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HomeMy WebLinkAbout05-15-12 CCMPCity of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 City Council Meeting May 15, 2012 7:00 p.m. 6:30 P.M. - PARKS COMMISSION INTERVIEW 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 doing its public business.) ACCEPT MINUTES: 1. Accept May 1, 2012, City Council minutes H. PUBLIC COMMENTS/INQUIRIES: In order to be sure that anyone wishing to speak to the City Council is treated the same way, meeting attendees wishing to address the City Council on any items NOT on the regular agenda may speak for up to three minutes.) 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. Temporary Liquor License — Go Commando 4. Special Event — Go Commando Adventure Race/Team Ortho Foundation 5. City Hall Facilities Improvement 6. Affirm Hiring of Nicholas Johnson as City Planner 7. Authorization to Participate in the Minnesota GreenStep Cities Program K. REGULAR AGENDA: 8. Parks Commission Appointment 9. Oakdale Gun Club Conditional Use Permit Amendment 10, Christ Lutheran Church Septic System Variance for Holding Tanks 11. Adoption of City of Lake Elmo Mission Statement, Vision Statement and Statement of Values per April 2012 Council— Staff Retreat 12. Surface Water Utility Fee Appeal Process / Credit Policy 13. Discussion of Library Financing Adjourn CLOSED MEETING: The City Council will hold a closed meeting regarding real estate negotiations. LAKE ELMU CITY COUNCIL MINUTES DRAFT City of Lake Elmo City Council Minutes May 1, 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, City Clerk Thone, Fire Chief Malmquist, and Finance Director Bendel. APPROVAL OF AGENDA: City Administrator Zuleger asked that a Closed Session be added to the agenda to discuss recent developments with regard to the negotiations for purchase of real estate for the library use. Council Member Emmons asked that Item 6 on the consent agenda be moved to the regular agenda and Council Member Pearson asked that Item 8 on the consent agenda be moved to the regular agenda. MOTION; Council Member Smith moved to approve the May 1, 2012 City Council Agenda as amended. Council Member Pearson seconded the motion. The motion passed 4-0. ACCEPTED MINUTES: The April 17, 2012 City Council Minutes were accepted as amended with one change to the total for the .'inancial disbursements by consensus of the City Council. PUBLIC COMMENTS/INQUIRIES: Greg Stopka, Central Regional Director with the Alliance for Innovation gave a presentation to encourage the City of Lake Elmo to become a member in the organization to transform local government, advance community excellence through leading ideas and emerging practices mainly through webinars and workshops and access to case study results and members worldwide. City Administrator Zuleger added he would forgo his membership in ICMA at $900 annually and put the money towards membership in Alliance for Innovation which would cost $1825 annually and include all employees as he believes this is the best management practice group he has observed for local government and the program allows training with no added travel requirements. Council Member Pearson and Council Member Smith expressed their support for the program. REPORTS: Council Member Emmons reported he recently attended some beneficial sustainability training. Council Member Smith reported the planning for the Lake Elmo Fall Festival on September 8, 2012 will begin this week. Mayor Johnston reported the council/staff retreat was successful. The board of review was completed this past week, he attended the Rasmussen College open house, and the Metro Cities annual meeting where he was re-elected to a three year term on the board of directors. He attended a meeting of the leadership group at the Mahtomedi School District and discussed a Highway 36 Corridor Plan with other cities and made plans to further discuss a united plan. He reported he had meetings regarding the park and rides, met with a Village land owner requesting additional information on future plans for the area and gave the prayer for officials at the Woodbury Prayer Breakfast, LAKE ELMO CITY COUNCIL MINUTES MAY 1, 2012 •(E ELMO CITY COUNCIL MINUTES DRAFT City Administrator Zuleger reported the Red Zone traffic study was completed successfully on Highlands Trail The Red Zone traffic study will move to 30th Street followed by Lake Jane Trail. He stated the draft executive report was submitted by Don Salverda from the retreat and a mission, vision statement and statement of values will be submitted at the next council meeting for approval, He attended along with Council Member Pearson a positive roundtable meeting with 26 local businesses citing excellent open dialogue among the group. Work was continued on the safe route to school traffic calming option and Excel provided a downtown lighting demonstration. He stated the Rotary has funds to provide options for the downtown area. The Ramsey Washington Cable Commission Franchise fund check of over $39k was received this week. City Attorney Snyder stated work is nearing completion on updating Administrative Penalty Fines, He stated a scheduling order in the detachment proceeding was received providing for a January 2013 trial date and some briefing considered for Fall of 2012. City Engineer Griffin reported they are working on the 2012 seal coat project, are progressing on the street improvement project for Demontreville and preparing for the May 8, 2012 workshop on Utilities and Growth. Planning Director Klatt reported they are scheduling meetings with the technical committee and will be meeting with Washington County and the State to talk about transportation improvements for Highway 5 to fit into the Village plan, planning for the special meeting being held on May 7, 2012 which includes two public hearings, the regular planning meeting on May 14, 2012 which will look at the comprehensive plan, and the last meeting which has been rescheduled due to the Memorial Day holiday and will be held on May 30, 2012 and Eco- Check will be giving a presentation on community treatment systems. Finance Director Bendel reported the audit had been re -scheduled for the week of May r, followed by the VVorkers Compensation audit the following week, the budget process will begin in early June and work or updating the financial content of the website is underway. CONSENT AGENDA: MOTION: Council Member Pearson moved to approve the Consent Agenda, removing items: Item 6 and Item 8 for further discussion and review. Council Member Emmons seconded the motion. The motion passed 4-0. 2) Approve Payment of Disbursements and Payroll in the amount of $111, 837.61 3) Approve Year End Fund Closing Transfers 4) 2012 Seal Coat Project: Approval of Plans and Specification 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 Parking Lot Improvements and Add to 2012 Street Improvement Project 7) Designation of South Washington County Watershed District as the LGU for Administering the Wetlands Conversation Act. 8) Approve Budget Adjustment/Designation and Donation for Maintenance of Historic District 12 School House ITEM 6: DEMONTREVILLE PARK AND WILDLIFE AREA — APPROVE PARKING LOT IMPROVEMENTS AND ADD TO 2012 STREET IMPROVEMENT PROJECT Council Member Emmons inquired about run-off, and where the water would go and whether there are rain gardens, etc. provided for in this plan. City Engineer Griffin responded there is a rain garden planned for the area for drainage. Council Member Smith added that it would be beneficial for the long range plan for the park to include shade trees and possibly a pavilion. LAKE ELMO CITY COUNCIL MINUTES MAY 1, 2012 LAKE ELM U OTY COUNCIL MINUTES DRAFT MOTION: Council Member Emmons moved to approve Item 6. Council Member Smith seconded the motion, The motion passed 4-0. ITEM 8: APPROVE BUDGET ADJUSTMENT/DESIGNATION AND DONATION FOR MAINTENANCE OF HISTORIC DISTRICT 12 SCHOOL HOUSE Council Member Pearson expressed his hesitation for approving the donation citing with the information available to him at this time, it did not meet his threshold for donations of city funds. Mayor Johnston and Council Member Emmons explained their support for the donation. MOTION: Mayor Johnston moved to approve Item 8. Council Member Emmons seconded the motion, The motion passed 3-1, Council Member Pearson: Nay. REGULAR AGENDA: ITEM 9: PURCHASE OF LAKE ELMO FIRE DEPARTMENT TURNOUT GEAR City Administrator Zuleger explained his support for the purchase of turnout gear for the fire department, citing safety concerns that needed to be addressed. He asked the City Council to approve turnout gear for the fire department to meet current safety standards in the amount of $42,388 (at a forty-two percent discount), funds allocated in the 2011 surplus fund, to purchase 21 sets of firefighter personal protective equipment from Municipal Services, Inc. Fire Chief Malmquist further explained the justification for the purchase and Lake Elmo Firefighters highlighted the turnout gear and the most significant features. MOTION: Council Member Smith moved to approve the Purchase of 21 Sets of Lake Elmo Fire Department Turnout Gear in the Amount of $42, 388 from Municipal Services, Inc. Council Member Pearson seconded the notion. The motion passed 4-0. ITEM 10: COUNCIL DISCUSSION OF ECONOMIC DEVELOPMENT AUTHORITY (EDA) City Administrator Zuleger discussed the city's philosophy with regard to sustainable, planned and balanced growth. He explained four of the five top goals coming out of the retreat were centered on growth, exemplifying mindful and thoughtful growth. He presented the options for the EDA and other development tools and stressed the need to properly clarify and define the parameters of future growth. Mayor Johnston agreed that additional information on this topic would be helpful before making a decision. Council Member Pearson expressed his support for the EDA and development tools and stated this was a step in the right direction in being prepared and changing the perception of the city in a positive manner. Council Member Smith expressed her support for these beneficial development tools to help bring forth the vision for the city discussed at the retreat. Council Member Emmons expressed his support for development tools used mindfully. City Attorney Snyder recommended council advise staff to mock up the EDA documents to gain a better understanding of what an EDA is and does to which council responded in the affirmative. ITEM 11: AUTHORIZATION TO PURCHASE LANDSCAPE MATERIAL FOR MNDOT LANDSCAPE PARTNERSHIP PROGRAM PLANTING City Planner Klatt explained staff was requesting council to authorize the purchase of landscape material for MnDOT Landscape Partnership Program planting project. Staff is recommending the purchase through Abrahamson Nursery in the amount of $17,016 with a two-year warranty. He stated although the bid was not the lowest, it was under the $18,200 reimbursable amount, was the only complete submission and did include the two-year warranty. He reminded everyone to meet on June second in the Lake Elmo Bank parking lot at 9:00 a.m. to be a part of the planting project. LAKE ELMO CITY COUNCIL MINUTES MAY 1, 2012 iKE ELMO CITY COUNCIL MINUTES DRAFT MOTION: Council Member Smith moved to Approve Authorization to Purchase Landscape Material for MnDOT Landscape Partnership Program Planting through Abrahamson Nursery in the amount of $17,016 with a two year warranty. Council Member Pearson seconded the motion. The motion passed 4-0. The regular city council meeting adjourned at 8:43 p.m. to Closed Session to discuss developments, specifically the purchase price with regard to the city's potential purchase of real estate, Present at the Closed Session to discuss developments, specifically the purchase price with regard to the city's potential purchase of real estate were Mayor Johnston, Council Members Emmons, Smith and Pearson, City Attorney Snyder, Finance Director Bendel, City Clerk Thone and City Administrator Zuleger. The closed session adjourned at 9:16 p.m. Resolutions Approved: 2012-17: Resolution Approving the plans and Specifications and Ordering Advertisement for Bids 2012-18: Resolution Approving a County Project within Municipal Corporate Limits 2012-19: Resolution Regarding the Administration of the Wetland Act of 1991 Respectfully submitted by Sandie Thone, City Clerk LAKE ELMO CITY COUNCIL MINUTES MAY 1, 2012 AYOR & COU C CO U CATION DATE: 5/15/2012 CONSENT ITEM #: 2 MOTION as part of Consent Agenda AGENDA ITEM: Approve Disbursements in the Amount of $115,370.67 SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Joan Ziertrnan, Finance Consultant SUMMARY AND ACTION REOUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $115,370.67. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo has fiduciary authority and responsibility to conduct normal business operation. Below is a summary of current claims to be disbursed and paid in accordance with State law and City policies and procedures. Claim # Amount Description ACH $ 6,503.72 PayrollTaxes to IRS 5/3/2012 ACH $ 1,243.79 Payroll Taxes to MN Dept. of Revenue 5/3/2012 ACH $ 4,509.44 Payroll Retirement to PERA 5/3/2012 DD3938 — DD3953 $ 21,522.04 Payroll Dated 5/3/2012 (Direct Deposit) 38358-38360 $ 826.51 Payroll Dated 5/3/2012 (Payroll Paper Checks) 38361-38418 $ 80,105.17 Accounts Payable Dated 5/15/2012 1427-1437 S 660.00 Accounts Payable Dated 5/15/2012 (Library Checks) TOTAL $115,370.67 -- page City Council Meeting Approval of Disbursements May 15, 2012 Consent Agenda Item #2 STAFF REPORT: City staff has complied and reviewed the attached set of claims. All appears to be in order and consistent with City budgetary and fiscal policies and Council direction RECOMMENDATION: It is recommended that the City Council approve as part of the Consent Agenda proposed disbursements in the amount of $115,370.67. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda or a particular claim from this item and further discuss and deliberate prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the May 15, 2012, Disbursements as Presented [and modified] herein." ATTACHMENTS: 1, Accounts Payable Dated 5/15/2012 SUGGESTED ORDER OF BUSINESS (if removed from the Consent Aenda).- - Questions from Council to Staff ...... ......... ..... ......... Mayor Facilitates Call for Motion Mayor & City Council - Discussion .................. ........ ........ ...... ....... ........ Mayor & City Council - Action on Motion.... ............. .......... ...... .......... ..... ......... ..... . ..... Mayor Facilitates -- page 2 -- Accounts Payable To Be Paid Proof List User: joan z Printed: 05/10/2012 - 2:43 PM Batch: 003-05-2012 Invoice # Inv Date ALEXAIR Alex Air Apparatus, Inc 21750 05/09/2012 101-420-2220-44040 Repairs/Maint Eqpt 21750 Total: ALEXAIR Total: Amount Quantity Pmt Date Description Reference Task Type PO ti Close POLine # 43.00 0.00 05/15/2012 Replacement SCBA Waist Strap No 0000 43.00 43.00 ANCOM ANCOM COMMUNICATIONS, INC, 28736 04/05/2012 44.25 0.00 05/15/2012 Pager Part No 0000 101-420-2220-43230 Radio 28736 Total; 44.25 29119 04/05/2012 103.00 0.00 05/15/2012 Replacement Radio Battery No 0000 101-420-2220-43230 Radio 29119 Total: 103.00 ANCOM Total: 147.25 ANIMALHU Animal Humane Society 742 05/03/2012 811.11 0.00 05/15/2012 Animal Impound Fees - 1st Qtr No 0000 101-420-2700-43150 Contract Services 742 Total: 811.11 ANIMALHI) Total: 811.11 ARAM Aramark, Inc. 629-7483804 05/10/2012 101-430-3100-44170 Uniforms 629-7483804 Total: 629-7485678 04/30/2012 101-410-1940-44(110 Repairs/Maint Contractual Bldg 629-7485678 Total: 629-7488796 05/03/2012 101-430-3100-44170 Uniforms 629-7488796 Total: AP - To Be Paid Proof Lis (05/10/12 - 2:43 PM) 22.91 0.00 05/15/2012 Uniforms No 0000 22.91 171.14 0.00 05/15/2012 Linen City Hall No 0000 171.14 22.91 0.00 05/15/2012 Uniforms No 0000 22.91 Page 1 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # ARAM Total: 216.96 RIFFS I3iffs Inc. Multiple 05/02/2012 885.33 0.00 05/15/2012 Portable Restrooms 101-450-5200-44120 Rentals - Buildings Multiple Total: 885.33 MIFFS Total: 885.33 BURBBLAC Burberl Black Dirt, Inc. 13654 05/01/2012 38.48 0.00 05/15/2012 Black Dirt 101-430-3125-42250 Landscaping Materials 13654 Total: 38.48 BURBBLAC Total: 38.48 CARQUEST Car Quest Auto Parts 2055-253372 04/02/2012 101-410-1910-44300 Miscellaneous 2055-253372 Total: 2055-256045 04/30/2012 603-496-9500-44030 Repairs/Maint Not Bldg 2055-256045 Total: CARQUEST Total: 2.96 0.00 05/15/2012 Bulb 2.96 136.23 0.00 05/15/2012 Batteries 06-3 Vac -Excavator 136.23 139.19 CA'1'CO Catco 1-56055 04/26/2012 411,21 0.00 05/15/2012 Muffler Assembly 98-2 101-430-3120-42210 Equipment Parts 1-56055 Total: 411.21 CATCO Total: 411.21 CDW CDW Government Inc. J549877 04/18/2012 22.51 0.00 05/15/2012 Wireless Mouse for Notebook 410-480-8000-45700 Office Equipment & Furnishings 1549877 Total: 22.51 CDW Total: 22.51 COMCAST COMCAST 04272012 04/27/2012 7.90 0.00 05/15/2012 Monthly Service 101-420-2220-44300 Miscellaneous 04272012 Total: 7.90 AP - To 13e Paid Proof List (05/10/12 - 2:43 PM) No 0000 No No 0000 No 0000 No 0000 No 0000 No 0000 Page 2 Invoice ti Inv Date Amount Quantity Pmt Date v.,cription Reference Task Type PO # Close POLine # .1.124Mxibmi COMCAST Total: 7.90 COMPENSA Compensation Consultants, Ltd May 2012 05/10/2012 40.00 0.00 05/15/2012 Monthly FSA Admin Fee May 2012 No 0000 101-410-1320-44300 Miscellaneous May 2012 Total: 40.00 COMPENSA Total: 40.00 COVERALL Coverall of The Twin Cities 7070177715 05/31/2012 101-410-1940-44010 Repairs/Maint Contractual Bldg 7070177715 Total: COVERALL Total: 321,38 0,00 05/15/2012 Cleaning City Hall & Annex No 0000 321.38 321.38 CTYBLOOM City of Bloomington April 2012 04/30/2012 40.00 0.00 05/15/2012 Lab Bacteria Tests No 0000 601-494-9400-42270 Utility System Maintenance April 2012 Total: 40.00 CTYBLOOM Total: 40.00 CTYOAKDA City of Oakdale 201205083176 05/08/2012 29.00 0.00 05/15/2012 Oil Change, CV2 No 0000 101-420-2220-44040 Repairs/Maint Eqpt 201205083176 Total: 29,00 CTYOAKDA Total: 29.00 CTYROSEV City of Roseville 216009 05/01/2012 1,652.08 0.00 05/15/2012 Monthly IT Services May 2012 No 0000 101-410-1450-43180 information Technology/Web 216009 Total: 1,652,08 CTYROSEV Total: 1,652.08 CUMMINGS Cummings Mary Jo 05/10/12 05/10/2012 206-450-5300-43150 Contract Services 05/10/12 Total: CUMMINGS Total: AP - To Be Paid Proof List (05/10/12 - 2:43 PM) 1,800.00 0.00 05/15/2012 Library Consultant - 4/24-5/3/12 No 0000 1,800 00 1,800,00 Page 3 Invoice # Inv Date EMERGAPP Emergency Apparatus Maint, INC 61583 04/24/2012 101-420-2220-44040 Repairs/Maint Eqpt 61583 Total: EMERGAPP Total: Amount Quantity Pmt Date Description Reference Task Type PO 14 Close POLine 117.00 0.00 05/15/2012 Repair Parts for deck gun - El No 0000 117,00 117,00 ENVENTIS ENVENTIS 738507 05/01/2012 568.53 0,00 05/15/2012 Telephone/Data Service -City Hall 5/12 - No 0000 101-410-1940-43210 Telephone 738507 05/01/2012 444.13 0,00 05/15/2012 Telephone/Data Service-PW 5/12 No OW" 101-430-3100-43210 Telephone 738507 Total: 1,012,66 ENVENTIS Total: 1,012,66 FINANCE Finance and Commerce 22304635 05/08/2012 208.29 0.00 05/15/2012 Publication for bids for 2012 Seal Coat No 0000 101-410-1450-43510 Public Notices 22304635 Total: 208.29 FINANCE Total: 208,29 FIORILLO Fiorillo Megan 05/07/2012 05/07/2012 55.00 0,00 05/15/2012 Planning Commission 5/7/12 No 0000 101-410-1450-43620 Cable Operations 05/07/2012 Total: 55.00 FIORILLO Total: 55.00 HAGBERGS Hagbergs Country Market 04/25/2012 04/25/2012 21.45 0.00 05/15/2012 Misc Supplies No 0000 101-410-1320-44300 Miscellaneous 04/25/2012 Total: 21.45 HAGBERGS Total: 21.45 HAMMONDC Hammond Community Library 04/27/2012 04/27/2012 206-450-5300-45800 Other Equipment 04/27/2012 Total: HAMMONDC Total: AP - To Be Paid Proof List (05/10/12 - 2:43 PM) 100.00 0,00 05/15/2012 Shelving 100.00 100.00 No 0000 Page 4 Invoice # Inv Date Amount Quantity Pmt Date I, —cription Reference Task Type PO # CIo POLine # KDV Kern DcWenter Vicre Ltd 147118 04/27/2012 5,265.00 0.00 05/15/2012 Financial Services April 2012 No 0000 101-410-1520-43150 Contract Services 147118 Total: 5,265.00 KDV Total: 5,265.00 LEOIL Lake Elmo Oil, Inc. 04/30/2012 04/30/2012 101-420-2220-42120 Fuel, Oil and Fluids (14/30/2012 Total: LEOIL Total: Lillie Newspapers Inc. Lillie Suburban 04/30/12 04/30/2012 101-410-1450-43510 Public Notices 04/30/12 `Fetal: Lillie Total: 112.67 0,00 05/15/2012 Fuel 112.67 112.67 No 0000 26.65 0.00 05/15/2012 Public Hearing Notice 4/25/12 No 0000 26,65 26 65 LINDERSA Linder Sarah 9227532629 04/26/2012 35.33 0,00 05/15/2012 Library Processing Supplies No 0000 206-450-5300-42000 Office Supplies 9227532629 Total: 35.33 LINDERSA Total: 35.33 LINNER Linnet- Electric Company, Inc. 22251 04/24/2012 1,001,00 404-480-8000-45300 Improvements Other Than Bldgs 22251 Total: 1,001.00 LINNER Total: 1,001.00 0.00 05/15/2012 Security Lights in Pebble Park No 0000 MANKATOW Mankato Web Design 107 05/08/2012 3,000.00 0.00 05/15/2012 Website Creation No 0000 101-410-1450-43180 Information Technology/Web 107 Total: 3,000.00 MANKATOW Total: 3,000.00 MARONEYS Maroney's Sanitation, Inc 430214 05/02/2012 101-410-1940-43840 Refuse 108.32 0,00 05/15/2012 Waste Removal - City Hall No 0000 AP - To Be Paid Proof List (05/10/12 - 2:43 PM) Page 5 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLinc 14 430214 05/02/2012 47.68 0.00 05/15/2012 Waste Removal - Fire No 0000 101-420-2220-43840 Refuse 430214 05/02/2012 207,82 0,00 05/15/2012 Waste Removal - Public Works No 0000 101-430-3100-43840 Refuse 430214 05/02/2012 207.82 0.00 05/15/2012 Waste Removal- Parks No 0000 101-450-5200-43840 Refuse 430214 Total: 571.64 MARONEYS Total: 571.64 MARVS Marv's Professsional Tools 248710 05/03/2012 62.46 0.00 05/15/2012 Tools 101-430-3100-42400 Small Tools & Minor Equipment 248710 Total: 62.46 MARVS Total: 62.46 No 000 McPhilli Mike McPhillips Inc 39772 04/19/2012 8,481,26 0.00 05/15/2012 Street Sweeping (Surface Water No 0000 603-496-9500-44010 Street Sweeping Protect) 39772 Total: 8,481.26 McPhilli Total: 8,481.26 MEMPHISN Memphis Net & Twine Co Inc. 66769 05/03/2012 69.86 0.00 05/15/2012 Soccer Nets No 0000 101-450-5200-44030 Repairs/Maint Imp Not Bldgs 66769 Total: 69.86 MEMPIIISN Total: 69.86 MENARDSO Menards - Oakdale 88125 04/30/2012 101-450-5200-44030 Repairs/Maint Imp Not Bldgs 88125 Total. MENARDSO Total: MES Municipal Emergency Services 00294535-SNV 02/10/2012 101-420-2220-44040 Repairs/Maint Eqpt 00294535-SNV Total: MES Total: AP - To Re Paid Proof List (05/10/12 - 2:43 PM) 41.53 0.00 05/15/2012 Drink Fountain/Sign Repair Materials No 0000 41.53 41.53 169.25 0,00 05/15/2012 Replacement Fitting for T2 No 0000 169,25 169.25 Page 6 Invoice # Inv Date Amount Quantity Pmt Date Reference Task Type l'O # Clrc POLine # METCOU Metropolitan Council 988593 05/07/2012 602-495-9450-43820 Sewer Utility - Met Council 988593 Total: METCOU Total: METROFIR Metro Fire 44060 04/26/2012 101-420-2220-42400 Small Tools & Equipment 44060 Total: METROFIR Total: M1LLSCOL Mills Cole 05/08/12 05/08/2012 101-4 I 0-1450-43620 Cable Operations 05/08/12 Total; M I LLSCOL Total: MINITEX Minitex 77762 04/23/2012 206-450-5300-42000 Office Supplies 77762 04/23/2012 206-450-5300-42000 Office Supplies 77762 Total: MINITEX Total: NAM ERICA North American Salt Company 70824673 04/19/2012 101-430-3 125-42290 Sand/Salt 70824673 Total: NAMERICA Total: NCPERS 566200-NCPERS MINNESOTA 5662512 04/23/2012 I 01-000-0000-21708 Other Benefits 5662512 Total: NCPERS Total: A 0 - To Be Paid Proof List (05/10/12 - 2:43 PM) 1,081.28 1,081.28 1,081,28 164,10 164.10 164.10 55.00 55.00 55.00 240.00 11.00 251.00 251.00 16,483.29 16,483.29 16,483.29 48.00 48.00 48.00 0,00 05/15/2012 Monthly Wastewater Service - May 2012 No 0000 0.00 05/15/2012 Gear Wash Soap No 0000 0.00 05/15/2012 Council Workshop 5/8/12 No 0000 0.00 05/15/2012 Single Bar Code Labels No 0000 0.00 05/15/2012 Shipping No 0000 0.00 05/15/2012 Road Salt No 0000 0.00 05/15/20 I 2 April 2012 Deductions No 0000 Page 7 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine OAKD-HIS Oakdale Lake Elmo Historical Socie 04/16/20] 2 04/16/2012 500,00 0,00 05/15/2012 2012 Donation No 0000 101-410-1110-44300 Miscellaneous 04/16/2012 Total: 500.00 OA KD-HIS Total: 500.00 ON ECALL Gopher State One Call 38976 05/01/2012 242.15 0.00 05/15/2012 Line Locates - April 2012 No 0000 101-430-3100-43150 Contract Services 38976 Total: 242.15 ONECALL Total: 242.15 PITNEYRE Reserve Account Pitney Bowes 04/16/2012 04/16/2012 200.00 0.00 05/15/2012 Postage No 0000 101-410-1320-43220 Postage 04/16/2012 04/16/2012 500.00 0,00 05/15/2012 Postage No 0000 601-494-9400-43220 Postage 04/16/2012 Total: 700.00 PITNEYRE Total: 700.00 PLANTF{ PLANT HEALTH ASSOCIATES, INC 1084-12 05/03/2012 525.00 0.00 05/15/2012 Forester Services - April 2012 No 0000 10 1-430-3250-43150 Contract Services I 084-12 Total: 525.00 PLANTH Total: 525.00 POMPS Pornp's Tire Service, Inc. 27605 04/24/2012 397.88 0.00 05/15/2012 Four Tires 91-1 No 000u 101-450-5200-42210 Equipment Parts 27605 Total: 397.88 POMPS Total: 397.88 PRESSA Anastasia Press 05/01/2012 05/01/2012 55.00 0.00 05/15/2012 City Council Meeting 5/1/12 No 0000 I 01-410-1450-43620 Cable Operations 05/01/2012 Total: 55.00 PRESSA Total: 55.00 AP - To Be Paid Proof List (05/10/12 - 2:43 PM) Page 8 Invoice tt Inv Date Amount Quantity Pmt Date 1.scription Reference Task Type PO # Close POLine # PROSTAFF PROSTAFF 102-855629 05/26/2012 101-4 I 0-1320-43150 Contract Services 102-855629 Totall 102-856355 05/13/2012 I 01-410-1320-43150 Contract Services 102-856355 Total: PROSTAFF Total: READYWAT Ready Watt Electric 96438 04/26/2012 101-420-2500-43 150 Contract Services 96438 Total: READY WAT Total: RELIANCE Reliance Electric Motors 3007 04/26/2012 101-420-2220-44040 Repairs/Maint Eqpt 3007 Total: RELIANCE Total: RICHTMAN Richtman Karen 04/25/2012 04/25/2012 101-430-3200-42100 Recycling Supplies 04/25/2012 Total: RICHTMAN Total: RIVRCOOP River Country Cooperative 04/30/2012 04/30/2012 101-420-2220-42120 Fuel, Oil and Fluids 04/30/2012 Total: RIVRCOOP Total: S&T S&T Office Products, Inc. OIDE0627 05/01/2012 101-410-1320-42000 Office Supplies OIDE0627 Total: S&T Total: AP - To Be Paid Proof 1-ist (05/10/12 - 2:43 PM) 620,00 0.00 05/15/2012 Temp Help W/E 4/22/12 620.00 620,00 0.00 05/15/2012 Temp Help W/E 4/29/12 620.00 1,240.00 5,560.00 0.00 05/15/2012 Emergency Repairs to warning sirens 5,560,00 5,560.00 56.25 0.00 05/15/2012 Repair Sawzall 56.25 56.25 2,146.42 0.00 05/15/2012 Recycling Supplies 2,146,42 2,146.42 336.14 336,14 336.14 0.00 05/15/2012 Fuel 177.22 0.00 05/15/2012 Office Supplies 177.22 177.22 No No No No No No No 0000 0000 0000 0000 0000 0000 0000 Page 9 Invoice # Inv Date Type PO # Close POLine # SACHSJIM James Sachs 04/25/2012 04/25/2012 601-494-9400-44370 Conferences & Training 04/25/2012 Total: SACHSJIM Total: SW/WC SW/WC Service Cooperatives 06/01/2012 06/01/2012 101-000-0000-21706 Medical Insurance 06/01/2012 Total: SW/WC Total: TIIONESAN Thone Sandie 05/04/2012 05/04/2012 101-410-1320-42000 Office Supplies 05/04/2012 Total: THONESAN Total: VISALE40 VISA 04/04/2012 05/10/2012 101-410-1320-44300 Miscellaneous 04/04/2012 05/10/2012 101-410-1320-43090 Newsletter/Website 04/04/2012 05/10/2012 101-410-1110-44300 Miscellaneous 04/04/2012 05/10/2012 101-410-1320-43090 Newsletter/Website 04/04/2012 Total: VISALE40 Total: XCEL Xcel Energy 51-0117417-0 05/10/2012 101-430-3160-43810 Street Lighting 51-0117417-0 Total: 51-4504807-7 05/10/2012 602-495-9450-43810 Electric Utility 51-4504807-7 05/10/2012 101-430-3160-43810 Street Lighting 51-4504807-7 05/10/2012 101-450-5200-43810 Electric Utility 51-4504807-7 Total: AP - To Be Paid Proof List (05/10/12 - 2:43 PM) Amount Quantity Pmt Date Description Reference Task 23.00 0.00 05/15/2012 Reimburse Water Certification 23.00 23.00 15,132.00 15,132,00 15,132.00 268.52 268,52 268.52 35.78 41,50 65.27 210.76 353.31 353.31 34.97 34.97 68.94 30.34 48.82 148.10 0.00 05/15/2012 June 2012 Premiums 0,00 05/15/2012 Reimburse Office Supplies 0,00 0.00 0.00 05/15/2012 05/15/2012 05/15/2012 Dinner to meet Sandie Thone Stock Photo Purchase for Website Food for Board of Appeals 0.00 05/15/2012 Pioneer Press 0.00 05/15/2012 Welcome Sign 0.00 05/15/2012 Lift Station 0.00 05/15/2012 Traffic Lights 0.00 05/15/2012 Lights at Legion Park No No No No No No No No No No No 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 Page 10 Invoice # Inv Date Amount Quantity Pint Date .....scription Reference Task Type PO # Ck POLine # 51-4572945-7 05/10/2012 101-430-3160-43810 Street Lighting 51-4572945-7 Total: 51-4576456-3 05/10/2012 101-420-2220-43810 Electric Utility 51-4576456-3 Total: 51-4580376-5 05/10/2012 101-410-1940-43810 Electric Utility 51-4580376-5 05/10/2012 101-430-3160-43810 Street Lighting 51-4580376-5 05/10/2012 101-410-1940-43810 Electric Utility 51-4580376-5 Total: 51-4733556-8 05/10/2012 101-450-5200-43810 Electric Utility 51-4733556-8 Total: 51-5044219-0 05/10/2012 101-450-5200-43810 Electric Utility 51-5044219-0 Total: 51-5275289-3 05/10/2012 101-450-5200-43810 Electric Utility 51-5275289-3 Total: 51-5356323-8 05/10/2012 601-494-9400-43810 Electric Utility 51-5356323-8 Total: 51-5522332-2 05/10/2012 101-430-3160-43810 Street Lighting 51-5522332-2 Total: 51-5747685-4 05/10/2012 101-450-5200-43810 Electric Utility 51-5747685-4 Total: 51-5916043-7 05/10/2012 602-495-9450-43810 Electric Utility 51-5916043-7 Total: 51-6429583-8 05/10/2012 602-495-9450-43810 Electric Utility 51-6429583-8 Total: 51-6433976-2 05/10/2012 101-420-2220-438(0 Electric Utility 51-6433976-2 Total: 51-6625457-1 05/10/2012 101-450-5200-43810 Electric Utility 51-6625457-1 Total: 51-6736544-2 05/10/2012 1() I -430-3160-43810 Street Lighting AP - To Be Paid Proof List (05/10/12 - 2:43 PM) 1.44 0.00 05/15/2012 Street Lights No 0000 1.44 54.18 0.00 05/15/2012 Fire Station 2 No 0000 54.18 260.37 0.00 05/15/2012 City Hall No 0000 29,09 0.00 05/15/2012 Traffic Lights No 0000 394,84 0.00 05/15/2012 City Hall No 0000 684.30 5.14 0.00 05/15/2012 Tennis Courts No 0000 5.14 89.08 0,00 05/15/2012 Parks Building No 00C 89,08 18.44 0,00 05/15/2012 Pebble Park No 0000 18.44 1,541.10 0.00 05/15/2012 Wells 1 & 2 No 0000 1,541,10 38.77 0.00 05/15/2012 Traffic Lights No 0000 38.77 147.88 0,00 05/15/2012 Arts Center No 0000 147.88 19.10 0.00 05/15/2012 Lift Station No 0000 19.10 16,09 0.00 05/15/2012 Lift Station No 0000 16.09 267.97 0.00 05/15/2012 Fire Station 1 No 0000 267.97 297.40 0.00 05/15/2012 Legion Park No 0000 297.40 1,871.44 0.00 05/15/2012 Street Lights No 0000 Page 11 Invoice # Inv Date 51-6736544-2 Total: 51-6928283-3 05/10/2012 101-430-3 160-43 810 Street Lighting 51-6928283-3 Total: 51-6956201-4 05/10/2012 101-450-5200-43810 Electric Utility 51-6956201-4 Total: 51-7538112*1 05/10/2012 101-430-3100-43810 Electric Utility 51-7538112*1 Total: 51-8126093-5 05/10/2012 601-494-9400-43810 Electric Utility 51-8126093-5 Total: 51-8711719-3 05/10/2012 101-430-3160-43810 Street Lighting 51-8711719-3 Total: XCEL Total: ZIERTMAN Joan Zicrtman May 2012 05/10/2012 101-410-1520-43150 Contract Services May 2012 Total: ZIERTMAN Total: Report Total: AP - To Be Paid Proof List (05/10/12 - 2:43 PM) Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 1,871.44 27,12 0.00 05/15/2012 Traffic Lights 27.12 48.14 0.00 05/15/2012 VFW Ballfield Lights 48.14 761.72 0.00 05/15/2012 Public Works 761.72 1952,0.00 05/15/2012 Water Tower 2 19.52 11.26 0.00 05/15/2012 Speed Sign Hwy 5 11.26 6,103.16 1,250.00 0.00 05/15/2012 April Clerical Services 1,250.00 1,250.00 80,105.17 No 0000 No 0000 No 0000 No 000' No 0000 No 0000 Page 12 MY OF LAKE ELMO AYOR & COUNCIL CO AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: April 2012 Financial Reporting Cathy Bendel, Finance Director Dean Zuleger, City Administrator City Administrator and City Clerk UNICA TIO DATE: 05/11/2012 SUMMARY AND ACTION REOUESTED: As part of its Consent Agenda, the City Council is asked to accept the April 2012 Financial Reporting Packet. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo has fiduciary authority and responsibility to conduct normal business operation and report the financial (unaudited) statement to the City Council. City guidelines suggest the Council be updated on a regular basis. STAFF REPORT: Attached please find a summary memorandum and reports for April reflecting the detail rolling up to the year to date actual results and compares those results to the 2012 Budget. RECOMMENDATION: Based upon the above background information it is recommended that the City Council receive the April monthly Financial Reporting Packet as part of tonight 's Consent Agenda. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss and review. ATTACHMENTS: Memorandum outlining April 2012 monthly and year to date highlights 2. April Financial Reports -- page City Council Meeting May 15th 2012 1 Quarter Financial Report SUGGESTED 0 IER OF BUSINESS (if removed from the Consent Agenda): Questions from Council to Staff ........ ..... Mayor Facilitates Call for Motion ....................................... ............... ......... Mayor & City Council Discussion. ......... .......... ....... ...... . ........... ........ Mayor & City Council Action on Motion ............ ............... ...... .................. ....... .......... Mayor Facilitates -- page 2 -- Memorandum Consent Agenda To: City of Lake Elmo City Council From: Cathy Bendel Date: May 11, 2012 Re: General Fund Revenue/Expenditures through April 30, 2012 (Unaudited) The attached reports detail the year to date revenue arid expense activity for the City of Lake Elmo General Fund by month through April 2012. Included is a one page roll up snapshot summary as well as a detailed report by department. The larger variances are highlighted below: Revenues: General Contractor licenses to date have exceeded the full year budget by 8.75%. It is anticipated that this trend will continue. The Cable Commission reimbursement was received for $39,949.50 was received in April and was 9.45% over the budgeted amount. This is a once a year reimbursement. Assessment searches to date are at 150°A of budget due to a coordinated effort to make sure to charge for all search requests. On average 5 searches are done per week due to an increased volume of activity in the housing market. Miscellaneous revenue reflects assets sold to date as well as a refund received related to the annual Work Comp audit based on actual wages and experience rating for 2011. The Work Comp refund amount was $6.8k and will be reallocated to the respective departments in May. Internal charges reflect the service fee charged for processing performed related to the library card reimbursements. Through April, 410 library card reimbursements have been processed at a reimbursement of $2 each. Expenses: All departments are at or well below their 33.33% of budget as all Departments continue to strive to identify and implement any cost saving measures. A few key items to note: Some recurring expense items show zero for January which stands out. This is a result of moving the expense back to December when the expense was incurred for year end. Unemployment Benefits and Workers Compensation are expensed as those benefits are paid out to claimants. Although no contract services were budgeted for Administration, expenses were incurred to cover the front desk prior to being fully staffed. The Finance Department also used contracted services to cover the Finance department lack of full-time staff and is over budget in that category as a result. The contractor services were primarily used to prepare for the annual Financial Audit. The Planning Department also used a part-time contractor to cover the Planning Assistant functions until a full-time staff person was hired. The new Planning Assistant starts May 291h. City of Lake Ehno Bustei to Actual 2012 By Month As of Atnil 30, 2012 101-Gencral Fund Detail REVENUE Current Ad Valorem Taxes Mobile Home Tax Liquor License Wastchatiler License General Contractor License Heating Contractor License Blacktopping Contractor License Building Permits (leating Permits Plumbing Permitss Sewer Permits Animal License ltility Permits Burning Pennies MSA-Maintenance Stine Fire Aid PERA Aid Gravel Tax Recycling Grant Cable Franchise Revenue Zoning and Subdivision Fees Plan Check Fees Copies, books, maps Assessment Searches Clean up Days Cable Optn Reimbursement Fines Misc Revenue Internal Charges Interest Earnings Donations Total Revenues EXPENSE BY DEPT 410-General Government 420-Public Safety 430-Public Works 450-Culture Recreation 460.Compensation Adj 493-Other Financing Uses Total Expenses SUMMARY Over/ BUDGET Ian Feb Mar Apr YTD % of Budget (Under) 2.442,903.00 0.00 0.00 0.00 0.00 0.00 0.00% (2.442,903.00) 8,000.00 0.00 0.00 0.00 0.00 0.00 0.00"/. (8,000.00) 8,000.00 0.00 0.00 0.00 0.00 0.00 0.00% (8,000,00) 200.00 0.00 0.00 0.00 0,00 0.00 0.00% (200.00) 2,000,00 1,340.1)0 225,00 220.00 390.00 2,175.00 108.75% 175.00 50.00 0.00 0.00 0.00 0.00 0.00 0.00% (50.0(1) 50.00 0.00 0.00 0.00 0.00 0.0)) 0.00% (50.00) 115,000.00 6,716.51 5,041.52 7,626.07 14,409,11 33,793,21 29,39% (81,206.79) 6.000,00 750.00 230.00 455.00 600.00 2,035.00 33,92% (3,965.00) 3,500.00 500.00 155,00 305.00 1,135.00 2,095.00 59.86% (1,405.00) 300.00 0.00 0.00 0.00 0.00 0,00 0.00% (300.00) 2,000.00 660.00 300.00 180.00 180,00 1.320.00 66.00% (680.00) 5,000.00 0.00 291.80 330.00 185.20 807.00 16.14% (4,193.00) 1,000.00 170.00 90.00 90.00 305,00 655.00 65.50% (345.00) 75,000.00 43,789.00 0,00 0.00 0.00 43,789.00 58.39% (31,211.00) 40,000.00 0.00 0,00 1,500,00 0,00 1,500.00 3,75"4 (38.500.00) 2,749.00 0.00 0.00 0.00 0.00 0.00 0.00% (2,749.00) I ,000.00 0.00 688.63 0.00 0.00 688.63 68.86% (311.37) 15,500,00 0.00 0.00 0.00 0.00 0.00 0.00% (15,500.00) 36,500.00 0.00 0.00 0,00 39.949.50 39,949,50 109.45% 3,449.50 5,500.00 1,152.40 0.00 0.00 0.00 1,152,40 20.95% (4,347.60) 38,000.00 2,457.00 2,57 1.96 2,565.06 6,126.06 13.720.08 36.11% (24,279.92) 150.00 3.00 3.00 0.00 13.90 19.90 13.27% (130.(0) 200.00 15.00 45,0() 120.00 135,00 315,00 157.50% 115.00 3,000.00 0.00 0.00 0.00 0,00 0.00 0.00"/0 (3,000.00) 2,000.00 47.50 0.00 0.00 687.50 735.00 36.75% (1,265.00) 53,000.00 0.00 4,154.15 7,570.16 0.00 11,724.31 22,12% (41,275.69) 6.384.00 1,648.44 0.00 4,662.63 7,146.68 13,457.75 210.80% 7,073.75 0,00 298.110 348.00 98.00 76,00 820.00 NA 820.00 20.000,00 0,00 0.00 0.00 0,00 0.00 0.00% (20,000.00) 8,000,00 0,00 7,500,00 0.00 0.00 7,500.00 93.75°A (500.00) 2,900,986.00 59,546.85 21 ,644.06 25,721,92 71,338.95 178,251.78 6.14% (2,722,734.22) 965,182.00 32,695,72 75,839.99 72,121.09 70,066,68 250,723.48 25.98% 714,458.52 1,081,541.00 25,871.75 31.938,19 47,736.80 32,123.84 137,670.58 12,73% 943,870.42 482,749.00 23,080.10 44,427.22 21,205.76 29,856.45 118,569.53 24.56% 364.179.47 183,103.00 10.524.58 9,723.89 8,550.38 9,597.51 38,396.36 20,97% 144,7(16.64 13.411.00 0.00 0,00 0.00 0.00 0.00 0.00% 13,411.00 175,000.00 0.00 0.00 0,00 0.00 0.00 0.00"/0 175,000.00 2,900,986.00 92,172.15 161,929,29 149,614.03 141,644.48 545,359.95 18.80"/n 2,355,626.05 Numerous license requests! Majority of licenses early in year 1st half 2012; actual will be S I 2k over budget Filed Inc grant of Approx $15.7k One time Cahle Cominission Reimbursement Avg if 5 searches per wk Sale of assets, WC ins refund of $6.8k due to lack of claims I,ibrary card svc fees; not budgeted Currently interest only bkd at YE Net 0,00 (32,625.30) (140,285.231 (123.892,11) (70,305,53)_ (367,108,17) NA (367,108.17), City of Lake Elmo DETAIL Buket to Actual 2012 By Month As of April 30, 2012 101-General Fund Detail By Department DEPT 410 - GEN'L GOV'T Over/ BUDGET Jan Feb Mar Apr YTD % of Budget (Under) 111(1 - Mayor & Council PT Salaries 16,435.00 0.00 0.00 0.00 0.00 0,00 0.00% (16,435.00) FICA Contributions 1,019.00 0.00 0.00 0.00 0.00 0.00 0.00% (1,019.00) Medicare Contributions 238.00 0.00 0.00 0.00 0,00 0.00 0.00% (238.00) Workers Compensation 0.00 36,00 0.00 0.00 0.00 36,00 0.00% 36.00 Mileage 1,000.00 0.00 (1.00 0.00 0.00 0.00 0.00"4, (1,000.00) Miscellaneous 2,000.00 0.00 0.00 0.00 0.00 0.00 0.00% (2,000.00) Dues & Subscriptions 11,200.00 3,391.00 0.00 0.00 0,00 3,391.00 30.28% (7,809.00) Conferences & Training 3,500.00 0,00 0.00 0.00 0.00 0.00 0.00% (3,500,00) Total Mayor & Council 35,392.00 3,427.00 (1.00 0.00 0.00 3,427.00 9.68"/0 (31,965.00) Ports in June & Dec 1320 - Administration ET Salaries 220,671.00 9,446.62 17.718,94 12,755.74 12,653.83 52,575.13 23.83% (168,095.87) PERA Contributions 8,617.00 684.85 1,154.12 924,79 917.41 3,681.17 42,72% (4,935.83) IC M A Contributions 7,382.00 0.00 0.00 0.00 (1.00 0.00 0.00% (7,382.00) FICA Contributions 13,682.00 572,97 1,064.66 756.95 750.63 3,145.21 22.99"/0 (10,536.79) Medicare Contributions 3,200.00 134.01 249.01 177.04 175.56 735.62 22.99% (2,464.38) Health/Dental Insurance 33,548.00 4.435.56 (1,445.04) 4,074.76 2,055.81 9,121.09 27.19% (24,426,91) Unemployment Benefits 0.00 0.00 0.00 0.00 0,00 0.00 0.00% 0.00 Workers Compensation 2,310,00 1,396,00 0.00 0.00 0.00 1,396.00 60.43% (914.00) Office Supplies 6,000.00 595.59 492.70 592.58 281„62 1,962.49 32.71% (4,037.5)) Printed Forms 1,0(1(1.00 0.00 0.00 363.91 0,00 363.91 36.39% (636.09) Legal Services 65,000.0(1 0.00 0.00 9,739.50 0,00 9,739,50 14.98% (55,260.50) Newsletter/Website 0.00 0.00 0.00 0.00 61.00 61.00 0.00% 61.00 Assessing Services 46,000.00 0.00 2,000.00 2.000.0(1 2,000.00 6,000.00 13.04% (40,000.00) Contract Services 0.00 0,00 2,724.14 2,243.63 2,361.81 7,329.58 0.00% 7,329.58 Temp services to cover front desk Postage 6,500.00 0.00 0.00 500,00 500.00 1,000.00 15.38% (5,500.00) Mileage 3,000.00 0.00 29.97 176.27 134.41 340.65 11,36% (2,659.35) Legal Publishing 0.00 0,00 0.00 0.00 0.00 0,00 0.00% 0.00 Insurance 39,500.00 380,00 500.00 (78,53) 0.00 801.47 2.03"/0 (38,698.53? Cable Operation Expense 0.00 0.00 0.00 0.00 0.00 0.00 0.00% 0,00 Miscellaneous 6,000.00 40.00 458.17 542.99 184.56 1,225,72 20.43% (4.774.28) Dues & Subscriptions 3,500.00 0.00 0.00 58.50 117.78 176,28 5.04% (3,323.72) Books 0.00 0,00 0.00 0.00 0.00 (1.00 0.00% 0.00 Conferences & Training 3,500.00 0.00 0.00 66.21 489.72 555.93 15.88% (2,944.07) Staff Development 1,000.00 0.00 0.00 0.00 0.00 0,00 0.00% ((,000,00) Total Administration 470,410.00 17,685.60 24,946.67 34,894.34 22,684.14 100,210.75 2I.30% (370.199.25) 1410 - Elections PT Salaries 10,000.00 (1.00 0.00 0.00 0.00 0.00 0.00% (10,000.00) Office Supplies 250.0(1 0.00 0,00 0.00 0.00 0.00 0.00% (250.00) Printed Forms 350.00 0.00 0.00 0.00 0.00 0.00 0.00% (350.00) Miscellaneous 1,350.00 0.00 1,014,93_ 281.82 0.00 1,296.75 96,06`)/o (53.25) Total Elections 11,950.00 OM 1,014.93 281.82 0.00 1,296.75 10.85% (10,653.25) 1450 - Communicatir FT Salaries 11,1 17.00 229.37 654.71 614.62 832.86 2,331.56 211,975' (8,785.44) PEKA Contributions 806.00 16.64 47.48 44.56 60.39 169.07 20.98% (636.93) FICA Contributions 689.00 14.21 40.60 38.10 51.64 144.55 20.98% (544,45) Medicare Contributions 161.00 3.33 9.49 8.90 12.08 33.80 20.99% (127.20) flea Ith/Dental Mstirance 0.00 0.00 0.00 0.00 0.00 0.00 0.00% 0.00 Workers Compensation 503,00 56.00 0.00 0.00 0.00 56.00 11.13% (447.00) Newsletter 5,400.00 0.00 0.00 0.00 0.00 0.00 0.00PY. (5,400.00) Info Technology/Web 31,500,00 1,652.08 6,298.69 2,157,71 1,652.08 I 1,760,56 37.34% (19,739,44) Public Notices 3.500.00 0.00 20.50 0.00 534.85 555.35 15.87% (2,944.65) Cable Operations 4.000.00 I 37.50 272.25 348.00 233.75 991.50 0.00% (3,008.50) Repair/Maint Equipment 0.00 0.00 0.00 0.00 0.00 0.00 0.00% 0.00 Total Communications 57,676.00 2,109.13 7,343.72 3,211.89 3,377.65 16,042.39 27.8I% (41,633.61) 1520 - Finance ET Salaries 34.674.00 0.00 0.00 0.00 5,384.00 5,384,00 15.53% (29,290.00) PERA Contributions 2,514,00 0,00 0.00 0.00 195.17 195.17 7.76% (2,318.83) FICA Contributions 2,150.00 0.00 0,00 0.00 312.52 312.52 14.54% (1,837.48) Medicare Contributions 503.00 0.00 0.00 0.00 73.08 73.08 14.53% (429,92) [Icon/Dental insurance 3,826,00 0.00 0.00 0.00 6.50 6.50 0.00% (3,819.50) Unemployment Benefits 0.00 0.00 0.00 0.00 0.00 0.00 0.00% 0.00 Workers Compensation 250.00 176.00 (1.00 0.00 0.00 176.00 70.40% (74,00) Office Supplies 500.00 0.00 0,00 OM 0.00 0.00 0.00% (500.00) Printed Forms 500.00 0.00 0.00 0.00 0.00 0.00 0.00% (500.00) Audit Services 30,000.00 0.00 4,000.00 35.00 0.00 4,035.00 13.45% (25.965.0(1) Contract Services 30.00(1.00 0.00 16,126.50 12,610.50 18,290,00 47,027,00 156.76% 17.027,00 Software Programs 0.00 0.00 0.00 0.00 0.00 0.00 0.00% 0,00 Mileage 100.00 0.00 0.00 0.00 0.00 0.00 0.00% ((00.00) Miscellaneous 2,500.00 10,00 1,563,00 0.00 0.00 1,573.00 62.92% (927,00) Dues & Subscriptions 100.00 0.00 0.00 0.00 0.00 0.00 0.00% (100.00) Conferences & Training 300.00 0.00 0.00 0.00 0.00 0.00 0.00% (300.00) Total Finance 107,917.00 186.00 21,689.50 12,645.50 24,261,27 58,782.27 54.47% (49,134.73) 1910 - Planning & Zoning FT Salaries 104,109.00 4,308.90 5,773,95 5,965.20 5,878.95 21 ,927.00 21.06% (82,(82.00) PERA Contributions 7,548,00 249.33 332.44 332.44 332.44 1,246.65 16.52% (6,30135) FICA Contributions 6,455.00 256.23 343.42 355.29 349.93 1,304,87 20,21% (5,150,13) Medicare Contributions 1,510,00 59.92 80.32 83,08 81,83 305.15 20.21% (1,204.85) Ilealth/Dental Insurance 22,566.00 2,675,70 793.61 (440.89) 793.61 3,822.03 I 6.94"/0 ((8,743,97) Workers Compensation 749.00 530.00 0.00 0.00 0.00 530.00 70.76% (219.00) Office Supplies 750.00 0.00 0.00 0.00 43.37 43.37 5.78% (706.63) Printed Forms 10.000,00 0.00 0.00 0.00 0.00 0.00 0.00% (10,000.00) Engineering Services 12,000.00 0.00 1,613.50 1,867,50 1,483.64 4,964.64 41.37% (7,035.36) Contract Services 3,000,00 0.00 1,698,66 2,278,26 0.00 3,976.92 132.56^/0 976,92 Mileage 400.00 0.00 0.00 0.00 0.00 0.00 0.00% (400,(10) Miscellaneous 400.00 0.00 0.00 350.00 0.00 350.00 87.50% (50.0(1) Dues & Subscriptions 750.00 0,00 0.00 0.00 0.00 0.00 0.00% (750,00) Books 300.00 0.00 0.00 0.00 0,00 0.00 0.00% (300.00) Conferences & Training 1,500.00 0.00 255.00 0.00 0.00 255.00 0.00% (1,245.00) Total Planning & Zoning 172,037.00 8,080.08 10,890.90 10,790.88 8,963.77 38,725.63 22.51% (133,311.37) 1930 - Engineering Services Engineering Services 70,000.00 0.00 6,845.06 7,203.11 7,982.26 22,030.43 31,47% (47,969.57) Total Planning & Zoning 70,000.00 0,011 6,845.06 7,203.11 7,982.26 22,030.43 31.47% (219,753.98) To cover Fin Dir functions Includes SI k for annual bond disclosure report PT Planner 1940 - City Dail Cleaning Supplies 600.00 0.00 0,00 10.13 71,06 81,19 13.53"/n (5(8.81) 13iiikling Repair Supplies 800.00 0.00 0,00 237.44 0.00 737,44 29,68% (562,56) Telephone 8,600.00 564.75 627.14 824.06 657.90 2,673.85 31.09% (5,926.15) Electric Utility 11,500.00 ((,00 1,339.55 1,166.06 771,09 3.276.7(1 28,49% (8,223.30) Re6ise 1,300.00 108.32 108.32 108.32 108.32 433,28 33.33% (866.72) Repairs/Maint Contractual Bldg 11,000.00 321.38 740.94 574.87 938.08 2.575,27 23.41% (8,424.73) RepairstMaint Contractual Equip 5,000,00 213.46 293.26 172,67 251.14 930,53 18.61 % (4,069.47) Miscellaneous 1,000.00 0.00 0.00 0.00 0.011 0.00 0,00% (1,000.00) Total Planning & Zoning 39.80(1.00 1,2(17.91 3,109.21 3,093.55 2,797.59 10,208,26 25.65% (29.591.74) Total General Government DEPT 420 - PUBLIC SAFETY 21(10 - Police Law Enforcement Contract Total Planning & Zoning 965,182.00 32,695.72 75,839,99 72,121.09 70,066.68 250,723.48 25.98% (886,242.93) 493,000.00 0,00 0.00 0.00 0.00 0.00 0.00% (493,000.00) 493,000.00 0.00 0.00 0.00 0.00 0.00 0.00"/. (493,000.00) 2150 - Prosecution Attorney Criminal 51,000.00 0.00 0.00 8,565.00 0.00 8,565,00 0.00% Total Planning & Zoning 51,000.00 0.00 0.00 8,565.00 0.00 8,565,00 16.79"/if (42,435.00) Billed Qtrly (42,435.00) 2200 - Fire FT Salaries 64,684.00 4,011.66 5.453.07 5,440.63 5,427,69 20,333,05 3 I ,43"/D (44,350.95) PT Salaries 11 2,500.00 783,00 7,799.98 8,318.82 7,692,17 24,593.97 21.86% (87,906.03) PERA Contributions 10,016,00 672.80 915.37 906.66 913.50 3,408.33 34.03% (6,607.67) FICA Contributions 7,344,00 14.30 437.58 472.36 4293 I 1,353,55 18.43% (5,990,45) Medicare Contributions 2,592.00 65.23 186.47 193.83 184.57 630.10 24.31% (I.961,90) Health/Dental Insurance 14,322.00 2,074.36 1,142.97 1.142.97 1,142.97 5,503.27 0.00% (8,8)8.73) Unemployment Benefits 0,00 0.00 0.00 0.00 0.00 0,00 0.00% 0.00 Workers Compensation 15,492.00 10,130.00 0.00 0,00 0,00 10,130.00 65.39% (5,362,00) Office Supplies 1,000,00 0.00 0,00 0.00 0.00 0.00 (1.00% (1,000.00) Printed Forms 0.00 0.00 0.00 0.00 0.00 0,00 0,00% 0.00 EMS Supplies 1200.00 0,00 0,00 155.50 0.00 155.50 12.96% (1,044.50) Fire Prevention 3,000.00 0,00 0.00 0,00 0.00 0.00 0.00% (3.000.00) Fuel, Oil & Fluids 10,800.00 0.00 746.59 788.14 1.052.43 2,587,16 0.00°/u (8,212.84) Small Tools & Equip 9,500.00 74.43 18.44 1.712.17 841,94 2,646.98 27.86% (6,853.02) Physicals 9,250.00 0.00 0.00 324.95 563.70 888.65 9,61"/n (8.361.35) Telephone 5,000.00 0.00 410.67 247,44 79.71 737.82 14,76"/0 (4,262.18) Radio 18,500.00 0.00 0.00 0.00 3,914.76 3.914,76 2 1.16% (14,585.24) Mileage 600.00 0,00 0.00 0,00 0.00 0,00 0,00% (600.00) Vehicle insurance 14.000,110 0.00 0,00 0,00 0.00 0,00 0.00% (14,0(10,00) Electric Utility 12,500.00 0.00 1,130.77 1,377.74 901.91 3,410.42 27.28% (9,089.58) Refuse 1,000,00 47.68 47,68 47.68 47,68 190.72 19,07"/n (809.28) Repair/Maint Bldg 11,000,00 49.98 632.61 578,39 244.53 1,505.51 13.69% (9,494.49) Repair/Maint Equip 25,000.00 0,00 1,929.67 1,887.73 2,239.35 6,056.75 24.23"/n (18,943.25) Uniforms 8,2(10.00 0.00 1,680.50 731.70 323.99 2,736.19 33.37% (5,463,81) NI iscellancons 1,500,00 7.90 96,08 147.33 47,70 299.1./1 19.93% (1,200.99) Dues & Subscriptions 3.300.00 316.00 1,314.00 404.11 0.00 2,034.11 61.64% (1,265.89) Books 1,000,00 0.00 0,00 0.00 0.00 0.00 0.00% (1,000.00) Conferences & Training 25,000,00 0.00 1,744.00 2.434,00 497.52 4,675.52 18.70"/o (20,324.48) Total Fire 388,300.00 18,247.34 25,686.45 27,312.15 26,545.43 97,791.37 25.18% (290,508.63) 2250 - Fire Relief Fire State Aid Total Fire Relief 40,000.00 0.00 0.00 0,00 0.00 0.00 0.00^/0 40,000.00 0.00 0.00 0.00 0.00 0.00 0.00% (40,000 00) (40,000.00) 2400 - Building Inspection FT Salaries 60,818,00 3,463.62 4,506.48 4,541.38 4,534.41 17,045.89 28.03% (43,772,11) PIRA Contributions 4,409.00 251.1 I 326.71 329.25 328.74 1,235,81 28.03% (3,173.19) FICA Contributions 3,771.00 208.51 271,10 273.24 272.84 1,025.69 27.20% (2,745.31) Medicare Contributions 882.00 48.77 63.40 63.91 63.82 239.90 27.20°A (642.10) Health/Dental Insurance 8,585.00 1,273.78 687.10 687,10 687.10 3,335.08 0.00% (5,249.92) t lnemployment Benefits 0.00 0.00 0.00 0.00 0.00 0.00 0.00% 0.00 Workers Compensation 2,186,00 2,213,00 0.00 0,00 0.00 2,213,00 10 I .24`)/0 27.00 Office Supplies 300.00 0,00 0.00 0.00 0.00 0.00 0.00% (300.00) Printed Forms 200,00 0.00 0,00 0.00 0.00 0.00 0.00% (200,00) Engineering 10,000.00 0.00 630.00 I ,092.50 607.50 2,330.00 23.30% (7,670.00) Surcharge Pubs 0.00 (468.60) (308.95) (485,56) (933.78) (2,196.89) 0.00% (2,196.89) Inspector Contract Services I ,000.00 0.00 0.00 0.00 0.00 0.00 0.00% (1,000,00) Telephone 400.00 0.00 17.62 17.83 17.78 53.23 13.314I, (346.77) Mileage 100,00 0,00 0.00 0.00 0.00 0.00 0.00% (100.0(1) Insurance 800,00 0.00 0.00 0.00 0.00 0.00 0,00% (800.00) Repairs/Maint Equip 750.00 0.00 0.00 0.00 0.00 0.00 0.00% (750,00) Miscellaneous 500.00 0.00 0.00 0.00 0.00 0.00 0,00% (50(1.00) Dues & Subscriptions 200.01) 0.00 0,00 90.00 0.00 90.00 45.00% (110,00) Books 140.00 0.00 58.28 0.00 0.00 58.28 41.63% (81,72) Conferences & Training 500,00 0.00 0.00 0.00 0.00 0.00 0.00% (500.00) Total Building Inspections 95,541,00 6,990.1 9 6,251.74 6,609.65 5,578.41 25,429.99 26.62% (70,111.01) 2500 - Emergency Communicatons Contract Services Total Emergency Communicatit 6,000.00 634,22 0.00 5,250,00 0.00 5,884,22 98.07% 6,000.00 634.22 0.00 5,250.00 0.00 5,884.22 98.07% Coding correction needed (115.78) S5.2 was for annual Siren maintenance (115.78) 2700 - Animal Control Printed Forms 100.00 0.00 0.00 0.00 0.00 0.00 0.00% (100,00) Contract Services 7.500.00 0.00 0.00 0,00 0.00 (1.00 0.00% (7,500,00) Miscellaneous 100.00 0.00 0.00 0.00 0.00 0.00 0.00% ((00.00). Total Animal Control 7,700.00 0,00 0.00 0,00 0.00 0.00 0.00% (7,700.00) Total Public Safety. 1,081,541.00 25,871.75 31,938.19 47,736.80 32,123.84 137,670.58 I 2.73"/. (943,870.42) DEPT 430 - PUBLIC 1VORKS 3100 - Public Works Fl" Salaries 127,257.00 7,35298 10,005.83 9,669.19 9,617.31 36,645.31 28.80% (90,611.69) P F Salaries 12.573.00 0,00 0.00 0.00 0,00 0.00 0.00% (12.573.00) PER A Contributions 10,138.00 533.13 725.42 701.05 697.27 2.656.87 26,21% (7,481.13) FICA Contributions 8,670.00 425.88 581.97 561.07 557.86 2,126.78 24.53% (6,543.22) Medicare Contributions 2,027.00 99.59 136.12 131.23 130.48 497.42 24.54% (1,529.58) Health/Dental Insurance 32,694.00 4,742.44 2,590.10 2,590.10 2,590.10 12,512.74 0.00^/0 (20,181,26) Unemployment Benefits 0.00 0.00 0,00 0.00 0.00 0.00 0,00"/0 0.00 Workers Compensation 12,565.00 8,726.00 0.00 0.00 0.00 8,726.00 69.45% (3,839.00) Office Supplies 500.00 0.00 213,93 53.12 0.00 267,05 53,41"/. (232.95) Shop Materials 1,800.00 0.00 54.59 101.33 148.70 304.62 0.00% (1,495.38) Equipment Parts I ,800.00 0,00 32.60 43.65 (1.00 76.25 4.24% (1,723.75) Building Repair Supplies 1,000.00 0.00 0.00 0.00 0.00 0.00 0,00% (1,000.00) Small Tools and Minor Equip 3,000.00 0.00 148,55 32.04 65.10 245,69 0,00°,4 (2,75431) Engineering Services 2,000.00 0.00 45.00 202.50 517.50 765.00 38.25% (1,235.00) Contract Services 6,000.00 0.00 115.95 30.55 105,85 252.35 4,21°,4 (5,747.65) Telephone 8,000.00 496.22 862.30 684.42 531,50 2,574,44 32.18% (5,425.56) Radio 300.00 0.00 0.00 0.00 0,00 0.00 0.00% (300.00) Mileage 100.00 0.00 0.00 0.00 0.00 0,00 0.00% (100.00) Insurance 14,500,00 0.00 0,00 0.00 0.00 (1.00 0.00% (14,500,00) Electric Utility 21,000.00 0.00 2,724.69 2,032.63 2,481.96 7,239.28 34,47°A ((3.760.72) Refuse 2,000.00 207.82 207.82 207.82 207.82 831.28 41.56% (1,168.72) Repair/Maint Bldg 3,000.00 0,00 469.01 160.69 160.69 790.39 26.35% (2,209.61) Repair/Main) NOT Bldg 500.00 0,00 0,00 0.00 0.00 0.00 0.00% (500.00) Repair/Maint Equip 4,500.00 0.00 0.00 0.00 58.65 58.65 1.30% (4,44).35) Uniforms 1,675.00 22.86 156.72 87,92 65,01 332.51 19.85% (1,342.49) Miscellaneous 1,000.00 303,25 51.16 (139.79) 0.00 214.62 21,46% (785.38) Dues & Subscriptions 150.00 0.00 60,00 0.00 0.00 60,00 40,00"/. (90.00) Conferences & Training 1,000.00 0.00 0.00 0.00 0.00 0.00 0.00% (1,000.00) Clean up Days 7,500.00 0,00 0,00 0.00 0.00 0.00 0.00% (7,500.00) Total Public Works 287,249.00 22,910.17 19,181.76 17,149.52 17,935.80 77,177.25 26.87Ye (210,071.75) 3120 - Streets Fuel, Dil & Fluids 28,000.00 0.00 1,822.43 91.22 5,206.41 7,120.06 25.43°A (20,879.94) Equipment Parts 7,500.00 17.53 196.02 0,00 220.50 434.05 5.79% (7,065.95) Street Maintenance Materials 12,000.00 I 52.40 13.86 0.00 577,02 743.28 6.19% (11,256,72) Sign Repair Materials 3,000.00 0.00 0.00 0.00 0.00 0.00 0.00% (3,000.00) Contract Services 13,500,00 0.00 0.00 0.00 315.00 315.00 2.33% (13,185.00) Repairs/Maint Equipment 8,000,00 0.00 0,00 0,00 0,00 0.00 0.00% (8,000.00) Total Streets 72,000.00 169.93 2,032.31 91.22 6318.93 8,612.39 11.96% (63,387.61) 3125 - lee & Snow Removal Landscaping Material 1,000.00 0.00 0.00 0.00 7.45 7.45 0,75% (992.55) Sand/Salt 70,000.00 0.00 20,257.28 0.00 0.00 20,257.28 28.94% (49,742.72) Contract Services 7,50(1.00 0.00 0.00 0.00 (1.00 0,00 0.00% (7,500,00) Repairs/Maint Equipment 2,500.00 0.00 870.43 991.04 431.00 2,292.47 91.70% (207,53) Total Streets 81,000.00 0.00 21,127.71 991.04 438.45 22,557.20 27.85% (58,442.80) 3160 - Street Lighting Street Lighting 24,500.00 0.00 2,085.44 2,200,38 2,175.77 6,461,59_ 26,37% (18,038.41) Total Street Lighting 24,5(10.00 0.00 2,085.44 2,200.38 2,175.77 6,461.59 26.37% (18,038,41) 3200 - Recycling Recycling Supplies 3,500.00 0.00 0,00 261.10 0.00 261,10 7.46% (3,238.90) Newsletter 3,000.00 0,00 0,00 0.00 0,00 0.00 0.00% (3,000.00) Miscellaneous 6,500.00 0.00 0.00 0.00 2,500.00 2,500.00 38,46% (4,000.00) Total Recycling 13,000.00 0.00 0.00 261.10 2,500.00 2,761.10 21.24% (10,238,90) 3250 - Tree Program Contract Services Total Tree Program Total Public NVorks 5,000.00 0.00 0.00 512,50 487.50 1,000.00 20.00^/0 (4,000.00) 5.000.00 0.00 0.00 512.50 487.50 1,000.00 20.00% (4,000.00) 482,749.00 _ 23,080.10 44,427.22 21,205.76 29,856.45 118,569.53 24.56% (364,179.47) DEPT 450 - CULTURE. RECREATION 5200 - Parks & Recreation FT Salaries 78.164,00 3,677.67 5,651.68 5,517.78 5,915.41 20,762,54 26.56% (57,401.46) PT Salaries 30,551.00 961.04 750.08 0.00 679,76 2,390.88 7.83% (28,(60.12) PERA Contributions 7,882.00 336.28 464,12 400.20 478.13 1,678.73 2 1.30% (6,203,27) FICA Contributions 6,740.00 275,77 381,77 327.00 393,78 1,378,32 20.45% (5,361.68) Medicare Contributions 1,576.00 64.50 89.26 76.45 92.06 322.27 20.45% (1,253.73) Flealth/Dental Insurance 12,668,00 1,8(13.38 970.97 970.97 970.97 4,716.29 0,00% (7.951.7)) Unemployment 13enefits 0.00 0.00 0.00 0.00 0.00 0.00 0.00"/. 0.00 Workers Compensation 7,522.00 3,138.00 0.00 0.00 0.00 3,138.00 41.72% (4,384.00) Shop Materials 600.00 0.00 0,00 0.00 0.00 0.00 0.00% (600,00) Chemicals 800.00 0.00 0.00 0.00 43.61 43.61 0.00% (756,39) Equipment Parts 2,500.00 611,12 0.00 0.00 155.16 215.28 8.61% (2,284.72) Building Repair Supplies 500.00 0.00 0,00 0.00 0.00 0.00 0.00% (500.00) Landscaping Materials 3,000.00 0.00 0.00 0.00 0.00 0.00 0.110"/0 (3,000,00) Small Tools and Minor Equip 1.000.00 0.00 0,00 0,00 43,98 43.98 0,00% (956.02) -I elephone 550.00 0.00 115.90 103,38 88.69 307.97 55.99"A (242.03) Mileage 100.00 0.00 0.00 0.00 0.00 0.00 0.00"/0 (100.00) Insurance 5,000.00 0.00 0.00 0.00 0.00 0.00 0.00"/. (5,000,00) Electric Utility 9,500.00 0.00 960.11 869.66 440.74 2,270.51 23.90% (7,229.49) Refuse 2,500.00 207.82 207,82 2(17.82 207.82 831.28 33.25% (1,668.72) Repair/Maint Bldg 700.00 0.00 9,60 16.01 0.00 25.61 3.66% (674.39) Repair/N4aint NOT Bldg 4.000.00 0,00 0.00 0.01) 26.11 26.11 0.65% (3,973.89) Repair/Maint Equip 2,000.00 0.00 0.00 0.00 0.00 0.00 0,00% (2,000.00) Rental 13 oildings 4.500.00 0.00 122.58 61.29 61.29 245.16 5.45"/0 (4,254.84) Miscellaneous 750.00 0.00 0.00 0.00 0.00 0.00 0.00% (750.00) Total Parks & Recreation 183,103.00 10,524.58 9,723.89 8,550.56 9,597.51 38,396.54 20.97% (144,706.46) DEPT 460 - COMP ADJ 13,411.00 0,00 0 0 0 0.00 0.00% 03,411,00) DEPT 493 - OTH FINANCING 175,000.00 0.00 0 0 0 0.00 0.00% (175,)0(1.00) GRAND 10 l'AL ALL DEPTS 2,900,986.00 92,172.15 161,929.29 149,614.21 141,644,48 545,360.13 18.80% (2,527,4)0.28) City of Lake Elmo Building Departnien1 Building Permit Detail Summag January 1, 2012 Through April 30, 2012 Occupancy 0 =MI Class f Work: Add Permit # Description of Work Date Issued Use of Building Valuation 8327 sportcourt 4/23/2012 None 30,000 Number of Permits = 1 Total Valuation = 30,000 Totals for Class of Work: Add Class of Work: Remodel Permit # Description of Work Date Issued Use of Building Valuation 8300 Basement finish (includes plmg&htg) 3/29/2012 Single Family Dwelling 25,000 Totals for Class of Work: Remodel Number of Permits = 1 Total Valuation = 25,000 Class ©of Work: Repair Permit # Description of Work Date Issued Use of Building Valuation 8298 Roof Replacement (ice & water) 3/27/2012 Single Family Dwelling 14,300 8304 Roof Replacement (ice & water) 4/10/2012 Single Family Dwelling 16,522 Totals for Class of Work: Repair Number of Permits = 2 Totals for Occupancy: 0 Number of Permits =4 Occupancy B Total Valuation = Total Valuation = 30,822 85,822 Friday, May 11, 2012 Page 1 of 6 Class of Work: Add Permit # 8261 Gasline Totals for Class of Work: Add Class of Work: Repair Permit # 8301 repair 8263 reroof 8255 Roof Replacement Description of Work Description of Work Date Issued Use of Building Valuation 1/17/2012 Commercial 1,400 Number of Permits = 1 Total Valuation = 1,400 Date Issued Use of Building Valuation 4/3/2012 Commercial 2,650 1/23/2012 Commercial 38,420 1/6/2012 Office Building 33,800 Totalsfor Class afWork: Repair Number of Pennits = 3 Totals for Occupancy: B Number of Permits =4 Total Valuation = Total Valuation = 74,870 76,270 Occupancy U-1 Class of Work: Add Permit # Description of Work Date Issued Use of Building Valuation 8295 accessory structure 3/23/2012 Accessory Building 2,600 8303 accessory structure/porch overhang/kitremodel 4/9/2012 Accessory Building 33,163 Totals for Class of Work: Add Number of Permits = 2 Class of Work: New Permit # 8249 Total Valuation = 35,763 Description of Work Date Issued Use of Builditig Valuation accessory structure 1/3/2012 Accessory Building 59,000 Totals for Class of Work: New Number of Permits = 1 Total Valuation = 59,000 riday, May 11, 2012 Page 2 of 6 Totals foi3Occupancy: U'| '_ -- — Ouss of Work: A dd /qnn/it# 8289 8297 8318 8287 Deck 8322 Deck 8315 Door Replacement 8274 fence — 8290 fence 8325 fence 8328 fence 8250 Fireplace 8268 Fireplace 8311 Fireplace 8313 lawn Sprinkler 8309 Porch 8323 Shed m'I[Voi-h -- addition & remodel (Inc N p|ng &hvnc) � addition & remodel (Inc N p1nl0 &hvad ' --- Number of Pei-mits =3 Total Valuation = 94,763 Bute Issued L/sem/Buildiiig V'ah(ution 3/13/2012 Single Family Dwelling 45.000 3/27/2012 Single Family Dwelling 68.000 ---- - 4/17/2012 Single Family Dwelling 30.000 3/12/2012 deck 10.000 4/20/2012 Single Family Dwelling 4.000 4/16/2012 Single Family Dwelling 2.060 2/10/2012 Single Family Dwelling 3.000 --- 3/18/2O12 Single Family Dwelling 3.000 4/20/2012 Single Family Dwelling QSO 4/23/2012 Single Family Dwelling 2.400 1/3/2012 Single Family Dwelling 3.200 1/11/2012 Single Family Dwelling 2.000 4U13/2012 Single Family Dwelling 3.200 4/18/2012 Single Family Dwelling 2.800 4/12/2012 Single Family Dwelling 16.000 4/20/2012 Single Family Dwelling 1,500 7oro/ fi)rC/oxx*fR/o/k.- AmN Number vfPern,its= /6 Chtss___N�r: Rrwmdel Fennit# 8266 Door Replacement Dotc Issued Uscm' Builditig '--' — 1/27/2012 Single Family Dwelling Valux6m/ 1.741 Page 3 of 6 Class of Woi-k: Reitiodel /ern/it# @312 8270 8275 8334 82#7 8292 8272 8277 8279 8278 driveway intehorbui|dout ino|d P & H Remodel Remodel Remodel (including p|mO&HNg) Remodel (including p|mg&Hig) /ope|r window replacement window replacement windmwrep|aoemenbdonr {7nxxuj'N<oM/ Ren/vue/ Class qf Wovvk New -- ------- ' ' Permit# 8321 Deck 8268 New House 8288 New House 8296 New House 8310 New House 8320 New House 0331 New House Description of Pf'ork Totalsfor Class of Ol'ork: New Date Issued 4/13/2O12 2/8/2012 2/17/2O12 zV27/2O12 2/3/2012 3/19/2O12 2/7/2O12 2Y22/2O12 3/2/2O12 2/22/2O12 /Vx/nha'ufPermits = I Dote Issued 4/1S/2012 2/3/2O12 2/3/2U12 3/27/2O12 4/13/2O12 4/18/2O12 4/2G/2O12 Nv/n8or of Permits= 7 Use of Buildiiig Single Family Dwelling Single Family Dwelling Single Family Dwelling G|ny|e Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling SklQ|o Fonih/ Dwelling Valuation 4,000 20,000 5,000 8,000 25,000 25,000 1.525 ' 4,993 2,600 5,152 Total Valuation = 103,011 Use of Building Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Sh0|p Family Dwelling Single Family Dwelling Valuation 5,000 460,412 650,000 575,000 437,000 45O'O0O 424,000 3,00/'472 Page 4 of 6 Class of Woi-k: Rejuth, # � 8271 8319 8256 8251 8281 8282 - 8291 8293 8294 8299 8305 8316 8317 8320 83%O _ Door Replacement driveway ' repair Roof Replacement � Roof Replacement (ice &water) Roof Replacement (ice &water) Roof Replacement (ice &water) Roof Replacement Una & water) Roof Replacement (ice & water) Roof Replacement (ice & Roof Replacement (ice & Roof Rep|acemen<Uce & Roof Replacement (ine& Roof Replacement (ice & Roof Replacement (ice & water) water) water) water) wmte r) water) ^~ `� `-�-------`—� Chwss Doillwlitioll # 8260 demolition Totalsjoi- Class of FGwk Demolition Totalfn � �� | m r Occupancy: 3 I)«fe Issued 2K6/2012 4/18/2O12 1/11/2Q12 1/4/2012 3/7/2O12 3/7/2U12 3/1R/2O12 3/1B/2012 3/22/2O12 3/28/2O12 4/1O/2O12 4/16/2O12 4/1O/2U12 4/23/2812 4/25/2O12 Nu/nher(if Permits = /5 Date Asued 1/11C2U12 Nunbei-o/}en//hls= / Nnmmbero{Permitx=5O Use of Buil(lbig Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Mobile Home Single Single Single Family Dwelling Family Dwelling Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling Single Family Dwelling fioll= 175,875 Be of Builditig Single Family Dwelling Total Valuation = Valuutimn 6,000 6,000 i 3^443,227 � Occupancy S-1 Class of Work: Add Permit # 8264 Communication Antenna Description of Work Totals for Class of Work: Add Totals for Occupancy: S-1 Date Issued 1/25/2012 Number of Permits = Number of Permits Grand Total of An Permits Issued: Number of Permits 62 Friday, 111(9, 11, 2012 Use of Building Commercial Total Valuation = Total Valuation = Valuation 48,000 48,000 48,000 Total Valuation = 3,748,082 Page 6 of 6 00,mf Lake Elm* Building Department Plumbing Permit Janua)�)'J,20l2 I&rvwg6 April 30,I0/2 /mernzir# 8307 8332 8%D8 8269 0285 8268 8296 8310 8320 8331 8278 8283 8314 8324 8328 8333 �� ���� mmary 4yN�� Date Issued Valuation' --- - - ' ' uKerresd p1n1g 4/11/2012 5,000 alter nasdp1mg 4C26C2012 1.200 aUerpeod p!mg &gas|ine 4/11/2812 5.800 NowReak1enba| 2/3/2012 35.000 Remodel Commercial 1/27/2012 1.000 Reodp|nnA/watnr/omwerconnect. 2/3/2012 36.000 Resdp1nng/ma1er/sewerconnect. 3/27/2012 30.000 Rmodp|mg/water/sewe,connect, 4/13/2012 30.000 8eodp|mgkwo\or/aeworconnect. 4/18/2012 80.000 Resdp|mg/woVar/smwerconnect, 4/26/2012 30.000 water heater install 3/2/2012 3.500 water heater install 3/7/2012 500 water heater install 4/18/2012 200 water heater install 4/20/2012 500 water heater install 4/23/2012 500 wodersoftnnr 4/27/2012 1.280 Total Number «f Pcrmits= 16 ' Total Valuation = 208000 Ci�y of Lake Elmo Building Department �'/��� ��m��»�� �r~,����������� - - ' - ~~^ Permit ''~-- Detail -~~~^^-^^-~~^_r January },J0J� Through April 30. 2012 Pcnnb# of Work Date Issued k��odoo � � ` 8209 HVAC'roskjenUo| 2/3/2012 30.000 8268 HVAC-residential 2/3/2012 30.000 8280 HVAC'residerUia| 3/5/2012 6.800 8296 HVAC'nasidonUa| 3/27/2012 25.000 � 8310 HVAC'reu)dmrd)a| 4/13/2012 25.000 8320 HVAC'rooidenda/ 4/18/2012 25.000 8331 HVAC'rouidentia| 4/26/2012 20.000 8261 New Commercial 1/17/2012 1.400 8248 replace furnace 1/3/2012 3.150 8264 replace furnace 1/6/2012 3.400 8253 replace furnace 1/6/2012 3.000 8252 replace furnace 1/6/2012 1.650 8259 replace furnace 1/11/2012 2.787 8267 _ -__ re |�e furnace 1/11/2012 1.776 8282 replace furnace 1/18/2012 2.000 8273 replace furnace 2/8/2012 1.750 8284 replace furnace 3/12/2012 2.300 8285 replace furnace 3/12/2012 3.500 8286 replace furnace 3/13/2012 4.200 8302 rep|acefunmaoeA\C 4/3/2012 6.287 Total Nwnzbo'o/Pernziy = 21 Total Valuation = 208,769 THE CITY OF LAKE ELMO MAYOR AND COUNCIL COMMUNICATION DATE: 05115/2012 CONSENT ITEM #: 3 MOTION Consent Agenda AGENDA ITEM: Temporary Liquor License SUBMITTED BY: Sandie Thone, City Clerk THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Dean A. Zuleger. City Administrator SUMMARY AND ACTION REQUESTED: As part of the Consent Agenda City Council is respectfully requested to consider approval of a temporary on -sale liquor license issued to Team Ortho Foundation, Inc. for their event the Go Commando Adventure Race being held at Green Acres on June 9. 2012, subject to approval of the Director of Alcohol and Gambling Enforcement. BACKGROUND INFORMATION: Pursuant to Lake Elmo City Code Chapter 111.17 Section B3 temporary on -sale licenses shall be issued only to clubs, charitable, religious or other non-profit organizations in existence for at least three years and shall authorize the on -sale of intoxicating liquor in connection with a social event sponsored by the licensee and subject to the restrictions imposed by MN Statute 340A, STAFF REPORT: Team Ortho Foundation. Inc. located at 1170 15" Avenue SE, Minneapolis, MN 55414 is planning to hold their Go Commando Adventure Race on June 9, 2012 at Green Acres located at 8989 55'I' Street North. They have requested an on -sale temporary special event liquor license to allow for the safe sale of alcoholic beverages at the event. Please find attached the request from Team Ortho Foundation, Inc. The event will be held from 8:00 a.m. through 4:00 p.m. at Green Acres. Security will be present during the entire event. Team Ortho Foundation. Inc. has successfullv submitted an application. certificate of insurance for liquor liability and paid the $25 license fee. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve a temporary on -sale liquor license issued to Team Ortho Foundation, Inc. for their Go Commando Adventure Race being held at Green Acres on June 9, 2012. subject to approval of the Director of Alcohol and Gambling Enforcement. ATTACHMENTS: I. Team Ortho Request Letter 2. Proof of Non -Profit Status (501 c) 3. MN Department of Public Safety Application for Temporary Liquor License 4, Certificate of Insurance City ofLake Elmo City Hall Attn Sandie Thone 3BDOLaverne Avenue N. Lake Elmo, Minnesota 5SO4l Team Ortho Foundation is requesting a Liquor License for our Adventure Race. May 3,20I2 Team Orthois non profit foundation whose mission is to To improve and enhance the lives of or-thopaeclic patients through our commitment to supporting research, education, and advancements in orthopaedic technology, and to promote good muscular, skeletal, and joint health by encouraging an active lifestyle including training for and participating inamateur athletic events, We put on many races in the metro area and have in the last year over 5OIX}O people participated in those events. On June 9, 2012 we are again have our Go Commando adventure race at Green Acres, The event will befrom Barn toabout 4pmunthat date; it isafun filled event with alot ofexcited runners. If any of the staff or council members would like to participate let me know. VVehope toagain have the Lake Elmo Fire department there cleaning off the muddy and happy participants. Michael G Swanson GOCommando Race Director 5I2-209'2658 teamorthomikeavmaiicom Polar Dash | Get Lucky I Minneapolis Marathon I Minneapolis Duath|on | Go Commando I Monster Dash Team 0rthuFoundation 2906Seoond Street North x4inneappUs,rNmS54ll Ph:Ol2'2O9'2658 | tea rnnrthomitc«»RmaiLcom INTERNAL REVENUE SERVICE P. O. sox 2508 77NCINNATI, OH 45201 SEP 1 4 2004 TEAM ORTHO FOUNDATION INC C/C JOHN LARSON 701 PARK AVE MC 8623 MINNEAPOLIS, 55416 Dear Applicant: 25ARTM-7'NT OF THE TREASURY Contact Person: SIRIJITN MAYI Contact Telephone Number: A77 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170(.b) (1)(A)(vi) Form 990 Required: Yes Effective Date cf Exemption: February 4, 2004 Coflt21bU2ion DeductihiliLy: Yes Advance Ruling Ending Date: December 31, 2008 7D# 31449 We are Pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c) (3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also crualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c) (3) cf the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective dare of your exemption and ends with advance ruling ending date showrI in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period tc return the completed form. We will Then notify You, irLwriring, about your public charity status. ?1,.ase see enclosed Information 501c ;31 for some helpful organization. for Exempt Organizations Under Section information about your responsibilitiesresponsibiiities as ari exempt If you distribute funds to other organizations, your records must show whether thev are exempt under section 501(.7)(3). In cases where the recipient organization is not exempt under section 501(c)(3), you must have evidece the funds will be used for section 501;c3 purccses, Letter 1045 ;DO/IC; o Public Safety ALCOHOL AND GA G ENFORCEMENT DIVISION 444 Cedar Street uite 222, St, Paul MN 55101-5133 (651) 201-7507 Fax (651) 297-5259 TTY (651) 282-6555 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION I NAME OF ORGANIZATION ck vs-, 0 r-1--14-c to STREET ADDRESS S". NAME OF PERSON MAKING APPLICAT1 N JMtLIA (4,e, SLock.tAs C DATES LIQUOR WILL BE SOLD (41 S - (e• ORGANIZATION OFFICER'S ME .221 k \-t C LL., ck_LA.S CA'N ORGANIZATION OFF CE 'S NAME ORGANIZATION OFFICER'S NAME - Location license will be used. Ifan Outdoor area,describe DATE ORGANIZED "t )Z0c,t-I CITY l4Avt Pc.-olitkr) :BUSINESS PHONE (0"1-) Lf TAX EXEMPT NUMBER HOME PHONE TYPE OF ORGANIZATION CLUB CHARITABLE RELIGIOI IS OTHElig-QhMITE ADDRESS s' S—""( t ADDRESS ADDRESS Co '41("4-e Ln CI( Ck cl Will the applicant contract for intoxicating liquor service? If so, give the name and address of the liquor licensee providing the service. Will the apptica k-e-C iquor APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUB ENFORCEMENT CITY/COUNTY CITY FEE AMOUNT DATE FEE PAID DATE APPROVED LICENSE DATES G TO ALCOHOL & GAMBLING SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED Et1RECSOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE: Submit this form to the city or county 30 daysprior to event. Forward application s ed by city and/or county to the address above. If the application is approved the Alcohol sad Gambling Eaton -tweet Division will Mara this application to be aged as the License for the event PS-09079 (12/09) CITY OF LAKE ELMO MAYOR AND COUNCIL COMMUNICATION DATE: 05/15/2012 CONSENT ITEM #: 4 MOTION COMO)! Agenda AGENDA ITEM: Special Event Permit — Go Commando Adventure Race/Team Ortho Foundation SUBMITTED BY: Sandie Thone, City Clerk THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Kyle Klan. Planning Director Gre,(2, Malmquist, Fire Chief SUMMARY AND ACTION REQUESTED: As part of the Consent Agenda City Council is respectfully requested to consider approval of a special event permit issued to Team Ortho Foundation, Inc. for their event the Go Commando Adventure Race being held at Green Acres on June 9. 201-'. The recommended motion to act on this on this request is as follows: "Move to approve a Special Event Permit requested by Team Ortho Foundation to conduct the Go Commando Adventure Race at Green Acres om 8:00 a.m. to 5:00 p.m. on June 9, 2012. I FISCAL IMPACT: None — all costs associated with e event will be borne by the applic There are no anticipated public expenses associated with the event. BACKGROUND INFORMATION: The applicant has successfully submitted a special event permit application, a diagram detailing the event, the certificate of insurance required by city code and the permit application fee of $75. The event being proposed is an adventure race with an anticipated 3000 participants. Security and crowd control will be provided by the Washington County Sheriff's department and first aid will be provided by the Team Ortho Medical Team. Live entertainment will be provided between the hours of 8:00 a.m. and 5:00 p.m. the day of the event There will be no parking at the site — all participants will park at the Washington County Fairgrounds and be bussed to the event location. All clean-up and trash hauling will be provided by Team Ortho. The event is expected to draw approximately 500 spectators. A special event perni_ nas been deemed necessary for this L. at because it will involve more than 100 participants within a 24-hour period and is a privately -sponsored event. The recently adopted ordinance for Special Events also lists a series of information that must be provided or requirements that must be met in order to conduct the event, which include the following: Maximum Number of People: 3000 competitors, 500 spectators. and 100 volunteers Sound Equipment: Yes. music provided by local bands, four hours each session Sanitary Facilities: 30 units Security: provided by Washington County Sheriffs Department Food Service: Certified food service; Washington County Temporary Food License Fire Protection: None required, please see comments from the Fire Chief below Duration of Special Event: June 9, 2012 between 8:00 a.m. and 5:00 p.m. (with additional hours for setup and teardown one day beforehand and one day after event) Cleanup Plan: Complete clean-up including trash haul away Waivers: None requested Insurance: Certificate of Insurance provided In addition to the above requirements. the applicant has indicated that they will have Team Ortho Medical Team on sight for first aid. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve a Special Event Permit for Go Commando Adventure Race sponsored by Team Ortho Foundation to conduct a race at green Acres on June 9.2012 by undertaking the following action: "Move to approve a Special Event Permit issued to Team Orth© Foundation to conduct the Go Commando Adventure Race at Green Acres from 8:00 a.m. to 5:00 p.m. on June 9, 2012. ATTACHMENTS: 1. Special Event Permit Application submitted by Team Ortho Foundation Event Diagram Certificate of Insurance _� rm�cn�or ^ I ' l4��l�;�F �� ^. `^~ �~�-,^" Smecia|Event Permit, Application 1. Title and Brief Description of Event y- 0 11. Applicant Information The applicant is responsible for answering all questions, including inquiries from media and citizens. Applicant IC ' )& � (, �\-J c;, V6 Title: Address: 1(1'o /� /-�t� LO°-to 0 � {� ,r� - I' (+ \ c' Daytime Phone: /~ -� Mobile Phone: 111. Event Timetable A. Requested day and date: -1) 8. Requested Hours of[)peration, from C. Setupbeginningdeyanddate_-/7`^���� o D. Dismantle by day and date 3 L�~�� \ (} E. Anticipated number ofparticipants: WO/ (V. Insurance ~ Emerg p. .tirnc time �and spectatnrs: ncyPhone: Attach to this application either an insurance policy or a certificate of insurance including the policy number and showing liability amounts. The policy must state that any outside area tobe used tor an event is covered.The policy must also show evidence that the requested event is not excluded from insui-ance liability. V. Check All Items that Apply toyour Event Use ofaPublic Facility (note faci|hy): Event participant and/or spectator parking areas (describe): bEntertainment or stage location (provide to -scale drawings); Construction or erection of temporary structures (may need permit: check with planning department); Trash containers (indicate# and locations):Portable toilet facilities (indicate # and locations): J �� r;T1 --- l� -/ Fi�taid fad|ihesUnd)ostexvhoisprovding\: \-�� ���°0 8��� [`—� F-1 Parade and/or Parade floats (may need permit); Fireworks and/or pyrotechnics site (may need permit, check with the fire department); Cooking facilities, open flame, or vehicle fuels (may need permit, check with fire department); Electricity (indicate source and p|an\: other (please describe): VI. Food, Beverages, and/or Entertainment e [ A. If your event includes music, live entertainment, sound amplification or any other noise impact, please describe' including the intended hours of the music, sound or noise. BWill alcoholic beverages be served? C. Name ofliquor establishment: O. For service of alcohol outside a licensed premise, include a diagram showing the defined area of the alcohol concession service and attach a copy of your certificate of liquor liability insurancecovering the limits ofthe alcohol service area. E. If serving alcohol, describe how you will ensure that alcohol will be possessed and consumed only by those persons 21 years or older. Describe all security measures in place. {A V-t OJ eA— [i,'U�m_X,=�� .'_�� A ��. 44,--e- \/e�\L/t� F, Will food and/or non-alcoholic beverages be served? —.X Yes No G. If yes, describe sanitation and food -handling procedures: H. If yes, you will need to have a Temporary Food License from Washington County. Attach acopy ofyour Temporary Food License tothis application. ( C"')pe<"4 f---\ i |fyou intend tocook food inthe event area, describe your area layout, including fuel or electrical sources to be used: Y'\'('t� p �� 1/ VII. Vendors or Concessionaires Ust what vendors/concessionaires you will have at your event and list their Sales Tax ID Number: Avl VIII. Security and Safety Procedures ,L%. Describe you-, proposed procedures for security and crowd control: � v\ ��� B. If the event is to occur at night, describe how you will light the event area in order to increase the safety of participants and spectators coming to and leaving the event: 7 A IX. Clean-up List persons responsible for clean-up duties: X. Mitigation of Imp c on Others Describe how you intend to mitigate the impacts of the special event on businesses, churches, neighbors, motorists, and others: Ni o t C M k C. c S 6,14 e--Qe---17 C4,4— ,Lkj-c_e_O k CI, Trd A Note: Any condition which causes adverse impacts may be cause to revoke the Special Events Permit Applicant Sign Date of Application: 4 Race Village Delineators for managing PP lines Bus pickup tents colored per parkirig'Iot Bus pickup/ dropoff Changing Ten. (details in upcoming slide PP and reg-JS includes gear) Walking route to Packet picku. Wave bracelets, Info and tickets ACORD, CEF..IFICATE OF LIABILITY IN URANCE DATE (MMIDDIYYYY) 05/03/2012 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER IMPORTANT- If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must oe endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement, A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Erik Johnson NAME: Advance Insurance Agency, Inc. PHONE 952 842 1154 FAx (Arc`"°.E u: (Arc,N°): (95Z)831-0572_ 5241 Viking Drive Ste 200 E-MAIL ADDRESS: Edina, MN 55435 PRODUCER CUSTOMER ID p: INSURED Team Ortho Foundation 2906 2nd Street N Minneapolis, MN 55411 INSURER A ; INSURER B : INSURER C INSURER D INSURER E INSURER F : INSURER(S) AFFORDING COVERAGE NAIC z NSI COVERAGES CERTIFICATE NUMBER: 12/13 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES- LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INTRR ADDL TYPE OF INSURANCE INSR SUBR WVD POLICY NUMBER POLICY EFF POLICY EXP LIMITS IMMlDDIYYYYI (MMIDDNYYY) GENERAL LIABILITY A A X COMMERCIAL GENERAL LIABILITY LAI M S-MADE X OCCUR GEN'L AGGREGATE LIMIT APPLIES PER X I POLICY JECT LOC AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS X UMBRELLA LIAR EXCESS LIAR X 1 OCCUR I CLAIMS -MADE DEDUCTIBLE RETENTION $ WORKERS COMPENSATION AND EMPLOYERS` LIABILITY Y! N ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) II yes. aescribe under DESCRIPTION OF OPERATIONS below NIA NS01440392 04/16/2012 04/16/2013 EACH OCCURRENCE DAMAGE TU RENI EU PREMISES (Ea occurrence; MED EXP (Any one person) NU01440392 04/16/2012 04/16/2013 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) :,reen Acres is named as additional insured on the General Liability. CERTIFICATE HOLDER CANCELLATION Green Acres 8989 55th Street North Lake Elmo, MN 55042 ACORD 25 (2009/09) 1,000,000 100,000 5,000, PERSONAL &ADV INJURY 5 1,000,0001 GENERAL AGGREGATE 5 2,000,00 PRODUCTS - COMP/OP AGG 5 2,000,00 5 I COMBINED SINGLE LIMIT S (Ea accident) BODILY INJURY (Per person) $ BODILY INJURY (Per accident) 5 PROPERTY DAMAGE (Per acadenli EACH OCCURRENCE $ 1,000,0001 AGGREGATE 5 1,000,001 $ 5 WC STAI'U- 1TORY LIMITS i I ER E L. EACH ACCIDENT $ E L DISEASE - EA EMPLOYEE 5 E.L DISEASE - POLICY LIMIT 5 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AUTHORIZED REPRESENTATIVE Erik Johnson © 1988-2009 ACORD CORPORATION, All rights reserved, The ACORD name and logo are registered marks of ACORD THE CITY 0F K z� ���� ELMO Y0R AND COUNCIL C)CATION DATE: 05/15/2017 CONSENT ITEM #: 5 MOTION / SS Fiscal Impact AGENDA ITEM: City RuU Facilities Improvement SUBMITTED BY: Sandie Tbone,City Clerk THROUGH: Dean /\.Zu}eger, City Administrator REVIEWED BY. Dean A. Zulecyer, Citv Administrator QUMMA-RA' AND ACTION REO0ESTED: As port of the Consent Agenda City Council is respectfully requested to consider approval of u taci\iry update that includes the purchasing and installation ofcarpeting and tile inaddition tothe purchase oypaint for the interior walls nfthe Ot,,,Hall facility. The funds have been allocated in the 20 12 budget. BACKGROUND INFORMATION: The flooring at City Hall in in poor condition. The flooring was last replaced over 25 ycms uLo. The interior v/a|}u are in need of repair and new paint, In efforts to effectively maintain the facifiry, staff recommends approval of the facility improvements described herein, FISCAL IMPACT: The funds have been allocated in the 2012 hud�etinthe BuiNi —ChyBuU Fund and total $15, 925 for new cat -pet. new tile and new paint for the city hall facility. STAFF REPORT: In efforts no maintain the Citv Hall facility staff recommends approval of the facility improvements including new carpeting, Nc and paint. Competitive quota were obtained. The fbUo*ioi-, quotes were obtained for purchase of carpet and tile, trim, floor prep, installation and haul unu>: Fro���'sCurpc Shop. $16J49 We have chosen Fantastic Floors at o bid of $\ 5,]2j for the carpet and tile purchase and installation as the} have Submitted the most competitive hid and we have received ezcmp|an' service and respmnocdmes to date. In addition we have received u hid from Sherwin Williams in the amount uf$80O for paint fbr/be interior city hall, The total expericliture for this facility- upgrade totals $15,9215 RECOMMENDATION: Based upon the above background information and muff neport, omf[ recommends that the CxvC*unci| approve afuciUty update that includes the purchasing and installation of carpeting and tile in addition no the purchase of paint for the interior *eUs of the [it! Hall faui\hv. THE CITY ()F LAKE El MO MAYOR & COUNCIL COMMUNICATION DATE: 5/15/12 CONSENT ITEM #: 6 MOTION / CONSENT AGENDA AGENDA ITEM: Affirm Hiring of Nick Johnson as City Planner SUBMITTED BY: Kyle Klatt, Planning Director T OUGH: Dean Zuleger, City Administrator REVIEWED BY: Cathy Bendel, Finance Director SUMMARY AND ACTION REQUESTED: As part of the Consent Agenda, the City Council is being asked to affirm the hiring of Nick Johnson as the City Planner for the City of Lake Elmo. FISCAL IMPACT: $45,000 salary / $19,000 benefits = $64,000 BACKGROUND INFO' T ON: Mr. Johnson was hired in the summer of 2011 as the Planning Intern for Lake Elmo on a short-term basis, and completed his internship before returning to the second year of his master's program at the Hubert H. Humphrey Institute of Public Affairs. With the resignation of the City Planner last fall, Staff presented a plan to the Council for covering the staffing needs within the department on a temporary basis, part of which included the hiring of an interim City Planner. Nick's schedule allowed him to fill this position while still attending school. The position has averaged around 20 hours each week since the first of the year. In order to address the long term staffing needs within the department, Staff would like to fill the vacant Planner position, and has offered the position to Mr. Johnson, who could start working on a full-time basis since he will be graduating in May, with a tentative starting date of May 29, 2012. At this point, Staff is seeking Council affirmation of this hiring in order to make this decision official. STAFF REPORT: The offer of employment includes a base salary of S45,000 with the complementary benefits offered to all City of Lake Elmo full-tirne equivalent employees. This salary, in addition to the benefits, falls in line with the amount budgeted for salaries in 2012 for the Planning Department. The position would be a full-time (40 hours per week), salaried position that would assume the duties as described in the current job description for the City -- page 1 -- City Council Meeting Affirm Hiring of City Planner May 15, 2012 Regular Agenda Item # 6 Planner. Nick has demonstrated a very strong work ethic throughout his current tenure with the City, and his positive attitude and willingness to tackle complex projects have proved to be a significant asset for the department over the last several months. Nick has been very instrumental in helping to keep the City's long range planning projects on track during a period of staff transition. Please note that the position would be probationary for six months, and will be subject to the completion of a performance review prior to the end of this period. RECOMMENDATION: Based upon the above background information and Staff report, it is recommended that the City Council affirm the hiring of Nick Johnson as the City Planner for the City of Lake Elmo by undertaking the following action: Move to affirm the hiring of Nick Johnson as the City Planner for the City of Lake Elmo at an annual salary of S45,000 subject to a six-month performance review" ATTACHMENTS: THE CITY OF I K E ELMO MAYOR AND COUNCIL COMMUNICATION DATE: 5/15/2012 CONSENT ITEM #: 7 MOTION AGENDA ITEM: Authorization to Participate in the Minnesota GreenStep Cities Program SUBMITTED BY: Nick M. Johnson, 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 the City's participation in the Minnesota GreenStep Cities program. This resolution is required to officially enter the program. BACKGROUND INFORMATION: The GreenStep Cities program aims to provide Minnesota cities a clear pathway to greater sustainability based upon implementing best practices specific to Minnesota cities of differing sizes and capabilities. Due to the multiple environmental, economic, and social dimensions of the best practices, leadership from the City Council is needed to oversee their implementation and coordination/integration with other city and community activities, and with other governmental jurisdictions. Regarding the best practices of the GreenStep Cities program, the initiatives are focused into five categories: (1) Buildings and Lighting: (2) Transportation: (3) Land Use; (4) Environmental Management; and (5) Economic and Community Development. Providing a framework to address sustainable practices in these five categories is intended to assist cities in achieving improvement in operational practices. planning outcomes, and environmental stewardship. STAFF REPORT: Given the future growth that will occur within Lake Elmo, the Staff is evaluatim.), all of the opportunities available to receive technical and administrative support in planning for sustainable development. In order to preserve the excellent natural resources available within the city. it is important to utilize sustainable practices in a developing community. In addition. the City should also make effoi,, to evaluate its internal operations to t...—are that it is acting as a steward of fiscal responsibility and efficient energy use in the future. in order to achieve these goals, the Staff has explored opportunities to receive assistance in implementing sustainable practices into its operations. The opportunity to join the Minnesota GreenStep Cities program arose through a technical workshop which was attended by a member of the Staff. After consideration, it was determined that the assistance offered by this program matched up well with the City's goals of utilizing sustainable practices. After contactim,, the GreenStep metro representative, it was determined that the City of Lake Elmo would be an excellent candidate to join the program. in order to facilitate the implementation of the best practices outlined within the GreenStep Cities program, the City shall appoint Dean A. Zuleger, City Administrator, and Nick M. Johnson, City Planner, as the City's GreenStep coordinators. To effectively participate in the program. the City will work towards implementing 12 required and optional best practices, as determined by Lake Elmo's status as a category B city. Finally, in order to track and monitor the City of Lake Elmo's progress on achieving the best practices, a summary of the City's initiatives will be posted on the GreenStep Cities website. RECOMMENDATION: Based upon the above background information and staff report. it is recommended that the City Council authorize the participation in the Minnesota GreenStep Cities program. ATTACHMENTS: 1. Resolution 12-xxx 2. GreenStep Program Requirements GreenStep Program 28 Best Practices 4. GreenStep Program City Category Notification CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 12- A RESTION AUTHORIZING THE CITY LAKE ELMO TO PARTICPATE IN THE MINNESOTA GREENSTEP CITIES PROGRAM WHEREAS, the GreenStep Cities program aims to provide 'Minnesota cities a clear pathway to greater sustainability based upon implementing best practices specific to Minnesota cities of differing sizes and capabilities; and WHEREAS, the Minnesota GreenStep Cities program assist in facilitating technical assistance for the implementation of these sustainable development best practices; and WHEREAS, The Minnesota GreenStep Cities program provides cost-effective sustainable development hest practices in the following five categories: (1) Buildings and Lighting; (2) Transportation; (3) Land Use; (4) Environmental Management; and (5) Economic and Community Development: NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Lake Elmo does hereby authorize the City of Lake Elmo (the -City-) to participate in the Minnesota GreenStep Cities program: and BE IT FURTHER RESOLVED, that the City: . Appoints Dean A. Zuleger. City Administrator, and Nick M. Johnson, City Planner, to serve as the City's GreenStep coordinators to facilitate best practice implementation: and Will facilitate the involvement of community members, civic, business and educational organizations. and other units of government as appropriate in the planning, promoting, and implementing of GreenStep Cities best practices; and 3. Grants to the GreenStep program's buildings advisor read-only access to the City's B3 Benchmarking Database, so as to facilitate analysis and cost savings advice to the City regarding its buildings' energy use; and 4. Will identify a short list of best practices for initial implementation by 6/15/2012; and 5. Will claim credit for having implemented and will work toward implementing at least 12 required and optional GreenStep best practices that will result in energy use reduction. economic savings and reduction in the community's greenhouse gas footprint, A summary of the City's implementation of best practices will be posted on the Minnesota GreenStep Cities website. AI OPTED BY the Lake Elmo City Council on the 15th day of May, 2012. ATTEST: Dean A. Johnston, Mayor Dean A. Zuleger, City Administrator CERTIFICATION I certify that the above Resolution is an accurate copy of the Resolution adopted by the Council of the City of Lake Elmo at an authorized meeting held on the 15th day of May, 2012, as shown by the minutes of the meeting in my possession. Signed: (Signature, (Type or Prim Name) (Title) Subscribed and sworn to before me this day of May, 2012. Notary Public My Commission Expires GreexaStep Progra/ ** equirements details see http://tinyurl.com/3mx3bob 1 Efficient Existing PubUcBui|dinas o� � 2 Bf�d�tExi�mA:Private Buildings 3 New Green 8ui\d�� �_ 4 Efficient Building & Street Lighting and Signals BuddinaDuuou Buildings & Lighting BPs Required Required Required �e9&rm��& ��Required- - - ' - Higher I}cnoby Mixed Uses z I Comp��Green S�e�o '- ' 2 Mobility Options 3 Efficient City Fleets 4 Demand -Side Travel }1unoi/ Transportation BPs Required z ` _ Required Required 5 Environmentally Preferable Purchasing quired Required Required 6 Urban Forests Required Required 7 Efficient SmnnwmerManagement z Rsyx/ns/ 29 _ 20 - �l Septic Systems %% Solid Waste Krdoohox 23 Local Air Quality 8 Parks & Trails Surface Water Quality 24 Benchmarks & Community Engagement 25 GmeuBm41CSSDevelopment 7 Local Food r Reqnired Required Required Re0n/n/d Required Development BPs Required Floating, BPs (additional to required BPs Tota/BPs Required @n jor Step z 1 For each BP there are specific requirements, e.g. "complete any 3 actions." 2 For BPgroups, u.g.Buildings & Lighting, amix ofBPsisrequired. Category A&8 cities, e.g.must implement 8P#l&one other QPfrom BP#Z'5. 3 The "floating BP:" a city implements the required # of BPs in the 5 categories AND implements any 3(or 2'for Category Bcities) other Bps. 4 When a city has implemented a total of8, 12 orI6 BPs'taking into account the details in notes 2'3 above, Step 3 GreenS1ep recognition is granted at the mid -June conference ofthe League ofMinnesota Cities. �, :r:�rorn of me Minnesota Pollution C,,.,rol Agency GreenStep Cities isanassistance program for all Minnesota cities that supports and recognizes implementation mf28sustainable development best practices. The best practices focus on cost savings and energy use reductions that lead cities beyond compliance and encourage aculture ofinnovation. Cities that implement a minimum number of best practices, organized into five categories below, will be recognized as GneenStep [h». Each best practice can be implemented bycompleting one ormore specific actions from alist offour to eight actions. A city's accomplishments are recognized on the GreenStep website. Implementation of additional best practices will garner additional recognition. � Visit www.&nGreenSbep'ora to learn more about this program, to see what cities have accomplished, and to understand how your city can become involved. GreenStep's 28 Best Practices Buildings and Lighting I.Efficient Existing Public Buildings: Assess and finance energy and sustainabi|hyimprovements nf existing structures, 2. Efficient Existing Private Buildings: Assess and finance energy and sustainability improvements a existing structures. 3. New Green Buildings: Construct new buildings to meet orqualify for a green building standard. 4. Efficient Building & Street Lighting and Signals: Improve the efficiency of public and private lighting and signals. 5. Building Reuse: Create economic and regulatory incentives for redeveloping and repurposing existing buildings before building new. 6. Comprehensive Plan and Implementation: Adopt a Comprehensive Plan and tie regulatory ordinances toit. 7. Efficient City Growth: Promote financial and environmental sustainability by enabling and encouraging higher density housing and commercial land use. 8.Mixed Uses: Develop efficient and healthy land patterns. 9.Efficient Highway -Oriented Dewe|opnment:Adoptcornmenja|deve|opmentanddesigngandprdsforhighvvay road corridors, Transportation II. Complete Green Streets: Create a network ofmuhbmoda| green streets. 12, Mobility Options: Promote active living and alternatives to single -occupancy car travel. ° 13.Efficient City Remts Implement acity fleet investment, operations and maintenance plan. 14, Demand -Side Travel Planning- Use Travel Demand Management and Transit -Oriented Design. Environmental Management 15. Purchasing: Adopt an environmentally preferable purchasing policy. '�� I6.Urban Forests: Increase city tree and plant cover. 17. Efficient Starmwater Management: Minimize the volume of and pollutants in rainwater runoff. l8.Parks and Trails: Enhance the city'sgreen infrastructure. 19.Surface Water Quality: Improve local water bodies. 20. Efficient Water and Wastewvate, Facilities: Assess and improve drinking water and sewer facilities. 21. Septic Systems: Implement an effective management program for decentralized wastewater treatment systems. 21 Solid Waste Reduction: Increase waste reduction, reuse and recycling. 23. Local Air Quality: Prevent generation of local air contaminants, Economic and Community Development 24.Benchmarks & Community Engagement: Adopt outcome measures for GreenStepand other city sustainability efforts, and engage community members in ongoing education, discussion, and campaigns. 2S.Green Business Development: Support the expansion ofthe green business sector inyour city. 26. Renewable Energy: Remove barriers to and encourage installation of renewable energy generation capacity. Z7.Local Food: Strengthen local food and fiber production and access. 28. Business Synergies: Network/cluster businesses to achieve better energy, economic and environmental Minnesota Bmen3tepCities grew out m'areport tothe 2003Legislature. The program isgoverned by apublic-private partnership m'atate agencies and nun'gnvemcoanta/organizations and is led bythe MPCA fA,GV� ' M1 KIN C[TIES Determining a City's GreenStep Category w on t e empty ce s in t e Answers column or more ormat:on on . to comp ete t e wor eet using t e • r. Questions Approximately how many public buildingsdoes the city own? 2 Approximately how many paid full time equivalent (FTE) staff does the city have? For how many separate departments (public 3 works, planning, etc) does the city have paid staff? Does the city have fixed route transit service (bus or rail) with at least two separate routes that 4 make more than one local stop? Exclude dial -a - ride, paratransit. Is the city required to have an MS4 (Municipal 5 Separate Storm Sewer System) permit from the Minnesota Pollution Control Agency? 6 Does the city operate a centralized wastewater treatment facility that serves most residents? Does the city operate a drinking water treatment facility that serves most residents? 8 How many distinct commercial areas and industrial parks does the city have? 9 Is the city part of a metropolitan area? If the city is not part of a metropolitan area, does 10 it share a border with more than one other incorporated city? If so, does the city have the largest population among the adjoining communities?. 11 Does the city administer a zoning. ordinance? Answers Two or fewer Yes Two or Three Yes Your City is a Category B City THE CITY OF LAKE ELMO MAYOR AND COUNCIL COMMUNICATION DATE: 05/15/2012 REGULAR ITEM #: MOTION AGENDA ITEM: Parks Commission Appointment SUBMITTED BY: Sandie Thone, City Clerk THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Dean A. Zuleiler, City Administrator SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to appoint Shane Weis as 2 Alternate on the Parks Commission. "Move to appoint Shane 74'eis of 8483 7th Street North as 2" Alternate on the Parks C0111171iSSi011." RECOMMENDATION: Staff is requesting City Council to appoint Shane Weis as 2nd Alternate to the Parks Commission, providinti, a full membership for the Parks Commission, ATTACHMENTS: Parks Commission Application City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, Minnesota 55042 651.777.5510 FAX: 777.9615 APPLICATION FOR PARK COMMISSION APPOLNTMEN IS CITY OF LAKE ELMO Date: 04/18/2012 Name: Shane Weis, Address: 8483 27th St. North Phone Number E-mail address: Months ow long have you lived in Lake Elmo: 18 . Why are you interested in serving on the Lake Elmo Park Commission? What personal interests and expertise will you bring? As a resident of Lake Elmo, I believe our parks are an asset that will promote future growth for our community. I am an avid bike rider, hiker, snow shoer, skier, and believe my children need to be able to enjoy the same parks I do. My expertise includes 8 years of construction estimating and management. I have an engineering degree from Iowa State University. I am a LEED accredited professional. 2. How will those skills and interests be of service to the development and management of the City's parks. trails and natural areas? My skills will enable me to assist in cost feasibility and analyzing environmental impacts of construction during, park planning. 3. What do you see as the role and function of the Park Commission? How does this relate to the roles and responsibility of the City Council in park matters? Thorough research of proposals and presentation of facts/ recommendations to council members. 4. What value do parks and trails have to our citizens? What role or function do they provide? See Above 5. How much time do you have or are you wiiing to devote to Park Commission activities? 4hrs a week Please complete and return to the City office Thank u for your interest in the Elmo Park Commission. TI Ili CITY OF Ai.KE ELN 0 f • , L..,e 4, TN/CA TTh!\' DATE: 5/15/12 REGULAR ITEM #: 9 MOTION / RESOLUTION AGENDA ITEM: Oakdale Gun Club Conditional Use Permit Amendment SUBMITTED BY: Kyle Klatt, Planning Director THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Planning Commission Nick Johnson, City Planner SUMMARY AND ACTION REQUESTED: The City Council is being asked to consider a request to amend the Conditional Use Permit for the Oakdale Gun Club. A conditional use permit must be approved by the City if the applicant meets the criteria for granting such a permit as specified by City Code. Specifically, the Council is required to review the request and consider the effect of the proposed use upon the health, safety, morals, convenience, and general welfare of occupants of surrounding lands, existing and anticipated traffic conditions including parking facilities on adjacent streets and land, the effect on utility and school capacities, the effect on property values of property in the surrounding area, and the effect of the proposed use on the Comprehensive Plan. The City is required to grant an amendment to a conditional use permit if the conditions in the ordinance are demonstrably met by the applicant. If approved, the amendment would allow for the construction of cementitous sidewalls and overhead baffling OD several of the existing gun ranges within the facility. The changes to the property are requested in order to improve safety throughout the property and to reduce the amount of noise being deflected off -site. Staff is recommending approval of the request. The attached Staff report includes a detailed review of the application along with the Staff recommendation. The recommended motion to act on this request is as follows: "Move to approve Resolution 2012- approving a request to amend the Conditional Use Permit for the Oakdale Gun Club to allow the construction of cementitous sidewalls and overhead baffling on several of the existing gull ranges within the liwility" City Council Meeting Oakdale Gun Club CUP Amendment May15, 2012 Regular Agenda Item # 9 ADDITIONAL INFORMATION: The Club presently operates under a Conditional Use Permit (C.U.P.) approved by the city council in 1988. The use dates back many years and prior to the city adopting any land use regulations. Site situation. The site is situated between the Lake Elmo Park Reserve and 101h Street in the southern portion of the City. The club owns two parcels of land; the gun range is located on the 40-acre parcel which is zoned A — Agricultural. The applicant also owns an adjacent 22-acre parcel which is zoned RR — Rural Residential. The existing permit and proposed amendment is applicable only to the larger 40-acres parcel. State Requirements. Minnesota Statutes Chapter 87A provides certain protections for shooting ranges like the Oakdale Gun Club. Any action taken by the City would need to be compliant with the Shooting Range Protection Act, which permits the continued operation of a shooting range as long as it is in compliance with the State's performance standards. This act specifically permits a range operator to improve the safety and sound conditions of the range in order to maintain and continue the operation of the range. The requested C.U.P. amendment has been requested for this exact purpose. The City does have more discretion under the act to deal with safety issues; however, there has been no evidence generated or testimony received by the City in the recent past indicating that any safety hazards exist on the site. City Approval. If approved by the City, the requested amendment to the C.U.P. would allow the proposed sidewalls and overhead baffling to be constructed. No other changes are proposed to the other portions of the site that would affect the current operation of the facility. Existing Conditions. The City does have the authority to enforce any existing ordinances or permits governing the activity on the gun club site, but must be careful to collect evidence and sound data before proceeding with any review of the overall conditional use permit currently in place on the property. PLANNING COMMISSION REPORT: The Planning Commission reviewed the request for a Conditional Use Permit amendment at its May 7, 2012 meeting and conducted a public hearing at this time. The Commission received the following testimony at the meeting: Rusty Williams (Black and Dew, LLC) speaking as a representative of the applicant indicated that under state law, all gun ranges will have to go through a process to make similar improvements to their properties. He noted that it would not he a problem to add openings to the walls in accordance with the Staff recommendation. Jackie McNamara, 10321 10th Street North. stated that she lives across from the Gun Club. She noted that although there are several trees along 10111 Street. a large number of these trees are deciduous and do not provide as much sound protection in the winter months when the range is the busiest. McNamara also commented that when the -- page 2 -- City Council Meeting Oakdale C Club CUP Amendment Mav 15, 2012 Regular Agenda Item t 9 driveway was moved several years ago, the sound levels increased from the gully where the driveway was located. She expressed concern that the proposed structures would be visible from I Oth Street. Richard McNamara, 10321 10th Street North, stated that he is not complaining about the proposed amendment, but that he would like the see the potential health and safety issues associated with the Gun Club further studied. The Commission general discussed the proposed improvements, and suggested that additional evergreen planting be provided in specific portions of the site to help mitigate the noise from the site and to minimize the visual impacts of the proposed structures. The Planning Commission adopted a motion to recommend approval of the CUP amendment with the conditions drafted by Staff and with an additional condition as follows: The applicant shall plant conifer trees in the general vicinity of the old driveway entrance to the site and in the southeastern corner of the site of sufficient capacity to provide additional screening and sound buffering. These trees shall be documented on a landscape plan to be reviewed and approved by the Planning Director and implemented as part of the building permit for the proposed structures. The Commission adopted the above motion with a vote of five ayes to one nay. RECOMMENDATION: Based upon the above background information. Staff report and Planning Commission recommendation, it is recommended that the City Council approve the request from the Oakdale Gun Club to amend its existing Conditional Use Permit to allow the construction of cementitous sidewalls and overhead ballistic baffling on several of the gun ranges within their facility at 10386 North 10th Street by undertaking the following action: "Move to approve Resolution 2012- approving request to amend the Conditional Use Permit for the Oakdale Gun Club to allow the construction of cententitous sidewalls and overhead baffling on several of the existing gun ranges within the facility" Alternatively, the City Council may consider the other actions that were suggested as part of the - Planning Commission report, which includes the following: A. Deny the Conditional Use Permit amendment request. and develop appropriate findings of fact to support this action. These findings would need to address the following: 1 That the amendment would negatively affect the health, safety, morals convenience, or 1.eneral welfare of surrounding lands; or 2. That the amendment would adversely affect traffic or parking conditions; or 3. That the use would negatively affect utility or school capacities: or 4. That the proposed amendment would significantly decrease property values of surrounding lands: or -- page 3 -- City Council Meeting Oakdale Gun Club CUP Amendment May 15, 2012 Regular Agenda Item # 9 5. The use would not be consistent with the Comprehensive Plan. B. Approve the request but with additional conditions to appropriate by the Council. C. Table taking action on the variance in order to request staff or the applicants. ATTACHMENTS: 1. Resolution No. 201 2- 2. Planning Commission Staff Report (5/7/12 Meeti 3. Application Form 4. Application Narrative 5. Location Map 6. Wall/Truss Sections 7. Site Plan (New Structures in Purple) 8. Aerial Photograph of Ranges 9. Photographs of Example Structures 10. Chapter 112 of the Lake Elmo City Code (Target R 11. City Council Resolution 88-5 12. City Attorney Correspondence (2/28/12) 13. FAQ Sheet (Shooting Range Protection Act) respond to issues that are deemed additional information from either SUGGESTED ORDER OF BUSINESS.' Introduction of Item ..... ........ ....... ..... .............. .......... ...... City Administrator Report/Presentati on ...... ..... . ........... ................... ....... Planning Director Questions from Council to Staff ...... ....... ......... Mayor Facilitates Mayor Facilitates Mayor & City Council Discussion ..... ......... ..... .................. ............... ......... ....... Mayor & City Council Action on Motion ........... .............. . .......................... ..... Mayor Facilitates Public Input, if Appropriate Call for Motion page 4 -- CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2012- A RESOLUTION APPROVING A CONDITIONAL USE PERMIT AMENDMENT FOR THE OAKDALE GUN CLUB, 10386 10" STREET NORTH, TO ALLOW THE CONSTRUCTION OF SIDERALLS AND OVERHEAD BAFFLING WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and WHEREAS, Oakdale Gun Club, 10386 North le Street (the "Applicant"), has submitted an application to the City of Lake Elmo (the "City") for a Conditional Use Permit amendment to allow the construction of cementitous sidewalls and overhead ballistic baffling on several of the gun ranges within its facility at 10386 North 10th Street, a copy of which is on file with the City; and WHEREAS, notice has been published, mailed and posted pursuant to the Lake Elmo Zoning Ordinance, Section 154.018; and WHEREAS, the Lake Elmo Planning Commission held a public hearing on said matter on May 7, 2012; and WHEREAS, the Lake Elmo Planning Commission has submitted its report and recommendation to the City Council as part of a Staff Memorandum dated May 15, 2012; and WHEREAS, the City Council considered said matter at its May 15, 2012 meeting. NOW, THEREFORE, based on the testimony elicited and information received, the City Council makes the following: FINDINGS 1) That the procedures for obtaining said Conditional Use Permit (CUP) Amendment are found in the Lake Elmo Zoning Ordinance, Section 154.018. 2) That all the submission requirements of said 154.018 have been met by the Applicant. 3) That the proposed CUP Amendment is to allow the construction of cementitous sidewalls and overhead ballistic baffling on several of the gun ranges within the Applicant's facility at 10386 North 10th Street as documented in the application materials on file with the City. 4) That the proposed CUP Amendment will be located on property legally described as follows: The Southeast Quarter of the Southwest Quarter (SE 1/4 of SW 1/4) of Section Twenty - size (26), in the Township Twenty-nine (29) North ofRange Twenty-one (21) West, SUBJECT to easements in favor of American Telephone and Telegraph Company of Minnesota, recorded in Block 118 of Deeds, page 554, and 135 of Deeds, page 374, in the office of the Register of Deeds in and for said County and State. More commonly known as 10386 10th Street North; PID Number: 26-029-21-34-0001 That the proposed structure will not negatively affect the health, safety, morals, convenience, or general welfare of surrounding lands. Specific findings: The addition of sidewalls and overhead baffling will reduce the overall impacts from the site by adding additional protections to ensure that bullets to not stray from the individual shooting ranges and by reducing the impact of sounds from these ranges. The proposed work will not alter the current shooting ranges in any manner and will not result in any increase in activity beyond what is already occurring on the site. 6) The proposed improvements will not affect traffic or parking conditions. Specific .findings: Because the proposed improvements will not create any new ranges or expand the capacity of any existing ranges, no additional traffic or demand for parking beyond the present situation will be generated by the project. Adding the sidewalls and baffling to existing ranges does not increase the ability of the Gun Club to accommodate additional users in any manner. The amount of traffic and parking associated with the proposed use will continue to be consistent with the existing operation 7) The proposed improvements will not have an effect on utility or school capacities. Specific findings: The building addition and new range building will have minimal impacts on the existing utilities at the site. There will be no changes to the utilities already established for the site sewer facilities will not be provided to the parking lot. 8) The proposed improvements would have no effect on property values of surrounding lands. Specific findings: The Club has been in operation since before the City regulated such uses through zoning, and likewise, the club has been located on this site since before many of the surrounding land uses were established. The site changes requested as part of the C. U.P. amendment are intended to reduce overall impacts. rom the site. 9) The proposed improvements would be consistent with the Comprehensive Plan. Specific findings: The Comprehensive Plan guides the property for public facility use in the future, but also provides for the continuation of existing uses until such time as the parcel is redeveloped. CONCLUSIONS AND DECISION Based on the foregoing, the Applicants' application for a Conditional Use Permit Amendment is ranted subject to the following conditions: That the applicant continues to comply with the conditions of Resolution No. 88-5, approving the master Conditional Use Pen -nit for the site. That the applicant provide for proper drainage openings or install drain tile along the sidewalls to minimize the disruption of any existing drainage patterns within the site due to the construction of said walls. 3. That the applicant secure any permits required by the Valley Branch Watershed District in order to construct the proposed structures. 4. A building permit will be required for the proposed structures, and all construction plans shall be signed by an engineer registered in the State of Minnesota. 5. That prior to any future amendments to the Conditional Use Permit the applicant provide an updated site plan with an accurate depiction of all buildings, ranges, fences. driveways, and other site improvements for review by the City. 6. That the applicant shall plant conifer trees in the general vicinity of the old driveway entrance to the site and in the southeastern corner of the site of sufficient capacity to provide additional screening and sound buffering. These trees shall be documented on a landscape plan to be reviewed and approved by the Planning Director and implemented as part of the building permit for the proposed structures. Passed and duly adopted this 15`11 day of May 2012 by the City Council ofthe City of Lake Elmo, Minnesota. Dean A. Johnston, Mayor ATTEST: Dean A. Zuleger, City Administrator To: F 1'0171: Meeting Date: Applicant: Owner: Location: Zoning: City of Lake Elmo Planning Department Conditional Use Permit Amendment Request Planning Commission Kyle Klatt, Planning Director May 7, 2012 Rusty Williams, Black and Dew, LLC Oakdale Gun Club 10386 North 10th Street A - Agricultural Introductory Information Application The City of Lake Elmo has received a request from Rusty Williams of Black and Dew, Summary: LLC on behalf of the Oakdale Gun Club to amend its existing Conditional Use Permit to allow the construction of cementitous sidewalls and overhead ballistic baffling on several of the gun ranges within their facility at 10386 North 10' Street. The proposed improvements are intended to help prevent accidental discharges passing beyond the existing bullet traps and to increase safety between the various ranges on the site. The applicant has submitted a more detailed project narrative as part of the request., which includes a description of some of the project benefits. Property The Oakdale Gun Club has been in operation continuously on its present site since Information: 1964, which predates the City's current Zoning Ordinance. The City's file on this property goes back to at least 1965; however, for the purposes of the present review, Staff will be focusing on actions taken by the City since 1982. It was at this point in time that the City of Lake Elmo conducted a more thorough review of the Gun Club operations. and it appears that this is when the current conditions of operation were adopted by the City. Between 1983 and 1997 the City reviewed the Gun Club operation as part of an annual review of conditional use permits that was presented to the City Council each year. Since 1997, it does not appear that the Council was presented information concerning existing Conditional Use Permits. Staff s assumption is that any reviews were conducted on an administrative basis. Starting in the mid 1980's, the City Council adopted a resolution that specified the conditions of approval for the Gun Club. After 1988, subsequent reviews and amendments to the C.U.P. have used the resolution adopted in this year (Resolution No. 88-5) as the basis for compliance. All amendments since then have technically amended this resolution as is relates to the continued operation of the Gun Club. A summary of the more recent C.U.P. amendments for the Gun Club is as follows: • 1998 (Resolution 95-58) New caretaker residence, accessory garage, and accessory storage structure. • 2002 (Resolution not in file) Noise abatement cover for 25 ft. range. • 2005 (Resolution No. 2005-111) Storage structure addition. • 2006 (Resolution No. 2006-145) New storage building. 2008 (Withdrawn by Applicant) Construction of a building shell over an existing range/expansion of operations building The current use of the site includes a range operations building, several outdoor ranges of varying length, the caretaker's home, storage buildings, a covered shooting range (25 yards), an archery practice area, and other miscellaneous buildings. The actual use of the facility beyond target practice includes training and other educational programs. The property owned by the club is divided into two larger tracts. The 22-acre eastern portion is not used for any formal range facilities while the 40-acre western parcel houses all of the formal range operations. Applicable Section 154.018 Administration. Codes: Conditional Use Permits. Outlines the general requirements for all conditionally permitted uses in Lake Elmo. Section 154.033 Districts. Subd. 4 (A) Agricultural Zoning District. Specifies that "Commercial recreation of a rural nature, including outdoor target ranges" requires a conditional use permit. Chapter 112 Target Ranges. Contains the City's requirements for the establishment and operation of a target range facility, including requirements for inspection, application, insurance, organization, construction, signage, hours of operation, supervision, and other regulations. Findings & General Site Overview Site Data: Lot Si:e: 40 acres (active gun range property) Existing Use: Target range facility Existing Zoning: A — Agricultural Properly 'den .cation Number (PIP): 26-029-21-34-0001 Application Review: CUP Review: The Oakdale Gun Club is a unique use in the City of Lake Elmo for a number of reasons, and most importantly from a land use perspective, it has been in operation long before the City adopted a Zoning Ordinance to regulate such uses. In reviewing the extensive file for this property, Staff is suggesting, that the Planning Commission concentrate on the 1988 action by the City as a starting point for determining whether or not the proposed site changes are in compliance with the Zoning Ordinance and Conditional Use Permit for the property. This is the general approach that was used to analyze the Club's C.U.P. amendments submitted since 1998. As with the previous amendments. Staff has determined that an amendment to the C.U.P. is required for the applicant to complete the work proposed. In accordance with Section 300.06, Subd. 4 (K) of the Zoning Ordinance, an amended conditional use may be administered in a manner similar to that required for a new permit. The proposed improvements to the site would involve the construction of cementitous side walls and overhead baffling on the ranges indicated on the attached site plan. The specific ranges that would be subject to these improvements include the Comp, 100- yard, 50-yard, 200-yard, 25-yard, and Short ranges, all of which are highlighted on the site plan that was submitted. These improvements do not include the installation of a roof over any of the ranges, and therefore would not result in any significant increase in the impervious coverage presently on the site. The applicant has indicated that the construction of side walls and overhead baffling is being done to primarily improve safety within and outside of the gun range. The work does have the added benefit of potentially reducing noise from the facility as well since the walls and baffling will redirect some sound that would otherwise travel directly offsite. Because the proposed structures would be built over existing ranges, there would be no expansion to any existing ranges or any expansion in the operation beyond the current usage. Staff concurs with the applicant's statements that the proposed improvements will not have an impact on sound levels, environmental impacts, vehicular traffic, and parking demand beyond the current levels. The City Engineer does point out that the sidewalls could impact existing drainage patterns within the facility, especially if they are located over an existing drainage pattern on the site. Although the applicant has not submitted a topographic survey of the site, most of the ranges have an earthen berm surrounding three of their sides, and therefore any potential storm water runoff is most likely already flowing around each range. The site in general is located within a depression, with the northern portion of the site sloping upwards towards the Lake Elmo Park Reserve. The applicant has agreed to install openings along the length of the wall at various intervals in order to allow water to continue flowing freely along any existing drainage ways, and Staff is suggesting that the potential for openings be considered as part of the building permit review. When the Gun Club approached the City a little over 4 years ago to amend its Conditional Use Permit, it was noted that the State of Minnesota had recently adopted the Shooting Range Protection Act, which provides additional protections to existing gun ranges to continue operating in their present locations. Please note that under this Conditional Use Permit Criteria: act. the City can continue to enforce any existing conditions and ordinances that regulate the site, including the hours of operation. A brief summary of the legislation is attached to this report, in addition to an opinion provided by the City Attorney on this matter in 2008. The changes proposed for the property are intended to help reduce the overall impacts from the facility by enclosing and mitigating some of the shooting activity that presently takes place on the site. There are no other changes proposed at this time, although as the club continues to makes improvements to their property, it is very likely that the City will be involved in additional reviews of this site. Reviewing this request requires that all general CUP criteria be examined. For these types of applications, the burden is on the City to show why the use should not be permitted due to impacts that cannot be controlled by reasonable conditions. 1. Effects on the health„safety, morals, COTIVelliC71CC, or general welfare of surrounding lands. In the early l 980's the City of Lake Elmo conducted an extensive review of the Oakdale Gun Club and developed a list of conditions that have been applied to this day to the present day, As part of the 2008 permit request Staff visited the site and found that the club was operating in accordance with the City's requirements at that time. One of the key factors that Staff recommends that the Planning Commission consider as part of its review is whether or not the proposed changes will create any external impacts beyond what presently occurs on the site. In this case, the addition of sidewalls and overhead baffling should reduce the overall impacts from the site by adding additional protections to ensure that bullets to not stray from the individual shooting ranges. The proposed work will not alter the current shooting ranges in any manner and will not result in any increase in activity beyond what is already occurring on the site. Staff finds that this criterion is satisfied. 2. Traffic & Parking conditions. Because the proposed improvements will not create any new ranges or expand the capacity of any existing ranges, no additional traffic or demand for parking beyond the situation will be generated by the project. Adding the sidewalls and baffling, to existing ranges does not increase the ability of the Gun Club to accommodate additional users in any manner. The amount of traffic and parking associated with the proposed use will continue to be consistent with the existing operation. Staff finds that this criterion is met. 3. Effects on utility and school capacities. The building addition and new range b-uilding, will have minimal impacts on the existing utilities at the site. There will be no changes to the utilities already established for the site. Staff finds this criterion is met. 4. Effect on property values of surrounding lands. The Club has been in operation since before the City regulated such uses through zoning, and likewise, the club has been located on this site since before many of the surrounding land uses were established. Furthermore, since the request is for an amendment to a C.U.P. and not a new use, the Planning Commission should consider the potential impacts associated with this change and not the overall impacts of the site. If there are any violations of the previous conditions of approval for the site, the City may take action in accordance with the process specified in Resolution No. 88-5 or through enforcement of the City's Target Range ordinance. Since the site changes requested as part of the C.U.P. amendment are intended to reduce overall impacts from the site, Staff finds that this criterion is satisfied as well. 5. Effect of the proposed use on the Comprehensive Plan, The property at 0386 North 10'11 Street is currently utilized for a target range facility. The Comprehensive Plan guides the property for public facility use in the future, but also provides for the continuation of existing uses until such time as the parcel is redeveloped. The City Code allows for such a use to be conditionally permitted on this site. Staff finds this criterion is met. Conditional Based on the above analysis of the review criteria in City Code, staff recommends Use Permit approval of the request by the Oakdale Gun Club to amend its Conditional Use Permit Conc/usions: to construct cementitous sidewalls and overhead baffling on several of the existing ranges within its facility at 10386 North 1061 Street, based on the following: 1. The use would not negatively affect the health, safety, morals, convenience. or general welfare of surrounding lands. 2. It would not affect traffic or parking onditions. 3. The use would have no effect on utility or school capacities. 4. The proposed amendment would have no effect on property values of surrounding lands. 5. The use would be consistent with the Comprehensive Plan. Resident When the City considered the last amendment to the applicant's C.U.P. in 2008, Concerns: several property owners expressed concern over the sound levels emanating from the site, especially during the summer months. In addition, it was noted that at certain times, there is a lot more activity on the property than had been in the past due to an increase in the use of the facility for police training. Additional Although the proposed improvements should not meet the threshold for a peiinit by Information: the Valley Branch Watershed District, Staff is recommending that a condition of approval noted that such a permit be secured if required. Conclusion: The applicant is seeking approval to amend the existing Conditional Use Permit that was issued to the Oakdale Gun Club to allow for the construction of sidewalls and overhead baffling on several of the existing ranges at its facility at 10386 North 10th Street. Commission The Planning Commission has the following options: Options: A) Recommend approval of the conditional use permit request; B) Recommend denial of the conditional use permit request. The 60-day review period for this application expires on 6/18/12, but can be extended an additional 60 days if more time is needed. Stqff Rec: Staff is recommending approval of the request to amend an existing conditional use permit for the Oakdale Gun Club at 10386 North 10th Street based on the following: 1. The amendment to the conditional use would not negatively affect the health, safety. morals, convenience, or general welfare of surrounding lands. 2. It would not affect traffic or parking conditions given the use has existed on the site for one year and no complaints were received. 3. The amendment to the conditional use would have little or no effect on utility or school capacities. 4. The amendment to the conditional use would have no effect on property values of surrounding lands. 5. The amendment to the conditional use would be consistent with the Comprehensive Plan. Provided the following conditions are met . That the applicant continues to comply with the conditions of Resolution No. 88-5, approving the master Conditional Use Permit for the site. 2. That the applicant provide for proper drainage openings or install drain tile along the sidewalls to minimize the disruption of any existing drainage patterns within the site due to the construction of said walls. 3. That the applicant secure any permits required by the Valley Branch Watershed District in order to construct the proposed structures. 4. A building permit will be required for the proposed structures. and all construction plans shall be signed by an engineer registered in the State of Minnesota. 5. That prior to any future amendments to the Conditional Use Permit the applicant provide an updated site plan with an accurate depiction of all buildings, ranges, fences, driveways, and other site improvements for review by the City. Denial To deny the request, you may use the following motion as a guide: Motion Template: 1 move to recommend denial of the request by the Oakdale Gun Club to amend its existing conditional use permit...(please site reasons .for the recomn2endation) Approval To approve the request, you may use the following motion as a guide: Motion Template: 1 move to recommend approval of the request by the Oakdale Gun Club to amend its existing conditional use permit based on the following findings. (use stairs findings provided above or cite your own) ...with the following conditions: . That the applicant continues to comply with the conditions of Resolution No. 88-5. approving the master Conditional Use Permit for the site. 2. That the applicant provide for proper drainage openings or install drain tile along the sidewalls to minimize the disruption of any existing drainage patterns within the site due to the construction of said walls. That the applicant secure any permits required by the Valley Branch Watershed District in order to construct the proposed structures. 4. .A building permit will be required for the proposed structures, and all construction plans shall be signed by an engineer registered in the State of Minnesota. 5. That prior to any future amendments to the Conditional Use Permit the applicant provide an updated site plan with an accurate depiction of all buildings, ranges, fences, driveways, and other site improvements for review by the City. cc: Rusty Williams, Black and Dew. LLC Oakdale Gun Club, 10386 North 1011' Street Fee $ 6—CC: City of Lake Elmo DEVELOPMENT APPLICATION FORM Comprehensive Plan Amendment 1 Variance * (See below, Zoning District Amendment 1 1 Minor Subdivision Text Amendment Flood Plain C.U.P. Conditional Use Permit Lot. Line Adjustment Residential Subdivision Sketch/Concept Plan Conditional Use Permit (C.U.P.) Site & Building Plan Review APPLICANT: (Nam) TELEPHONES: (Home) FEE OWNER: (Name) LjTe. C• TELEPHONES: (Home) • -5 /2.?"1.-<-; C (Mailing Address) Address) (Work) Residential Subdivision Preliminary/Final Plat O 01 — 1.0 Lots O 11 20 Lots O 21 Lots or More Excavating & Grading Permit Appeal PUD : (Mobile) (Fax) C17.: ?•i ()1'1' / 1/41 (Mailing Address) k (Work) (Mobile) L_ PROPERTY LOCATION (Address and Complete (Long) Legal Description): • 1•(-- ./4 '/21: DETAILED REASON FOR REQUEST: ,D)-7 (Zip) (Zip) (Fax) *VARIANCE REQUESTS: As outlined in Section 301.060 C. of thc Lake Elmo Municipal Code, the Applicant must demonstrate a hardship before a variance can be granted. The hardship related to this application is as follows: In signing this application, I hereby acknowledge that I have read and fully understand the applicable provisions of the Zoning and Subdivision Ordinances and current administrative procedures. I further acknowledge the fee explanation as outlined in the application procedures and hereby agree to pav all statements received from the City pertaining to additional. application expense. Signature of Applicant / Date Sature of Applicant 1117/20)4 Ciiy r 1,3kc. Elmo • :1800 1„.av(ITio Avenue. North • Lake Elnio • 550-12 • 651-777-5510 • Fax 651-777-0615 WHAT DO YOU WANT TO BUILD? Oakdale Gun Club 2012 Proposed Safety Improvements Amendment to the existing conditional use permit TO: City of Lake Elmo Planning Commission Purpose: To increase range safety Location: Oakdale Gun Club 2838610th5tN Lake Elmo, MN55O43 The proposed range improvements are designed to increase the safety of the ranges that are currently being used. The work would include installing cementidoussidevvaUs tosupport overhead ballistic baffling. The baffling would be installed at designed intervals to prevent any accidental discharges passing beyond the existing bullet trap. The overhead baffling isplaced atdesigned intervals and does not fully enclose the range. There are noadditional roofs created. The cemenhdoussupport would also act as sidevva|| protection to increase range safety for adjacent ranges as well as mitigate any ricochet potential between ranges. The proposed improvements donot alter nrincrease the drainage onoroff the site. The range improvements do not increase the number of shooting lanes available from the current use. The range improvements donot increase the sound levels leaving the existing ranges. The range improvements do not alter the environmental impact of the current facility. The ranges improvements do not alter the current vehicle traffic patterns to the site. The range improvements do not alter the available parking areas of the site. The following items are included as attachments • Development Application = Location map from County GBSystem • Location map Satellite view = List ofProperty Owners and mailing labels = Aerial view ofsite highlighting shooting ranges • Site Plan showing existing structures and proposed improvements = Section detail ufthe proposed overhead baffling and sidexvaUsupport +w. ni^r�oorczm 1 P: 65 1 r7r-1�O0 1 258orm/*c..ucEast, Suite am Nom`3��Pav/.mm551oy Location Map TN T3 IN 11:! I W 11.2qW R191.1. -1-32N 1-3 1 R22 W R21 W IUDV Vicinity Map c 1530 Scalein Feel Thildtzvarta me natei or a rsorris4n 2nd sertethitftitl IOW teCtdc3 Ilvy spper leximiS Washiev1.00 Ce.AT eke:: Th4 da.d10 ',MOM ItEt tt5e0 to: ittOcAtt mpt,14$ ONY Wo$14i.,04tr, Coto, r. not ,mvanr,Abia tor 4gy in46 Sitpitt; WaiiMakon Cbunly Seervoyo,r. Pbam, 051) 434)6375 Pattri 4413 bated on AS400 inrotatanon CVocMIttMolh;00t.,0,1S„ r.t30 orkstod: Ilecctotmt 20.2007 STEEL TUSS BALLISTIC BAFFLE CONCRETE WALL GRADE VARIES CONTINUOUS STRIP FOOTING VARIES - PER STATION WALL SECTION SCALE: 3/8" = 1 '-0" STEEL TRUSS BALLISTIC BAFFLE TO, TRUSS ELEY-112'-0 BAFFLE \-11IFELEY-109'-0 v -100 - 0 B4O, r COT NG -111frELEV-95'-0 TRUSS SECTION SCALE: 3/8" = 11-0" 1P59 Slam, Pine, Maplewood, MN 55117 Phole 46541487,3281 F.: (651)487-3283 NA5Architc15,com 2012036 Drawn Fly, SGB 04/18/2012 Al wH Esi EAT 44TE 5114_-€4 14.2 101 FOri; 14ECT-44C4:1.1. W411R is.ff itTS APT& 5.1:ET !AI 44,14 444:44Pi 435 ME4144,1:41A1, -,14114K ,OR nos 4.-q!-A. $001C4i1 HANCE I , !!! - 4-4 ST484,CE CT .sSirssu ftstrE! 1144101S A 1!! 41.4 mo Yfi,44134 - I e 0_4441 4T.114 ! F a PAW% sus Gl4k114044 MECHNAICAL REFERENCE SOE FLAN ( I 2 S 3060' fatflottfifD sftonr ! MCC SE 1 — 120' Section Lake Elmo, MN Code of Ordinances C PTER 112: T R ET RA GES 112.01 Scope 112.02 Permit 112.03 Inspection 112.04 Application 112.05 Insurance 112.06 Clubororgani 112.07 Construction 112.08 Warning sigis 112.09 Time open signs 112.10 Hours of shooting 112.11 Shooting safety sips 112.12 Supervision 112.13 Safety rules and regulations zation § 112.01 SCOPE. (A) This chapter shall apply to existing d future outdoor target ranges within the city. (B) A conditional use pennit shall be required to construct, maintain, or operate an outdoor target range. (1997 Code. § 1305.01) § 112.02 PE T. The conditional use permit may be rescinded, after a 2-week notice and a public hearing, if the Council finds that the public health, safety, or welfare is jeopardized. (1997 Code, § 1305.02) American Legal Publishing Corp. Lake Elmo, MN Code of Ordinances § 112.03 INSPECTION. The range and range area shall be subjected to inspection prior to issuance of the pen -nit and at any other time as the Council may feel necessary without any notification. (1997 Code. § 1305.03) § 112.04 APPLICATION. (A) The individual or organization requesting a permit for the construction of a new outdoor target range shall submit an application for the permit to the Administrator. (B) The application shall include the following: (1) A plan for adequate sewage treatment, a safe water supply, and the disposal of solid wastes; (2) A letter outlining the proposed hours of operation, range etiquette, range rules to be posted, and provisions for emergency preparedness; () A noise abatement plan; (4) Photos of the property and all ranges and facilities; (5) A site plan at a scale of 1 inch equals 50 feet which gives the legal description of the property, north point, location of all ranges to scale with distances to property lines, proposed fencing along all developed property lines; topographic information at 2 foot intervals showing all berms, noise barriers, drainage, and elevations of buildings: location and dimensions of all buildings, parking areas, and accesses; the type and nature of equipment to be installed; the type of range to be constructed; and adjacent property uses: and (6) A list of range officers in charge for the Police Department. (C) The application will be reviewed by the Building Official. the City Engineer, the City Administrator and the other officials or consultants as the Council may require; and their findings and recommendations shall be forwarded to the Council and the applicant. (1997 Code. § 1305.04) Penalty. see § 10.99 § 112.05 INSURANCE, American Legal Publishing Corp. Lake Elmo, MN Code of Ordinances Public liability and property damage insurance, the minimum limits of coverage to be not less than $300.000. shall be provided. The city shall be named as an additional insured and be furnished with evidence of the coverage. (1997 Code, § 1305.05) Penalty, see § 10.99 § 112.06 CLUB OR ORGANIZATION. In the case of a club or organization. a list of officers is to be filed with the Administrator. The Council is to be notified of any change in writing to the City Administrator. (1997 Code, § 1305.06) Penalty, see § 10.99 § 112.07 CONSTRUCTION. Construction of the range shall be of a permanent nature and must meet all safety standards as set up by the National Rifle Association. Any expansion of the range will require an amended conditional use permit. (1997 Code. § 1305.07) Penalty, see § 10.99 § 112.08 WARNING SIGNS. The entire outer area of the property for which a permit is granted shall be posted with warning signs advising the public of possible danger. The signs shall be of a permanent nature and posted at intervals of not less than 200 feet apart. Lettering shall be as follows: Sign Type Letter Size DANGER 4 inch TARGET RANGE 2 inch NO TRESPASSING 2 inch (1997 Code, § 1305.08) Penalty. see § 10.99 .American Legal Publishing Corp. Color Red Black Black Lake Elmo, MN Code of Ordinances § 112.09 TIME OPEN SIGN. The entrance to the range area must be posted as to the time the range is open for public use. (1997 Code. § 1305.09) Penalty, see § 10.99 § 112.10 HOURS OF SHOOTING. A firearm may not be discharged prior to 8:00 a.m. and not after 1/2 hour before dusk of each day or at any other time that for any reason whatsoever would create a danger either to the general public or users of the range. (1997 Code, § 1305.10) Penalty, see § 10.99 § 112.11 SHOOTING SAFETY SIGNS. A sign shall be displayed at the entrance to the range area and at each firing point stating club rules and N.R.A. rules for range and gun safety. (1997 Code, § 1305.11) Penalty. see § 10.99 § 112.12 SUPERVISION. (A) Position of supervision. When a range is open to the public, there is to be a minimum of 1 qualified range supervisor in charge at all times during the operation of a range. A holder of a firearm safety instructor certificate of the Minnesota Department of Natural Resources or an N.R.A. firearms instruction certificate or having completed a range safety program inspected and endorsed by the D.N.R., shall constitute a qualified supervisor. unless: (B) Persons under age 18. No one under the age of 18 years old shall be on the range, (1) Participating in a firearm safety training program; Accompanied by responsible adult; and/or (3) That person has received thorough indoctrination in rang American Legal Publishinc, Corp. a ty 4 Lake Elmo, MN Code of Ordinances procedures and range etiquette, if pulling, targets. (1997 Code, § 1305.12) Penalty, see § 10.99 § 112.13 SAFETY RULES AND REGULATIONS. All target ranges shall follow reasonable safety procedures. Prima facie evidence of reasonable safety procedures shall be those procedures set forth in the National Rifle Association Manual. (1997 Code. § 1305.13) Penalty. see § 10.99 American Legal Publishing Corp, RESOLUTION 88-5 CITY OF LAKE ELMO WASHINGTON COUNTY MINNESOTA A RESOLUTION GRANTING A CONDITIONAL USE PERMIT TO OAKDALE GUN CLUB FOR OUTDOOR TARGET RANGE IN THE AGRICULTURAL ZONING DISTRICT WHEREAS, OakdaleOakd1e Gu Club has applied for a Conditional Use Permit for an Outdoor Target Range on SE1/4 of SW1/4 of Section 26,T29,R21, subject to easement, located at 10386 North 10th Street in the City of Lake Elmo; and has submitted all required i ormation and fees for the apt'lication for such permit; and, WHEREAS, Section 301.070 D.b. of the Municipal Code of Lake o requires a Conditional Use Permit to operate an Outdoor Target ge in the City of Lake Elmo; and, WHEREAS, Section 1300 of the ZONING ORDINANCE of the Municipal Code of Lake Elmo sets forth the conditions under which said permit may be granted and such use permitted; and WHEREAS, the applicant rneets or exceeds all the conditions forth above. NOW, THEREFORE, BE ITRESOLVED by the City Council of the City of Lake Elmo, THAT, the Conditional Use Permit for Outdoor Target Range 10386 10th Street North, Lake Elmo Minnesota is hereby gran ed to Oakdale Gun Club, subject to the foliowing conditions: Fencing a. AdditionalAdditiora1 fencing, if any, along the north border (common border with County Park) to be accomplished per agreement between Club and County Director of Planning. b. Fencing along east and west borders to be accomplished if and When adjacent properties are developed to the extent that fencing is necessary. A determination as to when the adjacent properties are sufficiently developed to require fencing will be made at the time of permit renewal in future years. 2. Weapons on the shotgun range shall he limited to fine shot ((p6 shot) on the shotgun range. 3. There will be no expansion at the present location without an ab tement to this permit. 4. The names of lead range officers and a schedule of events with the officer in charge shall be provided to. the Washington County Sheriff. This Conditional Use Permit will be reviewed on an annual basis, and may be rescinded, after a 2 week notice and a public hearing, if the City Council finds that the public health, safety, or welfare is jeopardized. ADOPTED, this 5th day of January 1988, by the City Council the City of Lake Elmo, Washington County, Minnesota. Attest: Signed Arlyn Christ, Mayor -24k 'g City Administrator Warren E Peterson lerome F',Ila Daniel Witt Fram Glenn A. Bergman John Michael Miller Michael T. Oberle Steven H. Bruns' Paul W. Fahning' Sonja R. Ortiz Amy K. L. Schmidt Ben 1. Rust lared M. Goerlitz. February 28, 2008 Kyle Klatt Planning Director City of Lake Elmo 3800 Laverne Ave. North Lake Elmo, MN 55042 RE: Shooting Range Regulations Kyle: Suite 800 55 East Fifth Street St. Paul, MN 55101-1718 1651) 291-8955 16511 228-1753 facsimile www.pfb-pa,com (651)290-6907 ifiliaanafb-oa.corn The City has regulations which are applicable to target ranges (Lake Elmo Code 1305), nuisances (Lake Elmo Code 1335), and noise emissions (Lake Elmo Code 1370). All of these regulations were adopted prior to May of 2008. The Minnesota Shooting Range Protection Act (Minnesota Statutes Chapter 87A) became effective on May 28, 2005 and includes shooting range performance standards. Except as hereinafter provided, if a shooting range is in compliance with the State's performance standards, the City must permit shooting ranges to do the following (M.S. 87A.03, Subd. 1): 1. Operate the range and conduct activities involving the discharge of firearms. 2. Expand or increase its membership or opportunities for public participation related to primary activity as a shooting range. 3 Make those repairs or improvements desirable to meet or exceed requirements of shooting range standards. 4. Increase events and activities related to the primary activity as a shooting range. 5. Conduct shooting activities and discharge of fire arms daily between 7:00 a.m. and 10:00 p.m. A local unit of government with zoning jurisdiction over a shooting range may extend the hours of operation by issuance of a special or conditional use permit. 6. Acquire additional land to be used for buffer zones or noise mitigation efforts or to otherwise comply with State Regulations. ALS)RDMITTED IN WISCONSIN Kyle Klatt February 28, 2008 Page 2 If, on May 28, 2005, the City's shooting range standards relating to days and hours of operation were more restrictive than those adopted by Minnesota Statutes Chapter 87A, the more restrictive local standards would apply. Lake Elmo standards permit the discharge of firearms daily between 8:00 a.m. and 1/2 hour before dusk. The State Regulations would allow discharge of firearms daily between 7:00 a.m. and 10:00 p.m. In this case, the City's standard for time of discharge of firearm would apply because the standard was in effect on May 28, 2005 and is more restrictive. Future amendments to the City's Standard for shooting ranges must be consistent with the provisions of Minnesota Statutes Chapter 87A. If you have any questions, please contact me. JPF/jmt nnesota's Shooting ange Protection Act FAQ Sheet, House Research Bill Summary, and 2005 Chapter 105 (Revised 09-21-2005) T;g554N,It,,LIFFATAT'Al2,41,;i 1r,N" 4'^ What is the intent of Chapter 87A? To provide shooting ranges with the ability to maintain their operating capacity, if local opposition to an existing shooting range facility arises. What types of facilities are intended to be covered or protected in Chapter 87A? Firearms and archery shooting facilities, to include licensed shooting preserves Related to those types of facilities, what are the key elements that this law addresses? That shooting ranges are safely operating, meaning they keep all projectiles (i.e., bullets, pellets and arrows) within their facility boundaries, they keep sound levels generated on the range to an acceptable level, and they operate within a reasonable set of hours. If these are precepts are violated, the range has the opportunity to correct their problems within an acceptable time frame, Does Chapter 87A take precedence over existing local ordinances, rules, regulations, or operatin restrictions for shooting ranges or preserves? No. Any pre-existing conditional use permit, special use permit, operating hours restrictions, covenants or other performance related requirements set in existence by local units of government with legal jurisdiction over a shooting range are to be maintained. In the meantime, if no pre-existing operating hours are in place for a range, they.are now,_based- on the State's Sound Rule (Minnesota Rules, Chapter 7030). Chapter 87A references "Performance Standards". What are these? Primarily, the Performance Standards refer to considerations that need to be taken to ensure the safe operation of a shooting range. The National Rifle Association (NRA) has produced a set of guidelines or recommendations for constructing and operating various shooting ranges. These are contained in the 1999 edition of The Range Source Book: A Guide to Planning and Construction. The NRA uses this document as a reference and teaching tool when they conduct their Range Development and Operations classes throughout the United States, Chapter 87A establishes that, until the DNR adopts permanent performance standards through formal rulemaking processes, this document will be an interim set of standards for safe range operations. This source book is available online from the NRA headquarters at www.nralaq.org/shootingrange/sourcebook.asp. When will final Performance Standards be established b3- the DNR? DNR has been given the responsibility to formally adopt Shooting Range Performance Standards, using the expedited rulemaking process, as defined in State statute. These Rules will take into account the interim performance standards, and any additional information that is relevau Chapter 87A. Will all shooting anges need to he built to the same level or degree? No. The performance standards are recommendations, and are site specific. In urban or suburban settings, more people can be affected by an operating shooting range. In these settings, where projectile containment is absolutely necessary, all safeguards necessary must be taken to ensure that all bullets shot on the range stay on the range property. This concept should be also used as the basis for any range that is built, but the number of required safeguards installed will likely be fewer in a more rural setting. Sound containment must also be installed that will make sure the range in compliance with Chapter 87A, These will also vary, based on the level of local population density. The Game and Fish Laws of Minnesota restrict the discharge of a firearm to 500 or more feet away from a residence while hunting, unless permission is granted to be closer. Does this standard apply under Chapter 87A? No, Shooting ranges and preserves are allowed to have bows and firearms discharged within their boundaries, provided that all projectiles remain on the shooting range. The difference here is that the Game and Fish laws refer only to hunting situations on private lands. Chapter 87A references a range operation becoming a nonconforming use. What does this mean? Local zoning definitions governing land uses are subject to change, due to land use changes such as residentia] development. If local zoning changes take place that make a shooting range a nonconforming use where it had previously been allowed to operate, the range operator has the ability to improve the safety and sound conditions of the range, in order to maintain and continue the operation of the range. Should shooting range operators be concerned that a law pertaining to shooting ranges now in effect? No, not at all. Shooting range operators in Minnesota are allowed to maintain the operation of their facilities, provided they are operated safely, conform to sound level standards, and maintain reasonable operating- hours. Most shooting ranges are set in relatively rural an.d undeveloped land areas. Nothing in Chapter 87.A. will negatively affect these ranges. Instead, when other development occurs on adjacent land, the range will be given the opportunity to continue operating, and not be subject to closure due to that change. If neighbors do live near a shooting range, there is now a defined process in place that will allow the range operators to determine if a problem does exist, and allow them to take steps to address those concerns. What Chapter 87A does is help the shootingrange operation be a "good neighbor", taking into consideration the safety, sound, and operating hours in effect on a given shooting range. What does the "mitigation area" in Section 87A.04 intended to addre Sound or noise generated by a shooting range, and its impact on neighboring and use, By their very nature of use, shooting ranges generate sound. If a range has development (usually pertaining to one or more residence) within 750 feet of its perimeter, that was plamied, approved and/or built before October 1, 2005, it is the range operator's responsibility to take steps to ensure that the sound levels reaching neighboring land be within the sound standard limits defined in Chapter 87A. After October 1, 2005, any new development within 750 feet of a shooting range's perimeter will be responsible to pre -plan and install its own sound mitigating devices to keep a range compliant with the sound standards, in the event that the sound coming off a shooting range is bothersome to a neighboring residence, ideally the range operators and neighbor would he willing to work together, both before and after October 1, 2005, to minimize the sound levels arriving at the neighboring property. This can be achieved through a variety of means, including installing one or more sound berms, walls to deflect sound, one or more firing line enclosures, shooting tubes, and vegetative barriers that can further absorb and/or deflect sound. What is a brief explanation of the Noise Standard referenced in Chapter 87A? The noise level referenced in the shooting range law refers to measuring the sound level over an hour's time at a neighboring property that is receiving the sound generated at a range, to determine a "steady state" level of sound, which is referred to as -the Leq(h). This steady state cannot exceed 63 decibels (dBA), and will include the sound generated by the range, along with all other sounds generated and recorded at that [sound] receiving location. Collectively, this will include gunshots, and all other ambient noise, Specific sound measurement methodology, including procedure, equipment, etc., is defined in Minnesota Rules, Section 7300.0060. What is an obvious activity that can be defined as a "clear and present danger" at a shooting range? As stated before, one of the main objectives of the Shooting Range Protection Act is to make sure all projectiles shot at a range stay on the property of the range. Any arrOws, pellets, or bullets that leave a range's property could cause harm or injury to others not on the shooting range. This would at least constitute a trespass, and should not, under any circumstances, knowingly be allowed to take place. Whether or not a correctable danger exists could be an issue to be decided in a court of law. If one portion of a shooting range is deemed to be a safety hazard, does an entire shooting ange have to close? Not unless a court finds that an improved or repaired. a E.; e would pose a safety hazard, and can't be remedially THE CITY OF K E MO MAYOR & ODA/M(2V/ C.4 770N DATE: 5/15/12 REGULAR ITEM #: 10 MOTION / RESOLUTION AGENDA ITEM: Christ Lutheran Church Septic System Variance for Holding Tanks SUBMITTED BY: Kyle Klatt, Planning Director THROUGH.: Dean Zuleger, City Administrator REVIEWED BY: Planning Commission Nick Johnson, City Planner SUMMARY AND ACTION REOUESTED: The City Council is being asked to consider a request from Christ Lutheran Church, Ill 94 36th Street North, for a variance to install holding tanks that will replace an existing non -compliant subsurface sewage treatment on its site. The proposal involves the installation of three tanks with a capacity of 1,500 gallons each that will be used for longer than a 12 month period of time. The Washington County regulations pertaining to subsurface sewage treatment systems (SSTS), which have been adopted by reference by the City of Lake Elmo. do not allow the use of holding tanks beyond 12 months. The recommended motion to act on this request is as follows: "Move to approve Resolution 2012- approvingvariance to allow the use ofholding tanks for longer than 12 months at 11194 36th Street North." BACKGROUND INFO' TION: The attached Planning Commission report includes a detailed review of the application along with the original Staff recommendation to the Commission. Should the Council support the Planning Commission recommendation for approval of the request, the attached resolution reflects the findings that were adopted by the Commission. If the Council decides to deny the variance, it will need to work with staff to develop findings of fact that are supportive of this decision. Staff has suggested how such findings could be constructed under the alternate actions presented below. PLANNING COMMISSION REPORT: The Planning Commission reviewed the variance request at its May 7, 2012 meeting and conducted a public hearing at this time. At the hearing, the Commission received public testimony from one neighboring property owner who expressed concern that the additional pumping that would be required to service the holding tanks would add traffic and noise to the neighborhood beyond the current amount. It was noted that the -- page 1 -- City Council Meeting May /5. 2012 RegularAgenda Item i 10 add traffic and noise to the neighborhood beyond the current amount, It was noted that the church pumps its current system roughly twice a year, and with the proposed variance would need to potentially pump the system every 20 days. The Commission reviewed the Staff recommendation, and adopted a motion to recommend approval of the request without the two conditions as recommended by Staff and documented as part of the attached report to the Commission. Commissioners indicated that they did not want to see the Church lose rights in the future by waiving its ability to appeal assessments. The Commission also indicated that requiring pumping records to be submitted to the City would be duplicative and add additional burden to the applicant, especially since they would already need to submit these reports to the County. The Planning Commission added one condition to its recommendation that requires the Church enter into an agreement with the City that it will connect to public sanitary sewer within six months of its availability to the Church site as an alternative to the waiver requirement. The Commission recommended approval of the variance request with one condition of approval as follows: • That the applicant enter into an agreement with the City to connect to the public sanitary sewer system within six months of its availability to the Church property at 11194 36`11 Street North. The Planning Commission vote on the recommendation was unanimous. RECOMMENDATION: Based upon the above background information, staff report and Planning Commission recommendation, it is recommended that the City Council approve the request from Christ Lutheran Church, 11194 36th Street North, for a variance to install holding tanks that will replace an existing non -compliant subsurface sewage treatment on its site by undertaking the following action "Move to approve Resolution 2012- approving a variance to allow the use of holdino- tanks for longer than 12 rnonths at 11194 36" Street North." Alternatively, the City Council may consider the other actions that were suggested as part of the Planning Commission report, which includes the following: A. Recommend denial of the variance request, and develop appropriate findings of fact to support this action. These findings would need to address the following: That the inability to utilize holding tanks would not cause any practical difficulties for the property owner, and that the applicant would still be entitled to a reasonable use of the property without an updated sanitary sewer system. Please note that this finding/action would not allow the Church to move forward with its plans to improve the facility since the existing septic system has been deemed non -conforming. page City Council Meeting. Mar 15, 2012 Regular Agenda item 10 2. The there is nothing unique about the applicants property that would warrant the granting of a variance. 3 That the variance would alter the essentially character of the locality. and that the surrounding properties are similar in size, shape, density, and usage by allowing the continued use and expansion of a facility that has not yet been provided with municipal sewer service. 4. That the proposed variance would negatively impact the adjacent properties and traffic in the area by increasing the frequency of pumping vehicles visiting the site. B. Approving the request but with the two conditions of approval as originally recommended by Staff. The City Engineer has expressed concern that granting the variance would allow the church to continue using, and expanding the property in advance of the City's sewer project, which could potentially result in a decreased interest in an eventual sewer connection. If the applicant is requesting rights that do not presently exist on the site, Staff does not believe it is an unreasonable trade-off to require the waiver of a future right concerning sewer assessments. Under the state law pertaining to such assessments, the City can only request reimbursement for any benefits received by a property owner from a project, but the City will have already given the Church some of these benefits by approving the use of holding tanks. Staff views the original conditions as a way to protect the City's financial interested in the future. These conditions were recommended as follows: The applicant shall to enter into an Agreement with the City waiving their right o appeal their assessment for the extension of Municipal Sanitary Sewer when a project to serve this property is initiated hy the City. A non -binding letter as submitted does not fulfill this requirement. The applicant should be required to submit copies of all septic tan1 pumpi records to the City on a quarterly basis. C. Table taking action on the variance in order to request additional information from either staff or the applicants. ATTACHMENTS: 1, Resolution No. 2017- Planning Commission Staff Report (5/7/12 Meeting) 3. Application Narrative 4. Site Plan 5. Letter from Septic Design / /12) 6. Septic Designer Analysis 7. Letter from Church Facilities Chairman (4/12/12) -- page 3 -- City Council Meetimi Mai. 15, 201? Reilular Agenda Item # /0 8. Proposed Septic System Management Plan 9. City Sewer Letter (Applicant 4/3/12) 10. City Engineer Review Memorandum SUGGESTED ORDER OF BUSINESS: Introduction of Item .......................... ... Report/Presentation.. ...... ............. ....... . . Questions from Council to Staff Public Input, if Appropriate ...... ....... Call for Motion ............ ....... ........ ..... ......... ..... ....... ...... ........ Action on Motion .... ......... ........ ...... City Administrator ..... . ...... ........... Planning Director ........ ....... ..... ....... Mayor Facilitates ............................. ..... Mayor Facilitates .................. ......... Mayor & City Council . ....... ..... . ....... Mayor & City Council ....... . ...... ..... .......... . Mayor Facilitates CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2012- A RESOLUTION ,4PPROVING A VARIANCE TO ALLOW THE INSTALLATION OF HOLDING TANKS TO BE USED FOR LONGER THAN 12 MONTHS WHEREAS, the City of Lake Elmo is a municipal corporation organized and existing under the laws of the State of Minnesota; and WHEREAS, Christ Lutheran Church, 11194 36th Street North (the "Applicant") has submitted an application to the City of Lake Elmo (the "City") for a variance to install holding tanks that will replace an existing non -compliant subsurface sewage treatment on its site, a copy of which is on file with the City; and WHEREAS, notice has been published, mailed and posted pursuant to the Lake Elmo Zoning Ordinance, Section 154.017; and WHEREAS, the Lake Elmo Planning Commission held a public hearing on said matter on May 7, 2012; and WHEREAS, the Lake Elmo Planning Commission has submitted its report and recommendation to the City Council as part of a Staff Memorandum dated May 15. 2012; and WHEREAS, the City Council considered said matter at its May 15. 2012 meeting. NOW, THEREFORE, based on the testimony elicited and information received, the City Council makes the following: FINDINGS, 1) That the procedures for obtaining said Variance are found in the Lake Elmo Zoning Ordinance, Section 154.017. 2) That all the submission requirements of said 154.017 have been met the Applicant. 3) That the proposed variance is to install holding tanks that will replace an existing non- compliant subsurface sewage treatment on its site. The proposal involves the installation of three tanks with a capacity of 1.500 gallons each that will be used for longer than a 12 month period of time. The Washington County regulations pertaining to subsurface sewage treatment systems (SSTS) and adopted by reference Section 51.002 of the City Code do not allow the use of holding tanks beyond 12 months 4) That the Variance will be located on property legally described as follows: (Per Deed Record No. 84. Page 607) All that part of the Northwest quarter (NW1/4) of Section Number Thirteen in Township number Twenty-nine (29) North, of Range number Twenty-one West, described as follows, to -wit; Beginning at a point in the center of the Elmo Road (so-called) at a point Six hundred and seventy (670) feet Northerly of the Northwest corner of Lot Number One (1) of Block number One (1) of Elmo Park, as surveyed and platted and now of record in the Office of the Register of Deeds in and for said County: thence Easterlv on a line parallel to the North line of said Section One hundred and eighty (180) feet to a point, being the point of beginning; thence Northerly on a line parallel to the center line of said road Two hundred and seventeen and eighty one -hundredths (217.80) feet: thence Easterly on a line parallel to the North line of said Section Two Hundred (200) feet: thence Southerly on a line parallel to the center line of said road Two hundred and seventeen and eighty one -hundredths (217.80) feet; thence Westerly on a line parallel to the North line of said Section two hundred (200) feet, to the point ofbeginning. except Twenty (20) feet on the West Side of said lot which is to be used for private alley, and Thirty three (33) feet on the East side, and Thirty (30) feet on the South side, which is to be used for Public Road. And (Per Quit Claim Deed Document No. 192551) The West Twenty (20) feet of Lot Thirty-nine (39) County Auditor's Plat No.8, Washington County. Minnesota. And (Per Warranty Deed Document No. 192552) Lots Eight (8) and Nine (9), Block Two (2), Cloverdale. According to the plat thereof, on file and of record in the Office of the Register of Deeds, Washington County, Minnesota. That the strict enforcement of Zoning Ordinance would cause practical difficulties and that the property owner proposes to use the property in a reasonable manner not permitted by an official control. Specific findings: That theproposed use of holding tanks is a reasonable use of the property until such time that public so:1km), sewer is available. The applicant has demonstrated that there are no suitable locations on the site to construct a drainfield, and the proposed holding tanks will allow the church to continue its operations prior to the extension of public sanitary sewer service to its properly. The Church has provided a written statement that it intends to connect to public sewer service when it is made available, and that the holding tanks are a temporary solution until such time. 6) That the plight of the landowner is due to circumstances unique to the property not created by the landowner. Specific .findings: That there are no portions of the applicant's site that could accommodate a drainfield and standard sewage treatment system. The site is very constrained due to previous additions and expansions, and an old structure foundation further limits the amount of land available for a treatment system. The applicant's site is further unique because it is a small parcel located within the Lake Elmo Village Area and is zoned PF — Public Facility. It is the only church located within the City's central business district, and it is surrounded by commercial and residential structures with a variety of setbacks and building sizes. 7) That the proposed variance will not alter the essential character of the locality in which the property in question is located. Specific findings: That the proposed holding tanks will not change the essential character of the locality because tanks will be installed below grade and will not be visible to surrounding properties. The City's central business district is comprised of a wide mix of commercial and residential uses, Many of which are located very close or immediately adjacent to public right-ofLway. 8) That the proposed variance will not impair an adequate supply °flight and air to property adjacent to the property in question or substantially increase the congestion of the public streets or substantially diminish or impair property values within the neighborhood. Specific findings: That the proposed holding tanks will not alter or increase any of the existing traffic patterns in the surrounding neighborhood beyond what would reasonably be expected within the Lake Elmo Village area. CONCLUSIONS AND DECISION Based on the foregoing, the Applicants' application for a Variance is ranted, provided the following conditions are met: . That the applicant enter into an agreement with the City to connect to the public sanitary sewer system within six months of its availability to the Church property at 11194 36th Street North. Passed and duly adopted this 15th day of May 2012 by the City Council of the City of Lake Elmo. Minnesota. Dean A. Johnston. Mayor ATTEST: Dean A. Zulger, City Administrator City of Lake Elmo Planning Department Septic System Variance Request To: Planning Commission From: Kyle Klatt, Planning Director Meeting Date: 5/7/12 Applicant: Christ Lutheran Church Owner: Christ Lutheran Church Location: 11194 36th Street North Zoning: PF — Public and Quasi -Public Open Space/Public Facilities Introductory Information Application The City of Lake Elmo has received an application from Christ Lutheran Church, Summary: 11194 36th Street North, for a variance to install holding tanks that will replace an existing non -compliant subsurface sewage treatment on its site. The proposal involves the installation of three tanks with a capacity of 1,500 gallons each that will be used for longer than a 12 month period of time. The Washington County regulations pertaining to subsurface sewage treatment systems (SSTS) do not allow the use of holding tanks beyond 12 months. The applicant has provided a written statement to the City indicating that the Church will connect to public sanitary sewer when it is extended to its site and that it will not contest the construction of this system As part of a previous request to the City, the Church was seeking improvements to Laverne Avenue in front of its facility, but has since elected not to pursue these improvements. The site plans submitted with the current variance request therefore eliminate any work that was proposed with the Lavern Avenue right-of-way. Property Wormation: The Christ Lutheran Church building was initially constructed in the 1950s. and the facility has been expanded and improved at various times over the past several years. The most recent major renovation/expansion occurred in 1996. since that time there is no record of any other significant improvements in the City records. The facility includes several different components, including the sanctuary, offices, atrium, classrooms, conference room, kitchen, and other ancillary functions. Because the facility has been expanded various times in a piecemeal fashion, and given the age of many of the improvements, the Church recently received approval from the City to improve overall access throughout the facility and create additional space for church functions through an amendment to its Conditional Use Permit. The applicant's site is located within the heart of the Village Planning Area, and is one of a series of PF — Public Facility uses that is scattered amongst the residential and commercial uses within the Village. The Church also owns the former Lake Elmo Bank building at 3549 Lake Elmo Avenue North, and uses the parking lot accessory to this building to help provide for the parking demand around the Church on Sundays and during other peak usage times. The attached site survey includes all of the property owned by the Church in this area, which is spread between four separate parcels of land. As noted above, the Church recently was granted approval to improve its current site by adding on the entrance areas, enclosing the current atrium, and adding a second story addition above some existing classroom and meeting space areas. As part of its approval for this work, the City adopted the following condition of approval: The applicant shall submit a septic system inspection report prepared and signed by a licensed septic inspector verifying that the current septic system is compliant with Washington County regulations, and that: a) address the available capacity of the system and states its ability to accommodate the additional use created by the expansion project, or provide a design for its expansion, and b) includes a description o the current system type and components, dimensions, and capacity. a) Should the current system be found to be a non -compliant system or in need of replacement, a revised septic system plan shall be approved by Washington County prior to the issuance of a building permit for the proposed project. In researching status of the current system in accordance with the above requirement. the applicant found that it was not compliant with current County requirements, and therefore began to research alternatives to install a new system. For the reasons as noted in the attached application materials, the applicant has indicated that are no suitable locations to install a new drainfield, and has asked for a variance to install holding tanks on a temporary basis until the City's sanitary sewer system is extended to the site. Applicable Section 154.063 PF — Public and Quasi -Public Open Space Codes: (B) Uses allowed by conditional use permit (2) Places of Worship Sections A through F contain the district regulations for the PF Zoning District Section 150.017 Variances. (A -I) Variances. Identifies procedures and requirements for the processing and review of a variance application. Please note that this section was recently updated by the City to comply with revisions to Minnesota State Statutes. Washington County Development Code: Chapter 4 — Subsurface Sewage Treatment Systems. Includes the regulations adopted by reference by the City of ri,• S,;:qcin Lake Elmo, including the provisions pertaining to the use of holding tanks. Findings & General Site Overview Site Data: Lot Size: 1.14 acres (3 parcels, including street right-of-way) Existing Use: Place of Worship (includes accessory uses) Existing Zoning: PT- — Public and Quasi -Public Facilities Properly Identification Numbers (PID): 13.029.21.21.0020; 13.029.21_23.0060; and 13.029.21.23.0061 Application Review: Variance The applicant's current septic system is divided into two separate and distinct systems Review: that handle the needs of the facility. It was last upgraded in 1969, with portions dating back to 1953, prior to any of the existing regulations for wastewater treatment. The City's files contain very little information regarding these systems, which is not surprising given their ages. Based on the inspections that were recently performed, the Church came to the conclusion that the current system was not going to be viable to continue operating in the future, especially once it proceeds with the planned facility improvements. The attached application narrative contains a written description from the applicant outlining the reasons why a variance has been requested. As part of the initial review the applicant's submissions to the City, the City requested additional documentation from the Church's septic designer to confirm that: 1) the existing systems that serve the site can no longer provide adequate capacity for the church, and 2) that there is not sufficient room on the site to install a new drainfield. The additional research performed by the applicant's septic designer has shown that there is a buried foundation from an old structure on the premises which further reduces the amount of land on the property that is suitable for a treatment system. The ultimate recommendation from the septic designer is that there is no suitable alternative to the installation ofholding tanks until such time that sewer is available to the property. The system that has been proposed would continue to make use of the existing internal system that directs flow into two separate systems. The larger system would be designed with a capacity of 3,000 gallons and the smaller system would include a 1,500 gallon tank. Based on the past two month's worth of water usage by the Church, this would provide a capacity of about 20 days for the church. As part of the application materials, the applicant has submitted a proposed management plan for each of the holding tank systems, which the Church should be able to use to help monitor and maintain the system. The City Engineer has reviewed the proposed variance and provided comments included in the attached memorandum dated April 19, 2012. Please note this review includes a recommendation of two conditions which have been incorporated into the Staff recommendation below. The Engineer is recommending that the applicant enter into an agreement with the City that waives the right to appeal assessments related to the extension of sewer to this site. An applicant must also establish and demonstrate compliance with the variance criteria set forth in Lake Elmo City Code Section 154.017 before an exception or modification to city code requirements can be granted. These criteria are listed below: Practical Difficulties. A variance to the provision of this chapter may be granted by the Board of Adjustment upon the application by the owner of the affected property where the strict enforcement of this chapter would cause practical difficulties because of circumstances unique to the individual property under consideration and then only when it is demonstrated that such actions will be in keeping with the spirit and intent of this chapter. Definition of practical difficulties - "Practical difficulties" as used in connection with the granting of a variance, means that the property owner proposes to use the property in a reasonable manner not permitted by an official control. Unique Circumstances. The plight of the landowner is due to circumstances unique to the property not created by the landowner. 3. Character of locality. The proposed variance will not alter the essential character of the locality in which the property in question is located. 4. Adjacent properties and traffic. The proposed variance will not impair an adequate supply of light and air to property adjacent to the property in question or substantially increase the congestion of the public streets or substantially diminish or impair property values within the neighborhood. Given the information that has been submitted by the applicant and pending rther review by the Planning Commission, staff would offer the following suggested findings specific to the variances that have been requested by the applicant: 1. The proposed use of holding tanks is u reasonable use of the property. The applicant has demonstrated that there are no suitable locations- on the site to construct a drainfield, and the proposed holding kinks will allow the church lo continue its operations prior to the extension of public sanitary sewer service to its propert:v. The Church has provided a written statement that it intends to connect to public sewer service when it is made available, and that the holding tanks are a temporary solution until such time, There are no portions of the applicant's site that could accommodate a drainfield and standard sewage treatment system. The site is very constrained due to previous additions and expansions, and an old structure .fimdation further limits the amount of land available for a treatment system. 3. The applicant's site is unique because it is a small parcel located within the Lake Elmo Village Area and is zoned PF — Public Facility. It is the only church located within the City's central business district, and it is surrounded by commercial and residential structures with a variety of setbacks and building sizes, 4. The proposed holding tanks will not change the essential character of the locality because tanks will be installed below grade and will not be visible to surrounding properties. The City's central business district is comprised of a wide mix of commercial and residential uses, many of which are located very close or immediately adjacent to public right-of-way. 5. The proposed variance will not impair an adequate supply of light and air to property adjacent to the property in question or substantially increase the congestion of the public streets or substantially diminish or impair properly values within the neighborhood. The proposed holding tanks will not alter or increase any of the existing traffic patterns in the surrounding neighborhood Conclusions: Based on the above background information and analysis, Staff is recommending approval of the variance request from Christ Lutheran Church. 11194 36th Street North, for a variance to install holding tanks that will replace an existing non- compliant subsurface sewage treatment on its site with two conditions of approval. Additional Information: Conclusion: The applicant will need to secure property permits from Washington County if the variance is approved by the City Council. Christ Lutheran Church, 11194 36th Street North, has submitted a request for a variance to install holding tanks that will replace an existing non -compliant subsurface sewage treatment on its site. The proposal involves the installation of three tanks with a capacity of 1,500 gallons each that will be used for longer than a 12 month period of time Commission The Planning Commission has the following options: Options: A) Table taking action on the request and direct the applicant to provide additional information concerning the request; B) Recommend approval of the conditional use permit amendment request, with the conditions as recommended by Staff; C) Recommend denial of the conditional use permit amendment request with findings to support this action. The 60-day review period for this application expires on June 20, 2012, but can be extended an additional 60 days if more time is needed to complete the City's review. Staff Rec: Staff is recommending that the Planning Commission recommend approval of the variance request by Christ Lutheran Church, 11194 36' Street North, has submitted a request for a variance to install holding tanks that will replace an existing non- compliant subsurface sewage treatment on its site, provided the following conditions are met: The applicant shall to enter into an Agreement with the City waiving their right to appeal their assessment for the extension of Municipal Sanitary Sewer when a project to serve this property is initiated by the City. A non -binding letter as submitted does not fulfill this requirement. The applicant should be required to submit copies of all septic tank pumping records to the City on a quarterly basis. Denial To deny the request, you may use the following motion as a guide: Motion Template: I move to recommend denial of the request by the Christ Lutheran Church for a variance... (please site reasons for the recommendation) Approval To approve the request, you may use the following motion as a guide: Motion Template: I move to recommend approval of the request by the Christ Lutheran Church for a septic system variance based on the findings provided in the staff report... (or cite your own) ...with the conditions outlined in the staff report. cc: Jim Lehmann, Christ Lutheran Church Kevin Busch, Busch Architects • ,` LL 1.6 7 Comprehensive Plan Amendment Ell Zoning District:Amendment LI Text Amendment City of Lake Elmo DEVELOPMENT APPLICATION FORM Variance * (See below) 111 Minor Subdivision Ei Lot Line Adjustment Flood Plain C.U.P. 7 Residential Subdivision Conditional Use Permit Sketch/Concept Plan Li Conditional Use Permit (CUR) LJ Site & Building Plan Review APPLICANT: Kc,;,-1 C>,-tic,1/4-1 0-, f 5 + (Name) (Mailing Address) TELEPHONES:, e•-•,/,':-1 g " tea-- (Home)(Work) FEO;S 4-• I lit .4 6-e 3tt 41:1-` A9-ve (Name) (Mailing Address) TELEPHONES: (Home) QrArr C 2,110 7.? 49.2 4- (012- ? 2 - (Mobile) (Fax) ci Fee $ 75-0 Residential Subdivision Preliminary/Final Plat O 01 - 10 Lots O 11 - 20 Lots O 21 Lots or More Excavating & Grading Permit Appeal LI PUD (Work) (Mobile) PROPERTY LOCATION (Address and Complete (Long) Legal Description): (ict 4:3 v, 44,4 J DETAILED REASON FOR REQUEST: r 1; v vi if) vi I Z1+0 G 441),12.4,,,./C 1, p - r42. w-JLne 01 t:r cj- 4 (Fax) (Zip) *VARIANCE REQUESTS: As outlined in Section 301.060 C. of the Lake Elmo Municipal Code, the Applicant must demonstrate a hardship before a variance can be granted. The hardship related to this application is as follows: 11/14. (j...s-1- " `-)4A .5Th 6.1 PI 4 C --- +0 v — 1- o,#t / 114-e 4-= L-e t( 4 c-^"c7 c-(6 ve-1 4)12 5ir4c- "c "Fk 4-C r In signing this application, I hereby acknowledge that I have read and fully understand the applicable provisions of the Zoning and Subdivision Ordinances and current administrative procedures. 1 further acknowledge the fee explanation as outlined in the application procedures and hereby agree to pav all statements received from the City pertaining to additional application expense. — — Signature of Applicant Date Signature of Applicant Date 1122/2004 City of Lake Elmo • 3800 Laverne Avenue North • Lake Elmo • 55042 • 651-777-5510 • Fax 651-777-9615 2ZDecember ZUl1 To: City ofLake Elmo 3OOOLaverne Avenue Lake Elmo, MN 55042 From: Christ Lutheran Church III9436"'Street North Lake Elmo, MN 55042 Request for Variance — Narrative Variance for septic system type, period of use, and servicing. a. Owner: Christ Lutheran Church, I119436 mStreet North, Lake Elmo, MN 550 b. Legal Description., DESCRIPTION OFPROPERTY SURVEYED (Per Deed Record No. 84, Page 607) All that part of the Northwest quarter (NW1/4) of Section Number Thirteen (13), in Township number Twenty-nine (29) North, of Range number Twenty-one West, described as follows, to -wit; Beginning at a point in the center of the Elmo Road (so-called) at a point Six hundred and seventy (670) feet Northerly of the Northwest corner of Lot Number One (1) of Block number One (1) of Elmo Park, as surveyed and platted and now of record in the Office of the Register of Deeds in and for said County; thence Easterly on a line parallel to the North line of said Section One hundred and eighty (180) feet to a point, being the point of beginning; thence Northerly on a line parallel to the center line of.said road Two hundred and seventeen and eighty one -hundredths (217.80) feet; thence Easterly on a line parallel to the North line of said Section Two Hundred (200) feet; thence Southerly on a line parallel tothe center line ofsaid road Two hundred and seventeen and eighty one -hundredths (Z17.8O) feet; thence Westerly ona line parallel tothe North line ofsaid Section two hundred (200) feet, to the point of beginning, except Twenty (20) feet on the West Side of said lot which is to be used for private alley, and Thirty three (33) feet on the East side, and Thirty (3O)feet onthe South side, which istobeused for Public Road. And (Per Quit Claim Deed Document No, 192551) The West Twenty (20) feet of Lot Thirty-nine (39) County Auditor's Plat No. 8, Washington County, Minnesota. And (Per Warranty Deed Document No. 19255Z) Lots Eight <0\ and Nine (9), Block Two (2), Cloverdale, According to the plat thereof, on file and of record in the Office of the Register of Deeds, Washington County, Minnesota, And (Per Special Warranty Deed Document Nos. lIZ31DZ(Torrens) and 3155545(4bstract)\ The South Forty (40) feet of Lot Twenty-nine (29) and all of Lot Thirty (30), County Auditor's Plat No. 8 as surveyed and platted and now on file in the Office of the Registrar of Titles of Washington County, Minnesota being the Village of Lake Elmo, Minnesota, Parcel Z(Abstmct): Lot Twenty-nine except the South 40 feet thereof, County Auditor's Plat No. 8, 1. Parcel Identification Numbers: Cloverdale, Block 2, Lot 8 and Lot 9 (1302921230020); County Auditor's Plat No. 8, Lots39, 29, 30. (I30292I230060); (1302921230053). 2. Parcel Size: 67'158 sf; I54ocnes. 3. Existing Use nfLand: Religious organization; Business; Parking, 4. Current Zoning: P/PF; R-1; GB— see drawings for locations of each. 5 Portion nfSite under consideration isbeing used o»achurch. Site size: 31,363cf.;0.72 acres; Zoning, P/PF. c. Washington County Development Code Chapter 4 — Sub -Surface Sewer System Regulations; requires the following: A permit for a temporary, septic holding tank is valid for one-year, We are requesting ovariance so that the temporary holding tanks can be used until a Municipal Sanitary Sewer has been installed )neither Laverne Avenue or3G^^ Street North. d. The church proposes to install temporary septic holding tanks, specifically, three 1,500 gallon tanks for sewage disposal and holding. The tanks will beemptied byadisposal service ona regular, on -going basis. After considering building setbacks, building footprint, and other impervious surfaces, the site does not have the capacity for the installation of additional drainage fields, necessitating the installation of septic holding tanks, e. We have worked with the city planner and engineer to determine what the City of Lake Elmo would prefer for wastewater systems. We have retained a licensed septic inspector for Washington County (Barry Brown) to conduct an inspection for compliance of the existing building wastewater system. Mr. Brown determined that the existing.5ystem is in non- compliance and that there is not enough room on the property to install a compliant system that meets the needs ofthe building. VVehave received water -use reports from the City tohelp determine wastewater volume — leading again to a finding of non-compliance with the existing system. f. Christ Lutheran Church has been using this property since 1953 and there are no other options for an expanded septic system. The church wishes toremain inits present location asa community based church 8. The original church building including the west side septic system was constructed in 1953; the classroom/office addition including the east side septic system, was constructed in 1969— both preceded any zoning ordinances regarding wastewater and septic systems. Atthe time the existing systems were installed, there were no regulations regarding capacity, Now with new regulations, the church finds itself with a non -complying septic system and no land to install or expand atypical drainfie|d. h. The new septic tank system will not bevisible within the neighborhood. There will bea pumping service that will visit the site twice per week to pump the temporary tanks, The tanks will be removed when the Municipal Sewerage System has been installed in the street and the i. Thank you for your consideration. r' n I44 t449-53-40E 4.67 1 1 1 V-4t4,4 • - '4 41 /\ / 844 V \ vvd' *4 - — - , - - - - _ 4r 11 511E SEPIIC PLAN 7044488 44 54,5442144 vrtno 44420 467,00 „444,10 . . i \ .10, f: f- " ---i - 6•=3, 'I I 1 I,. I ,‘I ,, iIi: I---,;..1' il p iiLK) /4441 412) I ; (41 I _ . ! 1 s„5." ,— Arsylvw I7-7. V--- 4414,4 tvvvvfv,..4 36 TH 44TR7FT N. 704417444 44 EKCEititfl.ri 47 - SITEIRMWTIN :=414;17air:74,0 ve tit . tiTtitEttliittPri.itt 4980L110£13 ttrittvatiiitittittiit.tiGiutittraititift VIE nka, WitoarrS itt..40. iatttrYt- litt,tiiliiti[0.41t..0.2t1i48.ititttlettitillt two, ti.ttt EtWittintittiititit, II Ktt .ar BUSCH ft4 AVERV$Ottlif 41*884041 104.10.1,31.18,4141111MIA SAIS 444 491.113 ttlt Not 411_,11 2411 1E4144844414*4 it :W.W.I, t.ittitiSti ttifiVitt.4 ti.V. Mt, 1,Eri 444. 4144111.07101,04 Ittinalti MEET NOM tA41EL40 44.4 044444142 (MATED ME SEPTIC PON 6.W1•40, OW .1;7 Z3March ZV12 Kyle Klatt, Director wfPlanning City ofLake Elmo 380ULaverne Avenue North Lake Elmo, MNSSO42 Re` Christ Lutheran Church, 1119436'^Street North, Lake Elmo, pNN 55042 Dear Kyle, Upon your request, |have been on site at Christ Lutheran Church to survey the property to see if there are alternative locations for a septic system other than the temporary holding tanks the Church is proposing, Because ofthe parking lot onthe north and west sides, the existing septic system onthe east, and the buried foundations nfanold house oothe south, there appear tobenoalternative locations for atraditional septic Therefore I am recommending approval of the variance to have temporary holding tanks installed until that time when a municipal system is in place. Thank you! Barry Brown To The City of Lake Elmo I am a licensed designerand inspector of septic systems in the state of Minnesota. I have studied the septic systems at Christ Lutheran Church in Lake Ehno. It is in my professional opinion that: 1) The existing systems can no longer provide adequate capacity for Christ Lutheran Church. Neither system is a holding_ tank but both need to he pumped on a regular basis to prevent backups. _.) Because of the situation with street right of way on the east and south sides. there is definitely not enough space to install a new drain field on this parcel. The only permanent answer is to hook the church to a municipal sewer. The holding tanks are the only answer until the municipal sewer comes through. If there are any questions about this 1 can be reached at 651-735-732] Barry Brown License number 1772 � Mr. Kyle KIa11-11 ` Planning Director City ofLake Elmo Lake Elmo, MN 55042 Re: Septic System Management Plans Christ Lutheran Church 11l9436thStreet North Lake Elmo, MN 55042 Dear Mr. K|att Attached is the Septic System Management Plans for the Holding Tank Systems. one for the VVestside- andone for the East sideof�hri��Lu�h�ran�h�roh. Also included is a letter from Barry Brown that he has reviewed the site and there appears to be no alternate locations for a traditional septic system. | believe this isall the information the city engineers needtoproceedxvhhthevohanoe application. If not please let me know as soon as possible what additional information you need. Refzards /Jan)esELohrnann Chairman of the Facilities Task Force UNIVERSITY �Jlv^ , ^~^�`,^^ ^ ��� ��Tl�YJ����T& .^^ �.^^^,^.^.`^`'^'` Septic System 'anagement Plan for Holding Tank Systems The goal ofaseptic system btoprotect human health and the environment byproperly treating wastewater before returning ittu the environment. Your holding tank system is designed to store your used water before it is recycled back into our lakes, streams and groundwater. This management plan will identify the operation and maintenance activities necessary to ensure compliance with applicable rules and regulations, Some of these activities must be performed by you, the homeowner. Other tasks must be performed by a licensed septic maintainer. However, it is YOUR responsibility tomake sure all tasks get accomplished inatimely manner. The University of Minnesota's Septic System Owners Guide contains additional tips and recommendations designed to extend the effective life of your system and save you money over time. Proper septic system design, installation, operation and maintenance means safe and clean water! PmpertyUm/nar: Christ Lutheran Church (west side holding EV[e8) 1 1 1�� ����� St., Lake ��� Property Address: . . .°` °"`.. ^^`', `-=.�� ^_.00C) Property ID: 1302921230{]60 System Designer: Barry Brown Ucensp#: 1772 System Installer: License #: ServceProvider/Maintainec Phone: Permitting Authority: Washington County phone: 651_430-6676 Permit #, Date Inspected: Keep this Management Plan with your Septic System Owner's Guide, The Septic System Owner's Guide includes a folder to hold maintenance records including pumping, inspection and evaluation reports. Ask your septic professional to also. » Attach permit information, designer drawings and as-builts of your system, if they are available. * Keep copies of all pumping records and other maintenance and repair invoices with this document. ° Review this document with your maintenance professional at each visit; discuss any changes in product use, activities, orwater-use appliances. For acopy ofthe ScpdtSyrtevnOwner's Guide, caUl'800-876-8636orQotnhttp://shop.extensionumn.edu/ ._ �t� �� �� /����/�����`' ��.����.��u � UN IVERqITY Septic Sysieni Managemenr Plan OF MINN ESOTA. For Holding Tank sysienu Your Holding Tank WiainteriariLe holo - must be beim.: grade 612 or secured Fnjhui c_nadr-- 'At least 6 orsoli :Miff Ecleonout pipe with built cap to prevent odor ZOrntn link capacity tor r%irrences: 1,000 gallops Of 4P0 gallons per 'pedroorn, j sviiichever is greatest; for othesialrfoliments: five ihe aveiage design Now. must be waterPghr.. Nal*: measurement PIUS: bE, provided. A dosiove wining system musemus bf itnitalted wid llows i 25% reserve ::dpacq alter' activation. Alarm -r. Alarm sign *If cu. f,' 't.,',;11, lid must br, in!Atiot.E'd 'MOM') Witt aft maintenancri hale itiverc. Dwelling Type Number of bedrooms: System capacity/ design flow (gpd): 50 Anticipated average daily flow (gpd): 50 Comments in -home business? What type? Number of occupants One tank: Tank volume: -''500 0 Two tanks: Tank volume: Tank is constructed of gallons Well Construction Weli depth (ft): municipal supply z.1 Cased well Casing depth: ct Other (specify): Distance from septic (ft): Is the well on the design drawing?0Y 0 N Holding Tank Flow measurement devicP: meter LI Location: alarm in building gallons Alarm visual 1 audible EL-i Reserve 3/4: 20 Service contract held by: D Service contract is attached to this management plan —N8 IN NESOTA Septic Syuten Management Pin Homeowner anagement Tasks ^� These operation and maintenance activities are your responsibility. Use the chortonpage 6to track your activities. Identify the service intervals recommended by your system designer and your local government. The tank assessment for your system will be the shortest interval of these three intervals. Your pumper/maintoinerwill determine ifyour tank needs tobupumped. Tank capacity ofoccupants X5OGaUons/day)=#ofdays between cleaning OR Within 24 hours of alarm signal System Designer: 20 check days Local Government: check every days MVtank needs to be emptied every 20 days SeauonaUy Zi Monitor alarm doily— make sure the alarm has not signaled. xJanns signal when your holding tank isnearly full; contact your maintainer. ZI Measure and note your average daily water usage on page 5, Conserving water saxes you money! Z' AnnuaUy o Establish a contract for tank cleaning services with a state licensed maintenance business. ,zi Cops. Make sure that all caps and lids are intact and in place, inspect for damaged caps at least every fall. Fix or replace damaged caps before winter to help prevent freezing issues. Zi N/orer conditioning devices. See Page 5 for a list of devices. When possible, discharge clear water sources to another location. Program the recharge frequency based on wnor de/nand (gallons) rather than time (do�s). Recharging too frequendyvviU result in increased pumping costs. Z! Review your water usage rote Review the Water Use Appliance chart on Page 5, Discuss any major changes with your pumper/moimainer. During each visit byapumper/maintainer Ask if your pumper/maintainer is licensed in Minnesota. z Make sure that your Pumper/maintainer has clear access tothe holding tank and completely empties the tank 0 Ask your pumper/maintainer toaccomplish the tasks listed on the Professional Tasks on page4. -�- UNIVERSITY OF&&NNPSRTA Septic System Managgemeni flan For Holding TankSvstems Professional anage00ent Tasks These are the operation and maintenonce activities that opumper/maintainer performs to help ensure long-term performance of your system. Professionals should refer to the 01M Manual for detailed checklist5for tanks, pumps, alarms and other components. Call 800-322-8642for more details. C3 Written record provided tohomeowner after each visit. Plumbing/Source mfWastewater ci Review the Water Use Appliance Chart an Page 5with homeowner. Discuss any changes in water use and the impact those changes may have on the frequency of maintenance. Ei Review and document water usage rates with homeowner. Holding Tanks o Maintenance hole &i A riser is recommended if the lid is not accessible from the ground surface. Insulate the riser cover for frost protection. o Liquid level. Check tomake sure the tank isnot leaking. Ci Inspection pipes. Replace damaged caps. o A/onn. Verify that the alarm works and that there is at least 25% reserve capacity. 13 End ofyear seasonal property pumping. Remind homeowner of most frequent causes of tank and building sewer freeze -ups. Ensure that there are no "micro -sources" of water such as a high efficiency furnace orother dripping devices. Determine logical winter water use plan that will not result inneed for emergency visit(s). AUpthermnnmpmnents—inmpectas/btedhera: Alarm should b8checked h«lifting the float with 8hooked rod. -4' UNIVERSITY OF MINNESOTA Appliance Garbage disposal Washin a Dishwasher Large bathtub (whirlpool) ine Clear Water Uses High -efficiency furnace Water softener Iron filter Reverse osmosis Surface drainage Footing drains Septic: System Management Plan For Holding Tank Systems Water -Use Appliances and Equipment in the Home Impacts on Holding Tank . Uses water and increases pumping frequency and expense. O Uses water and increases pumping frequency and expense. O Uses water and increases pumping frequency and expense. . Uses water and increases pumping frequency and expense. Impacts on Holding Tank . Drip may result in frozen pipes during cold weather. . Uses water and increases pumping frequency and expense. . Uses water and increases pumping frequency and expense. Management Tips O Use of a garbage disposal is not recommended. . Minimize garbage disposal use. Compost instead. . Choose a front -loader or water -saving top -loader, these units use less water than older models. • Wash only full loads. O Do laundry off site. • Wash only full loads. O Take short showers to conserve water. Management Tips • Re-route water into a sump pump or directly out of the house. Do not route furnace recharge to your holding tank. . These sources produce water that is not sewage and should not go into your holding tank. • Reroute water from these sources to another outlet, such as a dry well, drain tile or old drainfield. • When replacing, consider using a demand -based recharge vs. a time -based recharge. • Check valves to ensure proper operation; have unit serviced per manufacturer directions Maintenance Log Track maintenance activities here for easy reference. See list of management tasks on pages 3 and 4. Activity Date accomplished/measured water usage Check daily for a period of time and weekly once average use is determined: Water usage rate (gallons per day) Leaks: check for plumbing leaks Annually: Establish and maintain contract for holding tank pumping services Water use appliances — review use - 5 - UNIVERSITY OF MINNESOTA Date Notes: Septic System Management Plan For Holding Tank Systems Water Meter Reading and Tank Evacuation Schedule Water Meter Reading (in gallons) Mitigation/corrective action plan: Tank Contents 1 Total Gallons Removed? Removed As the owner of this SSTS, understand it is my responsibility to property operate ond maintain the sewage treatment system on this property, utilizing the Management Picin, If requirements in this Management Plan are not met, I will promptly notify the permitting authority and take necessary corrective actions. Property Owner Signature: Date Management Plan Prepared By: Barry Brown Permitting Authority: Washington County Certification if 4213 ©2009 Regents of the University of Minnesota.. All rights reserved, The University of Minnesota is an equal opportunity educator a nd employer. This material is available in alternative formats upon request. Contact the Water Resources Center, 612-624-9282. Th Onsite Sewage Treatment Program is delivered by the University of Minnesota Extension Service and the University of Minnesota Water Resources Center. - 6 - UNIVERSITY ��l�^ .^~^^^,~^ ^ ^�� ��Tl�l���/�T� `~^ ^,^^^`^,^~`,~~^^^ Septic System Management Plan for Holding Tank Systems The goal ofaseptic system btoprotect human health andthe environment byproperly treating wastewater before returning ittothe environment. Your holding tank system is designed to stone your used water before it is recycled back into our lakes, streams and groundwater. This management p6mm will identify the operation and maintenance activities necessary to ensure compliance with applicable rules and regulations. Some ofthese activities must beperformed by you, the homeowner. Other tasks must be performed by a licensed septic maintainer. However, it is YOUR responsibility to make sure all tasks get accomplished in a timely manner. The University of Minnesota's Septic System Owner's Guide contains additional tips and recommendations designed to extend the effective life of your system and save you money overtime. Proper septk system design, installation, operation and maintenance means safe and clean water! Property Owner: Christ Lutheran Church (east side holding area) 111�� .��f�� ��t Lake ��� Property Address: . . .° . ~,�". ~,.'' ^-��.^<� `-"m{} Property ID: 1302921230060 � � System Designer: =a�V^~[0wO License #: 1772 System installer: License #: Service Provider/Maintainer� Phone: Permitting Authnrity: Wash'n{XfoDCQUnty Phone: 651-430-6676 ' Pernnit#. Date Inspected: Keep this Management Plan with your Septic System Owner's Guide. The Septic System Owner's Guide includes a folder to hold maintenance records including pumping, inspection and evaluation reports. Ask your septic professional to also: ° Attach permit information, designer drawings and as-builts of your system, if they are available. • Keep copies of all pumping records and other maintenance and repair invoices with this document. * Review this document with your maintenance profesdonal at each visit; discuss any changes in product use, activities, orwater-use appliances. For acopy afthe Septic System Owner's Guide, caU1'O0B-876'8636orgotohttp://shop.exendon.umn.edu/ �f��~������-�U���� ����u ^"°°r^/r� ��^" ^ ^ ~° UNIVERS]Ty OF MINNESOT:A Septic System Management Plan For Holding Tank Systems Your Holding Tank Nn.dir0enancr,, hci cover . , must be below grade 2" or securecl 'IniShei grade - - - Budding sewer ' At Itist oi soil cove; 20' miii link capacity for iese-lerices:1,000 gllo winitipm:, or .106 gallons per betirtort., i•Michevet is yreatest, tar oilier estaelislimem>, bye times t.'•.(: zwerzioeiiesiyii must ue ,:atertiotin. Flow measuremerz mu: bp pibuided.P. pusibvp v./amino ,y5101 muss bs installed which allow.. 25% rive ;:apacity alter artwaticai eicleatiout pipe wan Upta oap to prevent' odor Alarrri fioat Aerm siciool "It cov,:tr tr. netween b° -74, lid aJ (0.114111e 10; a/000 Vaal rf.aintem;;;;:e bate covers. Dwelling Type Number of bedrooms: East holding tanks System capacity/ design flow (gpd): 150 Anticipated average daily flow (gpd): 150 Comments In -home business? What type? Number of occupants Well Construction • Wedepth (ft): municipal supply ll o Cased well Casing depth: Other (specify): Distance from septic (ft): Is the well on the design drawing?0( 0 N Holding Tank One tank: Tank volume: gallons Twa tanks: Tank volume: 3000 gallons Tank is constructed of concrete o Flow measurement device: water meter o Location: alarm in building o Alarm visual 1 audible C3 Reserve %: 20 o Service contract held by: o Service contract is attached to this management plan L/��v� Tl7E�ASTTY O�W7������0T� ----'''�--____ For Holding Tank,5istems Homeowner ��anagement Tasks These operation and maintenance activities are your responsibility. Use the chart onpage 6to tnzckyour activities, Identify the service intervals recommended by your system designer and your local government The tank assessment for your system will be the shortest interval of these three intervals. You, pumper/maintainer will determine ifyour tank needs tobepumped. Tank capacity —(#ofoccupants XSOGaUons/day)=#ofdays between cleaning OR Within Z4hours nfalarm signal 2O �ys�e�Dosk7ner check days Local Government: check every days Mytank needs to be emptied every 20 days Seasonally o Monitor alarm daily — make sure the o/onn has not 5ignoled Alarms signal when your holding tank isnearly full; contact your maintainer. :I Measure and note your average daily water usage on page S. Conserving water saxes you money! o Leaks. Check (Uvten' look) for leaks in toilets and dhppin�faucets. Repair leaks promptly. Annually u Establish contract for tank cleaning services with astate licensed maintenance business. o Cops. Make sure that all caps and |ids are intact and in place. Inspect for damaged caps at least. every fall. Fix or replace damaged caps before winter to help prevent freezing issues. :1 Water conditioning devices. See Page 5 for a list of devices. When possible, discharge dear water sources to another location. Program the recharge frequency based on water demand (gallons) rather than time (days). Recharging too frequently will result in increased pumping, coszs. z! Review your water usage rate. Review the Water Use Appliance chart or, Page 5. Discuss any major changes with your pumper/maintainer. During each visit byapumper/maintainer 2 Ask ifyour pumper/ma)ntainer is licensed in Minnesota, u Make sure that your pumper/maintainer has clear access to the holding tank and completely empties the tank � Ask your pumper/maintainer to accomplish the tasks listed on the Professiona; Tasks on Page 4. - UNIVE�T�T`��T���T`� �ndo Plan RSITY ^ _~, �,",,,,�,,^��,'°'^^ For �OF�8T��h���S[�-PA Holding Tank Sys Professional ' �anagement Tasks These are the operation and maintenance activities that o pumperlmaintainerpoforms to help ensure Jong -term performance ofyour system. Professionobshnuld refer to the 0110 Manual for detailed check0stsƒbrtanks, pumps, alarms and other components. Call 8O0-322'864J/brmore details. Li Written record provided tohomeowner after each visit. Plumbing/Source afWastewater o Review the Water Use Appliance [hart on Page S with homeowner. Discuss any changes in water use and the impact those changes may have on the frequency of maintenance. Ci Review and document water usage rates with homeowner. Holding Tanks o Maintenance hole 8d A riser is recommended if the lid is not accessible from the ground surface. Insulate the riser cover for frost protection. Cj Liquid level. Check tumake sure the tank isnot leaking. La Inspection pipes. Replace damaged caps. o Alarm. Verity that the alarm works and that there is at least 25% reserve capacity. Ej End pfyear seasonal property pumping. Remind homeowner of most frequent causes of tank and building sewer freeze -ups. Ensure that there are no "micro -sources" of water such as a high efficiency furnace orother dripping devices. Determine logical winter water use plan that will not result inneed for emergency viuit(s). AUnthermmnnpnments—knupectas|istedhere: -4- UNIVERSITY Septic System Management Plan OF MINNESOTA Water -Use Appliances and Equipment in the Home Appliance Garbage disposal Washing machine Dishwasher Large bathtub (wh irlpool) Clear Water Uses High -efficiency furnace Water softener Iron filter Reverse osmosis Surface drainage Footing drains For Holding Tank Systems Impacts on Holding Tank • Uses water and increases pumping frequency and expense. • Uses water and increases pumping frequency and expense. • Uses water and increases pumping frequency and expense. • Uses water and increases pumping frequency and expense. Impacts on Holding Tank • Drip may result in frozen pipes during cold weather. • Uses water and increases pumping frequency and expense. • Uses water and increases pumping frequency and expense. Management Tips • Use of a garbage disposal is not recommended. • Minimize garbage disposal use. Compost instead. • Choose a front -loader or water -saving top -loader, these units use less water than older models. • Wash only full loads. • Do laundry off site. • Wash only full loads. • Take short showers to conserve water. Management Tips = Re-route water into a sump pump or directly out of the house. Do not route furnace recharge to your holding tank. • These sources produce water that is not sewage and should not go into your holding tank. • Reroute water from these sources to another outlet, such as a dry well, drain tile or old drainfield. • When replacing, consider using a dernand-based recharge vs. a time -based recharge_ • Check valves to ensure proper operation; have unit serviced per manufacturer directions Maintenance Log Track maintenance activities here for easy reference. See list of management tasks on pages 3 and 4. Activity Date accomplished/measured water usage Check daily for a period of time and weekly once average use is determined: Water usage rate (gallons per day) Leaks: check for plumbing leaks Annually: Establish and maintain contract for holding tank pumping services Water use appliances — review use UNIVERSITY Septic System Management Plan OF MINNETA For Holding Tank Systems SO Water Meter Reading and Tank Evacuation Schedule Date Notes: Water Meter Reading (in gallons) Mitigation/corrective action plan: Tank Contents Removed? Total Gallons Removed "As the owner of this SSTS, I understand it is my responsibility to properly operate and maintain the sewage treatment system on this property, utilizing the Management Plan, If requirements in this Management Plan are not met, I will promptly notify the permitting authority and take necessary corrective actions, Property Owner Signature: Management Plan Prepared By: Barry Brown Permitting Authority: Washington County Date Certification # 4312 ©2009 Regents of the University of Minnesota, All rights reserved. The University of Minnesota is an equal opportunity educator and employer. This material is available in alternative formats upon request. Contact the Water Resources Center, 612-624-9282, The Onsite Sewage Treatment Program is delivered by the University of Minnesota Extension Service and the University of Minnesota Water Resources Center. - 6 - � , � W R April 3,2Ol2 Mr. Kyle 0att Planning Director City ofLake Elmo Lake Elmo, IVIN5SO4Z 1 . U loll ^ � �� 44 36 Street North * Lake Elmo, MN 55042 Phone: 651/777-2881 * Fux:651/748-0145 Mailing: P.O. Box 310, Lake Elmo, MN 55042- Re:VohanceAoplicatk>nforSepticSvstennHo|dingTanks Christ Lutheran Church ll19436thStreet North Lake Elmo, IVIN 55042 Dear Mr. K|att, Per your request xveare providing aletter indicating that Christ Lutheran Church will connect tn the new sewer system when it is installed in the City of Lake Elmo Christ Lutheran Church islooking forward tothe construction ofthe new sewer system and anticipates connecting to the new sewer system as soon as the sewer system is installed in the road by the church. Christ Lutheran Church has no plans to contest the construction of the new sewer system. We hope this letter will be sufficient to indicate our intent for connection to the new system in Lake Elmo, /^ Jim Lohmann MEMORANDUM Date: April l9,2OI2 ENGINEERING, inc. Cara Gehnen, P.E. Jack Griffin, P.[, Ryan Stempski, P.E. 651300.4261 651.300.4264 651.300.4267 To: Kyle Klatt, Lake Elmo Manning Director Re: [by of Lake Elmo Christ Lutheran Church [c Jack Griffin, P.E,City Engineer Review ofVariance Request For Holding Tanks From: Ryan Stenopski' P.E. We have received the supplemental submittal documentation for the variance request from [hhmL Lutheran Church (I1194 36'h Street) to install holding tanks for more than 12 months for their septic system. The following additional items were received: * Cover letter dated April 3, 2012. ° Letter from Licensed Septic System Designer' received April 19' 2012. ° Septic System Management Plans for west side and east side holding tank systems. » Updated Septic System Plan, prepared byBusch Architects, Inc., and March 28, 2012. From the Engineer's perspective, this application is now complete when combined with the previous submittal materials. Engineering Review Comments: The applicant has certified that the current septic system cannot support the facility into the future and that the property has no viable location for a compliant subsurface sewage treatment replacement system. Holding tanks appear to be the only viable solution until municipal sanitary sewer service can be extended to the pnoperty. However, the reliance on holding tanks as a long-term solution is not recommended practice. Accordingly' Washington County requires a variance for the use of holding tanks for period longer than lZ months. The County relies on the local government unit to provide this variance. Engineering recommends the following condition of approval should the Council choose to grant this variance: l, The applicant should be required to enter into an Agreement with the City waiving their right to appeal their assessment for the extension of Municipal Sanitary Sewer when a project toserve this property is initiated bythe City. A non -binding letter as submitted does not fulfill this requiremen1. 2. The applicant should be required to submit copies cfall septic tank pumping records to the City on a quarterly basis. PAGE I of 1 IE CITY OF LAKE ELMO CO CILC U ICT DATE: May 15, 2012 REGULAR ITEM 11 MOTION AGENDA ITEM: Adoption of City of Lake Elmo Mission Statement, Vision Statement and Statement of Values Per April 2012 Council - Staff Retreat SUBMITTED BY: Dean Zuleger. City Administrator THROUGH: Mayor Johnston & Council Member Emmons REVIEWED BY: Dean Zuleger, City Administrator SUMMARY AND ACTION REQUESTED: On April 20-21s1, 2012 the City Council and Management Staff of the City of Lake Elmo engaged in a two-day planning and development retreat for the purpose of setting strategic and ongoing goals for 2012 and beyond. During the retreat the Council / Staff were asked to develop a Mission Statement, Vision Statement and a Statement of Values to he used as guiding principles for the governance of the community. Key to this process was the formal of adoption of the consensus -based Mission Statement, Vision Statement and Statement of Values and the proclamation of same through City communication means. BACKGROUND INFORMATION: Through both small workgroups and a modified nominal group process, the City Council and Staff developed two alternatives for a general Mission Statement (what we do) and two alternatives for a Vision Statement (what we want to be). Similarly, the retreat participants developed a list of core values that would act as a public statement of how City Officials and Staff will conduct themselves on a day-to-day basis (see attached). These principles were recorded by Retreat Facilitator Don Salverda and presented to the City Administrator for further action, At the May 15, 2012 Council Meeting,. members of the elected body will be asked to select one of two proposed Mission Statement. select one of two proposed Vision Statements. and to formally adopt the mutually agreed upon Statement of Values. STAFF REPORT: The City Administrator has reviewed the proposed Mission Statements, Vision Statements, and Statement of Values for accuracy of content, feasibility and general purpose. The Mission Statements (Option 1 & Option 42), the Vision Statements (Option 41 & Option -42) , and the Statement of Values reflect the general consensus of the retreat. RECOMMENDATION,: Based upon the above background information and staff report, it is recommended that the City Council take three (3) actions: City Council Meeting [Regular Agenda Item I I] May 15, 2012 Select a Mission Statement for the City of Lake Elmo from the two options provided: 2. Select a Vision Statement for the City of Lake Elmo from the two options provided; 3. Approve the Statement of Values for the City of Lake Elmo; Subsequently, the City Council may instructs the City Administrator and the City Clerk to publish the Mission Statement, Vision Statement and the Statement of Values on the City website, the City Newsletter, and through signage visible in the reception area / Council Chambers.. ATTACHMENTS: Mission Statements SUGGESTED ORDER OF BUSINESS: Introduction of Item.. ..... ............ Report/Presentation Questions from Council to Staff Public Input. if Appropriate Call for Motion ..................... ..... Discussion ............ ...................... Action on Motion....................... ................. ..... ..................... City Administrator .............. .............. .....City Administrator ........ ..... ..... .....................Mayor Facilitates .......... ...... ................. ..... ...... .Mayor Facilitates ....... . ........ ....... . ......... . Mayor & City Council ............... ........ Mayor & City Council .. ..... ........ ...... ....... ...... ...........Mayor Facilitates Attachment H OUR ISSION Option 1 "Our mission is to provide quality public services in a fiscally responsible manner while preserving the city's open space character." Option 2 "Our mission is to provide quality public services to our residents and businesses while serving the character of Lake Elmo." 33 Attachment H continued OUR VISION Option 1 "The City of Lake Elmo commits to building on it's heritage, while enhancing a high quality of life for all it's citizens. We pledge to work in partnership with our residents and businesses to foster community pride, to develop a vibrant, diversified economy, to plan for the future, and to preserve and enhance our open space environment." Option 2 "The City will be recognized among municipalities across the state for a strong sense of community, embracing and expertly planning and executing a vibrant and unique future growth while maintaining our open space character." 34 Attachment H continued THE PROPOSED VALUES STATEMENT THE FOLLOWING VALUES ARE FUNDAMENTAL TO THE CITY OF LAKE ELMO'S SUCCESS AND THE FULFILLMENT OF OUR MISSION: 1) Excellence and Quality in the Delivery of Services We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and efficient manner. 2) Fiscal Responsibility We believe that fiscal responsibility and the prudent stewardship of public funds are essential for citizen confidence in government. 3) Ethics and Inte We believe that ethics and integrity are the foundation blocks of public trust and confidence and that all meaningful relationships are built on these values. 4) Visionary Leadership and Planning We believe that the very essence of leadership is to be visionary and plan for the future. 5) Open and Honest Communication We believe that open and honest communication is essential for an informed and involved citizenry and fosters a positive working environment for employees. 6) Respect for the Individual We believe that citizens we serve are to be treated with courtesy and respect and deserve the best services the city can provide. 7) Professionalism We believe that continuous improvement is the mark of professionalism, and we are committed to applying this principle to the services we offer and the development of our employees. 35 AYI C C C T DATE: 5-15-2012 REGULAR ITEM #: 12 MOTION 1 Reprint AGENDA ITEM: Surface Water Utility Fee Appeal Process / Credit Policy SUBMITTED BY: Dean Zuleger, City Administrator THROUGH: Dean Zuleger. City Administrator REVIEWED BY: City Engineer / Planning Department 5vmmARyANp ACTION REOVESTEP: To create a formal appeal process and equitable credit policy for the City of Lake Elmo's Surface Water Utility Fee Schedule" "To Adopt a Surface Water Utility Fee Appeal Process Based on Individual Property Impact On Surface Water Run -Off - AND - to establish a Surface Water Utility Fee Credit Policy Based on intentional, Illeasureable Retention Efforts by the Properly Landowner". BACKGROUND INFORMATION: The City of Lake Elmo has established a Surface Water Utility with the intent to manage surface water flow and mitigate any effects of suspended solids and other adulterants traveling in surface water run-off to lakes, ponds and streams in the community. The Surface Water Utility also serves a vital role in the prevention of erosion caused by surface water run-off. The current base fee is $50 /per resident and for larger parcels increases based on an equivalent run-off unit that correlates to impervious surface impact. As part of the management of utility fee collections / management, the City of Lake Elmo allowed .for property owners to appeal the allocated fee. However, no formal process has been established to arbitrate appeals. STAFF REPORT: At the request of the Council, the City Administrator and the Finance Director -Designee began a review of the Surface Water Utility Account with special attention given to past due balances and property owner appeals dating back as far as 2008. Specifically. 21 appeals have been left unattended with balances as high as +$20,000 without any formal review. The City Administrator has been handling each of these appeals personally to develop benchmarks for appeal and to establish a prudent credit policy for those property owners who intentionally retain surface water or whose property has minimal impact on surface water run- off. A financial hardship consideration has also been examined where the property has a negligible impact on surface water. page City Council Meeting May15, 2102 Regular Agenda hem # 12 The most difficult task in the review process has been the fact that many of those who have appealed have not been informed of a decision or kept current on their annual obligation to the surface water utility. This lack of information has caused uncertainty and confusion among residents and many believe that their obligation has been waived when in fact their outstanding balance has continued to accrue. This has led to a total outstanding balance of S56.317.82. After a week of field work, analysis of credit policies of other MN surface water utilities and individual case analysis to be able to approach the appellants with a credible rationale for their participation in Lake Elmo's surface water utility, it became that there were three types of appeals: 1 A property owner that has intentionally retained surface water on their land either through government mandate or voluntary efforts; 2. A property owner that has not been explained the purpose of the surface water utility and has refused to pay for principle purposes; 3. A property owner who has not contributed to the surface water utility based on an arbitrary decision or omission of assessment. In the first ten appeals. there were three specific cases where there was an intentional effort by the property owner to retain water not only for their own property but for others as well. There were two instances of financial hardship from religious non-profit groups located in Lake Elmo. There were was one appeal where the property had extenuating circumstances in the original billing. There was one appeal where natural ponds on the property hold at least 60`)/0 of the property run-off based on topographical analysis. Finally. there were three properties where there was a measureable contribution by the property to surface water run-off and the appeal was denied. Since Lake Elmo is home to a variety of surface water features that make the determination of impact more complicated than most surface water utilities. It is inevitable that 90% of property assessed will have an impact on drain -ways / ditches, road system or surface water — therefore reducing the number of appeals and lessening the degree of credit. The first 10 appeals acted as a beta test for a tangible appeal and credit policy listed below. RECOMMENDATION: Based upon the above background information and staff report. it is recommended that the City Council undertake the following action to create a credible appeal process and credit policy for the Surface Water Utility: 1. Establish a definition of intentional effort to retain on -site surface water; 2. Establish a one-time credit policy for the installation of rain barrel; 3. Establish a one-time credit for the construction of a rain garden. In the case of a rain garden constructed in the right-of-way as part of a street improvement project, establish an annual credit of 25% provided the affected landowner agrees to perform annual maintenance on said rain garden; 4. Establish an annual credit (25%-75%) for the construction of an on -site surface water retention facilities (swale, pond, et al), that is based on facility holding capacity and effective metering of water enter municipal drain -ways. -- page 2 -- City Council Meeting illat,/5, 2102 Regular Agenda Item g 12 5. Establish an economic hardship policy for the reduction of surface water utility fees. The following policy will be adopted no later than June 1, 2012 to allow for adequate time for policy implementation. In addition, staff is directed to use their best judgment in negotiating and collecting past due receivables using the aforementioned five -point policy structure as a guideline for settlement. Alternatively, the City Council may agree to eliminate the appeal process and use the current formulaic calculation to assess / collect all current and future surface water fees. ATTACHMENT: Ordinance 12-057 SUGGESTED ORDER OF BUSINESS: 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 -- page 3 -- CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA ORDINANCE 12-057 ORDNANCE AMENDING SECTION 53.04 OF LAKE ELMO CITY CODE PERTAINING TO SURFACE WATER MANAGEMENT FEE ADJUSTMENT CREDIT (Last Amended Ordinance 08-041, passed 4-5-2011) Section 1: Amendrnent: Section 53.04 of the Lake Elmo City Code is hereby amended to read as follows: (A) Stu -face water managetnent,fee adjustment credits, (1) The City Council, upon report and recommendation of the City Administrator, Finance Director and Public Works Director, shall apply a credit to a property owner's surface water management fee provided the property owner has contributed to the management of surface water through intentional acts of retaining or re -using surface water to have a minimal impact on the municipal surface water management system or surface waters of the State of Minnesota. The Council may apply a 25% to 75% credit based on the property owner's employment of surface water retention practices in accordance with Section 150.277 of Lake Elmo City Code, These practices include the installation of: a. Rain Barrel; b. Rain Garden; c. Retention Pond; d. Swales. Ditches or man-made watercourses; e. Riparian Area Plantings; f. Other practices that may be deemed as intentional detention of surface water run-off. (2) The City Council. may grant a one-time or ongoing credit based the effectiveness of the surface water retention as it relates to the management of the municipal surface water management system as a whole. For practices. such as rain gardens constructed in the adjacent right-of-way, the City Council may grant an ongoing credit in exchange for the adjacent property owner's participation in the maintenance of the surface water retention device. This credit will not exceed 50% of the annual surface water management fee. (3) The City Council, upon the report and recommendation of the City Administrator and Finance Director, may apply a financial hardship credit of no greater than 75% based on a review of the property owner's ability to pay. (4) All credits are subject to City Code Section 53.07 for hearing or re -computation. Section 2: Effective Date: This ordinance becomes effective on the date of its publication, or upon the publication of a summary of the ordinance as provided by Minn. Stat. § 412.191, Subdivision 4, ADOPTION DATE: Adopted by Lake Elmo City Council on the fifteenth day of May 2012. CITY OF LAKE ELMO Dean A. Johnston Mayor Attest: Dean Zuleger City Administrator CI OF LAKE 1 ELMO 1 AYOR & CQU CIL CO UNICATION DATE: 5-15-2012 REGULAR ITEM #: 13 MOTION- REGULAR SS AGENDA ITEM: Library Financing SUBMITTED BY: Dean Zuleger, City Administrator THROUGH: Dean Zuleger, City Administrator REVIEWED BY: Dean Zuleger, City Administrator SUMMARY AND ACTION REOUESTED: To consider a two-year repayment schedule from the Lake Elmo Library Board to the City of Lake Elmo for the purchase of a building for use of a public library facility. BACKGROUND INFORMATION: In March, the City of Lake E1mo, in concert with the City of Lake Elmo Library Board, agreed to pursue the purchase of a building located at 3537 Lake Elmo Avenue North to house the Lake Elmo Library. The City Administrator was given the authority to negotiate in good faith favorable terms and a purchase price (<$200,000) for acquisition of the building. The purchase would be made with surplus funds provided by a 2005A Public Facilities Bond to avoid arbitrage penalty. Subsequent to the purchase decision. the Lake Elmo Library Board approved a motion to repay the City of Lake Elmo out of the allocated library levy using a four-year amortization schedule to allow for sufficient operating capital and an accelerated debt elimination plan. Since this motion, there has been considerable discussion revolving around the proper ratio of debt service to working capital to allow the Library to successfully operate on Day 1. STAFF REPORT: At the May 9, 2012 Library Board Meeting, a proposal was brought forth by Councilmember and Library Board Member Mike Pearson to further accelerate the repayment of funds used to purchase the building located at 3537 Lake Elmo Avenue North by the Library Board to the City of Lake Elmo. The repayment acceleration would create a two year recouping of City of Lake Elmo funds rather than the previously approved four year plan. The repayment plan anticipated a purchase price of $240,000. After an extensive discussion and debate on the effect this plan would have on operations, the Library Board approved a two-year repayment plan and adjusted their budget accordingly to minimize the effect on library operations. Motion: Pearson moved: "The Library Board will pay the city back for the building within in two years, by Dec. of 2013, upon receipt their levy." Gibson seconded, passed unanimously. resident DeLapp also polled alternates Williams, Ryberg and Meier who were present, and all agreed. City Council Meeting May15, 2102 Regular Agenda Item # 13 The City Finance Director is now currently reviewing the Library budget for feasibility and practicality. RECOMMENDATION: Based on the appropriate and reasonable due diligence by the Library Board, City Council Representatives and City Staff, the following action is recommended: "Move to ratify the Lake Elmo Library Board motion to re -pay (using the allocated library levy) the City of Lake Elmo for facility bond funds used to purchase 3537 Lake Elmo Avenue North over a two year neriod by December 2103. The City of Lake Elmo will receive additional simple interest on the principal funds calculated by the LIBOR rate on the date of the purchase" SUGGESTED ORDER OF BUSINESS: Introduction of Item ...... ................. ........... ...... .......... City Administrator Report/Presentation....., ...... City Administrator Questions from Council to Staff...... ...... ......... ......... ..... ......Mayor Facilitates - Public Input, if Appropriate Facilitates Call for Motion ....... ..... ....... ........ ...... ..................... ...... Mayor & City Council Discussion......... ........ ....... ..... . ..... ....... ..... ....... ............. Mayor & City Council - Action on Motion........... ......... ....... .......... .............. .................Mayor Facilitates page 2 --