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Home My WebLink About04-19-2011 CCMPCity of Lake Elmo 3800 Laverne avenue North April 19, 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 March 8,2011 City Council Minutes.(Requested verbatim minutes attached) 2. Accept the April 5, 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. I. 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. 3. Approve Payment of Disbursements and Payroll 4. Consider Approval for Intoxicating Liquor License of Tartan Park Restaurant 5. Authorize Contracting for Professional Services for Organizational- and Personnel -Related Matters 6. Approve Agreement for the Transfer of DeMontreville Trail to Lake Elmo J. REGULAR AGENDA: 7. Approve MnDOT Landscape Agreement; Resolution No. 2011-017 8. Authorization to Purchase Landscape Material for MnDOT Landscape Partnership Program Planting 9. 2011 Street and Water Quality Improvements; Accept Bids and Award Contract; Resolution No. 2011-016 10, Zoning Text Amendment: Consideration of Ordinance No. 08-042 to allow a Park and Ride as a Conditional use P emit in the HD -RR -LB District 11. Approval of Sign Maintenance Software and Computer Purchase 12. Discussion Regarding Planning Depai intent Intern 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 — Update on Lake Elmo Library City Engineer City Attorney City Finance Director City Planning Director City Clerk: Lake Elmo Board of Review, Wednesday, April 27th, 5-7 p.m. L. Adjourn ** A social gathering may or may not be held at the Lake Ebno fnnfollowing the meeting.** DRAFT City of Lake Elmo City Council Meeting Minutes March 8, 2011 Mayor Johnston reconvened the City Council Meeting from March 1, 2011 at 7:03 p.m, PRESENT: Mayor Johnston and Council Members Emmons, Park, Pearson, and Smith (arrived at 7:15 p.m.). Also Present; Administrator Messelt, Attorney Snyder, Planning Director Klatt, Finance Director Bouthilet and City Clerk Lumby. Presentation bv Dan Krivit, Foth Infrastructure & Environment LLC This item was scheduled at the request of the Mayor and City Council as a follow up to its January 11, 2011 Workshop discussion. Dan Krivit, Senior Project Manager of Foth Infrastructure & Environment provided a brief PowerPoine presentation and answered questions regarding Municipal Approaches to Organized Trash Collection, Update on ECFC/Potential Action on amendments to Joint Powers Aareement City Administrator Messelt presented a brief history of the proposal, highlighting February 15th and 17th City Council meetings, as well as a February 16th Open House and March 1st City Council update on the status of preparation of a Joint Powers Agreement for either City purchase and lease of the subject property to the School District or City assigrunent to the School District of its purchase option for the subject property and a waiver of applicable City SAC and WAC charges. The Council discussed the proposed revisions to the JPA language. Ray Queener, Assistant Superintendent of Business and Administrative Services, represented the School District in answering City Council questions. The City Attorney and City Engineer also responded to questions from the City Council. MOTION.. Council Member Park moved to adopt Resolution No. 2011-07B Approving the revised Joint Powers Agreement for the City to purchase the property and lease to the School District for 99 years at a cost of $1. Mayor Johnston seconded the motion. MOTION; Council Member Emmons amended the motion to adopt enabling Resolution No. 2011-07,4 and the related Joint Powers Agreement, including the revised language presented tonight, requiring the school district own the property at their proposed location. Council Member Smith seconded the motion. The motion, as amended, then passed 3-2 (Mayor Johnston and Council Member Park voting against). Consider Resolution No, 2011-006 re: Washington County Participation in CTIB The City Council was requested to consider Resolution No. 2011-006, supporting Washington County's continued participation in the Counties Transportation Improvement Board (CTIB), as requested by the Gateway Corridor Commission, The City Council supported continued CTIB participation of collecting a quarter -percent sales tax for transit projects in Washington County. MOTION; Council Member Pearson moved to approve Resolution No. 2011-006 expressing support for Washington County's continued participation in the Counties Transportation Improvement Board (CTIB), Council Member Park seconded the motion. The motion passed 5-0. The Council adjourned the meeting at 10:40 p.m. Respectfully submitted by Sharon Lullaby, City Clerk March 8. 2011 City Council Minutes 3hrs. 21 minutes Mayor Johnston: We have received input from other attorneys that say we should be doing this without challenges. Who wrote the second opinion, Bruce. Administrator Messelt: It was Tim Keane, Malkerson, Gunn, Martin, LLP Council Member Smith: Where is the opinion? Why isn't the Council privy to that? Mayor Johnston: Let me answer the question so I only have to repeat it once. We have not seen a written opinion from our attorney. When the opinion came I was surprised it was addressed to me. I immediately forwarded the second opinion to our attorney. I think it's reasonable that if we were to look at the opinion, we look at both or neither so I forwarded it to our attorney. I don't think it would be time well spent for us to start debating legal issues when they simply — one said it works and the other one said there are concerns, Council Member Smith: But I don't think you should introduce that in a conversation that there are attorneys saying this is o'k if you are not willing to present that . Don't get into a debate tonight, you then should not use in an argument, respectfully. Mayor Johnston: I disagree completely. We are not skilled judges of legal issues. I think we should look to our attorney and am perfectly willing to listen to his input but cannot look at one opinion without looking into the other, Attorney Snyder: Mr. Mayor as a followup to your comments Reasonable people, reasonable attorneys, who may not be people or reasonable, can differ on that issue. I recognize that there is a difference in opinions. Council has identified other issues of interest and probably worth focusing on all the issues are addressed both those identified by myself or yourself Mayor Johnston: Can Option B be defendable? Attorney Snyder: It can be defended. Recommend that a painless and elegant alternative to buying the property, eliminate SAC and WAC Fees, provided there is public use sufficient to allow to why we eliminate SAC and WAC. There is a statute that allows the school district and city to own property. The City and school district can lease property, but the lease cannot exceed 30 years. A number of issues that a prospect of a lease creates can be easily eliminated. The statute states the city has the authority to purchase property for another taxing entity, as proposed. Then if you operate Parks & Rec and the School District operates Park & Rec, then the City can purchase land subject to a number of conditions: Limitations lease term not more than 30 years Limitations include providing for City use of facilities There is also a specific statute that I did look at, to purchase for the purpose of another taxing entity. Ties it up to 99 years and have the ability to review calendaring in exchange, therefore, I think it is doubtful,Thus I made the recommendation. Mayor Johnston: Does the other I opinion specifically state the City has the authority to enter into the agreement? Attorney Snyder: It does. I refer back to State statute.. No support. If you have an opinion then you have an opinion. So you can look at that opinion and rely on the opinion if something goes wrong. Be responsible. That's the reality. That is why I made the recommendation I did, This exceiptfrom the March 8th minutes is not complete. DRAFT City of Lake Elmo City Council Minutes April 5, 2011 Mayor Johnston called the meeting to order.at 7:00 p.m. PRESENT: Mayor Johnston, and Council Members Emmons, Pearson, and Smith Absent: Council Member Park Also Present: Administrator Messelt, Attorney Snyder City Engineer Griffin, Planner Klatt, Joe Rigdon, KDV; Finance Director Bouthilet and City Clerk Lumby APPROVAL OF AGENDA: MOTION: Council Member Smith moved to approve the April 5, 2011 Council agenda, as amended. Removed Item #3 and #7 from the Consent Agenda for discussion and table #9 until there is afiull Council in attendance. Council Member Pearson seconded the motion. The motion passed 4-0. ACCEPTED MINUTES: 1 The March 15, 2011 City Council minutes were accepted by consensus of the Council. 2. The March 8, 2011 City Council minutes: Mayor Johnston requested the following sentence to be added: "The City Attorney referred to a second legal opinion that he had in his possession, however he did not provide copies to the Council". Discussion ensued. MOTION: Council Member Smith moved to table the March 8, 2011 City Council Minutes until Council Member Park is in attendance and request verbatim clarification. Council Member Pearson seconded the motion. The motion passed 3-1 (Mayor Johnston voted against the motion). PUBLIC COMMENTS/INQURIES: Sara Halverson introduced herself as the new sergeant liaison between the Sheriff's Office and the City of Lake Elmo. Sara has taken over for Kyle Scheneek, CONSENT AGENDA: LAKE ELMO CITY COUNCIL MINUTES APRIL 5, 2011 MOTION; Council Member Smith moved to approve Items 4, 5 and 6 on the Consent Agenda. Council Member Pearson seconded the motion. The motion passed 4-0. Approve Resolution No, 2011-012 Authorizing City Funds Be Set Aside For The State Matching Grant For Water System Improvements Approve Resolution No. 2011-013 Authorizing City Funds Be Set Aside For The State Matching Grant For Wastewater System Improvements Approve Resolution No, 2011-014 Approving the Plans and Specifications and Ordering Advertisement For Bids For The 2011 Seal Coat Project Approve disbursements and payroll Council Member Smith asked and received clarification on several claims. MOTION; Council Member Smith moved to approve disbursements and payroll in the amount of $118,372.15, Council Member Pearson seconded the motion. The motion passed 4-0. Direct Staff to Undertake the Following Actions With Respect To The Citv's Storm Water Management Utility Ordinance and The Calculation of the Utility Factor for Parcels Classified as Agriculture; Ordinance No, 08-041 The City Council was asked to consider the recommendation of the 2010 Budget/Finance Subcommittee to amend the City's Storm Water Management Utility Ordinance to address the calculation of the utility factor for parcels classified as agriculture. Council Member Smith favored the staggering option so residents could be prepared for the increase to a higher rate, MOTION: Council Member Pearson moved to adopt Ordinance No. 08-041, Water Management Utility Ordinance and the Calculation of the Utility Factor for Parcels Classified as Agriculture. Council Member Emmons seconded the motion. The motion passed 4-0. REGULAR AGENDA: Lake Elmo Fire Department Personnel Actions Promotion from Probationary Firefighter to Firefighter: Fire Chief Malmquist requested the Council to promote Amanda Haire from Probationary Firefighter to Firefighter. MOTION: Council Member Emmons moved to promote Amanda Haire from Probationary Firefighter to Firefighter. Council Member Pearson seconded the motion, The motion passed. 4-0 LAKE ELMO CITY COUNCIL MINUTES APRIL 5, 2011 2 Officer Promotions. Fire Chief Malmquist requested the City Council consider promotions to fill the two vacant positions of Safety Officers; one for each Fire Station, as recommended by the Personnel Subcon-imittee. The Budgetary impact of such a decision is $540 for the remainder of FY 2011 and, at current remuneration of $59.21 per month, or $710.52 per annum. MOTION: Council Member Smith moved to approve the promotion of Brian Hauser and Nick Witter to Safety Officers. Council Member Emmons seconded the motion. The motion passed 4-0. Filling of Vacant Administrative Fire Fighter/Assistant Position: Fire Chief Malmquist requested the Council fill the vacant Fire Fighter/Administrative Assistant position at a proposed wage of $13.50 per hour, due to the additional role of "on call" firefighter. At 50% time, the net budgetary increase is $6,500 per year, or $4,875 for the remainder of FY 2011. MOTION: Council Member Smith moved to approve Advertizing and solicitations of applications for the position of Firefighter/Administrative Assistant Position. Mayor Johnston seconded the motion. The motion passed 3-1 (Council Member Pearson voted against), Zoning Test Amendment: Consideration of Ordinance 08-040 to allow a Park and Ride as a Conditional use Permit in the HD -RR -LB District MOTION.' Council Member Smith moved to table this agenda item until the April 1.91h Council Meeting or when there is a full Council in attendance. Council Member Emmons seconded the motion, The motion passed 3-1 (Mayor Johnston voting against). Lake Elmo Avenue Infrastructure Proiect from 1-94 to 30th Street Lisbon Avenue Lift Station Resolution Approving the Consent to Enter and waiver of Trespass Agreement The City Council was asked to approve the "Consent to Enter and Waiver of Trespass Agreement" with the Elmo View Townhome Association for the Lake Elmo Avenue Infrastructure Project 1-94 to 30th Street. At Council direction, this Sanitary Lift Station is to be located on City owned property just north of 30t Street and east of Reid Park. The placement of the Lift Station as this site requires the acquisition of both a temporary and permanent utility easement from the Elmo View Townhome Association to accommodate the construction and ongoing maintenance of the connecting force main, gravity sewer and water main utility pipelines. McKinzie Metro Appraisal was retained by the City to determine the fair market value of the required easements and forwarded the fair market value of $15,000 as an offer to the Elmo View Townhome Association, The Townhome Association requested that the LAKE ELMO CITY COUNCIL MINUTES APRIL 5, 2011 provision of the easements be postpone until after the project, the Elmo View Townhome Association has agreed to provide the City with a "Consent to Enter and Waiver of Trespass Agreement" to allow the project to be constructed across the Association property. Per the terms of the agreement, the value consideration to be provided for the easements will be determined at some point in time after the project has been constructed. MOTION; Council Member Pearson moved to approve Resolution No. 2011-015, Approving the Consent to Enter and Waiver of Trespass Agreement with the Elmo View Townhome Association for the Lake Elmo Avenue Infrastructure Project 1-94 to 30th Street. Council Member Emmons seconded the motion, The motion passed 4-0. Review of End -Of -Year 2010 General Fund Budget (Unaudited) Joe Rigdon, KDV, provided a summary of the now -closed 2010 General Fund (unaudited) Budget, The Council questioned some of the findings identified in the budget. Joe will have time to answer any questions from the Council. The Council considered the following: MOTION.. Council Member Pearson moved to approve the proposed $5, 000 Budget Adjustment to allow for Lake Elmo's participation in the newly formed Regional Economic Development Partnership. Council Member Smith seconded the motion. The motion passed 4-0. MOTION: Council Member Smith moved to recommend that the Maintenance Advisory Committee, with the assistance of City staff and outside financial advisors, if needed, review the overall vehicle replacenzent/assessment program for the City and prepare a report for the Council with respect o fUnding options, to include annual City budgeting for vehicle replacement and or payments toward vehicles to be purchased via financing or leasing. Council Member Pearson seconded the motion. The !notion passed 4-0. The Personnel Subcommittee recommended a compensation class evaluation and the potential of a 1% employee bonus, based upon 2011 performance reviews in the Fall. The Council requested discussion at the April 1 2`11 Council workshop on the proposed purchase of software for Public Works for inventory and maintenance of all municipal street signs and the proposed purchase of software by Planning (Building Codes and Code Enforcement) & Administration to track and manage citizen -staff -Council originated issues requiring follow-up or response. Consideration ofAmending Water Rates on Larger Commercial Customers The City Council was asked to consider directing City Staff to further escalate and prepare for Council review possible changes to the City's Water rate structure to address LAKE ELMO CITY COUNCIL MINUTES APRIL 5, 2011 4 identified concerns with respect to large Commercial users, In particular, the following steps are re commended: Evaluation of large commercial water users by amount of water utilized and across a longer timeframe. Survey of comparable water systems (but not necessarily limited to neighboring water systems) as to rate structures and any distinct commercial rate structures. Analysis for domestic water use versus irrigation use on identified disparities; Discussion with the State with respect to water conservation requirements on large commercial water users; and Preparation for Council consideration of any proposed Ordinance changes or alternatives to the current water rate structure for larger commercial water customers. Moe French, manager of the WildWood Lodge on Hudson Boulevard brought the issue to the Council's attention after seeing a near -twofold increase in the hotel's water bill, She asked the Council to recognize that Wildwood Lodge is the only hotel in the City and is being penalized for being the kind of business they are. MOTION: Council Member Pearson. moved to direct City Staff to fitrther evaluate and prepare for Council review possible changes to the City's Water rate structure to address identified concerns with respect to large Commercial water users. Mayor Johnston seconded the motion. The niotion passed 4-0, City Council Reports: Council Member Emmons, who serves on the Personnel Committee, asked the Council if they were interested in holding a workshop or invite a facilitator to discuss communication issues between senior staff and City Council, as well as to set defined roles for the subcommittees. MOTION: Council Member Emmons moved to schedule a workshop on April 26th dedicated to discussion of internal issues and define subcommittee roles. Mayor Johnston seconded the motion. The motion passed 4-0. The Council adjourned the meeting at 9:40 p.m. Respectfully submitted by Sharon Lumby, City Clerk LAKE ELMO CITY COUNCIL MINUTES APRIL 5, 2011 5 CITY OF LAKE ELMO AYOR & COUNCIL COMMUNICATION DATE: 04/19/2011 CONSENT ITEM #: 2 MOTION as part of Consent Agenda AGENDA ITEM: Approve Disbursements in the Amount of $ 158,774.90 SUBMITTED BY: Tom Bouthilet, Finance Director THROUGH: Bruce Messelt, City Administrator. 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 S158,774.90 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. Claim # Amount ,Description ACH 6,570.34 Payroll Taxes to IRS 04/07/2011 ACH 1,212.83 Payroll Taxes to MN Dept. of Revenue 04/07/2011 ACH $ 3,883,39 Payroll Retirement to PERA 04/07/2011 DD3315 — DD3329_ $ 20,986.04 Payroll Dated 04/07/2011 (Direct Deposit) 36951 — 36953 $ 2,835.77 Payroll Dated 04/07/2011 36954— 37000 $ 123,286.53 Accounts Payable Dated 04/19/2011 TOTAL $ 158,774.90 page 1 -- City Council Meeting V Api. al of Disbursements April 19tb, 2011 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 $158,774.90 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 April 19th, 2011, Disbursements as Presented [and modified] herein." ATTACHMENTS: 1. Accounts Payable Dated 04/19/2011 SUGGESTED ORDER OF BUSINESS (i Questions from Council to Staff Call for Motion .......... ..„..,.„ ...... Discussion ...... ,......... .......... . Action on Motion....................... f removed from the Consent Aeenda).. Mayor Facilitates ...................... Mayor & City Council ............................ ...„.... Mayor & City Council .,„...,.....,......................, Mayor Facilitates --pige2-- Accounts Payable To Be Paid Proof List User: joan z Printed: 04/14/2011 - 2:35 PM Batch: 002-04-2011 Invoice # Inv Date ANCOM ANCOM COMMUNICATIONS, NC. 21423 03/24/2011 101-420-2220-43230 Radio 21423 Total: ANCOM Total: ARAM Aramark, Inc. 629-7212857 03/31/2011 101-430-3100-44170 Uniforms 629-7212857 Total: 629-7217670 04/07/2011 I01-430-3100-44170 Uniforms 629-7217670 Total: 629-7219474 04/11/2011 101-410-194044010 RepairsiMaint Contractual Bldg 629-7219474 Total: ARAM Total: Amount Quantity Pmt Date Description Reference 31.10 0.00 04/1912011 Pager parts 31.10 31.10 Task Type PO # Close POLine No U000 21.29 0.00 04/19/2011 Uniforms No 0000 21 29 21.29 0.00 04/19/2011 Uniforms No 0000 21.29 115.38 0.00 04/19/2011 City Hall Linen No 0000 115.38 157.96 ASPENMI Aspen Mills, Inc. 107004 03/31/2011 112.40 0.00 04/19/2011 Uniform items -Amanda Haire No 0000 101-420-2220-4-4170 Uniforms 107004 03/31/2011 69.50 0.00 04/19/2011 Response gear, Amanda Haire No 0000 101-420-2220-45800 Equipment 107004 Total: 181.90 ASPENME Total: 181.90 Beebe Beebe Construction CHK Reg 04/07/2011 803-000-0000-22900 Deposits Payable CHK Req Total: AP - To Be Paid Proof List (04/14/11 - 2:35 PM) 2:000.00 0.00 04/19/2011 1/.crow Return 3548 keNiti Ct N Perm 7115 2.000.00 No 0000 Page 1 4. invoke # Lnv Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # Beebe Total: 2,000.00 C&J CONS C & J Consulting Services, LLP 03-201] 04/08/2011 3,375.00 0.00 04/19/2011 Monthly Accounting Services March No 0000 101-410-1520-43150 Contract Services 03-2011 Total: 3,375.00 C&J CONS Total: 3,375.09 CARQUEST Car Quest Auto Parts 2055-21793 I 04/01/2011 20.94 0.00 04/19/2011 Filters No 0000 101-430-3120-42210 Equipment Parts 2055-217931 04/01/2011 39.93 0.00 04/19/2011 Oil No 0000 101-430-3120-42120 Fuel, Oil and Fluids 2055-217931 Total: 60.87 2055217025 03/2E/2011 11.83 0.00 04/19/2011 Door Handle No 0000 101-430-3120-42210 Equipment Parts 2055217025 Total: 11.83 CARQUEST Total: 72.70 COMCAST COMCAST 04/11/2011 7.90 0.00 04/19/2011 Monthly Service No 0000 101-420-2220-44300 Miscellaneous Total: 7.90 COMCAST Total: 7.90 COMPENSA Compensation Consultants, Ltd April 03/30/2011 40.00 0.00 04/19/201] Monthly Admin fee April 2011 No 0000 101-410-1320-44300 Miscellaneous April Total: 40.00 COMPENSA Total: 40.00 CTYBLOOM City of Bloomington March 2011 01/31/2011 40.00 0.00 04/19/2011 Lab Bacteria tests No 0000 601-494-9400-42270 Utility System Maintenance March 2011 Total: 40.00 CTYBLOOM Total: , 40.00 CTYOAKDA City of Oakdale 10000460-01 03/14/2011 601-494-9400-43820 Water Utility AP - To Be Paid Proof List (04/14/11 - 2:35 I'M) 3.1131.13 0.00 04/19/2011 Water Service-I94 No 0000 Page 2 Invoice # Inv Date 10000460-01 Total: CTYOAKDA Total: Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 3181.13 3.181.13 CTYROSEV City of Roseville 0214544 04/04/2011 1,551.58 0.00 04/19/2011 Monthly IT Services Apri12011 101-410-1450-43180 Information Technology/Web 0214544 Total: 1,551_58 CTYROSEV Total: 1,551,58 ECKBERG Eckberg Lamers Briggs Wolff 03.2011 03/31/2011 101-420-2150-43045 Attorney Criminal 03_2011 Total: 110805 03/30/2011 101-410-1320-43040 Legal Services 110805 Total: ECKBERG Total: ECN Networks, Inc. Emergency Communica 814 03/28/2011 101-420-2500-43150 Contract Services 814 Total: ECN Total: 3.997.67 0.00 04/19/2011 Legal Services Prosecution -March 2011 3,997.67 7,534.53 0.00 04/19/2011 Legal Services - Civil 7,534.53 11.532,20 5.250.00 0.00 04/19/2011 Codc Red Services 5,250.00 5,250.00 No 0000 No 0000 0000 No 0000 EMMONS A Emmons Alex 04/11/2011 55.00 0.00 04/19/2011 Cables Live Mceting-P2 Mtg-4/1 I/11 No 0000 101-410-1450-43620 Cable Operations 04/05/2011 55.00 0.00 04/1912011 Cabled Live Meeting-cc-4/5/I 1 No 0000 101-410-1450-43620 Cable Operations Total: 110_00 EMMONS A Total: 110.00 ENVENT1S ENVENTIS 737500 04/01/2011 452.41 0.00 04/19/2011 Telephone/Data Service -Public Works No 0000 I01-430-3100-43210 Telephone 4.11 737500 Total: 452.41 738507 04101/2011 561.16 0.00 04/19/2011 Telephone/Data Service -City Ifall- No 0000 101-410-1940-43210 Telephone 04,11 733507 Total: 561.16 AP - To Be Paid Proof List (04/14/11 - 2:35 PM) Page 3 Invoice # Inv Date Amount Quantity Prnt Date Description Reference Task Type PO # Ciose POLine # ENVEN'I'IS Total: 1,013.57 FASTENAL Fastenal MNT1125494 03/31/2011 132.41 0.00 04/19/2011 Hardware No 0000 101-430-3100-44040 Repairs/Maint Eqpt MNT1125494 Total: 132,41 FASTENAL 132.41 FERGUSON Ferguson Waterworks 501296664.001 03/28/2011 2.640.61 0.00 04f 19/2011 Meters and tneter repair No 0000 601-494-9400-42300 Water Meters & Supplies S01296664.001 Total: 2,640.61 FERGUSON Total: 2,640.61 GOPI1ER Gopher State One -Call 10013 04/01/2011 43.60 0,00 04/19/2011 Line Locates - March 2011 No 0000 101-430-3100-43150 Contract Services 10013 Total: 43.60 GOPHER Total: 43.60 HAGBERGS Hagbergs Country Market 432639 04/01/2011 14.46 0,00 04/1912.011 Snack for Critical Incident Stress Debr 101-420-2220-44300 Miscellaneous 432639 Total: 14.46 HAOSERGS Total: 14.46 Hewlett Hewlett Packard 49126367 03/1112011 101410-132042000 Office Supplies 49126367 Total: ilewiett Total: 179:00 0,00 04/19/2011 Printer 179,00 179.00 No 0000 No 0000 1NTERSTA interstate All Battery Ctr 39397 04/04/2011 420.30 0.00 04/19/2011 Replace 4 batteries in T1 No 0000 \:...-' 101-420-2220-44040 Repairs/ivlaint Eqpt 39397 Total: 420.30 INTE RsTA Total: 420.30 AP - To Be Paid Proof LiSt (04/14/11 - 2:35 PM) Page 4 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine KLATT Klatt Kyle 03/30/2011 270,00 0.00 04/19/2011 Health Savings Reimbursement No 0000 101-000-0000-21710 Health HSA Total: 270.00 KLATT Total: 270_00 LARSON LARSON DIESEL SERVICE, Corp 11030404 03/04/2011 101-430-3120-44040 Repairs/Nlaint Eqpt 11030404 Total: LARSON Total: 4,676.45 0.00 04/19/2011 Rear End Repair 98-2 4,676.45 4,676.45 LE011.. Lake Elmo Oil, Inc. 04/11/2011 217.79 101-420-2220-42120 Fuel, Oil and Fluids Total: 217.79 11733-35 03a 1 /2011 6,126.72 0.00 04/19/2011 Fuel 101-430-3120-42120 Fuel, Oil and Fluids 11733-35 Total: 6,126.72 LEOIL. Total: 6,344.51 0.00 04;19/2011 Fuel No 0000 No 0000 No 0000 Lillie Newspapers inc. Lillie Suburban 03.31.2011 04/11/2011 257.30 0.00 04/19/2011 March Publications No 0000 101-410-1320-43510 Legal Publishing 03.31.2011 Total: 257.30 Lillie Total: 257,30 UNNER Linner Electric Company, Inc. 21506 03/28/2011 625.00 0.00 04/19/2011 Lotand wash bay light repairs No 0000 101-430-3100-44010 Repairs/Maint Bldg 21506 Total: 625.00 LINNER 625.00 LOFF I ,offter Companies, Inc. 1232282 04/01/2011 142.08 0.00 04/19/2011 Copy Machines Overage & Base -April - No 0000 101-410-1940-44040 Repairs/Maint Contractual Eqpt 2011 1232282 Total: 142,08 LOFF Total: 142,08 AP - To Be Paid Proof List (04114/1 - 2:35 PM) Paz5 Invoice # Inv Date Amount Quantity Pm t Date Description Reference Task Type PO # Close POLine# MAMA Manager Asociation Metropolitan Ar 455 02/22/2011 45.00 0.00 04119/2011 Annual Membership - No 0000 101-410-1320-44330 Dues & Subscriptions 455 Total: 45.00 MANIA Total: 45.00 MARVS Marv's Professsional Tools 236034 04/07/2011 18.37 0.00 04/19/2011 Cutting Wheel No 0000 1.01-430-3100-42400 Small Tools & Minor Equipment 236034 Total: 18.37 MARVS Total: 18.37 MENARDSO Menards - Oakdale 55706 03/28/2011 14.94 0.00 04119/2011 Storage binS for uniform Awls No 0000 101-420-2220-44170 Uniforms 55706 Total: 14.94 MENARDSO Total: 14.94 NlETCOU Metropolitan Council 0000956172 03/02/2011 I.282.98 0.00 04/19/2011 Monthly Wastewater Service -May 602-495-9450-43820 Sewer Utility - Met Council 2011 0000956172 Total: 1.282.98 METCOU Total: 1,282.98 MNLABOR DEPT of LABOR & INDUSTRY 11315163075 03/31(2011 101-420-2400-43030 Engineering 113)5163075 Total: MNLABOR Total: NORCHEM Northland Chemical Corp. 5037611 03/29/2011 101-450-5200-42150 Shop Materials 5037611 03/291201 I 101-43D-3100-42150 Shop Materials 5037611 Total: NORCHEM Total: AP - To F3e Paid Proof List (94/14/1 - 2:35 PM) 981.97 0.00 04/19/2011 1st Qtr. Building Surcharge 981.97 981.97 No 0000 No 0000 76.51 0.00 04/19/2011 Toilet cleaner and durn Oster- deodorizer No 0000 87.50 0.00 04/19/2011 Shop Supplies 164.01 164.01 No 0000 Page 6 Invoice # lnv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # PITNEY Pitney Bowes 324206 04/03/2011 230.83 0.00 04/19/2011 Postage Meter Rental 101-410-1320-42000 Office Supplies 324206 Total: 230.83 PITNEY Total: 230.83 PI.UNKETT Plunkett's Pest Control 2626462 04;01/2011 64.28 0.00 04/19/2011 Pest Control Service -City Hall I 01-410-1940-44010 Repairs/Maint Contractual Bldg 2626462 Total: 64.28 PLUNKETT Total: 64,28 RIVRCOOP River Country Cooperative 03/31/2011 1,070.30 0.00 04/19/2011 Fuel 101-420-2220-42120 Fuel, Oil and Fluids Total: 1,070.30 RIVRCOOP Total: 1,070.30 RUD Prince-Rud Diane 04/19/2011 160.00 0.00 04/19/2011 Cleaning City Hall & Annex 101-410-1940-44010 Repairs/Maint Contractual Bldg 04/19/2011 120.00 0.00 04/19/2013 Cleaning Fire Hall 101-420-2220 11010 Repairs/Maint Bldg Total: 280.00 RUD Total: 280.00 SAMSCLUB Sam's Club 04/04/2011 37.17 0.00 04/19/2011 Restock supplies 101-420-2220-44300 Miscellaneous 04104/2011 25.58 0.00 04/10/2011 Hose thr Station 41 101-420-2220-44010 RcpairsNaint Bldg Total: 62.75 SAMSCLUB Total: 62.75 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 SCIILONIKA Schlomka 11491 04/04/2011 160.00 0.00 04/19/2011 Station #2-ptimped sump No 0000 101-420-2220-44010 Repairs/Maint Bldg 11491 Total: 160_00 SCHLOMKA Total: 160.00 Al' - To Bc Paid Proof List (04/14/11 - 2:35 PM 1 Paz e 7 Invoice # Inv Date TASCH T,A, Schifsky & Sons Inc 50978 03/28/2011 103-430-3120-42240 Street Maintenance Materials 50978 Total: 51015 04/(14/2011 101-430-3120-42240 Street Maintenance Materials 51015 Total: TASCH Total: TDS TDS METROCOM - LLC 651-779-8882 04/13/2011 101-420-2220-43210 Telephone 651-779-8882 04/13/2011 101-430-3100-43210 Telephone 651-779-8882 04/13/2011 602-495-9450-43210 Telephone 651-779-8882 04/13/2011 601-494-9400-43210 Telephone 651-779-8882 Total: TDS Total: TKDA TKDA, 002011000775 203-490-9070-43030 002011000776 413-480-8000-43030 002011000777 413-480-8000-43030 002011000778 418-480-8000-43030 002011000779 101-410-1930-43030 0112011000779 101-410-1910-43030 00201100078(1 101-420-2400-43030 002011000780 101-410-1910-43030 04/1E2011 Engineering Services 002011000775 Total: 04/12/2001 Engineering Services 002011000776 Total: 04/12/2001 Engineering Services 0020 11000777 Total: 04112/2001 Engineering Services 002011000778 Total: 04/12/2001 Engineering Services 04/12/2001 Engineering Services 002011000779 Total: 04/12/2001 Engineering 04/12/2001 Engineering, Services AP - To 13e Paid Proof List (04114/11 - 2:35 1'M) Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 199.11 199.11 865.22 865.22 1,064.33 165.00 156.89 104,97 42.31 469.17 469.17 774.94 774.94 34,884_13 34,884.13 368.31 368,31 7,074,51 7,074.51 3,362.42 836.05 4,198_47 438.50 534.75 0.00 04/19/2011 Asphalt 0.00 04/19/2011 Asphalt 0.00 04/19/2011 Analog Lines -Fire 0,00 04/19/2011 Analog Lines -Public Works 0.00 04/19/2011 Analog Lines -Lift Station Alarms 0.00 04/19/2011 Alarm -Well House 4-2 0.00 04119/20E1 Development- Whistling Valley 111 0.00 04/1912011 -94 ioth Street - Village Sanitary 0.00 04119/2011 Lake Elmo Area Village Support 0.00 04/19/2011 2011 Street Improvements/Water Quality 0.00 04119/2011 General Engineering 0.00 04/19/2011 General Engineering 0.00 04(19/201 1 Genera[ Engineering-VRA 0.00 04/19/2011 General Engineering-VRA No No No No No No 0000 0000 0000 0000 0000 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 8 Invoice # 002011000780 409-480-8000-43030 002011000780 404-480-8000-43030 002011000780 60]-494-9400-43030 002011000780 602-495-9450-43030 002011000780 603-496-9500-43030 002011000781 413-480-8000-43030 002011000782 409-480-8000-43030 002011000787 601-494-94(70-43030 Inv Date 04/12/2001 Engineering Services 04/12/2001 Engineering Services 04/12/2001 Engineering Services 04/12/2001 Engineering Services 04/12/2001 Engineering Services 002011000780 Total: Q4/12/2001 Engineering Services 0020110(10781 Total: 04/12/2001 Engineering Services 002011000782 Total: 04/12/2001 Engineering Services 002011000787 Total: TKDA Total: VISA-SL VISA Q791 04/01/2011 101-410-1320-44300 Miscellaneous 0791 Total: VISA-S1. Total: VISALE40 VISA 8040-1 03/31/2011 101-410-1910-44370 Conferences & Training 8040-1 Total: 8040-2 03/31/2011 101-420-2220-44370 Conferences & Training 8040-2 Total: VISALE4Q Total: WASCOUNT Washington County 1805 03/31/2011 603-496-9500-44300 Miscellaneous Expenses 1805 Total: AI' - To Be Paid Proof List (04141/1 - 2:35 PM) Amount Quantity Pint Date Description Reference Task Type PO tE Close POLine if 2,570.99 1,502.66 298.55 2,296.16 712.96 8,354.57 0.00 04119/2011 0.00 04/19/2011 0.00 04119/2011 0.00 04/19/2011 0.00 04/19/2011 General Engineering-VRA General Engineering-VRA General Engineering-VRA General Engineering-VRA General Engineering-VRA. 3,029.12 0.00 04/19/2011 Lake Eitno District ECFC Development 3,029.12 1,037.15 0.00 04/19/2011 2011 Seal Coat Project 1,037.15 2,621.21 0.00 04(19/2011 Lake Elmo Water System Strategies/Fin 2,621.21 62,342.41 15.00 0.00 04/19/2011 Annual card fee 15.00 15.00 60.00 0.00 04/19/2011 Commissioner Training-3/22/11 60.00 479.04 0.00 04/19/2011 Rooms for Morehead Sectional School - 479.04 539-04 92.00 0.00 04/1912011 Rcordiag of Agreements 92.00 No 0000 No 0000 No No No No No No No No No No 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 Page 9 Invoice # Inv Date WASCOUNT Total: wAsirrAx Washington County 69083 04/05/2011 101-410-1520-43010 Audit Services 69083 Total: WASHTAX Total: XCEL Xcel Energy 51-4504807-7 04/28/2011 101-450-5200-43810 Electric Utility 51-4504307-7 04/28/2011 602-495-9450-43810 Electric Utility 51-4504807-7 04/2812011 101-430-3160-43810 Street Lighting 51-45(14307-7 Total: 51-4572945-7 04/23/2011 101-430-3160-43810 Street Lieltting 51-4572945-7 Tota1: 51-4576456-3 04/28/2011 101-420-2220-43810 Electric Utility 51-4576456-3 Total: 51-4580376-5 04/28/2011 101-410-1940-43810 Electric Utility 51-4530376-5 Total: 51-4733536-8 04128/2011 101-450-5200-43810 Electric Utility 51-4733556-8 Total: 51-5044219-0 04/28/2011 101-450-5200-43810 Electric Utility 51-5044219-0 Total: 51-5275289-3 04/28/2011 101-450-5200-43310• Electric Utility 51-5275289-3 Total: 51-5356323-8 04/28/2011 601-494-9400-43810 Electric Utility 51-5356323-8 Total: 51-5522332-2 04(28/2011 101-430-3160-43810 Street Lighting 51-5522332-2 Total: 51-5916043-7 04/28/2011 602-495-9450-43810 Electric Utility 51-5916043-7 Total: AP - To Be Paid Proof List (04/14/11 - 2:35 PM) Amount Quanttty Pmt Date Description Reference Task Type PO # Close PO 92.00 35.00 0.00 04/19/2011 Year end reports for Auditor No 0000 35.00 35.00 28.92 0.00 04/19/2011 Lights at Legion Park. 79.07 0.00 04/19/2011 Lift Station 30.37 0.00 04119/2011 Traffic Lights No 0000 No 0000 No 0000 138.36 29,14 0,00 04/19.12011 Street Lights No 0000 29.14 823.01 0,00 04/19/2011 Fire Station 2 0000 823.01 996_90 0.00 04/19/2011 City Hall No 0000 996.90 9,95 0.00 04/19/2011 Tennis Courts No 0000 9.95 250.09 0,00 04;19/2011 Parks Building No 0000 250.09 9.95 0.00 04/19/2011 Pebble Park No 0000 9.95 1,416.87 0.00 04/19/2011 Wells 1 & 2 No 0000 1,416.87 39.66 0.00 04/19/2011 Traffic Lights No 0000 39.66 18.27 0.00 04/19/2011 Lift Station No 0000 18.27 Page 10 Invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine 4 51-6429533-8 04/28/2011 602-495-9450-43810 Electric Utility 51-6429583-8 Total: 51-6433976-2 04/28/2011 101-420-2220-43810 Electric Utility 51-6433976-2 Total: 51-6625457-1 04/23/2011 101-450-5200-43810 Electric Utility 51-6625457-1 Total: 51-6736544-2 04/28/2011 101-430-3160-43310 Street Lighting 51-6736544-2 'rota!: 51-6956201-4 04/28/2011 101-450-5200-43810 Electric Utility 51-6956201-4 Total: 51-7538112-1 04/28/2011 101-430-3100-43810 Electric Utility 51-7538112-1 Total: 51-8126093-5 04/28/2011 601-494-9400-43810 Electric Utility 51-8126093-5 Total: 51-3711719-3 04128/2011 101430-3160-43810 Street Lighting 51-8711719-3 Total: 515747685-4 04/28/2011 101-450-5200-43810 Electric Utility 515747685-4 Total: 516928283-3 04/28/2011 101-430-3160-43810 Street Lighting 516928283-3 Total: XCEL Total: Report Total: AP - To Be Paid Proof List (04/14/I - 2:35 PM) 16.86 0.00 04/1912011 Lift Station - No 0000 561.39 0.00 04/19/2011 Fire Station 1 - No 0000 248.21 0.00 04(19/2011 Legion Park No 0000 1.919.15 0.00 04/19/2011 Street Lights No 0000 43.36 0,00 04/19/2011 VFW Ral!field Lts No 0000 3,190.32 0.00 04/19/2011 Public Works No 0000 150.12 0.00 04/19/2011 Water Tower 2 - No 0000 22.58 0.00 04/19/2011 Speed Sign Hwy 5 No 0000 16.86 561.39 248.21 1,919.15 48.36 3,190.32 150.12 22.53 144.51 0.00 04/19/2011 ArtsCent 144.51 29:69 0.00 04/19/2011 Traffic-Mannine & Stillwater 29.69 10,063.39 123,286.53 No 0000 No 0000 Page 11 CITY OF = LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: 4/19/2011 CONSENT ITEM #: 4 MOTION As part of Consent Agenda AGENDA ITEM: Consider Approval for Intoxicating Liquor License of Tartan Park Restaurant SUBMITTED BY: Sharon Lumby, City Clerk THROUGH: Bruce Messelt, City Administrato4 REVIEWD BY: Washington County Sheriff's Department SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to consider a liquor license application request from Prom Management Group, Inc for the Tartan Park Restaurant, located at 11455 201n Street. All required fees and the proper insurance certificate have been received, As the application is in order, it is respectfully recommended that the City Council approve the request, contingent upon affirmative recommendation from the Washington County Sheriff's Department, as part of tonight's Consent Agenda. BACKGROUND & STAFF REPORT: The City has received a liquor application request from Prom Management to serve intoxicating liquor at the Tartan Park Restaurant located at 11455 20th Street, Prom Management Group received the successful bid to take over beverages and food at Tartan Park. Tartan Park Restaurant has had an intoxicating liquor license for over 25 years and this license will be transferred to Prom Management. The Washington County Sheriff's Department is conducting the necessary background investigation. RECOMMENDATION: As the application is in order, it is respectfully recommended that the City Council approve as part of tonight's Consent Agenda the request by Prom Management Group, contingent upon affirmative recommendation from the Washington County Sheriff's Department. 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 action of the Council, following such discussion would be: -- page 1 -- City Council Meeting Lllsider Approval for Intoxicating Liquor LicensesTartan Park Restaurant April 19th, 2011 Consent Agenda Item # 4 "Move to Approve the 2011 On -Sale Intoxicating Liquor License to Prom Management Group Inc. for Tartan Parks Restaurant located at 11455 20th Street N., contingent upon affirmative recommendation from the Washington County Sheriff's Department. ATTACHMENT: Intoxicating Liquor License Application for Prom Management Group 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 -- P.144.90i.IVAIVIX411rto Nown ROA. — Alcahgl Gambling Enforcergan Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division (AGED) 444 Cedar Street, Suite 222, St. Paul, MN 55101-5133 Telephone 651-201-7507 Fax 651-297-5259 TTY 651-282-6555 Certification of an On Sale Liquor License. 3.2% Linuor license. or Sunday Liquor License Cities and Counties: You are required by law to complete and sign this form to certify the issuance of the following liquor license types: 1) City issued on sale intoxicating and Sunday liquor licenses 2) City and County issued 3.2% on and off sale malt liquor licenses Name of City or County Issuing Liquor License License Period From: .f5 11 To: 17-- Circle One: New License License Transfer 3t.I\ Suspension Revocation Cancel (former licensee name) License type: all that apply) On Sale Intoxi Sunday Liquor (Give dates) 3.2% On sale 3.2% Off Sale Fee(s): On Sale License fee:$ Sunday License fee'. $ Zoo 3.2% On Sale fee: $ 3.2% Off Sale fee: $ Licensee Name: Pr_o cy.....nr,e,i;\ ouqtB Social Security # (corporation, partnershipg,LC, or Individual) Business Trade Name Zip Code 2...County Horne Address Licensee's Federal Tax ID # Business Phone Business Address 4SS" S 1.-) City 1-0-.14-5' Home Phone City Licensee's IVIN Tax ID # (To apply call IRS 800-829-4933)' (To Apply call 651-296-6181) If abovenamed licensee is a corporation, partnership, or LLC, complete the following for each partner/officer: —11-v:3 srsr N. (-LS l_ 1') (...,,,'„ c2— 'en - .. 1613r.)17,e-ic , ...3Nry...16c-cw .,:c- 1 1 Partner/Officer Name (First Middle Last) DOB Social Security # Home C 1") (-) i 0 CAA - (Partner/Officer Name (First Middle Last) DOB Social Security # Partner/Officer Name (First Middle Last) DOB Social Security # ,44ET) 1.)thitIkr'iad. 1.0.1sJeveri r Horne Address GS-C)3 Home Address Intoxicating liquor licensees must attach a certificate of Liquor Liability Insurance to this form. The insurance certificate must contain all of the following: 1) Show the exact licensee name (corporation, partnership, LLC, etc) and business address as shown on the license. 2) Cover completely the license period set by the local city or county licensing authority as shown on the license. Circle One: (Yes During the past year has a summons been issued to the licensee under the Civil Liquor Liability Law? Workers Compensation Insurance is also required by all licensees: Please complete the following: Workers Compensation Insurance Company Narnero,....)e_A€v_c, Policy # . I Certify that this license(s) has been approved in an official meeting by the governing body of the city or county. City Clerk or County Auditor Signature Date (title) On Sale Intoxicating liquor licensees must also purchase a $20 Retailer Buyers Card. To obtain the application for the Buyers Card, please call 651-201-7504, or visit our website at www.dris.state.mn.us. (Form 9011-12/09) LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: 4/19/2011 CONSENT ITEM #: 5 MOTION AGENDA ITEM: Authorize Contracting for Professional Services for Organizational- and Personnel -Related Matters SUBMITTED BY: Mayor and City Council THROUGH: Bruce A. Messelt, City Administrator On behaU'of 2010 Personnel Subcommittee REVIEWED BY: Dave Snyder, City Attorney SUMMARY AND ACTION REQUESTED: 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, No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. 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 Subcommittees 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. STAFF REPORT: City staff prepared a Request for Proposals (attached) and actively solicited four recommended firms for consideration, following applicable City policies prior to executing any limited -duration (scope and maximum expenditure) contract. Only one of the four identified firms responded with a qualified bid (attached) and no other unsolicited firms responded. An informational meeting was held with the qualified respondent on Tuesday, April 12th, 2011 with the 2011 Personnel Subcommittee, Based upon their recommendation, the City Council, at -- page 1 -- City Council Meeting AuthL Professional Services for Organizational- an. ksonnel-Related Matters March lst, 2011 Consent Agenda Item # 5 its April 12th, 2011 Workshop, directed City staff to proceed with tonight's action and authorize the contractor to begin efforts in earnest. 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. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss or amend the recommended 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 meeting]." ATTACHMENTS: 1. Request for Proposals 2. Response from Springsted, Inc. SUGGESTED ORDER OF BUSINESS (if removed from the ConsentAgenda): 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 E AYOR & COUNCIL COMMUNICA TION DATE: 4/19/2011 CONSENT ITEM #: 6 MOTION: as part of Consent Agenda AGENDA ITEM: County Road 13B (DeMontreville Trail N) — Approve Agreement for the Jurisdictional Transfer to the City of Lake Elmo SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Bruce A Messelt, City Administrato REVIEWED BY: Jack Griffin, City Engineer Mike Bouthilet, Public Works SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to approve the Agreement for the Transfer of County Road 13B (DeMontreville Trail N), from CSAH 35 (Olson Lake Trail N) to Trunk Highway 36, to the City of Lake Elmo. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. STAFF REPORT: Washington County has been working with the City over the past few years in preparation of transferring the jurisdiction of County Road 13B (DeMontreville Trail N) to the authority of the City of Lake Elmo. MN State Statute No. 163.11, Subdivision 5 provides the County the authority to transfer a roadway to a municipality by passing a resolution and by meeting the following conditions; The County must complete repairs or improvements on the roadway, or provide an equal amount of compensation thereof, that are necessary to meet County standards for similar roads; • The County must properly record with the County Recorder all County interest in real estate used for the roadway; • The County must maintain the roadway being transferred for a period of two years from the date of revocation. In lieu of compensation, Washington County has agreed to complete roadway improvements of County Road 13B (DeMontreville Trail N), including the design, bidding procurement, and construction management. This agreement accepts jurisdiction of DeMontreville Trail N from CSAH 35 (Olson Lake Trail N) to Trunk Highway 36 (2.2 miles of roadway) pursuant to the -- page 1 -- City Council Meeting April 19th, 2011 County Road 13B (DeMontreville Traii 1 Approve Agreement for the Jurisdictional Transfer to the City of Lake Elmo Consent Agenda Item # 6 terms of the agreement. All construction and documentation must be completed and accepted by the City of Lake Elmo prior to the transfer. If all terms of the agreement are completed on schedule, the ownership of DeMontreville Trail will transfer to the City of Lake Elmo, effective December 31, 2011, PROPOSED IMPROVEMENTS: City staff has been working closely with Washington County to review and comment on the scope and extent of the proposed improvements in preparation of the jurisdictional transfer. Direction by the City has focused on the design elements to provide the City with a best possible roadway improvement given the constraints of the project, including limited funding, limited right-of-way and prescriptive easements, minimizing impacts to private property, wetlands, the adjacent lake, and existing vegetation, City staff has reviewed the County plans specifically to ensure that the widest possible bituminous roadway surface is achieved to maximize the roadway shoulder widths, given the corridor constraints. Also due to the corridor constraints, the scope of the County's roadway improvements does not include the addition of a trail. Last year, City staff estimated the potential costs of adding a trail segment to the roadway and shared these costs with the Council. A public information meeting was conducted and comments were received from neighboring property owners citing both pedestrian safety concerns and concerns regarding impacts to their property, should the road be widened to include a trail. The Council directed Staff to move forward without a trail addition but to work with the County to obtain a maximized width of bituminous pavement to create greater separation between pedestrian and vehicular traffic, After several plan review iterations, the County final plans include the placement of a 24-foot wide paved road with 1.5-foot gravel shoulders. This includes an expansion of the roadway from the County's original intended 22-foot wide pavement. This keeps property and wetland impacts to a minimum, but does not meet standard bike/pedestrian trail requirements. The following additional elements are included in the project: • Street reclamation that meets 9 Ton Design Standards • Paving of existing driveway aprons (with bituminous or concrete) • Installation of a RaM Garden at the DNR Boat Launch Site • Pavement Markings • Replacement of signs that do not meet MMUTCD requirements • The City will work with the County during the project to appropriately assess post - construction speed limits and applicable warning signs for the corridor regarding pedestrian/bicycle/shore land activity. To address the County's 2-year maintenance obligation, the County will provide financial compensation to the City of Lake Elmo in the amount of $36,740.09 as reimbursement to the City for snow and ice removal, as well as other miscellaneous maintenance activities. The -- page 2 -- City Council Meeting April 19th, 2011 County Road 13B (DeMontreville Trail N) - Approve Agreement for the Jurisdictional Transfer to the City of Lake Elmo Consent Agenda Item # 6 County will also perform a crack seal, at their cost, in year 2013. Tree and brush pruning will be completed to the City's satisfaction by November 1, 2011. All County Right -of -Way will be transferred to the City by November 1, 2011. In August of 2008, the County replaced all deficient culverts underneath the roadway. RECOMMENDATION: Based upon the above information, it is recommended that the City Council approve as part of tonight's Consent Agenda the Agreement for the Transfer of County Road 13B (DeMontreville Trail) to the City of Lake Elmo. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda, table this item for future consideration, 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 the Agreement for the Transfer of County Road 13B (DeMontreville Trail) to the City of Lake Elmo. [as amended and/or modified at tonight's meeting]." ATTACHMENTS; 1. Agreement for the Transfer of County Road 13B (DeMontreville Trail) to the City of Lake Elmo 2. Location Map SUGGESTED ORDER OF BUSINESS Of 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 3 — WASHINGTON COUNTY CONTRACT NO, DEPT, PUBLIC WORKS DIVISION TRANSPORTATION TERM AGREEMENT FOR THE TRANSFER OF COUNTY ROAD 13B/DeMONTREVILLE TRAIL TO THE CITY OF LAKE ELMO THIS AGREEMENT is hereby made this day of , 2011, between the City of Lake Elmo ("City"), and the County of Washington ("County") for the purpose of defining the rights and responsibilities concerning the jurisdictional transfer of County Road 13B/DeMontreville Trail (CR 13B) in the City of Lake Elmo. WHEREAS, pursuant to MINN. STAT. § 163.11, et. seq. CR 13B is a County Highway under the jurisdiction of the County; and WHEREAS, the County wishes to transfer and the City wishes to accept jurisdictional control of CR 13B, but only under certain terms and conditions; and WHEREAS, the segment of CR 13B that the County wishes to transfer to the City's control is more fully described as that portion of CR 13B lying between the CSAH 35 and Trunk Highway 36 (TH 36); and WHEREAS, Roads to be transferred shall be in good serviceable condition with no immediate maintenance needs; and WHEREAS, the City and County wish to take the necessary statutory and regulatory steps in order to accomplish these jurisdictional transfers. NOW, THEREFORE, the parties agree to the following conditions regarding the transfer of jurisdiction of the road(s): CSAH 13B (DeMontreville Trail) 1. The recitals set forth in the whereas clauses above are incorporated by reference as if fully set forth herein. 2. The County shall proceed pursuant to MINN, STAT. § 163.11 subd. 5 to abandon, change or revoke jurisdiction over the portions of CR 13B as described. a. The City agrees to accept said jurisdiction over the described portions of CR 13B pursuant to the terms of this agreement. 3. The County shall prepare, let, inspect, pay for and administer a pavement reclamation project for CR 13B from CSAH 35 to Trunk Highway 36, with the following major project elements: a. Perform Pavement Reclamation in accordance with the approved plans and specifications prepared by the County and signed by the City Engineer, b. Graveling of shoulders and paving of existing driveway aprons (with bituminous or concrete), c. Replacement of culverts and/or drainage improvements to facilitate proper drainage of the roadway as jointly determined by the County and City Engineer, d. Installation of rain garden, e. Durable pavement markings and striping of centerline and edgeline, as determined by the City Engineer, 1 of 4 . Replacement of poor to fair condition signs, including any signs that do not meet MMUTCD requirements. 4. The County will submit payment to the City in the amount of $36,740.09. This amount is to be considered compensation in full for any and all costs the City may incur to provide snow and ice removal services, and other maintenance for CR 13B until November 1, 2013. This number is calculated by using the 2009 routine maintenance annual costs for County Roads in Washington County ($8,350.02 per mile). 5. The County will prepare, let, inspect, pay for and administer a project in 2013 on the subject road for crack sealing of any cracks in the 2011 Pavement Reclamation subject to review and approval by the City Engineer. 6. By November 1, 2011, the County will perform tree and brush pruning as required to ensure a safe and properly maintained road on CR 13B. 7. As consideration to the City for this Agreement, the County shall transfer to the City all public road rights of way and road easements for the delineated roadway it currently possesses. The County shall provide a right-of-way map for the transferred CR 136 by November 1, 2011. General 8. After transfer of jurisdiction is accomplished, the City shall own and be solely responsible for the maintenance of all storm water systems and culverts located within the transferred portions of CR 13B road right-of-way. 9. By November 1, 2011, the County shall transfer to the City all construction and maintenance records of CR 136. 10. The transfer of jurisdiction over the road will be December 31, 2011. This date may be amended through agreement by both parties. 11. The parties agree that Item Numbers 1 — 7 of this Agreement are conditions precedent to the formation of the contract and failure of any of these conditions shall render the whole Agreement null and void. The parties further agree that all other provisions of the Agreement are conditions subsequent and the failure of one party to fulfill its obligations under any of these provisions shall entitle the other party to maintain any action in law or equity to enforce those provisions of the Agreement. 12. This Agreement sets forth the entire agreement between the parties hereto with respect to the subject matter hereof and full supersedes any and all prior agreements or understandings between the parties and no change in, modification of, or addition, amendment or supplement to this Agreement shall be valid unless set forth in writing and signed and dated by each party hereto. 2 of 4 WASHINGTON COUNTY, MINNESOTA Gary Kriesel, Chair Date Board of Commissioners James R. Schug Date County Administrator Recommended for Approval: Donald J. Theisen Date County Engineer Approved as to form: Assistant County Attorney Date 3 of 4 CITY OF LAKE ELMO, MINNESOTA Dean Johnston Mayor Date Bruce Messelt Date City Administrator Recommended for Approval: Jack Griffin City Engineer Approved as to form: Attorney RA -runback Action ListWurisdIctIonal Transfer Agreement 13B.doc Date Date 4 of 4 CITY OF - LAKE ELMO•MAYOR & COUNCIL COMMUNICATION AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: CONSENT ITEM #: MOTION 4/19/2011 5 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 Subcomm 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. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. 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 Subcommittees 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. STAFF REPORT: City staff prepared a Request for Proposals (attached) and actively solicited four recommended firms for consideration, following applicable City policies prior to executing any limited -duration (scope and maximum expenditure) contract. Only one of the four identified firms responded with a qualified bid (attached) and no other unsolicited flans responded. An informational meeting was held with the qualified respondent on Tuesday, April 12th, 2011 with the 2011 Personnel Subcommittee. Based upon their recommendation, the City Council, at -- page 1 -- City Council Meeting March lst, 2011 Authorize Professional Services for Organizational- and Personnel -Related Matters Consent Agenda Item # 5 its April 12th, 2011 Workshop, directed City staff to proceed with tonight's action and authorize the contractor to begin efforts in earnest. 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. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss or amend the recommended 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 meeting]." ATTACHMENTS; 1. Request for Proposals 2, Response from Springsted, Inc. 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 -- 4 ' CITY OF LAKE ELMO City of Lake Elmo, 3800 Laverne Avenue North • Lake Elmo, MN 55042 • wvvw.lakeelmo,org Phone: (651) 777-5510 • Fax: (651) 777-9615 March 25th, 2011 ** Corrected Version (Contact Information and Tirneline) ** Request for Proposals for Human Resources/Organizational Assessment Services I. 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 governinent 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 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 ofLake Elmo, Minnesota Request,for Proposals for Human Resources and March, 18th, 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 coming 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 assist the City Administrator in reviewing proposals received. B. Pursuant to previous City Council authorization, the City Administrator is authorized to select the proposal it believes would best meet the City's needs. C. Pending a mutually agreeable contract arrangement, the City Administrator 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 1st, 2011. Please forward proposals to: City Administrator City of Lake Elmo, MN 3800 Laverne Ave N Lake Elmo, MN, 55042 0: (651) 777-5510 F: (651) 777-9615 bruce.messeltalakeelmo.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.messeltalakeelmo.ora prior to the submission deadline. Responses will be shared with all interested responders to the RFP. City of Lake Elino, .Minnesota Request for Proposals for Human Resources and March, 1.8t1t, 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 Staffthat 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 ()Rake Elmo, Minnesota Requesilbr Proposals for Human Resources and March, 184 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. March 25th, 2011 2. April 1st, 2011 3, April 4th, 2011 4. April 4th, 2011 5, April 25th - 29th, 2011 6. May 2nd, 2011 Attest: BAM 3/25/2011 Distribute RFP (4:00 p.m.) Deadline for receipt of RFP Review proposals and select Service Provider Begin Project Briefing to Personnel Subcommittee (exact date TBD) Recommendation to City Council -- page 4 -- APR - 1 ‘ZUll Proposal City of Lake Elmo, Minnesota Proposal to Conduct a Human Resources/Organizational Assessment Services April 1, 2011 Table Contents of LETTER QFTRANSMITTAL 1 DESCRIPTION QFTHE FIRM AND QUALIFICATIONS ....................................... 1 Historyand Leadership .......................................................................................... 1 Organizational Managementand Human Resources ............................................. 1 2 SIMILAR STUDIES AND REFERENCES ........... ............ ~~................................ 2 3 PROJECT APPROACH AND TIMELINE .................... ......... ............. ................ .4 Study'—^'—^^^^—'''—^^--^—'—'^^---'^^^—^^^^^^^^^^^^~^' 4 Project^^—~--^^'~^'—^--^^^^^—^^^~^^^^^^~—^^^^^'—^'^^'� ' DataCollection .............. .......... .......................... ................................................... 5 Analysis, Findings and Recommendations ................................B ESTIMATED COST AND PAYMENT SCHEDULE ................... .~~................... 12 Mission Statement DOringstOd provideshigh quality, independent financial and management advisory services t0public and non-profit organizations, and works with them iDthe long-term process Ufbuilding their communities 0O8fiscally sound and well -managed basis. �r�� Table of Contents LETTER OFTRANSMITTAL DESCRIPTION OFTHE FIRM AND QUALIFICATIONS ....................................... 1 History and Leadership ......... 2 SIMILAR STUDIES AND REFERENCES~~~~~~^�~�~~~~—~... 2 PROJECT APPROACH AND TIMELINE .................... ......... .............................. 4 StudyObjectives.......... ,.... ...... ~.......... .~`.`,.......... .......... ~................ 4 Project| ................ .................... ................. .................. ....... ................. 4 DataCollection ............... ...... .......................................... ..... —5 Analysis, Findings and Recommendations.........--...........—.--- ESTU0ATEDCOSTANDPAYMENTSCMEDDLE~.~~—~._..~~~~.~~_~~12 Mission Statement $DhOQGtedprovides high quality, independent financial and management advisory services to public and non-profit organizations, and works with them in the long-term D0Ce8S of building their communities V08fiscally sound and well -managed basis, Spring;te;lIncorporatet.; 380 Jackson Street, Suite 300 Saint Pau;. MN 85101-2887 Tel: 681223.3000 Fax: 851.223.3002 www:springsteciAn LETTER OF TRANSMI1 1 AL April 1, 2011 Mr. Bruce Messelt, City Administrator City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, Minnesota 55042 Re: Request for Proposal to Conduct a Human Resources/Organizational Assessment Services Dear Mr. Messelt: Springsted is pleased to present this proposal to conduct a human resources and organizational assessment of the City's financing and accounting services and activities. Our firm has assisted numerous jurisdictions in Minnesota and throughout the United States in addressing a wide variety of organizational and staffing issues. Springsted has the staff and expertise to furnish the services required for this analysis. Recent Springsted staff additions have strengthened our capacities and capabilities in assisting and advising local governments on critical and important human resources issues. Our staff s experience working in city government — combined with our consulting work for many local governments in Minnesota, including the City of Lake Elmo — provides us with significant insight into the operations and staffing issues being faced by municipal officials. As such, our management consulting services practice provides the depth and breadth of knowledge and skills on a variety of organizational topics, which will provide valuable support for us in completing this analysis. The qualifications of our firm along with a scope of services, study methodology, project timeframe and resumes of the consulting team are included in this work plan. If there is additional information you desire in your consideration of our proposal, please let us know. We look forward to working with the City of Lake Ehno on this important project. If you have any questions, please do not hesitate to contact us. Thank you. Respectfully submitted, cfinft olEntosibelt Ann S. Antonsen, Vice President Consultant Idr Description of the Firm and Qualifications 1. Description of the Firm and Qualifications History and Leadership Organizational Management and Human Resources Springsted is one of the largest and most established independent public sector advisory firms in the United States. For over half a century, we have continually grown in the range of our client relationships, the comprehensiveness of our services and our prominence within the industry. Our managed growth is focused on providing clients with a balance of national perspective and local expertise. Springsted is a certified Women Business Enterprise (WBE) with the City of Saint Paul, Minnesota. Three employee -owners lead Springsted. Our headquarters are located in Saint Paul, Minnesota, with additional offices located close to our clients throughout the Midwest and Mid -Atlantic states. Public entities are under a great amount of pressure to deliver high quality services in a fiscally constrained environment. Traditional methods and means do not necessarily work anymore and this scenario is not likely to change at any time in the future. To that end, elected officials and public administrators are under pressure to employ new and innovative solutions that require progressive leadership, creative partnerships, cautious risk taking and an investment in their personnel and organizational foundation. Success in the public sector is hard to define, but those public entities that enhance and enrich their people, their process and their systems are more likely to deliver more value by maximizing the use of public resources thus achieving more success in the marketplace of public opinion. Springsted's staff has been advising our clients in organizational development for over 25 years. We have a strong staff with direct experience in managing and leading local city and county governments. Our team of professionals brings practical, realistic and creative solutions to the challenges faced by public entities. Our Hinman Resource focus is in the area of position classification, compensation and performance evaluation. Our work is competitive, current, court tested and copyrighted to deliver pragmatic outcomes. Our Organizational Management focus ranges from executive recruitment, group facilitation, strategic planning, budget analysis, resource sharing and building collaborations to organizational improvement, facilities/property management analyses and efficiency studies. in the area of Employee Classification, our systems are both court tested and copyrighted to deliver pragmatic outcomes. Our services are designed to deliver successful management results for today's governance climate. City of Lake Elmo, Minnesota. Proposal to Conduct a Human Resources/Organizational Assessment Services Description of the Firm and Qualifications Description of the Firm and Qualifications History and Leadership Organizational Management and Human Resources Springsted is one of the largest and most established independent public sector advisory firms in the United States. For over half a century, we have continually grown in the range of our client relationships, the comprehensiveness of our services and our prominence within the industry. Our managed growth is focused on providing clients with a balance of national perspective and local expertise. Springsted is a certified Women Business Enterprise (WEE) with the City of Saint Paul, Minnesota. Three employee -owners lead Springsted. Our headquarters are located in Saint Paul, Minnesota, with additional offices located close to our clients throughout the Midwest and Mid -Atlantic states. Public entities are under a great amount of pressure to deliver high quality services in a fiscally constrained environment. Traditional methods and means do not necessarily work anymore and this scenario is not likely to change at any time in the future. To that end, elected officials and public administrators are under pressure to ernploy new and innovative solutions that require progressive leadership, creative partnerships, cautious risk taking and an investment in their personnel and organizational foundation. Success in the public sector is hard to define, but those public entities that enhance and enrich their people, their process and their systems are more likely to deliver more value by maximizing the use of public resources thus achieving more success in the marketplace of public opinion. Springsted's staff has been advising our clients in organizational development for over 25 years, We have a strong staff with direct experience in managing and leading local city and county governments. Our team of professionals brings practical, realistic and creative solutions to the challenges faced by public entities. Our Human Resource focus is in the area of position classification, compensation and performance evaluation. Our work is competitive, current, court tested and copyrighted to deliver pragmatic outcomes. Our Organizational Management focus ranges from executive recruitment, group facilitation, strategic planning, budget analysis, resource sharing and building collaborations to organizational improvement, facilities/property management analyses and efficiency studies. in the area of Employee Classification, our systems are both court tested and copyrighted to deliver pragmatic outcomes. Our services are designed to deliver successful management results for today's governance climate. City ol Lake Elmo, Minnesota, Proposal to Conduct a Human ResourcesiOrganlzational Assessment Services Similar Studies and References 2 2. Similar Studies and References References Springsted has provided many communities with a staffing analysis and other similar organizational studies. City of Virginia, Minnesota Finance Study John Tourville, Director of Operations 218-749-3562 The City of Virginia, Minnesota retained Springsted Incorporated in 2005 to review the operations of the City's Finance Department and its fiscal policies to identify actions the City could take to increase the fiscal accountability of its operations and enterprise activities. The review identified organizational findings and recommended a series of actions for the Finance Department encompassing financial reporting, adoption of fiscal policies, and staffing. Implementation measures included a recommended work plan for the Finance Department. Minneapolis Public Schools, Minnesota Finance Department Study Ms. Peggy Ingison, Chief Financial Officer 612-668-0314 Springsted Incorporated was retained by the Minneapolis Special District No. 1 to conduct a study of the Finance Department. The specific objectives identified for the study were to review work processes to project staffing needs and deployment, to assess the effectiveness of internal controls, and recommend changes that would increase efficiency and effectiveness of the Finance Department City of St. Louis Park, Minnesota Facilities Maintenance Study Nancy Deno, Deputy City Manager/HR Manager 952-924-2519 The City of St. Louis Park, Minnesota retained Springsted in the fall of 2010 to review how the City provides its facilities maintenance and building custodial services. The review included interviews with City staff, both the providers and the users of the services. Study recommendations included revision of the organizational structure, reporting relationships and staffing levels and assignment. City of Lake Elmo, Minnesota Proposal to Conduct a Human ResourcesiOrganizational Assessment Services Similar Studies and References City of Melrose, Minnesota City-wide Study Karen Thostenson, Assistant City Administrator/Treasurer 320-256-1960 Springsted Incorporated was retained by the City of Melrose to conduct an evaluation of the City and Utility staffing levels, assignment and reporting relationships of personnel, allocation of resources, duplication or redundancy of services, and optimal and future staffing needs. Recommendations included revision of organizational structure, necessary current and future staffing needs based on City and Utility projections. City of Mahtomedi, Minnesota Fire Study Scott Neilson, City Administrator 651-426-3344 The City of Mahtomedi hired Springsted Incorporated to conduct an analysis of the staffing levels in its Fire Department based on the required/desired level of services. Reconunendations included hiring a full-time Fire Chief and full-time Fire Fighter to meet the service needs of the community and those communities for which the department provided fire, ambulance and inspection services. City of Lake Elmo, Minnesota. Proposal to Provide A Human Resources/Organizational Assessment Services Similar Studies and References City of Melrose, Minnesota City-wide Study Karen Thostenson, Assistant City Administrator/Treasurer 320-256-1960 Springsted Incorporated was retained by the City of Melrose to conduct an evaluation of the City and Utility staffing levels, assigrunent and reporting relationships of personnel, allocation of resources, duplication or redundancy of services, and optimal and future staffing needs. Recommendations included revision of organizational structure, necessary current and future staffing needs based on City and Utility projections. City of Mahtomedi, Minnesota Fire Study Scott Neilson, City Administrator 65] -426-3344 The City of Mahtomedi hired Springsted Incorporated to conduct an analysis of the staffing levels in its Fire Department based an the required/desired level of services. Recommendations included hiring a full-time Fire Chief and full-time Fire Fighter to meet the service needs of the community and those conununities for which the department provided fire, ambulance and inspection services. City of Lake Elmo, Minnesota. Proposal lo Provide A Human ResourcestOrganizational Assessment Services Project Approach and Timeline 4 3. Project Approach and Timeline Study Objectives The City of Lake Elmo is seeking an objective review arid analysis of the financing and accounting services and activities of the City's Finance Department and the requirements for current and future staffing, processes, organization and contract support to provide the required financial services effectively and efficiently. The services and functions of this department have undergone considerable change over the past few years. Along with this, the City is expected to experience significant growth in the future Project Initiation Specific areas to be included as part of the review and analysis include: • Review of current and historical operations to obtain baseline information regarding City finance functions and services. * An evaluation of existing staffing (both employee and contract services) levels to determine if the current levels are appropriate and sufficient to accomplish the City's goals arid short- and long-range plans. • An evaluation of optimal staffing levels given the City's goals, objectives and long term plans. • Identify major issues and concerns and efficiency and effectiveness of current and future operations. Outcomes of this study are to determine the baseline level of existing services, outline the desired services and service levels (with input from City staff and other organizations) and to determine if the services can be streamlined, more efficient, more effective with the optimal customer service possible. Springsted presents the following scope of services to accomplish the City's objectives. The consulting team will meet with the City Administrator and other designated staff and officials to establish working relationships and to finalize a comprehensive work plan, expected outcomes and a timetable for this study. Springsted will also request that the City designate a staff person to be the consultant's primary point of contact. This individual will also coordinate the collection of the data identified in this scope of services and organize and schedule meetings needed to interview staff and perform the work. The purposes of these initial meetings are to: 1. Discuss the background and experience of Springsted and the Project Team, 2. Discuss, in detail, the methodology to be used in conducting the study, the role of the consultant and City staff and the amount and type of Employee participation. 3. Identify the major issues the City wants to address, 4. Review the project schedule and determine significant milestones. 5. Determine the frequency and content of status reports. 6. Discuss how the final report should be delivered. City of Lake Elmo, Minnesota, Proposal to Conduct a Human Resources/Organizational Assessment Services Prolect Approach and Timeline After the initial meeting, individual interviews will be conducted with the key personnel, including elected officials, City staff and contract service providers. In addition, a sample of customers (service users) will be surveyed for their perspective and input into the level, amount and overall service currently being provided and the desired level of service. Interviews and field work will also gauge the effectiveness of the current staffing levels and department structure as well as identify strengths and areas of need within the department and service areas. Other types of information to be collected and possible areas of focus during the interviews include: • Identify services and the level of service the City now provides and define the assumed mix and level of service the City expects to provide in the future as defined by their established goals and short- and long-range plans. • Adequacy of current full, part and contract staffing to meet existing workload, e.g. number and types of positions, employee training and certifications, etc. • Variability of department workload, e.g. seasonal fluctuations and projected increases or decreases in workload based on anticipated changes in the City. • Effectiveness and efficiency of the existing organizational structure, including lines of authority; work rules and policies; scheduling to meet service demands; process for tracking the quality, quantity and level of services provided, etc. Data Collection As part of this study, Springsted will want to obtain background information for review and analysis. This information will include, but not be limited to: • The current organizational structure(s) • Current staffing levels and job descriptions • Use of overtime and compensatory time by affected employees • Personnel policies and labor union agreements, if applicable • Short- and long-range goals of the City • The adopted 2011 budget and actual budget information for 2009 and 2010 • Dernographic information and population projections for the City • Historical data related to organizational structure and staffing levels The consulting team will collect data from other cities, agencies or organizations that are comparable to the City of Lake Elmo. This baseline of comparison, or benchmarking, can provide a good comparative analysis for the City. The participants will be selected based on a variety of factors which may include size, geographic location, organizational structure, service provision, growth factors, etc, The consulting team will work with the City to identify the cities to include in this survey. City of Lake Elmo, Minnesota, Proposal so Conduct a Human Resources/Organizational Assessment Services Project Approach and Timeline After the initial meeting, individual interviews will be conducted with the key personnel, including elected officials, City staff and contract service providers. In addition, a sample of customers (service users) will be surveyed for their perspective and input into the level, amount and overall service currently being provided and the desired level of service. Interviews and field work will also gauge the effectiveness of the current staffing levels and department structure as well as identify strengths and areas of need within the department and service areas. Other types of information to be collected and possible areas of focus during the interviews include: • Identify services and the level of service the City now provides and define the assumed mix and level of service the City expects to provide in the future as defined by their established goals and short- and long-range plans. • Adequacy of current full, part and contract staffing to meet existing workload, e.g. numberand types of positions, employee training and certifications, etc. • Variability of department workload, e.g. seasonal fluctuations and projected increases or decreases in workload based on anticipated changes in the City. • Effectiveness and efficiency of the existing organizational structure, including lines of authority; work rules and policies; scheduling to meet service demands; process for tracking the quality, quantity and level of services provided, etc. Data Collection As part of this study, Springsted will want to obtain background information for review and analysis. This information will include, but not be limited to: • The current organizational structure(s) • Current staffing levels and job descriptions • Use of overtime and compensatory time by affected employees • Personnel policies and labor union agreements, if applicable • Short- and long-range goals of the City • The adopted 2011 budget and actual budget information for 2009 and 2010 • Demographic information and population projections for the City • Historical data related to organizational structure and staffing levels The consulting team will collect data from other cities, agencies or organizations that are comparable to the City of Lake Elmo. This baseline of comparison, or benchmarking, can provide a good comparative analysis for the City. The participants will be selected based on a variety of factors which may include size, geographic location, organizational structure, service provision, growth factors, etc. The consulting team will work with the City to identify the cities to include in this survey. Cify of take Elmo, Minnesota. Proposal to Conduct a Human Resources10rganizalional Assessment Services Project Approach and Timeline 6 Analysis, Findings and Recommendations Final Report and Presentation Springsted's analysis will include findings and recommendations on service provision, structure, staffing and other information that arises through the course of the study. The existing organizational structure will be evaluated, considering current staffing levels, duties and responsibilities of positions, work load, work flow and generally -accepted practices and principles of comparable municipal government operations. Springsted will also provide the City with recommendations that could improve the effectiveness and efficiency of the department operations. The recommendations will also include an assessment of general issues and factors that influence organizational and operational culture. Springsted will prepare a report of study findings and recommendations. A draft of the report will be presented to the City Administrator (and other designated individuals) in advance of its completion. This step may produce changes or adjustments in the findings and recommendations and these edits will be made prior to finalizing the report. The final report and recommendations will be made available electronically at the conclusion of the study and copies of the report will he provided to the City. City of Lake Elmo, Minnesota, Proposal to Conduct a Human Resources/Organizational Assessment Services Key Staff and Team Members 7 4. Key Staff and Team Members Gerald "Jerry" Sorenson, Director of Bond Services, brings his knowledge and administration skill sets to our Bond Services Group. As Director, he oversees our team of analysts and administrative support personnel as they are prepare Official Statements and conduct bond sales for tax-exempt and taxable financings. Mr. Sorenson was previously a finance director, director of administrative services and assistant and interim city manager. He has overseen Finance Departments and Human Resources Departments, as well as Data Processing and Operations Departments. He is a recipient of the 2002 League of Minnesota Cities C.C. Ludwig and Leadership Award, which recognizes one elected official and one municipal employee annually for their leadership and contributions to improving their municipality, improvements to municipal government and leadership and service to their citizens and communities. He has a bachelor's degree in Accounting and Business Administration from the University of Minnesota — Moorhead. Contact Information: 651-223-3062 651-268-5062 fax jsorenson@springsted.com 380 Jackson Street, Suite 300 Saint Paul, Minnesota 55101 Ann Antonsen, Vice President and Consultant, will serve as the project manager and the City's primary contact for this project. She will coordinate the Springsted project team to ensure that all work products meet the City's needs and objectives. Ms. Antonsen has a strong background in organizational management and human resources that she uses effectively in developing position analyses, classification and compensation studies, performance evaluation studies and in conducting executive search efforts for the public sector. She has over 18 years of experience in developing classification and compensation plans for public entities throughout the country. Contact Information: 651-223-3057 651-268-5057 fax aantonsen@springsted.com 380 Jackson Street, Suite 300 Saint Paul, Minnesota 55101 Rebecca J. "Becca" Edberg, Project Manager, joined Springsted's Management Consulting Group in the fall of 2008. She specializes in all facets of Human Resources, including classification and compensation studies and benefits review. Ms. Edberg has a degree in Human Resources Management Cky of Lake Elmo, Minnesota, Proposal to Conduct a Human Resources/Organizational Assessment Services Key Staff and Team Members 4. Key Staff and Team Members Gerald "Jerry" Sorenson, Director of Bond Services, brings his knowledge and administration skill sets to our Bond Services Group. As Director, he oversees our team of analysts and administrative support personnel as they are prepare Official Statements and conduct bond sales for tax-exempt and taxable financings. Mr. Sorenson was previously a finance director, director of administrative services and assistant and interim city manager. He has overseen Finance Departments and Human Resources Departments, as well as Data Processing and Operations Departments, He is a recipient of the 2002 League of Minnesota Cities C.C. Ludwig and Leadership Award, which recognizes one elected official and one municipal employee annually for their leadership and contributions to improving their municipality, improvements to municipal government and leadership and service to their citizens and communities. He has a bachelor's degree in Accounting and Business Administration from the University of Minnesota — Moorhead. Contact Infon-nation: 651-223-3062 651-268-5062 fax jsorenson@springsted.COM 380 Jackson Street, Suite 300 Saint Paul, Minnesota 55101 Ann Antonsen, Vice President and Consultant, will serve as the project manager and the City's primary contact for this project. She will coordinate the Springsted project team to ensure that all work products meet the City's needs and objectives. Ms. Antonsen has a strong background in organizational management and human resources that she uses effectively in developing position analyses, classification and compensation studies, performance evaluation studies and in conducting executive search efforts for the public sector. She has over 18 years of experience in developing classification and compensation plans for public entities throughout the country. Contact Information: 651-223-3057 651-268-5057 fax aantonsen@springsted.com 380 Jackson Street, Suite 300 Saint Paul, Minnesota 55101 Rebecca J. "Becca" Edberg, Project Manager, joined Springsted's Management Consulting Group in the fall of 2008. She specializes in all facets of Human Resources, including classification and compensation studies and benefits review. Ms. Edberg has a degree in Human Resources Management City of Lake Elmo, Minnesota. Proposal to Conduct a Human Resources/Organizational Assessment Services Key Staff and Team Members from Winona State University in Minnesota. Ms. Edberg will assist the Project Manager in data collection, research, analysis and developing the findings and recommendations. Contact Information: 651-223-3006 651-268-5006 fax redberg@springsted.com 380 Jackson Street, Suite 300 Saint Paul, Minnesota 55101 City of Lake Elmo, Minnesota. Proposal to Conduct a Human Resources/Organizational Assessment Services Key Staff and Team Members Gerald H. Sorenson Director of Bond Services Mr. Sorenson joined Springsted Incorporated in 2007, bringing his in-depth knowledge and administration skill sets to our Bond Services Group. As Director, he oversees our team of analysts and administrative support personnel as they are prepare Official Statements and conduct bond sales for tax-exempt and taxable financings. Under the direction of Mr. Sorenson, the Bond Services group continues to improve and update Springsted processes and methodologies to respond to ever evolving legal and market requirements. Mr. Sorenson was with the City of Moorhead, Minnesota for 37 years where he was finance director, director of administrative services and assistant and interim city manager. He has a hands-on understanding of the challenges that face our clients. He has overseen Finance Departments and Human Resources Departments, as well as Data Processing and Operations Departments, where he directed the assessment process and fleet management. Subsequent to his work with the City of Moorhead, Mr. Sorenson has provided consulting services to Moorhead and other cities. In 2002, the League of Minnesota Cities honored Mr. Sorenson with the C.C. Ludwig and Leadership Award. This award recognizes one elected official and one tnunicipal employee annually for their leadership and contributions to improving their municipality, improvements to municipal government and leadership and service to their citizens and communities. Education University of Minnesota Moorhead, Moorhead, Minnesota Bachelor of Science degree, with a double major in Accounting and Business Administration Affiliations Certified City Clerk while with the City of Moorhead, Minnesota: Minnesota Government Finance Officers Association international Government Finance Officers Association League of Minnesota Cities Served on the Revenue Resources Committee City of Lake Elmo, Minnesota, Proposal to Conduct a Human Resources/Organizational Assessment Services Key Staff and Team Members Gerald H. Sorenson Director of Bond Services Mr. Sorenson joined Springsted Incorporated in 2007, bringing his in-depth knowledge and administration skill sets to our Bond Services Group. As Director, he oversees our team of analysts and administrative support personnel as they are prepare Official Statements and conduct bond sales for tax-exempt and taxable financings. Under the direction of Mr. Sorenson, the Bond Services group continues to improve and update Springsted processes and methodologies to respond to ever evolving legal and market requirements. Mr. Sorenson was with the City of Moorhead, Minnesota for 37 years where he was finance director, director of administrative services and assistant and interim city manager. He has a hands-on understanding of the challenges that face our clients. He has overseen Finance Departments and Human Resources Departments, as well as Data Processing and Operations Departments, where he directed the assessment process and fleet management. Subsequent to his work with the City of Moorhead, Mr. Sorenson has provided consulting services to Moorhead and other cities. In 2002, the League of Minnesota Cities honored Mr. Sorenson with the C.C. Ludwig and Leadership Award. This award recognizes one elected official and one municipal employee annually for their leadership and contributions to improving their municipality, improvements to municipal government and leadership and service to their citizens and communities, Education University of Minnesota Moorhead, Moorhead, Minnesota Bachelor of Science degree, with a double major in Accounting and Business Administration Affiliations Certified City Clerk while with the City of Moorhead, Minnesota: Minnesota Government Finance Officers Association International Government Finance Officers Association League of Minnesota Cities Served on the Revenue Resources Committee Cily of Lake Elmo, Minnesota, Proposal to Conduct a Human Resources/Organizational Assessment Services Key Staff and Team Members Ann S. Antonsen Vice President Consultant 10 Ann Antonsen is an organization and management consultant, specializing in position analyses, classification and compensation studies, performance evaluation studies and in conducting executive search efforts for the public sector. She performs organizational studies, develops personnel policies and manuals and conducts organizational management training Ms. Antonsen has chosen to bring her wide-ranging skill sets to Springsted, where she will serve clients nationwide. With her strong background in Organizational Management and Human Resources, she will be dedicated to using her well -honed abilities to assist governmental agencies in developing and growing meaningful legacies. Ms. Antonsen has extensive experience in serving government organizations. Most recently, she has worked as a consultant with Labor Relations Associates, Inc., which has served the region for many years, providing management and human resources consulting services. Ms. Antonsen has provided human resources management services for large suburban communities and regional centers. She brings practical experience in handling the wide variety of issues that face public management. Additionally, she has related human resources experience in both public associations and private corporations. Education University of Minnesota, Minneapolis, Minnesota Bachelor of Arts in Psychology Continuing Legal Education Courses Professional International Public Management Association in Human Resources (IPMA) City of Lake Elmo, Minnesota, Proposal to Conduct a Human Resources/ONanizationel Assessment Services Key Staff and Team Members Rebecca J. Edberg Project Manager Rebecca Edberg joined Springsted in November of 2008, working as a Project Manager with the Management Consulting Services Team. She provides technical support and assistance to clients through our Human Resources Department, focusing on compensation studies, executive searches and organizational management projects. Ms. Edberg specializes in all facets of human resources, including classification and compensation as well as benefits reviews. She has prepared offer letters, non -disclosure and non -compete documents and has experience in employee hiring, preparing personnel policies, conducting human resources compliance and benefit reviews, and developing training programs. Prior to employment with Springsted, Ms. Edberg worked in various human resources departments within private for -profit and non-profit organizations, focusing on strategic management, workforce planning and employment, human resources development, employee rewards and employee relations and risk management. Education Winona State University, Winona, Minnesota Bachelor of Science Degree in Human Resources Management Affiliations Society for Human Resource Management Secretary and Active Member, 2002-present Twin Cities Hainan Resources Association Delta Sigma Pi Professional Fraternity - Vice President of Awards and Scholarship and Chapter Liaison, 2003-present Professional Professional in Human Resources Certification City of Lake Elmo, Minnesota. Proposal to Conduct a Human Resources/Organizational Assessment Services Key Staff and Team Members ti Rebecca J. Edberg Project Manager Rebecca Edberg joined Springsted in November of 2008, working as a Project Manager with the Management Consulting Services Team. She provides technical support and assistance to clients through our Human Resources Department, focusing on compensation studies, executive searches and organizational management projects. Ms. Edberg specializes in all facets of human resources, including classification and compensation as well as benefits reviews. She has prepared offer letters, non -disclosure and non -compete documents and has experience in employee hiring, preparing personnel policies, conducting human resources compliance and benefit reviews, and developing training programs. Prior to employment with Springsted, Ms. Edberg worked in various human resources departments within private for -profit and non-profit organizations, focusing on strategic management, workforce planning and employment, human resources development, employee rewards and employee relations and risk management, Education Winona State University, Winona, Minnesota Bachelor of Science Degree in Human Resources Management Affiliations Society for Human Resource Management Secretary and Active Member, 2002-present Twin Cities Human Resources Association Delta Sigma Pi Professional Fraternity - Vice President of Awards and Scholarship and Chapter Liaison, 2003-present Professional Professional in Human Resources Certification City of Lake Elmo, Minnesota, Proposal lo Conduct a Human Resources/Organizational Assessment Services Estimated Cost and Payment Schedule 5. Estimated Cost and Payment Schedule 1 Title-- - = i - - .171ouliyte Principal & Senior Officer $220 .... Project Coordinator & Assistant Vice President $190 1 Analyst j $155 I Associate $145 Support Staff ittialion_Support 50 12 Springsted Incorporated will bill the City at the above specified hourly rates. It is estimated that the fee for the performance of the tasks as outlined in this proposal will be approximately $6,750. In addition to the professional fee, Springsted will bill the City for out-of-pocket expenses such as travel, copying, etc. in an amount not -to -exceed S500. Payment for these services will be invoiced in full upon completion of the project. Clly of Lake Elmo, Minnesota. Proposal to Conduct a Human Resources/Omenlzational Assessment Services CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: 4/19/2011 REGULAR ITEM #: 7 MOTION Resolution 2011-017 AGENDA ITEM: Consider approving Resolution 2011-017, authorizing the Mayor City Administrator and to execute Contract No. 98460; an agreement with MnDOT for the Community Roadside Landscaping Partnership Program SUBMITTED BY: Kelli Matzek, Planner THROUGH: Bruce Messelt, City Administrator REVIEWED BY: Kyle Klatt, Planning Director SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to approve Resolution 2011-017, authorizing the Mayor and City Administrator to execute Contract No. 98460; an agreement with MnDOT for the reimbursement of up to $14,955 in landscaping materials for a proposed Highway 5 beautification project. This resolution is required by MnDOT to officially enter into the agreement and for the City to receive the reimbursement money after the project is complete. The suggestion motion is as follows: SUGGESTED "Move to approve Resolution 2011-017, authorizing the MOTION: Mayor City Administrator and to execute Contract No. 98460; an agreement with MnDOT for the Community Roadside Landscaping Partnership Program." BACKGROUND INFORMATION: In November of 2010, the City Council approved an application to participate in the MnDOT Community Roadside Landscaping Partnership Program and to authorize staff member, Kelli Matzek to serve as the primary contact person for the application. The MnDOT Community Landscaping Partnership Program provides a venue through which cities, residents, and the State work together on landscaping projects to beautify highway rights -of -way. The grant funds cover costs related to the purchase of landscaping materials while the City staff and community residents provide the manual labor. The City has utilized this same grant program to beautify areas along State Highway 5 on four previous occasions. The project completed in 2007 near Carriage Station Park resulted in the planting of 60 trees with assistance by approximately 35 volunteers. The project completed in 2008 was also successful and resulted in the planting of many shrubs and trees south of Carriage -- page 1 -- City Council Meeting April 19th, 2011 o ution 2011-017: Authorize Entering MnDO — greement for Landscaping Regular Agenda Item # 7 • 4' Station Park. The planting in 2009 resulted in $12,400 worth of landscaping material (paid for by MnDOT) beautifying Highway 5 and the Fields of St. Croix 2" Addition entrance. STAFF REPORT: The proposed project is located in two different areas of the City. The first location, with a planting date of Saturday, May 21st, is located on the north side of Highway 5 near the entrance to Wildflower Shores and west of the new roundabout. The second planting, with a date of Saturday, June 4111, is located on the south side of Highway 5 and just west of the Highway 5 and Manning Avenue intersection with a small continuation near the Fields of St. Croix 2" Addition entrance on the north side of the road. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve the agreement with MnDOT for the Community Roadside Landscaping Partnership Program by undertaking the following action: "Move to approve Resolution 2011-017, authorizing the Mayor City Administrator and to execute Contract No. 98460; an agreement with MnDOT for the Community Roadside Landscaping Partnership Program." Alternatively, the City Council does have the authority to table this item for future consideration, 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 2011-017, authorizing the Mayor City Administrator and to execute Contract No. 98460; an agreement with MnDOT for the Community Roadside Landscaping Partnership Program [as amended]." ATTACHMENTS: Resolution 2011-017 SUGGESTED ORDER OF BUSINESS.. Introduction of Item ........ ..... Report/Presentation.„....., ..... „..., Questions from Council to Staff Public Input, if Appropriate Call for Motion ..... Discussion Action on Motion.................,.... ..............., ........... ....... City Administrator ......... Kyle Klatt, Planning Director .....„.., ..................... Mayor & City Council Mayor Facilitates ......,.... ........ ...,....,.. ...... • Mayor & City Council Mayor Facilitates ................. ........ ....... Mayor & City Council — page 2 -- CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2011-017 A RESOLUTION AUTHORIZING THE CITY ADMINISTRATOR AND MAYOR TO ENTER INTO CONTRACT NO. 98460 WITH THE STATE OF MINNESOTA, DEPARTMENT OF TRANSPORTATION FOR REIMBURSEMENT OF LANDSCAPE MATERIALS TO BE UTILIZED ALONG STATE HIGHWAY 5 WHEREAS, the City of Lake Elmo applied for and was approved to receive a grant through the_Mn/DOT Roadside Landscape Partnership Program to landscape within the road right-of-way of State Highway 5; NOW THEREFORE BE IT RESOLVED, that the City of Lake Elmo enter into Agreement No. 98460 with the State of MinnesotarDepartment of Transportation for the following purposes: To provide for payment by the State to the City of the State's share of the costs of the landscape materials acquisition to be installed along and adjacent to Trunk Highway No. 5 from 300 feet west of Iris Ave. to 300 feet east of Iris Ave. and along Trunk Highway No. 5 from 1000 feet west of Little Bluestem Trail to 200 feet west of County State Aid Highway No. 14 within the corporate City limits under State Project No, 8214-969F. BE IT FURTHER RESOLVED, that the Mayor and the City Administrator are authorized to execute the Agreement and any amendments to the Agreement. ADOPTED BY the Lake Elmo City Council on the 19t day of April, 2011. ATTEST: Dean A. Johnston, Mayor Bruce Messelt, City Administrator CERTIFICATION I certify that the above Resolution is an accurate copy of the Resolution adopted by the Council of the City of Lake Elmo at an authorized meeting held on the 19th day of April, 2011, as shown by the minutes of the meeting in my possession. Signed: Subscribed and sworn to before me (Signature) this day of April, 2011. Notary Public (Type or Print Name) My Commission Expires (Title) 4 CITY OF LAKE ELMO AYOR & COUNCIL COMMUNICATION DATE: REGULAR ITEM #: MOTION 4/19/11 8 AGENDA ITEM: Authorization to Purchase Landscape Material for MnDOT Landscape Partnership Program Planting SUBMITTED BY: Kelli Matzek, Planner THROUGH: Bruce Messelt, City Administrator REVIEWED BY: Kyle Klatt, Planning Director SUMMARY AND ACTION REQUESTED; The City Council is respectfully requested to authorize the purchase of landscape material for the MnDOT Landscape Partnership Program planting project. The recommended motion to act on this is as follows: SUGGESTED "Move to direct staff to purchase material from Abrahamson MOTION: Nursery with a two year warrantee for the MOOT Landscaping Projects this spring." BACKGROUND INFORMATION: The MnDOT Community Landscaping Partnership Program provides a venue through which cities, residents, and the State work together on landscaping projects to beautify highway rights -of -way. The grant funds cover costs related to the purchase of landscaping materials while the City staff and community residents provide the manual labor, The City has utilized this same grant program to beautify areas along State Highway 5 on four previous occasions, In November of 2010, the City Council approved an application to participate in the MnDOT Community Roadside Landscaping Partnership Program and to authorize staff member, Kelli Matzek to serve as the primary contact person for the application. The proposed project is located in two different areas of the city. The first location, with a planting date of Saturday, May 21st, is located on the north side of Highway 5 near the entranee to Wildflower Shores and west of the new roundabout, The second planting, with a date of Saturday, June 4th, is located on the south side of Highway 5 and just west of the Highway 5 and Manning Avenue intersection with a small continuation near the Fields of St. Croix 2nd Addition entrance on the north side of the road. -- page 1 -- City Council Meeting Authorize P1Jiase of Landscape Material April l9th, 2011 Regular Agenda Item # 8 STAFF REPORT: Pricing of materials was requested from five companies - three of which responded prior to the writing of this report. Vendors were requested to provide pricing for material meeting MnDOT specifications, to specify pricing with and without a warrantee if offered, and to identify if a delivery fee is applicable as well, The following summarizes the information received: • Abrahamson Nursery - $11,779 with 2 year warrantee; $10,515 without a warrantee • Bachman Wholesale - S7,284 without a warrantee; omitted fourteen trees, rodent guard, compost and woodchips • Grove Nursery - $7,578.45 without a warrantee; omitted rodent guard, compost and woodchips; altered container size (made larger with one exception); changed a B&B to a container size Abrahamson Nursery was the only submission received that provided a dollar amount for each of the items requested without a change of container size or omitting something from the requested list of materials. The total amount priced by Abrahamson Nursery is $11,779 with a two year warrantee on all the landscape material or $10,515 for no warrantee, Staff is recommending accepting the proposal by Abrahamson nursery with the warranty. Abrahamson nursery had a competitive and complete price provided and it was the only complete submission, based on the materials and sizes identified in the project. If the warranty is also secured, the pricing still falls well below the $14,955 limit identified in the grant agreement for this project. Of note: A warranty was acquired through this grant on the material used in the 2009 planting project. This was found to be useful, as four trees have died and are being replaced by Abrahamson Nursery this spring. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council authorize purchase of material from Abrahamson Nursery by undertaking the following action "Move to direct staff to purchase material from Abrahamson Nursery with a two year warrantee for the MnDOT Landscaping Projects this spring." Alternatively, the City Council may choose a different company, should a warrantee be considered unnecessary. If this option is chosen, staff will need to confirm with MnDOT that the alterations made by the other companies still meet the required MnDOT specifications and reschedule this item for future Council consideration. page 2 -- City Council Meeting ATTACHMENTS: None ' Authodze Purchase o[Landscape Material Regular Agenda Item # 8 SUGGESTED ORDER OFS.' Introduction ofItem ................... .......................................... __� �� Administrator ^ ...—.........—...—.......Kvle Planning Director Questions from Council k) Stnff.....,....—.,...^^..,. Mayor & City Council Public Input, if Appropriate ..................................................... Mayor Facilitates Caltfoz M0tioDl.—............—...........,......— Mayor & City Council [)iDuuasiVn....................................—...... Mayor Facilitates — page 3— A gh, CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION AGENDA ITEM: SUBMITTED BY: THROUGH; REVIEWED BY: DATE: 4/19/2011 REGULAR ITEM #: 9 MOTION Resolution No. 2011-016 2011 Street and Water Quality Improvements — Accepting the Bids and Awarding the Contract Ryan Stempski, Assistant City Engineer Bruce Messelt, City Administrato Jack Griffin, City Engineer Tom Bouthilet, Finance Director vi( SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to accept bids and award a contract for the 2011 Street and Water Quality Improvements. The recommended motion to act on is as follows: SUGGESTED MOTION: "Move to approve Resolution No. 2011-016, Accepting the Bids and Awarding a Contract to Hardrives, Inc. for the 2011 Street and Water Quality Improvements per the Engineers Letter of Recommendation for the Award of the Contract." BACKGROUND INFORMATION: At the December 7, 2010, City Council Meeting, Council authorized the preparation of Plans and Specifications to address street and water quality improvements for the Tartan Meadows and David Nelson Estates neighborhoods. At the February 1, 2011, City Council Meeting, Council authorized the preparation of Plans and Specifications for a "Shape and Pave" Improvement to provide a bituminous surfaced roadway for the existing gravel roadway for 50th Street and Kimbro Avenue, These improvement projects have been combined together to comprise the 2011 Street and Water Quality Improvements to take enhance the bidding environment through an economies of scale. The City Council approved the Plans and Specifications for the 2011 Street and Water Quality Improvements on March 15, 2011 and authorized staff to advertise the project for bids, STAFF REPORT: Bids were received, publicly opened, and read aloud on April 12, 2011. TKDA has prepared and attached the Bid Tabulation worksheet and a Letter of Recommendation -- page 1 -- City Council Meeting April 19, 2011 2011 Street and Water Quality Improvements Icept Bids and Award Contract Agenda Item # 9 for the Award of the Contract. It is hereby recommended that Council award the contract to the lowest responsible bidder, Hardrives, Inc., as outlined in the Engineers Recommendation of the Award of the Contract. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council move to accept bids and award a contract for the 2011 Street and Water Quality Improvements by undertaking the following action: "Move to approve Resolution No. 2011-016, Accepting the Bids and Awarding a Contract to Hardrives, Inc. for the 2011 Street and Water Quality Improvements per the Engineers Letter of Recommendation for the Award of the Contract." Alternatively, the City Council does have the authority to table this item for future consideration, or further discuss, deliberate and/or, if appropriate, amend the recommended motion or resolution prior to taking action. If the latter, the suggested motion would be: "Move to approve Resolution No. 2011-016, Accepting the Bids and Awarding a Contract to Hardrives, Inc. for the 2011 Street and Water Quality Improvements per the Engineers Letter of Recommendation for the Award of the Contract [as amended]." ATTACHMENTS: 1. Resolution No. 2011-016 2. Engineers Letter of Recommendation for Award of Contract SUGGESTED ORDER OF BUSINESS: Introduction of Item Report/Presentation... „ ........ Questions from Council to Staff Public Input, if Appropriate ...... . Call for Motion „...... ...... ,........ Discussion ..... .......................... Action on Motion .......... ..... City Administrator ...... ............ ..... ,...... ....... ....... CityEngineer ................ ......... ....... ..... Mayor & City Council ....... ...... „„..„........ ......... .,......Mayor Facilitates ....... ...... , .............. ..„„... Mayor & City Council ..... ..,................. ..... ......, ........ Mayor Facilitates Mayor & City Council -- page 2 — - CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2011-016 A RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CONTRACT WHEREAS, pursuant to an advertisement for bids for the 2011 Street and Water Quality Improvements, 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, Hardrives, Inc.; NOW, THEREFORE, BE IT RESOLVED, 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 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. Date: ATTEST: Bruce A. Messelt City Administrator , 2011 CITY OF LAKE ELMO By: Dean A. Johnston Mayor Resolution No. 2011-016 CERTIFICATION 1 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 19th day of April 2011, as shown by the minutes of said meeting in my possession. Sharon Lumby City Clerk (Seal) Resolution No. 2011-016 2 TKDA ENGINEERING 4 ARCHITECTURE • PLANNING The right time. The right people. The right company. April 19, 2011 Honorable Mayor and City Council City of Lake Elmo, Minnesota Re: 2011 Street and Water Quality Improvements City of Lake Elmo, Minnesota TKDA Project No. 14732.001 444 Cedar Street, Suite 1500 Saint Paul, MN 55101-2140 (651) 292-4400 (651) 292-0083 Fax www.tkda,com Dear Mayor and City Council: Bids for the referenced project were received on April 12, 2011, at 2:00 pm with the following results. A complete Tabulation of Bids is enclosed for your information. Contractor Base Bid Hardrives, Inc. $469,524,99 T.A. Schifsky & Sons, Inc. $520,040,81 Northwest Asphalt, Inc. S598,749.51 Engineer's Estimate $570,324 Recommendation We recommend that you award the Contract to the lowest responsible bidder, Hardrives, Inc., for their base bid of $469,524.99, Please do not hesitate to contact me with any questions or comments you may have. Sincerely, Ryan W. Stempski, P.E. Project Manager Enclosure Cc: Jack W. Griffin An Employee Owned Company Promoting Affirmative Action and Equal Opportunity TABULATION OF BIDS 2011 STREET AND WATER QUALITY IMPROVEMENTS CITY OF LAKE ELMO, MINNESOTA TKDA PROJECT NO. 14732.001 BIDS OPENED: APRIL 12, 2011, 2:00 PM 'DENOTES ERROR IN BIDDERS CALCULATION ITEM NO. DESCRIPTION TKDA m...m.arms.a uMmec.....1..+a ENGINEER'S ESTIMATE HARDRIVES, INC.' T.A. SCHIFSKY & SONS, INC. NORTHWEST ASHPALT UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT TARTAN MEADOWS NEIGHBORHOOD 1 MOBILIZATION 1 LS $ 12,000.00 $ 12,000.00 $ 4,63225 $ 4,632.25 $ 9,700.00 $ 9,700.00 $ 6,800.00 $ 6,800.00 2 TRAFFIC CONTROL 1 LS $ 1,250.00 $ 1,250.00 $ 98823 $ 868.23 $ 978.50 $ 978.50 $ 950.00 5 950.00 3 SILT FENCE 285 LF $ 2.25 $ 64125 $ 2.69 $ 766.65 $ 1.95 $ 555.75 $ 4.75 $ 1,353.75 4 INLET PROTECTION 14 EA $ 200.00 $ 2,800.00 $ 96-82 $ 1,355.48 $ 90.00 $ 1,260.00 $ 150-00 $ 2,100.00 5 SAWCUT PAVEMENT (ALL TYPES) 1,012 LF $ 2.50 $ 2,530.00 $ 2,15 $ 2,175.80 $ 1.80 5 1,821.60 $ 3.00 $ 3,036.00 6 REMOVE & DISPOSE OF EXIST, BITUMINOUS PAVEMENT (DRIVEWAYS) 155 SY $ 325 S 503.75 5 4.30 $ 666.50 $ 2.06 $ 319.30 $ 5.00 $ 775.00 7 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT (FLUME) 2 EA $ 50.00 $ 100.00 $ 80.69 $ 161.38 $ 206.00 $ 412.00 $ 250.00 $ 500-00 8 REMOVE & DISPOSE OF EXIST_ CONCRETE PAVEMENT (DRIVEWAYS) 101 SY $ 7.00 $ 707.00 $ 5.38 $ 543.38 $ 6,18 $ 624.18 $ 5_00 $ 505.00 9 SUBGRADE CORRECTION 966 SY $ 4.00 $ 3,86400 $ 2.00 $ 1,932.00 $ 2.99 $ 2,888.34 $ 17,50I $ 16,905.00 10 RECLAIM EX. BIT. AND BASE MATERIALS, 8-INCH DEPTH 19,294 SY $ 0.95 $ 18,329.30 $ 0.80 $ 15,435.20 $ 0.77 $ 14,858.38 $ 1.00 $ 19,294.00 11 HAUL OUT EXCESS MILLINGS (LV) 1,084 CY $ 6.25 $ 6,775-00 $ 6.00 $ 6,504.00 $ 6.18 $ 6,699.12 $ 8.53 $ 9,214.00 12 SUBGRADE PREPARATION OF RECLAIMED SURFACE 49 RS $ 175.00 $ 8,575.00 $ 220.03 $ 10,781A7 $ 125-00 $ 6,125.00 $ 175.00 $ 8,575-00 13 2360 TYPE LV3 BITUMINOUS NON -WEARING COURSE 1,797 TN $ 59.00 $ 106,023.00 $ 48.95 $ 87,963.15 $ 58.00 $ 104,226.00 $ 5420 $ 97,397.40 14 2360 TYPE LV4 BITUMINOUS WEARING COURSE 1,537 TN $ 61.00 $ 93,757.00 $ 51.06 $ 78,479.22 $ 57.00 $ 87,609.00 $ 63.50 $ 97,599-50 15 BITUMINOUS MATERIAL FOR TACK COAT 860 GAL $ 3-00 $ 2,580.00 $ 2.14 $ 1,640.40 $ 2.00 $ 1,720-00 $ 3.00 $ 2,580-00 16 2360 TYPE LV4 BITUMINOUS WEAR COURSE, DRIVES 214 SY $ 17.50 5 3,745.00 $ 15-98 $ 3,419.72 $ 12.00 $ 2,568.00 $ 28-00 55,992.00 17 SAW & SEAL STREET (40' INTERVALS) 3,480 LF $ 1-95 5 6,786.00 $ 2.09 $ 7,273.20 $ 2.21 $ 7,690.80 $ 2,00 $ 6,960.00 18 ADJUST CATCH BASIN & INSTALL CONCRETE WINGS 13 EA $ 250,00 $ 3,250.00 $ 51127 $ 8,846-51 $ 669.50 $ 8,703.50 $ 800.00 $ 10,400.00 19 REPAIP. CASTING AND ADJUST CATCH BASIN & INSTALL CONCRETE WINGS 1 EA $ 400.00 $ 400.00 $ 809.61 $ 809.61 $ 669-50 $ 669.50 $ 1,300.00 $ 1,300.00 20 ADJUST MANHOLE 1 EA $ 200.00 $ 200.00 5 458.24 $ 458,24 $ 300.90 $ 300.00 $ 400.00 $ 400.00 21 6"CONCRETE DRIVE 134 SY $ 40.00 $ 5,360.00 5 46.26 $ 6,198.84 $ 46.35 $ 6,210.90 $ 48.00 5 6,432-00 22 CONCRETE CURB CUT FOR RAIN GARDEN 12 EA $ 250.00 $ 3,000.00 $ 263.58 $ 3,162.96 $ 412.00 $ 4,944.00 $ 350.00 $ 4,200.00 23 CLASS 3 RIP RAP WIGEOTEXTILE FABRIC 4 CY $ 100.00 $ 400.00 $ 102.21 $ 408.64 $ 113.30 $ 453.20 $ 100.00 $ 400.00 24 DITCH GRADING 210 LF $ 11-00 $ 2,310.00 $ 2.37 $ 497.70 $ 9.79 $ 2,055-90 $ 15.00 $ 3,150.00 25 IMPORT AND PLACE TOPSOIL 481 CY $ 15.00 $ 7,215.00 $ 14,52 $ 6,984.12 $ 12.36 $ 5,945,16 $ 25.00 $ 12,025.00 28 SEEDING, FERTILIZER AND WOOD FIBER BLANKET 145 SY $ 2.15 $ 311.75 $ 2.15 $ 311.75 $ 3.09 $ 448.05 $ 1.00 $ 145.00 27 SODDING 4,354 SY $ 3.75 S 16,327.50 $ 2.70 $ 11,755.80 $ 2.52 $ 10,972.08 $ 2.40 $ 10,449.60 SUBTOTAL TARTAN MEADOWS NEIGHBORHOOD $ 309,740.55 $ 262,132.48 $ 290,756.26 $ 329,438.25 'Rounding Error- Increases Hardrives, Inc. Total Bid Amount by $0.41 Page 1 TABULATION OF BIDS 2011 STREET AND WATER QUALITY IMPROVEMENTS CITY OF LAKE ELMO, MINNESOTA TKDA PROJECT N0. 14732.001 BIOS OPENED: APRIL 12, 2011, 2:00 PM 'DENOTES ERROR IN BIDDERS CALCULATION ITEM N0. DESCRIPTION _ DAVID NELSON ESTATES NEIGHBORHOOD 1 MOBILIZATION 2 TRAFFIC CONTROL 3 SILT FENCE 4 INLET PROTECTION 5 SAWCUT PAVEMENT (ALL TYPES) 6 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT (DRIVEWAYS) 7 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT (FLUME) 8 REMOVE & DISPOSE OF EXIST. CONCRETE PAVEMENT (DRIVEWAYS) 9 SUBGRADE CORRECTION 10 RECLAIM EX. BIT. AND BASE MATERIALS, 8•lNCH DEPTH 11 HAUL OUT EXCESS MILLINGS (LV) 12 SUBORADE PREPARATION OF RECLAIMED SURFACE 13 2360 TYPE LV3 BITUMINOUS NON -WEARING COURSE 14 2360 TYPE LV4 BITUMINOUS WEARING COURSE 15 BITUMINOUS MATERIAL FOR TACK COAT 16 2360 TYPE LV4 BITUMINOUS WEAR COURSE, DRIVES 17 SAW & SEAL STREET (40' INTERVALS) 18 ADJUST CATCH BASIN & INSTALL CONCRETE WINGS 19 REPAIR CASTING AND ADJUST CATCH BASIN & INSTALL CONCRETE WINGS 20 5"CONCRETE DRIVE 21 CONCRETE CURB CUT FOR RAIN GARDEN 22 DITCH GRADING 23 IMPORT AND PLACE TOPSOIL 24 SEEDING, FERTILIZER AND WOOD FIBERBLANKET 25 SODDING SUBTOTAL DAVID NELSON ESTATES NEIGHBORHOOD QUANTITY UNIT TKDA zm ra...xa.epuy,eAa.mep min ENGINEERS ESTIMATE HARDRIVES, INC, • T.A. SCHIFSKY & SONS, INC. NORTHWEST ASHPALT UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT 1 LS $ 2,000.00 $ 2,000.00 $ 1,639.88 $ 1,639.98 $ 2,850.00 $ 2,850.00 $ 3,600.00 $ 3,800,00 1 LS $ 250.00 $ 250.00 $ 268.95 $ 268.95 $ 309.0E $ 309.00 $ 300.00 $ 300.00 100 LF $ 225 $ 225.00 $ 2.69 $ 269.00 $ 1.95 $ 195.00 $ 6.00 $ 600.00 2 FA $ 200.00 $ 400.00 $ 96.83 $ 193.66 $ 90.00 $ 180.00 $ 150.00 5 300.00 153 LF $ 2.50 $ 407.50 $ 2.15 5 350.45 5 2.0E $ 326.00 $ 5.00 $ 815.0E 17 SY $ 3.25 $ 5525 $ 4.30 $ 73.10 $ 4.12 $ 70.04 $ 10.00 $ 170.00 1 EA $ 20.00 $ 20.00 5 80 69 $ 80.69 $ 206.00 $ 206.00 $ 250.00 $ 250.00 13 SY $ 7.00 $ 91.00 $ 5.34 $ 69.42 $ 5.15 $ 66.95 $ 10.00 $ 130.00 138 SY $ 4.00 $ 552.00 $ 2.00 $ 276.00 $ 2.99 $ 412.62 $ 25.00 $ 3,450.00 2,750 SY $ 0.95 $ 2,612.50 $ 0.80 $ 2,200.00 $ 0.77 $ 2,117.50 $ 1.75 $ 4,812.50 101 CY $ 6.25 $ 631.25 $ 1.00 $ 101.00 $ 8.24 $ 832.24 $ 8.50 $ 858.50 6 RS $ 175.00 $ 1,050.00 $ 378.11 $ 2,268.66 $ 125.00 $ 750.00 $ 175.00 $ 1,050.00 246 TN $ 59.00 $ 14,514.00 $ 50.76 $ 12,488.96 S 58.00 $ 14,268.00 $ 59.00 $ 14,514.00 207 TN $ 61.00 $ 12,627.00 $ 53.69 $ 11,113.83 $ 57.00 5 11,799.00 $ 70.60 $ 14,61420 116 GAL $ 3.00 $ 348.00 $ 2.14 $ 24824 $ 2.00 $ 232.00 $ 3.00 $ 348.00 32 SY $ 17.50 $ 560.0E $ 16.05 $ 513.6E $ 12.00 $ 384.00 $ 30.00 $ 960.00 .360 LF $ 1.95 $ 702.00 $ 2.09 $ 752.40 $ 3.09 $ 1,112.40 $ 2.00 $ 720.00 1 EA $ 250.00 $ 250.00 $ 560.43 $ 560.43 $ 669.50 $ 669.50 $ 800.00 $ 600.00 1 EA $ 400.00 $ 400.00 $ 841.89 $ 841.89 $ 669.50 $ 569-50 $ 1,300.00 $ 1,300.00 22 SY $ '40.00 $ 890.00 $ 53.70 5 1,193.38 $ 46.35 $ 1,019.70 $ 56.00 $ 1,232.00 2 EA $ 250.00 $ 600.00 $ 295.86 S 591.72 $ 412.00 5 824.00 $ 350.00 $ 700.00 5 LF $ 11.00 $ 55.00 $ 10.76 $ 53.80 $ 20.60 $ 103.00 $ 100.00 $ 500.00 62 CY $ 15.00 $ 930.0E $ 34.68 $ 2,150.16 $ 12.36 $ 766.32 S 25.00 0 1,550.00 25 SY $ 2.15 $ 53.75 $ 10.76 $ 269.00 $ 10.3E $ 257.50 $ 3.00 $ 75.00 531 SY $ 3.75 $ 1,99125 $ 2.70 $ 1,433.70 $ 2.52 $ 1,338.12 $ 3.35 $ 1,778.85 $ 42,105.50 S 39,989.92 ' $ 41,758.39 $ 55,826.05 'Rounding Error - Increases Hardrives, Inc. Total Bid Amount by $0.41 Page 2 TABULATION OF BIDS 2011 STREET AND WATER QUALITY IMPROVEMENTS CITY OF LAKE ELMO, MINNESOTA TKDA PROJECT NO. 14732.001 BIDS OPENED: APRIL 12, 2011, 2;00 PM 'DENOTES ERROR IN BIDDERS CALCULATION ITEM N0. DESCRIPTION 50TH STREET AND KIMBRO AVENUE 1 MOBILIZATION 2 TRAFFIC CONTROL 3 SILT FENCE 4 CLEAN AND GRUB TREE 5 SAW CUT PAVEMENT (ALL TYPES) 6 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT 7 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT (DRIVEWAYS) 8 COMMON EXCAVATION (CV) (P) 9 SUBGRADE CORRECTION 10 SUBGRADE PREPARATION OF RECLAIMED SURFACE 11 PLACE AND COMPACT RELCAIM MATEPJAL (FROM OTHER SITES) (LV) 12 2360 TYPE LV3 BITUMINOUS NON -WEARING COURSE 13 2360 TYPE LV4 BITUMINOUS WEARING COURSE 14 BITUMINOUS MATERIAL FOR TACK COAT 15 2360 TYPE LV4 BITUMINOUS WEAR COURSE, DRIVES 16 GUARDRAIL, MN/DOT TYPE 8307 OR 8359 17 CLASS 5 AGGREGATE SHOULDERING - 100% CRUSHED LIMESTONE 18 DITCH GRADING 19 SEEDING. FERTILIZER AND WOOD FIBER BLANKET 20 STRIPING - 4" YELLOW STRIPING 21 STRIPING -4"WHITE STRIPING 22 INSTALL SIGN PANEL SUBTOTAL 50TH STREET AND KIMBRO AVENUE TOTAL 2011 STREET & WATER QUALITY IMPROVEMENTS TKDA praiumun aew,a aaa�x.:xn�u,,� reaaaen.o*za. r* ENGINEER'S ESTIMATE HARDRIVES, INC. • T.A. SCHIFSKY & SONS, INC- NORTHWESTASHPALT UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT 1 LS $ 5,000.00 $ 5,000.00 $ 3,075.56 $ 3,075.56 1 LS $ 2,500.00 $ 2,500.00 $ 699.30 $ 699.30 100 LF $ 225 $ 225-00 $ 2.69 $ 269.00 20 EA $ 250.00 $ 5,000.00 $ 238.69 $ 4,733.50 100 LF $ 2.50 $ 250.00 $ 2.15 $ 215.00 1,067 SY $ 2.00 $ 2,134.00 $ 129 $ 1,376.43 B SY $ 3.25 $ 26-00 $ 4.30 $ 34.40 284 CY $ 10.00 3 2,990.00 $ 7,42 $ 2,144.38 1,050 SY S 4.00 $ 4,200.00 $ 4.63 $ 4,861.50 38 RS $ 175.00 $ 6,650.00 $ 180.00 $ 6,840.00 1,239 CY $ 5-00 $ 6,195.00 $ 1.00 $ 1,239.00 1,201 TN $ 59.00 $ 70,859.00 $ 49.88 $ 59,905.88 1,201 TN $ 61-00 $ 73,261.00 $ 50.74 $ 60,936.74 504 GAL $ 3.00 $ 1,512.00 $ 2.14 $ 1,076.56 356 SY $ 17.50 $ 6,230.00 $ 15.60 $ 5,553.50 210 LF $ 70.00 $ 14,700.00 $ 35.50 $ 7,455_00 204 TN $ 28.00 $ 5,712.00 $ 17.43 $ 3,555J2 20 LF $ 11.00 $ 220.00 $ 10.76 $ 21520 420 SY S 2.15 0 903.00 $ 2.15 $ 903.00 2,320 LF $ 1_00 $ 2,320.00 $ 022 $ 510.40 7,440 LF $ 1.00 $ 7,440.00 $ 022 $ 1,636.80 5 SF $ 50.00 $ 250.00 $ 3228 0 161.40 $ 218,477.00 $ 167,402.67 $ 4,900.00 $ 4,900-00 $ 875.50 $ 875.50 $ 1.95 $ 195.00 $ 309.00 $ 8,180.00 $ 2.00 $ 200,00 $ 1.24 $ 1,323-08 $ 10-30 $ B2.40 $ 7.73 $ 2,233.97 $ 2.99 $ 3,139.50 $ 125.00 $ 4,750.00 $ 3,09 $ 3 628-51 $ 57.50 $ 59,057.50 $ 57.00 $ 68,457.00 $ 2.50 $ 1,260.00 $ 11.00 $ 3,916.00 $ 48.44 $ 10,382.40 $ 16.00 $ 3,264.00 $ 20.60 $ 412.00 $ 2.06 $ 865.20 $ 021 $ 48720 $ 021 $ 1,562.40 $ 30.90 $ 154.50 $ 187,526.16 $ 6,400.00 $ 6.400.00 $ 700.00 $ 700.00 $ 6.00 $ 600.00 $ 235.00 $ 4,700.00 $ 5.00 $ 500.00 $ 3.00 $ 3,201.00 $ 10.00 $ 80.o0 $ 17.50 $ 5,057.50 $ 15.50 $ 16,275.00 $ 175.00 $ 6,650.00 $ 2.50 $ 3,097,50 $ 53.85 $ 64,673.85 63.00 $ 75,663.00 3.00 $ 1,512.00 28.00 $ 9,968.00 33.00 $ 6,930-00 2250 $ 4,590.00 25.00 $ 500.00 1.15 $ 483.00 0.20 $ 464.00 0.20 $ 1,488.00 30.00 $ 150.00 $ 213,682.65 570,323.05 $ 469,524.99 ' $ 520,040.81 $ 598,749.15 'Rounding Error - Increases Hardrives, Inc_ Total Bid Amount by $0.41 Page 3 - CITY OF LAKE ELMO ; MAYOR COUNCIL COMMUNICATION AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: REGULAR ITEM #: 10 MOTION Ordinance No, 08-040 4/19/2011 Zoning Text Arnendment: Consideration of Ordinance 08-040 to allow a Park and Ride as a Conditional Use Permit in the HD -RR -LB District Planning Commission Kelli Matzek, City Planner Bruce Messelt, City Administra o Kyle Klatt, Planning Director SUMMARY AND ACTION REQUESTED.: It is respectfully requested that the City Council consider Ordinance 08-040, amending Section 154.038 to allow, a Park and Ride as aconditional use in the HD -RR -LB district, and to include a definition for Park and Ride in Section 11,01, This action has been.presented at the request of the City Council and has been recomMended by the Planning Commission, The suggested motion to affirm the Zoning change, as presented, is as follows: SUGGEST MOTION: D "Move to approve Ordinance 08-040 amending Section 154.038 allowing a Park and Ride as a conditional use in the HD -RR -LB district." BACKGROUND INFORMATION: This item is held over from the April 5th, City Council Meeting, At the January 25° City Council meeting, the Council approved the Planning Commission's 2011 Work Plan, but added the item "discussion on potential rezoning on two sites for a Park and Ride along 1-94," As it was given a high priority, the Planning Commission' discussed the general information, held a Public Hearing and provided a recommendation, as identified on page four of this report. There are four properties zoned HD -RR -LB which are located south of Hudson Boulevard and located at the intersections of 1-94 and Manning Avenue as well as 1-94 and Keats Avenue, An application for a park and ride has not been received, nor is a specific project being discussed at this time. The proposed amendment would include a park and ride among the list of uses that would be considered appropriate at the sites zoned HD -RR -LB. -- page 1 -- City Council Meeting April 19th, 2011 Zoning if"xt Amendment; Park and Ride Regular Agenda Item # 10 STAFF REPORT: The following information, is provided to the City Council and it consistent with what was presented to, the Planning Comrnission. What is a Park and Ride? A Park and Ride facility is a parking lot or structure located along a public transit route designed to encourage transfer from private automobile to mass transit or to encourage carpooling for purposes of commuting, or for access to recreation areas. What are the Benefits of a Park and Ride? There are a number of benefits to both the greater area and specifically to Lake Elmo residents resulting from a Park and Ride. The most obvious benefits are environmental and financial. Public transportation has less of a negative impact on the environment than taking a car - typically with a single occupant. (Source: Translink; www.translink.co.uk) Financial savings result from eliminating parlcing fees, not needing to pay for gas for individual vehicles, and the more difficult to calculate - the personal time saved when bypassing slow traffic. Another potential benefit to Lake Elmo would be the draw for other businesses near the Park and Ride. What are the Deterrents of a Park and Ride? The four properties being suggested for consideration are all privately owned. If a park and ride were added to one of the sites, the taxes received by the city would not be as substantial as that of a business, If the property (or properties) were bought by a public entity for use as a park and ride -(or any other public use), the city would not collect any property taxes for the site. Potential for a Park and Ride in Lake Elmo? According to the U.S. Census Bureau, the top workplace destination of people who live in Lake Elmo is St. Paul, followed by Maplewood and Minneapolis. Although the data found by staff does not break down which routes are used, it is presumed that a large percentage use the I-94 corridor as opposed to State Highway 36 to reach those destinations as S.H. 36 has multiple stop lights and is a four lane road for a majority of the stretch. Top ten workplaces of people who live in Lake Elmo Workplaces St. Paul 640 Maplewood 403 Minneapolis 370 Stillwater 191 Lake Elmo 166 Woodbury 129 Oakdale 125 Bloomington 97 Roseville 96 Eagan 96 Other 1,184 Workers page 2 -- City Council Meeting Zonh.g Text Amendment; Park and Ride April 19th, 2011 Regular Agenda Item # 10 In 2009, 85 percent of Lake Elmo Residents commuted to work by driving alone (up from 83 percent in 2000). Those, carpooling declined from 11 percent in 2000 to 8 percent in 2009. Public transportation as a method of commuting to work stayed the same at just one percent while those working from home decreased from five percent to four, (Source: Decennial Census and American Community Survey.) Conditional Use Permit versus Interim Use Permit? While the City Council may choose to require an Interim Use Permit for a Park and Ride facility, Staff is suggesting the Council consider a conditional use permit because of the investment required by the coordinating agency (or agencies) to utilize a park and ride. The investment goes well beyond the physical improvements to the site such as grading, signing, landscaping, lighting, paving and potentially the construction of a structure. The complex routing of various systems utilized by mass transit (whether bus, light rail, or another type) is a sophisticated system that many travelers depend upon. To allocate sources to a site and build a ridership to financially support the infrastructure, stability and long-term planning are important. Regional Transit Planning? The Metropolitan Council 2030 Park -and -Ride Plan identifies site selection information and criteria as well as a long-range plan for future improvements. In the plan, the 1-94 E corridor is identified for development as LRT/Busway/BRT/Commuter Rail, therefore identifying a need, but not a proposed method of vehicle congestion relief. Because the 2030 Park -and -Ride Plan does not further explore the 1-94 E corridor, the Gateway Corridor Conimission has initiated a Transit Alternatives Analysis Study for further exploring various transit options. Planning staff attended an open house and a Technical Advisory Committee meeting regarding a Transit Alternatives Analysis Study to -evaluate options of mass transit from Minneapolis, MN to Eau Claire, WI. The study will assess transit needs in the corridor, evaluate transit alternatives and recommend a Locally Preferred Alternative (LPA). A handout provided at the open house states that the "Park and ride demand is forcasted to double by 2030 (sic)." Why There? Staff identified four properties in two locations that may be a good fit for a park and ride use. The land at the intersection of 1-94 and Manning Avenue is approximately 6 acres in size, The acreage at the 1-94 and Keats Avenue intersection is closer to 6.9 acres. Both sites are large enough to accommodate a park and ride facility. The four properties are the only properties in the entire city zoned HD -RR -LB so adding a Park and Ride use to the list of potential uses would not open up that option to any other undesirable locations. In addition, the two sites are located at two of the three 1-94 intersections leading into Lake Elmo, The sites selected are directly off of 1-94 and are south of Hudson Boulevard. Therefore, traffic coming to the site from outside Lake Elmo (primarily off of 1-94) would not impact properties further north. PLANNING COMMISSION RECOMMENDATION: During its March 7th meeting, the Planning Commission received information on Park and Rides and held a general discussion on -- page 3 -- City Council Meeting Zoning Ilct Amendment; Parlc and Ride April 19th, 2011 Regular Agenda Item # 10 the topic.. During the March 284' meeting, the Commission held a Public Hearing, received public input, and recommended with a vote of 5 to 4 to approve the ordinance allowing a park and ride as a conditional use in the HD -RR -LB district. Those commissioners who voted against the motion generally were supportive of a park and ride use, but expressed interest in having the newly formed 1-94 Work Group determine the appropriate locations for future Park & Ride use. RECOMMENDATION: Based upon the above background information, Planning Commission recommendation, and staff report, it is recommended that the City Council approve the proposed ordinance by undertaking the following action: "Move to approve Ordinance 08-040 amending Section 154.038 allowing a Park and Ride as a conditional use in the HD -RR -LB district." Alternatively, the City Council does have the authority to table this item for future consideration, or further discuss, deliberate and/or, if appropriate, amend the recommended motion or resolution prior to taking action. Among some of the most readily apparent options for the City Council to consider: 1) Suggest an alternate location for a potential park and ride use; 2) Determine it may be a benefit far the use to be permitted through an Interim Use Permit;. 3) Direct staff to have the I-94 Work Group address the appropriate location for a future Park and Ride; or 4) Determine a Park and Ride use is not appropriate in Lake Elmo. Should any of these (or other options) be identified as preferred by the City Council, it is recommended this item be tabled for action at tonight's meeting and scheduled for further discussion at an upcoming Council Workshop. ATTACHMENTS: (2) 1. Map of Proposed Sites zoned HD -RR -LB 2. Ordinance 08-040 SUGGESTED ORDER OF BUSINESS: Introduction of Item ............... .... Report/Presentation........„. ......... Questions from Council to Staff Public Input, if Appropriate Call for Motion Discussion ..... ....,........,.. Action on Motion.,.........,,,,,.„..„ .. ...... ........... ..... ....... ....... City Administrator ... ••••••••••“.••••••••"10•••“••••••••.1City Planning Staff ...... ......... ........... . ...... ...... Mayor Facilitates Mayor Facilitates .... „........................... Mayor & City Council ...........„.... ....... ............ ..... ,....Mayor Facilitates ....... ..... „ ...... Mayor & City Council — page 4 -- Potential Park -and -Ride Locations For Discussion Purposes Only Ordinance 08-040 City C01.117Cif: 4-19-11 CITY OF LAKE ELMO COUNTY OF WASHINGTON STATE OF MINNESOTA ORDINANCE NO. 08-040 AN ORDINANCE TO ADD PARK AND RIDE AS A CONDITIONALLY PERMITTED USE IN THE HD -RR -LB DISTRICT SECTION 1. The City Council of the City of Lake Elmo hereby amends Title XV: Land Usage; Chapter 154: Zoning Code, by amending the following language: § 154.038 HD -RR -LB — RURAL RESIDENTIAL LIMITED BUSINESS HOLDING DISTRICT. (A) Purpose. The Rural Residential Limited Business Holding District (HD -RR - LB) is intended to regulate land use within rural residential areas planned and staged for limited business development, The future zoning classification for areas zoned HD -RR - LB and the tinaing for any zoning map aniendrnents to rezone said holding district will be determined by the City Council upon the extension of public sanitary sewer and water services to these areas. Areas zoned HD -RR -LB will be rezoned before any new connections from individual sites will be allowed to public sanitary and water services, The future zoning district regulations will be consistent with the comprehensive plan guidance of the property for Limited Business use. (B) General regulation. All regulations governing the Rural Residential (RR) Zoning District shall also apply to properties zoned Rural Residential Limited Business Holding District (HD -RR -LB) except as outlined in this section. (C) Permitted uses. Permitted uses and the general requirements of such in the HD - RR -LB Zoning District shall be the same as in the Rural Residential (RR) Zoning District, (D) Uses permitted by conditional use permit. The following uses may be permitted by a conditional use permit in the HD -RR -LB zoning district: (1) A nark and ride, subject to the following requirements: (a) The park and ride use shall comply with the Citv's narking (Sec. 154,095). lighting (Sec. 150.035 — 150.038). screening (Sec. 151.020), off-street loading and unloading areas (Sec. 154.096) and traffic control (154.097) requirements. (b) The nark and ride building or structure shall meet the City's Limited Business District performance standards where appropriate. • Ordinance 08-040 City Cot incil; 4-194 / (c) A 35 foot maximum height for all structure or buildings. (I)) Uses permitted by interim use permit. The following uses may be permitted by an interim use permit in the HD -RR -LB zoning district: (1) Those uses identified as permitted by Conditional Use Permit in the Rural Residential (RR) zoning district except that Open Space Developrnent,Projects shall be. prohibited. (B) (F) Accessory uses and structures. Regulations governing accessory uses and structures in the HD -RR -LB Zoning District shall be the same as in the Rural Residential (RR) Zoning District. (F) (G) Minimum district requirements. The minimum district requirements in the Rural Residential Limited Business Holding District (HD -RR -LB) shall be the same as in the Rural Residential (RR) Zoning District except for minimum lot size which shall be a minimum of a nominal 20 acres (a 20-acre parcel not reduced by more than 10% and/or a 20-acre parcel located on a corner or abutting a street on 2 sides not reduced by more than 15% due to road right-of-way and survey variations). Lots that were in existence: prior to 7-1-07 which are,conforming to the minimum lot size standard of the. Rural Residential (RR) Zoning District shall be viewed as confonning to minimum lot size. SECTION 2. The City Council of the City of Lake Elmo hereby amends Title I: General Provisions; Chapter 11: General Code Provisions, by adding the following language: § 11.01 DEFINITIONS, PARK AND RIDE. Parking lots or structures located along public transit routes designed to encourage transfer from private automobile to mass transit or to encourage carpooling for purposes of commuting, or for access to recreation areas. SECTION 3. Effective Date This ordinance shall become effective immediately upon adoption and publication in the official newspaper of the City of Lake Elmo. Ordinance 08-040 City Council; 4-19-11 SECTION 4. Adoption Date This Ordinance No. 08-040 was adopted on this 9 day of April, 2011, by a vote of Ayes and Nays. Mayor Dean Johnston ATTEST: Bruce Messelt City Administrator This Ordinance No 08-040 was published on the day of 2011. CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION DATE: 4/19/2011 REGULAR ITEM #: 11 MOTION AGENDA ITEM: Approval of Sign Maintenance Software and Computer Purchase SUBMITTED BY: Mike Bouthilet THROUGH: City Council (Workshop) Bruce Messelt, City Administrato REVIEWED BY: Tom Bouthilet SUMMARY AND ACTION REOUESTED,: The Public Works Department is requesting authorization to purchase new sign maintenance software, desktop computer, and monitor, as presented at the April 12th, 2011 City Council Workshop. The suggested motion to approve such purchase is: SUGGESTED "Move to approve purchase of Sign Maintenance Software MOTION: and necessary computer equipment, estimated at $3,000." BACKGROUND INFORMATION: New federal regulation requires all public agencies to inventory and develop an inspection program for all street and regulatory signs in their jurisdiction. This is the first phase of new regulations and must be completed in by 2012. To facilitate this process, the Public Works Department is requesting the purchase of software capable of developing a data base inventory of sign types, location with mapping, installation and inspection schedules. In accordance with City procurement policy, bids were solicited and City staff is recommending approval of the lowest responsible bid of $2,142.50 for the purchase of "Simple Signs" software. In addition, the purchase of a new desktop computer and monitor, estimated at $800.00, would be used for the City's Public Utilities needs, thus freeing up the existing laptop to be utilized for field inspections on the signs, storm water system, and parks. STAFF REPORT: The Public Works Department has conducted software demonstrations by two vendors, The programs provided very similar inventory data, mapping and inspection .1101111.1.141.1 -- page 1 -- City Council Meeting Approval of Sign Maintenance and Computer Purchase April 19th, 2011 Regular Agenda Item # 11 schedules. The main difference was a computer installed program vs. a web based data base. A third vendor was also researched, but was cost prohibitive. Installed Software: SIMPLE SIGNS 3,0 $2,142.50 Web Based Program: EPIC SOLUTIONS $2,421.03 Installed Software: ROADS OFT $4,300.00 Free Lifetime Support $360.00 Annual Fee $1,500.00 Annual Fee Computer from Roseville IT Department $616.00 Monitor $184.00 It is recommended that the expenditure for this project emanate from the 2011 Infrastructure Reserve Account at this time, thus not requiring a specific budget transfer or adjustment. However, the Council may still wish to allocate monies from the General Fund Reserve, based upon its discussion of possible 2011 Opportunity Budget projects, once other software requests have been considered. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve the purchase of new sign maintenance software (Simple Sign from Rowekamp Associates Inc.), as well as a desktop computer, and monitor, as presented at the April 12th, 2011 City Council Workshop. The suggested motion to approve such purchase is: "Move to approve purchase of Sign Maintenance Software and necessary computer equipment, estimated at $3,000." ATTACHMENTS: 1, SIMPLE SIGN Quote and Information 2. Computer Quote (Roseville IT Department) SUGGESTED ORDER OF BUSINESS: Introduction & Presentation of Item ....... Questions from Council to Staff..................................... Public Input, if Appropriate ........... .......,.,....., ............. .... Call for Motion ............ ........................... Discussion........... ...... ......... ..... .......... Action on .......... • ..„. City Administrator Mayor & City Council . ....,..Mayor Facilitates Mayor & City Council ........Mayor Facilitates Mayor & City Council -- page 2 — ROWEKAMP 4/. Helping You View Your World NAME/ADDRESS City of Lake Elmo MN Mike Bouthilet 3445 Ideal Ave N Lake Elmo MN 55042 DESCRIPTION SimpleSigns 3.0 Sign Inventory Software RoweMap for SimpleSigns Transit Tax - Anoka, Dakota, Ramsey, Washington 10800 Lyndale Avenue South Suite 110 Bloomington MN 55420 Quote DATE ESTIMATE ... 1/27/2011 102 PROJECT QTY COST TOTAL 1,500.00 1,500.00T 500.00 500.00T 7.125% 142.50 TOTAL $2,142.50 Sign Inventory Management Software SI!,06alewk(40170144o041:4--' p MapLoyars m1 1aon P c Tads lielp 6:^ ril A —Ai 0 i Eti Lagand I El Municipal Roads F Co ordyFlpad s F 0 ateta and US Highveqvg F Rivers hy" Lakes 0 Caunty-Baurusaiios F o Municipalities love SimpleSigns! I don't know much about computers, but I can run SimpleSigns. Dave Teichroew Sign Man Cottonwood County MN ign ID I 3263 I g Ign Location Road lCcunly Road 1 Meter!, ReadIngl'•"` Sign Properties MUTCD I-611-6: County Route[] acking [Aluminum Sheeting ii:Teinond Grade VIP No. of r.,iste Posts 14 -v I A Type I Vendor rioR SIGNS, Comment r Easy to Learn, Easy to Use everything on one screen Affordable low cost with no annual fees Reports customized to your needs vj Alt NEI GIS view and query your signs on a map - 0 -Aliewmode Edit Mode , - Orienlation KaSt Position liZtf 4.41111-/34%6 ftiJ Oee 0/. 11160 „ • • — Iii1133R seiiiRoutine InsPection -tectent.actiit LJ-Ves,;11111 ••40,31.3 Reports I I Intersections I nEdltMoce ---- Offset 16 Legend Width County Road 1 36 Height Owner .I -County Route Ahead IHwy 216 Route Sack icsAH 7 - 670th Ave. Old Meter 1.1.0-L1 I New Sign 11 Restore II Delete Sign HrtentbiloriGooda ineri6Right Corner is slightly bent r. st New Activity Restore Delete Activity!, • 1 Map 11 MepLayer ei4der I I Ext Rowekamp was very helpful as we converted from our old process to SimpleSigns. SimpleSigns is a product of Rowekamp Associates, Inc, Contact Mike Rowekamp at 8g8-356-4315 For more information. Steve Struble County Engineer O'Brien County IA Look Who's Using SimpleSigns. I can use filters to list all the signs with a condition rating of "poor" along a particular route and easily get two days of work for the sign crew in just a few minutes. Before SimpleSigns I had to go through hundreds of pages of paper. Bar • Butte Scotts Blurt' Same nrie Cedar; Vk HaltHi , bury A Pierce ''. 1 dsitdap I woM LAt, • r'"-t' 5 lAk'i"Allisnlisr-sl [Shins Loup I Wieder- —A...Mediron s,Asapin Garfield A5cantirs/rtr, Joe Flinn Sign Supervisor Waupaca County WI Cherry ; I " Arthur hfsPhersud Lusa', lVsindY fireelsk Platte P4 C116 ter Perkins -F1575•55,:i /- or ,J a 55*7 ,f!' Moir( Polk ,surie , D.".".olt A Eaffalo AIIAA4ik‘allSrloYark Sowers( L c ase Hayes prparler _coepelPhelpsfreara4Adains'l Clay Vilknarkialla's I DlA.4 iSiSrlscsell 8°4 Fu di arl We hstr iThisYegefirP"Si ;:assneellich , rnas I e .0.44el.Leits' I . teensy an %alb); i perPoweshldklo arrisali ,,,,c4.AboA,L, aslir „Odes AA ............._- .., ,,AirSSA-Al i 'ii Ken t4.5506,,,,,,..d. iodok 5i#15 51V, SimpleSigns User Interest In SimpleSigns Oa panre SimpleSigns was really easy for our sign man to learn and use. John Miller Assistant Engineer Dickinson County IA --"A'46;7VA an rilkedbr ' moll; Oida --DOC& OuPage Lee 7— Bureau Henry A Ni„„m &tarlslidarskalll l ,64 ipc,,,,ksArs,pdin Hinder', hdroonsaig0A4'1 '4-1 ./M771tssgen i --.' '`I''ALWI;r7:--lhentrsii. _ ....• „,..A A, Cass,..._ ' —,,a.CO , ._ '•-•-•-•,-. m,,,, ,,,,..8.71, 1-40,,I.Ili c.ks Pike 5lii.''t'Ara.,—,--A-A 11'661 shAby I--- —1Clark N - r---% ----r- .„‘t._,,1,... A ..."..,....,0,. 2-----.1,, m..,,,,,r....!7,_ ,,,,,,,, .5pr: _- — 'ar ATA"— ,-- - isiarren I—. i ClaYliichladd in Clair - Aerrersa? adolpli Pally 11Car-ns Ur lonhshmlin STANDARD DESKTOP - SFF AU247AV-SEB - HP Compaq 8000 Elite Small Form Factor PC (ENERGY STAR) -Configurable- HP Compaq 8000 Elite Small Form Factor PC Genuine Windows® 7 Professional 32-bit ENERY STAR 5.0 label Intel vPro Technology (Only available with SIPP Processors) Intel® CoreTM2 Duo E8500 SIPP Processor (3.16 GHz, 6 MB L2 cache, 1333 MHz FSB) Chlpset Intel® Q45 Express Chipset integrated 4GB DDR3 (PC3-1333) MHz non- ECC (2 x 2 GB DIMM) 250GB 3.5" 7200 rpm SATA 3.0 Gbls NCQ, SMART IV Real-time data backup No item Selected 2nd hard drive cable No Item Selected HP SATA SuperMulti LightScribe DVD Writer Drive Network card Integrated Intel® 82567LM Gigabit Network Connection HP USB Standard Keyboard HP USB 2-Button Optical Scroll Mouse HP Parallel Port adapter (Not available on Small Form Factor if all PCI and PCIe slots are full) Single Port eSATA Adapter (Only for CMT: if all the PCI and PCIe slots are full, 2nd serial port adapter and parallel port adapter = O. Not available if hard drive 1, hard drive 2, hard drive 3, optical 1, and optical 2 have all been Base AU247AV-SEB VH992AV#ABA NQ591AV KV923AV VR419AV VL542AV VR406AV VL516AV VL487AV#ABA VL506AV KP716AV KV696AV $616.00 1 $616.00 Remove n -.1`.`-•-_-,--,,,,- selected.) HPCompaq G00OElite GFF80% Chassis Single Unit (SFF)Packaging 31l08FFWarranty HPCompaq BOUDElite Country Kit oQuick Setup &Getting Started manual) 0* AW173AV VJ069AV#ABA 'or ~~ Cart Total: $616/00 CITY OF LAKE ELMO MAYOR 8: COUNCIL COA AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: UNIQA PON' DATE: REGULAR ITEM #: DISCUSSION Discussion Regarding Planning Department Intern Council Members Smith and Pearson Bruce A. Messelt, City Administrator - NA - 4/19/2011 12 SUMMARY AND ACTION REOUESTED: At the request of Council Members Smith and Pearson, it is respectfully requested that the City Council conduct a brief discussion. BACKGROUND INFORMATION & STAFF REPORT: Council Members Smith and Pearson have requested this item be place4d on tonight's Agenda. RECOMMENDATION: It is respectfully recommended that the City Council make time to discuss the requested item. ATTACHMENTS: - NA - SUGGESTED ORDER OF BUSINESS: - Introduction of Item Council Members Smith & Pearson - Council Discussion ...,...... ....................... .............. .................. Mayor Facilitates -- page 1 --