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Home My WebLink About01-17-12 CCMPt City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 City Council Meeting January 17, 2012 7:00 p.m. A. CALL TO ORDER: B. PLEDGE OF ALLEGIANCE: C. ATTENDANCE: Johnston Emmons Park Pearson Smith D. APPROVAL OF AGENDA: (The approved agenda is the order in which the City Council will do its business.) ORDER OF BUSINESS: (This is the way that the City Council runs its meetings so everyone attending the meeting or watching the meeting understands how the City Council conducts its public business.) GROUND RULES: (These are the rules of behavior that the City Council adopted for doing its public business.) ACCEPT MINUTES: 1, Accept January 10. 2012. Special City Council minutes Accept January 3. 2012, City Council minutes 1 I, PUBLIC COMMENTSINQUIRIES: In order to be sure that anyone wishing to speak to the City Council is treated the same way, meeting attendees wishing to address the City Council on any items NOT on the regular agenda may speak for up to three minutes,) REPORTS AND ANNOUNCEMENTS: (These are verbal updates and do not have to be formally added to the agenda.) Mayor Administrator City Attorney City Engineer Planning Director CONSENT AGENDA: (Items placed on the Consent Agenda by City Staff and the Mayor because they are not anticipated to generate discussion. Items may be removed at City Council's request.) 3. Approve payment of disbursements and payroll 4. Professional Engineering Services Consultant Pool REGULAR AGENDA: 5. Appeal of Ruling Regarding Detachment of Land from City of Lake Elmo 6. Planning Dept. Annual Report (2011) 7. Planning Commission 2012 Work Plan 8. 2012-2016 Infrastructure Capital Improvement Plan — Adopt Plan 9, Water Supply Well No. 4 — Award Test Well Contract 10. City Council Meeting Change Adjourn CLOSED MEETING: The City Council will hold a closed meeting -eoardinL, real estate negotiations and update on pending litigation. SPECIAL CITY JUNCIL MINUTES JANUARY 10, 2012 DRAFT City of Lake Elmo Special City Council Meeting Minutes January 10, 2012 Mayor Johnston called the meeting to order at 6:18 p.m. -Ube City Council recessed the Open Meeting at 6:18 p.m. and recessed to a Closed Meeting at 6:19 p.m. PRESENT: Mayor Johnston and Council Members Emmons, Park and Smith. ABSENT: Council Member Pearson AGENDA: City Administrator Selection The City Council discussed the City Administrator employment agreement and considered an amendment to the draft presented. The City Council ended the Closed meeting and reconvened the Open meeting at 6:21 p.m. MOTION: Council Member Park moved to authorise the execution of the employment agreement. with Salary at $I 04,000.00,year. COW7Cil Member Smith seconded the motion, 777e motion passed 4-0. The City Council adjourned the meeting at 6:22 p.m. Respectfully submitted by Carole Luczak, Interim City Clerk SPECIALCITY COUNCIL MEETING JANUARY 10, 2012 LAKE ELMO CITY COUNCIL MINUTES DRAFT City of Lake Elmo City Council Meeting Minutes January 3, 2012 Mayor Johnston called the meeting to order at 7:00 p.m. PRESENT: Mayor Johnston and Council Members Emmons, Park, Pearson. and Smith Also Present: Interim Administrator Dawson, Attorney Snyder, City Engineer Griffin, Planning Director Klatt. Interim City Clerk Luczak APPROVAL OF AGENDA: MOTION: Council Member Pearson moved to approve the January 3, 2012, City Council Agenda, Council Member Park seconded the 17101 i017. The motion passed 5-0. ACCEPTED MINUTES: The December 6. 2011. City Council minutes were accepted by consensus of the City Council. The December 14, 20] 1, City Council minutes were accepted by consensus of the City Council. The December 20 2011, City Council minutes were accepted by consensus of the City Council as amended. The December 29, 2011, City Council minutes were accepted by consensus of the City Council. PUBLIC COMMENTS: Steve DeLapp, Library Board President, 8468 Lake Jane Tr., thanked Council Member Pearson for his work on a lease for the library. He also stated that time was of the essence in considering purchase of an existing building as the current library building was out of Code compliance, and the proposed location to purchase would be an asset to the Downtown. Sarah Linder, Library Board Member. 11108 12'1' St. N., expressed concern about the large financial commitment but owed it to residents to consider the constituents to purchase of a building and to proceed with negotiations. LAKE ELMO CITY COUNCIL MINUTES JANUARY 3, 2012 LAKE ELMO C111 COUNCIL MINUTES DRAFT Kimberly Ommerbom, 3511 Lake Elmo Ave. N., commented that the downtown Library location would be in the best interests of the downtown business owners, and would add vibrancy to the main street. Justin Bloyer, 8881 Jane Road N., commented that City should use the existing building for a year and then reassess the situation. CONSENT AGENDA: MOTION: Council Member Emmons moved to the Consent Agenda. Council Member Pearson seconded the motion. The motion passed 5-0. Mayor Johnston stated that the Council had requested the contract services be reviewed yearly. Approved disbursements in the amount of S112,444.28 Adopted 2012 Calendar for City Council Meetings and Workshops Appointed Official Depositories for 2012 Designated Official Newspaper Reviewed Contracted Services REGULAR AGENDA: Comprehensive Plan Amendment and Zoning Map Amendment-5577 Lake Elmo Avenue Planning Director Klatt presented a request the City Council to change the zoning of property at 5577 Lake Elmo Avenue North from RR -Rural Residential to R-1 Single Family Residential. and to amend the future land map designation from RAD-Rural Agricultural Density to NC -Neighborhood Conservation for this property. Planning Director Klatt also reported that neighboring property owners Michael and Mary Jo Newman discussed with him their concerns and were now against the rezoning. the amount of fill that would be needed for the proposed driveway, and the poor sight lines on Lake Elmo Avenue at the driveway access point, City Council discussed the City's Comp. Plan regarding future development plans, the surrounding property owners' potential development, current ordinances. issue of precedence. Mayor Johnston requested the City Attorney clarify the rules regarding variances. Robert Thiel. 5599 Lake Elmo Ave. N., spoke in favor and expressed no concerns. Keith Bergmann. 5833 Lake Elmo Ave, N., was opposed to the proposed lot split. LAKE ELMO CITY COUNCIL MINUTES JANUARY 3, 2012 2 LAKE ELMO CITY COUNCIL MINUTES DRAFT Applicant Steve Weber, 5577 Lake Elmo Ave. N., stated the current home on this property does not have direct access to County Road 17 and instead utilizes a right-of- way easement on an adjacent parcel. Attorney James Alpine, representing the applicant, stated Weber is withdrawing his application. and will follow-up this action in writing and would submit to the Planni Commission a variance request. Appointment of Acting Mayor Interim City Administrator Dawson reported to the Council that State Statute requires an Acting Mayor be appointed yearly. MOTION: Council Member Smith moved to approve Council Member E117177017S as Acting Mayor/or 2012, 10 Comply with and fulfill all duties enumerated i17 Minn. State Statue §41 1212.relating to selection °fan Acting Mayor, Council Member Park .yeconded the motion. The motion passed 5-0. Appointment to Lake Elmo Firefighters Relief Association Interim City Administrator Dawson reported to the City Council that by Minnesota Statute and By -Laws, the Fire Relief Association must have an elected official on the Board. The City Council discussed the option of designating the Finance Director. or his/her designee. to the Board of Trustees. MOTION.- Council Member Smith moved to appoint Pearson and the Finance Directoridesignee to the Firefighters Relief Board ofTrzistees, Council Member Park seconded the 117011017. The motion passed 5-0. Appointments to City Council (Sub) Committees Interim City Administrator Dawson related that the City Council had designated subcommittees in the past few years and appointed Council Members to serve on them, and may wish to review them for 2012. He also re -minded. the Council that all meetings are subject to the Open Meeting Laws. Mayor Johnston requested that the City Council consider disbanding the Subcommittees and that ad -hoc committees meet only on as -needed basis. as the activities may be necessary. The City Council discussed keeping the committees in place and convening them only to address the issues when necessary. LAKE ELMO CITY COUNCILMINUTES JANUARY 3, 2012 LAKE ELMO CITY COUNCIL MINUTES DRAFT Council Member Park requested that the 1-94 Corridor Committee remain and requested they update the City Council at the February Council Workshop. Mayor Johnston suggested that Council members report on their committees and activities at the start of the Council meetings, as it will provide the residents the knowledge of what their Council Members are working on and discussing. (140T1ON: Mayor Johnston tnoved to disband the (Sub)Committees and to meet on pertinent issues on an as -needed basis. COUllal Member Pearson seconded the motion. The motion passed 5-0. Plannim. Commission Appointments: Planning Director Klatt stated that two of the Planning Commissioners' terms had expired, and that both Todd Williams and Julie Fliflet had indicated their interest in reappointment to the Commission.. The Council was in agreement with re -appointing Todd Williams as it will provide continuity of knowledge to the Planning Commission and it would be his second term. The tenure of Planning Commissioner Julie Fliflet was discussed. It was determined that the First Alternate should move up and to have Julie be appointed as Second Alternate at this time. t1107ION: Council illentber Pearson moved to re -appoint Todd Williams to a 3-year term as a roting Member on the Lake Elmo Planning Connnission, Council Member Park seconded the 1170liOn. The motion passed 5-0. MOTION: Mayor JOhnS1 017 moved to appoint Nadine Obermueller to a 3-year term as a V01114,,f Member on the Luke Elio Planning Commission, Kathy Haggard as First Alternate and lithe Piffle( as Second Alternate. Council Member Smith seconded the motion. The motion passed 5-0. Potential _Additional Funding for Targeted Pay Adjustments Interim City Administrator Dawson presented to the Council information regarding the use of funds within the Compensation Adjustment Account and whether Council wished to use the balance in the General Fund for what would be on -going expenses. Similar adjustments mat be needed for the next few years to make the City's pay levels competitive for more effective retention and recruitment of Staff. MOTION: Council Member Smith moi'ed to spend S3,114.00 ow of the General Fund and make the suggested pay adjustments, Council Member Park seconded the motion. Morion jailed 3-2, with Mayor Johnston and Council Members' E177171017S and Pearson voting against. LAKE ELMO CITY COUNCIL MINUTES JANUARY 3, 2012 4 LAKE ELMO CITY COUNCIL MINUTES DRAFT Citv Council Reports: Council Member Smith thanked the Public Works Staff for a fabulous job of clearing snow over thc holidays, and realized the weather has kept the ice rink from remaining open due to the weather. Council Member Park reported progress on the 1-94 Corridor densities options South of 1 O'h Street, and suggested that they present at a future Council Workshop. Planning Director Klatt reported that the City will be working with MnDOT on a Spring 2012 Landscaping Grant. Interim City Administrator Dawson stated that Library Consultant Mary Cummings started work today (Tuesday): approximately 40 residents had requested Library card reimbursements; and reminded Council to review the Fire Consolidation Study dvd prior to the Council Workshop next week. The City Council recessed the Open meeting at 9:23 p.m., and reconvened as a Closed Meeting at 9:28 p.m. regarding City Administrator terms of employment. PRESENT: Mayor Johnston and Council Members Emmons, Park, Pearson, and Smith Also Present: Interim Administrator Dawson, Attorney Snyder 1140T/0k Mayor Johnston moved to end this Closed Meeting at 9:55 p.m, Cozmcil Member Park seconded the motion. The motion passed 5-0. City Council reconvened the Open meeting at 9:56 p.m. The City Council recessed the Open meeting at 9:57 p.m. and convened to a Closed meeting at 9:58 p.m. PRESENT: Mayor Johnston and Council Members Emmons, Park. Pearson, and Smith Also Present: Interim Administrator Dawson, Attorney Snyder Real estate negotiations were discussed. MOT/ON: C'ourici/ Member Smith moved to end the Closed meeting at 10.-51 p.m. Council Member Park seconded the 11101/017. Motion passed 5-0. The meeting reconvened and was adjourned at 1 0:52 p.m. Respectfully submitted by Carole Luczak. Interim City Clerk LAKE ELMO CITY COUNCIL MINUTES JANUARY 3, 2012 LAKE EL 0 MAYOR & COUNCILCOW U CAT ON DATE: 1/17/2012 CONSENT ITEM #: 3 MOTION as part of Consent Agenda AGENDA ITEM: Approve Disbursements in the Amount of $197,071.60 SUBMITTED BY: Joe Rigdon, Interim Finance Director THROUGH: Craig Dawson, Interim City Administrator REVIEWED BY: Joan Ziertman, Finance Consultant SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda. the City Council is asked to approve disbursements in the amount of S197,071.60. No specific motion is needed. as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo has fiduciary authority and responsibility to conduct normal business operation. Below is a summary of current claims to he disbursed and paid in accordance with State law and City policies and procedures. Claim # Amount Description ACH $ 10,884.76 Payroll Taxes to IRS 1/12/2012 ACH $ 1,810.70 Payroll Taxes to MN Dept. of Revenue 1/12/2012 ACH $ 3,821.01 Payroll Retirement to PERA 1/12/2012 DD3735 — DD3771 S 36,608.99 Payroll Dated 1/12/2012 (Direct Deposit) 37931-37933 S 760.77 Payroll Dated 1/12/2012 (Payroll Paper Checks) 37934-37994 $134,185.37 Accounts Payable Dated 1/17/2012 1000-1149 S 9,000.00 Accounts Payable Dated 1/17/2012 (Library Checks) TOTAL S 197,071.60 City Council Meeting Approval of Disbursements January 17. 2012 Consent Agenda Item ir STAFF REPORT: City staff has complied and reviewed the attached set of claims. All appears to he in order and consistent with City budgetary and fiscal policies and Council direction RECOMMENDATION: It is recommended that the City Council approve as part of the Consent Agenda proposed disbursements in the amount of S197,071.60. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda or a particular claim from this item and further discuss and deliberate prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the January 17, 2012, Disbursements as Presented /and modified] herein." ATTACHMENTS: 1. Accounts Payable Dated 1/17/2012 SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): Questions from Council to Staff Mayor Facilitates Call for Motion ........... . ...... ..... .......... .......... .................. Mayor & City Council - Discussion .................................................... .......... ...... Mayor & City Council - Action on Motion__ ..... ......... ...... ...... ....... .......... . ...... ........ Mayor Facilitates -- page 2 -- Accounts Payable To Be Paid Proof List User: oan z Primed; 01;1212012 - 3:32 PM Balch: 036-12-2011 lovoice t/ inv l)ate ARAM Aramark, inc. 629-7396605 1.)1,3.6'2011 10 I -4?0-2220-440 I 0 RepairsiMaint Bldg 629-73966(15 Total: n29_73%606 17/261)011 101-420-2220-44010 Repairs/Maint Bldg 629-73966(16 Total: 629-7401603 12/26/2011 I 01 -410-1940-44010 RepairsiMaint Contractual Bldg 629-74016(13 Total: 629-740 1604 12/26/2011 101-4 10-1 940-440I 0 Repairs/Maint Contractual Bldg 629-7401604 Total: 629-7404694 12/29/2011 101-430-3100-44 170 Uniforms 629-7404694 Total: ARAM Total: CTY BLOOM City of Bloomington Dec 2011 12/29/2011 601-494-9400-42270 Utility System Maintenance Dec 2011 Total: CT-1'131.00M Total: CTYOAKDA City olOaktlale 10000460-01 12/31/2011 601-494-9400-43820 Water Utility 10000460-01 Total CTYOAKDA Total: AP - To Be Paid Proof List (01/12.1 2 - 3:32 PM) Amount Quantity Pmt Date Description Refereoce Task Type PO # Close POLine # 113.61 0.00 01/1712012 .Montly Rug Service Station 02 113.61 112.59 0.00 0111 7/20 12 Montly Rug Service Station 4'1 I 12.59 78.32 0.00 01117/2012 Linen annex 78.32 154.10 0.00 01/17/20 2 Linen City Hall 154.10 22.86 0.00 01/17/2012 Uniforms 22.86 481.48 40,00 0,00 01/17/2012 Lab Bacteria Tests 40.00 40.00 2,884,55 0.00 01/17/2012 Water Service 1-94 2,884.55 2,884.55 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 1 invoice # lily Date Amount Quantity Putt Date Description Reference Task Type PO # Close POLine # ECK B ERG Eckberg, Lamers Briggs Wolff Dee - I I 1231/201 I 799,00 (1.00 01/1712012 Legal Services - Civil 101-410-1320-43040 Legal Services Dec - 11 12/31/2011 650,00 0.00 01/17/2012 Legal Services - Development 203-490-9070-4.3040 Legal Services Dec - 1 I 12/31/2011 3,757.97 0.00 01/1712012 Legal Services - Prosecution 1(11-420-2150-43045 Attorney Criminal Dec - I 1 12/31/2011 I 69,00 0.00 01/17/2012 Legal Services - Library 206-450-5300-44300 Miscellaneous Dec - 1 I Total: 4,875,97 ECK BERG Total: 4,875.97 FERGUSON Ferguson Waterworks so1343615.002 12/12(2011 6(11 -494-94(10-42300 Water Meters & Supplies so 1343615,002 Total: so1344603.001 12/19/2011 601-494-941)(1-42300 Water Meters & Supplies 501344603.001 12/19/2011 601-494-9400-42400 Small Tools & Minor Equipment so1344603.00 I Total: SO1345543.002 12/28/2011 601-494-9400-42300 Water Meters & Supplies SO1345543,002 Total: FERGUSON Total: 257.87 0,00 0111712012 Water Main Repair Clamp. 1Iydrant nil - 257.87 355.45 0,00 01/17/20 I 2 Hydrant Markers 170.75 0.00 0 1 /17/2012 Pipe Wrench 526.2)) 2,170.42 2.170,42 2,954.49 0.00 01/17/2012 Meters FOCUS Focus Engineering, Inc. 101) 12/31/2011 1,382.50 0.00 01/17/2012 Library Assistance 206-450-5300-43030 Engineering Services 100 Total: 1,382.50 90 & 91 12/31/2011 45.00 0.00 01/17/2012 General Engineering I 01-430-3100-43030 Engineering Services 90 & 91 12/31/2011 7,319.94 0.00 0 1/17/2012 General Engineering 101-410-1930-43(130 Engineering Services 90 & 91 12/31/2011 506.00 0.00 01/17/2(112 General Engineering 101-410-1910-4303)) Engineering Services & 91 Total: 7,870.94 92 12/31/2011 1,0(2.50 0.00 01/17/21)12 General Engineering - VR A 10 I -420-24(10-43030 Engineering 92 12/31120 II I ,776.00 (1.00 01/17/2012 General Engineering - V RA 1(11-410-1910-43030 Engineering Services n2 12/31/2011 2,664,62 0,00 01/17/2012 General Engineering - VRA 409-480-8000-43030 Engineering Services No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 00( No 0000 No 0000 No 0000 No 0000 No 0000 AP - To Be Paid Proof List (011 2/12 - 3:32 PM I Page 2 Invoice 4 In; Date Amount Quantity Pmt Date Description Reference Task l'ype PO Close POline 4 92 113 L2011 404-480-8000-43030 Engineering Services 9212'312011 io -430-3 1110-43030 Engineering Services o2 17/,111201 I 601 -494-9400-43030 Engineering Services 92 1213112(111 602-495-9450-43030 Engineering Services 17/31/2011 603-496-9500-43030 Engineering Services 92 Total: 17;31/2011 703-490-9070-43030 Engineering Services 93 Total: 94 1213 4'2011 2113-490-9070-43030 Engineering Services 94 Total: 95 12/31/2011 409-480-8000-4303(1 Engineering Services 95 Total: 96 & 100 12/31/2011 411 8-480-8000-43030 Engineering Services & 100 Total: 97 12/31/2011 409-480-8000-43030 Engineering Services 97 Total: 9S 12/31/2011 601-494-9400-43030 Engineering Services 98 Total: on 12131;2011 601-494-9400-43030 Engineering Services 99 'rota!! FOCUS Total; FXL F XL, Inc. Balance 2(111 12/31/2011 101-410-1320-43100 Assessing Services Balance 2011 'rutal: FXL Total: 11 & L 11 & I.. Mesabi corn 84460 1-V29/201 I 101-430-31 25-44040 Repairs/Maint Eqpt 84460 Total: AP - To Be Paid Proof List (01/1212 - 3:32 PM) 651,09 I .395.00 3.185.33 1,076.50 1,033.50 12,744.54 2,497.68 2,497.68 461.00 461.00 45.00 45.00 956.18 956.18 185,50 185.50 444,00 444.00 2,957.15 2,957.15 29„544,49 15,000.00 15,000.0(1 15,000.00 731.17 731.17 0,00 01/17/2012 General Engineering - V RA 0,00 1)1 '17.120 I 2 General Engineering - V R A 0.00 01'17/2012 General Engineering - V RA 0.00 (11/17/2012 General Engineering - V RA (1.00 01/17/2012 General Engineering - V RA 0.00 0 I /172012 Development - Whistling Valley 0.00 01/17.2(112 Development - Sanctuary 0.00 01117/2(112 2011 Sealeoat project 0,00 01117/2012 2011 Street Improvement/Water Quality 0,0(1 011 7;2012 Lake Elmo Sidewalk Maint, 0.00 0171712(112 Supply Well & Ptimphouse 4 0,01t 01/17/20E2 31\1 Litigation 0.00 01/17/2012 Assessing Services - balance due 2011 0.00 011 7/2012 Plow Blades 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 No 0000 (1000 Page 3 invoice # Amount Quantity Pint Date Description Reference Task Type PO # Close POLine 11 AC1B ERGS Ilagbcrgs Country Market 12/23/2011 12/2312011 101-410-1320-44300 kliseellancous 12/23/2011 Total: FIAGBFROS Total: HORNINOK Horning Karl 12,31/2011 1213 L2011 101-420-2400-41300 Health/Dental Insurance 12/31/2011 Total: I IORNINGK Total: KDV Kern DeWenter Viere Ltd 138836 12/31/2011 101-410-1520-43150 Contract Services 138836 Total: KDVTotal: LARSON LARSON DIESEL SERVICE, Corp 1112(15016 12/05/2011 101 -430-3100-44040 Repairs/Maint Eqpt 111205016 Total: 111214008 12/14/2011 1111-430-3100-44040 Repairs/Mint Eqpt 111214008 Total: 11123 1006 12/31/2011 101-430-3120-42120 Fuel, Oil and Fluids 111231006 Total: LARSON Total: 731.17 2,40 0.00 01/17/21)12 Misc Supplies 2.40 7.40 42.10 0.00 0111712012 Refund amount withheld on Payroll 42.10 42.10 8,086,50 0.00 01/17/2012 Financial Services - December 2011 8,086.50 8,086.50 250.10 0,00 01/17/2012 Wheel Repair 98-2 250,10 76.64 0.00 01 /17/2012 DOT Inspection 03-1 76.64 26.91 0.00 01/17/2012 Cooling System Treatment 26,91 353.65 LEOIL Lake Elmo Oil, Inc. 12131/2011 12/31/2011 56.50 0.00 01/17/2012 Fuel 101-420-2220-42120 Fuel, Oil and Fluids 12(31/2011 Total: 56.50 Multiple I 2/31/201 I 5,155,15 0.00 01/1712012 Fuel 101-430-3120-42120 Fuel, Oil and Fluids Multiple Total: 5,155.15 No 0000 N o 0000 No 0000 No 0000 No MOO No 0000 No 0000 No 0000 AP - "Fo Be Paid Proof List. (01/12112 - 3:32 PM) Page 4 hlVfliCe1/ IIV Date Amount Quantity Intl Ilate Reference Task Type PO # I_EOlL Total: 5,211.6.5 Lillie Newspapers Inc, Lillie Suburban 1230f2011 12/30/20 II 101-410-1320-43510 Legal Publishing 12/30/2011 Total: Lillie Total: LI NNER Limner Elecnc &i mipany, Inc. 22030 12;05/20 II 204-450-5200-44300 miscellaneous 22030 Total: !INNER Total: kl ES Municipal Emergency Services 00284413-SNV I 71:126/201 I 101-410-2220-42400 Small Tools & Equipment 002g4413-SW Total: NIES 'Total: N.IFRA McCombs Frank Roos Assoc Inc. 69868 01'01/2012 101-410-1910-43150 Contract Services 69868 Total: M RA Total: MELL.FREX Miller Excavating. Inc. 16012 12/3012011 601-494-9400-44030 Repairs\ M aint Imp Not Bldgs 16012 Total: MILLER EX Total: N I [A MN Trucking Association 58812 12/79/7011 101-430-3100-44300 Miscellaneous 58812 Total: MTA Total: AI - To Be Paid Proof List MI/12112 - 3.32 PM) 2).50 0.00 01;17/2012 Publication of Ordinance 22.50 22.50 140.00 0.00 01/17/2012 Electric Repo _ to floliday Lights 140.00 140 00 I ,696.88 0,00 DI /17/20 I") Positive Pressure Fan 1,696.88 1,6k)6.88 1.698.66 0,110 01/17/2012 Planning Services - December 2011 1,698,66 1,698.66 3,704.95 0,00 01/17/2012 Water Main Excavation & Materials 3.704.95 3,704,05 276.79 0.00 01/17/2012 Driver/Vehicle Inspection Books 276,79 276.79 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 5 Invoice # Inv Date Amount Quantity Prnt Date Description Reference Task TYPe PO # Close POLine # ONECALL Gopher State One Call 2911 9 12/31/2011 101-430-31(10-43150 Contract Services 29119 Total: ON ECATI. Total: 58.3)) 0.00 01/17/2012 Line Locates - December 2(11 1 58.30 58,3)) PERA PERA 5662-00 01/09/2012 660.81 0.00 01/17/2012 Correct PERA Contribution - M. I 01-000-0000-21704 PERA Withholding Cornell 5662-00 Total: 660.81 PERA Total: 660.81 PITNEYST1 Pitney Bmves Supplies 868469 & 896768 01/03/2012 247.83 0.00 01/17/21)12 Postage Rental Machine 101-410-1940-44010 Repairs/Maint Contractual Bldg 868469 & 896768 Total: 247,83 P ITN EY SU Total: 247.83 RI VRCOOP River Country Cooperative 12/31/2011 12/31/2011 684.44 0.00 01/17/2012 Fuel 101-420-2220-42120 Fuel. Oil and Fluids 12/31/201 I Total: 684.44 RIVRCOOP Total: 684.44 ROCiERS Rogers Printing Services, Corp 18368 12/29/2011 1,344.49 0.00 01/17/21)12 Newsletter 101-410-1450-43090 Newsletter I 8368 Total: 1,344.49 18369 12/29/2011 293.37 0.00 01/1 7/2012 Library Envelopes 206-450-5300-42000 Office Supplies 18369 Total: 293.37 18382 12/30/201 I 288.56 0.00 01717/21)12 Water - Billing Stuck 101-410-1320-42030 Printed Forms 18382 Total: 288.56 ROCiERS 1,926.42 S&T S&T Office Products. Inc. 01046355 12/29/2011 101-410-1320-42000 Office Supplies 01046355 Total: 285,28 0.00 01/17/2012 Office Supplies 285.28 No 0000 No 0000 No 0000 No (101)0 No 0000 No 00C No 0000 No 0000 Al) - To Be Paid Proof List (01/(2/12 - 3:32 PM) Page 6 Inv Dale S&T Total: IKDA TKDA., Inc, 20 11003585 12/08/2011 .118-480-8000-43030 Engineering Services 2011003585 Total: TK DA Total: IOUS LEN Tousley Motorsports 12,097011 12/09/20 II 101-420-2220-44040 RepairsiMaint Eqpt 12/092011 Total: TOUSLEY Total: 1,1114,1EFF UF34, JEFF Chk Request 01/ /2012 603-1100-0000-37100 S irfacc Water Utility Sales Chk Request "Fotal: 1.1131...IFTE Total: ikmomit Quantily Pad Tate _stription Reference Task TYPe 285.78 520.91 0.00 Olil 7/2012 2011 Street & Water Qualil Improvements 520.91 570,91 815.85 0,00 01/17/2012 Repair Track System on Ranger 815,85 815.85 129,71 0.00 01/17/20 12 Refund overcharge of SW account 129.71 129.71 \VATERCON Water Conservation Services In 2924 01/03/2012 220.40 0.00 01/1 712012 Leak Detection Service 32nd Street 601-494-9400-44300 Nliscellancotts 2924 'fowl 220.40 WATERCON Total: 220.40 XCE.l, Xcel Energy 51-0117417-0 12/31/2011 40„22 0,00 7/2O12 Welcome Sign 101-430-3160-43810 Street Lighting 51-01174 I 7-0 Total: 40.22 51-4504807-7 12/31,2011 62.99 0.00 01/1 7/2012 Lights at Legion Park 101-450-5200-43810 Electric Utility 51-4504807-7 17,13112011 89,49 0.00 01/172012 Lift Station 607-495-9450-43810 Electric Utility 51-4504807-7 12131/2011 35.07 0.00 01/17/2012 Traffic Lights 1 D 1 -430-3160-43810 Street Lighting 51-451)48(17-7 Total; 187,55 51-4572945-7 12/31/2011 319.70 0.00 01/17/2012 Street Lights 101-430-3160-43810 Street Lighting 51-4572945-7 Total: 319.70 AP - To Re Paid Proof -List (0)/12!12 - 3:32 PM) P 0 # (.h POLine No 01100 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 7 Invoice ti Ittv Dale 51-4576456-3 12/31/2011 101-420-2220-43810 Electric Utility 51-4576456-3 Total: 51-458(1376-5 12;31/2011 1(11-410-1940-43810 Electric Utility 51-458(1376-5 12/31/2011 101-430-3 I 60-43810 Street Lighting 51-4580376-5 12/31/2011 101-410-1940-43810 Electric Utility 51-458(1376-5 Total: 51-4733556-8 12/31/2011 101-450-5200-43810 Electric Utility 51-4733556-8 Total: 51-5044219-0 12/31/2011 101-450-5200-43810 Electric Utility 51-5044219-0 Total: 51-5275289-3 12/31/2011 10 I -450-5200-4„3810 Electric Utility 51-5275289-3 Total: 51-5356323-8 12/31/2011 601-494-9400-43810 Electric Utility 51-5356323-8 Total: 51-5522332-2 12[31/2011 101-430-3160-43810 Street Lighting 51-5522332-2 Total; 51-5747685-4 12/31/2011 I 01-450-5200-43810 Electric Utility 51-5747685-4 Total: 51-5916(143-7 12/31(2011 602-495-9450-43810 Electric Utility 51-5916043-7 Total: 51-6429583-8 12/31/2011 602-495-9450-43810 Electric Utility 5 I-6429583-S Total: 51-6433976-2 12/31/2011 101-420-2220-43810 Electric Utility 51-6433976-2 Total; 51-6736544-2 12/31/2011 101-430-3160-43810 Street Lighting 51-6736544-2 Total: 51-6928283-3 12/3 l/2011 101-430-3160-43810 Street Lighting 51-6928283-3 Total: 51-6956201-4 12131/2011 101-450-5200-43810 Electric Utility Amount Quantity Prot Date Description ReCereoce Task Type 1,028,59 11,00 0 I il 7/2012 Fire Station 2 1,028,59 388.74 0.00 01/17/2012 City Hall 31.44 0,00 OH 7/2012 Traffic Lights 925,58 0,00 (11/17/2(112 City I lall 1,345.76 10,12 0.0(1 01/17/2012 Tennis Court 10.12 265,18 0,00 01/17/2012 Parks Building 265.18 10,15 0,00 01/17/2012 Pebble Park 10.15 1,595.76 0.00 01/17/2012 Wells 1 8z, 2 1,595,76 46.82 0,00 01/17/2012 Traffic Lights 46.82 140,24 0.00 01/17(2012 Arts Center 140.24 22.10 0,00 01717/2012 Lift Station 22.10 17,23 0.00 01/17/2012 Lift Station 17.23 703.06 0.00 01/1 7/21112 Fire Station 1 703.06 2.024,72 0.0(1 0 I /17/2012 Street Lights 2,024.72 30,74 0,00 01/17/2012 Traffic 30.74 81.12 0.00 01117/2012 VFW Ballfields PO # Close POLine # No 0000 No 0000 No 0000 No 0000 No 0000 No (MO No 0000 No 0000 No 0000 No 0000 No 0000 No 0001` No 0000 No 0000 No 0000 No 0000 AP - To Be Paid Proof List MI /12112 - 3:32 PM) Page 8 Invoice 0 hiv Date Amount Quantity Pint Date „seription Referem'e Task Type 1PO fi ,,- POLine 51-6956201-4 Total: 51-75381 12-1 12.,31:21111 1 l)1_430_3100_43810 Flectrie LIiIit 51-7538112-1 Total: 31-8126093_5 1 )ill.'201 1 ou1--194-9400-43810 Electric Utility 51-S126093-5 "Iota': 51-8711719-3 12/31;2011 101-430-3160-13810 Street Lighting 51-8711719-3 Total: NCEL YOCUM Yocum Oil Company, Inc. 206923 12/2712011 101-430-3100-44010 Repairs/Maim Bldg 206923 Tolal: YOCUM Total: Report Total: Al' - To Be Paid Proof 1ist (01112112 - 3:32 pm) 81,12 2,118.72 0.00 01/17,'2012 rublic Works 2,1 1 S.72 1 4Q,95 0,00 I,' 1 7/20 1 2 Water To cr 2 149.95 11.56 0.00 01/17,2012 Speed Sign Hwy 5 1 1,56 10,149.29 160,69 0,00 01,17i2012 Bulk Oil '1'ank5 160.69 160,69 93,608,16 N o N N o 0000 01100 00(10 No 000' Page 9 Accounts Payable To Be Paid Proof List Iser: joan 7 Printed; 01/12/2012 - 3:53 PM Butch: 003-01-2012 tivoice Inv Date Amount Quantity Pmt Date Description Reference AMERICAN American Eng and Testing, Inc. 5.3538 12/31/201 I 418-480-8000-43030 Engineering Services 53538 Total: .AM ER ICAN Total: ARAM Arumark, Inc, 629-7404694 01/05r2012 101-430-3100-44170 linifonus 629-7404694 Total: ARAM Total: BLUECROS Blue Cross/Blue Shield 02/01/2012 12/28/201 I 101-000-0000-21706 Medical Insurance 02/01/2012 Total: BLIJECROS Total: I3R UCELEN Bruce Lcnzen Design Build Ck Reg 01/11/2012 803-000-0000-22900 Deposits Payable Ck Req BR UCELEN Total: CAPCITY Capitol City 1252010 01/05.0012 1111-420-2220-44330 Dues & Subscriptions 1252010 Total: CAPCITY Total: 10,274.24 0,00 01/17/2012 2012-2013 Street Improvements 10.274.24 10,274,24 22.86 0.00 01/17/2012 Uniforms 22.86 22.86 11,361.00 0,00 01/17/201 2 February 2012 Premiums 11,361.00 11,36L00 3,000.00 0.00 (11/17/2(112 Refund Escrow 9360 Whistling 47692 3,000,00 3,000.00 50,00 0,00 (11/17/2(112 2012 Ducs for Capitol City Region 1 50,00 50.00 Task Type PO # Close POLine No 000'' No 0000 No 0000 No 0006 No 0000 AP - '10 Be Paid Proof List 10 1/12/12 - 3:53 PM Page I Inv° ice Inv )e Amount Quantity Port Date ,-escription Reference Task Type PO # Close POLine # CARQUEST Car Quell Auto Paris 2055-24.5S11 01/04/201 2 j 01_430- 3120-422111 Equipment Parts 2055-245811 Total: CARO( )EST Total: 17,53 0.00 011712012 Brake Lines 89-1 17.53 1 7 .5 1 No 0000 comcAsT CONICAST 17/77/2012 01;1212017 7.90 0.00 01;17/2012 Monthly Service No 0000 101_1 20_2220-44300 Miscellaneous 12/27/2012 Total: 7.90 COMCAST Total: 7.90 COMPENSA Compensation Consultants, Ltd Jan I ) 01/05/2012 101-410-1320-44300 Miscellaneous Jan 12 Total: COMPENSA Total: COVERALL Coverall of Thc T‘vin Cities 7070173747 01/01/2012 101-410-1940-44010 Repairs/Maint Contractual Bldg 7070173747 Total: COVERALL, Total: CTYROSEV City or Roseville 215646 01/04/2012 101-410-1450-43180 niormalion .rechnolozy/Web 215646 Total: CTYROSEV Total: CUNIMINGS Cummings Mary Jo 01/1 I/7017 OH L2012 206-450-5300-43150 Contract Services UPI 1/2012 Total: (Two iNcis -rota!: DELUXE Deluxe Business Checks 7022879648 01/05/7012 206-450-5300-42000 Office Supplies 2022879648 Total: 40.00 0.00 01/17/2012 Monthly FSA Admit) Fee Jan 2012 40.00 40.00 371,38 0.00 01/17/2012 Cleaning City Hall & Annex 321.38 321.38 1,652.08 0.00 01/17/2012 Monthly IT Services - January 2012 1.652.08 1,652.08 1,170.00 0.00 01/ I 7/2012 Library C:onsull int.! Services 1,170.00 1,170.00 399.63 0.00 Old 7/2012 Library Check Stock 399.63 No 0000 No 0000 No 0000 No 0000 No 0000 AP - To Bc Paid Proof Lim (01/12,1 2 - 3:53 PM) Page 2 Invoice # Inv Date ,1enount Quantity Pint Date Description Reference Task TYPe PO # Close POLine [)RA JXF. Total: 399.62 DVS DVS Renewal 1\1(1114)1e 01/1212012 101-430-3100-44300 Miscellaneous Multiple Total: DVS Total: LMERGAUT Emergency Automotive tech, Inc CS01 1012-I 01/10/2012 101-450-5200-422111 Equipment Parts CSOI 1012-1 Total: EMERGAUT Total: ENVENTIS ENVENTIS 737500 & 738507 12/01/2011 101-410-1940-43210 Telephone 73750(1 Sr. 738507 12/01/2011 101-430-3100-43210 Telephone 737500 & 738507 Total: ENVENTIS Total: FIORILLO Fiorillo Megan 01110/2012 01/12/2012 101-410-1450-43620 Cable Operations 01/10/2012 01/1212012 101-410-1450-43620 Cable Operations 01/10/2012 Total: FIORILLO Total: LMCIT Cities Insurance Trust League orM VE00012303 01/01/2012 101-410-1320-43610 Insurance VL00012303 01/0172012 204-450-5200-43610 Insurance V1.00012303 Total: LMCIT Total: AI' - To Be Paid Proof List (0 1 /1 2/12 - 3:53 PM) 303.25 303.25 303.25 04. 01 /17/201 2 Public Works Vehicle Registri 60.12 0.00 01/17/2012 Warning Lite for Truckster 60.12 60.12 564.75 0.00 01;17/2012 Telephone - City Hall - January 2012 456.22 0.00 0111712012 Telephone - PW - January 2012 1,020.97 1,020.97 55.00 0.00 01/1712012 PZ Meeting 1/09/2012 27.50 (L00 01/1772012 Wkshp Mtg 1/10/12 Cancelled 82.50 82.50 380.00 0.00 01/(7/21)12 Insurance Volunteers 380.0(1 0.00 01/17/2012 insurance Volunteers 760.00 760.00 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 3 In', nice Inv Dale Arnow' t Qua' Pmt Dole „ c-scription Reference 1" ask Type PO # POLine 1 OFF Loffler Companies. Inc. 1344914 01,0512012 213.46 101-410-1940-44040 Repairs/Maint Contractual Eqpt 1.344914 Total: 213.46 LOFF "Total: 213.46 AGERS&Q rvlogers & Quinn Booksellers 15R9 0 1 /10720 12 206-450-5300-42000 ()Bice Supplies 1580 Total: MA(,ERS&Q Total: 0.00 01 '17.'2012 Copy Machine Overage & Base Jan 2012 1,000.00 0.00 01/17/2012 Library Shelving I ,00(1,00 1,000.00 N1 ARON EYS Maroney's Sanitation, Inc 418533 01/03.'2012 108.32 0.00 01/1 712012 Waste Removal - City Hall 101-410-1940-43840 Refuse 418533 01/03/20P 47.68 0.00 OH 712012 Waste Removal - Fire 101-420-2220-43840 Refuse 418533 01/03/2012 207.82 0.00 01/17/2012 Waste Removal - PW WI -430-3100-43840 Refuse 418533 01703/2012 207.82 OW 01/17/2012 Waste Retnoval - Parks 101-450-5200-43840 Refuse 418533 Total: 571.64 M ARON EYS Total: 571.64 FNARI)S0 Menards - Oakdale (11(1421)12 01/(1412012 49.98 0,00 OH 712012 Station 41 Supplies 101-420-2220-44010 Repairs/Maint Bldg 01042012 01/(14/2012 74.43 0.00 01/17/2012 Truck Supplies & Electrical Cords 101-420-2220-42400 Small Tools & Equipment 01042012 Total: 124.41 ENARDSO 'Iota!: 124.41 METC01.1 Metropolitan Council 078928 01/0472012 1,081.28 0,00 01/17/2012 Monthly Wastewater Service Feb 2012 607-495-9450-43820 Sewer Utility - McI Council 978928 Total: 1,081.28 METCOU Total: 1.081.28 METRO MU METROPOLITAN MUNICIPALITIES ASSOC! 44.3 4103,2012 3.391,00 101-410-1320-44330 Dues & Subscriptions AP - To Bc Paid Proof' Lis) (0 1/1 2/12 - 3:53 P14) 0.00 0 ift 7/2012 2012 Metro Cities Dues No 0000 No 0000 No 000t, No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 Page 4 lovoice t/ In Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # 443 'total: METRO MU Total: MSFDA MSFDA 01-09-2012 01/1212012 101-420-2220-44.330 Dues & Subscriptions 01 -09-2012 Total: MSFDA rotal: OA KI)ALEF Oakdale Fire Department III/04/2012 01,104/2012 101-420-2220-44330 Dues & Subscriptions 01/04/2012 Total: OAKDALE!' Total: PRESSA Anastasia Press 01/03/2012 01/03/2012 101-410-1450-43620 Cable Operations 01/03/2012 Total: PRESSA Total: 3,391,00 3,391.00 216.00 1,0)) 0117/2012 2017 Dues 216.00 216.00 50.00 0,00 01/1 7/2012 2012 Dues for Wash CtyChiefs 5(1.00 50,00 55.00 0,00 01/17/2012 Cabled Live - CC 1/3/12 Meeting 55,00 55.00 S&T S&T Ofliee Products, Inc, 01048587 01105/2012 234.34 0.00 01/17/2012 Office Supplies 101-410-1320-42000 °nice Supplies 01048587 Total: 234.34 01048993 01/05/2012 361,25 0,00 01/17/2012 Office Supplies 101-410-1320-42000 Office Supplies 01048993 Total: 361,25 S&1' Total: 595,59 SPRING SPRINGSTED, INC, 1309 01/04/2012 1,94 875 0.00 01/17/2012 Reference Checks 101-410-1320-44300 M isccl laneous 1309 -fotal: 1,948.75 SPRING Total: 1,948.75 TASCH T.A, Schifsky & Sons Inc 52652 01/03/2012 I.52.40 0.00 OM 7/2012 Winter Asphalt 101-430-3120-42240 Street Maintenance Materials 52652 Total: 152,40 AP - To 13e Paid Proof List (01112/12 - 3:53 PNT) No 0000 No 0000 No 0000 0000 No 0000 No 0000 No 0000 Page 5 Invoice # Inv Pate Amount Quantity Pint Date ,..scription Reference Task Type PO # FOLine FASCH Toil: 1.52.40 \VASFIWFC Assessor Division Washington Count 01-04/2012 02104;2(112 1111-4 I 0- I 4,50-43 I RI) Information Technology/Web 02/04/2012 'Total: WASH W1- Total: 634.12 0.00 01!17/2012 2012 Code Red 634.22 634. )"? Report 'Total: 40,577.71 AP - To Be Paid Proof I .ist t(11112/12 - 353 PM ) No 00110 Page 6 COUNCIL Vi, CA I DATE: CONSENT ITEM. 4: MOTION as part 0'c:omen! agenda 1/712012 4 AGENDA ITEM: Professional Engineering Services Consultant Pool — Send out Request for Qualifications (RFQ) SUBMITTED BY: Jack Griffin. CitY Engineer THROUGH': Craig Dawson, Interim City Administrator REVIEWED BY: Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REOUESTED: As part of its consent agenda, the City Council is respectfully requested to consider approving the release and distribution of the Request for Qualifications (RFQ) for the Professional Engineering Services Consultant Pool. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda, STAFF REPORT AND BACKGROUND INFORMATION: From time to time, it is necessary for staff to retain outside Professional Engineering support services from various consultants in order to meet the needs of the City. It is customary for Cities to develop a predefined pool of qualified firms that offers staff the ability to access this support in a cost effective and timely manner, Over the past few months the City engineering staff has been working to develop and implement a Request for Qualifications process to create a Professional Engineering Services consultant pool for the City of Lake Elmo, Once completed, the City will have identified a Professional Engineering Services consultant pool comprised of various firms providing specialty engineerina, architectural. landscape architectural. surveying and other support services. These firms will then be deemed qualified by the City and will remain on call. available to support staff and respond to City requests as the needs arise. RECOMMENDATION: Based upon the above staff report and background information. the Citv Council is respectfully requested to consider approving, as part (One Consent Agenda, the release and distribution of the Request for Qualifications (RFQ) fOr the Professional Engineering Services Consultant Pool. City Council Meeting January 17, 2012 Professional 1 neering, Services Consultant Pool — Send out Request for Qualifications (RFQ) Consent Agenda Rem t44 Alternatively, the City Council does have the authority to remove this item from the Consent Agenda. to further discuss, deliberate and/or, if appropriate, amend the recommended motion prior to taking action. If done so. the appropriate action of the Council following such discussion would be: "Move to Approve the release and distribution of the Request for Qualifications (RFQ) for the Professional Engineering Services Consultant Pool." las amended and/or modified at tonight's meeting]." ATTACHMENTS: Request for Qualifications for Professional Engineering Support Services 2. City of Lake Elmo — Potential Infrastructure Project List SUGGESTEI) ORDER OF BUSINESS (if removed from the Consent Agenda); Questions from Council to Mayor Facilitates Call for Motion ........ ..... ............ ......... Mayor & City Council Discussion ( I needed) ...... ......... _ ............ Mayor Facilitates Action on Motion (if needed) .................................................Mayor Facilitates -- page 2 -- January 2S,2OI2 ENGINEERING, inc. Ca,aGehe,en P.E. Jack Griffin, r.s. Ryan Stempski, P.E. Re: Request for Qualifications for Professional Engineering Support Services Cities of Lake Elmo and Victoria Dear Interested Par -ties: 651,300,4261 651.300.4204 651.300.4267 The cities of Lake Elmo and Victoria, through FOCUS Engineering, inc., are soliciting proposals for Professional Engineering Support Services. Each City will be establishing a Professional Engineering Services Consulting Pool for7Ol2'2OI7. The cities are both interested 'in receiving proposals from consultants who can demonstrate a commitment to provide high quality, efficient support services to municipalities. To improve efficiency in processing this request, interested parties may submit one proposal that addresses interest for one orboth cities. However, each community will be making an independent selection for the pool. Interested parties are encouraged to submit for any service area in either or both communities. The cities will accept statements of qualifications by 3:00 p.m. on February 23, 2012. Reponsestothis request may he submitted to either City as noted below. If interested in submitting for both, /t is NOT necessary to submit at both locations, Jack VV.Griffin, P-E, City Engineer City nfLake Elmo 38QOLaverne Avenue North Lake Elmo, Minnesota 55O4Z 651,300�4264 jack.griffin@focusengineerinBinczum Cara LGeheren' P.E. City Engineer City dVictoria 795lRose Street, POBox 36 Victoria, MN55386 65I300,4261 Submittal materials shall provide 10 copies including one unbound copy of the following documentation in no more than 20pages per copy: / Letter of Interest outlining which City (Lake Elmo, Victoria or both) the firm is interested in providing service along with the service area(s) the firm wishes to provide. / Qualifications for key personnel and team that will he leading and providing the proposed services. / Qualifications offirm. � Related Experience. Each City will be evaluating firms in each of the following service areas: / General Municipal, including general engineering department support U.esurveying, mapping, 6|l NPDBSVVPPP. right-of-way services, etc.). / Traffic Engineering and Transportation. / Water System (source' supply, treatment and distribution). � Wastewater System (lift stations and distribution). / Surface Water Resources. / Municipal Buildings and Facilities, V Parks, Landscape Architecture, Urban Design. Each City will be selecting the firms that meet the needs of each City for any and all categories. kbanticipated that a number of firms will be shortlisted for the purpose of conducting interviews in each City to assist with determining recommendations. It is anticipated that each City Council will consider staff recommendations at their respective March Council meetings, Each City reserves the right toreject any and all proposals submitted nndtowakeanyirnegu|ahti*sand technicalities, There shall be no reimbursement for any expenses with responding to this request for qualifications. Thank you for interest inproviding service toLake Elmo and Victoria. All questions regarding this request shall bp directed toCara Geheren,§5l3OO.425lurJack Griffin at55130Q.4Z64, Regards. Cara L Geheren' P.E. President, Sr. Municipal Engineer Victoria City Engineer Enclosure John (Jack)VV.Griffin, P.E, Principal, Sr. Municipal Engineer Lake Elmo City Engineer ENGINEERING, inc. Can Gehemn' P.E. Jack Griffin, p.s. Ryan Stempski, P.E. *51.300.42*1 651.300,4264 CITY OFLAKE ELMO—POTENTIAL INFRASTRUCTURE PROJECTS Year Improvement Project Estimated Project Cost 2022'2016 Annual Street Reclaim/Reconstruction Projects 400,00 $1,500,000 2012 Keats Avenue MSAStreet and Trunk VVate,mainExtension $I,900'000 2812/2013 Water Supply Well No. 4 / Pump House /Connecting VVetermain $1,500,000 20I3/2014 Lake Elmo Avenue Trunk Forcemainand Gravity Sewer (design complete) $5,200,008 ufr "*"\/f: r„/- DATE: January 17. 2012 REGULAR ITEM: 5 Discussion; Motion AGENDA ITEM: Appeal of Ruling regarding Detachment of Land from City of Lake Elmo SUBMITTED BY: Craig W. Dawson, Interim City Administrator David K. Snyder, City Attorney SUMMARY AND ACTION REOUESTED: On January 3. 2012. Administrative Law Judge Kathleen D. Sheehy, granted the petition made by owners of 50+ acres in the northeast corner of Lake Elmo to be detached from the corporate limits of the City and be placed within Stillwater Township. Staff has heard from residents and individual members of the City Council about their disagreement with the order for detachment. and their belief that the City should appeal the ruling. According to the ruling. "Any party may submit a written request for an amendment of the Findings of Fact. Conclusions of Law and Order within seven days from the date of the mailing of the order." As the mailing was January 3. the seven-day request period ran through January 10. and the next Council meeting was to be held January 17. the City Attorney at the direction of the Interim City Administrator has submitted the request and begun the process to file an appeal at District Court. It is requested that the City Council affirm the action of staff and authorize proceeding with the appeal process. A closed session is scheduled later in the Council agenda at the request of the City Attorney in order to discuss this pending litigation. The appropriate motion would be: Move to affirm the action of staff and authorize proceeding with the appeal process on the ruling to detach land from the corporate limits of the City olLake Elmo. SUGGESTED 0 ER OF BUSINESS: Introduction 6.: Report ...... .......... Interim City Administrator and City Attorney Questions from Council to ...... ........ Mayor Facilitates Public Input. if Apprcpriate ...... ............. ............ ..... ....... ..... Mayor Facilitates Discussion ....... .. ......... .......... ............... ......... .......N4ayor & Council Members Motion( ....... ............. ........ ....... ...... Mayor Facilitates / '\"-X0==1KIIMMUSaar, ' AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: 1/17/12 REGULAR ITEM #: K-6 MOTION Planning Commission Annual Report (2011) Kyle Klatt, Planning Director Craig Dawson, Interim City Administrator Planning Commission Nick Johnson, Interim City Planner Karl Homing, Acting Building Official SUMMARY AND ACTION REQUESTED: The City Council is being asked to review an annual report that has been prepared by Staff to summarize the activities of the Planning Commission and Planning Department in 2011. This report focuses on the larger activities and projects undertaken during the year, and includes some statistical information pertaining to the City's planning activities. The Planning Commission was asked to review the plan. provide any comments or suggestions. and to submit the document to the City Council, and did so at its January 9, 2012 meeting. The recommended motion to act on this is as follows: "Move to accept the 2011 Planning Commission and Planning Department Annual Report" Section 1 — Yearly Suninzan' The Lake Elmo Planning Department is submitting its annual report for consideration by the Lake Elmo Planning Commission and City Council. In addition, the Planning. Department has also submitted its 2012 work plan for review as well, which contains the list of potential projects that will he undertaken by the Planning Department throughout the next year. In 2011, the City began the process of preparing a major update to the Comprehensive Plan, which will involve preparing a final vision for the Village Area, as well as creating a new land use plan for the 1-94 corridor. Two separate work groups were -Rim-led to work with Staff on the updates, and these groups began meeting in early 2011. As part of these planning efforts, the Planning Department has sponsored a series of stakeholder and technical committee meetings, and conducted two public open houses to discuss the 1-94 Corridor plans. With the feedback received to date. Staff has created a draft land use map for the 1-94 Corridor that will serve as the -- page 1 -- City Council Meeting banning Commission Annual Report 1/17112 Regular Agenda hem #K-6 basis for ongoing conversations in 2012. The Village work group will be reviewing a draft land use map in early 2012 that is being prepared in response to a series of meetings based on a specific subjects. Given the magnitude of the work involved with these substantial planning efforts, Staff expects that a significant amount of time will be devoted to continuing to develop the two planning area amendments and related zoning work in 2012. Completing this work in a timely manner with the funding that is available will continue to present a challenge for the department however, the work groups functioned very well in 2011 and are expected to continue playing a major role in the development of plan amendments in 2012. In 2011. the Planning Commission reviewed a similar number of land use projects as the previous year. Due to the change in State Statute regarding application of variances, the Planning Commission did review an increased number of variance requests in 2011, partially due to the City's efforts to bring its ordinances into compliance with the new State law. The Commission spent some time discussing the updated findings for variances. and will continue to work with this new language well into the new year. The overall number of building permits issued in 2011, while still well under the level of activity seen in the early 2000's, remained fairly consistent with the numbers seen more recently. Twenty four new homes were built in 2011, which is slightly down from previous years. but very consistent with the number of permits issued over the past five years. There still is a very limited amount of commercial building activity taking place, and the Bremer Bank parking lot expansion was one of the more significant commercial projects that were finished this past year. Although the City does not track employment figures for its businesses, Bremer Bank continues to serve as one of the largest employers in Lake Elmo and is one of the key tenants within the Eagle Point Business Park. For the past several years, the Planning Department has been working very closely with the City Engineer to close out all remaining development projects that are still open in the City. No new Open Space developments were approved in 2011, and there still remains a fairly significant inventory of lots available in the newest developments. Staff has estimated that there are approximately 80 such lots that are vacant at the beginning of 2012. The closeout for the Whistling Valley Addition has been a very long and arduous process. but starting in the fall of 2011, the City finally started to see progress at completing the public improvements through the performance bonds issued for these developments. Staff has also worked very closely with the City Engineer and City Attorney to ensure that homes could be built on some of the vacant lots within the 3rd Addition while protecting the City's general interests. The Planning Department provided general support in a number of different areas in 2011, including the Early Childhood Learning Center negotiations with the School District. the transition to a municipal library. the responding to the detachment petition for the northeast portion of the City. and responding to requests for information and documentation associated with the 31\4/Water System lawsuit currently in litigation. These support efforts were all outside -- page 2 -- City Council Meeting Planning Commission Annual Repon 1/17/12 Regular Agenda Item #K-6 of the work plan adopted for 2011, and represented a significant portion of the workload for the department on items that were not typically reviewed by the Planning Commission. The City Planner resigned from her position in November of 2011. and was replaced on a part- time interim basis by one of the City's forrner planning interns. Staff is continuing to find creative ways to cover the work load in the department with the reduced hours associated with the interim position until the position is filled with a permanent replacement. The Planning Commission continued to meet on a hi -monthly basis in 2011, and has generally attempted to reserve the second meeting of the month for larger planning projects. With the pending Comprehensive Planning discussions anticipated in 2012, this meeting schedule is not expected to change, although it will continue to be a challenge to find times for the work groups to meet indirectly of the regular Commission meeting times. Section 2 — Yeartr Review List of Major Planning Projects in 2011: \Tillage Area Planning Work Group. The Planning Department began work on revising the land use plan for the village area. A work group, comprised of members of the City Council, Planning Commission, and citizens at large was formed and began meeting, throughout the year. South of 1011Street Area Planning Work Group. The Planning Department began work on revising the land use plan for the South of 10111 Street/I-94 Corridor planning area. A work group. comprised of members of the City Council, Planning Commission. and citizens at large was formed and began meeting throughout the year. There were two community -wide open houses and several stakeholder meetings conducted during the course of the year to gather community feedback. Met Council/Comprehensive Plan Updates. Staff continued to meet with representatives of the Met Council to discuss the revised Memorandum of Understanding and ongoing planning issues in the community. Exterior Storage Ordinance Review. The Planning Commission has formed a subcommittee that has been charged with updating the City's exterior storage and accessory building ordinances. The Committee began meeting in 2011, and this work will be carried forward into 2012. Home Occupation Ordinance Review. A final draft of the Horne Occupation Ordnance has been drafted by Staff after further review by the City Council. Formal adoption is expected in early 2012. 201 Community Septic System Mapping and Review. The Planning Department created a map accurately depicting the location of and parcels served by the community's 201 systems, -- page 3 -- City Council Meeting r tanning Commission Annual Report 1/17/12 Regular Agenda Item #K-6 All records for the 201 system were pulled and reviewed, with the intent of ensuring proper oversight and management of these systems in the future. GIS — Base Map Updates and Review. The Planning Department continued to update the base electronic maps, and moved the future land use map designations into the current GIS database. Planning internship. A planning intern was hired for the summer and assisted with a variety of planning projects. This internship led to the hiring of Nick Johnson as the City's interim City Planner. MnDOT Landscaping Grant. The planning department provided staff support and assistance for two planting projects that were completed in the spring. The Interim City Planner provided staff support for the submission of one grant project to be installed in 2012. Land Use Applications, The Planning Commission reviewed 29 distinct planning and zoning permits (including zoning amendments), and conducted 24 public hearings related to these requests. The more significant projects reviewed by the Planning Commission in 201] included the following: o Sun County Farm Interim Use Permit o Rockpoint Church Conditional Use Permit Amendment o Christ Lutheran Church Conditional Use Permit Amendment o Bremer Bank PUD Amendment o Krueger Tree Farm Interim Use Permit o Lake Elmo Sod Farm Interim Use Permit o Jesuit Retreat Conditional Use Permit Amendment o Comprehensive Plan and Zoning Map Amendment — 5577 Lake Elmo Avenue o Farm School/Senior Living Project Extension Board of Adjustment Actions. Since the State Supreme Court decision of Kruimenachei- i-. Cio- of Minnetonka, the City's authority to grant variances has increased. This change has allowed the City to accept variance applications not just aimed at addressing septic issues. Over the course of 2011, the City received the following variance applications: o Septic Variance — 8242 Hidden Bay Trail o Accessory Building Variance — 5761 Keats ,Ave. o Flood Ordinance Variance — 9940 59th Street Court N. o Septic Variance — 2860 Lake Elmo Ave. N. o Setback Variance — 2976 Lake Elmo Ave. N. o Setback Variance — 2769 Legion Ave. N. o Zoning Appeal (Setback) — 7955 Hill Trail Court o Zoning Appeal (Fence) — 12418 Marquess Way North -- page 4 -- City Council Meeting Planning COMMiSSi011 .41717 LW I Reporr 1/17/12 Regular Agenda Item #K-6 visual Preference Survey. For the purpose of discemini, and collecting preferences regarding architectural design and form of future development. Planning Staff held a public meeting to administer a Visual Preference Survey to residents of Lake Elmo. This information will be valuable in managing future development in the Village and South of 10th Street Areas. This project remains the first step in crafting some form of architectural review or standards. Building Permit Review. The Planning and Building Department processed a total of 370 building permits in 2011 (not including plumbing or mechanical inspections). There were no significant commercial or public permits issued in 2011 other than minor renovations and improvements among other various additions and remodeling projects that typically occur throughout the year. Zoning District and Use Review- Form Based Code Research. Planning Staff has conducted extensive research regarding the possible implementation of a form -based code in areas designated for future development. In addition, the Staff made various presentations to the Planning Commission regarding form -based code. These presentations were conducted in order to educate the Commission about the principles of form -based code and the implications of its application. Transfer of Development Rights (TDR) Research. For the purpose of managing future development and preserving agricultural land and Lake Elmo's rural character. Planning Staff conducted research of best practices of existing TDR programs. The Staff is hoping to leverage this research into some type of program that will be utilized in Lake Elmo to direct future devel opm en t. Planning Commission Composition. The size of the Planning Commission was reduced from nine voting members to seven voting members, with two alternates remaining as part of the composition of the Commission. Gateway Corridor Technical Committee. Planning Staff participated in the technical committee meetings for the Gateway Corridor Transportation Alternatives Analysis and provided information for the group as requested. These meetings will continue into early 2012. Capital Improvement Plan Review, The Planning Commission reviewed and recommended adoption of an updated 5-year Capital Improvement Plan for the City. Economic Development initiatives. The Planning Department helped prepare and distribute a survey that was sent out to businesses within the City, which will be used in the future to help prioritize the City's economic development initiatives. Staff also created a wehsite listing Lake Elmo businesses in conjunction with a handout that businesses can use to be listed on this site. -- page 5 — City Council Meetin r Meetingtanning Commission Annual Report 1/17,12 Regular Agenda hem #K-6 Cardinal Ridge Septic Review. Staff processed a request to move a septic system to a co-mmon lot within this subdivision. Hilton Trail Environmental Assessment. Staff helped coordinate the City's review and comments associated with the Minnesota Department of Transportation plans for the reconstruction of the Hilton Trail/Highway 36 interchange. The partial closure of the Highlands Trail access (and general Highway 36 access issues) continues to be an ongoing discussion topic with MnDOT. AT&T Langley Court Water Tower Antenna Upgrades. Staff reviewed a request to upgrade existing communications equipment on the City's Village water tower. BuberlfNass Detachment. The City received notice that three property owners in the northeast portion of the City had petitioned for detachment from the City and annexation into Stillwater Township. As ofJanuary 3, 2012 this petition was uanted by the Minnesota Office of Administrative Hearings. Lake Elmo Park Reserve West Access Plan. Staff participated in a series of meetings and open houses to consider alternative trail plans for the area west of the Lake Elmo Park Reserve. Annual State Planning Conference. The Planning Director and City Planner attended the 2011 Minnesota State Planning Conference in St. Cloud in September of 2011. Development Agreement Tracking (Whistling Valley). At the start of the year. all but one open development project had been completed. After a lengthy process, work began at completing the public improvements not finished in the Whistling Valley addition. This work is be completed by the insurance company that holds the performance bonds for this project. Staff will continue to provide oversight on this project until it is completed sometime in early 201.2. City Code Amendments. The Planning Commission reviewed a significant number of Zoning and other City Code amendments throughout the course of the year. Some of these were required due to exterior mandates, while others were items that are intended to address some long-standing deficiencies within the existing ordinances. Not all of these amendments were adopted in 2011, but all have been through at least one public hearing with the Planning Commission. The list of amendments reviewed by the Planning Commission for the year includes the following code sections: o Fence Ordinance Amendments — Screening in Residential Districts o Zoning Administration Ordinance — Application of Variances o General Business District Amendments — ECFC Facility o Temporary Electrical Inspections o Park and Ride Facility in LB Zoning Districts o Municipal Purchase of Private Land 2011t 'Total Units 1Average City Council Meeting Planning Commission Annual Repori 11 7/12 Regular Agenda Item #K-0 o Revised Storm Water and Erosion Control Ordinance o Major Zoning Ordinance Update (initial review and discussion) Section 3 — Statistical Ill Planning Commission Meetings: • Reoular - " • Special - I (subcommittee meeting) • Public Hearings - 24 Planning and Zoning Permits: Planning Applications Comprehensive Plan Amendment 1 1 Zoning Map Amendment 1 2 3 Zoning Text Amendment 3 2 5 Conditional Use Permits 3 3 Concept Plans 0 Preliminary Plats 0 Final Plats 0 Minor Subdivisions 0 Lot Line Adjustment 0 interim Use Permits 3 3 Appeal 2 2 Variance 5 1 6 Vacation 1 1 Sign Permits 3 3 Other: PUD Amendment 1 1 Approved Withdrawn Denied Pending Total Building and Zoning Permits (with 5 year summary): Building Permits Issued (by type) 5 Year Summary SF Dwellings - Manufactured I Commercial/Ind ,New Year Re mociel /Repair Demo Homes Mult-Family IRemodel/Repair Commercial Single Family 2007 410 2 11 0 5 0 29 2008, 355 12 9 0 31 0 23 2009t 338 4 12 0 37 0 29 2010, 265 10 6 0 201 0 26 320 2 0 0 241 0 24 1688 30 38 0 337.6 6 7.6 0 1121 22.4 Total 457 430 415 327j 3701 131 19991 0! 26.2. 399.81 City Council Mb�� ^.^n17D72[onimbxion,4nowx/Rgmr Housing Starts kmLake Elmo —Five YemrSmmmmery; Housing Starts in Lake Elmo | / . ' � ! Manufactured / Dwellings , Net Increase in Year Single Family Multi -Family / Homes . Demolished | Dwelling Units � 2007 29Q10i Z �7 i 2008 23 O � I8� IO 31; � � 2009 Z9| O 9� » 4( 34� ' i ' ! 3010 I6� O! I Q!! I9' � | ! i 20II 24 O� O U) 24! ` � Total Units 131 Average 26.2:! Other Statistical Information: Q381! 24 145 0 7.6! 4.8� 29V Lake Elmo Population and Household Estimates (Year 2000 and 2010 are Census Data: all other figures are estimates from the State Demographer's 2000 i 2005 Population 6'863 Households 2'347 2'758 |9ooPer HH 2.9 2.86 Additional Census Data: 2010 Census Data 7,966 2008 2007 7,695 8,182 2,738 Z,787 ^ � , 2.70 2.9 Popu|atiun'IOlO Popu|atiun,IOOO Population (96change)' 2000'2020 Persons under Syears old (9Q. 2010 Persons under 18years old (Y4),ZO1O Persons 65 years old and over (Y6),201O Fema)epersons (1/18).2O1O Median value ofowner occupied housing unds'ZUU5'2O09 Homeownershiprate IOO5-2OU9 _ _ _ _ __ ��edianhouseho\dincomeZOO5'2OD9 2008 " 2009 2010 8'389 8,326 8,069 2,794 2,814 2,779 2.96 \ 2.93 2.88 Lake Elmo State nfK8N 8'069 5,303,925 � 6,863 4,919'479 � 17.60% 7.80% � 4.70% GJO% � 27.10% 24.I0% ' 11.00% II90% ' 49.80% 50.40% $410'600 $207,000 92,60% 74.90% —pu-c8— City Council Meetini, Planta,c: Commission Annual Repoli 1/17/12 Regular Agenda Item #K-0 RECOMMENDATION: Based upon the above background information. staff report, and Planning Commission recommendation, it is recommended that the Citv Council accept the Planning Commission and Planning Department Annual Report by undertaking the following action "Move to accept the 2011 Planning Commission and Planning Department Annual Report - ATTACHMENTS: I . None SUGGESTED ORDER OF BUSINESS,. Introduction of Item ............ .............. ...... ............. . ..... ....... City Administrator Report/Presentation ......... ....... ........... ................ Planniml Director 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 1 AGENDA ITEM: SUBMITTED WY: THROUGH: REVIEWED BY: Lwr i Lon; I DATE: 1/17/12 REGULAR ITEM #: K-7 MOTION Planning Commission 2012 Work Plan Kyle Klatt, Planning Director Craig Dawson, Interim City Administrator Planning Commission Nick Johnson, Interim City Planner SUMMARY AND ACTION REOUESTED: The City Council is being asked to review and accept the Planning Commission's annual work plan that the Commission has prepared for 2012. The Council is asked to review the plan and comment on it so that the Planning Commission and Council are communicating about priorities at the start of the year. The primary intent of the work plan is to help prioritize the projects the Planning Commission will be reviewing in the next several months. and to also help keep the Commission informed about the internal planning related activities and projects that will he undertaken by the staff over the coming year. This is a working document that provides guidance to the Commission yet has the flexibility to respond to priorities as they emerge. It will also help the Commission gauge its progress at achieving some of its goals for the year. The plan has been drafted in a format similar to the one used for previous years, using the format and codes that were include in the last year's work plan. The recommended motion to act on this is as follows; "Move to accept the 2012 Planning Commission Work Plan" BACKGROUND INFORMATION: The work plan as recommended by the Planning Commission was prepared using the previous year's plan as a template and tracking any changes (deletions and additions) that were used to create the new document. The version that is attached for consideration by the Council has had all revisions made in order to present a final, clean document for review. Because the individual elements of this plan have not been revised since the beginning of the year.. there are a few larger projects that do not show up in the chart that were added during the course of the year. including the following: page 1 -- City Council Meeting PI, mg Commission 2012 Work Plan 1,117/12 Regular Agenda Item #1(-7 Review of Early Childhood and Family Center proposals. Transition tasks associated with the creation of the Lake Elmo Municipal Library. Research, response and testimony related to the Northeast area detachment petition. Document requests and research associated with the 3M/Landfill contamination lawsuit. This plan also does not incorporate the larger project reviews that were conducted by the Planning Commission during the course of the year. It is Staffs policy to incorporate some of this information as part of an annual report that has also been submitted for review by the City Council. Please note that, similar to last year. the proposed work plan identifies three main projects as the highest priority items for 2012, including the Comprehensive Plan Updates related to the \Tillage Area and 1-94 Corridor along with the major zoning amendments necessary to support sewered development districts. The other items will be tracked through the year and will be accomplished as time allows. PLANNING COMMISSON REPORT: The Planning Commission reviewed the work plan at its January 9. 2012 meeting and recommended approval with a few minor modifications that have since been added to the document. RECOMMENDATION: Based upon the above background information. staff report, and Planning Commission recommendations, it is recommended that the City Council accept the 2012 Planning Commission Work Plan by undertaking the following action "Move to accept the 2012 Planning Commission Work Plan" Alternatively, the City Council may make modifications to the Plan as it deems necessary and adopt the work plan with modifications. ATTACHMENTS: 1. 2012 Planning Commission Work Plan SUGGESTED 0 ER OF BUSINESS: Introduction of Item ........................ Report/Presentation. ..... ................... Questions from Council to Staff ..... Public Input, if Appropriate ........ Call for Motion ...... ........................ .. ............ ........ City Administrator ...... ................... ....... Planning Director ................. ....... . ...... . ..... Mayor Facilitates ...... Mayor Facilitates ......... ...... Mayor & City Council page 2 -- City Council Meeting Plannin Commission 2012 if'ork Plan I/1 7/12 Regular Agenda Item trE1-7 - Discussion ................. ........ . ......... ...... . ........... ....... ....... .. Mayor & City Council - Action on Motion ........ ....... ..... ....... ........ ...... Mayor Facilitates 2012 Planning Commission Work Plan Prepared by the Lake Elmo Planning Commission —1/9/12 Adopted by the City Council 1/17/12 Key: Status : C — Complete IP — In Progress Date: A — 0 to 3 months (Completion B — 3 to 6 months Goal) C — 6 to 9 months D — 9 to 12 months Ad min: Staff Projects/Initiatives PL: Priority Level (1-5 with 1 being the highest priority) Project and Description Date PL Status (Months) ZONING INITIATIVES Zoning Map Updates • Update Zoning Map to improve consistency with the Comprehensive Plan and Future Land Use Map Adopt map changes necessary to implement plans for sewered development areas. Conditional Use Permit Ordinance • Update CUP regulations to be consistent with new use descriptions and districts Establish tracking system for all existing conditional uses Zoning Text Amendments (Specific) Outdoor lighting ordinance update Exterior storage ordinance; work with committee to refine previous draft Outdoor wood burning furnace ordinance Accessory use and building ordinance; review with exterior storage ordinance IP 2 o 2 IP B 2 B 3 IP 4 B 3 IP Engineering Standards Manual • Finalize development manual describing the City's A 3 IP engineering standards for private and public projects Permit Tracking Establish system for tracking non -conforming uses Zoning Ordinance Update • Revise use classifications and definitions used in the Zoning Ordinance Create new sewered development districts as part of major Zoning District standards overhaul Develop design standards for Village area and 1-94 corridor sewered development area Draft form -based code, design standards, and transfer of development rights program to incorporate into updated City Code. Interim Use Permit Tracking • Establish baseline information for Country Sun Farms interim use permit • Set up tracking system for all existing interim use permits PLANNING INITIATIVES Village Area Planning • Prepare amendment to Future Land Use Map based on selected development scenario from AUAR and Village Master Plan Draft amendments to the Land Use and Housing sections of the Comprehensive Plan consistent with the revised land use map for the Village • Adopt amendments to the Zoning Ordinance responsive to the AUAR mitigation plan, Village Master Plan and Comprehensive Plan • Develop policy for consideration of requests for expansion of uses in proposed sewer service area 1-94/10th Street Corridor • Conduct analysis to determine appropriate land use changes along the corridor. Draft amendments to the Land Use and Housing sections of the Comprehensive Plan consistent with the preferred land use plan for the 1-94 Corridor Develop master land use plan for specific development areas along the corridor Comprehensive Plan Updates Review individual projects for compliance with the Comprehensive Plan Consider amendments related to properties guided for RAD 2 D B 2 IP B 2 IP C 2 IP C 2 C C 4 C 1 IP D D C 2 B 1 IP D 1 IP D 2 D that are less than 40 acres in size Research transfer of development rights options for Village Planning Area and rural planning areas Incorporate revisions as necessary to support Village and 1-94 planning efforts Consider sustainability section as part land use updates or as a separate element of the Comprehensive Plan Park Planning • Create a master plan for all City parks, provide assistance to Parks Commission as needed Conduct comprehensive mapping of existing private and public trail systems (using GPS where appropriate) Identify priority trail segments for implementation Capital improvement Plan • Planning Commission review of 2013-2017 Capital Improvement Plan for consistency with the Comprehensive Plan General Planning Studies • Identify and review research associated with septic system impacts on lakes and waterbodies • Conduct review of 201 (community) septic system policies and management practices. Develop system for proper oversight, billing, and maintenance of community systems. • Prepare study of septic systems in the Village Planning Area; work with Washington County on interim development plan for properties to be served with public sewer service. Economic Development Initiatives • Incorporate economic development initiatives into future comprehensive plan updates Maintain list of business in Lake Elmo on City web site ADMINISTRATIVE INITIATIVES Building Division (Admin) • Monitor status of staffing within building inspection department; consider staffing needs in 2012 and beyond Update job description for Building Inspector B 3 IP B 2 IP D 2 D D 4 D 4 IP B 3 IP D 2 D C 2 D D D c Gateway Corridor Alternatives Analysis • Continue to attend and participate in technical advisory B 3 IP committee meetings Permit Tracking Software Coordinate with administration to include permit tracking B 3IP functions as part of future office software acquisition Code Enforcement (Admin) • Follow program and Council direction for the enforcement of B 2 the sign ordinance and general code compliance issues File Archiving and Management • Scan Planning and Building Department files into the City laserfische system D Engineering Projects • Review illicit discharge ordinance 0 3 IP • Provide planning assistance as needed for regional trunk B 2 sewer project • Develop work plan and implementation strategies related to C 4 IP the Wellhead Protection Plan Application Review Procedures • Revise/Update land use review procedure document to reflect current practice regarding application completeness review B 2 IP MnDOT Highway Landscaping Grant • Consider new grant application for 2012 and beyond B 3 • Provide assistance for implementation of 2012 spring planting B 2 IP project. • Conisder grant application for fall of 2012 or spring of 2013 D 4 4 OAYOR & COUNCIL COM U ICAT 0 DATE: REGULAR ITEM #: MOTION 1/17/2012 8 AGENDA ITEM: 2012-2016 infrastructure Capital Improvement Plan (CIP) — Adopt Plan SUBMITTED BY: Jack Griffin. City Engineer THROUGH: Craig Dawson, Interim City Administrator REVIEWED BY: Mike Bouthilet, Public Works Joe Rigclon, Interim Finance Director Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider adopting the 2012-2016 Infrastructure Capital Improvement Plan (CIP). STAFF REPORT AND BACKGROUND INFORMATION: As part of the annual budget process, staff prepares a five-year Capital Improvement Plan (C1P) for Council approval. Once adopted, the projects within the first year of the plan are typically included in the City's 2012 budget. The remaining four years then outline the projected needs and costs, which may change in the future, All projects are typically reevaluated each year and may change based on several factors which include available funding sources and changing priorities. At the December 6. 2011 council meeting the City Engineer made a presentation on the major infrastructure projects for the 2012 CIP to confirm implementation or to reschedule as directed. The presentation looked at the previous 2011-2015 CIP Plan to help set the context for each project. Following, the presentation, staff indicated that a final version of the 2012-2016 Infrastructure C1P would be brought forward for Council approval at a future meeting. Major infrastructure projects planned for 2012 include (per the 2011-2015 CIP): • 2012 Street & Water Quality Improvements (DeMontreville-Highlands Area) 2012 MSA Street Improvements (Keats Avenue N) Keats Avenue N Trunk Watermain 2011 C1P projects .NOT completed in 2011 include: Well and Pumphouse No, 4. Will be initiated in 2012 with the Test and Production Wells, Pumphouse No. 4 will be constructed in 2013. 194 to 30`11 Street Trunk Sewer Project, Deferred until 2013/2014. page I -- City Council Meeting. 2012-20 I 6 Infrastructure Capital Ir. )vement Plan (CIP) — Adopt Plan January 17. 2012 Regular Agenda Item # 8 RECOMMENDATION.: Based upon the above staff report and background information, the City Council is respectfully requested to consider adoption of the 2012-2016 In frastructure Capital improvement Plan (CIP), The suggested motion to approve this action is as follows: "Move to Adopt the 2012-2016 Infrastructure Capital Improvement Plan (CIP)". Alternatively, the City Council does have the authority to further discuss, deliberate and/or, if appropriate. amend the recommended motion prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to Adopt the 2012-2016 Infrastructure Capital Improvement Plan (CIP)" /as amended and/or modified at tonight's meeting ." ATTACHMENTS: 2012-2016 Infrastructure Capital Improvement Plan (CIP) SUGGESTED ORDER OF BUSINESS: Introduction of Item ...... ...... ........... ...... City Administrator Report/Presentation ...... .......... ..... ..... ..................... City Engineer Questions from Council to staff._ ....... . ..... ................... ..... Mayor Facilitates Public Input (if appropriate)........„ ........... . ..... Mayor Facilitates Call for Motion (if needed)... ..... ...... Mayor & City Council Discussion (if needed)........... ....... ...... ......... Mayor Facilitates Action on Motion (if needed) ............ ..... ....... Mayor & City Council -- page I I C TY F AKE E O, ES T Date: January 2012 Capital Improvement CITY OF LAKE ELMO 2012 - 2016 CAPITAL IMPROVEMENT PLAN STREET AND TRANSPORTATION IMPROVEMENTS 2012 2013 2014 2015 2016 runiRE Total Local Residential Strt:et 11.094,0Uil $I , I I-1.00u $032,000 $504.,U0U $4 I 3,000 TBD $3,756.000 Improvenionts I Assessable f'rmects t,:r. 31.0?..,J Residential Newhborhood pchiuniiiN - Southall Trt. Kenrundge Packard Park Phase I 1-4111,kilds Area Lakes Area ,Addition & Area Sionegate keivai Aventic ColieLlor Roadways. Non MSA Routes I Limited Assessment Revenue] Non MSA Collector RoaJwa,!, MSA Street Improvements $I,0(11L1ion IIrirnariI MSA Fundodl MS:\ Route Kai, Are, STREET Tolals $170.000 $2,36,001I N•lanimil Ave Nlatulitig Trail "11-136-Lindon N $1,504000 211th Sircel 1,4almlir Trail TBD $406,000 $750.0UU 15th Sired N S3,250,000 S2,094.000 SI ,113,000 S802,000 S2,240,000 S413.000 S750,00(l 57.412.000 izTIZEI:T:, ANC) ANSP.11'.'.44( I.ANUARY CITY OF LAKE ELMO 2012 - 2016 CAPITAL IMPROVEMENT PLAN SURFACE:, ATER IMPROVEMENTS Capital Improvemoil 2012 2013 2014 201.5 201() FUTtfltE. Total Rzitil Lkircl,Tilfripruve.niL.taN s35 HOU 13$ Ow S35,11lo $35.uoo $33.001) S175,0(10 $18,01Ki S I S.000 S 1 8.000 $ I 8.0u0 S72,000 Mist: Stum111,:iter Imprm.ements Ditaung. Cul Vert:, & Pl/IldS1 lag,c Iniprov,:ments RL.rional infilumlon S1011 ‘Vater lujIrr CIP SURFACE WAILTutals 11tF \\IFt 1 S35,000 S53.000 $53.000 S53.000 S2,000.010 S2,600,000 EOC - THU: Requires Study TBI) S53,000 S2,600.000 S2.847,000 ANI'RV 711112 CITY OF LAKE ELMO 2012 - 2016 CAPITAL IMPROVEMENT PLAN WATER SYSTEM IMPROVEMENTS Capital ImproNment 2012 2013 2014 2015 2016 FUTURE Total Test Well Nu 4 2 Water Supply $30U.N1J S300,000 Well Nu 4 Poinphouse No 4 and $1.200,000 S1,200,000 Conneetim4 Trunk Watermain Keats Avenue 'Fronk Waterworn $1,000.006 $1,000,000 l'Irk,va) Trunk. Phase I $385,500 $385.500 'Development driveni Village Park va 1 Rink. Phase 2 $605,,U0() $605,000 3Yth Street "I runk lDe‘eloomeni iri n.] OIJ Village 'I runk Watennain $825,00) $825,000 Replacement altin Lake Elmo Avenue from 31ail Si to 1115 `I runt; Waterwain :Ming Lake $2.775J2U0 $2,775,000 Elmo Avenue ironi 30th St to Hudson Blvd Elevated 'I Link- No IA (fa, 0..5(./0 $1..6110, $1,600,000 Tow: Water Population Well No 5 11,1 ki,701.1 Total $960,000 $960,000 Water 11 WATER SVSTEN1 Totals VI'VIVAZ SVSINSI(AI S1.300,000 51,200,0011 52,775,000 5385,500 5605,00111 $3.385,000 $9,650,500 JANLI ARV 2012 CITY OF LAKE ELMO - 2016 CAPITAL IMPROVEMENT PLAN SANITARY SEWER IMPROVEMENTS Capital Improvenieut 2012 2013 2014 2015 2016 FUTURE Toil Luke Limo Avenue 1run), $1.301,001) 1;1.300 000 S2,600,000 Forc,Ntialli 'with gra \ ity south of I 0111 Street' South u Tutu,. Gravrte SeisUi 1.300,000 S I .300,000 S2,600,000 l'inke.ze, 'hunk, Phase S600,000 S600,0101 11./evelopment Jru eni Wog,' Pat lovas drunk. Phase 2 $00L).000 $600,000 39th Stree l `I runt, tinsel. 'Development drtireni Old Village 1 I mil, 1:nu vityrur LS 1.100,000 S1,100,0011 ;lIeu UIh Sued Le E11110 '1 V V:111.1, Addl1 runl. Sundt or I lull Siviiet SANITA SEWER Tulals $0 52.600,000 S2.600,000 S600.000 S600.000 SI .1 00.000 EOC - '100: Requires Study S7.500,000 SAPS',ITAR) I 'A\d'11 t .11I:\ N1.1.1101 2111'2 MA YOR & COUNCIL CO UNIC, T 0 DATE: REGULAR ITEM 4: MOTION AGENDA ITEM: Water Supply Well No. 4 — Award Test Well Contract SUBMITTED BY: Jack Griffin. City E e THROUGH: Craig Dawson, Interim City Administrator REVIEWED BY: Ryan Stempski„Assistant City Engineer 1/17/2012 9 SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider the award of a contract to Kimmes Bauer Well Drilling, Inc. in the amount of $32_765.00 for the construction of Test Well No. 4, BACKGROUND INFORMATION AND STAFF REPORT: Project plans and specifications have been completed and were sent out to six qualified well drilling contractors; five quotes were received. -The lowest responsible bid was received by Kimmes Bauer Well Drilling. Inc. in the amount of $32,765.00, At the September 6. 2011 council meeting, the City Council authorized the design. construction and testing of Test Well No. 4 to be constructed on a parcel of land located at 11240 50th Street North. The council approved an Option Agreement for a 1 acre parcel of land to be investigated as the potential site of the future Water Supply Well No. 4. The Option Agreement provides the city with a 180 day period (period ending March 13. 2012) in which to construct a Test Well to determine if the site is a viable location for a large municipal production well. With the City Engineer's recommendation, the city retained Short Elliot Hendrickson (SEI-1) to complete the project plans and specifications. The proposed test well will be constructed as a 10- inch by 6-inch well finished in the .Jordan Formation. The well is expected to be almost 300 feet deep. The contract requires the Contractor to have the well completed by February 24, 2012, RECOMMENDATION: Based upon the above staff report. the City Council is respectfully requested to consider awarding a Construction Contract Kimmes Bauer Well Drilling, Inc. in the amount of $32.765.00 for the construction of Test Well No. 4. The suggested motion to approve this action is as follows: page 1 -- City Council Meeting Water Supply WL ,o. 4 — Award Test Well Contract January 17, 2012 Regular Agenda Item # 9 "Move to Approve the Award of a Contract to Kimmes Bauer Well Drilling, Inc. in the amount of $32,765.00 for the construction of Test Well no. 4." Alternatively. the City Council does have the authority to further discuss, deliberate andlor, if appropriate. amend the recommended motion prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to Approve the Award of a Contract to Kimmes Bauer Well Drilling, Inc. in the amount of $32,765.00 for the construction of Test Well no. 4 /as amended and/or modified at tonight's meetingl." ATTACHMENTS: 1. Award Recommendation Letter Bid Tabulation 3. Project Area Map 4. Contract. Plans and Spectlicatioi available upon request at City Hall) SUGGESTED ORDER OF BUSINESS: Introduction of Item ..... ............. ............. ....... ......... City Administrator ...... ........ ........... City Engineer Questions from Council to staff ..... ___________ ..... ..... Mayor Facilitates Public input (if appropriate).......„.................... ..... ........... Mayor Facilitates Call for Motion Mayor & City Council Discussion ....... ..... Mayor Facilitates Action on .......... .......... Mayor & City Council -- page 2 -- January 12.2072 Jack Y(.Griffin, PE Focus En�ineoin'o,|xc, City, ofLake Hnx, 3800LuVernc&vcnue N Lake Elmo. 61N 55042 Dear Mr. Griffin: R£: City ofLake Elmo, Minnesota Test WeUNo. 4 3EUNo. iAKMO 1187"1 Oil January l0.20|2Ovcquotations ver received bxthcTest Well No. 4 prQjecL The quotations ,un-edfrom S32.765.U0Lo$5|.4j4�O0. The low quotation was submitted h" Ki'nmcu'8uuerVVc|| Drilling b/cufUustings. Minnesota. The Engineer opinion ofpvobab|cconstruction cost was $53,140.00. The tabulation isattached for yourreference. 6zUuninoareview offhebidder qualifications and uprc|iminurydiscussion ofthe schedule and scope of the p joo with the hidd:� it|sour opinion &m� �bcy eurcopoosib|eh|ddo\� � eom cnmond proccedinuwith ucontract award io Kimmey-8aucrVVd| Dr |Uno Inc, (fyou have uny qocmioox regarding these qummions. please call Inc u/yourconvenience. / DKLL, as E. K|amcruo. P[ Project Manager jdc Attachments Snort Elliott Hendrickson Inc. |a5�5v°cinaisCenter Drive / Saint Paul, mw 55110-5196 BID TABULATION WATER SUPPLY WELL NO. 4:TEST WELL Bids Due: 4:00Pm CITY DFLAKE [mx[\xx\NNFSOTA Date'. January l0,28l2 PROJECT NO. 201z,lZ9 � BIDDER Thein Well | TmutVVeUs . 8ergenon-Caswell,|nc. Keys Well Drilling Company Kinnme*8auerWell Drilling ' ' ! ENGINEER'S PRE -BID CONSTRUCTION ESTIMATE ' BID BOND NA NA NA NA wx ADDENDA TOTAL BID AMOUNT NA $51,454.08 m4 ! $47'795.00 NA _$44456I0 NA | $39'850.00 NA $32,765.00 � 4 . � � ashinglon aunty Site Location Municipal Boundary 2,000 1,000 0 Washington County Project: LAKMQ 118721 Print pale- t1i30+2C1 Proposed Wel Location Project Area Map PROPOSED TEST WELL Na 4 Lake Elmo. Minnesota Figure 1 VIAYOR&COU C CO u ICATIO AGENDA ITEM: Council Meetim2 Date Change DATE: 1-17-12 REGULAR ITEM #: 10 MOTION SUBMITTED BY: Carole Luczak. Interim City Clerk THROUGH: Craig Dawson. Interim City Administrator REVIEWED BY: Craig Dawson, Interim City Administrator SUMMARY AND ACTION REQUESTED: The recommended motion to act on this is as follows: "Move to approve moving the February 7, 2012, Council mee Wednesday, February 8, 2012, due to Caucuses. BACKGROUND INFORMATION: When 2012 calendar was presented and approved at the Jarman/ 3, 2012, Council meeting,. the fact that the Caucuses are on the regular Council meeting of February 7. 2012, was overlooked. The recommended 11101i017 11411 adjust the regular Council meetingirom February 7, 2012 to February 8, 2012. This is consistent' to what the City has done preVIOUS years. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve by undertaking the following action: "Move to approve moving the February 7, 2012, Council nleeting to Wednesday, February 8, 2012, due to Caucuses. SUGGESTED ORDER OF BUSINESS.- - Introduction of Item ____________ ......... ......... ..... ............ - Quest ions from Council to Staff ...... _ ........ - Public Input. iU Appropriate._ ..... - Call for Motion ..... ............ ...... . ....... . - Discussion__ ........... ....... ........ ..... - Action on Motion...................................................... -- page I -- Interim City Administrator Interim City Administrator ...... Mayor Facilitates ....... Mayor Facilitates ...... Mayor & City Council Mayor & City Council ..... Mayor Facilitates i: ETk 4 — r! — 4 I EL4 r? T r DATE: Janua REGULAR ITEM #: Discussion; Motion AGENDA ITEM: Cost Estimates for Purchase of 3537 Lake Elmo Avenue ** Non-public data as they relate to real estate negotiations SUBMITTED BY: Craig W. Dawson, Interim City ,Administrator REVIEWED BY: Jack Griffin, City Engineer 01' BACKGROUND AND ACTION REOUESTED: The City Council and Library Board have been working collaboratively to consider the purchase of a building in the Old Village that could be used to house the Lake Elmo 'Public Library. To make this acquisition. the City Council would issue lease-revenue/annual-appropriation bonds which would rely on an annual revenue stream from the Library levy, from which the Library Board must approve any expenditures. Because the property in question is in foreclosure, it has been identified as one which may have an annual cost comparable to rent and have the advantage of becoming a physical asset of the City. Both the City Council and Library Board have requested that a sufficient amount of due diligence he conducted. so that there is an acceptable level of confidence in probable costs to decided whether to go forward with the process to purchase the property City Council has directed that all of the available information be presented and discussed on January 17. At its meeting on January 11. 2011, the Library Board unanimously approved the following motion: "Based on the current infarmation, the Lake Eirno Library Boarci requests the Lake Elmo Ciry Council to proceed 1,vith the purchase of the 'Clock Building at 3537 Lake Elmo Avenue North, Discussion about issues related to the property as they lead to a decision about whether and how to make a purchase offer is it eligible to be done during a closed session. Accordingly. Council discussion should be focused on this topic. Action reauested: The Council should provide direction on preparing a purchase offer and whether to engage a commercial real estate broker: on the development of more information; or on discontinuing consideration of the purchase of the property. page 1 -- STAFF REPORT: Structural Due Diligence: The Library Board has indicated an interest in the potential purchase of the building and. at the recommendation of the City Engineer, authorized a Property Condition Assessment due diligence review of the building by Partner Engineering and Science. Inc.. for S1.800. This review was to provide comments on the general condition of the building and expected improvements that should be expected, together with probable ranges of cost to address issues identified. Partner delivered its report on January 12, 2012, and is provided to you in a separate envelope with your agenda packet. Among the highlights of its report: The property is in fair condition for its age and usage. Several repairs are recommended and, with the exception of a retain structural in nature. 'all. are not Excluding its estimated cost of re -shingling the roof, which was done just after Partner's site visit, the cost of immediate repairs is approximately S12,000. If the building owner's recent work did not include replacement of gutters and downspouts, this would be additional cost. The estimate for building systems which will likely need to be replaced over the next years totals S33.250 in 2012 dollars. (With estimated inflation. they would total S37.600.) With regard to the Americans with Disabilities Act (ADA). the property was "generally in compliance" with the Act. One exception is the lack of handicap parking spaces: two of the 35 spaces in the parking lot would need to he designated and sip -led. and Partner estimates the cost to do so at S700. The City Engineer may vet suggest a structural analysis for the specific purpose of a library use be conducted by a licensed Structural Engineer to determine additional costs associated with any structural reinforcement recommendations. The report did not suggest that further structural analysis be undertaken. While Partner did not address floor loading issues. the Building Code requirement for floor loading for libraries is 150 lbs per square foot (for areas with shelving). The rear approximately one-third of the building has a basement. and any space above it probably should not be used for shelving books until it is determined whether and how this weight loading is met. Provided that the Board has recommended that the City Council pursue the purchase of the property. Costs after the structural due diligence report would then be made from the City's General Fund. as the City would be doing its due diligence and negotiations on the property for purchase under the City's bonding authority. These costs would be recoverable with bond proceeds. provided that the City purchases the property. Sewage System: The City Engineer has had discussions with a testing and inspection firm about what likely would be necessary for the sewage system for the property. Assuming that the existing system is non -compliant (which appears to be likely), the building would need to be served by two 1500-gallon holding tanks. The cost to install this system, including electrical. alarm service, and abandonment of the existing system, is likely in the range of S14.600. The City would need to grant variances to permit the use of holding tanks and to encroach within property -line setbacks. and in turn Washington County would also need to grant variances as it has authority for this type of sewage system. Remediation of environmental pollution: I have been told, but not vet confirnied, that in this foreclosure process. the Federal Deposit Insurance Corporation (FDIC) is the guarantor that environmental issues identified for remediation will be on the seller's side of responsibility. Consequently, there should he no cost to the City related to environmental clean-up. Building rehabilitation and remodeling: While Partner Engineering and Science is providing its estimate of cost to address code and general building condition issues. estimates for building rehabilitation and remodeling were also volunteered by Shane Weis, husband of Library Board member Jenna Weis. and his team of estimators at Flannery Construction. a very reputable contractor firrn. To do the needed building improvements as well as the internal remodeling and construction based on preliminary plans developed by Steve DeLapp, Library Board President and a retired (?) architect, the estimated cost is 5142.000. This estimate includes (but does not break out) the cost for one 1250-gallon holding tank for sewage. It does not include costs for signage, re -keying of hardware. and permit and engineering fees. President DeLapp has suggested a 10 percent contingency, with Flannery's preliminary budget. which would bring this component of the project to S156.000, The City might expect additional costs to provide additional structural reinforcement to prepare the -building for supporting, a library function. Cost of the Property: My understanding is that the property is being listed at S249.000, The assessor's estimated market value for January 2. 2011. is 5353.200, which assumes an arm's- length transaction not under duress. Sharing some of the information that is being developed during the due -diligence process may be useful in seeking a reduction in the current asking price for the property. Summary of Costs: While there is some minor overlap in cost estimates among the various estimates provided. a simple recap of major costs is as follows: Property purchase Rehab & remodel Immediate. repairs Sewaue Total Additional contingency Resulting total S 249.000 S 156.000 (per Flannery & DeLapp) S l 2.000 (per Partner) S 14.600 (per estimate given to City Enineer) S 431,600 SC 28.400 (6.6c!,,, suggested by Dawson) S 460,000 (needed proceeds [i'ield] from bond issue) — Page — Rental income from Tenants in the Clock Building: According to information provided by property management to Mr. DeLapp. there are three tenants; they occupy approximately one- third of the building and pay $23.000 annually in rent. One tenant has two years remaining on its lease. and has expressed interest to have at least a five-year lease. The other tenants apparently have shorter-tenn leases. As a landlord, the City would also have operating costs related to the building. The property pays approximately $9.000 in property taxes; if the Library were to occupy two-thirds of the space in the building, property taxes would he reduced to around $3.000. The property manager related that building -related costs are approximately $5.000 annually. With these terse pieces of information regarding rental income and expenses, there could be approximately $15.000 net income per year from tenants. This revenue could be used toward bond payments and/or reserved for future costs to maintain the building and equipment. Financing: Financing this project would be done through City -issued annual appropriation certificates of participation (which are often called lease -revenue bonds). As mentioned earlier. these bonds rely on annual appropriations of funds to pay these obligations, rather than being hacked by the full faith and credit of the City (which would be general obligation bonds). These certificates thus introduce a risk of uncertainty, and thus carry a higher rate of interest than G.Q. bonds (up to 0.5%). Annual appropriation certificates do not require a referendum. As a courtesy, Northland Securities has prepared an illustration of what could be anticipated in the current market to yieid $500.000 in bond proceeds with 10- 15- and 20-year certificate maturities. Note that with annual appropriation certificates. a debt service reserve fund equivalent to one yearspayment is required. It is shown as "capitalized" in the bond issue. rather than needing to use other City funds to fulfihl this requirement. It serves as an escrow. earning interest, and eventually is used to pay the final year of the certificates' duration. Also shown is a relatively fixed cost to issue bonds (preparation of offering statements, disclosures, and bonding fees), which would vary little regardless of the dollar amount of the issuance. The time to process this financing would be on the lesser side of a 60- to 90-day period once direction is given to go. With the assumption that bonds would he issued in June 2012, it could be structured such that the first payment would be made after tax payments are received on July 1. 2013. Assuming that a 14-month payment would be due on August 1, 2013, the payment from the Library le\ T would be around $47,000 for a 20-year bond or $57,000 for a 15-year bond issue. Annual costs would then run around $41,000 and $49.000, respectively. If needed bond proceeds were $460,000. then the preceding payments would be reduced 7 to 8 percent. -- page 4 -- Possible schedule: Event/Activitv Start Cornion Authorize process to purchase En gaLie broker January 1 S Negotiate purchase price: Council approval January 30 Closing on Purchase Select Architect January 18 Preparation of Plans February 22 Bidding Process: Award bids April 4 Financing process March 26 Construction May 15 Library Opens August 13 (? ATTACHMENTS: January 17. 101' January 27 February 21 May 1 (?) February 21 April 3 May] June 5 .Auaust 10 Report from Partner Engineering and Science, Inc. One -page summary from Flannery Construction for rehab & remodel Financing simulation to yield S500.000 in bond proceeds, provided by Northland Securities (for illustration only) SUGGESTED ORDER OF BUSINESS: introduction & Report....... ....... ............ ..... City Administrator - Questions from Council to Staff......... ....... ....... ............. Mayor Facilitates - Public Input. if Appropriate ............ .......... ....... ............... Mayor Facilitates Discussion .............. ....... ..... ........ ...... Mayor & Council Members Motion( s)... ..... ............... ........ ..... ........ ......... ....... Mayor Facilitates :ciarie arciAdrirsEs n-c Lv ZT Ecve 'Inn: MN Y:77.',34f,n.:, • 31.20C.E.17 :3,5" 1:7,,7•1 Zit 4.r.:rn,7,rn,:.Ava Sinane _27 3escript;q1:1 AMOUNT :rista.; 7:nv:e5. H2'7v. f;r:t...nt z ir, trnaterran nase 7-Laaa.:aaar ▪ al* aara.SZ:ra:. va`zaaaaa,. R...elairraC.S a``` ,:aaaaa veraaat Calaaaaaa ilacd a,av„ 12,a7aaaaaa"..,a1ccr ¥3JS4n; ''":;:a.a.r.raaaaa raaaaaaaaalf, , • ia':aaaaaa$:. aES:aaSaa •,'...1`,•aaaatiaaa::::7,aaaaaaa; -ara:.731 Oa: ST:. "ate aa a -arost.c 'aiaaraal- eaia aaaia F'ar.aa cap: areas nn:vr-.--, msccrnazon aue nann,c.vz • V:arraaaa aa4a areaf,.. ,:nsna#' asa 7eStraraa- and • la'alaa arc • Saa.a.a4 at new 3t SI a. maaraSa:a female natl. ne.. n.sto3 -nen sat nS• ann:rnC2C )2r:, ha :o.venz lar,aaaaaaaara'Faaaa aaaaaa ar/a 7aaaa`a taaal aaaaaaerrkarn; -aa : !narnsrw '.7'a,r,"`aaang aa'aa • 7,aaa, aa ,r. aa-a, • aa2aaaaaa :%:aa-aaa'a-.aa :?-aalaa:aaZia a'aaaaaa :aa2 aa' Ca'ataaa aara 0:4'a araala-aa navt„- ; annon a"..a"aa, :r nr-z, aiStaaaaatea aa; a a,aa-raaaaaaa*aaaa'aa,aaaa::a L7erL:C:' casemer,: aa-aara Sae. ar:Sa-97. aaaalaaa ::;aa'aaa of n.arcwz.,re at. ers.,?.,necrin,g,Tret, ataZ :aaaaataaa.. 10 Year 15 Year 20 Year Project Funds $ 500,000 $ 5110,000 $ 500,000 Financing Costs 37,25(1 37,125 36,875 Debt Service Reserve Fund 60,01)0 53,733 44,255 Rounding 2,7511 4,142 3,870 l'or Amount of Bonds t_000,000 $ 595,0110 $ 585,000 Total Principal Es1intaleti Average Interest Rate Estimated Total interest Fstimated Total P&I $600,000 $595,000 $585,000 2.47% 3*14T0 3.65% $9 1,875 $170,040 $258,579 $691,875 $765,040 $843,579 Term* 10 15 20 Est. Avg. Annual ryntL $69,188 $51,003 $42,179 D5R Impact $1,472 $1,667 $1,590 Net Pli $67,715 $49,336 $40,589 ilieDSRF is used to make the last payment ott the boncls effectively reducing the number of payments by one year Ian( 5t1'cin Mei; 1'1 1-1 I l'ierucil -