HomeMy WebLinkAbout06-21-2016 City Council Packet 3 of 3
MAYOR & COUNCIL COMMUNICATION
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DATE: June 21, 2016
REGULAR
ITEM #25
MOTION
AGENDA ITEM: 2015 Comprehensive Annual Financial Report & Management Letters
Presentation
SUBMITTED BY: Cathy Bendel, Finance Director
THROUGH: Jason Miller, Smith Schafer & Associates
REVIEWED BY: Kristina Handt, City Administrator
Jason Miller, Smith Schafer & Associates
Finance Committee Chair
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item .............................................................. City Administrator
- Report/Presentation……………………..…City Staff, Smith Schafer & Assoc.
- Questions from Council to Staff ............................................. Mayor Facilitates
- Call for Motion ............................................................... Mayor & City Council
- Discussion ....................................................................... Mayor & City Council
- Action on Motion .................................................................... Mayor Facilitates
FISCAL IMPACT: NA
SUMMARY AND ACTION REQUESTED: The City has retained the services of Smith,
Schafer & Associates to audit the financial statements for 2015. The 2015 Comprehensive
Annual Financial Report and Management Letters will be presented to the Council. The City
Council is asked to review and accept the 2015 reports.
BACKGROUND INFORMATION: Annually the City engages the services of an independent
outside audit firm to audit and assist with the preparation of the financial statements. The
auditors are asked to assure that the financial statements are free from material misstatement in
accordance with U.S. Generally Accepted Accounting Principles to the extent possible. They
also perform testing and make inquiries to help ensure that proper internal controls are in place.
This is the third year that the City of Lake Elmo has presented the report in the Comprehensive
Annual Financial Report (CAFR) layout.
City Council Meeting [Regular Agenda Item 25]
June 21, 2016
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An overview summary of the 2015 report and results were presented to the Finance Committee
on June 14, 2016. Draft copies of the report were provided to the Finance Committee and it was
unanimously agreed to recommend that the report be presented to the City Council.
STAFF REPORT: Jason Miller from Smith, Schafer & Associates will a PowerPoint
presentation summarizing the report and respond to inquiries.
RECOMMENDATION: It is recommended that the City Council accept the 2015 Year End
Comprehensive Annual Financial Report and Management Letters.
“Move to accept the 2015 Comprehensive Annual Financial Report and Management Letters”
TO BE DISTRIBUTED AT THE MEETING:
• 2015 Comprehensive Annual Financial Report
• 2015 Management Letters
• Governance Letter
• Internal Control Matters Letter
MAYOR AND COUNCIL COMMUNICATION
DATE: June 21, 2016
CONSENT
ITEM #: 26
MOTION
AGENDA ITEM: Parliamentarian Contract
SUBMITTED BY: Kristina Handt, City Administrator
BACKGROUND:
Council began having a parliamentarian attend and assist with Council meetings in late 2015. In
January 2016, a three month contract with Kevin Wendt was approved which expired April 30,
2016. The Council approved another 3 month contract with Mr. Wendt on May 3, 2016 which
expires July 31, 2016.
Both the previous and current contracts include being the chair for meetings as part of the
compensation.
On May 24, 2016, it was brought to the Council’s attention that state statute says “The mayor or,
in the mayor's absence, the acting mayor, shall preside.” Lake Elmo is a statutory city and
therefore only possesses the authority granted to it by the Legislature. The City Council is not
able to repeal statutory rights through a vote of the Council. Furthermore, a 1957 opinion from
the Attorney General, states that a “council cannot, by ordinance or otherwise, deprive one of its
members of his [or her] statutory rights.”
This information was shared with Mr. Wendt and he was subsequently asked for an opinion on
the issue of the mayor as the presiding officer. He provided the following informal opinion and is
seeking his own opinion from the Attorney General:
My informal response is that this is entirely a legal question. If the law was silent on the issue,
then the chair can be removed from the chair by the assembly, but only by a 2/3 vote and only for
a single session at a time (using Suspend the Rules procedures).
I do not know if statutory requirements (such as the Mayor [or Acting Mayor] presiding, as cited
by the City Attorney) can be suspended or not. General procedure, even when placed in the
bylaws, can be suspended by common parliamentary practice. But, this relates to procedure
stated by law. The legal understanding is primarily applicable here.
ISSUE BEFORE COUNCIL:
Should the Parliamentarian’s contract be amended or terminated?
PROPOSAL DETAILS/ANALYSIS:
Currently the contract with Mr. Wendt includes a compensation section as follows:
3.1 Basis for Compensation: Compensation to CONSULTANT shall be as follows
Being the chair for meetings as a parliamentarian( up to 5 hours) $200.00/hr
Being the chair for meetings as a parliamentarian( over 5 hours) $250.00/hr
Document Review $125.00/hr
Discount for 3 month commitment/contract 20% off
One of the other options offered by Mr. Wendt from the rate schedule was:
SCHEDULE 2
Sit with staff and rule on points of order $165/hr.
Document Review $100/hr
Council could amend the contract to include Schedule 2 as replacement language for section 3.1 and Mr.
Wendt would agree to lowering the hourly rate for sitting with staff to $160/hr as that is what the City is
charged now after taking into account the discount.
Alternatively, the contract could be terminated immediately and Mr. Wendt is agreeable to that given that
Article 3 includes a violation of state law.
FISCAL IMPACT:
So far in 2016, the parliamentarian services have cost the City about $10,000.
No change in the fiscal impact if the contract is amended as Mr. Wendt has agreed to the same rates.
If the contract is terminated, the City would not continue to incur these costs.
There was no funding provided in the 2016 budget for parliamentarian services.
OPTIONS:
1) Amend contract to replace Section 3.1 with Schedule 2 language and amend the hourly rate from
$165 to $160
2) Terminate the contract
3) Make no changes to the current contract
RECOMMENDATION:
Motion to amend contract with Kevin Wendt to replace Section 3.1 with Schedule 2 language and
amend the hourly rate from $165 to $160.
OR
Motion to terminate contract with Kevin Wendt
MAYOR AND COUNCIL COMMUNICATION
DATE: 06/21/2016
REGULAR
ITEM #: 27
MOTION
AGENDA ITEM: Tablyn Park Improvements Approval
SUBMITTED BY: Emily Becker, City Planner
REVIEWED BY: Kristina Handt, City Administrator
THROUGH: Kristina Handt, City Administrator
BACKGROUND:
At its meeting on May 16, 2016, the Parks Commission reviewed estimated pricing of desired
improvements for Tablyn Park. The approximate total of the cost for these items was $129,350. The list
of estimated pricing and site plan of desired improvements is attached.
ISSUE BEFORE COUNCIL:
Should the City Council authorize Staff to obtain quotes for desired improvements?
PROPOSAL DETAILS/ANALYSIS:
As of May 31, 2016, the Park Dedication Fund’s balance was $888,411.04. The Parks Commission is
requesting these improvements be completed this year.
The requested improvements to Tablyn Park were discussed at length at the Parks Commission February,
March, April, and May meetings. The Commission evaluated the estimated pricing of these improvements
and chose the most viable options; their recommendation is to not accept quotes that total more than
$130,000. Materials will be purchased separately; Staff will obtain separate quotes for the following
improvements: site work, lighting, playground equipment and installation, and warming house/restrooms.
It is expected that no individual quote will exceed $100,000, so the formal bidding process would not be
necessary in this case.
It should be noted that the plan to extend the parking lot area would result in the removal of the basketball
court. A proposal to remove this basketball court was previously brought to a City Council meeting on
September 1, 2015, during which Council expressed concern, requesting more information and did not
approve the removal. The proposed improvements do not include replacement of the basketball court or
hoop.
City Council Meeting 06/21/2016
2
FISCAL IMPACT:
Not to exceed $130,000 in parkland dedication funds.
OPTIONS:
The Council may or may not approve Staff to obtain quotes for the improvements requested by the Parks
Commission to Tablyn Park that are expected to not exceed $130,000.
RECOMMENDATION:
Staff recommends that the Council approve the requested improvements to Tablyn Park so staff may
obtain quotes:
“Move to approve the requested improvements to Tablyn Park so that Staff may obtain quotes.”
4/13/16
pg. 1
Tablyn Park Pricing
Feature Estimated Cost Notes
Skating Rink Parking and
Gravel Driveway
$26,200 ($2/sf based on 13,100 sf
as measured from scaled drawing)
(Pricing Source:
https://www2.monroecounty.gov/file
s/parks/EPAMPU%20(DRAFT)%20
All%20Appendices.pdf)
Skating Rink - Boards $16,900 ($65 per linear foot
based on a circumference of 260
ft as measured from the scale
drawing)
(Pricing Source: A Skating Rink
Feasibility Study
http://web.williams.edu/wp-
etc/ces/wmstn-skating-rink.pdf)
Warming House/Restrooms $1200/season The Commission would like to rent a
unit that is portable to determine its
use and possibly construct a
permanent structure in the future;
they estimated this cost.
Convert Baseball to Soccer $555 plus labor (Pricing Source:
http://buckeyeturf.osu.edu/index.php
?option=com_content&id=760:field-
renovation-on-a-shoe-string-
budget&Itemid=170)
Rebuilding stairs from parking
lot (concrete)
$15,000 (Pricing Source:
http://www.ucitymo.org/DocumentC
enter/View/7667)
Bringing switchback trail in to
ADA compliance
$21,000 for concrete trail ($70/ft
based on approx. 300 ft as
calculated from measurements of
drawing of switchback trail)
Includes clearing and grubbing,
grading, granular subbase, concrete,
seed/mulch
(Pricing Source:
http://www.nirpc.org/media/
3539/appendix_b___trailcosts.pdf)
Natural Surface Trail $1995.00 ($1.75/mi based on
approx. 1140 ft as calculated from
measurements of drawing of
entire trail)
(Pricing Source:
http://www.nirpc.org/media/3539/a
ppendix_b___trailcosts.pdf)
Lighting $26,000 Pricing based on previous research
performed 08/2015
Extended Parking Lot Area $7,000 ($3.50/sf based on 2000 sf
for parking lot extension area)
(Pricing Source:
https://www2.monroecounty.gov/file
s/parks/EPAMPU%20(DRAFT)%20
All%20Appendices.pdf)
New Playground Features $12,500 Pricing based on previous research
performed 08/2015
Pollinator Garden $1000 Pricing estimated by Parks
Commission
Total $129,350
MAYOR AND COUNCIL COMMUNICATION
DATE: 6/21/16
REGULAR
ITEM #: 28
MOTION
AGENDA ITEM: 5th Street and General Development Irrigation Standards
Commercial Construction Irrigation Standards
SUBMITTED BY: Stephen Wensman, Planning Director
REVIEWED BY: Kristina Handt, City Administrator
Stephen Mastey, Consulting Landscape Architect
Jack Griffin, Focus Engineering
BACKGROUND:
In March of 2015, the City had prepared design standards for the 5th Street Corridor based on the theming
study prepared by Damon Farber Associates. The development community approached the City and
requested a redesign to simplify the project. In the following months, the standard for 5th Street were
revised and were formally adopted on August 11, 2015 at a City Council workshop. The irrigation
standards had not been completed at that time and were not included in the approval. The irrigation
standards were created in October 2015 and were submitted to developers, but not formally approved by
the City Council. Similarly, a city-wide commercial irrigation standard was created, but not formally
approved by the City Council.
ISSUE BEFORE COUNCIL:
Discussion on approval of the 5th Street Irrigation Design Standards and commercial irrigation standards.
PROPOSAL DETAILS/ANALYSIS:
The 5th Street Irrigation Design Standards were prepared by Stephen Mastey, the Consulting Landscape
Architect and subconsultant, Water In Motion, an irrigation consultant to develop the standards, to
address the need for irrigation of the 5th Street corridor. The concept for 5th Street has vacillated from a
broad green corridor to a more natural corridor that would not have required irrigation, but revisions re-
introduced turfgrass and other landscape improvements that more or less necessitate irrigation for the
successful establishment and long term needs of the landscaping. The 5th Street Corridor is being installed
by developers with the development of Savona, Boulder Ponds, Hunters Crossing and Inwood
subdivisions. Future segments of 5th Street will be built by future developers, but portions of it may need
to be completed by the City. The 5th Street landscape design includes 4” caliper trees, pollinator patch
prairie, turf grass, and medians with prairie grasses, perennial flowers and bulbs. The Irrigation Design
Standards represent best practices in the landscape industry. Best practices are important considering the
growing scarcity of clean water, costs of inefficient water use, and best use of water for the health and
City Council Meeting 6/21/16 Regular Agenda Item #__
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longevity of the City’s investment in landscaping. The key elements are (See attached Water In Motion
memo):
• Installer must be a Certified Irrigation Contractor (CIC).
• 100% coverage, even distribution of water.
• Allows for use of non-potable water – water reuse.
• No overspray of sidewalks, trails and streets.
• No overspray onto evergreens (avoiding damage or death).
• Flexible pipe in sleeves.
• Rainwater sensors.
• SMART irrigation controls.
FISCAL IMPACT:
The Irrigation Design Specifications for 5th Street mandate an expensive irrigation system to install for
developers and for the City if it develops future segments of the 5th Street corridor. Maintenance of the
system will be expensive, however the flexible pipe in sleeves and other features will lessen the damage
from trail plowing and being run over as compared to a cheaper system. The system represents “best
practices” and uses less water than a cheaper system which is a cost savings.
Similarly, the General Development Irrigation Standards, though a bit less detailed, is expensive for
developers who do not like being told what to install on private property.
As the City considers the irrigation standards for 5th Street, it should also consider what it desires for the
Village Creek Parkway, a very similar roadway being built in Easton Village by a developer and to be
constructed in the future by others.
OPTIONS:
5th Street Irrigation Design Standards.
a) Approve the Irrigation Design Standards for 5th Street, as presented, which represent “best-
practices” in the irrigation industry.
b) Reject the Standards and provide staff direction as to what the Council would like for the corridor
(no irrigation to a very basic system).
General Development Irrigation Design Standards.
a) Approve the Irrigation Design Standards for General Development, as presented, which are a bit
simpler than the 5th Street Standards, but still represent “best practices” in the irrigation industry.
b) Reject the Standards and direct staff to develop a more performance based standards that more
simply protects the health, safety concerns such as overspray onto roads, sidewalks, and trails.
Protects adjacent property from damage from overspray, etc.
c) Have no specific standards for private irrigation systems.
RECOMMENDATIONS:
Staff recommends the City Council provide Staff direction based on the options and then Staff will
prepare a Resolution in support of the motion at the next meeting for the consent agenda:
City Council Meeting 6/21/16 Regular Agenda Item #__
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• For City projects and for 5th Street, the city adopt the 5th Street Irrigation Design Standards which
represent “best practices” for irrigation.
• For General Development, because of the additional financial burden on developers, direct Staff
to develop a more performance based standard to protect basic health, safety considerations.
ATTACHMENTS:
• 5th Street Irrigation Design Standards
• 5th Street Irrigation Design Standard Details
• General Development Irrigation Standards
• Water In Motion memo
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: 06/21/2016
REGULAR
ITEM # 29
AGENDA ITEM: Municipal Separate Storm Sewer System (MS4) Permit – Annual Public
Meeting and Accept the 2015 MS4 Annual Report
SUBMITTED BY: Ryan Stempski, Assistant City Engineer
THROUGH: Kristina Handt, City Administrator
REVIEWED BY: Jack Griffin, City Engineer
Julie Johnson, City Clerk
Mike Bouthilet, Public Works
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item .................................................................. Assistant City Engineer
- Report/Presentation………………………………………… .. Assistant City Engineer
- Questions from Council to Staff ............................................. Mayor Facilitates
- Annual Public Meeting, request public input…..…………….Mayor Facilitates
- Call for Motion ............................................................... Mayor & City Council
- Discussion ....................................................................... Mayor & City Council
- Action on Motion .................................................................... Mayor Facilitates
POLICY RECOMMENDER: Engineering
FISCAL IMPACT:
None. The Annual Public Meeting and Annual Report are MS4 Permit requirements.
SUMMARY AND ACTION REQUESTED:
The City Council is respectfully requested to conduct the Annual Public Meeting required by the
MS4 Permit and receive public input and comments. After receiving a staff presentation and
public comments, it is respectfully requested that the City Council accept the 2015 MS4 Annual
Report and authorize staff to submit this report to the MPCA by June 30, 2016. The
recommended motion for this action is as follows:
City Council Meeting [Regular Agenda Item 29]
June 21, 2016
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“Move to accept the Municipal Separate Storm Sewer System (MS4) Annual Report for 2015,
and authorize staff to submit this report to the MPCA by June 30, 2016.”
LEGISLATIVE HISTORY/BACKGROUND INFORMATION:
The MS4 General Permit is mandated by the federal regulations under the Clean Water Act and
administered by the Minnesota Pollution Control Agency. A municipal separate storm sewer
system (MS4) is a conveyance or system of conveyances (roads with drainage systems,
municipal streets, catch basins, curbs, gutters, ditches, man-made channels, and storm drains)
owned by a municipality. The MS4 program gives owners or operators of MS4’s approval to
discharge storm water to lakes, rivers and wetlands in Minnesota. The MS4 General Permit
focuses on reducing the pollution that enters these public systems and discharges to wetlands,
streams and lakes (“waters of the state”). By federal rule, storm water systems in urban areas are
labeled Mandatory MS4s. The City of Lake Elmo is a Mandatory MS4 City.
As a MS4 City, Lake Elmo was required to obtain and comply with a National Pollutant
Discharge and Elimination System (NPDES) storm water permit. To meet these requirements
the City prepared and implemented a five year Storm Water Pollution Prevention Program
(SWPPP) beginning in 2006 and extending through 2010. The MPCA reissued a new five year
program effective August 1, 2013 that extends to July 31, 2018.
The SWPPP specifies and outlines a series of best management practices intended to satisfy the
permit requirements for each of the six minimum control measures. The six minimum control
measures are:
1. Public Education and Outreach
2. Public Involvement and Participation
3. Illicit Discharge Detection and Elimination
4. Construction Site Storm Water Controls
5. Post-Construction Storm Water Management for development and redevelopment
6. Pollution Prevention/Good Housekeeping for Municipal Operations
As part of the on-going permit requirements as a mandatory MS4 City, Staff has prepared the
2015 MS4 Annual Report and will present a summary report to the City Council and general
public. The City must hold an Annual Public Meeting to encourage public discussion and
participation regarding its storm water quality and steps it is taking to address the MS4 Permit
requirements. Notice of this meeting was posted at City hall and published in the Oakdale-Lake
Elmo Review on May 11, 2016 (see attachment). Public input received will be considered for
updating the City’s Storm Water Pollution Prevention Program (SWPPP) and the meeting
minutes will be incorporated into the City’s final report. The 2015 MS4 Annual Report must be
submitted to the MPCA by June 30, 2016. A copy of the City’s Storm Water Pollution
Prevention Program (SWPPP) is available on the City website.
The Annual Meeting is scheduled to be held as part of the regular City Council meeting at City
Hall. The agenda for this meeting will include:
City Council Meeting [Regular Agenda Item 29]
June 21, 2016
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• A presentation about implementation of the City’s Storm Water Pollution Prevention
Program in 2015,
• Affording interested persons an opportunity to make oral statements concerning the
Storm Water Pollution Prevention Program,
• Consideration of relevant written materials that interested persons submit concerning the
Storm Water Pollution Prevention Program; and,
• Consideration of public input in making adjustments to the 2016 implementation plan for
the Storm Water Pollution Prevention Program.
2015 MS4 REPORT HIGHLIGHTS
The City’s annual implementation of its Storm Water Pollution Prevention Program (SWPPP)
addresses all permit requirements through six minimum control measures (MCM) as outlined
below:
MCM 1 & 2: Public Education & Outreach, Public Involvement & Participation: In 2015, the
City renewed its contract with the East Metro Water Resource Education Program (EMWREP),
which continues to be a high value, low cost solution to address many of the educational and
public outreach requirements of the City’s permit program. A copy of the 2015 EMWREP
Annual Report has been attached. Lake Elmo Staff used EMWREP as a primary resource to
create educational materials for the public on storm water best management practices (available
at City Hall, in City Newsletters and on the City’s website).
MCM 3: Illicit Discharge Detection and Elimination: No known illicit discharges were recorded
in 2015. A list of subsurface sewage treatment systems (SSTS) with known problems was
provided in 2015 by Washington County. The City will continue to work with the County to
address these issues with property owners. An emergency response procedure (ERP) was
reviewed with the Fire Chief and Public Works Superintendent as document to follow should an
illicit discharge occur within the City.
MCM 4: Construction Site Storm Water Controls: All new developments in the City were
required to prepare a site specific SWPPP to address erosion and sediment control during
construction activity. In 2015 there were 9 written notices given and 3 fines issued to builders
for non-compliance to the City’s Erosion and Sediment Control Ordinance.
MCM 5: Post-Construction Storm Water Management: Updates were made to the Engineering
Design Standards Manual for Private Development, based on input during 2015 construction.
Storm Water Maintenance Agreements were required for new developments to ensure on-going
maintenance of newly constructed storm water facilities. Checklists are in place to review for
impervious surface compliance on new building permits.
MCM 6: Pollution Prevention/Good Housekeeping for Municipal Operations: The Public Works
Department reported that inspections to the storm sewer system were not completed in 2015.
Street sweeping was completed on all City streets in April 2015. The City continued to work
with the Washington Conservation District to maintain rain gardens installed on past street
City Council Meeting [Regular Agenda Item 29]
June 21, 2016
-- page 4 --
improvement projects. Public Works responded to resident drainage issues and completed
routine maintenance on the storm sewer system. Public Works also contracted out services to re-
grade and establish a main drainage way within the Tablyn Park neighborhood.
MS4 GENERAL PERMIT UPDATE:
On May 21, 2013, the Minnesota Pollution Control Agency (MPCA) reissued the General Permit
for discharges of stormwater associated with small MS4s. The new state-wide permit became
effective on August 1, 2013. As part of the new permit requirements, the City was required to
complete and submit a pond inventory by April 3, 2015. The City continues to work toward
annual compliance of its SWPPP and make progress toward program updates that are included in
the permit reissuance.
RECOMMENDATION:
Staff is recommending that the City Council accept the MS4 Annual Report for 2015, and
authorize staff to submit this report to the MPCA by June 30, 2016. The recommended motion
for this action is as follows:
“Move to accept the Municipal Separate Storm Sewer System (MS4) Annual Report for 2015,
and authorize staff to submit this report to the MPCA by June 30, 2016.”
ATTACHMENT(S):
1. Notice of MS4 Annual Public Meeting.
2. 2015 MS4 Annual Report.
3. EMWREP Annual Report – Executive Summary (full Report available upon request).
4
2015 Executive Summary
General Education Campaign: During 2015, EMWREP continued to use a variety of strategies
to educate the general public about stormwater pollution and other issues affecting the quality of
surface and groundwater resources, and to inform them about partner programs and activities.
EMWREP contributed 73 press releases and news columns to 18 area newspapers, in addition to
producing educational content for city newsletters, social media, and on-line news sites.
EMWREP staff attended more than 20 community events and participated in the planning and
program development for several regional water education initiatives as well.
Though the impact of these larger public education and awareness raising efforts is often
hard to measure directly, we know they greatly improve the success of our targeted outreach
activities and are usually the initial gateway through which people learn about EMWREP partner
organizations and engage at a higher level by attending a workshop, participating in a watershed
planning process, or installing a clean water project on their property.
In 2015, EMWREP also conducted the following special education projects:
• Continued outreach with Homeowners’ Associations
• Provided education about groundwater and water conservation
• Worked to build relationships with lake associations
• Engaged citizens in watershed activities and plan updates
• Supported water education for area youth
• Helped WaterShed Partners develop a new metro-wide water education initiative
Blue Thumb Program: EMWREP uses Blue Thumb – Planting for Clean Water
(www.BlueThumb.org) tools and resources to conduct public education and enhance outreach
efforts, as well as promote watershed cost-share programs, conduct targeted outreach for
neighborhood raingarden projects, and teach educational workshops for homeowners. The
program was developed by the Rice Creek Watershed District in 2006 and is now led by Metro
Blooms.
• In 2015, EMWREP conducted raingarden design workshops in Bayport and Marine on
St. Croix, and held raingarden maintenance workshops in Lake Elmo and Stillwater. We
also coordinated neighborhood parties in Stillwater and Oakdale.
• In January 2015, we conducted a survey of 433 BMP participants and workshop
attendees from 2010-2015. 82 people responded.
• For 2015, BMP program staff reported:
o 292 site visits
o 31 new projects installed; 14 projects from previous years completed
o 97.5 pounds of phosphorus (P) captured by all projects installed in 2015
o 19,389 pounds of total suspended solids (TSS) captured by all projects in 2015
Rural Outreach: During 2015, EMWREP offered a workshop for horse owners. In addition,
EMWREP provided outreach support for Washington Conservation District’s Turf to Prairie
grant, Top50P!, and nitrates well water testing in southern Washington County.
Blue Biz: The Blue Biz program consists of a website (www.cleanwaterMN.org/businesses) and
outreach materials that partners can use to engage commercial property owners in BMP projects.
Stormwater U: In 2015, EMWREP coordinated with Minnesota Extension, the University of
Minnesota Erosion and Stormwater Management Certification Programs, and the Minnesota
Erosion Control Association (MECA) to provide professional training and workshops for local
government staff and consultants, as well as builders, developers and contractors, including:
5
1) Turfgrass Maintenance
2) Stormwater Practices Inspections and Maintenance; and
3) Erosion Control
We also distributed a set of ten 10-minute PowerPoint presentations for municipal partners to use
during monthly staff meetings. The presentations cover training topics included under Minimum
Control Measure 6 of the MS4 permit.
NEMO: The Northland NEMO program (Non-point Education for Municipal Officials) provides
local elected officials and decision makers with resources and information to make informed
decisions about land use and water quality in their communities. Northland NEMO is hosted by
the University of Minnesota Extension and EMWREP is a partner organization.
During 2015, EMWREP collaborated with NEMO and local partners to host two
workshops for local decision makers:
• St. Croix River Workshop on the Water: Aug. 6
• Protecting and improving lakes and streams in Forest Lake: Sept. 1
MS4 Toolkit: The MS4 toolkit is hosted on the Clean Water MN website at
www.cleanwatermn.org. The on-line kit includes training materials to help MS4 entities and
EMWREP partners meet the six minimum control measures outlined in the MS4 permit.
CITY OF LAKE ELMO
NOTICE OF ANNUAL PUBLIC MEETING
ON THE CITY STORM WATER POLLUTION PREVENTION PROGRAM
Notice is hereby given that the City Council of Lake Elmo will meet at City Hall at 7:00 p.m. on Tuesday,
June 21, 2016, to conduct a public meeting to encourage public discussion and participation regarding its
storm water quality and Storm Water Pollution Prevention Program (SWPPP).
A 1987 Amendment to the Federal Clean Water Act required implementation of a two‐phase
comprehensive national program to reduce pollution from storm water runoff. A National Pollutant
Discharge Elimination System (NPDES) permit from the Minnesota Pollution Control Agency (MPCA) is
required as part of this program. The permit identifies a number of measures that must be met or
implemented by each community. The six minimum measures are:
Public Education and Outreach
Public Involvement and Participation
Illicit Discharge Detection and Elimination
Construction Site Storm Water Controls
Post‐Construction Storm Water Management for development and redevelopment
Pollution Prevention/Good Housekeeping for Municipal Operations
The City’s Storm Water Pollution Prevention Program specifies best management practices intended to
satisfy the permit requirements for each of the minimum measures. As part of this program, the City is
required to hold an annual meeting to encourage public discussion and participation regarding its storm
water quality and steps it is taking to address the six minimum control measures. A copy of the SWPPP is
available on the City website or by contacting the City Engineer. An annual report will be submitted to the
MPCA in June 2016. The minutes of the annual public meeting will be incorporated into the City’s annual
report.
The meeting will be held as part of the regular city council meeting at City Hall. The agenda for this
meeting will include:
1) A Presentation about implementation of the City's Surface Water Pollution
Prevention Program in 2015,
2) Affording interested persons the opportunity to make oral statements concerning the
Storm Water Pollution Prevention Program,
3) Consideration of relevant written materials that interested persons submit
concerning the Storm Water Pollution Prevention Program; and,
4) Consideration of public input in making adjustments to the 2016 implementation plan
for the Storm Water Pollution Prevention Program.
DATED: May 5, 2016
BY ORDER OF THE LAKE ELMO CITY CLERK
Julie Johnson, City Clerk
(Published in the Oakdale‐Lake Elmo Review on May 11, 2016)
6/15/2016 MS4 Annual Report for 2015
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Lake Elmo City MS4
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Landgraf (6517572880, cole.landgraf@state.mn.us) or Rachel Stangl (6517572879,
rachel.stangl@state.mn.us).
Before you begin...
A fillable Microsoft Word document with all of the questions is available at
https://www.pca.state.mn.us/sites/default/files/wqstrm406a.doc (for personal use only,
not for submittal).
The MS4 Annual Report for 2015 will automatically save your answers when you hit the
‘Next’ button at the bottom of each page.
If you wish to leave the MS4 Annual Report for 2015 and complete the document at
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your progress before exiting the document. Return to the survey by following the
previously used web link, and again login using your email and assigned password
credentials. Once you successfully log in, your previous answers will appear.
The MPCA will email a PDF of your MS4 Annual Report for 2015 information to you in a
confirmation email within three business days after you submit this form.
You may print a copy of the MS4 Annual Report for 2015 for your records at any time
by pressing the ‘Print’ button at the bottom of the page.
Additionally, it is possible to save a PDF copy of the MS4 Annual Report for 2015 if you
are working on a computer with OneNote (a program often included in Microsoft Office
packages). Detailed saving instructions are available at
stormwater.pca.state.mn.us/index.php/Guidance_for_saving_MS4_annual_reports.
MS4 Annual Report for 2015
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Reporting period: January 1, 2015 to December 31, 2015
Due: June 30, 2016
Instructions: Complete this annual report to provide a summary of your activities
under the 2013 MS4 Permit (Permit) between January 1, 2015 and December 31,
2015. MPCA staff may contact you for additional information.
Fillable document available at https://www.pca.state.mn.us/sites/default/files/wqstrm4
06a.doc (for personal use only, not for submittal).
Questions: Contact Cole Landgraf at 6517572880 or cole.landgraf@state.mn.us or
Rachel Stangl at 6517572879 or rachel.stangl@state.mn.us.
MS4 General Contact Information
Full name Ryan Stempski
Title Assistant City Engineer
Mailing
address 3800 Laverne Avenue N
City Lake Elmo
State Minnesota
Zip code 55042
Phone 651.300.4267
Email ryan.stempski@focusengineeringinc.com
Preparer Contact Information (if different from the MS4 General Contact)
Full name
Title
Organization
Mailing
address
City
State
Zip code
Phone
Email
MCM 1: Public Education and Outreach
The following questions refer to Part III.D.1. of the Permit.
Q2 Did you select a stormwaterrelated issue of high priority to be emphasized during this
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Permit term? [Part III.D.1.a.(1)]
Yes
No
Q3 What is your stormwaterrelated issue(s)? Check all that apply.
TMDL(s)
Local businesses
Residential BMPs
Pet waste
Yard waste
Deicing materials
Household chemicals
Construction activities
Postconstruction activities
Other
Q4 Have you distributed educational materials or equivalent outreach to the public focused
on illicit discharge recognition and reporting? [Part III.D.1.a.(2)]
Yes
No
Q5 Do you have an implementation plan as required by the Permit? [Part III.D.1.b.]
Yes
No
Q6 How did you distribute educational materials or equivalent outreach? Check all that
apply and provide circulation/audience associated with each item. [Part III.D.1.a.]
Brochure
Newsletter
Utility bill insert
Newspaper ad
Radio ad
Television ad
Cable access channel
Stormwaterrelated event
School presentation or project
Website
Other (1)
Other (2)
Other (3)
Q7 Intended audience? Check all that apply.
Residents Local
Businesses Developers Students Employees Other
Brochure
Newsletter
Website
Q8 Enter the total circulation/audience (if unknown, use best estimate):
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Brochure 1000
Newsletter 7000
Website 2000
Provide a brief description of each activity related to public education and outreach
(e.g. rain garden workshop, school presentation, public works open house) held and
the date each activity was held from January 1, 2015 to December 31, 2015. [Part
III.D.1.c.(4)]
Q9 Date of activity Q10Description of activity
Date
(mm/dd/yyyy)2/25/2015 TriLakes Association Meeting
Date
(mm/dd/yyyy)4/24/2015 Tree, Rain Barrel & Compost Bin Sale
Date
(mm/dd/yyyy)5/16/2015 Sunfish Lake Family Event
Date
(mm/dd/yyyy)5/31/2015 Master Gardner Plant Sale
Date
(mm/dd/yyyy)
Date
(mm/dd/yyyy)
Date
(mm/dd/yyyy)
Date
(mm/dd/yyyy)
Q11 Between January 1, 2015 and December 31, 2015, did you modify your BMPs,
measurable goals, or future plans for your public education and outreach program?
[Part IV.B.]
Yes
No
MCM 2: Public Participation/Involvement
The following questions refer to Part III.D.2.a. of the Permit.
Q12 You must provide a minimum of one opportunity each year for the public to provide
input on the adequacy of your Stormwater Pollution Prevention Program (SWPPP). Did
you provide this opportunity between January 1, 2015 and December 31, 2015? [Part
III.D.2.a.(1)]
Yes
No
Q13 What was the opportunity that you provided? Check all that apply.
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Public meeting
Public event
Other
Q14 Did you hold a standalone meeting or combine it with another event?
Standalone
Combined
Enter the date
of the public
meeting
(mm/dd/yyyy):
6/2/2015
Enter the
number of
citizens that
attended and
were informed
about your
SWPPP:
0
Q17 Between January 1, 2015 and December 31, 2015, did you receive any input regarding
your SWPPP?
Yes
No
Q19 Between January 1, 2015 and December 31, 2015, did you modify your BMPs,
measurable goals, or future plans for your public participation/involvement program?
[Part IV.B.]
Yes
No
MCM 3: Illicit Discharge Detection and Elimination
The following questions refer to Part III.D.3. of the Permit.
Q20 As of December 31, 2015, have you enacted a regulatory mechanism which prohibits
nonstormwater discharges to your MS4?
Yes
No
Q21 Provide either a website address to the above regulatory mechanism or upload a copy.
How will you provide this regulatory mechanism?
Website address
Upload
Q22 Website address:
http://www.lakeelmo.org/publicworks/stormwaterutility/illicitdischarge
Q24 Did you identify any illicit discharges between January 1, 2015 and December 31,
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2015? [Part III.D.3.h.(4)]
Yes
No
Q33 Do you have written Enforcement Response Procedures (ERPs) to compel compliance
with your illicit discharge regulatory mechanism(s)? [Part III.B.]
Yes
No
Q34 Provide either a website address to the above ERPs or upload a copy. How will you
provide these ERPs?
Website address
Upload
Q36 Click the "up arrow" icon below to upload a file. When it has uploaded successfully, a
unique ID will appear in the box. Only files less than 10 MB in size will upload.
ref:0000000137:Q36
Q37 Did you train all field staff in illicit discharge recognition (including conditions which
could cause illicit discharges) and reporting illicit discharges for further investigations?
[Part III.D.3.e.]
Yes
No
The following questions refer to Part III.C.1. of the Permit.
Q39 Did you update your storm sewer system map between January 1, 2015 and
December 31, 2015? [Part III.C.1.]
Yes
No
Q40 Does your storm sewer map include all pipes 12 inches or greater in diameter and the
direction of stormwater flow in those pipes? [Part III.C.1.a.]
Yes
No
Q41 Does your storm sewer map include outfalls, including a unique identification (ID)
number and an associated geographic coordinate? [Part III.C.1.b.]
Yes
No
Q42 Does your storm sewer map include all structural stormwater BMPs that are part of
your MS4? [Part III.C.1.c.]
Yes
No
Q43 Does your storm sewer map include all receiving waters? [Part III.C.1.d.]
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Yes
No
Q44 In what format is your storm sewer map available?
Hardcopy only
GIS
CAD
Other
Q45 Between January 1, 2015 and December 31, 2015, did you modify your BMPs,
measurable goals, or future plans for your illicit discharge detection and elimination
(IDDE) program? [Part IV.B.]
Yes
No
Describe those modifications:
New ERP Implementation
MCM 4: Construction Site Stormwater Runoff Control
The following questions refer to Part III.D.4. of the Permit.
Q46 As of December 31, 2015, have you enacted a regulatory mechanism that is at least as
stringent as the Agency's general permit to Discharge Stormwater Associated with
Construction Activity (CSW Permit) No. MN R100001
(http://www.pca.state.mn.us/index.php/viewdocument.html?gid=18984) for erosion and
sediment controls and waste controls? [Part III.D.4.a.]
Yes
No
Q47 Have you developed written procedures for site plan reviews as required by the
Permit? [Part III.D.4.b.]
Yes
No
Q48 Have you documented each site plan review as required by the Permit? [Part III.D.4.f.]
Yes
No
Q49 Enter the number of site plan reviews conducted for sites an acre or greater of soil
disturbance between January 1, 2015 and December 31, 2015:
16
Q50 What types of enforcement actions do you have available to compel compliance with
your regulatory mechanism? Check all that apply and enter the number of each used
from January 1, 2015 to December 31, 2015.
Verbal warnings
Notice of violation
Administrative orders
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Stopwork orders
Fines
Forfeit of security of bond money
Withholding of certificate of occupancy
Criminal actions
Civil penalties
Other
Enter the number of
verbal warnings
issued:
9
Enter the number of
notice of violations
issued:
9
Enter the number of
stopwork orders
issued:
0
Enter the number of
fines issued:3
Enter the number of
forfeitures of security
bond money issued:
0
Enter the number of
withholdings of
certificate of
occupancy issued:
0
Enter the number
criminal actions
issued:
0
Enter the number of
civil penalties issued:0
Q51 Do you have written Enforcement Response Procedures (ERPs) to compel compliance
with your construction site stormwater runoff control regulatory mechanism(s)? [Part
III.B.]
Yes
No
Q52 Enter the number of active construction sites an acre or greater that were in your
jurisdiction between January 1, 2015 and December 31, 2015:
16
Q53 Do you have written procedures for identifying priority sites? [Part III.D.4.d.(1)]
Yes
No
Q55 Do you have a checklist or other written means to document site inspections when
determining compliance? [Part III.D.4.d.(4)]
Yes
No
Q56 Enter the number of site inspections conducted for sites an acre or greater between
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January 1, 2015 and December 31, 2015:
32
Q57 Enter the frequency at which site inspections are conducted (e.g. daily, weekly,
monthly): [Part III.D.4.d.(2)]
weekly
Q58 Enter the number of trained inspectors that were available for construction site
inspections between January 1, 2015 and December 31, 2015:
1
Q59 Provide the contact information for the inspector(s) and/or organization that conducts
construction stormwater inspections for your MS4. List your primary construction
stormwater contact first if you have multiple inspectors.
(1) Inspector name Dave Klocker
Organization Hyperion Consulting, Inc.
Phone (Office)
Phone (Work Cell)651/3009302
Email dmklocker@gmail.com
Preferred contact
method phone
(2) Inspector name Frank Borich
Organization Focus Engineering, Inc.
Phone (Office)
Phone (Work Cell)651/9556677
Email frank.borich@focusengineeringinc.com
Preferred contact
method phone
(3) Inspector name
Organization
Phone (Office)
Phone (Work Cell)
Email
Preferred contact
method
Q60 What training did inspectors receive? Check all that apply.
University of Minnesota Erosion and Stormwater Management Certification Program
Qualified Compliance Inspector of Stormwater (QCIS)
Minnesota Laborers Training Center Stormwater Pollution Prevention Plan Installer or Supervisor
Minnesota Utility Contractors Association Erosion Control Training
Certified Professional in Erosion and Sediment Control (CPESC)
Certified Professional in Stormwater Quality (CPSWQ)
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Certified Erosion, Sediment and Storm Water Inspector (CESSWI)
Other
Q61 Between January 1, 2015 and December 31, 2015, did you modify your BMPs,
measurable goals, or future plans for your construction site stormwater runoff control
program? [Part IV.B.]
Yes
No
Describe those modifications:
Design Standards are reviewed annually and updated to incorporate revisions for
continuous improvement.
MCM 5: PostConstruction Stormwater Management
The following questions refer to Part III.D.5. of the Permit.
Q62 As of December 31, 2015, have you enacted a regulatory mechanism to incorporate all
requirements as specified in Part III.D.5.a. of the Permit?
Yes
No
Q63 What approach are you using to meet the performance standard for Volume, Total
Suspended Solids (TSS), and Total Phosphorus (TP) as required by the Permit? [Part
III.D.5.a.(2)]
Check all that apply.
Refer to the link http://www.pca.state.mn.us/index.php/viewdocument.html?gid=17815
for guidance on stormwater management approaches.
Retain a runoff volume equal to one inch times the area of the proposed increase of impervious
surfaces onsite
Retain the postconstruction runoff volume on site for the 95th percentile storm
Match the predevelopment runoff conditions
Adopt the Minimal Impact Design Standards (MIDS)
An approach has not been selected
Other method (Must be technically defensiblee.g. based on modeling, research and acceptable
engineering practices)
Q64 Do you have written Enforcement Response Procedures (ERPs) to compel compliance
with your postconstruction stormwater management regulatory mechanism(s)? [Part
III.B.]
Yes
No
Q65 Between January 1, 2015 and December 31, 2015, did you modify your BMPs,
measurable goals, or future plans for your postconstruction stormwater management
program? [Part IV.B.]
Yes
No
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MCM 6: Pollution Prevention/Good Housekeeping for Municipal Operations
The following questions refer to Part III.D.6. of the Permit.
Q66 Enter the total number of structural stormwater BMPs, outfalls (excluding underground
outfalls), and ponds within your MS4 (exclude privately owned).
Structural
stormwater
BMPs
7
Outfalls 118
Ponds 79
Q67 Enter the number of structural stormwater BMPs, outfalls (excluding underground
outfalls), and ponds that were inspected from January 1, 2015 to December 31, 2015
within your MS4 (exclude privately owned). [Part III.D.6.e.]
Structural
stormwater
BMPs
0
Outfalls 0
Ponds 0
Q68 Have you developed an alternative inspection frequency for any structural stormwater
BMPs, as allowed in Part III.D.6.e.(1) of the Permit?
Yes
No
Q69 Based on inspection findings, did you conduct any maintenance on any structural
stormwater BMPs? [Part III.D.6.e.(1)]
Yes
No
Q71 Do you own or operate any stockpiles, and/or storage and material handling areas?
[Part III.D.6.e.(3)]
Yes
No
Q72 Did you inspect all stockpiles and storage and material handling areas quarterly? [Part
III.D.6.e.(3)]
Yes
No
Q73 Based on inspection findings, did you conduct maintenance at any of the stockpiles
and/or storage and material handling areas?
Yes
No
Q75 Between January 1, 2015 and December 31, 2015, did you modify your BMPs,
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measurable goals, or future plans for your pollution prevention/good housekeeping for
municipal operations program? [Part IV.B.]
Yes
No
Describe those modifications:
Due to staff turnover, inspection goals were not met in 2015. Inspections will be
increased in 2016 to catch up on inspections not completed in 2015.
Discharges to Impaired Waters with a USEPAApproved TMDL that Includes an
Applicable WLA
You must complete the TMDL Annual Report Form, available at:
http://stormwater.pca.state.mn.us/index.php/Upload_page_with_TMDL_forms. Attach
your completed TMDL Annual report form to this Annual Report as instructed below.
[Part III.E.]
Q77 Click the "up arrow" icon below to upload your TMDL Annual report form. When it has
uploaded successfully, a unique ID will appear in the box. Only files less than 10 MB in
size will upload.
Partnerships
Q84 Did you rely on any other regulated MS4s to satisfy one or more Permit requirements?
Yes
No
Additional Information
If you would like to provide any additional files to accompany your annual report, use
the space below to upload those files. For each space, you may attach one file. You
may provide additional explanation and/or information in an email with the subject
YourMS4NameHere_2015AR to ms4permitprogram.pca@state.mn.us.
Q86 Click the "up arrow" icon below to upload a file. When it has uploaded successfully, a
unique ID will appear in the box. Only files less than 10 MB in size will upload.
Q87 Click the "up arrow" icon below to upload a file. When it has uploaded successfully, a
unique ID will appear in the box. Only files less than 10 MB in size will upload.
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Q88 Click the "up arrow" icon below to upload a file. When it has uploaded successfully, a
unique ID will appear in the box. Only files less than 10 MB in size will upload.
Q89 Optional, describe the file(s) uploaded:
Owner or Operator Certification
The person with overall administrative responsibility for SWPPP implementation and
Permit compliance must certify this MS4 Annual Report. This person must be duly
authorized and should be either a principal executive (i.e., Director of Public Works,
City Administrator) or ranking elected official (i.e., Mayor, Township Supervisor).
I certify under penalty of law that this document and all attachments were prepared
under my direction or supervision in accordance with a system designed to assure that
qualified personnel properly gathered and evaluated the information submitted. Based
on my inquiry of the person or persons who manage the system, or those persons
directly responsible for gathering the information, the information submitted is, to the
best of my knowledge and belief, true, accurate, and complete (Minn. R. 7001.0070). I
am aware that there are significant penalties for submitting false information, including
the possibility of fine and imprisonment (Minn. R. 7001.0540).
Yes
By typing my name in the following box, I certify the above statements to be true and
correct, to the best of my knowledge, and that information can be used for the purpose
of processing my MS4 Annual Report.
Name:
Title:
Date:
(mm/dd/yyyy)
When you are ready to submit, you must click the
'Submit' button at the bottom of this page.
Provide the email(s) of the individual(s) you would like to receive the MS4 Annual
Report for 2015 submittal confirmation email from the MPCA. After you click the
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Submit button below, please allow up to three business days to receive this email.
Email
(1)
Email
(2)
Email
(3)
Print or save a copy of your completed MS4 Annual Report for 2015 for your
records. The MPCA will email a PDF of your MS4 Annual Report for 2015
information in a confirmation email within three business days after you submit
this form to the email(s) you provided above.
You may print a copy of the MS4 Annual Report for 2015 for your records by pressing
the ‘Print’ button at the bottom of the page.
Additionally, it is possible to save a PDF copy of the MS4 Annual Report for 2015 if you
are working on a computer with OneNote (a program often included in Microsoft Office
packages). Detailed saving instructions are available at
stormwater.pca.state.mn.us/index.php/Guidance_for_saving_MS4_annual_reports.
If you have any questions, contact MPCA staff Cole Landgraf
(cole.landgraf@state.mn.us, 6517572880) or Rachel Stangl
(rachel.stangl@state.mn.us, 6517572879).
481572v1 SJS LA515-1
MAYOR AND COUNCIL COMMUNICATION
DATE: 6/21/2016
REGULAR
ITEM #: 30
AGENDA ITEM: Call for a Public Hearing on Extension of the Interim Ordinance (Moratorium)
SUBMITTED BY: Stephen Wensman, Planning Director
THROUGH: Kristina Handt, City Administrator
REVIEWED BY: Sarah Sonsalla, City Attorney
BACKGROUND:
On July 7, 2017, the City Council adopted Interim Ordinance No. 08-123 declaring a moratorium
pertaining to development in the Stage 1, 2 and 3 development areas for a one year period. The interim
ordinance (moratorium) went into effect upon its publication on July 22, 2015. It is due to expire on July
22nd of this year.
Within the Stage 1, 2, and 3 development areas there are six water bodies, whose corresponding shoreland
areas will have an impact on development. The City’s shoreland ordinance has been revised to comply
with the Minnesota Department of Natural Resources’ model shoreland ordinance. It is currently being
reviewed by the DNR, which is required by law. Pursuant to Minnesota Statutes Section 462.355,
subdivision 4 (c)(1), a city may extend its interim ordinance (moratorium) up to an additional 120 days
following the receipt of the final approval or review by a federal, state or metropolitan agency when the
approval is required by law and the review or approval has not been completed and received by the city at
least 30 days before the extension of the interim ordinance (moratorium).
Because the shoreland ordinance is currently being reviewed by the DNR and the DNR’s review will
most likely not have been completed and received by the City within 30 days before the expiration of the
interim ordinance (which would be June 22nd) and this review is required by law, the City may extend the
interim ordinance (moratorium) for up to an additional 120 days following the receipt of the final
approval or review by the DNR. Having approved shoreland regulations in place are important to the
orderly development in the Stage 1, 2, and 3 development areas. Therefore, the City Council may want to
consider extending the interim ordinance (moratorium) in order to allow for the shoreland ordinance to be
reviewed by the DNR and adopted by the City Council.
ISSUE BEFORE COUNCIL:
Whether to call for a public hearing on the extension of the interim ordinance (moratorium).
City Council Meeting June 21, 2016 Regular Agenda Item #18
2
481572v1 SJS LA515-1
PROPOSAL DETAILS/ANALYSIS:
In order to extend the interim ordinance (moratorium), the City Council will need to call for and conduct
a public hearing on the proposed extension. The public hearing must be held at least 15 days but not
more than 30 days before the expiration of the interim ordinance (moratorium). In this case, the interim
ordinance expires on July 22nd, so the public hearing should be held at the next regular City Council
meeting on July 5, 2016. After the public hearing is held, the City Council will then need to decide
whether or not it wants to extend the interim ordinance (moratorium).
RECOMMENDATION:
Staff recommends that the City Council call for a public hearing to be held at the July 5th Regular City
Council meeting with the following motion:
“Move to direct staff to call a public hearing on the extension of the interim ordinance (moratorium) to
be conducted by the City Council at its regular meeting on July 5, 2016.”
ATTACHMENTS:
None
MAYOR AND COUNCIL COMMUNICATION
DATE: //2016
REGULAR
ITEM #: 31
AGENDA ITEM: Lot Coverage Requirements as they pertain to Pools
SUBMITTED BY: Stephen Wensman, Planning Director
THROUGH: Kristina Handt, City Administrator
REVIEWED BY: Emily Becker
BACKGROUND:
The City of Lake Elmo Code, Section 11.01 Definitions, defines impervious surfaces and includes
swimming pools as an impervious surface. It has been brought to Staff’s attention that the past practices
in the City of Lake Elmo was to treat swimming pools as pervious. In a recent building permit
application for a pool, Staff rejected the permit because the lot would exceed the impervious surface
requirements if the pool were constructed. The developer brought this issue before the City Administrator
and requested the issue be brought before the City Council for discussion.
ISSUE BEFORE COUNCIL:
The City Council is respectfully being requested to discuss whether the lot coverage (maximum
impervious surface) requirements be amended to address the desire of residents to have more impervious
surfaces for structures such as pools.
PROPOSAL DETAILS/ANALYSIS:
The City’s definition of impervious surface clearly defines swimming pools as an impervious surface:
IMPERVIOUS SURFACE. Any structure or surface which interferes to any degree with the direct
absorption of water into the ground, including but not limited to building footprints, sidewalks,
paved or gravel driveways and parking areas, patios, sport courts, swimming pools, or any other
similar surface. Decks, pervious landscaping fabric, and retaining walls shall not be included as
impervious surface.
Pools clearly are not pervious and do not infiltrate water into the ground, or they would not be pools.
Since November, 2016 Planning Staff has been reviewing building permit applications for pools with the
understanding that pools are impervious as defined above, regardless of alleged past practice by Staff.
Swimming pools and their surrounding patios can add significantly to impervious surfaces on lots, and on
urban lots, push them beyond the maximum impervious surface allowance. The maximum impervious
surface allowed for the LDR, MDR and HDR zoning districts are 40%, 50% and 75% respectively. As
with all building permit reviews, Staff reviews setbacks, impervious limits, easements and other
City Council Meeting June 21, 2016 Regular Agenda Item #28
Page 2
requirements to ensure City standards are being met. In many cases, Staff rejects applications because of
nonconformance with City standards, swimming pool applications included. In the building code, and by
definition, swimming pools are impervious structures and like all structures, need to adhere to City
standards.
FISCAL IMPACT:
None
OPTIONS:
The City Council is respectfully being requested to consider the swimming pool issue and whether Staff
should increase the lot coverage requirements in the urban districts.
RECOMMENDATION:
Staff recommends the City Council consider the swimming pool issue and to provide Staff guidance as to
whether the urban district lot coverage requirements should be increased.
ATTACHMENTS:
None
MAYOR AND COUNCIL COMMUNICATION
DATE: June 21, 2016
REGULAR
ITEM #: 32
MOTION
AGENDA ITEM: Rejoining the Washington County Library System as a Branch Library
SUBMITTED BY: Kristina Handt, City Administrator
_____________________________________________________________________________________
BACKGROUND:
Under MN Stat. 134.07, the governing body of any city or county may establish and maintain
public library service for the use of its inhabitants. By ordinance or resolution it may set apart for
the benefit thereof any public property of the city or county. In any statutory city and in any city
of the second, third, or fourth class, and in any county, the governing body may levy an annual
tax on all taxable property therein except counties may not tax property which is already taxed
for public library service. The proceeds of the tax shall be known as the library fund.
For the last five years, the City of Lake Elmo has levied a tax for library services under the above
statute. If the City Council would like to no longer levy that tax and allow Washington County
to do so, then they must give notice to the County Auditor of the change by July 1 under MN
Stat. 275.067.
The library board and Council have previously discussed options of rejoining the county library
system as an associate library or branch library. Associate status only exists for those libraries
that were in place before the County system was created. Representatives from the library have
been meeting with county staff to discuss options. No agreement has come out of those
discussions to date, however the City is approaching the key deadline of July 1st to make a
decision about the levy.
ISSUE BEFORE COUNCIL:
Should the Council provide notice to the County Auditor they will not be levying the library levy in
2017?
PROPOSAL DETAILS/ANALYSIS:
Mayor Pearson and Council Member Bloyer have asked that this item be put on the Council agenda for
discussion given the approaching July 1 deadline and this being the last regularly scheduled Council
meeting prior to that deadline.
FISCAL IMPACT:
Library levy was $256,957 in 2016, $231,261 in 2015, $256,957 in 2014, $256,957 in 2013, $260,078 in
2012.
OPTIONS:
1) Direct staff to notify the County Auditor of the City’s intent not to levy a library levy for 2017.
2) Direct staff to prepare a 2017 budget which includes a City levy for library services.
RECOMMENDATION:
Mayor Pearson would recommend option 1
Motion to direct staff to notify the County Auditor of the City’s intent not to levy a library levy
for 2017.
MAYOR AND COUNCIL COMMUNICATION
DATE: June 21, 2016
REGULAR
ITEM #: 33
MOTION
AGENDA ITEM: Wastewater Incentive Program
SUBMITTED BY: Kristina Handt, City Administrator
REVIEWED BY: Cathy Bendel, Finance Director
Sarah Sonsalla, City Attorney
Jack Griffin, City Engineer
BACKGROUND:
Over the course of three Finance Committee meetings, staff has been asked to look into providing some
financial break to properties with existing on-site sewage treatment systems that will be required to hook
up to municipal sewer in the future. At the May meeting, staff referenced an incentive offered by the
Melrose Public Utilities Commission. Direction was given to look into that option more.
The City Attorney was also asked to look into what is allowed under statute. Water and sewer fees are
guided by Minnesota Statutes Section 444.075, which provides broad authority to cities to charge “just
and equitable” fees for the use and availability of water and sewer service. There is case law that
discusses the broad legislative authority of cities to create and set these fees. Based on that, the City
Council could consider and adopt a formal policy or program which lays out how credits will be awarded,
who is eligible, etc. If the program is being offered to any property with an existing septic system that is
in an area where the property may be hooked up to the City’s sanitary sewer system, that could be
considered “just and equitable” under the statute. In this situation, the City would be treating all similarly
situated residents the same.
ISSUE BEFORE COMMITTEE:
Should the Council approve an incentive to encourage folks to move from subsurface sewage treatment
systems (SSTS) to municipal sewer when it is available?
PROPOSAL DETAILS/ANALYSIS:
Included in your packet is a draft of a letter that could be sent to qualifying properties (those currently on
SSTS) after municipal sewer is completed in front of their property. The committee did not want to
extend the incentive program to those currently on city owned and operated community systems but will
review those. A map showing those systems is included in your packet.
The dates are estimates as the sewer project is still in progress. The first letters could be sent out after the
final assessment hearing for phase one this fall. A letter making this change retroactive could also be sent
to those properties first impacted when sewer was brought up 39th St. (i.e. Brookfield, condos, etc.). This
was recommended by the Finance Committee.
To encourage people to connect to the municipal sewer sooner rather than later and potentially eliminate
environmental concerns related to some private systems, an incentive of 50% or ($2,000 per REC unit) of
the SAC and connection fee would be offered.
In order to make this work however, the City would also need to update ordinance 51.022 to change the
required time for connection from one year to two, which would also be consistent with Met Council
Rules..
§ 51.022 CONNECTIONS WITH SEWER REQUIRED.
(A) Any building used for human habitation or in which a toilet or other plumbing facility for the
disposal of human waste is installed and located on property adjacent to a sewer main, or in a platted
block through which the system extends, shall be connected to the municipal sanitary sewer system within
1 year2 years from the date on which a connection is available to the building.
(B) All buildings subsequently constructed within the city on property adjacent to a sewer main or in a
platted block through which the municipal sanitary sewer system extends, shall be provided with a
connection to the sewer system for the disposal of all human waste.
(1997 Code, § 705.03) Penalty, see § 10.99
Increasing the time for connection may also help some with their financial planning, even if they take the
full two years to connect.
FISCAL IMPACT:
Approximately 300 RECs (Residential Equivalent Connections) could be impacted by this incentive. An
additional 50 RECs are currently on the city owned community sewage treatment systems within the
MUSA area.
Impact to the wastewater fund could be a loss of $600,000 in future revenue if all participate in the
incentive. The wastewater fund had an ending cash balance of $850,198 as of 12/31/15. That balance is
projected to increase each year by at least $500,000 to over $1,000,000 until 2022.
OPTIONS:
1) Approve the incentive as presented
2) Amend the incentive to increase/decrease amount of incentive then approve
3) Approve a different incentive or financing plan for properties moving from private to municipal
sewage treatment system.
RECOMMENDATION:
Finance Committee is recommending approval of the incentive as presented.
Motion to adopt the Connection Fee and SAC Incentive of 50% discount for those properties with
existing on-site sewage treatment systems who connect to municipal sewer within one year from the
date the main is available to their property.
Staff’s previous recommendation to the Finance Committee was not to approve any changes to fees.
Instead the Council should look at lowering assessments in order to minimize risks to the fund from
potential challenges. Fees cannot be challenged in the same manner as assessments. For example, instead
of lowering fees by $2,000 as presented above, the assessment per REC could be lowered by $2,000
(currently set at $13,000) and have the same impact to the fund while also helping the property owners.
June 21, 2016
XXXXXX
XXXXXX
Lake Elmo, MN 55042
Re: Connection Incentive/Wastewater Charge
Dear XXXXXXXXXXXX,
The City of Lake Elmo is offering a onetime incentive of a 50% discount, or $2,000, towards the
connection fee and Sewer Availability Charge (SAC) to connect to the City’s wastewater system. The City
is encouraging properties that are currently on private septic systems to connect within one year from
the time the main is available as opposed to the two years allowed by ordinance. The incentive for your
property will expire on XX XX, 2017.
If you connect to the wastewater main after XX XX, 2017, you will be charged the full $4,000 connection
fee and SAC. This charge may be adjusted periodically to offset increased costs. The connection fee and
SAC charge is established to fund the initial construction and future replacement of trunk lines, lift
stations and other wastewater system infrastructure necessary to keep the system functioning. The
current city policy for the replacement of wastewater system infrastructure which benefits the system is
to have the wastewater fund pay for those items, not assess properties for the updates.
We are here to assist you with the transition from private septic to the City wastewater system. If you
would like to discuss this in more detail, please feel free to contact me at 651.747.3905 or
khandt@lakeelmo.org
Sincerely,
Kristina Handt
Administrator, City of Lake Elmo