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Home My WebLink About05-01-12 CCMPCity of Lake Elmo 3800 Laverne Avenue North Lake Elmo. MN 55042 City Council Meeting May 1. 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.) E. ORDER OF BUSINESS: (This is the way that the City Council runs its meetings so everyone attending the meeting or watching the meeting understands how the City Council conducts its public business.) GROUND RULES: (These are the rules of behavior that the City Council adopted for doirw, its public business.) ACCEPT MINUTES: 1. Accept April 17, 2012. City Council minutes PUBLIC COMMENTS/INQUIRIES: In order to be sure that anyone wishing to speak to the City Council is treated the same way, meeting attendees wishing to address the City Council on any items NOT on the regular agenda may speak for up to three minutes.) Greg Stopka. Alliance for Innovation REPORTS AND ANNOUNCEMENTS: (These are verbal updates and do not have to be formally added to the agenda.) • Mayor and Council Administrator City Attorney City Engineer Planning Director • Finance 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.) 2. Approve Payment of Disbursements and Payroll 3. Approve Year End Fund Closing Transfers 4. 2012 Seal Coat Project — Approval of Plans and Specifications and Ordering Advertisement for Bids 5. CSAH 10Mill and Overlay — Resolution Approving a County Project Within Municipal Corporate Limits 6, Demontreville Park and Wildlife Area — Approve Parkinc. Lot Improvements and Add to 2012 Street Improvement Project 7. Designation of South Washington Watershed District as the LGLI for Administering the Wetlands Conservation Act ). Approve Budget Adjustment/Designation and Donation for Maintenance of Historic District 12 School House REGULAR AGENDA: 9. Purchase of Lake Elmo Fire Department Turnout Gear 10. Council Discussion of Economic Development Authority (EDA) 11. Authorization to Purchase Landscape Material for MnDOT Landscape Partnership Program Planting Adjourn LAKE ELMu CITY COUNCIL MINUTES DRAFT City of Lake Elmo City Council Minutes April 17, 2012 Mayor Johnston called the meeting to order at 7:00 p.m. PRESENT: Mayor Johnston, Council Members Emmons, Smith, & Pearson Also Present: City Administrator Zuleger, Attorney Snyder, City Engineer Griffin, Planning Director Klatt, Finance Director Bendel, and City Clerk Thone. APPROVAL OF AGENDA: MOTION: Council Member Smith moved to approve the April 17, 2012 City Council Agenda as presented. Council Member Pearson seconded the motion. The motion passed 4-0. ACCEPTED MINUTES: Mayor Johnston asked that the minutes under the Regular Agenda Item — Lot Area and Width Variance — 5577 Lake Elmo Avenue, Paragraph 2; be amended to read: Mayor Johnston thought that the proposed variance was consistent with the City's Comprehensive Plan noting that two acres per house was consistent with the plan. Mayor Johnston asked the minutes under Reports, Paragraph 1; be amended to read: Stillwater Chamber of Commerce Symposium meeting. City Administrator Zuleger asked that the Council listen to residents who had concerns about the minutes reflecting their comments on the Regular Agenda Item — Lake Elmo Park Reserve West Side Access Plan. Brad Sahr, 9170 15th Street approached the Council and asked that the minutes under Regular Agenda Item — Lake Elmo Park Reserve West Side Access Plan, Paragraph 1; be amended to read: The Parks Commission presented the plan. Council agreed with the amendment. Mr. Sahr raised further concerns about the Planning Commission minutes as well which was taken as a note for staff to review. Mr. Sahr, representing Lil Linder, 9255 15th Street, asked that Paragraph 8; be amended to read: Expressed frustration over a request for access at Klondike Avenue into the park into this location and this would be fiscally irresponsible. Council agreed with the amendment. Mr. Sahr asked that the petition and the associated comments presented that evening be included in the minutes. Council agreed to allow the attachment. Michele Houk, 1532 15th Street Court approached the Council and asked that the minutes under Regular Agenda Item — Lake Elmo Park Reserve West Side Access Plan, Paragraph 7; be amended to read: There is an easement on Cardinal View but that the preceding property on 15th Street North has no easement at this time. The April 3, 2012 City Council Minutes were accepted as amended by consensus of the City Council. PUBLIC COMMENTS/INQUIRIES: Jim McLeod, 11580 30th Street North, approached the Council and inquired why the city tax rate increased by 11 percent. Finance Director Bendel responded that she would research the answer to his question and provide her findings to Mr. McLeod. Justin Bloyer, 8881 Jane Road North, approached the Council and raised concerns regarding an email he had received about the previous evening's Parks Commission meeting. Mr. Bloyer stated he was not in attendance at the meeting but had concerns that he stated were shared by additional citizens that at times they felt they have been treated with disrespect. Mr. Bloyer noted that he was happy to see that the ground rule signs had been taken off the wall in the council chambers and felt that was a step in the right direction. Mr. Bloyer continued that he serves as a member of the Planning Commission at the pleasure of the City Council and LAKE ELMO CITY COUNCIL MINUTES APRIL 17, 2012 LAKE ELMO CITY COUNCIL MINUTES DRAFT expressed his concern for the way in which some Commission Members treat the public. He asked that the City Council impart to the Commissioners an understanding for treating the public with dignity and respect. Gary Peltier, 5747 Highlands Court North, approached the Council and inquired about why bituminous had been chosen over concrete for the Keats Avenue and Demontreville Highlands street projects. He raised concerns about having to repeat the street projects sooner in the future using bituminous over concrete and expressed his support of concrete curbs. City Engineer Griffin, Council Member Pearson, Council Member Smith, Council Member Emmons and Mayor Johnston explained the decision process, the fiscal impact to both the residents affected and residents at large, and that the decision had been made through thorough discussions beginning with the CIP process through the report and design stages of the project and that the project is now in progress. Council recommended Mr. Peltier meet with staff and Council if he would like additional information or would like to have further discussion regarding the projects. Sara Quick, Jaycees President approached the Council and expressed her gratitude for support of the Jaycees and their projects. She noted the following upcoming events: Sunday, April 22, 2012 annual Pitch, Hit and Run Skills Competition at 12:00 p.m.; May 5, 2012 annual Sand Box Fill followed by a Karaoke Social at Sergeant Peppers at 8:00 p.m.; June 2, 2012 Old Fashioned Family Fun Day at Lions Park at 1:00 p.m. Mayor Johnston introduced newly hired City Clerk Sandie Thone. He stated that there have been many changes in staff in the past few months and expressed this was the strongest, most consistent and capable staff that he has ever seen and was excited to have this team working for the residents. Ms. Thone thanked the Mayor, Council and Administrator for the opportunity to serve the City of Lake Elmo. She expressed Lake Elmo is dear to her heart and thanked the staff and council for so warmly welcoming her to the team. She expressed her excitement in being part of this professional and team -oriented Council and staff. REPORTS: Council Member Emmons regretted that he was unable to attend the past couple meetings due to professional travel constraints. Council Member Smith reported the Lake Elmo Fall Festival will be held on September 8, 2012 and she will keep all informed on the progress of the event. Council Member Pearson reported that he met with Family Means who does much work with Cimarron Mobile Home Park children and expressed his appreciation for the organization and the important work that they do. He asked the council to support the program and staff to draft a letter of support for the program. Mayor Johnston reported he attended the Regional Council of Mayors meeting and presented information obtained on grant funding for green planning objectives as they may relate to the Village and the 1-94 Corridor projects. He attended the Gateway Corridor Commission whose objectives are to maximize use of the corridor, minimize the cost and to minimize transit time. He stated discussion is being had regarding the locations of the Park and Rides, including two sites in Lake Elmo. He stated the decision will be made at the next meeting and encouraged discussion and support over the next several weeks for the locations in Lake Elmo expounding on the benefits to the community. City Administrator Zuleger reported over fifty percent of the surveys had been submitted regarding the Village Sewer Survey and of the 116 surveys submitted; 56-yes, 20-no, and 30-undecided. He will be supporting the Chamber in applying for a main street grant to support downtown improvements. He is working with members of Bachman's staff, Jennifer Pelletier and the Lake Elmo Elementary principal on a safe route to school grant to address safety concerns on Highway 5. He reported newsletter costs for the latest edition of The Source anc, stated that it would actually cost about the same as the previous newsletter due to the change made from two color to one color printing. He recognized Washington County Deputy Sheriff Nick Loperfido and stated the LAKE ELMO CITY COUNCIL MINUTES APRIL 17, 2012 LAKE ELM. ZIP( COUNCIL MINUTES DRAFT staff is working hard on citizen engagement and wished to thank and personally recognize the Deputy Sheriff for his significant contributions in this area. He added congratulations are in order for Mr. Loperfido for his recent promotion to detective. In addition he wished to thank and recognize Engineer Ryan Stempski for his significant contributions in the area of citizen engagement as well. He expressed his wish to continue this formal recognition process in the future. Council Member Pearson expressed his appreciation for Sheriff Deputy Loperfido's work. Additionally he thanked and expressed his appreciation for City Administrator Zuleger's significant contributions and hard work, City Administrator Zuleger stated he regrets and accepts full responsibility that at the last Parks Commission meeting, when Lake Elmo Park Reserve West Side Access Plan was presented, he assumed the plan had been thoroughly vetted. He recommended the plan be brought back to the Parks Commission for further discussion and review. He stated there will be a staff/council retreat on Friday and Saturday, April 20 and 21, 2012. The retreat will focus on building trust amongst the Council and staff and creating a vision statement for the City of Lake Elmo, City Attorney Snyder noted that there was a need for participation on Well Site #4 regarding the impact of flood plain areas on the site and discussions with staff have identified a number of solutions and will update accordingly. He stated they continue working on updating Administrative Penalty Fines. He added no scheduling order has been issued in regards to the detachment hearing to date. City Engineer Griffin reported they are staying on top of the well site/flood plain issue. He added the Whistling Valley Subdivision has a completion date of June 15, 2012. Planning Director Klatt gave an update on the Village Work Group and noted they are now scheduling meetings with the technical committee and will be meeting with both Washington County and the State to talk about mainly transportation issues. He added they have taken the feedback from the public and are refining the plans and will continue to reach out to the school district, the watershed district and others to gather feedback on the plans. The workgroup will begin to focus on transfer development rights and other programs ,o help promote and maintain the open space in the Village. He noted that the 1-94 group is continuing to work on the Comprehensive Plan amendments and the zoning requirements in preparation for Comprehensive Plan and zoning updates for the 1-94 Corridor project. Finance Director Bendel reported financial reports were presented in this week's agenda packet and would be more detailed in the future and will include budget -to -actual reports. She reported they were working on cleaning up assessments, reconciling and that the City is in good shape for the upcoming audit. CONSENT AGENDA: MOTION.. Councilmember Smith moved to approve the Consent Agenda, removing items: 1st Quarter Financial Report, Item 2 and Item 6 for further discussion and review. Council Member Emmons seconded the motion. The motion passed 4-0. 1st Quarter Financial Report 2) Approve Payment of Disbursements and Payroll in the amount of $70,016.81 3) Test Well Number 4 — Pay Request Number 1 (Final) 4) AT&T Mobility Letter of Understanding 5) Resolution Related to 2012 Assessments to Washington County 6) AmeriCorps Staffing Opportunity 7) Authorize Agreement with MnDOT for the Community Roadside Landscaping Partnership Program 1ST QUARTER FINANCIAL REPORT Council Member Pearson inquired about additional information regarding the Fire Department's request to LAKE ELMO CITY COUNCIL MINUTES APRIL 17, 2012 .(E ELMO CITY COUNCIL MINUTES DRAFT obtain a grant from the DNR to cover installation of dry fire hydrants and the Fire Department's request for application for FEMA Hazard Mitigation funding. City Administrator Zuleger explained the exploration of obtaining dry fire hydrants which would serve the Tri-Lakes area and the Lake Elmo area where there are not direct sources of water for firefighting purposes. In addition, he explained the FEMA Hazard Mitigation grants are submitted on an annual basis and the City is aiming to utilize these funds, if granted, as a means to bolster the paid -on -call fire department's needs. Council Member Pearson recommended if the grant for dry fire hydrants is obtained, that Washington County Parks be in agreement to maintain these along with the City. ITEM 2: APPROVE PAYMENT OF DISBURSEMENTS AND PAYROLL IN THE AMOUNT OF $70,016.81 Council Member Pearson inquired whether the C & J Consulting fees would be coming to an end and Administrator Zuleger responded in the affirmative, He inquired about the quality of services offered by The City of Roseville for IT services. Administrator Zuleger responded we were very happy with the quality and cost-effectiveness of the services. He asked for additional information regarding the Met. Council wastewater fee. Finance Director Bendel responded she would supply him with additional details. MOTION: Council Member Pearson moved to approve Consent Agenda Item 2. Council Member Smith seconded the motion. The motion passed 4-0. ITEM 6: AMERICORPS STAFFING OPPORTUNITY Council Member Pearson requested additional information on the AmeriCorps Staffing Opportunity, Administrator Zuleger responded the City is applying for a no -cost AmeriCorps' representative to work in the areas of a recycling program, resident stormwater/groundwater programs and improvements on our pedestrian/bike trails for the period of 11 months (equating to $30,000), Administrator Zuleger noted we are currently lightly staffed and felt it would be good to take advantage of such program offerings when made available. Council Member Pearson expressed trust in the staff to ultilize the representative effectively for the City, if granted. MOTION: Council Member Pearson moved to approve Consent Agenda Item 6. Council Member Smith seconded the motion. The motion passed 4-0. REGULAR AGENDA: ITEM 8: PARKS COMMISSION APPOINTMENTS Mayor Johnston stated interviews were held this evening with two very qualified residents for the vacancies on the Parks Commission and added he felt both of them would be helpful in moving program forwards in this area. Council Member Emmons expressed his appreciation for the energy and the backgrounds of the two applicants. MOTION: Council Member Smith moved to approve Sarah Hieptas, 3704,Kindred Court as the 1 Alternate on the Parks Commission and Wendy Sullivan, 10150 Tapestry Bend as 2n° Alternate on the Parks Commission, Council Member Pearson seconded the motion. The motion passed 4-0. ITEM 9: SPECIAL EVENT PERMIT: WILD ADVENTURE RACE SPRING SPRINT — SUNFISH LAKE PARK/LAKE ELMO PARK RESERVE Planning Director Klatt explained this is the first permit application under the new special event permit process and ordinance and stated it has gone well. The event includes three tiers; boating, biking and running and will utilize Lake Elmo Park Reserve and Sunfish Lake Park. He stated the event is in compliance with all of the requirements and staff recommends approval of the special event permit with the following two conditions: 1) Access into Sunfish Lake Park shall not be blocked at any time during the course of the event, 2) A valid LAKE ELMO CITY COUNCIL MINUTES APRIL 17, 2012 LAKE ELML. CITY COUNCIL MINUTES DRAFT certificate of insurance meeting the requirements of Section 11.070 (E, 1, j) of the City Code shall be submitted at least two weeks prior to the event. MOTION: Council Member Emmons moved to approve Special Event Permit: Wild Adventure Race Spring Sprint — Sunfish Lake Park/Lake Elmo Park Reserve with the following two conditions: 1) Access into Sunfish Lake Park shall not be blocked at any time during the course of the event, 2) A valid certificate of insurance meeting the requirements of Section 11.070 (E, 1, j) of the City Code shall be submitted at least two weeks prior to the event. Council Member Pearson seconded the motion. The motion passed 4-0. The meeting was adjourned at 8:16 p.m, Respectfully submitted by Sandie Thone, City Clerk Resolution No. 2012-015: Resolution No, 2012-016: Related to 2012 Assessments to Washington County Authorized City Administrator and Mayor to Enter into Contract No. 01029 with State of Minnesota, Department of Transportation for Reimbursement of Landscape Materials to be Utilized Along State Highway 5 LAKE ELMO CITY COUNCIL MINUTES APRIL 17, 2012 JUIVC L 0 A TON DATE: 5/U2012 CONSENT ITEM #: MOTION as part of Consent Agenda AGENDA ITEM: Approve Disbursements in the Amount of $111,837.61 SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Dean Zuleger, 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 $111,837.61. 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 nonnal business operation. Below is a summary of current claims to be disbursed and paid in accordance with State law and City policies and procedures. Claim # Amount Description ACH $ 6,059.62 Payroll Taxes to IRS 4/19/2012 ACH $ 1,175.26 Payroll Taxes to MN Dept. of Revenue 4/19/2012 ACH $ 4,181.80 Pa DD3922 — DD3937 $ 19,638.79 Pa 38312-38314 $ 820.95 38315-38357 $ 79,061.19 1412-1426 $ 900.00 TOTAL $ 111,837.61 oll Retirement to PERA 4/19/2012 oll Dated 4/19/2012 (Direct Deposit) Payroll Dated 4/19/2012 (Payroll Paper Checks) Accounts Payable Dated 5/1/2012 Accounts Payable Dated 5/1/2012 (Library Checks) City Council Meeting Approval of Disbursements May 1. 2012 Consent Agenda Item #2 STAFF REPORT: City staff has complied and reviewed the attached set of claims. AU appears to be in order and consistent with City budgetary and fiscal policies and Council direction RECOMMENDATION: It is recommended that the City Council approve as part of the Consent Agenda proposed disbursements in the amount of $111.837.61. 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. lf done so, the appropriate action of the Council following such discussion would be: "Move to approve the May 1, 2012, Disbursements as Presented [and modified] herein." ATTACHMENTS: 1. Accounts Payable Dated 5/1/2012 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 Accounts Payable To Be Paid Proof List User: joint z Printed: 04/26/2012 - 1:01 pm Baich 006-04-2012 ioice # iiv Date Amount Quantity Pmt Date Description Reference Task Type l'O # Close POLine # ARAM Aramark, Inc. 629-746902 I 04/0572012 22.91 0.00 05/01/2012 Uniforms No 0000 101-430-3100-44170 Uniforms 629-7469(121 Total: 22,91 629-7473951 04/1212012 22.91 0.00 05/01/2012 Uniforms No 00( 1(11-430-31(10-44170 Uniforms 629-7473951 Total: 22.91 629-7475814 04/16/2012 113,87 0.00 05/01/2012 Monthly Rug Service Station tit2 No 0000 101-420-2220-44010 Repairs/Maint Bldg 629-7475814 Total: 113.87 629-7475815 04/10/2012 182.14 0.00 05/01/2012 Linen City Hall No 0000 101-410-1940-44010 Repairs/Maint Contractual Bldg 629-7475815 Total: 182.14 629-7475816 04/16/2012 112,59 0.00 05/01/2012 Monthly Rug Service Station tt I No 0000 101-420-2220-44010 Repairs/M nint Bldg 629-7475816 Total: 1 12.59 629-7478862 (14/19/2012 22.91 0.00 05/01/2012 Uniforms No 0000 101-430-3 I 00-44170 Un i limns 629-7478862 Total: 22.91 629-7480708 04/23/2012 23,09 0.00 05/01/2012 Monthly Rug Service Annex No 0000 101-4 I 0-1940-44010 Repairs/Maint Contractual Bldg 629-7480708 Total: 23,09 ARAM Total: 500.42 ASPENMI Aspen Mills, Inc. 120, 323 04/17/2012 89.73 0.00 05/01/2012 Pants, belt, Tie clips - Dept No 0000 101-420-2220-44170 Uniforms 120, 323 Total: 89.73 ASPENMI Total: 89.73 C&,1 CONS C & .1 Consulting Services, LLP April 2012 04/24/2012 101-410-1520-43150 Contract Services 1,037.5(1 0.00 05/01/2012 Final Billing per contract thru 4/12/12 AP o Be Paid Proof List (04/26/)2 - 1:01 PM) No 0000 Page 1 /111' Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # April 2012 Total: CU CONS Total: 1,037.50 1,037.50 CARQUEST Car Quest Auto Parts 2055-245336 04/11/2012 141.26 0.00 05/01/2012 Battery & Parts 91-1 air filter 05-4 101 -450-5200-42210 Equipment Parts 2055-245336 04/11/2012 78.42 0.00 05/01/2012 Anti -freeze 101-450-5200-42120 Fuel, Oil and Fluids 2055-745336 Total: 219,68 CA ROU EST Total: 219.68 COLEN1ER Colemer Jamie Check Rey 04/22/20 12 101-43(1-3100-44170 Uniforms Check Req Total: COLEM ER Total: DELTA Delta Dental Of Minnesota 4835105 04/15/2012 1()1-000-0000-21706 Medical Insurance 4835105 Total: DELTA 'Fotal: DUSTYSBO Dusty's Body Shop 15718 04/18/2012 10 I -420-2220-44040 Repairs/Maint Eqpt 15718 Total: DUSTYSBO Total: No 0000 No 0000 56,82 0.00 05/01/2012 3 pair of' Shirts & Pants and I pair boot No 0000 56,82 56,82 1,017,10 0.00 05/01/2012 April 2012 Dental Coverage 1.017,10 1,01710 1,645.00 0.00 05/01/2012 Body repairs to E2 1.645.00 1,645.00 No 0000 No 0000 E.G.RUD E.G. Rud & Sons, Inc. 25960 (14/04/2012 3,356.50 0.00 05/01/2012 Well 04 Site Acquisition - Land Survey - No 0000 601-494-9400-43150 Contract Services 25960 Total: 3.356.50 F.G.RUD Total; 3,356.50 FASTENAL Fastenal NOAK 1356 04/12/2012 24.76 0.00 05/01/2012 Trailer Safety Chain Hardware 101-450-5200-42400 Small Tools & Minor Equipment MNOAK1356 Total: 24.76 No 0000 AP - To Be Pa1,1 Proof List ((14/26/12 - 1:01 PM ) Page 2 invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type PC) tt Close POLine # FASTENAL Total: 24.76 FXL FXL. Inc, April 2012 04/01,2012 2,000.00 0,00 05/01/2012 Assessing Services - April 2012 No 000(1 11)1-41(1-132(1-431(1) Assessing Services April 2012 Total: 2,000.00 FXL Total: 2,000,00 I IOLI DAY(' Holiday Credit Office 04,15/2012 04/1512012 101-420-2220-42120 Fuel, Oil and Fluids 04/15/2012 Total: HOL1DAYC 315.51 0.00 05/01/20 12 Fuel 315.51 315,51 No 0000 JOI I NSON& Johnson & Turner Attorneys Nlarch 2012 04/10/2012 1,429.50 0.00 05/01/2012 Legal Services - Development No 0000 203-490-9070-43040 Legal Services March 2012 04110/2012 4,310.00 0,00 05/01/2012 Legal Services - Prosecution No 0000 101-42(1-2150-43045 Attorney Criminal March 20 12 04/10/2012 918.00 0.00 05/01/2012 Legal Services - Infrastructure No 0000 413-480-8000-43040 Legal Services March 2012 04/ I 0/20 I 2 1,846.00 0.00 05/01/2012 Legal Services - 3 M No 0000 61)1-494-9400-4304(1 Legal Services March 2012 Total: 8,503.50 JOI INSON& Total: 8,503.50 KIN-INI ES B Kimmes-Batter, Inc. 39499 03/12/2012 35,792.50 0.00 05/01/2012 Well Drilling work for Well #4 No 0000 601-494-9400-43 150 Contract Services 39499 Total: 35,792.50 KIMMESB Total: 35,792.50 KLAri Klatt Kyle 04/12/2012 (14/12/2012 130.43 0.00 05/01/2012 Health Savings Reimbursement No 0000 I 01-000-0000-21710 Health HSA 04/12/2012 Total: 130.43 KL,ATT Total: 130.43 AP - To F3e Paid Proof' List (04/26/12 - 1:01 PM) Page 3 invoice # Inv Date Amount Quantity Putt Date Description Reference Task Type PO # Close ?Mine # LEAGMN League ofMN Cities 165979 04/23/2012 355.00 0.00 05/01/2012 2012 Annual Conference No 0000 101-410-1110-44370 Conferences & Training 165979 Total: 355.00 LEAGMN Total: 355.00 [INNER Limier Electric Company, Inc. 22188 04/25/2012 329.00 0.00 05/01/2012 Well 02 Chlorination System No 0000 601-494-9400-44030 Repairs \M aint Imp Not B klgs 22188 Total: 329.00 LINNER Total: 329.00 MALMQ Malmquist Greg 04/12/2012 04/12/2012 101-420-2220-44370 Conferences & Training 04/12/2012 Total: MALMO Total: MENARDSO Mcnards - Oakdale 81958 04/12/2012 101-420-2220-42400 Small Tools & Equipment 81958 Total: MENARDSO Total: 28.71 0.00 05/01/2012 Meals/Parking, Emerg Mgmt Training No 0000 28,71 28.71 112.80 0.00 05/01/2012 Saw Blades for Rescue tools No 0000 1 12,80 1 12.80 NI FY FRS EW Meyer Sewer Service, Inc 54658 04/02/2012 350,00 0.00 05/01/2012 Pumped holding tank PWD 101-430-3100-44010 Repairs/N4aint Bldg 54658 Total: 350.00 MEYERSEW Total: 350.00 MFRA McCombs Frank Roos Assoc Inc. 70271 04/01/2012 101-410-1910-43 I 50 Contract Services 70271 Total: M ERA Total: No 000 3,7()9.65 0,00 05/01/2012 Planning Services - March 2012 No 0000 3,709.65 3,709.65 MIRACLE Equipment Co. Miracle Recreation 722602 04/09/201 2 41104 0,00 05/0 1720 I 2 2 tot swing scats and 3 slash proof seat 101-450-5200-440.30 Repairs/Maint Imp Not Bldgs 722602 'final: 413.04 No 0000 AP - To Be Paid Proof List (04/26/12 - 1:01 OM) Page 4 invoice 4 Inv Vale AIIIMInt Quantity Pint Date Description Reference Task Type PO # Close POLine MIRACLE 'Iota]: 413,04 MNDEE Economic Development MN Dept, of F. 7799119 04/10/2012 101-410-1320-41420 Unemployment Benefits 7799119 Total: MNDEE Total: 3,582,00 0.00 05/01/2012 Unemployment Insurance No 0000 3,582.00 3,582:00 M UNIC1-P Munici-Pals 04/01/2012 04/01/20 12 60.00 0.00 05/01/2012 Annual Munici-pals workshop 2012 No 0000 101-41(1-1320-44380 Staff Development 04/01/2012 Total: 60.00 M UNICI-P Total: 60.00 N EX 1'EL Nextel Communications 761950227-108 03/18/2012 87,03 0.00 05/(11/2012 Cell Phone Service - Administration No 0000 101-410-1940-43210 Telephone 761950227-108 03/18/2012 79.68 0.00 05/01/2012 Cell Phone Service - Fire Dept No 0000 101-420-2220-43210 Telephone 761950227-108 03/18/2012 I 7,93 0.00 05/01/2012 Cell Phone Service - Building Dept No 0000 I 01-420-2400-43210 Telephone 761950227-108 03/18/2012 35.38 0.00 05/01/2012 Cell Phone Service - Public Works No 0000 101-430-3100-43210 Telephone Dept 761950227-108 (13/18/2(112 89.08 0.00 05/01/2012 Cell Phone Service - Parks Dept No 0000 101-45(1-5200-43210 telephone 761950227-108 Total: 309.10 N EXTEL Total: 309,10 N1M M MOD Nimmo Todd Chk Req 04/24/2012 803-000-0000-22900 Deposits Payable Chk Req Total: NI M MOTOD Total: PITNEYRE Reserve Account Pitney Bowes 04/16/2(112 04/16/2012 1(11-410-1320-4322(1 Postage 04/16/2012 Total: PIIN EY RE Total: 5,000.00 0.00 05/01/2012 Refund Escrow - 11679 58th Street No 0000 47830 5,000.00 5,000.00 500.00 0.00 05/01/2012 Postage 500.00 500.00 No 0000 AP - To Be Paid Proof I,ist (04/26/12 - 1:01 PM) Page 5 Ruvoice Inv Date Amount Quantity Prut Date Description Reference PRESSA Anastasia Press 04/17/2012 04/17/2012 I 01-410-1450-43620 Cahlc Operations 04/17/2012 Total: 04/23/2012 04/23/2012 I 01-410-1450-43620 Cable Opera ions 04/23/20 I 2 Total: PRESSA Total: P ROSTAF P ROSTA FE 102-854096 04/22/2012 10 1 -410-1320-41010 Full-time Salaries 102-854096 Total: 102-855292 04/29/2012 101-410-1320-41010 Full-time Salaries I 02-855292 Total: PROSTAFF Total: ROBFRTSC ROBERTS COMPANY INC. 254886A 04/1372012 I 01-420-2220-44170 Uniforms 254886A Total: ROB E RTSC Total: ROGERS Rogers Printing, Services, Corp 18567 04/06/2012 101-410-1320-42000 Office Supplies 18567 Total: 18581 04/11/201 2 1 0 1 -4 1 0-1320-42000 Office Supplies 18581 'Iota!: 18582 04/11/2012 101-410-1320-42000 Office Supplies 18582 Total: 18591 04/18/2012 101-410-1320-43090 Newsletter/Website 18591 Total: ROGERS 'Total: ROTARY LE Lake Elmo Rotary Club 2nd Quarter 04/01/201 2 1 01 -4 1 0-1320-44330 Dues & Subscriptions 55.00 0.00 05/01/2012 City Council Meeting 4/17/12 55.00 55.00 55.00 110.00 0.00 05/01/2012 4/23/12 Planning Commission 496.00 0.00 05/01/2012 Temp Help WE 4/8/12 620.00 0.00 05/01/2012 Temp Help WE 4/15/12 22.50 0,00 05/01/2012 Service Pins 496,00 620.00 1,1 16.00 2).50 22.50 94.05 0.00 05/01/2012 Business Cards 57.66 0.00 05/01/2012 Business Cards 245.55 0.00 05/01/2012 Office Business Cards 2,203.76 0.00 05/01/2012 Quarterly Newsletter 94.05 57.66 245.55 2,203.76 2,601.02 125.00 0.00 05/01/2012 Membership Dues - D. Zuleger Task Type PO # Close # No 0000 No 0000 No 0000 No 0000 No No No No No No 0000 0000 0000 0000 0000 0000 AP - To Be Paid Proof List ((14/26/12 - 1:01 PM) Page 6 invoice # lov Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # 2nd Quarter 04/01/2012 101-410-1320-44330 Dues & Subscriptions 2nd Quarter lotal: ROTARY I Total: S&T S&T Office Products, Inc. (II PC5290 0.3/26/2012 101-410-1320-42000 Office Supplies 01PC5290 Total: 01PC6409 03/28/2012 101-4 10-1320-42000 Office Supplies 01PC6409 Total: Pc8249 04/02/2012 101-410-1320-42000 Office Supplies 0IPc8249 Total: 01 PC8253 04A2l2012 101-4 I 0-1320-42000 Office Supplies 01PC8253 Total: o I PD I 669 04/10:2012 101-410-1320-42000 Office Supplies 01 PD1669 Total: (11PD1848 04/11/2012 101-410-1320-42000 Office Supplies 01PD1848 Total: S&T Total: 16.00 0.00 05/01/2012 2 Meetings in March No 0000 141.00 141.00 31.74 0.00 05/01/2012 Office Supplies No 0000 31.74 -4.17 0.00 05/0172012 Credit Memo No 0000 -4.17 27,57 0.00 05/01/2012 Office Supplies - Name Plates No 0000 )7.57 I 1.70 0.00 05/01/2012 Office Supplies - Name Plates No 000t, 11.70 259.59 0.00 05/01/2012 Office Supplies No 0000 259.59 6,69 0.00 05/01/2012 Office Supplies NO 0000 6.69 333.12 SCII LOM KA Schlornka I 287S 04/11/2012 220.00 0.00 05/01/2012 Pump Tanks at Station 42 No 0000 101-420-2220-44010 Repairs/Maint Bldg 12878 Total: 220.00 SCHLOMKA Total: 220.00 SENTRYSE Sentry Security Fasteners, Inc 56141 04/13/2012 601-494-9400-42400 Small Tools & Minor Equipment 56141 Total: SENTRYSE Total: 281.63 0.00 05/01/2012 Key Lock/Volt/Switch Well II No 0000 281.63 281.63 TASCH T.A. Si:hit:sky & Sons Inc 52874 04/11/2012 612.58 0.00 05/01/2012 Asphalt 101-430-3 I 20-42240 Street Maintenance Materials 52874 Total: 612.58 +,- Nn 1)000 AP - In Be Paid Proof List (04726/12 - 1:01 PM) Page 7 ittvoice Any Date 52913 04/16/2012 101-43(1-3120-42240 Street Maintenance Materials 52913 Total: "'ASCII Total: Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # 619.81 0,00 05/01/2012 Asphalt 619.81 1,232.39 No 0000 TDS TDS METROCOM - LLC 651-779-8882 04/13/2012 162.94 0.00 05/01/2012 Analog Lines - Fire No 0000 101-420-2220-43210 Telephone 651-779-8882 04/13/2012 157.54 0.00 05/01/2012 Analog Lines - Public Works No 000' 101-430-3100-43210 Telephone 651-779-8882 04/13/2012 106.65 0,00 05/01/2012 Analog Lines - Lift Station Alarnns No 0000 602-495-9450-43210 Telephone 651-779-8882 04/13/2012 42.87 0.00 05/01/2012 Alarm - Well House 112 No 000(1 601 -494-9400-432 II) Telephone 651-779-8882 Total: 470.00 TDS Total: 470.00 TESS M AN Tessinan Company Corp S 157099-IN 114/23/2012 144,00 0.00 05/01/2012 Herbicide I 01-450-5200-42160 Chemicals S 157099-IN 04/23/2012 144.35 0.00 05/(11/2012 Fertilizer, Seed 101-450-5200-42250 Landscaping Materials S(57099-IN Total: 288.35 TESSM AN Total: 288.35 THON HAN Thone Sandie 0,41 812012 04/18/20 12 11)1-411)-132(1-4438(1 Staff Development 1)4/18/2012 Total: THONESAN Total: No 0000 No 0000 410.00 0.00 05/01/2012 Reimburse 2012 Clerks Institute No 00! Registt 410.00 410.00 WASHCONS Washington Conservation Dist 2355 03/.31/2012 554.25 0.00 05/01/2012 1st Quarter billing for Shared Educator No 0000 603-496-9500-44370 Conferences & Training 2355 Total: 554.25 WASHCONS Total: 554.25 WASHTAX Washington County. 72068 04/12/2012 1,487.00 0.00 05/01/2012 2012 Special Assessment Billing 101-410-1320-43100 Assessing Services 72068 Total: 1,487.00 No 0000 AP - in Be Paid Proof List (04/26712 - 1:01 PM ) Page 8 Invoice # in' Date na o un Quantity Pint Date Description Reference Task Type PO # Close POLine # WASHTAX Total: 1,07.00 WILDWOOD WILDWOOD LODGE (14/24/2012 04/24/2012 220.00 0.00 05/01/2012 Wildwood Lodge Retreat No 0000 101-410-1320-44370 Conferences & Training 04/24/2012 Total: 220.00 W LDWOOD Total: 220.01) XCEL Xcel Energy 04/17/7012 (14/17/201) 90.63 0.00 05/01/2012 Electric Utility Service No 0000 101-410-1940-43810 Electric Utility 04/17/2012 Total: 90.63 XCEL. Total: 90.63 2ULEGER Zuleger Dean 04/13/2012 (14/13/2(112 44.55 0.00 05i01/2012 Reimburse Mileage No 0000 101-41)1-1320-43310 Nlileage 04/13/2012 Total: 44.55 ZULFGER Total: 44.55 Report Total: 79,061.19 Al) - ro be Paid Proof List (04/26/12 - 1:01 PM 1 Page 9 4. 'Ata,14.1444011..4.01,41.4, CILC ICT DATE: 5/1/2012 CONSENT ITEM #: MOTION AGENDA ITEM: Approve Year End Fund Closing Transfers SUBMITTED BY: Cathy Bendel. Finance Director THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Dean Zuleger, City Administrator SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to approve the closing of the following funds: 2002 G.O. Improvement Bonds Fund Development Fund 2010 Street Improvement Fund STAFF REPORT: City staff has worked closely with the external accountants to review the reconciliations on the above mentioned funds. It has been determined that activity has been completed, recorded and reconciled so that the funds can be closed. RECOMMENDATION: It is recommended that the City Council approve as part of its Consent Agenda the following three internal fund transfers: $35,948.13 from the 2002 G.O. Improvement Bond Fund to the Infrastructure Reserve Fund. This transfer is needed because the actual costs came in below budget by this arnount and the excess funds will be applied toward other infrastructure projects. $9,116.50 from the General Fund to the Development Fund. This transfer is needed due to the actual costs corning in over budget by this amount. $11,649.58 from the 2010 Street Improvement Fund to the 2010A GO Improvement Bond Fund. This transfer is needed due to the actual costs coming in below budget and the funds will be used to pay down the bond. "Move to Approve the proposed internal trans ers to allow for the closure of the 2002 GO Improvements Bonds Fund, the Development Fund and the 2010 Street Improvement Fund." City Council Meeting App. A of final transfers and closure of funds May 1, 2012 Consent Agenda Item #3 Alternatively, the City Council does have the authority to further discuss, modify and deliberate prior to taking, action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the proposed internal transfers as Presented land modifietil herein." ATTACHMENTS: 1, Recap of proposed transfer journal entries SUGGESTED ORDER OF BUSINESS: Questions from Council to Staff ..... ..... ............. Mayor Facilitates Call for Motion ..... Mayor & City Council Discussion ..... ...... ............ ..... Mayor & City Council Action on ..... ..........„............. ..... Mayor Facilitates -- page 2 -- City of Lake Elmo Proposed Year End Transfers 2011 FUND CLOSING TRANSFERS 2002 G.O. Improvement Bonds Infrastructure Reserve Transfer to close 2002 G.O. Improvements bond fund General Fund Development Fund Transfer to close Development fund 2010 Street Improvements 2010A G.O. Improvement Bonds Transfer to close 2010 Street Improvements fund Account 312-493-9360-47200 409-000-0000-39200 101-493-9360-47200 203-000-0000-39200 417-493-9360-47200 317-000-0000-39200 Transfers Out 35,948.13 9,116.50 11, 649.58 56,714.21 Transfers In 35,948,13 9,116.50 11,649.58 56,714.21 IAY CILCO C T DATE: 5/01/2012 CONSENT ITEM: 4 RESOLUTION 2012-017 AGENDA ITEM: 2012 Seal Coat Project — Approval of Plans and Specifications and Ordering Advertisement for Bids SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Dean A. ZuleLv City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works Superintendent SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Resolution 2012-017, Approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2012 Seal Coat Project. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION AN AND STAFF REPORT: In accordance with the annual street maintenance program, the City Council ordered, on March 20. 2012, the preparation of plans and specifications for the 2012 Seal Coat Project. The project includes the specifications to seal coat approximately 4.6 miles of City streets. (see attached Street Maintenance Program Map) and includes an additional 2.6 miles of streets for West Lakeland Township. By competitively bidding both the City and Township projects together, we anticipate a potential savings through a reduced unit price for the seal coating work. A project schedule is attached. With the approval of the Plans and Specifications, the bids would be presented to Council for award at the June 5, 2012, City Council meeting. Final completion for the project is August 17. 2012. The City portion of the work will be paid for through the street maintenance funds with a 2012 budget in the amount of S125,000 (Fund No. 45300). This includes both construction and engineering costs. The engineer's post design total project cost estimate is $85,500, which is well within the planned budget- amount. The underage is partially due to the removal of certain street segments from the maintenance program. The Fields of St. Croix neighborhood was removed from the 2012 project since the previous seal coat application indicates additional service life. This neighborhood has been deferred until 2016. The Tamarack Fan-ns neighborhood is showing street distresses that indicate the need for a more significant improvement, therefore a seal coat is -- page I - - City Council Meeting May 1, 2012 2012 Seal Coat Ject - Resolution Approving Plans and Specifications and Authorizing Advertisement for Bids Consent Agenda Rem # 4 not recommended in 2012. This neighborhood has been moved to the Street Capital Improvement Plan for further review, consideration and scheduling. The West Lakeland Township portion of the work will be reimbursed to Lake Elmo by the Township in accordance with the joint project Agreement, dated March 20, 2012. The Township will also be reimbursing the City for administration and engineering services associated with the project, in the amount of 6% of the construction costs for the Township portion of the work. In 2011, the City completed a crack seal project along the City streets in preparation for this year's seal coat application. The 2012 Seal Coat Project now provides the design documents for scal coating these same street segments to complete the maintenance process. In a similar fashion, staff has reserved a budget amount of $20,000 for the 2012 Crack Seal Project, to be brought forward for council consideration later this year. The streets identified on the attached Street Maintenance Program Map for 2013, will be crack sealed later this year in preparation for a seal coat application in 2013. RECOMMENDATION: Based upon the above staff report, it is recommended that the City Council consider approving, as part of the Consent Agenda, Resolution No. 2012-017, Approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2012 Seal Coat Project. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda, table this item for future consideration, or further discuss, deliberate and/or, if appropriate. amend the recommended motion prior to taking action. If the latter is done so, the appropriate action of the Council following such discussion would be: "Move to approve Resolution No. 2012-017, Approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2012 Seal Coat Project. las amended and/or modified at tonight's meeting]." ATTACHMENTS: 1, Resolution No. 2012-017 2. Project Location Map 3. Project Schedule SUGGESTED ORDER OF BUSINESS (if removed from the Consent itteenda).. Questions from Council to Staff ....... ..... Mayor Facilitates - Call for Motion. if appropriate................................ ........ Mayor & City Council ......... ....... ..... ..... ..... ..... Mayor Facilitates - Public Input, if appropriate ...... ....... Mayor Facilitates - Action on ..... ..... ..................... Mayor Facilitates -- page -ITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2012-017 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND 0 ERIN G ADVERTISEMENT FOR BIDS FOR THE 2012 SEAL COAT PROJECT WHEREAS, pursuant to a motion passed by the Council on March 20. 2012, FOCUS Envineering, Inc. was directed to prepare plans and specifications for the 2012 Seal Coat Project, WHEREAS, FOCUS has completed the plans and specifications for these improvements and has presented them to the City Council for approval on May 1.2012, NOW, THEREFORE, BE IT RESOLVED, Such plans and specifications, a copy of which is on file at Lake Elmo City Hall and made a part hereof, are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and in Finance and Commerce an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for at least 21 days, shall specify the work to be done, and shall state that sealed bids provided to the City Clerk prior to the specified bid date and time and accompanied by a bid bond or cashier's check made payable to the City of Lake Elmo in an amount not less than 5% of the amount of such bid will considered. Date: ATTEST: Dean A. Zuleger City Administrator 2012 CITY OF LAKE ELMO By: Dean A. Johnston Mayor Resolution No. 2012-017 CERTIFICATION 1 hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meeting thereof held on the 1st day of May 2012, as shown by the minutes of said meeting in my possession. Sandie Thone City Clerk (Seal) Resolution No. 2012-017 t A4, SEALC AT YEA 2013 2012 ..... .., 5 t City Hall 3800 Laverne Avenue N 651/777,5510 www,lakeelmo.org Public Works Building 3445 Ideal Ave N 651/23M414 Fire Stations Station No. 1 3510 Laverne Ave N 651R70-5006 Station No, 2 4259 Ja Toes Ave N 651/779-8882 Schools -,-,..... _I, .-,e& ' ,..... sieied- aiP ft s#00-, -- .= 44,- ,,,, 4 _-, _14:i17 aZTk- .- . ,t ,. . .. ..' - ,-1 -. - $: l't ti Parcels Subdivisions City Parks Golf Course Lake Elmo Regional Park Reserve Park Office 651/430.8368 Lakes 0 25 0 Map Date: March 2012 Created By: ENGINEERING, inc. CITY OF LAKE ELMO 2012 SEAL COAT FOCUS PROJECT NO. 2012.118 PROPOSED SCHEDULE March 20, 2012 Council orders preparation of Plans & Specifications May 1, 2012 Presentation of Plans and Specifications. Council Approves Plans and Specifications and Orders Advertisement for Bids May 4, 2012 Placement of Advertisement for Bids —Oakdale-Lake Elmo Review. Publication on May 9 & May 16 — Finance and Commerce. Publication on May 7 & May 14 — Quest CDN. Publication on May 4 May 31, 2012 Receive Contractor bids June 5, 2012 City Council accepts bids and awards Contract. June 8, 2012 Process and send out Contract Documents. June 22, 2012 Receipt of Contractor's Bonds/Legal Review and Issue Notice to Proceed. June 26, 2012 Conduct Pre -Construction Meeting. June 27, 2012 Contractor begins work. August 3, 2012 Substantial Completion ofWork August 17, 2012 Final Completion ofWork (Including Final Sweeping) Pi 1,4 1 rtho, L. Y C NCR_ C U ICT DATE: CONSENT ITEM #: 5 RESOLUTION 2012-018 5/01/2012 AGENDA ITEM: CSAH 10 (10th Street N) Mill and Overlay — Resolution Approving a County Project- within Municipal Corporate Limits SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Dean A. Zuleger. City Administrator REVIEWED BY: Ryan Stempski, Assistant City Engineer Mike Bouthilet, Public Works Kyle Klatt, City Planner SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Resolution 2012-018, Approving a County Project within Municipal Corporate Limits. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. By approving this Resolution, the Council is authorizing the City Engineer to sign the Washington County Construction Plans, STAFF REPORT AND BACKGROUND INFORMATION: In accordance with State Aid Rules, no portion of a County State Aid Highway (CSAH) System along or within the corporate limits of a municipality shall be constructed, reconstructed, or improved without the approval of the plans by the governing body of the municipality. Therefore, Washington County has submitted preliminary plans for City review and approval for the County State Aid Highway (CSAH) 10 (10th Street N) pavement preservation project. The project extends through the Cities of Oakdale and Lake Elmo from 1-694 to 600 feet east of CSAH 13 (Inwood Avenue N). The project will be funded 100°/"i) by the County with no City cost participation required. The County intends to use State Aid Funds for the improvements. The project is a mill and overlay of the existing bituminous surface, thereby replacing the top 2- inches of the roadway pavement. Within the City of Lake Elmo, the project includes CSAH 10 (10th Street N) from the westerly City limits to a point 600 feet east of Inwood Avenue N. The project will not involve realignment, widening. or intersection configuration revisions, thereby maintaining the existir2, design elements upon completion of the project. Washington County has prepared the final layout of the improvements, dated March 29, 2012, for State Aid Project No. 082-610-011. A copy of the project plans are on file and available for review at City Hall, CSAH 10 construction work will require approximately six (6) weeks to page 1 -- City Council Meeting May 1, 2012 CSAH 10 (10, treet N) Mill and Overlay - Resolution Approving a County Project within Municipal Corporate Limits Consent Agenda Item 4 5 complete once the Contractor has mobilized. Traffic will remain open during construction. Construction will occur sometime in June or July, 2012. RECOMMENDATION: Based upon the above staff report, it is recommended that the City Council consider approving, as part of the Consent Agenda, Resolution No. 2012-018, Approving a County Project within Municipal Corporate Limits. By approving this Resolution, the Council is authorizing the City Engineer to sign the Washington County Construction Plans. _Alternatively, the City Council does have the authority to remove this item from the Consent Agenda, table this item for future consideration, or further discuss, deliberate and/or, if appropriate, amend the recommended motion prior to taking action. If the latter is done so, the appropriate action of the Council following such discussion would be: "Move to approve Resolution No. 2012-018, Approving a County Project within Municipal Corporate Limits. las anzended and/or modified at tonight's meetingl." ATTACHMENTS: 1. Location Map 2. Resolution No. 2012-018 SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): - Questions from Council to Staff .... ........ ........... Mayor Facilitates Call for Motion, if Appropriate....................... ...... Mayor & City Council Di scussion/Comments........ ..... ....... .......... ..... Mayor Facilitates - Public Input, if Appropriate ........ ..... Mayor Facilitates - Action on Motion...... .......... ..... ...... ....... Mayor Facilitates -- page 2 -- R21M BEGIN S.A.P.082-610-011 STA. 264+48 END S.A.P.082-610-011 STA. 332+60 PROJECT LOCATION MAP SAP 082-610-011 WASHINGTON COUNTY CASH 10 MILL & OVERLAY CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2012-018 A RESOLUTION APPROVING A COUNTY PROJECT WITHIN MUNICIPAL CORPORATE LIMITS WHEREAS, Washington County intends to complete a pavement preservation project along County State Aid Highway (CSAH) 10 (10th Street N) from the 1-694 Bridge in Oakdale to 600 feet east of CSAH 13 (Inwood Avenue N), WHEREAS the project will not involve realignment, widening, or intersection configuration revisions. thereby maintaining the existing design elements upon completion of the project, WHEREAS, Washington County has prepared a recommended layout, dated March 29, 2012, for State Aid Project No. 082-610-011, with said plans on file at the offices of City Hall, WHEREAS, the improvements will be paid 100% by Washington County using County State Aid Funds with no cost participation by the City of Lake Elmo, NOW, THEREFORE, BE IT RESOLVED. That said plans for State Aid Project No. 082-610-011 within the corporate limits of Lake Elmo be hereby approved. 2. The City Engineer is hereby authorized to sign the Construction Plans for State Aid Project No. 082-610-011 on behalf of the City of Lake Elmo. Date: ATTEST: Dean A. Zuleger City Administrator , 2012 CITY OF LAKE ELMO By: Dean A. Johnston Mayor Resolution No. 2012-018 CERTIFICATION I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meeting thereof held on the 1st day of May 2012, as shown by the minutes of said meeting in my possession. Sandie Thone City Clerk (Seal) Resolution No, 2012-018 AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: Y C• ICAT 0 DATE: CONSENT ITEM #: MOTION 5/01/2012 6 DeMontreville Park and Wildlife Area — Approve Parking Lot Improvements and add them to the 2012 Street Improvement Project Jack Griffin, City Engineer Dean A. Zuleger, City Administrator Ryan Stempski. Assistant City Engineer Mike Bouthilet, Public Works Carol Kriegler, Project Assistant Kyle Klatt, City Planner SUMMARY AND ACTION REQUESTED,: The City Council is respectfully requested to consider approving the Parking Lot Improvements for the DeMontreville Park and Wildlife Area and to add them to the 2012 Street Improvement Project, with the improvements to be paid from the Park Dedication Fund. No specific motion is needed, as this is recommended to be part of the overall approval of the C0f7Se171 Agencicz, STAFF REPORT AND BACKGROUND INFORMATION: The 2012 Street Improvement project includes street reclamation for the DeMontreville Highlands Area. Within this improvement area there are two public parking locations that are adjacent or integral to these street segments; namely. the DeMontreville Park parking lot and the DeMontreville Wildlife Area bump -out parking. The pavement distresses within these parking areas are similar to the adjacent streets. Completing pavement improvements to these parking areas in conjunction with the 2012 Street Improvement project would provide a cost savings through an economy of scale. Therefore, staff prepared a preliminary estimate of probable costs for the proposed parking lot improvements. These costs were provided to the Park Commission for consideration and input. At the April 16, 2012 Park Commission meeting, the Commission recommended support for the improvements as presented, to be completed using Park Dedication Funds. The estimated total project costs for the DeMontreville Park parking lot is $27,800 and the estimated total project costs for the DeMontreville Wildlife Area bump -out parking area is $5,300. These improvements include the reclamation of the existing pavement to a 6-inch. depth City Council Meeting May 1, 2012 DeMontreville Park and Wildlife r. — Approve Parking Lot Improvements and Add them to the 2012 Street Improvement Project Consent Agenda Item tt 6 with the placement of a new 3-inch bituminous surface and new 6-inch high bituminous curb. The improvements also include some drainage corrections and subgrade corrections. The project costs above are based upon the parking lot improvements being included in the 2012 Street and Water Quality Improvement project. A significant savings (for both engineering and construction) is potentially realized if these improvements are included in the larger street project, RECOMMENDATION: Based upon the above staff report, it is recommended that the City Council consider approving. as part of the Consent Agenda, the Parking Lot Improvements for the DeMontreville Park and Wildlife Area and to add them to the 2012 Street & Water Quality Improvement Projects, with the improvements to be paid from the Park Dedication Fund. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda, table this item for future consideration, or further discuss, deliberate and/or, if appropriate, amend the recommended motion prior to taking action. If the latter is done so, the appropriate action of the Council following such discussion would be: "Move to approve the Parking Lot Improvements for the DeMontreville Park and Wildlife Area and to add them to the 2012 Street Improvement Project. [as amended and/or modified at tonight's nzeetine" ATTACHMENTS: . Location Map SUGGESTED ORDER OF BUSINESS (ifremoved from the Consent Avrenda): Questions from Council to Staff .......... ..... ........... ...... Mayor Facilitates - Call for Motion, if Appropriate............................._....... Mayor & City Council Discussion/Comments ...... .............. ...... . ..... ..... Mayor Facilitates - Public Input. if Appropriate ............... ..................„........ ..... Mayor Facilitates Action on Motion ........... ..... ......,.......... ..... Mayor Facilitates / Demontrev e Park and Wild fe Area Parking Lot Improvements Location Map Legend Park Boundary City of Lake Elmo 4-24-2012 Data Scource: Washington County, MN 0 1 00 200 11111 N 400 Feet I t DATE: 5/1/12 CONSENT ITEM #: 7 AGENDA ITEM: Designation of South Washington Watershed District as the LGU for Administrating the Wetlands Conservation Act SUBMITTED BY: Kyle Klatt, Planning Director , THROUGH: Dean A. Zuleger. City Administrator REVIEWED BY: Nick Johnson, Interim City Planner SUMMARY AND ACTION REQUESTED: The City Council is being asked to designate the South Washington Watershed District (SWWD) as the administrative Local Government Unit (LGU) for the Wetland Conservation Act. This request has been made by other cities within the watershed district's boundaries, and the watershed district is seeking a response from Lake Elmo to determine the City's interest in taking this action as well. Lake Elmo has previously assigned a similar designation to Valley Branch Watershed District for the portions of Lake E1mo within their district. If approved by the Council, the attached Resolution No. 2012-019 designating the SWWD as the LGU for the Wetland Conservation Act will be forwarded to the watershed district for implementation. BACKGROUND INFORMATION: The "Water Resources" section of Lake Elmo's Comprehensive Plan includes a brief section on the Wetland Conservation Act, which reads as follows: The Valley Branch Watershed District (VBWD) serves as the local governmental unit (LGU) for the Wetland Conservation Act (WCA) in the area of Lake Elmo within VBWD. The City is the LGU for the WCA within the BCWD and SWWD areas. The City utilizes the services of the Washington Conservation District (WCD) in carrying out its responsibilities under WCA. The WCD provides services to administer WCA, including wetland determinations, reviewing wetland delineations and impact applications, providing recommendations to the City. preparing notices of application or decisions, and other administrative tasks. Staff has reviewed the request and is recommending that the City Council adopt the resolution as drafted. The wetland rules that apply to Lake Elmo would not be changed in any manner as part of the proposed designation, and instead, the administration of the rules would now be the -- pa City Council Meeting Designate SWWD a cal Government Unit for Wetlands Act 571/12 Consent Agenda Item # 7 responsibility of SWWD. There do not appear to be any specific drawbacks to making the requested desimation, which should help reduce the amount of staff time and resources needed to deal with Wetland permits in the SWWD portion of Lake Elmo. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council designate the South Washington Watershed District (SWWD) as the administrative Local Government Unit (LGU) for the Wetland Conservation Act by adopting the attached Resolution No 2012-019. ATTACHMENTS.: 1. Resolution 2012-019 2. Letter from SWWD ( 27/12) -- page CITY OF LAKE ELMO RESOLUTION NO. 2012-019 A RESOLUTION REGARDING THE ADMINISTRATION OF THE WETLAND ACT OF 1991 WHEREAS, the Minnesota Wetland Conservation Act of 1991 (WCA) requires a local governmental unit (LGU) to implement this law by adopting the rules and regulations promulgated by the Board of Water and Soil Resources (BWSR) pertaining to wetland draining, filling and excavation; and WHEREAS, the BWSR is requesting notification of an LGU's decision adopting or excepting administrative responsibility for another LGU in accordance with Minn. Rules part 8420.0200, item B; which requires each local government unit of the State to acknowledge in writing to the BWSR that it is assuming its responsibilities under the Wetland Conservation Act; and WHEREAS, the LGU is responsible for following the WCA rules as stated in 8420.0200, Determining Local Government Unit Duties. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lake Elmo hereby DESIGNATES the administrative responsibility as the LGU to South Washington Watershed District for the WCA for that area of the City of Lake Elmo included within the boundary of the South Washington Watershed District within the guidelines as set forth by the WCA rules. Passed and duly adopted this lday of May 2012 by the City Council of the City of Lake Elmo, Minnesota. Dean A. Johnston, Mayor ATTEST: Dean A. Zuleger, City Administrator March 27, 2012 Mr. Kyle Klatt, Planning Director City of Lake Elmo 3800 Laverne Ave. N. Lake Elmo, MN 55042 RE: Wetland Conservation Act Local Unit of Government Dear Mr. Klatt: At the request of select Cities and Townships within the South Washington Watershed District (SWWD) is requesting consideration of the attached resolution. This resolution will designate the administrative responsibility as Local Government Unit (LGU) to South Washington Watershed District for the Wetland Conservation Act, The LGU status will apply to that area of the City or Township included within the boundary of the SWWD. The SWWD is requesting designation from most Cities and Townships within the watershed boundary. If the council designates LGU status to the SWWD, please forward a copy of the resolution to the SWWD office. Upon receipt of all City and Township resolutions the SWWD Board will complete the process by passing a resolution accepting LGU status. The SWWD will then forward all resolutions to the Minnesota Board of Water and Soil Resources. A target date for implementation by the SWWD is May 15, 2012. The SWWD appreciates your consideration of this action at a regular meeting in April to allow action by the SWWD Board at their May 8, 2012 meeting. If you have questions or need additional information please contact me at 651.714.3729 or mnlooreci.woociburv.inn.us. Sincerely. South Washington Watershed District Mart Moore SWWD Administrator L two lq ucts'tW C AALGL: Request doex 202 Tower Drive• Woodbury, MK! 55'125 ES772 Fx. vv.vvvv.s- w dm r, C CILC u CT DATE: 5/1/2012 CONSENT ITEM #: MOTION AGENDA ITEM: Approve Budget Adjustment/Designation and Donation for Maintenance of Historic District 12 School House SUBMITTED BY: Oakdale Lake Elmo Historical Society THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Cathy Bendel, Finance Director SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider a Budget Adjustment and disbursements as a donation to the Oakdale Lake Elmo Historical Society for annual maintenance of the Historical District 12 School House. BACKGROUND INFORMATION: The City Council of Lake Elmo has allocated certain monies in its approved 2012 Annual Budget for discretionary spending. Support for the Oakdale Lake Elmo Historical Society - and maintenance of the Historic District 12 School House, in particular - has been supported by the City on an annual basis. Accordingly, the 2012 Annual Budget and Council Discretionary account was constructed with such support in mind. STAFF REPORT: City staff has reviewed the attached request and finds it generally to be in order and consistent with City budgetary and fiscal policies and past Council action. In 2009, the Oakdale Lake Elmo Historical Society requested $1,200 in support from the City and The City Council approved a donation of $1,100, in 2010, and 2011, the City Council approved a $500 donation. Affirmative Council action on this. as requested would result in the following Budget Adjustment: Account # 101-410-1110-44300 Amount $ 2.000,00 ($ 500.00) $ 1.500.00 Description Council Discretionary - Less Donation to Oakdale Lake Elmo Historical Society Remaining Council Discretionary RECOMMENDATION: In accordance with past practice and applicable State laws and City policies and procedures, it is recommended that the City Council approve as part of its Consent Agenda a Budget Adjustment/Designation and Donation in an amount - to be determined by the -- page City Council Meeting. 1pproval of Budget Adjustment & Donation 1. )akdale Lake Elmo Historical Society May 1'. 2012 Consent Agenda Item #8 Council - to the Oakdale Lake Elmo Historical Society- for annual maintenance of the Historical District 12 School House. The suggested motion to do so is: "Move to Approve Budget Adjustment 2012-001 in the amount of $ from Mayor and Council Discretionary to Oakdale Lake Elmo Historical Society." Alternatively, the City Council does have the authority to further discuss, modify and deliberate prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the proposed Budget Adjustment/Designation and Donation, as Presented land modified] herein." ATTACHMENTS: I. Request from the Oakdale Lake Elmo Historical Society 2. Budget Adjustment SUGGESTED ORDER OF BUSINESS: Questions from Council to Staff.. ..... ..... ...... ....... Mayor Facilitates Call for Motion ....... Mayor & City Council ..... ...... ........ ....... Mayor & City Council Action on Motion........ ..... .......... .......... ............. ..... ..... Mayor Facilitates page 2 -- Oakdale Lake Elmo Historical Society 1584 Hadley Avenue North Oakdale, MN 55128 Duane Ellertson Pres, 739-7152 Richard Eder Vice President & Carol Houck Secretary 777-7937 Treasurer 773-9483 Restored District 12 school house located at 4442 Hadley Ave, N. Oakdale In Oakdale Nature Park April 16, 2012 Ms. Cathy Bendel Finance Director Lake Elmo 3800 Laveme Ave. N. Lake Elmo MN 55042 Dear MS Bendel: EC VED APR 1 I 2012 The Oakdale Lake Elmo Historical Society requests a five hundred dollar ($500) grant to help preserve the historyof Oakdale Township, cities of Oakdale, Lake Elmo and the Historic District 12 Schoolhouse. Thank you for your attention to this mater. Sincerly, Duane Ellertson President LAKE , I ELMO j DATE: BUDGETADJUST ENT - 2010 St 2012 ACTIVITY # 2012-001 DESCRIPTION: 2012 Donation to Oakdale Lake Elmo Historical Society TYPE OF ACTIVITY: TRANSFER OF FUNDS FROM ACCOUNT # TO ACCOUNT # PURPOSE: BUDGET ADJUSTMENT/DESIGNATION AMOUNT: AMOUNT: FROM ACCOUNT # 101-410-1110-44330 AMOUNT: $500.00 PURPOSE: Annual support for Maintenance of Historic District 12 School House DESIGNATION/NEW ACCOUNT# Designation: Oakdale Lake Elmo Historical Society OTHER FROM ACCOUNT # AMOUNT: PURPOSE: City Approval: Honorable Dean Johnston, Mayor (on Behalf of City Council) (Attest) Dean Zu eger, Administrator DATE: 5-1-2012 REGULAR ITEM #: 9 MOTION / $S Fiscal Impact AGENDA ITEM: Replacement of Lake Elmo Fire Department Turnout Gear SUBMITTED BY: Greg Mahmquist, City Fire Chief THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Dean Zuleger, City Administrator SUMMARY AND ACTION REOUESTED: To approve the expenditure of S42.3for the purchase of 21 sets of firefighter personal protective equipment (turnout gear) from Municipal Emergency Services, Inc. FISCAL IMPACT: $42,388 from 2011 Budget Surplus (approx. $310.000 pre -audit adjustments) BACKGROUND INFORMATION: OSHA's Fire Brigade Standards, (29 CFR 1910.156) require that all firefighters be adequately supplied with personal protective equipment (PPE) when responding to a fire. Similarly, the National Fire Protection Association recommends that fire department's replace all PPE Turnout Gear within a 5-7 Year period to insure safety, especially heat & flame retardant properties. Currently, the Lake Elmo Fire Department has exceeded the normative life expectancy in its turnout gear with 80% of the assigned sets (jacket — pants) exceeding the ten year mark. STAFF REPORT: Per the 2012 Budget, and at the request of the City Administrator, Chief Mahmquist assigned (2) Lake Elmo Fire Captains to examine the current efficacy of firefighter PPE turnout gear and develop a specifications request for proposal to begin the process of the replacement of PPE turnout gear. Captain Mike Cornell and Captain Noah Mahmquist completed a study of our current PPE inventory, researched PPE utility options and conducted a comparative analysis of the two major suppliers (Janesvillie-Lion & Globe). The Captain's work also included a demo / Q & A with the current firefighter staff (see attached). Their recommendations were audited by Chief Mahmquist for compliance and it was determined that PPE turnout gear from Globe was the preferred equipment for our Fire Department. The Globe PPE is supplied through Municipal Emergency Services, Inc. of Nebraska. Through the Lake Elmo Fire Department affiliation with the International Association of Fire Chiefs and the Fire Rescue GPO, a 42% discount is applied to the purchase. City Council Meeting May r. 2012 Regular Agenda Item # 8 In the 2012 Lake Elmo Budget, it was anticipated that 50% of the Firefighter PPE turnout gear would be replaced (S19,000) with the remainder of the purchase made in 2013. Due to discounts and a need for PPE uniformity for training purposes. rapid intervention recountion, and personal safety, it is fiscally prudent and operationally logical to purchase all 21 sets of PPE turnout gear in 2012. A demonstration / exhibit of the equipment will be made at the Council Meeting. RECOMMENDATION: Based on the need to be compliant with OSHA's Fire Brigade Standards. (29 CFR 1910.156) and NFPA governing standards, it is recommended that the City Council approve the replacement of 21 sets of Lake Elmo Fire Department Turnout Gear by taking the following action: **Move to purchase 21 sets of Firefighter PPE Turnout Gear at a cost of $42,388 from Municipal Emergency Services, Inc. of Fremont, Nebraska as specified by the Lake Elmo Fire Department and availing the City of Lake Elmo of a 42% discount through its professional fire department affiliations. The funds are to be allocated from 2011Budget Surplus Funds. SUGGESTED 0 1 ER OF BUSINESS (IF REMOVED FROM CONSENT AGENDA: Introduction of Item ..... . ........ ......... ..... . .......... ........ Report/Presentation ....... ........... ..... ................ ..... Questions from Council to Staff .............. ..... . Public Input, if Appropriate ...... ........... ...... ........ ....... .. Call for Motion ........ ......... ....... ....... ...... Discussion Action on Motion ...... . ....... ............ ....... ....... ...... ......... ..... City Administrator ....Fire Chief/Captains ..... Mayor Facilitates ..... Mayor Facilitates Mayor & City Council Mayor & City Council ....... Mayor Facilitates -- page March 29, 2012 City Administrator Dean Zuleger, This is regarding the scheduled 2012 CIP replacement purchase of our Turnout Gear. Over the course of the last year, FD staff (Equipment Capt. Noah Malmquist, Capt. Mike Cornell and several Firefighters) have been researching new turnout gear. I have attached their findings and recommendations. Having observed the very lengthy and thorough process they have gone through, I fully support their recommendations and thank them for the time invested. You will see in the CIP that we were approved to purchase '/2 of the gear in 2012 and the other Y2 in 2013. This was a result of the budget process. If at all possible 1 recommend that we purchase all 21 sets of turnout gear at once, as was our original intent for Firefighter safety and uniformity. The majority of gear currently in service is beyond the NFPA recommended replacement timeframe and waiting one more year decreases the protective effectiveness of the gear and increases the potential for Firefighter injuries. We are recommending approval to purchase 21 sets of Globe turnout Gear, from MES, per our specifications, at a total cost of $42,388.08, tax exempt. As members of the International Association of Fire Chiefs, Great Lakes Division and the Fire Rescue GPO as well as additional discounts from MES we receive a 42% discount. |nApril ofZO1l'|'Captain Mike Cornell and Captain Noah Malmquist were given direction to start the process oflooking atnew firefighter turnout gear asmeare beyond our scheduled 1Oyear replacement, Our priorities in researching the new gear were firefighter safety, proper fit and cost. We were both very willing to take on this project as we understand the importance of providing safe, quality turnout gear for our Firefighters. During the process Noah and I had fellow firefighters join our meetings as we looked at two vendors/brands, Janesville -Lion (the brand we are currently using) which is through Fire Equipment Specialties and Globe which is through MES Fire, Noah and I felt that the gear the department is using now was adequate and meeting our needs. But we also felt we should look at what has changed since our last gear purchase, which was over 6years ago, when vxebought new gear for 3 firefighters, with the balance of our gear being over 10 years old. We also took this time tounderstand and get educated on our current gear and the different functions ofall the components that make up firefighter turnout gear. Both vendors were very good to work with, They understood the needs of our department and steered ustoward the gear that was the most appropriate tomeet those needs, Both vendors showed us all kinds of configurations that can be made to suite our department needs. With this the vendors showed uswhat gear would becomparable towhat vveare innow. Noah and | agreed that the level of protection we are currently in was working well and keeping us safe. This includes the inner liner system and the fabric that makes the outer shell of the coat and pant. Janesville -Lion has phased out our current style of gear which is the cut of the coat and pant. So this was a good opportunity to go over all variables that puts a set of turnout gear together. With this we found that new turnout gear is designed to allow greater flexibility in movement compared with our current gear. This is accomplished by adding fabric to areas like the armpits, back and knee area to allow less rise on coat or pant and limit the exposure potential to hazards. We also found some differences between the brands. Janesville -Lion dyes their fabric as one whole piece which allows for a more rapid fading and aging look to their gear. When they add the extra fabric to the areas of movement, they don't use the same sheet of fabric to pick from; they go out and just grab anextra piece from the pile thus creating a potential indifference in fabric. This also creates extra seams and potential tear points that may compromise our safety. Another difference is Janesville- Lion'suseofperforatedrcflectiveona||turnoutgear.Thisiotoa||owairOovvthrou8hthefabricvvhich creates points for moisture to evaporate from the gear and their way of meeting the NFPA standard for compression burn testing, One drawback toperforated reflective isthat the perforation holes are potential tear points and compromise the integrity of the reflective stripping over time and safety. Globe dyes the individual threading toallow less fading osthe gear ages. They cut all pieces nf fabric for the coat and pants from the same roll of fabric thus limiting any indifference in fabrics. This method of putting turnout gear together is to reduce the extra seams and compromising points thus increasing our safety. Their reflective is not perforated because their gear evaporates moisture just as well as gear with perforated reflective. Globe use of non perforated reflective on their turnout gear which also meets the NFPA requirement for compression burns and eliminates potential tear points. Upon conclusion ofour research, vvcpresented our findings tothe officers ofthe department. Noah and | brought turnout gear in and went over each set and answered any questions that were asked. Noah and I did not include our recommendation yet because we wanted to make sure the officers reached their own conclusion. Atthe end ofour meeting and with all questions being answered it was the decision that Globe was the brand that all officers preferred, including Noah and myself. MBFire offers aGPO(GmupPurchasing Order) for Globe turnout gear, GPO isput together by other departments that have gone through the 3 bid process. The GPO eliminates the bidding process when purchasing gear and other accessories, This gives us the opportunity to use discounts and bring the cost of purchase down by 42%. The total cost for 21 sets of turnout gear with the 42% discount would be$42,388.U8. Captain Mike Cornell MES'MUDAM 1751Business Park Drive Fremont NE 68025 Ship To: LAKE ELMOFIRE DEPARTMENT 38OULAVERNEAVE. N. LAKE ELMO.MN 55042 Contaot� Bill To: LAKE ELMOFIRE DEPARTMENT 380OUvVERNEAVE. N LAKE ELMO, MN 55042 Item number 31177'E 41177-E Description Glob G-XtrmmmCmat Globe G-XtrommPant Telephone— .... --_... :402._/-578S Fax_ ... ...... ..... ..... ... ':4U2-727'578S uotation Number-----''-- Date.. ...... Page ........ ........... --- Sates order ..... _—''- Requisition— ...... --- Your mf.--...... .--- —�QT_0O127O04-5 —�3C27/2012 —�1 of 1 Quotation duadKno--. Payment,..,... Termoofdekvery'-- Size Color .uwhhe —�12/812011 —�Ne3O —�owhha Supplier Pays Freight Quantity Unit Unit price 21.00 EA 21.00 EA This Quotation issubject toany applicable sales tax and shipping & handling charges that may apply. Notes: Quote for Lake Elmo Fire Dept. Globe OXTREME Coat, Gemini P8|Matrix Black Outer Shell, Caldura SL2 Thermal Liner, Stedair 3000 Moisture Barrier, Reflexite High Vis Trim, Lettering "LAKE ELMO" Position "C", "FIRE" Position "E", "LAST NAME" Hanging Letter Patch in Reflexite L/Y, Std Zipper in Velcro Out Closure, Std 2x8x8 Semi Expansion Pockets w/Kevlar Handwan-ner, Flashlight Snap & Strap Holder, 13PC Radio Pocket w/Antenna Notch, Self Material Mic Tab On Closure Mid Chest Level, "D" Ring Below and Behind Side Pockets, Nomex Hand and Wrist Guard, Embroidered American Flag on Right Shoulder, Dragonhide Reinforcements on Cuffs, Globe Globe GXTREW1E Pont, Gemini P8| N\edhx Black Outer Shell, Co|dumSL2Thermal Liner, Stedur3DO0Moisture Barrier, Re8exitm3' Triple Trim Down Leg and Around Cuff, ShdZipper >nVelcro Out Closure w/8a|t.Std2x1Ox1DFull Bellow Pockets, StdH'BaukRip-Cord Suspenders, DnaganhideReinforcements unCuffs and Knees and Sd)izon*Padded Knees. Sales balance 42,388.08 Total discount 0.00 1,215.00 S&H Sales tax Total 803,48 Amount 25.515�OO 16,87108 All returns must bmprocessed within 30days ofreceipt and require areturn authorization number and are subject Uoarestocking fee. Orr: Or trrfr. ELErirL 0 'VC r rr. DATE: 5-1-2012 REGULAR ITEM #: 10 MOTION / S$ Fiscal Impact AGENDA ITEM: Council Discussion of Economic Development Authority (EDA) SUBMITTED BY: Dean Zuleger, City Administrator THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Dean Zuleger, City Administrator SUMMARY AND ACTION REQUESTED: Preliminary discussion of Lake Elmo's interest in forming an Economic Development Authority as established by Minnesota State Statutes (MN State Statutes 469.090-469.1082) FISCAL IMPACT: Possible Bonding Obligations & Financial Incentives through EDA Creation BACKGROUND INFORMATION: At the April 20-21, 2012 Council -Staff Retreat one of the strategic goals identified as a priority was the establishment of an Economic Development Authority as means of identifying growth strategies in the area of land acquisition, incentive financing, and redevelopment. Minnesota State Statutes Chapter 469 defines authority and powers granted to an EDA and purposes thereof. Specifically, MN SS 469.101 defines twenty- three subdivisions or powers granted to a statutorily established EDA (see attached). For purposes of discussion, the powers and scope of an EDA need to be properly vetted to determine if it is fiscally prudent or necessary to create an EDA. The Council last visited this issue in June of 2009 (see attached) — this information is being provided under the old adage "that you can't know where you are going if you don't know where you have been". STAFF REPORT: In a review of the statutes relating to economic development re- development, the creation of an EDA allows the most flexibility to effectively respond to the variability of growth the Lake Elmo may be likely to experience, however under 469.101 (1) there is a provision that notes that District boundaries must he contiguous. This seems to indicate that the City of Lake Elmo may need to declare the entire jurisdictional boundary of the City as the EDA district. In addition, there are a variety of codified "development" districts under Chapter 469 that the City may avail itself of that may he more appropriate for specific growth. For instance, there are TIF Districts (469.174) that can be customized by length of service / type, Targeted Community Revitalization Programs (469.201), Area Development -- page 1 -- City Council Meeting May 1, 2012 Regular Agenda Item 4 10 programs ($69.109) and other general programs granted by the State of Minnesota and administered by DEED. RECOMMENDATION: For the purpose of Council, staff recommends a review and discussion of the attached "Powers" subdivision of ss 469.101 as a jumping off point for determining the form and function in the establishment of wither a formal or ad hoc economic development advisory board to aid the City in its ongoing "sustainable growth" planning. AT the Council meeting staff will give a quick overview of the various options available beyond the EDA for consideration. Staff also suggests that Council review the following attachments in the sequential order presented for context. SUGGESTED ORDER OF BUSINESS (IF REMOVED FROM CONSENT AGENDA: Introduction of Item ..... ....... ...... ...... ....... City Administrator Report/Presentation ...... . ..... ...... .. City Administrator 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 Planning Commission Date: 6/8/09 Economic Development Recommendations Business Item Item'. 5a ITEM: Request 0oDevelop Recommendations onCity Activities for Economic Development Activities SUBk8|||EDBY: Kyle K|at1Planning Director REVIEWED BY: Ka|iMatzek.City Planner Craig Dawson, Interim City Administrator SUMMARY AND ACTION REQUESTED: The City Council has asked the Planning Commission to develop recommendations regarding the types of activity the City might begin to undertake in terms of economic development. Specifically, the Council adopted amotion asfollows: 1) Motion todirect the Planning Commission to identify what activities the City should undertake in terms of economic development and to identify what commercial uses and standards for sustainable commercial development should bopermitted inthe City. |norder k)help the Commission provide aresponse back tothe Council, Staff will bn suggestingsome of the issues that the City will may need to address in the future related to economic development, but will first provide a brief overview of why economic development could be relevant to Lake Elmo, The term economic development is used to describe many different activities within a city;huwever, his most commonly associated with an entity whose mission is the attraction and retention of good jobs within acommunity. Beyond this basic function, economic development can also be used to describe efforts to improve the business climate in a community, work to enhance the appearance of commercial areas, the undertaking of redevelopment activities, the promotion and marketing of an area or region, and other activities that support business activity. There are many different models that cities and other governmental agencies have used to formalize economic development activities within a community, which often includes the establishment of an economic development authority. From anorganizational perspective, an economic development board can be staffed by a separate entity or combined with other functions, and is most commonly associated with a planning or community development department. The City CounnU, as part of recent discussion on economic development, has asked for feedback from the Planning Commission regarding the activities that the City should be undertaking with regards to economic development. In reviewing the City's long range planning efforts, there are several planning documents would be appropriate to reference when discussing economic development, including: 1) The Comprehensive Plan and future land use map. TheCity'long range plan for the area south Of 10" Street devotes a large area near the intersection of Manning Avenue and Interstate 94 for future use as a business park with an employment density of 40 employees per acre, The Plan also makes reference to the Memo of Understanding between the City and the Metropolitan Council in which the City has agreed to provide sewer service for 14,000 employees within the community (1`400 total employment REC units), The bulk of these employment REC'a would be located within the new business park. 2\ The Village Area Master Plan, One of the guiding principles in the Village Master Plan was the preservation of the existing downtown and the mix of residential and commercial uses that current exist. The Plan also calls for new mixed -use development and other public/semi public development with the intention of creating a central core around which residential uses would be located, There are many existing businesses within the Village that provide services and jobs for the residents ofLake Elmo. 3) Planned Developments �Eagle Point, Prairie Ridge, and other existing commercial areas. |n addition to Eagle Point Business Park, there are several other existing commercial areas within the City that are zoned for commercial, office parks, or limited commercial development. Within thane areas there is either an existing base of office, retail, and other commercial development or there are existing buildings and parcels that have yet been occupied bye business entity. Future uses within these developments will need to conform to the standards of the City's land use 4) Agriculture and agricultural sales. Asanelement ofLake Bmo'orural character, there are many existing farms and retail agriculture operations thatoontribute tothe overall character nfthe City. These uses provide services and products (a to a lesser extent jobs) to the residents of Lake 5\ business uses. There are several business in the community that are non- conforming with regards tVthe Cit/szoning regulations and future |andusep|anning. Many of these sites are slated for redevelopment into o different use at some point inthe future, Many communities have developed a specific section in their comprehensive plans that focus on economic development. For instance, the City of Stillwater has prepared a plan that contains the City's goals and objectives for economic development, describes the economic background of the community (information on emp|nyeeo, the workforce, income and other wahab|ea), and a summary ufthe development tools available to promote the City'n objectives. One of the ultimate goals behind the creation of an economic development entity in e community is to help maintain the quality of life in a place while maintaining a diverse and vibrant economy. RECOMMENDED DISCUSSION TOPICS: Based partially on the above discussions concerning Lake Elmo's long range plans, the Planning Commission should consider the issues that will need to be addressed in the future that likely fall under the definition ofeconomic development, The intent ofthe list below iatphelp the Commission begin thinking about the issues that will need to be considered by the City as it works towards implementation of its Comprehensive Plan, Some of the issues that Staff has identified include the following (please note that these issues are being phrased in a way that provides a response to the Council's initial request for the types ofactivities the City might begin houndertakm): 1) Creating aneconomic development plan aoacomponent ofthe Comprehensive Plan. 2) Determining the types of business that will be appropriate for Lake Elmo and that are most compatible with the City'o objectives of maintaining its rural character. 3> Identifying where commercial activity should take place within the parameters of the future land use plan and where this activity would be most beneficial to the residents of the community. 4) Establishing the role that natoi| will play in the City'n business eroaa, and how to help promote the retention and/or creation of retail activity that will serve the needs of residents. G) Figuring out how to provide services to businesses in the most efficient manner possible. G) Addressing whether or not the City should be actively promoting the community and attracting businesses into the community. 7) Maintaining the character of the Village Area, including the mix of residential and commercial uses that presently exist, 8) Meeting the needs ofthe residents that live and employees that work inthe City ofLake Elmo, |/e. providing services to support these people. Q) Conducting market studies to help determine what types of business activities could be supported by the community. 10) Helping the City Council develop on action plan to accomplish the objectives for employment by 2030 as stated in the Comprehensive Plan, 11) Promoting the preservation of rural/agricultural economy and the City'a connections to its rural 12) Assisting with efforts to encourage alternative modes of transportation to ensure residentsand businesses are not unduly burdened by long commutes and traffic problems. 13) Acting as an agent for the acquisition and development of property for public purposes, including the planned community center within the Village area. 14) Providing financing options for the City and private entities to accomplish the goals and objectives that have been established for commercial areas. 15)Helping the City develop areas with "high density" jobs with anemployment base nf4O employees per area in the planned business park at the intersection of Manning Avenue and Interstate 04, 16) Working within a revised organizational chart that incorporates the broader function of community development into the City's structure. 17) Developing a master plan for the 1-94 business park. The second part of the Council's request of the Planning Commission is to consider what commercial uses and standards for sustainable commercial development should be permitted in the City. Some suggested standards are listed below for discussion bythe Commission: 1) Projects should follow sustainable development practices: a. Buildings should bedesigned for long-term use. b. New structures should minimize their environmental footprint. 2) New buildings should embrace LEED standards. 3) Natural materials should be given preference hzalternative designs, 4) Buildings should reflect Lake Bmo's rural character. 5) Access management should beused 0ominimize traffic impacts, G) Businesses should be promoted that achieve a high level of employment density, 7) Commercial activities should becompatible with surrounding land uses. 8) Mixed -use development should bepromoted inthe Village area. 8) Commercial uses and buildings that cater toautomobile traffic alone inthe Village area should be discouraged. 10) Form -based zoning is preferable hzstandard ordinances that only specify minimum requirements. 11) Existing architecture and design should be considered within new development. The intent ofthe two lists above is tohelp the Planning Commission begin tnformulate aresponse tothe Counci|'srequest and hoprovide some direction for additional discussion edthe meeting. |tisexpected that there will be ongoing discussions on this Vzpic, and that this matter will likely come back hothe Planning Commission before any comments from the Commission are passed on to the City Council. ADDITIONAL INFORMATION: The draft version of Stillwater's draft economic development plan is attached for review by the Planning Commission. There are obvious differences between Stillwater and Lake Elmo, therefore this plan in intended only to give the Commission a better idea of what other communities have been doing with regards Voeconomic development. Staff isrecommending that the Planning Commission review the information that has been provided 8o the Commission and to begin working towards a response to the City Council's request, ATTACHMENTS: 1. City ofStillwater Economic Development Plan (draft version) ORDER OFBUSINESS: Introduction and Presentation by ............ Kyle K]o8,Planning Director Questions from the Commission_ ... ___ ............ —.... Chair & Commission Members PlanningCQmmissionDiscuooion-------------------ChairFoc|hotea Action by the Planning Commission ... ............... —..... Chair&Commission Members ECONOMIC DEVELOPMENT ACTVIES AND STANDARDS PLANNING COMMISSION REVIEW —7/13/09 RECOMMENDED DISCUSSION TOPICS: Based partially on discussions concerning Lake Elmo's long range plans, the Planning Commission has considered the issues that will need to be addressed in the future that likely fall under the definition ofeconomic development. The intent ofthe list below \a0ohelp the City Council begin thinking about the issues that will need to be considered as the City works towards implementation ofits Comprehensive Plan. Some ofthe issues that have been identified bythe Planning Commission include the following (please note that these issues are being phrased in a way that provides a response to the Council's initial request for the types of activities the City might begin Voundertake): 1) Creating aneconomic development plan asa component ofthe Comprehensive Plan. 2) Establishing a business advisory board that would be responsible for promoting business relations, ,etantipn, expansion, rwcruitn,ent, and other activities commonly associated with economic development. 3) Determining the types of business that will be appropriate for Lake Elmo and that are most compatible with the City's objectives of maintaining its rural character, 4) Identifying where commercial activity should take place within the parameters of the future land use plan and where this activity would be most beneficial to the residentsof the community. 5\ Establishing the role that retail will play inthe City'ubusiness areas, and how to help promote the retention and/or creation of retail activity that will serve the needs of residents. 8) Figuring out how toprovide services bobusinesneainthemucteffidentmonnerpoonib|e. 7) Addressing whether ornot the City should be actively promoting the community and attracting businesses and residents into the community. 8) Maintaining the character of the Village Area, including the mix of residential and commercial uses that presently exist, 0) Meeting the needs ofthe residents that live and employees that work inthe City ofLake Elmo, i.e. providing services to support these people. 1O)Conducting market studies tnhelp determine what types ofbusiness activities could be supported bythe community. 11) Helping the City Council develop an action plan to accomplish the objectives for employment by 2030 as stated in the Comprehensive Plan. 12) Promoting the preservation of a rural/agricultural economy and the City's connections to its rural heritage. 13) Assisting with efforts to encourage alternative modes of transportation to ensure residents and businesses are not unduly burdened bylong commutes and traffic problems. 14) Acting as an agent for the acquisition and development of property for public purposes, including the planned community center within the Village area. 15) Providing financing options for the City and private entities to accomplish the goals and objectives that have been established for commercial areas. 1G\Helping the City develop areas with "high density" jobs with anemployment base of4O employees per acre inthe planned business park st the intersection ofManninQAvenum and |nterstateD4. 17) Working within a revised organizational chart that incorporates the broader function of community development into the City's structure, 10Developing amaster plan for the|'94 business park. 19) Preserving the existing tam base and employment inthe community by retaining existing businesses and/or attracting new businesses to replace those that have 20) Putting the City in a position to take advantage mfopportunities for park and ride and other mass transit improvements that could benefit Lake Elmo, 21\ Promoting legislation that will provide tan advantages to businesses locating in Lake Elmo and that will help minimize the loss of business to surrounding states. 22) Developing support for m community focal point and supporting Lake Elmo as a destination for residents and businesses. 23)Advertising Lake E]nmo'aassets bopromote the businesses that the community would like to attract, 34) Determining appropriate measures to help ensure that the City is being inclusive rather than exclusive. 25) Helping to develop a vision for the community and those activities necessary to distinguish Lake Elmo from other places. 26) Identifying industries and development activity that could set Lake Bnnm apart from other communities, i.e. the promotion of green development and buildings. 27) Establishing what role the arts orother amenities might play in strengthening the employment base and opportunities in the community, 28) Analyzing the results of the 2010 Census to help determine how the community has changed and what needs tobodone tomeet the current residents' and business' needs. 29) Studying the potential impacts associated with the intensification of agricultural uses and how to manage and promote appropriate uses. 30) Defining what "sustainable development" means to the community and developing standards for sustainable businesses. 31} Considering the roNevvatermhented development and recreation activities can play 32) Discussing issues that are affecting current businesses inthe community and acting as a resource to encourage cooperation among these businesses. The second part of the Council's request of the Planning Commission is to consider what commercial uses and standards for sustainable commercial development should be permitted in the City. Some suggested standards are listed below: 1) Projects should follow sustainable development practices: a. Buildings should bedesigned for long-term use. b. New structures should minimize their environmental footprint. 2) New buildings should embrace LEEDstandards. 3> Natural materials should be given preference to alternative designs. 4) Buildings should reflect Lake E|mo'nrural character. 5) Access management should be used to minimize traffic impacts. S) Businesses should be promoted that achieve o high level ofemployment density. 7) Commercial activities should becompatible with surrounding land uses. 8) Mixed -use development should bepromoted inthe Village area. 9) Commercial uses and buildings that cater toautomobile traffic alone in the Village area should be discouraged. 10) Form -based zoning is preferable tostandard ordinances that only specify minimum requirements. 11) Existing architecture and design should be considered within new development. 469.101, 2011 Minnesota Statutes Page 1 of 4 2011 Minnesota Statutes 469.101 POWERS. Subdivision 1. Establishment. An economic development authority may create and define the boundaries of economic development districts at any place or places within the city, except that the district boundaries must be contiguous, and may use the powers granted in sections 469.090 to 469.108 to carry out its purposes. First the authority must hold a public hearing on the matter. At least ten days before the hearing, the authority shall publish notice of the hearing in a daily newspaper of general circulation in the city. Also, the authority shall find that an economic development district is proper and desirable to establish and develop within the city. Subd. 2. Acquire property. The economic development authority may acquire by lease, purchase. gift, devise, or condemnation proceedings the needed right, title, and interest in property to create economic development districts. It shall pay for the property out of money it receives under sections 469.090 to 469.108. It may hold and dispose of the property subject to the limits and conditions in sections 469.090 to 469.108. The title to property acquired by condemnation or purchase must be in fee simple, absolute. The authority may accept an interest in property acquired in another way subject to any condition of the grantor or donor. The condition must be consistent with the proper use of the property under sections 469.090 to 469.108. Property acquired, owned, leased, controlled, used, or occupied by the authority for any of the purposes of this section is for public governmental and municipal purposes and is exempt from taxation by the state or by its political subdivisions, except to the extent that the property is subject to the sales and use tax under chapter 297A. The exemption applies only while the authority holds property for its own purpose. The exemption is subject to the provisions of section 272.02, subdivision 39. When the property is sold it becomes subject to taxation. Subd. 3. Options. The economic development authority may sign options to purchase, sell, or lease property. Subd. 4. Eminent domain. The economic development authority may exercise the power of eminent domain under chapter 117, or under its city's charter to acquire property it is authorized to acquire by condemnation. The authority may acquire in this way property acquired by its owner by eminent domain or property alreadydevoted to a public use only if its city's council approves. The authority may take possession of property to be condemned after it files a petition in condemnation proceedings describing he property. The authority may abandon the condemnation before taking possession. Subd. 5. Contracts. The economic development authority may make contracts for the purpose of economic development within the powers given it in sections 469.090 to 469.108. The authority may contract or arrange with the federal government, or any of its departments, with persons. public corporations, the state. or any of its political subdivisions, commissions. or agencies, for separate or joint action. on any matter related to using the authority's powers or performing its duties. The authority may contract to purchase and sell real and personal property. An obligation or expense must not be incurred unless existing appropriations together with the reasonably expected revenue of the authority from other sources are sufficient to discharge the obligation or pay the expense when due. The state and its municipal subdivisions are not liable on the obligations. littps://www.revisor.rnn.aov/sta u s/?id=469.101 4/25/2012 469.101. 2011 Minnesota Statutes Page 2 of 4 Subd. 5a. Construction contracts. For all contracts for construction. alteration, repair, or maintenance work, the authority may award contracts to the vendor offering the best value. and "best value" shall be defined and applied as set forth in sections 16C.02, subdivision 4a, and 16C.28, subdivision 1. paragraph (a), clause (2), and paragraph (c). Alternatively, the authority may award all contracts for construction, alteration, repair, or maintenance work to the lowest responsible bidder, reserving the right to reject any or all bids. Subd. 6. Limited partner. The economic development authority may be a limited partner in a partnership whose purpose is consistent with the authority's purpose. Subd. 7. Rights; easements. The economic development authority may acquire rights or an easement for a term of years or perpetually for development of an economic development district. Subd. 8. Supplies; materials. The economic development authority may buy the supplies and materials it needs to carry out this section. Subd. 9. Receive public property. The economic development authority may accept land, money, or other assistance, whether by gift, loan or otherwise. in any form from the federal or state government, or an agency of either, or a local subdivision of state government to carry out sections 469.090 to 469.108 and to acquire and develop an economic development district and its facilities under this section. Subd. 10. Development district authority. The economic development authority may sell or lease land held by it for economic development in economic development districts. The authority may acquire, sell. or lease single or multiple tracts of land regardless of size, to be developed as a part of the economic development of the district under sections 469.090 to 469.108. Subd. 11. Foreign trade zone. The economic development authority may apply to the board defined in United States Code, title 19, section 81a, for the right to use the powers provided in United States Code, title 19, sections 81a to 81u. If the right is granted, the authority may use the powers. One authority may apply with another authority. Subd. 12. Relation to other redevelopment powers. The economic development authority may exercise powers and duties of a redevelopment agency under sections 469.152 to 469.165. for a purpose in sections 469.001 to 469.047 or 469.090 to 469.108. The authority may also use the powers and duties in sections 469.001 to 469.047 and 469.090 to 469.108 for a purpose in sections 469.152 to 469.165. Subd. 13. Public facilities. The authority may operate and maintain a public parking facility or other public facility to promote development in an economic development district. Subd. 14. Government agent. An economic development authority may cooperate with or act as agent for the federal or the state government, or a state public body, or an agency or instrumentality of a government or a public body to carry out sections 469.090 to 469.108 or any other related federal, state, or local law in the area of economic development district improvement. Subd. 15. Studies, analysis, research. An authority may study and analyze economic development needs in the city, and ways to meet the needs. An authority may study the desirable patterns for land use for economic development and community growth and other factors affecting local economic development in the city and make the result of the studies available to the public littps://www.revisor. sta ut /?id=469.101 4/25/2012 469.101, 2011 Minnesota Statutes Page 3 of 4 and to industry in general. An authority may engage in research and disseminate information on economic development within the city. Subd. 16. Public relations. To further an authorized purpose, an authority may (1) join an official. industrial, commercial, or trade association, or another organization concerned with the purpose. (2) have a reception of officials who may contribute to advancing the city and its economic development. and (3) carry out other public relations activities to promote the city and its economic development. Activities under this subdivision have a public purpose. Subd. 17. Accept public land. An authority may accept conveyances of land from all other public agencies, commissions. or other units of E,,overnment. if the land can be properly used by the authority in an economic development district, to carry out the purposes of sections 469.090 to 469.108. Subd. 18. Economic development. An authority may carry out the law on economic development districts to develop and improve the lands in an economic development district to make it suitable and available for economic development uses and purposes. An authority may fill. grade, and protect the property and do anything necessary and expedient, after acquiring the property, to make it suitable and attractive as a tract for economic development. An authority may lease some or all of its lands or property and may set up local improvement districts in all or part of an economic development district. Subd. 19. Loans in anticipation of bonds. After authorizing bonds under sections 469.102 and 469.103, an authority may borrow to provide money immediately required for the bond purpose. The loans must not exceed the amount of the bonds. The authority shall by resolution decide the terms of the loans. The loans must be evidenced by negotiable notes due in not more than 12 months from the date of the loan payable to the order of the lender or to bearer, to be repaid with interest from the proceeds of the bonds when the bonds are issued and delivered to the bond purchasers. The loan must not be obtained from any commissioner of the authority or from any corporation, association, or other institution of which an authority commissioner is a stockholder or officer. Subd. 20. Use of proceeds. The proceeds of obligations issued by an authority under section 469.103 and temporary loans obtained under subdivision 19 may be used to make or purchase loans for economic development facilities that the authority believes will require financing. To make or purchase the loans, the authority may enter into loan and related agreements, both before and after issuing the obligations, with persons, firms, public or private corporations, federal or state agencies. and governmental units under terms and conditions the authority considers appropriate. A governmental unit in the state may apply, contract for, and receive the loans. Chapter 475 does not apply to the loans. Subd. 21.[Repealed, 2000 c 490 art 11 s 44] Subd. 22. Secondary market. An authority may sell. at private or public sale, at the price or prices determined by the authority, any note, mortP„age, lease. sublease, lease purchase. or other instrument or obligation evidencing or securing a loan made for the purpose of economic development. job creation. redevelopment, or community revitalization by a public agency to a business. for -profit or nonprofit organization, or an individual. lattps://www.revisor.mn.gov/statutes/?id=469.101 4/25/2()1 2 469.101, 2011 Minnesota Statutes Page 4 of 4 Subd. 23. Supplying small business capital. Notwithstanding any contrary law, the authority may participate with public or private corporations or other entities, whose purpose is to provide seed or venture capital to small businesses that have facilities located or to be located in the district. For that purpose the authority may use not more than ten percent of available annual net income or $1,000,000 annually. whichever is less. to invest in equities or acquire equity -type investments. These investments can be made directly in eligible corporations or entities or acquired through participation in a public or private seed or venture capital fund. The participation by the authority may not exceed in any year 25 percent of the total amount of funds provided for venture or seed capital purposes by all of the participants. The corporation. entity, or fund shall report in writing each six months to the commissioners of the authority all investments and other action taken by it since the last report. Funds contributed to the corporation or entity must be invested pro rata with each contributor of capital taking proportional risks on each investment. As used in this subdivision, the term "small business" has the meaning given it in section 645.445, subdivision 2. History: 1987 c 291 s 102; 1988 c 580 s 5: 1991 c 295 s 2: 1992 c 363 art 1 s 13: 2000 c 418 art 2 s 7.- 2006 c 214 s 20.- 2007 c 148 art 3 s 30: 2010 c 389 art 7 s 5 haps://Www.revisor.mn.gov/statutes/?id=-469.101 4/25/2012 / 6.,===itIVICA611 DATE: 5/1/12 REGULAR ITEM #: 11 MOTION AGENDA ITEM: Authorization to Purchase Landscape Material for MnDOT Landscape Partnership Program Planting SUBMITTED BY: Nick M. Johnson, Interim City Planner THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Kyle Klatt, Planning Director SUMMARY AND ACTION REQUESTED: The City Council is asked to authorize staff to purchase landscape material for the MnDOT Landscape Partnership Program planting project. At the time this report was written, four companies had submitted pricing. Of the four received, Staff is recommending Abrahamson Nursery be used for this project as they submitted all the necessary pricing and was the only company to provide pricing for a two year warrantee. The recommended motion to act on this is as follows: "Move to direct staff to purchase material from Abrahamson Nursety with a two year warrantee for the MnDOT Landscaping Projects this spring." _BACKGROUND INFORMATION: The MnDOT Community Landscaping Partnership Program provides a venue through which cities, residents, and the State work together on landscaping- projects to beautify highway rights -of -way. The grant funds cover costs related to the purchase of landscaping materials while the City staff' and community residents provide the manual labor. The City has utilized this same grant program to beautify areas along State Highway 5 on four previous occasions. The proposed project is located along HWY-5 in the \Tillage Area from just West of Laverne Ave. N. to the East of 39th St. N. The plantings are scheduled to be completed on Saturday. June 2nd from 9:00am to 1:00pm through the help of resident volunteers. -- page 1 -- City Council Meeting .4tithori=c Purchase o/Landscape Material 5-1-12 Regular Agenda Item # 11 STAFF REPORT: According to contract 01029, the agreement entered with MnDOT, landscaping materials purchased by the City up to the amount of $18,200 shall be reimbursed. In order to obtain quotes for the materials, pricing was requested from five companies - four of which responded prior to the writing of this report. Vendors were requested to provide pricing for material meeting MnDOT specifications, to specify pricing with and without a warrantee if offered, and to identify if a delivery fee is applicable as well. The following summarizes the information received: Abrahamson Ar111-Serr - 817,016.00 with a 2 year warrantee. Bachman YVholesale - 815.10155 without a warrantee. Bailey Nurseries - $10,493.22 without a warrantee; delivery cost not included; and limited availability of some trees in 20Ct. size. Buell Landscape Center - 813,458.69 with one year warrantee on trees: not including $75/load delivery fee; not including mulch or compost; and missing 15 crabapple trees and 2 maple trees. Abrahamson Nursery was the only submission received that provided a dollar amount for each of the items requested without a change of container size or omitting something from the requested list of materials. The total amount priced by Abrahamson Nursery is $17,016.00 with a two year warrantee on all the landscape material. Staff is recommending accepting the proposal by Abrahamson nursery with the warranty. Abrahamson nursery had a competitive and complete price provided and it was the only complete submission based on the materials and sizes identified in the project. lf the warranty is also secured, the pricing still falls well below the $18,200 cost limit identified in the grant agreement for this project. A warranty was acquired through this grant on the material used in the 2011 planting project. This was found to be useful as some trees have died and will he replaced by Abrahamson Nursery this spring/summer. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council authorize staff to purchase material from Abrahamson Nursery by undertaking the following action "Move to direct staff to purchase material from Abrahamson Nursery with a two year warrantee for the MnDOT Landscaping Projects this spring." Alternatively. the City Council may choose a different company should a wan-antee be considered unnecessary. If this option is chosen, staff will need to confirm with MnDOT that the alterations made by the other companies still meet the required MnDOT specifications. -- pave 2 -- City Council Meetintt Authorise Purchase qf Landscape Material 5-1-12 Regular Agenda Item ATTACHMENTS: None SUGGESTED ORDER OF BUSINESS: Introduction of Item . Report/Presentation ...... ....... Questions from Council to Staff Public Input. if Appropriate . Call for Motion .................... ...... Discussion ....... ............. .......... .... Action on Motion....................... ........... ......................... ....... CityAdministrator .......... ...... .......... Kyle Klatt, Planning Director .................... ............... ......... Mayor Facilitates ....... ..... . ..... ......................... Mayor Facilitates .................... .............. Mayor & City Council .. ............ ............ Mayor & City Council ............. ..... . ....... ....... Mayor Facilitates