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Home My WebLink About01-06-14 CCMPOur Mission is to Provide Quality Public Services in a Fiscally Responsible Manner While Preserving the City's Open Space Character NOTICE OF MEETING City Council Meeting Monday, January 06, 2014 7:00 P.M, City of Lake Elmo I MOO Laverne Avenue North AGENDA 7:00 A. Call to Order B. Pledge of Allegiance C. Roll Call D. Order of Business E. Approval of Agenda F. Accept Minutes 1. Accept December 17, 2013 City Council Meeting Minutes G. Council Reports e Mayor o Formal Appointment of Terry Forrest to the Finance Committee • Council H. Public Comments/Inquiries • Beth & Rich Springborn - Driveway Ordinance I. Speak Your Peace - Reeves 7:10 J. Consent Agenda 2. Approve Payment of Disbursements and Payroll 3. Designate Official Publication Newspaper of Record 4. Designate Official Depositories of Funds; Resolution 2014-01 5. Resolution Designating Data Practice Officials and Approving City's Data Practices Policy; Resolution 2014-02 6. Appoint City Engineer and City Attorney 7. Approve 2014 Plan of Work 8. Storm water abatement; Resolution 2014-03 9, Production Well No. 4 - Pay Request No. 5 10. Lake Elmo Avenue Sewer Improvements - Change Order No. 3 11. Section 34 Utility Extension Improvements - Change Order No. 2 12. 2012 Rain Gardens - Pay Request No. 2 (Final) 7:15 K. Regular Agenda 13. Appoint 2014 Acting Mayor 14. Appoint Required Officials to Fire Relief Association Board of Trustees 7:20 15. Water Surface Use Ordinance Review 7:35 16. 2014 Street Improvements - Public Hearing; Authorize Plans and Specifications; Resolution 2014-04 17. Pumphouse No. 4 Improvements - Approve Plans and Specifications; Resolution 2014- 05 L. Staff Reports and Announcements City Administrator • City Attorney • Planning Director • City Engineer • Finance Director • City Clerk 815 M. Adjourn ****Item times are estimates and subject to change**** Dean Zuleger Thursday, January O2.2O144:43PM AdamBeU Fft8phngborn Rich and Beth From: BETHSPRING8ORN [maUhl: r.sohnoUnrn05)msn.con\7 Sent: Thursday, January 0Z,ZO149:46AM To: Dean Zu|eger Subject: Springborn, Rich and Beth Hi Dean, I am emailing to request that we be added to Monday's City Council agenda to discuss the material required at the end ofour driveway. We have tried numerous times to discuss via phone, person and letter explaining that we are following city code and we have the material that is listed in the city code that was provided by the city inperson. We are still being told that we are not able to receive our escrow funds back. Please let usknow what xveneed todonzbeadded toK0onday'sagenda. VVewould also like tonoewith you in person if that is possible tomorrow (1/3/14) AM at 7-30 that would be great, please let us know if that will work? Beth and Rich Springborn December 5, 2013 City Co cil Members City of Lake Elmo 3800 Laverne Ave. No. Lake Ehno, MN 55042 Mr. Pearson asked m.e for my general opinion as to how Lake Elmo Rd residents are receiving the possibilities of hooking up to water. My opinion is that it is wonderful and necessary. Only a small % of residents who received letters actually attended the meeting early in Nov. My observation is that most people are concerned, especially regarding the assessment fact. Most of the time was spent discussing costs i.e. lateral fee S5,800; deferred cost to connect $2,900. Otu• presenter was very thorough, congenial; he covered the advantages which are many for our future as individuals and the City of Lake Ehno I am dismayed at the lack of residents attending the meetings re. this possibility. I can't help wondering if they don't really care, or if they have received information earlier and taking it for granted and/or do not know the urgency: that the time to begin the project is NOW. My GUESS is they want it, need it, or will. need it in the near future. I am leaving for the winter next week and plan to connect on line. Thank you, Marian Adkins 2227 Lake Elmo Ave. N. Lake Ehno, MN 55042 sTrr,rr>c►f;R December 20, 2013 11i8toric Court Ilou;;c 101 11. Pine Street Stillwater, MN 55082 Phone 651-439-8800 . Mr. Michael J. Pearson, Mayor Fix 651-439-1040 Mr. Dean Zuleger, City Administrator 1%T Phone 715-701•0409 City of Lake Elmo 3800 Laverne Avenue North WOODRURY Lake Elmo, MN 55042-9629 1971i Woothlale Drive Suite 4 Woo01+1t'V, MN 55125 Dear Mayor Pearson and Mr. Zuleger: Phnue'- 651-735-95;t4 raY. 651-73 41986 On behalf of Youth Service Bureau (YSB), thank you for your contribution of $5,000 to help youth and families learn the skills they need to be more COTTAGE GROVE successful at home, in school and throughout the community. 7064 tll. Joint. 9ou4„,las Pd. Suite 2111 Cottage Grove. MN 55016 Thanks to your support, youth and families in your community have the tools now, 35l l,�n-,z, t they need to make better decisions, solve problems, manage their anger and Fax' 65 i t;;s.5,1u communicate better with each other and others. As a result, youth stay in school and out of court, improve school performance and health outcomes, and know how to reach out for help when they need it. And parents get the support they need too! Again, thank you for giving youth and families a chance to make better choices and have brighter futures. Sincerely, 1. Mary E. 'Ianten-Krell Executive Director LAKE ELMO CITY COUNCIL MINUTES DECEMBER 17, 2013 CITY OF LAKE ELMO CITY COUNCIL MINUTES DECEMBER 17, 2013 Mayor Pearson called the meeting to order at 7:02 pm. PRESENT: Mayor Mike Pearson, Council Members Wally Nelson, Anne Smith, Justin Bloyer, and Mike Reeves. Also Present: City Administrator Zuleger, City Attorney Snyder, Planning Director Klatt, City Engineer Griffin, Finance Director Bendel, and City Clerk Bell. PLEDGE OF ALLIGENCE APPROVAL OF AGENDA MOTION: Council Member Nelson moved TO APPROVE THE DECEMBER 17, 2013 CITY COUNCIL AGENDA AS PRESENTED. Council Afember Reeves seconded the motion. MOTION PASSED 5-0. ITEM 1: ACCEPT MINUTES THE DECEMBER 03, 2013 CITY COUNCIL MINUTES WERE APPROVED AS PRESENTED BY CONSENSUS OF THE CITY COUNCIL. COUNCIL REPORTS: Council Member Reeves: Attended Parks Commission Meeting. It was very productive. He noted some highlights: Sunfish Lake Park master development plan. Prioritized 2014 park improvements. Worked through park audit. Commission is transitioning very well into a more productive, engaged, and cohesive group; Attended Light Up Lake Elmo. Council Member Bloyer: Attended Light Up Lake Elmo event. Thanked all who coordinated it: noted that nonresident member of NextGen group was harshly criticized by members of community [for her recent comments about the city's lack of entertainment options]. Speak Your Peace should be implemented more. The criticism [of someone who has helped community] should not happen. Mayor Pearson: attended Christmas tree lighting event on 12(14. Thanked John Schiltz for his contributions. Also thanked those who coordinated. Looks forward to next year; met with developers and attended 2014 bonding meetings; will be meeting with Metropolitan Council on the MOU Thanked Dean Johnston and Sarah Hietpas for working on Met Council Parks Commission; Recognized Nick Johnson and Rick Chase for employees of the year and commended Council Member Nelson for his Guardian of the Taxpayer award. Council Member Smith: attended Finance Committee meeting with Council Member Nelson and Finance Director Bendel; spoke with Pete Ganzel and Lowell Johnson from Washington county. The City needs to draft a broader policy for the septic system issues in the Village. Council Member Nelson: attended Finance Committee meeting. Added Terry Forrest to the Committee; enjoyed Light Up Lake Elmo event; City Christmas party was a successful "rural" feeling event. It was a great time. CONSENT AGENDA 2. Approve Payment of. Disbursements and Payroll in the amount of $2,088,479.40 3. Accept Financial Report dated November 30. 2013 4. Accept Building Permit Report dated November 30, 2013 5. Approve 2014 Meeting Calendar 6. Approve 2014 Fee Schedule; Ord. No. 08-097 7, Approve Ski Trail Grooming Agreement Page 1 of 5 LAKE ELMO CITY COUNCIL MINUTES DECEMBER 17, 2013 8. Section 34 Water and Sewer Utility Extension improvements — Pay Request No. 2, 9. Lake Elmo Sewer Infrastructure Improvements: I-94 to 30th St. — Pay Request No. 3. 10. Conditional Use Permit and Eagle Point Business Park PUD Amendment — PID: 33.029.21.42.0013; Res. No. 2013-107 11. Approve Ki I'ro Digital Recording Device Cable Equipment Upgrade MOTION: Council Member Moyer moved TO APPROVE THE CONSENT AGENDA AS AMENDED. Council Member Reeves seconded the motion. MOTION PASSED 5-0, REGULAR AGENDA. ITEM 12: WASHINGTON COUNTY LIBRARY CARD REIMBURSEMENT Mayor Pearson gave overview of the history of the city library. Library Board moved to pay fee for services in the amount of $80,000 at last Board meeting. Council Member Nelson asked what was being paid currently to the county. Mayor Pearson said about $30K. — 500 cards at $60 each. Proposal would include $50,000 more to the county. Council Member Bloyer asked about total levy. It is approximately $290K, where $30K is for bonding county buildings. Council Member Reeves asked how the additional $50,000 was reached. Mayor Pearson noted that the current process is not convenient. This proposal would be simpler for city, residents, and county. 11 is win -win all around. Council Member Smith pointed out that the city library does not use the same catalog. A real win -win would he completely back in the county system. She would rather look at seeing what would take to re- enter county system. What this proposal entailed and the experience for the residents were discussed. Judy Gibson 10th St Ct N., spoke in support of library. She is member of Friends of thc Library and former Board member. Surrounding libraries have commented their envy of some of the programs the city library has. She showed the council the Friends fundraising library calendar. Calendars are $20. Library now has tablets available for check out to serve as e-readers. Paul Ryberg, Library Board Treasurer, stated cards would be good throughout the seven county system. Cataloging system is same as Chisago County and several other counties. The Board made sure that system was compatible-. Mr. Ryberg asserted that the county moved first to close the Lake Elmo library, Lake Elmo then withdrew from the system. Cost to city residents is about $30-35K for bond service. He would like to know how much and for how long. He would also like to know cost for the county extending hours and actual cost to extend eBooks to Lake Elmo residents. Mr. Reeves thanked Mr. Ryberg for coming to meeting. Mr. Bloyer asked about just how far the library card extends. It depends on the county approving it in their respective systems. Sarah Linder, Library Board Vice President, 12'1' Street N., was available for questions. Mr. Bloyer asked why she voted against the Board motion, She said the board voted and she supports the action now. lt was clarified that the proposal was to gain equal access to county resources, Ann Bucheck, Library Board Member (Alternate) 2301 Legion Ave., noted that Stillwater and Bayport are affiliate members. The city library wants to be an affliate member. She noted that people from other cities and western Wisconsin are also obtaining city cards. Mr. Bloyer read letter from resident Nadine Obermueller. Her letter was supportive of the library. See agenda packer for 1(_-tier. MOTION: Mayor Pearson 1110Ved TO APPROVE, AT THE REOUEST OF THE LAKE ELMO LIBRARY BOARD, .4N ANNUAL DISTRIBUTION OF UP TO $80,000 LIBRARY LEVY DOLLARS TO WASHINGTON COUNTY IN ORDER TO BUY LAKE ELMO RESIDENTS THE SAME EASE OF ACCESS AND USE OF THE COUNTY LIBRARY SYSTEM SIMILAR TO ALL OTHER WASHINGTON COUNTY RESIDENTS. THIS DIRECT FEE FOR SERVICE AMOUNT Page 2 of 5 LAKE ELMO CITY COUNCIL MINUTES DECEMBER 17, 2013 REFLECTS LAKE ELMO RESIDENTS' 201.3 COUNTY CARD PURCHASE REVENUES PLUS AN ADDITIONAL $50,000. Council Member Reeves seconded the motion. Council Member Nelson supportive of motion. Believes it is win -win -win. Will be better for City and residents and provides more money for county. Mayor Pearson is supportive. He noted that the board has been very fiscally conservative. Government should be efficient, responsive and grassroots. It would be hard to reproduce other places what the library volunteers have achieved. The library encourages visitors downtown. Council Member Reeves is supportive and hopes that Washington County will be collaborative in working towards a better solution. Council Member Bloyer asked how many city residents have cards. It is unknown at this time. Mr. Moyer pointed out that he was initially opposed to it. but he has grown more positive after seeing its success. MOTION PASSED 5-0. ITEM 13; ADOPT METROPOLITAN COUNCIL'S APPROVAL OF VILLAGE LAND USE PLAN Planning Director Klatt explained what the Met Council approved. it was noted that this item was on the Met Council's consent agenda. There were no comments or questions by the Met Council. There were no questions or comments by Council. MOTION: Council Member Smith moved TO APPROVE RESOLUTION NO. 2013-108 ADOPTING AMENDMENTS TO THE LAKE ELMO 2030 COMPREHENSIVE PLAN. Council Member Nelson seconded ilw motion. MOTION PASSED 5-0. ITEM 14: BOULDER PONDS PUP CONCEPT PLAN; RES. NO. 2013-109. Planning Director Klatt gave overview of the proposal. Includes 93 single family lots; 64 multi -family lots. Proposal is at Concept Plan stage. It is along the 194 corridor and covers approximately 58 acres between Eagle Point Business Park, Stonegate neighborhood, Hudson Blvd, and Savona neighborhood. Staff believes that proposal is in line with intent of comprehensive plan. One issue is the alignment of 5th street vis-a-vis Savona. Staff thinks that agreement can be met prior to plat. There will be three development phases. Staff recommends that the areas around 5th St. be phased first. Mr. Klatt explained that the findings recommend approval. He explained the 11 conditions of approval. See agenda packet item,for details of conditions. Council Member Bloyer asked about condition #1 and requiring a neighbor to permit the road and ROW. Mr. Klatt explained that part of the road will he on that property and it really is to clarify what needs to he done. Council Member Reeves asked if #s 1 and 2 are the same. Council Member Nelson interjected that the reason for the difference and use of term "consent" is that the Dale Properties involves a business transaction. The Bremer Bank does not involve a transaction. Mr. Bloyer asked if the road is first come first served when it comes to building roads and developments. Mr. Klatt responded that the Lennar approval allows the flexibility to realign without having to go through the entire process again. Clarification about the Concept Plan stage and process was provided. It was explained that more details will he available at the preliminary plat stage. Mr. Nelson asked about the developer comments and objections. It was explained that staff received them this afternoon (12/17). Mr. Nelson asked if council should go through them. Mr. Klatt said staff has not had a chance to analyze and respond to each point. It was noted that the continents included the developer's desire to work with staff The conditions of approval ‘vere further explained and discussed. It was noted that the Planning Commission vote for approval was unanimous. Ray Pruban of Amaris Corp. provided overview of proposal. Explained the difficulty in devising proposal. End goal is to provide a higher end product. Rick Harrison of Rick Harrison Site Design spoke about the challenge of having the road run through the development. He explained how efficiency is Page 3 of 5 LAKE ELMO CITY COUNCIL MINUTES DECEMBER 17, 2013 being incorporated, including, but not limited to energy, meandering walks, coving, street and lot design, cul de sacs. set -backs, and borne views. He believes that following developments will have to compete. Mayor Pearson asked about street island maintenance. The HOA is responsible for maintenance. The price range will be between $425-5251C. Council Member Reeves said he appreciated the developer trying to exceed the minimums especially with the requirements to higher density. Council Member Smith noted her being impressed with the proposal. Council Members Bloyer and Nelson are both supportive of the proposal. Mr. Pruban noted his formal comments and objections to the required conditions of approval. MOTION: Council Member Nelson moved TO ADOPT RESOLUTION NO. 2013-109, APPROVING THE BOULDER PONDS PUD CONCEPT PLAN. Council Member Smith seconded the motion. MOTION PASSES 5-0. ITEM 15: RECEIVE COMMUNITY DEVELOPMENT DEPARTMENT ANNUAL REPORT, Planning Director Klatt gave overview of the Community Development Department Annual Report. It is a yearly summary of major projects. He highlighted the key activities and projects that the Planners and Planning Commission have dealt with in the last year. It was noted that the Planning Commission had 14 different commissioners over the last year. NO FORMAL ACTION REQUESTED ITEM 16: 2014 PLAN OF WORK City Administrator Zuleger introduced the 2014 City Plan of Work. Mr. Zuleger highlighted some of the goals and objectives. The 2014 Parks Commission Plan of Work was also explained. Council Member Nelson asked about land use planning and adoption of form -based codes. Planning Director Klatt explained that the next step is to develop some and see if they meet Council objectives. Placing the future sewer pipe under the railroad strategy and utility creation are both included in 2014. Mayor Pearson wants to add: Establish TIF district if economically feasible; collaborate fire service with communities: and building plan inspections for tire. Council Member Reeves asked about adding a few Human Resources Committee goals. It was decided that the revised Plan of Work would be brought hack in January. ITEM 17: SPECIAL ASSESSMENT POLICY REVISIONS: RES. NO. 2013-110 City Engineer Griffin explained the current and proposed minor policy changes. Changes to collector roadway access management, large lots, and the duration of assessment terms were included and explained. Mayor Pearson asked for public comment. There was none. MOTION: Council Member Smith moved TO APPROVE RESOLUTION NO, 2013-110, ADOPTING MINOR REVISIONS TO THE CITY OF LAKE ELMO SPECIAL ASSESSMENT POLICIES AND PROCEDURES FOR PUBLIC IMPROVEMENTS. Council Member Reeves seconded the motion. MOTION PASSES 5-0. SUMMARY REPORTS AND ANNOUNCEMENTS City Administrator Zuleger: been busy cleaning up year-end issues: 2014 bonding; obtaining Lake Elmo Ave watermain agreements: determining access to Engstrom site. It was noted that the developer may bring sewer pipe up to Gonyea site; meeting with Washington County on highway 5/Manning realignment; working with Alyssa on Source Q4 edition. City Attorney Snyder: no report. Planning Director Klatt: reported Planning Commission will be considering the proposals for developments on Lake Elmo Ave in early 2014; staff received a revised and amendment to preliminary plat from Lennart Page 4 of 5 LAKE ELMO CITY COUNCIL MINUTES DECEMBER 17, 2013 city Engineer Griffin: both construction projects are behind due to unseasonably cold weather/frost. Lennar water main will be done in spring. Lift station too. 5-10 days of work left. Village sewer will be done about mid Jan. Council Member Reeves commended the traffic management efforts. Finance Director Bendel: attended Finance Committee meeting; finishing water assessments. Finalizing year end: final payroll run; storm water will go out on 31'; working on year-end close; 2014 sales tax exemption mailing; 1099 preparation. City Clerk Bell: submitted liquor license approvals to the county and state for final approval; renewing 2014 waste hauler licensing; working with building official to implement electrical inspections. Should begin February 3, 2014; Note as approved tonight the next City Council meeting will be on Monday, January 6, 2014. The Washington County septic issue that Council Member Smith mentioned was discussed. The Mayor asked that more than one council member or staff be involved in discussions MOTION: Council Member Biover moved TO ENTER CLOSED SESSION. Council Member Reeves seconded the motion, MOTION PASSES 5-0. Meeting closed at 9:20pm. ITEM 18: EXECUTIVE SESSION: ANNUAL... PERFORMANCE REVIEW OF CITY, ADMINISTRATOR DEAN ZULEGER MOTION: Council Member Nelson moved TO RE-ENTER OPEN SESSION. COMICit Member Reeves seconded the motion. MOTION PASSES 5-0. Meeting reopened at 9:20pm. No formal action taken, Mayor Pearson adjourned the meeting at 11:15pm, ATTEST: Adam R. Bell, City Clerk LAKE ELMO CITY COUNCIL Mike Pearson, Mayor Page 5 of 5 THE cry oF LKE rA - DATE: January 6, 2014 CONSENT ITEM #2 MOTION AGENDA ITEM: Approve Disbursements in the amount of $269,770.91 SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Dean Zuleger, City Administrator SUGGESTED ORDER QFPUSINESS: Introduction of Item City Administrator Report/Presentation City Administrator Questions from Council to Staff Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Finance FISCAL IMPACT: $269,770.91 SUMMARY AND ACTION REOUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $269,770.91. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY: NA -- page 1 -- City Council Meeting [Consent Agenda. Item January 6, 2014 BACKGROUND INFORMATION/STAFF REPORT: The City of Lake Elmo has the fiduciary responsibility to conduct normal business operations. Below is a summary of current claims to be disbursed and paid in accordance with State law and City policies and procedures. Claim # Amount Description ACH $ 13,128.47 Payroll Taxes to IRS & MN Dept of Revenue /26/13 ACH $ 6,076.54 Payroll Retirement to PERA 12/26/13 DD5197-DD5224 $ 29,357.63 Payroll Dated (Direct Deposits) 12/26/13 40771-40775 $ 11,862.34 Payroll Dated (City Council) 12/26/13 40776-40812 $ 58,853.52 Accounts Payable Manual 12/31/13 40813-40825 $ 149,652.41 Accounts Payable 1/06/14 2132-2145 840.00 Library Card Reimbursement 1/06/14 TOTAL $ 269,77(t91 RECOMMENDATION.: Based on the aforementioned, the staff recommends the City Council approve as part of the Consent Agenda the aforementioned disbursements in the amount of $269,770.91, ATTACHMENTS: Accounts Payable — check registers — page 2 — Accounts Payable To Be Paid Proof List User: devise Printed: 12/31/2013 - 0:42 A Batch: 007-12-2013 1 nvoitTInv Date ALEXAIR Alex Air Apparatus, Inc 74006 I 7/19/7013 101 --410-2 )2044040 Repairs/Maint Eqpt 24906 Total: ALE X A ER Total: Amount Quantity Pint Date Description Reference 112.04 0.00 12;31/2013 Annual Inspection SCBA's & Masks - Fire Dp 11).04 112.04 AM AZONIN Amazon Inc 604578781032040 Pil 0/2013 363.38 206-450-5300-42500 Library Collection Maintenance 604578781032040 12/10/21)13 -16.86 206-450-5300-42500 Library Collection Maintenance 6045787810320411 Total: 346.52 AMAZONEN Total: 346.52 AMERICAN American Eng and Testing, Inc, 60700 11/30/2013 602-495-0450-43030 Engineering Services 0709 Total: 60710 11730/2013 00 I -494-9400-43030 Engineering Services 60710 1 I/30,2013 o02-495-9450-43030 Engineering Services 60710 Total: AMERICAN Total: CARDM EM13 Cardmember Service 12/19S2013 12119/201,3 101-410-1450-43510 Public Notices 1249/2013 11/19/21113 410_1320_4.4300 'Miscellaneous 1219/7013 17/19,2013 101-410-1320-42000 Office Supplies A P - To Be Paid Proof List ()1'303 - 10:42 AM) L475.1 0 1.425.10 660.20 990.30 1,650.50 3.075.60 712.60 15.95 7.48 0.0(1 12/31/2013 Books & DVDS - Library 0,00 12/31/2013 Credit Memo - Library 0.00 1231/2013 Project Testing Services 194-30M Sewer 0,00 12/31/2013 Construction Testing Sec 34 Water 0.00 12/31/21)13 Construction Testing See 34 Sewer 0.0(1 12/31/2013 Pioneer Press Advert - A Bell 0.00 12/31/2013 Target - Water- Admin - A Bell 0.00 12/31/2013 Target - Tape - Admin - A Bell Task Type PO # Close POLine # No No No No No No No No No 0000 0000 0000 0000 0000 0000 0000 0000 0000 Page 1 invoice # luv Da114, A11101111t Quantity Pint Date Description _Reference 17;19/2013 1 /19/2.013 101-410-1320-42000 Office Supplies 12/10/2013 17/10/2013 101-430-3100-44300 Miscellaneous 14/19/2013 12/19/2013 I 01-4 10-1450-4370 Conferences (Cr_ Training 12/19/2013 12/19/2013 101-410-1370-44300 kliseellaneous 17,19/2013 17/19/2013 101-410-1520-42000 Office Supplies 11/1972013 12/1012013 !1H -410_1320-44300 Miscellaneous 1 2i10/2013 12/19/2013 101-410-1320-44300 Miscellaneous 17119/2013 12/1912013 101-410-1.320-44300 Miscellaneous I :':19/2013 12/1912013 (11-410-1320-44300 Miscellaneous 17 10/2013 12/19/2013 101-410-1520-44300 Miscellaneous p,i9,:)(113 12/10/2013 101-410-1520-44300 Miscellaneous 1219/2013 12/19/2013 101-420-2220-44040 Repairs/Malin 1.1ypt 1419/2013 12/10!2013 4-420-2220_44370 Conferences & Training 12/19/2013 12/19/7013 101-420-2400-44370 Conferences & Training 121912013 12/19/2013 1 01-420-241)0-44040 Repairs;Maint Eqpt 1 ...1912,013 12110/2013 101-420-2400-44370 Conferences & Training 12;19/2013 12,/ 9,12013 101-420-2400-44370 Conferences & Training, 12,1912013 14/192013 2.06-450-5300-42000 Office Supplies 12.19/2013 12/11)/2(113 206-450-5300-42230 Building Repair Supplies 12/19/2013 Total: CARDM UM B Total: CENTURYL CenturyLink Dec 10 2013 17/19;2013 206_450-5300-43210Telephone AP- Be Paid Proof List 12;31/13 - 10:42 AM) 3.63 0,00 2.00 0,00 75.00 0,00 26.99 0.00 81.92 0.00 22.75 0.00 6.48 0.00 2.00 0,00 7.00 0.00 35.00 0.00 37.84 0.00 53.51 0,00 178.08 0.00 49,00 0.00 36.40 0.00 79.00 0.00 79.00 0.00 46.00 0.00 10.70 0.00 1,068.33 1.068.33 125,91 0.00 12/31/2013 Target - Clip Boxes - Elections - A Bell 12/31 /2013 St Paul Public Wks -Parking - K-Klatt 12/31/2013 2(114 MAGC Mbrship Regis- C Bendel 12/31/2013 DJ - Wall Street Journal 12/11 -C Bendel 12/31/2013 Office Max Supplies - Finance - C Bendel 12/31/2013 Gormans Restaurant 11/22/13-D Zuleger 12/31 / 20 I 3 Subway - 11/26/13 - D Zuleger 12/3E2013 12/3E2013 12/310013 Late Fee due - VISA 12/17/13 1231/2013 Interest Charge -VISA 12/31/2013 12/31/2013 Mpls Meters Parking 12/10/13-D Zuleger Allied Parking 12/11/13-D Zuleger Mon thlv Car Washes CV1 & CV2 Fire Dept I-Iiltojn Clearwater Beach - Fire Dept 12/31/2013 E-Learning Community Code En forc-R Chase 2/3.0013 Lake Elmo Repair Vehicle - R Chase 12r31/2013 Dept of Labor & Industry Event - R Chase 12/31/2(113 Dept of Labor & lud Event Stacy-R Chase 12/3E2013 Postage Stamps - Library 12/31/2013 Ice Meltet - Library 12/31/4013 Phone Service - Library Task Type PO # Close POLine # No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 MOO No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page vuft 1/ lin- 11012 Amount Quantity Plitt Otte Description Reference Task 'Type P011 Close POLine Dec I 9 2013 12.(19/2013 106-450-5300-43 _ 'Mow( Dec 19 2013 Total: CENTURYL Total: CON'l.EVMO Conley Morgan Cable Operator 1217/2013 101 -410-1450-43620 Cable Operations (/able Operator Total: CON LEYMO D FLAP P DeLapp Steve 2/30/2013 12i-30/2013 '06-450-5300-42230 Building Repair Supplies 11/30;2013 Total: DELAPP Total: E..1\1 E RGAUT Umergency Automotive 'Fech, Inc A \,V121711304 11/17/2013 I 01-430-3125-44040 Repairs/Maint Eqpt AW121711304 Total: FM ERGALIT 'Total: EMERGRES Emergency Response Solutions )7)15 12/1112013 101420-22./0-42400 Small Tools & Equipment 1215 Total: [AI ERGRES Total: EN V ENI IS Enventis Acct 738507 17/01/2012. I 01-410-1940-43210 Telephone Acct 738507 Total: ENV ENT1S Total: GRAOI OCR Graphic Resources Inc 47610 12/1S/2013 101-420-2400-42000 Office Supplies 47610 Total: AP - To 43e Paid Proof List (12/31/13 - 0:42 3M 1 37.94 0.00 12731/2013 Internet Service - Library 163.85 163.85 No 0000 55.00 0.00 12/31/2013 Cable Operations-12/17/13 CC No 0000 Meeting 41ir 55.00 55.00 149.Q0 0.00 1 31 /2013 Building Repair Supplies- Library No 0000 149.90 149.90 353.38 (IWO 12/31/2013 Amber Lenses for 86-1 Light & No 0000 Switch0-1-1 353.38 353.38 40.26 0,00 12/31/2013 Helmet Liner - Fire Dept 40.76 40.26 No 000U 57.05 0.00 12/31/2013 Telephone/Data Ser-City Hall Dec No 0000 2013 57.05 57.05 200.28 200.28 0.00 12/31/7013 2 Part Carbonlcss Dpt of Inspection Lorin No 0000 Page 3 .1.1P ()ice 4 010-2 Ar-001int Quantity Pint Date Description Reference Task Type PO # Close POLine # GRAPHICR Total: & LH & L Mesabi Corp 12120/2013 10 E-430-3 125-44040 Repairs/Main' Eqpt S9385 Total: 1-1 S.'. 1, Total: INFINITI' Infinity Printing Supplies 4.53.60 11/04/2013 1 01-410-4 320-42000 Office Supplies 453880 'Iota': INFINITP Total: L. INNER. Limier Electric Company. Inc. 234 12/09/2013 101-430-3160-43810 Street Lighting 2342(1 Total: LINNER Total: MENARDMA Menards - Maplewood 543941 12/03/2013 in ..000_0000_36200 Miscellaneous Revenue 54394 Total: ENAR D MA 'Total: FNARDSO Menards - Oakdale 33167 12:02/2013 Ii(T-00(J-0010-36200 Miscellaneous RCVCIRIC 33167 Total: 33472 12/06/2013 1()(-900-0000 6200 Miscellaneous Revenue 33472 'Eotal: 34005 12/13/2013 101-450-51011-44010 Re1airs/Maint 1314 34005 Total: 34441 12/19/2013 101-450-5200-44030 Repairs/Man( Imp Not Bldgs 34441 Total: Ap - To Be Paid Proof List (12/31i13 - 10:42 AM) 200.28 3,981.56 3,q81.56 3.981.56 0.00 12/3 I /2013 Plow Blades 331.01 0,00 12/31/2013 Print Cartridge 331.01 331,01 502.05 0.00 12/31/2013 New Outlet installed added G F1 - Pole 50).05 502,05 193.78 0.00 12/31/2013 Holiday Lighting Power Cords 193.78 193.78 190.93 0.00 12/31/2013 Holiday Lighting Power Cords 190.93 125.71 0.00 12/3 1/2013 Holiday Lighting Power Cords 12.66 0,00 12/31/2013 Warming House Supplies 64.09 0.00 12/31/2013 Hockey Boards Lions Park 125.71 12.66 64.09 No No No No No No No No 0000 1)000 0000 0000 0000 0(100 0(100 0(100 Page 4 voice51 inv Date MENARDSO Total: MILTERFX Miller Fwavating, 17830 12/20/2013 101-430-31.)(1-43150 Contract Services 17830 Total; MITLERFX Total: NIONTAGE NIontage Enterprise Inc. 25201 08[3012013 101 430-3125-44040 lepairsAlaint Eqpt 25201 Total: MONTAGE. I oral: NASALTCO North American Salt Company 710601)17 12/ 10/2013 101-430-3125-42290 Sand/Salt 71069(7 'Foal: 71069820 12/102013 101-430-31?5-42200 Sand/Salt 71009820 Total: 71070091 42/11/9013 1(11-430-3125-42290 Sand/Salt 71070091 Total: 71071072 12/11(2013 101-430-3125-42200 Sand/Salt 71071072 Total: 71(171438 12/12/2013 101-430-3 P5-42290 Sand/Salt 71071438 Total: 71073253 12/13120 13 101-430-3125-42290 Sand/Salt, 71073253 'Iola!: NASA TTCO N1--,NT EL Ncatel Communications 761950227-127 12/18.,2013 I 01-410-1940-43210 Telephone 761950227-127 12i18/2013 101_420-2220-43210 I eleplione 761050227-127 12/18/2013 1111-4 ")(1-2400-43210 Telephone AP - To Be Paid Proof -Lk' :12131/13 - 10:42 AM) .Anionnt Quantity Pun Date Description Reference 393.39 350.00 350.00 350.00 1,240.55 1,240.55 1,240.55 1,978.16 1,978.16 6,381.83 6,381.83 1,993,77 1,993,27 8,198_16 8,198.16 2,001.23 2,01:11,23 1,988,50 1.088,50 23,541,15 01.29 '?"12.99 44.65 12l31/2013 Hauling Excess Sunfish to P 0,110 1 2/3 I / 20 3 Flail Mower Repair parts 0.00 12/31/2013 Road Salt Inv 71(169(1)7 0.00 12/31/2013 Road Salt Inv 71069820 0,00 12/31/1013 Road Salt In' 71070091 0.00 12/.31/2013 Road Salt Ine 71071072 0.00 12/31/2013 Road Salt Inv 71071438 0.00 12/31/2(113 Road Salt Inv 71073253 0.00 12/31/2013 Cell Phone Service - Administration 0.00 12/31/2013 Cell Phone Service - Fire Dept 0.00 12/31/2013 Cell Phone Service - Building Dept T a sk Type PO # Close POtioe # No No 00(10 0 0 00 No 0000 No 000(1 No 0000 No 0000 No 0000 No 0000 No No No 0000 0000 0000 Page 5 ct v 1.18ft Deference Task Type PO # Close ['Mine # 761950227-127 I )/18/2013 101-430-3100-43210 Telephone 761950227-127 2/18;2013 101-450-5100-43210 ifelephorte 761950227-1 77 12/18;2013 ! 01_410-1450-43210 afclephone 7619511727-127 2/1801113 101-410-1910-43210 Telephone 761950/27-127 Total: NENTEL OFF ICENIN. OfficeMax 350433 1/06/2013 101-41(1-1320-42(1(1(1 Office Supplies 350433 Total: OFFICFMX Total: 01.1,'ITAMA Our -leaf)! Advantage Inc. 128 12/18/2013 101-430-3125-43150 Contract Services 328 Total: 334 P/24/2013 101-430-3125-43150 Contract Services 334 Total: (Ai RTEANI A Total: ERHFA D Overhead Door Company 81499 11/27/2013 101-430-3100-44010 Repairs/Maint Bldg 81.499 Total: 0 V ER(IFAI) Total; P ER FORPO Performance Pools & Spa. Inc I '11)/2013 1212/2013 803_000-0000-22900 Deposits Payable 12/12/2013 12/1212013 601-000-0000-37 I 20 Bulk Water 12/12/2013 Total: PERFORPO "Fotal: _ -T n Be paid proof List (12/31/13 - 10:42 AM) Amount Onaritits' Pint Date Description 8,4)3 91.01 57.63 15.66 577.46 577.46 0.00 12/31/2013 Cell Phone Service - Public Works Dept 0.00 12131/2013 Cell Phone Service - Parks Dept 12/31/2013 Cell Phone Service - Taxpayer Services 0.00 12/31/2013 Cell Phone Service - Planning Dept 0,00 179,91 0.00 12/31/2013 Inv 350433-60 10 Ream Case 9x11 179.91 179.91 2.817,50 0.00 12/31/2013 Contract Snow Plowing - Inv 328 2,817.50 2,070.00 2,070.00 4,887.50 ((.00 12/31/2013 Contract Snow Plowing - Inv 334 393.35 0,00 12/31/2013 Garage Door Cahle Repair 393.35 393,35 1,500.00 -64.20 1,435.80 1,435.80 0,00 0.00 12/31/2013 Refund Escrow #2013-552 5683 57th St Cir 12/31/2013 Payment for Pool Fill No No No No No No No No No No 0000 00(10 00(10 0000 0(100 0000 0000 0000 0000 11000 Page 6 in%- Date Task Type IO # Close POLine1 A mount Qminfity Pratt Date Description Reference PETTVL113 Petty' Cash - Library I -'. 2720 13 P.(27,1101 3 'Yin.? ) 0.00 12131/2013 Omen!) - Library No ONO 206-450-5300-443( )0 Nliscellaneous 1 2.(2v7/11.))3 12/27/2013 153.63 0.00 12/3112013 Office Supplies - Library No 0000 106-450-5300-42000 Office Supplies 12.07120 i 3 1 2/27/20 13 79.30 0.00 12/31/2013 Newspaper Subscription - Library No 0000 206-450-5300-44330 Dues & Subscriptions 1 -).()7/J0 13 Total: 453.15 P F.-IT-111B Total: 453.15 PON1 PS Pomp'Tire Service. Inc. 2100098434 12/28.'20 13 101-430-3125-44040 Repairs/Maint Eqpt [1)1)(198434 Total: POMPS Total: 1,960.34 0,00 12/31/2013 4 ea Tires, Wheels 86-1 [,960,34 1,960.34 R ENT UNDI Redmit! Terry 13 12/1 7/2013 2(12.50 0 AM 1 2/31/2013 Building Inspector Services - 12/13/13 1 0 1 -4 20-2400-43 1 50 Inspector Contract Services 13 1-'17/2013 15.26 0.00 12/31 /2013 Building Inspector Mileage- 12/13/13 101-420-2400-433 1 0 Mileage 13 To01; 217.76 RENLUND'r Tolal: 217.76 S32 1 SS2'I' Office Products, 01(A-9639 12/117'201.3 101-410-132,0-42000 Office Supplies 01QC9639 12/11/2013 101-4 I 0-1910-42000 Office Supplies 0 1 QC9639 1 OD30.8 1219(2013 101 -4 10-1320-42000 Office Supplies 01 OD308 1 //1 9/20 13 101 -4 10-19W-42000 Office Supplies 0 1 QD368 I Total: S&T Total: S ECTAC SelectAccourn 07703 12?(.17/2013 111 -4 i 0- 1 5 20-43 15(1 Contract Services 977()23 Tota): 18.97 0.00 12/31 /2013 Office Supplies - Administration 41.26 0.00 12/31./2013 Office Supplies - Planning 0.23 35.1 1 0.00 12/31/2013 Office Supplies - Administration 11.70 0.00 12/31 /21.113 Office Supplies - Planning 46.81 107,04 5.49 5.49 A P - To He Paid Proof List 12/31i13 - 10:42 AND 0.00 12/31/2013 Participant Fee I 2/1/13 - 12/31/13 No 0(100 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 7 Inv /We SELECTAC Total: SUCONSU SRF Consulting Group, Inc ()XIV? ,00-4 P 8/201 3 409-480-,S000-43030 Engineering Services 08132.00-4 Total: sRFCONSU Total; STILGAZE Stillwater Gazette Final Notice 12170/2013 206-450-5300-44330 Dues & Subscriptions Final Notice STILGAZE Total: TASCFI T.A. Schilsky & Sons Inc 56099 1 7/0811013 101-430-3120-42240 Street Maintenance Materials 50099 Total: TASCH Total: TDS TDS Metroeom - LTC 651-779-8)82 12/13/2013 I 01-420-2220-43210 Telephone 651-779-8882 12113/2013 10 I-430-3 100-43210 Telephone 05 I -779-882 1)/13/2013 602-495 -Q450-4321 0 Telephone 651-779-8881 12/l3!2013 601-494-9400-43210 Telephone 651-779-82 Total: TDS Total: 'EaKDA TKDA., Inc. 00-7013003803 12,11/2013 ((--1 0-1 1)30-43030 Engineering Services 0020 13003.303 Total: 007013003918 P117/2013 002-495-9450-43030 Engineering Services 00201300391 'Total: rutittn( Qt a 5.49 Pint Date Description Reference 364.50 0.00 12/31/2013 State Ilighway 36 S Frontage Rd Study 364.50 364.50 74.00 0.00 12/31/2013 1 Year Subscription Renewal 74.00 74,00 1,574,75 0,00 12/31/2013 AC Fine Asphalt 1 I/20/13 1,574,75 1,574.75 146.7-7 '7'78.30 135.75 47.45 558.1' 558.22 (1,00 12/.3 I/2013 Analog Lines - Fire 0.00 12/31 /2013 Analog Lines - Public Works 0.00 12/31/2013 Analog Lines - Lift Station Alarms 0.00 12/31/2(113 Alarm - Well House #2 329.20 0.00 I 2/31/2013 General Engineering Service Record/Data 329.21) 5,774.46 5.724.46 AP - To Be Paid Proollist ( 12;31/13 - 10:42 AM ) (1.00 12/31/7013 2013,123 Lake Elmo Sewer Construction Task 'Fyne PO ft Close VOLine # No 0000 No 0000 No No No No No No No 0000 0000 0000 0(100 0000 0000 0000 Page 8 In-olcv iv Pate KIM '1' otal: 'ffil-P Fri State Pump & Control Inc. $4780 17/03/2013 002-495-9450-44030 Repairs \Maint Imp Not 131dgs 34789 Total: "FR I -I' Total: TRKUTI Truck Utilities inc. 22I6) P111,2013 01-430-3125-42210 Equipment Parts 262169 262671 12/10/2013 I 01-430-3125-42210 Equipment Parts 707671 Total: IRK Lill Total: W A S RADIO Washington County 77539 12117/201.3 01-430-3100-43230 Radio 77539 Total: 7774 1211712013 101-120-2220-43230 Radio 77540 Total: WASRADIO Total: Report Total: ~.- AP -1 o Lie Paid Proof List 112/3413 - 10:42 AM) Amonat Quantity Pint Date Description Reference Task Type r 0 ti Close POLine 0,053.06 678.09 0.00 12/31/2013 94 Litt Station Pumps Service 078,09 678.09 44.00 0.00 12/31001 3 flyd Plow Parts & Marker 44,00 31,98 0.00 12/31/2(113 Salt Spreader Valve 3 Ln8 75.98 300.06 0.00 12/31/2013 4t11 Quarter SOO Radio Fees- P \V 300.06 3,800.76 0.00 1//31/2013 1/4r1y User Fee for 800 MHz Radio - Fire 3,800,76 4,100,82 58,853.52 No 0000 No 0000 No 0000 No 0000 No 0000 Page 9 Accounts Payable To Be Paid Proof List User: den isc Printed: 01/02/2014 - I :42 PM Batch: 008-12-2013 JnY L)ate Amount Quantity Pint Date Description Reference FOCUS Focus Engineering, Inc. 962 - 963 12/28/2013 101...410_1930-43030 Engineering Services 961 - 963 12/28/2013 101-410-1910-43030 Engineering Services 962 - 963 'Fotal: 964 12/18/2013 101-420-2400-43030 Engineering 964 17/280013 101-4 10-1910-43030 Engineering Services 904 1 ?I-M/2013 404-480-8000-43030 Engineering Services 904 Pi78/2013 101 -430-31 00-43030 Engineering Services 964 12/28412013 601-494-9400-43030 Engineering Services 964 12/2812013 00.2-495-9450-43030 Engineering Services o(54 17/78/1013 603-496-9500-43030 Engineering Services 904 Total: 965 12/28/2013 409-480-8000-43030 Engineering Services 905 12/28/2013 109-480-8000-43030 Engineering Services 905 2/18/2013 409-480-8000-443030 Engineering, Services Q05 12/78412013 40-480-8000-43(13) Engineering Services 965 12/78.17013 409-480-8000-43030 Engineering Services 965 Total: 966 11/184,2013 419-480-800-43030 Engineering Services 1,858.75 0.00 01(06/2014 General Engineering - 12/31/13 1.020.00 0.00 3,478.75 1,035.00 0.00 1,086.74 0.00 236.00 0.00 437.75 0.00 1,456.00 0.00 147.50 0.00 1,508.17 0.00 6,902.11 634.12 65.00 32.50 0.00 958.75 0,00 59.00 0.00 1,749.37 45.00 /4\1) - Re Paid Proof' List 101/02414 - 1:42 PM 01/06/2014 Planning- General Engineering 12/31/13 01/06/2014 General Engineering VRA- Building 12/31 01/06/2014 General Engineering VRA- Planning 12/31 01/06/2014 General Engineering VRA- Parks 12/31 01/06/2014 General Engineering VRA- ROW 12/31 01/06/2014 General Engineering V RA- Water 12/3 I 01/06/20 l4 General Engineering VRA- Sewer 12/31 01/06/2014 General Engineering VRA- Surface Water 0.00 01/06/2014 Transportation & Traffic Systems - 12/31 0.00 01/06/2014 Street Maintenance - 12/31/13 01/06/2014 Municipal Aid System - 12/31/13 01/06/2014 Capital Improvement Planning 12/31/13 01/06/2014 Trunk Highway 36 Corridor Planning- 12/31 0.00 01/06/2014 Deinontrevil le Highlands Area Street Imp 'Fask Type l'O # Close POLine # CP No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page I Jo) Dais Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # 966 Total: 967 1212812013 60 i -494-9400-43030 Engineering Services 907 'rota]: 968 12/78/2013 001-494-9400-43030 Engineering Services 968 12/2872013 409-480-8(100-43030 Engineering Services 968 Total: 969 I -1/28/7013 2034o0-9070-43030 Engineering Services 969 Total: 970 12/28/2013 409-480-8000-43030 Engineering Services 970 Total: 971 12/28/2013 409-480-8000-43030 Engineering Services 971 Total: 977, I 2/78P013 601-494-9400-43030 Engineering Services 972 Total: 973 12/2872013 601-494-9400-43030 Engineering Services 073 17.'18i/013 602-495-9450-43030 Engineering Services 973 Total: 974 1221312013 602-495-9450-43030 Engineering Services 974 Total: 975 12/28/2013 203.4o0_9070-43030 Engineering Services 975 Total: 976 12/7'8/2013 601-494-9400-43030 Engineering Services 976 -17ota 977 112S2013 6111 -494-9400-43030 Engineering Services 977 Total: 078 1),7877013 601-494-9400-43030 Engineering Services 978 Tota1: 979 1.128t20 I 40g_=0.0-5{)90_43030 Engineering Services 979 Total: Al' - To Re Paid Proof List t 01/02;14 - 1:42 I'M) 45.00 1,240.00 1,240.00 165.55 219.45 3 ti5.00 383.50 383.50 20.084.86 20,084.41 5)425 524.).5 0.00 01/06/2014 Inwood Ave Trunk Waterman( - 12/31 0.00 (11/(16/2(114 Keats Ave Waterman) 43% 0.00 01/06/2014 Keats Ave Street 57% 0.00 01/06./2014 Emu 1-94 West Corridor 12/31/13 0.00 01/(16/2014 LE Ave Infrastructure 194 to 30th St 0.00 01/06/2014 Water System Funding Activities (Deeds) 1,092.15 0.00 01/06/2014 Production Well Number 4 13192,25 5,289,71 0.00 01 /06/2014 Section 34 Water 40(!/;, 7,934.56 13.224.27 0.00 01/06/2014 Section 34 Sewer Extension 60% 659.05 1/.00 01/06/2014 CSA11 15 (Manning Av) Corridor Mgmt 659.05 351.62 351.62 0,00 01/06/2014 Amaris Homes (Montgomery Projects) 1,709.00 0.00 01/00/2014 Well No4 Connecting Waterman( Impr Feas 1,709.00 4,092.S0 0.00 01/06/2014 Pump Fluuse No 4 4.092.80 1,198.50 0.00 01/06/2014 LE Ave Trunk Waterman( _Imp Leas Study 1.198.50 5,329.48 0.00 01/06/2014 2014 Street Impr Feas Report 5,329.48 No 0000 No 0000 No WOO No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 2 lovuieJ0 1_,Mks FOCUS "fotal: GRA P HICR Graphic Resources Inc 47982 12/30/2013 60 -494-9400-4 2000 Office Supplies 47982 12/300013 603-496-q500-42000 Office Supplies 47982 Total: GRApiiicR Total: HORWATH Horwath Construction 1171-13 1211512013 101-450-5200-42.230 Building Repair Supplies 11 71- 3 Total: HOR1.VATH Total: K El'S WE Li Keys Well Drilling Company Pay Request 95 1')/30/2013 601-494-9400-43030 Engineering Services Pay Request 45 KEYS WELL Total: Si-CROIX)" St. Croix Valley Landscaping 12/30,-2013 12/30/2013 603-496-9500-43030 Engineering Services I2/3012013 Total: S ITROIN V Total: Report Total: p -1 [3e Paid proof 1.kt t 010214 - 1:42 P1I) MO Ull t Q1.1 a 62,449.61 357.17 238.12 59,5,29 595.29 6,430.00 6,430.00 6,430.00 44,633.38 44,633.38 44,033,38 3,560,0 3,560.00 3,560.00 1 7.068.48 0.00 0.1,0 Pint Date Description Reference 01/06/2014 3000 Utility. Bills & 3000 #10 Envelopes 01 /06/20 2000 Utility Bills & 2000 41(1 Envelopes 0.00 01/00/2014 Re -Build VFW Dugout (Insurance 0.00 01/06/2014 Project No 201.3.125 Well No 4 0.00 01/06/2014 2012 Rain Garden Project Task. PO tt Close POLine No N No No No 0000 0000 0000 0000 0000 Pa Accounts Payable To Be Paid Proof List User: denise Printed: 01;62/7014 - 3;45 PM Batch: 010-12-2013 .to' trif.:E! # iny Oaten Amount Quantity Pmt Date Description Reference Task Type PO # Close POLioe # COMCAST ("outcast 877210535001484 12i)4/2013 101-410-1 94(1-4321(1 Telephone S77710535001484 Total: COMCAST Total: DELIA Delta Dental Of NI innesota 5358744 1I23;7013 10 1 4000-0000-2 706 Medical Insurance 5358744 Total: DELTA Total: DON At.DSA Donald Salverda & Associates Dec 5 2013 12/05./2013 1111-410-1320-44370 Conferences & Training Dec 5 2(113 Total; DONALDSA Total: FRANCOTY Francotyp-Postalia, Inc R1101801508 12/30/2013 101-410-1320-43220 Postage RI 1 01801508 Total: FRANCOTY "Total: NCPERS 566200-NCP FRS Minnesota 56621 14 11/20013 101 -000-0000-21 708 Other Benefits 56621 14 Total: NCPERS Total: 4.50 0.00 01/06/2014 Monthly Service - January 2014 4.50 4.50 1,765.00 0.00 01/06/2014 January 2014 Dental Coverage 1,765,00 1,765,00 600.00 0,00 01/06/2014 2014 Leadership Growth Group -A Bell 600.00 600.00 160.53 0.00 01/06/2(114 Posthase Rateguard 12/18/13-3/17/14 160.53 160_53 176.00 0.00 01/06/2014 January 2014 Premiums 176.00 176.00 Al' - 'Io Be Paid Proof List (01 /02/14 - 3:45 PM) No 0000 No 0000 No 0000 No 0000 No 0000 Page 1 5n) 'nee kt 511) Date Amount Q11:I o My Prot Dale Description Reference Task -rype PO f, Close ['Mine # P.OTARYIE Lake Elmo Rotary Club I Quarter2014 01/01/2014 ! 01-410-1320-44330 Dues & Subscriptions 1st ()Lintel-201.4 Total: RoTARYLE Total: smiNGB Springbrook Software 1NV26727 11/15/2013 101-410-1520-43150 Contract Services 1NV26727 Total: S P RI NGB Totai: SW/WC SW/WC Service Cooperatives 1-7!)(0013 12176/2013 IP 1 -000-0000-21706 M cdical Insurance 12/26/2013 Total: SW/WC Total: Report Total: Ap - To Be Paid Proof List WI 02/14 - 3:45 PM) 25,00 0.00 01/0612014 Membership Dues -A MacLeod I /I- _3/31/14 I -.5.00 125.00 5,112.90 0.00 01/06/2014 Annual Maintenance I/1/14-12/31/14 5,122.90 5,122.90 24,030.00 0.00 01/06/2014 February 2014 Insurance Premiums 24,030.00 24,030.00 31,983.93 IQ 6-)4PCN No 0000 No 0000 No 0000 Page 2 THF CITNT i.")F KE ELM() itt tet. T.. .'", " A ^ b t • . . DATE: January 6, 2014 CONSENT ITEM # 3 AGENDA ITEM: Designation of Official Newspaper SUBMITTED BY: Beckie Gumatz, Deputy Clerk THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Adam Bell, Assistant City Administrator/City Clerk. t• ' t.• ' SUGGESTED ORDER OF BUSINESS: - Introduction of Item .......... ........ ................... Administrator Report/Presentation. City Administrator - Questions from Council to Staff ........ .......... ..... Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Designation is mandated by state law. F;SCAAilfACT: None? SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to designate The Oakdale -Lake Elmo Review as the City's official newspaper of record for 2014 and to designate the St. Paul Pioneer Press as the alternate official newspaper to be used on an as needed basis. As part of its consent agenda, no specific motion is required. Should council choose to remove this item from its consent agenda, the recommended motion for this action is as follows: "Move to designate the Oakdale -Lake Elmo Review as the official newspaper of record fOr 2014 and designate the St. Paul Pioneer Press as the back-up official newspaper on an as needed basis." LEGISLATIVE HISTORY: Pursuant to Minn. State Statute § 412.831, the City Council is to select an official newspaper of record for legal publications. From a financial and timeliness perspective, City Staff has had an effective working relationship with The Oakdale -Lake Elmo Review as its official newspaper for the past few years. The Oakdale -Lake Elmo Review meets all statutory requirements for legal publications, has a reasonable publication schedule/deadline for submission, and its rates for publication are very competitive. -- page 1 -- City Council Meeting [Consent Agenda Item 3 January 6, 2014 The St, Paul Pioneer Press has been the hack -up legal publication due to its shorter turn -around for unexpected and time sensitive publication needs. Due to its much quicker publication and vastly greater circulation, the Pioneer Press remains a viable back-up option. The City did not receive a proposal from the Pioneer Press. BACKGROUND INFORMATION (SWOT): Strengths The Oakdale -Lake E17770 Review has balanced local coverage of Lake Elmo events and news along with a relatively broad distribution in the area. The rates, publication frequency, and due dates all satisfy the City's legal publication needs the vast majority of the time. The Pioneer Press offers daily publication, hut at a much higher price for publications. It does however have a much broader distribution rate. Weaknesses The Oakdale -Lake Elmo Review only publishes weekly with a due date of the preceding Friday. The Pioneer Press is more expensive, but it publishes daily with a due date of noon the day before. Opportunities Planning hearings far enough in advance to avoid having to rely on the daily publication of the Pioneer Press for notice would save the city money. There is discussion in the legislature to eliminate the printed newspaper publication rule. Threats Any substantial price increase would have a negative impact on publishing costs. 'RECOMMENDATION: The City Council is respectfully requested to designate The Oakdale - Lake Elmo Review as the City's official newspaper of record for 2014 and to designate the Si, Paul Pioneer Press as the alternate official newspaper to be used on an as needed basis. As part of its consent agenda, no specific motion is required. Should council choose to remove this item from its consent agenda, the recommended motion for this action is as follows: "Move to designate the Oakdale -Lake Elrno Review as the official newspaper o record for 2014 and designate the St. Paul Pioneer Press as the back-up official newspaper on an as needed bask" AUTHORITY: 2012 Minnesota Statutes: § 412.831 OFFICIAL NEWSPAPER "The Council shall, annually at its first meeting of the year, designate a legal newspaper of general circulation in the city as its official newspaper, in which shall be published such ordinances and other matters as are required by law to be so published and such other matters as the council may deem it advisable and in the public interest to have published in this manner." ATTACHMENTS: Proposal from Lillie Suburban Newspapers, Inc (The Oakdale -Lake Elmo Rei'iew) — page 2 *e Suburban Newspapers, Inc. Adam Bell, City Clerk City of Lake Elmo 3800 Laverne Ave. N. Lake Elmo, MN 55042 Dear Mr. Bell: 2515 E. Seventh Avenue North St. Paul, MN 55109 (651) 777-8800 November 13, 2013 Thank you for the opportunity to bid on public notice publication services for the City of Lake Elmo. The Oakdale -Lake Elmo Review has been serving the needs of the Lake Elmo area for 42 years, and is pleased to provide ongoing coverage of city government and school issues and community events. Each week we mail over 1600 copies to residents and businesses in the city of Lake Elmo. Lillie Suburban Newspapers is the oldest weekly newspaper company in the St. Paul area. It was founded in 1938 by the late T. R. Lillie. His grandsons, Jeffery Enright and Ted H. Lillie, are continuing the family tradition of publishing award -winning community newspapers in the St. Paul suburbs. It is our sincere desire to provide the best possible local news coverage in the Lake Elmo area. Our experienced news staff provides readers kvi th a well-balanced, lively and informative product each week, We realize that Lake Elmo area residents look to us as one of their primary sources of information about city activities and meetings, and we will continue to publish the city's press releases and photos. Lillie Suburban Newspapers has the official designation of the neighboring communities of North St. Paul, Maplewood and Oakdale, to name a few, as well as the North St. Paul -Maplewood -Oakdale School District. 3 P.M. Friday is the deadline each week for submitting public notices to our office. Public notices should be directed to Anne Thillen, Lillie Suburban Newspapers, 2515 E. Seventh Ave., North St. Paul, MN 55109. Our fax number is 651/777-8288. Notices may also be sent via e-mail to: legals@lillienews.com Legal publication rates for minutes, advertisements for bids and other notices are as follows: $4.40 per column inch for a one-time publication $4.20 per column inch for each additional publication Thank you for considering the Oakdale -Lake Elmo Review as the official legal newspaper for the City of Lake Elmo for 2014. If you have any further questions, don't hesitate to call us. Sincerely, Jeffery Enright Publisher Ramsey County Review Maplewood Review Oakdale -Lake Elmo Review Review Perspectives New Brighton Bulletin Shoreview Bulletin Sr. Anthony Bulletin South-West Review Roseville -Little Canada Review .Woodbury-Soutli Maplewood Review East Side Review Publications 4779 Bloom Ave., White Bear Lake, MN 55110 • Phone: 651-407-1200 9 Fax: 651-429-1242 December 26, 2013 Mr. Adam Bell City of Lake Elmo 3800 Laverne Avenue Lake Elmo, MN 55042 Dear Ms. Lumby: LIAN - 3 21;•14 The St. Croix Valley Lowdown wishes to be considered as your designated newspaper for 2014. We meet all the legal publication requirements under state statutes. Our circulation is audited by Verified Audit Circulation, an independent firm. We offer submittal of legal notices by mail, fax at (651) 429-1242, or e-mail to ieIsiii),r)resspili),c,Tm, Please clearly identify them as "Legal Notices." The rate will be $6.75 per column inch, in 7-point type at 9-lines per inch. Our deadline for legal notices is Monday by 12:00 noon for that Friday's publication. We look forward to the opportunity to serve you. We welcome any questions or concerns you may have. Sincerely, Li sa Graber Legal Notice Coordinator Ali: 1.alwEbno20 I 4.do,:, Your Best Source For Community nt.rniaton White Bear Press e Vadnais Heights Press Quad Community Press s Shoreview Press o The Citizen s The Lowdown 0 North Oaks News news presspubs.com ppeorrip@*resspubs,,com marketino@oressoubs„com nricirtnianrstnnra ohR etran "I -I -IF CITY cil• A E1 NJ' AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: f DATE: January 6, 2014 CONSENT ITEM # 4 Designate Official Depositories of Funds; Resolution 2014-01 Cathy Bendel, Finance Director Dean Zuleger, City Administrator Adam Bell, Assistant City Administrator/City Clerk .SUGGESTED ORDER OF BUSINESS (if removed from Consent): - Introduction of Item City Administrator - Report/Presentation ............ ............. City Administrator - Questions from Council to Staff ............. .......... ............ Mayor Facilitates - Call for Motion Mayor & City Council - Discussion Mayor & City Council - Action on Motion Mayor Facilitates POLICY RECOMMENDER: Finance Director; State law mandates that the City designate Official Depositories of Funds annually. FISCAL IMPACT: None SUMMARY AND ACTION REQUESTED: The City Council is requested to approve Resolution No. 2014-01, Designating the Official Depositories of Funds for 2014. As part of its consent agenda, no specific motion is required. If Council wishes to remove this item from the consent agenda, the recommended motion is as follows: "Move to designate Lake Elmo Bank, Wells Fargo Bank, Northland Securities and Morgan Stanley Smith Barney LLC as the official depositories for the City of Lake Elmo for 2014." LEGISLATIVE HISTORY: Pursuant to State Statute 427.01 et seq, the City Council is respectfully being asked to designate official depositories for 2014. Based upon past practice as well as current and likely future needs, it is recommended that the following be designated as the official depositories for the City of Lake Elmo for 2014: 0 Lake Elmo Bank -- page 1 -- City Council 1VIcetin2 [Consent Agenda Item 4,1 January 6, 2014 Well Fargo Bank Northland Securities Morgan Stanley Smith Barney LLC BACKGROUND INFORMATION(SWOT): Strengths All financial institutions are financially sound and meet the City's needs for depositories of public funds. Weaknesses There are no identified weaknesses. Opportunities Continue to identify opportunities to maximize deposit returns. Threats There are no identified threats. RECOMMENDATION: The City Council is requested to approve Resolution No. 2014-01, Designating the Official Depositories of Funds for 2014. As part of its consent agenda, no specific motion is required. If Council wishes to remove this item from the consent agenda, the recommended motion is as follows: "Move to designate Lake Ehno Bank, Wells Fargo Bank, Northland Securities and Morgan Stanley Smith Barney LLC as the official depositories for the City of Lake Elmo for 2014." ATTACHMENT: 1) Resolution No. 2014-01 A RESOLUTION DESIGNATING THE OFFICIAL DEPOSITORIES OF FUNDS FOR 2014 -- page 2 -- CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION 2014-01 A RESOLUTION DESIGNATING THE OFFICIAL DEPOSITORIES OF FUNDS FOR 2014 WHEREAS, Minnesota Statutes, Chapter 427, requires the adoption of certain policies and procedures pertaining to the deposit of public funds; and WHEREAS, the statute also requires the designation of an official depository of funds by a local government each year within 30 days of the beginning of the fiscal year. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lake Elmo, that the following financial institutions are hereby designated as the Official Depositories of Funds for 2014: • Lake Elmo Bank • Well Fargo Bank • Northland Securities • Morgan Stanley Smith Barney LLC ADOPTED BY THE CITY COUNCIL OF THE CITY OF LAKE ELMO THIS SIXTH DAY OF JANUARY 2014. CITY COUNCIL CITY OF LAKE ELMO By: ATTEST: Adam Bell City Clerk Mike Pearson Mayor Resolution 2014-01 THE CITY 01' 11 1\i)1 A...4'1 •-.1 AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: January 6, 2014 CONSENT ITEM # 5 Designating City's Data Practice Officials and Approving City Data Practices Policy Adam Bell, Assistant City Administrator/City Clerk Dean Zuleger, City Administrator Beckie Gumatz, Deputy Clerk SUGGESTED ORDER OF BUSINESS: Introduction of Item ................... ............. ............... . ...... ........ City Administrator Report/Presentation ........... ..... ........ „City Administrator Questions from Council to Staff Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: City Clerk/Staff. State law mandates that the City designate data practice officials. FISCAL IMPACT: None SUMMARY AND ACTION REOUESTED: The City Council is requested to consider approval of Resolution 2014-02, Designating City's Data Practices Officials and Approving City's Data Practices Policy. There are no changes from the 2013 Data Practices Policy other than the change of designated officials. As part of its consent agenda, no specific motion is required. If Council wishes to remove this item from the consent agenda, the recommended motion is as follows: "Move to approve Resolution 2014-02, Designating City Data Practices Officials and Approving City's Data Practices Policy; specifically, designathzg Adam Bell as the City's Data Practices Responsible Authority and Beckie Gumatz as Compliance Officer and Approving City's 2014 Data Practices Policy." LEGISLATIVE IIISTORY: Minnesota State Statute Chapter i 3 regulates the collection, creation, storage, maintenance, dissemination, and access to government data in government -- page 1 -- City Council Meeting [Consent Agenda hem 5] January 6, 20'4 entities. MN Statute 13.05 requires the government entity's Responsible Authority to annually update the City's Data Practices Policy and make any changes necessary to maintain the accuracy of the document. The policy identifies the types of data the City maintains and how each type of data is classified. In addition, the policy provides for written procedures to ensure data requests are received and complied with in an appropriate, permitted, and prompt manner. The City is required to have two officers to administer responsibilities set forth in the act. The required officers are the Responsible Authority and the Compliance Officer, who by state statute can be, and often are, the same person within a government entity. The Responsible Authority is responsible for collection, use and dissemination of any set of data. The Compliance Officer handles questions or issues with regard to data access. Both of these officials are required to be named specifically, not just as a position responsibility. It is recommended that the City Council designate Adam Bell as the Responsible Authority and Beckie Gumatz as the Compliance Officer. BACKGROUND INFORMATION (SWOT): Strengths Naming two separate individuals increases the opportunity for legal compliance. Formally adds Data Practice duties and responsibilities to the Deputy Clerk's role. Weaknesses There are no identified weaknesses. Opportunities The Deputy Clerk will have a greater opportunity to familiarize with Data Practices for increased responsibility within administration. Threats There are no identified threats. RECOMMENDATION: The City Council is requested to consider approval of Resolution 2014-02, Designating City's Data Practices Officials and Approving City's Data Practices Policy. There are no changes from the 2013 Data Practices Policy other than the change of designated officials. As part of its consent agenda, no specific motion is required. If Council wishes to remove this item from the consent agenda, the recommended motion is as follows: "Move to approve Resolution 2014-02, Designating City Data Practices Officials and Approving City's Data Practices Policy; specifically, designating Adam Bell as the City's Data Practices Responsible Authority and Beckie Gumatz as Compliance Officer and Approving City's 2014 Data Practices Policj" ATTACHMENTS: Resolution 2014-02 -- page 2 -- CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION 2014-02 A RESOLUTION DESIGNATING CITY'S DATA PRACTICES OFFICIALS AND APPROVING CITY'S DATA PRACTICES POLICY' WHEREAS, Minnesota Statutes, Chapter 13, requires the adoption of certain policies and procedures pertaining to government data practices; and WHEREAS, the statute also requires the appointment of a data practices compliance official, a data practices responsible authority and optional designee(s) to enforce the data practices policies of government agencies, NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lake Elmo, that the attached City of Lake Elmo Data Practices Policy, together with the exhibits attached thereto, are hereby adopted and approved as if fully set forth herein; and BE IT FURTHER RESOLVED, that City Clerk Adam Bell will be appointed to serve as the city's data practices responsible authority and Deputy Clerk Beckie Gumatz will be appointed to serve as the city's data practices compliance official. ADOPTED BY THE CITY COUNCIL OF THE CITY OF LAKE ELMO THIS FIFTEENTH DAY OF JANUARY 2013. CITY COUNCIL CITY OF LAKE ELMO By: ATTEST: Adam Bell City Clerk Mike Pearson Mayor Resolution 2014-02 THE. CAT's' r, 1 . ..:, .. .. „ L i DATE: January 6, 2014 CONSENT ITEM # 6 AGENDA ITEM: Appointment of Official City Engineer and City Attorney for 2014 SUBMITTED BY: Adam Bell, Assistant City Administrator/City Clerk THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Beckie Gumatz, Deputy Clerk SUGGESTED ORDER OF BUSINESS: Introduction of Item ............ ........ ...... „.... ............ City Administrator Report/Presentation ......... ..... . .......... ..City Administrator Questions from Council to Staff .................... ........ ........... Mayor Facilitates Call for Motion Mayor & City Council - Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Staff FISCAL -IMPACT: None SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to appoint an official City Engineer and City Attorney. These officials are contracted for professional engineering and legal advice. These appointments are not specifically required by statute or ordinance, but are consistent with past practice. No specific motion is needed as this item is part of the Consent Agenda. However, if Council chooses to remove this item from Consent, the recommended motions are as follows: "Move to appoint Mn Jack Griffin, of Focus Engineering, Inc., as the official City Engineer and principal provider of professional engineering ,services for 2014." "Move to appoint Mr. Dave Snyder, of Johnson & Turner, P.A., as the official City Attorney and principal provider of both civil and criminal legal services or 2014." LEGISLATIVE HISTORY: Mr. Jack Griffin of Focus Engineering currently serves as the Official City Engineer and primary provider of professional engineering services. He is -- page 1 -- City Council Meeting [Consent Agenda Item 6J January 6, 201.4 supported by Mr. Ryan Stempski. Focus Engineering and the City have an ongoing agreement for professional services effective 7/19/2011. This appointment would be a continuation of that agreement. Mr. David Snyder of Johnson & Turner currently serves as the Official City Attorney for both civil and criminal. legal services. At his last appointment, Mr. Snyder indicated that he would continue his services under the same terms and conditions as a previous agreement from 4/]3/2009. This appointment would be a continuation of that previous agreement. BACIGROUNI:) I.NFORMATION(S'WOT): Strengths Mr. Griffin and Mr. Snyder are familiar with the City and its current needs. Both parties currently meet the city's legal and engineering services needs at satisfactory levels. Weaknesses City needs may change and other or additional services may be required. No proposals were sought or received from other parties. Opportunities All contracting parties should look to identify areas where the City can save money or maximize services provided. Threats There are no specific identifiable threats. As with all contract services, parties may terminate the services and the City would need to find a replacement. RE COMMENDATION: The City Council is respectfully requested to appoint an official City Engineer and City Attorney. These officials are contracted for professional engineering and legal advice. These appointments are not specifically required by statute or ordinance, but are consistent with past practice. No specific motion is needed as this item is part of the Consent Agenda. However, if Council chooses to remove this item from Consent, the recommended motions are as follows: "Move to appoint Mr. Jack Griffin, of Focus Engineering, Inc., as the official City Engineer and principal provider ofprofessional engineering services for 2014." "Move to appoint Mr. David Snyder, of Johnson .1 Turner, P.A., as the official City ,4ttorney and principal provider of both civil and criminal legal services for 2014." -- page 2 -- The 2014 City of Lake Elmo Plan of Work has been developed to reflect the governing principles established by the 2014 Lake Elmo City Council, which are: 1. Efficient, low cost taxpayer serviced -based government; 2. Disciplined and balanced market driven ; 3 Well-ordered,i low regulatory burdened quality of life From an operational standpoint five core ideas oflocal government have been applied to reflect public trust and accountability. First, our work must be proactive and taxpayer -centered. Second, the program must add value to the community in all aspects. Third, our operations must be efficient, stable and consistently fair. Fourth, program must be cross -functional and team based. And Fifth, staff members must be allowed to demonstrate expertise intheir individual fields. � Mission Statement: To provide the citizens mfLake Elmo with the most informed, efficient and transparent customer service experience possible, 2014 Goals& Objectives l. Continue to develop a multi -platform information strategy that includes a relevant website, daily, weekly and quarterly news updates, and pertinent mailings on key community issues; Z. Create procedures and standard operating guidelines to insure a 24 hour turnaround response on all taxpayer issues including an established FAQ section of the website; Continue a consistent and transparent method for taxpayer input that includes website polling, citizen surveys, focus groups and neighborhood meetings 3 Improve utilization of cable access capabilities & web streaming to maximize technology and inform the community via production of public affairs programming. 4. Continue implementation ofthe Speak Your Peace civil dialogue project incoopenat}onvxith<Lake Elmo Elementary, Jaycees and Rotary, 5. Continue development of Next Gen Leaders group for community building and leadership development. 6. Conduct (5)neighborhood outreach meetings incommunity parks. Mission Statement: lothouahtfuUyadopt a City-wide. Comprehensive Plan that maintains the open space � character ofthe community while balancing attractive, sustainable growth opportunities that meet the � [g i ntsof^tbeMetrn |� Council. vv�/enh�n�epkz�� 0vhyy��rpn�/ ' -.— __. 2gI4Goals & Objectives l. Adoption ofthe City Zoning Code 2. Adoption ofForm Based Code for Old Village; 3 Streamline & Improve Policies /Procedures for the handling of routine land matters including but not limited tovariances, site plan review, setbacks etal; 4. Reduce the population expectations to 18,000 by 2040 and eliminate the MOU with the Met Council. 5. Efficiently process /approve final plats for Lennar, Arnaris, Hammes, Ryland, Gpnyea, Chase, Pratt and Engstrom for future housing developments asprescribed bvthe Comprehensive Plan 5. Resolve zoning conflicts with the Metropolitan Airports Commission / MNDOT. 7. Add Planning module from Permit Works for project tracNnB. 8. Fully implement escrow and developers agreement process. ` Mission Statement: Tocreate aCity Code that isbased on the development ofanorderly community, � ref|ectsstate'ofthe'ar1rnunidpajgovernance,andcanbefa)r/yunderstoodandapp|iedtothennatter regulated, To create a record retention system that provides orderly access and transparency. 3014Goals & Objectives 1. Convert paper files from years Z000-301ZtoLaserOcherecord retention. Z. Establish public document destruction plan consistent with MIN State Statutes. 3. Conduct, in the Spring ofJOI4 an Open Meeting, Data Practices & Ethics Seminar for all elected and appointed officials, ' Mission Statement: Toeffidentk/stevvardthetaxdoUarsandutherrcsnurcesofthe[it»ofLakeE\non�na manner that eliminates waste, maximizes the investment of our residents and maintains an affordable tax rate that is in the bottom quartile of MN Cities. 2014 Goals & Objectives 1. Implement Performance Based Budgeting for the 3O15Budget; 2. Complete Cit«'sfiot Comprehensive Annual Financial Review prior to 2014 Borrowing; 3. Complete New Water and Sewer Rate Study Prior tothe 20lSBilling Cycle; 4. Complete Audit byMay 1Sm/Maintain AaIBond Rating; 5. |rnp|ennen1ACH —[redit Card electronic payment system for fees, utility bills, etc. 6. 100% recovery or assessments/ fees for service of developer created operational expense in 2014. ' Mission Statement, To provide the nnsourcg3andrnanpowxer property values from harm, ufficiently protect taxpayers ard their 2014 Goals & Objectives l. Tomodernize the fire fleet through purchase of 78' aerial/engine that ensures state -of -the art fire suppression and maximizes firefighter safety; Z. Toreduce the number ofnuisance properties by5O96bythe end offiscal year ZDl4; S. Improve permit review time to 5 working days or less. 4. Full implementation ofelectrical inspection policy 5. Implement hearing appeal process for Code Enforcement and Animal Control Issues 6. Explore collaboration with other area Fire Departments 7. Create and Implement Fire Inspection Program ! Mission Statement, To construct and maintain effcient infrastructure (streets and utilities) . the purpose ' of providing safe thoroughfares, potable drinking water, and the elimination of waste, 2014Goals & Objectives: 1. Constructvvatennain line on Inwood to 1-94conidor; 2. Constructvvatarnnain line on LEAvenue 1othe 1'94 corridor; ]. Develop aVillage sewer phasing plan with 2O1SPhase |construction; 4. Develop a vvatertom/gr tinning and siting plan including land acquisition; S. Complete design specifications for Village Parkway for new development; 6. Hire (Z)additional FTE5for frontline sewer & water maintenance. ' Mission Statement. To allow Lake Elmo to develop as a community in an environmentally sustainable . manner at a pace that reflects "open space" character and marketplace realities, 2014Goals & Objectives: l. Develop Business Improvement District in the Old Village D\strict—Estab|ish TlF District if economically feasible; 2. Complete stornnvvaterstudies (vvithV8WS) for growth areas 3. Create "Fresh" community image / Branding Campaign that emphasizes open space character, 4. Recruit (3)new commercial businesses )nthe |-94corridor. Mission Statement- Todevelop efficient and safe local transportation policy that allows for orderly, lawful traffic flow. ' 3014Goals & Objectives; I. Complete and approve aHighway 36corridor plan; 2. Actively participate in the design process for the reconstruction of Lake Elmo Avenue in 2015 including the development of a downtown streetscape improvement plan;. 3. Partner & Enhance Washington County's Manning Avenue Re -Construction Plan. 4. Design, Build &A3sess 5 m Street via 439 Process between Inwood and Keats /Design, Build & Assess5m Street for Lake Elmo East (Rvand/Diedhch).** will incorporate them/ng elements. (Project dependent ondeveloper panticixztion). 5 Complete railroad crossing trade out for the creation of new Village parkway crossing by the End ofJO14. i Mission Statement: Toprovide for anorderly process that allows for all Lake Eirnmresidentsto exercise their right tnvote. 2014 Goals &Objectives: 1. Conduct successful primary and general elections in 2014. � Mission Statement- To develop a comprehensive and fully accessible park recreation and trail plan that provides use opportunities for all citizens. 2014 Goals & Objectives: l. Obtain grant funding for the construction of the Lake Bnno Regional Trail, I. Complete Park Commission Strategic Plan of Work (see attached) 3. Complete Sun Fish Lake Park Utilization Plan . Mission Statement: To balance the monetary realities with the protection of natural resources of the City of � Lake Elmo through carefully pqUo/ development, deliberate advocacy for clean groundwater, drinking water and, surface water, and Proper management of storm water. 1. Work with State Legislature secure funds $4 million in bonding to alleviate infrastructure costs associated with the provision of clean drinking water to our taxpayers as a result of the 3M groundwater contamination —Continueto Pursue Economic Remedies of3M Contamination; Z. Create wetland and woodlands overlay districts within land use map; ]. /n cooperation with waste haulers, develop a community -wide recycling program that utilizes single - stream recycling, a centralized drop-off for over -sized items, and continua{ education. Create a garbage pick-up schedule that allows for free market competition and reduce the impact on the local roads; 4. Work with Washington County and the Valley Branch District to mitigate current surface water flooding issues associated with the Old Village. ' Mission Statement., Tocreate a|ear�and efficient government that pmoper>ystewards taxpayer dollars and / resources. 20I4Gua|s & Objectives: 1. Complete 30Standard operating procedure protocols in six disciplinary areas using key success factor looping including snowplowing, street maintenance, meeting efficiency, permitting, }and use review, utility & assessment collections; 2. Paper|essCouncil & Planning Commission Meetings by]rdQuarter ZOI4. ' � Mission Statement: Toestablish the public trust inpolicy-making bycreating aproductive, trust -base rn `eetin�pnocesst�atisr�/�vanttothei/xues��andendcivi|/ndia�o�u8� '~~-`.``�^^~-�~�~'~.- `.�.~~_�.~_°�~~ -'-�. �_ '~^ 2014 Goals & Objectives: I. Complete 24policy-focused meetings &1Otech nicaUy-basedworkshops; Z. Continue the creation of a citizen based Committee structure utilizing the expertise of the community; I Complete an error free, sound record -keeping and technically sound broadcast of all affected Planning Commission and City Council meetings. � Mission Staten0ent�Toestablish best practices \nthe recruitment, performance management, and overall welfare of the employees of the City of Lake Elmo 2014 Goals & Objectives 1. Streannline and conternporicethe City ofLake Elmo Employee Handbook; 2. Develop annual review process for technical 8k management staff; 3. Standardize the hiring, discipline and firing process for the City of Lake Elmo. n !f Cri")' .\L' ELM „ " r ei re • t DATE: January 6, 2014 CONSENT ITEM # 8 AGENDA ITEM: Request for Approval of Storm Water Abatement SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Adam Bell, Assistant City Administrator/City Clerk SUGGESTED ORDER OF BUSINESS: Introduction of Item ..... . ..... ........ ...... ......... City Administrator Report/Presentation City Administrator Questions from Council to Staff ........... ............. Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Washington County/Finance Director FISCAL IMPACT: $70.97 SUMMARY AND ACTION REQUESTED: Washington County contacted the City of Lake Elmo Finance Director to provide notice that parcel id #34.029.21.43.0002 was recently reclassified to an exempt status. Washington County needs the Lake Elmo City Council to approve the removal of this parcel from the 2014 tax roll since it previously approved the delinquent Storm Water fees to be assessed on October 1, 2013. LEGISLATIVE HISTORY: NA BACKGROUND INFORMATION (SWOT): Strengths Our records will be up to date and match Washington County. Weaknesses No longer able to assess the outstanding balance as a result of the parcel being classified as exempt. Opportunities The Finance Department will continue to actively pursue direct collection of these fees as the amount will remain outstanding and due to the City. Threats With no ability to file a lien on the parcel the collectability is no longer guaranteed. -- page 1 -- City Council Meeting January 6. 2014 /ConsentAgenda lien') 8] RECOMMENDAT1ON: The City Council is respectfully requested to approve the removal of assessment for parcel id 34.029.21.43.0002 from the 2014 tax roll files with Washington County. AUTHORITY: 2012 Minnesota Statutes: § 444.075 Subdivision 3 "The governing body may fix and levy taxes for the payment of reasonable charges to the municipality or county itself' ATTACHMENTS: Resolution 2014-03 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION 2014-03 A RESOLUTION APPROVING REMOVAL OF PID 34.029.21.43.0002 FROM THE 2014 PROPERTY TAX ROLL WHEREAS, Minnesota Statutes, Chapter 444.075, Subd. 3, permits certification of unpaid charges to the county auditor for collection with taxes payable; WHEREAS, the City Council approved said assessment on October 1, 2013 on parcel id 34.029.21.43.0002 in the amount of $70.97; WHEREAS, the parcel subsequently applied for and was approved to be reclassified to an exempt parcel effective 1/1/2014; NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Lake Elmo, that the utility assessment of $70.97 for parcel id 34.029.21.43.0002 be removed from the 2014 tax roll with Washington County. ADOPTED BY THE CITY COUNCIL OF THE CITY OF LAKE ELMO THIS SIXTH DAY OF JANUARY 2014. CITY COUNCIL CITY OF LAKE ELMO By: ATTEST: Adam Bell City C]erk Mike Pearson Mayor Resolution 2014-03 I H 1" (Try (r, AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: January 6, 2014 CONSENT ITEM # 9 Production Well No. 4 — Pay Request No. 5 Chad lsakson, Project Engineer Dean A. Zuleger, City Administrator Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS if removed from the Consent Aqenda): Questions from Council to Staff Mayor Facilitates Public Input, if Appropriate .Mayor Facilitates Call for Motion ...... ..... ................ ...................... Mayor & City Council Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Engineering FISCAL IMPACT: None. Partial payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARYAND ACTION REQUESTED: The City Council is respectfully requested to consider approving Pay Request No. 5 for the Production Well No. 4 project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request No. 5 to Keys Well Drilling Company in the amount of $44,633.38, for the Production Well No. 4 Project" City Council Meeting [Consent Agenda Item 9/ January 6, 2014 LEGISLATIVE FRSTORY/BACKGROUND INFORMATION: Keys Well Drilling Co., the Contractor for the project, has submitted Partial Pay Estimate No. 5 in the amount of $44,633.38. The request has been reviewed and payment is recommended in the amount requested. In accordance with the contract documents, the City has retained 5% of the total work completed. The amount retained is $9,046.38. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 5 for the Production Well No. 4 project. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request No. 5 to Keys R'ell Drilling Company in the amount of $44,633.38,,for the Production Well No. 4 Project" ATTAPIMENT(S): . Partial Pay Estimate No. 5 PROJECT PAY FORM PARTIAL PAY ESTIMATE NO. 5 FOCUS ENGINEERING, inc. PRODUCTION WELL NO. 4 PERIOD OF ESTIMATE PROJECT NO. 2013.125 FROM 11/1/2013 TO 12/27/2013 PROJECT OWNER: CONTRACTOR: CITY OF LAKE ELMO KEYS WELL DRILLING CO. 3800 LAVERNE AVENUE NORTH 1156 HOMER ST LAKE ELMO, MN 55042 ST. PAUL, MN 55116 ATTN: JACK GRIFFIN, P.E., CITY ENGINEER ATTN: JEFFREY KEYS CONTRACT CHANGE ORDER SUMMARY PAY ESTIMATE SUMMARY No. Approval I Amount 1. Original Contract Amount Date Additions Deductions I 2. Net Change Order Sum 1 11/19/2013 na na 3. Revised Contract (1+2) 4. *Work Completed 5. *Stored Materials 6. Subtotal (4+5) 7. Retainage* 5.0% 8. Previous Payments TOTALS $0.00 $0.00 I 9. Amount Due (6-7-8) NET CHANGE 1 $0.00 1 *Detailed Breakdown Attached CONTRACT TIME START DATE: SUBSTANTIAL COMPLETION: FINAL COMPLETION: 7/8/2013 ORIGINAL DAYS 158 ON SCHEDULE 11/29/2013 REVISED DAYS 0 YES 12/13/2013 REMAINING -14 NO ENGINEER'S CERTIFICATION: The undersigned certifies that the work has been reviewed and to the best of their knowledge and belief, the quantities shown in this estimate are correct and the work has been performed in accordance with the contract documents. 1 CONTRACTOR'S CERTIFICATION: The undersigned Contractor certifies that to the best of their knowledge, information and belief the work covered by this payment estimate has been completed in accordance with the contract documents, that all amounts have been paid by the contractor for work for which previous payment estimates was issued and payments BY received from the owner, and that current payment shown herein is now due. APPROVED BY OWNER: CITY OF LAKE ELMO, MINNESOTA FOCUS Engineering, inc. ENGINEER 12/30/2013 DATE BY DATE FOCUS Engineering, inc, CONTRACTOR DATE BY DATE $304,800.00 $0.00 $304,800.00 $180,927.50 $180,927.50 $9,046.38 $127,247.75 $44,633.38 PROJECT PAYMENT FORM PARTIAL PAY ESTIMATE NO. PRODUCTION WELL NO. 4 CITY OF LAKE ELMO, MINNESOTA PROJECT NO. 2013.125 F C ENGINEERING, inc. CONTRACT THIS PERIOD TOTAL TO DATE ITEM DESCRIPTION OF PAY ITEM UNIT QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT I MOBILIZATION / 511E WORN 05 1 526,001).00 525,000.00 50.00 0,60 $15.600.00 7 SILT PENCE LF 550 5540 52,750.00 50.00 275.00 $1,375.00 2 24-INCH STEEL CASING LE 95 5200.00 $19,000.00 50.60 49.00 $17,800.00 4 24-INCH OPEN HOLE LE 110 5125.00 513,750.00 $0.00 122.00 515,250.00 5 18-INCH STEEL CASING 51 210 $80.00 $16,800.00 $0.05 211.00 $10,880.00 6 LS-NCH OPEN HOLE LE a!, $00.00 $5,100.00 50.00 B7.00 $4,860.00 7 GROU1 CY SO 5410.00 520.500.00 50.00 76.00 511,480 00 S EXPLOSIVI:S 1.8 400 526 00 $11 ,200.00 60.00 $1,680.00 310.00 $8,F00.00 9 REMOVAL OF 10006 CY 750 570.00 $.52,500.00 225.00 515,750.20 725.00 $50,750.00 lc AIR SURGING MOBILIZATION 15 1 54,500.00 $4,500.00 $0,00 1.00 54,500.00 11 AIN. SURGING DC`JELOPM.ENT Hfts 125 5210.00 525,250.00 20.5C S1,985.00 48.50 510,195.0C 12 TELEVISION SURVEY LS 1 $1,400.00 $1,400.00 50.00 $0.00 13 TE.ST KJ m P MOBILIZATION & iNS'FAL L. LS 1 55,000.00 $5.000.30 1.0.0 55,000.00 1.00 $5,000.00 14 TEST PUMPING HR5 BO 5140.00 511.200.00 37.00 55.180.00 37.00 55,1E0.00 15 7E5T PUMPiNG DISCHARGE PPE LF 2,500 $5,50 $13,750.00 2425.00 $13,337.50 2425.00 513,327.50 15 SAND CONTENT TESTS EA S $50 00 $250.00 1.00 $50.00 1.00 550.00 17 CHEM. ANALYSIS & BACT. TEST LS' 1 54,500.00 $4,500.00 50.00 50.00 18 SOUNDS BARRIER CONSTRUCTION 5F 1,600 $1.00 $12,800.00 50.00 50.00 19 GAMMA 1.0G EA 1 5800.00 5800.00 50,00 50.00 20 RESTORATION LS 1 53,500.00 53,900.00 $0.00 50.00 21 WELL PUMP LS 1 $53,250.00 553,50.00 $0.00 50.00 TOTALS - BASE CONTRACT $304,800M $46,982,50 5180,927.50 THE DATE: January 6, 2014 CONSENT ITEM # 10 AGENDA ITEM: Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30t1I Street — Change Order No. 3 SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS irrentovedkont the Consent Agenda): Questions from Council to Staff Mayor Facilitates Public Input, if Appropriate Mayor Facilitates Call for Motion ................. .,............. ....... ................. ....... Mayor & City Council Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Engineering FISCAL IMPACT: None. This change order extends the contract times for Substantial Completion for the project with no adjustment in compensation to the Contractor. summARyANpAcTip,N4EQLJEsTp: The City Council is respectfully requested to consider approving, as part °law Consent Agenda, Change Order No. 3 for the Lake Elmo Avenue Sewer Infrastructure improvements: 1-94 to 30th, thereby extending the contract time for Substantial Completion by 56 days, from December 20, 2013 to February 14, 2014, If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Change Order No, 3 fOr the Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30" Street." City Council Meeting [Consent .4gencia hem 101 January 6, 2014 LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The Contractor, Minger Construction, requested an extension of the Substantial Completion date due to early frost conditions in December, 2013 and a delay in the lift station start-up based on the delivery date of the chemical feed system. The deep frost conditions slowed and delayed directional drilling crews, but this type of construction can continue during winter conditions. Siemens is the supplier of the chemical feed system and indicates the system will be complete and ready for delivery in the middle of January, 2014. Minger will be onsite when the chemical feed system arrives to install and connect the system, then perform a lift station start-up. With approval of this Change Order, the revised Substantial Completion date will he February 14, 2014. The Final Completion date ofJune 1, 2014 remains unchanged. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part q the Consent Agenda, Change Order No. 3 for the Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30th Street, thereby extending the contract time for Substantial Completion by 56 days; from December 20, 2013, to February 14, 2014. If removed from the consent agenda, the recommended motion for this action is as follows; "Move to approve Change Order No. 3 for the Lake Elmo Avenue Sewer Infrastructure Improvements: 1-94 to 30th Street," ATTACHMENT(S): . Change Order No. 3. page 2 -- CONTRACT CHANGE ORDER FORM CITY OF LAKE ELMO, MINNESOTA LAKE ELMO AVE SEWER INFRASTRUCTURE IMPROVEMENTS 2013.123 CHANGE ORDER NO. 3 c 5 ENGINEERING, inc. DATE: January 6, 2014 TO: Minger Construction , Inc. 2471 Galpin Court, Suite 110, Chanhassen, MN 55317 This Document will become a supplement to the Contract and all provisions will apply hereto. The Contract Documents are modified as follows upon execution of this Change Order, CHANGE ORDER'OESCRIPTION /JUSTIFIC.ATION: This change order extends the contract times for Substantial Completion date by 56 days (from December 20. 2013 to February 14, 2014). This extension request is early frost conditions in December and a delay in the lift station start-up based on the delivery date of the chemical feed system. The Final Completion Date of June 2014 remains unchanged. Attachments (list documents supporting change): ITEM DESCRIPTION OF PAY ITEM UNIT QTY UNITE PRICE INCREASE/(DECREASE) CO3-1 REVISE SUBSTANTIAL COMPLETION DATE N/A N/A 50,00 $0,00 NET CONTRACT CHANGE Amount of Original Contract Sum of Additions/Deductions approved to date (CO # 1 and # 2) Contract Amount to date Amount of this Change Order (A-P-D) (DEDUCT 'r (ND CHANGE) Revised Contract Amount The Contract Period for Completion will be (kJ-NCHANCE:) (INCREASED) APPROVED BY ENGINEER: FOCUS Engineering, inc. ENGINEER DATE APPROVED BY OWNER: CITY OF LAKE ELMO, MINNESOTA APPROVED BY CONTRACTOR DATE BY BY DATE DATE $0.00 3,463,201.60 (10,533,70) 3,452,667.90 0.00 3,452,667.90 56 days FOCUS Engineering, inc. CHANGE ORDER FORM Tii!'" (11 t‘ Pt I\ _ • •'"". ; #1. DATE: January 6, 2014 CONSENT ITEM # 11 AGENDA ITEM: Section 34 Water & Sewer Utility Extension Improvements — Change Order No. 2 SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent Avenda): „.. Questions from Council to Staff Mayor Facilitates Public Input, if Appropriate Mayor Facilitates Call for Motion Mayor & City Council Discussion.... ........... ........ ............... ......... Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Engineering FISCAL IMPACT: None. This change order extends the contract times for Substantial Completion for the project with no adjustment in compensation to the Contractor. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving, as part of the Consent Agenda, Change Order No. 2 for the Section 34 Water and Sewer Utility Extension Improvements, thereby extending the contract time for Substantial Completion from December 20, 2013, allowing an additional 14 calendar clays beginning with the first day of spring 2014 mobilization. This change order also requires the spring mobilization to occur no later than May 5, 2014. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Change Order No. 2 for the Section 34 Water & Sewer Utility Extension Improvements." -- page 1 -- City Council Meeting fConsenr Agenda Item I I] January 6, 2014 LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The Contractor, Redstone Construction, requested an extension of the Substantial Completion date due to early frost conditions in December, 2013. Frost to depths greater than 4 feet stopped productivity of open cutting pipe in the ground. There is approximately 800 feet of watermain that remains to be installed, tested and restored along Hudson Boulevard. With approval of this Change Order, the revised Substantial Completion date will be extended 14 calendar days beginning from the first day of spring 2014 mobilization, but no later than May 19, 2014. The Final Completion date of May 30, 2014 remains unchanged. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Change Order No. 2 for the Section 34 Water & Sewer Utility Extension Improvements, thereby extending the contract time for Substantial Completion from December 20, 2013, to a date no later than May 19, 2014. If removed from the consent agenda, the recommended motion for this action is as follows: "Move to approve Change Order No. 2 for the Section 34 Water & Sewer Utili Extension Improvements." ATTACHMENT(S): Change Order No. 2. — page 2 — CONTRACT CHANGE ORDER FORM CITY OF LAKE ELMO, MINNESOTA SECTION 34 UTILITY EXTENSION IMPROVEMENTS PROJECT NO. 2013.126 c SI ENGINEERING, inc. CHANGE ORDER NO. 2 DATE: January 6, 2014 TO: REDSTONE CONSTRUCTION COMPANY, INC. , PO BOX 218, MORA, MN 55051 This Document will become a supplement to the Contract and all provisions will apply hereto The Contract Documents are modified as follows upon execution of this Change Order, CHANGE ORDER DESCRIPTION /JUSTIFICATION: This change order extends the contract times for the Substantial Completion date by 14 calendar days beginning with the first day of sp 2014 mobilization, Spring mobilization must occur no later than May 5, 2014. This extension request is due to early frost conditions in December. The Final Completion Date of May 30, 2014 remains unchanged. Attachments (list documents supporting change): ITEM DESCRIPTION OF PAY ITEM, CO2-1 REVISE SUBSTANTIAL COMPLETION DATE UNIT QTY UNITE PRICE INCREASE/(DECREASE) N/A N/A $ 0 0 0 $0 0 0 Amount of Original Contract Sum of Additions/Deductions approved to date Contract Amount to date Amount of this Change Order (AO) f-DEDUCT) ND CHANGE Revised Contract Amount The Contract Period for Completion will be APPROVED BY ENGINEER: FOCUS Engineering, inc. NET CONTRACT CHANGE $0.00 1,701,884,50 11,162.82 1,713,047.32 0.00 1,713,047.32 (INCREASED) (DECREASE-D) 14 calendar days APPROVED BY CONTRACTOR , ENGINEER BY DATE APPROVED BY OWNER: CITY 0 LAKE ELMO, MINNESOTA DATE sr BY DATE DATE FOCUS Engineering, inc. CHANGE ORDER FORM THE (;:p"•,' 7-E. 1:-.4 U \ LiAl AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: January 6, 2(114 CONSENT ITEM # 12 2012 Rain Garden Project Maintenance Contract — Pay Request No, 2 (Final) Ryan Stempski, Project Engineer Dean A. Zuleger, City Administrator Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS if removed from theConsentAgenda): Questions from Council to Staff Public Input, if Appropriate Mayor Facilitates Mayor Facilitates Callfor Motion .................. ...................... ............. ..... Discussion__ ..... „ ........... ............ ....... „.... ........... ......... Action on Motion.......„„, ...... ......... ...................... Mayor & City Council Mayor & City Council Mayor Facilitates POLICY REcplyuyirENppt.: Engineering FISCAt, MFACT: None. Final payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Pay Request No. 2 (Final) for the one year maintenance contract for the 2012 Rain Garden Project, in the amount of $3,560. If removed from the consent agenda, the recommended motion for the action is as follows: "Move to approve Pay Request Na 2 (Final) to St, CroLv Valley Landscaping in the amount of $3„560 for the one ,year maintenance contract or the 20.12 Rain Garden Project." -- page 1 -- City Council Meeting [ConseurAgemla hem 12] January 6, 2014 LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The 2012 Rain Garden Project included the construction of 17 rain gardens in conjunction with the city's 2012 Street Improvements. The rain gardens were jointly funded by the City of Lake Elmo and the Valley Branch Watershed District with the design and construction oversight being provided by the Washington Conservation District (WCD). The 2012 RaM Garden Project was complete and accepted by the city council on November 20, 2012. The contract included a one year $5,501 maintenance contract with St. Croix Valley Landscaping (SCVL) to maintain the 17 rain gardens that were originally installed for the project. The WCD also provided the oversight for the one year maintenance contract. During the warranty period, the WCD reported that 6 rain gardens were not functioning properly. The 6 rain gardens were corrected in November 2013, with the exception of 1 rain garden at 5890 Highlands Trail North, which is to be corrected during the 2014 planting season. Future maintenance is now the responsibility of the adjacent property owner for each rain garden. All property owners have signed maintenance agreements committing to the ongoing maintenance work. WCD verified the maintenance that was completed in 2013 by SCVL and provided a memorandum of one year maintenance completion (see attachment no. 3). However it is city staffs position that the maintenance was only provided for 11 of the 17 rain gardens since the remaining rain gardens were not operational. Therefore, staff is recommending a prorated payment for maintenance of 11 ram gardens in the amount of $3,560. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part ofthe Consent Agenda, Pay Request No. 2 (Final) for the one year maintenance contract for the 2012 Rain Garden Project, in the amount of $3,560. if removed from the consent agenda, the recommended motion for this action is as follows: "Move to approve Pay Request No. 2 (Final) to St Croix Valle: Landscaping in the amount of $3,560for the one year maintenance contract for the 2012 Rain Garden Project " ATTACHMENT(51: 1. Pay Estimate No. 2 (Final) 2. St. Croix Valley Landscaping Maintenance Estimate 3, Washington Conservation District Memorandum of One Year Maintenance Completion -- page 2 — PROJECT PAY FORM PARTIAL PAY ESTIMATE NO. 2 (FINAL) 2012 RAIN GARDEN PROJECT PROJECT OWNER: CITY OF LAKE ELMO 3800 LAVERNE AVENUE NORTH LAKE ELMO, MN 55042 ATTN: JACK GRIFFIN, P.E., CITY ENGINEER CONTRACT CHANGE ORDER SUMMARY No. Approval I Amount Date i Additions Deductions 1 1 11/20/2012 $1,341.13 TOTALS NET CHANGE START DATE: SUBSTANTIAL COMPLETION: FINAL. COMPLETION: 9/17/2012 10/31/2012 10/31/2013 F C S ENGINEERING, inc. PERIOD OF ESTIMATE FROM 11/20/2012 CONTRACTOR: ST, CROIX VALLEY LANDSCAPING 389 280TH STREET OSCEOLA, WI 54020 TO 10/31/2013 PAY ESTIMATE SUMMARY 1. Original Contract Amount 2. Net Change Order Sum 3. Revised Contract (1+2) 4. *Work Completed 5. *Stored Materials 6. Subtotal (4+5) 7. Retainage* 0.0% 8. Previous Payments 50.00 I 9. Amount Due (6-7-8) *Detailed Breakdown Attached CONTRACT TIME ORIGINAL DAYS REVISED DAYS REMAINING ENGINEER'S CERTIFICATION: The undersigned certifies at the work has been revewed and to the best of their knowledge and belief, the quantities shown in this estimate are correct and the work has been performed in accordance with the contract documents, CONTRACTOR'S CERTIFICATION: The undersigned Contractor certifies that to the best of their knowledge, information and belief the work covered by this payment estimate has been completed in accordance with the contract documents, that all amounts have been paid by the contractor for work for which previous payment estimates was issued and payments received from the owner, and that current payment shown herein is now due. APPROVED BY OWNER: CITY OF LAKE ELMO, MINNESOTA BY DATE FOCUSEngineenngjnc. $46,501.16 $1,341.13 $47,842.29 $45,901.29 $0.00 $45,901.29 $0.00 $42,341.29 $3,560.00 44 ON SCHEDULE 0 YES X 0 NO FOCUS Engineering, inc. ENGINEER DATE CONTRACTOR BY DATE BY DATT:: HMEINEZTEM.--- J PROJECT PAYMENT FORM t„, 389 280th Street Osceola, WI. 54020 Name / Address Lake Elmo Roadway RG Washington Conservation District Rusty Schmidt 1380 W. Frontage Road, Hwy 36 Stillwater, MN 55082 Description MAINTENANCE Lake Elmo Rain Gardens Phone # (715)294-4471 Fax # 715)294-2312 stcroixvalleylandscaping.com scvl@stcroixvalleylandscaping.com MAINTENANCE AGREEMENT -Provide maintenance twice yearly -weeding and inlets Includes haul away of debris and preen. Watering- Water rain gardens -assuming use of city water supply through fire hydrants not to exceed 5X MULCH INSTALLED- Top dress mulch 1" w/ delivery. Plant material will stay under our 1 year warranty agreement. Sales Tax and Use tax MN Total Estimate Date 8/29/2012 Terms Total 2,160.00T 2,250.00 942.50 148.50 $5,501 00 Quote includes ail materials, hauling and delivery.Tax is not included. If accepted, payment terms are as follows: 50% down upon start of work.25% at 3/4 completion & balance of the contract price due at completion.This proposal is good for the next 30 days after date on quote. This quote is an estimate of the total cost of the project barring any unforeseen problems. We do our very best to stay within the project's budget. If we anticipate any changes over 10% of the proposed quote because of unexpected changes or problems in the site, we will discuss those changes with you before proceeding. We will prepare our discussion in writing for you. Thank you for the oppurtunity to provide a quote for you. City oi Lake Elmo, MN, 2012 Raingarden Project CRANDUM OF ONE YEAR MAiTENANCE COMPLE.7.i0Nl CONTRACTOR: PROJECT NAME: - 7 :•': BACKGROUND: in 2012 St. Croix Valley Landscaping (SCVL) built 17 Lake Elmo raingardens. The one year maintenance warranty period began November 14, 2012 and ends November 14, 2013. On April 22, 2013 a letter was sent to SCVL stating the one year maintenance items that needed to be addressed per the August 29th, 2012 estimate provided by SCVL. The following items will need to be completed as necessary to maintain all 17 raingardens: Provide maintenance twice yearly, ‘N_teding and cleaning inlets including haul away of debris and adding preen. Watering. Water raingardens assuming use of city water supply through fire hydrants not to exceed 5 times. Mulch installed. Top dress mulch I" with delivery. During 2013, 6 raingardens were found to be non-functioning. WCD, VBWD and the City of Lake Elmo worked with SCVL, to correct these raingardens. 2 of these raingardens were filled in. As of November 21."', 201.3 the 5 raingardens have been corrected. One year maintenance was performed on all raingardens unless noted. Maintenance Performed By SCVL in 2013: May 23rd : \Needing July 22rid : Weeding, was asked to weed again due to not fully removing weeds) August 29th: Weeding September 3rd : Watering ( 3.5 sites were not watered due to being under construction) September 12.th Watering 3.5 sites were not watered due to being under construction) October 1.7th: Adding plants, sod Octobe:" 22nd: Adding sod, mulch (1,5 sites did not get mulch because they were filled in) November 19`h Final corrections on punch list were completed Note: (3.5 -:tite addresses were: 5715, 5750, 8010 and South raingardeti al 5890), (L5 site cc/dresses were 373c and South atindoi deo c•t' 5890), (Addre.is 589'0 hod two rrThaocfen, one wor filled in and one maintained' through the mointe.ncnce ogreemtrir) do hereby certify that the work to which this Memorandum applies has been maintained in -accordance with the 1 ycar maintenance contract dated August 29°, 2012 and ends November 14, 2013. DATE OF COMPLETION: / s„. A51-1INGTON CONSER\,/,ATION DETRICT THE': CiTY ,A 1:17‘1 AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: 11 , , ‘,7 , •'"4. DATE: January 6, 2014 REGULAR ITEM # 13 Appointment of Acting Mayor Adam Bell, Assistant City Administrator/City Clerk Dean Zuleger, City Administrator Beckie Gumatz, Deputy Clerk SUGGESTED ORDER OF BUSINESS: Introduction of Item .................. ,.........„................ ........... Report/Presentation .. City Administrator City Administrator - Questions from Council to Staff ........ ...... ..... Mayor Facilitates Call for Motion Mayor & City Council - Discussion Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: FISCAL IMPACT: Nonc is item is mandated by state statute. • SUMMARY AND ACTION REQUESTED: Pursuant to Minn. State Statute 012.121, the City Council is asked to select an Acting Mayor on the City's behalf, should Mayor Pearson be unavailable or unable to attend a meeting, sign an agreement, or attend functions on behalf of the City. Any member of the council is eligible for this position. The recommended motion to act on this organizational function is as follows: "Move to appoint Council Member as Acting Mayor for 2014, to comply with and fulfill all duties enumerated in Minn. Statute § 412.121 relating to selection of an Acting Mayor" LEGISLATIVE HISTORY: Minnesota State Statute § 412.121 reads: "At its first meeting each year the council shall choose an acting mayor from the council members. The acting mayor shall perform the duties of mayor during the disability or absence of the mayor from the city or, in case of vacancy in the office of mayor, until a successor has been appointed and qualifies." page 1 -- —'" City Council Meeting [Regular Agenda hem 13] January 6, 2014 This requirement is also prescribed in Lake Elmo City Code § 31.01(E)(3). Council Member Justin Bloyer was appointed Acting mayor for 2013. BACKGROUND INFORMATION (SWOT): Strengths Appointing an "Acting Mayor" makes the City compliant with state law and provides a back-up for when the mayor is unavailable. Weaknesses There are no identified weaknesses. Opportunities The Acting Mayor is able to learn more about running meetings and serving the City/Council in a slightly different role. Threats There are no identified threats. RECOMMENDATION: It is recommended that the City Council appoint an Acting Mayor for 2014, pursuant to state statute, by making the following recommended motion: "Move to appoint Council Member as Acting Mayor for 2014, to comply with and.fulfill all duties enumerated in Minn. Steatite § 412.121 relating to selection o f an Acting Mayor." AUTHORITIES: 2012 Minnesota Statutes: § 412.121 ACTING MAYOR "At its first meeting each year the council shall choose an acting mayor from the council members. The acting mayor shall perform the duties of mayor during the disability or absence of the mayor from the city or, in case of vacancy in the office of inayor, until a successor has been appointed and qualifies." Lake Elmo, MN Code of Ordinances (2008): § 31.01 MEETINGS (E) Initial /fleeting. At the first regular Council meeting in January of each year, the Council shall: (3) Choose 1 of the Council Members as Acting Mayor, who shall perform the duties of the Mayor during the disability or absence of the Mayor from the city or, in case of a vacancy in the Office of Mayor, until a successor has been appointed and qualifies; -- page 2 -- DATE: January 6, 2014 REGULAR ITEM # 14 AGENDA ITEM: Appointment of Required Officials to Fire Relief Association Board of Trustees SUBMITTED BY: Adam Bell, Assistant City Administrator/City Clerk THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Beckie Gurnatz, Deputy Clerk SUGGESTED ORDER OF BUSINESS: Introduction of Item City Administrator Report/Presentation..... ..... ........... City Administrator Questions from Council to Staff .....„....... ........ ........... ........ Mayor Facilitates Call for Motion Mayor & City Council Discussion ..... ........... ........... ....... Mayor & City Council Action on Motion Mayor Facilitates POLICY RECOMMENDER: Staff FISCAL IMPACT: N/A SUMMARY AND ACTION REOUESTED: The by-laws of the Lake Elmo Firefighters Relief Association provide that there be two officials of the City that serve on its Board of Trustees. One must be an elected official and the other may be an elected or appointed official. The Council should select one of its members (as required) and one other official (either a councilmember by name or a staff position by title) to the Firefighters Relief Association Board of Trustees. As part of its Consent Agenda, no formal motion is required. However, should Council remove this item from Consent, the recommended motion is as follows: "Move to appoint Fire ChielliaMequist, Finance Director Bendel, and Council Member to the Fire ReliefAssociation Board of -Trustees far 2014." LEG SLATIVE HISTORY: The practice in the past regarding City membership on the Board of Trustees has been that the Fire Chief, the Finance Director, and one Council Member have City Council Meeting [Regular Agenda Item 14] January 6, 2014 filled these positions. These positions were held in 2013 by Fire Chief Malmquist, Finance Director Bendel, and Council Member Nelson, BACKGROUND INFORMATION (SWOT): Strengths Maintaining the same membership provides continuity to the Board of Trustees as well as familiarity with the subject matter by the board members. Appointing the Finance Director provides the Board with a valuable set of financial management skills. Weaknesses Despite the above mentioned benefits, appointing the same people each year can limit the perspective of the Board. New and additional input and perspectives can be beneficial as well as continuity. Opportunities Unknown at this time. Threats There are no specific identifiable threats. RECOMMENDATION: The by-laws of the Lake Elmo Firefighters Relief Association provide that there be two officials of the City that serve on its Board of Trustees. One must be an elected official and the other may be an elected or appointed official. The Council should select one of its members (as required) and one other official (either a councilmernber by name or a staff position by title) to the Firefighters Relief Association Board of Trustees. As part of its Consent Agenda, no formal motion is required. However, should Council remove this item from Consent, the recommended motion is as follows: "Move to appoint Fire Chief Malmquist, Finance Director Bendel, and Council Member to the Fire Relief Association Board of Trustees fir 2014." -- page 2 — 1,7 f-.,7 v t t AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: January 6, 2014 ITEM #15: ADVISORY / NO SWOT Year End Review of the Surface Water Use Ordinance Dean Zuleger, Administrator MNDNR Commissioner Dean Zuleger, City Administrator, Washington County Sheriff's Department and MNDNR (Enacted on September 25, 2014 per publication) SUGGESTED ORDER OF BUSINESS: - Introduction of Item ...... ........ ........ City Administrator - ReportfPesentaion„ „ _ . „„..„ ..... „ _ .City AdminiStraiOr - Questions from Council to Staff__„,..,..,„ ...... „.„ ..... Mayor Facilitates - Public Comment (1.0 Minutes) ..... ....... Mayor Facilitates SUMMARY AND ACTION REQUEST: Year-end review of the newly enacted Chapter 97 regulating hours of use for wake creating activity on Olson Lake, Lake DeMontreveille and Lake Jane. No action requested. BACKGROUND INFORMATION: In the Spring of 2013, the City Council of Lake Elmo passed a set of amendments to Chapter 97 of the Water Surface Use that expanded use times and placed protections for riparian landowners when lake levels exceeded certain ordinary high water marks. Per State Law, these amendments had to be reviewed by the MN Department of Natural Resources for compatibility to state law. In addition, a number of riparian landowners petitioned the MNDNR to have an environmental assessment completed on the proposed amendments. MNDNR staff ruled that an environmental assessment was not necessary and began their review of the ordinance which included a comprehensive investigation on the effects of the ordinance on the lakes in the area of congestion, enforcement, environmental impact, and compatibility with state laws. During this same time the Tri-Lakes area experienced a high water event that allowed the City staff to practically apply the ordinance and protect shorelines. This event, supplemented by a two week lake use study, was submitted to the MNDNR staff for their consideration. In addition, City Council members and City Staff continued to monitor the lake use via personal observation, video surveillance, and video recording via cell phone. The Washington County page -- City Council Meeting, January 6, 20 lct Sheriffs Department reported no major issues in the early AM with no citations, although there were incidents of wake creation by resident lakeshore owners during the wake prohibition period in late June 8c. early July. Every effort was made to also notify lake users of the sound sensitive nature of the Jesuit Retreat Center and to date there has been no formal complaint made by the Catholic complex about disruptive activity. MNDNR RECOMMENDATION: After a very thorough review (4 months), the MNDNR staff in conjunction with the City made two minor changes to the ordinances both affecting high water mark. MNDNR, with Lake Elmo affirmation, changed the language of the ordinance to read that once ordinary high water marks are exceeded a no wake rule can be applied immediately as opposed to a five day waiting period proposed. Similarly, the MNDNR reduced the waiting mark to 3 days — a reasonable period to mitigate any weather event that may occur. The MNDNR concurred with Lake Elmo that the expansion of use time was not at odds with state law and should pose no problem for the lakes. Staff / Council surveillance of the lakes this summer seem to prove this point definitively. STAFF CONCLUSION: With the revision to Chapter 97 going into effect on September 25, 2013, it is difficult to determine the overall impact of use changes at this time. In the spirit of the law, Washington County Sheriffs Department monitored use for disorderly behavior and found the Tri-Lakes to be relatively compliant. Surveillance of the lakes show that a majority- of outside use (those not living on the lake) comes in the form of bass fishermen -- who are respectful in their practices. The application of the ordinary high water mark wake prohibition in July proved to be fairly benign in its contention and allowed the City to hone its notification techniques via Facebook, e- blasts, and Code Red. In addition, the data showed the "sharing of the lake" argument for no change had limitations. Simply put, as the act of water skiing or tubing (wake creating) requires someone to be exposed to the water and the elements while other passive activity doesn't, this past summer's weather (initially very cold and eventually, wet to the point of preventing wakes at all times) absolutely favored the more passive use. In other words, previous to the change, practically speaking, wake creating uses were incumbent upon BOTH the time of day AND reasonable weather, whereas pontoons, kayaks and paddleboards were (and still are) limited by neither. Staff will also seek data on the turbidity impact of the potentially increased wake activity. C.1TY ,A,KE AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: January 6, 2014 REGULAR ITEM # 16 2014 Street Improvements — Resolution Receiving Feasibility Report and Calling Hearing on Improvement :lack Griffin, City Engineer Dean A. Zuleger, City Administrator Adam Bell, City Clerk Cathy Bendel, Finance Director Ryan Stempski, Project Engineer SUGGESTED ORDER OF BUSINESS: Introduction of Item ............ . ........ ....... „ ....... .............. . Report/Presentation ..... ................. ....... ................... ..... Questions from Council to Staff Public Input, if Appropriate ..... ........ City Engineer ... ......... City Engineer Mayor Facilitates Mayor Facilitates Call for Motion ................ ........ . ...... ......... Discussion Action on Motion Mayor & City Council Mayor & City Council Mayor Facilitates POLICY RECOMMENDER: Engineering FISCAL pipAcT: None. The Feasibility Report was previously authorized. Calling for and conducting the Public Improvement Hearing is included in the feasibility report scope of services. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider adopting Resolution No. 2014-04 receiving the Feasibility Report and calling for a Public Improvement Hearing for the 2014 Street Improvements to be held on February 4, 2014. The recommended motion for this action is as follows: -- page 1 -- City Council Meeting [Regular Agenda Item IN January 6, 2014 "Move to adopt Resolution No. 2014-04, receiving the Feasibility Report and calling Hearingfor the 2014 Street Improvements." LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The 2014 Street Improvement project is a $1,811,000 capital improvement consisting of: (1) Street reclamation for the Packard Park neighborhood including 24th Street North, 24th Street Court North, Lansing Avenue North, 20th Street Court North and Legion Avenue North; (2) Street reconstruction for Manning Trail North, Deer Pond Trail North and Deer Pond Court North; and (3) A street maintenance resurfacing along 20th Street North. This project is programmed for construction in the 2014-2018 Street Capital Improvement Plan (CIP). The feasibility report was authorized by the city council on October 1, 2013 in order to ready these improvements for the 2014 construction. The feasibility report is needed to meet state statutory requirements if any portion of the project is to be assessed to benefiting properties. The report identifies the necessary improvements, the estimated project costs, the assessment methodology and preliminary assessment amounts to be levied against properties adjacent to and benefitting from the improvements. The proposed street improvements includes an 8-inch reclaim and bituminous surface replacement with new concrete curb and gutter within the Packard Park neighborhood; a full pavement depth reconstruction with 2-foot wide gravel shoulders on Manning Trail North and a full pavement depth reconstruction with new concrete curb and gutter on Deer Pond Trail North and Deer Pond Court North. The report further recommends a micro resurfacing along 20th Street North to defer the capital intensive reconstruction costs that were programmed for this street in the CIP. Costs were included to complete some full depth patching along 20th Street where pavement stresses were significant. Storm sewer improvements have also been identified as part of this project to improve the drainage and water quality of storm water runoff throughout the project areas. Damaged flared end sections and corrugated metal pipe (CMP) are proposed to be replaced with new flared end sections and reinforced concrete pipe (RCP) on Legion Avenue North, 20th Street Court North, Deer Pond Trail North and Deer Pond Court North. Additional storm sewer pipe and catch basins are proposed along Deer Pond Trail North and Deer Pond Court North. Valley Branch Watershed Rules require storm water quality improvements (i.e. infiltration basins) on street reconstruction projects. Infiltration basin costs have therefore been included for Manning Trail North, Deer Pond Trail North and Deer Pond Court North. The project will be partially funded by imposing special assessments against the benefitting property owners. The proposed unit assessment for residential property is $6,000 for the Packard Park neighborhood, and $6,400 for Deer Pond Trail and Deer Pond Court. The proposed unit assessment for residential property along Manning Trail, a city collector roadway, is $3,200. Tartan Park is a non-residential property along Manning Trail and therethre a 100% front footage assessment of $95,800 is proposed. Tartan Park fronts the improvement with over 1,700 feet. No — page 2 — City Council Meeting [Regular Agenda Item 16] January 6, 2014 assessments are proposed for the 20th Street microsurfacing since this improvement is considered routine maintenance with a 5-7 year service life. After assessments the city portion of the total project cost is estimated at $1,329,200. From this amount it is proposed that $89,000 in storm sewer improvements be funded through the Storm Water Utility Fund. The feasibility report findings and recommendations will be further presented at the meeting. RECOMMENDATION: Staff is recommending that the City Council adopt Resolution No, 2014-04, receiving the Feasibility Report and calling Hearing for the 2014 Street improvements. The recommended motion for this action is as follows: "Move to adopt Resolution No. 2014-04, receiving the Feasibility Report and calling Hearing for the 2014 Street Improvements." ATTACHMENT(S): 1. Resolution 2014-04 Receiving the Feasibility Report for the 2014 Street Improvements and Calling Hearing on Improvement. 2. Notice of Hearing on Improvement. 3. Project Schedule, 4. Location Maps. 5. 'Feasibility Report availahie for review at City Hall) -- page ?, CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2014-04 A RESOLUTION RECEIVING A FEASIBILITY REPORT FOR THE 2014 STREET IMPROVEMENTS AND CALLING HEARING ON IMPROVEMENT WHEREAS, pursuant to city council authorization, adopted on October 1, 2013, a feasibility report has been prepared by FOCUS Engineering, Inc. for the 2014 Street Improvements consisting of the Packard Park Area (2451 Street North, 24th Street Court North, Lansing Avenue North, Legion Avenue North and 20th Street Court North), 20th Street North, Manning Trail, Deer Pond Trail North, and Deer Pond Court North; and WHEREAS, the feasibility report recommends that benefitting properties along the project route he assessed a portion of the cost of the improvements pursuant to the city's Special Assessment Policy and Minnesota Statutes, Chapter 429; and WHEREAS, the feasibility report provides information regarding whether the proposed improvement is necessary, cost-effective, and feasible; whether it should best he made as proposed or in connection with some other improvement; the estimated cost of the improvements as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. NOW, THEREFORE, BE IT RESOLVED, 1. That the City Council will consider the improvements in accordance with the report and the assessments of the abutting properties for all or a portion of the cost of the improvements pursuant to Minnesota Statues, Chapter 429 at an estimated total project cost of $1,811,000. . A public hearing shall be held on such proposed improvements on the 4th day of February, 2014, in the council chambers of the City Hall at or approximately after 7:00 P.M. and the clerk shall give mailed and published notice of such heating and improvement as required by law. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTH DAY OF JANUARY, 2014. CITY OF LAKE ELMO By: Mike Pearson Mayor (Seal) ATTEST: Adam Bell City Clerk Resolution No, 2014-04 CITY OF LAKE ELMO NOTICE OF HEARING ON IMPROVEMENT 2014 STREET IMPROVEMENTS Notice is hereby given that the City Council of Lake Elmo will meet in the council chambers of the city hall at or approximately after 7:00 P.M. on Tuesday, February 4, 2014, to consider the making of the following improvements, pursuant to Minnesota Statutes, Sections 429.011 to 429.1 11; The street improvements include: (1) Reclaiming the existing pavement surface and aggregate base and placement of a new bituminous surface to the approximate current location and grade within the Packard Park Area consisting of 24th Street North, from Lake Elmo Avenue to Legion Avenue; 24th Street Court North; Lansing Avenue North; 20th Street Court North; and Legion Avenue North, from 20th Street to 24th Street. (2) Reconstruction of Manning Trail North, from Manning Avenue to city limits; Deer Pond Trail North, from Hidden Bay Trail to Jack Pine Trail; and Deer Pond Court North. The area proposed to be assessed for these improvements include properties abutting the above referenced streets or properties that gain direct driveway access from the above referenced streets. The estimated total cost of the improvements is SI,811,000. A reasonable estimate of the impact of the assessment will be available at the hearing. Such persons as desire to be heard with reference to the proposed improvements will be heard at this meeting. DATED: January 6, 2014 BY ORDER OF THE LAKE ELMO CITY COUNCIL Mike Pearson, Mayor (Published in the Oulcdale-Lake Elmo Review on January 15, 2014 and January 22, 2014) PROJECT SCHEDULE CITY OF LAKE A MO 2[l1ZlSTREET IMPROVEMENTS PROJECT NO. ZOl3.13S ENGINEERING, inc. CanoGeheren P.E. Jack Griffin, P.E. Ryan Saemp*ki,P.E. Chad |saksnn,P.E. 661-300.4261 651.300.4264 651.300.4267 6E1.300.4283 DECEM8ERZOI3 October l,2O13 Council authorizes Feasibility Report. January 6, 2014 Presentation VfFeasibility Report. Council accepts Report and Calls Hearing. January 23, 2014 Property owner meeting, Presentation of Report findings and recommendations. February4, 2014 Public improvement Hearing. Council orders Preparation of plans and specifications. May 6,2O14 Council approves Plans and Specifications; Orders Advertisement for Bids, May Z9,2Ol4 Receive Contractor Bids, June 17,2014 Council accepts bids and awards Contract, July 8,2O14 Conduct Pre -construction Meeting and Issue Notice 1oProceed. October lO, 20I4 Substantial completion (estimated 12'15weeks). November Z1,2OI4 Final completion. LAKE ELMO 10TH STREET I.1 FE Gill' OF IAKI3 MO 014 STREET IMPROVEMENTS PROTECT NO. 20I 3.135 DECEMBER, 2013 CITY OF LAKE ELMO FIGURE NO. I LOCATION MAP PACKARD PARK AREA & MANNING TRAIL N. 3 6OTH STREET LAKE DEMONTREV1L OTH STREET OLSON LAKE THE CITY JAKE ELMO ENG NEER NG 2014 STREET IMPROVEMENTS PROJECT NO. 2013.135 DECEMBER, 2013 LAKE JANE CITY OF LAKE ELMO 1 FIGURE NO, 2 LOCATION MAP DEER POND TRAIL N. AND DEER POND COURT N. THE'. C17:" PF r- AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: P • p P-PPP: - A DATE: January 6, 2014 REGULAR ITEM # 17 Pumphouse No. 4 Improvements — Approve Plans and Specifications and Order Advertisement for Bids Jack Griffin, City Engineer Dean A. Zuleger, City Administrator Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS: Introduction of Item City Engineer Report/Presentation ...... City Engineer Questions from Council to Staff.... ................. ........... ................... __Mayor Facilitates Public Input, if Appropriate Mayor Facilitates Call for Motion .............. ......................... ............ . ..... ..Mayor & City Council Discussion Mayor & City Council Action on Motion Mayor Facilitates !POLICY RECOMMENDER: Engineerii FISCAL IMPACT: The total estimated project cost for Pumphouse No. 4 is $885,000. The project is scheduled to be paid through a combination of DEED grant money (5220,000) and water enterprise funds ($665,000). The city cost share, or water enterprise funds, will be financed through the issuance of bonds with the bond payments paid with the collection of water availability and water connection charges. Approval of this resolution does not commit the council to the project costs. Once contractor bids are received, the actual construction costs will be known and the council will he asked to consider entering into a contact to complete the work. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving the plans and specifications and ordering the advertisement for bids for the Pumphouse No. 4 Improvements. The recommended motion for this action is as follows: -- page 1 -- City Council Meeting [Regular Agenda Item I 7] January 6. 2Ol4 "Move to approve Resolution No. 2014-05, approving the plans and specifications and ordering the advertisement or bids for the Pumphouse No. 4 Improvements." LEGISLATIVE HISTORY: In accordance with the 201,3-2014 Capital Improvement Plan, the city is pursuing the addition of a new water supply well, Well No. 4, to support the current and future growth and development water supply needs ter thc city. The project is being completed under three separate contracts to align with the various required contractor specialties including a well driller; a building contractor with electrical, controls, and HVAC specialties; and a directional drilling utility contractor. Al! three contracts, along with the Keats Trunk Watermain improvements, are part of the city's water system DEED grant, whereby the city must expend $1.0 million in local matching funds to receive the $1.0 million state bond grant. Per the Grant Agreement, all grant funds must- be fully expended by December 31, 2014. The well drilling for Well No. 4 is near completion. On August 6, 2013, the council authorized the preparation of plans and specifications for the Pumphouse No, 4 Improvements and the Connecting Trunk Watennain Improvements. In accordance with the project schedule, the plans and specifications for the Pumphouse have been completed and are ready to be advertised for contractor bids. BACKGROUND INFORMATION: Plans and Specifications have been completed for Pumphouse No. 4. The Engineer's opinion of probable construction cost is $730,500. The improvements include: Construction of a municipal building to enclose the new city well and related chemical feed equipment. The building is located on newly acquired property near 50th Street and Lake Elmo Avenue. Chemical feed equipment and piping to safely deliver drinking water to customers, HVAC equipment, electrical and SCADA controls, and safety equipment. A natural gas generator to operate the well in the event of a power outage. Site grading, driveway construction, and exterior work needed to adequately allow for chemical delivery, well maintenance and day-to-day operational needs. Erosion control, cleanup and site restoration. Construction of Pumphouse No. 4 is needed to operate the newly drilled Municipal Well No, 4. The new well supplements the supply capacity of the city's municipal water system in order to satisfy peak summer demands and support further expansion of the water system customer base from new growth and development. The need for Well No. 4 is documented in the City's 2030 Comprehensive Water System Plan and has been programmed in the 2013 Capital Improvement Program. In the near future, the city engineer will recommend that the council accept plans and specifications for the construction of' the Well No. 4 Connecting Waterman'. The project will extend a new 12-inch diameter trunk connecting watennain from the well location to connect with the existing watermain near the intersection of Lake Elmo Avenue and 43rd Street N. -- pane 2 -- City Council Meeting iRegalar Agenda item 17] January 6, 2014 RECOMMENDATION: Staff is recommending that the City Council approve the plans and specifications and order the advertisement for bids for the Pumphouse No. 4 Improvements. The recommended motion for this actiou is as follows: 'Wove to approve Resolution No. 2014-05, approving the plans and specifications and ordering the advcrtisementfor bids for the Pumphouse No. 4 Improvements." ATTACHMENT(S): 1. Resolution 2014-05 Approving Plans and Specifications and Ordering Advertisement for Bids. 2. Project Schedule. 3. Pu.mphouse No. 4 Rendering 4. Pumphouse No, 4 Site Plan. 5. Pumphouse No. 4 Plans and Specifications !tellable,* review at City Hall). CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2014-05 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND 0 1 ERING ADVERTISEMENT FOR BIDS FOR THE PUMPHOUSE NO. 4 IMPROVEMENTS WHEREAS, pursuant to a resolution passed by the city council on the 6th day of August, 2013, the city engineer, together with Bolton and Menk, Inc. has prepared plans and specifications for the Pumphouse No. 4 Improvements and has presented such plans and specifications to the council for approval. NOW, THEREFORE, IT IS HEREBY RESOLVED, 7 Such plans and specifications, a copy of which is on file at Lake Elmo City Hall and made a part hereof, are hereby approved, The City Clerk shall prepare and cause to be inserted in the official paper and posted online with Quest Construction Data Network (QuestCDN.com) an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for at least 21 days, shall specify the work to be done, and shall state that sealed bids provided to the City Clerk prior to the specified bid date and time and accompanied by a bid bond or cashier's check made payable to the City of Lake Elmo in an amount not less than 5% of the amount of such bid will be considered. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTH DAY OF JANUARY. 2014. CITY OF LAKE ELMO By: Mike Pearson Mayor (Seal) ATTEST: Adam Bell City Clerk Resolution No. 2014-05 PROJECT SCHEDULE CITY OF LAKE E|MO PUyNPHOUSENO. 4 PROJECT NO. 2U13lSZ ENGINEERING, inc. Cara Gehe,an,P,E. Jack Griffin, P.E. Ryan Stempskip.E. Chad |xaksnn,P.E. REVISED DE[EMBE82O13 August 6,2Ol3 Council authorizes preparation of P(and and Specifications, Approves Engineering Services contract. January O,2014 Council approves Plans and Specifications; Orders Advertisement for Bids. February S,2O14 Receive Contractor Bids, February lD,ZOl4 Council accepts bids and awards Contract. March 11,2014 ConductPre'construction Meeting and Issue Notice toProceed. Substantial completion (estimated 26 weeks), November21,2014 Final Completion (estimated 7 weeks). I hi:73 ES. k 'Pri',U SIETFi;�, SAW. Ei,nrr SIZE PLAN PROPOSED MOCIRGVIONS