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Home My WebLink About05-17-2011 CCMPCity of Lake Elmo 3800 Laverne avenue North May 17, 2011 7:00 p.m. A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ATTENDANCE: _Johnston Pearson Emmons Park Smith D. APPROVAL OF AGENDA: (The approved agenda is the order in which the City Council will do business.) E. ORDER OF BUSINESS: (This is the way that the City Council runs its meetings so everyone attending the meeting or watching the meeting understands how the City Council does its public business.) F. GROUND RULES: (These are the rules of behavior that the City Council adopted for doing its public business.) G. ACCEPT MINUTES: 1. Accept the May 3, 2011 City Council Minutes. H. PUBLIC COMMENTS/INQUIRIES; In order to be sure that anyone wishing to speak to the City Council is treated the same way, meeting attendees wishing to address the City Council on any items NOT on the regular agenda may speak for up to three minutes. 1. CONSENT AGENDA: (Items are placed on the consent agenda by City staff and the Mayor because they are not anticipated to generate discussion. Items may be removed at City Council's request. 2. Approve Payment of Disbursements and Payroll 3. 2011 Seal Coat Project — Accepting the Bids and Awarding the Contract; Resolution No 2011-019 4. Appointment to the Maintenance Advisory Committee 5. Approve one -day liquor license for Team Ortho Foundation 6. Consideration of an application for a Variance from the 75' setback from the OHWM for Septic variance at 8242 Hidden Bay Trail 7. Approval of Hiring Seasonal Employee for Summer 2011 (Budgeted) 8. Approve Sunfish Lake Parking Lot Improvements (Grant Funded) 9. Approve Easement Encroachment Agreement — 5769 Linden Avenue N. 10. Approve Easement Encroachment Agreement — 9590 Whistling Valley Trail J. REGULAR AGENDA: 11, Authorize Contract for Cleaning Service 12. Authorize Contracting for Professional Services for HR/Organizational & Personnel -Related Matters 13, Commercial Water Rate Review 14. Update on Library Service Considerations 15. Lake Elmo Avenue Infrastructure Project — 1-94 to 30th - Resolutions Accepting Bids and Awarding a Contract K. REPORTS AND ANNOUNCEMENTS: (These are verbal updates and do not have to be formally added to the agenda.) Mayor and City Council City Administrator City Engineer City Attorney City Finance Director City Planning Director L. Adjourn ** A social gathering may or may not be held at the Lake Elmo Inn following the meeting. ** City of Lake Elmo City Council Meeting Minutes May 3, 2011 Mayor Johnston called the meeting to order at 7:00 p.m. PRESENT: Mayor Johnston and Council Members Emmons, Park, Pearson, and Smith Also Present: Administrator Messelt, Attorney Snyder, and City Engineer Griffin, Planning Director Klatt, Fire Chief Malmquist, Finance Director Bouthilet and City Clerk Lumby. APPROVAL OF AGENDA: MOTION: Council Member Smith moved to approve?the May 3, 2011:City Council agenda, as amended. Moved Agenda Items Nos. 8i-9 and 1.04o the Consent Agenda; Add: Discussion on Fence Ordinance. Council Member:Parksebonded the motion. The motion passed 5-0. ACCEPTED MINUTES: The April 19, 2011 City Council minutes e aceepteiT y consensus of the City Council, PUBLIC COMMENTS: None MOTION: Council Member 4th moved to approve agenda items, as presented on the Consent Agenda. -Council Meer Pearson seconded the motion, The motion passed 5- 0. • Approve Payment Disbursements and Payroll in the amount of $146,057.08 • Approve Animal Control Services Request for Proposal • First Quarter 2011 Financial Report • Adopt Resolution No. 2011-018 approving a Conditional Use Permit amendment for the Jesuit Retreat House at 8243 DeMontreville Trail to allow the construction of an earth -sheltered maintenance shop and greenhouse. • Adopt Ordinance No 08-042 exempting land acquired for a municipal purpose from the lot size requirements for the zoning ordinance. • Adopt Ordinance 08-043 revising Section 150.283 and Section 150,287 of the City Code governing storm water and erosion and sediment control in the City LAKE ELMO CITY COUNCIL MEETING MAY 3, 2011 REGULAR AGENDA: Update from Washington County Re: Library Service Consideration There was discussion on the possible closure of the Lake Elmo Branch Library and having an independent library. The Mayor wanted the library immediately removed as part of the Washington County system where Council Member Pearson believed the City should stay out of the library business and not cut ties with the county in fear that any future relationships with the library system would be damaged. Mayor Johnston noted in his opinion if the county closed the library there is little chance it will be reopened if started as a new library when Lake Elmo achieves its future groWth, Council Member Park, Emmons and Smith wanted a more detailed plan from City staff as to how such a City operated library would function. Counat'SMith added that the City did not have enough time before June 30th to come up with a plant=6:,run the library separate from the county. MOTION: Council Member Emmons moved to die4ct stag:, omprised of Administrator ' Messelt, Council Member Emmons, Attorney Snyde0:to;Ome back to the May 17th meeting with various options including fisfalircanificati*timeline and general feasibility of operating the library. Mayok-A hriStonseconded the motion. The motion passed 3-2 (Council Members Pearson and Smith voiing agains1), Fence Code Issue: Council Member Smith received an-inquiryfrom a Carriage Station resident at 12418 Marquess Way about 4.ppssible-cyersight in the fence code. The resident's concern is for safety of his famillieCaiiSe:-the frOnt-of his house faces a street and his rear yard abuts commercial property. MOTION: CouncilWember SM4th moved to request the Planning Commission specifically address th-efence6 de regarding double frontage lots and lots abutting commercial property. Council Member Park seconded the motion. The motion passed 5- 0. Authorize Contract for Cleaning Services The City is seeking weekly cleaning services and specific monthly or quarterly cleaning services for the City Council chambers, City Hall entrance, lobby restrooms, offices and support areas. The City received three bids for cleaning services for City Hall and the City Hall Annex. All were deemed as responsible bids, though some specific requirements remain to be verified for some of the bidders (bonding and insured). LAKE ELMO CITY COUNCIL MEETING MAY 3, 2011 2 MOTION: Council Member Smith moved to delay decision on the cleaning contract until the May 17th meeting in order for stet° verify insurance and background checks on the top two bidders. Council Member Park seconded the motion. The motion passed 4-1 (Mayor Johnston voting against.) Review Forestry Consulting Contract/Consider RFP The City Council was asked to review the current Forestry Consulting Contract and determine if solicitation for future services is warranted via the proposed RFP for Forestry Consulting Services. In reviewing the contract, no significant issues with the service provider were noted. To the contrary, both the services provided and the service provider had received positive comments from residents and staff. - MOTION: Council Member Park moved to renew the 3-year.ebnti-act with Forestry Consulting Services, capping the sevice amount at $10,000 to war:lc-only on public land and for public purposes. Council Member Emmons seconded the mbtiOn. The motion passed5-0 Out -of -State Travel Request — Fire Department -f, The Council considered a request for out-OfJ1,statejravel fOr4e Fire Chief and District Chief to attend the IAFC Conference in Florida in7-Nolierft, er 2011 for Volunteer and Combination Officers. The Council:will revieW,this request when it comes to them in 2012. MOTION: Mayor Johnston'inovedtOapprOut-o -State Travel for two Fire Chiefs to attend the IAFC Conference iii‘FlOrida in November 2011 for Volunteer and Combination OfficerS.:at --deOst of$2-,-,9,76. Council Member Park seconded the motion. The motion passed 3-2 (Council,Meniers Emmons and Pearson voting against) Lake Elmo Avenue Infrastructure Proiect 1-94 to 30th Street — Resolution Accepting Bids and Awarding a Contract The City Engineer presented the results of bidding for construction of the Lake Elmo Avenue Infrastructure Project, 1-94 to 30th Street, including ongoing efforts to acquire necessary easements. The Council discussed the City receiving assurance that permanent and temporary utility easements can be successfully acquired in a timely manner such that contractors' delays are not included. Permanent and temporary utility easements are required form nine separate parcels under the ownership of six property owners. If any of these easements are not acquired amicably, the legal process would take 6-7 months to obtain these easements. LAKE ELMO CITY COUNCIL MEETING MAY 3, 2011 The Council was asked to submit their specific questions to be addressed at the May 10th City Council Workshop. The City Council adjourned the meeting at 9:40 p.m, Respectfully submitted by Sharon Lumby, City Clerk LAKE ELMO CITY COUNCIL MEETING MAY 3, 2011 4 CrrY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: 05/17/2011 CONSENT ITEM #: 2 MOTION as part of Consent Agenda AGENDA ITEM: Approve Disbursements in the Amount of $ 247,137.15 SUBMITTED BY: Tom Bouthilet, Finance Director THROUGH: Bruce Messelt, City Administrato REVIEWED BY: City Staff SUMMARY AND ACTION REOUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $247,137.15. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo has fiduciary authority and responsibility to conduct normal business operation. Below is a summary of current claims to be disbursed to be paid in accordance with State law and City policies and procedures. # ' Amount ACH $ 6,745.88 ACH $ 1,264.42 ACH DD3330 — DD3345 37044 — 37046 37047- 37048 — 37087 TOTAL $ 3,911.22 $ 20,967.91 $ 3,454.08 $ 69,660.00 $ 141,133.64 247,137.15 Description Payroll Taxes to IRS 05/05/2011 Payroll Taxes to MN Dept. of Revenue 05/05/2011 Payroll Retirement to PERA 05/05/2011 Payroll Dated 05/05/2011 (Direct Deposit) Payroll Dated 05/05/2011 Replace Voided Check # 37026 Accounts Payable Dated 05/03/2011 — page 1 -- City Council Meeting May 17th, 2011 Approval of Disbursements Consent Agenda Item #2 STAFF REPORT: City staff has complied and reviewed the attached set of claims. All appears to be in order and consistent with City budgetary and fiscal policies and Council direction RECOMMENDATION: It is recommended that the City Council approve as part of the Consent Agenda proposed disbursements in the amount of 247,137.15. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda or a particular claim from this item and further discuss and deliberate prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the May 17th, 2011, Disbursements, as Presented fand modified' herein." ATTACHMENTS: 1. Accounts Payable Dated 05/17/2011 SUGGESTED ORDER OF BUSINESS (if removed from the Consent AFenda): Questions from Council to Staff Mayor Facilitates Call for Motion ......... ........... ....... .......... ................. Mayor & City Council Discussion Mayor Facilitates Action on Motion ..... ..... . ..... ..... ....... ........ ....... Mayor & City Council -- page 2 Accounts Payable To Be Paid Proof List User: joan z Printed: 05/12/201 - 12:31 PM Batch: 002-05-2011 Invoice # Inv Date ALLIED Allied Electrical Cont., Inc, 1647 05/04/2011 101-420-2220 11010 Repairs/Maint Bldg 1647 Total: ALLIED Total: Artiount Quantity Prnt Date Description Refe e 55.00 0.00 05117/2011 Repair light switch eS at Station 41 55.00 55.00 AMFLAG American Flagpole & Flag Corp 90505 04/27/2011 66630 101-420-2220-44010 Repairs/Main t Bldg 90505 Total: 666,90 93385 04/27/2011 387.85 0.00 05/1712011 Cleat tation 41 No 0000 Task Type PO # Close POLine No 0000 101-420-2220-44010 Repairs/I/taint Bldg 93385 Total: 387.85 AMFLAG Total: 1,054.75 0.00 0 7 2 Restock flags. 2-3 yearsupply 10 flags No 0000 ANCOM ANCOM COMMUNICATIONS, INC. 22141-22143 05/05n01I 295.00 0.00 05/17/2011 Pager repair No 0000 101-420-2220-43230 Radio 22141-22143 Total: 295.00 ANCOM Total: 295.00 ARAM Aramaric. Inc, 629-1238559 05/09/2011 115.38 0.00 05/17/2011 Linen City Hall 101-410-1940-44010 Repairs/Maint Contractual Bldg 629-7238559 Total: 115.38 ARAM Total: 115_38 C&J CONS C & J Consulting Services, LLP 04-2011 05/02/2011 101-410-1520-43150 Contract Services 04-2011 Total: AP - To Be Paid Proof List (05/12/11 - 12:31 PM) 1,350.00 0.00 05/17/201 I Monthly Aectg Svcs -April 2011 1,350.00 No 0000 No 0000 Page 1 invoice # Inv Date Amount Quantity Pmt Date Description Reference C&J CONS Total: 1,350.00 Task Type PO # Close POLine # COMCAST COMCAST 04/27/2011 7.90 0.00 05/17/2011 Monthly service - No. 0000 101-420-2220-44300 Miscellaneous 05/0912011 151.46 0,00 05/17/2011 Fuel No 0000 101-420-2220-42120 Fuel, Oil and Fluids Total: 159.36 COMCAST Total: 159.36 COMPENSA Compensation Consultants. Ltd 05/12/2011 05/12/2011 40.00 0.00 05/17/2011 Monthly Admin Fee May 2011 No 0000 101-410-1320-44300 Miscellaneous 05/12/2011 Total: 40.00 COMPENSA Total: 40.00 CTYROSEV City of Roseville 0214630 05/04/2011 1,551.58 0.00 05/17/2011 Monthly IT Serviees May 2011 - No 0000 101-410-1450-43180 Information Technology/Web 0214630 Total: 1,551,53 CTYROSEV Total: 1,551.58 DONALDSA Donald Salverda & Associates P-1105-313 05/02/2011 46.96 0.00 05/17/2011 Advanced Effective Mgmt Books No 0000 101-410-1320-44370 Conferences & Training P-1105-38 Total: 46.96 DONALDSA Total: 46.96 ECKB ERG Eck -berg Lamers Briggs Wolff 04-2011 04/30/2011 101-420-215(1-43045 Attorney Criminal 04-2011 Total: 04-2011B 04/30/2011 101-410-1320-43040 Legal Services 04-2011B 04/30/2011 203-490-9070-43040 Legal Services 04-2011 B 04/30/2011 413-480-8000-43040 Legal Services 04-2011B Total: AP - To Be Paid Proof List (05/12/11 - 12:31 PM) 3,659.76 0.00 05/17/2011 Legal Services - Prosecution - April 201 3,659,76 3,924.11 0.00 05/17/2011 Legal Services- Civil 449.40 0.00 05/17/2011 Legal Services DevelOpritent 1,183.00 0.00 05/17/2011 Legal Services - Infrastructure 5,556.51 No 0000 No 0000 No 0000 No 0000 Page 2 Invoice # Inv Date ECKBERG Total: EMMONS A Emmons Alex 05/03/2011 I 0 I -410-1450-43620 Cable Operations Total: 05/091201 1 05/09/2011 101-410-1450-43620 Cable Operations 05/09/2011 Total: EMMONS A Total: ENVENTIS ENVENTIS 737500 05/01/2011 101-430-3100-43210 Telephone 737500 Total: 738507 05/0 ino 1 101-410-1940-43210 Telephone 738507 Total: ENVENTTS Total: FREDS Fred's Tire 470036 05/12/2011 101-420-2400-44040 Repairs/Maint Eqpt 470036 Total: FREDS Total: GOPHER Gopher State One -Call 11790 05/02/2011 101-430-3100-43150 Contract Services 11790 Total: GOPHER Total: HAGBERGS Hagbergs Country Market 04/18/2011 101-420-2220-44300 Miscellaneous Total: HAGBERGS Total: AP - To Be Paid Proof List (05/12/11 - 12:31 PM) Amount Quantity Emt Date Description R 9,216:27 55.00 0.00 05/17/2011 Cabled live meeting - cc L. 5/3/11 55.00 48.11 0.00 05/17/2011 PZ Meeting 5/9/1 3 48.11 103:11 453.57 0,00 05/17/2011 Telephone/data Sve-PtilAie Work Ntay 2011 453..57 567.02 0.00 05/17/2011 Telephone/data service -City Hall -May 201 567.02 1,020.59 340.58 0.00 05/17/2011 Tires for Bldg Dept Vehicle 340.58 340.58 214.90 0.00 05/17/2011 Line Locates - April 2011 214.90 214.90 3.37 0.00 05/17/2011 Station supplies 3.37 3.37 Task Type PO # Close POLine No No No No No 0000 0000 0000 0000 0000 0000 moo Page 3 InvoiceInv Date Amount Quantity Prat Date Description Reference Task Type PO # Close POLine # 1CMAA ICMA 383203 05/09/2011 814.53 0.00 05/17/2011 Annual Dues 101-410-1320-44330 Dues e:z Subseciptions 383203 Total: 814.53 1CM AA Total: 814.53 Lillie Newspapers Inc. Lillie Suburban 04129/2011 13,13 0.00 05/17/2011 4/13/11 Board of Equialization notice 101-410-1320-43510 Legal Publishing 04/29/2011 38.75 0.00 05/17/2011 4/13/11 PH P2 dept - Conditional CUP 101-410-1320-43510 Legal Publishing 04/29/2011 69.35 0.00 05/17/2011 4/20/11 Bid advertisementL2011 seal 101-410-1320-43510 Legal Publishing coat Teta!: 101.23 04/29/11 04/29/2011 38.78 0.00 05/17/2011 Newspaper - PublicNotices 101-410-1450-43510 Public Notices 04/29/11 Total: 38.78 Lillie Total: 140.01 LOFF Loffler Companies. Inc. 1243420 05/02/2011 243,34 0.00 05/17/2011 Copy machines civerages & May 2 101-410-1940-44040 Repairs/Main t Contractual Eqpt Base 1243420 Total: 243,34 LOFF Total: 243.34 MARONEYS Maroney's Sanitation, Inc 384934 05/04/2011 108.32 0.00 05/17/2011 Waste removal - CityHall 101-410-1940-43840 Refuse 384934 05/04/2011 47.68 0.00 05/1712011 Waste removal - Fire 101-420-2220-43840 Refuse 384934 05/04/2011 207.82 0.00 05/17/2011 Waste removal - Public Works 101-430-3100-43840 Refuse 384934 05/04/2011 207.32 0.00 05/17/2011 Waste removal - Parks 101-450-5200-43840 Refuse 384934 Total: 571.64 MARONEYS Total: 571.64 MENARDST Menards - Stillwater 76464 04/27/2011 2.77 0.00 05.117/2011 Station 41 repairs 101-420-2220-44010 Repairs/Maint Bldg 76464 Total: 2.77 AP - To Be Paid Proof List (0 2/11 - 12:31 PM) No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 ,No 0000 No 0000 No 0000 No 0000 No 0000 Page 4 Invoice # Inv Date Amount Quantity Piiii Date Description Reference Task Type PO # Close POLine # MENARDST Total: 2.77 MESSELT Messelt Bruce Chk Req 05/12/2011 6.00 0.00 05/1712011 LMC Loss Control Workshop 101-410-1320-44370 Conferences & Training Parking Chk Req 05/12/2011 20.51 0.00 05/17/20 I 1 Lunch - CM Park Discussion 101-410-1320-44300 Miscellaneous Chk Req 05/12/2011 549.89 0.00 05/17/2011 Cell Phone June 2010 - April 2011 101-410-1940-43210 Telephone Chk Req Total: 576.40 MESSELT Total: 576.40 METCOU Metropolitan Council 0(100958983 05/03/2011 1,282.98 0.00 05/17/2011 Monlhly WasewatrService - June 602-495-9450-43820 Sewer Utility - Met Council 2011 0000958983 Total: 1,282.98 METCOU Total: 1,282.98 MNNATIVE MN Native Landscapes 6554 04/28/2011 585.00 0,00 05/I 7/20 I I Management Plan Writing Svs - 404-480-8000-43050 Other Park Ded Prof Services Sunfish 6554 Total: 585.00 MNNATIVE Total: 585.00 NORTHSEC Northland Securities, Inc. LKEKO5A 04/05/2011 87,512.50 0.00 05/17,2011 Interest 601-494-9400-46110 Bond interest LKEKO5A Total: 87,512.50 LKELO9A 04/05/2011 13,952.50 0.00 05/17/2011 Intert 315-470-7000-46110 Bond Interest LKELO9A 04/05/2011 425.00 0.00 05(17/2011 Agent fees 315-470-7000-46200 Fiscal Agent Fees LKELO9A Total: 14,377.50 NORTHSEC Total: 101,890.00 PRESSA Anastasia Press 05/10/11 05/10/2011 41.25 0.00 05/17/2011 5/11/11 Council Workshop 101-410-1450-43620 Cable Operations 05/10/11 Total: 41.25 AP - To Be Paid Proof List (05/12/11 - 12:31 PM) No 0000 No 0000 No 0000 No 0000 No 0000 0000 No 0000 No 0000 No 0000 Page 5 Invoice # Inv Dete Amount Quantity Pmt Date Description Reference Type PO # Close POLine # PRESSA Total: 41.25 REGIONSH Regions Hospital EMS 768622 04/25/2011 2,434.00 0.00 05/17/2011 Yearly EMS training contract 0000 101-420-2220-44370 Conferences & Training 768622 Total: 2,434.00 REGIONSH Total: 2,434.00 RICHTMAN Richtman Karen 05/03/2011 970.78 0.00 0 7/2011 Reimb classroom supplies recycle grant - No 0000 101-430-3200-42100 Recycling Supplies Total: 970.78 R1CHTMAN Total: 970.78 R1VRCOOP River Country Cooperative 04/30/2011 04/30/201.1 525.37 0.00 05/17/2011 Fuel No 0000 101-420-2220-42120 Fuel; Oil and Fluids 04/30/2011 Tota1: 525,37 RIV RC 00 P Total: 525.37 ROBERTSC ROBERTS COMPANY INC. 240278A 04/28/2011 30.38 0.00 05/17/2011 Rookie coin No 0000 101-420-2220-44300 Miscellaneous 240278A Total: 30.38 ROBERTSC Total: 30.38 ROGERS Rogers Printing Services, Corp 17838 04/27/2011 1,911.99 0.00 05/17/2011 Quarterly newsletter - No 0000 101-410-1320-43090 NewsletterfWebsite 17838 Total: 1.911.99 ROGERS Total: 1,911.99 RUD Prince-Rud Diane 05/19/2011 160.00 0.00 05/17/2011 Cleaning City Hall 8c Annex - NO 0000 101-410-1940-44019 Repairs/Maint Contractual Bldg 05/19/2011 120.00 0,00 05/17/2011 Cleaning Nit Hall No 0000 101-420-2220 41010 Repairs/Maint Bldg 05/19/2011 14.74 0.00 05/17/2011 Supp1ie.s No 0000 101-410-1940-42110 Cleaning Supplies Total: 294.74 AP - To Bc Paid Proof List (05/12/11 - 12:31 PM) Page 6 !nvoice # Inv Date Amount Quantity Pint Date Description Referent e Ta41. Type PO # Close POLine # RUD Total: 294.74 SCHLOMKA Schlomka 11535 04/15/2011 101-420-2220-44010 Repairs/Maint Bldg 11535 Total: SCEILOMKA Total: 367.00 0.00 05/17/2011 Septic Tanks Pumped 367.00 367.00 STDELANO State Bank of Delano 06/01/2011 803.00 0.00 05/17/2011 GO Equipment of Certificate 2006A- 314-480-8000-461 10 Bond Interest Int Total: 803.00 STDELANO Total: 803.00 No 0000 No 0000 TOUSLEY Tousley Motorsports Q69940 04/28/20 II 3,499.99 0.00 05/17/201 I Replacement tracks for Ranger No 0000 410-480-8000-45500 Vehicles Q69940 Total: 3,499.99 TOUSLEY Total: 3.499,99 VALLEYTR Valley Trophy Inc, 41443 05/06/2011 152.51 0,00 05/17/2011 Service recognitioo No 0000 101-420-2220-44300 Miscellaneous 41443 Total: 152.51 VALLEYTR Total: 152.51 VANZANDT Van Zandt Distributing 4781 02/08/2011 52.53 0.00 05/17/2011 Straps for Stokes Basket - No 0000 101-420-2220-42400 Small Tools & Equipment 4781 Total: 52.53 VANZANDT Total; 52.53 VISA-SL VISA 05/26/2011 05/26/2011 47.37 0.00 05/17/2011 Red Savoys Pizza No 0000 101-410-1110-44300 Miscellaneous 05/26/2011 05/26/2011 225.00 0.00 05/17/2011 APA Bookstore No 0000 101-410-1910-44350 Books 05/26/2011 Total: 272.37 AP - To Be Paid Proof List (05/12/11 - 12:31 PM) Page 7 Invoice # 1131r Date VISA-SL Total: VISALE40 VISA 15371021 04/28/2011 101-420-2220-42080 EMS Supplies 15371021 Total: VISAEE40 Total: WASHTAX Washington County 1816 04/30/201 I 603-496-9500-44300 Miscellaneous Expenses 1816 Total: WASHTAX Total: XCEL Xcel Energy 51-4504807-7 101-450-5200-43810 51-4504307-7 602-495-9450-43810 51-4504807-7 101-430-3160-43810 5 I 4572945-7 101-430-3160-43810 51-4576456-3 101-420-2220-4381 0 51-4580376-5 10I-410-1940-43810 51-4733556-8 101-450-5200-43810 51-5044219-0 101-450-5200-43810 51-5275289-3 1,01-450-5200-438 51-5356323-8 601-494-9400-43810 05/12/2011 Electric Utility 05/1212011 Electric Utility 05/121201 I Street Lighting 51-4504807-7 05/12/2011 Street Lighting 514572945-7 05/12/2011 Electric 51-4576456-3 05/12/2011 Electric Utility 51-4580376-5 05/12/2011 Electric Utility 51-4733556-8 05/12/2011 Electric Utility 51-5044219-0 05/12/2011 Electric Utility 51-5275289-3 05/1217011 Electric Utility 51-5356323-8 Total: Total: Total: Total: Total: Total: Total: Total: AP - To Be Paid ProofList 05112/11 - 12:31 PM) Amount Quantity Putt Date Desciiption Reference Task 272.37 240.66 240.66 240.66 0.00 05/17/2011 CPR kits 184.00 0.00 05/17/2011 Document copies for Rain Gardens 184.00 184.00 45.75 0.00 05/17/2011 Lights at Legion Park 85.87 0.00 05/17/201 I Lift Station 31.54 0.00 05/17/2011 Traffic Lights 163.16 29.31 0.00 05/17/2011 Street Lights 29.31 534.55 0.00 05/17/2011 FirStfiort2 747,46 0.00 05/17/2011 City Hall 9.95 0.00 05/1701l Tennis Courts 534.55 747.46 9.95 134.67 0.00 0/17/2011 Parks Bldg 134.67 4,95 0.00 0507/201f Pebble Park 9.95 1,425.30 0.00 05/17/2011 Wells 1 & 2 1,425.30 Type PO # Close POLine # No 0000 No 0000 No 0000 No OQUO No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 8 Invoice # 51-5522332-2 101-430-3160-43819 51-5747685-4 101-450-5200-43810 51-5916043-7 602-495-9450-43810 51-6429583-8 602-495-9450-43810 51-6433976-2 101-420-2220-43810 51-6625457-1 10 I-450-5200-43810 51-6736544-2 101-430-3160-43810 51-6928283-3 101-430-3160-43810 51-6956201-4 101-450-5200-43810 51-7538112-1 101-430-3100-43810 51-8126093-5 601-494-9400-43810 51-8711719-3 101-430-3160-43810 Date 05/1212011 Street Lighting 51-5522332-2 Total: 05/12/2011 Electric Utility 51-5747685-4 Total: 05/12/2011 Electric Utility 51-5916043-7 Total: 05/12/2011 Electric Utility 51-6429583-8 Total: 05/12/2011 Electric Utility 51-6433976-2 Total: 05/12/2011 Electric Utility 51-6625457-1 Total: 05/ 2/2011 Street Lighting 51-6736544-2 Total: 05/12/2011 Street Lighting 51-6928283-3 Total: 05/1212011 Electric Utility 51-6956201-4 Total: 05/12/2011 Electric Utility 51-7538112-1 Total: 05/12/2011 Electric Utility 51-8126093-5 Total: 05/1212011 Street Lighting 51-8711719-3 Total: XCEL Total: Report Total: AP - To Be Paid Proof List (05/12/11 - 12:31 PM) Amount Quantity Pmt bate 'Description Reference Task Type FO # Close FOLine # 39.92 39.92 101.87 101.87 18.89 18.89 16.52 16.52 337.09 337.09 125.88 125.88 1,896.22 1,896.22 25.01 25.01 43.03 43_03 1,952.74 1,952.74 56.74 56.74 11.29 11.29 7,679.55 141,133.64 0.00 05/17/2011 Traffic Lights 0.00 05/17/2011 Arts Center 0.00 05/17/201( Lift Station 0.00 05/17/2011 Lift Station 0.00 05/17/2011 Fire Station 1 0.00 05/17/2011 Legion Park 0,00 05/17/2011 Street Lights 0.00 05/17/2011 Traffic Lights 0.00 05/17/2011 WIN Ballfield Lights 0.00 05/1712011 Public Works 0.00 05/17/2011 Water Tower 2 0.00 05/17/2011 Speed Sign Hwy 5 No No No No No No No No No No No 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 Page 9 YOR & COUNCIL COMA/UN/CATION DATE: 5/17/2011 CONSENT ITEM 3 MOTION Resolution No. 2011-019 AGENDA ITEM: 2011 Seal Coat Project — Accepting the Bids and Awarding the Contract SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Bruce Messelt, City Administrato • REVIEWED BY: Jack Griffin, City Engineer Tom Bouthilet, Finance Director Mike Bouthilet, Public Works Superintendent SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to accept bids and award a contract for the 2011 Seal Coat Project. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: At the February 15, 2011, City Council Meeting, Council authorized the preparation of Plans and Specifications for the 2011 Seal Coat Project. At the March 15, 2011, Council Meeting, the Council entered into an agreement with West Lakeland Township to include 2.7 miles of seal coating to Lake Elmo's 2011 Seal Coat Project to increase the overall quantity and attempt to reduce unit price on the bids. The City Council approved the Plans and Specifications for the 2011 Seal Coat Project on April 5, 2011, and authorized staff to advertise the project for bids, STAFF REPORT: Bids were received, publicly opened, and read aloud on May 5, 2011. TKDA has prepared and attached the Bid Tabulation worksheet and a Letter of Recommendation for the Award of the Contract. All 3 bids for seal coating came in under the Engineer's estimate of $1.20 per square yard. Pearson Brothers, Inc., provided the low bid of $1 per square yard, resulting in a construction cost that was $14,700 under the Engineer's estimate. It is hereby recommended that Council award the contract to the lowest responsible bidder, Pearson Brothers, Inc., as outlined in the Engineers Recommendation of the Award of the Contract. RECOMMENDATION: Based upon the above information, it is recommended that the City Council approve as part of tonight's Consent Agenda Resolution No, 2011-019, accepting the bids and awarding a Contract to Pearson Brothers, Inc. for the 2011 Seal Coat Project, -- page 1 -- City Council Meeting May 17th, 2011 2011 Seal Coat Project Resolution Accepting the Bids and Awarding the Contract Consent Agenda Item # 3 Alternatively, the City Council does have the authority to remove this item from the Consent Agenda, table this item for future consideration, or further discuss, deliberate and/or, if appropriate, amend the recommended motion prior to taking action. If the latter is done so, the appropriate action of the Council following such discussion would be: "Move to approve Resolution No. 2011-019, Accepting the Bids and Awarding a Contract to Pearson Brothers, Inc. for the 2011 Seal Coat Project per the Engineers Letter of Recommendation for the Award of the Contractlas amended and/or modified at tonight's meeting]." ATTACHMENTS: 1. Resolution No. 2011-019 2. Engineer's Letter of Recommendation SUGGESTED ORDER OF BUSINESS (if removed from the Consent Azenda): Questions from Council to Staff Mayor Facilitates Call for Motion .., ......... ....... .....,.... ........ Mayor & City Council Discussion ...... ........................... ............... ..........,.,....„.... ...... „ Mayor Facilitates Action on Motion ....... ....... ..... . ..... Mayor & City Council -- page 2 -- CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2011-019 A RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CONTRACT WHEREAS, pursuant to an advertisement for bids for the 2011 Seal Coat Project, bids were received, opened and tabulated according to law, and bids were received complying with the advertisement; WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; AND WHEREAS, the City Engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Pearson Brothers, Inc.; NOW THEREFORE, BE IT RESOL VED, That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor 's lowest responsible bid, and according to the plans and specifications thereof approved. by the City Council. 2, The CityClerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. Date: May 17, 2011 CITY OF LAKE ELMO By: ATTEST: Bruce A. Messelt City Administrator Dean A. Johnston Mayor Resolution No, 2011-019 CERTIFICATION I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meeting thereof held on 17th day of May 2011, as shown by the minutes of said meeting in my possession. Sharon Lurnby City Clerk (Seal) Resolution No. 2011-019 2 TKDA 444 Cedar @reel, Suite 1500 Saint Paul, MN 55101-2140 The right time. The right people, The right oompary (651) 292-4400 (651) 292-0083 Fax www.tkda,com May 17, 2011 Honorable Mayor and City Council City of Lake Elmo, Minnesota Re: 2011 Seal Coat Project City of Lake Elmo, Minnesota TKDA Project No. 14816.003 Dear Mayor and City Council: Bids for the referenced project were received on May 5, 2011, at 2:00 pm with the following results. A complete Tabulation of Bids is enclosed for your information, Contractor Base Bid Pearson Bros,, Inc. $119,200.00 Allied Blacktop Company $128,736.00 Astech Corp. $135,888.00 Engineer's Estimate Recommendation $143,040.00 We recommend that you award the Contract to the lowest responsible bidder, Pearson Bros,, Inc., for their base bid of $119,200.00, Please do not hesitate to contact me with any questions or comments you may have. Sincerely, Ryan W. Stempski, Project Manager Enclosure Cc: Jack W, Griffin An Employee Owned Company Promoting Affirmative Action and Equal Opportunity TABULATION OF BIDS 2011 SEAL. COAT PROJECT CITY OF LAKE ELMO & WEST LAKELAND TWP, MINNESOTA TKDA PROJECT NC). 14815.003 BIDS OPENED: MAY 5, 2011, AT 2:00 PM 'DENOTES ERROR IN BIDDERS CALCULATION ITEM NO. DESCRIPTION CRY oF LAKE ELMO 1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK CITYOF WEST LAKELAND 1 BITUMINOUS SEAL COAT WITH DRESSER TRAP ROCK ITOTAL TKDA pd.a.11,11.1.40.1411,6aatmwoqii IbeztArttmaTbactlat,x4e. oseepart 'DENOTES ERROR IN BIDDERS CALCULATION ENGINEER'S ESTIMATE PEARSON BROS AWED BLACKTOP ASTECH CORP UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRIDE AMOUNT PRICE AMOUNT 73,500 SY 45,700 I SY 1.20 $ 88,200.00 120 $ 54,840.00 $ 143,040.00 1.00 $ 73,500.00 1.00 $ 45,700.00 $ 119,200.00 1.08 $ 79,380.00 1.08 $ 49,356.00 1.14 $ 83.790,30 1.14 $ 52,098.00 $ 128,735.00 $ 135,888,00 Page 1 CITYOF LAKE EL 0 AYOR & COUNCIL COMMUNICATION DATE; 5/17/2011 CONSENT ITEM #: 4 MOTION As part of Consent Agenda AGENDA ITEM: Appointment to Maintenance Advisory Committee SUBMITTED BY: Sharon Lumby, City Clerk REVIEWED BY: Bruce Messelt, City Administrator SUMMARY AND ACTION REOUESTED: It is respectfully requested that the City Council approve the appointment of David Moore to the Maintenance Advisory Committee as part of tonight's Consent Agenda. BACKGROUND INFORMATION: Mr. Moore has 10 years experience as an equipment operator and 35 years as project superintendent on -site grading, highway construction, sanitary and storm sewer and water main installation. The Maintenance Advisory Committee is comprised of: George Dege Dick Gustafson Steve Ziertman Steve Gurney STAFF REPORT: With the loss of MAC member Bud Talcott, there is a vacancy on the committee. Mr. Moore's experience with equipment will be a valuable asset to the Committee. Staff recommends Mr. Moore's appointment to the Maintenance Advisory Committee. RECOMMENDATION: It is respectfully recommended that the City Council approve the appointment of David Moore to the Maintenance Advisory Committee as part of tonight's Consent Agenda. page 1 — City Council Meeting May 17th, 2011 y Appointment to Maintenance Advisory Committee Consent Agenda Item # 4 Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss and deliberate prior to taking action. If done so, the appropriate motion to consider, following such discussion, would be: 'Move to appoint Mr. David Moore, 8680 Stillwater Blvd N., to the Maintenance Advisory Contmittee" ATTACHMENTS: None SUGGESTED ORDER OF BUSINESS /if removed from the Consent Aeendal: Questions from Council to Staff ....................... ..... Mayor Facilitates Call for Motion .......... .........„...„....,.................. ...... . ...... . Mayor & City Council Discussion Mayor Facilitates Action on Motion Mayor & City Council -- page 2 -- A "OR & COUNCIL COMMUN/CATION. DATE: 5/17/2011 CONSENT ITEM #: 5 MOTION as part of Consent Agenda AGENDA ITEM: Consider Approval of One -Day Temporary Liquor License Requested by Team Ortho Foundation, Inc. SUBMITTED BY: Sharon Lumby, City Clerk THROUGH: Bruce Messelt, City Administrator6A 4,1 SUMMARY AND ACTION REOUESTED: It is respectfully requested that the City Council approve a liquor application request from Michael Swanson, Team Ortho Foundation, Inc, as part of tonight's Consent Agenda. BACKGROUND& STAFF REPORT: The City has received a liquor application request from Michael Swanson, Team Ortho Foundation, Inc. The Foundation is holding a "Go Commando Run" that ends at Green Acres, 8989 5511' Street N. Mr. Swanson has requested a one -day (June 25, 2011) temporary liquor license to provide strong beer to the runners at the end of the race, All required fees and the proper insurance certificate have been received. The Washington County Sheriffs Department has been notified of this event. This event was a huge success in 2010 and was held without incidence. RECOMMENDATION: As the application is in order, it is respectfully recommended that the City Council approve the appointment of David Moore to the Maintenance Advisory Committee as part oftonight's Consent Agenda. Alternatively, the City Council does have the authority to reinove this item from the Consent Agenda and further discuss and deliberate prior to taking action. If done so, the appropriate motion to consider, following such discussion, would be: "Move to Approve the one -day temporary liquor license (June 25, 2011) to Michael Swanson, Team Ortho Foundation Inc. to serve beer at Green Acres located at 8989 55th Street N., Lake Elmo" page 1 -- City Council Meeting Consider Approval of One -Day 1 porary Liquor License May 17th, 2011 Consent Agenda Item # 5 ATTACHMENTS: None (a copy of the Application is on file for revie SUGGESTED ORDER OF BUSINESS (if removed from the Consent Aeenda): Questions from Council to Staff ....................... ............ . ...... Mayor Facilitates Call for Motion ..... ......... .............. ..................... ..... Mayor & City Council Discussion Mayor Facilitates Action on Motion...................„.... ........ ......... ............... Mayor & City Council pag c" °LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: 5/17/2011 CONSENT ITEM 6 MOTION Resolution 2011-020 AGENDA ITEM: Consideration of an application for a Variance from the 75 foot setback from the Ordinary High Waterline for a septic system at 8242 Hidden Bay Trail SUBMITTED BY: Lake Elmo Planning Commission Kelli Matzek, Planner THROUGH: Bruce Messelt, City Administrator REVIEWED BY: Kyle Klatt, Planning Director SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to affirmatively consider a variance request to allow a septic system to be constructed 25-feet from the Ordinary High Waterline of Olson Lake, where a 75 foot setback is required at 8242 Hidden Bay Trail. As the Planning Commission unanimously recommends this Variance and the City Council has historically approved such, this item is included on tonight's Consent Agenda. BACKGROUND INFORMATION: For variance applications, the burden is on the applicant to demonstrate why this situation is unique and necessitates flexibility to code requirements. To make this case, a variance can only be granted by the city when strict enforcement of the code would cause undue hardship on a property owner. "Hardship" is broken down into the following three components: a. The proposed use of the property and associated structures in question cannot be established under the conditions allowed by the city's zoning regulations and no other reasonable alternative use exists; b. The plight of the landowner is due to the physical conditions unique to the land, structure, or building involved and are not applicable to other lands, structures, or buildings in the same zoning district; the unique conditions of the site were not caused or accepted by the landowner after the effective date of the city's zoning regulations; and c. Granting of the variance would not alter the essential character of the neighborhood. -- page 1 -- City Council Meeting Variance; 8242 Hidden Bay Trail May 17th, 2011 Consent Agenda Item 6 Statutory changes regarding municipal reviews of variances took effect on May 6, 2011. The state statutes were amended to restore municipal variance authority in repose to Krummenacher v. City of Minnetonka which took place in June of 2010. The new law renames the municipal variance standard from "undue hardship" to "practical difficulties" but otherwise retains the familiar three factor test of (1) reasonableness, (2) uniqueness and (3) essential character, Also included is a sentence new to city variance authority that was already included in the county statutes: "Variances shall only be permitted when they are in harmony with the general purposes and intent of the ordinance and when the terms of the variance are consistent with the comprehensive plan." PLANNING COMMISSION RECOMMENDATION & STAFF REPORT: In reviewing the request against the three criteria listed above, staffs interpretation and the Planning Commission's unanimous recommendation are that all criteria are met. A septic system is necessary to utilize the home on the site and the current property owner did not create the nonconforming lot, or the occurring limitations of the site. This septic system site was chosen because of the location of the house, existing septic system, the well and the driveways. In addition, the weir is located along the northern property line under an easement which controls lake levels for both Olson Lake and Lake Demontreville, The septic designer said that soil borings showed rock in the ground as it got closer to the weir, which makes for an environment unsuitable to septic systems. Given the floodplains located on the site along with the other infrastructure and structures, the proposed site was chosen. Staff received three letters in response to the mailing sent out regarding the application. One letter was supportive of the variance application. The other two had concerns — one with water contamination, the other with the suggestion of relocating the applicant's well and neighbor's well to have additional potential locations for the septic system. A representative from Washington County's Public Health Department will be attending the meeting to answer any questions the City Council may have regarding the technical aspect of the permit or his professional opinion. • As of October 1, 2010, Washington County took over the septic permitting and inspections of septic systems for the City of Lake Elmo. Although the County now permits septic systems, the City of Lake Elmo continues to be the authority on granting or denying variances. RECOMMENDATION: Based upon the above background information, Planning Commission recommendation and staff report, it is recommended that the City Council approve the septic system variance as part of tonight's Consent Agenda. page 2 -- City Council Meeting Variance; 8242 Hidden Bay Trail May 17th, 2011 Consent Agenda Item 6 Alternatively, the City Council may removed this item from the Consent Agenda for further discussion, amend the motion or deny the variance application with findings of fact. To approve the recommendation, the following motion is suggested: "Move to approve Resolution 2011-020 granting a 50 foot variance to allow a septic system to be built at 8242 Hidden Bay Trail with conditions [and as amended at tonight's meeting]." ATTACHMENTS: (5) 1. Detailed staff report analyzing the request 2. Septic System Map (Site Plan) 3. Area Map identifying the location of the property 4. Valley Branch Watershed District Comments 5. Resident Letters SUGGESTED ORDER OF BUSINESS (if removed from Questions from Council to Staff Public Input, if Appropriate ......... ..... ............. Call for Motion ........ ..... . ........ ......... .................... the Consent Avenda): Mayor Facilitates ..... ........ Mayor Facilitates ..... ....... Mayor & City Council Discussion Mayor Facilitates Action on Motion Mayor & City Council -- page 3 -- CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2011-020 A RESOLUTION APP.ROVING A 25 FOOT VARIANCE FROM THE REQUIRED 75 FOOT SETBACK TO THE ORDINARY HIGH WATERLINE AT 8242 HIDDEN BAY TRAIL NORTH WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and WHEREAS, Danette Jahnke and Richard Leonard, 8242 Hidden Bay Trail (the "Applicant") has submitted an application to the City of Lake Elmo (the "City") for a variance to allow the construction of a replacement septic system 25 feet from the Ordinary High Waterline where a 75 foot setback is required, a copy of which is on file with the City; and WHEREAS, notice has been published, mailed and posted pursuant to the Lake Elmo Zoning Ordinance, Section 154.017; and WHEREAS, the Lake Elmo Planning Commission held a public hearing on said matter on April 25, 2011; and WHEREAS, the Lake Elmo Planning Commission has submitted its report and recommendation to the City Council as part of a Staff Memorandum dated May 17, 2011; and WHEREAS, the City Council considered said matter at its May 17, 2011 meeting. NOW, THEREFORE, based on the testimony elicited and information received, th City Council makes the following: FINDINGS 1) That the procedures for obtaining said Variance are found in the Lake Elmo Zoning Ordinance, Section 154.017. 2) That all the submission requirements of said 154.017 have been met by the Applicant. 3) That the proposed variance is to allow the construction of a replacement septic system at 8242 Hidden Bay Trail that would be set back 25 feet from the Ordinary High Waterline, which is 50 feet closer to the line. The septic system proposed is a mound system. 4) That the Variance will be located on property legally described as Lot 4, Block 1, Oace Acres 4t11 Addition, Washington Co., Minnesota. 5) The proposed septic system cannot be established under the conditions allowed by the city's zoning regulations and no other reasonable alternative use exists. This property is unable to hook up to a 201 system (city -owned community septic system) and is not guided for city sewer in the 2030 Lake Elmo Comprehensive Plan. A private system is necessary to serve the existing home with wastewater services. The physical constraints of the lot, the lack of other options to sewer the house, and the need for wastewater management for the existing home to continue to be inhabitable make this situation unique. 6) The plight of the landowner is due to the physical conditions unique to the land and are not applicable to other lands, structures, or buildings in the same zoning district. In 1970, it was determined this lot could be utilized for residential purposes and a building permit was issuedfor a new home. The property is just over half an acre in size where a 1.5 acre minimum lot size is required and is located on a lake which, in combination with the house location, create a difficult situation in which to find a conforming location for a replacement septic system. There are .floodplains on this property as well as a weir which was installed in the mid 1980's by the Valley Branch Watershed District to control water levels .for Olson Lake and Lake Demontreville. The weir is identified on the applicant's site plan along the northeastern property line from Hidden Bay Trail down to the lake. Soil borings identified rock embedded in the ground the closer to the weir, which is not conducive to a septic system. Therefore land near the weir was unsuitable for the proposed replacement system. The location of the home, driveways, well, existing septic system, floodplain and weir are all restrictions that severely limit the potential location sites at which the septic tanks and drainfield could be built. 7 The variance will not change the essential character of the neighborhood. A septic system is a standard requirement for homes throughout the city, many of which have a mound systetn in their yard. The proposed septic system is a mound system which will be visible from the adjacent neighbors as an elevated and grassy rise. However, a raised system would have minimal, if any impact to neighbors and would not effect the character of the neighborhood. CONCLUSIONS AND DECISION Based on the foregoing, the Applicants' application for a Variance is granted with the following conditions: 1) No adverse impacts are allowed to the adjacent lots. Existing drainage patterns must be maintained. 2) The mound system must be constructed outside the FEMA floodplains. 3) The system shall be monitored for proper operation once in each of the first two years. 4) The applicant is encouraged to work with the Valley Branch Watershed District to reduce erosion on or near the weir. Passed and duly adopted this 17th day of May 2011 by the City Council of the City of Lake Elmo, Minnesota. Dean A. Johnston, Mayor ATTEST: Bruce Messelt, City Administrator To: From: Meeting Date: Applicant: Owner: Location: Zoning: Introductory Application Summary: Property Information: City of Lake Elmo Planning Department Variance Request City Council Kelli Matzek, City Planner 5/17/11 Danette Jahnke and Richard Leonard Same 8242 Hidden Bay Trail R-1; Shoreland District Information The City of Lake Elmo has received a request from Danette Jahnke to construct a septic system 25 feet from Lake Olson's Ordinary High Waterline (OHW). This property was platted as part of the Oace Acres 4th Addition and is subject to easements, floodplains, and regional infrastructure utilized to manage lake levels. A building permit was issued for a new home in 1970. The files also show an Individual Sewage Disposal System was permitted in December of 1970 for the property. Staff was not able to find any documents in the files showing that this system has been updated or moved since that time. A variance was approved (Resolution 2002-056) for the site in June of 2002 for home and garage additions with two conditions of approval written as follows: 1. Deletion of the proposed second driveway access to the fourth (lower) garage stalls. 2. Inspection of the existing private septic system by a qualified professional, with a report to the City as to inspection findings, and required upgrades to the system to comply with Section 325.06 of the City Code. Inspection report and required septic system upgrades shall be completed prior to issuance of any Building Permits for house or garage additions. This resulted in a septic inspection and report which was included in the city's file. A February 22, 2003 report identified the septic system as "failing" in accordance with MPCA Ordinance 7080.0020 Subp. 16a because of the bottomless septic tank and the drywell tank. The report identified that the system was not an imminent threat to the public health, and while the drainfield was not considered failing at the time the report .Request; Jahrthe and Le a 8242 Rieloor • City Counr.:11 &Tom 5-17-11 was written, it did identify that it could fail at anytime in the future. The lakeshore lot is 0.52 acres in size including the area below the Ordinary High Water Line (OHW). Olson Lake is categorized as a Recreational Development Lake in the shoreland code, which requires a minimum sewage treatment system setback of 75 feet from the OHW. The property has a number of physical constraints, which are identified in more detail in the review of the variance criteria. Applicable Section 150.253 Administration. Codes: (B 2) Variance. Identifies procedures. Section 150.254 Shoreland Classification. (B 2) Recreational Development Lakes, Identifies Lake Olson's OHW at 929.3 and the 100-Year Elevation at 931.0. Section 150.255 Shoreland Standards. (D 1 a). Identifies the sewage treatment system setback for recreational development lakes to be 75 feet. Section 150.253 Administration (Shoreland) (B 2 b) Variance. For existing developments, the application for variance must clearly demonstrate whether a conforming sewage treatment system is present for the intended use of the property. The variance, if issued, must require reconstruction of a non- confomiing sewage treatment system. Staff has interpreted this section as "conforming" to mean functioning as necessary to serve the home. Section 150.255 Shoreland Standards. (D). Placement, Design and Height of Structures States that on -site sewage systems must be setback a minimum of 75 feet from the OHW of Recreational Development classified lakes. Findings & General Site Overview Site Data: Lot Size: 0.52 acres (including area below OHW) Existing Use: Residential Existing Zoning: R-1 (One Family Residential); Shoreland District Properly Identification Number (PID): 09-029-21-32-0008 p All I }.;.ter" 5- '1 i--,,11;1"c,, kefforific„.. Retyw.:,st: Jahrikv anti Leonard. 82,:1;.' fiirich.:w Ruv 7).oi/ City Council Rcpon; 5 -7 7--; Application Review: Applicable BUILDING. Any structure either temporary or permanent, having a roof and Definitions: used or built for the shelter or enclosure of any person, animal, or movable property of any kind. When any portion of a building is completely separate from every other part of a building by area separation, each portion of the building shall be deemed as a separate building. BUILDING LINE. A line parallel to a lot line or the ordinary high water level at the required setback beyond which a structure may not extend. BUILDING SETBACK LINE. A line within a lot parallel to a public right-of-way line, a side or rear lot line, a bluff line, or a high water mark or line, behind which buildings or structures must be placed. DWELLING, SINGLE-FAMILY. A residential structure designed for or used exclusively as 1 dwelling unit of permanent occupancy. HARDSHIP. The proposed use of the property and associated structures in question cannot be established under the conditions allowed by the city's zoning regulations and no other reasonable alternative use exists; that the plight of the landowner is due to the physical conditions unique to the land, structure, or building involved and are not applicable to other lands, structures, or buildings in the same zoning district; and that these unique conditions of the site were not caused or accepted by the landowner after the effective date of the city's zoning regulations. INDIVIDUAL SEWAGE DISPOSAL SYSTEM A septic tank, seepage tile sewage disposal system, or other sewage treatment device. INDIVIDUAL SEWAGE TREATMENT SYSTEM. An on -site sewage treatment system connecting to a single dwelling or other establishment, consisting of soil treatment unit, septic tank, and any associated pumping and piping systems. LOT, RIPARIAN. A separate parcel of land within a designated shoreland area having frontage along a lake or tributary stream. MOUND SYSTEM. An alternative sewage treatment system designed with the soil treatment area built above existing grade to overcome the limitations of water table, bedrock, or soil permeability. NON -CONFORMITY — NON -CONFORMING USE. Any legal use, structure or parcel of land already in existence, recorded, or authorized before the adoption of zoning regulations or amendments to the zoning regulations that would not have been permitted to become established under the teiiiis of the zoning regulations as now written, if the zoning regulations had been in effect prior to the date it was established, recorded, or authorized. i Varian,ce Request, Jahn/re and Leonard.' 8242 7rad Oily Cod ncil Report: 5-17-11 Variance Criteria: ORDINARY HIGH WATER MARK OR ELEVATION (0.H.FV.). The boundary of public waters and wetlands, and shall be an elevation delineating the highest water level which has been maintained for a sufficient period of time to leave evidence upon the landscape, commonly that point where the natural vegetation changes from predominantly aquatic to predominantly terrestrial. For water courses, the ordinary high water level is the elevation of the top of the bank of the channel. For reservoirs and flowages, the ordinary high water level is the operating elevation of the normal summer pool. SEPTIC TANK. A sound, durable, watertight sewage tank designed and constructed to receive the discharge of sewage from a building sewer, separate solids from liquids, digest organic matter, and store liquids through a period of detention. SHORE IMPACT ZONE. Land located between the ordinary high water level of a public water and a line parallel to it at a setback of 50% of the structure setback. SHORELAND. Land located within the following distances from public waters: 1,000 feet from the ordinary high water level of a lake, pond, or foliage; and 300 feet from a river or stream, or the landward extend of a flood plain designated by ordinance on a river or stream; whichever is greater. The limits of shorelands may be reduced whenever the waters involved are bounded by topographic divides which extend landward from the waters for lesser distances and when approved by the Commissioner. STANDARD SYSTEM. An individual sewage treatment system employing a building sewer, sewage tank, and the soil treatment system commonly known as a dram field or leach field. VARIANCE. A modification of a specific permitted development standard required to allow an alternative development standard not stated as acceptable in the official control, but only as applied to a particular property for the purpose of alleviating a hardship as defined in Section 300.06, Subd. 3. Economic considerations along shall not constitute a hardship. {sic" Statutory changes regarding municipal reviews of variances took effect on May 6, 2011. The state statutes were amended to restore municipal variance authority in repose to Krummenacher v. City of Minnetonka which took place in June of 2010. The new law renames the municipal variance standard from "undue hardship" to "practical difficulties" but otherwise retains the familiar three factor test of (1) reasonableness, (2) uniqueness and (3) essential character. Also included is a sentence new to city variance authority that was already included in the county statutes: "Variances shall only be permitted when they are in harmony with the general purposes and intent of the ordinance and when the terms of the variance are consistent -Igrncias I 'Tr' -20 I ,)oInk 1 cfPlan PC fe,:.71017,C10{' Page 4 1arionc:c Reque,v; JahnAT and LeonarrL Hdcm Ba.l. Trail Cins LGIIflCLT Re.Torl: 5-17-1 I with the comprehensive plan." This change does not effect staffs recommendation on this application. An applicant must establish and demonstrate compliance with the variance criteria set forth in Lake Elmo City Code Section 154.017 before an exception or modification to city code requirements can be granted. For ease of review, staff provides a three-part breakdown of the definition of "hardship" in Lake Elmo City code to ensure the requests are meeting the spirit and intent of the ordinance. The proposed use of the property and associated structures in question cannot be established under the conditions allowed by the city's zoning regulations and no other reasonable alternative use exists; This property is unable to hook up to a 201 system (city -owned community septic system) and is not guided for city sewer in the 2030 Lake Elmo Comprehensive Plan. A private system is necessary to serve the existing home with wastewater services. Due to the physical constraints of the lot, the lack of other options to sewer the house, and the need for wastewater management for the existing home to continue to be inhabitable, staff finds that this criteria is met. 2, The plight of the landowner is due to the physical conditions unique to the land, structure, or building involved and are not applicable to other lands, structures, or buildings in the same zoning district; the unique conditions of the site were not caused or accepted by the landowner after the effective date of the city's zoning regulations. In 1970, it was determined this lot could be utilized for residential puiposes and a building permit was issued for a new home. The property is just over half an acre in size where a 1.5 acre minimum lot size is required and is located on a lake which, in combination with the house location, create a difficult situation in which to find a conforming location for a replacement septic system. There are floodplains on this property as well as a weir which was installed in the mid 1980's by the Valley Branch Watershed District to control water levels for Olson Lake and Lake Demontreville. The weir is identified on the applicant's site plan along the northeastern property line from Hidden Bay Trail down to the lake. In speaking with the septic system designer, he stated that while taking soil borings he noted the closer he got to the weir the more rocks he found. The rocks may have been a part of the weir installation and are not conducive to a septic system. The location of the home, driveways, well, existing septic system, floodplain and weir are all restrictions that severely limit the potential location sites at which the septic tanks and drainfield could be built. In addition to the reasons cited above, staff finds that this criteria is met. el,,,,,,110W. 20 / M 5- -"/ -2 0 1 rdr01,:,:: PC R.to:".r.dc IzarialuiT Request: Jahnke (Ind Leonard,' 8242 City 1ouncil Rc?port; 54741 Variance Conclusions: Resident Concerns: Additional Information: Conclusion: Council Options: The variance, granted, will not change the essential character of the neighborhood. A septic system is a standard requirement for homes throughout the city, many of which have a mound system in their yard. The proposed septic system is a mound system which will be visible from the adjacent neighbors as an elevated and grassy rise. However, a raised system would have minimal, if any impact to neighbors and would not effect the character of the neighborhood. Therefore, staff finds that the essential character of the neighborhood would remain intact. Staff fmds this criteria is also satisfied. Based on the analysis of the review criteria in City Code both the Planning Commission and City Staff would recommend anuroval of the septic variance request for 8242 Hidden Bay Trail. City Staff believes this request meets the requirements included in the new state statute language. Staff has received two letters opposed to the variance. One suggested the septic system be placed where the existing well is located. The letter suggests the existing well for the applicant as well as the neighbor's well be moved to maintain the required setbacks to waste management systems. The second letter expressed concern about water contamination which has been and can be addressed by Pete Ganzel with Washington County, should that be a concern. Staff has had a conversation with another neighbor who had some concerns about grading and drainage along the weir. Staff believes the proposed mound system would not impact the drainage of the site in the location identified by the concerned neighbor. The Valley Branch Watershed District (who owns and maintains the weir) has contacted this neighbor will be working with him to correct grading concerns on his own property. Staff received one letter in support of the variance. The Valley Branch Watershed District did not have any concerns with the application. The applicants are seeking approval of a 50 foot variance to the 75 foot setback from the Ordinary High Waterline of Lake Olson to allow the construction of a replacement septic system at 8242 Hidden Bay Trail, The City Council has the following options: Agendas 201; tCC 5- .2/I I I .jahnkel'afwmcc PC Rei-ori.elw.-- Variance, Request JahnRe (Ind Leonard: 824 fficirlen Bi Ti? Cit,r Council Itrv(rr: 5- I 7-1 Planning Commission Rec: cc: Staff Rec: A) Approval of the variance request; B) Denial of the variance request; C) Table the request and direct staff or the applicant to provide additional infoimation concerning this application. The deadline for a Council decision on this item is June 9, 2011, which can be extended an additional 60-days if needed, The Planning Commission reviewed the application, held a public hearing and made a recommendation of approval with conditions at their April 25tb meeting. The commission recommended approval if other options were shown to be not practical. Staff is recommending approval of the variance to allow construction of a septic system 25 feet from the Ordinary High Waterline at 8242 Hidden Bay Trail based on reasons stated above with the following conditions: No adverse impacts are allowed to the adjacent lots. Existing drainage patterns must be maintained. 2. The mound system must be constructed outside the FEMA floodplain. 3, The system shall be monitored for proper operation once in each of the first two years. 4. The applicant is encouraged to work with the Valley Branch Watershed District to reduce erosion on or near the weir. Denial To deny the request, you may use the following motion as a guide: Motion Template: I move to deny the request for the construction of a septic system 25 feet from the Ordinary High Waterline at 8242 Hidden Bay Trail...(please site reasons for the recommendation) Approval Motion Template: To approve the request, you may use the following motion as a guide: I move to approve the request for the construction of a septic system twenty five feet from the OHW setback. at 8242 Hidden Bay Trail based on the findings provided in the staff report... (or cite your own) ...with the conditions outlined in the staff report. Danette Jahnke and Richard Leonard, applicants '1.)ottitriLV41.^; ':(11,91! 2t,! -ii4 i;r7rion::,!, PC fl J.: age • ac.)FoseD SEPric C`ktkiE"--)2,7 a) CO ki j14t._ (AKE GLAVei TICK) LA vs,e- 8?-2 4 (2-6 KrY Olson Lake Location Map 1/2IW RVJW Vicin ty Map Scale in Feet rr+w mro auasawa!a WHIM. ppar lltna moms S 1,10 T#aWWFAIIM snCtY altW dtwlnv WAN M Orrois Mnncpwp000tmh. VOOMYmOop GrrmM Isla aa.neNta Mr WI maO:ppins. 41Maf W a4Wpbn 6uwM 4ur+u/aY 6,9ps. }pop(es bb 140.991b no.p ltts emitawuukMprca 11,701 Mule NI. motion pax*MOP Prppod: Ill,/ 21,20;7 April 20, 2011 Ms. Kelli Matzek City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 Re: 8242 Hidden Bay Trail Septic System Replacement — Variance Request Dear Kelli: Thank you for submitting information regarding the proposed septic system replacement at 8242 Hidden Bay Trail. On behalf of the Valley Branch Watershed District (VBWD), I have reviewed the information and this letter provides my comments. Theproposed project involves constructing a new mound septic system adjacent to Lake Olson. Less than one acre will be disturbed, no new impervious area is proposed, and no work is proposed below the 100-year flood level of Lake Olson or within a wetland. Therefore, the project does not require a VBWD permit. The City should ensure that Washington County finds the proposed septic system acceptable and there is adequate separation between the drain field and the water table. The drain field should be above the 100-year flood level of Lake Olson (Elevation 931.5). Temporary erosion control measures should be installed prior to any earthwork. The erosion control measures should be inspected during construction and maintained as needed. Disturbed areas should be vegetated as soon as possible after disturbance, and no later than 14 days after final grading The property owners may wish to contact Rusty Schmidt, the Cost -Share Program Coordinator for the VBWD, at 651-275-1136, extension 36. He could help the property owners design an unmowed vegetative buffer adjacent to the lake. VBWD requires a minimum 35-foot wide buffer strip measured perpendicular to the OHW extending 35 feet inland. A mowed access and shoreline is allowed, but must not exceed 30% of the landowner's shoreline -width or 30 feet, whichever is less. Access paths shall not be located where concentrated runoff will flow to the lake. If you have any questions, please contact me at 952-832-2622. Sincerely, John P. Hanson, P.E. BARR ENGINEERING COMPANY Engineers for the District DAVID BUCHECK LINCOLN FETECHER • DALE BORASH • JILL. LUCAS • EDWARD MARCHAN VALLEY BRANCH WATERSHED DISTRICT • RO. BOX 836 • LAKE ELMO, MINNESOTA 55042-0538 www.vbwd.org To: Kyle Klatt Planning Director City of Lake Elmo I am the neighbor of Rick Leonard and Danette Jahnke, 2 people applying for a variance for a septic system installation at 8242 Hidden Bay Trail. I believe the hearing may be as early as Monday, April 25. I wish to state that 1 have no problems with this variance and hope that the variance will be granted. Bob and Margie Sevenich 8224 Hidden Bay Trail APR 25 2011 ; Gordy and Mary L. Grundeen 8270 Hidden Bay Trail Lake Elmo, MN 55042 651-770-1056 email= gordyg@teksolr.com April 17, 2011 Mr. Kyle Klatt, Planning Director City of Lake Elmo 3800 Laverne Ave. N Lake Elmo MN 55042 Re: Variance for 8242 Hidden Bay Trail tPR 1 9 ZOli 04/17/11 Dear Mr. Klatt: I oppose giving a variance for a septic system that close to Lake Olson. I recommend moving the septic system to the South side of the house where the land elevation is adequate and is more than 75 feet from the High Waterline. Here is the background information: This lot was platted in the early 1970's by the Oace's as an afterthought and not a one acre lot that everybody else has. This lot is only 0.7 acres and in the past, all parcels less than one full acre and were rejected as sub -standard. Within the past 5 years this owner came to the city requesting a variance so that they could expand the kitchen towards the lake. Again, this is expansion on a sub -standard lot. The main problem is the elevation of the drain field — the bottom of the drain field is likely below the elevation of the High Waterline. As you may know, the horizontal velocity of water in an aquifer is about one foot per day. If this draM field is already in the aquifer, unfiltered sewage is already contaminating the aquifer. At a minimum, this drain field should be tested for contaminating the aquifer. I recall talking to the Oace's about locating this septic system that close to Lake Olson. As best I remember, the constraint was that the adjoining lot (to the South and West) already had their well near the "new lot". Wells and septic systems have to be separated by 75 feet. A septic system on the South side of 8242 Hidden Bay probably will be less than 75 feet from the well. The "perfect solution" probably requires moving not one but two wells. In my opinion, the best solution for preventing aquifer contamination is moving the septic system to the South side of the house, There might be enough room on the South side of the house to put a septic system 75 feet from the neighbors well. This may entail using the space under the neighbor's driveway as part of the drain field. An alternative solution might be a holding tank solution. This would be a better choice than allowing aquifer contamination by the existing configuration. Sincerely, Gordon M. Grundeen 2 AYOR & COUNC/L COMMUNICATION DATE: 5/17/2011 CONSENT ITEM #: 7 MOTION AGENDA ITEM: Approval of Hiring of Seasonal Employee for Sunnier 2011 SUBMITTED BY: Mike Bouthilet, Public Works Director THROUGH: Bruce Messelt, City Administrator, p REVIEWED BY: Tom Bouthilet, Finance Director SUMMARY AND ACTION REQUESTED: The Public Works Department is respectfully requesting approval to re -hire its budgeted, seasonal employee, Mr. Logan Weir, for summer 2011 employment, As this is a normal, budgeted and annual action, this item is included on tonight' s Consent Agenda. BACKGROUND INFORMATION & STAFF REPORT,: This will be the third consecutive year Mr. Logan Weir has been hired as a seasonal employee. It is a budgeted position within the 2011 Budget at the same pay rate as last year. RECOMMENDATION: It is recommended that the City re -hire Mr. Logan Weir for budgeted, seasonal employment. As this is a nonnal, budgeted and annual action, this item is included on tonight's Consent Agenda. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss and deliberate prior to taking action. If done so, the appropriate motion to consider, following such discussion, would be: "Move to approve the hiring of Mr. Logan Weir for Temporary Seasonal Employment." ATTACHMENTS: None -- page -- City Council Meeting May 17th, 2011 Approval of Hiring of Seasonal Eme oyee for Summer 2011 Consent Agenda Item # 7 SUGGESTED ORDER OF BUSINESS (if removed from the Consent Aeendak: Questions from Council to Staff Mayor Facilitates Call for Motion Mayor & City Council Discussion . .............. ............. ..... . ..... ....... ......................... ..... Mayor Facilitates Action on Motion Mayor & City Council -- page 2 -- TAKE ELMO MAYOR & OUNC!L COMMUNICATION AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: 5/17/2011 CONSENT ITEM M MOTION Approve Sunfish Lake Parking Lot Improvements Mike Bouthilet, Public Works Director Bruce Messelt, City Adrninistratorq,pt-r\_ Tom Bouthilet, Finance Director Carol Kreigler, Program Assistant (Parks) SUMMARY AND ACTION REOUESTED: The Public Works Department is respectfully requesting approval to contract the delineation and grading of the parking lot in Sunfish Lake Park. As this action is implementing previous Council -approved direction to undertake these improvements and is already budgeted (via a grant), this item is included on tonight's Consent Agenda. BACKGROUND INFORMATION: The Council previously approved a budget for improvements to Sunfish Lake Park. Part of the improvements was to square off the parking lot by re -grading the millings into a defined lot with proper drainage. Black dirt (100 yds.) will be graded into the border/buffer areas. Public Works staff will seed, fertilize and water. The delineated lot will then be bordered with 3 foot boulders to prevent motorized access to trails (not included in this quote). STAFF REPORT: Pursuant to City Policy, three contractors were solicited to provide quotes for the delineation/drainage grading, black dirt and grading. Miller Excavating Buelow Excavating C & K Excavating $3,060.00 $3,300.00 $3,882.00 RECOMMENDATION: It is respectfully recommended that the City Council authorize as part of tonight's Consent Agenda contracting with Miller Excavating for the project in and around the parking lot at Sunfish Lake Park for $3,060.00. -- page 1 -- City Council Meeting May 17th, 2011 A 1 ACHMENTS: None , 6 Approve Sunfish Lake I —king Lot Improvements Consent Agenda Item if 8 SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): Questions from Council to Staff Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor Facilitates Action on Motion...... ..... ....... ...... ................... ...... .. Mayor & City Council -- page. 2 -- AYOR & COUNCIL COWAN/CAT/ON DATE: CONSENT ITEM #: MOTION 5/17/2011 9 AGENDA ITEM: Easement Encroachment Agreement — 5769 Linden Ave. N. SUBMITTED BY: THROUGH: REVIEWED BY: Kyle Klatt, Planning Director Bruce Messelt, City Administra o Kelli Matzek, City Planner Ryan Stempski, City Engineer SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to authorize as part of tonight's Consent Agenda the execution of an easement encroachment agreement. The City has received a request to install a retaining wall within a drainage and utility easement area as part of the grading plan associated with a building permit for a new home at 5769 Linden Avenue North. Approval of the requested agreement would allow the property owners to construct the requested improvements within the City's drainage and utility easements located on their private property. BACKGROUND INFORMATION: The City holds easements of different sizes and for different purposes on many residential and commercial properties throughout the city. When a resident is interested in putting a structure within an easement, the city has requested the property owner provide a site plan showing where the improvement is proposed to be located, a detail of what the improvement will look like and how it will function. After that infoiivation is received, the City Engineer reviews the proposed improvement and the use of the easement to determine if the proposed improvement will impede the functionality of the easement, If the engineer determines that the improvement will not negatively impact the functionality of the easement, an approved building permit showing the requested work and an Easement Encroachment Agreement is needed before the work may commence. Of Note: The City Council reviewed and approved easement encroachment agreements at its April 20th, 2010 Regular Meeting. At that time, the City Council agreed to place future applications on the Consent Agenda; unless unique circumstances occur in which case the agreement is to be placed on the Regular Agenda. page 1 -- City Council Meeting Easement Encroachment A e 5769 Linden Ave. N. May 17th, 2011 Consent Agenda Item # 9 STAFF REPORT: The Easement Encroachment Agreement submitted for Council consideration is for a retaining wall and has been reviewed by planning and engineering staff. The proposed retaining wall meets all city code requirements and Staff would have otherwise authorized construction of the retaining wall if it did not encroach into a drainage and utility e as em ent. LEGAL CONSIDERATIONS: The Easement Encroachment Agreement is a legal document which has been signed by all property owners seeking to install an improvement within an easement. The document, among other things, indemnifies the city from responsibility if damage occurs to the improvement or if it needs to be removed at some point in the future. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve the Easement Encroachment Agreement as part of tonight' s Consent Agenda. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss, table, deliberate and, if appropriate, amend the recommended motion prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the proposed Easement Encroachment Agreement for 5769 Linden Avenue North, as presented land modified/amended] at tonight's meeting." ATTACHMENTS: Proposed Easement Encroachment Agreement for 5769 Linden Ave N. SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): Questions from Council to Staff Mayor Facilitates Call for Motion ............... ....... .................... ............... ...... Mayor & City Council Discussion .................. .......... . ............ . ....... ....... Mayor Facilitates Action on Motion Mayor & City Council — page 2 — CITY OF LAKE ELMO ENCROACHMENT EASEMENT AGREEMENT PLEASE CHECK WHICH STRUCTURE APPLIES: FENCE 0 RETAINING WALL) ACCESSORY STRUCTURE 0 ieveelf&I and (hereinafter "Owner"), owns real property situated in the City of Lake Elmo, County of Washington, State of Minnesota, legally described as: 2VI si known as: as: ,0-4- (hereinafter the "Property"), Owner is requesting to encroach onto a public drainage and utility easement dedicated to the City of Lake Elmo for the placement of the above -indicated structure. In conjunction with this request, Owner hereby acknowledges awareness of the requirements of the City of Lake Elmo in regard to structures and other encroachments, and in particular, agrees to be bound by the following: and commonly Structural encroachments shall not be allowed on any drainage and utility easement without the express written permission of the City of Lake Elmo and only under the following circumstances: a. The easement is not currently for underground utility purposes; and b. The drainage will not be affected by the approved structure or other encroachment on the easement. 2. The encroachment construction must be done at the Owner's own risk and expense. If drainage and/or utility improvements on this easement become a problem in the future, the Owner may be required by the City to remove the easement structure and regrade the easement, all at the Owner's expense. All other requirements of the Zoning Ordinance will be enforced, The placement of the approved structure or other encroachment shall be located in accordance with the Certificate of Survey, attached here to as exhibit A. 4. This agreement shall be recorded with the Washington County Recorder's Office, become a part of the Property's records, and shall apply to all present and future owners of the Property. By signing below, Owner acknowledges and understands the requirements of the City of Lake Elmo in regard to structures and other encroachments as they apply to Owner's request for this Easement Encroachment Agreement, agrees to be bound by said requirements, and agrees with the recording of this Agreement to memorialize said understanding. Dated: ?-t State of Minnesota ) ss. County of Washington ) -/ On this /g day of g-722-/4- , 20 /, before me, a Notary Public within and for said County, personally appeared f27/972X ./.--6 04/ and -T7/6-/ — on/ (single person or husband and wife) to me known to the be the owner(s) of real property situated in the City of Lake Elmo, County of Washington, State of Minnesota, legally described as: /-0 r /5 z-ocezt /, C 000;- that they executed the foregoing instrument as of their own free act and will. LORI S SWANSON Notary Public Minnesota My Comm. Expires Jan 31, 2012 Notary Public State of Minnesota ) ss. County of Washington ) On this By: CITY OF LAKE ELMO Bruce Messelt, City Administrator Attest: Sharon Lumby, City Clerk day of , 20 , before me, a Notary Public within and for said County, personally appeared . City Clerk of the City of Lake Elmo, who executed the foregoing instrument and acknowledged that it was executed on behalf of said City. Notary Public THIS INSTRUMENT WAS DRAFTED BY: The City of Lalce Elmo 3800 Laverne Ave N Lake Elmo, MN 55042 651-777-5510 State of Minnesota County of Washington On this By: By: ) ss. Dean Johnston, Mayor Bruce Messelt, City Administrator day of , 20 , before me, a Notary Public within and for said County, personally appeared • City Clerk of the City of Lake Elmo, who executed the foregoing instrument and acknowledged that it was executed on behalf of said City. Notary Public THIS INSTRUMENT WAS DRAFTED BY: The City of Lake Elmo 3800 Laverne Ave N Lake Elmo, MN 55042 651-777-5510 ; cir=7""li LAKE ELMO YOR & COUNCI4. COMMUNICATION DATE: 5/17/2011 CONSENT ITEM #: 10 MOTION AGENDA ITEM: Easement Encroachment Agreement — 9590 Whistling Valley Trail. SUBMITTED BY: Kelli Matzek, City Planner THROUGH: Bruce Messelt, City Administrato REVIEWED BY: Kyle Klatt, Planning Director SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to authorize as part of tonight's Consent Agenda the execution of an easement encroachment agreement. The City has received a request to install a fence within a drainage and utility easement area as part of a backyard improvement at 9590 Whistling Valley Trail, which includes an inground swimming pool and patio. Approval of the requested agreement would allow the property owners to construct the requested improvement within the City's drainage and utility easements located on their private property. BACKGROUND INFORMATION: The City holds easements of different sizes and fox different purposes on many residential and commercial properties throughout the city. When a resident is interested in putting a structure within an easement, the city has requested the property owner provide a site plan showing where the improvement is proposed to be located, a detail of what the improvement will look like and how it will function. After that information is received, the City Engineer reviews the proposed improvement and the use of the easement to determine if the proposed improvement will impede the functionality of the easement. If the engineer deteintines that the improvement will not negatively impact the functionality of the easement, an approved building permit showing the requested work and an Easement Encroachment Agreement is needed before the work may commence. Of Note: The City Council reviewed and approved easement encroachment agreements at its April 20th, 2010 Regular Meeting. At that time, the City Council agreed to place future applications on the Consent Agenda; unless unique circumstances occur in which case the agreement is to be placed on the Regular Agenda. -- page 1 -- City Council Meeting Easement Encroachment Agreement— . 110 Whistling Valley Trail May 17th, 2011 Consent Agenda Item # 10 STAFF REPORT: The Easement Encroachment Agreement submitted for Council consideration is for a fence and has been reviewed by planning and engineering staff. The proposed fence meets all city code requirements and Staff would have otherwise authorized construction of the fence if it did not encroach into a drainage and utility easement, LEGAL CONSIDERATIONS: The Easement Encroachment Agreement is a legal document which has been signed by all property owners seeking to install an improvement within an easement. The document, among other things, indemnifies the city from responsibility if damage occurs to the improvement or if it needs to be removed at some point in the future. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve the Easement Encroachment Agreement as part of tonight' s Consent Agenda. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss, table, deliberate and, if appropriate, amend the recommended motion prior to taking action, If done so, the appropriate action of the Council following such discussion would be: "Move to approve the proposed Easement Encroachment Agreement for 9590 Whistling Valley Trail, as presented [and modified/amended] at tonight's meeting." ATTACHMENTS: Proposed Easement Encroachment Agreement, for 9590 Whistling Valley Trail. SUGGESTED ORDER OF BUSINESS (if removed from the Consent Aeenda): Questions from Council to Staff ........... Mayor Facilitates Call for Motion Mayor & City Council - Discussion Mayor Facilitates Action on Motion.. ...... ........ ....... ....... . ............ Mayor & City Council -- page 2 -- 1 Return to; Eckberg, Lammers, Briggs, Wolff & Vierling, P.L.L.P. 1809 Northwestern Ave. Stillwater, MN 55082 ENCROACHMENT AGREEMENT THIS AGREEMENT is made this day of , 2011, by and between the CITY OF LAKE ELMO, a Minnesota municipality (hereinafter "City"), and Timothy Lawin and Lisa Lawin (hereinafter "Owner"), husband and wife, and their successors in title. WHEREAS, the City has an easement for drainage and utility purposes over that part of the property legally described on the attached Exhibit A, located in Washington County, Minnesota; WHEREAS, Owner is desirous of constructing a fence ("The Improvements") within the Easement; and, WHEREAS, the permission granted herein is limited to The Improvement proposed within the easement. NOW, THEREFORE, in consideration of the premises and for good and valuable consideration, the receipt of which is acknowledged, the City will permit the encroachment on its easement area as set forth herein and subject to the conditions set forth below: Owner and successors in title may install and maintain The Improvements in the t. configuration directed by the City and in accordance herewith, 2. Owner must notify the City at least forty-eight (48) hours before construction, repair and/or maintenance work commences within the easement. No such work shall take place without the City staff being given the opportunity to be present at the site. Further, if the City determines in its reasonable estimation that any proposed work may potentially cause an unsafe condition or damage or impair the City's easement area, the City shall have the authority to prevent such work from being done by giving notice to Owner; notwithstanding the foregoing, in the event of an emergency situation and/or the existence of an unsafe condition of Owner's land, the prescribed forty-eight (48) hour notice requirement shall be waived by the City. However, in the event of such situation, said waiver shall not relieve Owner from their obligation to notify the City in a timely and practical manner. The City shall have no obligation to notify Owner of their intent to do work, 3 To the fullest extent permitted by law, Owner, their successors and assigns agree to release, defend, protect, indemnify, save and hold harmless the City, its agents, directors, employees and contractors against any and all claims, costs and liabilities, including the costs of defense for damages, injury or death arising from or in any way connected to the installation, maintenance, repair, removal and/or presence of The improvements permitted hereunder, regardless of whether such harm is to Owner, the City, the employees or officers of either or any other person or entity, except shall not be liable under this paragraph for loss or damage to the extent resulting from the negligence or intentional acts of the indemnified parties. 4. The permission granted herein is United exclusively to the proposed improvement within the City's easement, Owner shall not alter the grade, perform any other site disturbing activities, or permit such alteration anywhere upon the land upon which the City has reserved its 2 easement without proper express written consent of the City. Owner shall construct and maintain The Improvements in compliance with all applicable laws and in good repair. Owner shall, at all times, use best efforts to conduct all of activities on said easement area in such a manner as to not interfere with or impede the operation of the City's easement and related activities in any manner whatsoever and shall remove The Improvements at no cost to the City when directed by the City. The work shall be done and The Improvements maintained in conformance with the direction of the City. [SIGNATURES ON FOLLOWING PAGES] CITY OF LAKE ELMO By By Dean Johnston, Mayor Bruce Messelt, City Administrator STATE OF SOTA ) ) ss. COUNTY OF WASHINGTON ) On this day of , 2011, before me, a Notary Public, personally appeared Dean Johnston, Mayor of the City of Lake Elmo, a Minnesota municipality within the State of Minnesota, and that said instrument was signed on behalf of the City of Lake Elmo by the authority of the City Council of the City of Lake Elmo, and acknowledged said instrument to be the free act and deed of said City of Lake Elmo. STATE OF MINNESOTA ) ss • Notary Public COUNTY OF WASHINGTON ) On this 4"1h day of Hay , 2011, before me, a Notary Public, personally appeared Bruce Messelt, City Admiiiistrator of the City of Lake Elmo, a Minnesota municipality within the State of Minnesota, and that said instrument was signed on behalf of the City of Lake Elmo by the authority of the City Council of the City of Lake Elmo, and acknowledged said instrument to be the free act and deed of said City of Lake Elmo. By Timothy Lawin STALL OF M SOTA ) ) ss. COUNTY OF WASHINGTON ) Notary Public 4 personally appeared Timothy Lawin and Lisa Ilawin, husband and wife, who signed the instrument and acknowledged said instrument to be their free act and deed. No THIS INSTRUMENT DRAFTED BY; David K. Snyder Eckberg, Lammers, Briggs, Wolff & Vierling, 1809 Northwestern Avenue Stillwater, MN 55082 On this 44/1 day \A Cl,g , 2011, before me, a Notary Public, oregoing AYOR & COUNCIL COMMUNICATION DATE: REGULAR ITEM #: MOTION AGENDA ITEM: Authorize Contract for Cleaning Services SUBMITTED BY: Sharon Lumby, City Clerk Tom Bouthilet, Finance Director REVIEWED BY: Bruce Messelt, City Administrato 5/17/2011 11 SUMMARY AND ACTION REOUESTED: It is respectfully requested that the City Council authorize the City to enter into a contract for cleaning services at the City Hall and the City Hall Annex. Following City procurement policies, and verification of references, the lowest responsible Bidder is recommended via the following motion: "Move to authorize the City to enter into a contract with Coverall of the Twin Cities for cleaning services for City Hall and City Hall Annex BACKGROUND INFORMATION: The City of Lake Eh -no is seeking cleaning services for City Hall and the City Hall Annex. In particular, the City seeks weekly cleaning services and specific monthly or quarterly cleaning services for the City Council chambers, the City Hall entrance, lobby, restrooms, offices and support areas, and the City Hall Annex entrance/lobby, restroom, offices and support areas. STAFF REPORT: The City has received three bids for cleaning services. All were deemed as responsible bids, though some specific requirements remain to be provided for some of the bidders (bonding and insured). The cost comparison is as follows: Service Provider Pronosed Monthly Cost Coverall of the Twin Cities Diane Rud Tower Cleaning Systems $ 321.38 S 388.33 $ 395.00 If the City Council recommends Coverall of the Twin Cities, the total annual savings would be $803.40. The City's current provider, Ms. Diane Rud, is a Lake Elmo resident who has provided -- page 1 -- City Council Meeting Authotii,Meaning Services Contract May 17th, 2011 Regular Agenda Item # 11 cleaning services since 1990 with no increase. Pursuant to Council direction on May 3rd, references for the top two bids were checked. Both bidders came highly recommended by the references provided. Also, Ms. Rud has indicated she will procure appropriate insurance, if selected as the City's Service Provider, RECOMMENDATION: Staff has provided the above information for Council consideration and recommendation. Following City procurement policies, the lowest responsible Bidder is recommended via the following motion: "Move to authorize the City to enter into a contract with Coverall of the Twin Cities for cleaning services for City Hall and City Hall Annex Alternatively, the City Council does have the authority to table this item or deviate from its procurement policy, as is reasonably and defensibly in the best interest of the City. Should the Council wish, an alternative motion would be as follows: 'Move to award contract for cleaning services to ATTACHMENTS: RFP for Cleaning Services (actual Bids received are available from the City Clerk for Council member review prior to the meeting). SUGGESTED ORDER OF BUSINESS: Introduction of Item/Report City Clerk Questions from Council to Staff... ........ .....,...... ..... ....,.... Mayor & City Council Public Input, if Appropriate Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor Facilitates Action on Motion ..... ..... .....,......... ..... ....... .............. , ..... Mayor & City Council -- page 2 -- 4 CITY OF LAKE ELMO City of Lake E mo 3800 Laverne Avenue North • Lake Elmo, MN 55042 • www,lokeelmo,org Phone: (651) 777-5510 • Fax: (651) 777-9615 March 25, 2011 Request for Proposals for Cleani I. PURPOSE Services The City of Lake Elmo, MN is requesting proposals for Cleaning -Services for its City Hall from individuals/companies experienced in such services. II. PROJECT The City of Lake Elmo seeks Cleaning Services for City Hall and the City Hall Annex, In particular, the City seeks weekly Cleaning Services and specific monthly or quarterly Cleaning Services for the City Council Chambers, the City Hall entrance, lobby, restrooms, offices and support areas, and the City Hall Annex entrance/lobby, restroom, offices and support area. III. BACKGROUND The City of Lake Elmo, MIN is located in central Washington County. Growth and significant residential and commercial/employment development is projected for the City's Old Village and 1-94 Corridor over the next several years, based upon the City's Comprehensive Plan to introduce enhanced municipal utility services to a significant portion of the community. Lake Elmo's 2010 population was estimated at approximately 8,000; expected to grow to 24,000 by 2030, Currently, some 2,500 households are situated across the City's 24 square miles, comprised of r011ing farmland, rural residential and open -space developments, large park preserves, a modest Old Village, and two newer business parks. The City operates under a statutory form of government consisting of a four member City Council and a Mayor. The City Council is responsible for adopting the City's budget and tax levy, adopting resolutions and ordinances, all hiring and firing decisions, policy making, development and growth pluming, and overall direction of the City. In addition to providing general government services, the City offers a range of other services including fire protection, building and other safety inspections, planning and zoning, parks, street maintenance, snow removal, infrastructure maintenance and repair, and others. The City provides limited municipal water and sewer services that will be expanded in the corning years. Attachment(s): None - page — City of Lake Elmo, Minnesota March, 18th, 2011 Request lbr Pr for Cleaning Servictts Page 2 a 6 IV. PROCESS The City will use the following process for selecting the Project Service Provider: A. The City Administrator and selected staff will .review all proposals received. Interviews, either by telephone or in person, may or may not be held, depending upon the quality and quantity of responses received. B. The City Administrator will forward to the Personnel Subcommittee one or more proposals for their review, based upon who would best meet the City's needs. C. Pending a mutually agreeable contract arrangement, the City Council will execute an Annual Services Contract with the person/firm selected to provide the services indicated, GENERAL'INSTRUCTIONS A. Responses mustprovide complete information as described in this request. One (1) copy shall be submitted via email, fax or in writing no later than 4:00 PM on Friday, April lst, 2011, Please forward proposals to: City Administrator City of Lake Elmo, MN 3800 Laverne Avenue N. Lake Elmo, MN, 55042 0: (651) 777-5510 F: (651) 777-9615 bruce.messelta,lakeelmo,org B. To ensure fairness and uniformity, persons/firms submitting responses are requested to not contact City staff or City Council members. Written questions about this RFP may be sent by e-mail to bruce.messeltlakeelmo.org, prior to the submission deadline. Responses will be shared with all interested responders to the RFP. C. The City will not reimburse any expenses incurred by the firm submitting a response including, but not limited to, expenses associated with the preparation and submission of the response and/or attendance at interviews, if required. D. The City reserves the right to reject any and all proposals, to request additional information from any and all Proposers and to suggest modifications to the terms and conditions of an agreement from that offered by a Proposer. page 2 -- City of Lake Elmo, Minnc: ReL ibr Proposals for Cleanine Services March‘ 18th, 2011 "Page 3 of 6 VI. REQUIRED CONTENTS OF RESPONSE A. Professional Background: A brief history of individual's/company's background and experience, including nature of the work undertaken and any areas of specialty, B. Names, telephone numbers, and contact person of at least five (5) client references, at least two (2) of which shall be cities or other similar organizations (e.g. offices). C. Copies of appropriate licenses, bond and insurance certificates for company and/or individual(s) who will be responsible for execution of the contract. D. Fees: Please indicate the rate (hourly, weekly, monthly, annual, other) for all Lead and Support Staff that may be working on the contract, Alternatively, firms/individuals may propose a single, combined rate for all services, 1. Respondents shall indicate all other costs and reimbursable expenses, 2. Respondents shall provide an estimated weekly cleaning fee, based upon its assessment of the project description contained herein. Same for special monthly and quarterly services. 3 The City is open to exploring alternative fee arrangements other than hourly rate (e.g. project rate). Please indicate any alternate billing arrangements you would be willing to consider and under what circumstances they would be most appropriate. 4. The City of Lake Elmo, MN requests monthly billing statements which: • Itemize the date of services • Identify the personnel providing the services List the time spent • Provide a description of the services performed • State the fees for those services • Organize billing on the basis of activity and City contact VII. SERVICES REQUIREMENTS Following are the primary responsibilities for the services required for this Contract. While this list is an attempt to identify the major areas of representation, it is not intended to be an all encompassing list. For City Hall and the City Hall Annex: -- page 3 City of Lake Eirno, Minnesota March. 18th, 2011 Request fbr Pro' s for Cleaning Services Page 4 of 6 Weekly Services Entrances - Each Weekly Service Visit: 1. Spot clean walls, doors and light switch plates 2, Spot clean entry door glass and sidelight panels 3. Full vacuuming/mats 4. Dust high, medium and low horizontal surfaces Lobby/Reception Area - Each Weekly Service Visit: 1, Spot clean walls and doors 2. Spot clean interior lobby/reception area glass 3. Arrange furniture neatly and spot clean tables and stands 4. .Arrange magazines or other publications neatly 5, Full vacuuming of mats and carpet 6. Wipe entire counter with disinfectant cleaner 7. Dust high, medium, and low horizontal surfaces Hallways/Aisles - Each Weekly Service Visit: 1. Spot clean walls, doors and light switch plates 2. Clean and sanitize drinking fountains 3. Full vacuuming of carpeting and/or mats Offices - Each Weekly Service Visit: 1, Empty trash and replace liners as needed 2. Recycle as directed 3. Spot clean walls, doors and light switch plates 4, Vacuum traffic areas 5. Dusi personal areas (credenzas, desks, etc.) 6. Clean and sanitize telephones using disinfectant cleaner Council Chambers - Each Weekly Service Visit: 1, Empty trash and replace liners as needed 2. Spot clean walls, doors and light switch plates 3. Clean conference table and neatly arrange chairs 4. Full Vacuuming 5. Dust high, medium and low horizontal surfaces 6. Water plants -- page 4 City of Lake Elmo, Minne ' Rec f Ar Proposals for Cleaning Services March. 18th, 2011 Page 5 of 6 Lunchroom Areas - Each Weekly Service Visit: 1. Empty trash and replace liners as needed 2. Recycle as directed 3. Spot clean walls, doors and light switch plates 4. Clean exterior and interior of microwave 5. Clean coffee station 6. Clean countersink with disinfectant cleaner 7. Spot clean trash receptacle 8. Full vacuum of carpeting 9. Dust Rest Rooms - Each Weekly Service Visit: I. Empty trash and replace liners as needed 2. Spot clean walls, partitions and doors 3. Clean and re -stock rest room dispensers 4. Clean and polish rest room mirrors 5. Clean and sanitize all rest room fixtures 6. Wet mop surface floors wall-to-wall, corners, egests, and around partitions with disinfectant cleaner Mouthlv Services Lunchroom Areas - Each Monthly Service: 1. Clean interior of refrigerator monthly Rest Rooms - Each Monthly Service: 1. Pour disinfectant cleaner into floor drains monthly 2. Vacuum, or dust ceiling vents, lights, etc, monthly Ouarterlv Services Citv Hall & Annex — Each Quarterly Service 1. Dust blinds and wash windows, interior and exterior 2. Vacuum, brush, or wipe furniture and dust chair base -- page 5 -- City of Lake E, March, 18th, 2( . inties Requesf for Prr erning Services Page 6 of 6 VII. ANTICIPATED TIMELINE Following is the anticipated schedule the City expects to utilize for selecting the Service Provider. This is a tentative schedule and is subject to change. 1, March 25th, 2011 Distribute RFP 2. April 1st, 2011 (4:00 p.m.) Deadline for receipt of RFP 3. Week of April 4th, 2011 Review proposals and rank preferred Service Provider 4. Week of April 1 lth, 2011 Review by Personnel Subcommittee 5. April 19th, 2011 Recommendation to City Council 6. May lst, 2011 Begin Contract Attest: BAM 3/22/11 OF LAKE ELMO "AYOR & COUNCIL COMMUNICATION AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: REGULAR ITEM #: MOTION 5/17/2011 12 Authorize Contracting for Professional Services for Organizational- and Personnel -Related Matters Mayor and City Council Bruce A. Messelt, City Administrator On behalf of 2010 Personnel Subcommittee Dave Snyder, City Attorney SUMMARY AND ACTION REOUESTED: It is respectfully requested that the City Council authorize the Mayor and City Administrator to contract for Professional Services to address certain organizational- and personnel -related matters, as recommended by the Personnel Subcommittee. Additional Council -directed advertizing of the RFP, direct solicitation of identified firm(s) and checking of references has been completed, pursuant to City Council direction of April 19th, 2011. BACKGROUND INFORMATION: On March 1st, 2011, the City Council unanimously authorized the advertisement and solicitation for Professional Services to address Organizational and Personnel considerations relating to the Finance Department. The 2010 Personnel and Budget/Finance Subcorrunittees have identified certain organizational - and personnel -related matters that require addressing but which fall beyond the scope and expertise of current City staff. Such outside Professional Services will also aid the City in addressing certain organizational- and personnel -related. matters also raised by the 2010 Budget/Finance Subcommittee and the City Council, as a whole, regarding a mandated assessment and review of the City's Finance Department and its related functions. On April 19th, 2011, the City Council directed City staff to re-advertize the RFP and directly solicit an identified firm. The RFP was posted on the League of MN Cities' website for an additional 14 days and the identified firm was contacted. Three additional Proposals were received and deemed complete. -- page 1 -- City Council Meeting Authi, Professional Services for Organizational- at, rso 1-Related Matters May 17th, 2011 Regular Agenda Item # 12 STAFF REPORT: City staff prepared a Request for Proposals (attached), advertised such on the City's and League of MN Cities' websites, and actively solicited all recommended firms for consideration. Four firms responded with a qualified bid. On May 10th, the Personnel Subcommittee reviewed and ranked (attached) the four complete Proposals and directed that references be checked on the recommended Proposal. The recommended Service Provider came highly recommended by the references provided. The project is of limited scope and duration and sufficient budgetary resources exist within the current Annual Budget to cover the anticipated cost. In addition, sufficient General Fund savings from 2010 could be designated for such, if needed. RECOMMENDATION: It is recommended that the City Council authorize the Mayor and City Administrator to contract for Professional Services to address certain organizational- and personnel -related matters. The suggestion motion is: "Move to authorize the Mayor and City Administrator to contract with Springsted, Inc. for Professional Services at address certain organizational - and personnel -related matters." Alternatively, the City Council does have the authority to amend the reconunended action. The suggestion motion for the latter action is as follows: "Move to authorize the Mayor and City Administrator to contract with Springsted, Inc. for Professional Services at address certain organizational - and personnel -related matter [and as directed at tonight's meetingi." ATTACHMENTS: 1. Request for Proposals (individual Proposals are available for review from the City Clerk) 2. Bid Tabulation from Personnel Subcommittee SUGGESTED ORDER OF BUSINESS.' Introduction of Item/Report Personnel Subcommittee Questions from Council to Staff . Mayor & City Council Public Input, if Appropriate Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor Facilitates Action on Motion Mayor & City Council page 2 — .1:111101.111 LAKE - ELM 0 WO: City of La ke Elmo 3800 Laverne Avenue North • Lake Elmo, MN 55042 • www.lakeelmo.org Phone: (651) 777-5510 Fax: (651) 777-9615 April 20th, 2011 Request for Proposals for Human Resources/Organizational Assessment Services 1. PURPOSE The City of Lake Elmo, MN is requesting proposals for project -specific assistance from firms experienced in Human Resource and Organizational Assessment Services. II. PROJECT The City of Lake Elmo seeks project -specific Human Resource and Organizational Assessment Services in a Council -directed review of City financing and accounting services and activities. In particular, and in preparation for current and future municipal needs, the City seeks assistance with assessing overall and employee -specific efficiency and effectiveness of current Finance Department personnel, processes, organization, and contracted support. III. BACKGROUND The City of Lake Elmo, MN is located in central Washington County. Growth and significant residential and commercial/employment development is projected for the City's Old Village and 1-94 Corridor over the next several years, based upon the City's Comprehensive Plan to introduce enhanced municipal utility services to a significant portion of the community. Lake Elmo's 2010 population was estimated at approximately 8,000; expected to grow to 24,000 by 2030. Currently, some 2,500 households are situated across the City's 24 square miles, comprised of rolling farmland, rural residential and open -space developments, large park preserves, a modest Old Village, and two newer business parks. The City operates under a statutory form of government consisting of a four member City Council arid a Mayor. The City Council is responsible for adopting the City's budget and tax levy, adopting resolutions and ordinances, all hiring and firing decisions, policy making, development and growth planning, and overall direction of the City. In addition to providing general government services, the City offers a range of other services including fire protection, building and other safety inspections, planning and zoning, parks, street maintenance, snow Attachment(s): None — page 1 - City of Lake Elmo, Minnesota /?equestJth• Propa_ r F.Euinan Resources and April 20th, 2011 Organizational Assessment Services removal, infrastructure maintenance and repair, and others. The City provides limited municipal water and sewer services that will be expanded in the corning years. The City of Lake Elmo's Finance Department and its assigned duties, roles and functions have changed significantly over the past several years. Previous in house functions (2 FTEs) were partially contracted to the City of Roseville (accounting support services to replace 1 FTE). Additionally, Auditing services were contracted for to provide internal financial oversight and assistance with budget preparation. Recently, Accounting Support Services were transitioned from the City of Roseville to an on -site private contractor. The City Finance Department oversees all financial activities of the City, including the General and Capital Funds, enterprise activities (storm water, wastewater and water), investments and debt issuance and management, regulatory compliance, and annual budgeting and financial reporting. The City Finance Director also serves as the City's Human Resource Manager, Risk/Loss Control Manager, and Safety Officer, IV. PROCESS The City will use the following process for selecting the Project Service Provider: A. The City Council's Personnel Subcommittee, consisting of two Council Members, will review proposals received. B. Pending a mutually agreeable contract arrangement, the City Council will appoint the firm selected to provide the services indicated. V. GENERAL INSTRUCTIONS A. Responses must provide complete information as described in this request. One (1) copy shall be submitted via email, fax or in writing no later than 4:00 PM on Friday, April 29th, 2011. Please forward proposals to: City Administrator City of Lake Ehno, MN 3800 Laverne Ave N Lake Elmo, MN, 55042 0: (651) 777-5510 F: (651) 777-9615 bruee.messelt(a)lakeehno,org B. To ensure fairness and uniformity, firms submitting responses are requested to not contact City staff or City Council members. Written questions about this RFP may be sent by e-mail to bruce.messelt0-1akeelmo.om prior to the submission deadline. Responses will be shared with all interested responders to the RFP. page 2 — City ()Make Elmo, MinnL. 1 , Proposals. for Human .Resources and April 20th, 2011 Organizational Assessment Services C. The City will not reimburse any expenses incurred by the firm submitting a response including, but not limited to, expenses associated with the preparation and submission of the response and/or attendance at interviews, if required. D. The City reserves the right to reject any and all proposals, to request additional information from any and all Proposers and to suggest modifications to the terms and conditions of an agreement from that offered by a Proposer. VI. REQUIRED CONTENTS OF RESPONSE A, Firm Background: A brief history of firm, including nature of the firm's practice and areas of specialty. B. Briefly list three examples of similar services provided. C. Names, telephone numbers, and contact person of at least three (3) client references, at least two (2) of which shall be cities, D. Fees: Please indicate the hourly rate for Principals and Support Staff that may be working on City project. Alternatively, firms may propose hourly rates for all services. 1. Firms shall indicate all other costs and reimbursable expenses including travel (per mile), telephone, printing, photocopying, etc. 2, Firms shall provide an estimated total Project Cost, based upon its assessment of the project description contained herein. 3 The City is open to exploring alternative fee arrangements other than hourly rate (e.g. project rate). Please indicate any alternate fee structure you would be willing to consider and under what circumstances they would be most appropriate. 4. The City of Lake Elmo, MN requests monthly billing statements which: • Itemize the date of services • Identify the personnel providing the services List the time spent Provide a detailed description of the services performed State the fees for those services Organize billing on the basis of activity and City contact For activities that span multiple billing periods, a project -to -date summary is requested Summarize monthly and annual costs by type of activity page 3 -- City of Lake Elmo, Minnesota Request Ai. Proposc br Hwnan Resources and April 20th, 2011 Organizational Assessment Services VII. SERVICES REQUIREMENTS Following are the primary responsibilities for the services required for this project. While this list is an attempt to identify the major areas of representation, it is not intended to be an all encompassing list. A. Interview of key personnel (City Council Members, City staff, contracted service providers, Auditor, etc.) to identify major issues and concerns, especially those related to statutory compliance, regulated business activities, utilization of accepted (ideally "best") practices, and significant revenue and expenditure considerations; B. Conduct of time -spent analysis and review of position descriptions/contracts for Finance Department personnel and contracted service providers to identify efficiencies, effectiveness, competencies and productivity; C. Review of current organizational structure and assignments, business processes (work flow) and procedures of the City's Finance Department and its related functions; especially any relevant comparison for cities of similar size and scope of services; D, Provision of a formal assessment of the above for the Personnel Subcommittee and City Council, including specific recommendations for changes in organizational structure, personnel roles and/or assignments, and contracted services, etc.; and E, Notation and prioritization of any identified areas for future improvements, including but not limited to review and/or adoption of appropriate financial policies, enhanced transparency of financial and budgetary activities for City Council and community, etc. VIII. ANTICIPATED TIMELINE Following is the anticipated schedule the City expects to utilize for the identified project. This is a tentative schedule and is subject to change. 1. April 20th, 2011 Distribute RFP 2. April 29th, 2011 (4:00 p.m.) Deadline for receipt of RFP 3. April 29th — May 2nd Personnel Subcommittee Review (exact date TBD) 4. May 3rd, 2011 Recommendation to City Council 5. May 4th, 2011 Begin Project 6, June, 2011 Report to Sub -Committee and City Council Attest: BAM 4/20/2011 Page 4-- RFP RATING SHEET RFP: HR/Organizational Assessment Services Date: May 10th, 2011 Rater: Personnel Subcommittee (Aggregate Average) Please Rate the following Respondents on a 1-20 scale for each Criteria (100 Pts Maximum Total): Firm Background Project Examples Proposed Approach/Team Understanding of City's Need Fee/Cost Comparison to Value TOTAL: Baker Tilly (formerly Virchow Springsted Laumeyer Flaherty & Hood Krause) 15 17.5 13.5 12 15 15 12 11 15 16 12 9.5 10 18.5 15 11.5 ($ 36,700) ($ 7,250) ($ 6,000) ($16,500 - $20,000+) 5 17 20 10 60 84 72.5 54 Notes: Other firms solicited but not responding included Eide Bailey, Fox -Lawson and Ehlers. ATV OF LAKE ELMO AYOR & COUNCIL COMMUNiCA TiON DATE: 5/17/2011 REGULAR ITEM #: 13 DISCUSSION AGENDA ITEM: Commercial Water Rate Review SUBMITTED BY: Tom Bouthilet, Finance Director REVIEWED BY: Bruce Messelt, City Administrator SUMMARY AND ACTION REOUESTED: It is respectfully requested that the City Council receive and discuss staff s evaluation of proposed alternatives to the City's water rate structure to potentially address identified concerns with respect to large commercial water users. If appropriate, the City Council may wish to consider the following: "Move to direct City Staff to prepare a new ordinance, approving the amended 2011 fee schedule. BACKGROUND INFORMATION: On April 19th, 2011, the City Council directed Staff to "evaluate and prepare for Council review possible changes to the City's Water rate structure to potentially address identified concerns with respect to large Commercials water users. The current Water Conservation rate structure has been in place since December, 2009. Some large commercials water users have reported significant increases in water bills, despite increased conservation efforts. STAFF REPORT: The City has identified that most of the large commercial water establishments have separate irrigation meters in the southwest part of the City. Conversely, there is only one large user that has an irrigation meter in the Old Village. The City is charged a surcharge by the State for all water used in excess of the water consumed in January during the summer months. During the summer of 2010, this accounted for 25.3 million gallons or 24% of the total used in the entire year. The Southwest commercial establishment accounted for 6.6 million gallons during quarter ending August, 2010, A majority of the surveyed northern metro cities use the same Increasing Block Rates structure that this City adopted in December, 2009. One variation is the City of Roseville, which has a rate for fewer than 30,000 and a separate summer/winter fee for gallons consumed over 30,000 gallons. -- page 1 -- City Council Meeting ConrciaI Water Rate Review May 17th, 2011 Regular Agenda Item # 13 Some of the identified potential alternatives to Conservation Rates include the following: Seasonal Rates: The rate per unit increases in the summer to encourage the efficient use of water during peak demand periods caused by outdoor water uses. Seasonal rates can take the form of a surcharge added to the normal rate or a separate fee schedule for winter and summer period. Individualized Goal Rate (Water Budget Rate): A rate with tailored allocations developed for each customer. The rate increase as the allocation is used or exceeded by the customer, The allocation is generally based on winter or January use. Excess Use Rates: Cost per unit increases greatly above established level, in order to trigger a strong price signal that discourages excessive use. This rate is similar to an increasing block rate but with much higher charges for the larger volume blocks. Of the alternatives identified by either the survey or research, staff recommends Council consideration of continuing with a modified existing rate structure, but perhaps capping the gallons used to 150,000 gallons. All domestic water consumed above 150,000 gallons would revert to the City's Bulk water rate of $3.26/one thousand gallons. However, it is suggested that the domestic water customer would have to demonstrate little or no irrigation use or install a separate irrigation meter (to continue to incentivize conservation related to irrigation usage). The new Commercial structure would be as follows: 0 — 15,000 Gallons $3.11 15,001 — 30,000 Gallons $3.26 30,001 — 50,000 Gallons $3.77 50,001 — 80,000 Gallons $5.00 80,001 — 150,000 Gallons $6.63 150,000+ $3.26 (Domestic, non -irrigation usage only) Under this scenario, nine customers are identified at potentially benefitting from a domestic cap at 150,000 Gallons, The net revenue reduction would be $5,258.30 to the Utility for the utilized September 2010 billing period, or an approximate 9.7% reduction in revenues for that period. RECOMMENDATION: It is recommended that the City Council receive and discuss staffs evaluation of proposed alternatives to the City's water rate structure to potentially address identified concerns with respect to large commercial water users, If appropriate, the City Council may wish to consider the following, with or without specific changes or additional considerations: "Move to direct City Staff to prepare a new ordinance, approving the amended 2011 fee schedule [as agreed upon at tonight's meeting]." page 2 -- City Council Meeting Commercial Water Rate Review May 17th, 2011 Regular Agenda Item # 13 ATTACHMENTS: Analysis of Possible Domestic Usage Cap SUGGESTED ORDER OF BUSINESS: - Introduction of Item City Administrator - Report/Presentation Finance Director Questions from Council to Staff.... ....... .....,.... ............... ......... Mayor Facilitates Public Input Mayor Facilitates Call for Motion Mayor & City Council - Discussion . ....................................... ............................ ........ Mayor Facilitates - Action on Motion Mayor & City Council -- page 3 -- Sep-09 Sep-09 Amount Domestic Irrigation Billed 318,000 277,000 $1,894.50 4,000 400,000 $1,302.40 32,000 325,000 $1,156.70 509,800 $1,605.38 887,400 425,624 $4,120.37 33,000 967,000 $3,150.00 26,279 487,166 $1,641.67 23,000 $121.30 1,031,000 $4,206.48 192,000 1,849,000 $6,377.10 33,000 1,159,000 $3,745.20 377,000 $1,193.70 211,000 $679.10 154000 $502.40 250823 $802.55 111000 $369.10 378800 $1,199.28 13930 214000 $756.58 197000 $ 635.70 204000 $657.40 $/1000 gals $ $ 3.15 Ill $ 3.20 [t $ 5.27 $ 4.08 $ 3.12 $ 3.14 $ 3.17 $ 3.22 3.18 3.22 3.24 riff 3.15 '1;1 3.14 City of Lake Elmo Water Comparsion 2009 / 2010 Sep-10 Irrigation 220,000 383,000 131,700 Sep-10 Domestic 358,000 6,000 33,000 464,900 887,400 38,000 39,479 37,000 204,000 43,000 383,061 529,000 287,526 583,000 867,000 954,000 4-32,000 290,000 209,645 Amount Billed $ 3,396,50 $ 2,352.55 $ 805.65 $ 2,841.60 $ 7,897.50 $ 3,406.60 $ 1,842.49 $ 3,753.90 $ 3,771.45 $ 7,166.50 $ 2,794.60 $ 1,704.75 $ 1,182.41 $ 3.26 ' il 174000 $ $ 3.20 260226 $ $ 3.33 172000 $ $ 3.17 197800 $ $ 3.32 12537 287000 $ $ 3.23 192000 $ $ 3.22 125000 $ $/1000 gals Change 5.88 85% 6.05 88% 4.89 51% 6.11 94% 6.22 98% 6.01 91% 5.63 76% 6.05 15% 4.35 7% 6.19 98% 5.88 87% 5.88 86% 5.64 75% 950.75 $ 1,511.22 $ 937.75 $ 1,105.45 $ 1,748.49 $ 1,067.75 $ 632.25 $ 5.46 67% 5.81 81% 5.45 64% 5.59 77% 5.84 76% 5.56 72% 5.06 57% 3,368,032 7,722,790 $ 36,116.91 $ 3.26 3,244,342 5,556,932 $ 50,870.19 $ 538 DOMESTIC CAP @ 150,000 (Bulk Rate Thereafter) (Irrigation Meter or No kr) 2010 DIFF Bulk Rate REV Change 208,000 $ 678.08 $ (700.96) 314,900 $ 1,026.57 $ (1,061.21) 737,400 $ 2,403.92 $ (2,485.04) 54,000 $ 176.04 $ (181.98) 24,000 $ 110,226 $ 22,000 $ 47,800 $ 78.24 $ 359.34 $ 71.72 $ 155.83 $ 42,000 $ 136.92 $ (80.88) (371.46) (74.14) (161.09) (141.54) 77% 1,560,326 $ 5,086.66 $ (5,258.30) CITY°F LAKE ELMO MAYOR & COUIVPL COMMUNICATION AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: REGULAR ITEM #: DISCUSSION 5/17/2011 14 Update Regarding Library Service Considerations City Council (Follow-up from May 3rd Council Meeting) Bruce A. Messelt, City Administrator Dave Snyder, City Attorney Pwl\ SUMMARY AND ACTION REOUESTED: This item has been scheduled at the request of the City Council in order to keep the Council and Community abreast of efforts to retain and enhance library services for the Lake Elmo community. No specific Council action is reconunended at this time; however, additional Council direction would be welcomed. BACKGROUND INFORMATION: On May 3rd, 2011, the Lake Elmo City Council discussed the potential of closure by Washington County of the Rosalie E. Wahl Branch Library. Staff was directed to continue discussions with the County regarding this concern and begin development of options for the City Council to consider. On May 9th, City staff met with County and Library representatives to discuss ongoing concerns over likely cuts in State assistance and potential repercussions for the Library system and the Rosalie E. Wahl Branch Library, in particular. The City has also met with members of the Friends of the Rosalie E. Wahl Branch Library to solicit their thoughts and information regarding library services needs and options. Prior to this meeting, several previous meetings and informal discussions among City and County officials have led to an understanding that long-term provision of County library services in Lake Elmo remains highly vulnerable to both budgetary considerations and County -wide consolidation of services to address identified efficiencies, economies of scale and customer preferences. On June 29th, 2010, the City Council adopted Resolution No. 2010-031 establishing a Public Library System, authorizing a Library Levy, and establishing a Public Library Board for the City of Lake Elmo. However, this Resolution could be dissolved by action of the City Council, if sufficient progress was made in discussions directed at "maintaining and improving existing library services or transferring library services from the County to the City . ." -- page 1 -- City Council Meeting May 17th, 2011 Update from Washington County Re: ce Considerations egular Agenda Item # 14 On August 17th, 2010, the City Council approved Resolution 2010-041 "staying establishment of a Public Library System, authorizing a Library Levy, and Establishing a Public Library Board for the City of Lake Elmo," pending outcome of further discussions with the County. STAFF REPORT: The City Administrator and City Attorney have formally met and/or spoken with County officials on several different occasions, and have continued to research and discuss applicable legal, operational and financial implications with various representatives from the County, as well as state and regional library authorities. Based upon the County's 2011 Library budget, efforts have been taken to structure the retention of library services at minimum maintenance levels (generally current operations) at the four smaller branch libraries for 2011. However, ongoing State budget discussions seem to imperil even completion of 2011 at current operating levels (please note County White Paper). In addition, the County has begun discussions with each of the four communities hosting these branch libraries regarding long-term service options, alternative future service models (such as Hugo's new Kiosk system) and the possibility of transition to a new service model (please see the attached Marine on St. Croix proposal). To clarify, it is staffs' understanding after additional research that City action would be required this summer and in September (setting of levy) to fully assume library services by January lst, 2011 in order to collect any municipal library levy, payable 2012. Any local funding in 2011 would not be reimbursable via the 2010/Payable 2011 County levy. For information, here is the 2009, Payable 2010, Levy collected by Washington County for Library operations and debt service. Library 12,580,838 Library debt $ 12,580,838 1.97180655% $ 248,070 0.23896744% $ 30,064 UPDATE. TIMELINE & LEGAL CONSIDERATIONS: Here is a brief update on additional information gathered over the past two weeks: The County has not developed plans to either close branch libraries or transition them to "alternative service models" in light of seemingly inevitable state budget cuts. However, neither has the County developed clear and approved contingencies to keep these branch libraries in operation; • The County is entertaining thoughts and suggestions from the four host communities of boutique libraries as to what library services are most desired and how best to provide these. The County has also considered the addition of library services in Hugo a success; page 2 — City Council Meeting Update from Washington C y Re: Library Service Considerations May 17th, 2011 Regular Agenda Item # 14 Key timelines to consider: o July 1st - Notification to Washington County to allow them to create new taxing districts (may not be a statutory deadline but rather a procedural deadline). o September — City must establish levy amounts for preliminary budget. o December — City must adopt final levy and budget. From a legal perspective, the following information is being provided from the City Attorney: 1. The City can establish and maintain public library service by passing an ordinance or resolution or by vote. 2. The City has to appoint a board of 5, 7 or 9 members to serve on a library board. The appointments shall be made before the first meeting of the library board after the end of the fiscal year. The board has some basic organizational duties which it then must attend to. 3. A City levy would displace the County levy for library purposes, except for that portion that was needed to service debt acquired while the City was part of the county library system. Under Minn. Stat. 134.07 a city may levy a tax on taxable property for libraries except counties may not tax property which is already taxed for public library service. 4. The library would likely be subject to levy limits (if its not part of the regional system). However, the City can adjust the general levy limits if it is shown that a transfer of services with Washington County has occurred by June 30 of the levy year. Shifts in services and functional responsibilities that are effective after June 30th of a levy year are not included in the calculation of the levy limit until the subsequent year. 5. There is little statutory guidance about what would have to be transferred before June 30 but the Department of Revenue can make a "fair and equitable" adjustment of the levy lirnits/amounts for the two government units, based on the amount of the respective services offered. • One Council Member has submitted a proposed outline of information (attached) in development of a business plan, should the City Council wish to direct staff to proceed with development of a plan for undertaking the provision of Library services, either immediately — should the County act to close the Library unilaterally — or following some pre -determined transition period, RECOMMENDATION: It is recommended the City Council review the actions and decisions undertaken and made, to date, and discuss options for future Council consideration. Appropriate staff direction is also recommended, should the City Council wish to continue to proceed with a specific direction or action. At this time, the three most likely scenarios worthy of specific consideration are as follows: -- page 3 -- City Council Meeting May 17th, 2011 Update from Washington County Re: Lil Service Considerations Regular Agenda Item # 14 1 Remain a part of the Washington County Library System under one of the following likely future models: a. Retention of a Branch Library with limited services and hours (at best status quo); b. Augmentation or replacement of the current County -provided Branch Library services with City resources; c. Transition with the County to an "Alternative Service Model" acceptable to both parties, hopefully without interruption of essential library services in the interim. 2. Execute municipal Library authority and establish a timeline and business plan for initiating provision of library services, with a transition plan and timeline acceptable to both the City and County and, hopefully, without interruption of essential library services in the interim: a. Negotiate with the County for affiliate status, associate status or for contracted library services which the City is not currently in a position to easily provide; b, Develop necessary library services absent any partnership or relationship with Washington County, either independently, in affiliation with another provider, or perhaps with contracted private/non-profit library services. 3 Prepare a contingency plan for provision of interim library services, should Washington County elect to cease Branch services without any transition plan or alternative service model in place. ATTACHMENTS: 1, Resolution 2010-031 & Resolution 2010-041 2. "Public Library Service in Washington County" — March 2011 3. Marine Library Committee Recommendation to Marine City Council — March 2011 4, Proposed Outline for Library Business Plan SUGGESTED ORDER OF BUSINESS: Introduction of Item & Brief Staff Report ........ ........ ..... City Administrator Questions from Council to Staff Mayor & City Council Public Input, if Appropriate Mayor Facilitates Discussion ........... ...„....... ........ . ...... .............,... Mayor Facilitates Direction or Action? Mayor & City Council page 4 -- CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2010-31 A RESOLUTION ESTABLISHING A PUBLIC LIBRARY SYSTEM, AUTHORIZING A LIBRARY LEVY, AND ESTABLISHING A PUBLIC LIBRARY BOARD FOR THE CITY OF LAKE ELMO. WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and WHEREAS, the residents of the City currently receive library services through Washington County; and WHEREAS, the City of Lake Elmo desires to establish and operate a City Public Library Service pursuant to Minnesota Statutes § 134.07 et seq.; and WHEREAS, it is the intention of the City of Lake Elmo to provide well managed and quality library services for the residents of Lake Elmo; and WHEREAS, the City of Lake Elmo intends to set aside public property h City for the benefit of the Public Library Service; and WHEREAS, the City Council discussed the establishment and operation of a Public Library Service at its June 29, 2010 meeting. NOW, THEREFORE, IT IS HEREBY RESOLVED, the City Council of the City of Lake Elmo hereby establishes a City Public Library Service under Minnesota Statutes § 134.07 et seq., as follows: 1) Pursuant to Minnesota Statutes § 134.09, the City Council hereby establishes a five - person Library Board, with members to be appointed by the Mayor with the approval of the City Council from among the residents of the City. 2) The initial Library Board will have two residents of the City each appointed for a one- year term, two residents of the City each appointed for a two-year term, and one resident of the City appointed for a three-year terrn. Not more than one council member shall at any time be a member of the Library Board. 3) Said appointments will be effective on January 1, 2011, or a date to be determined by the City Council, 4) Following the initial appointment of the Library Board, all terms will be for three years, commencing on January 1 of the year the term begins, with Library Board members • allowed to serve no more than three,consecutive three-year terms. 5) The City Council will appoint an interim library director with the authority to organize and manage the Public Library System until a library director is appointed by the Library Board. The Library Board shall appoint a qualified library director and other staff' as necessary, establish the compensation of employees, and remove any of them for cause, 6) The City Council will levy an ammaltax upon all taxable property within the City for the support of the library and will place such money in a designated Library Fund. 7) Pursuant to Minnesota Statutes § 134.11, the Library Board shall adopt bylaws and regulations for the library, and shall have exclusive control of the expenditure of all money collected for or placed to the credit of the Library Fund, of interest earned on, all money collected for or placed to the credit of the Library Fund, of the construction of library buildings, and of the grounds, rooms, and buildings provided for library purposes. 8) The City shall set aside certain public property to be further specified by subsequent resolution for the benefit of the Public Library Service. With the approval of the council, the Library Board may erect a library building thereon, 9) The City Council may create a citizens' committee, to be comprised of residents from the City of Lake Elmo, to advise the City Council and the Library Board on issues of public concern related to the City of Lake Elmo Public Library Service. Notwithstanding the foregoing, subsequent to date of this Resolution, the City will continue good faith negotiations with Washington County for the purposes of maintaining and improving existing library services or transferring library services from the County to the City and adjusting the special levy limits therefore in accordance with Minnesota Statutes § 275.72. If within sixty (60) days of the date of this Resolution, the City and Washington County resolve to provide library services to the residents of Lake Elmo and the City Council determines that the Public Library established herein is no longer desirable for the City, the City Council may by resolution dissolve the Public Library System and Library Board. Furthermore, the establishment of the Public Library System and the Library Board herein shall be contingent upon the City's determination that there is sufficient funding for the Public Library System. If within sixty (60) days of the date of this Resolution, the City Council determines that there is not sufficient funding for the Public Library System, the City Council may by resolution dissolve the Public Library System and Library Board. Passed and duly adopted this 29th day of June 2010 by he City Co Elmo, Minnesota. n A. JohnstoiMayor ATTEST: Bruce Messelt, City a or Cityof CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2010-41 A RESOLUTION STAYING ESTABLISHMENT OF A PUBLIC LIBRARY SYSTEM, AUTHORIZING A LIBRARYLEVY AND ESTABLISHING A PUBLIC LIBRARYBOARD FO.R THE CITY OF LAKE ELMO. WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and, WHEREAS, the residents of the City currently receive library services through Washington County; and WHEREAS, it is the intention of the City of Lake Elmo to provide well managed and quality library services for the residents of Lake Elmo; and WHEREAS, the City Council passed Resolution No. 2010-031 regarding the establishment and operation of a Public Library Service at its June 29, 2010 meeting; and WHEREAS, subsequent discussions with Washington County have led to an acceptable proposed timeline and process for advancing the objectives of the City of Lake Elmo, NOW, THEREFORE, IT IS HEREBY RESOLVED, the City Council of the City of Lake Elmo hereby undertakes the following: 1) The City Council of the City of Lake Elmo hereby stays establishment of a Municipal Public Library System pursuant to Minnesota Statutes § 134.09, including establishment of a Public Library Board. The City Council of the City of Lake Elmo hereby stays authorization and imposition of a library levy upon all taxable property within the City, as well as the setting aside of certain public property for the benefit of the Public Library Service. 3) The City Council of the City of Lake Elmo extends the sixty (60) day period for formal dissolution of Resolution No. 2010-031 for an additional one hundred and twenty (120) days. 4) The City Council of the City of Lake Elmo will continue good faith discussions with Washington County for the purposes of maintaining and improving existing library services or transferring library services from the County to the City and adjusting the special levy limits therefore in accordance with Minnesota Statutes § 275.72. Dissolution of Resolution No. 201 0-03 1 regarding establishment of the Public Library System and the Library Board shall be contingent upon the City's determination that there is sufficient County funding for the host community's Branch Library for 2011 or a viable alternative service arrangement of transition plan is in place. If the City Council determines that there is not sufficient funding for local library services for 2011 within either the County or City annual budgets, the City Council may by resolution dissolve the Public Library System and Library Board, Passed and duly adopted this 17th day of August 201 Elmo, Minnesota. ATTES &•q, Bruce Messelt, Citydministrator by the City C uncil Dean A. Johnston, Mayor � Public LibrarvSenvice in Washington Cmuntv *4ainta .ininm Acce I ss&QualitvinaTime mfFiscal Challenge, Changing Techno|ogvand User Expectatmns The mission of the Washington County Ubrary hN[U is to enrich both the individual and the community byassisting people |ntheir search for information, ideas, education and recreation. As set forth in the Library's strategic framework, "2010 and Beyond," the vision of WCL is to provide leadership topreserve the best ofthe past and toprovide access for all while seeking new ways to promote and maintain library services in Washington County. Four strategic priorities or goals have been selected by the WCL Board that will further the Library's mission inatime offiscal and social change. They are: 1\engage young readers; 2)provide entry tothe online world; 3) promote informed, knowledgeable users; and 4) inspire curiosity. *********~ Like all County departments, WCL finds itself in a difficult budget situation which results largely from the state budget shortfall and its impact oncounty services, Like most other public libraries, both local and national, WCL knows that change is in the air and in the budget. This sit uation leads to a re-examination ofsome ofbasic assumptions about what libraries are and what they do, From community surveys, we know that Washington County residents realize how important library services are to- them. |nlight oftheCountvxfinanda|oituation,therapidpaceoftechno|ogica|chanQesthatprom/otenaw types ofaccess and changing user expectations aoaresult ofteohnological innovations, change atVVCLis inevitable. Fortunately, it does not mean that library service will cease or that access to the collection needs tobelimited. |tdoes mean that VVCLmust take advantage ofthe tools that technology and electronic resources have provided to it. It does mean that WCL has fewer staff and -less funding available to provide traditional services at its current nine branch library -locations. To this last point here are some facts: \n2OO9VVCLbegan the year with onadopted budget ofS6.DK8 Ofthis amount SG.5M(9696) was from property taxes |n2Ol1VVCLbegan the year with anadopted budget ofS6.Sk8 Of this amount $6.1 M (9496) 'is from property taxes }n2OO9VVCLhad astaff of113people 056.BFTEand 14she/vers] As of March 1, 2011 WCL has a staff 98 people including 3 vacant positions [61.7 FTE pius 8 During the Great Recession libraries nationwide have seen,an increase in demand for services and library materials, VVd 'sabUitvtonneetevenhighersenvice|eve1den{andsotitsbranoheehasbeen reduced asaresult of -staff reductions and . therbudget reductions. Asaresult there are fewer library hours, \ess\ibrarystaff ln buildings to assist the public, fewer new materials and potential safety r1sks for the public and staff, IOI1isprojected tosee further funding reductions, Specifically, the ZO1lVVCLbudget asauthorized bv the County Board was constructed to include an increase in the County Program Aid from the State of Minnesota. This state property tax aid is authorized in current statute at certain amount; however, it is very unlikely the County will receive the entire amount certified.given the experience of the last few years. If the 2010 State budget reductions in County Program Aid are made permanent or simply extended for another year, the County will be forced to eliminate some of the library services funded by this aid program and possibly more depending an the extent of the total cut in state aid to the county. Based on current information about the state's budget situation, the County and WCL are starting to plan for this reduction in2O1l; if\tdoesn't happen, sumuch the better but the Library must have aplan in place. One final thought: In planning for the future oflibrary services in Washington [ounty, there are other considerations of a more long term nature that will impact the future of libraries in Washington County and the nation other than the current financial situation, VVC[slong-range facilities plan looks out to 2030 and attempts to set in place a vision that encompasses the changes and challenges anticipated. First,thepopu|dt\ongrowthanditnvahousshiftxrnustbuacconnmodoted.�Seoond,theadvancesin technology within the greater society will impact how people read, how they learn and what types of virtual communities they will develop, All ofthese changes will also impact the public library world. Unfortunately one can only guess at the impacts right now; so WCL needs -to develop a flexible model or models of service that encompass not, only the traditional library but also new ways to meet demand for service, especially from the younger generations, Library Express Service Model: AProposal for Partnerships For a variety of reasons, there is a need to find new service models that can expand or maintain library services that are in most demand while reducing the expense invoived in staffing locations that have a \oov volume of service, in some instances the new models can be transitional models until an area's population grows dense enough to require a new library building; in others the models may simply expand services by providing access to library materials and programs in the more rural areas of the County. While generally referred to os"Library Express" service models, they can take severa|forms from automated locker sys ernoto|argevendingmachineu(s)mi|arto Red Boxes) tootharideas still in development. There |snoone model that will fit all locations needing ordemanding service. In any case the Library must find partners who will support cooperative programming and house the A partnership coul.d be between the County Library and another public entity or between the County Library and a private or non-profit enterprise. \naddition tothe entire library collection, the County Library could provide: w delivery services atleast once per week • programs, such as summer reading programs and author presentations, on an occasional basis • pubUc'accesscomputers with Internet connections • electronic access to the Library's collection • materials' return services. The partner could provide: * facility and all maintenance, e.g. refuse removal, cleaning, meeting or program space telephones and other telecommunications services needed, such as a fiber or T1 connection • technical support for the computemifneeded • staffing which could include volunteers • determine hours ofavailability • shared space and programs, e.g. community center or coffee shop. These and utherbsueo surrounding a new service model(s) are open for negotiation to ensure the best service possible ina time offiscal challenge. --Patricia Conley, Washington County'Library Director, March 2D11 Recommendation to the Marine Council for Retaining a Library The Committee is suggesting a response be developed by the City and its residents, in the event library services are reduced or eliminated at the Marine Branch Library by the County. We are suggesting a short term (Phase 1), medium term and long term plan (Phases 2 and 3) be identified. By considering a long term solution in phases, local library supporters will be able to determine how well the initial phase of a partnership with the City, the County and volunteers is working, plus further evolution of library use and services, in general, will have proceeded, and both library supporters and the County will be better able to understand what library services will be needed in the future. Our recommendation reflects the Village's interest in supporting and maintaining a vital Village Center, as outlined in the Marine Comprehensive Plan, and is in keeping with the current direction of the Village Center Task Force. Overview: The Committee is proposing a partnership between the County, the City of Marine on St. Croix and local volunteers who support the continuation of library services in the area. The Community Library will be funded partially through a 'Friends of the Library' type charitable organization, which will be formed to oversee the operation of the Community Library and will raise and disperse funds in support of the Community Library. In addition to the charitable organization support, the Committee is suggesting the County continue to use of the Jordan Bequest to support Marine arealibrary services, with a proposed 4 % per year of the total asset value of the bequest directed toward annual operation. The City will initially provide space, cleaning of that space, telecommunication lines, and City part-time employees who will be hired to manage the Community Library and coordinate volunteer help (funding for this position will come partially through the Friends of the Library donations). The primary reason for the hiring of City staff is to satisfy the County requirements for data privacy, although it is recognized paid employees will help ensure success of the Community Library through oversight/coordination of volunteers. • The County will provide some book/media inventory, which will be shelved at the community library and rotated on a regular basis, and will deliver/pick-up books ordered by patrons from other libraries, Computers, Marine Library Committee Recommendation to Marine City Council Background The Marine Library Committee (the Committee) has been asked to formulate recommendations*regarding possible changes to library services now available at the Marine Branch Library of the Washington County library system. The Committee sees an important role for a library within the extended community of Marine on St. Croix/Scandia/May Township. It is recognized that use of library services is changing, including the ability for patrons to use the internet to access the County catalog and order books, the ability to download ebooks from the County or commercial sites, access to free books on various web sites. These recommendations are made -with the understanding that the need to be flexible and respond to changing interests must be a part of any plan for retaining library services in Marince'on St. Croix. We appreciate Washington County including us in their strategic process reviewing the impact of potential budget reductions. While we recognize the County is mandated to provide library services to all county residents and their direction has been to place large libraries at locations accessible to many, we still believe there is value to small libraries located within walking distance or short vehicle rides from residents. Marine, being further away than most communities from the larger county libraries, depends even more on its local library. We recognize the County is facing increasing budget pressure, and want to work with the County to help formulate a model to maintain library services. The Committee is comprised of_ over thirty residents from May Township, Scandia and Marine who are interested in helping ensure the continuation of library services in the Marine area. We have identified key benefits provided to the Marine/May/Scandia area by a branch library, have gathered information on and toured a variety of other small libraries, have met with County personnel to understand the County requirements for library services and to discuss anticipated budget changes. We have initiated a meeting with Marine area residents and Pat Conley, Washington County Library Director and Jim Schug, County Administrator, to discuss library services in Marine. The recommendation which follows incorporates the results of these activities. shelving/tables and other depreciated assets currently in the Marine Branch Library, and hardware for self -check out/check-in will remain at the current library site in Marine. The County will also continue to provide access to MELSA services, We are suggesting the County create a new role;that of a 'Library Extension Agent' who will visit the Community Library periodically to enhance the partnership between the City and the County Library system, providing volunteer training (library catalog, checking books/media in and out of system, shelving procedures, etc.), information on new books, and outreach activities (book clubs, chiidren's activities, etc). Volunteers will help staff the Community Library, both to ensure safe working conditions for a City employee (by being present during those hours when the library is open but City offices are not), and to help with the operation (shelving, book/media sorting, etc) of the Community Library. Additional details of the Phase 1 concept: A Friends of the Marine Library (FOML) will be formed to oversee the operation of the Community Library, including some of the funding. This 501c3 organization will raise funds to create an endowment, and if necessary will raise annual operating support, and will commit to directing funding to the City for the hiring of a City part time employee to manage/coordinate the Community Library. Once this recommendation is adopted by the City of Marine, the formation of the FOML will proceed (by laws created, Board members identified, etc.) so that the organization is ready to initiate Phase 1, when required. The City will commit to allowing the Community Library to remain in some or all of the space currently housing the Marine Branch Library in the Village Hall, at least during Phase 1 of this recommendation. The City will provide telecommunication service to the Community Library space on an annual basis. The City will provide a part time City employee(s) to coordinate the Community Library operation, including helping operate the self -check terminal, signing up new county library patrons, coordinate funding needs with FOML, coordinate the volunteer scheduling, etc. It should be noted that a City employee(s) is primarily being proposed in order to satisfy the County requirements for library data privacy. If the County suggests that another solution to this issue is possible, such as signed confidentiality waivers by volunteers, the need for a City employee(s) will be reduced. However, success of the Community Library concept will be enhanced with paid staff, especially since in a small community such as Marine on St. Croix volunteers are often over -committed and coordination of volunteers will help ensure smooth operation. Volunteers from May, Scandia and Marine will both serve as active members and Trustees of the FOML. They will provide staffing hours and operational oversight to the Community Library, as well as provide fund-raising ideas and manpower, and critical financial support. A partnership between a library sciences academic program, such as the one offered by St. Catherine University in St. Paul, will be investigated by the FOML. The hope is that an internship program might be developed to both help the college program and its students, and the Community Library. Proposed Operation It is proposed the Community Library will be open for 20 hours a week, which is same as the current number of branch library operating hours. However, the schedule will include hours on Saturday and evenings, to help encourage use by families and patrons who work outside of the area. It is believed that this re- configuration of operating hours will meet the needs of the community regarding prompt picking -up of their book/media requests. Budget The estimated expenses for the annual operation of the Community Library is as follows: Compensation Supplies/Misc. Total Expenses $18,200 $ 800 $19,000 *These estimated expenses do not include any new book/media purchases, it is assumed those will continue to be provided by the County Library. The estimated Sources of Funding for the annual operation of the Community Library are as follows: I Jordan Bequest (4% withdrawal rate) Friends of Library Annual Contribution Washington County Support Total Funding $12,000 $ 4,000 $ 3,000 $19,000 Savings to the County We recognize the County anticipates needing to cut or eliminate some library services, and their strategic direction has been to direct funding to larger libraries within the County. While Committee members may question the strategic direction, seeing a value in the continuance of local library services, we recognize the difficult position the County is facing. The recommended partnership between the County, the City and volunteers will allow the County to direct most of the staffing dollars and operational budget previously directed to the Marine Branch Library, toward other purposes. During the most recent tax year, the City of Marine residents contributed about $32,000 in tax levy toward County library services, with the contribution of residents who live in May Township and Scandia but who are considered in the Marine Branch Library service area contributing more, perhaps for a total contribution of between $100,000 - $150,000 (it is difficult to identify the actual total as the figure is dependent upon property values and a more careful analysis would be very labor intensive). The County has estimated the direct costs required to operate the Marine Branch Library are around $100,000 ( 'overhead' expenses not included). Our recommendation, if accepted, would reduce the direct contribution from the County to only on -going inventory support (used throughout the County library system by all patrons), transportation costs associated with dlivery/pick-up of books both ordered through the catalog and for shelving purposes, and a Library Extension Agent (estimated 6 hours including transportation, bi-weekly). Jordan Bequest Mrs. Jordan's generous gift to Washington County, to be used for the benefit of the Marine Library, has been prudently managed by the County. We are recommending the bequest be used to support the operation of the Community Library during Phase 1, as we believe this use will be for a public good and would be in keeping with Mrs. Jordan's intent. The idea of using the bequest to purchase and install a kiosk delivery system has been previously discussed, and could be pursued. However, this idea is not currently a part of the Committee's recommendation, as it was felt the estimated. $50,000 investment might be better used to support the operation of the Community Library as outlined. We would suggest the kiosk system be further tested at the Hugo location and the results of this testing, along with a review of the success of the Community Library concept in Marine, once implemented, will help the County and the FOML determine if the kiosk approach is suitable for the Marine area in the future. Phase 2 As part of this recommendation, the City will allow the current Branch Library space to be used for the Community Library. The Restoration Society has retained an engineering firm to complete a review of the Village Hall and make recommendations regardingfuture maintenance and operation of the Hall. The City has also recognized the need to improve storage of City property, including historic City records, which are currently housed in the basement of the Village Hall, and has indicated some desire to return to holding meetings, including the monthly Council meeting, in the Council Chambers. When the information from the structural review is available, it is anticipated the City and the Restoration Society will develop a maintenance and use plan for the next twenty years of Village Hall operation. If part of that plan requires a different use of the library space, the FOML would work to identify another location for a Community Library. At that time, the investment in a kiosk delivery system may be pursued. Phase 3 The Committee has identified other possible models for a Community Library in Marine, and these discussions have included partnerships between a Community Library and other entities such as the Stone House Museum, the Minnesota Historical Society, commercial businesses, the Community Education department of Stillwater Schools, and others. It appears the condition of the Stone House Museum and its exhibits is of special concern. Once the operation of a Community Library has been established, the FOML may work with other community organizations to investigate other options for a future co -location of the Community Library. rwb 3/7/11 Anril 28th, 2011: Communication with Washin2ton County Regarding Library Services As explained in our prior meetings, the county's 2011 library budget does call for the continuation of all the existing library locations in the county. However, the 2011 library budget as authorized by the County Board was constructed to include the state property tax aid that is authorized in current statute at a certain amount; however, it is very unlikely the County will receive the entire amount certified given the experience of the last few years. If the 2010 State budget reductions in County Program Aid are made permanent or simply extended for another year, the county will be forced to eliminate some of the library services funded by this aid program and possibly more library services depending on the extent of the total cut in state aid to the county. As a result, the county has begun discussions with communities in which the smaller branch libraries are located. As you may have read in recent newspapers, elements of a mutual agreement are being discussed in the cities of Marine and Newport. So, we thought it might be helpful to outline these elements for your consideration. The elements of an agreement with the Marine Library Association are that Marine remains part of the county levy for library services and the county will provide certain library services at a location determined and managed by the city estimated at this time to be approximately 20 hours per week. Marine: pays for rent or provides space rent free, provides maintenance services for space, provides location for an exterior access kiosk and book return, 2 part time city staff to provide oversight of city volunteers; open on a schedule to be determined by the city with at least one paid city staff at all times the location is open which is supplemented by volunteers recruited and supervised by the city, and telecommunication access. The county: draws down Jordan trust over time and provides kiosk and book return, computers, financial oversight of Jordan trust, a small collection, and rotating or periodic programming. Both: Effective 8/1/2011 with an evaluation at the end of 12/2012. The elements of an agreement with the City of Newport are not are far along as with Marine. Even though the City of Lake Elmo has voted to create their own library in 2011, the county's current library budget does include funding to keep the library open throughout 2011. Again, this budget is predicated upon the county receiving the full state allocation of County Program Aid. If the City of Lake Elmo would like to consider something different than assumption of library services in 2011, the Marine elements could be the foundation for an agreement. Such a proposal would have a location in the City of Lake Elmo open on a schedule determined by the city to which the county library system provides certain services and the city remains in the county library levy tax. The City of Lake Elmo: pays for rent or provides space rent free, provides maintenance services for space, provides location for exterior access kiosk and book return for a xxx number of years, city staff covering a schedule to be determined by the city with at least one paid city staff on duty at all times the location is open, which is supplemented by volunteers recruited and supervised by the city, and provide telecommunication access. The county: continues library service to all Lake Elmo residents and provides kiosk and book return, delivery and pick up of book orders through on-line catalog, computers, a small collection, and rotating or periodic programming Both: an evaluation at the end of a period to be determined but after at least one year of operation of the new model, I hope that this information will allow the City of Lake Elmo to provide more specific direction at their Tuesday meeting for our future discussions. Should our team set another meeting as a follow up to next Tuesday's City Council discussion? Molly O'Rourke, Deputy Administrator Washington County 83500 Rashington County Minnesota BD 2012 Budget Review by DEPT BUDDRPTLD7 Level 7 For the Period Ending December 31, 2012 LIB Library REVENUES 1 04/la/11 09t42:03 2009 2010 2011 2011 2012 2012 2012 2012-2011 F Actual Actual Adopted YTD ae9e Given Dept Propd Bd Adoptd Difference Change 510000. Real Estate Current 5,740,940- 5,871,400- 6,056,800- 512000.HACA County Program Aid 590,928- - Total Levy Revenue 6,331,868-5.871,400- 6,066.800- 513000, Real Estate Delinquent 97,077- Total Other Taxes Tonal Licenses 6 Permits Subtotal Federal Grants 535000.PILT SSR Pymt in Lieu of Tax Subtotal State Grants 536000.MELSA MELSA Grant 536000.MISC IUsc Agencies Subtotal Local Grants Total Intergovernmental Rev 541000. 942000= 945000_ Total Fees For Se Fees for Svcs - Other Fees for Contracted Svcs Collection Service Fees Total Fines & Forfeitures 560000. Interest Earnings Total Investment Earnings Iotal Rants 6 Royalties 581000. NSF Uncollectible 97,077- ------------ 6,066,800 100-% O 4 6,066,800 100-i O % -------------- 8,236- 8,236- 83,115- 02,731- 122,000- 100,293- 101,359- 70,000- 183,428- 184,090- 192,000- ----------------- 84,472- 84,472- O t O i O t 122,000 100-4 70,000 100-k ------------------------ 192,000 100-t 191,664- 184,090- 192,000- 84.472- 7,846- 4,773- 35- 27,042- 29,722- 25,000- 7,297- 45,039- 57.586- 71,000- 32,862- ----------------------------------------------- 79,926- 92,081- 96,000- 40,194- 4,812- 7,187- 4,600- 4,812; 7,187- 4,600- 113 50- 2,022- 2,022- ------------ 192,000 100-% O t 25., 000 100-% 71,000 100-t 96,000 100-* O % 4,600 100-t -------------- 4,600 1007t --------------------- V O t 83500 Washington County Minnesota 2 BB 2012 Budget Review by DEPT 04/18/11 BUDDEPTLD7 Level 7 09,4203 For the Period Ending December 31, 2012 L7B Library 2009 2610 2011 2011 % Actual Actual YTD 2012 Base Given Depr;:op d Bd AdO:td 2012-2011 AdoptedDifference Change __ 982000. Restitution & Recovery 102,523- 84,730- 90,000- 593900. Misc Sales W/O Sales Tax 48 147- 26,483- 90.000 100-% 0 V 61.000- 584030. Misc Sales 11fSale6 Tax 52,409- 58,373- 2,500- 14,379- 61,000 100-k sas000. Misc Other Revenue 566009. Donations & contributions 3,304- 46,55a- 34,208-33,032- 15,000-15,00051%1 187,803- Total Misc Revenue 75,070-168,500- 192.655-168,500 100-9 Total Non -Levy Revenue TOTAL REVENUE EARENDITURES 561,282- 476,013- 461,100- 201,758- 461.100 100-k 6,893,150- 6,347,413- 6,527,900- 201,758- 6.527,900 1110-k 600300. Direct Material 774,967 639,658 756,800 148,763 766,800- 100-1 600400. Board Meeting Per Diem 140 246 500 500- 100-1 600500. Client Exp Reimb w/Recpts 55 0 t 601055. DP Electrical Services 5,371 1,878 0 601056. DP Electrical RepairS 1,035 0 1 602005 Dir Pmt Svcs - Misc 73.1335 77,438 65,000 14,741 66,000_- ____________ ____ __ ____ __- Total Direct Payments 955,407 749,219 832,300 163,504 832,300- 100-* 610800. 610900. 6114GO. 611500. 614820 Total. Wages 615100. 615200. 515300. 615400. 635500. 615600. 615900. 616000, Total Benefits Temporary Staff Special Project Staff Regular Ray overtime pay Jury Duty Reimb FICA (Social SeCurity! PERA (Public Retirementl Group Medical Insurance Employee Medical Pool Group Life Insurance Group LTD Ins Employer Liab Funding Unemployment Comp Total Wages F. Benefits 45,898 10,359 2,932,650 113 10- ------------ 2.989,020 44,597 27,900 12,707 27,900- 100-1 0 1 2,885,982 2,951,700 697,682 2.951,700- 100-9 364 73 0 t 0 t 2,930,943 2,979,600 710.462 2,979,600- 100-9 224,052 216,077 217,800 56,033 217,800- 100-t 197,149 200,913 204,500 54,213 204,500- 100-9 253,934 251.633 264,000 74,413 264,000- 100-t 70,990 67,274 67,300 21,260 67,300- 100-t 5.544 4,035 4,300 1,163 4,300- 100-t 15,777 9,507 9,800 2,298 9,800- 100-9 249,425 245,470 252,100 63,021 252,100- 100-t 270-, 0 k 1,016,593 994.909 1,919,800 272,404 1,019,800- 100-9 4,005,603 3,925,852 3,999,400 982,866 3,999,400- 100-9 835E10 Washington County Minnesota 3 ED 2012 Budget Review by DEPT vi/la/11 BUDDEPTLD7 Level 7 097.4203 or the FeriOd Ending December 31,,2012 LIB Library 2009 2010 2011 2011 2012 2012 2012 2012-2011 Actual Actual Adopted YTD Base Given Dept Propd 2d Adoptd Difference Change Total Other Operating Expense 0 8 622100, 622500 622600. 623000. Transportation Mileage Cell Phone Allowance Lodging 8 Meals Total Employee Expenditures Total County Vehicle Expense 84 64 36 - 0 t 12,881 8,568 0,000 1,915 8,000- 100-* 720 220 0 % 419 0 % 14,104 8,952 8,000 1,951 8,000- 100-k ------- --------- -1 ------ ----------- ------- ------------ ------- --------- • t 630100, Consultant Service 15,892 0 t 630400, Dues and MemberShips 125 130 0 t 630470. Other Svcs & Chgs Misc 21,297 22.891 25,900 5,296 . ,,, 26,900- 700-1 -------- ____ ------ ___-__ ----- _______ ------ - --- L - ------ ------ _-___ ------- ___ --------- --- -------------- - Total Other Services & Chgs 37,314 23.021 25,900 5.295 25,900- 100-k 640000. 642000. 642900. 643000. 644000, 645000. 648000. Total Facilities 651000. 654000. 657100, 657200. 657400. Facilities Telephone Rent/Lease of Facilities Electricity Heat Refuse collection Main/Repairs-Facilities 50PP1Y/Kinor Equip Miac Books A Periodicals Minor Equip (<$5000) Rental/Lease of Equipment Equip Repairs & Maint Total Supplies & Minor Equip Total Operating Expenses 674000. 674060. 674120, 674210, Office Furnishinos ,6 Equip Office Equipment >55,000 Computer Equip .$5,000 Computer SoEt >$5,000 Total Capital Expenditures 115,018 1,224,055 2,696 2,447 1,092 9,888 89,462 1,220,007 3,194 2,119 1,248 7,472 118,400 86,500 1,105,300 23,436 303.382 701 1,1,40 455 1,611 110,40V- 86,500- 1.1os,3aa- 100-t 100-8 100-* O t O t 0 0 * 1,355,196 1,323,502 1,310,200 89,237 369- 45,176 9,152 76,400 10 69,631 8,870 106,987 97,589 --------- --------- 250,183 252,500 ------- ------- 1,656,797 1,607,975 8,903 67.000 105,400 14,700 330,725 1,310,200- 100-* 17.491 10- 12,23D 3,465 67,000- 100-* 0 t 105,400- 100-8 14,700- 100-3 124,000 49.796 124,000- 100-8 -_-_-_______ ------ ------ ------- ----- --------- ------ 311,100 . 82,972 311,100- 100-8 ------- ----- _--____ ----- ----- - --------- _ -------- 1,655,200 420,943 1,655,200- 100-* 17 7,770 26,532 7,750 41,000 39,225 41,000- -------- ----- ------- _-_-_-_-____ ____________ ------ ------- ------- ------- O % O t O t 100-* 15,537 35,435 41,000 39,225 41,000- 100-* 83500 Washington County Minnesota 4 BD 2012 Budget Review by DEFT 04/19/11 BUDDEPTLD7 Level 7 09:43:03 For the Period Ending December 31, 2012 I+IB Library 2009 2010 2011 2011 2012 2012 2012 2012-2011 % Actual Actual Adopted YID Base Given Dept Propd Bd Adoptd Difference Change Total Debt Service 0 t TOTAL EXPENDITURES 6,533,344 6,258,481 6,537,990 1,606.538 - 6,527,900- 100-4r EXCESS REVENUE OVER EXPENSES OTHER FINANCING SOURCES Bond Par: 359,806- 58,932- 1, 404, 780 0 t Total Bond Par 0 t OTHER FINANCING USES Other Financing Sources/Uses 0 FUND BALANCE 359,806- 58,932- 1,404,7E0 0 t r ya,-aa o The Mission Statement -- It should be as direct and focused as possible, a clear picture of what our library is all about. Do we plan to run in the black? Red? Do we advertise? Costs? Is it a community center? o Date the library begins and any expectations for expansion? o Number of employees, their compensation (using comparables), who manages them, who hires them, who fires them, Hours of operation. Benefits? Include all payroll costs, o Estimate of existing city staffs increased workload, including Administrator and Attorney (fielding complaints, suggestions, and effects of mixing the activities of existing government with this new operation.) o If volunteers are proposed, anecdotal evidence (other cities history with this? I am sure there is some statistical evidence of the nature of volunteers) that these volunteers will be available long term or otherwise. My guess is that their will be plenty of "volunteers" to get this going, but I fear they will evaporate over time and force the city to expend more funds. o Location of the business and costs. In Village I presume. Rent? Utilities? Ongoing maintenance costs and long term costs? o Description of site, size, furniture desk tops, workstation? Is this a community center as well? o Collection costs? Operation of same. o Literature offered and any other products offered (coffee shop? marry with other for profit possibilities? I think if we do go this way, this might be a way to do it but I am not sure of any data privacy issues?) Additionally, as we are in competition with other libraries, how do we compare, why do they come to us versus others? What does our competition have? Child care, internet access, adjacent facilities? Again, why do our customers come here? How do we compare with our competition? Distance from potential users, proximity to other services, aesthetics, and additional available services, o If "partnerships" are suggested with the County/MLSA and others, we would need agreed upon specifics, not "blue sky" notions, o Outline success parameters: 1 year / 3 years / 5 years. Are we successful if we only maintain use? If we increase? Collections in comparison to county? If we have to expend money in excess of $248k is that success? I am afraid of a slow and progressive bleed, can we agree on specifics so if parameters are not met we can pull the plug? o As it stands now, the costs for a "lo range from $13 to $4.98. We are at about $10. Should lowering this cost be our goal? o The additional cost to the city of opting out ($20 a family?), do we stay in the system at all costs? Does the city pay for all? If so why? LAKE EL 0 MAYOR & COUNC I II AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: COMMUN/CA PION DATE: REGULAR ITEM #: MOTION: Lake Elmo Avenue Infrastructure Project 1-94 Accepting Bids and Awarding a Contract Jack Griffin, City Engineer Bruce A. Messelt, City Administrator Ryan Stempski, Assistant City Engineer 5/17/2011 15 Resolution No. 2011-022 Resolution No. 2011-023 to 30`h Street — Resolution SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving a Resolution, Accepting Bids and Awarding the Contract for the Lake Elmo Avenue Infrastructure Project, I-94 to 30th Street. Bids were received, publicly opened, and read aloud on April 19, 2011. TKDA has prepared and attached the Bid Tabulation worksheet and a Letter of Recommendation for the Award of the Contract. The City has the right to reject all Bids, to award a contract for the lowest responsive Base Bid, or to award a contract for the lowest responsive Alternate Bid. The City may retain the Bids together with the Bid Securities for no more than 60 days from the date of the Bid Opening (or until June 19, 2011), Should the Council choose to award a contract, the suggested motion is as follows: "Move to approve Resolution No. 2011-022, Accepting Bids and Awarding the Contract for the Lake Elmo Avenue Infrastructure Project, 1-94 to 30th Street, to [S J. Louis Construction Company for the Base Bid in the amount of $2, 710,546. 001." or Move to approve Resolution No. 2011-023, Accepting Bids and Awarding the Contract for the Lake Elmo Avenue Infrastructure Project, 1-94 to 30th Street, to (Burschville Construction Inc.. for the Alternate Bid in the amount of $3,676,451.751. BACKGROUND INFORMATION: At the December 7, 2010, City Council Meeting, Council directed staff to prepare plans and specifications to incorporate a gravity trunk sewer option for all or portions of the corridor between loth Street and I-94, and to incorporate these plans as an alternate bid for the Lake Elmo Avenue Infrastructure Project, I-94 to 30th Street. Staff was -- page 1 -- rYOF Euro 1 MAYOR & COUNCIL COMMUNICATION DATE: 5/17/2011 REGULAR ITEM #: 14 DISCUSSION AGENDA ITEM: Update Regarding Library Service Considerations SUBMITTED BY: City Council (Follow-up from May 3rd Council Meeting) THROUGH: Bruce A. Messelt, City Administrator Op REVIEWED BY: Dave Snyder, City Attorney SUMMARY AND ACTION REQUESTED: This item has been scheduled at the request of the City Council in order to keep the Council and Community abreast of efforts to retain and enhance library services for the Lake Elmo community. No specific Council action is recommended at this time; however, additional Council direction would be welcomed. BACKGROUND INFORMATION: On May 3rd, 2011, the Lake Elmo City Council discussed the potential of closure by Washington County of the Rosalie E. Wahl Branch Library. Staff was directed to continue discussions with the County regarding this concern and begin development of options for the City Council to consider. On May 9th, City staff met with County and Library representatives to discuss ongoing concerns over likely cuts in State assistance and potential repercussions for the Library system and the Rosalie E. Wahl Branch Library, in particular. The City has also met with members of the Friends of the Rosalie E. Wahl Branch Library to solicit their thoughts and information regarding library services needs and options. Prior to this meeting, several previous meetings and informal discussions among City and County officials have led to an understanding that long-term provision of County library services in Lake Elmo remains highly vulnerable to both budgetary considerations and County -wide consolidation of services to address identified efficiencies, economies of scale and customer preferences. On June 29th, 2010, the City Council adopted Resolution No. 2010-031 establishing a Public Library System, authorizing a Library Levy, and establishing a Public Library Board for the City of Lake Elmo. However, this Resolution could be dissolved by action of the City Council, if sufficient progress was made in discussions directed at "maintaining and improving existing library services or transferring library services from the County to the City . . ." page 1 -- City Council Meeting May 17th, 2011 Lake Elmo Avenue Infrastructure Project 1-94 to 30th Street Resolution Accepting Bids and Awarding a Contract Regular Agenda Item II 15 directed to complete the necessary plans and specifications, work with the impacted property owners, and negotiate the necessary easements. The base bid design includes a trunk sanitary sewer forcemain along the entire project corridor, connecting the proposed Village Area Lift Station to the MCES Meter Station (located near Hudson Boulevard and Lake Elmo Avenue). The project plans have been designed with the Village Area Lift Station located near Lisbon Avenue and 30th Street on a site previously presented to the Council as Site No. 3, located outside of and to the east of Reid Park. This trunk infrastructure project is the first step to provide Municipal Sewer Service for the Village Area. Once completed Municipal Sewer Service can be made available to the new Village development with the construction of the Village Parkway Trunk Sewer and/or to the Old Village with the construction of the Lake Elmo Avenue Trunk Gravity Sewer north to TH 5. The alternate bid design is similar to the base bid design, but would construct trunk gravity sewer in lieu of forcemain near the south end of Cimarron to the MCES Meter Station. This trunk sewer plan configuration would eliminate redundant forcemain pipe infrastructure south of 10th Street and would result in lower overall Trunk Sewer Infrastructure System costs. The alignment of the gravity sewer follows the most cost-effective route south of 10th Street. Once this project is completed, Municipal Sewer Service would also be available in the southeast potion of Lake Elmo, in the areas immediately adjacent to the proposed gravity alignment. This item has been continued from the May 3rd City Council meeting and was also presented at the May IOth Workshop, STAFF REPORT: Bids were received on April 19, 2011. The contract documents allow the City to retain these bids together with their Bid security for a period of 60 days (June 19, 2011), before the City must either award the project or reject all bids. If the project is awarded at the May 3rd City Council Meeting, construction work would begin June 2011, The Contract substantial completion deadline is November 15, 2011 and the Contract final completion deadline is December 15, 2011. The Engineer's preliminary estimate of total project cost for the Base Bid design was $3.8 million and the Post Bid estimated total project cost is now S3.65 million, after receiving contractor bids, For the Alternate Bid design, the Engineer's preliminary estimate of total project cost was $5.2 million and the Post Bid estimated total project cost is now S4.85 million, after receiving contractor bids. These costs do not include easement acquisition costs for the easements south of 10th street, should any compensation be required for these easements, In order to award a contract for the Alternate Bid, it is recommended that the City receive assurance that the permanent and temporary utility easements can be successfully acquired in a timely manner such that contractor delays are not incurred. Pen-nanent and temporary utility easements are required from nine separate parcels under the ownership of six property owners. -- page 2 -- City Council Meeting May 17th, 2011 Lake Elmo Avenue Infrastructure Project I-94 to 30th Street Resolution Accepting Bids and Awarding a Contract Regular Agenda Item # 15 Easement agreements have been prepared and sent to each of these property owners requesting the dedication of the easements at no cost to the City. The status of each of these easements will be reported to the Council at the meeting in the Staff report. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council consider approving a Resolution Accepting Bids and Awarding the Contract for the Lake Elmo Avenue Infrastructure Project, 1-94 to 30th Street for either the Base Bid, or the Alternate Bid, or the Council may consider rejecting all bids, or tabling action on this item until a future Council meeting no later than June 19, 2011, The Council is reminded that it is advisable by Staff to consider delaying the award of the project if the Council is considering award for the Alternate Bid, and the pernianent and temporary easements have not yet been secured. Should the Council choose to award a contract, the suggested motion is as follows: "Move to approve Resolution No. 2011-022, Accepting Bids and Awarding the Contract for the Lake Elmo Avenue Infrastructure Project, 1-94 to 30th Street, to Louis Construction Company for the Base Bid in the amount of $2,710,546.001." or Move to approve Resolution No. 2011-023, Accepting Bids and Awarding the Contract for the Lake Elmo Avenue Infrastructure Project, 1-94 to 30th Street, to [Burschville Construction Inc. for the Alternate Bid in the amount of $3,676,451.751." ATTACHMENTS: (4) 1. Resolution No. 2011-022 2. Resolution No. 2011-023 3. Engineers Letter of Recommendation for Award of Contract 4. Project Location Map SUGGESTED ORDER OF BUSINESS: Introduction of Item City Administrator ..... ........ ..... ................ ....... .. Questions from Council to Staff ... . ....... City Engineer Mayor & City Council Public Input, if Appropriate ............. ....... ........ .......... - Callfor Motion ...... . ..... .....,.,................. ..................... . Discussion ............ ...... ................. ..... ....... ........ ............. Action on Motion • Mayor Facilitates Mayor & City Council . „.... Mayor Facilitates Mayor & City Council — page 3 -- CITY OF LAKE ELML WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2011-021 A RESOLUTION ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE LAKE ELMO AVENUE INFRASTRUCTURE PROJECT, 1-94 TO 30TH STREET BASE BID AWARD WHEREAS, pursuant to resolutions passed by the council, TKDA was directed to prepare plans and specifications for the Lake Elino Avenue Infrastructure Project 1-94 to 30th Street, and to complete the design for an alternate bid option to include gravity sewer for portions of the corridor between 10" Street and 1-94; WHEREAS, TKDA has completed the plans and specifications and the City Council approved them on March 15, 2011, and directed.staff to advertise and receive bids; WHEREAS, pursuant to an advertisement or bids for the Lake Elmo Avenue Infrastructure Project 1-94 to 30th Street, bids were received, opened and tabulated according to law, and bids were received complying with the advertisement; WHEREAS, bids were tabulated, checked and summarized to verij5) that all requirements of the submittals were met; AND WHEREAS, the City Engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsive bidder; NOW, THEREFORE, BE IT RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the ALTERNATE BID Project; in the amount of the Contractor's lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. Resolution No. 2011-021 Date: May 17, 2011 CITY OF LAKE ELMO By: Dean A. Johnston, Mayor ATTEST: Bruce A. Messelt City Administrator Resolution No. 2011-021 2 CITY OF LAKE ELMC WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2011-022 A RESOLUTION ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE LAKE ELMO AVENUE INFRASTRUCTURE PROJECT, 1-94 TO 30TH STREET BASE BID AWARD WHEREAS, pursuant to resolutions passed by the council, TKDA was directed to prepare plans and specifications for the Lake Elmo Avenue Infrastructure Project 1-94 to 30th Street, and to complete the design for an alternate bid option to include gravity sewer for portions of the corridor between 10th Street and I-94; WHEREAS, TKDA has completed the plans and specifications and the City Council approved them on March 15, 2011, and directed staff to advertise and receive bids; WHEREAS, pursuant to an advertisement for bids fbr the Lake Elrno Avenue Infrastructure Project I-94 to 30th Street, bids were received, opened and tabulated according to law, and bids were received complying with the advertisenient; WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; AND WHEREAS, the City Engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsive bidder; NOW, THEREFORE, BE 1T RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the BASE BID Project, in the amount of the Contractor 's lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed Resolution No. 2011-022 Date: May 17, 2011 CITY OF LAKE ELMO By: Dean A. Johnston, Mayor ATTEST: Bruce A. Messelt City Administrator Resolution No. 2011-022 2 TKDA The right Lime. 'Me right people, The right company May 3, 2011 Honorable Mayor and City Council City of Lake Elmo, Minnesota Re: Lake Elmo Avenue Infrastructure Improvements, 1-94 to 30th Street City of Lake Elmo, Minnesota TKDA Project No. 13857.000 444 Collar Struat, Suite 1500 Saint Paul, MN 55101-2140 (651) 292-4400 (651) 202-0083 Fax www,tkda,colll Dear Mayor and City Council: Bids for the referenced project were received on April 19, 2011, at 10:00 a.m. with the following results. A complete Tabulation of Bids is attached for your information. Contractor BASE BID SJ Louis Construction Co. S2,710,546.00 Geislinger & Sons •$2,753,894.00 Minger Construction, Inc. $2,805,181.00 LaTour Constmetion, Inc. $2,824,261.80 Ellingson Drainage $2,830,599.00 Burschville Construction, Inc, $2,880,318.00 GM Construction, Inc. $2,910,780.00 Duininck, Inc. 2,982,096.30 Veit & Company, Inc. $3,138,885,00 Engineer's Estimate $2,710,904.92 Contractor ALTERNATE BID Burschville Construction, Inc. S3,676,451.75 SJ Louis Construction Co. $3,684,907.45 Geislinger & Sons $3,688,623.75 LaTour Construction, Inc. S3,690,230.30 Minger Construction, Inc. $3,739,035.60 Duininck, Inc. $3,950,790.94 Veit & Company, Inc. $3,964,110.50 Ellingson Drainage $3,973,792.50 GM Construction, Inc. $4,452,074.78 Engineer's Estimate $3,808,552,12 An Employee Owned Company Promoting Affinnetlye Action and Equal Opportunity Lake Elmo Avenue Infrastructure Improvements, 1-94 to 30 May 3, 2011 Page 2 Recommendation Should the City Council decide to award the BASE BID (forcernain only) improvements, the recommended lowest responsive and responsible bidder is SJ Louis Construction Co., for their base bid of $2,710,546.00. Should the City Council decide to award the ALTERNATE BID (forcemain and gravity sewer south of 10th Street), the recommended lowest responsive and responsible bidder is Bursehville Construction, Inc., for their alternate bid of $3,676,451,75. Respec Innitted, Ryan W. St4fnpski, P.E. Project Manager Enclosures cc: Bruce Messelt, City Administrator Tom Bouthilet, Finance Director Jack W. Griffin, City Engineer TABULATION OF BASE BIDS LAKE ELMO AVENUE INFRASTRUCTURE IMPROVEMENTS -194 TO 30TH STREET CITY OF LAKE ELMO, MINNESOTA TKDA PROJECT NO. 13857.000 BIDS OPENED: APRIL 19,2011, AT 10:00 AM 'DENOTES ERROR IN BIDDERS CALCULATION ITEM NO, BASF BID GENERAL 1 MOBILIZATION 1 LS 2 TRAFFIC CONTROL 1 LS 3 SILT FENCE 1908 LF 4 ROCK CONSTRUCTION ENTRANCE 1 EA 5 WATER FOR DUST CONTROL 100 IVGAL 6 CLEAR & GRUB TREE 21 EA 7 DITCH CHECKS 65 LF 8 INLET PROTECTION 2 6.4 9 HYDRO MULCH IN/ SEED & FERTILIZER I 228 AC 10 EROSION CONTROL BLANKET (WOOD FIBER) 550 SY 11 TOPSOILBORROW 500 CY 12 MODULAR BLOCK RETAINING WALL 60 SF SUBTOTAL DIVISION 1 - GENERAL DESCRIPTION DIVISION 2 - SANITARY SEWER 1 LIFT STATION -STRUCTURE, VALVE MH, & PIPING 2 LIFT STATION PUMPS AND ACCESSORIES 3 LIFT STATION - ELECTRICAL AND CONTROLS 4 GENERATOR 5 CHEMICAL FEED SYSTEM 6 16HOPE FORCEMAIN, INSTALLED BY HDO 7 16" HOPE FORCEMAIN, INSTALLED BY OPEN CUT 8 18" PVC, PS46 SANITARY SEWER (0,101 DEPTH) 9 18" PVC. PS46 SANITARY SEWER (10,12' DEPTH) 10 18' PVC. PS46 SANITARY SEWER 021-14' DEPTH) 11 1B" PVC, PS46 SANITARY SEINER (14'-16' DEPTH) 12 18" PVC, PS48 SANITARY SEWER (16.-18' DEPTH) 13 18" PVC, PS46 SANITARY SEWER LIF-25 DEPTH) 14 48" DIAMETER SAN. MANHOLE, TYPE 301 (0'-10' DEPTH) 15 46" DIAMETER SAN. MANHOLE, EXTRA DEPTH (>10' DEPTH, 16 72" CLEANOUT MANHOLE 17 72" AIR RELEASE MANHOLE 18 EXTERNAL MANHOLE DROP 19 16" RES. SEAT GATE VALVE & BOX 20 !TRENCH STABILIZATION ROCK 21 TELEVISING 22 4" POLYSTYRENE INSUALTION 23 HORIZONTAL DIRECTIONAL DRILLING BORE PITS SUMOTAL DIVISION 2 - SANITARY SEWER DIVISION 3 - WATERMAIN 1 8" X 6' WET TAP (INCLUDE SLEEVE AND VALVE) 2 6" DIP, CL. 52 WATERMAIN 3 6' RES.SEAT GATE VALVE & BOX 4 6" HYDRANT ASSEMBLY (OW BURY) SUBTOTAL DIVISION 3 - WATERMAIN 1 2 3 4 5 6 8 9 10 11 DMSION 4 - STREETS & RESTORATION SAVVCUT BITUMINOUS PAVEMENT SALVAGE & REINSTALL SIGN REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT, STREETS REMOVE & DISPOSE OF EXIST, CONCRETE CURB & GUTTER GRANULAR BORROW (?) CL. 5 AGGREGATE BASE 2360 TYPE LV 3 BITUMINOUS NON -WEARING COURSE, STREETS 2360 TYPE LV 4 BITUMINOUS WEARING COURSE, STREETS BITUMINOUS MATERIAL FOR TACK COAT 0412 CONCRETE CURB & GUTTER CL. 5 AGGREGATE BASE, SHOULDER 12 OFF ROAD STRUCTURE MARKER SUBTOTAL DIVISION 4 -STREETS &RESTORATION TOTAL FOR BASE BID 1 LS 1 LS 1 LS 1 LS 1 LS 16580 LF 438 LF 353 LF 541 LF 504 I LF 299 I LF 21 i LF 12 LF 9 EA 28 LF 5 EA 4 EA 1 EA 18 EA 150 LF 1730 LF 7 SY 1 LS. ENGINEER'S ESTIMATE S J Louis Construction Co UN ft TOTAL UNIT TOTAL QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT 1 $ 111.300.00 $ 111.300.00 $ 35,000.00 1 $ 35,000.00 $ 56,000.00 $ 56.000.00 $ 22,000.00 $ 22,000,00 $ 2.50 $ 4,770.00 $ 1-50 $ 2.962.00 $ 500.00 $ 500.00 1 $ 3,000.00 $ 3.000.00 $ 3020 $ 3,000.00 $ 170.00 $ 17,000.00 $ 250.00 $ 5250.00 $ 250.00 $ 5.250.00 $ 5.00 $ 325.00 $ 3.50 $ 227.50 $ 300.00 $ 600.00 5 85.00 $ 170.00 $ 2,500.00 $ 5,700.00 $ 1,350.00 5 3,078.00 $ 1.50 $ 825.00 $ 1.15 $ 632.50 $ 16.00 $ 8,000_00 $ 18.50 $ 9,250.00 1 $ 40.00 $ 2.400.00 $ 40.00 $ 2,400.00 $ 198,670.00 I $ 100.870.00 $ 200.000.00 I S $ 00,000.00 $ $ 70,000.00 $ $ 75.000.00 1 $ $ 80,000.00 $ 80.00 $ 45.00 $ 40.00 $ 42_00 $ 44.00 $ O 46.00 I $ 13,754.001- $ 40.00 $ 1,008.00 50.00 $ 660.00 $ 2,500.00 $ 22.500.00 I 150.00 $ 4,20040 $ 8,000.00 $ 40,000.00 $ 8,000.0 0 $ 32,00 0.0 D $ 1,500.00 $ 1,500,00 $ 4,000.00 $ 72.000.00 9.00 $ 1,350.00 1.00 $ 1,730.00 8.00 $ 56.00 $ 125,000.00 $ 125,000.00 I $ 2,243,888.00 1 EA 1 $ 2,000.00 $ 2,000.00 382 LF 1 $ 38.00 $ 14,516.00 1 EA 1 $ 1,200.00 0 1,200.00 1 EA $ 3,000.00 $ 3,000.00 $ 20,718.00 1340 2 750 20 350 1270 251 210 104 20 95 20 LF EA SY LF CY TN TN TN GA LF TN EA 5.00 $ 6,700.00 100.00 $ 200.00 2.00 5 1,500.00 5.00 $ 100.00 12.00 $ 4,200.00 16.00 $ 22,860.00 62.00 1 $ 15,562.00 65,00 $ 13,650,00 3.00 $ 312.00 15.00 $ 300.00 20.00 1 $ 1,900.00 150.00 1 $ 3,000.00 I $ 70,284.00 TKDA 'DENOTES ERROR IN BIDDERS CALCULATION Gelslinger and Sons Inc. Minder Consiruction Inc UNIT TOTAL UNIT TOTAL PRICE AMOUNT PRICE AMOUNT $ 00,000.00 $ 90,000.00 $ 29,840.00 $ 29,540.00 $ 8,000.00 $ MOM $ 12,430.00 $ 12,430.00 $ 2.00 $ 3,816.00 $ 1.10 $ 2,098.80 $ 850.00 $ 850.00 $ 830.00 $ 830.00 S 25.00 $ 2,500.00 $ 28.00 $ 2.800.00 $ 250.00 $ 0200.00 $ 360.00 1 $ 7.960.00 $ 150.00 5 9.700.00 $ 14.20 $ 923.00 $ 250.00 $ 500.00 S 114.00 5 228.00 $ 1,950.00 $ 4,446.00 $ 1,290.00 $ 2,94120 $ 2.00 $ 1,100.00 $ 1.10 $ 605.00 $ 22.00 $ 11,000.00 $ 19.30 $ 9,650.00 $ 250.00 $ 15,000.00 $ 38.30 $ 2298.00 $ 152212.00 $ 72.624.00 200,000.00 $ 113,000.00 $ 113,000.00 $ 90.000.00 $ 50,000.00 $ 50,000.00 $ 70.000.00 1 $ 87,000.00 $ 87,000.00 $ 75,000.00 9 43,750.00 $ 43,750.00 $ 80,000.00 $ 155.000,00 $ 155,000.00 $ 1.334,400.00 $ 93.00 $ 1.551.240.00 1 $ 19.710.00 61.00 26,718.00 I 14.120,00 $ 61.00 21,533.00 5 22.722.00 $ 66.00 35,706.00 $ 22.176.00 5 72.50 36.540.00 $ 80.00 23,920.00 $ 85.00 1,785.00 $ 90.00 1,080.00 I $ 3,200,00 28,800.00 I $ 89.00 2,49200 I $ $ 10,000.00 9,500.00 3,000.00 8,250.00 45.00 2.50 30_00 $ 100,000.00 S 2,500.00 $ $ 25.00 1 $ $ 1,250.00 I $ $ 3,250.00 5 1.75 100.00 5.00 7.00 9.50 13.00 70.00 80.00 3.00 25.00 15.00 46.00 171,000.00 $ 60,000,00 $ 120,000.00 $ 54,000.00 165,000.00 $ 88.00 $ 49.00 $ 50.00 $ 50.00 5 50.00 S 50.00 $ 60.00 $ 60.00 $ 2,300.00 $ 100.00 $ 50,000.00 $ 8,850.00 38,000.00 $ 11,500.00 3,000.00 • S 4,100.00 148,500.00 1 $ 7,000.00 6,750,00 au 4,325.00 $ 1.50 210.00 $ 40.00 100.000.00 $ 130,000.00 2,529,349.00 2,500.00 9,550.00 1,250.00 1,250.00 $ 18,530.00 171,000.00 $ 185,000.00 1 $ 185.000.00 50.000.00 $ 43,545.00 I $ 43,545.00 120,000.00 $ 104,000.00 $ 104,000.00 54,000.00 $ 52,170.00 $ 52,:l 70.00 165.000.00 $ 137,715.00 $ 137,715.00 1,467,840.00 $ 91.35 $ 1,523,718.00 1 21,462.00 $ 81.70 $ 27,024.60 17,650.00 $ 45.20 $ 15.955.60 27,050.00 $ 4520 $ 24,453.20 25200.00 $ 45.20 I $ 22.780,80 14,950_00 $ 45.20 $ 13,514.80 1260.00 $ 4520 $ 949.20 720-00 $ 4520 $ 542.40 20,700.00 $ 2,46100 $ 22,140.00 2,800.00 $ 125.45 $ 3,512.50 $ 44,250.00 $ 18,100.00 $ 90,500.00 $ 46,000.00 $ 19,200.00 $ 76,800.00 $ 4,100.00 $ 6.595.00 $ 6,595.00 $ 128,000.00 $ 6,095.00 $ 109,710.00 $ 900.00 $ 15.70 $ 2,355,00 $ 2,595.00 $ 1.10 $ 1,903.00 $ 280.00 5 32.30 $ 226.10 $ 130,000.00 $ 175,765.00 I $ 175,765.00 $ 2.513,757.00 $ 2,640,875-30 4,200.00 $ 4,200.00 3 3,280.00 $ 3,280.00 36.00 $ 13,75200 $ 33.25 $ 12,701.50 I $ 1.100.00 $ 1,100.00 $ 1,215.00 $ 1215.00 3,600.00 $ 3,600.00 I $ 3,995.00 $ 3.995.00 $ 22 652 00 21,191.50 3.00 $3.55 ' $ 4,757.00 2,345.00 $ 4,020.00 $ 7,312628:560C $ 150.00 $ 184.30 $ $ 200.00 $ 3,750.00 $ 2.235°0°.'; 0° ; 1 519 ...: 055300 i $ 140.00 $ 3.00 $ 5.00 $ $ 3,325.00 $ 16.00 $ 100.00 $ 15.70 $ 19,93335190°,1°0000° $ 5,60300 $ 65.15 $ 14.00 $ 17,760.00 $ 16,603.65 $ 16,510.00 S a 3.091 o o ' $s 15,311.00 $ 75.70 $ $ 17,570.00 I $ 70.00 $ 14,700.00 $15,897.00 $ 16,800.00 $ $ 312.00 $312.00 $ 49.3033° $5 2,:6496i2°2°°5 $ 25.09 $ 20.00 $ 500.00 $ 500.00 I $ 1,42520 $ 5268:3005 : 1,120.00 $ 1,900.00 $ 2,500.00 $ 70,49020 900.00 $ $ 125.00 $ $ $ 63,777.00 5 65.273.00 $ 2,710,90422 $ 2,710,546.00 $ 2,753,894.00 $ 2,805,181.00 Pan. 1 TABULATION OF BASE BIDS LAKE ELMO AVENUE INFRASTRUCTURE IMPROVEMENTS - 194 TO 3OTH STREET CITY OF LAKE ELMO. MINNESOTA TKDA PROJECT N0. 13857.000 BIDS OPENED: APRIL 19, 2011, AT 10:00 AM `DENOTES ERROR IN BIDDERS CALCULATION ITEM NO, DESCRIPTION QUANTITY UNIT 1 2 3 4 5 7 BASE BID GENERAL MOBILIZATION TRAFFIC CONTROL SILT FENCE ROCK CONSTRUCTION ENTRANCE WATER FOR DUST CONTROL CLEAR & GRUB TREE DITCH CHECKS 8 INLET PROTECTION 9 HYDRO MULCH WI SEED & FERTILIZER 10 EROSION CONTROL BLANKET (WOOD FIBER) 11 TOPSOIL BORROW 12 MODULAR BLOCK RETAINING WALL SUBTOTAL DIVISION 1 - GENERAL DIVISION 2 - SANITARY SEWER 1 LIFT STATION - STRUCTURE, VALVE MH, & PIPING 2 LIFT STATION - PUMPS AND ACCESSORIES 3 LIFT STATION - ELECTRICAL AND CONTROLS 4 GENERATOR 5 CHEMICAL FEED SYSTEM 6 16" HOPE FORCEMAIN, INSTALLED BY HOD 7 16" HOPE FORCEMAIN, INSTALLED BY OPEN CUT 8 18" PVC, PS46 SANITARY SEWER (0'-10' DEPTH) 9 18" PVC, PS46 SANITARY SEWER (10'-12' DEPTH? 10 18" PVC, PS46 SANITARY SEWER (12'-14' DEPTH) 11 18" PVC, PS46 SANITARY SEWER (14.-16' DEPTH) 12 18" PVC, PS46 SANITARY SEWER(16'.18' DEPTH)_ 13 18' PVC, PS46 SANITARY SEWER (18'-25' DEPTH( 14 48' DIAMETER SAN. MANHOLE, TYPE 301 (0'-10' DEPTH) 15 48" DIAMETER SAN. MANHOLE, EXTRA DEPTH (>10' DEPTH( 16 72" CLEANOUT MANHOLE 17 72" AIR RELEASE MANHOLE 16 EXTERNAL MANHOLE DROP 19 16" RES. SEAT GATE VALVE & BOX 2D TRENCH STABILIZATION ROCK 21 TELEVISING 22 4" POLYSTYRENE INSUALTION 23 HORIZONTAL DIRECTIONAL DRILLING BORE PITS SUBTOTAL DIVISION 2 -SANITARY SEWER DIVISION 3 - WATERMAIN 1 8" X 6" WET TAP (INCLUDE SLEEVE AND VALVE) 2 6" DIP, CL. 52 WATERMAIN 3 6" RES,SEAT GATE VALVE & BOX 4 6" HYDRANT ASSEMBLY 18'-6" BURY) SUBTOTAL DIVISION 3 - WATERMAIN DIVISION 4-STREETS & RESTORATION 1 SAWCUT BITUMINOUS PAVEMENT 2 SALVAGE & REINSTALL SIGN 3 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT, STREETS 4 REMOVE & DISPOSE OF EXIST. CONCRETE CURB & GUTTER 5 GRANULAR BORROW (P) 6 CL. 5 AGGREGATE BASE 7 2360 TYPE LV 3 BITUMINOUS NON -WEARING COURSE, STREETS 8 2350 TYPE LV 4 BITUMINOUS WEARING COURSE. STREETS 9 BITUMINOUS MATERIAL FOR TACK COAT 10 D412 CONCRETE CURB & GUTTER 111 CL. 5 AGGREGATE BASE. SHOULDER 112 OFF ROAD STRUCTURE MARKER (SUBTOTAL DIVISION 4 - STREETS & RESTORATION TOTAL FOR BASE BID 1 LS 1 LS 1908 LF 1 EA 100 MGAL 21 EA 65 LF 2 EA 2.28 AC 510 SY 500 CY 60 SF 1 LS 1 I LS 1 ' LS 1 LS 1 LS 16680 LF 436 LF 353 LF 541 LE 504 LF 299 LF 21 LF 12 LF 9 EA 28 LF 5 EA 4 EA 1 EA 18 EA 150 LF 1730 LF 7 SY 1 LS TKDA 'DENOTES ERROR IN BIDDERS CALCULATION LaTour Construction Inc. Ellingson Drainage. Inc. Burschville Construction Co GM Contracting UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT 6 73,000.00 $ 73.000.00 5 32,000.00 $ 32,000.00 $ 1.05 $ 2,003.40 $ 870.00 $ 870.00 $ 43.00 $ 4,300.00 $ 365.00 $ 7,665.00 $ 320 $ 208.00 $ 150.00 $ 300.00 $ 1,240.00 $ 2,82720 $ 1.05 $ 577.50 b 19.50 $ 9,750.00 S 32.00 $ 1,920.00 I $ 135.421.10 $ 160,000.00 5 160,000.00 $ 42,000.00 $ 42,000.00 $ 109,000.00 $ 109,000.00 $ 37.400.00 $ 37 400.00 $ 152,000.00 $ 162000,00 $ 98.00 $ 67.00 $ 46.50 $ 52_60 $ 57.00 $ 81.20 $ 65.50 $ 70.00 $ 2370,00 $ B0.00 $ 11,700.00 $ 13,100.00 $ 7285.00 • 7,300.00 $ 8.50 $ 1.60 $ 47.00 S 53,000.00 $ 1,634,540.00 $ 29,346.00 $ 17,120.50 $ 28,456.80 $ 28,728.00 $ 18,298.80 $ 1,375.50 $ 840.00 $ 21.330.00 $ 2,240.00 $ 58,500.00 $ 52.400.00 $ 7,285.00 $ 131,400.00 $ 1,275.00 $ 2.768.00 $ 329.00 $ 53,000.00 $ 2,599,73240 $ 55,000.00 $ 55,000.00 $ 75,000.00 $ 75,000.00 $ 52,450,00 $ 55,450.00 $ 12,000.00 $ 12,000.00 $ Z.00 $ 3,616.00 $ 1.10 $ 2,098.80 $ 2,000.00 $ 2,000.00 $ 1,000.00 $ 1,000,00 $ 19-00 $ 1,900.00 $ 50.00 9 5,000A0 8 135.00 $ 2,835.00 $ 365.00 $ 7,665.00 $ 5.00 $ 325.00 $ 3.30 $ 214,50 $ 310.00 $ 620.00 $ 250.00 $ 500.00 $ z,050.DD $ 4,674.00 $ 1,300.00 $ 2964,00 $ 1.30 3 715.00 4 1.10 $ 605A0 $ 22.00 $11,000.00 $ 15.00 $ 7,500.00 $ 32,00 $ 1,920.00 $ 40.00 9 2,400.00 $ 137,255.00 * $ 116,947.30 205,000.00 $ 205,000.00 40,000.00 $ 40,000.00 105,000.00 $ 106,000.00 44.000.00 $ 44,000.00 166,000-00 $ 166,000.00 83.50 $ 1,392,780.00 59.65 $ 26,126.70 4120 $ 14,543.60 4120 $ 22,28920 4120 $ 20,764.80 4250 $ 12.707.50 45.50 $ 955,50 92.00 $ 1,104.00 2.650.00 0 25.650.00 165.00 $ 4,520.00 15,500.00 $ 82,500.00 19,500.00 $ 78,000.00 4,550.00 $ 4,550.00 8,635-00 $ 155,430,00 11.65 $ 1,747.50 1.15 $ 1,989.50 26.40 $ 184.80 203,000.00 $ 203,000.00 $ 2,511,943.10 1 EA $ 3,100.00 $ 3,100.00 . $ 2,640,00 $ 2,640.00 382 LF $ 27.00 $ 10,314.00 $ 30.00 $ 11.460.00 1 EA $ 1,375.00 $ 1,375.00 $ 1,325.00 $ 1,325.00 1 EA $ 3,585.00 $ 3.585.00 $ 3,600.00 $ 3,600.00 $ 18,374.00 $ 19,025 00 1340 LF 2 EA 750 SY 20 LF 350 CY 1270 TN 251 TN 21D TN 104 GA 20 LF 95 TN 2D EA $ 3.20 $ 4,288.00 $ $ 90.00 $ 180.00 I $ S 320 $ 2,400.00 ! $ $ 5.50 $ 110.00 $ $ 17.00 $ 5,950.00 $ $ 16.00 $ 20,320.00 $ $ 63.50 $ 15,938.50 $ $ 73.00 $ 15,330.00 $ 5 320 $ 332.60 $ $ 28.00 $ 560.00 $ $ 39.00 $ 3,705.00 I $ $ 51.00 $ 1.820.00 I $ I $ 70,734.30 $ 150,000.00 $ 150.000.00 $ 42,500.00 $ 42,500.00 $ 97,500.00 $ 97,500.00 $ 38,000.00 $ 38,000.00 $ 155,000.00 $ 155,000.00 $ 97.00 $ 1,617,960.00 $ 53.00 $ 23,214.00 $ 39.50 $ 13,943.50 $ 4050 $ 21910.50 $ 41.50 $ 20,918.00 $ 42.50 $ 12,707.50 $ 54.00 $ 1,134.00 5 94.00 $ 1,128.00 $ 2.900.00 $ 26,100.00 $ 100.00 $ 2,800.00 $ 12,000.00 $ 60,000.00 $ 15,000.00 $ 60.000.00 $ 6,000.00 $ 6,000.00 $ 8,400.00 S 151,200.00 $ 6.50 $ 975,00 $ 1.50 $ 2,595A0 $ 39.00 $ 273.00 $ 180,000.00 $ 180,000.00 $ 2.685,856-50 2.55 $ 3,819.00 $ 90.00 $ 180.00 $ 4.00 $ 3,000.00 $ 8.00 $ 160.00 $ 14.75 $ 5,162.50 $ 11.50 $ 14,605.00 $ 63.85 $ 15,976.15 $ 73.00 $ 15,330.00 $ 3.00 $ 312.00 $ 42.50 $ 850.00 $ 22.75 $ 2,161.25 , $ 41.00 $ 820.00 $ $ 62,375.90 35,000.00 $ 35,000.00 20,078.68 $ 20,078.66 1.03 $ 1,95524 971.97 $ 971.97 133.78 $ 13,378.00 358.44 $ 7,527.24 3.09 $ 200.85 156.47 $ 312.94 1,215.40 $ 2,771,11 120 $ 660,00 33.63 $ 16.915.00 39.14 $ 2,345.40 $ 152,129.41 295,481.48 $ 295,481.48 40,620.55 $ 46,620.55 132,143.88 $ 132,143.88 43,463.95 $ 43.463.95 191,174.93 $ 191,174.93 96.32 $ 1,606,617.60 52.76 $ 23,108.88 59.45 $ 20,985.85 59.45 $ 32,16245 59.45 $ 29,962.80 59.45 $ 17,775.55 59,45 $ 1,248.45 59.45 $ 713.40 3.28329 $ 29,549.61 169.72 $ 4,752.16 10,762.37 $ 53,811.85 11,598.03 $ 47,592.12 5,196.52 $ 5,196.52 7,645,60 $ 126,820.50 5.15 ' $ 772,50 0.90 $ 1,557.00 81.32 $ 56924 20,000.00 $ 20,000.00 $ 2,732,081.57 2,950.00 $ 2,950.00 $ 1,793.34 $ 1,793.34 2250 $ 8,595.00 $ 27.90 $ 10,857.80 1,050.00 $ 1,050.001 $ 1,562-73 $ 1,562.73 3,350.00 $ 3,350.001 $ 3,684.53 $ 3,664.53 `titto," $ 15,945.00 $ 17,678.40 2.50 $ 3,350.00 $ 3.47 $ 4,649.80 165.00 $ 330.00 , $ 87.55 $ 175.10 5.00 $ 3,750.00 I $ 3.12 $ 2,340.00 5.00 , $ 100.00 $ 7.54 $ 150,80 11.50 $ 4,025.00 $ 12,50 $ 4,375.00 11.00 $ 13,970.00 $ 10.30 $ 13,081.00 64.00 $ 16,064.00 $ 62.21 $ 15,614.71 72.70 $ 15,287.00 $ 71.17 $ 14,945.70 3.30 5 $4320 $ 3.09 $ 321.36 45.00 $ 900.00 $ 49.44 $ 988.80 26.00 $ 2,470.00 $ 1521 $ 1,444.95 50.00 $ 1,000.00 $ 40.17 $ 803.40 $ 61„56920 $ 58,899.62 $ 2,910,780.00 S 2.824,261,80 $ 2,630,599.00 $ 2,880,318.00 • TABULATION OF BASE BIDS LAKE ELMO AVENUE INFRASTRUCTURE IMPROVEMENTS -194 TO 30TH STREET CITY OF LAKE ELMO, MINNESOTA TKDA PROJECT NO. 13857.000 BIDS OPENED: APRfL 19, 2011, AT 10:00 AM 'DENOTES ERROR IN BIDDERS CALCULATION ITEM NO. - DESCRIPTION BASE BID GENERAL 1 ,MOBILIZATION 2 TRAFFIC CONTROL 3 SILT FENCE 4 ROCK CONSTRUCTION ENTRANCE 5 WATER FOR DUST CONTROL 6 CLEAR & GRUB TREE 7 ,DITCH CHECKS 8 IINLET PROTECTION 9 'HYDRO MULCH Wl SEED & FERTILIZER 10 EROSION CONTROL BLANKET (WOOD FIBER) 11 TOPSOILBORROW 12 (MODULAR BLOCK RETAINING WALL SUBTOTAL. DIVISION 1 • GENERAL DIVISION 2 - SANITARY SEWER 1 LIFT STATION -STRUCTURE, VALVE MH, & PIPING 2 LIFT STATION - PUMPS AND ACCESSORIES 3 LIFT STATION - ELECTRICAL AND CONTROLS 4 GENERATOR 5 CHEMICAL FEED SYSTEM 6 16" HOPE FORCEMAIN, INSTALLED BY HOD 7 16" HDPE FORCEMAIN, INSTALLED BY OPEN CUT 8 18" PVC, PS46 SANITARY SEWER (0'-10' DEPTH) 9 16" PVC, PS46 SANITARY SEWER (10'-12' DEPTH) 10 18" PVC, PS46 SANITARY SEWER (12'-14' DEPTH) 11 18" PVC, PS46 SANITARY SEWER (14'-16' DEPTH) 12 16" PVC, PS46 SANITARY SEWER (16'-18' DEPTH) 13 18" PVC, PS46 SANITARY SEWER (18'-25' DEPTH) 14 48" DIAMETER SAN. MANHOLE, TYPE 301 10-10' DEPTH) 15 48" DIAMETER SAN. MANHOLE, EXTRA DEPTH (>10' DEPTH) 18 72' CLEANOUT MANHOLE 17 72"AIR RELEASE MANHOLE 18 EXTERNAL MANHOLE DROP 19 16' RES. SEAT GATE VALVE & BOX 20 TRENCH STABILIZATION ROCK 21 TELEVISING 22 4" POLYSTYRENE INSUALT1ON 23 HORIZONTAL DIRECTIONAL DRILLING BORE PITS SUBTOTAL DIVISION 2 - SANITARY SEWER DIVISION 3 - WATERMAIN 1 6" X 6" WET TAP (INCLUDE SLEEVE AND VALVE) 2 6" DIP, CL. 52 WATERMAIN 3 6" RES.SEAT GATE VALVE & BOX 4 8" HYDRANT ASSEMBLY (8'-6" BURY) SUBTOTAL DIVISION 3 " WATERMAIN 2 3 4 5 6 7 8 9 10 DIVISION 4 - STREETS & RESTORATION $AWCUT BITUMINOUS PAVEMENT SALVAGE & REINSTALL SIGN REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT, STREETS REMOVE & DISPOSE OF EXIST, CONCRETE CURB & GUTTER GRANULAR BORROW (P) CL 5 AGGREGATE BASE 2360 TYPE LV 3 BITUMINOUS NON -WEARING COURSE, STREETS 2360 TYPE LV 4 BITUMINOUS WEARING COURSE, STREETS BITUMINOUS MATERIAL FOR TACK COAT D412 CONCRETE CURB & GUTTER 11 CL. 5 AGGREGATE BASE, SHOULDER 12 OFF ROAD STRUCTURE MARKER SUBTOTAL DNISION 4 - STREETS & RESTORATION TOTAL FOR BASE BID .i is jiA �arn�n= . m,zrl,�,mnaac,�+ars.:u,m,ry "DENOTES ERROR IN BIDDERS CALCULATKIN Duinlnck Inc. Vet & Companies UNIT TOTAL. UNIT TOTAL QUANTTY UNIT PRICE AMOUNT PRICE AMOUNT 1 LS $ 98,000.00 $ 98,000.00 $ 78,000.00 $ 76,000.00 1 1 LS $ 58,000.00 5 58,000.00 $ 30,000.00 $ 30,000.00 1908 LF 5 1.90 $ 1,908.00 $ 2.00 $ 3,016.00 1 EA $ 1,500.00 $ 1,500.00 $ 1,9213.00 $ 1,923.50 1 100 MGAL $ 30.00 8 3,000.00 4 10.00 5 1,000.00 21 EA $ 225-00 $ 4,725.00 3 335,00 $ 7.035.00 65 LF $ 3.00 5 195.00 $ 2.00 $ 130.00 2 FA $ 150.00 $ 300.00 $ 335.50 5 671.00 2.28 I AC $ 1,180,00 $ 2,590.40 $ 2,512.50 $ 5,728.50 550 SY $ 0.98 $ 539.00 3 1.00 $ 550.00 500 CY 5 22.70 S 11,350.00 5 14.00 $ 7,000.00 80 SF $ 50.00 $ 3,000.00 I $ 42.50 $ 2,550.00 $ 185,207.40I $ 135,404,00I 1 LS $ 142,000.00 5 142.000.00 $ 139,000.00 $ 139,000.00 1 LS $ 47,000.00 $ 47,000.00 $ 48,000.00 $ 48,000.00 1 LS $ 102,000.00 $ 102,000.00 $ 110,000.00 $ 110.000.00 1 LS $ 35,300.00 $ 36,300.00 5 47,000.00 $ 47,000.00 1 LS $ 152,009.00 $ 152,000.00 , $ 172,500.00 $ 172,500.00 16680 LF $ 92.00 $ 1,534,560.30 , I 5 97,00 5 1,617,950.00 438 LF $ 74.80 $ 32,762.40 $ 55.00 $ 24,090.00 353 _ LF $ 61.25 $ 21,62125 5 45.00 $ 15,885.00 541 LF $ 63,30 $ 34,245.30 $ 45.00 $ 24,345.00 504 LF $ 67.90 $ 34,221,60 $ 45.00 $ 22,680,00 299 LF $ 70.85 $ 21,184.15 $ 45.00 $ 13,455,00 21 LF $ 74.40 $ 1,56240 $ 45.00 $ 945.00 12 LF $ 95.30 $ 1,143.60 $ 45.00 $ 540.00 9 EA $ 2,629.00 j $ 23,651.00 . $ 2,500.00 $ 22,500.00 28 LF $ 138.00 $ 3,864.00 $ 80.00 $ 2,240.00 5 EA $ 14,570.00 $ 73,350.00 $ 13,600.00 $ 68,000.00 4 EA $ 16,890.00 $ 57560.00 $ 13,700.00 ; $ 54,800.00 1 EA $ 7,510-00 ! 5 7,510.00 $ 8,000.00 $ 8,000.00 16 EA $ 8,650.00 ! $ 155,700.00 ( $ 10,000.00 $ 180,000.00 150 LF $ 15.00 $ 2,250.00 , $ 27.00 $ 4,050.00 1730 LF $ 1-50 $ 2,595.00 I $ 1.00 $ 1,730.00 7 SY $ 40.00 $ 280.00' $ 53.50 $ 374.50 1 LS $ 210,000.00 $ 210,000.00 $ 342,000.00 $ 342,000.00 $ 2,707,370.70 $ 2,920094.50 1 EA $ 2,991.00 $ 2,991.00 $ 2,761.50 $ 382 LF $ 37.40 $ 14,286.80 $ 34.50 $ 1 EA $ 1,227.00 $ 1,227.00 $ 1,127.50 $ 1 EA ' 5 3,540_00 $ 3,540.00 $ 3,592.00 $ $ 22,044.80 $ 1340 LF $ 3,50 $ 4,690.00 $ 2.00 I $ 2 EA $ 100.00 $ 200.00 $ 312.50 $ 750 SY $ 3-75 $ 2,512.50 $ 2.50 $ 20 _ LF $ 6.00 1,5 120.00 1 5 3.50 $ 350 CY $ 20.25 $ 7,087.50 $ 10.00 5 1270 TN $ 14.00 $ 17,7E0_00 $ 12.00 $ 251 TN $ 60.40 $ 15,160.40 $ 67.50 $ 210 TN $ 69.10 $ 14.511.00 $ 77.00 $ 104 GA $ 3.00 $ 312.00 $ 3.50 $ 20 LF $ 100.00 $ 2,000.00 $ 39.00 I $ 95 TN $ 20.00 $ 1,900.00 $ 20.00 $ 20 EA $ 45.00 $ 900.00 $ 79.00 S $ 67,473,40 $ 2,751.50 13,179.00 1,127.50 3.692.00 20,660.00 , 2,680.00 _ 525.00 1,875.00 70.00 3,500,00 15.240.00 16,942.50 16,170.00 364.00 780.00 1,900.00 1,580.00 61,726.50 S 2,982.096.30 $ 3,138,885,00 Page 3 TABULATION OF ALTERNATE BIDS LAKE ELMo AVENUE INFRASTRU=REIMPROVE/AENTS• 194 TO 30TH STIIEET CITY OF LAKE ELMO, MINNESOTA TKOA PROJECT NO.13657.000 BIDS OPENED. APRIL 12, 2011, AT 10.00 AM *DENOTES ERROR IN 1310106RS CALCULATION TKDA DENOTES ERROR IN BIDDERS CALCULATION ENGINEER'S ESTIMATE SurschyDe Co04-tructkm Co 5 LI Louis Construction Co GA1490948 ond Sono Inc. LaTour Construction Inc. ITEM UNIT TOTAL UNIT TOTAL UNIT • TOTAL UNIT TOTAL UNIT TOTAL 1.70, riESCRIPTIoN _ OLIANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT . 1 1 LS $ 155.000.00 5 165.000.00 $ 125.000.00 5 125,000.00 5 35,000.00 $ 35,00300 $ 145.00000 $ 145,900.62 $ 87 00800 $ 07.000 Fj LS $ 65,000 00 $ 656100,00 $ 30,000 00 $ 30.00100 5 21.000 00 $ 21.000.00 5 6000 00 $ 8.000.00 $ 31,00600 $ 31.00030 LF 5 250 $ 10.967.50 5 1.10 S8.79460 1.50 S 11,99250 $ 2.00 $ 15.990.00 5 1,05 $ 8394 75 $ EA 5 500.00 $ 500.00 5 1.000.001.000.00 : 3.000,00 $ 3 000 OD $ 1250 00 $ 850.00 $ 560.00 5 8.51300 MCAL $ 30.0a 5 9,000 00 $ 40,00 5 /2,000.00 $ 170.00 5 61,000.00 5 30,00 $ 9,000.00 $ 4200 $ 12.600.00 EA $ 260-00 .5 50500.00 $ 92.50 5 26,345.00 $ 90.00 $ 24,680.00 5 20000 5 54.00000 S 91.00 5 24.934.00. EA 1 $ 300.00 $ 500.00 $ 250.00 5 500.00 s 85.00 5 170.00 $ 250.00 $ 547000 S 150 00 5 300.00 Ac ' $ 250100 S 48,550.00 $ 1,200.00 $ 23.304.00 5 1.300.00 $ 25.246.00 5 1.75800 $ 33,965.61 5 1,120.60 5 21.847.50 SY ) $ 1 541 S 17.83050 $ 1:5105 13.08260 5 1 15 $ 13.676.95 5 1 25 $ 14,086.25 5 1.00 $ 11E19300 ; CY I $ 10.00 $ 6,5 000.00 5 760800 5 18.50 5 9.250 00 5 22.00 $ 11,000.09 $ 19.90 $ 9,500.00 SF 40.00 5 2,40000 S 40.00 $ 2,400 00 5 40,00 5 2,400.00 $ 250.00 $ 15.00390 $ 31.00 5 1,650,00 5 406,377.00 . 5 248,920 80 5 197.095.45 $ 300.981-25 ' $ 210,189.25 ALTERNAFE NO. 1 - ADE/MORAL GRAVITY SEWER IN LIEU OF FORCERAIN ION 1 - GENERAL 1-1NiosiLizADoN 1 2 TRAFFIC CONTROL 1 0.3i sR(DL-rcicNFENCE UCTION ENTRANCE 7 095 1 5 WATER FOR DUST CONTROL 300 . CLEAR & GRUB TREE 274 7 ; - INLDET7MITcEcHrivv°II 12 HYEEL & FERTILIZER 19.42 9 !EROSION CONTROL BLANKET (WOOD FIBER) i 11.623 10 TOPSOIL BORROW I 500 11 MODULAR BLOCK RETA1NING WALL I 60 SUBTOTAL DIVISION 1 - GENERAL J DIVISION20 SANITARY SEWER 1 LIFT STATION STRUCTURE, VALVE VAULT, AND PIPING 2 LIFT STATION PUMPS AND ACCESSORIES 3 UPT STATION ELECTRICAL AND CONTROL 4 IGEN ERATCR 5 C.HEMICAL FEED SYSTEm 6 16" HOPE FCRCEMAIN, INSTALLED BY HBO 7 16 HDPE FORCEMAIN, INSTALLED BY OPEN CUT 6 12' PVC, SDR 26 SANFTARY SEWER (20' - 25' DEPTH) 1 9 12' PVC. SCR 26 SANITARY SEWER - 35' DEPTH) 10 10' PVC, P546 SANITARY SEWER c112•15 DEPTH) 11 15" PVC, PS46 SANITARY SEWER (15-201 DEPTH) 12 24' PVC, P5115 SANITARY SEWER (30435' DEPTH( 13 24" PVC. P5115 SANITARY 5750ER120-25' DEPTH) 14 27' SARI TART SEWER (CT - 10' DEPTH) 16 27" SANITARY SEW ER 110' - 15' DEPTH) 16 27- SARI TARY sEvvE)40(.380- 2.7 EPTI-11_ 17 27' SANITARY SEWER (20' - 25 DEPTH) 1 B 27 SANITARY SEWER f2_5_0- 30' DEPTH) 18 27' SANITARY SEviER (30' - as' DEPTH) 20 _130'SANITARY SEWER - 20' DEPTH) 21 36 SANITARY SEWER r20' - 25' DEPTH) 22 30" SANITARY SEWER (25' - 30' DEPTH) 23 30" SANITARY SEVVER 130 - 35 DEPTH) 24 ao" SANITARY SEvvER (35 -' DEB0H_I__ 25 48' DIAMETER SAN. MANHOLE, TYFE 301 (7- 10' DEPTH) 28 .4.3' DIAMETER SAN. (slAN(-IOLE, TYPE. 301 EXTRA DEPTH j>10' DEPTH) 27 80' DIAMFTgA §AN. MAW-101E, TYPE 603 - DEPTH) 28 60' DIAMETER sAN. NIANHOLE. TYPE scra EXTRA DEPTH24 3 DEPTH) 29 BO" DIAMETER SAN. MANHOLE, TYPE 3413 - 10' DEPTH) 30 90" DIAMETER SAN. NiANHOLE, TYPE 303 EXTRA DEPTH (5 1»' DEPTH) 31 72" CLEANOUT MANHOLE 32 72- AIR RELEASE MANHOLE 33 20' DIP CLASS 52 SANITARY SEWER 3-4 - NOT USED EXTERNAL55 "1435 1 37 TRF.NCH STABILIZATION ROCK 38 2;_. LTHEORIZI:NTIN AL DIRECTIONAL DRILLING SORE PITS SUBTOTAL DIVISION 2 - SANITARY SEWER DIVISION 3 -WATERMAIN 8" X 6 WET TAP (INCLUDE SLEEVE AND VALVE) 2 6" DIP, CL 52 VVATERMAIN - 0E.76. SEAT 12-4T6 VALVE & PDX 4 6 HYDRANT ASSEMBLY18,6" BURY} SUBTOTAL DIVISION 3 0 WATERMAIN 4 5 REMOVE &DISPOSE OF EXIST CONCRETE CURS & GUTTER GRANULAR DO RR00..LI °3805YAPEV4ITUN GRLEGABTESA:NE 2TOUS VVEAR COURSE. DRIVF_S 2350 In! LV 3 BITUMINOUS NON -WEARING COURSE, STREETS 2360 7YPE 12.7 4 BITUMINOUS 471/W(.11715 COURSE STREETS T'• DIVISION 4 - STREETS &RESTORATION SAW CUT BITUMINOUS PAVEMENT SALVAGE & REINSTALL SIGN REMOVE & DsPosE OF EXIST, BITUMINOUS PAVEMENT, oRNES REMOVE & DISPOSE OF EXIST, BITUMINOUS PAVEMENT, STREETS 111TB)12-1127071=TETITBLEP.°GRU=CCAT 12 C.L 5 AGGREGATE BASESILIOULDER 14 OFF ROAD STRUCTURE MARKET 15 TEMPORARY ACCESS FOR EXISTING DRIVEWAY SUBTOTAL DIVISION 4 • STREETS 5 RESTORATION TOTAL FOR ALTERNATE 1402.1 13113 1 14680 406 10 10 235 164 60 la 72 748 rso 739 42 F 226 IF 247 LF 2.305 LF 725 L. 501 LF 66 LF 19 LF 221 LF EA LF 1 EA 153 EA LF 4 EA 60 LF LS LS LS LS LS LF LF LF 12 LF LF LF LF LF LF IF $ 200,000,00 5 80,090,00 $ 80,000.00 $ 75,003co 80.000.00 80,00 45.00 50.00 76.00 $ 7200 84.00 120.00 100.00 77.00 2 EA 15 EA 150 LF 7,12a LLSF 1 50 21 2.633 33 22 350 1 009 2.832 165 129 58 20 108 24 2 $ 200000.00 $ 80,00800 $ 5 50.000.00 $ 75 000.00 $ S 80,0012 20 $ 1.174.400.00 $ 5 2397300 $ 00060 760.00 $ 5 16,020.00 $ 5 13.771600 $ $ 7,200.02 $ 5 1,000.00 S $ 5,544 00 5 95.00 $ 71,808.00 S 112.00 $ 86450.00 $ 136.52 $ 101,84400 10600 $ 0,972.00 198.041 5 44,748,00 $ 114E10 $ '03,15500 5 137.00 315.785.00 $ 154.00 1 $ 110.900.00 $ 195.00 $ 112,876.00 $ 2360o $ 15.570 50 5 2 75800 $ 52250,00 1 $ 10000 $ 22,100.00 I $ 5.00000 $ 5,000.00 $ 11.;;;TI) 5 2,000,00 5 5 11,750.00 $ 5 325 S 4.225.00 $ $ 8,000.00 $ 43000.00 $ $ mos.00 $ 32.000.00 5 $ 58,00 $ 4,055oo I $ $ 1.600.00 5 3,000 00 I $ 5 4,00800 $ 72-000.00 $ 9,00 $ 1 35100 5 1 00 $ 7,12900 5 ; 11001050 $ 118000.00 $ $ 3,029201.00 150.000.00 $ 45.000,00 $ 97,500.00 56320.00 5 155.000.00 $ 97.00 $ 53.00 $ 6025 $ 92.00 $ 42.50 $ 51.00 5 155.00 $ 104.00 $ 62.00 65.00 06 op 105.00 131.00 1353)0 105.00 132.00 118.00 151.00 16600 2.69800 10100 5.000.00 1 50.00 9,000.00 355.00 12,000.00 15.00080 94,00 5 5 5 5 5.000.00 5 12,000 00 $ 3,000.00 5 6.000.96 6400.00 5 151.200.00 $ 8250.00 $ 148,600.00 5.50 $ 975,00 $ 45.00 $ 6,75080 1.25 $ 8.911.25 5 2.50 $ 17,82.2.50 180.000.00 $ 180,000,00 5 82000.00 $ 82.000.00 5 3.310,594.25 • $ 3.376,902.50 159,000.00 $ 113,000 00 $ 113.00800 $ 171,000.00 $ 171,000.00 $ 159,000.00 5 46 000.00 $ 5000080 $ 50,000.00 1 $ 50,000,00 $ 50000.00 $ 4200000 5 97.600.00 5. 87,000.00 5 87000.05 5 120,000.00 5 12300000 $ 108,000 00 $ 38 019000 5 43.75080 $ 43.750,00 5 54.003.00 $ 54,01)0.00 $ 37,350.00 $ 16560800 5 155,000.00 $ 155,000.00 $ 165.00800 $ 18502080 $ 181,500.00 $ 1.423,960.00 $ 93.09 $ 1.365,24060 $ 85.00 $ 1.29154000 $ 97.50 5 24.808.00 $ 61,00 $ 20,425 00 $ 4900 $ 22.83400 $ 66.00 $ 60250 $ 55,00 5 550.00 $ 40,00 5 45000 $ 64.00 $ 92800 $ 11500 $ 1 100.01.1 $ 46.00 3 4130 00 $ 84 00 $ 9,98761 $ 66.00 5 15 51000 $ 50.00 $ 11.750-00 S 59.00 $ 8.364.00 5 85,00 5 13.94000 $ 50.00 5 0.200.010 $ 66.00 $ 8.100.00 5 150.00 $ 9.000 co $ 05.00 $ 5.700 00 $ 170.00 $ 1,04100 $ 140.09 $ 1,400 Cla $ 95.00 $ 950.00 $ 106.00 $ 4,464.00 $ 100.00 $ 7.200,00 $ 120.00 $ 5840.00 $ 36.5o 5 45,620.00 5 105.00 $ 78_540.00 $ 120.00 5 09.760.00 5 B2.60 $ 69.520.00 $ 120 00 $ 84,862_20 1 s 120.00 $ 94.8811.00 5 105.50 $ 77,490.00 $ 150.00 $ 110.700.00 5 120.00 $ e8,500.00 s 118.70 5 650200 § 176.00 $ 7.140 IX 5 120.00 5 5.040.00 $ 124.00 $ 3736_00 $ 18500 $ 41.81800 $ 120.00 5 27,120.00 $ 130.00 $ 26 152.00 5 1E580 $ 40.755.00 $ 14300 $ 35,815.V) 5 15150 $ 304.280.00 $ 17500 $ 405375.00 5 145.00 $ 334.225.00 $ 1:11: 105.850,00 $ 180.00 $ 130,500.00 $ 145.00 $ 105.125.00 $ 1 87 731.00 5 195.00 $ 11322500 $ 145.00 $ 84.245.00 $ 170.00 $ 98,770.00 10,856.00 210.00 $ 13.850.16 5 145.00 $ 607800 5 175.50 5 ,11,550.00 55.10800 $ 3200.00 $ 60.800.00 5 3,640.00 $ 69,1601.00 $ A 735.00 $ 7(1,115.00 22 10000 $ 8600 $ 19,66900 $ 140.162 $ 3094800 $ 12600 $ 28,288.00 5,000.00 $ 2,500-00 $ 2,505.00 $ 3.740.e0 $ 3.640.00 $ 3,800,00 $ 3.000.0o 1,2E800 $ 140.6.) 5 1.16000 $ 140.00 5 1,120.00 5 1374.170 $ 1,072F) 60.00.00 15 4,005,00 $ 4,000 00 $ 760800 $ 7.200.00 5 _ 6.750.00 5 6,750.00 5.005.00 5 350.00 $ 4.550.420 $ 350.00 $ 4.80300 5 335,00 $ 4,055.00 60,00000 $ 10, 000.00 $ 50.000.00 5 8,850.00 $ 44,25080 5 11,600.00 $ 5880000 80 050.() $ 0,50800 $ 38.00000 $ 11,500,00 $ 4600000 $ 13,000.00 $ 52,00009 5,640.00 • $ 150.00 5 980030 $ MOO $ 5.100.00 5 105.00 $ 0,309.00 400300 $ 8.20800 5 6.58580 5 13.170.00 780000 $ 128,00100 5 7,280 CO 5 131,04000 5 00. $ 900,00 $ 8.50 $ 1.275.00 1.50 $ 18093.50 $ 1.60 5 11.4415.40 _ 130,000,00 $ 13690000 5 52,000.90 $ 52000.00 $ 3,273017.50 $ 3353,916.80 _ 155,002.53 42,000.00 108,000.00 37.350 00 151,500.00 1,431.20000 30,756,00 640.00 540.00 13,865.00 10,624.00 10,200.00 165800 6.37200 59,25,1.80 63,345.00 37,050,05 359,050,00 117,450.00 EA $ 2.000,00 5 2000.00 $ 2950.00 5 2660.00 5 250800 5 2,500.00 $ 4,200.00 $ 4,200 00 $ 3.000.00 5 3.00000 LF $ 38.00 5 14,516.62 $ 22,50 5 0695.00 $ 25.00 $ 9,650.00 $ moo $ 1375200 $ 2700 $ 10.514,00 EA $ 1,20080 1 5 1,26300 . $ 1,05000 $ 1.050.00 5 1.250.00 $ 1.250.09 5 1.100.00 $ 11067 $ 1,365 1:10 $ 1,385.00 EA 5 3.000.00 5 3.000.00 5 3 350.00 I $ 3,350.00 $ 3.25000 $ 3,253.00 $ 3.600.00 $ 3.60080 5 3,580.00 $ 3660.00 $ 20,715.00 1 5 15.94.5 Oo $ 16,650.00 $ 2255200 $ 18,239.00 I 1 . LF I $ 500 $ 250.00 I $ 5.00 5 262.00 $ 1 75 $ 07.50 $ 3.00 $ 160.00 $ 3 10 1 5 155.00 EA 5 1 00.08 $ 2,100.00 5 mom 5 3,150.00 5 100,06 5 2,100.00 $ 150.00 $ 3.150.00 5 77.00 I $ 1,617.00 SY $ 2.00 $ 5,2E5 00 5 3.00 8 7,899.00 $ 5,00 $ 13.16500 $ 2.09 $ 7.500.00 $ 35:15 ; 5,293.95 SY 5 2.00 I $ moo 5 5.00 $ 155.00 $ 5.00 $ 165.00 $ 5.00 $ 165 OD $ 501E1.50) - LF 5 6 00 1 5 100.00 5 5.00 5 10000 $ 7.00 $ 140.00 $ 5.00 5 100_00 $ 6.00 $ 12080 CY $ 1200 $ 4,200.00 $ 11.50 $ 4,025.00 $ 9.50 $ 5.325.00 5 16.00 $ 5.60100 $ 13.50 $ 4,725,00 TN $ 18 00 $ 18,102.00 $ 11.00 $ 1402800 $ 1500 $ 19,117,00 $ 14 00 5 14,120.00 $ 16 00 $ 16,144.00 SY I $ 17.69 5 46.077.50 $ 1 6012 $ 42.12600 $ 1200 $ 31.656.00 5 10.00 $ 26.330.00 $ 16.00 5 4.2.1260- TN 15 62 1:19 S 10,230.00 I $ 04+00 S 10,56,7.00 $ MAIO $ 11,550.00 5 elm s lams= $ 62.20 $ 18263.00 TN 1 $ 65 00 5 6306.00 $ 72.7D 5 9.37630 $ 80.00 5 10.320.0(1 $ 70.00 15 9,030.00 $ 71.00 $ 5539x6 GA 5 3.0D $ 204 00 $ 3.30 5 224.412 5 3.00 $ 204.00 $ 3,00 5 204 00 5 310 $ 210.60 . „ LF 5 15.00 $ 300.410 $ 45.00 $ 900.042 $ 22.130 5 600,00 $ 25.00 $ 500.00 $ 3100 $ 620.00 TN 5 20.00 $ 2.160.05 5 26.00 5 2.508.00 $ 15.00 $ 1,620.00 $3,3410100 1258.°0; : 31:9010440'.°0; 5 apbt : EA 2 . $ 3,500.00 $ 50.00 $ 1,200.00 5 45.00 $ 1.00000 $ 1,920.00 04 1,500.00 $ 3.00000 5 3.500.00 5 7801100 $ 250000 $ 5,000.00 $ 856.00 $ 1,700.00 5 4,500.00 $ 9. 0080o 5 104,100.50 5 100,886,70 ' $ 93,069.50 3 83,933,00 7-.. 107,865.25 0. $ 360355212 15 5676 451.75 ^ $ 3.644.907.45 3.680,523.75 3.690.230.30 . Page 1 ALTERNATE BIDS 0 z0 4,9 8 04 04 8 a 52rd R88 ........... ............ Mn8282 88 s-IIPA- Rg ........... W. 822228 '64V2g0. 82 g8888C48 A' Fig 8888 6 8188888 2 ....00 04 888888888888888 8888 Rg 220220.,888F888F ..............M................M. Ems,P,vg. Wallin '" ............ ...M............................. 4*0043.01433* 88998888988 88 OO-O Fr" ........... .......... 00 8 ......................... "88gi88'.8888 OHM,. woR........ s:sssgsss % srAL-5gw, ER0. w M o 8 z E E.` ?2 6 T, il. ;• , 0 i . r;tzle G , E = s, N s g1 8 E , 04 w 8898 qgn,@ f"62212,T; .................. '888282228822282288880,888 as8;2.6! g"Mq5W4,40E,WW 00 ..................... W 6sn 8E81888266,r, TiAPPIVINg 8.8.2 0)43-0)430)91434349- 9888989 .......... E.W8s.q888.8 OtU 05 goi m... ................ 8988 8 0 88888 888898 .5,4,4dg 8688888 ............... 88. .sOssss. 88888988888 ......... 2!898 8 98 88228888 ............... V2466 LN" 98 98 FMRyndPW5---,2--24*98 E O. P43 p b ..E --,F k.'" 1 E la0A 1 ,--' PU124L77,2 IV OtYWral aE :4,2-1.sTNi , 8 =)tt 7-21.;:anWi ' z1 .ffiLv1w$,T1e1WHL b' UNMAMRig »-rrglgw Odd 71z zlZi .1 tz z2U“. I ,nvom o 516155861 11° ',I,!;_, (90)IPLI43Ir,bI8I8 kfr, :7812 :943 krriz Hi 1 1 L 1.,,m0L-1 44 1,..Wir—N -W-- 8•4880,2188 104 ira TABULATION OF ALTERNATE BIDS LAKE ELM() AVENUE INFRASTRUCTURE IMPROVEMENTS- 194 TO 30TH STREET CITY OF LAKE ELMO, MINNESOTA TKDA PROJECT NO. 13857.1)00 BIDS OPENED: APRIL 19, 2011, AT 1200 AM 'DENOTES ERROR IN BIDDERS CALCULATION TKDA m�vYtvsE�aWtrM•iwup.� 'DENOTES ERROR IN BIDDERS CALCULATION GM Contracting ITEM UNIT TOTAL ND. DESORPTION QUANTITY UNIT PRICE AMOUNT ALTERNATE NO. 1 - ADDITIONAL GRAVITY SEWER IN UEU OF FORCEMAIN DIVI51oN 1- GENERAL 1 MOBILIZATION 2 TRAFFIC CONTROL 3 SILT FENCE 4 ROCK CONSTRUCTION ENTRANCE 5 WATER FOR DUST CONTROL B CLEAR & GRUB TREE 7 INLET PROTECTION 8 HYDRO MULCH W/SEED &FERTILIZER 9 EROSION CONTROL BLANKET [WOOD FIBER) 10 TOPSOIL BORROW 11 'MODULAR BLOCKRETAINING WALL SUBTOTAL BIVISION 1 -GENERAL 2 3 15 7 8 9 10 11 12 13 14 15 I15 17 18 19 20 21 122 23 24 25 26 27 28 29 30 31 32 33 34 35 35 37 38 39 HORIZONTAL DIRECTIONAL DRILLING BORE PITS SUBTOTAL DIV1610N 2-SANITARY SEWER 300 274 2 19.42 11,693 500 60 DIVISION 2 • SANITARY SEWER LIFT STATION STRUCTURE VALVE VAULT. AND PIPING 1 LIFT STATION PUMPS AND ACCE55oRIE5 LIFT STATION ELECTRICAL AND DCNTRGL 1 GENERATOR 1 CHEMICAL FEED SYSTEM 1 16' HOPE FORCEMAIN, INSTALLED BY HOD 14,680 18' HDPEFORGEMAIN, INSTALLED BY OPEN CUT 466 12" PVC. 5DR 26 SANITARY SEWER (20'- 25' DEPTH) 10 12- PVC, 5DR 26 SANITARY SEWER ISO - 35' DEPTH) 10 18' PVC, PS45 SANITARY SEWER (10.15' DEPTH) 235 1B'P'VC, PS46SANITARY SEWER (15-20' DEPTH) 164 24- PVC, P5115 SANITARY SEWER 130-35' DEPTH) CO 24' PVC, PS115 SANITARY SEWER S20-25' DEPTH) 10 2T SANITARY SEWER (0' - 10' DEPTH) 72 27" SANITARY SEWER,(10'- 15' DEPTH) 748 2T SANITARY SEWER (15'- 20' DEPTH) 790 2T SANITARY SEWER (20' - 25 DEPTH) 738 27' SANITARY SEWER (25' - 30' DEPTH( 42 27' SANITARY SEWER (30' - 35 DEPTH) 228 30' SANITARY SEWER (15 - 2' DEPTH) 347 30' SANITARYSEWER (20'- 25' DEPTH/ 2.305 30" SANITARY SEWER (25' - 30' DEPTH) 725 30' SANITARY SEWER (30' - 35' DEPTH) 581 30' SANITARY SEWER (35' - 40' DEPTH), 66 43' DIAMETER SAN MANHOLE, TYPE 301 ID' - 10' DEPTH) 19 43' DIAMETER SAN- MANHOLE TYPE 301 EXTRA DEPTH (>10' DEPTH) . 221 60' DIAMETER SRN. MANHOLE, TYPE 303 (0' - 10' DEPTH) 1 60- DIAMETER SAN, MANHOLE, TYPE 303 EXTRA DEPTH 1>10' DEPTH) 0 90' DIAMETER SAN, MANHOLE, TYPE 303 (0' - 10' DEPTH) 1 90- DIAMETER SAN. MANHOLE, TYPE 303 EXTRA DEPTH (>10' OEM -HI 13 72" CLEANOUT MANHOLE 5 77 AIR RELEASE MANHOLE 4 20' DIP GLASS 52 6ANITARV SEWER 50 NOT USED EXTERNAL MANHO LE DROP 15' RES. SEAT GATE VALVE 8 BOX TRENCH STABILIZATION ROCK DIVISION 3 - WATFR111AI N 1 6' X 6' WET TAP (INCLUDE SLEEVE AND VALVE( 2 5" DIP. CL 52 WATERMAIN 3 6' RES, SEAT GATE VALVE & BOX 4 46' HYDRANT ASSEMBLY (8-5- BURY) SUBTOTAL DIVISION 3 - WATERMAI N DIVISION 4 - STREETS & RESTORATION 1 SAWOUT BITUMINO US PAVEMENT 2 SALVAGE & REINSTALL SIGN 3 REMOVE & DISPOSE OF EXIST, BITUMINOUS PAVEMENT, DRIVES 4 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT, STREETS 5 REMOVE & DISPOSE OF EXIST. CONCRETE CURB & GUTTER O GRANULAR BORROW (P) 7 ,OL 5 AGGREGATE BASE 5 2360 TYRE Lv4 BITUMINOUS WEAR COURSE DRIVES 9 2360 TYPE 1.V 3 BITUMINOUS NON -WEARING COURSE, STREETS 10 2360 TYPE LV 4 BITUMINOUS WEARING COURSE STREETS 11 BITUMINOUS MATERIAL, FOR TACK. COAT 12 0412 CONCRETE CURB 5 GUTTER 13 ICL.5 AGGREGATE BASE, SHOULDER 14 OFF ROAD STRUCTU RE MARKET 15 I TEMPORARY ACCESS FOR EXISTING DRIVEWAY SUBTOTAL DIVISION 4 - STREETS & RESTORATION TOTAL FOR ALTERNATE N0.1 BID 2 50 21 2,833 33 20 350 1.009 2,633 155 129 66 20 108 24 2 LS 5 18,55200 5 1855200 1.5 5 20,361,49 5 20,381.49 LF 5 1.03 $ 6,234,8E EA 5 1500.00 $ 1.000,00 MGAL $ 130,00 $ 39,300.00 EA 5 90,75 $ 24,855.50 FA 5 174,99 $ 349,98 AC 5 1,227.24 5 23.833.00- 501 5 1.21 5 14,39253 CY $ 35.89 $ 17,845.00 SF $ 39.19 $ 2351.40 $ 17E763.75 L5 $ 364,321.13 LS $ 46,723.17 $ 46,723.17 L$ 5 196,765.08 $ 196,765.08 LS 5 43,815.64 $ LS $ 198,084.30 $ LF $ 110,93 5 1, LF 9 69,43 5 LF 5 59,34 $ 593, LF $ 59.34 S 593,40 LF $ 80.19 5 16,844.65 LF 0 80.19 5 13,151.1E LF 5 160,40 5 9524.00 LF S 150.40 $ 1,504,00 LF $ 159.91 5 11.585.52 LF $ 160.91 $ 120.350,68 LF $ 160.91 S 127,118,90 IF $ 160.91 $ 115,751.58 LF 5 160.91 $ 6,758.22 LF $ 15591 5 36,355.65 LF S 171.52 $ 4.239514 LF $ 171,62 5 335,554 18 LF $ 171,63 $ 124,431.75 LF 0 171.63 5 99.717.03 LF 5 171,63 $ 11,32755 LE $ 4287.00 $ 81,453,00 LF S 300,59 $ 85,45249 EA 9 5,920 88 5 5,52588 LF $ 474,98 $ 3,799.84 EA ($ 11,782.24 5 11,7E224 LF $ 1.085.23 5 14,107.99 EA 5 11.474.34 $ _ 57,371.70 EA $ 11,955.57 $ 47.343,45 IF $ 107.58 $ 6,464.50 EA $ 5,716,39 $ 11,43278 EA S 7,41255 $ 133,425.90 LF 5 5.15 $ 777.00 LF $ 590 $ 6.416.10 LS $ 78,517.37 $ 78.517.37 $ 4,170.579.44 EA $ 1,919.33 $ 1,919.33 LE S 3296 $ 11591172 EA $ 1.816.78 S 1,816.78 EA I $ 3,930.58 S 3,930.53 20,257.36 LF 5 5,35 $ 257.50 EA 5 77.35 $ 1,824.35 SY 5 4.16 5 10.95328 SY 5 4.13 5 136.29 LF $ 10.15 $ 203 00 CY 5 23.49 $ 8.221,50 TN S 10.31 . 5 10,402,79 51' 5 10.31 $ 27.146.23 TN 5 6229 $ 10,277.55 TN 5 71.25 5 9,19254 GA $ 1,75 5 119.00 LF $ 49,50 $ 990.00 TN 5 16,97 $ 1,832.76 EA $ 40.22 $ 985,28 EA $ 4,050.93 $ 8,121,66 $ 90,454.23 $ 4,452074.75 Page 3 14 REDJOA4tW PARE RESIMER 22 23 iAGLE POINT LAKE 27 TONG PC R 34 CITY DF LAKE ELMO LAKE. ELMO Base Bid - Forcemain Only Da 4Na/san Est SRD BYR PL N IOLAMER LAKE City of Woodbury Legend --•-A Base Bid - Forcemain Only ^• Alternate Bid - Gravity Sewer South of 10th Street LOCATION MAP 1111 City Hall wlalra 10 /.v-unM wniWM-Mnory Public Works Building Fire Stations aioie�'�x" tl1�Nm4' Schools T.IRT.IN Parcels Sudelvielone City Parke Golf Course Lakc Elmo Regional Park Reserve P•M0A0 Lakes West ? king Township OIPNS- rN -f ks,Es 0- i Alternate Bid - Gravity Sewer South of 10th St. S o GOOo1 oo Mllm Map Este: March 2011 Created By TKDA 1