HomeMy WebLinkAbout000 - Complete Packet 8-15-17
NOTICE OF MEETING
City Council Meeting
Tuesday, August 15, 2017 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 1, 2017
D. Public Comments/Inquiries
E. Presentations
F. Consent Agenda
2. Approve Payment of Disbursements
3. Accept July 2017 Assessor’s Report
4. Accept July 2017 Building Department Report
5. Accept July 2017 Fire Department Report
6. Accept July 2017 Public Works Department Report
7. Accept Resignation of Planning Director, Approve Promotion and New Job Descriptions and Authorize
Advertising for City Planner
8. Old Village Ph3 Street & Utility Improvements – Approve Pay Request No. 2.
9. 2017 Street Improvements – Approve Pay Request No. 2.
10. Approve the Addition of Columbus Day as an Observed Holiday – Resolution 2017-086
11. Approve Sally Manzara Nature Center Proposed Final Architectural Plans
12. Approve Renaming Irving Circle North of Inwood 5th Addition to Irving Court North – Ordinance 08-184
13. Approve Restricting Parking Along Certain Streets – Resolution 2017-085
14. Approve “A Guide to the Development and Usage of Sunfish Lake Park” – Resolution 2017-087
G. Regular Agenda
15. 2018 Street Improvements – Authorize Feasibility Report - Resolution 2017-088
16. 2017 Mill and Overlay – Approve Change Order No. 1
H. Council Reports
I. Staff Reports and Announcements
J. Adjourn
Our Mission is to Provide Quality Public Services in a Fiscally Responsible
Manner While Preserving the City’s Open Space Character
CITY OF LAKE ELMO
CITY COUNCIL MINUTES
AUGUST 1, 2017
CALL TO ORDER/PLEDGE OF ALLEGIANCE
Mayor Pearson called the meeting to order at 7:00 pm.
PRESENT: Mayor Mike Pearson and Councilmembers Justin Bloyer, Julie Fliflet, Jill Lundgren
and Christine Nelson
Staff present: Administrator Handt, City Attorney Sonsalla, City Clerk Johnson, City Planner
Becker, Finance Director Swanson and Public Works Director Weldon.
APPROVAL OF AGENDA
Item 3, “Accept 2nd Quarter Financials – General Fund and Utility Funds’, and Item 5,
“Authorize RFP for Enterprise
Councilmember Bloyer, seconded by Councilmember Lundgren, moved TO APPROVE THE
AGENDA AS AMENDED. Motion passed 5 – 0.
ACCEPT MINUTES
Minutes of the July 18, 2017 Regular Meeting were accepted as presented.
PUBLIC COMMENTS/INQUIRIES
Greg Krieglmeier, 9350 31st Street North, commented on an issue with excess water on his
property.
PRESENTATIONS
None
CONSENT AGENDA
2. Approve Payment of Disbursements
3. Accept 2nd Quarter Financials – General Fund and Utility Funds moved to the Regular
Agenda
4. Labor Agreement with Local 49ers, January 1, 2017-December 31, 2019
5. Authorize RFP for Enterprise Resource Planning System (ERP) Software for City moved
to the Regular Agenda
6. 2017 Seal Coat Project – Pay Request No. 1
7. 2017 Street Improvements – Change Order No. 1.
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 1, 2017
Page 2 of 5
8. CSAH 13 (Ideal Avenue/Olson Lake Trail) – Approve Cooperative Agreement Payment
No. 2.
9. Approve Youth Services Bureau 2018 Agreement
10. Approve Sunfish Lake Park Ski Trail Grant – Resolution 2017-084
11. Approve Parks Commission Appointment
Councilmember Bloyer, seconded by Councilmember Fliflet, moved TO APPROVE THE
CONSENT AGENDA MINUS ITEMS 3 AND 5. Motion passed 5 - 0.
ITEM 3: Accept 2nd Quarter Financials- General Fund and Utility Fund
Finance Director Swanson reviewed the 2nd quarter 2017 financials, noting items with variances
from the budgeted amounts.
Mayor Pearson, seconded by Councilmember Lundgren, moved TO ACCEPT THE SECOND
QUARTER FINANCIALS. Motion passed 5 – 0.
ITEM 5: Authorize RFP for Enterprise Resource Planning System (ERP) Software for City
Finance Director Swanson presented the proposal to issue an RFP for a new software system for
the City’s Finance Department, noting that the current software is outdated and has limited
functionality.
Councilmember Lundgren, seconded by Councilmember Nelson, moved TO APPROVE THE
REQUEST FOR PROPOSALS FOR SOFTWARE AND IMPLEMENTATION SERVICES
FOR AN ENTERPRISE RESOURCE PLANNING SYSTEM. Motion passed 5 – 0.
ITEM 12: Variance Amendment for 9359 Jane Road N
City Planner Becker reviewed the request to amend the conditions of a previously approved
variance to allow expansion of a home which does not meet the minimum setback requirements
and maximum impervious surface standards of the City’s shoreland district.
Councilmember Bloyer, seconded by Councilmember Lundgren, moved TO OPEN THE
PUBLIC HEARING. Motion passed 5 – 0
No public comments were received.
Councilmember Bloyer, seconded by Councilmember Lundgren, moved TO CLOSE THE
PUBLIC HEARING. Motion passed 5 – 0.
Councilmember Bloyer, seconded by Mayor Pearson, moved TO ADOPT RESOLUTION
2017-075, RESCINDING RESOLUTION 2017-067 AND APPROVING REQUESTS FOR
SHORELAND VARIANCES FROM THE MINIMUM STRUCTURE SETBACK FROM
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 1, 2017
Page 3 of 5
THE ORDINARY HIGH WATER LEVEL AND MAXIMUM IMPERVIOUS SURFACE
STANDARDS, SUBJECT TO ONE CONDITION OF APPROVAL. Motion passed 3 – 2.
(Fliflet, Lundgren – nay)
Councilmember Fliflet stated she did not support the motion, as she concurs with the points
outlined in the DNR memo regarding the variance request. Councilmember Lundgren indicated
she agreed with Councilmember Fliflet.
ITEM 13: Hidden Meadows Easement Vacation
City Planner Becker stated that the drainage easement vacation is needed in order for the Hidden
Meadows 2nd Addition plat that was approved by the City Council on July 5, 2017 to be
recorded.
Councilmember Lundgren, seconded by Councilmember Fliflet, moved TO OPEN THE
PUBLIC HEARING. Motion passed 5 – 0.
No public comments were received.
Councilmember Lundgren, seconded by Councilmember Fliflet, moved TO CLOSE THE
PUBLIC HEARING. Motion passed 5 – 0.
Councilmember Nelson, seconded by Councilmember Fliflet, moved TO APPROVE
RESOLUTION 2017-082 APPROVING THE VACATION OF THE DRAINAGE AND
UTILITY EASEMENT OVER OUTLOT A, HIDDEN MEADOWS AS RECORDED BY
DOCUMENT 4073144, SUBJECT TO ONE CONDITION AS RECOMMENDED BY
STAFF. Motion passed 5 – 0.
ITEM 14: Glenwood Homes Variance Request – 8690 Lake Jane Trail N.
City Planner Becker reviewed the variance request to allow for expansion of a home that does
not meet the minimum structure setback requirements from the ordinary high water level.
Mayor Pearson, seconded by Councilmember Bloyer, moved TO ADOPT RESOLUTION
2017-083, APPROVING A SHORELAND VARIANCE TO ALLOW THE EXPANSINO OF A
NON-CONFORMING STRUCTURE NOT MEETING THE MINIMUM STRUCTURE
SETBACK REQUIREMENT FROM THE ORDINARY HIGH WATER LEVEL FOR THE
PROPERTY LOCATED AT 8690 LAKE JANE TRAIL NORTH, SUBJECT TO
CONDITIONS 1 AND 2 OF APPROVAL.
Councilmember Fliflet, seconded by Councilmember Lundgren, moved TO AMEND THE
PRIMARY MOTION TO ADD “AS RECOMMENDED BY STAFF AND THE PLANNING
COMMISSION”. Motion failed 2 – 3. (Pearson, Bloyer, Nelson – nay) Primary motion
passed 3 – 2. (Fliflet, Lundgren – nay)
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 1, 2017
Page 4 of 5
ITEM 15: Presentation and Acceptance of 2016 Comprehensive Annual Financial Report
Finance Director Swanson provided a brief introduction and background information for the
2016 Comprehensive Annual Financial Report (CAFR). Jason Miller, Smith Schafer &
Associates, presented highlights from the City’s 2016 audit.
Councilmember Fliflet, seconded by Councilmember Lundgren, moved TO ACCEPT THE
RESULTS OF THE 2016 AUDIT AND 2016 CAFR. Motion passed 5 – 0.
ITEM 16: Lions Park Improvement Project Bids
City Administrator Handt reviewed bids received for improvements at Lions Park and reported
on staff recommendations.
Bill Wacker, 3603 Laverne Avenue North, commented on the proposed layout of the park and
the proposed pavilion and parking lot changes on the north side of the park.
Frank Squadrito, 3570 Laverne Avenue North, complimented the improvements made in the area
thus far and expressed concern about lighting at the park.
Councilmember Nelson, seconded by Councilmember Bloyer, moved TO AWARD THE
CONTRACT FOR BID PACKAGE 1A TO RACHEL CONSTRUCTION IN AN AMOUNT
NOT TO EXCEED $254,750; BID PACKAGE 1B TO RACHEL CONSTRUCTIONIN AN
AMOUNT NOT TO EXCEED $11,200; BID PACKAGE 1D TO RACHEL CONSTRUCTION
IN AN AMOUNT NO TO EXCEED $11,800; BID PACKAGE 2A TO GREENSCAPE IN AN
AMOUNT NOT TO EXCEED $24,800; BID PACKAGE 3C TO KILLMER ELECTRIC IN
AN AMOUNT NOT TO EXCEED $99,400; AND TO REJECT ALL BIDS RECEIVED FOR
BID PACKAGES 1C, 3A, 3B AND 4A. Motion passed 4 – 1. (Fliflet – nay)
Councilmember Fliflet stated she supports fixing the field, lighting and dugouts and would like
to see the City seek additional donations and volunteers rather than spending $400,000.
COUNCIL REPORTS
Mayor Pearson: Thanked donors contributing toward the Lions Park improvements.
Councilmember Nelson: No report.
Councilmember Lundgren: Thanked Farmers Market volunteers and noted she attended the
Pankalo School grand opening.
Councilmember Bloyer: Thanked Shane Weis for his service as Chair of the Parks
Commission.
Councilmember Fliflet: Thanked Shane Weis for his service on the Parks Commission, looking
forward to the upcoming Washington County Fair.
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 1, 2017
Page 5 of 5
STAFF REPORTS AND ANNOUNCEMENTS
Administrator Handt: Shared a message from the Sheriff’s office asking residents to report
suspicious activities. Reported on issues in Human Resources and ribbon cutting on Lake Elmo
Avenue.
City Clerk Johnson: Provided a reminder of Huff n Puff and the Lake Elmo Fire Department
pancake breakfast on August 12th & 13th.
City Attorney Sonsalla: Working on cell phone tower leases and right of way ordinance
Meeting adjourned at 9:02 pm.
LAKE ELMO CITY COUNCIL
ATTEST:
______________________________
Mike Pearson, Mayor
_______________________________
Julie Johnson, City Clerk
NOTICE OF MEETING
City Council Meeting
Tuesday, August 15, 2017 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 1, 2017
D. Public Comments/Inquiries
E. Presentations
F. Consent Agenda
2. Approve Payment of Disbursements
3. Accept July 2017 Assessor’s Report
4. Accept July 2017 Building Department Report
5. Accept July 2017 Fire Department Report
6. Accept July 2017 Public Works Department Report
7. Accept Resignation of Planning Director, Approve Promotion and New Job Descriptions and Authorize
Advertising for City Planner
8. Old Village Ph3 Street & Utility Improvements – Approve Pay Request No. 2.
9. 2017 Street Improvements – Approve Pay Request No. 2.
10. Approve the Addition of Columbus Day as an Observed Holiday – Resolution 2017-086
11. Approve Sally Manzara Nature Center Proposed Final Architectural Plans
12. Approve Renaming Irving Circle North of Inwood 5th Addition to Irving Court North – Ordinance 08-184
13. Approve Restricting Parking Along Certain Streets – Resolution 2017-085
14. Approve “A Guide to the Development and Usage of Sunfish Lake Park” – Resolution 2017-087
G. Regular Agenda
15. 2018 Street Improvements – Authorize Feasibility Report - Resolution 2017-088
16. 2017 Mill and Overlay – Approve Change Order No. 1
H. Council Reports
I. Staff Reports and Announcements
J. Adjourn
Our Mission is to Provide Quality Public Services in a Fiscally Responsible
Manner While Preserving the City’s Open Space Character
STAFF REPORT
-- page 1 --
DATE: August 15, 2017
CONSENT
TO: Mayor and City Council
FROM: Brian Swanson, Finance Director
AGENDA ITEM: Approve Disbursements in the amount of $1,417,449.90
REVIEWED BY: Kristina Handt, City Administrator
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.
FISCAL IMPACT: $1,417,449.90
Claim # Amount Description
ACH $ 16,874.80 Payroll Taxes to IRS & MN Dept. of Revenue 08/03/17
ACH $ 8,818.80 Payroll Retirement to PERA 08/03/17
ACH $ 1,000.00 Payroll Retirement to MDCP 08/03/17
n/a $ 0.00 Payroll Checks (none)
Direct Deposits $ 40,306.48 Payroll Deposits 08/03/17
46267-46331 $ 1,348,767.38 Accounts Payable 08/15/17
2859-2860 $ 1,682.44 Accounts Payable 08/15/17 (Library Checks)
TOTAL $ 1,417,449.90
RECOMMENDATION:
If removed from the consent agenda, the recommended motion is as follows:
“Motion to approve the aforementioned disbursements in the amount of $1,417,449.90.”
ATTACHMENTS:
1. Accounts Payable – check register
STAFF REPORT
DATE: 8-15-2017
CONSENT
TO: Lake Elmo City Council
FROM: Dan Raboin
AGENDA ITEM: Monthly Assessor Report
REVIEWED BY: Kristina Handt, City Administrator
SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council
is asked to accept the monthly assessor report for July 2017 outlining work performed on behalf
of the City of Lake Elmo. No specific motion is needed as this is recommended as part of the
Consent Agenda.
MONTHLY ACTIVITY:
Property splits/plats – 3 Splits, 4 Plats
Sales collected and viewed – 16
Taxpayer inquiries – 4
Miscellaneous inquiries - 6
Inspections – Residential – 146
Inspections – Commercial - 2
Building permit reviews – 46
Pictures taken – 151
Other work performed included:
• Monthly meeting with County residential and commercial supervisors.
When not working in the field/inspections:
• Computer work includes but not limited to; data entry for all properties
inspected, permit information, sales verification using MLS and other
resources, and telephone inquiries.
RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council
accept the July 2017 monthly assessor report.
8-15-17
CONSENT
STAFF REPORT
DATE: August 15, 2017
CONSENT
TO: City Council
FROM: Greg Malmquist, Fire Chief
AGENDA ITEM: Month End Fire Department Update for July 2017
REVIEWED BY: Kristina Handt, City Administrator
ISSUE BEFORE COUNCIL: Review month end activity update from fire department. Advise on
any additional information requested.
PROPOSAL DETAILS/ANALYSIS:
We had 39 calls for July.
2 Fire alarms
1 CO detector alarm
8 Dispatched and cancelled en route
19 Medicals
1 Fire (other)
1 Gas leak
1 Grass Fire
4 Car accidents with injuries
1 Outside equipment fire
1 Outside rubbish fire
39 Total
A command vehicle did not respond on 12 calls for a response rate of 69%. Average response was 7.5
minutes. 23 calls had 3 or less responders minus the Duty Officer with 9 calls having only 1 personnel on
the apparatus.
Department drills for the month:
#1 – Confined Space Entry
#2 – Confined Space Rescue
#3 – Confined Space Practical
Points of interest:
- Staffing continues to be the hot topic. We have been approved to hire part time Fire Fighters to
cover shifts from 0600-1800 every day which entails the majority of our current staffing
concerns. 2 calls this month did not have any responders and were cancelled before mutual aid
was called. Both of those calls fell within the 0600-1800 window.
- One personnel attended a county wide fire investigations team meeting this month. The
formation of this team will utilize multi discipline/jurisdiction resources, (Fire, Law Enforcement,
County Atorney, State Fire Marshal) to provide a standard and consistent investigation resource
to the county.
- Joint training was conducted throughout the month with members of the public works
department regarding confined space work and rescue.
- We responded to an arson grass fire this month with just the Chief and Captain Witter to
extinguish it. One more personnel arrived for the call later. We were able to take care of it on
our own but it served as a good reminder as to the need for the additional personnel.
STAFF REPORT
DATE: 8/15/2017
CONSENT
AGENDA ITEM: Public Works Director Report
SUBMITTED BY: Rob Weldon, Public Works Director
REVIEWED BY: Kristina Handt, City Administrator
ISSUE BEFORE COUNCIL:
City Council is asked to review and accept, as part of Consent Agenda, a brief description of activities
that have taken place in the Public Works Department in the month of July 2017.
PROPOSAL DETAILS/ANALYSIS:
•Inwood Ave Booster Station training
•Savona Irrigation System Training
•Hazardous Waste Generator Inspection w/ Washington County
•I-94 Lift Station Pre-Construction Mtg.
•30th St. Pre- Wear Paving Walk-Thru Inspection
•Well #1 Electrical Failure
•Savona Pressure Reducing Valve work
•Prepare grant application for Sunfish Lake Park Trail Grooming
•Submit remaining Lead and Cooper Water Samples
•Savona 3rd Utillity and Pre-Wear Paving Walk Thru Inspections
•Street CIP Maint. Plan w/FOCUS Eng.
•Initial set up of Lake Elmo Ave Pressure Reducing Valve
•Delivery of 2 new pickups
•Pothole Patching 55.5tons
o Stonegate 2nd, 32nd 33rd St. Lampert Ave, Layton Ave. N
•Order tank for weed spraying.
RECOMMENDATION:
Base on the activities listed above, City Council is respectfully asked to accept the July 2017 Public
Works Report.
STAFF REPORT
DATE: August 15, 2017
CONSENT
AGENDA ITEM: Accept Resignation of Planning Director, Promote City Planner and
Authorize Advertising for City Planner
SUBMITTED BY: Kristina Handt, City Administrator
REVIEWED BY: Julie Johnson, City Clerk
BACKGROUND:
Stephen Wensman submitted his resignation earlier this month and his last day will be August
19th.
Per the City of Lake Elmo Personnel Policy and Employee Handbook, the City Administrator or
designee will determine if a vacancy will be filled through an open recruitment or by promotion,
transfer, or some other method.
ISSUE BEFORE COUNCIL:
Does Council accept the resignation, approve the promotion and authorize posting to fill the City
Planner position?
PROPOSAL:
The Council is respectfully requested to accept the resignation from Stephen Wensman.
I am recommending the Council promote City Planner Emily Becker to the Planning Director
position effective August 21st with a biweekly salary of $2,934.40
Staff is proposing advertising for the City Planner position immediately with a hiring range of
$26.46-29.11/hour. The pay range was taken from the Job Classification and Compensation
Study presented earlier this year.
Additionally, as part of the Job Class and Comp Study work was done to update job descriptions.
Updated job descriptions for both positions are included in your packet.
FISCAL IMPACT:
The estimated annual cost (wages, benefits and payroll taxes) for the Planning Director would be
approximately $94,000. This is less than the projected annual cost of $105,595 that was in the
revised 2017 budget.
The estimated annual cost for the City Planner position will be relatively the same as budgeted
depending on the hourly wage and health care benefit. An updated impact will be provided at
the time of hire of a new planner.
OPTIONS:
1) Accept Resignation, Approve Promotion of Emily Becker to Planning Director, Approve
New Job Descriptions and Authorize Posting City Planner Position
2) Accept Resignation and Authorize Posting Planning Director Position
RECOMMENDATION:
If removed from the consent agenda:
“Motion to accept Stephen Wensman’s resignation, promote Emily Becker to Planning
Director, approve new job descriptions and authorize posting City Planner position.”
ATTACHMENTS:
• Planning Director Job Description
• City Planner Job Description
City of Lake Elmo
Job Title: Planning Director
Department: Planning
Status: Full-time regular position
Benefits: Qualifies for full-time benefits
Reporting Relationship: Reports to City Administrator
Supervisory Duties: This position exercises supervision over all Planning Department
staff.
Position Details/Essential Functions: This position is to strengthen the health and
vitality of the City through managing planning, development review, redevelopment,
building plan review, inspection, code enforcement, and housing. This position manages the
direct operations of the Planning Department, meeting statutory requirements, while
administering the City’s Comprehensive Plan. Main functions include managing development
review, enforcing city ordinances and policies, keep accurate details and records, provide
clear communication and provide technical support to the City Council or Planning
Commission through reports and presentations. This positions servers under the general
supervision of the City Administrator and is responsible, but not limited to the following
duties:
Department Operations:
Monitor revenues and expenditures in assigned areas to assure sound fiscal
control; prepare annual budget requests, assure effective and efficient use of
budgeted funds, personnel, materials, facilities and time
Determine work procedures, prepare work schedules, and expedite workflow;
study and standardize procedures to improve efficiency and effectiveness of
operations
Attends City staff meetings, City Council meetings and advisory boards.
Community Planning:
Provide leadership and direction in the development of short and long-range
plans related to growth management, land use, housing, transportation, park,
trails, open space systems, public facilities or other issues to meet the City’s
needs and requirements of the intergovernmental agreements and or State
legislation
Formulate and administer the Comprehensive Plan
Coordinate the comprehensive plan activities with the Metropolitan Council plan,
state and county planning activities
Develop and maintain Lake Elmo’s economic development and redevelopment
programs
Supervise the evaluation of land use proposals for conformity to established plans
and ordinances
Identify strategic opportunities for the use of tax increment financing and other
resources to attract and shape development within the City
Prepares codes and ordinances, recommends amendments, fee structures, etc.
Gather, interpret, and prepare data for studies, reports and recommendations;
coordinates department activities with other departments and agencies as
needed.
Assist with designs for parks, streetscapes, landscapes and other municipal
projects.
Intergovernmental Coordination:
Monitor inter-governmental and legislative decisions affecting department
operations and follow through with appropriate action
Render technical advice to City officials and employees regarding community
development, design standards, land use, and related aspects of physical, social
and environmental planning
Development Review:
Supervise the development review process for submittal of rezoning, subdivision,
special use permit and site plan applications, through analysis of project
proposals, preparation of staff reports and recommendations
Interpret City codes and exercise judgement in applying requirements to cases
which do not fit norms
Deal with developers, design professionals, contractors, business people, citizens
and property owners
Handle controversial issues
Insure the maintenance of accurate record keeping of departmental activities
relating to licenses, permits, development projects and special studies
Interpret and apply development regulations; identify gaps in the ordinance
provisions and recommends ways to address these gaps; prepares ordinance
revisions for consideration by City Council
Work with the City Engineer to ensure that development projects are completed
according to approved plans.
Code Enforcement:
Supervise the enforcement of zoning, housing, and nuisance codes including the
receiving of complaints, field investigations, preparation and notification letters
and court orders, and possible testimony in court hearings to achieve code
compliance
Develop methods for dealing with chronic code enforcement issues and problem
properties
Supervisory Responsibilities:
Establishes and maintains policies and procedures for the Department
Carries out supervisory duties in accordance with the City’s policies and
applicable laws
Responsible for training, planning, assigning and directing work
Responsible for evaluating performance, rewarding employees, disciplining
employees
Responsible for responding to grievances, addressing complaints and addressing
problems of employees
While these are the primary focus of the position, we believe strongly in teamwork and
employees will be called upon to perform a variety of duties as part of their role with the
City.
Position Requirements
Knowledge, Skills and Abilities:
Extensive knowledge of community development programs and process, and the
typical operations of a planning department
Ability to supervise a complex set of department functions which involve several
technical disciples, and to manage a complicated work program so that demands are
matched to resources
Ability to think in a creative and strategic manner, to develop alternatives and
specific program proposals designed to achieve effective results consistent with
community goals
Thorough knowledge of how to formulate, implement, and apply comprehensive
plans and specials studies related to community development issues
Thorough knowledge of how to develop, interpret, and apply development
regulations, and to conduct code enforcement activities
Ability to handle stressful situations and effectively deal with difficult or angry people
Familiarity with the Community Development Block Grant program and other federal
and state housing programs
Familiarity of GIS system and how to utilize them in the operation of a planning
department
Ability to analyze situations and information, formulate alternatives, and use sound
judgement in drawing conclusions and making decisions
Education: four-year degree in Planning, Urban Studies, Geography, Landscape Architect,
or related field
Requirements: Minimum of five years’ experience in public sector position and at least four
years of supervisory experience. This position should also include in:
• Fully capable in word processing, spreadsheet, Geographic Information System (GIS)
and other computer software
• Knowledge of principles of city planning and urban design
• Knowledge of techniques of problem solving, research procedures, and public
relations
• Valid MN State Driver’s License
Desired Qualifications:
Master’s Degree in Urban Planning, Landscape Architect, Geography or closely
related field
Physical and Mental Requirements: Work is performed in both office and field settings.
Some of the employee’s time is spent in field inspection associated with code enforcement
and development cases. Sufficient mobility is necessary to navigate natural terrain and
construction sites. Visual acuity sufficient to evaluate field conditions, plans and drawings is
necessary. Specific vision abilities required by this job include close vision, distance, vision,
color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye
coordination is necessary to operate computers and various pieces of office equipment.
**The physical demands described here are representative to those that must be met by an
employee to successfully perform the essential functions of the job. Reasonable
accommodations can be made to enable individuals with disabilities to perform the essential
functions.
Working Conditions: While performing duties of this job, the employee is required to s it,
stand, walk, talk and hear, use hands to finger, handle, feel and operate objects, tools or
controls. The employee must occasionally lift and/or move 40 pounds.
Competencies Common to All City Positions:
• Develop, maintain a thorough working knowledge of, and comply with all
departmental and applicable City policies and procedures
• Demonstration by personal example the spirit of service, excellence, and integrity
expected from all staff
• Develop respectful and cooperative working relationships with co-workers, including
willing assistance to newer staff so job responsibilities can be performed with
confidence as quickly as possible
• Confer regularly with and keep immediate supervisor informed of all important
matters which pertain to the applicable job functions and responsibilities
• Represent the City of Lake Elmo in a professional manner to the public, outside
contacts and constituencies
**The work environment characteristics described here are representative to those an
employee encounters while performing essential functions of this job. Reasonable
accommodations can be made to enable individuals with disabilities to perform the
essential functions.
City of Lake Elmo
Job Title: City Planner
Department: Planning
Status: Full-time regular position
Benefits: Qualifies for full-time benefits
Reporting Relationship: Reports to Planning Director
Supervisory Duties: This position does not formally supervise, but provides work direction
to the Planning Program Assistant.
Position Details/Essential Functions: Under limited supervision, this position is to
complete professional planning and administrative work directing and coordinating the
development of the City. This position serves as the City’s principal planner and advises the
Department in land use issues affecting redevelopment and economic development. This
position is to be a resource to residents, developers, Planning Commission, City Council,
Economic Development Authority and co-workers on land use and redevelopment matters.
This position is responsible for coordinating housing redevelopment programs and serving
as a resource for commercial redevelopment activities. This position performs under the
general supervision of the Planning Director and is responsible, but not limited to the
following duties:
Planning Projects:
Responsible to manage all aspects of planning projects, including community
engagement, consultant oversight, and approvals
Answer questions and provide general planning-related information to the
public, interprets overall plans, City projects, and ordinances
Analyzes and reviews variance requests and special-use/conditional use permits
and make recommendations to the Planning Commission and City Council
Coordinates the intake and review of planning and zoning applications and
monitors applications for compliance with state-mandated review schedules
Comprehensive Plan:
Review public projects and private developments proposals for conformance with
the Comprehensive Plan
Stakeholder Management:
Effectively identify and organize resident groups, coordinate input, arrange and
facilitate public meetings, prepare and present information and identify
community needs by collecting, verifying and compiling data from a variety of
sources
Develop quality Planning Commission, Parks Commission and City Council actions
and/or study items and present strategy plans, agreements, new initiatives,
contracts and community recommendations
Establish and maintain effective working relationships with all levels of customers
and planning staff
Make presentations to committees, City Council, public or other agencies on all
areas of planning, housing/redevelopment, code enforcement and parks and
recreation
Attend Planning Commission, Parks Commission, City Council meeting and other
meetings as needed, which may include night and weekend meetings
Project Management:
Provide customer service on-site, front counter, e-mail inquiries and phone calls
Act as project manager to manage project process, communication, expectations,
risk and issue resolution
Foster and demonstrate effective relationship building in a collaborative
environment including working across departments, with regional and state
agencies to form partnerships
While these are the primary focus of the position, we believe strongly in teamwork and
employees will be called upon to perform a variety of duties as part of their role with the
City.
Position Requirements
Knowledge, Skills and Abilities:
Demonstrates ability to prioritize tasks, solve problems and meet deadlines
Interface with other City, County and State Government and other jurisdictions when
required
Participate in the formation, evaluation and analysis of departmental long range and
strategic plans
Prepare written reports and materials for presentations
Assist in interpreting planning and zoning activities to commissions, boards,
developer and the public
Communicate clearly and concisely, both orally and in writing
Prepare clear and concise reports
Education: four-year degree in Planning, Urban Studies, Geography, Landscape Architect,
or related field
Requirements: Minimum of three years’ experience in public sector position and
experience in:
• Fully capable in word processing, spreadsheet, Geographic Information System (GIS)
and other computer software
• Knowledge of principles of city planning and urban design
• Knowledge of techniques of problem solving, research procedures, and public
relations
• Valid MN State Driver’s License
Desired Qualifications:
Formal training on project management or certify
Physical and Mental Requirements: Work is performed in both office and field settings.
Some of the employee’s time is spent in field inspection associated with code enforcement
and development cases. Sufficient mobility is necessary to navigate natural terrain and
construction sites. Visual acuity sufficient to evaluate field conditions, plans and drawings is
necessary. Specific vision abilities required by this job include close vision, distance, vision,
color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye
coordination is necessary to operate computers and various pieces of office equipment.
While performing duties of this job, the employee is required to sit, stand, walk, talk and
hear, use hands to finger, handle, feel and operate objects, tools or controls. The employee
must occasionally lift and/or move 40 pounds.
**The physical demands described here are representative to those that must be met by an
employee to successfully perform the essential functions of the job. Reasonable
accommodations can be made to enable individuals with disabilities to perform the essential
functions.
Working Conditions: While performing duties of this job, the employee is required to sit,
stand, walk, talk and hear, use hands to finger, handle, feel and operate objects, tools or
controls. The employee must occasionally lift and/or move 40 pounds.
Competencies Common to All City Positions:
• Develop, maintain a thorough working knowledge of, and comply with all
departmental and applicable City policies and procedures
• Demonstration by personal example the spirit of service, excellence, and integrity
expected from all staff
• Develop respectful and cooperative working relationships with co-workers, including
willing assistance to newer staff so job responsibilities can be performed with
confidence as quickly as possible
• Confer regularly with and keep immediate supervisor informed of all important
matters which pertain to the applicable job functions and responsibilities
• Represent the City of Lake Elmo in a professional manner to the public, outside
contacts and constituencies
**The work environment characteristics described here are representative to those an
employee encounters while performing essential functions of this job. Reasonable
accommodations can be made to enable individuals with disabilities to perform the
essential functions.
STAFF REPORT
DATE: August 15, 2017
CONSENT
AGENDA ITEM: Old Village Phase 3: Street, Drainage, and Utility Improvements – Pay
Request No. 2
SUBMITTED BY: Chad Isakson, Project Engineer
REVIEWED BY: Kristina Handt, City Administrator
Jack Griffin, City Engineer
ISSUE BEFORE COUNCIL: Should the City Council approve Pay Request No. 2 for the Old Village
Phase 3: Street, Drainage, and Utility Improvements?
BACKGROUND: Douglas-Kerr Underground, LLC was awarded a construction contract on May 16,
2017 to complete the Old Village Phase 3: Street, Drainage, and Utility Improvements. The substantial
completion date for the project is October 20, 2017.
PROPOSAL DETAILS/ANALYSIS: Douglas-Kerr Underground, LLC, has submitted Partial Pay
Request No. 2 in the amount of $268,366.72. The request has been reviewed and payment is
recommended in the amount requested. In accordance with the contract documents, the City has retained
5% of the total work completed. The amount retained is $23,924.26.
FISCAL IMPACT: None. Partial payment is proposed in accordance with the Contract for the project.
Payment remains within the authorized scope and budget.
RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent
Agenda, Pay Request No. 2 for the Old Village Phase 3: Street, Drainage, and Utility Improvements
project. If removed from the consent agenda, the recommended motion for the action is as follows:
“Move to approve Pay Request No. 2 to Douglas-Kerr Underground, LLC in the amount of
$268,366.72 for the Old Village Phase 3: Street, Drainage, and Utility Improvements project”.
ATTACHMENTS:
1. Partial Pay Estimate No. 2.
PARTIAL PAY ESTIMATE NO. 2
OLD VILLAGE PHASE 3 IMPROVEMENTS
CITY OF LAKE ELMO, MINNESOTA
PROJECT NO. 2016.133
QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT
1 LS 1
$58,045.95 $58,045.95 0.00 $0.00 0.50 $29,022.98
2 ACRE 1.15
$6,000.00 $6,900.00 0.45 $2,700.00 0.95 $5,700.00
3 TREE 42
$200.00 $8,400.00 21.00 $4,200.00 43.0 $8,600.00
4 LF 2884
$1.20 $3,460.80 250.00 $300.00 869.0 $1,042.80
5 LF 144
$11.45 $1,648.80 101.00 $1,156.45 101.0 $1,156.45
6 LF 440
$3.00 $1,320.00 0.00 $0.00 100.0 $300.00
7 EACH 1
$450.00 $450.00 1.00 $450.00 1.0 $450.00
8 SY 10246
$1.10 $11,270.60 0.00 $0.00 3,600.0 $3,960.00
9 SY 765
$3.75 $2,868.75 0.00 $0.00 0.0 $0.00
10 SY 300
$6.25 $1,875.00 0.00 $0.00 0.0 $0.00
11 EACH 3
$260.00 $780.00 1.00 $260.00 1.0 $260.00
12 EACH 14
$90.00 $1,260.00 3.00 $270.00 3.0 $270.00
13 EACH 6
$450.00 $2,700.00 1.00 $450.00 2.0 $900.00
14 LF 240
$3.50 $840.00 0.00 $0.00 0.0 $0.00
15 LF 610
$2.75 $1,677.50 0.00 $0.00 0.0 $0.00
16 LF 200
$27.00 $5,400.00 0.00 $0.00 80.0 $2,160.00
17 LF 100
$24.00 $2,400.00 0.00 $0.00 0.0 $0.00
18 EACH 8
$35.00 $280.00 0.00 $0.00 0.0 $0.00
19 EACH 5
$160.00 $800.00 0.00 $0.00 0.0 $0.00
20 EACH 26
$90.00 $2,340.00 0.00 $0.00 0.0 $0.00
21 SF 200
$23.00 $4,600.00 0.00 $0.00 0.0 $0.00
22 CY 12605
$10.85 $136,764.25 2,500.00 $27,125.00 2,500.0 $27,125.00
23 CY 467
$32.50 $15,177.50 0.00 $0.00 0.0 $0.00
24 CY 400
$29.85 $11,940.00 0.00 $0.00 0.0 $0.00
25 CY 7764
$19.00 $147,516.00 1,000.00 $19,000.00 1,000.0 $19,000.00
26 SY 1000
$1.50 $1,500.00 2,102.30 $3,153.45 2,102.3 $3,153.45
27 CY 2288
$31.95 $73,101.60 208.00 $6,645.60 208.0 $6,645.60
28 HOUR 40
$150.00 $6,000.00 0.00 $0.00 0.0 $0.00
29 GAL 501
$1.40 $701.40 0.00 $0.00 0.0 $0.00
30 TON 230
$101.00 $23,230.00 0.00 $0.00 0.0 $0.00
31 TON 590
$54.50 $32,155.00 0.00 $0.00 0.0 $0.00
32 TON 315
$63.00 $19,845.00 0.00 $0.00 0.0 $0.00
33 TON 790
$48.75 $38,512.50 0.00 $0.00 0.0 $0.00
34 TON 420
$56.25 $23,625.00 0.00 $0.00 0.0 $0.00
35 TON 170
$0.01 $1.70 0.00 $0.00 0.0 $0.00
36 LF 1400
$3.25 $4,550.00 0.00 $0.00 0.0 $0.00
37 LF 1600
$0.01 $16.00 0.00 $0.00 0.0 $0.00
38 EACH 1
$1,024.05 $1,024.05 0.00 $0.00 0.0 $0.00
39 EACH 1
$1,095.10 $1,095.10 0.00 $0.00 0.0 $0.00
40 EACH 2
$1,470.00 $2,940.00 0.00 $0.00 0.0 $0.00
41 EACH 2
$2,466.45 $4,932.90 2.00 $4,932.90 2.0 $4,932.90
42 LF 410
$0.01 $4.10 0.00 $0.00 0.0 $0.00
43 LF 1300
$10.50 $13,650.00 200.00 $2,100.00 200.0 $2,100.00
44 EACH 20
$175.00 $3,500.00 0.00 $0.00 0.0 $0.00
45 LF 3236
$35.10 $113,583.60 1,203.00 $42,225.30 1,884.0 $66,128.40
46 LF 125
$36.55 $4,568.75 65.00 $2,375.75 65.0 $2,375.75
47 LF 741
$32.60 $24,156.60 0.00 $0.00 0.0 $0.00
48 LF 350
$30.35 $10,622.50 231.00 $7,010.85 231.0 $7,010.85
49 LF 178
$37.85 $6,737.30 0.00 $0.00 0.0 $0.00
50 LF 101
$100.90 $10,190.90 109.00 $10,998.10 109.0 $10,998.10
51 EACH 2
$2,939.55 $5,879.10 0.00 $0.00 1.0 $2,939.55
52 EACH 7
$1,580.75 $11,065.25 2.00 $3,161.50 2.0 $3,161.50
53 EACH 8
$2,432.30 $19,458.40 3.00 $7,296.90 3.0 $7,296.90
54 EACH 2
$3,484.05 $6,968.10 1.00 $3,484.05 1.0 $3,484.05
55 EACH 1
$3,940.80 $3,940.80 0.00 $0.00 0.0 $0.00
56 EACH 1
$4,945.05 $4,945.05 1.00 $4,945.05 1.0 $4,945.05
57 EACH 21
$500.75 $10,515.75 0.00 $0.00 0.0 $0.00
58 EACH 9
$1,004.55 $9,040.95 2.00 $2,009.10 6.0 $6,027.30
59 EACH 4
$324.60 $1,298.40 0.00 $0.00 0.0 $0.00
60 EACH 1
$986.40 $986.40 0.00 $0.00 0.0 $0.00
61 EACH 4
$254.20 $1,016.80 0.00 $0.00 0.0 $0.00
62 EACH 5
$429.50 $2,147.50 0.00 $0.00 0.0 $0.00
63 LF 815
$11.05 $9,005.75 0.00 $0.00 0.0 $0.00
64 LF 760
$20.45 $15,542.00 157.00 $3,210.65 340.0 $6,953.00
65 LF 250
$9.70 $2,425.00 0.00 $0.00 0.0 $0.00
66 LF 290
$14.15 $4,103.50 188.00 $2,660.20 188.0 $2,660.20
67 EACH 36
$167.60 $6,033.60 0.00 $0.00 0.0 $0.00
68 EACH 14
$3,175.50 $44,457.00 6.00 $19,053.00 10.0 $31,755.00
69 LF 48
$137.15 $6,583.20 17.85 $2,448.13 32.0 $4,388.80
70 LF 3236
$1.25 $4,045.00 0.00 $0.00 0.0 $0.00
71 SY 120
$14.30 $1,716.00 0.00 $0.00 0.0 $0.00
72 LS 1
$25,028.00 $25,028.00 0.00 $0.00 0.5 $12,514.00
73 EACH 27
$279.20 $7,538.40 0.00 $0.00 0.0 $0.00
74 EACH 3
$726.45 $2,179.35 2.00 $1,452.90 2.0 $1,452.90
75 EACH 27
$362.85 $9,796.95 0.00 $0.00 0.0 $0.00
76 EACH 3
$839.00 $2,517.00 3.00 $2,517.00 3.0 $2,517.00
77 EACH 1
$390.95 $390.95 0.00 $0.00 0.0 $0.00
78 EACH 3
$1,025.40 $3,076.20 0.00 $0.00 2.0 $2,050.80
6" PVC Sanitary Service Pipe ‐ Sch40
4" PVC Sanitary Service Pipe ‐ Sch40
2" HDPE Pressure Pipe
Tracer Wire Box ‐ (at property line)
Sanitary Sewer Manhole (10' Deep)
Sanitary Sewer Manhole Extra Depth
2"x1‐1/4" Fused Tee
2" Rigid Insulation
Temporary Water Service
1" Corporation Stop
2" Corporation Stop
1" Curb Stop & Box
2" Curb Stop & Box
8" x 1 ‐1/4" Saddle Tap
Connect to Existing Water Main
15" RC Pipe Apron w/Trash Guard
18" RC Pipe Apron w/Trash Guard
21" RC Pipe Apron w/Trash Guard
36" Span RC Pipe‐Arch Apron w/Trash Guard
Infiltration Basin Underdrain System
18" RC Pipe Sewer, Des 3006 CL V
21" RC Pipe Sewer, Des 3006 CL III
36" Span RC Pipe‐Arch Sewer CL IIA
Connect to Existing Sanitary Sewer
Construct Drainage Structure 2'x3' (w/ CasƟng)
4" PVC Perf. Edge Drain w/ Backfill & Wrap
Draintile Cleanout
8" PVC Pipe Sewer (SDR 26)
12" RC Pipe Sewer, Des 3006 CL V
15" RC Pipe Sewer, Des 3006 CL V
8"X6" PVC Wye, SDR 26
6" Clean‐Out Assembly (SCH 40)
2" Pressure Cleanout & CurbstopAssembly
Construct Drainage Structure Des. CC ‐ 48" (w/ CasƟng)
Construct Drainage Structure Des. CC ‐ 60" (w/ CasƟng)
Construct Drainage Structure Des. CC ‐ 72" (w/ CasƟng)
Construct Drainage Structure Des. CC ‐ 84" (w/ CasƟng)
8"X4" PVC Wye, SDR 26
1‐1/4" HDPE Service Pipe
Sewer Televising
Type SP 9.5 Wearing Course Mix (3,B)
1‐1/4" Curb Stop & Box
Pulverize Bituminous Pavement (P)
Remove Bituminous Driveway & Parking Lot Pavement
Remove Concrete Driveway Pavement
Remove Catch Basin or Manhole (Storm)
Salvage and Install Fence
Salvage Sign (Type C or Street Name Sign)
Remove Gate Valve & Box
Sawing Concrete Pavement (Full Depth)
Sawing Bit Pavement (Full Depth)
Salvage Retaining Wall
Agg. Base, Cl. 6 (CV) (P)
Street Sweeping
Bit. Material for Tack Coat
Type SP 9.5 Wearing Course Mix (2,C) (Parking Lots, Driveways & Bike Trails
Remove Hydrant
Type SP 9.5 Wearing Course Mix (3,C)
Salvage & Install Sign Type C
Type SP 12.5 Wearing Course Mix (3,B)
Type SP 12.5 Wearing Course Mix (3,.C)
Bituminous Wedge Paving
Saw & Seal Joint (40' Intervals)
Pipe Foundation Rock
ITEM DESCRIPTION OF PAY ITEM UNIT
CONTRACT THIS PERIOD TOTAL TO DATE
DIVISION 1
Mobilization
Clearing & Grubbing
Clearing & Grubbing
Salvage & Install Mailbox Assembly
Salvage & Install Pavers (Incl. Flagstone Steps & Wall)
Common Excavation (P)
Infiltration Basin Excavation (EV)
Subgrade Correction (EV)(Includes Select Granular Borrow ‐ Mod 5%)
Select Granular Borrow ‐ Mod. 5% (CV)(P)
Geotextile Fabric, Type V
Remove Water Main Pipe
Remove Sewer Pipe (Storm)
Remove Backstop Fence
Remove Concrete Curb & Gutter
QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT
ITEM DESCRIPTION OF PAY ITEM UNIT
CONTRACT THIS PERIOD TOTAL TO DATE
79 EACH 34
$382.35 $12,999.90 5.00 $1,911.75 5.0 $1,911.75
80 EACH 8
$4,199.10 $33,592.80 3.00 $12,597.30 6.0 $25,194.60
81 EACH 14
$1,586.10 $22,205.40 3.00 $4,758.30 10.0 $15,861.00
82 EACH 8
$2,036.45 $16,291.60 1.00 $2,036.45 2.0 $4,072.90
83 EACH 4
$3,023.65 $12,094.60 0.00 $0.00 4.0 $12,094.60
84 LF 1095
$9.20 $10,074.00 41.00 $377.20 41.0 $377.20
85 LF 90
$22.95 $2,065.50 60.00 $1,377.00 60.0 $1,377.00
86 LF 394
$24.45 $9,633.30 37.00 $904.65 205.0 $5,012.25
87 LF 2424
$32.30 $78,295.20 763.00 $24,644.90 810.0 $26,163.00
88 LF 892
$60.95 $54,367.40 246.00 $14,993.70 892.0 $54,367.40
89 LB 3606
$3.25 $11,719.50 1,434.00 $4,660.50 3,070.0 $9,977.50
90 CY 40
$115.00 $4,600.00 20.00 $2,300.00 20.0 $2,300.00
91 SF 5100
$4.90 $24,990.00 0.00 $0.00 0.0 $0.00
92 SF 480
$6.10 $2,928.00 0.00 $0.00 0.0 $0.00
93 LF 365
$19.00 $6,935.00 0.00 $0.00 0.0 $0.00
94 LF 5525
$12.25 $67,681.25 0.00 $0.00 0.0 $0.00
95 SY 300
$47.75 $14,325.00 0.00 $0.00 0.0 $0.00
96 SY 125
$55.75 $6,968.75 0.00 $0.00 0.0 $0.00
97 SF 72
$30.00 $2,160.00 0.00 $0.00 0.0 $0.00
98 LS 1
$2,300.00 $2,300.00 0.00 $0.00 0.0 $0.00
99 SF 21
$43.50 $913.50 0.00 $0.00 0.0 $0.00
100 EACH 3
$495.00 $1,485.00 0.00 $0.00 0.0 $0.00
101 LF 2400
$1.25 $3,000.00 715.00 $893.75 715.0 $893.75
102 EACH 23
$125.00 $2,875.00 9.00 $1,125.00 9.0 $1,125.00
103 CY 125
$39.50 $4,937.50 0.00 $0.00 0.0 $0.00
104 CY 1500
$24.75 $37,125.00 0.00 $0.00 0.0 $0.00
105 SY 6300
$5.25 $33,075.00 0.00 $0.00 0.0 $0.00
106 ACRE 2
$1,108.00 $2,216.00 0.00 $0.00 0.0 $0.00
107 ACRE 0.2
$777.00 $155.40 0.00 $0.00 0.0 $0.00
108 SY 2400
$1.35 $3,240.00 1,600.00 $2,160.00 1,600.0 $2,160.00
109 LF 800
$2.10 $1,680.00 0.00 $0.00 0.0 $0.00
110 LF 700
$15.50 $10,850.00 0.00 $0.00 0.0 $0.00
111 EACH 4
$1,400.00 $5,600.00 0.00 $0.00 0.0 $0.00
$1,576,039.15 $262,332.38 $458,326.28
TOTALS ‐ BASE CONTRACT $1,576,039.15 $262,332.38 $458,326.28
CHANGE ORDER NO. 1
CO1‐1 CY ‐467.0 $32.50 ‐$15,177.50 0.00 $0.00 0.0 $0.00
CO1‐2 EACH ‐1.0 $1,024.05 ‐$1,024.05 0.00 $0.00 0.0 $0.00
CO1‐3 EACH ‐1.0 $1,470.00 ‐$1,470.00 0.00 $0.00 0.0 $0.00
CO1‐4 LF ‐410.0 $0.01 ‐$4.10 0.00 $0.00 0.0 $0.00
CO1‐5 CY ‐125.0 $39.50 ‐$4,937.50 0.00 $0.00 0.0 $0.00
CO1‐6 LF 230.0 $68.90 $15,847.00 236.00 $16,260.40 236.0 $16,260.40
CO1‐7 EACH 3.0 $1,299.50 $3,898.50 3.00 $3,898.50 3.0 $3,898.50
CO1‐8 EACH ‐3.0 $1,004.55 ‐$3,013.65 0.00 $0.00 0.0 $0.00
CO1‐9 EACH ‐4.0 $324.60 ‐$1,298.40 0.00 $0.00 0.0 $0.00
CO1‐10 LF ‐460.0 $20.45 ‐$9,407.00 0.00 $0.00 0.0 $0.00
TOTALS ‐ CHANGE ORDER NO. 1 ‐$16,586.70 $20,158.90 $20,158.90
TOTALS ‐ REVISED CONTRACT $1,559,452.45 $282,491.28 $478,485.18
8" C900 PIPE SEWER
REMOVE 8"X6" PVC WYE, SDR 26
REMOVE INFILTRATION BASIN EXCAVATION (EV)
Connect to Existing Water Service
Hydrant
6" Gate Valve & Box
8" Gate Valve & Box
16" Butterfly Valve & Box
1" Type K Copper Pipe
REMOVE 15" RC PIPE APRON W/TRASH GUARD
SUBTOTAL ‐ DIVISION 1
REMOVE 6" CLEAN‐OUT ASSEMBLY (SCH 40)
REMOVE 21" RC PIPE APRON W/TRASH GUARD
REMOVE INFILTRATION BASIN UNDERDRAIN SYSTEM
REMOVE FILTER TOPSOIL BORROW (PULVERIZED) (LV)
REMOVE 6" PVC SANITARY SERVICE PIPE ‐ SCH 40
8"X6" C900 WYE
2" Type K Copper Pipe
6" Water Main DIP ‐ CL 52 (Poly Encased)
8" Water Main DIP ‐ CL 52 (Poly Encased)
16" Water Main DIP ‐ CL 52 (Poly Encased)
Water Main Fittings
Random Rip‐Rap, Class III (includes Geotextile Fabric)
5" Concrete Walk
6" Concrete Walk ‐ Pedestrian Ramp
B612 Concrete Curb & Gutter
B618 Concrete Curb & Gutter
6" Concrete Driveway Pavement
8" Concrete Driveway Pavement
Seeding (Seed Mixture Type 25‐131)
Seeding (Seed Mixture Type Basin)
Erosion Control Blanket Category 3N
Sediment Control Log
6' Wide Agg. Lime Walking Trail
Temporary Rock Construction Entrance
Truncated Domes
Traffic Control
Sign Panels, Type C
Sign, Type Special (Street Name)
Silt Fence, Preassembled
Storm Drain Inlet Protection
Filter Topsoil Borrow (Pulverized) (LV)
Common Topsoil Borrow (Pulverized) (LV)
Sodding, Type Mineral
STAFF REPORT
DATE: August 15, 2017
CONSENT
AGENDA ITEM: 2017 Street Improvements – Pay Request No. 2
SUBMITTED BY: Chad Isakson, Project Engineer
REVIEWED BY: Krintina Handt, City Administrator
Jack Griffin, City Engineer
ISSUE BEFORE COUNCIL: Should the City Council approve Pay Request No. 2 for the 2017 Street
Improvements?
BACKGROUND: Hardrives, Inc. was awarded a construction contract on May 16, 2017 to complete the
2017 Street Improvements project. The substantial completion date for the project is September 22, 2017.
PROPOSAL DETAILS/ANALYSIS: Hardrives, Inc., has submitted Partial Pay Request No. 2 in the
amount of $203,527.28. The request has been reviewed and payment is recommended in the amount
requested. In accordance with the contract documents, the City has retained 5% of the total work
completed. The amount retained is $13,698.78.
FISCAL IMPACT: None. Partial payment is proposed in accordance with the Contract for the project.
Payment remains within the authorized scope and budget.
RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent
Agenda, Pay Request No. 2 for the 2017 Street Improvements. If removed from the consent agenda, the
recommended motion for the action is as follows:
“Move to approve Pay Request No. 2 to Hardrives, Inc. in the amount of $203,527.28 for the 2017
Street Improvements project”.
ATTACHMENTS:
1. Partial Pay Estimate No. 2.
PARTIAL PAY ESTIMATE NO. 2
2017 STREET IMPROVEMENTS
CITY OF LAKE ELMO, MINNESOTA
PROJECT NO. 2016.135
QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT
1 LS 1
$4,226.26 $4,226.26 0.00 $0.00 1.00 $4,226.26
2 LS 1
$1,890.12 $1,890.12 0.00 $0.00 1.00 $1,890.12
3 LF 180
$2.63 $473.40 0.00 $0.00 0.00 $0.00
4 EA 39
$90.00 $3,510.00 0.00 $0.00 12.50 $1,125.00
5 EA 11
$231.01 $2,541.11 0.00 $0.00 15.00 $3,465.15
6 EA 11
$126.01 $1,386.11 0.00 $0.00 15.00 $1,890.15
7 CY 2,080
$10.00 $20,800.00 0.00 $0.00 0.00 $0.00
8 SY 10,330
$4.40 $45,452.00 0.00 $0.00 0.00 $0.00
9 SY 2,140
$1.95 $4,173.00 0.00 $0.00 0.00 $0.00
10 EA 10
$472.53 $4,725.30 0.00 $0.00 0.00 $0.00
$89,177.30 $0.00 $12,596.68
1 LF 281
$5.25 $1,475.25 226.00 $1,186.50 273.00 $1,433.25
2 EA 12
$420.02 $5,040.24 11.00 $4,620.22 13.00 $5,460.26
3 EA 1
$420.02 $420.02 1.00 $420.02 1.00 $420.02
4 EA 13
$159.82 $2,077.66 0.00 $0.00 0.00 $0.00
5 EA 13
$659.11 $8,568.43 0.00 $0.00 0.00 $0.00
6 LF 66
$31.50 $2,079.00 60.00 $1,890.00 98.00 $3,087.00
7 LF 1,773
$32.55 $57,711.15 943.00 $30,694.65 1,772.00 $57,678.60
8 LF 20
$60.90 $1,218.00 16.00 $974.40 16.00 $974.40
9 EA 5
$945.06 $4,725.30 4.00 $3,780.24 4.00 $3,780.24
10 EA 1
$2,205.12 $2,205.12 1.00 $2,205.12 1.00 $2,205.12
11 EA 4
$1,732.60 $6,930.40 4.00 $6,930.40 6.00 $10,395.60
12 EA 17
$2,058.11 $34,987.87 11.00 $22,639.21 18.00 $37,045.98
13 CY 39
$89.25 $3,480.75 38.30 $3,418.28 38.30 $3,418.28
14 LF 220
$17.85 $3,927.00 285.00 $5,087.25 285.00 $5,087.25
$134,846.19 $83,846.29 $130,986.00
1 LF 310
$1.00 $310.00 310.00 $310.00 310.00 $310.00
2 LF 130
$1.65 $214.50 161.00 $265.65 161.00 $265.65
3 SY 680
$4.12 $2,801.60 630.00 $2,595.60 630.00 $2,595.60
4 SY 220
$7.49 $1,647.80 196.00 $1,468.04 196.00 $1,468.04
5 SY 41,776
$1.35 $56,397.60 41,776.00 $56,397.60 41,776.00 $56,397.60
6 CY 4,062
$9.47 $38,467.14 3,062.00 $28,997.14 3,062.00 $28,997.14
7 LF 3,174
$1.01 $3,205.74 0.00 $0.00 0.00 $0.00
8 CY 370
$0.01 $3.70 0.00 $0.00 0.00 $0.00
9 RS 121
$250.00 $30,250.00 0.00 $0.00 0.00 $0.00
10 SY 893
$18.00 $16,074.00 0.00 $0.00 0.00 $0.00
11 TN 4,380
$48.75 $213,525.00 0.00 $0.00 0.00 $0.00
12 TN 3,290
$51.45 $169,270.50 0.00 $0.00 0.00 $0.00
13 GAL 2,020
$1.25 $2,525.00 0.00 $0.00 0.00 $0.00
14 LF 9,560
$2.60 $24,856.00 0.00 $0.00 0.00 $0.00
15 LF 20,997
$10.25 $215,219.25 0.00 $0.00 0.00 $0.00
16 EA 3
$523.98 $1,571.94 0.00 $0.00 0.00 $0.00
17 SY 220
$50.61 $11,134.20 0.00 $0.00 0.00 $0.00
18 LF 2,000
$9.60 $19,200.00 1,830.00 $17,568.00 1,830.00 $17,568.00
19 EA 20
$230.00 $4,600.00 18.00 $4,140.00 18.00 $4,140.00
20 EA 2
$1,454.34 $2,908.68 2.00 $2,908.68 2.00 $2,908.68
$814,182.65 $114,650.71 $114,650.71
TOTALS ‐ BASE CONTRACT $1,038,206.14 $198,497.00 $258,233.39
CHANGE ORDER NO. 1
CO1‐1 LS 1.0 $2,400.00 $2,400.00 1.00 $2,400.00 1.0 $2,400.00
CO1‐2 LF 54.0 $5.25 $283.50 54.00 $283.50 54.0 $283.50
CO1‐3 LF 54.0 $60.90 $3,288.60 54.00 $3,288.60 54.0 $3,288.60
CO1‐4 EA 1.0 $2,205.15 $2,205.15 1.00 $2,205.15 1.0 $2,205.15
CO1‐5 EA 1.0 $700.00 $700.00 1.00 $700.00 1.0 $700.00
CO1‐6 LS 1.0 $3,150.00 $3,150.00 1.00 $3,150.00 1.0 $3,150.00
CO1‐7 LS 1.0 $3,715.00 $3,715.00 1.00 $3,715.00 1.0 $3,715.00
GRADE TO DRAIN
BITUMINOUS MATERIAL FOR TACK COAT
REMOVE & DISPOSE OF EXISTING CONCRETE CURB AND GUTTER, ALL TYPES
REMOVE & DISPOSE OF EXISTING BITUMINOUS PAVEMENT (DRIVEWAY)
SUBTOTAL ‐ DIVISION 2
REMOVE & DISPOSE OF EXISTING CONCRETE PAVEMENT (DRIVEWAY)
RECLAIM EXISTING BITUMINOUS AND BASE MATERIALS (8" DEPTH INCL. BIT. CURB) (P)
DIVISION 3 ‐ STREET IMPROVEMENTS
15" FLARED END SECTION
18" FLARED END SECTION
CATCH BASIN TYPE 404
CATCH BASIN/MANHOLE TYPE 406
RIP RAP INCL. GEOTEXTILE
ITEM DESCRIPTION OF PAY ITEM UNIT
CONTRACT THIS PERIOD TOTAL TO DATE
DIVISION 1 ‐ GENERAL
MOBILIZATION
REMOVE & DISPOSE OF ENERGY DISSIPATION STRUCTURE
REMOVE CATCH BASIN CASTING
R‐3067 CATCH BASIN CASTING
12" RCP STORM SEWER PIPE
15" RCP STORM SEWER PIPE
18" RCP STORM SEWER PIPE
TRAFFIC CONTROL
SILT FENCE
INLET PROTECTION
CLEAR TREE
GRUB TREE
IMPORT AND PLACE TOPSOIL BORROW
SODDING
SEED, MULCH, & FERTILIZER
REINSTALL PROPERTY CORNER
DIVISION 2 ‐ STORM SEWER IMPROVEMENTS
REMOVE & DISPOSE OF EXISTING STORM SEWER (ALL SIZES AND TYPES, INCL. END SECT
REMOVE & DISPOSE OF EXISTING STORM SEWER STRUCTURE
SUBTOTAL ‐ DIVISION 1
SAWCUT BITUMINOUS OR CONCRETE
HAUL OUT EXCESS RECLAIMED MATERIAL (LV)
2' AGGREGATE SHOULDERING
SUBTOTAL ‐ DIVISION 3
SUBGRADE CORRECTION
SUBGRADE PREPARATION OF RECLAIMED SURFACE (P)
BITUMINOUS DRIVEWAY PAVEMENT
MANHOLE UPPER SECTION REHABILITATION
SAW AND SEAL STREET (40' INTERVALS)
BITUMINOUS NON‐WEARING COURSE
BITUMINOUS WEARING COURSE
CONCRETE CURB AND GUTTER, ALL TYPES
6" CONCRETE FLUME (ALL TYPES)
6" CONCRETE DIRVEWAY PAVEMENT
4" PERFORATED PVC EDGE DRAIN
DRAINTILE CLEANOUT
MOBILIZATION
REMOVE STORM SEWER
18‐INCH RCP STORM SEWER
18‐INCH FES W/ TRASHGUARD
CONNECT TO EXISTING STRUCTURE
CULVERT 305‐1 EXTENSION
CULVERT 306‐1 EXTENSION
QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT
ITEM DESCRIPTION OF PAY ITEM UNIT
CONTRACT THIS PERIOD TOTAL TO DATE
TOTALS ‐ CHANGE ORDER NO. 1 $15,742.25 $15,742.25 $15,742.25
TOTALS ‐ REVISED CONTRACT $1,053,948.39 $214,239.25 $273,975.64
STAFF REPORT
DATE: August 15, 2017
CONSENT
MOTION
TO: City Council
FROM: Julie Johnson, City Clerk
AGENDA ITEM: Approve the Addition of Columbus Day as an Officially Observed
Holiday
BACKGROUND:
The City of Lake Elmo’s Personnel Policy and Employee Handbook currently list the following as
officially observed holidays: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Eve, and Christmas Day. The addition of Columbus Day as an officially observed holiday will align the holiday schedule for both represented and non-represented employees. The Human Resources Committee will be resuming work on an updated personnel policy and employee handbook in September.
ISSUE BEFORE COUNCIL:
Should the council officially observe Columbus Day as an official City holiday and direct the Human
Resources Committee to include Columbus Day in the next update of the City of Lake Elmo Personnel
Policy and Employee Handbook?
FISCAL IMPACT:
N/A
RECOMMENDATION:
Staff is recommending that the City Council approve Resolution 2017-086 as part of the consent agenda.
If removed from the Consent Agenda, the recommended motion for the action is as follows:
“Move to approve Resolution 2017-086 establishing the addition of Columbus Day as an officially
observed holiday by the City of Lake Elmo.”
ATTACHMENTS:
• Resolution 2017-086
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2017-086
A RESOLUTION ESTABLISHING THE ADDITION OF COLUMBUS DAY AS AN
OFFICIALLY OBSERVED HOLIDAY BY THE CITY OF LAKE ELMO
WHEREAS, The City observes the following holidays:
New Year’s Day
Martin Luther King Day
Presidents Day
Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Friday after Thanksgiving Day
Christmas Eve
Christmas Day
WHEREAS, the addition of Columbus Day as an officially observed holiday creates
continuity between represented and non-represented city employees.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
Lake Elmo, Minnesota, does hereby add Columbus Day as an officially observed holiday
and directs the Human Resources Committee to include Columbus Day in the next update
of the City of Lake Elmo Personnel Policy and Employee Handbook.
Passed and duly adopted on this 15th day of August, 2017 by the City Council of the
City of Lake Elmo, Minnesota.
By: __________________________
Mike Pearson
Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk
STAFF REPORT
DATE: August 15, 2017
CONSENT
MOTION
TO: City Council
FROM: Emily Becker, City Planner
AGENDA ITEM: Sally Manzara Interpretive Nature Center
REVIEWED BY: Kristina Handt, City Administrator
BACKGROUND:
The City has been working with Tony Manzara and the Friends of Lake Elmo’s Sunfish Lake
Park since 2015 regarding his desire to build the Sally Manzara Nature Center at Sunfish Lake
Park. This has included presentations to the City Council, Planning Commission and Parks
Commission and multiple meetings with staff. The Sally Manzara Nature Center Development,
Lease, License and Operating Agreement was approved by Council on April 18, 2017. The Minnesota
Land Trust has reviewed the proposed final architectural plans for the Sally Manzara Interpretive Nature
Center and given its approval, attached.
ISSUE BEFORE COUNCIL:
Should the Council approve the Sally Manzara Interpretive Nature Center final architectural plans?
PROPOSAL DETAILS/ANALYSIS:
The attachment provides an artist’s conception of the building as well as a site plan and architectural
drawings for the building. Staff is recommending that siding and roofing samples be submitted to the City
for review to ensure that these are in keeping with City standards and will not negatively impact the
aesthetics of the park.
FISCAL IMPACT:
The Friends of Lake Elmo’s Sunfish Lake Park would be responsible for the cost of constructing and
maintaining the building. They would provide the City with an escrow in the amount of the bids to
ensure the building is completed. The Friends would also be responsible for the cost of installing a septic
system or other approved wastewater treatment system. If municipal sewer is extended to the property in
the future, it is understood the building would be required to connect but the City and Friends would
discuss how the assessment and connection charges would be allocated at that time.
City costs would be limited to staff time for promotion of Friends programs, assistance with grant
applications or other governmental agency approvals. Additionally, the City would bear the cost to repair
any damage to the building occurring as a result of City-organized use of the building. The City would
continue to be responsible for the maintenance of the access road, parking lot, and all trails.
OPTIONS:
1) Approve the Sally Manzara Nature Center Proposed Final Architectural Plans
2) Propose amendments to the Final Architectural Plans and approve conditioned on amendments being
made.
3) Do not approve the Sally Manzara Nature Center Proposed Final Architectural Plans.
RECOMMENDATION:
Motion to approve the Sally Manzara Nature Center Proposed Final Architectural Plans
ATTACHMENTS:
• Minnesota Land Trust Letter
• Out of the Box architectural plans
STAFF REPORT
DATE: 8/15/2017
CONSENT
TO: City Council
FROM: Emily Becker, City Planner
AGENDA ITEM: Rename Irving Circle North of Inwood 5th Addition to Irving Court North
REVIEWED BY: Stephen Wensman, Planning Director
BACKGROUND:
The cul-de-sac of Inwood 5th Addition Final Plat was inadvertently platted as Irving Circle North rather
than Irving Court N as in the Preliminary Plat. There already exists an Irving Circle North as a street
name in Inwood 3rd Addition. Staff requests that this cul-de-sac be renamed to Irving Court North to
comply with the City’s Street Naming Policy and to be consistent with the Preliminary Plat.
ISSUE BEFORE COUNCIL:
The Council is respectfully being requested to approve Ordinance 08-184 approving a street name
change within Inwood 5th Addition from Irving Circle N to Irving Court N.
PROPOSAL DETAILS/ANALYSIS:
The proposal is being made to bring the name of the cul-de-sac within Inwood 5th Addition in to
compliance with the City’s Street Naming Policy.
FISCAL IMPACT:
None.
OPTIONS:
The Council may or may not adopt Ordinance 08-184 approving the street name change within Inwood
5th Addition.
RECOMMENDATION:
Staff respectfully requests, as part of tonight’s consent agenda, Council adopt Ordinance 08-184
approving renaming of the cul-de-sac within Inwood 5th Addition from Irving Circle N to Irving Ct N.
If removed from the Consent Agenda, the recommended action can be completed through the
following motion:
2
“Move to adopt Ordinance 08-184 approving renaming of the cul-de-sac within Inwood 5th
Addition from Irving Circle N to Irving Ct N.”
ATTACHMENTS:
1)Ordinance 08-184
2)Final Plat of Inwood 5th Addition and Inwood 3rd Addition (to show duplicate street names)
1
CITY OF LAKE ELMO
COUNTY OF WASHINGTON
STATE OF MINNESOTA
ORDINANCE NO. 08-184
AN ORDINANCE RENAMING A STREET IN THE CITY OF LAKE ELMO.
SECTION 1. The City Council of the City of Lake Elmo hereby renames Irving Circle N as
platted in the Inwood 5th Addition Plat:
SECTION 2.
Subd. 1. For the purpose of this ordinance, the terms defined in this section shall have
the meanings ascribed to them.
Subd. 2. Existing Street Name. The term existing street name shall mean the name by
which a street is designated on the Inwood 5th Addition Plat.
Subd. 3. New Street Name. The term new street name shall mean the name by which
a street shall be known from and after the effective date of this ordinance.
SECTION 3. The Existing Street Name of Irving Circle N as designated on the Inwood 5th
Addition Plat shall have a New Street Name of Irving Court N.
SECTION 4. Effective Date. This ordinance shall become effective immediately upon
adoption and publication in the official newspaper of the City of Lake Elmo.
SECTION 5. Adoption Date. This Ordinance 08-184 was adopted on this 15th day of August
2017, by a vote of ___ Ayes and ___ Nays.
LAKE ELMO CITY COUNCIL
_________________________________
Mike Pearson, Mayor
ATTEST:
_________________________________
Julie Johnson, City Clerk
This Ordinance 08-184 was published on the ____ day of ___________________, 2017.
STAFF REPORT
DATE: August 15, 2017
CONSENT
TO: City Council
FROM: Emily Becker, City Planner
AGENDA ITEM: Restricting Parking along Certain Streets
REVIEWED BY: Stephen Wensman, Planning Director
Jack Griffin, City Engineer
Greg Malmquist, Fire Chief
Michael Bent, Building Official
Kristina Handt, City Administrator
BACKGROUND:
There are a number of new developments that have streets that do not meet street width standards
for parking on both or any side of the street, according to adopted City Engineering Standards.
These streets need to be signed “No Parking” in order to properly enforce these standards.
ISSUE BEFORE COUNCIL:
The City Council is being asked to adopt Resolution 2017-085 which declares certain streets or
certain sides of certain streets within new developments that do not meet City Engineering
Standards for street width for parking on both or one side of the street as “No Parking”.
REVIEW/ANALYSIS:
Engineering Street Width Standards. Adopted City Engineering Standards indicate the
following minimum street width for parking:
• Both sides of the street: 28 feet
• One side of the street: 24 feet
• No parking: 22 feet or less
Streets with No or One-Sided Parking Added. As previously stated, there are a number of new
developments that have streets that do not meet these standards. These street names are included
in Resolution 2017-085.
Enforcement. Currently, the Washington County’s Sheriff’s Department currently writes tickets
for cars parked in no parking zones designated by Council and signed. They currently reference
Minnesota Statutes Subd. 169.34: Prohibitions; Stopping, Parking, which prohibits any person
from stopping, standing, or parking a vehicle except when necessary to avoid conflict with other
traffic or in compliance with the directions of a police officer or traffic-control device at any
place where official signs prohibit stopping.
Chapter 73: Parking Regulations of the City Code currently prohibits parking in certain “No
Parking” zones throughout the City, unless a temporary parking permit has been issued by the
City Administrator. However, because of the onerous process it takes to be able to reference this
ordinance when issuing citations, Staff recommends that Council adopt a Resolution designating
certain areas as “No Parking” instead of amending this ordinance.
FISCAL IMPACT:
None.
OPTIONS:
The City Council is being asked to adopt as part of tonight’s Consent Agenda Resolution 2017-
085:
1) Adopt Resolution 2017-085 as presented.
2) Amend Resolution 2017-085 and adopt as amended.
3) Do not adopt Resolution 2017-085.
RECOMMENDATION:
Staff recommends the City Council adopt Resolution 2017-085, declaring certain streets or
certain sides of certain streets within new developments that do not meet City Engineering
Standards for street width for parking on both or one side of the street as “No Parking”.
“Move to adopt Resolution 2017-085, declaring certain streets or certain sides of certain
streets within new developments that do not meet City Engineering Standards for street width
for parking on both or one side of the street as “No Parking.”
ATTACHMENTS:
• Resolution 2017-085
• No Parking Map
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2017-085
A RESOLUTION RESTRICTING PARKING ALONG CERTAIN STREETS
WHEREAS, the City of Lake Elmo, Minnesota has adopted City Engineering
Standards that allow parking on both sides of the street for streets 28 feet in width;
restrict parking for streets 24 feet in width to one side of the street; and do not allow
parking on streets 22 feet in width or less; and
WHEREAS, there have been a number of new developments in the City in which
streets have been approved and constructed that do not meet the City Engineering
Standard for parking on both sides or one side of the street; and
NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Council of the
City of Lake Elmo shall ban the parking of motor vehicles on the following streets:
1. Laverne Avenue within the Hunter’s Crossing Plat 1st and 2nd Addition,
where medians exist.
2. Keats Avenue North from Trunk Highway 36 to 47th Street North.
3. Village Parkway.
4. Entrance to Easton Village Development, ending at the intersection of 32nd
Street North and Linden Avenue North.
5. Eyebrow of Junco Road North (one sided, where signed).
6. Jay Avenue North.
7. 5th Street Lane North.
8. Cul-de-sac of Juniper Court North.
9. Upper 7th Street North (one sided, where signed and no parking in end
radius).
10. Lower 8th Place North (one sided, where signed and no parking in end
radius).
11. Cul-de-sac of 6th Street Court North.
12. Irving Boulevard North on the East side of Island Trail, where medians
exist (one sided, where signed).
13. Irving Circle North (one sided, where signed and no parking in end
radius).
14. 9th Place North (one sided, where signed and no parking in end radius).
15. Upper 9th Place North (one sided, where signed).
16. Island Trail North, where medians exist.
17. Eyebrows of Blazing Star Lane (one sided, where signed).
18. Wildflower Drive North, except entrance where street measures 28 feet in
width.
19. Monarch Path North.
20. Monarch Way North.
21. Monarch Park North.
22. Hummingbird Path North.
23. Sunflower Lane North (one sided, where signed).
24. Jade Trail North, where medians exist.
25. Jade Court North, where medians exist.
26. Eyebrow of 8th Street North within Hammes Estates Plat (Lakeridge
Crossing Development) (one sided, where signed).
APPROVED by the Lake Elmo City Council on this 15th day of August, 2017.
By: __________________________
Mike Pearson
Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk
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L
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LINDEN
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5
7
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32ND
32ND
LAMP
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T
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SUNFISH LAKE PARK INBOUND
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LILY
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Streets - No Parking
Te xt
Te xtText
Existing No Parking:Proposed No Parking:
Existing No Trailer Parking:Proposed No Parking One Side:
STAFF REPORT
DATE: 8/15/2017
CONSENT
TO: City Council
FROM: Emily Becker, City Planner
AGENDA ITEM: A Guide to the Development and Usage of Sunfish Lake Park
REVIEWED BY: Kristina Handt, City Administrator
BACKGROUND:
A Parks Commission subcommittee developed a long-term vision for the development of Sunfish Lake
Park through the creation of the document entitled A Guide to the Development and Usage of Sunfish
Lake Park (Guide). This Guide was presented to Council in June of 2015 but has not yet been officially
adopted. The Minnesota Land Trust, to which a conservation easement was granted by the City over
certain areas of the park, reviewed the document and made comments, and Staff prepared Minnesota
Land Trust-recommended amendments to the plan for the Parks Commission’s review. Language from
the Sunfish Lake Park Area 2 Concept Plan approved by the MN Land Trust in 2009 was incorporated in
to the Guide to maintain consistency. The Parks Commission recommended approval of the revised Guide
at its November 2016 meeting.
ISSUE BEFORE COUNCIL:
The Council is respectfully being requested to review and approve A Guide to the Development and
Usage of Sunfish Lake Park.
PROPOSAL DETAILS/ANALYSIS:
The plan addresses three different areas in the park, as shown in the attachment Exhibit B: Property Map.
The Guide gives a description of each of these areas and outlines utilization and recommended capital
improvements.
FISCAL IMPACT:
The capital improvements would be worked in to the Parks Capital Improvement Plan and evaluated and
prioritized like any other park capital improvement on an annual basis.
OPTIONS:
The Council may:
2
•Adopt Resolution 2017-087, approving A Guide to the Development and Usage of Sunfish Lake
Park as presented.
•Amend A Guide to the Development and Usage of Sunfish Lake Park and adopt the Guide as
amended.
•Do not adopt Resolution 2017-087.
RECOMMENDATION:
Staff and the Parks Commission respectfully request, as part of tonight’s consent agenda, Council
adopt Resolution 2017-087, approving A Guide to the Development and Usage of Sunfish Lake
Park as presented. If removed from the Consent Agenda, the recommended action can be completed
through the following motion:
“Move to adopt Resolution 2017-087, approving A Guide to the Development and Usage of
Sunfish Lake Park as presented.”
ATTACHMENTS:
1)A Guide to the Development and Usage of Sunfish Lake Park
2)Resolution 2017-087
1
A Guide to the Development and Usage of Sunfish Lake Park
A Proposal of the Lake Elmo Parks Commission
Updated November 2016
I. Purpose
In December 2013, a subcommittee of the Lake Elmo Parks Commission was charged with developing a
long-term vision for the development of Sunfish Lake Park that can serve as a blueprint to city leaders
through 2030. It is anticipated that this guide plan will foster improved decision-making, provide an
effective timeline for development of the park, increase responsiveness to citizen requests and needs,
and enhance the efficiency by which city resources are committed to the park. This plan was first
reviewed by the Parks Commission as a whole on November 17, 2014, revised and approved by the
Parks Commission on March 16, 2015, and forwarded for review by the City Council.
II.A History of Sunfish Lake Park
Sunfish Lake Park is by far the largest park in the Lake Elmo park system, with a total of 256 acres of
forest, wetlands, and Sunfish Lake itself. Consisting mostly of land that has never been farmed owing to
its thick woodland, steep slopes, and extensive wetlands, the park was created through $750,000 park
bond referendum that was passed by the citizens of Lake Elmo in 1974. The land was purchased at a
significantly discounted price from owners who were committed to saving it from development, and the
bond was presented to the people of Lake Elmo as a means of preserving the natural beauty of a unique
wilderness for hiking trails, observing nature, cross-country skiing and other passive uses. The parkland
has been described by the Nature Conservancy as having one of the best upland forest in Washington
County.
Following purchase of the land, citizen volunteers planted over 5,000 trees in the park in 1975, and the
city authorized expenditures to create a network of natural walking, hiking, and cross-country ski trails
throughout the park as well as a split-lane entry and exit road to a dirt parking lot on the south side of
the park. In May 1992, in response to citizen signatures, safety concerns, an original referendum, and
ecology testimony from the DNR and Nature Conservancy, and following an examination of the park’s
trails by the Washington County Soil & Water Conservation District (which declared them especially
prone to erosion), the Lake Elmo City Council (supported by a unanimous recommendation of the Parks
Commission) passed an ordinance banning mountain biking and biking in general within the park.
In 2008, in still another significant effort on the part of the citizens of Lake Elmo to ensure that the
original intent of the park – to preserve the land while encouraging passive uses of its trails – was
sustained, the Parks Commission collaborated with the City Council and professional staff to create a
permanent conservation easement with the Minnesota Land Trust that encompassed the entire park.
This critical step, which affirmed and effectively codified the conservationist ethos informing the
historical development and contemporary usage of the park, established strict parameters for
preserving this unique natural resource in our city. Contained within city files are unanimous motions by
the Parks Commission – which were accepted by the city council – to prohibit any form of biking in
Sunfish Lake Park.
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III.Principles Governing the Development of Sunfish Lake Park
In the course of developing this vision for Sunfish Lake Park, the Parks Commission has been guided by a
commitment to:
•maximizing utilization of the park without compromising, diminishing, or damaging the
conservation of its natural resources or changing its fundamental character as a nature
preserve;
•designing diverse uses that speak to the expressed preferences and anticipated needs of the
people of Lake Elmo as iterated in the 2013 park survey while remaining true to the letter and
spirit of the Conservation Easement recorded 9/22/2009 and held by the Minnesota Land Trust;
and,
•recognizing the unique role that the park plays as the only significant nature preserve in the city
and instituting uses that draw on the natural characteristics of the park while, at the same time,
complementing the design of the Lake Elmo parks system as a whole.
IV.Proposed Development and Management of the Park
A. Area One
1.Description
“Area One” consists of approximately 216 acres of rolling forest land, woodland, wetland, open
water ponds, a small meadow, and a portion of Sunfish Lake itself.
2. Utilization
Consistent with the original intent of the park, and working within the parameters of the land
trust easement of 2008, Area One should be used for only low-impact activities that do not
detract from conservation of this unique natural resource. Quiet, unobtrusive activities such as
nature hikes, guided interpretive walks, bird watching, cross-country skiing, snowshoeing,
landscape painting, jogging, orienteering, photography, geocaching and orienteering are some
desirable uses. Activities that should be banned include biking, mountain biking and the use of
any motorized vehicles except those needed by city personnel and their designees for
maintenance of trails and flora.
Commensurate with the role of Sunfish Lake Park as the ‘crown jewel’ of the Lake Elmo parks
system, the Parks Commission recommends that the City develop new, long-term approaches to
increasing the use of the park in ways that will continue to conserve its natural features. The
delicate balance between using the park and conserving it can be achieved most effectively by
restricting uses as iterated above while 1) developing new formal programming to draw people
to the park, and 2) establishing new and sustainable strategic partnerships with a variety of
organizations which may share an interest in the park:
3
a)New and Enhanced Formal Programming. The City of Lake Elmo must go beyond
the current, largely passive standing invitation to the people of Lake Elmo to take a
hike, go for a walk, or go snowshoeing in Sunfish Lake Park and develop formal
programming that will actively draw people to the park. Some possible low-impact,
City-organized programming could include:
a.Annual festivals with entertainment and refreshments in the parking lot
b. Geocaching
c.Orienteering
d.Citizen science programming
e.Interpretive talks and hikes by experts
f.Ski races
g.Photo contests
h.Summer runs with refreshments
i.Snowshoe races with refreshments
b)Strategic Partnerships. In the long-term, the City should reach out to a wide variety
of organizations which may be interested in using Area One for their own needs.
Possible partners could include the Audubon Society (organized bird watching
events), District 834 Schools (science classes), local colleges and universities (science
research), Boy/Girl Scouts of America (various uses), and regional arts and sciences
museums. Collaborations with these groups should increase usage of Area One.
3.Management of the Natural Landscape
Long-term, the efficient and cost-effective management of Sunfish Lake Park will require the
development of a master “Natural Resources/Woodland Stewardship Development Plan” that
will guide the management of the park’s flora and fauna, and assure a smooth articulation of
these natural resources with human-made trails, signage, and capital improvements. This plan
should reflect the guiding principles contained in this document. All forest and habitat
management plans for property protected by conservation easement must be approved in
writing by the Minnesota Land Trust. Removal of timber and other wood products as well as
management of the vegetation on property protected by conservation easement must be in
accordance with the approved plan.
In addition to the Plan, the Parks Commission forwards these specific recommendations for
managing the park:
4
a)Storm Damage. The professionals who develop the Natural Resources Development
Plan should include a set of response goals and procedures for responding quickly
and effectively to storm damage in partnership with professional loggers and
contract foresters. Contingencies for addressing significant storm damage should
exist prior to incurring actual storm damage;
b)Trails. The park’s trails are to be maintained according to a well-established annual
schedule, and the City should consult with professional naturalists on the best trail
coverage and on ways to mitigate erosion. Winter ski trails are to be maintained
regularly and according to a well-established protocol in order to encourage more
people to use the trails for cross-country skiing. Winter trails for hikers and
snowshoeing enthusiasts are to be established. In addition, in order to enhance
accessibility, the City should install an eight-foot wide, multi-use asphalt trail near
the parking lot for those with disabilities. Further research will need to be done on
American with Disabilities Act requirements for trails within Area 1 of the park, as
paved trails are only allowed as necessary to meet such requirements and must
receive written approval from the Land Trust. Boardwalks should be installed in key
areas to enhance access throughout the park. Additional benches should be
installed along the trail as a way of opening the park and its trails to those who may
need extra assistance. Finally, the trails should be assessed regularly for erosion and
problem areas should be dealt with immediately.
c)Management of Invasive Species. The park should be monitored and inspected on a
regular basis for the incursion of invasive flora and insects, and the City should
develop a plan for mitigating invasive species using both professional and volunteer
labor.
d)Signage. The park is quite large, and there have been not infrequent cases of
visitors getting disoriented on its looping trails. Existing signage is not adequate.
The Parks Commission recommends that a better master overview sign and/or
informational kiosk be installed at the parking lot along with maps and more signs at
critical junctions along the trails. In addition, the City should develop, in
collaboration with naturalists and perhaps the Audubon Society, signs at key places
in the park that will provide interpretive information on the natural landscape and
wildlife.
4.Capital Improvements Area One
Given the nature of Area One, the Parks Commission envisions minimal capital improvements –
mainly in the area of trails and signage.
A. Area Two
1.Description
5
“Area Two” consists of approximately 40 acres of rolling grasslands located immediately to the
south of Area One. For several years, it was cultivated, but in 2011 the City planted prairie
grasses and wildflowers in the area south and west of the parking lot.
2. Utilization
In general, the Parks Commission believes that the topography of Area Two allows for more
active and diverse uses than are found in Area One. This area is envisioned as both a conserved
prairie (in its pre-settlement state) and a gathering place for families. As in the case of Area
One, though, utilization of this part of the park should be restricted to activities that will not
diminish or damage the natural resources or conflict in any way with the long-term conservation
of the area or violate the restrictions in place as part of the land trust easement. Where the
focus in Area One is on upland forest and wetlands, the emphasis in Area Two is on restoration
and maintenance of a long-grass prairie. Desirable uses of Area Two include:
a. Hiking
b. Running
c.Snowshoeing
d.Cross-country skiing
e.Family picnics
f.Nature observation
g.Photography
h.Landscape painting
i.Short Turf - Open Play Area
j.Educational programming
3.Capital Improvements and Management of Area Two
In order to realize the full potential of Area Two, more significant capital improvements and
non-capital improvements will be necessary:
a.Prairie / Oak Savanna Restoration Area
Most of area 2 is slated for restoration to prairie and oak savanna. Care will be taken to
research the area’s likely pre-settlement plant community with the goal of restoring the
site to replicate the original genetics as closely as possible. A seed mix will be used that
is comprised of the species that are believed to be native to the site. The seed will
originate from the same ecoregion or in counties that adjoin this ecoregion. The
installation of the restoration project and subsequent management will be based on
sound and well-found ecological principles. Efforts will initially be made to restore the
area to prairie with the possibility of creating areas of savanna.
b.Native Planting / Interpretive Area
The long drive into the park will be planted with plants native to the site, but in a more
structured or “clustered” fashion. The goals of this somewhat more formal planting
arrangement is 1) to create a defined and “showy” entrance to the park and 2) to
6
provide effective interpretation of the various plant types.
c.Trails. A segment of ADA compliant hard surface trail is desired with the goal of
providing a high quality interpretive experience with as much diversity as possible. A
soft-surfaced mowed trail might be established throughout the perimeter of area 2 with
a couple of cross-over trails designed to offer a variety of loop trail distances. Trail
placement should be done with the goal of providing an effective fire break and
catching as much diversity as possible while offering gentle curves for interest.
Interpretive signage might be developed as a means of offering a high quality self-
guided interpretive experience.
d.Nature Interpretive Center. Approximately 1.5 acres in the northeast corner of area 2 is
identified as space in which a modest interpretive center might be placed. The goal of
the center would be to provide a facility that would promote awareness, appreciation
and conservation of the park’s natural resources through interpretation, educational
programs, activities and events. The facility might include a small indoor multi-purpose
area that would be used as a gathering space or warming area in inclement or cold
weather and restrooms and/or an adjacent outdoor gathering space with some
overhead protection from the elements. The outdoor areas adjacent to the center
would be utilized for interpretation and interactive learning opportunities. Placement
of the center within the identified 1.5 acre parcel would be based on the desire for the
facility to “hug” the land in a complimentary and unobtrusive fashion. The placement
and design of the center should be guided by the desire for visitors to effectively
observe and experience the diversity of the natural outdoor surroundings while within
and just outside the facility. The structure should be rustic in nature and constructed /
fabricated with materials, textures and colors that will effectively blend with the natural
surroundings. The design and construction of the center should be based on sound
environmental and conservation principles with the possible use of geothermal, solar,
and wind for energy. The design should also reflect the city’s heritage and rural
character.
e.Picnic/Short Turf - Open Play Area. A open play area that accommodates young children
and teenagers should be made available near the picnic shelter. Natural materials that
will fit well with the natural setting of the park and with written approval of the
Minnesota Land Trust could be included in this area.
f.Signage. Interpretive signage should be posted at key locations along the new prairie
trails.
g.Overlook Tower or Platform. It would be appropriate for the City to install an overlook
tower or platform in Area 2 (with the permission of the Land Trust).
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h.Safety. Owing to the isolation of Sunfish Lake Park and the risk of vandalism, security
cameras should be installed that can monitor the parking lot, picnic shelter, and
playground 24 hours a day.
i.Parking Lot. The parking area will include structures and amenities that will assist in the
effective management of the parking area and entire park. For example, rain gardens
will be installed to filter run-off from the parking area and improve water quality. An
information kiosk with regulatory, directional and interpretive information will be
located in the area with the goal of enhancing park visitor’s experience and promoting
conservation. The parking area will be defined through the placement of stones or
other natural materials in an effort to prohibit unauthorized vehicles from entering
other areas of the park. The size and shape of the parking area will be guided by needs.
All structures and amenities will be rustic in nature and constructed / fabricated with
materials, textures and colors that will effectively blend with the natural surroundings.
The parking area should be as natural as possible.
j.Bike Rack. A bike rack should be installed near the parking lot area in order to allow
users to bike to the park and continue on foot on to the trails or nature interpretive
center.
V. Area Three
Area Three, located directly to the west of Area One along Jamaca Avenue, presents some of the
greatest challenges in terms of long-term strategic planning. It consists primarily of a very large and
deep depression that was left as a result of the efforts by the Minnesota Pollution Control Agency to
mitigate pollution in this area. There is some existing fencing in this area, as well as the only western
entrance to Area One of Sunfish Lake Park.
The sense of the Parks Commission is that this area has significant potential as a city dog park, natural
amphitheater, soccer and/or football fields, and perhaps baseball fields. The area is quite isolated, and
most visitors to this parcel will likely arrive by car; unfortunately, there are few natural areas to place a
parking lot with the possible exception of the area that runs along the northern fence line of Area Three
and to the east of the existing fire station.
Given the challenges of this location and its unique topography, together with the fact that there has
emerged no strong demand for the types of facilities and improvements that could be naturally
accommodated in this area, the Parks Commission recommends that this area not be developed at this
time – except for the planting of trees in areas along the edges of the large depression. This area should
be kept in reserve so that future community leaders will have a valuable resource to use as new
priorities and needs emerge in the years to come. In the near future, it would be desirable to keep the
area inside the large depression mowed as city resources are available so that the citizens of Lake Elmo
can use it informally for pick-up games, walking their dogs, flying kites, etc. As land reserved for the
8
future, and as an integral part of Sunfish Lake Park, Area Three should never be used for non-park
purposes and should not be the site of non-park capital improvements.
Owing to the remedial actions taken by the Minnesota Pollution Control Agency to preserve the safety
of Lake Elmo citizens, considerable acreage has been removed as use for parkland. Conversion of loss of
this parkland should be pursued by the City in conjunction with appropriate legal and regulatory bodies.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2017-087
A RESOLUTION APPROVING A GUIDE TO THE DEVELOPMENT AND
USAGE OF SUNFISH LAKE PARK
WHEREAS, Sunfish Lake Park (“Park”) is the largest park in the Lake Elmo park
system, with a total of 256 acres; and
WHEREAS, a subcommittee of the Parks Commission developed a long-term
vision for the development of Sunfish Lake Park that can serve as a blueprint to City
leaders through 2030 entitled A Guide to the Development and Usage of Sunfish Lake
Park (“Guide”); and
WHEREAS, the Minnesota Land Trust, which holds a conservation easement
over areas of Sunfish Lake Park, has reviewed and approved the Guide; and
WHEREAS, the Guide outlines the history, principles governing the
development, and proposed development and management of areas of the Park; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
Lake Elmo, Minnesota, does hereby approve A Guide to the Development and Usage of
Sunfish Lake Park.
APPROVED by the Lake Elmo City Council on this 15th day of August, 2017.
By: __________________________
Mike Pearson
Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk
STAFF REPORT
DATE: August 15, 2017
REGULAR
AGENDA ITEM: 2018 Street Improvements – Authorize Preparation of a Feasibility Report
SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Krintina Handt, City Administrator
Rob Weldon, Public Works Director
Chad Isakson, Assistant City Engineer
ISSUE BEFORE COUNCIL: Should the City Council authorize the preparation of a feasibility report
for the 2018 Street Improvements?
BACKGROUND: In conjunction with the City’s Annual Street Maintenance Program, the City has
implemented and maintains a five (5) year street Capital Improvement Program which provides long-term
planning and management of street and transportation infrastructure throughout the City. The CIP
Program consists of a 5-year overview of scheduled capital street projects to address the City’s goals for
maintaining public street infrastructure to an acceptable level of service. The 5-year horizon of the CIP
provides the city with an opportunity to evaluate project priorities annually and to adjust the timing,
scope, and cost of projects as new information becomes available.
Streets are selected and scheduled for reconstruction using a pavement management system where each
street pavement in the City is assigned a condition rating based on visual inspection of the pavement
distresses and observed deterioration. The number of streets selected each year is dependent upon the
amount of funding available. Streets that have exceeded their life expectancy and can no longer be
effectively maintained are programed for reconstruction in the City’s Street CIP.
PROPOSAL DETAILS/ANALYSIS: In accordance with the Street Capital Improvement Plan (CIP)
the streets programmed for improvements in 2018, outside of the Old Village area, are located in the
South Tri-Lakes area and are individually listed as follows:
• Jamaca Avenue North, from Jamaca Boulevard North to Jane Road North.
• Jane Road North, from Jamaca Avenue North to Lake Jane Trail North.
• Jane Court North, from Jane Road North to cul-de-sac.
• 53rd Street North, from Jamaca Boulevard North to the east border of Fox Fire Estates.
• Jerome Avenue North, from 53rd Street North to 49th Street North.
• Jerome Avenue Court North, from Jerome Avenue North to cul-de-sac.
In order to initiate the improvement the Council must direct the preparation of a feasibility report as
required by the statutory process for public improvements that are specially assessed. The feasibility
report will advise on the scope of recommended improvements for each local street; provide estimated
project costs of the recommended improvements; identify easement and right-of-way, permits and other
requirements of other local agencies needed to implement the improvements; recommend whether the
improvements should be best made as proposed or in connection with some other improvement; and
advise if the improvements are necessary, cost effective, and feasible. The report will also provide a
proposed preliminary assessment roll for each of the benefitting properties based upon the City’s Special
Assessment Policy for Local Improvements.
The improvements would likely include street reclamation, storm sewer and drainage improvements
consistent with the 2017 Street Improvements completed in the North Tri-Lakes area. Water quality
improvements will be evaluated and incorporated as necessary to meet VBWD permitting requirements.
A project schedule for the 2018 Street Improvements is attached and outlines the implementation
timeframe necessary to ready the improvements for construction in 2018. The proposed schedule
provides necessary time to address public involvement, acquire project related easements, acquire field
survey before heavy snowfall, and to receive contractor bids early in 2018 to promote a competitive bid
environment.
FISCAL IMPACT: $9,200.
If authorized, FOCUS Engineering Inc., will prepare a feasibility report in the not to exceed amount of
$9,200 for the 2018 Street Improvements. If the improvements are ordered, the report costs will be
charged against the project fund and become assessable to the benefitting properties. Should the project
not be constructed, the report costs cannot be assessed.
RECOMMENDATION: Staff is recommending that the City Council approve Resolution No. 2017-
088, Ordering Preparation of a Feasibility Report for the 2018 Street Improvements. The recommended
motion for this action is as follows:
“Move to approve Resolution No. 2017-088, Ordering preparation of a Feasibility Report for the 2018
Street Improvements to be completed by FOCUS Engineering, Inc. in the not to exceed amount of
$9,200.”
ATTACHMENTS:
1. Resolution No. 2017- 088, Ordering Preparation of a Feasibility Report.
2. 2018 Street and Utility Improvements – Location Map.
3. 2018 Street and Utility Improvements – Project Schedule.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2017-088
A RESOLUTION ORDERING THE PREPARATION OF A FEASIBILITY
REPORT FOR THE 2018 STREET IMPROVEMENTS
WHEREAS, the City maintains a 5-year revolving Street Capital Improvement Program
(Street CIP) to promote the strategic use of limited financial resources while maintaining,
developing or replacing the City’s local street network; and
WHEREAS, the Street CIP represents the City’s long-range street improvement program
that identifies the present and future needs and priorities, and develops a schedule of public
improvements to address the most essential improvements first; and
WHEREAS, with a street reconstruction project the City reviews and considers the
potential replacement or need for utility improvements in accordance with the City’s 2030
Comprehensive Plan, including storm sewer, watermain or sanitary sewer, to be constructed in
conjunction with the street improvement; and
WHEREAS, it is proposed to initiate the 2018 Street Improvement project to improve
the following local streets; Jamaca Avenue North, from Jamaca Boulevard North to Jane Road
North; Jane Road North, from Jamaca Avenue North to Lake Jane Trail North; Jane Court North,
from Jane Road North to cul-de-sac; 53rd Street North, from Jamaca Boulevard North to the east
border of Fox Fire Estates, Jerome Avenue North, from 53rd Street North to 49th Street North,
and Jerome Avenue Court North, from Jerome Avenue North to cul-de-sac.
WHEREAS, it is proposed to assess the benefiting properties for all or a portion of the
cost of the improvement, pursuant to the City’s Special Assessment Policy and Minnesota
Statues, Chapter 429.
NOW, THEREFORE, BE IT RESOLVED,
That the proposed improvement, called the 2018 Street Improvements, be referred to the City
Engineer and FOCUS Engineering, and that FOCUS Engineering is instructed to complete a
feasibility report in accordance with Minnesota Statues, Chapter 429 for the proposed
improvements, and to report to the council with all convenient speed advising the council in a
preliminary way as to whether the proposed improvement is necessary, cost-effective, and
feasible; whether it should be best made as proposed or in connection with some other
improvement; the estimated cost of the improvement as recommended; and a description of the
methodology used to calculate individual assessments for affected parcels.
ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE FIFTEENTH DAY OF
AUGUST, 2017.
CITY OF LAKE ELMO
By: __________________________
Mike Pearson
Mayor
(Seal)
ATTEST:
________________________________
Julie Johnson
City Clerk
PROJECT SCHEDULE
CITY OF LAKE ELMO
2018 STREET IMPROVEMENTS
PROJECT NO. 2017.XXX
FOCUS ENGINEERING, inc.
Cara Geheren, P.E. 651.300.4261
Jack Griffin, P.E. 651.300.4264
Ryan Stempski, P.E. 651.300.4267
Chad Isakson, P.E. 651.300.4283
AUGUST 2017
AUGUST 15, 2017 Council authorizes Feasibility Report.
OCTOBER 3, 2017 Presentation of Feasibility Report. Council accepts Report and calls Hearing.
NOVEMBER 7, 2017 Public Improvement Hearing. Council Orders the Improvement and orders the
preparation of Plans and Specifications (Requires 4/5th vote).
FEBRUARY 20, 2018 Council approves Plans and Specifications and orders Advertisement for Bids.
MARCH 22, 2018 Receive Contractor Bids.
APRIL 3, 2018 Council accepts Bids and awards Contract.
APRIL 30, 2018 Conduct Pre-Construction Meeting and issue Notice to Proceed.
• SEPTEMEBER 21, 2018 Substantial Completion.
• OCTOBER 26, 2018 Final Completion.
STAFF REPORT
DATE: August 15, 2017
REGULAR
AGENDA ITEM: 2017 Mill & Overlay Project - Change Order No. 1
SUBMITTED BY: Ryan Stempski, Project Engineer & Rob Weldon, Public Works Director
REVIEWED BY: Kristina Handt, City Administrator
Jack Griffin, City Engineer
ISSUE BEFORE COUNCIL: Should the City Council approve Change Order No. 1 for the 2017 Mill
& Overlay Project?
BACKGROUND: Hardrives, Inc. was awarded a construction contract to complete the 2017 Mill &
Overlay Project on July 18, 2017. The street maintenance work included a mill and overlay along 43rd
Street North from Lake Elmo Avenue to Kirkwood Lane. The project is planned to begin construction in
the middle of August with a substantial completion date of October 6, 2017.
PROPOSAL DETAILS/ANALYSIS: City staff has submitted a change order to expand the scope of
street maintenance work due to favorable bid pricing from the Contractor. This change order would add
approximately 2,500 feet of mill and overlay along Kimbro Avenue from 43rd Street North to 47th Street
North (see attached exhibit). 43rd Street connects to Kimbro Avenue and both street segments were
originally constructed in 1989 and have similar pavement distresses. Kimbro Avenue was planned for a
mill and overlay in 2018, but with favorable bids it is possible to complete this segment with this year’s
project and still remain within the 2017 Street Maintenance Budget. The addition of Kimbro Avenue to
this year’s project would allow for a continuous mill and overlay process from Lake Elmo Avenue to 47th
Street North as was completed with the original construction.
FISCAL IMPACT: This change order will increase the 2017 Mill and Overlay contract in the amount of
$95,741.19 bringing the revised construction contract to $252,436.59. After completing or receiving bids
for all street maintenance work including the crack seal project, seal coat project, full depth patch work
and the mill and overlay project, the street maintenance budget has sufficient funds to allow for additional
mill and overlay work. With this change order the project remains within the 2017 Street Maintenance
Budget.
RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent
Agenda, Change Order No. 1 for the 2017 Mill & Overlay Project. If removed from the consent agenda,
the recommended motion for the action is as follows:
“Move to approve Change Order No. 1 for the 2017 Mill & Overlay Project, thereby increasing the
contract amount by $95,741.19”.
ATTACHMENTS:
1. Change Order No. 1.
2. Exhibit 1.
8/4/2017
Created on 8/7/2017
This drawing is the result of the compilation and reproductionof land records as they appear in various Washington Countyoffices. The drawing should be used for reference purposes only. Washington County is not responsible for anyinaccuracies.
MAP FOR REFERENCE ONLYNOT A LEGAL DO CUMENT