalize the lighting design and installation. City Council Meeting -- page 2 -- Similarly, The Village Parkway is taking shape in Easton Village and a decision is needed by the City as to what lighting will be installed along the parkway. For consistency, Staff would recommend using a lighting design that is complimentary to the Downtown project. Details of the proposed lighting will be provided at the City Council meeting. RECOMMENDATION: To approve the lighting improvements for the Downtown, Street Drainage and Utility Improvement project, both Phase 1 and Phase 2, as presented by the City, Washington County and SEH (Design Consultants). ATTACHMENTS: Lighting Photometric Plan prepared by SEH, Inc. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: March 15, 2016 REGULAR ITEM # 10 AGENDA ITEM: Inwood Water Tower (No. 4) – Accept Bids and Award Contract SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS: - Introduction of Item .................................................................................. City Engineer - Report/Presentation .................................................................................. City Engineer - Questions from Council to Staff ......................................................... Mayor Facilitates - Public Input, if Appropriate .............................................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: $2,395,000 or $2,587,300. Approval of this resolution commits the council to enter into a construction contract for the project with a construction contract amount of $2,395,000. An alternate bid was provided by contractors to add a mezzanine level to the water tower for the consideration of Council. If the City would like to include the alternate in the scope of improvements the construction contract amount would be $2,587,300. The improvement will be funded through a combination of the city’s water enterprise fund, bonding, and DEED Grant funds SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider accepting contractor bids as presented and award a contract for the Inwood Water Tower (No. 4). City Council Meeting [Regular Agenda Item 10] March 15, 2016 -- page 2 -- LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The City Council approved the Plans and Specifications for the Inwood Water Tower (No. 4) on January 19, 2016 and authorized staff to advertise the Project for bids. The Project was advertised on QuestCDN.com and in the Oakdale-Lake Elmo Review in accordance with the Minnesota Competitive Bidding requirements. The improvements include a 1.0 Million Gallon (MG) Composite Elevated Water Storage Tank with an alternate option to include the construction of a mezzanine level. Bids were received, publicly opened, and read aloud on February 25, 2016. The City’s design consultant has prepared and attached the Tabulation of Bids and a letter of recommendation for the award of the contract. The City received 3 bids for this project, with CB&I Inc. providing the lowest base bid in the amount of $2,395,000.00. Phoenix Fabricators & Erectors provided the lowest Total Base Bid plus Alternate A Bid in the amount of $2,587,300.00. Staff recommends this option if the city desires installation of a mezzanine for purposes of housing future telecommunication equipment. Contractor references for both CB&I, Inc. and Phoenix Fabricators & Erectors were reviewed as provided in the Engineer’s Letter of Award Recommendation. RECOMMENDATION: Staff is recommending that the City Council approve Resolution No. 2016-16, thereby accepting bids and awarding a contract to CB&I Inc., for the base bid in the amount of $2,395,000, for the Inwood Water Tower (No. 4). The recommended motion for this action is as follows: “Move to approve Resolution No. 2016-16, Accepting Bids and Awarding a Contract to CB&I Inc. for the Base Bid in the amount of $2,395,000 for the Inwood Water Tower (No. 4).” Should Council choose to add the construction of a Mezzanine level as part of the improvements, as provided by the add Alternate A bid, then staff recommends that the City Council approve Resolution No. 2016-16, thereby accepting bids and awarding a contract to Phoenix Fabricators & Erectors for the base bid plus Alternate A bid in the amount of $2,587,300, for the Inwood Water Tower (No. 4). The recommended motion for this action is as follows: “Move to approve Resolution No. 2016-16, Accepting Bids and Awarding a Contract to Phoenix Fabricators & Erectors for the Base Bid plus Alternate A Bid in the amount of $2,587,300 for the Inwood Water Tower (No. 4).” ATTACHMENT(S): 1. Resolution 2016-16 Accepting Bids and Awarding a Contract for the Base Bid. 2. Resolution 2016-16 Accepting Bids and Awarding a Contract for the Base Bid plus Alternate A Bid. 3. Engineer’s Letter of Award Recommendation and Tabulation of Bids. 4. Project Schedule. Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196 SEH is 100% employee-owned | sehinc.com | 651.490.2000 | 800.325.2055 | 888.908.8166 fax February 29, 2016 Re: City of Lake Elmo 1,000,000 Gallon Inwood Water Tower (No. 4) City Project No. 2015.13 SEH No. LAKMO 134653 Honorable Mayor and City Council City of Lake Elmo 3800 Laverne Ave. N. Lake Elmo, MN 55042 On Thursday, February 25, 2016, at 2:00 p.m., Four (4) bids were received for the referenced project. A summary is shown below in order of Base Bid. Contractor Base Bid Alternate A Base Bid Plus Alt. A 1 CB&I Inc. $2,395,000.00 $240,000.00 $2,635,000.00 2 Phoenix Fabricators & Erectors $2,411,500.00 $175,800.00 $2,587,300.00 3 Landmark Structures $2,415,000.00 $181,250.00 $2,596,250.00 4 Caldwell Tanks, Inc. $2,458,000.00 $171,000.00 $2,629,000.00 Based on the Base Bid, the low bid received was submitted by CB&I Inc., of Plainfield, IL in the amount of $2,395,000 If Alternate A is considered and the City desires to construct the optional mezzanine level, the low bid including Alternate A (mezzanine level) combination was submitted by, Phoenix Fabricators & Erectors, of Sebreee, Kentucky. In reliance on our experience with both contrators. and/or materials and information provided by the contractor(s), we have determined that 1) they have a sufficient understanding of the project and equipment to perform the construction for which it bid; and 2) according to their bonding agent they presently have the financial ability to complete the project bid. Accordingly, we recommend the project be awarded based on the City’s choice of Alternate A construction. Please call if you have any questions. Sincerely, Chad Katzenberger Project Engineer ah R:\Admin\_Standards and Forms\letters\recawardltrwithalts TABULATION OF BIDS1231,000,000 Gallon Inwood Water Tower (No. 4)CB&I Inc. Phoenix Fabricators & Erectors Landmark StructuresCity of Lake Elmo14109 S. Route 59 Address AddressSEH No.: LAKMO 134653Plainfield, IL 60544 City, State Zip City, State ZipBid Date: February 25, 2016 at 2:00 p.m.Item No. Item UnitEst. Quantity Unit Price Total Price Unit Price Total Price Unit Price Total PriceTOTAL BASE BID PRICESITE & UTILITY WORK1 SITE GRADING LS 1 16,000.00 16,000.00 20,000.00 20,000.00 40,000.00 40,000.002 ROCK CONSTRUCTION ENTRANCE EACH 1 3,822.00 3,822.00 4,000.00 4,000.00 2,245.00 2,245.003 TRAFFIC CONTROL LS 1 2,068.00 2,068.00 2,000.00 2,000.00 2,500.00 2,500.004 SUBGRADE EXCAVATION CY 120 10.00 1,200.00 12.00 1,440.00 20.00 2,400.005 GEOTEXTILE FABRIC TYPE V SY 2006.00 1,200.00 7.00 1,400.00 5.00 1,000.006 ORGANIC TOPSOIL BORROW CY 100 30.00 3,000.00 35.00 3,500.00 30.00 3,000.007 SELECT GRANULAR BORRW CY 150 16.00 2,400.00 18.00 2,700.00 20.00 3,000.008 AGGREGATE BASE, CLASS 6 TON 1250 22.00 27,500.00 25.00 31,250.00 15.00 18,750.009 BIT WEARING COURSE MIX (WEA240B) TON 65 99.00 6,435.00 110.00 7,150.00 80.00 5,200.0010 BIT NON-WEARING COURSE MIX (WEB240B) TON 65 99.00 6,435.00 110.00 7,150.00 80.00 5,200.0011 TACK COAT GAL 35 10.00 350.00 12.00 420.00 5.00 175.0012 8" CONCRETE APRON SF 350 25.00 8,750.00 30.00 10,500.00 12.00 4,200.0013 4" CONCRETE WALK SF 100 20.00 2,000.00 25.00 2,500.00 10.00 1,000.0014 CONNECT TO EXISTING WATER MAIN EACH 1 2,300.00 2,300.00 2,500.00 2,500.00 2,000.00 2,000.0015 6" DIP WATER MAIN PIPE, CL. 52 LF 10 110.00 1,100.00 120.00 1,200.00 60.00 600.0016 16" DIP WATER MAIN PIPE, CL. 52 LF 120 140.00 16,800.00 150.00 18,000.00 120.00 14,400.0017 6" GATE VALVE & BOX EACH 1 1,980.00 1,980.00 2,200.00 2,200.00 2,500.00 2,500.0018 HYDRANT EACH 1 4,864.00 4,864.00 5,000.00 5,000.00 5,000.00 5,000.0019 DIP FITTINGS, LB 700 2.50 1,750.00 3.00 2,100.00 10.00 7,000.0020 POLYETHYLENE ENCASEMENT LF140 2.00 280.00 2.00 280.00 5.00 700.0021 4' X 4' CATCH BASIN WITH GRATING EACH 12,618.00 2,618.00 2,800.00 2,800.00 5,000.00 5,000.0022 1.5" CLEAR ROCK CY 16 76.00 1,216.00 80.00 1,280.00 75.00 1,200.0023 GEOTEXTILE FABRIC TYPE I SY 30 6.00 180.00 7.00 210.00 10.00 300.0024 18" RCP STORM SEWER PIPE, CL. V LF 90 68.00 6,120.00 75.00 6,750.00 60.00 5,400.0025 18" RCP APRON W/TRASH GUARD EACH 1 1,700.00 1,700.00 2,000.00 2,000.00 1,000.00 1,000.0026 HAND PLACED RIP RAP, CL. III CY 10 92.00 920.00 100.00 1,000.00 100.00 1,000.00$2,635,000.00 $2,587,300.00 $2,596,250.00Short Elliott Hendrickson Inc.Page 1 of 4 TABULATION OF BIDS1231,000,000 Gallon Inwood Water Tower (No. 4)CB&I Inc. Phoenix Fabricators & Erectors Landmark StructuresCity of Lake Elmo14109 S. Route 59 Address AddressSEH No.: LAKMO 134653Plainfield, IL 60544 City, State Zip City, State ZipBid Date: February 25, 2016 at 2:00 p.m.Item No. Item UnitEst. Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price$2,635,000.00 $2,587,300.00 $2,596,250.0027 GEOTEXTILE FABRIC TYPE IVSY 37 3.00 111.00 4.00 148.00 10.00 370.0028 PREASSEMBLED SILT FENCE LF 500 2.25 1,125.00 3.00 1,500.00 4.00 2,000.0029 STRAW BIOROLL LF 1000 2.00 2,000.00 2.50 2,500.00 5.00 5,000.0030 TEMPORARY SEEDING (MIX 22-111 WITH TYPE 1 MULCH)ACRE 1.5 4,000.00 6,000.00 4,600.00 6,900.00 2,000.00 3,000.0031 SEEDING (MIX 25-131 WITH FERTILIZER & HYDROMULCH)ACRE 1.5 3,500.00 5,250.00 4,000.00 6,000.00 3,000.00 4,500.00ELEVATED STORAGE TANK32 1.0 MG ELEVATED WATER TOWER CONCRETE COMPOSITE CONSTRUCTION AND ALL ASSOCIATED ITEMS NOT LISTED ABOVE.LS 1 2,242,026.00 2,242,026.00 2,239,122.00 2,239,122.00 2,250,000.00 2,250,000.0033 WATER TOWER CONTROL PANEL AND RTU (SEE APPENDIX B) - AS DESCRIBED IN ELECTRICAL LS 1 15,500.00 15,500.00 16,000.00 16,000.00 15,360.00 15,360.00TOTAL BASE BID PRICEALTERNATEA ALTERNATE A - ADD FOR CONSTRUCTION OF MEZZANINE LEVEL AND ASSOCIATED ITEMS OUTLINED IN THE DRAWINGSLS 1 240,000.00 240,000.00 175,800.00 175,800.00 181,250.00 181,250.00TOTAL BASE BID PRICE + ALTERNATE A$2,587,300.00 $2,596,250.00$2,635,000.00$2,395,000.00 $2,411,500.00 $2,415,000.00Short Elliott Hendrickson Inc.Page 2 of 4 TABULATION OF BIDS1,000,000 Gallon Inwood Water Tower (No. 4)City of Lake ElmoSEH No.: LAKMO 134653Bid Date: February 25, 2016 at 2:00 p.m.Item No. Item UnitEst. QuantityTOTAL BASE BID PRICESITE & UTILITY WORK1 SITE GRADING LS 12 ROCK CONSTRUCTION ENTRANCE EACH 13 TRAFFIC CONTROL LS 14 SUBGRADE EXCAVATION CY 1205 GEOTEXTILE FABRIC TYPE V SY 2006 ORGANIC TOPSOIL BORROW CY 1007 SELECT GRANULAR BORRW CY 1508 AGGREGATE BASE, CLASS 6 TON 12509 BIT WEARING COURSE MIX (WEA240B) TON 6510 BIT NON-WEARING COURSE MIX (WEB240B) TON 6511 TACK COAT GAL 3512 8" CONCRETE APRON SF 35013 4" CONCRETE WALK SF 10014 CONNECT TO EXISTING WATER MAIN EACH 115 6" DIP WATER MAIN PIPE, CL. 52 LF 1016 16" DIP WATER MAIN PIPE, CL. 52 LF 12017 6" GATE VALVE & BOX EACH 118 HYDRANT EACH 119 DIP FITTINGS, LB 70020 POLYETHYLENE ENCASEMENT LF 14021 4' X 4' CATCH BASIN WITH GRATING EACH 122 1.5" CLEAR ROCK CY 1623 GEOTEXTILE FABRIC TYPE I SY 3024 18" RCP STORM SEWER PIPE, CL. V LF 9025 18" RCP APRON W/TRASH GUARD EACH 126 HAND PLACED RIP RAP, CL. III CY 104Caldwell Tanks, Inc.4000 Tower RoadLouisville, KY 40219Unit Price Total Price25,000.00 25,000.002,500.00 2,500.001,500.00 1,500.0012.00 1,440.004.00 800.0026.00 2,600.0021.00 3,150.0021.00 26,250.0093.00 6,045.0093.00 6,045.003.00 105.0013.00 4,550.0010.00 1,000.002,200.00 2,200.0050.00 500.00117.00 14,040.002,200.00 2,200.005,500.00 5,500.007.00 4,900.006.00 840.003,500.00 3,500.0050.00 800.003.50 105.0050.00 4,500.002,000.00 2,000.0090.00 900.00$2,629,000.00Short Elliott Hendrickson Inc.Page 3 of 4 TABULATION OF BIDS1,000,000 Gallon Inwood Water Tower (No. 4)City of Lake ElmoSEH No.: LAKMO 134653Bid Date: February 25, 2016 at 2:00 p.m.Item No. Item UnitEst. Quantity27 GEOTEXTILE FABRIC TYPE IV SY 3728 PREASSEMBLED SILT FENCE LF 50029 STRAW BIOROLL LF 100030 TEMPORARY SEEDING (MIX 22-111 WITH TYPE 1 MULCH)ACRE 1.531 SEEDING (MIX 25-131 WITH FERTILIZER & HYDROMULCH)ACRE 1.5ELEVATED STORAGE TANK32 1.0 MG ELEVATED WATER TOWER CONCRETE COMPOSITE CONSTRUCTION AND ALL ASSOCIATED ITEMS NOT LISTED ABOVE.LS 133 WATER TOWER CONTROL PANEL AND RTU (SEE APPENDIX B) - AS DESCRIBED IN ELECTRICAL LS 1TOTAL BASE BID PRICEALTERNATEA ALTERNATE A - ADD FOR CONSTRUCTION OF MEZZANINE LEVEL AND ASSOCIATED ITEMS OUTLINED IN THE DRAWINGSLS 1TOTAL BASE BID PRICE + ALTERNATE A4Caldwell Tanks, Inc.4000 Tower RoadLouisville, KY 40219Unit Price Total Price$2,629,000.006.00 222.002.50 1,250.003.50 3,500.001,000.00 1,500.002,670.00 4,005.002,306,553.00 2,306,553.0018,000.00 18,000.00171,000.00 171,000.00$2,458,000.00$2,629,000.00Short Elliott Hendrickson Inc.Page 4 of 4 PROJECT SCHEDULE CITY OF LAKE ELMO INWOOD WATER TOWER (NO. 4) PROJECT NO. 2015.130 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. 651.300.4283 JANUARY 2016 October 6, 2015 Council approves consultant selection. November 17, 2015 Preliminary Design. Council accepts preliminary design recommendations (water tower style, materials, and site plan). January 19, 2016 Council approves Plans and Specifications and orders Advertisement for Bids. February 18, 2016 Receive Contractor Bids. March 15, 2016 Council accepts Bids and awards Contract. April 7, 2016 Conduct Pre-construction meeting and issue Notice to Proceed. October 1, 2017 Substantial Completion (water tower online and operational). November 3, 2017 Final Completion (punch list and final paperwork). Resolution No. 2016-16 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2016-16 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE BASE BID FOR THE INWOOD WATER TOWER (No. 4) WHEREAS, pursuant to an advertisement for bids for the Inwood Water Tower (No. 4), bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, CB&I Inc., for the Base Bid in the amount of $2,395,000. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. The Mayor and City Clerk are hereby authorized and directed to enter into a Contract in accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE FIFTEENTH DAY OF MARCH 2016. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk Resolution No. 2016-16 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2016-16 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE BASE BID PLUS ALTERNATE A BID FOR THE INWOOD WATER TOWER (No. 4) WHEREAS, pursuant to an advertisement for bids for the Inwood Water Tower (No. 4), bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Phoenix Fabricators & Ereectors, for the Base Bid plus Alternate A Bid in the amount of $2,587,300. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. The Mayor and City Clerk are hereby authorized and directed to enter into a Contract in accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE FIFTEENTH DAY OF MARCH 2016. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk