HomeMy WebLinkAbout09-06-16 Council Meeting Packet 1 of x
NOTICE OF MEETING
City Council Meeting
Tuesday, September 6, 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. August 16, 2016
D. Public Comments/Inquiries
E. Presentations
F. Consent Agenda
2. Approve Payment of Disbursements
3. Approve the TNT Public Hearing Date for the 2017 Budget and Tax Levy – Resolution 2016-72
4. Approve Master Subscriber Agreement and New MGA Request Form
5. Approve Village Preserve Easement Vacation – Resolution 2016-73
6. Village Preserve 1st Addition – Approve Reduction of Security #3
7. Approve 5th Street Irrigation Standards/General Irrigation Standards
8. Approve Service Contract with Youth Services Bureau for 2017
9. Wildflower at Lake Elmo 1st Addition – Approve Reduction of Security #4
10. Approve Grant Application for Sunfish Lake Park Trail Grooming Reimbursement – Resolution 2016-74
G. Regular Agenda
11. HAIRitage ‘Hous Massage Therapy Premises Permit Application – Public Hearing
12. The Royal Golf Course at Lake Elmo Concept PUD Plan
13. Tartan Park Comp Plan Amendment and Rezoning
14. OP4 Boulder Ponds LLC Zoning Map Amendment/PUD Amendment – Ordinance 08-149
15. OP Ordinance – Ordinance 08-152; Resolution 2016-75
16. Ordinance Amendment: Exemption from Platting for Subdivision of Property – Ordinance 08-153;
Resolution 2016-76
17. Authorize Advertising for a Building Inspector
18. Old Village Sanitary Sewer Extensions – CIP Phasing and Assessment Plan; Accept Sewer Petitions
19. Financing Matters Related to Downtown Project
20. Tablyn Park Upgrades
21. Easton Village Park Additional Cost
H. Staff Reports and Announcements
I. Adjourn
Our Mission is to Provide Quality Public Services in a Fiscally Responsible
Manner While Preserving the City’s Open Space Character
CITY OF LAKE ELMO
CITY COUNCIL MINUTES
AUGUST 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: Administrator Handt, City Attorney Sonsalla, City Engineer Griffin, Finance
Director Bendel, Planning Director Wensman, and City Clerk Johnson.
APPROVAL OF AGENDA
City Council Reports were removed from the Agenda.
Councilmember Lundgren, seconded by Mayor Pearson, moved TO APPROVE THE
AGENDA AS AMENDED. MOTION PASSED 5 – 0.
ACCEPT MINUTES
A clarification was added to the Approval of the Agenda to reflect that an item was removed
from the Consent Agenda. Minutes of the August 2, 2016 Regular Meeting were accepted by
unanimous consent as amended.
PUBLIC COMMENTS/INQUIRIES
Nadine Obermueller, 8696 42nd Street North, commented on growing layers of government and
cautioned against too much government growth.
Virginia Pleban, 8245 59th Street North, spoke about communication and encouraged listening
with an open mind.
PRESENTATIONS
Promotion of Two Probationary Firefighters
Councilmember Fliflet, seconded by Councilmember Bloyer, moved TO APPROVE THE
PROMOTION OF JEREMY PENMAN AND BRANDAN PELTIER FROM
PROBATIONARY STATUS TO FIREFIGHTER WITH BACK PAY TO ELIGIBILITY
DATE. Motion passed 5 – 0.
Fire Chief Malmquist conducted the swearing in of Firefighters Jeremy Penman and Brandan
Peltier.
CONSENT AGENDA
3. Approve Payment of Disbursements
4. Accept July 2016 Financial Statements
5. Accept July 2016 Assessor’s Report
6. Accept July 2016 Building Department Report
7. Accept July Fire Chief’s Report
8. Accept July Public Works Department Report
9. Approve Special Assessment Abatement Requested by Washington County – Resolution
2016-66
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 16, 2016
Page 2 of 6
10. Approve 2016 Seal Coat Project – Pay Request No. 1
11. Approve 2016 Street, Drainage and Utility Improvements – Pay Request No. 3
12. Approve Inwood Trunk Watermain Improvements – Pay Request No. 4.
13. Approve Inwood Booster Station – Pay Request No. 3
14. Approve Inwood Booster Station – Change Order No. 1
15. Approve Inwood Water Tower (No. 4) – Pay Request No. 3
Consent Agenda approved by unanimous consent.
ITEM 16: Dan Greensweig, LMCIT Assistant Administrator
Mr. Greensweig reported that the City’s insurance coverage is up for renewal and will be
reviewed by the LMCIT Board of Directors. Greensweig outlined reasons for concern over the
risk level and stated LMCIT staff is considering recommending a higher deductible.
ITEM 17: CSAH 13 (Ideal Avenue/Olson Lake Trail) – Approve Feasibility Report
City Engineer Griffin reviewed the request for the Council to order a feasibility report for the
CSAH 13 project so the costs can be assessed to the benefitting properties.
Councilmember Lundgren, seconded by Councilmember Smith, moved TO APPROVE
RESOLUTION NO 2016-67, ORDERING PREPARATION OF A FEASIBILITY REPORT
BY FOCUS ENGINEERING FOR THE CSAH 13PHASE 1 IMPROVEMENTS IN A NOT
TO EXCEED AMOUNT OF $7,000. Motion passed 5 – 0.
ITEM 18: OP4 Boulder Ponds LLC Zoning Map Amendment/PUD Amendment
Planning Director Wensman reviewed the application to rezone two outlots and adjust the
density. Discussion was held concerning the density that was approved with the final plat and
the need for the applicant to join the two outlots in one zoning classification. Ben Schmidt of the
Excelsior Group provided background on the zoning and stated that the group plans to construct
senior housing on the combined outlots.
Councilmember Smith, seconded by Councilmember Lundgren, moved TO POSTPONE THIS
ITEM TO THE SEPTEMBER 6, 2016 CITY COUNCIL MEETING. Motion passed 5 – 0.
ITEM 19: Title XV, Chapter 154 of the Lake Elmo City Code Related to Temporary
Health Care Dwellings
City Planner Wensman reported on a new state law that allows for permitting and use of
temporary health care dwellings. Wensman explained that the City can pass an ordinance to opt
out of the law and not allow temporary health care dwellings as recommended by the Planning
Commission.
Councilmember Smith, seconded by Councilmember Lundgren, moved TO APPROVE
ORDINANCE 08-151 OPTING OUT OF MINNESOTA STATUTES, SECTION 462.3593.
Motion passed 5 – 0.
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 16, 2016
Page 3 of 6
ITEM 20: Pigeon Ordinance
Planning Director Wensman reviewed the proposed ordinance that would regulate the keeping of
pigeons.
Councilmember Fliflet, seconded by Councilmember Smith, moved TO APPROVE
ORDINANCE 08-148 REGULATING THE KEEPING AND MAINTAINING OF PIGEONS.
Discussion was held concerning the need for an ordinance and the current status of pigeons kept
in the City. Resident Barry Weeks commented that his dad had an average of about 150 pigeons
on a one acre lot in the past with no issues. Staff was directed by Council consensus to allow the
keeping of pigeons without regulation.
Motion withdrawn.
ITEM 21: Fence Ordinance Revisions
Planning Director Wensman reviewed the fence ordinance relating to solid fences over four feet
high. Wensman provided background information and requested the Council consider repealing
Subd. (E)(3) and direct the Planning Commission to hold a public hearing on the repeal.
Councilmember Bloyer, seconded by Councilmember Fliflet, moved TO DIRECT CITY
STAFF AND THE PLANNING COMMISSION TO HOLD A PUBLIC HEARING AND
CONSIDER RECOMMENDING APPROVAL OF THE CITY’S FENCING REGULATIONS
THAT REPEALS SUBD. (E)(3) OF SECTION 154.205: FENCING REGULATIONS OF
THE CITY CODE. Motion passed 4 – 0 – 1. (Smith – abstain)
ITEM 22: Village Preserve 2nd Addition Developer Agreement
City Planner Wensman reviewed changes to the Developer Agreement that deviate from the
template in the areas of phasing, security release for landscaping, landscaping and tree
replacement, title policy, street signs and special assessments. Discussion was held concerning
some of the changes.
Mayor Pearson, seconded by Councilmember Lundgren, moved TO ADOPT RESOLUTION
2016-70 APPROVING THE DEVELOPER’S AGREEMENT FOR VILLAGE PRESERVE
2ND ADDITION WITH A CHANGE FROM ONE YEAR TO TWO YEARS IN SECTION 35B.
Motion passed 5 – 0.
ITEM 23: Hammes Estates Development Agreement
City Planner Wensman summarized the history and current status of the project. Wensman
noted that the developer has agreed to install the tot lot as an HOA amenity to be installed at the
developer’s expense and owned by the HOA. City Attorney Sonsalla read suggested changes to
paragraph 22, “Park Dedication”. Chuck Alcon spoke on behalf of the developer and confirmed
the commitment to installing the tot lot.
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 16, 2016
Page 4 of 6
Councilmember Bloyer, seconded by Councilmember Smith, moved TO ADOPT
RESOLUTION 2016-70 AS AMENDED TO INCLUDE THE LANGUAGE SUGGESTED BY
THE CITY ATTORNEY. Motion passed 5 – 0.
ITEM 24: RFP for Job Classification and Compensation Study
City Administrator Handt presented information and recommendations from the Human
Resources Committee for a job classification and compensation study, noting that the
information would also be utilized in the pay equity report due to the state in January 2017.
Councilmember Bloyer, seconded by Councilmember Lundgren, moved TO AUTHORIZE
THE ISSUANCE OF A REQUEST FOR PROPOSALS FOR A JOB CLASSIFICATION
AND COMPENSATION STUDY. Motion passed 5 – 0.
ITEM 25: An Ordinance Amending the Lake Elmo City Code of Ordinance by Amending
the City’s Provisions Related to the City Council and Summary Publication
Administrator Handt reported that this item is a follow up from the August 10, 2016 workshop
discussion regarding changes to section 31.04 of the City Code.
Councilmember Smith, seconded by Mayor Pearson, moved TO APPROVE ORDINANCE 08-
150. Friendly amendment accepted to add “from Council” after “All requests” in paragraph 2a
on page 10; strike “by roll call vote” on page 9, paragraph C4; and to add that Council Meeting
packets will be delivered 4 days prior to the meeting. Motion passed 5 – 0.
Mayor Pearson, seconded by Councilmember Smith, moved TO ADOPT RESOLUTION 2016-
69 APPROVING SUMMARY PUBLICATION OF ORDINANCE 08-150.
ITEM 26: No-Wake High Water Elevation Level for Lake Demontreville and Olson Lake
Administrator Handt reviewed her staff report regarding possible review of the no wake
threshold on Lake Demontreville and Olson Lake. Councilmember Lundgren stated that her
intent was for all four lakes to be reviewed, not just Demontreville and Olson.
Terry Boczek, 8110 Demontreville Trail, stated that a compromise was reached on this issue a
few years ago and it is working.
Patrick Dean, 8028 Hill Trail, reviewed the history of the no wake ordinance and stated that lake
owners are losing property rights.
Debbie Dean, 8028 Hill Trail, stated that the Lake Demontreville & Olson Association is a small
group of residents trying to restrict lake usage.
Cory Boudreau, 8382 Hidden Bay Trail, spoke against lowering the no wake level, stating that
boat traffic is very low and not causing an erosion issue.
Dave Carlson, 8554 Hidden Bay Trail, stated opposition to any further restrictions on the lakes
and added that he disagrees with the facts in the LDO letter.
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 16, 2016
Page 5 of 6
Dan Stoudt, 8012 Hill Trail, stated that further lake restrictions will prevent him from being able
to utilize the lake with his daughters.
Roger Johnson, 8048 Hill Trail, stated that the LDO’s purpose is to protect the shore of these two
lakes that are small, shallow, narrow and busy.
Jim Arkell, 8131 Hidden Bay Trail, stated that the current lake level is working and he enjoys
being able to use the lake with his granddaughters.
Tom Burns, 7962 Hill Trail, reported that he has no issues with erosion on his property and does
not want additional restrictions.
Brenda Jo Carlson, 8554 N. Hidden Bay Trail, presented historic information on lake levels and
stated that additional restrictions reduce property values.
Steve Schleicher, 4774 Olson Lake Trail, stated there is no evidence the current level is not
working and there is no need for the Environmental Committee to review it.
Karen Slakey, 7872 Demontreville Trail, asked for the current level to remain in place and allow
residents to use the lake.
Gary Fields, 4751 Olson Lake Trail, stated that he sees erosion on his property and others and
supports sending the lake level to the Environmental Committee for review.
Trevor Judd, 7920 Hill Trail N., stated he moved to Lake Elmo to enjoy the lakes and opposes
any changes.
Anne Judd, 7920 Hill Trail N., stated that she bought her home on the lake so she could train for
waterskiing competitions and teach kids to water ski, adding she is opposed to any further
restrictions.
Link Lavey, 8510 Hidden Bay Trail, paddle boards on both lakes and supports sending lake
levels to the Environmental Committee for review.
Dale Dorschner, 3150 Lake Elmo Avenue N., expressed disappointment that the Lake Elmo
Association was not notified and asked that lake level matters be left to the DNR and watershed
districts.
Tony Nelson, 4535 Lake Jane Trail, stated he has noticed a lot of erosion during ice out and
heavy rain, but boat damage is very small.
David Offord, 9369 Lake Jane Trail, stated there is a lack of data from experts and asked that the
city not reconsider lake levels without data.
Councilmember Bloyer, seconded by Councilmember Smith, moved TO REFER THE NO
WAKE HIGH WATER ELEVATION LEVEL FOR LAKE DEMONTREVILLE AND OLSON
TO THE ENVIRONMENTAL COMMITTEE WITH THE UNDERSTANDING THAT
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 16, 2016
Page 6 of 6
EVERY MEETING AND SUBCOMMITTEE BE VIDEOTAPED. Motion failed 0 – 3 – 2.
(Fliflet, Lundgren, Smith – nay)
Councilmember Lundgren, seconded by Councilmember Smith, moved TO REFER THE NO
WAKE HIGH WATER ELEVATION LEVEL FOR ALL FOUR LAKES TO THE
ENVIRONMENTAL COMMITTEE. Friendly amendment accepted to add that the
meetings will be videotaped. Motion passed 3 – 1 – 1. (Pearson, Bloyer – nay)
STAFF REPORTS AND ANNOUNCEMENTS
Administrator Handt: Reported on upcoming road closures
City Clerk Johnson: Announced that the candidate filing period for City offices closed and
candidate names are posted on the City’s website.
Finance Director Bendel: Working on finalizing the budget and stormwater assessments
City Attorney Sonsalla: Working on nuisance ordinance update.
Meeting adjourned at 11:53 pm.
LAKE ELMO CITY COUNCIL
ATTEST:
______________________________
Mike Pearson, Mayor
_______________________________
Julie Johnson, City Clerk
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: September 6, 2016
CONSENT
ITEM #2
MOTION
AGENDA ITEM: Approve Disbursements in the amount of $455,115.02
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: $455,115.02
SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council
is asked to approve disbursements in the amount of $455,115.02. 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]
September 6, 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 $ 14,540.60 Payroll Taxes to IRS & MN Dept of Revenue 08/18/16
ACH $ 7,260.25 Payroll Retirement to PERA 08/18/16
ACH $ 1,200.00 Payroll Retirement to ICMA 08/18/16
DD7359-DD7392 $ 35,159.15 Payroll (Direct Deposits) 08/18/16
44745-44754 $ 7,963.65 Account Payable 08/31/16 Month End
ACH $ 14,111.25 Payroll Taxes to IRS & MN Dept of Revenue 09/01/16
ACH $ 7,298.09 Payroll Retirement to PERA 09/01/16
ACH $ 1,200.00 Payroll Retirement to ICMA 09/01/16
DD7392-DD7425 $ 34,351.28 Payroll (Direct Deposits) 09/01/16
44755-44857 $ 332,030.75 Accounts Payable 09/06/16
TOTAL $ 455,115.02
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
$455,115.02.
ATTACHMENTS:
1. Accounts Payable – check registers
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: September 6, 2016
CONSENT
ITEM #3
MOTION
AGENDA ITEM: Approve Setting the Truth in Taxation Public Hearing Date for the 2017
Budget and Tax Levy
SUBMITTED BY: Cathy Bendel, Finance Director
THROUGH: Cathy Bendel, Finance Director
REVIEWED BY: Julie Johnson, City Clerk
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: NA
SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council
is respectfully asked to consider setting the Truth in Taxation Public Meeting date as required by
State law for December 6, 2016. No specific motion is needed as this is recommended to be part
of the overall approval of the Consent Agenda.
BACKGROUND INFORMATION: Each year the City Council is responsible for choosing
the date of the meeting where the annual budget and levy will be discussed and where the public
will be allowed to speak.
STAFF REPORT: The City is required to conduct a meeting where the budget and levy will be
discussed and the public will be allowed to speak at a regular scheduled City Council meeting.
Staff recommends the fulfillment of this requirement on December 6, 2016 at 7:00 p.m. as part
of the regularly scheduled City Council meeting.
City Council Meeting [Consent Agenda Item #3]
September 6, 2016
-- page 2 --
RECOMMENDATION: It is recommended that the City Council approve the date of
December 6, 2016 for the meeting to discuss the 2017 budget and levy.
ATTACHMENT:
1. Resolution 2016-72
STAFF REPORT
DATE: September 6, 2016
CONSENT
ITEM #: 4
MOTION
TO: Mayor and City Council
FROM: Julie Johnson, City Clerk
AGENDA ITEM: Approve Master Subscriber Agreement and New MGA Request Form
BACKGROUND: The City’s prosecuting attorney firm, Eckberg Lammers, has requested that
the City Council approve the Master Subscriber Agreement and new Minnesota Government
Access (MGA) Request form.
ISSUE BEFORE COUNCIL:
Should the city approve the Master Subscriber Agreement and new MGA Request Form?
PROPOSAL DETAILS/ANALYSIS: The Master Subscriber Agreement and MGA form
allows the City’s prosecuting attorney to access court documents electronically on behalf of the
City. The City Council has approved these documents before; this request is to update to a new
system implemented by the State of Minnesota.
FISCAL IMPACT:
None
RECOMMENDATION:
Staff recommends approval of the Master Subscriber Agreement and new MGA Form as part of
the Consent Agenda. If this request is removed from the Consent Agenda, the following motion
may be used:
“Motion to approve the Master Subscriber Agreement and new MGA Request Form”
MAYOR AND COUNCIL COMMUNICATION
DATE: 9/6/2016
CONSENT
ITEM #: 5
AGENDA ITEM: Village Preserve Easement Vacation, Outlots C, G & H
SUBMITTED BY: Stephen Wensman, Planning Director
THROUGH: Kristina Handt, City Administrator
REVIEWED BY: Emily Becker
BACKGROUND:
GWSA Land Development, LLC recorded drainage and utility easements over all of Outlots C,
G, & H as required by a condition of approval for the Final Plat for Village Preserve. Village
Preserve 2nd Addition, approved by the City Council in April 2016, replats Outlots C, G, and H
into a residential development with appropriate drainage and utility easements. In order to
record the Village Preserve 2nd Addition final plat, the blanket easements over the outlots needs
to be vacated.
ISSUE BEFORE COUNCIL:
The Council is, respectfully, being requested to approve the vacations of drainage and utility
easements over Outlots C, G, and H, Village Preserve.
PROPOSAL DETAILS/ANALYSIS:
The easement vacation is needed in order for Village Preserve 2nd Addition to be recorded. New
easements will be put into place as required with the recording of the Village Preserve 2nd
Addition.
FISCAL IMPACT:
None
OPTIONS:
The Council can approve or deny the easement vacation.
PUBLIC HEARING/PLANNING COMMISSION MEETING:
No residents spoke for or against the vacation and no other comments were received by Staff.
City Council Meeting
September 6, 2016 [Consent Agenda Item #5]
Page 2
RECOMMENDATION:
Staff and the Planning Commission recommend approval of the request for vacation of
easements over Outlots C, G and H, Village Preserve with the following motion:
“Move to approve Resolution 2016-73 approving the vacation of drainage and utility easement
over Outlots C, G and H, Village Preserve”
ATTACHMENTS:
Planning Commission packet 8/22/16
PUBLIC HEARING – ACTION ITEM 4b
PLANNING COMMISSION
DATE: 08/22/2016
ITEM #: 4b - PUBLIC HEARING
CASE #2016-32
AGENDA ITEM: Village Preserve Drainage and Utility Easement Vacation of Outlots C, G, & H
SUBMITTED BY: Emily Becker, City Planner
REVIEWED BY: Stephen Wensman, Planning Director
BACKGROUND:
Applicant: GWSA Land Development, LLC
Owner: GWSA Land Development, LLC
Location: Village Preserve Outlots C, G, & H
PID #s 1202921330050 (Oulot C), 1202921330054 (Outlot G), 1202921330055 (Outlot
H)
Request: Vacate Drainage and Utility Easements over the whole of aforementioned Outlots.
Applicable
Regulations:
M.S. 412.851
GWSA Land Development, LLC recorded easements over all of Outlots C, G, & H as required by a
condition of approval for the Final Plat for Village Preserve. Final Plat for Village Preserve 2nd Addition
(Outlots C, G, & H of Village Preserve) was approved by Council in April.
PROPOSAL DETAILS/ANALYSIS:
The aforementioned drainage and utility easements were put in place until the outlots were final platted.
Village Preserve 2nd Addition has been approved by the City Council and the drainage and utility
easements need to be vacated in order for GWSA to record the plat. New easements will be put into place
as required with the recording of the Village Preserve 2nd Addition.
FISCAL IMPACT:
There is no fiscal impact as new easements as required by Final Plat Approval of Village Preserve 2nd
Addition will be recorded.
RECOMMENDATION:
Based on the foregoing, Staff recommends the Planning Commission recommend approval of the
requested easement vacation:
“Move to recommend approval of a request to vacate drainage and utility easements of Outlots C, G, &
H as recorded on the Final Plat of Village Preserve.”
ATTACHMENTS:
1. Exhibit of Outlots C, G, & H of Village Preserve (easements to be vacated).
STATE OF MINNESOTA
COUNTY OF WASHINGTON
CITY OF LAKE ELMO
RESOLUTION NO. 2016-73
A RESOLUTION VACATING DRAINAGE AND UTILITY EASEMENTS OVER OUTLOTS C, G,
& H, VILLAGE PRESERVE
THE CITY COUNCIL OF THE CITY OF LAKE ELMO, MINNESOTA DOES HEREBY
RESOLVE AS FOLLOWS:
WHEREAS, the City of Lake Elmo approved the final plat of Village Preserve on May
5,2015 with blanket drainage and utility easements over Outlots C, G and H; and
WHEREAS, a request has been made to the City Council pursuant to Minnesota Statute
§412.851 to vacate the existing drainage and utility easements on Outlots C, G and H, Village
Preserve; and
WHEREAS, the City of Lake Elmo had received a request for the Final Plat of Village
Preserve 2nd Addition from GWSA Land Development, LLC, 10850 Old County Road 15, Suite
#200, Plymouth, MN 55441, replatting Outlots C, G and H, Village Preserve into a residential
development; and
WHEREAS, the City Council approved the Final Plat of Village Preserve 2nd Addition
on April 19, 2016 with new drainage and utility easements as required of the development; and
WHEREAS, the City Clerk reviewed and examined the signatures on said request and
determined that such signatures constituted all of the landowners abutting upon the portion of
easement to be vacated; and
WHEREAS, a public hearing to consider the vacation of the drainage and utility
easement was held on the August 22, 2016 at the Planning Commission in the Lake Elmo City
Hall located at 3800 Laverne Avenue North at 7:00 p.m. or shortly thereafter after due published
and posted notice had been given, as well as personal mailed notice to all property owners within
350 feet of Outlots C, G and H, Village Preserve by the City Clerk on the 8th day of August,
2016 and all interested and affected persons were given an opportunity to voice their concerns
and be heard; and
WHEREAS, the Council in its discretion has determined that the vacation will benefit
the public interest because:
1) The proposed replat of Outlots C, G and H, Village Preserve into Village Preserve 2nd
Addition complies with all applicable zoning and subdivision regulations.
2) The dedication of a new easement will be provided with the recording of Village Preserve
2nd Addition to provide the same function as the one being vacated with no negative
impact to the public.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF LAKE ELMO, COUNTY OF WASHINGTON MINNESOTA, that such request
for vacation of an existing drainage and utility easement is hereby granted in accordance with the
property descriptions provided above.
BE IT FURTHER RESOLVED, that the Mayor and City Clerk are hereby authorized to
sign all documents necessary to effectuate the intent of this resolution.
Adopted by the Council this 9th day of September, 2016.
Effective Date:_______________________
Approved:
________________________________
Mike Pearson, Mayor
Attested by:
________________________________
Julie Johnson, City Clerk
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: September 6, 2016
CONSENT
ITEM # 6
AGENDA ITEM: Village Preserve 1st Addition – Approve Security Reduction #3.
SUBMITTED BY: Jack Griffin, City Engineer
THROUGH: Kristina Handt, 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 $619,323 which
remains sufficient to complete the remaining improvements.
SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to
consider approving, as part of the Consent Agenda, the third 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 all grading work. In accordance with the revised Security
Reduction Policy Paragraph A, the developer is eligible for a reduction in security for Phase 1 in
the amount of $570,628.
City Council Meeting [Consent Agenda Item 6]
September 6, 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 the third reduction of the Letter of Credit for the Village Preserve 1st
Addition from $1,189,951 down to $619,323.”
ATTACHMENT(S):
1. Engineer’s Letter Recommending Security Reduction #3 for the Village Preserve 1st
Addition.
2. Security Reduction Worksheet.
3800 Laverne Avenue North • Lake Elmo • Minnesota 55042
Phone: (651) 747-3900 • Fax: (651) 747-3901 • www.lakeelmo.org
September 7, 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 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
$619,323. Please process the security reduction through the office of the Lake Elmo City Clerk.
This represents a reduction in the amount of 100% of the grading 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: Kristina Handt, City Administrator
Julie Johnson, City Clerk
Cathy Bendel, Finance Director
Stephen Wensman, City Planner
J Griffin
VILLAGE PRESERVE 1ST ADDITION Time of Performance: October 31, 2016
DEVELOPMENT AGREEMENT AMOUNTS
CATEGORY CONSTRUCTION 125% REMARKS #1 #2 #3 #4 #5
Grading $79,860 NA
Shared Wildflower Improvements $255,801 $319,751.25
Grading $456,502 $570,627.50 $570,628 100%
Sanitary Sewer $227,849 $284,811.25 $213,608 75%
Watermain $224,251 $280,313.75 $210,235 75%
Streets (includes sidewalks/trails) $727,995 $909,993.75 $163,799 18%$518,696 75%
Surface Water Facilities $225,248 $281,560.00 $140,780 50%$70,390 75%
Erosion Control $27,970 $34,962.50
Sidewalks/Trails NA NA Included in Streets
Street Lighting NA NA By Xcel Energy
Street Signs and Traffic Control Signs $3,600 $4,500.00
Landscaping $105,453 $131,816.25
Tree Preservation and Restoration NA NA included in Erosion Control
Wetland Mitigation and Buffers NA NA LOC Through VBWD
Monuments $4,600 $5,750.00
Miscellaneous Facilities NA NA None
Record Drawings $2,500 $3,125.00
TOTALS $2,005,968 $2,507,460.00 RELEASED AMOUNTS:$728,423 $589,086 $570,628 $0 $0
CUMMULATIVE AMOUNTS:$728,423 $1,317,509 $1,888,137
SECURITY AMOUNT REMAINING:$1,779,037 $1,189,951 $619,323
DATE:3/15/2016 8/2/2016 9/6/2016
REDUCTIONS
Site Grading Agrmt: Assumed Replaced
Never Received: Provided by Wildflower
MAYOR AND COUNCIL COMMUNICATION
DATE: 9/6/16
CONSENT
ITEM #: 7
MOTION
AGENDA ITEM: 5th Street/City Owned and Maintained Irrigation Standards
General Development Irrigation Standards
SUBMITTED BY: Stephen Wensman, Planning Director
REVIEWED BY: Kristina Handt, City Administrator
Stephen Mastey, Consulting Landscape Architect
Jack Griffin, Focus Engineering
BACKGROUND:
The City Council reviewed the Irrigation Standards on June 6, 2016 and at the time generally accepted the
5th Street Irrigation Standards, but directed Staff to revise the General Development Irrigation Standards
to only address the points of water connection to protect the basic health and safety of the water supply.
The revised Standards have been attached to this report for City Council’s approval.
ISSUE BEFORE COUNCIL:
To approve the 5th Street/City Owned and Maintained Irrigation Design Standards and General
Development Irrigation Design Standards.
PROPOSAL DETAILS/ANALYSIS:
Since June 6th City Council review of the Standards, the 5th Street Standards have been renamed to City
Owned and Maintained Irrigation Standards such that they can be used for future City owned and
maintained systems as needed. There have been a typo corrections and a few changes to the language, but
the basic requirements of the system have not changed.
Since June 6th, the General Development Irrigation Standards have been greatly modified to only require
water supply and detail for enclosures and slabs, and controls and to have these shown on the landscape
plans. By having these items submitted on the landscape plans, it puts the developer on notice to consider
water points of connection, tying the utilities planning and landscape planning together. It also means no
additional irrigation plan submittal will be needed. The standards allow for only a single water point of
connection per development. The General Development Irrigation Standards refer to Code Section 50.40
which addresses over spray of roads and sidewalks, rain sensors and other requirements.
Please note that the specifications do not allow for water reuse. Water reuse is desirable in concept and
has been suggested by developers for Royal Golf, Diedrich Townhomes, and Inwood, however, until an
Engineering study on how to successfully implement water reuse is conducted, the City is not prepared to
allow the practice.
City Council Meeting 9/6/16 [Consent Agenda Item #7]
2
Since June 6th, the corresponding Irrigation Design Details have been slightly modified as recommended
by the Engineering Consultant hired by the City to study water pressure issues. The changes are minor.
Also, when the City’s Engineering Standard Details are next updated, the Irrigation Design Standard
Details will be incorporated.
FISCAL IMPACT:
As stated on June 21, 2016, the 5th Street/City Owned and Maintained Irrigation Standards mandate an
expensive irrigation system for the 5th Street corridor, one that represents many best practices in the
industry. Maintenance of the system will be more expensive with many more irrigation heads than other
systems, but features such as flexible pipe in sleeves will lessen the damage from trail plowing and being
run over compared to cheaper systems. The resultant irrigation systems should use less water by better
distributing water as needed.
OPTIONS:
City Owned and Maintained (5th Street) Irrigation Design Standards.
a) Approve the Irrigation Design Standards for 5th Street, as presented, which represent many “best-
practices” in the irrigation industry
b) Reject the Standards and provide staff direction as to what the Council would like for City owned
and maintained irrigation systems (no irrigation to a very basic system).
General Development Irrigation Design Standards.
a) Approve the Irrigation Design Standards for General Development, as presented which minimally
address water points of connection and controls.
b) Reject the Standards and direct staff to make changes.
c) Have no specific standards for private irrigation systems.
RECOMMENDATIONS:
Staff respectfully requests, as part of tonight’s consent agenda, that the Council approve the City Owned
and Maintained Irrigation Standards and the General Development Irrigation Standards. If removed from
the Consent Agenda, the recommended action can be completed through the following motion:
“Move to approve the City Owned and Maintained Irrigation Design Standards, dated 9/6/16, and the
General Development Irrigation Standards, dated 9/6/16”
ATTACHMENTS:
City Owned and Maintained Irrigation Design Standards, dated 9/6/16
General Development Irrigation Standards, dated 9/6/16
June 21, 2016 City Council memo and attachments.
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SECTION 32 84 00
PLANTING IRRIGATION
PART 1 - GENERAL
1.1 DESCRIPTION
A. This section is fifteen total written pages plus related documents.
1. Refer to Lake Elmo Standard Details for more information
2. Refer to Lake Elmo City Code 50.40 – Water Use Restrictions – for more information
B. This section specifies elemental materials and procedures based upon published and widely
accepted industry best practices to design and construct landscape irrigation system(s) in a
design-build approach within designated areas that constitute city maintained spaces including
but, not limited to road rights-of-way.
1.2 SUBMITTAL
A. All irrigated right-of-way and city owned/maintained outlots shall to deliver 100% irrigation
coverage for all proposed landscape improvements excluding native seeding areas.
B. Landscape irrigation design(s) shall be crafted in workmanlike and reproducible fashion using
CAD-based software. Scaled irrigation plans shall include the entire project limits. Designs and
supporting documents shall be furnished in reproducible electronic and hardcopy fashion to the
City of Lake Elmo for approval as part of and at the same time as the planting design review
process.
1. No landscape irrigation installation work or the preparation for landscape irrigation
installation shall commence without written approval & consent of the City of Lake
Elmo, MN.
C. Landscape irrigation design(s) and supporting documents shall depict and describe all
components of the proposed landscape irrigation system including but, not limited to:
1. Water supply and detail including proposed enclosures and slabs
2. Pipeline sizing throughout
3. Sprinkler emitter proposed brand, model and nozzle sizing
4. Drip grids and/or micro irrigation components with associated required elements
5. Controls including proposed pedestal enclosures, weather-based appurtenances.
a. System master controller(s) shall be SMART controllers, labelled as conforming
to US EPA WaterSense® performance criteria and shall be installed and
programmed using SMART technology.
6. Projected seasonal water use month-by-month
7. Demonstration statistics indicating proof that the proposed landscape irrigation system
shall deliver adequate irrigation of the covered area(s) within all common or likely City-
imposed water use restrictions.
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8. Requirement of the installer to furnish to the City, not less than three complete
replacement assemblies of components including but, not limited to sprinkler emission
devices, control valves, decoders, quick couplers and quick coupler keys with hose
swivel.
9. Requirement of the installer to furnish to the City, not less than three complete booklets
in printed and electronic format, depicting product performance, operations and
maintenance, suggested system scheduling with suggested seasonal system scheduling
adjustments and field-ready reference maps, plans, station/zone designations.
10. Requirement that an installer meets or exceeds the Installer Minimum Qualifications.
a. See Section 1.6B
1.3 DEFINITIONS
A. Circuit Piping: Downstream from control valves to sprinklers, specialties, and drain valves.
B. Drain Piping: Downstream from circuit-piping drain valves.
C. Main Piping: Downstream from point of connection to water distribution piping to, and
including, control valves.
D. Low Voltage: As defined in NFPA 70 for circuits and equipment operating at less than 50 volts or
for remote-control, signaling power-limited circuits.
E. Station/zone: A group or area of sprinkler emission devices piped to operate simultaneously by
design and independently of other stations/zones.
F. Sprinkler/Sprinkler Emission device: An irrigation system component that is used to dispense
irrigation water to the landscape at a specific rate.
G. Application/Precipitation Rate: The rate at which water is applied to a given area by sprinkler(s)
and emitter(s), usually expressed as depth per unit time (inches per hour or mm per hour).
H. Nozzle/Nozzle orifice: The discharge emission point of a sprinkler installed to control the volume
of water discharge, distribution pattern and droplet size.
I. Matched Application/Distribution Rate: A best design and installation practice whereby
sprinklers on the same station discharge irrigation water at a rate that is matched to other
sprinklers within the station regardless of arc of throw onto the landscape.
J. Hydrozone: An area of an irrigation system where microclimate factors that influence the
watering schedule are similar including but, not limited to plant type, soil type, solar radiation,
slope and wind run.
K. Landscape: Any and all areas that are planted or installed and intended to receive irrigation
including but, not limited to turf grass, ground covers, shrubs, trees, flowers and similar plant
materials as opposed to agricultural crops grown and harvested for monetary return.
1.4 ABBREVIATIONS
A. FPT: Female pipe thread
B. MPT: Male pipe thread
C. NPT: National pipe thread
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D. HDPE: high-density polyethylene
E. PVC: Polyvinyl chloride plastic
F. SDR: Standard Dimension Ratio
G. SCH: Schedule Pipe
H. AWG: American Wire Gauge
1.5 ELEMENTAL REQUIREMENTS
A. Irrigation water supply shall primarily be derived of municipal source and it shall be metered.
1. Refer to City of Lake Elmo process for obtaining a water meter.
B. All water landscape irrigation supply(ies) and associated system mainline and circuit piping
regardless of water source, shall be:
1. sized not to exceed dynamic velocity greater than 5 feet per second and;
2. sized to enable simultaneous operation of not less than two stations of irrigation and;
3. sized to complete an irrigation cycle within 12 hours during the hottest month of the
irrigation season and;
4. sized to enable operation of sprinkler emission devices at manufacturer recommended
dynamic pressure(s).
C. All water supplies serving City-owned and maintained irrigation shall be designed and installed
to serve only the City-owned and maintained irrigation including but, not limited to:
1. the entire water supply including all piping below and above grade, pump equipment
and controls, meter(s), valves, backflow prevention assemblies, cabinets and all
elements leading up to and including connection to the City-owned and maintained
irrigation system and without any shared elements whatsoever with non-City owned
and maintained irrigation.
D. City –owned landscape irrigation systems shall be designed and installed to include Irrigation
system controls and emission devices exclusive to the Hunter brand.
E. Irrigation system control technology shall be digital, two-wire, with associated appurtenances
of one single manufacturer, designed and installed to meet or exceed manufacturer
recommendations and best practices including grounding and surge protection, that conform to
manufacturer recommendations and best practices at the time of design and/or installation.
F. Irrigation stations shall not mix rotor or multi-stream, multi-trajectory sprinklers with misting
spray-type sprinklers.
G. Broadcast sprinklers shall be placed to enable 100 percent coverage, sprinkler-to-sprinkler.
H. Turf areas shall have broadcast sprinklers.
I. Islands and planting beds shall have drip irrigation.
J. Broadcast sprinkler emission devices shall include matched application rates.
K. Broadcast sprinklers located at the bottom of slopes shall have integral check-valve or similar
features to prevent or reduce low-head drainage.
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L. Broadcast sprinklers shall not throw over public walks or roadways.
M. Broadcast sprinklers shall be placed and adjusted to minimize overspray onto hard surfaces.
N. Broadcast sprinklers in the vicinity of conifers shall be placed to minimize broadcast onto
conifers.
O. Sprinklers and piping installed upon slopes shall be installed perpendicular to the slope
wherever feasible.
P. System hydrozoning priority shall be given to soil type, plant type, topography and microclimate.
Q. Single row broadcast sprinklers shall be allowed in boulevard areas or strips of eight feet width
or less.
R. Single row broadcast sprinklers shall be placed to throw away from walks and toward streets.
S. Use schedule 40 PVC pipe or greater for sleeves under hard surfaces.
T. Sleeve(s) dimension shall be a minimum of two times the outside dimension of the pipe passing
through.
U. Use NSF-rated HD100 polyethylene pipe, where applicable.
V. Use up to 2” polyethylene pipe in sleeves.
W. Pressure main isolation valve with quick coupler immediately downstream shall be placed:
1. Immediately following each “TEE-end” of a looped mainline;
2. Prior to routing underneath any substantial hard surface such as a roadway, intersection
or similar;
3. At the point immediately following a directional change that results in “leg” or “stub”
lengths
X. Thrust block pressure pipe 3” or larger. Follow published industry best practices.
Y. Top of mainline pipe 3” and smaller shall not be less than 18” from final grade.
Z. Top of circuit piping shall be not less than 12” from final grade.
AA. Plan for and install controller, controller pedestal, corresponding electrical and field grounding
and surge equipment per manufacturer recommendations.
1.6 QUALITY ASSURANCE:
A. Products Criteria:
1. When two or more units of the same type or class of materials or equipment are
required, these units shall be products of one manufacturer.
2. Components including but, not limited to sprinklers and controls shall include a
nameplate bearing manufacturer's name or trademark, including model number which
shall be securely affixed in a conspicuous place on equipment. In addition, the model
number shall be either cast integrally with equipment, stamped, or otherwise
permanently marked on each item of equipment.
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3. All pipe and wire shall be permanently and continuously marked with product
information indicating conformity to minimum specified performance requirements.
4. Furnish proof of conformity and/or labelling of system master controller(s) with US EPA
WaterSense® performance-based criteria.
B. Installer Minimum Qualifications:
The installing contractor shall be an employer of workers that include not less than one Certified
Irrigation Contractor in good standing as accredited by The Irrigation Association, Fairfax, VA
and who shall be currently employed by the selected installing contractor and who shall
personally conduct or oversee the conduct of all work upon this project. The installing
contractor shall be registered in the State of Minnesota as a Technology Systems Contractor in
good standing employing not less than one Minnesota licensed Power Limited Technician in
good standing who shall be currently employed by the selected installing contractor and who
shall personally conduct or oversee the conduct of all low voltage irrigation electrical work.
C. System Requirements:
All calls-out described herein including but, not limited to 100 percent coverage of irrigated
areas, matched sprinkler application engineering and best practice-based hydrozoning are
required. The actual and spirit of intent of the project outcome shall be clearly indicated upon
the drawing sheets and within all specification documents. Project documents shall require that
the selected installing contractor shall at no additional cost to the City of Lake Elmo, make
minor adjustments necessary prior to installation of landscape material and/or prior to
acceptance of the irrigation system, to avoid obstructions such as hard surfaces signs, utilities
and light standards to achieve full and complete coverage of irrigated areas without overspray
on roadways, sidewalks, built features and shall protect trees from close high- spray velocity.
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PART 2 - PRODUCTS
2.1 PIPES, TUBES AND FITTINGS
A. PE pipe with controlled ID shall be ASTM F771, PE 3408 compound;
B. Insert fittings for PE pipe: ASTM D2609, nylon or propylene plastic with barbed ends. Include
stainless steel bands or other fasteners.
C. PE pressure pipe: AWWA C906, with DR of 7.3, 9, or 9.3 and PE compound number required to
give pressure rating not less than 160 psi (1100 kPa)
D. PE butt, heat-fusion fittings shall be ASTM D3261.
E. PE socket-type fittings shall be ASTM D2683.
F. PVC sleeve pipe: ASTM D1785, PVC 1120 compound, Schedule 40.
G. PVC socket fittings shall be ASTM D2466, Schedule 40 PVC threaded fittings: ASTM D2464,
Schedule 80.
H. Swing joints: Threaded fittings with elastomeric seals that allow 360 degree rotation, and
designed for minimum 200 psi (1375 kPa) working pressure, may be used in lieu of standard
threaded fittings.
I. PVC socket unions: Both headpiece and tailpiece shall be PVC with socket ends.
J. PVC Pipe: ASTM D2241, PVC 1120 compound, SDR 26.
K. PVC socket fittings: ASTM D2467, Schedule 80.
L. PVC socket unions: Both headpiece and tailpiece shall be PVC with socket or threaded ends.
2.2 PIPE JOINING MATERIALS
A. Solvent cements for joining PVC piping: ASTM D2564. Include primer according to ASTM F656.
B. Plastic, Pipe-Flange Gaskets, Bolts, and Nuts: Type and material recommended by piping system
manufacturer unless otherwise indicated.
2.3 VALVES
A. Valves shall be manufactured by Hunter
B. Underground Shut-Off Valves:
1. Butterfly valves 2 inches (50 mm) and larger: AWWA C504, iron body, bronze mounted,
double disc with parallel or inclined seats, non-rising stem turning clockwise to close, 150 psi
(1025 kPa) minimum working pressure and if below grade shall be contained in service
box(es) stacked or stand pipe with service box at surface installed in a workmanlike fashion
to enable usual and expected operation.
2. Ball valves, isolation valves, 1- inch (25.4 mm) and larger: Full-port ball valves with bronze
body, PTFE seats, and 90 degree on/off handle. Ball valves shall have NPT female end
connections, sized equivalent to the pipe being attached and if below grade shall be
contained in service box(es) stacked or stand pipe with service box at surface installed in a
workmanlike fashion to enable usual and expected operation.
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3. Isolation valves, 1-inch (25.4mm) and larger: Full port bronze valve with 2 inch (50 mm) nut
for T-Handle socket wrench operation., sized equivalent to the pipe being attached and if
below grade shall be contained in service box(es) stacked or stand pipe with service box at
surface installed in a workmanlike fashion to enable usual and expected operation.
B. Operations:
1. Underground applications shall use valves with 2 inch (50 mm) nut for T-Handle socket
wrench operation
2. Above ground and valve pit applications shall use valves, with T-handles or if 3-inch or
larger, handwheels.
3. Valve ends shall accommodate the type of main pipe adjacent to valve.
C. Remote Control Valves:
1. All remote control valves shall be of the manufacturer and models indicated on the
drawing sheets furnished. No deviation from manufacturer or model call-outs once
approved, shall be allowed.
a. Sizes and locations as indicated on the drawing sheets. Molded-plastic body,
furnished as straight or angle pattern type, normally closed diaphragm type
with manual shut off and flow control adjustment. Refer to sample details or
furnished and approved details submitted at the time of approval application.
b. Single valve digital two-wire decoder installed concurrently with each remote
control valve and within the same remote control valve box, one valve per
decoder, one decoder per control valve, one valve box per valve and decoder
combination. No deviation from manufacturer or model call-outs once
approved, shall be allowed. Refer to sample details or furnished and approved
details submitted at the time of approval application. Label decoders with
stencils designating controller and circuit number with permanent white
epoxy paint or with permanent paint pen or other permanent means and in a
workmanlike fashion.
2. Valves shall have a minimum of 150 psi (1025 kPa) maximum working pressure.
3. Each sprinkler station shall be automatically operated by a remote control valve
installed underground and operated by a single-station in-line digital decoder-governed
solenoid.
4. Valve boxes shall be locking type-capable.
5. Valves shall be completely serviceable from the top without removing valve body from
the system. Valves shall operate at no more than 7 psi (50 kPa) pressure loss at
manufacturers maximum recommended flow rate.
6. Valves shall be diaphragm type designed to operate in water containing sand and debris
and shall have a self-cleaning type contamination filter to filter all water leading to the
solenoid actuator and the diaphragm chamber.
D. Provide three (3) additional valves of each size used to City Public Works Department for future
use.
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2.4 VALVE BOX
A. Isolation valve boxes shall be precast concrete boxes with a compressive concrete strength in
excess of 4000 psi (30 Mpa). Box dimension shall be adapted to depth of cover required over
pipe at valve location. Mark box cover to say “Irrigation” and set flush with finished grade.
Provide 2 (two) "T" handle socket wrenches of 5/8 inch (15 mm) round stock with sufficient
length to extend 2 feet (600 mm) above top of deepest valve box cover.
B. Irrigation control valve, decoder boxes and quick coupler boxes shall be HDPE green in color or
black body with green cover. Boxes shall be lockable-ready. Refer to sample details or furnished
and approved details submitted at the time of approval application.
C. Provide 1 (one) additional valve box of each size used to City Public Works Department for
future use.
2.5 BACKFLOW PREVENTER
A. Use reduced pressure zone backflow prevention assembl(ies) sized to accommodate minimum
system performance specifications contained herein and as approved in writing by the City of
Lake Elmo. Refer to Lake Elmo standard details.
2.6 WATER METER
A. Use water meter brand and model specified by the City of Lake Elmo. Size meter according to
minimum system performance specifications contained herein. Refer to sample details or
furnished and approved details submitted at the time of approval application.
B. Refer to City of Lake Elmo process for obtaining a water meter.
2.7 PLUMBING ENCLOSURE AND SLAB:
A. The enclosure shall house the backflow prevention assembl(ies), water meter(s) and booster
pump(s), if required for a given project. Enclosure shall be mounted on a concrete slab of
minimum 4” depth with sleeve openings for water lines and booster pipe electrical wires, if
applicable. The slab shall extend beyond the enclosure a minimum of 6”. All piping in and out
of the enclosure shall be copper and/or brass and/or threaded galvanized steel and/or Victaulic-
grooved pipe and shall extend beyond the slab a minimum of 5 feet before converting to other
pipe material.
B. Enclosure shall conform ASSE 5110, 5130 and related, for backflow prevention assembly
clearances.
C. Enclosure shall be constructed of 14 gauge all steel construction (minimum) and include the
following:
1. Gas shock supports for cover.
2. Lockable Hasp
3. Lift handles on cover.
4. 2” flanges bent top and bottom.
5. Louvers both ends for ventilation.
6. Painted “Transformer Green”.
7. Stainless Steel hinges.
8. Dimensions based on plumbing needs. Shall have a minimum 2 foot working distance
between plumbing and all enclosure walls.
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D. Design & Shop drawings listing all components, slab location, slab penetrations and steel
enclosure shall be furnished for review and approval prior to ordering parts or commencing
construction of this element.
E. Provide 6” minimum clearance from all valves, meters, backflow prevention assembly(ies), and
piping for serviceability and conform to Item 2.7b above.
F. Unless otherwise approved in writing by the City of Lake Elmo and prior to commencing design
work or installation, only one water supply point of connection shall be permitted per
development. If development is planned to be comprised of multiple phases of construction, all
phases shall be master planned and sized for one water supply point of connection unless
otherwise approved in writing by the City of Lake Elmo.
G. Water supply, slab and enclosure shall be placed within dimensional requirements of the City of
Lake Elmo from curbs, walks, utilities and related and location(s) shall be approved in writing to
accommodate rights-of-way clearance requirements during the design phase of work and prior
to commencing installation. Refer to City of Lake Elmo road right-of-way guidance.
2.8 AUTOMATIC CONTROL EQUIPMENT - INDEPENDENT ELECTRIC CONTROLLER WITH NO FLOW
SENSING (FOR SMALL INSTALLATIONS)
A. Controller, rain sensor, and decoders shall be manufactured by Hunter
B. Controller, controller pedestal with lockable stainless steel cabinet and slab shall be placed
within dimensional requirements of the City of Lake Elmo from curbs, walks, utilities and related
and location(s) shall be approved in writing to accommodate rights-of-way clearance
requirements during the design phase of work and prior to commencing installation. Refer to
City of Lake Elmo road right-of-way guidance.
C. Irrigation control shall be digital, two-wire-based automatic operation including:
1. Rain sensing technology, placed per manufacturer recommendations and/or referenced
industry best practices to interrupt irrigation during periods of sufficient moisture and
fully engaged;
2. Weather-based adjustment, placed per manufacturer recommendations and/or
referenced industry best practices and fully engaged;
3. Controller shall be mounted in/on a pedestal manufactured by the selected controller
manufacturer and shall be securely placed upon a concrete base per manufacturer
recommendations and/or referenced industry best practices; See associated sample
detail(s).
4. Field control valves shall be connected to digital control wire using one-station field
decoders, placed in the associated control valve box and shall include waterproof wire
fittings such as 3MDBR or equivalent on the signal input wires and the signal output
wires. Follow manufacturer recommendations and/or referenced industry best
practices. Field control valves shall be placed in plastic/composite surface boxes, one
valve per box, minimum 10” round sized and in a fashion to prevent damage from
surface activities and to enable basic field maintenance without requiring of the box.
See associated sample detail(s).
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D. The independent electric automatic control system shall consist of one digital two-wire decoder-
based controller located in a stainless steel pedestal manufactured by the controller
manufacturer, which operates individual remote control decoder-based valves and weather-
based schedule adjustment (SMART) operation in accordance with timing schedules
programmed into the independent unit. Refer to sample details or furnished and approved
details submitted at the time of approval application.
E. Connect, test electrically and program all irrigation stations to the digital two-wire decoder-
based controller per manufacturer recommendations and best practices and incorporate all
stations into the control system. Memorialize all programming data onto reproducible
documents in a workmanlike fashion.
F. Provide three (3) additional decoders to City Public Works Department for future use.
2.9 SPRINKLERS
C. Sprinklers shall be manufactured by Hunter
D. Rotary pop-up sprinklers:
1. ¾” inlet, closed-case, gear-driven, 4” minimum pop-up height or
2. ½” inlet spray-body mounted, six-inch minimum pop-up height, multi-stream, multi-
trajectory rotating nozzle.
3. Matched precipitation/application shall be depicted on plan submittals and practiced at
the time of installation. Placement appropriate to the area characteristics being
watered.
4. Refer to sample details or furnished and approved details submitted at the time of
approval application.
B. Spray-type sprinklers (fixed):
1. ½” inlet, 4” minimum pop-up height with nozzles and placement appropriate to the area
characteristics being watered.
2. Refer to sample details or furnished and approved details submitted at the time of
approval application.
C. Provide three (3) additional sprinklers of each type used to City Public Works Department for
future use. Provide ten (10) additional nozzles of each type/size used to City Public Works
Department for future use.
2.10 QUICK COUPLERS
A. Quick Couplers shall be manufactured by Hunter
B. Quick couplers shall have all parts contained in a two-piece unit and shall consist of a coupler
water seal valve assembly and a removable upper body to allow the spring and key track to be
serviced without shut down of the main.
C. Metal parts shall be brass.
D. Lids shall be lockable vinyl covered and have springs for positive closure on key removal.
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E. Each quick coupler shall be contained in valve boxes. Refer to sample details or furnished and
approved details submitted at the time of approval application.
F. Furnish 1 (one) hose swivel and operating key for every two quick couplers.
G. Provide three (3) additional quick couplers to City Public Works Department for future use.
2.11 LOW VOLTAGE CONTROL VALVE WIRE
A. Wire shall be solid copper wire, Underwriters Laboratories Inc. approved for direct burial and
approved by the specified irrigation control manufacturer for use in digital two-wire decoder
based irrigation control systems. Size of wire shall be consistent with manufacturer
recommendations and not less than 14 AWG.
2.12 WIRE SPLICING MATERIALS: LOW VOLTAGE RATED UV RESISTANT MOISTURE-RESISTANT GREASE-
FILLED POLYPROPYLENE TUBE
A. 3M DBR/Y-6 Direct Bury Splice Kit UL486D-approved for direct burial in ground or equal. Use
upon all wire splices including but, not limited to decoder inlet wiring and decoder outlet wiring.
2.13 SLEEVE MATERIAL
A. ASTM D2241, PVC Schedule 40.
PART 3 - EXECUTION
3.1 PREPARATION
A. CALL BEFORE YOU DIG (811).
B. Examine proposed irrigation areas for compliance with requirements and conditions affecting
installation and performance.
C. Verify limits of irrigation and compare against approved plans.
3.2 PIPE INSTALLATION - GENERAL
A. Layout work as closely as possible to drawing sheets.
B. Install sprinkler lines to avoid electric, storm and sanitary sewer lines and existing water and gas
mains, all of which have the right of way.
C. Existing sidewalks and curbs shall not be cut during trenching and installation of pipe. Install
pipe under sidewalks and curbs by jacking, auger boring, or by tunneling. Repair or replace any
cracked concrete, due to settling during the warranty period.
D. Do not lay pipe on unstable material, in wet trenches weather conditions are unsuitable for
work.
E. Allow a minimum of 3 inches (80 mm) between parallel pipes in the same trench.
F. Clean the interior portion of pipe and fittings of foreign matter before installation. Securely
close open ends of pipe and fittings with caps or plugs to protect fixtures and equipment against
dirt, water and chemical or mechanical injury. At completion of all work thoroughly clean
fixtures, exposed materials and equipment.
G. The full length of each section of (PVC) pipe shall rest upon the pipe bed with recesses
excavated to accommodate bells or joints. Do not lay pipe on wood blocking.
Lake Elmo, MN
All City Owned & Maintained – Planting Irrigation 9-6-2016
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H. Hold pipe securely in place while joint(s) is/are being made.
I. Do not work over, or walk on, pipe in trenches until covered by layers of earth, well tamped, in
place to a depth of 12 inches (300 mm) over pipe.
J. Irrigation lines and control wire shall run through designated lanes where possible. Refer to
sample details or furnished and approved details submitted at the time of approval application.
K. Concrete thrust blocks shall be installed upon piping 3-inch and larger where the irrigation main
changes direction at “L” and “T” locations and where the irrigation main terminates. Do not
pressurize pipe for a period of 36 hours following the completion of pouring of the thrust blocks.
Concrete thrust blocks for supply mains shall be sized and placed in strict accordance with the
pipe manufacturer's specifications and shall be of an adequate size and so placed as to take all
thrust created by the maximum internal water pressure. Thrust block material shall not be
poured over and around pipe and /or control wire.
L. Minimum cover over lines under constant pressure shall be 18 inches (750 mm) for pipe sizes of
3 inch and less. Cover laterals to minimum depth of 12 inches (600 mm).
M. Quick couplers, properly anchored/secured in surface boxes shall be placed at the termination
of all main line piping.
3.3 SLEEVE INSTALLATION
A. Furnish and install where pipe and control wires pass under walks, paving, walls, and other
similar areas.
B. Sleeves to be twice line size or greater to accommodate retrieval for repair of wiring or piping
and shall extend 12 inches (300 mm) beyond edges of paving or construction.
C. Bed sleeves with a minimum of 4 inches (100 mm) of sand backfill above top of pipe in areas
where pipe is placed prior to hardscape is installed.
3.4 VALVE INSTALLATION
A. Group remote control valves wherever possible and aligned at a set dimension back of curb,
sidewalk and/or along roads.
B. Pressure main isolation valve with quick coupler immediately downstream shall be placed:
1. Immediately following each “TEE-end” of a looped mainline;
2. Prior to routing underneath any substantial hard surface such as a roadway, intersection
or similar;
3. At the point immediately following a directional change that results in “leg” or “stub”
lengths
C. No valves shall be set under roads, pavement or walks.
D. Clean interior of valves of foreign matter before installation.
E. Set valve box cover flush with finished grade.
F. Control valves shall never be less than 3 inches (80 mm) below finished grade. Refer to
minimums depicted herein and see sample details.
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All City Owned & Maintained – Planting Irrigation 9-6-2016
32 84 00 - 13
3.5 SPRINKLER AND QUICK COUPLER INSTALLATION
A. Place part circle rotary sprinklers no greater than 6 inches (150 mm) from edge of and flush with
top of adjacent walks, curbs, and mowing aprons, or paved areas at time of installation.
B. Install all sprinklers using swing joints or flexible hose-and-fitting joints (a.k.a. swing pipe). Refer
to sample details included with this written specification.
C. Install all quick couplers on swing joints. Stake for support. Refer to sample details included
with this written specification.
D. Set shrub sprinklers 4 inches (100 mm) above grade or even with bedding mulch depth and 4
inches (100 mm) from edge of curb or pavement. Place 4 inches (100 mm) from walls. Stake
sprinklers prior to backfilling trenches. Support stakes shall be parallel to riser.
3.6 AUTOMATIC IRRIGATION - CONTROL SYSTEM INSTALLATION
A. Attach new stations of irrigation to the digital two-wire decoder system and program and test
each control valve for proper operation from the existing irrigation controller.
B. Adjust master controller programming to incorporate new stations of irrigation within programs
for similar plant-types or hydrozones and in accordance with necessary programming for
weather-based (SMART) operation.
3.7 CONTROL WIRE INSTALLATION
A. Wiring shall be located in trench with pressure main pipe. Splicing shall be held to a minimum. In
the event a wire splice is required outside of a remote control valve location, the splice shall be
contained in a valve box not smaller than 10” round with not less than 24 inches of leader or
expansion looping on each end of the splice. Use 3M DBR waterproof wire splices or equivalent.
B. Provide 12 inch (300 mm) expansion loops in wiring at each wire connection or change in wire
direction. Provide not less than 24 inch (600 mm) loop at remote control valves.
3.8 FIELD TEST AND QUALITY CONTROL
A. Tests and Inspections:
1. Pressure test pressure main line(s) before joint areas are backfilled. Backfill a minimum
of 12 inches (300 mm) over the pipe to maintain pipe stability during test period.
2. Inspect each joint and repair leaks.
3. Flush lines before installing sprinkler heads and quick couplers.
4. After installation, charge system and test visually for leaks. Repair leaks and retest until
no leaks exist.
5. After electrical circuitry has been activated and final adjustment of sprinklers to
permanent level at ground surface is complete, test each broadcast turf sprinkler
section to indicate a uniform distribution within any one sprinkler area and over the
entire area.
6. Operate controller and automatic control valves to demonstrate the complete and
successful installation and operation of all equipment.
Lake Elmo, MN
All City Owned & Maintained – Planting Irrigation 9-6-2016
32 84 00 - 14
7. Test and adjust controls and safeties. Replace damaged and malfunctioning controls and
equipment.
8. Prepare test and inspection reports, programming information (including SMART
operation), decoder information and details for record drawings. Furnish records in a
professional and workmanlike fashion.
3.11 ADJUSTMENTS
A. Adjust settings of controller as needed during the establishment period. Should plant
establishment requirements preclude engagement of weather-based (SMART) operation, assure
weather-based operation is engaged prior to final walkthrough/turnover.
B. Adjust automatic control valves to provide flow rate at rated operating pressure required for
each sprinkler circuit.
C. Adjust sprinklers and devices to proper grade, radius and arc.
3.12 DEMONSTRATION AND DOCUMENTATION
A. Program controller for weather-based (SMART) operation.
C. Follow manufacturer's instructions and industry best practices.
D. Maintain and provide a complete set of as built drawings in a professional and workmanlike
presentation form which shall be corrected to show changes in locations of all pipe, valves,
pumps, decoders and related irrigation equipment.
E. Controller Drawings and Zone Chart(s):
1. Prepare in electronic format a drawing mapping the location of all valves, decoders,
lateral lines, and route of the control wires. Identify all valves as to size, station, number
and type of irrigation. Digital formatted "as built" drawings may require approval before
controller zone charts are prepared.
2. Provide one controller zone chart for each automatic controller showing the area
covered by the controller. The chart shall be a reduced drawing of the actual "as built"
system and fit the maximum size controller door or pedestal will allow. If controller
sequence is not legible when the drawing is reduced to door size, the drawing shall be
enlarged to a size that is readable and placed protected from elements (such as
laminated) inside the controller door.
3. The final irrigation “as built” drawings shall be submitted in digital format with a
different coding to show area of coverage for each station. All drawings and zone charts
must be completed and approved prior to final inspection of the irrigation system. Upon
completion, a full set of reproducible, electronic as-built drawings, decoder information
and base weather-based (SMART) programming shall be furnished to the City of Lake
Elmo.
3.13 WARRANTY
A. For a period of two (2) years from the date substantial completion and written final
acceptance of work performed under this Section, the Contractor shall promptly furnish and
install any and all parts and equipment that are defective in material, workmanship, or
installation or have been damaged at no additional cost to the City.
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B. During all the operation seasons of the two (2) year warranty period (which may end up being
more than 2 times), the Contractor shall drain and winterize the entire irrigation system(s) in
autumn at no additional cost to the City.
C. During the warranty period, the Contractor, at no additional cost to the City, shall perform the
spring system startups and complete system walkthrough and adjustment. Contractor shall
replace components damaged or faulty due to defective materials or workmanship at no
additional cost to the City.
D. It shall be the Contractor’s responsibility to ensure and guarantee complete coverage of the
areas depicted on the drawings to be irrigated, without overthrow onto streets, walks,
driveways and built features. The Contractor shall also guarantee the satisfactory operation of
the entire system. The entire system shall be warrantied to be complete and perfect in every
detail for a period of two years from the date of written final acceptance of work.
E. All materials and equipment furnished under this contract shall be new. For warranty and
support purposes, materials used upon this project (including but not limited to sprinklers,
valves, controls, pipe, fittings and related goods) shall be purchased from a local authorized
manufacturer representative-distributor.
---END---
Lake Elmo, MN
General Development Planting Irrigation 09-06-2016
32 84 01 - 1
SECTION 32 84 01
GENERAL DEVELOPMENT PLANTING IRRIGATION
PART 1 - GENERAL
1.1 DESCRIPTION
A. This section is three total written pages plus associated documents.
1. Refer to Lake Elmo Standard Details for more information.
2. Refer to Lake Elmo City Code 50.40 Water Use Restrictions for more information.
3. Refer to City of Lake Elmo Process for obtaining a water meter.
B. This section specifies elemental materials and procedures based upon published and widely
accepted industry best practices to design and construct landscape irrigation system(s).
1.2 SUBMITTAL
A. Landscape irrigation design(s) shall be incorporated on the required landscape planting plan for
the project using CAD-based software. Designs and supporting documents shall be furnished in
reproducible electronic and hardcopy fashion to the City of Lake Elmo for approval. Scaled
planting plans shall include the required items noted per 1.2 B. 1 & 2.
1. No landscape irrigation installation work or the preparation for landscape irrigation shall
commence without written consent of the City of Lake Elmo, MN.
B. Landscape irrigation design(s) and supporting documents shall depict and describe the following
components of the proposed landscape irrigation system including but, not limited to:
1. Water supply and detail including proposed enclosures and slabs.
2. Controls including proposed pedestal enclosures and weather-based appurtenances.
1.5 ELEMENTAL REQUIREMENTS
A. Irrigation water supply shall primarily be derived of municipal source and it shall be metered and
/or ground water.
PART 2 - PRODUCTS
2.5 BACKFLOW PREVENTER
A. Use reduced pressure zone backflow prevention assembly sized according to minimum system
performance specifications contained herein and as approved in writing by the City of Lake
Elmo. Refer to Lake Elmo Standard Details.
2.6 WATER METER
B. Use water meter brand and model specified by the City of Lake Elmo. Size meter according to
minimum system performance specifications contained herein. Refer to City details or furnished
and approved details submitted at the time of approval application.
C. Refer to City of Lake Elmo Process for obtaining a water meter.
2.7 PLUMBING ENCLOSURE AND SLAB:
Lake Elmo, MN
General Development Planting Irrigation 09-06-2016
32 84 01 - 2
A. The enclosure shall house the backflow prevention assembly, water meter and booster pump, if
any. Enclosure shall be mounted on a concrete slab of minimum 4” depth with sleeve openings
for water lines and booster pipe electrical wires, if applicable. The slab shall extend beyond the
enclosure a minimum of 6”. All piping in and out of the enclosure shall be copper and/or brass
and/or threaded galvanized steel and/or Victaulic-grooved pipe and shall extend beyond the
slab a minimum of 5 feet before converting to other pipe material. Refer to City details.
B. Enclosure shall conform ASSE 5110, 5130 and related, for backflow prevention assembly
clearances.
C. Enclosure shall be constructed of 14 gauge all steel construction (minimum) and include the
following:
1. Gas shock supports for cover.
2. Lockable Hasp
3. Lift handles on cover.
4. 2” flanges bent top and bottom.
5. Louvers both ends for ventilation.
6. Painted “Transformer Green”.
7. Stainless Steel hinges.
8. Dimensions based on plumbing clearance requirements as defined by current
Minnesota plumbing code and City of Lake Elmo code, if any. Shall have a minimum 2
foot working distance between plumbing and all enclosure walls.
D. Provide 6” minimum clearance from all valves, meters, backflow prevention assembly, and
piping for serviceability and conform to Item 2.7B above.
E. Unless otherwise approved in writing by the City of Lake Elmo and prior to commencing design
work or installation, only one water supply point of connection shall be permitted per
development. If development is planned to be comprised of multiple phases of construction, all
phases shall be master planned and sized for one water supply point of connection unless
otherwise approved in writing by City of Lake Elmo.
F. Water supply, slab and enclosure shall be placed within dimensional requirements of the City of
Lake Elmo from curbs, walks, utilities and related and location(s) shall be approved in writing to
accommodate rights-of-way clearance requirements during the design phase of work and prior
to commencing installation. Refer to City of Lake Elmo road right-of-way guidance.
2.8 IRRIGATION CONTROLLER CABINET ENCLOSURE
A. Use a standalone lockable stainless steel pedestal cabinet enclosure. Refer to Lake Elmo
Standard Details.
---END---
STAFF REPORT
DATE: September 6, 2016
CONSENT
ITEM #: 8
MOTION
TO: Mayor and City Council
FROM: Kristina Handt, City Administrator
AGENDA ITEM: Service Contract with Youth Service Bureau
BACKGROUND:
Statutory cities, like Lake Elmo, are limited to the authority granted to them under state statute.
Generally, cities are not granted authority to make donations to non-profits. However, a city
may use its contracting powers to enter into an agreement for services from a non-profit. The
City has been giving money to Youth Service Bureau (YSB) for a number of years. It is
typically handled in the annual budgeting process. In 2016 $5,000 was budgeted.
At the joint budget workshop Council member Fliflet asked for more info on what other cities
are contributing to YSB. Below is a summary of what other cities in our area contributed in
2016:
N St. Paul: $11,000
Stillwater: $10,000
Cottage Grove: $7,000
Oak Park Heights: $10,500
Stillwater Township: $5,500
May Township: $2,000
Woodbury: $10,500.
Lakeland: $5,200
Summary of Youth in 2015:
YOUTH'S RESIDENCE
Afton 14
Bayport 21
Cottage Grove 195
Dellwood 2
Forest Lake 1
Grant 3
Hastings 7
Hugo 9
Lake Elmo 67
Lake St. Croix Beach 5
Lakeland 36
Landfall 1
Mahtomedi 17
Maplewood 1
Marine On St. Croix 6
Newport 33
Oak Park Heights 7
Oakdale 56
Scandia 1
St. Mary's Pt 2
St. Paul 2
St. Paul Park 40
Star Prairie 2
Stillwater 236
West Lakeland 9
White Bear Lake 5
Willernie 1
Woodbury 233
Total 1012
ISSUE BEFORE COUNCIL:
Should the city approve a service contract with Youth Service Bureau?
PROPOSAL DETAILS/ANALYSIS:
Included in your packet is a contract for services between Youth Service Bureau and the City of
Lake Elmo for 2017. The contract outlines the services provided by Youth Service Bureau to a
person living in, attending school in or issued a citation in the City of Lake Elmo. In exchange,
the City of Lake Elmo will pay $5,250 to YSB for these services.
The contract has been reviewed by the City Attorney and her comments were incorporated into
the latest draft by YSB. The Finance Director was consulted on the fee information.
FISCAL IMPACT:
The fee for the service for 2017 is $5,250. This amount has been included in the first draft of the
budget presented to Council and Finance Committee on 7/19/16.
OPTIONS:
1) Approve the service contract
2) Amend and then approve the service contract
3) Do not approve the service contract
RECOMMENDATION:
If removed from the consent agenda:
Motion to approve the 2017 Service Contract with Youth Service Bureau
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: September 6, 2016
CONSENT
ITEM # 9
AGENDA ITEM: Wildflower at Lake Elmo – Approve Security Reduction #4.
SUBMITTED BY: Jack Griffin, City Engineer
THROUGH: Kristina Handt, 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 $1,297,986 which remains sufficient to complete the remaining
improvements.
SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider
approving, as part of the Consent Agenda, a reduction in the security amount for the Wildflower at Lake
Elmo 1st Addition.
LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The developer has completed a
substantial portion of the required development improvements for the Wildflower at Lake Elmo 1st
Addition including the installation of sanitary sewer, installation of watermain, and the construction of
street and storm sewer improvements. In accordance with the revised Security Reduction Policy
Paragraph D, the developer is eligible for a reduction in security for Phase 1 in the amount of $744,337.
RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent
Agenda, a reduction in the security amount for the Wildflower at Lake Elmo 1st Addition. If removed
from the consent agenda, the recommended motion for the action is as follows:
City Council Meeting [Consent Agenda Item 9]
September 6, 2016
-- page 2 --
“Move to approve a reduction of the Letter of Credit for the Wildflower at Lake Elmo 1st Addition
from $2,042,322 down to $1,297,986.”
ATTACHMENT(S):
1. Engineer’s Letter Recommending Security Reduction #4 for the Wildflower at Lake Elmo 1st
Addition.
2. Security Reduction Worksheet.
3800 Laverne Avenue North • Lake Elmo • Minnesota 55042
Phone: (651) 747-3900 • Fax: (651) 747-3901 • www.lakeelmo.org
September 7, 2016
Mr. Robert Engstrom
Robert Engstrom Companies
4801 West 81st Street, Suite 101
Minneapolis, MN 55437
Re: Wildflower at Lake Elmo 1st Addition
Lake Elmo, Minnesota
Irrevocable Letter of Credit No. 1000
Dear Mr. Engstrom:
We have reviewed and processed your request for a reduction in the security for the Wildflower at Lake
Elmo 1st Addition in Lake Elmo, MN. At this time the Irrevocable Letter of Credit No. 1000 may be
reduced to $1,297,986. This represents a reduction in the amount of $744,337 for street and storm
sewer improvements. Please process the security reduction through the office of the Lake Elmo City
Clerk.
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
WILDFLOWER AT LAKE ELMO 1ST ADDITION Time of Performance: November 30, 2016
DEVELOPMENT AGREEMENT AMOUNTS
CATEGORY CONSTRUCTION 125% REMARKS #1 #2 #3 #4 #5 #6
Grading $116,000 NA Covered by Site Grading Agreement $116,000
Sanitary Sewer $386,885 $483,606 75%$241,803 $120,902
Watermain $472,052 $590,065 75%$295,033 $147,516
Streets $916,819 $1,146,024 75%$274,539 $584,978
Surface Water Facilities $509,946 $637,433 75%$318,716 $159,358
Erosion Control NA NA Covered by Site Grading Agreement
Sidewalks/Trails $220,838 $276,048
Street Lighting NA NA By Xcel Energy
Street Signs and Traffic Control Signs $9,950 $12,438
Landscaping $200,000 $250,000
Tree Preservation and Restoration $23,675 $29,594
Wetland Mitigation and Buffers NA NA LOC Through VBWD
Monuments $6,000 $7,500
Miscellaneous Facilities NA NA
Record Drawings $6,500 $8,125
TOTALS $2,752,665 $3,440,831 RELEASED AMOUNTS:$116,000 $1,130,091 $268,418 $744,337 $0 $0
CUMMULATIVE AMOUNTS:$116,000 $1,246,091 $1,514,509 $2,258,846
SECURITY AMOUNT REMAINING:$3,440,831 $2,310,740 $2,042,322 $1,297,986
DATE:10/29/2015 12/15/2015 2/16/2016
REDUCTIONS
MAYOR & COUNCIL COMMUNICATION
-- page 1 --
DATE: September 6, 2016
CONSENT
ITEM #10
MOTION
AGENDA ITEM: Approve Grant Application for Trail Grooming Reimbursement
SUBMITTED BY: Rob Weldon, Public Works Director
THROUGH: Cathy Bendel, Finance Director
REVIEWED BY: Cathy Bendel, Finance Director
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item ................................................. Interim City Administrator
- Report/Presentation…………………………………Interim 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: Public Works/Parks
FISCAL IMPACT: NA
SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council
is asked to approve preparation and submission of a grant application to the Minnesota DNR for
Trail Grooming Reimbursement. No specific motion is needed as this is recommended to be part
of the overall approval of the Consent Agenda.
BACKGROUND INFORMATION: For a number of years the City has been a participant in
the Cross Country Ski Trail Assistance Program sponsored by the Minnesota DNR. This
program allows for reimbursement of costs related to maintaining the ski trails. The proposed
application would cover the 2016/2017 ski season.
STAFF REPORT: Each year the City of Lake Elmo has participated in the Cross Country Ski
Trail Assistance Program for the trail system in Sunfish Lake Park. The fund allocations are
driven by the number of participants in the program and the number of miles of trail being
City Council Meeting [Consent Agenda Item #10
September 6, 2016
-- page 2 --
maintained. The City has consistently received $4,000-$4,500 per year in grant funds to cover a
portion of the costs related to the Cross Country trail maintenance in Sunfish Lake Park. A
requirement of the application process is to attach a resolution providing City Council approval
to sponsor the participation in the program.
RECOMMENDATION: Based on the aforementioned, staff recommends the City Council
approve participation in the Cross Country Ski Trail Grant in Aid Pro gram for the 2016/2017
season.
ATTACHMENT:
1. Resolution #2016-74
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2016-74
A RESOLUTION RELATED TO SPONSORING THE CITY OF LAKE ELMO
PARTICIPATION IN THE MINNESOTA DEPARTMENT OF NATURAL
RESOURCES CROSS-COUNTY SKI TRAIL GRANT-IN-AID PROGRAM FOR
THE 2016/2017 SEASON
BE IT RESOLVED, by the City Council of the City of Lake Elmo, Minnesota,
that the City of Lake Elmo will sponsor the City participation in the Minnesota
Department of Natural Resources Cross-County Ski Trail Grant-In-Aid Program for the
2016/2017 Ski Season.
APPROVED by the Lake Elmo City Council on this 6th day of September, 2016.
By: __________________________
Mike Pearson
Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk