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HomeMy WebLinkAbout06-05-12 CCMPLE 1-E: CITYOF AKE E N 0 T 1 C Our Mission is to Provide Quality Public Services in a Fiscally Responsible Manner While Preserving the City's Open Space Character OF MET City of Lake El o 3 0 Laverne Avenue orth City Council eeting Tuesday, June 5, 2 12 at 7:1 1 p. A E t A A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ROLL CALL D. APPROVAL OF AGENDA E. ORDER OF BUSINESS/GROUND RULES F. ACCEPT MINUTES 1. Accept May 15, 2012, City Council minutes 2. Accept May 29, 2012, Special City Council minutes G. PUBLIC COMMENTS/INQUIRIES H. PRESENTATIONS A. Employee Recognition SUMMARY REPORTS AND ANNOUNCEMENTS • Mayor and Council • Administrator • City Attorney • City Engineer • Planning Director • Finance Director CONSENT AG.iNIDA Note: Items listed under the Consent Agenda will be enacted by one motion with no separate discussion. If discussion on an item is desired, the item will be removed from the Consent Agenda for separate consideration. 3. Approve Payment of Disbursements and Payroll 4. Resolution 2012-23 Approve Removal of Assessments from 2012 File with Washington County 5. Approve Administrative Position Descriptions 6. Resolution 2012-26 Adopting Purchasing Policy 7. Well No. 2 Chlorination System Addition - Accept Improvements and Approve Final Contractor Payments 8. Resolution 2012-24 2012 Street and Water Quality Improvements - Approve Plans and Specifications and Order Advertisements for Bids 9. Resolution 2012-25 2012 Seal Coat Project - Accept Bids and Award Contract 10. Proclamation Recognizing Gloria Knoblauch K. REGULAR AGENDA 11. Ordinance 2012-58 City Code Amendment Pertaining to Watercraft and Water Surface Regulations and Prohibited Structures and Uses 12. Ordinance 2012-59 Illicit Discharge and Connection and Resolution 2012-22 Approving Summary Publication 13. Municipal Separate Storm Sewer System (MS4) Permit - Annual Public Meeting and Accept the 2011 MS4 Annual Report 14. Cedar Pet Clinic Parking Authorization 15. Discussion Item Only: Lake Elmo/Washington County Sheriff's Department - Coverage Contract Proposal Adjourn LAlt, ELMO CITY COUNCIL MINUTES MAY 15, 2012 DRAFT City of Lake Elmo City Council Minutes May 15, 2012 Mayor Johnston called the meeting to order at 7:00 p.m. PRESENT: Mayor Johnston, Council Members Emmons, Smith, and Pearson, Council Member Park joined the meeting during the staff and council reports section. Also Present: City Administrator Zuleger, Attorney Snyder, Planning Director Klatt, City Clerk Thone, and Finance Director Bendel. APPROVAL OF AGENDA: MOTION: Council Member Pearson moved to approve the May 15, 2012 City Council Agenda as presented. Council Member Emmons seconded the motion. The motion passed 4-0. ACCEPTED MINUTES: The May 1, 2012 City Council Minutes were accepted as presented by consensus of the City Council. PUBLIC COMMENTS/INQUIRIES: There were no public comments. REPORTS: Council Member Smith reported she attended along with City Administrator Zuleger a very positive meeting with Damon Farber regarding the proposed landscape plan for the Village area. She thanked all of the teams that had worked so hard to bring the project along to this point and stated it was exciting to the see the plan realized to this degree. Council Member Pearson reported he had attended the quarterly investor's meeting with Greater MSP and expressed his appreciation for the organization. Mayor Johnston reported he attended a meeting with the Washington County Transportation staff with regard to the Lake Elmo park and ride sites, attended a Village work group meeting, attended the quarterly investors meeting with Administrator Zuleger and Council Member Pearson with Greater MSP regarding bringing jobs to Lake Elmo, and met with staff and a Lake Elmo resident concerning energy conservation. Mayor Johnston expressed sadness on behalf of the city council, commissions and staff on the passing of Gloria Knoblauch. Mayor Johnston asked the city to consider a 'Gloria Knoblauch Day' in honoring the woman who gave much time and energy to the City of Lake Elmo. He attended the Gateway Corridor meeting and stated that Lake Elmo's request for consideration for the park and ride location was favorable, he attended along with Council Member Smith the annual Lake Elmo Fire Department recognition, met with Two Rivers housing which supports housing for people with disabilities, attended the Regional Council of Mayors meeting where one speaker touted the best way to bring jobs to a community is by focusing on higher education and attended the Washington County Memorial Day Ceremony honoring 150 fallen law enforcement officers who were tragically killed in the line of duty in the past year. Page 1 of 7 LAKE EL.° CITY COUNCIL MINUTES MAY 15, 2012 DRAFT City Administrator Zuleger reported on specific progress points on the accountability schedule provided to the city council by staff, displayed the new 'we missed youpostcards and explained the cards will be used by city staff in the field as we aim to improve our taxpayer service, he reported work on the new website is nearing completion, and added much energy and development continues for the Village project and explained plans in the development stages for a visual project depicting the Village that will be forthcoming, and expounded that work continues on process improvement and lean government which is set to include training planned for next week with the Public Works department on street patching and snow plowing processes. City Clerk Thone reported customer service/taxpayer service training will be held the following Wednesday, May 23, 2012 for city staff and city council members. She expressed the value and benefits of the training. Council Member Smith thanked Thone for her initiative in opening up the reception area of City Hall to foster a more inviting lobby for city hall patrons. City Attorney Snyder reported their review of the watercraft ordinance was complete, a scheduling order in the detachment proceeding was received, and at the direction of council samples of personnel policies were forwarded to staff for use and review as they work on revising the city's personnel policy internally. Planning Director Klatt reported work on the Village project included discussions this week on transfer development rights, he attended a meeting by MnDOT on corridor investment strategies, the Planning Commission reviewed an illicit discharge ordinance drafted by city engineers and the full report will be forthcoming, and reminded all who would like to volunteer to attend the MnDOT partnership planting on Saturday, June 2, 2012 to please meet at 9 a.m. at the Lake Elmo Bank parking lot, Finance Director Bendel reported all went well with the audit last week and they expect to have the draft management letter by next week, the workers compensation audit this week went well and they are awaiting a final true -up bill for 2011 workers compensation. CONSENT AGENDA: MOTION: Council Member Emmons moved to approve the Consent Agenda as presented. Council Member Smith seconded the motion. The motion passed 5-0. 2) Approve Payment of Disbursements and Payroll in the amount of $115,370.67 3) Approve a Temporary Liquor License — Team Ortho Foundation/Go Commando Adventure Race 4) Approve a Special Event Permit - Team Ortho Foundation/Go Commando Adventure Race 5) City Hall Facilities Improvement 6) Affirm Hiring of Nicholas Johnson as City Planner 7) Authorization to Participate in the Minnesota GreenStep Cities Program REGULAR AGENDA: ITEM 8: PARKS COMMISSION APPOINTMENT The City Council conducted an interview with Shane Weis for second alternate on the Parks Commission, Council Member Emmons cited Weis's positive energy as a good fit for the Parks Commission, MOTION: Council Member Smith moved to approve Shane Weis as Second Alternate on the Parks Commission, Council Member Emmons seconded the motion. The motion passed 5-0. ITEM 9: OAKDALE GUN CLUB CONDITIONAL USE PERMIT AMENDMENT Page 2 of 7 LAKc ELMO CITY COUNCIL MINUTES MAY 15, 2012 DRAFT Planning Director Klatt explained the Oakdale Gun Club would like to amend its conditional use permit to include adding cement side walls and overhead baffling on several existing gun ranges on the facility. He explained the portions of the gun club property that would be affected by the changes, stated this would not be an extension of the property, gave an overview of the history of the property and stated this amendment was within state statutes and the planning commission felt this amendment would improve safety and noise concerns. The Planning Commission recommended approval of the CUP with six conditions of approval. Condition number six was added by the Planning Commission and included the planting of conifer trees in the general vicinity of the entrance to the site. The Planning Commission held a public hearing with only one comment regarding whether the structures would be seen from the street/other properties. Mayor Johnston and Council Member Smith raised concerns regarding condition number six. City Administrator Zuleger explained the Gun Club's request appears to meet the mitigation clause. Council Member Emmons inquired whether the walls would have an impact on sound abatement. Oakdale Gun Club President Stan Durda approached the council and asked the council to eliminate condition number six for two reasons 1) The ranges are out of view from the street 2) In efforts to reduce the sound signature of OGC, which is currently well under state standards, a review revealed trees do not stop or impact sound and may even amplify sound. Oakdale Gun Club Construction Manager Rusty Williams presented a photographic study of the Gun Club property to show the irrelevance and therefore cost ineffectiveness of adding trees for additional screening. He reviewed all conditions of the amendment agreement. Council Member Emmons inquired whether staff had the chance to review the property/photographs with reference to condition number six. City Administrator Zuleger stated he had viewed the property and recommended removing condition number six of the agreement. Council Member Smith commended the preparation of the representatives of the Oakdale Gun Club and expressed her support. MOTION: Council Member Park moved to approve a Resolution Approving a Request to Amend the Conditional Use Permit for Oakdale Gun Club to Allow the Construction of Cementitous Sidewalls and Overhead Baffling on Several of the Existing Gun Ranges Within the Facility Striking Condition Six from the Resolution. Council Member Pearson seconded the motion. The motion passed 5-0. ITEM 10: CHRIST LUTHERAN CHURCH SEPTIC SYSTEM VARIANCE FOR HOLDING TANKS Planning Director Klatt explained Christ Lutheran Church had submitted a variance to install three holding tanks with a capacity of 1500 gallons each for more than the twelve months allowed by county code which the city adopted as reference. It was determined that the existing system is not compliant. The Planning Commission held a public hearing and recommends approval of the variance with one condition; that the church enter into an agreement with the City to connect to public sewer within six months of its availability. He explained staff originally recommended two conditions be included into the agreement which included; the church waiving their right to appeal the assessment for the extension of the municipal sanitary sewer and to submit copies of septic pumping records. Mayor Johnston noted the holding tanks would be advantageous to the current system from an environmental standpoint. City Attorney Snyder noted the staff recommendation for the church to waive the right to appeal their assessment may not be properly suited to the variance application and questioned whether the city could even require this condition. Council Member Emmons asked City Attorney Snyder to revise the language to capture the condition that when improvements do come the assessment will be provided for in a short form assessment agreement between the Church and the City. MOTION: Council Member Emmons moved to approve a Resolution Approving a Variance to Allow the Use of Holding Tanks for Longer than 12 Months for Christ Lutheran Church at 11194 36Th Street North with one condition recommended by the Planning Commission and the additional two conditions recommended by staft Page 3 of 7 LAKE EL1.10 CITY COUNCIL MINUTES MAY 15, 2012 DRAFT 1) Agreement with the city waiving a right to the assessment for the extension of municipal sanitary sewer 2) Submission of septic tank pumping records - added to the agreement with the understanding the first condition language will be revised by the City Attorney and will include the condition of a short form assessment agreement between the City and the Church. Council Member Smith seconded the motion. The motion passed 5-0. ITEM 11: ADOPTION OF LAKE ELMO MISSION STATEMENT, VISION STATEMENT AND STATEMENT OF VALUES PER APRIL 2012 COUNCIL/STAFF RETREAT City Administrator Zuleger presented the results from the April staff and council retreat on the work the group did regarding the city's mission statement, vision statement and statement of values. He explained first on the agenda was to determine the best mission statement coming out of the session and expressed the mission statement basically states -What we are, what we do, what we strive to accomplish' and presented the two alternatives from the session: 1) Our mission is to provide quality public services in a fiscally responsible manner while preserving the city's open space character. 2) Our mission is to provide quality public services to our residents and businesses while preserving the character of Lake Elmo. He stated Consultant and Facilitator Don Salverda's recommendation was mission statement number one as he felt it captured universally what the City aimed to accomplish. Council Member Smith and Mayor Johnston concurred with the recommendation. MOTION: Council Member Smith moved to Approve Lake Elmo's Mission Statement (1) 'Our mission is to provide quality public services in a fiscally responsible manner while preserving the city's open space character. Mayor Johnston seconded the motion. The motion passed 5-0. City Administrator Zuleger explained second on the agenda was to determine the best vision statement coming out of the session and expressed the vision statement is 'what we aspire to be' and presented the two alternatives from the session: 1) The City of Lake Elmo commits to building on its heritage, while enhancing a high quality of life for all its 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. 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. He stated Consultant and Facilitator Don Salverda's recommendation was mission statement number two as he felt it was the more succinct of the two options. Council Member Park and Mayor Johnston concurred with the recommendation on option two. Council Members Smith, Pearson and Emmons supported option number one. Further discussion resulted in the following motion with one small revision adding 'natural and' to the vision statement. MOTION: Council Member Smith moved to Approve Lake Elmo's Vision Statement (1) The City of Lake Elmo commits to building on its heritage, while enhancing a high quality of life for all its citizens. We pledge to work Page 4 of 7 LAKt ELMO CITY COUNCIL MINUTES MAY 15, 2012 DRAFT 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.' Council Member Pearson seconded the motion. The motion passed 5-0. City Administrator Zuleger explained third on the agenda was to determine the values statement coming out of the session and expressed the values statement is 'what we believe' and should be comprised of council and staffs fundamental values and what we aim for on a day-to-day basis. He presented the seven values resulting from the session and added an additional statement (number eight) of value to consider: 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 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 Intearity 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. 8) Thouahtful Community Buildina We believe in the development of our community through thoughtful, careful planning that is communicated in a positive manner that builds up rather than tears down the process. Discussion was had by the city council regarding the value statements. Recommendations were made by City Administrator Zuleger to move numbers three and four to number one and two for the final draft. MOTION: Council Member Smith moved to Approve Lake Elmo's Proposed Values Statement as amended; moving statement number three and four to one and two, adding value statement number eight and amending the language on statement numbers two, four and eight as stated below. Council Member Park seconded the motion. The motion passed 5-0. Ethics and Integrity 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. Visionary Leadership and Planning We believe that the very essence of leadership is to be visionary and for the future. 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 manner. Fiscal Responsibility_ Page 5 of 7 LAKE ELk.10 CITY COUNCIL MINUTES MAY 15, 2012 DRAFT We believe that fiscal responsibility and the prudent stewardship of public funds, are essential for citizen confidence in government. 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. 8) Thoughtful Community Building. We believe in the development of our community through thoughtful, careful planning that is communicated in a positive manner that . the process. ITEM 12: SURFACE WATER UTILITY FEE APPEAL PROCESS/CREDIT POLICY City Administrator Zuleger explained the need has been discussed to create a formal appeal process and equitable credit policy for the city's surface water utility fee schedule. He stated with input from the finance director, and after careful review of the surface water utility account, staff has crafted an ordinance based on the March 2012 direction of the council amending Section 53.04 of the Lake Elmo City Code pertaining to surface water management fee adjustment credit. He explained in detail the ordinance amendment, the unattended balances needing a formal review process, and specifically addressed the rain garden maintenance and specifications of the credit appeal process and the benefits. Council Members expressed their appreciation for City Administrator Zuleger addressing these concerns, his commitment and time spent with the residents and his work in bringing to fruition the ordinance amendment and new policy. MOTION: Council Member Pearson moved to Approve an Ordinance Amending Section 53.04 of the Lake Elmo City Code Pertaining to Surface Water Management Fee Adjustment Credit. Council Member Smith seconded the motion. The motion passed 5-0. ITEM 13: DISCUSSION OF LIBRARY FINANCING City Administrator Zuleger explained that last year when the city council made the decision to create a local library, staff was tasked with securing a building for the facility and securing the financing options for the purchase/lease. On May 9, 2012 the Library Board approved to pay back the funds in acquiring the building located at 3537 Lake Elmo Avenue North for use by the library within a two-year time period, by December of 2013. City Administrator Zuleger stated staff is recommending the council ratify the Lake Elmo Library Board motion to repay the City for facility bond funds used to purchase 3537 Lake Elmo Avenue North over a two year period by December 201 3 to ensure the library has a place to conduct its business. The City will receive additional simple interest in the principal funds calculated by the LIBOR rate on the date of the purchase. Concerns were raised by Council Member Smith about whether the city would put something in place in the way of consequences or a penalty to ensure the city is paid back by the Library Board. Council Member Pearson stated the city has options to keep the board accountable to the agreement. City Attorney Snyder stated the council sets the library budget and has ultimate authority over the library's budget. Mayor Johnston cited this fact in his support of the motion. MOTION: Council Member Pearson moved to Ratify the Lake Elmo Library Board motion to repay (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 period by December 2013. The City of Lake Elmo will receive additional simple interest Page 6 of 7 LAKL cLMO CITY COUNCIL MINUTES MAY 15, 2012 DRAFT on the principal funds calculated by the LIBOR rate on the date of purchase. Mayor Johnston seconded the motion. The motion passed 4-1. Council Member Smith: Nay The meeting adjourned at 9:06 p.m. to Closed Session per MN State Statute 13D.05 to discuss the potential purchase of real estate located at 3537 Lake Elmo Avenue. Present at the closed session were Mayor Johnston, Council Members Emmons, Smith, Pearson and Park, City Attorney Snyder, Finance Director Bendel, City Clerk Thone and City Administrator Zuleger. The closed session adjourned and the open session resumed at 9:28 p.m. Mayor Johnston reported the direction from city council was for City Administrator Zuleger to continue to work with the realtor on the purchase of 3537 Lake Elmo Avenue and provided specifics on terms and purchase price. The meeting adjourned at 9:30 p.m. Respectfully submitted by Sandie Thone, City Clerk Page 7 of 7 LAKE ELMO CITY COUNCIL MINUTES MAY 29, 2012 DRAFT City of Lake Elmo City Council Minutes May 29, 2012 Mayor Johnston called the meeting to order at 6:30 p.m. PRESENT: Mayor Johnston, Council Members Emmons, Smith, and Pearson. Also Present: City Administrator Zuleger, Planning Director Klatt, City Clerk Thone, and Finance Director Bendel. APPROVAL OF AGENDA: MOTION: Council Member Pearson moved to approve the May 29, 2012 City Council Agenda as presented. Council Member Emmons seconded the motion. The motion passed 4-0. REGULAR AGENDA: ITEM 1: LAKE ELMO AVENUE NORTH/OLD VILLAGE DEMONSTRATION LIGHTING AND LANDSCAPE PROJECT City Administrator Zuleger explained the City has been requested to participate in a public -private service club lighting and landscape demonstration project. The total cost of the project would be $26,800. The project was developed in an effort to improve the look of the Village area with decorative lighting and flower baskets along a pilot section on the west side of Lake Elmo Avenue beginning at Lake Elmo Inn and extending north for 400 feet. The Lake Elmo Rotary has made the beautification of the Village a service project priority and has specified funds for the project. In addition, a four-way partnership between the City of Lake Elmo, Lake Elmo Rotary Club, 3M and Xcel Energy is being developed to create the themed demonstration, which would be indicative of larger projects to come in the future. Jim Leonard of Fury Dodge Chrysler Lake Elmo and John Schiltz of Lake Elmo Inn and Event Center have pledged their support and their interest in the project in the way of reinvestment and restoration of Main Street. The monetary investments would include $13,800 from the City of Lake Elmo, $10,000 from the Rotary Club, and $3,000 from Xcel Energy. Other investments include in -kind lighting design services from Xcel Energy, LED lighting products donated from 3M, private property donated from Lake Elmo Inn and maintenance of the flower baskets by Fury Motors. Staff is recommending city council approve the city's portion of $13,800 expenditure for the Lighting and Landscape Demonstration project. MOTION: Council Member Pearson moved to approve the expenditure of $13.800 ($13,000 for lighting and construction costs/$500 for educational signage) to be matched by $13,000 of funds from Lake Elmo Rotary and Xcel Energy for the construction of the Lighting/Landscape Demonstration Project on 400 feet of Lake Elmo Avenue North. Council Member Emmons seconded the motion. The motion passed 4-0. The meeting adjourned at 6:48 p.m. Respectfully submitted by Sandie Thane, City Clerk Page I of 1 1. YO CO CIL CO IC TIO DATE: 6/05/2012 CONSENT ITEM /: 3 MOTION as part of Consent Agenda AGENDA ITEM: Approve Disbursements in the Amount of $353,288.27 SUBMITTED BY: Cathy Bendel. Finance Director THROUGH: Dean Zuleger. City Administrator REVIEWED BY: loan Ziertman. Finance Consultant SUMMARY AND ACTION REOUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $353,288.27. 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 non-nal 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 # ACH ACH DD3954 DD 3990 38419-38421 ACH ACH DD3991 — DD4006 38422 - 38425 38426 — 38486 1438 1454 ACH Amount 8,129.20 4,334.29 25.762.51 790.43 7,905.38 4.599.14 21,902.79 934.04 173.600.99 1.020.00 104,310.00 TOTAL $ 353,288.27 Description Payroll Taxes to IRS & MN Revenue 5/17/2012 Payroll Retirement to PERA 5/17/12 Payroll Dated 5/17/12 (Direct Deposit) Payroll Dated 5/17/2012 (Payroll Paper Checks) Payroll Taxes to IRS & MN Revenue 5/31/12 Payroll Retirement to PERA 5/31/12 Payroll Dated 5/31/12 ("Direct Deposit) Payroll Dated 5/31/12 Payroll Paper checks Accounts Payable Dated 615/12 Accounts Payable Dated 6/5/12 (Library Checks) Bond Payments (3) 5/30/12 -- City Council Meetimi. Approval of Disbursements June 5, 2012 Consent Agenda Item 43 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 $353,288.27. 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 June 5, 2012, Disbursements as Presented fand nzodifiedl herein." ATTACHMENTS: 1. Accounts Payable Dated 6/5/2012 SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): - Questions from Council to Staff._ ......... ...... ..... Mayor Facilitates Call for Motion ....... ......... ......... .....,.. ............. ................ Mayor & City Council - Discussion .............. ..... ..... ..... ...... ........... ..... Mayor & City Council Action on Motion .....................,...... ..... ...... ......... ........ Mayor Facilitates -- page Accounts Payable To Be Paid Proof List User: :loan z Printed: 05/31/2012 - 11:52 AM Batch: 008-05-2012 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # ARAM Aramark, Inc. 629-7493753 05/1(1/2012 22.91 0.00 06/05/201 2 Uniforms No 001_,,,, 101-430-311)(1-44170 Uniforms 629-7493753 Total: 22.91 629-7495572 05/14/2012 136.66 0.00 06/05/2012 Monthly Rug Service, Station #2 No 0000 101-420-2220-44010 Repairs/Maint Bldg 629-7495572 Total: 136.66 629-7495574 05/14/2012 135.12 0.00 06/05/2012 Monthly Rug Service, Station 41 No 0(101) 101-420-2220-440 I 0 Repairs/Main) Bldg 629-7495574 Total: 135.12 629-7498608 05/31/2012 22.91 0.00 06/0 2 2 Uniforms No 0000 WI -430-3100-44170 Uniforms 629-7498608 Total: 22.91 629-7500481 05/21/2012 31.62 0.00 06/05/2012 Monthly Rug Service - Annex No 0000 101-4 I 0-1940-44010 Repairs/Maint Contractual Bldg 629-7500481 Total: 31.62 629-7505283 05/28/2012 232.74 0.00 06/05/2012 Linen City hall No 0000 I 01-410-1940-44010 Repairs/Maint Contractual Bldg 629-7505283 Total: 232.74 629-7995573 05/14/2012 187.36 0.00 06/05/2012 Linen City Hall No OM I 01 -410-1940-440I 0 Repairs/Maint Contractual Bldg 629-7995573 Total: 187.36 ARAM Total: 769.32 BERKLEY INSURANCE TRUST LEAGUE OF MN CITIE 40340 & 403410 05/16/2012 33,966.75 101-410-1320-43610 Insurance 40340 & 403410 05/16/2012 6,256.90 101-420-2220-43630 Vehicle Insurance 40340 & 403410 05/16/20 I 2 255.00 1(11-420-2400-43630 Insurance 40340 & 4034 I 0 05/16/20 I 2 20,276.35 101-430-3100-43630 Insurance 0.00 06/05/2012 Insurance - Adnnin No 0000 0.00 06/05/2012 Insurance - Fire & Vehicles No 0000 0.00 06/05/2012 Insurance - Building Dept Vehicle No 0000 0.00 06/05/2012 Insurance - Building & Equipment No 0000 AP - To Be Paid Proof List (05/31/12 - 11:52 AM) Page 1 Invoice # Inv Date Amount Quantity Prnt Date Description Reference Task Type PO # Close POLine # 40340 & 403410 05/16/2012 3,364.00 0.00 06/05/2012 Insurance - Parks & Equipment No 0000 101-450-5201)-4363(1 Insurance 40340 & 403410 05/16/2012 6,161,00 0,00 06/05/2012 Insurance - Water Dept No 0000 601-494-9400-43610 Insurance 40340 & 403410 05/16/2012 1,371.00 0.00 06/05/2012 Insurance - Sanitary Sewer No 0000 602-495-9450-43610 Insurance 40340 & 403410 Total: 71,651.00 BERKLEY Total: 71,651,00 BOU'l'HMI Bouthilet Michael 05/25/2012 05/25/2012 230,78 0,00 06/05/2012 Reimb Lodging for Water Related No 0000 601-494-94(1(1-44370 Conferences & Training Confer 05/25/2012 Total: 230.78 BOUTIIMI Total: 230.78 BRYAN Brvan Rock Products, Inc. 38863 05/01/2012 97.61 0,00 06/05/2012 Center Island Landscape Rock No 0000 101-430-3120-42240 Street Maintenance Materials 38863 Total: 97.61 BRYAN Total: 97.61 C ENCO ELF Century College 460867 05/16/2012 890,00 0.00 06/05/2012 FOA, M. Cornell, Steinman No 0000 101-420-2220-44370 Conferences & Training 460867 Total: 890.00 CENCOLLE Total: 890.00 COLEMER Coleiner Jamie 05129/12 05/29/2012 37,60 0.00 06/05/2012 Reimburse Uniforms No 00c 101-430-3100-44170 Uniforms 05/29/12 Total: 37.60 COLEMER Total: 37.60 CTYOAKDA City of Oakdale 10000460-01 04/30/2012 2,784.02 0,00 06/05/2012 Water Service 1-94 - No 0000 601-494-9400-43820 Water Utility 10000460-01 Total: 2,784.02 201205213181 05/21/2(112 309.69 0.00 06/05/2012 Brake Repairs to CV2 No 0000 101-42(1-2220-44040 Repairs/Maint Eqpt 201205213181 Total: 309.69 AP - To Be PP' "roof List ((15/31/12 - 1(:52 AM) Page 2 Invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # CIYOAKDA Total: 3,093.71 CUM1v1INGS Cummings Mary Jo 5/17/12 (15/17/2012 206-450-5300-43150 Contract Services 5/17/12 Total: CUMMINGS Total: DELAPP DeLapp Steve 5/16/12 05/16/2012 206-450-5300-42(100 Office Supplies 5/16/12 Total: DELAPP Total: I ,800.00 0.00 06/05/2012 Library Consulting - 5/8/1 2-5/1 7/12 1,800.00 1,800.00 No 0000 38.02 0.00 06/05/2012 Reimburse - Library Book Tape No 00" 38.02 38.02 DELTA Delta Dental Of Minnesota 4855357 05/15/2012 1,140,50 0.00 06/05/2012 May 2012 Dental Coverage No 0000 101-000-0000-21706 Medical Insurance 4855357 Total: 1,140,50 DELTA Total: 1,140.50 DONALDSA Donald Salverda & Associates G-I21)5 05/01/2012 3,022.16 0.00 06/05/2012 Team Building Retreat No 0000 101-410-1320-44370 Conferences & Training G-1 205 Total: 3,022.16 DONALDSA Total: 3,022.16 E.G.RUD E.G. R Lid & Sons, Inc. 06/10/12 06/10/2012 293.50 0.00 06/05/2012 Well #4, Site Acquisition - Land No 00i to 601-494-9400-43150 Contract Services Survey 06/10/12 Total: 293.50 E.G.RUD Total: 293.50 FANTAST1 Fantastic Floors 020228 05/16/2012 7,662.67 0.00 06/05/2012 Building Improvements Carpet & Tile No 0000 404-480-80(10-45200 Buildings & Stnictures 020228 Total: 7,662.67 FANTASTI Total: 7,662.67 AP - To Be Paid Proof List (05/31/12 - 11;52 AM) Page 3 Invoice # Illy Date FDSOA FD Safety Off Association 18546 05/21/2012 101-420-2220-44330 Dues & Subscriptions 18546 Total: FDSOA Total: FERGUSON Ferguson Waterworks, Inc. S01347239,007 05/16/2012 601-494-9400-42300 Water Meters & Supplies S01347239,007 Total: FERGUSON Total: FIORILLO Fiorillo Megan 05/14/12 05/31/2012 101-410-1450-43620 Cahle Operations 05/14/12 Total: 1)5/15/12 05/31/2012 101-4 I 0-1450-43620 Cable Operations 05/15/12 Total: 05/29/12 05/3172012 101-410-1450-43620 Cable Operations 05/29/12 Total: FIORILLO Total: Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 85.00 0.00 06/05/2012 Annual Membership 85.00 8500 1,035.96 0.00 06/05/2012 Repairs to Neptune Readers 1,035.96 1,035.96 No 0000 No 0000 55.00 0.00 06/05/2012 Planning Commission 5/14/12 No 0000 55,00 55,00 0.00 06/05/2012 City Council Meeting 5/15/12 No 0000 55.00 55.00 0.00 06/05/2012 Workshop and Special CC 5/29/12 No 0000 55.00 165.00 FOCUS Focus Engineering, Inc. 206 & 206 05/31/2012 3,592.74 0.00 06/05/2012 General Engineering 101-410-1930-43030 Engineering Services 206 & 206 05/31/2012 431.50 0.00 06/05/2012 General Engineering 101-410-1910-43030 Engineering Services 206 & 206 Total: 4,024.24 208 05/31/2012 831.00 0.00 06/05/2012 General Engineering - VRA 101-420-2400-43030 Engineering 208 05/31/2012 857.00 0.00 06/05/2012 General Engineering - VRA 101-4 I 0-1910-43030 Engineering Services 208 05/31/20 12 724.00 0.00 06/05/2012 General Engineering - VRA 404-480-8000-43030 Engineering Services 208 05/31/2012 874.50 0.00 06/05/2012 General Engineering - VRA 11)1-43(1-3100-43030 Engineering Services 208 05/31/2012 149.00 0.00 06/05/2012 General Engineering - VRA 601-494-9400-43030 Engineering Services 208 05/31/2012 1,445.47 0.00 06/05/2012 General Engineering - V RA 602-495-9450-43030 Engineering Services No 0000 No 0000 No No 0000 No 0000 No 0000 No 0000 No 0000 AP - To F3c P-' ' Proof List (05/31/12 - 11:52 AM) Page 4 Invoice # Inv Date ?OS 05/31/2012 603-496-9500-43030 Engineering Services 208 Total: 209 05/31/2012 409-480-8000-43030 Engineering Services 209 05/31/2012 409-480-8000-43030 Engineering Services 209 05/31/2012 409-480-8000-4.3030 Engineering Services 209 05/31/2012 409-480-8000-43030 Engineering Services 209 05131/2012 409-480-8000-43030 Engineering Services 209 05/31/2012 409-480-8000-43030 Engineering Services 209 05/31/2012 409-48(1-8000-43030 Engineering Services 209 Total: 210 05/31/2012 409-480-8000-43030 Engineering Services 210 Total: 211 05/31/2012 409-480-8000-43030 Engineering Services 21 I Total: 212 05/31/2012 418-480-8000-43030 Engineering Services 212 Total: 213 05/31/2012 4 13-480-8000-43030 Engineering Services 213 Total: 214 05/31/2012 420-480-8000-43030 Engineering Services 214 Total: 215 05/31/2012 601-494-9400-43030 Engineering Services 215 Total: 216 05/31/2012 601-494-9400-43030 Engineering Services 216 Total: 217 05/31/2012 601-494-9400-43030 Engineering Services 217 "fotal: 218 05/31/2012 419-480-8000-43030 Engineering Services 218 Total: Amount Quantity Pint Date Description Reference 2,419.94 0.00 06/05/2012 General Engineering - V RA 7.300.91 905.00 0.00 06/05/2012 Transportation & Traffic System 413.83 0,00 06/05/2012 Street Maintenance 736.50 0.00 06/05/2012 Municipal Aid 1,421.50 0.00 06/05/2012 2012 Scal Coat Project 29.50 0.00 06/05/2012 Trunk Hwy 36 Corridor Planning I 12,50 0.00 06/05/2012 Wash Cty DM) Trail Reclamation Project 421.50 0.00 06/05/2012 MNDot Hilton Trail Interchange 4,040.33 1,628.76 1,628,76 90,00 90.00 112.50 112.50 692.64 692.64 3,225.50 3,225.50 2,344.22 2,344.22 177.00 177.00 90.00 90.00 0.00 06/05/2012 Development - Whistling Valley Ill 0.00 06/05/2012 Development - Sanctuary 0.00 06/05/2012 2011 Street improvement Feasibility 0.00 06/05/2012 Lake Elmo Area Village Eng Support 0.00 06/05/2012 loth Street Infrastructure Planning 0.00 06/05/2012 Supply Well & Puntphouse 4 0.00 06/05/2012 3M Litigation 0.00 06/05/2012 Lake Elmo Water System Chlorination 5,507.43 0,00 06/05/2012 Dernontreville/Highlands Area Feasibility 5,507.43 Task Type PO # Close POLine # No No No No No No No No No No No No No No No No No 0001) 0000 0000 0000 0000 0000 0000 00(10 0000 0000 0000 0000 0(0 0000 0000 0001) 0000 AP - To Be Paid Proof List (05131/12 - 11:52 AM Page 5 Invoice # Inv Date Amount Quantity Pmt Dale Description Reference Task Type PO # Close POLine # FOCUS Total: 29,233,53 FXI, FXL, Inc, May 2012 05/31/2012 2,000.00 0.00 06/05/2012 Assessing Services - May 2012 No 0000 101-410-1320-43100 Assessing Services May 2012 Total: 2,000,00 FXL Total: 2,000,00 GORMANS GORMANS RESTAURANT 05/12/2012 05/31/2012 114.90 0.00 06/05/2012 Meal for Maht, Standby Crcw No 0000 101-420-2220-44300 Miscellaneous 05/12/2012 Total: 114.90 GORMANS Total: 114.90 FIAG B ERGS Itagbergs Country Market 04/25/12 04/25/2012 10.65 0.00 06/05/2012 Board of Review 4/25/12 No 0000 101-410-1320-44300 Miscellaneous 04/25/12 Total: 10.65 H AGB ERGS Total: 10.65 I I ewlett Hewlett Packard 51193737 05/08/2012 939,70 0.00 06/05/2012 General Use Laptop No 0000 410-480-8000-45700 Office Equipment & Furnishings 51193737 Total: 939.70 Hewlett Total: 939.70 HOLIDAYC Holiday Credit Office 05/15/2012 05/31/2012 538.60 0.00 06/05/2012 Fuel No 101-420-2220-42120 Fuel, Oil and Fluids 05/15/2012 Total: 538.60 HOLIDAYC Total: 538.60 INTERS'I'A Interstate All Battery Ctr 46545 05/16/2012 22.47 0.00 06/05/2012 Replace Battery for flashlight No 0000 101 -420-2220-44040 Repairs/Maint Eqpt 46545 Total: 22.47 INTERS'['A Total: 22.47 AP - To Be ' Proof List (05/31/12 - 11:52 AM) Page 6 Invoice # Inv Date .IANETSIIA Janet Shaddix & Associates 05/09/12 05/31/2012 I 01 -4 10-1 320-43040 Legal Services 05/09/12 Total: JANETSHA Total: Amount Quantity Prot Date Description Reference Task Type PO # Close POLine # 3,794.50 0.00 06/05/2012 Transcription Services for LE Petition No 0000 3,294.50 3,294.50 JOFINSON& Johnson & Turner Attorneys April 12 05/31/2012 1,866.00 0.00 06/05/2012 Legal Services - Civil No 0000 101-4 10-1320-43040 Legal Services April 12 05/31/2012 1,872.00 0.00 06/05/2012 Legal Services - Well #4 No 0000 601-494-9400-43040 Legal Services April 12 05/31/2012 4,427.00 0,00 06/05/2012 Legal Services - Prosecution No 00t,” 101-420-2150-43045 Attorney Criminal April 12 05/31/2012 450.00 0.00 06/05/2012 Legal Services - 3M No 0000 601-494-9400-43040 Legal Services April 12 Total: 8,6 15.00 JOFINSON& Total: 8,615.00 LINNER Limier Electric Company, Inc. 22284 05/1 1/2012 224.00 0.00 06/05/2012 Chlorine fan/light lock installed No 0000 601-494-9400-42400 Small Tools & Minor Equipment 22284 Total: 224.00 LINNER Total: 224.00 LISALYNN Lisa Lynn Consulting 05/23/12 05/23/2012 450.00 0,00 06/05/2012 Customer/Taxpayer Service Training No 0000 101410-1110-44370 Conferences & Training 05/23/12 Total: 450.00 LISALYNN Total: 450.00 LOFF Loftier Companies, Inc. 1383986 04/02/2012 339.83 0.00 06/05/2012 Copy Machines Overage & Base May No 0000 101-410-1940-44040 Repairs/Maint Contractual Eqpt 2012 1383986 Total: 339.83 LOFF Total: 339,83 ENARDSO Menards - Oakdale 91503 05/09/2012 10.54 0,00 06/05/2012 Volley ball Paint - Lions Park 404-480-8000-45300 Improvements Other Than Bldgs 91503 05/09/2012 35.22 0.00 06/05/2012 Ties for Soccer Nets 101-450-5200-44030 Rcpairs/Maint Imp Not Bldgs No 0000 No 0000 AP - To Be Paid Proof List (05/31/12 - 11:52 AM) Page 7 Invoice # Inv Date Amount Quantity Putt Date Description Reference Task Type PO # Close POLine # 91503 Total: 45.76 93309 (15/14/2012 13.74 0.00 06/05/2012 Volley Ball Post Caps - Lions Park No 0000 404-480-8000-45300 Improvements Other Than Bldgs 93309 Total: 13.74 94333 05/17/2012 122.69 0,00 06/05/2012 Paint Supplies No 0000 101-410-1320-44300 Miscellaneous 94333 Total: 122.69 96647 05/23/2012 22.98 0,00 06/05/2012 Fence Post and Picnic Table Boards No 0000 101-450-5200-44040 Repairs/Maint Eqpt 96647 05/23/2012 102.09 0,00 06/05/2012 Mats No 0000 1111 -450-5200-44010 Repairs/Maim Bldg 96647 Total: 125.07 MENAROSO Total: 307.26 M ES Municipal Emergency Services 00315273-SNV 05/16/2012 71.1 7 0,00 06/05/2012 Hose Strap No 0000 101-420-2220-42400 Small Tools & Equipment 00315273-SN V Total: 71.17 NIES Total: 71.17 MFRA McCombs Frank Roos Assoc Inc„ 70480 05/01/20 12 3,462.33 0.00 06/05/2012 Planning Services - April 2012 No 0000 101-4 10-1910-43150 Contract Services 70480 Total: 3,462.33 MFRA Total: 3,462.33 MNDOFI MN Department of Health 05/03/2012 05/31/2012 601-494-9400-44370 Conferences & Training 05/03/2012 Total: 2nd Qtr 05/29/2012 601-494-9400-44300 Miscellaneous 2nd Qtr Total: M N DOH Total: MTI m-ri Distributing Inc. 844214-00 05/18/2012 101-450-5200-42210 Equipment Parts 844214-00 Total: MTI Total: 23.00 0.00 06/05/2012 Water System Operator Certification 23.00 1,508,00 0,00 06/05/2012 2nd Qtr water connection service Supply 1,508,00 1,531,00 No No 0000 0000 346.54 0.00 06/05/2012 Mower Blades and Belt No 0000 346,54 346.54 AP - To Be Paid ^ -)of List ((15/3 1/12 - 11:52 AM) Page 8 Invoice # Inv Date Amount Quantity Pint Date Description Reference Task TYPe PO # Close POLine # NATR EP R() Natmal Reprographics. , 77352 05/0772012 I 30.26 0,00 06/05/2012 Comprehensive Trail Guide Plan No 0000 204 --450-5200-42000 Office Supplies Books 77352 Total: 130.26 NATREPRO Total: 130.26 NCPERS 566200-NCPERS MINNESOTA 5662512 05/23/2012 101-000-0000-217(18 Other Benefits 5662512 Total: NCPERS 80,00 0.00 06/05/2012 May 2012 Deductions No 0000 80.00 80.00 NEXTEL Nextel Communications 761950227-108 05/1872012 85,26 0.00 06/05/2012 Cell Phone Service - Administration No 0000 101-410-1940-4321(1 Telephone 761950227-108 05/18/2012 79.68 0.00 06705/2012 Cell Phone Service - Fire Department No 0000 101-420-2220-43210 Telephone 761950227-108 05/18/2012 17.77 0.00 06/05/2012 Cell Phone Service - Building Dept No 0000 101-420-2400-43210 Telephone 761950227-108 05/18/2012 35,22 0.00 06/05/2012 Cell Phone Service - Public Works No 0000 101-430-3100-43210 'Telephone 761950227-108 (15/)8/2(112 88.60 0.00 06/05/2012 Cell Phone Service - Parks Department No 0000 101-450-5200-43210 Telephone 761950227-108 Total: 306.53 NEXTEL Total: 306.53 NORTHTOO 11SBC Business Solutions 0561(139894, 95 (15/1)1/2012 13.92 0.00 06/05/2012 Trailer Hitch for Sign No 0011" 101-420-2220-44040 Repairs/Maint Eqpt 0561039894, 95 05/01/2012 0.00 06/05/2012 Jump Starter for vehicles, washter tluid No 101-420-2220-44040 Repairs/Maint Eqpt 88.89 0000 0561039894, 95 Total: 102.81 NORTHTOO Total: 102.81 OA K DRC Oakdale Rental Center 1(1(182019 05/1012012 404-480-8000-45300 Improvements Other Than Bldgs 10082019 Total: OAKDRC Total: 196.65 0.00 06/05/2012 Concrete for Volley hall Posts - Lions 196.65 196.65 No 0000 AP - To Be Paid Proof 1.ist 015/31i12 - 11:52 AM) Page 9 Invoice ti Inv Date PEITYCI Petty Cash lil 1/12 05/31/2012 I 01-4 I 0-1320-44370 Conferences & Training 1/11112 Total: 11/09/2010 05/31/2012 I 01-4 I 0-1320-44370 Conferences & Training II/09/2010 Total: 12/1/11 05/31/2012 I 01-410-1320-443(10 Miscellaneous 1211/1 I Total: 12/14/11 05/31/2012 10 I-4 I 0-1320-44300 Miscellaneous 12/14/1 I Total: 12/14/2010 05/31/2012 101-410-1320-44370 Conferences & Training 12/14/2010 Total: 12/15/10 05/31/2012 204-450-5200-44300 Miscellaneous 12/15/1(1 Total: 12/9/11 05/31/2012 1(11-410-1320-44300 Miscellaneous 12/9/11 Total: 3/5/12 05/31/2012 101-410-1320-44300 Miscellaneous 3/5/12 Total: 5/24/12 05/31/2012 101-410-1320-44300 Miscellaneous 5/24/12 Total: PE rryci -Fotal: PROSTAFF PROSTAFF 102-857430 05/27/2012 101-410-1320-43 150 Contract Services 102-857430 Total: 102-858745 05/27/2012 101-4 I (1-1320-43150 Contract Services 102-858745 Total: 102-858837 05/24/2012 I 01-41(1-132(1-43 150 Contract Services 102-858837 Total: PROSTAFF Total: Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 5.50 0,00 06/05/2012 Food for eon ferretice 5,50 5.00 0,00 06/05/2012 Food tr conferrence 5.00 24,00 0.00 06/05/2012 Wreath for Door 24.00 72.58 0.00 06/05/2012 Lunch for interviews 72.58 27.00 0.00 06/05/2012 Meeting- Engineer, Attorney, City Admin 27,00 75.00 0,00 06/05/2012 Gift Cert - Fall Festival 75.00 32,99 0.00 06/05/2012 Cake for Retirement Party 32.99 17.14 0,00 06/05/2012 Pizza for board of appeals 17.14 8.04 0.00 06/05/2012 To Reconcile Petty Cash 8.04 267,25 620.00 0.00 06/05/2012 Temp (kip W/E 5/6/12 620.00 620,00 0.00 06/05/2012 Temp Help W/E 5/13/12 620.00 620.00 0.00 06/05/2012 Temp Flclp W/E 5/20/12 620,00 I ,860.0(1 No 0000 No 0000 No 0000 No 0000 No 00)' No 0000 No 0000 No 0000 No 0000 No 001.1 No 0000 No 0000 AP - To Be Pa i-1 "roof List (05/31/12 - 11:52 AM) Page 10 Invoice # Inv Date Amount Quantity Pmt Date Description RACH ELCO Rachel Contracting 05/25/2012 05/31/2012 101-420-2400-43060 Surcharge Payments 05/25/2012 05/31/2012 601-000-0000-37150 Water Connections - Municipal 05/25/2012 05/31/2012 101-000-0000-32230 Plumbing Permits 05/25/2012 05/31/2012 601-000-0000-37170 Meter Sales 05/25/2012 Total: RACHELCO Total: REL1ANC Reliance Standard Life 6/1/17 06/01/2012 101-000-0000-21706 Medical Insurance 6/1/12 06/01/2012 1 0 1 -000-0000-21708 Other Benefits 6/1/12 06/01/2012 101-000-0000-21708 Other Benefits 6/1/12 06/01/2012 101-000-0000-21708 Other Benefits 6/1712 Total: RELIANC Total: RIVERPRT River Valley Printing 13068 05/17/2012 101-420-2220-42000 Office Supplies 13068 Total: R1VERPRT Total: ROGERS Rogers Printing Services, Corp 18662 05/23/2012 101-410-1320-42030 Printed Forms 18662 Total: ROGERS Total: S&T S&T Office Products. Inc. 01PE5915 05/14/2012 101-410- I 320-42000 Office Supplies 01PF.5915 Total: 5.00 3,900.00 160.00 1,005.00 5,070,00 5,070,00 341.25 48.75 444.45 640.97 1,475.42 1,475,42 0,00 0,00 0.00 0.00 06/05/2012 06/05/2012 06/05/2012 06/05/201 2 Reference Refund WA Cty Landfill Project Refund WA Cty Landfill Project Refund WA Cty Landfill Project Refund WA Cty Landfill Project 0,00 06/05/2012 Life Insurance 0,00 06/05/2012 AD & D Insurance 0.00 06/05/2012 LTD Insurance 0.00 06/05/2012 STD Insurance 94.27 0.00 06/05/2012 Envelopes 94.27 94,27 118.10 0,00 06/05/2012 Printed Service Cards 118.10 I 1 8.10 43.22 0.00 06/05/2012 Office Supplies 43.22 Task Type PO # Close POLine # No No No No NO No No No No 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 AP - To Be l'aid Proof List (05/3 1/12 - 11:52 AM) Page 11 Invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # S&T Total: 43.22 SACI1SJIM James Sachs 05/29/2012 05/31/2012 159,99 0.00 06/05/2012 Reimburse Uniforms No 0000 101-430-3100-44 I 70 Uniforms 05/29/2012 Total: 159.99 SACHSJIM "Una!: 159.99 SAMSCLUB Sam's C'luh (15/14/2012 05/14/2012 56,76 (1,00 06/05/2012 Rehah Supplies - No 0000 I 01-420-2220-44300 i'vliscellancous 05/14/2012 05/14/2012 58.96 0.00 06/05/2012 Station Supplies No 00" 101-420-2220-44010 Repairs/Maint Bldg 05/14/2012 05/14/2012 15.92 0.00 06/05/2012 City Hall Supplies No 0000 101 -410-1320-42000 Office Supplies 05/14/2012 Total: 131,64 SAMSCLIJB Total: 131,64 SCHWAAB Schwaab, Inc, C22715 05/03/2012 38.67 0.00 06/05/2012 Notary Stamp No 0000 101-41(1-132(1-42(10(1 Office Supplies C22715 Total: 38.67 SCHWAAB Total: 38,67 SENSUS SENSUS USA ZA13001926 05/10/2012 1,524,60 0.00 06/05/2012 System Support - Auto Read Soaware No 0000 601-494-9400-42300 Water Meters & Supplies ZA13001926 Total: 1,524,60 SENSUS Total: 1,524,60 SSSPEC S & S Specialists Inc 59504 05/09/2012 480.94 0.00 06/05/2012 Climb & Fall hazardous trees by 32nd No 0000 101-430-3120-43150 Contract Services 59504 Total: 480,94 SSSPEC Total: 480.94 STANTEC Stantec Consulting Services 588663 05/14/2012 11,849.36 0.00 06/05/2012 2012 Street & Water Quality No 0000 419-480-8000-43030 Engineering Services Improvements 588663 Total: 11,849.36 AP - To BC P' ' Proof List (05/31./12 - 11:52 AM) Page 12 Invoice # Inv Date Amount Quantity Pint Date Description Reference Task Type P() # Close POLine # STANTEC Total: 11,849.36 STILLM ED Stillwater Medical Group 2544 05/0872012 554,70 0.00 06/0512012 Physicals & Vaccinations No 0000 I 01-420-2220-43050 Physicals 2544 Total: 554.70 STI LIM ED Total: 554.70 TASCH T.A. Schilsky & Sons Inc 53048 05/09/2012 143.37 0,00 06/05/2012 Asphalt 101-430-3120-42240 Street Maintenance Materials 53048 Total: 143.37 53093 05/14/2012 254.88 0.00 06/05/2012 Asphalt 101-430-3 I 20-42240 Street Maintenance Materials 53093 Total: 254.88 TASCH Total: 398.25 No No 001' 0000 TDS TDS M ETROCOM - LTC 651-779-8882 06/02/2012 160.05 0.00 06/05/2012 Analog Lines - Fire No 0000 101-420-2220-43210 Telephone 651-779-8882 06/02/2012 158.49 0.00 06/05/2012 Analog Lines - Public Works No 0000 101-430-3100-43210 Telephone 651-779-8882 06/02/2012 106.65 0,00 06/05/2012 Analog Lines - Lift Station Alarms No 0000 602-495-9450-43210 Telephone 651-779-8882 06/02/2012 42.87 0.00 06/05/2012 Analog Lines - Well House 42 - No 0000 601-494-9400-43210 Telephone 651-779-8882 Total; 468.06 'IDS Total: 468.06 TIIONESAN Ihone Sandie 05129/12 05/31/2012 16.91 0.00 06/05/2012 City Hall Supplies 101-410-1320-42000 Office Supplies 05/29/12 05131/2012 1,640.00 0.00 06/05/2012 Tuition Reimb - Strategic Planning 101-410-1320-44370 Conferences & Training 05/29/12 05131/2012 28.75 0.00 06/05/2012 City Hall Supplies 101-410-1320-42000 Office Supplies 05/29/12 05/31/2012 180.92 0.00 06/05/20 12 Reimb Mileage - Conferences & 101-410-1320-43310 Mileage Workshop 05/29/12 Total: 1,866.58 THONESAN Total: 1,866.58 No 0000 No 0000 No 0000 No 0000 AP - To Be Paid Proof List (05/31/12 - 11:52 AM) Page 13 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # TKDA TKDA, Inc. 2012000973 05/10/2012 67,86 0.00 06/05/2012 General Engineering - Records WI -410-1910-43030 Engineering Services 2012000973 Total: 67.86 TKDA Total: 67.86 UNITEDVO United Volley ball Supply, LLC 42622 04/17/2012 521,89 0.00 06/05/2012 Volleyball Set & Net 404-480-8000-45300 Improvements Other Than Bldgs 42622 Total: 521.89 UN ITEDVO Total: 521.89 VALLEYTR Valley Trophy Inc. 42823 05/31/2012 135.20 0.00 06/05/2012 Service Recognition Items 101-420-2220-44300 Miscellaneous 42823 Total: 135.20 VALLEYTR Total: 135.20 WINNICK Winnick Supply 232806 05/11/2012 293.62 0,00 06/05/2012 Volleyball Posts - Lions Park 404-480-8000-45300 Improvements Other Than Bldgs 232806 Total: 293.62 WINNICK Total: 293,62 ZU LEGER Zuleger Dean 5/15/2012 05/15/2(112 28.31 0.00 06/05/2012 Reimburse Mileage 101-410-1320-43310 Mileage 5/15/2012 05/15.12012 90.00 0.00 06/05/2012 Reimburse Lunch Meeting 101-410-1320-44300 Miscellaneous 5/15/2012 Total: 118,31 ZULEGER Total: 118.3 I Report Total: 171,868.49 No 0000 N o 0000 No 0000 No 0000 No 0000 No 0000 AP - To Be Pa;" roof List (05(31/12 - 11:52 AM) Page 14 Accounts Payable To Be Paid Proof List 1Jsei jou z Primed: 05/3012012 - 11:17 AM Batch: 006-05-2012 Invoice # Inv Date Amount Quantity Pint Dale Description Reference Task Type PO # Close POLine # 1...F.011. Lake Elmo Oil. Inc. 11990 04/30/7012 1.732.50 0.00 05/30/2012 Fuel No 01 101-4130-3 120-47120 Fuel. Oil and Fluid 11990 Iola': 1.732,50 LE( : Total: 1,73150 Report Total: 1.732.50 - To Be Paid Proof' List (05.130/12 - 11:17 AM) Page 1 CIT') LAKE E MAYOR AND COUNCIL COMMUNICATION. DATE: June 5, 2012 CONSENT ITEM #: 4 MOTION Consent Agenda AGENDA ITEM: ,Approve Removal of Assessments from 2012 File with Washington County SUBMITTED BY: Cathy Bendel, Finance Director THROUGH: Dean ger, City Administrator REVIEWED BY: Sandie Thone, City Clerk SUMMARY AND ACTION REQUESTED: As part of the Consent Agenda, City Council is respectfully requested to consider approval to remove the parcels on the attached summary from the 2012 assessment roll with Washington County, Both assessment payments have been paid directly to the City of Lake Elmo and are paid in full. BACKGROUND INFORMATION: Residents have the option to either pay the City directly or to pay the County through their tax roll for street assessments. Both of these accounts have been paid directly to the City. Since these payments were made after the street assessments were reported to the County, an abatement form needs to be filed with the County in order to update their file and remove these parcels from the on -going tax roll. STAFF REPORT: One resident approached the City to pay us directly to avoid the interest and assessment fees. The other was a case where the parcel was sold and the fees were collected as part of the closing process on the house, RECOMMENDATION: Based on the fact that the assessments have been paid in full, it is recommended that the City Council approve Resolution 2012-23 so that an abatement of the assessment can be filed with Washington County. ATTACHMENTS: 1, Summary ofparcels to be removed from 2012 Assessment tile 2. Abatement forms to be filed with Washington County 3. Resolution ''01`)-23 City of Lake Elmo Parcels to he removed from 2012 Assessment File Updates as of 6.5.2012 Year Address PID Type Amount Assessed 11909 21st Street 24.029.21.44.0012 Street 1,980.00 2009 8951 Highway 5 16.029.21.41.0028 Street 288.72 2007 2,268.72 WAS NGTON COUNTY ASSESSMENT DIVISI' APPLIL..TION FOR ABATEMENT - GENERAL F(....N1 CLASSIFICATION / DISASTER CREDIT / SPECIAL ASSESSMENTS (MS) 375.192 worksheet #: APP Owner's Name (please print or type) Douglas & Kristi Killian Owner's Name CANT Soc. Sec. /Fed ID Soc. Sec. /Fed ID Owner's Name Soc. Sec. !Fed ID Owner's Mailing Address 11909 21 Street N City Lake Elmo Assessment Year: 2009 Phone Phone Phone Payable Year: 2012 Property Address (if different from mailing address) Cell Cell Cell State Zip City I State I Zip MN 55042 DESCRIPTION OF PROPERTY Property ID Number MP Number 24.029.21.44.0012 Legal Description of Propeny City or Township I School District # Eden Park 2nd ADD Lot 5 Block 1 Subdivision Cd 37181 Lake Elmo 834 Original: d EMV ASSESSOR'S ESTIMATED MARKET VALUE Improvement EMV Total Revised: Land EMV Improvement EMV IApplicant's Statement of Facts: Total Applicant's Request: Please abate the 2009 Street Repairs assessment in the amount of $1980.00. This was paid by the taxpayer in May 2012. Applicant's Signature: Classification Classification TAG Note: Minnesota Statute's 1988, Section 609,41, "Whoever, in making any statement, oral or written, which is required or authorized by o be made as a basis of imposing, reducing, or abating any tax or assessment, intentionally makes any statement as to any material h..Ler which the maker of the statement knows is false may be sentenced, unless otherwise provided by law, to imprisonment for not more than one year or to payment of a fine of not more than $3,000,00 or both. Note: Must include City/Township Resolution for reductions on assessments Note: Must include Fire report for Local Option Disaster Credit Rev 5/10 OFFICE USE ONLY Market alue Approved Original Line] Line 2 Line 3 ILine 4 Line 5 Total Class Class Tax and Other Special Land Improvement Total Tax Capacity Other Credits Asints Total Payable LNTC TIF FD STATE RW PWR LN CR AG CR HMST CR TOTAL Market Value Tax and Other Special Land Improvement Total Tax Capacity Other Credits Asmts Total Payable Proposed LNTC Line 1 TIF Line 2 FD Line 3 STATE Line 4 RW Line 5 PWR LN CR Total AG CR HMST CR TOTAL TOTAL REDUCTION: REPORT OF INVESTIGATION Tax is paid as of 0 Tax NOT paid as of: After examining the applicant's claims. I have carefully investigated thisapplication and find the facts to be as follows: Investigator's Signature Local Tax Rate: RMV Rate: CERTIFICATE OF APPROVAL — COUNTY ASSESSOR Nore: (under S10,000) For this abatement to be approved, the Assessor and Director of Property Records and Taxpayer Services MUM both ASSESSOR'S RECOMMENDATION (County Assessor or City Assessor ) CRITERIA: Approved Denied DIRECTOR'S RECOM Approved Denied j 0 ENDAT ON Assessor's Signature Director's Signature Date vorably recommend its adoption. Date Date COUNTY BOARD OF COMMISSIONER'S — COUNTY AUDITOR Nore: For abatements resulting in a change of SI0,000 and above including tax, penalty and interest. For this abatement to be approved. the Assessor, Director of Property Records and Taxpayer Services, and the County Board of Commissioners must all favorably recommend its adoption. Denied Auditor's Signature Date I certify that at a meeting held (month, day) (year) the County Board of Commissioners took the above action on this abatement. This action was duly adopted and entered upon the minutes of its proceedings as a public record, showing the names of taxpayers, other concerned persons and the amounts involved. 2 Rev 5/10 work.sheet 4: WASNGTON COUNTY ASSESSMENT DIVISIC APPLIt_ r ION FOR ABATEMENT - GENERAL (M S )375 192 CLASSIFICATION / DISASTER CREDIT / SPECIAL ASSESSMENTS Assessment Year: 2007 Payable Year: 2012 APPLICANT I Owners Name jpiease p n IYPO Soc, Sec. /Fed ID Phone Cell Swedehill Porperties LLC Owner's Name Owner's Name Owner's Mailing Address 4840 Pheasant Ct S City Afton I Property ID Number 16.029.21.41.0028 State Soc. Sec. /Fed ID Phone Cell Soc. Sec. /Fed ID Phone Cell Property Address (if different from !nailing address) 8951 Highway 5 Zip City MN 55001 Lake Elmo DESCRIPTION OF PROPERTY MP Number Legal Description of Property CIC 249 Units 3A, 3B, 4A, 4B, 7A, &B, 8A, 8B Lot 7•A Subdivision Cd Original: Revised: Land EMV and EMV Applicant's Statement of Facts: City or Township Lake Elmo ASSESSOR'S ESTIMATED MARKET VALUE Improvement EMV Improvement EMV Total School Dis 834 State MN Classific' Total Classification Zip 55042 TAG Applicant's Request: Please abate the 2007 water interconnection project assessment in the amount of $288.72, This was paid by the taxpayer in April 2012, Applicant's Signature: Date: Note: Minnesota Statute's 1988, Section 609.41, "Whoever, in making any statement, oral or written, which is required or authorized b1\ to be made as a basis of imposing, reducing, or abating any tax or assessment, intentionally makes any statement as to any material i—ter which the maker of the statement knows is false may be sentenced, unless otherwise provided by law, to imprisonment for not more than one year or to payment of a fine of not more than $3,000.00 or both. Note: Must include City/Township Resolution for reductions on assessments Note: Must include Fire report for Local Option Disaster Credit 1 Rev 5/10 Market alue OFFICE USE ONLY Class Land Improvement Total Tax Capacity Original LNTC Line I TIF Line 2 FD Line 3 STATE Line 4 RMV Line 5 PWR LN CR Total AG CR HMST CR TOTAL Class Tax and Other Special Other Credits Asmts Total Payable Market Value Tax and Other Special Land Improvement Total Tax Capacity Other Credits Asmts Total Payable Proposed LNTC Line I TIF Line 2 FD Line 3 STATE Line 4 RMV Line 5 PWRLNCR Total AG CR HMST CR TOTAL REDUCTION: REPORT OF INVESTIGATION TOTAL El Tax is paid as of: LJ Tax NOT paid as of After examininmhe_applicanrs claims, I havecarefully investigated this application and find the facts to be as follows: Investigator's Signature Local Tax Rate: RMV Rate: Date CERTIFICATE OF APPROVAL — COUNTY ASSESSOR Note: (under 510,000) For this abatement to be approved, the Assessor and Director of Property Records and Taxpayer Services must bothlavorably recommend us adoption. ASSESSOR'S RECOMMENDATION (County Assessor or City Assessor ) CRITERIA: Approved Denied DIRECTOR'S RECOMMENDATION Approved Denied LJ Assessor's Signature Date Director's Signature Date COUNTY BOARD OF COMMISSIONER'S — COUNTY AUDITOR Note: For abatements resulting in a change of $10.000 and above including tax, penally and interest For this abatement to he approved, the Assessor. Director of ProperiT Records and Taxpayer- Services, and the County Board of Commissioners must all favorably recomtneml its adoption Auditor's Signature 1 certify that at a meeting held (month, day) (year) the County Board of Commissioners took the above action on this abatement This action was duly adopted and entered upon the minutes of its proceedings as a public record; showing the names of taxpayers, other concerned persons and the amounts involved. Approved Denied Date 2 Rev 5/10 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION 2012-23 A RESOLUTION RELATED TO 2012 ASSESSMENTS TO WASHINGTON COUNTY BE IT RESOLVED, by the City Council of the City of Lake Elmo, Minnesota, the attached list of two parcels may be removed from, the 2012 assessment roll due per the attached Washington County abatement forms. APPROVED by the Lake Elmo City Council on this fifth day ofJune, 2012. By: ATTEST: Dean Zule2er City Administrator Dean A. Johnston Mayor THE CITY OF AKE ELI\ 0 AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: MAYOR AND COUNCIL COMMUNICATION Administrative Position Descriptions Sandie Thone, City Clerk Dean A. Zuleger, City Administrator Dean A. Zuleger, City Administrator Cathy Bendel, Finance Director DATE: 06/05/201.2 CONSENT ITEM #: 5 MOTION Consent Agenda SUMMARY AND ACTION REOUESTED: As part of the Consent Agenda City Council is respectfully requested to consider approval of two administrative position descriptions for supporting administrative, finance and pluming functions for the city. The funds for the positions have been allocated in the 2012 budget. BACKGROUND INFORMATION: Please find position descriptions for both the Administrative Assistant position and the Deputy Clerk position attached. The position descriptions have been created based on current and future organizational needs/goals, mindful succession planning, feedback from finance, planning and the city administrator with regard to relevant areas for improvement and past/present office efficiency studies of administrative personnel. The positions include responsibilities stemming from organizational initiatives planned for improving our processes and service delivery levels. FISCAL IMPACT: The funds to support the administrative support position have been allocated in the 2012 budget under finance contract fees. These two 1.0 FTE positions will do the work of what is currently performed by the 1 .0 FTE Prop -am Assistant position, the 1.0 FTE temporary Office Clerk position and the .5 FTE Finance Consultant position. STAFF REPORT: Staff conducted an informal study comparing staff levels and positions of metro area cities of similar size and organizational structure and found the staffing levels of the city to be light in comparison. In addition. the majority of comparable cities had limited plans in place for future growth. The initiatives identified for current staff to improve processes and increase service delivery levels require the commitment to additional staffing and resources to support the future growth. We aim to be proactive in actively readying the city and its current processes to enhance existing levels of service and prepare for increased activities and demands for the near future. The Atiatives include, but are not limited tc . eating a record management system which will allow us to convert paper files to electronic files easily accessible to the public, cleaning up the current state of the internal file system to increase efficiency, reviewing, creating and updating, office, permitting, licensing, and finance procedures and processes, reviewing ordinances for relevance and content and updating accordingly. The two positions will include support for administrative, finance, and planning department functions. Current staffing levels for the city for these functions include one permanent 1.0 FTE position, one full time temporary position and one part-time financial consultant. Therefore the financial impact comparatively will be reduced. RE,c01VINYNDATION: Based upon the above background information and staff report, staff recommends that the City Council approve the position descriptions of Administrative Assistant and Deputy Clerk at the respective pay ranges of $30,056 to $35,107 and $39,083 to $51,126 and approve staff to begin recruitment for the deputy clerk position. THE. CITY' OF K E ELI\ 0 Position Description Deputy Clerk Position Title: Deputy Clerk Department: Administration Reports To: City Clerk FLSA Status: Non-exempt Date: June 5, 2012 Primary Objective of Position To perform various types of skills including support city clerk's office and programs they administer including complying with all legal requirements of the city and supporting the administering of the elections process, support administrative and accounting functions and other duties as assigned. Essential Functions of the Position Customer Service Back-up for fielding incoming phone calls Back-up for greeting and assisting visitors at front counter • Expertly and professionally handles extraordinary telephone, counter or written questions, complaints, utility bill issues, special assessments, customer service issues • Provides administrative assistance to public and staff • Assists city clerk in liquor licensing procedures Administrative/City Clerk Support • Compiles and prepares city council packets • Prepares city council meeting minutes for review by city clerk and city council • Keeps a record system of ordinances, resolutions and official city documents • Assists with elections and serves as city election judge • Actively manages the retention, filing, destruction and electronic records project of city records, including scanning and imaging • Complies with data practices requests identifying which records may be disclosed in accordance with state law • Assists with city code review and continual improvement process • Assists with administrative process review and continual improvement • Works closely with the city clerk and the local cable commission in maintaining and enhancing the city's communication efforts Handles extraordinary telephone, counter or written questions, complaints, utility bill issues, special assessments, customer service issues, etc. • Provides back-up for city clerk when necessary Accounting Support • Prepare account reconciliations • Track utility billing inquiries on the daily call log and invoice mailing • Prepare bank deposits and make deposits Track and respond to assessment searches/final meter readings for property closings • Petty cash reconciliation and auditing Miscellaneous • All other duties as assigned Performance Criteria • Demonstrates a working knowledge in the public elections process • Demonstrates a working knowledge of records management and MN data practices • Demonstrates a working knowledge of management of the city's legal documents • Demonstrates a working knowledge of finance and budgeting methods, reporting and practices • Demonstrates a working knowledge of advanced office practices, procedures, equipment and Microsoft office suite applications • Commitment to exceptional customer service and positive attitude • Demonstrates a team player approach and high level professionalism in assisting all staff • Efficiently and effectively creates and produces quality work • Demonstrates initiative in process improvement opportunities • Strong attention to detail in reporting, accounting and official city record keeping • Ability to perform successfully with minimal supervision Ability to maintain effective and positive working relationships with associates and the public Minimum Oualifications • Bachelor's degree in business, accounting, public administration, urban and regional studies or a related field and five years of increasingly responsible experience in an administrative office setting and/or local government. An equivalent combination of education and work experience may be considered for this position. Desirable Oualifications • Knowledge of principles and practices of local government • Knowledge of records management and MN data practices • Knowledge and experience in the public elections process • Experience in the fundamentals of finance and budgeting Commitment to process improvement • Initiative to look for continual improvement opportunities • Ability to exercise independent judgment and discretion in decision - making • Ability to effectively problem solve using analytical and strategic thinking • Advanced computer software experience and proficiency especially in Word, Xcel, Outlook and various financial software packages Supervision Responsibilities N/A Physical Reauirements Positions in this class typically require: sitting, feeling, manual dexterity, grasping, talking, and hearing, typing, and seeing. The individual may encounter unexpected and prolonged workdays and stress and pressures from dealing with emotional issues and conflicts. There is sustained exposure to computer keyboards and video screens. This position is light duty and may require the exertion of up to 20 pounds of force on occasion or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. THE CITY OF K E ELMO Position Description Administrative Assistant Position Title: Administrative Assistant Department: Administration Reports To: City Clerk FLSA Status: Non-exempt Date: June 5, 2012 Primary Obiective of Position To per -form various types of skills including front office customer service duties, support administration department, city clerk's office, support planning director, support accounting functions and other duties as assigned. Essential Functions of the Position Customer Service • Fields all incoming phone calls • Greets and assists all visitors at front counter • Provides general assistance to public and staff • Receives, sorts and distributes incoming mail, deliveries and faxes • Processes outgoing mail and is responsible for auditing postage • Schedules park registrations, conference rooms, council chambers • Issues and tracks pet licensing program • Assists building department with issuing approved permits Administrative Support • Compiles and prepares city council packets • Assists with administrative mailings and publications Assists with elections and serves as city election judge • Prepares city council chambers for meetings • Assists with records management and data practices requests • Orders office supplies and maintains inventory Planning Support • Compiles and prepares planning commission packets • Assists with planning department mailings and publications • Prepares planning commission minutes for approval by the planning director Accounting Support • Data entry and distribution of checks • Assist with utility billing inquiries and mailings • Prepare bank deposits and make deposits • Data entry of journal entries Assist with assessment searches • Petty cash reconciliation and auditing Miscellaneous • All other duties as assigned Performance Criteria • Demonstrates a working knowledge of standard office practices, procedures, equipment and Microsoft office suite applications • Commitment to exception& customer service and positive attitude • Demonstrates a team player approach in assisting all staff • Efficiently and effectively creates and produces quality work Demonstrates initiative in process improvement opportunities • Strong attention to detail in reporting, accounting and official city record keeping • Ability to perform successfully with minimal supervision • Ability to maintain effective and positive working relationships with associates and the public Minimum Oualifications • Higher education preferred in business, accounting, public administration, urban and regional studies or a related field and three years of increasingly responsible experience in an administrative office setting and/or local government. An equivalent combination of education and work experience may be considered for this position. Desirable Oualifications • Knowledge of principles and practices of local government • Knowledge of fundamentals of finance and accounting • Ability to exercise independent judgment and discretion in decision - making Ability to effectively problem solve using analytical and strategic thinking Advanced computer software experience and proficiency especially in Word, Xcel, Outlook and various financial software packages Supervision Responsibilities N/A Physical Reauirements Positions in this class typically require: sitting, feeling, manual dexterity, grasping, talking, and hearing, typing, and seeing. The individual may encounter unexpected and prolonged workdays and stress and pressures from dealing with emotional issues and conflicts. There is sustained exposure to computer keyboards and video screens. This position is light duty and may require the exertion of up to 20 pounds of force on occasion or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. T1 IF. CITY ( )1-7 KE FLAN MAYOR AND COUNCIL COMMUNICATION DATE: 06/05/2012 CONSENT ITEM #: 6 MOTION Consent Agenda AGENDA ITEM: Approval of Resolution 2012-26 Adopting Purchasing Policy SUBMITTED BY: Sandie Thone, City Clerk THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Dean A. Zuleger, City Administrator Cathy Bendel, Finance Director SUMMARY AND ACTION REOUESTED: As part of the Consent Agenda the City Council is respectfully requested to approve Resolution 2012-26 Adopting Purchasing Policy for the City of Lake Elmo. "Move to Approve Resolution 2012-26 Adopting City of Lake Elmo Purchase Policy" BACKGROUND INFORMATION; Attached please find the proposed updated City of Lake Elmo Purchasing Policy and Resolution 2012-26 adopting the updated Purchasing Policy. The policy was specifically created to be used as a tool with which to continually improve our fiscal responsibility as a local government entity. It is the purpose of this purchasing policy and purchasing procedures to provide a uniform and systematic method in the procurement of goods and services required by the city in order to secure the best balance of quantity, quality and price. These policies and procedures will define the responsibilities and the authorities of the purchasing requirements and limitations imposed by local, state and federal law, The Purchasing Policy ensures that employees involved at every step of the purchasing process take full responsibility for understanding the city's policies and procedures regarding purchasing and vendor relations. Purchasing decisions are business decisions made on behalf of the city and therefore should be made with the utmost consideration for what is in the best interest of the city. The city should purchase and use materials. products and services that are economically responsible and reduce resource consumption and waste within federal, state and local laws. Beyond the conventional purchasing decision -making process, this policy identifies the need to include economic, environmental and social factors. These are all components that may be included to determine what the best value is for the city. Purchases should reflect the general impact on the environment and economic factors: best value, leveraging our buying power, staff time/labor and technological advances. Please find attached the 2012 City of Lake Elmo Purchasing Policy for your review and approval. All other aspects of the policy have been reviewed and are deemed best practices for the city's procurement activities. \s a government entity it is our goal to strive to utilize cooperative purchasing at every opportunity and is Page 1 mandated through this policy to ue considered on every purchase exceeauig S25,000. The policy reflects our efforts to increasingly become more environmentally conscience, economically responsible and socially respectful in our procurement activities. RECOMMENDATION: Staff is requesting City Council approve Resolution 2012-26 Adopting Purchasing Policy. "Move to Approve Resolution 2012-26 Adopting Purchasing Policy" ATTACHMENTS: 1. City of Lake Elmo Purchasing Policy dated June 5, 2012 2. Resolution 2012-26 Adopting Purchasing Policy Page 2 CITY OF LAKE ELMO PURCHASING POLICY 1.1 P 'OSE It is the purpose of this purchasing policy and purchasing procedures to provide a uniform and systematic method in the procurement of goods and services required by the city in order to secure the best balance of quantity, quality and price. These policies and procedures will define the responsibilities and the authorities of the purchasing requirements and limitations imposed by local, state and federal law. 1.2 POLICY Considerable authority has been delegated to departments and employees to make purchasing decisions. This requires that employees involved at every step of the purchasing process take full responsibility for understanding the city's policies and procedures regarding purchasing and vendor relations. Purchasing decisions are business decisions made on behalf of the city and therefore should be made with the utmost consideration for what is in the best interest of the city. The city should purchase and use materials, products and services that are economically responsible and reduce resource consumption and waste within federal, state and local laws. Beyond the conventional purchasing decision -making process, this policy identifies the need to include economic, environmental and social factors. These are all components that may be included to determine what the best value is for the city. Purchases should reflect the general impact on the environment and economic factors: best value, leveraging our buying power, staff time/labor and technological advances. 1.3 POLICY SCOPE This policy applies to all purchasing activities within the city. This policy and the procedures associated with it apply to all city departments, employees and authorized users and encompass all purchases using city funds providing for the limitations, exceptions and exemptions described herein. 1.4 AUTHORITY FOR PURC ING Purchasing authority is granted to the employee or authorized user and is subject to all city purchasing policies and procedures and must be made in accordance with all federal, state and local laws. For the purpose of this policy the individual delegated to make purchases on behalf of the city will be referred to as the 'purchasing agent.' The purchasing agent has the authority to make most purchases pursuant to the requirements and limitations of the policy and take advantage of savings through bulk purchasing, systematic procedures, and effective expenditure controls. The purchasing agent is responsible for ensuring that city purchasing is in compliance with all Page 1 of 8 City of Lake Elmo Purchasing Policy Adopted June 5, 2012 procurement laws, rules, policies and procedures. Purchasing authority is granted to the individual and the delegation may be rescinded at any time. Failure to comply with these policies and procedures could result in discipline up to and including termination. 1.5 PRELIMINARY CONSIDERATIONS 1.5.1 New Versus Used Prior to making a purchase of new products determine if a used, recycled, repaired, refurbished or remanufactured product would fulfill the needs of the city. 1.5.2 Cooperative Venture If the item or service to be purchased is new determine whether the item or service is currently available through the process of cooperative purchasing. For purchases estimated to exceed S25,000, the purchasing agent on the behalf of the city must consider the availability, price, and quality of supplies, materials, or equipment available through the state cooperative venture before buying through another source. See Section: 1.6 Cooperative Purchasing 1.6 COOPERATIVE PURCHASING 1.6.1 Cooperative Purchases In efforts for the city to increase savings the purchasing agent is encouraged to make purchases jointly with one or more government units through cooperative purchasing. The city and its purchasing agents are encouraged to be involved in the joint -powers agreement to profit from these programs. 1.6.2 State Cooperative Purchasing Venture The city and its purchasing agents are not only encouraged but mandated in some instances to consider purchasing a variety of equipment, supplies and services through the state contracts. For all purchases not exceeding $25,000, in addition to following all procurement laws, rules, policies and procedures, the purchasing agent is encouraged to consider the availability, price, and quality of supplies, materials, services or equipment available through the state CPV (Cooperative Purchasing Venture) before buying through another source. For purchases estimated to exceed $25,000, the purchasing agent must consider the availability, price, and quality of supplies, materials, or equipment available through the state cooperative venture before buying through another source. For purchases in excess of $25,000 the findings must be documented on the purchase requisition. 1.6.3 Cooperative Purchasing Agreement versus Competitive Bidding Competitive quotes and bidding requirements may be waived where the other government entity has performed the ground work except in the event that the contract is estimated to cost in excess of $50,000 in which case the city will follow the Page 2 of 8 City of Lake Elmo Purchasing Policy Adopted June 5. 2012 guidelines set forth in the uniform municipal contracting law (competitive bidding law) and utilize the competitive bidding process for certain contracts, See section: 1.8 Competitive Bidding Requirements 1.7 PURCHASING REQ 1.7.1 General Purchasing Requirements Whether or not competitive bids are necessary, all normal purchasing (except purchasing with other price agreements or purchasing that comes out of petty cash funds) will adhere to the following requirements: Purchasing requirements allow council to audit all bills for materials, supplies, and services. 1.7.2 Obtaining Quotes A previous quote may be used if the purchase requisition meets the following criteria: The total dollar value does not exceed the purchase agent's delegated authority, the re -order is within six months of the original purchase requisition order date, the city need is for the exact same items and quantities, shipping costs remain the same, terms and conditions remain the same as the original purchase requisition and the prices remain the same, or lower, than the original purchase requisition. The purchasing agent may contact the vendor to request pricing, terms and conditions. If agreed upon, the purchasing agent may issue a purchase requisition without obtaining additional quotes. This reordering option may occur once in relation to an original order. The original requisition number should be referenced on the reorder. 1.7.3 Emergencies Under Minnesota's Emergency Management Act, the city is given authority to enter into contracts without following normally required procedures. The governing body may waive compliance with the time-consuming procedures that concern: the performance of public work, contracting, incurring obligations, employing temporary workers, renting equipment, purchasing supplies and materials, limitations on tax levies and the appropriation and expenditure of public funds (uniform municipal contracting law). 1.7.4 Preparing a Purchase Requisition The department or person needing the item should prepare a purchase requisition form. The form should include a description of the product, quantity, applicable specifications, and any similar information. The form should include the verification of funds. The form should include the quotes specified in the format designated by the purchasing requirement outlined below. 1.7.5 Verification of Funds After submission of the purchase requisition for approval, the delegated department representative is responsible for verifying whether the budget has authorized the purchase and if sufficient funds are available. Page 3 of 8 Ciry of Lake Elmo Purchasing Policy Moped June 5. 2012 1.7.6 Cance tg the Purchase Requisition The delegated department representative should cancel the purchase requisition if the budget does not allow the purchase or if funds are not available. 1.7.7 Final Approval Process After completing these steps proceed to acquire the requested item or service. The council and/or city administrator must approve unless the person has the proper authority to make the purchase on behalf of the city council pursuant to city and state laws and policies. 1.7.8 PURCHASING AT OR BELOW $2,500.00 A minimum of one price quote is required and can be obtained via telephone, facsimile, in writing, e-mail, and website or at the transaction in a retail store. Purchasing agent or end user must obtain a price prior to issuing an order. All purchases at or below $2,500.00 will include verification that the budget has authorized the purchase and/or sufficient funds are available. All purchases at or below $2,500.00 will include a purchase requisition signed by the department representative authorizing the purchase. In the event the purchase was not authorized in the budget and/or the funds are not available the department representative will cancel the purchase requisition. Otherwise the purchase requisition will include the quotes, the verification of funds and documentation of consideration for any of the following that apply: cooperative purchasing, used versus new, made in the USA, economic, environmental and social factors. 1.7.9 PURCHASING BETWEEN $2,500.01 AND $5,000.00 A minimum of two price quotes are required and can be obtained via telephone, facsimile, e-mail, website or in writing. Purchasing agent must obtain a firm price prior to submitting for approval. The responses must be documented on the purchase requisition. Purchases between $2,500.01 and $5,000.00 will include verification that the budget has authorized the purchase and/or sufficient funds are available. All purchases between $2,500.01 and $5,000.00 will include a purchase requisition signed by the department representative authorizing the purchase. In the event the purchase was not authorized in the budget and/or the funds are not available the department representative will cancel the purchase requisition. Otherwise, the purchase requisition will include the quotes, the verification of funds and documentation of consideration for any of the following that apply: cooperative purchasing, used versus new, made in the USA, economic, environmental and social factors. The department representative will submit the signed purchase requisition, the quotations, the verification of funds and the considerations to the city administrator for signature and approval. 1.7.10 PURCHASING BETWEEN $5,000.01 AND $25,000.00 If the contract is expected to be $25,000.00 or less, the council has discretion to make the contract by obtaining quotes or it may simply buy or sell the item on the open market. If the council chooses to obtain quotes, it must obtain at least two quotes and keep them on file for at least one year. A minimum of two price quotes are required and should be obtained in writing. Page 4 of 8 City of Lake Elmo Purchasing Policy Adopted June 5. 2012 The purchasing agent must obtain a firm price prior to submitting for approval. The responses must be documented on the purchase requisition. Purchases between $5,000.01 and $25,000.00 will include verification that the budget has authorized the purchase and/or sufficient funds are available. All purchases between $5,000.01 and $25,000.00 will include a purchase requisition signed by the department representative authorizing the purchase. In the event the purchase was not authorized in the budget and/or the funds are not available the department representative will cancel the purchase requisition. Otherwise, the purchase requisition will include the quotes, the verification of funds and documentation of consideration for any of the following; cooperative purchasing, used versus new, made in the USA, economic, environmental and social factors. The department representative will submit the signed purchase requisition, the quotations, the verification of funds and the considerations to the city administrator. The city administrator will submit the purchase recommendation to the city council. Upon approval of the city council, the city administrator will sign the purchase requisition. 1.7.11 PURCHASING BETWEEN $25,000.01 AND $50,000.00 If the contract cost is expected to exceed $25,000.00 but not to exceed $50,000.00, the city can choose to use either the competitive bidding process or make the contract by direct negotiation. If direct negotiation is used, the city must get at least two quotations and keep them on file for at least one year. For purchases estimated to exceed $25,000.00 the city is mandated by law to consider the availability, price, and quality of supplies, materials, or equipment available through the state cooperative purchasing venture before buying through another source. A minimum of two price quotes are required if the state cooperative purchasing venture cannot be utilized. The price quotations should be obtained in writing. The purchasing agent must obtain a firm price prior to submitting for approval. The responses must be included and be documented on the purchase requisition. Purchases between $25,000.01 and $50,000.00 will include verification that the budget has authorized the purchase and/or sufficient funds are available. All purchases between $25,000.01 and $50,000.00 will include a purchase requisition signed by the department representative authorizing the purchase. In the event the purchase was not authorized in the budget and/or the funds are not available the department representative will cancel the purchase requisition. Otherwise, the purchase requisition will include the quotes, the verification of funds and documentation of consideration for any of the following; cooperative purchasing, used versus new, economic, environmental and social factors. The department representative will submit the signed purchase requisition, the quotations, the verification of funds and the considerations to the city administrator. The city administrator will submit the purchase recommendation to the city council. Upon approval of the city council, the city administrator will sign the purchase requisition. 1.7.12 P 'CHASING EXCEEDING $50,000.00 The city will use the competitive bidding process in compliance with the uniform municipal contracting law for certain contracts estimated to cost over $50,000.00. Page 5 of Cir\, of Lake Elmo PurchasinuPolicv Adopted June 5. 2012 The competitive bidding law applies to: contracts for sale, purchase, or rental of supplies, materials, or equipment, contracts for the construction, alteration, repair, or maintenance of real or personal property. The city administrator along with the department representative(s) will be responsible for preparing the necessary specifications. The city administrator will present them to the city council for review and approval. The council should seek competitive bids. Council will set a date and time for bid results to be opened and a date for council consideration. The results will be tabulated, presented to council with a recommendation for bid award. Upon award by the council the city administrator will sign the purchase requisition. 1 .8 COMPETITVE BIDDING REQUIREMENTS The uniform municipal contracting law (competitive bidding law) guidelines will be followed and the competitive bidding process utilized for certain contracts estimated to cost over $50,000.00. The competitive bidding law applies to: contracts for the sale, purchase, or rental of supplies, materials, or equipment, contracts for the construction, alteration, repair, or maintenance of real or personal property. The city administrator along with the department representative(s) will be responsible for preparing the necessary specifications. The city administrator will present them to the council for review and approval. The council should seek competitive bids. Council will set a date and time for bid results to be opened and a date for council consideration. The results will be tabulated, presented to council with a recommendation for bid award. Upon award by the council the city administrator will sign the purchase requisition. Please refer to Competitive Bidding Procedures. 1.9 EXCEPTIONS In the absence of a statutory requirement, it is not necessary for the city to advertise for bids. The city may choose to advertise for bids, however, even if the law does not require them to do so. The city is not required by statute to follow the competitive bidding process for the following contracts. 1. Professional services: The city is not required to follow the competitive bidding process when contracting for professional services, such as those of doctors, engineers, lawyers, architects, and accountants as well as other services requiring technical, scientific or professional training. 2. Insurance contracts: The city is not required to follow the competitive bidding process for insurance contracts. The city must, however, seek requests for proposals for group insurance for 25 or more employees. 3. Electronic reverse -auction procedure: The city is not required to follow the competitive bidding process for the electronic purchase of supplies, materials, or equipment. Electronic reverse auctions differ from a traditional auction in that vendors bid against each other to offer the lowest selling price for a particular contract in an open and interactive electronic environment. Page 6 of 8 City of Lake Elmo Purchasing Policy Adopted June 5, 2012 The city is prohibited from using a reverse -auction procedure to contract for professional or technical services. 4. Purchases from other government agencies: The city does not need to comply with competitive bidding requirements when purchasing property or equipment from the national government, the state, or any political subdivision of the state. The council may, by resolution, authorize any of its officers or employees to enter a bid for the city at any sale of equipment, supplies, materials, or other property. The council may authorize an officer or employee to make a down payment or a payment in hill, if necessary, in connection with the bidding. 5. Real estate: The city is not required to follow the competitive bidding process for the purchase, lease, or sale of real estate. 1.10 PRICE AGREEMENTS The city may use price agreements to acquire items frequently purchased in small quantities. For example, gasoline, office supplies and auto parts price agreements. A price agreement is a contract between the city and a merchant. Under the agreement, the merchant agrees to supply all the city's requirements for the specified commodities during the period of the agreement. The price may be fixed or variable, such as a set discount off of the market price. The city usually estimates its probable needs even though it is not obligated to purchase any definite quantity. Price agreements expedite delivery, reduce paper work, and generally result in, lower prices. The city may then make purchases as the need arises. Depending on the commodity and the frequency of purchases, the council may or may not require separate requisition forms. Although the purchasing requirements may be circumvented the approvals and verification of funds are still a requirement for price agreements. 1.11 USE OF CREDIT C S Ciry council may authorize the use of a credit card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. A purchase by credit card must comply with all statutes, rules, and city policies applicable to city purchases. If a city employee makes or directs a purchase by credit card that is not approved by the council, the employee is personally liable for the amount of the purchase and may be subject to discipline. 1.12 CONFLICT OF INTEREST 1.12.1 Coi ct of Interest - Employee No employee will participate directly or indirectly in a procurement when the employee knows that the employee or any member of the employee's immediate family has a financial interest to the procurement; when a business or organization in which the employee; or any member of the employee's immediate family, has a financial interest pertaining to the procurement; or when any other person, business or organization with Page 7 of City of Lake Elmo Purchasim Policy Adopted June 5. 2012 whom the employee or any member of the employee's immediate family is negotiating or has an arrangement concerning prospective employment is involved in the procurement. Upon discovery of an actual or potential conflict of interest, an employee shall promptly file a written statement of disqualification and shall withdraw from any further participation in the transaction involved. 1.12.2 Conflict of Interest - City Official No city official, elected or appointed, will participate directly or indirectly in any contract that the council makes. City officials elected or appointed, may not have a personal financial interest in a contract or procurement. This prohibition applies whether the official actually votes on a contract or not. There are limited exceptions to this prohibition. City council should seek advice from the city attorney before entering into any contract in which a council member or any other city official will have a financial interest. A public officer who violates the conflict of interest law is guilty of a gross misdemeanor and can be fined up to $3,000 and imprisoned up to one year. In addition, the other members of the council who knowingly authorized the unlawful contract may also be subject to criminal penalties. Furthermore, contracts that violate these statutes are generally void. Page 8 of 8 City of Lake Elmo Purchasing Policy Adopted June 5. 2012 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA SOLUTION 2012 26 A SOLUTION ADOPTING PURCHASING POLICY WHEREAS, purchase of goods, services and commodities by municipalities is controlled by State Statute; and WHEREAS, practical application of statutes require some degree of clarification; and WHEREAS, it is not only desirable but imperative that the City of Lake Elmo have a clear, written policy on procurement activities to ensure the city is abiding by all state, local and federal requirements in addition to utilizing cooperative purchasing opportunities whenever possible; and WHEREAS, the City of Lake Elmo is committed to fiscal responsibility this policy will provide for a uniform and systematic method in order to ensure the hest balance of quantity, quality and price for the city's expenditures. NOW, THEREFORE, BE ET RESOLVED, that the attached Purchasing Policy dated June fifth 2012 is hereby adopted. Adopted by the City Council of the City of Lake Elmo on this fifth day of June 2012. CITY OF LAKE ELMO By: ATTEST: Dean Zuleger City Administrator Dean A. Johnston Mayor CERTIFICATION I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meeting thereof held on the 5th day ofJune 2012, as shown by the minutes of said meeting in my possession. Sandie Thone City Clerk (Seal) Resolution 20 26 THE CITY OF IAKE E mo MAYOR AND COUNCIL COMMUNICATION DATE: June 5, 201') CONSENT ITEM #: 7 MOTION AGENDA ITEM: Well No. 2 Chlorination System Addition — Accept Improvements and Approve Final Contractor Payments SUBMITTED BY: Jack Griffin. City Engineer THROUGH: Dean A. Zuleger. City Administrator REVIEWED BY: Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider accepting the improvements and approving final contractor payments for the Well No. 2 Chlorination System Addition, No specific motion is needed. as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: In 2011. the Well No. 2 water supply system returned periodic positive tests indicating a presence of coliform bacteria in the water supply. In each case. Lake Elmo Public Works worked diligently with the Minnesota Department of Health to correct the problem. As a long-term response to this issue, the City Council approved a project on October 4. 2011, to voluntarily chlorinate the water supply at Well No. 2, Wellhouse No, 2 was initially designed and constructed with the anticipation that chlorination addition would someday be required. Therefore, the existing facility had a chorine -ready room and required only the purchase and installation of the chemical feed equipment. To meet recent safety standards implemented by OSHA, additional safety equipment was necessary for a compliant project. Specifically, the work included furnishing and installing chlorination feed equipment, combination emergency shower and eye wash unit, water tempering equipment and electric hot water heater. and all piping, plumbin, electrical work and controls for a complete functioning system. On September 1, 2011 the City received contractor bids to furnish and install the equipment as specified by the Plans and Specifications prepared by TKDA. Three bids were received for the work in the amounts of $43.334. $53,560, $54,700, .At the October 4, 2011. Council Meeting, the Council rejected the bids and authorized Staff to purchase and coordinate the work directly with the various required suppliers and specialty contractors to complete the project. Staff provided the Council with a project budget of $30,000, not including engineering costs. STAFF REPORT: T11,: work for the Well No. 2 Chlorination stem Addition has been fully coinpleted. This work included a Chlorination System with booster pump, electrical, plumbing, controls, and safety equipment to meet State OSHA requirements and the requirements of the Minnesota Department of Health (MDH). The attached Work Plan provides a comparison of the estimated equipment and installation budget, the final contracted costs, and the final actual costs (final invoice amounts) for each major work item and Contractor/Supplier. The final total construction cost was SI8.811.46, not including engineering costs. Engineering costs included S3.200 for TKDA (initial design) and $12,400 for FOCUS Engineering (redesign, MDH Permit work. and construction coordination). The Chlorination System has been fully completed by Alden Pool & Municipal Supply Co, The warranty period began on May 17. 2012, and will extend to May 17. 2013. Final payment in the amount of $9,019,46 (see attachment no. 2) has been requested by Alden Pool & Municipal Supply Co., based upon the work completed. This amount included a $1,265.71 deduct from the oritfinal quote due to the replacement of the automatic flow control valve with a remote meter for the chlorine feed system. The materials and installation have been reviewed and approved by City Staff. The necessary improvements to the SCADA system have been fully completed by TPC. Inc. The warranty period began on May 17. 2012, and will extend to May 17, 2013. Final payment in the amount of $2,700.00 (see attachment no. 3) has been requested by TPC, Inc., based upon the work completed. The materials and installation have been reviewed and approved by City Staff. The emergency shower and eyewash unit with tepid water supply was fully completed b y Woodbury Mechanical. Inc. on January 27, 2012. therefore has a warranty period that began on January 27. 2012, and will extend to January 27, 2013. Final payment to Woodbury Mechanical. Inc. was processed on January 27, 2012. in the amount of $4,055.00, All the required electrical work was fully completed by Linner Electric Co., Inc. on March 26. 2012. therefore has a warranty period that began on March 26. 2012, and will extend to March 26. 2013. The final payment to Linner Electric Co., Inc. was processed on March 26. 2012, which was their final invoice in the total amount of $3,037.00. RECOMMENDATION: Based upon the above staff report, it is recommended that the City Council consider, as part of the Consent Agenda. accepting the improvements and approving final contractor payments for the Well No. 2 Chlorination System Addition. The recommended motion for this action is as follows: "Move to accept the improvements and approve final contractor payments for the Well No. 2 Chlorination System Addition. ATTACHMENTS: 1. Final Construction Cost Work Plan 2. Alden Pool & Supply Co. Invoice No, 1200075 3. TPC. inc. Invoice #3980 CITY OFLAKE E|M[l WELL NO. ZCHLORINATION SYSTEM ADD|TDN WORK PLAN [ACTUAL VS. PLANNED COSTS] DATE: May Z5'2O22 ��/�|����|N� inc. |O[. Cara Geheren,P.E. Jack Griffin, P.E. Ryan Suempski'P.E. 051-300-4261 651.300,4264 651.500/267 Authorized Initial Final CHLORINE CONTRACTOR (&L8ENPOOL 86MUNICIPAL SUPPLY) Budget Contract Invoice CHLORINATION FEED EQUIPMENT $6.360 $6'404.l7 $6'395,17 ° Vacuum Operated Gas Feed System w/AutumaticSwitchover " Vacuum Regulator = Automatic SwitchoverModule " Automatic Gas Control Valve ^ Ejector • Tubing and Fittings ° Dual Electronic Cylinder Chlorine Scale ° Booster Pump, piping & fittings CHLORINE GAS DETECTOR $1,631 $ 1,63II0 $1,640.00 AUTOMATIC FLOW PROPORTIONAL CONTROL VALVE (REPLACED Vv/ IO PPD REMOTE METER) $2,250 $ 2'250,00 $425,00 xLosmPOOL TOTAL: $10'241 $10,285.17 $9,019.46 ELECTRICAL /UyJMERELECTRIC) ~ Wiring cdBooster Pumps ° 115Y Plug-in for Gas Detector ~ lI5VPlug-in for Flow Proportional Control Valve • sUBTOT4L� ° Additional Wiring and Control for SCADA • Additional Work (Power to Fan/ Replace Starter) uNmcRELECTRIC TOTAL: SCAC;A/TELEMETRY (T9C,|NC.) ° Signal wire toBooster Pump • Signal wire toGas Detector ° Signal w),c to Flow Proportional Control Valve TPC, INC, TOTAL: EMERGENCY PLUMBING FIXTURES ° Combination emergency shower and eyewash unit • Water Tempering Equipment • Electric Hot Water Heater ° Piping and Fittings (core and seal walls) • Water Supply toExisting Eyewash (Fluoride Room) " install floor drain (Chlorine Room) = Taps on Main Discharge Line WOODBURY MECHANICAL, INC. TOTAL: MISCELLANEOUS ITEMS PLANNED CONTINGENCY / TOTAL CONSTRUCTION COSTS: $2'590�00 $2590�00 $118.00 $]29.0U Aden Pi,D01 IVIunic pal Supply Co. CPO Trainers Eiackflow Preventer Co rn Alaer. MN '06009-4:11 Fax 1-527-863-23(3 sz,,,•rrianojo9atiotn-lari corn City Hali 3800 Laverne Ave N Lake Eirno, Minnesota 55042 sHlp City of Lake Elmo u:rA ',IF PLUGS NTO LOV,,, 4-20 _ `71-_,.!D'AMETE P, pS PER MIKE P Invoice 0 2,250.00 0,00T. 425.00 6.875°/ Total Balance Due 425.00T 1 2,065.00 8,460.17 559.29 .S:2-212 Pool fyluimcipa', Supply Co, CPO Trainers Preventer Co. 262tn St .-L,Iden MN 56009-4211 '7-502-862,3-236 --2v-tnrTst-c cnia cam City Hall 800 Laverne Ave N Lake Elmo, Minnesota 55042 vstem 2-VR Sr:are E-Iectrontc, remr)te 3.4 PLIMO et.- vvith r:r3noenz, ,nurnrn-rIton,/ ::narts ann.res and pildng kir.) r,./1-INPF-3.0BE r:r F1-3:3:3 7r,L,PS, .-L,NTO ',A/REHAB ; N r,SiF PIPF-7 nr3- 'nr3rEF,7--,„11,,,1P By 0,THP3,S rix-orm we'd flo\Ar Or rr../,THE-PE: Cv of Lake Eimo Invoice B ;310 7- 771r: 1 2,600.00 1 1,957.67 1 1,200.00 Total 312.50 2,600.00T 1,957.67T 1,200.00T 12.50T 65.00 325 00 6,395.17 1,640.00 Balance Due 6.395.17 1.640.00T Telernetr\ & Process Controls. Inc. 725'0 HUDSON BLVD SUITE 160 OAKDALE. MN 5512S Date 3 2' 2012 Bill To Ship To Y 1,)1 KA_ 3S(1() V1-.1<N1-. I .\1,1;.: rl 1.1i \l\ P.0 Number Terms FO5. Job # Quantity 2.121003 Invoice Invoice # Description U/M Price Each Amount I Rf-VliF )(fIT PR iR\\l Al \`, I I.I. r.2 \T) MASTFR i-c)R .-\ DDI MTNOF CI 2 1`.11CiliiN BOOSTER L. \.11' Total MAYOR AND COUNCIL COMMUNICATION DATE: June 5. 201") CONSENT ITEM 4: 8 RESOLUTION AGENDA ITEM: 2012 Street & Water Quality Improvements — Approve Plans & Specifications and Order Advertisement for Bids SUBMITTED BY; Jack Griffin, City Engineer THROUGH: Dean A, Zuleger, City Administrator REVIEWED BY: Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to consider approving the Plans and Specifications and order the advertisement for bids for the 2012 Street and Water Quality Improvements, BACKGROUND INFORMATION: On March 6, 2012, following a Public Improvement Ilearin, the City Council authorized the preparation of Plans and Specifications for the 2012 Street and Water Quality Improvements to improve the streets in the DeMontreville Highlands Area. At the April 3, 2012 Council meeting, the Council approved the design support services contract with Stantec Consulting Services, Inc., to prepare and provide plans and specifications, distribution and bidding services, limited construction administration support and construction staking for the project. Then on May 1, 2012, at the request of the Park Commission, the Council increased the scope of the project to include improvements to the parking lot in DeMontreville Park and the parking bump out at the entrance to the DeMontreville Wildlife Arca, STAFF REPORT: The Plans and Specifications have been completed for the 2012 Street and Water Quality Improvements including the streets in the DeMontreville Highlands Area. the parking lot in DeMontreville Park and the parking bump out near the entrance to the Wildlife Area, The proposed improvements remain consistent with what was presented in the DeMontreville Highlands Area Street Improvements Feasibility Report and as directed by the Council following the March 6. 2012 Public Improvement Hearing, The City Engineer will present a brief summary of the final Plans together with an upda'i estimate of project cost. The detailed Plans and Specifications are available for review at City Hall. The City Engineer is requesting approval to advertise the project for competitive bids. with a bid date set for July 10, 2012. The tabulated Bids will be presented to Council for award on July 17, 2012. WATER QUALITY IMPROVEMENTS: The Washington Conservation District (WCD) is coordinating efforts to finalize the location and number of rain gardens to be installed in the DeMontreville Highlands project area. At this time, the WCD anticipates the installation of 16 rain zardens, one to be constructed in DeMontreville Park. Property owners are required to execute a rain garden maintenance agreement before the City and WCD will commit to a rain garden installation. Nineteen rain garden locations were identified during the feasibility report and this number was used for application purposes for the VBWD Community Grant. The rain garden project will be partially funded through the VBWD Community Grant in an amount of S27,822, or roughly 50%. The Plans and Specifications for the 2012 Street and Water Quality improvements includes the construction of the curb cut for each rain garden location. Grading, seeding/sodding, mulching, and planting will be completed under a separate contract led by the WCD. Additional water quality improvements will include the installation of a sump catch basin at DeMontreville Trail Circle and DeMontreville 'frail to capture and contain sediment and debris prior to ultimate discharge of the storm water to Lake DeMontreville, RECOMMENDATION: Based upon the above staff report, the City Council is respectfully requested to consider approving Resolution No. 2012-24, approving Plans and Specifications and ordering the advertisement for bids for the 2012 Street and Water Quality Improvements. The recommended motion for this action is as follows: "Move to approve Resolution No. 2012-24, Approving the Plans and Specifications for the 2012 Street and Water Quality Improvements and Ordering the Advertisement for Bids." ATTACHMENTS: . Resolution No. 2012-14 • Project Schedule CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION 2012-24 A SOLUTION APPROVING PLANS D SPECIFICATIONS AND ORDERING P VERTISEMENT FOR BIDS FOR THE 2012 ST ET AND WATER QUALITY IMPROVEMENTS WHEREAS, pursuant to resolutions passed by the Council, FOCUS Engineering, Inc. was directed to prepare plans and specifications for the 2012 Street and Water Quality Improvements in accordance with the DeMontreville Highlands Area Street Improvements Feasibility Report approved February 8, 2012; AND WHEREAS, the Council approved the design support services contract for these improvements with Stantec Consulting Services, Inc. on April 3. 2012, for the preparation of plans and specifications, plan printing, distribution and bidding services, limited construction administration support, and construction staking; AND WHEREAS, on May 1, 2012, the Council increased the project scope to include parking lot improvements in DeMontreville Park and to the parking hump out at the entrance to the DeMontreville Wildlife Area; AND WHEREAS, Stantec Consulting Services, Inc. has completed the plans and specifications for these improvements and FOCUS Engineering, Inc. has presented them to the City Council for approval on June 5, 2012; NOW, THEREFORE. BE IT RESOLVED, Such plans and specifications, a copy of which is on file at Lake Elmo City Hall and made a part hereof, are hereby approved. The City Clerk shall prepare and cause to be inserted in the official paper and in Finance & Commerce an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall he published for at least 21 days, shall specify the work to be done, and shall state that sealed bids provided to the City Clerk prior to the specified bid date and time and accompanied by a bid bond or cashier's check made payable to the City of Lake Elmo in an amount not less than 5% of the amount of such bid will be considered. Resolution 2012-24 Date: ,2012 CITY OF LAKE ELMO ATTEST: Dean A. Zuleger City Administrator By: Dean A. Johnston Mayor CERTIFICATION 1 hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meetinf., thereof held on 5th day of June 2012, as shown by the minutes of said meeting in my possession. Sandie Thone City Clerk (Seal) Resolution 201/-14 ����/����T�/—���[lU|� � '�����`�� �^����������� Date: May I3'Z0I2 ENGINEERING, inc. C=raseheren P.E. Jack Griffin, P.E. Ryan Stempshi'P.E. 2Q12STREET & WATER QUALITY IMPROVEMENTS CITY (]FLAKE ELMO FOCUS PROJECT NO. 2O12.l23 651.300/261 651.300.4Z64 651.300,4267 April 3,IOl2 [mund| approves professional engineering support services contract to Stantec Consulting Services, Inc. in the estimated not to exceed amount of $33,375. April 5,lOIZ June 5'2OlZ June 6,IOlZ Project kickoff meeting. Presentation ofP&S. Council approves P8'Sand Orders Adfor Bids. Placement ofAdfor Bids • Quest [D0.Publication onJune G • Finance and Commerce. Publication onJune llQJune 1Q • Oakdale -Lake BrnV Review. Publication on June 13 &]une ZO July 10\ IOlZ Receive Contractor bids / review and prepare preliminary assessment roll. July 17,2O12 City Council accepts bids and awards Contract, July I9' 2012 Process and send out Contract Documents. August 2' 20I2 Receipt ofContractor's Bonds/Legal Review and Issue Notice to Proceed. August 7,2OI2 Conduct Pre -Construction Meeting. August 9,2OlI Contractor begins work. October l5,ZOlZ Substantial Completion (Includes Paving & End of 30-Day Restoration Period) November l,20I2 Final Completion (Punch List Items) TI crrY OF AKE FLMO MAYOR AND COUNCIL COMMUNICATION DATE: June 5. 2012 CONSENT ITEM #: 9 RESOLUTION AGENDA ITEM: 2012 Seal Coat Project -- Accept Bids and Award Contract SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Dean A. Zuleg,er. City Administrator REVIEWED BY: Jack Griffin, City Engineer SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to accept bids and award a contract for the 2012 Seal Coat Project. No specific motion is needed. as this is recommended to be part of the overall approval of the Consent Agenda, BACKGROUND INFORMATION: At the March 20, 2012, City Council Meeting. Council authorized the preparation of Plans and Specifications for the 2012 Seal Coat Project. As part of this same meeting, the City Council also approved the Agreement for Joint Services with West Lakeland Township to complete the 2012 seal coat work as a joint project. The City Council then approved the Plans and Specifications on May 1. 2012, and authorized staff to advertise the Project for bids. The Project was advertised on QuestCDN.com, Finance and Commerce. and in the Oakdale -Lake Elmo Review, The Agreement for Joint Services addresses the terms and conditions upon which the City of Lake Elmo prepares and administrates a contract for seal coating services for streets within both the City and the Township. Each jurisdiction then pays its portion of the contractor costs and shares in the engineering design and construction administration costs. Each ,jurisdiction contracts directly for the provision of construction observation services for the work performed on their streets. West Lakeland Township is receiving bids for 43,000 SY of seal coal work, or 406 of the combined project. The City of Lake Elmo is receiving bids for 64.000 SY of seal coat work. or 60% of the combined project. STAFF REPORT: Bids were received, publicly opened, and read aloud on May 31. 2012. FOCUS Eninneerinu. Inc. has prepared and attached the Bid Form summary spreadsheet and a Letter of Recommendation for the Award of the Contract. The 2 bids for seal coating came in just over the Engineer's estimate of $1.20 per square yard, Allied Blacktop Co., provided the low bid of S1.205 per square yard. resulting in a construction cost that was $514.51 over the Engineer's Estimate. The Engineer is recommending that the Council award the contract to the lowest responsible bidder, Allied Blacktop Co., as outlined in the attached letter. RECOMMENDATION: Based upon the above staff report, it is recommended that the City Council approve, as part of the Consent Agenda. Resolution No. 2012-25, accepting the bids and awarding a Contract to Allied Blacktop Co., for the 2012 Seal Coat Project, in the amount of $128,814.51. The recommended motion for this action is as follows: "Move to approve Resolution No. 2012-25, Accepting the Bids and Awarding a Contract to Allied Blacktop Co., Jiff the 2012 Seal coat Project, in the amount of 5128,814.51." ATTACHMENTS: Resolution No. 2012-25 Engineer's Letter of Recommendation CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA SOLUTION 2012-25 A RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CONT' CT FOR THE 2012 SEAL COAT PROJECT WHEREAS, pursuant to an advertisement for bids for the 2012 Seal Coat Project, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; and WHEREAS, the City Engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Allied Blacktop Co., in the amount of S128,814.51; NOW, THEREFORE, BE IT RESOLVED, That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor's lowest responsible hid, and according to the plans and specifications thereof approved hy the City Council. . The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall he retained until a contract has been signed. Date: ATTEST: Sandie Thone City Clerk , 2012 CITY OF LAKE ELMO By: Dean A. Johnston Mayor Resolution 201 CERTIFICATION I hereby certifi, that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meeting thereof held on the 5th day of June 2012, as shown by the minutes of said meeting in my possession. Sandie Thone City C]erk (Seal) Resolution 2012- June 5'ZDIZ Honorable Mayor and City Council City of Lake Elmo, Minnesota 20I2Sea| Coat Project City ofLake Elmo, Minnesota FOCUS Project No, 7OlZ�II8 Dear Mayor and City Council: ENGINEERING, inc. Cara Gehee�P.s. Jack Griffin, p.E. Ryan Stenp`ki'p.c. 651.300.4261 651.300,4264 651.300.4267 Bids for the 2012 Seal Coat Project were received on May 31, 2011, at 2:00 PM with the following Contractor Bid Allied Blacktop Company Pearson Bnoc'inc, $128'814.51 $ll9,349.0O Engineer's Estimate $II8'300.08 Acomplete Tabulation nfBids isenclosed for your information, We recornmend that you award the Contract to the lowest responsible bidder, Allied Blacktop Co., for their bid of$I2G'824.5l, Please contact me with any questions you may have. Sincerely, Project Engineer Enclosure cc: Jack Griffin, City Engineer Dear Z*|eger,City Adminixtrazor Mike Bouthi|et'Public Works Cathy Bendel, Finance Director TABULATION OF BIDS ?ill/ 5CA.I C OA I PI101E(T CITY III LAKE El MC) & WFST I Alai AND my, MINI,IFSOI A FOCUS PRoirci No. 2012.18 21115 GrENEP: MAY 31, ?312, Al 2:(2)Pf,1 11-Fro No. Di5c811, I leN CIP( OF LAKE WOO 1 IiITUMNOL IS SEA' COA 178" DRESSER TSAI, POCK CITY OF WEST LAKFLANR 2 2111.1MiNOUS SEAL COAT WI Ili 1/8' EMESSFII raki, hrKt. 10IAt ENGINEERING, inc. ENGINEER'S ESTIMATE Allied Illarkt op Co. I'vai coo Pros., Inc. UNIT 7C)TAL uNII 10TAL IJNIT 1016l QUM,' ni Y UNIT PIIICE AM2112flT PRICE. AMUUNI PRICE AMOUTfl 61,925 SY 5 20 5 76,710.09 5 1.205 $ 77,029.63 5 1 21 5 77,349.25 42;975 SY 5 1.20 51,57032) 1.20 5 51,7E4.88 1.21 5 51,999.75 128,2E0110 5 128,814.51 5 129,349.00 Page 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA PROCLAMATION A PROCLAMATION RECOGNIZING GLORIA KI\ OBLAUCH WHEREAS, Gloria Knoblauch, was a conscientious observer of. and activist for, affairs of the City of Lake Elmo; and WHEREAS, Gloria Knoblauch, served the City as a member of the Community improvement Commission. Friends of the Lake Elmo Library. Lake Elmo Regional Art Center, Oakdale Lake Elmo Historical Society, and served as a Lake Elmo Election Judge: and WHEREAS. Gloria Knoblauch demonstrated her commitment for the residents of Lake Elmo as an unofficial watchdog of the City: and WHEREAS, Gloria Knoblauch. was generous with her time and support for various organiz.ations, was a champion for the mentally challenged, and volunteered for numerous civic causes: and NOW. THEREFORE, BE IT RESOLVED. That the City of Lake Elmo. on behalf of the Citizens of Lake Elmo, proclaims Tuesday. July 12, 2012, Gloria Knoblauch Day. honorin9, her dedication and years of service, with gratitude and appreciation. ADOPTED by the Lake Elmo City Council on this fifth day of June 2012, Dean A. Johnston, Mayor ATTEST: Sandie Thone, City Clerk THE. CITY ( )1= K E ELI\ MAYOR AND COUNCIL COMMUNICATION DATE: 06/05/2012 REGULAR ITEM #: 11 MOTION AGENDA ITEM: City Code Amendment Pertaining to Watercraft and Water Surface Regulations and Prohibited Structures and Uses SUBMITTED BY: Sandie Thone, City Clerk THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: David Snyder, City Attorney Carole Luczak. Program Support Assistant Col Jim Konrad, Director of Enforcement Division MN DNR SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to approve Ordinance 2012-58 Amending Lake Elmo City Code sections 97.21 Watercraft and Water Surface Regulations and 97.23 (A) Prohibited Structures and Uses. "Move to Approve Ordinance 2012-58 Amending Lake Elmo City Code Sections 97.21 Watercraft and Water Surface Regulations and 97.23 (A) Prohibited Structures and Uses" BACKGROUND INFORMATION: Over the course of 2011 city council and staff worked to better define and fit City Code requirements sections 97.21 and 97.23 pertaining to Water Watercraft and Water Surface Regulations and Prohibited Structures and Uses. Per Minnesota Department of Natural Resources all changes regarding these requirements should be reviewed before recommending approval to the city council. In July of 2011 an ordinance amendment (08-050: attached) was adopted and MN DNR approved the amendment effective only through October of last year (2011). Staff subsequently began a thorough review and update of these sections of the City Code to reflect the direction of council. The changes proposed have been reviewed and approved by both the DNR and City Attorney Dave Snyder. The substantive changes include: 1) Section 97._ fe-defines lakes as being entirely withil uie city limits. 2) Section 97.21B-1: Hours of Operations includes the exception to the hours for Lake Jane only from sunset to noon to sunset to 9:00 a.m. 3) Section 97.21B-2: High Water Conditions includes the relevant state statute, includes the high water mark but not the actual reading or lakes defined and the consecutive days changed from five to three as recommended by the DNR. 4) Section 97.21B3: Other Conditions deleted in its entirety. 5) Section 97.21C: Operating Regulations includes the MN Boat and Water Safety Rules 6) Section 97.21G: Public Launching Areas includes the exception to the rule in 97.21F. 7) Section 97.21H: Non- Motorized Carry -On Access section included in its entirety. 8) Section 97.211 1 and 2: Safe Operating Distance was amended to read 150 feet, not 100 feet from the shoreline and includes language regarding the launching and landing of a persona] watercraft. 9) Section 97.21J: Non -Motorized Watercraft includes state statute and defines right of way and passing and overtaking. 10) Section 97.21K: Permanent Slow/No-Wake Areas includes specified buoys and calls out applicable state rules and eliminates special water ski show permit language to accommodate relevant procedures at the recommendation of the DNR who handles enforcement. 11) Section 97.23L: Prohibited Structures and Uses were added in its entirety to address the relevant and current procedures and rules regarding lake activities and tournaments, etc. RECOMMENDATION: Staff is requesting City Council to Approve Ordinance 2012-58 Amending Lake Elmo City Code sections 97.21 Watercraft and Water Surface Regulations and 97.23 (A) Prohibited Structures and Uses. "Move to Approve Ordinance 2012-58 Amending Lake Elrno City Code Sections 97.21 Watercraft and Water Surface Regulations and 97.23 (A) Prohibited Structures and Uses" ATTACHMENTS: 1 Ordinance with legislative striking highiighting the changes to city code sections 97.21 and 97.23 pertaining, to Watercraft and Water Surface Regulations and Prohibited Structures and Uses 2 Proposed Ordinance 2012-58: An Ordinance Amending 97.21 Watercraft and Water Surface Regulations and 97.23 (A) Prohibited Structures and Uses 3. Ordinance 08-050 Allowing the City Council to Extend the "No Wake" Requirements under the Water Surface Use Ordinance adopted July 19, 2011 and correspondence from the MN Department of Natural Resources dated August 1, 2011 approving ordinance amendment 08-050 valid only through October 31, 2011. CrT"-t. N. 4 2012-5N • Formatted: No Spacing, Centered, None, Space Before, 0 pt, After: 0 pt Formatted: Strikethrounh_____ -ri Formatted: No Spacing, None, Space before, (1P..14,;‘NCE ENI)INC; '7.21 Vi."ATE'P.',C7iSO"."T :3..TEP.,c., pt,. After: 0 p; ANI", (7.23 Pi),()H193.7F.TiVi krifEi Formatted: No Spacing, Centered, None., Space Before: 0 ot, After: 0 ot — - Formatted: F-ont; 12 tr.. 97.21 WATERCRAFT AND WATER SURFACE USE REGULATIONS. — "( Formatted: Justified The following regulations shall apply to the use of watercraft on lakesptaliy entirelv within the Formatted:,Nounuebine_________ city lirnios to the use of a lake entirely within the city limits, and to the use of ice surfaces on Formatted: No underline lakes el.-16Tel vtoially within the cite (A) Dumping. No person shall dump or throw garbage, paper. bottles, cans, refuse, or-- d Formatted: Justified, Indent: Left; 0.5'' debris into any lake or on the shore of any lake or in any public area around any lake in the cit). (B) Hotme of ()per( --I Formatted: Justified, Indent: First line: 0,5' (1) Normal conditions. No person shall operate any motorboat at a speed 1:7.V.0,'-- - —{ Formatted: Justified, -indent; Left: I" than a slow, no -wake speed as defined h\ MN Statute X6B.005 between sunset and noon the following day with the excention ofi excen orLaiis.: Iic,-\vakc ;, in eftec: suns. air:(10 a.mor tilt, foliov -,110",- tit Statup_is (2) High wafer conditions. No person shall operate any motorboat at a slow. no -wake speed as defined by MN Statute 6E.;.(105.itn is -lake level exceeds the biLdi water marl:. ei" 17;23: sts mear. I (MEL Thti. unti it,•\ hill)) water mari:221'.- ;11(ri 1-2n-Ks.iry lotr, t threefi*--e. (C.) riitorions. No person shall operate an,y watercraft in violation-- Formatted: Justified, Indent: Left: 0.7 of thc provisions of this code, or in violation of the provisions of Minnesota Statutes, T;pn,,Y. V.-Ott"- •' which statutes and runare hereby adopted and incorporated herein. In the event of a conflict between the various city and state reg-ulations, the more restrictive regulation shall apply. (D) Buoys. No person shall place a buoy on a lake unless the buoy is specifically authorized by the City Council and the Washington County Sheriff, (E) Operation. All motorboats, operating in excess of a slow. no -wake speed shall operate in a counter clockwise direction. Personal watercraft engaging in constant turning activity shall confine that activity to the center of the lake. (F) Non-public lake access. No person. except riparian owners. shall launch a watercraft. or gain access to or egress from a lake other than at a designated public access point except in the case of any emergency or except with the written permission of the riparian lot owner. A person who has written permission to launch a watercraft from a riparian lot shall park their vehicle(s) and trailer(s) on the lot of the riparian owner, Riparian lot owners who grant permission to use their property as a launch site shall otherwise comply with all of the land use reeulations of the city. (G) Public. launching areas. Et.ccni rtnicci !F:' one (al, ',no person shall launch a watercraft or gain access to or egress from a lake except from a public right-of-way or other public park area in those locations specifically designated and posted for the purpose. IN,o1,-1-notoTi7.t‘: aarr--ot nersor rrrY. 'LflCI( \Yid, IlaH(1.<27,-Laci non-motoric! 11, S:atta-c-. C'E-444-: Safc operating. distance.. Formatted: Justified, indent: Fir-V,, line: 0.7' (1) No person shall operate or permit the operation of a motorboat. in excess of - - I Formatted: Justifled, indent: Left: SION'. no -wake speed. within ',!', c(I feet of a shoreline. Z. 5'2 Formatted: Justified (2 1aunching or landing a personal watercrafi or towing a person on skis or H, Formatted: Justified, indent: Left, 1" other devices must he done by using the most direct route to or from open water, Non -motorized watercraft. :h. 7. Vc.7.7 Formatted: 3ustified, Indent: Left: (L'"? , rnouyrize,' ;?,•:11,t7:7; - ovt:"tai:in,..2 v,a121-cra.t'.. \vater:n-ali stinui; arnyov, anL: t13;,.% I (19°7 Code. § 1380.03) Perniancin "slow - no wake- areas. The channels and narrows between Lake Olson and Lake DemMontreville are hereby designated as permanent "slow - no wake" areas and appropriate sins r. buoy,. s;)1i2:-7,.VIn IOW AC; ftuk-.: I i hnoLivAl, -'H Formatted: Justified Y:FA:27 71?-,7,11h 17- 17,-; 97;23 PROHIBITED STRUCTURES AND USES. Formatted: Font: (Default) Times New Roman, 13.5 pt, bold, Font color: Blue (1-)7 ECIUTTIallICTIu;. iurInz., cour,,,;;:tk„ - Formatted: Justified, indent. Lef: 0.5' (:()MV);-711110t) ::::::)On vcflu :Iv: I VeC: 011h fr..:11!!' nuti r Zetj h,- Slatz! :11)6 T;t1Pz7S. 41i:1,11'0.11 Sh;Ar'r rft- v.- 0:.:CO,. Formatted: Justified, indent: First line: 0.5' 1 - - Formatted: Justified CITY OF LAKE ELMO COUNTY OF WASHINGTON STATE OF MINNESOTA ORDINANCE 2012-58 AN ORDINANCE AMENDLNG 97.21 WATERCRAFT AND WATER SURFACE REGULATIONS AND 97.23 (A) PROHIBITED STRUCTURES AND USES § 97.21 WATERCRAFT AND WATER SURFACE USE REGULATIONS. The foliowing regulations shall apply to the use of watercraft on lakes entirely within the city limits, to the use of a lake entirely within the city limits, and to the use of ice surfaces on lakes entirely within the city limits. (A) Duniping, No person shall dump or throw garbage, paper, bottles. cans. refuse, or debris into any lake or on the shore of any lake or in any public area around any lake in the city. (B) Hours of operation. (1) Normal conditions. No person shall operate any motorboat at a speed greater than a slow, no -wake speed as defined by MN Statute 86B.005 between sunset and noon the following day with the exception of Lake Jane, where the slow no - wake speed is in effect between sunset and 9:00 a.m. on the following day. (2) High water conditions. No person shall operate any motorboat at greater than a slow, no -wake speed as defined by MN Statute 86B.005 whenever the lake level exceeds the high water mark. This restriction will remain in effect until the water level drops below the high water mark, and remains there for three (3) consecutive days. (C) Operating ations, No person shall operate any watercraft in violation of the provisions of this code. or in violation of the provisions of Minnesota Statutes, Chapter 86B or Minnesota Boat and Water Safety Rules (6110.0100-6110.2300) which statutes and rules are hereby adopted and incorporated herein. In the event of a conflict between the various city and state regulations, the more restrictive regulation shall apply, (D) Buoys. No person shall place a buoy on a lake unless the buoy is specifically authorized by the City Council and the Washington County Sheriff. (E) Operazion. All motorboats, operating in excess of a slow, no -wake speed shall operate in a counter clockwise direction. Personal watercraft engaging in constant turning activity shall confine that activity to the center of the lake. (F) Non-public lake access. No person. except riparian owners. shall launch a watercraft or gain access to or egress from a lake other than at a designated public access point except in the case of any emergency or except with the written permission of the riparian lot owner. A person who has written permission to launch a watercraft from a riparian lot shall park their vehicle(s) and trailer(s) on the lot of the riparian owner. Riparian lot owners who grant permission to use their property as a launch site shall otherwise comply with all of the land use regulations of the city. (G) Public launching areas. Except as noted in (F) no person shall launch a watercraft or Etan access to or egress from a lake except from a public right-of-way or other public park area in those locations specifically designated and posted for the purpose. (H) Non -motorized carry -on access. A person may access any public waters through public land with a hand -carried non -motorized watercraft in accordance with MN Statutes 86B.201. Subd.3. (I) Safe operating distance. (1) No person shall operate or permit the operation of a motorboat, in excess of slow, no -wake speed. within 150 feet of a shoreline. (2) Launching or landing a personal watercraft or towing a person on skis or other devices must he done by using the most direct route to or from open water. (1) Non -motorized watercraft. A non -motorized watercraft has the right-of-way over motor -powered watercraft except when it is the overtaking watercraft. Motor -powered watercraft should always keep clear and pass astern on non -motorized watercraft (MN Rule 6110.1200. Sub. 1, D)(1997 Code, § 1380.03) (K) Permanent "slo-w - no wake" areas. The channels and narrows between Lake Olson and Lake Demontreville are hereby designated as permanent "slow - no wake" areas and appropriate signs or buoys meeting the specifications found in MN Rules 6110.1500 shall be posted. § 97.23 PRO TED S FRUCTURES AND USES. (L) Lake Activities. Motorboat races. tournaments. ski jumps, slalom courses, or other competition or exhibition events are allowed only as specifically authorized by State Statutes and Rules, the Washington County Sheriff, and the City Council. Notice shall he provided to the City Council. Penalty See 10.99 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 bv Lake Etmo City Council on the fifth day ofiune CITY OF LAKE ELMO Dean A. Johnston Mayor Attest: Dean Zulever City Administrator This Ordinance 2012-58 waspublished on the day of 2012. CERTIFICATION I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meeting. thereof held on the fifth day ofJune 2012, as shown by the minutes of said meeting in my possession. Sandie Thone City Clerk (Seal) CITY OF LAKE ELMO COUNTY OF WASHINGTON STATE OF MINNESOTA ORDINANCE NO. 08-050 AN ORDINANCE TO ALLOW THE CITY COUNCIL TO EXTEND THE "NO WAKE" REQUIREMENTS UNDER THE WATER SURFACE USE ORDINANACE Section 1. The City Council of the City of Lake Elmo hereby ordains that Section 97.21 subdivision (B) is hereby amended to read as follows: (13') flours of opera! ion. (1) Normal Conditions - No person shall operate an motorboat at a speed other than a slow. no -wake speed betweensunsel and noon the following daY. (2) High Water Conditions - No nerson shall operate anv motorboat at a speed other than a slow. no -wake soeed when a lake level exceeds the ordinary high water mark. C3') Other Conditions - Alternative or modified no -wake time periods may he established by the Citv Council h\ Resolution as part of a special event or other condition. No person shall operate any motor boat in a manner which creates a wake when no -wake siEms are posted. Section 2. Adoption Date This ordinance shall become effective immediatf.y upon adoption and publica official newspaper of the City of Lake Elmo. This Ordinance No. 0-050 was adopt d on this As and 0:\,'a vs. ATTEST: Bruce A. Messtli,C Acirninistraior day of July.A1 brilTio-te ) / \ J\11.ayor Dean Johnston This CrdirianceNo. was published on the I day of July. 2011 /N' �fn Deportment f N f O /N|�)/|��U/U M��M�l||FMPD| �� yJ�|U[[�| p����AU7F/l� .,. .v� .."�,� ///w. w/ ..0 v/��/ ��.�w'��� AuguSt1 2011 Mr. Bruce A. Messelt City Administrator City ' of Lake Elmo 38OOLaverne Avenue N. Lake Elmo, Minnesota 55042 Mr, Messelt: Depar-tment of Natural Resources (DNR) staff has now completed review [fthe materials received from your office on July 28th, requesting approval of a temporary Bnlendrnent, regarding high water levels, to the Lake Elmo water surface use ordinance, The action bythe City Council Ordinance OB-O5Oon, July 1Q.2O11 amends Section 5. (B�) (2) of the existing county ordinance regarding "High Water Conditions" This amends the Lake Elmo City Code to allow for imposition of a slow no -wake ordinance when the water levels exceed the Ordinary High Water (DMVV) mark on Lakes E|nno, Jane. DeKXoOtreviUe and Olson. innoouta' DEPARTMENT OFNATURAL RESOURCES . After review, this action appears to be measured and reasonable, and therefore | am approving the amendment tothe Ordinance, specifically 08-050(B) (2), as noted /n the previous paragraph. This aDorovaihowever, isvalid on|YthrouahOctober 31�2O11,The City will have the responsibility monitoring lake |eva|s, informing the public of the restrictions and enforcing the ordinance, The City also needs to work with our boat and water safety coordinator, Kim Bverunn, on review and approval of a permanent ordinance that would c;omply with the sufface use statutes and rules, Sincerely, Co| JinfKonnsd` Director Enforoennent Division Calpt, Greg Salo —DNFlRegion 3Enf.KXanBer Lt. Jason Petenson—OMF( District 14 Enf. Supervisor Sg| Jerry Cusick—VVashington CO. SheriffsOffice VVSUK8 File , Wym. dc, stamuu xwEQUAL or,nxTuwm*mp[mH rEouwuEocLEomnEnCONTAINING AMINIMUM, o|1n0�p0o'mwsowurWSTE THE CITY OF' LAKE ELMO AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: MAYOR AND COUNCIL. COMMUNICATION DATE: REGULAR ITEM #: 12 MOTION - TWO June 5, 2012 Approve Ordinance 2012-59 and Approve Resolution 2012-22 Authorizing Publication of Illicit Discharge and Connection Ordinance 2012-59 Ryan Stempski, Assistant City Engineer Dean A, Zuleger. City Administrator Jack Griffin, City Engineer Kyle Klatt. Planning Director SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Ordinance 2012-59 and approving Resolution 2012-22 Authorizing Publication of Illicit Discharge and Connection Ordinance 2012-59. A motion is necessary for both the passage of the ordinance and the approval of the resolution to publish a summary of Ordinance 2012-22. BACKGROUND INFORMATION: In compliance with the Clean Water Act. the Minnesota Pollution Control Agency (MPCA) has issued a permit to the City of Lake Elmo establishing the conditions for discharging storm water to the waters of the state under the National Pollutant Discharge Elimination System/State Disposal System (NPDES/SDS) Permit Program. The City of Lake Elmo was issued a Municipal Separate Storm Sewer System (MS4) Permit on July 15, 2008. The permit requires that an illicit discharge and connection ordinance be implemented for the City of Lake Elrno. Therefore. to ensure compliance to the MS4 Permit, we recommend the attached ordinance (attachment no. 2) be incorporated to the City's Code of Ordinances. STAFF REPORT: The adoption of this Illicit Discharge and Connection Ordinance fulfills a requirement of the City's MS4 Permit through the MPCA. The purpose of this ordinance is: (1) To regulate the contribution of pollutants to the MS4 by storm water discharges by any user: (2) To prohibit illicit connections and discharges to the MS4; To establish legal authority to carry out all inspection, surveillance, monitoring. arid enforcement procedures necessary to ensure compliance with this ordinance. The Ordinance includes sections to address applicability, definitions, responsibilities, discharge prohibitions, watercourse protection, industrial or construction activity discharges, best management practices, notification of spills and enforcement requirements. The Planning Commission approved this Ordinance with minor revisions at its May 14. 2012 Meeting. RECOMMENDATION: Based upon the above staff report, it is recommended that the City Council consider approving Ordinance 2012-59 and approving Resolution 2012-22 Authorizing, Publication of Illicit Discharge and Connection Ordinance 2012-59. A motion is necessary for both the passage of the ordinance and the approval of the resolution to publish a summary of Ordinance 2012-59. The recommended motion for this action is as follows: "Move to _zipprove Ordinance 2012-59 Pertaining to Illicit Discharge and Connection." "Move to Approve Resolution 2012-22 Authorizing the Publication of Illicit Discharge and Connection Ordinance 2012-59." ATTACHMENTS: 1. Resolution 2012-22 2. Ordinance 2012-59 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA SOLUTION 2012-22 A SOLUTION AUTHORIZING PUBLICATION OF 0 IN_ANCE 2012-59 BY TITLE AND SUM RY WHEREAS. the City Council of the City of Lake Elmo has adopted Ordinance No. 2012- 59, an ordinance adopting regulations to govern illicit discharge and connection in the City of Lake Elmo; and WHEREAS, the ordinance is lengthy; and WHEREAS, Minnesota Statutes, section 412.191, subd. 4, allows publication by title and summary in the case of lengthy ordinances or those containing charts or maps: and WHEREAS, the City Council believes that the following summary would clearly inform the public of the intent and effect of the ordinance. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Lake Elmo, that the City Administrator shall cause the following summary of Ordinance 2012-59 to be published in the official newspaper in lieu of the entire ordinance: Public Notice The City Council of the City of Lake Elmo has adopted Ordinance 2012-59 In compliance with the Clean Water Act, the Minnesota Pollution Control Agency (MPCA) has issued a permit to the City of Lake Elmo establishing the conditions for discharging storm water to the waters of the state under the National Pollutant Discharge Elimination System/State Disposal System (NPDES/SDS) Permit Program. One of the conditions of this permit requires that an illicit discharge and connection ordinance be implemented by the City of Lake Elmo. To ensure compliance to the NPDES/SDS Permit the City has adopted Ordinance 2012-59 in compliance with this requirement. The purpose of the ordinance is: (1. ) To regulate the contribution of pollutants to the MS4 by storm water discharges by .any user; (2) To prohibit illicit connections and discharges to the MS4: .3) To establish legal authority to carry out all inspection, surveillance, monitoring, and enforcement procedures necessary to ensure compliance with this ordinance. The ordinance formalizes the applicability. responsibilities, discharge prohibitions, watercourse protection. industrial or construction activity discharges. best management practices. and notification of spills and enforcement that have been implemented by the City. The updates to the Lake Elmo Code of Ordinances will meet the illicit discharge and connection ordinance requirement of the NPDES/SDS Permit. The content has been drafted to be consistent Resolution No. 2012-72 and enforceable by City Code. The full text of Ordinance 2012-59 is available for inspection at Lake Elmo City Hall during regular business hours. BE IT FURTHER RESOLVED by the City Council of the City of Lake Elmo that the City Clerk keep a copy of the ordinance at City Hall for public inspection and that a full copy of the ordinance be posted in a public place within the City. Date: ATTEST: 2017 CITY OF LAKE ELMO Dean A. Zuleger City Administrator By: Dean A. Johnston Mayor CERTIFICATION I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Lake Elmo at a duly authorized meeting thereof held on the 5th day of June 2012, as shown by the minutes of said meeting in my possession. Sandie Thone City Clerk (Seal) Resolution No. 2012-77 CITY OF LAKE ELMO COUNTY OF WASHINGTON STATE OF MINNESOTA 0 INANCE 2012-59 AN ORDINANCE ADOPTING REGULATIONS TO GOVERN ILLICIT DISCHARGE AND CONNECTION IN THE CITY OF LAKE ELMO Section 1. The City Council of the City of Lake Elmo hereby ordains that Section 11.01 (Definitions) is hereby amended to add the following definitions: BEST MANAGEMENT PRACTICES (BMPs). Schedules of activities, prohibitions of practices, general E,rood housekeeping practices, pollution prevention and educational practices, maintenance procedures, and other management practices to prevent or reduce the discharge of pollutants directly or indirectly to storm water, receiving waters, or storm water conveyance systems. BMPs also include treatment practices, operating procedures, and practices to control site runoff, spillage or leaks, sludge or water disposal. or drainage from raw materials storage. CLEAN WATER ACT. The federal Water Pollution Control Act (33 U.S.C. § 125] et seq.), and any subsequent amendments thereto. HAZARDOUS MATERIALS. Any material, including any substance, waste. or combination thereof. which because of its quantity, concentration, or physical, chemical, or infectious characteristics may cause, or significantly contribute to, a substantial present or potential hazard to human health, safety, property, or the environment when improperly treated, stored, transported, disposed of, or otherwise managed. ILLICIT DISCHARGE. Any direct or indirect non -storm water discharge to the storm drain system. ILLICIT CONNECTIONS. An illicit connection is defined as either of the following: Any drain or conveyance, whether on the surface or subsurface that allows an illegal discharge to enter the storm drain system including but not limited to any conveyances that allow any non - storm water discharge including sewage, process wastewater, and wash water to enter the storm drain system and any connections to the storm drain system from indoor drains and sinks, regardless of whether said drain or connection had been previously allowed, permitted. or approved by an authorized enforcement agency or. Any drain or conveyance connected from a commercial or industrial land use to the storm drain system that has not been documented in plans. maps, or equivalent records and approved by an authorized enforcement agency. MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4). The system of conveyances (including sidewalks, roads with drainage systems, municipal streets, catch basins, curbs, gutters, ditches, man-made channels, or storm drains) owned and operated by the City and designed or used for collecting or conveying stomi water, and that is not used for collecting or conveying sewage. NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) STORM WATER DISCHARGE PERMIT. Means a permit issued by EPA (or by a State under authority delegated pursuant to 33 USC § 1342(b)) that authorizes the discharge of pollutants to waters of the United States, whether the permit is applicable on an individual. group, or general area -wide basis. NON -STORM WATER DISCHARGE. Any discharge to the storm drain system that is not composed entirely of storm water. POLLUTANT. Anything which causes or contributes to pollution. Pollutants may include. but are not limited to: paints, varnishes, and solvents; oil and other automotive fluids: non -hazardous liquid and solid wastes and yard wastes; refuse, rubbish, garbage. litter, or other discarded or abandoned objects, ordinances, and accumulations, so that same may cause or contribute to pollution; floatables; pesticides, herbicides, and fertilizers; hazardous substances and wastes; sewage. fecal coliform and pathogens; dissolved and particulate metals; animal wastes; wastes and residues that result from constructing a building or structure; and noxious or offensive matter of any kind. STORM DRAINAGE SYSTEM. Publicly -owned facilities by which storm water is collected and/or conveyed, including but not limited to any roads with drainage systems, municipal streets, gutters, curbs, inlets, piped storm drains, pumping facilities, retention and detention basins, natural and human -made or altered drainage channels. reservoirs, and other drainage structures. STORM WATER. Any surface flow, runoff, and drainage consisting entirely of water from any form of natural precipitation, and resulting from such precipitation. STORM WATER MANAGEMENT PLAN. A document which describes the Best Management Practices and activities to be implemented by a person or business to identify sources of pollution or contamination at a site and the actions to eliminate or reduce pollutant discharges to Storm Water, Storm Water Conveyance Systems, and/or Receiving Waters to the Maximum Extent Practicable, WASTEWATER. Any water or other liquid, other than uncontaminated storm water, discharged from a facility. Section 2. The City Council of the City of Lake Elmo hereby ordains that Section 11.01 (Definitions) is hereby changed to amend or eliminate the following definitions as shown: TIONAL POULUTANT DI .S'YETEM PERMIT). The c.ys-tetri for is discharge of pollutants from point sources into the navigable waters, the contiguous zone, and the OCCall5 hy the rsuant to the Federal Water Pollution Control Act of 1972, § 102 and 105, as they may bc amended from time to time. RI STE Tf.117ER (SEW 11 E,17 EMS). The spent water of a community: from the of th-, liquid and watcr c-aed wastcs from wator, surface water, and storm water that may be present. 2 Section 3. The City Council of the City of Lake Elmo hereby ordains that Sections 150.300 thru 150.314 of the Lake Elmo City Code are to read as follows: Sections: 150.300 Purpose 150.301 Applicability 150.302 Definitions 150.303 Responsibility for Administration 150.304 Compatibility with Other Regulations 150.305 Ultimate Responsibility 150.306 Discharge Prohibitions 150.307 Watercourse Protection 150.308 Industrial or Construction Activity Discharges 150.309 Requirement to Prevent, Control, and Reduce Storm Water Pollutants by the Use of Best Management Practices 150.310 Notification of Spills 150.311 Right of Entry 150.3 12 Enforcement 1. 50.31 3 Severability 150.314 Authority ILLICIT DISCHARGE AND CONNECTION 150.300 PURPOSE (A) The general purpose of this ordinance is to provide for the health, safety, and general welfare of the public through the regulation of non -storm water discharges to the storm drainage system to the maximum extent practicable as required by federal and state law. This ordinance establishes methods for controlling the introduction of pollutants into the municipal separate storm sewer system (MS4) in order to comply with requirements of the MS4 permit issued to the City of Lake Elmo by the Minnesota Pollution control Agency (MPCA) under the National Pollutant Discharge Elimination System (NPDES) permit process. The objections of this ordinance are: (1) To regulate the contribution of pollutants to the MS4 by storm water discharges by any user: To prohibit illicit connections and discharges to the MS4; To establish legal authority to carry out all inspection, surveillance, monitoring. and enforcement procedures necessary to ensure compliance with this ordinance. 1 APPLICABILITY (A) This ordinance shall apply to all water entering the storm drainage system generated on any developed and undeveloped lands unless explicitly exempted by Section 150.306 (A) (1) — d) of this Ordinance. 150.302 DEFINITIONS (A) For the purposes of this ordinance, all terms, phrases, words, and their derivatives shall have the meanings as stated in Chapter 1 l of the City Code, 150.303 RESPONSIBILITY FOR ADMINISTRATION (A) The City of Lake Elmo shall administer, implement, and enforce the provisions of this ordinance. Any powers granted or duties imposed upon the City of Lake Elmo may be delegated in writing by the City Administrator to persons or entities acting in the beneficial interest of or in the employ of the City. 150.304 COMPATIBILITY WITH OTHER REGULATIONS (A) This ordinance is not intended to modify or repeal any other ordinance, rule. regulation, or other provision of law. The requirements of this ordinance are in addition to the requirements of any other ordinance, rule, regulation, or other provision of law, and where any provision of this ordinance imposes restrictions different from those imposed by any other ordinance, rule, regulation, or other provision °flaw, whichever provision is more restrictive or imposes higher protective standards for human health or the environment shall control. 305 ULTIMATE RESPONSIBILITY (A) The standards set forth herein and promulgated pursuant to this ordinance are minimum standards: therefore this ordinance does not intend or imply that compliance by any person will ensue that there will be no contamination, pollution, or unauthorized discharge of pollutants. 150.306 DISCHARGE PROHIBITIONS (A) Prohibition of Illegal Discharges. (1) No person shall throw, drain, or otherwise discharge, cause. or allow others under its control to throw, drain, or otherwise discharge into the MS4 any pollutants or waters containing any pollutants, other than storm water. The commencement, conduct or continuance of any illegal discharge to the storm draM system is prohibited except as described as follows: a) The following discharges are exempt from discharge prohibitions established by this ordinance: water line flushing. landscape irrigation, diverted stream flows, rising- groundwater, uncontaminated groundwater infiltration, uncontaminated pumped goundwater, discharges from potable water sources, foundation drains, air conditioning condensation, irrigation water, springs, water from crawl space pumps, footing drains, lawn watering. individual residential car washing, flows from riparian habitats and wetlands, street wash water, dechlorinated swimming pool water, and any other water source not containing a pollutant. (i) For swimming pool discharges. water shall sit seven (7) days without the addition of chlorine to allow for chlorine to evaporate before discharge. 4 (ii) Discharge of swimming pools, crawl spaces, sump pumps, footing drains and other sources that may be determined to contain sediment or other forms or pollutants may NOT be discharged directly to a gutter or storm sewer. This discharge must be allowed to flow over a vegetated area to allow filtering of pollutants. evaporation of chemicals and infiltration of water consistent with the storm water requirements of the City of Lake Elmo. b) Discharges or flow from firefighting, and other discharges specified in writing by the City of Lake Elmo as being necessary to protect public health and safety. c) Discharges associated with dye testing, however this activity requires a written notification to the City of Lake Elmo prior to the time of the test. d) The prohibition shall not apply to any non -storm water discharge permitted under an NPDES permit, waiver. or waste discharge order issued to the discharger and administered under the authority of the MPCA, provided that the discharger is in full compliance with all requirements of the permit, waiver. or order and other applicable laws and regulations, and provided that written approval has been granted for any discharge to the storm drain system. (B) Prohibition of Illicit Connections. (1) The construction, use. maintenance or continued existence of illicit connections to the storm drain system is prohfbited. This prohibition expressly includes, without limitation, illicit connections made in the past, regardless of whether the connection was permissible under law or practices applicable or prevailing at the time of connection. A person is considered to be in violation of this ordinance if the person connects a line conveying sewage to the MS4, or allows such a connection to continue, (4) Improper connections in violation of this ordinance must be disconnected and redirected, if necessary. to an approved onsite wastewater management system or the sanitary sewer system upon approval of the City of Lake Elmo. (5) Any drain or conveyance that has not been documented in plans, maps or equivalent, and which may be connected to the stonn sewer system, shall be located by the owner or occupant of that property upon receipt of written notice of violation from the City of Lake Elmo requiring that such locating be completed. Such notice will specify a reasonable time period within which the location of the draM or conveyance is to be determined, that the drain or conveyance be identified as storm sewer. sanitary sewer or other. and that the outfall location or point of connection to the storm sewer system, sanitary sewer system or other discharge point be identified. Results of these investigations are to be documented and provided to the City of Lake Elmo. (C) Addition& Discharge Prohibitions: Any owner or occupant of property within the City of Lake Elmo shall comply with the following requirements: (1) Subsurface sewage treatment systems shall be maintained to prevent failure. Recreational vehicle sewage shall be disposed of to a proper sanitary waste facility. Mobile washing companies (carpet cleaning, mobile vehicle washing, et .) shall dispose of wastewater to the sanitary sewer. (4) All motor vehicle parking lots and private streets shall be swept, at a minimum, once a year in the spring to remove debris. Such debris shall be collected and properly disposed. (5) Fuel. chemical residue, household hazardous waste or other types of potentially harmful material shall be disposed of properly. (6) Objects, such as motor vehicle parts, containing grease, oil or other hazardous substances, and unsealed receptacles containing hazardous materials. shall not be stored in areas susceptible to runoff. (7) Any machinery or equipment that is to be repaired or maintained in areas susceptible to runoff shall be placed in a confined area to contain leaks, spills or discharges. 150.307 WATERCOURSE PROTECTION (A) Every person owning property through which a watercourse passes, or such person's lessee, shall keep and maintain that part of the watercourse within the property free of trash. debris, yard waste, excessive vegetation, and other obstacles that would pollute. contaminate, or significantly retard the flow of water through the watercourse. In addition, the owner or lessee shall maintain existing privately owned structures within or adjacent to a watercourse, so that such structures will not become a hazard to the use, function, or physical integrity of the watercourse. 150.308 INDUSTRLAI OR CONSTRUCTION ACTIVITY DISCHARGES (A) Submission of Notice of Intent (NOI) to the City of Lake Elmo. (1) Any person subject to an industrial or construction activity NPDES storm water discharge permit shall comply with all provisions of such permit. Proof of compliance with said permit is required in a form acceptable to the City of Lake Elmo prior to the allowing of discharges to the MS4. a) Industrial activity includes activities subject to NPDES Industrial Storm Water Permits as defined in 40 CFR, Section 122.26 (b)(14). b) Construction activity includes activities subject to NPDES Construction Pen -nits. These include construction projects resulting in land disturbance of one acre or more. Such activities include but are not limited to clearing and grubbing. grading. excavating. and demolition. The operator of a facility, including, construction sites, required to have an NPDES permit to discharge storm water associated with industrial activity shall submit a copy of the NOI to the City of Lake Elmo at the same time the operator submits the original NOI to the EPA as applicable. 6 (3 ) The copy of the NOI must be delivered to the City of Lake Elmo either in person or by mailing it to: Notice of Intent to Discharge Storm Water City of Lake Elmo 3800 Laverne Avenue S Lake Elmo, MN 55042 (4) A person commits an offense if the person operates a facility that is discharging ston-n water associated with industrial activity without havin.c.,, submitted a copy of the NOI to do so to the City of Lake Elmo. 150.309 REQUIREMENT TO PREVENT, CONTROL, AND REDUCE STORM WATER POLLUTANTS BY THE USE OF BEST MANAGEMENT PRACTICES (A) The City of Lake Elmo will adopt requirements identifying best management practices for any activity. operation, or facility which may cause or contribute to pollution or contamination of storm water, the storm drain system, or waters of the United States. The owner or operator of such activity, operation, or facility shall provide, at their own expense, reasonable protection from accidental discharge of prohibited materials or other wastes into the municipal storm drain system or watercourses through the use of these structural and non-structural BMPs. Further, any person responsible for a property or premise that is, or may be, the source of an illicit discharge, may be required to implement, at said person's expense, additional structural and non-structural BMPs to prevent the further discharge of pollutants to the MS4. Compliance with all terms and conditions of a valid NPDES permit authorizing the discharge of storm water associated with industrial activity, to the extent practicable, shall be deemed compliance with the provisions of this ordinance. These BMPs shall be part of a storm water management plan (SWMP) as necessary for compliance with requirements of the NPDES permit. 150.310 NOTIFICATION OF SPILLS (A) Notwithstanding other requirements °flaw, as soon as any person responsible for a facility or operation, or responsible for emergency response for a facility or operation has information of any known or suspected release of materials which are resulting or may result in illegal discharges or pollutants discharging into storm water, the storm drain system, or waters of the United States, said person shall take all necessary steps to ensure the discovery, containment, and cleanup of such release. In the event of such a release of hazardous materials said person shall immediately notify emergency response agencies of the occurrence via emergency dispatch services. In the event of a release of non -hazardous materials, said person shall notify the City of Lake Elmo in person or by phone no later than the next business day. If the discharge of prohibited materials emanates from a commercial or industrial establishment, the owner or operator of such establishment shall also retain an on -site written record of the discharge and the actions taken to prevent its recurrence. Failure to provide notification of a release as provided above is a violation of this ordinance. 7 150.311 RIGHT OF ENTRY (A) The City of Lake Elmo shall be permitted to enter and inspect facilities subject to regulation under this ordinance as often as may be necessary to determine compliance with this ordinance, including the right to set up, or require facilities owner to set up devices necessary to conduct monitoring and/or sampling of the facilities storm water discharge. 150.312 ENFORCEMENT (A) Enforcement (1) The City of Lake Elmo shall be responsible for enforcing this ordinance. (B) Penalties (1) Any person, firm or corporation failing to comply with or violating any of the provisions of this ordinance, shall be deemed guilty of a misdemeanor, and each day during which any violation of any of the provisions of this ordinance is committed, continued or permitted, shall constitute a separate offense. All land use and building permits shall be suspended until the applicant has corrected any and all violations. (C) Emergency Cease and Desist Orders (1) When the City of Lake Elmo finds that any person has violated, or continues to violate, any provision of this ordinance, or any order issued hereunder, or that the person's past violations are likely to recur, and that the person's violation(s) has (have) caused or contributed to an actual or threatened discharge to the MS4 or waters of the state which reasonably appears to present an imminent or substantial endangerment to the health or welfare of persons or to the environment, the City of Lake Elmo may issue an order to the violator directing it immediately to cease and desist all such violations. (D) Suspension Due to the Detection of Illicit Discharge (1) Any person discharging to the MS4 in violation of this ordinance may have their MS4 access terminated if such termination would abate or reduce an illicit discharge. Such suspension may also be imposed if it is necessary to stop an actual or threatened discharge which presents or may present imminent and substantial danger. (E) Violations Deemed a Public Nuisance (1) In addition to the enforcement processes and penalties provided, any condition caused or permitted to exist in violation of any of the provisions of this ordinance is a threat to public health, safety, and welfare, and is declared and deemed a nuisance, and may he summarily abated or restored at the violator's expense; and/or a civil action to abate, enjoin, or otherwise compel the cessation of such nuisance may be taken. 150.313 SENT ILITY (A) The provisions of this ordinance are severable. If any provision of this ordinance or the application of any provision of this ordinance to any circumstance is held invalid, such invalidity shall not affect other provisions or applications of this ordinance, which can be given effect without the invalid provision or application. 150.314 AUTHORITY (A) This article shall become effective upon its passage and publication in accordance with the law. Section 4. Adoption Date This ordinance shall become effective immediately upon adoption and publication in the official newspaper of the City of Lake Elmo, This Ordinance No. 2012-59 was adopted on this fifth day ofJune 2012, by a vote of Ayes and Nays. Mayor Dean Johnston ATTEST: Dean A. Zu1et4er City Administrator This Ordinance No. 2012-59 was published on the day of , 2012. 9 AMIN CITY Of-' LA K E ELMO MAYOR AND COUNCIL COMMUNICATION DATE: June 5. "'OP REGULAR ITEM: 13 MOTION AGENDA ITEM: Municipal Separate Storm Sewer System (MS4) Permit — Annual Public Meeting. and Accept the 2011 MS4 Annual Report Ryan Stempski, Assistant City Engineer Dean A. Zuleger. City Administrator SUBMITTED BY: THROUGH: REVIEWED BY: Jack Griffin, City Engineer SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to conduct the Annual Public Meeting required by the MS4 Permit and receive public input and comments. After receiving staff presentation and public comments, it is respectfully requested that the Council accept the 20 i 1 MS4 Annual Report and authorize staff to submit this report to the MPCA by June 30. 2012. BACKGROUND INFORMATION: The MS4 General Permit is mandated by the federal regulations under the Clean Water Act and administered by the Minnesota Pollution Control Agency. A municipal storm sewer system (,MS4) is a conveyance or system of conveyances (roads with drainage systems. municipal streets, catch basins. curbs. gutters, ditches, man-made channels, and storm drains) owned by a municipality. The MS4 program gives owners or operators of MS4's approval to discharge storm water to lakes, rivers and wetlands in Minnesota. The MS4 General Permit focuses on reducing, the pollution that enters these public systems and discharges to wetlands, streams and lakes (-waters of the state"). By federal rule, storm water systems in urhan areas are labeled Mandatory MS4s. The City of Lake Elmo is a Mandatory MS4 City. As a MS4 City, Lake Elmo is required to obtain and comply with a National Pollutant Discharge and Elimination System (NPDES) storm water permit. lo meet these requirements the City has prepared and is implementing a five year Storm Water Pollution Prevention Program (SWPPP) which specifies and outlines a series of best management practices intended to satisfy the permit requirements for each of six minimum control measures. The six minimum control measures are: 1. Public Education and Outreach 2. Public Involvement and Participation 3. Illicit Discharge Detection and Elimination 4. Construction Site Ston-n Water Controls 5. Post -Construction Storm Water Management for development and redevelopment 6. Pollution Prevention/Good Housekeeping for Municipal Operations in addition to these minimum measures, the City of Lake Elmo must address any impaired waters as identified by the USEPA list and review whether changes may be warranted in the City's Storm Water Pollution Prevention Program (SWPPP). STAFF REPORT: As part of the on -going permit requirements as a mandatory MS4 City, Staff has prepared the 2011 MS4 Annual Report and will present a summary report to the City Council and general public. The City must hold an Annual Public Meeting to encourage public discussion and participation regarding its storm water quality and steps it is taking to address the MS4 Permit requirements. Notice of this meeting was posted at City Hall and published in the Oakdale -Lake Elmo Review on May 23, 2012 (see attachment no. 1). Public input received will be considered for updating the City's Storm Water Pollution Prevention Program (SWPPP) and the meeting minutes will be incorporated into the City's final report. The 2011 MS4 Armual Report must he submitted to the MPCA by June 30, 2012. A copy of the City's Storm Water Pollution Prevention Program (SWPPP) is available on the City website. The Annual Public Meeting is scheduled to be held as part of the regular City Council meeting at City Hall. The agenda for this meeting will include: A Presentation about implementation of the City's Storm Water Pollution Prevention Program in 2011. Affording interested persons an opportunity to make oral statements concerning the Storm Water Pollution Prevention Program, Consideration of relevant written materials that interested persons submit concerning the Storm Water Pollution Prevention Program; and, Consideration of public input in making adjustments to the 2012 implementation plan for the Storm Water Pollution Prevention Program. Significant changes to the MS4 permit program requirements are anticipated in 2012. Staff actively monitors and tracks permit program changes and legislation related to storm water management. It is anticipated that there will he additional program requirements as mandated by the USEPA. the MPCA, and the Minnesota State Legislature. IYIS4 GENERAL PERMIT UPDATE: The City's MS4 General Permit was issued on June 1, 2006 and was set to expire on May 31. 20] 1. In December 2010, the City submitted its reapplication and associated fee (due 180 days prior to expiration) to remain in compliance with Federal/State Rules until the new Permit requirements are finalized. The MS4 Permit Program operates under a five year renewable cycle and is intended by Federal Rules to be a continuous improvement program with the first 5-year Permit focusing on "program developn2em". The last MS4 General Permit by the MPCA was issued in June 2006 and was set to expire on May 31, 2011. However, the USEPA/MPCA has not yet fully established the next 5-year program requirements. It is the MPCA's intent to have the final requirements in place by September or October 2012. The focus of these new requirements is stated to be "measuring implementation". Once in place, it will be an expectation that all 235 Minnesota MS4's (including Lake Elmo) prepare a new 5-year Storm Water Pollution Prevention Prow -am (SWPPP). This will likely be a significant work effort for the City. We anticipate an all new Permit format developed by the USEPA along with several new requirements and a new implementation focus. In addition to the new MS4 Permit, the Minnesota State Legislature has also become involved in storm water management. In 2009, legislation was passed to require the MPCA to develop a detailed inventory of all storm water ponds in Minnesota. This requirement will be passed on to local MS4 governments in the new Permit. These laws were enacted as a result of the coal tar - based sealants often found in ston-n water pond sediments. The schedule for the pond inventory requirements will be based on the issuance date of the next MS4 General Permit. expected in September or October, 2012. Finally, staff continues to monitor progress and potential impacts to Lake Elmo from seven (7) different TMDL studies; the Lake St. Croix TMDL, Brown's Creek TMDL part 1, Brown's Creek TMDL part 2, Lake Pepin TMDL, Mississippi River TMDL, Sunfish Lake TMDL, and Unnamed Creek (Armstrong to Wilmes) TMDL. Once these studies are finalized, the City will be required to revise its SWPPP to address waste load allocations established by each study for the City of Lake Elmo. 2011 MS4 REPORT HIGHLIGHTS: The City's annual implementation of its Storm Water Pollution Prevention Program (SWPPP) addresses all permit requirements through six minimum control measures as outlined below. MCM 1 and 2: Public Education & Outreach. Public Involvement & Participation: The City continues to be a member of the East Metro Water Resource Education Program (EMWREP). which continues to be a high value, low cost solution to address many of the educational and public outreach requirements of the City's permit program. More specifically, the EMWREP partnership covers the majority of Minimum Control Measures 1 and 2 (Public Education, Outreach. Involvement, and Participation). A copy of the EMWREP Annual Report has been included as attachment No. 2 in this report. Lake Eli -no Staff has also created educational materials for the public on storm water hest management practices (available at City Hall. in City Nevsrsletters, or on the City's website). MCM 3: Illicit Discharge Detection and Elin2ination: City Staff has completed an Illicit Discharge and Connection Ordinance. Approval was received from the Lake Elmo Planning Commission on May 14. 2012. The City Council will consider adoption of this ordinance at the June 5, 2012 City Council Meeting. As part of the MS4 Outfall Inspections, Public Works staff inspected potential contamination sites within the City (mining sites, sites with large stockpiles. etc.). A complete list of potential contamination sites to be inspected annually is being developed by Public Works. MCM 4: Construction Site Storm Water Controls: Enforcement of building and construction site erosion control continues to be a high priority to bring builders/contractors into compliance through check lists and enforcement guidelines. This past year, there were 9 -violations cited to builders for non-compliance to the City's Erosion and Sediment Control Ordinance. MCM 5: Post -Construction Storm Water Management for development and redevelopment: Planning and engineering staff continue to develop and implement storm water BMP design standards to address storm water quality improvements for projects, redevelopment and development activities throughout the City. As part of this initiative, new rain gardens are constructed each year along with the City's street improvement program. Twelve (12) rain gardens were constructed in 2011 with approximately 16 rain gardens being planned in 2012. As part of the project design, staff looks for opportunities to address storm water quality issues in sensitive high priority areas. Additional storm water management initiatives are implemented as the opportunities arise. For example, two rain gardens were identified and designed along Kindred Court to assist in con-ecting- an existing drainage issue, and as staff reviews Building Pernnts, applications are consistently reviewed for adherence to maximum allowed impervious surface areas. In OP Districts, engineered rain gardens and pervious pavements are installed by applicants requesting an additional 5% of impervious surface. MCM 6: Pollution Prevention/Good Housekeeping for Municipal Operations: The Public Works Department completed inspection of a minimum of 20% of the MS4 Outfalls again this spring. They completed inspections in the southwest quadrant of the City. Inspections and follow-up maintenance prioritization lists were developed and are available upon request at the Public Works Building, Public Works also keeps a list of all the storm water maintenance activities completed throughout the year (structure repair, street sweeping, ditch cleanout, BMP maintenance. and drainage issues, etc.). A storm water system Capital Improvement Program is being developed by Public Works from the inspections and maintenance program, allowing Public Works to better identify annual budget requirements going forward. RECOMMENDATION: Based upon the above staff report, the City Council is respectfully requested to consider accepting the MS4 Annual Report for 2011, and authorizing staff to submit this report to the MPCA by June 30, 2012. The recommended motion for this action is as follows: "Move to accept the Municipal Separate Storm Sewer System (MS4) Annual Report for 2011, and authorize staff to submit this report to the MPC4 by June 30, 2012." ATTACHMENTS: 1. Notice of MS4 Annual Public Meeting 2. 2011 MS4 Annual Report 3. EMWREP Annual Report CITY OFLAKE ELMO NOTICE OFANNUAL PUBLIC MEETING ON THE CITY STORM WATER POLLUTION PREVENTION PROGRAM Notice is hereby given that the City Council of Lake Elmo will meet at City Hall at 7:00 p.m. on Tuesday, June 5, 2012, to conduct a public meeting to encourage public discussion and participation regarding its storm water quality and Storm Water Pollution Prevention Program. AI987Amendment tothe Federal Clean Water Act required implementation ofatwo-phase comprehensive national program to reduce pollution from storm water runoff. A National Pollutant Discharge Elimination System (NPDES) permit from the Minnesota Pollution Control Agency (MPCA) is required as part of this program. The permit identifies a number of measures that must be met or implemented byeach community. The six minimum measures are: " Public Education and Outreach ° Public Involvement and Participation ° Illicit Discharge Detection and Elimination ° Construction Site Storm Water Controls " Post -Construction Storm Water Management for development and redevelopment w Pollution Prevention/Good Housekeeping for Municipal Operations The[itys Storm Water Pollution Prevention Program (SWPPP) specifies best management practices intended tosatisfy the permit requirements for each of the minimum measures. As part of this program, the City is required to hold an annual meeting to encourage public discussion and participation regarding its storm water quality and steps it istaking to address the six minimum control measures. Acopy ofthe SVVPPPisavailable onthe City webdteorbycontacting the City Engineer, Anannual report will be submitted to the MPCA in June 2012. The minutes of the annual public meeting will be incorporated into the []ty'sannual report. The meeting will be held as part of the regular city council meeting at City Hall. The agenda for this meeting will include: l)APresentation about implementation ofthe Ot 'sSurfaceVvaterPuUodon Prevention Program in 2011, 2) Affording interested persons the opportunity to make oral statements concerning the Storm Water Pollution Prevention Program, 3)Consideration ofrelevant written materials that interested persons submit concerning the Storm Water Pollution Prevention Program; and, 4)Consideration ofpublic input inmaking adjustments tothe 2Ol2implementation plan for the Storm Water Pollution Prevention Program. DATED: May 5'20IZ 8YORDER OFTHE LAKE E0NOCITY CLERK Sandie Thone, City Clerk (Publishedinthe Oakdale -Lake Elmo Review nnMay 23, 20I2y Minnesota Pollution Control Agency 520 Lafayette Road North St. Paul, MN 55155-4194 54 nnual e ort for 2 Municipal Separate Storm Sewer Systems ( Reporting period January 1, 2011 to December 31, 2011 Due June 30, 2012 Doc Type: Permitting Annual Report Instructions: By completing this mandatory MS4 Annual Report form, you are providing the Minnesota Pollution Control Agency (MPCA) with a summary of your status of compliance with permit conditions, including an assessment of the appropriateness of your identified best management practices (BMPs) and progress towards achieving your identified measurable goals for each of the minimum control measures as required by the MS4 Permit. If a permittee determines that program status or compliance with the permit can not be adequately reflected within the structure of this form additional explanation and/or information may be referenced in an attachment. This form has significant limitations and provides only a snap shot of MS4 compliance with the conditions in the permit. After reviewing the information, MPCA staff may need to contact the permittee to clarify or seek additional information. Submittal: This MS4 Annual Report must be submitted electronically to the MPCA using the submit button at the end of the forrn, from the person that is duly authorized to certify this form. All questions with an asterisk (") are required fields (these fields also have a red border), and must be completed before the form will send. A confirmation e-mail will be sent in response to electronic submissions. If you have further questions, please contact one of these MPCA staff members (toll -free 800-657-3864): • Joyce Cieluch • Scott Fox • Amy Garcia 218-846-8126 651-757-2368 651-757-2377 General Contact Information :".`'F;ecyur€<, *Name of MS4: City of Lake Elmo *Mailing address: 3800 Laverne Avenue N *City: Lake Elmo *Phone (including area code): 651.233,5410 *Contact name: Ryan Stempski *State: MN "Zip code: 55042 *E-mail: ryan.stempski©focusengineering.com Minimum Control Measure 1: Public Education and Outreach [V.G.1] A. The permit requires each permittee to implement a public education program to distribute educational materials to the community or conduct equivalent outreach activities about the impacts of stormwater discharges on water bodies and steps that the public can take to reduce pollutants in stormwater runoff, [Part V.G.1,a] Note: Please indicate which of the following distribution methods you used. Indicate the number distributed in the spaces provided (enter "0" if the method was not used or "NA" if the data does not exist): Media type Example: Brochures: Brochures: Newsletter: Posters: Newspaper articles: Utility bill inserts: Radio ads: Television ads: Cable Access Channel: Other: Other: Other: Number of media 3 different brochures 4 different brochures Lake Elmo Newsletter 0 Lillie Review 0 0 0 0 Circulation/ Number of times published Audience published 5 times about 10,000 always available at City Hall about 7.000 published 14 articles about 7,000 published 52 articles N/A vvww.pca.state.mn.us • 651-296-6300 • 800-657-3864 • TTY 651-282-5332 or 800-657-3864 • Available in alternative formats wq-strm4-06 • 3/9/12 Page 1 of 5 B. *Do you use a website as a tool to distribute stormwater educational materials? What is the URL: www.mnwcd.org/emwrep, www.lakeelmoorg C, E. If you answered yes in question B. above, do you track hits to the website? How many hits were to the stormwater webpage: City website = 29 average hits page / month *Did you hold stormwater related events, presentations to schools or other such activities? If yes, please describe: St, Croix Valley Garden Tour - July 16 & 17. Annual Rain Garden Neighborhood Meeting Ej Yes DNo D Yes 0 No Yes 0 No "Have specific messages been developed and distributed during this reporting year for Minimum Control Measure (MCM): MCM 1: Yes 0 No MCM 2: 1Yes 0 No MCM 3: Yes 0 No MCM 4: El Yes 0 No MCM 5: tlYes El No MCM 6: lJYes 0 No F. *Have you developed partnerships with other MS4s, watershed districts, local or state governments, educational institutions, etc., to assist you in fulfilling the requirements for MCM 1? G. List those entities with which you have partnered to meet the requirements of this MCM and describe the nature of the agreement(s): (Attach a separate sheet if necessary.) East Metro Water Resource Education Program - Contract to provide education and public outreach Washington Conservation District - Assist in rain garden distribution materials "Have you developed methods to assess the effectiveness of your public education/outreach program? If yes, please describe: Number of property owners enrolled in the Annual Rain Garden Program Number of hits on the storm water pages of the City website Amount of brochures at City Haf taken by residents Minimum Control Measure 2: Public Participation/Involvement [V.G.2] A. *Did you hold a public meeting to present accomplishments and to discuss your Stormwater Pollution Prevention Program (SWPPP)? [Part V.G.1,e] If no, explain: B. What was the date of the public meeting (mm/dd/yyyy): 06/07/2011 C. How many citizens attended specifically for stormwater (excluding board/council members and staff/hired consultants)? 0 D. Was the public meeting a stand-alone meeting tor stormwater or was it combined with some other function (City Council meeting. other public event, etc.)? E.Each permittee must solicit and consider input from the public prior to submittal of the annual report. Did you receive written and/or oral input on your SWPPP? [Part V.G.2.b.1-3] F. *Have you revised your SWPPP in response to written or oral comments received from the public, since the last annual reporting cycle? [Part V.G.2.c] If yes, describe: (Attach a separate sheet if necessary) 0 Yes El No Yes LINo E] Yes 0 No 0 Stand-alone 0 Combined 0 Yes Ej No Yes 0 No www.pca.state.mn.us • 651-Z96-6300 • 800-657-3864 • TTY 651-Z82-5332 or 800-657-3864 • Available in alter wq-strm4-06 • 3/9/12 ative formats Page 2 or 5 NiOjrnu0n Control Measure 3; Illicit Discharge Detection and Elimination [V.G.3] The permit requires permittees to develop, implement. and enforce a program to detect and eliminate illicit discharges as defined in 40 CFR 122.26(b)(2). You must also select and implement a program of appropriate BMPs and measurable goals for this minimum control measure. A, 'Did you update your storm sewer system map? []Yen nXNo If yes, please explain which components (ponds, pipes, outfalls, waterbodies, etc.) were updated/added: Note: The storm sewer system map was moecompleted byJune 342DDO[Part K{l3.a] U, *Have you modified the format inwhich the map isavailable? C� If yes, indicate the new format: ElHardnopyonly []G|Ssystem MCAD E]Other system: D. *Have you established an ordinance orother regulatory mechanism m prohibit illicit discharges and/or nnn'stonnwa»ardischarges from entering the MO4? Note: The permit required the ordinance or other regulatory mechanism to be established by June 30' 20/0['arl KG.3.t], E, |fyes, indicate which mechanism you have oa1ab|iahed� MXO,dinanoe [3Re8u|m^ory F, If you answered yes in question D above, provide the date the ordinance or other regulatory mechanism was adopted (nnm/dd/yyyy): 6/5/2012 G, *Did you inspect for illicit discharges during the reporting year? H. If you answered yes in question G above, did you identify any illicit discharges? i If you answered yes in question H above, how many illicit discharges were detected during the reporting period: J, |fyou answered yes inquestion | above, did the illicit discharge result inanenforcement action? If yes. what type ofenforcement ecxion(o)was taken (check all that opp|y): ElVerbal warning [] Notice nfviolation El Fines [ICriminal action El Civil penalties E] Other (describe): []Yes 0Nn ZYes []No Yes []No Yes Fx� No Minimum Control Measure 4: Construction Site StQrmvvater RuDoffPV'��.4l - The permit requires that each permittee develop, implement, and enforce a program to reduce pollutants in any stormwater runoff to your small MS4 from construction activities within your jurisdiction that result in a land disturbance of equal to or greater than one acre. including the disturbance of less than one acre of total land area that iapart ofalarger common plan nf development or sale if the larger common plan will ultimately disturb one or more acres, [Part V,G.4.] A. The permit requires anerosion and sediment control ordinance urregulatory mechanism that must include sanctions 0» ensure compliance and contains enforcement mechanisms [Part V.G,4.al. Indicate which of the following enforcement mechanisms are contained in your ordinance or regulatory mechanism and the number of actions taken for each mechanism used during the reporting period (enter "0" if the method was not used or "NA' it the data does not exist). Check all that apply. Enforcement mechanism MXVerbal waminps &Q Notice ofviolation [] Administrative orders MX8mp-workorders MFinea MX Forfeit ofsecurity of bond money MXVVhhho|dinpnfcertificate ofoccupancy P7 Criminal actions MX Civil penalties M Other: °=w.pca.st",e.mn.m ` 651z96'6300 ^ 800-657`3864 ~ nY 651'282-5332 ormm'us7'zem ^ Ava/mblem a^emati"emnnut$ w9-strm*'06,3/9//2 mnp3of5 B. *Have you developed written procedures for site inspections? FXYeu []No C, *Have you developed written procedures for site enforcement? ZYez R No O *Identify � 2 the reporting period yoer E. *On average, how frequently are construction sites inspected (e.g,weekly. monthly, mc.)? Weekly F *How many inspectors, at any time, did you have available to verify erosion and sediment control |i at 1 compliance � Minimum Control Measure 5: Post -construction Stormwater Management in New Development and Redevelopment [V.G'5]�-�e�ui~a��ers` The permit requires each permiftee to develop, implement, and enforce a program to address stormwater runoff from new development and redevelopment projects within your jurisdiction that disturb an area greater than or equal to one acre, including projects less than one acre that are part e |argercommon plan ofdevelopment orsale that discharge into your small MG4,Your program must ensure that controls are in place that would prevent orreduce water quality impacts. You must also select and implement a program of appropriate BMPs and measurable goals for this minimum control measure. Note- The IVIS4permit requirements associated with this minimum control measure were required to be fully developed and implemented byJune JV`2OW A. *Have you established design standards for stormwater treatment BlVlPs installed as aresult of Yes El No post -construction requirements? 8 *Have you developed pmoodunao for site plan review which incorporate consideration of water FX1 Yes [] No quality impacts? C, *How many pn�o�shave youreviewed du�nq�onapo�ingperiod tnensure adequate |nng�e,m opena�onan�maintonanomofpermanent monnwata,treatment BwPsinstalled aaaresult of post -construction requirements? [Part V£5.b.andPart V,G.5z8. 3 D, *Do plan reviewers use achecklist when reviewing plans? ZYes []No E, *How are you funding the long-term operation and maintenance of your stormwater management system? (Check all that apply) F1 Grants 9 Stormwater utility fee [] Taxes M Other: Minimum Control Measure 6:Pollution Prevention/Good Housekeeping forMunicipa\ Operations [V.G.6l The permit requires each MS4 to develop and implement an operation and maintenance program that includes a training component and has the ultimata goal o[preventing or reducing pollutant runoff from municipal operations, Your program must include employee training to prevent and reduce stormwater pollution from activities, such as park and open space maintenance, fleet and building mniotenanna, new construction and land disturbances. and stornwmosrsystem maintenance. A, ^|ndi:atethe total number pf structural pollution control devices (for example -grit chambers, sumps, floatable skimmers, etc,) vAthin your IVIS4. the total number that were inspected during the reporting period, and calculate the percent inspected. Enter "0' if your MS4 does not contair structural pollution control devices nrnone were inspected. Enter ~NA"Kthe data does not exiat ^Toto|numbe, \ 'Number inspected *Percentage *Structural pollution control devices: 4 4 100 B. *Did you repair. replace. or maintain any structural pollution contrai devices? []Yau 0 No C, *For each BMPbelow, indicate the total number within your MS4.how many ofeach 8MPtype were inspected and the percent inspected during the reporting period. Enter "0" if your MS4 does not contain BlVlPoornone were inspected. Enter "NA 'Uthe data does not exist: Strvctu^gFaci|itvtvpo Total number ( *Number inspected *Percentage `Quda||s»oreceiving we/em� ! 125 | 25 21'lla 'Sedimenubaoina/pundu� | 69 14 20% / *Total 195 40 21 D, [fthe 8IVIPoinspected inC. above, did you include any privately owned BlVlPsinthat number? E]Yeo MXNn W~W.pC2.5tute.mn.us ^ 651'I96'6300 ^ 80}657']864 , TT, 651'I92-5311I vr88V 657'386* ' ma|iaNrin "ttrrnodvcmrmas egp4o/5 Section 7: Impaired Waters Review The permit requires any MS4 that discharges to a Water of the State, which appears on the current U. S. Environmental Protection Agency (EPA) approved list of impaired waters under Section 303(d) of the Clean Water Act, review whether changes to the SWPPP may be warranted to reduce the impact of your discharge [Part IV.D]. A. 'Does your MS4 discharge to any waters listed as impaired on the state 303 (d) list? IJ Yes 0 No B. 'Have you modified your SWPPP in response to an approved Total Maximum Daily Load (TMDL)? 0 Yes 0 No if yes, indicate for which TMDL: Section 8: Additional SWPPP Issues A. 'Did you make a change to any BMPs or measurable goals in your SWPPP since your last report? [Part V.H.] B. If yes. briefly list the BMPs or any measurable goals using their unique SWPPP identification numbers that were modified in your SWPPP, and why they were modified: (Attach a separate sheet if necessary) El Yes 0 No C. 'Did you rely on any other entities (MS4s, consultants, or contractors) to implement any portion [j Yes 0 No of your SWPPP? If yes, please identify them and list activities they assisted with: East Metro Water Resource Education Program (EMVVREP) - Assisted w / education, meetings, newsletters, newspaper articles, and targeted mailings for MCM 1 & 2. Washington Conservation District - Assisted w / Rain Garden BMPs Owner or Operator Certification The person with overall administrative responsibility for SWPPP implementation and Permit compliance must certify this MS4 Annual Report. This person must be duly authorized and should be either a principal executive (Le., Director of Public Works, City Administrator) or ranking elected official (i.e., Mayor, Township Supervisor). *Yes - I certify under penalty of law that this document and all attachments were prepared under my direction or supervision in accordance with a system designed to assure that qualified personnel properly gathered and evaluated the information submitted. Based on my inquiry of the person or persons who manage the system. or those persons directly responsible for gathering the information, the information submitted is. to the best of my knowledge and belief, true, accurate. and complete (Minn. R. 7001.0070). I am aware that there are significant penalties for submitting false information, including the possibility of fine and imprisonment (Minn. R. 7001.0540). *Name of certifying official: Dean A. Zuleger "Title: Lake Elmo City Administrator 'Date: (mm/dd/yyyy) Submit www.pcastate.mmus • 651-296-6300 • 800-657-3864 • 1Y 651-282-5332 or 800-657-3864 • Available in alternative formats wa-strm4-06 • 3/9/12 Page 5 Of 5 2011 Annual Report Background: The East Metro Water Resource Education Program (EMWREP) is a partnership that was formed in 2006 to develop and implement a comprehensive water resource education and outreach programfor the east metro area of St. Paul, MN. Current members ofEMWREP include Brown's Creek, Carnelian -Marine -St Croix, Comfort - Lake Forest Lake, Rice Creek, Ramsey -Washington Metro, South Washington, and Valley Branch Watershed Districts, Middle St. Croix Watershed Management Organization, the cities of Cottaue Grove, Dellwood, Forest Lake, Lake Elmo, Stillwater, and Willemie, West Lakeland Township, Washington County and the Washington Conservation District. The EMWREP region covers all of Washington County as well as the portions of Valley Branch and Comfort Lake - Forest Lake Watershed Districts that stretch into Anoka. Chisago and Ramsey Counties. A map and list of EMWREP partners can be found at www.mnwcd.oruicicanwater. Purpose: The purpose of the EMWREP partnership is to educate the public and various other target audiences within the EMWR.EP region about the impacts of non -point source pollution on local lakes, rivers, streams, wetlands and groundwater resources and engage people in projects that will help to protect and improve water quality in the region. Partnership Structure: EMWREP is guided by a steering committee comprised of representatives from each of the 17 partner organizations. The committee generally meets twice a year to provide recommendations on the program budget and activities. Thc EMWREP educator sends a quarterly c-newsletter to all partners' staff, council members and hoard members, and communicates one-on-one with individual partners on projects throughout the year. The EMWREP education plan is revised every two to three years to accommodate changing priorities and new target audiences. In addition. the EMWREP educator prepares an annual report on program activities and provides outreach data and statistics for partners' MS4 Permit reports. All EMWREP reports, plans, print materials and news articles are available on-line at ww\A-mmvcd.orfa/emwre.n. Summary of 2011 EMWREP Education Programs: A wan of EMWREP priority areas for 2011 is included at the end of this report. General Education Camnaign: EMWREP engages in a number of activities aimed at increasing awareness of water resource issues, promoting a conservation ethic among local residents, and catalyzing behavior change. Many of these activities are accomplished in partnership with existing government, non-profit, and community based groups, as well through local media outlets. The general education campaign is also used to promote targeted outreach efforts and partner BMP programs. Outreach activities in 2011 included community events, student prop:anis, mailings, newspaper columns, press releases, city newsletter articles, websites and social media. EMWREP also took part in the WaterShed Partners Clean Water Minnesota media campaign and launched the "Save the Fish" marketing campaign. Blue Thumb Program: The Blue Thumb — Planting for Clean Water® program (www.BlueThurnb.org) is a dynamic coalition of more than 85 partner organizations working together to raise awareness about stormwater pollution and encourage homeowners to plant native gardens, raingardens and shoreline projects to protect surface and groundwater resources. EMWREP uses Blue Thumb to promote partner BMP programs. This outreach is a critical component of an adaptive ecosystem management approach that connects outreach with project implementation and water monitoring. During 2011, EMWREP hosted Blue Thumb workshops in North St. Paul, Scandia, Stillwater and Woodbury, in addition to giving presentations in many other communities in the area, and participated in several local events, including the Family Means St. Croix Valley Garden Tour and the Phipps Artful Raingardens Project. Additionally, Blue Thumb partners had prominent exhibit space in the Eco Experience at the Minnesota State Fair. Outreach this year has resulted in 128 new projects being initiated within the eight EMWREP partner watersheds. Go Wild!: Go Wild (www_mnwed.org/gowild) is a new program. still under development. to engage rural property owners. The goal is to leverage public interest in birds and wildlife to engage people in planting and habitat improvement projects in targeted areas that will also reduce erosion and non -point source water pollution. A key component of this program is collaborative outreach with local non -profits and sportsmen groups such as Ducks Unlimited, Pheasants Forever and Audubon Minnesota. EMWREP hopes to support the outreach conducted by these groups, to help connect landowners with additional resources available through EMWREP partners, and to encourage projects that protect water as well as improving wildlife habitat. In 2011, EMWREP completed preliminary audience research. hosted a bird habitat workshop in central Washington County, and participated in the Hugo Peed Mill Open 1-louse and MN Outdoor Youth Expo coordinated by the Wild Wings Hunt Club in Hugo. We also used city newsletters and websites to begin promoting services for rural landowners. Blue Biz: The Blue Biz program consists of a website (www,cleanwaterMN.orgibusinesses) and outreach materials that partners can use to engage commercial property owners in BMP projects. The EMWREP educator also works with partners to target specific property owners as needed. In 2011, two commercial entities identified in South Washington Watershed District's Hwy 61 subwatershed assessment - Target and the school district's service center — inititated infiltration projects. Plans are underway to work with two businesses in Stillwater in 2012 as well. Stormwater Stormwater U is a technical training series for municipal staff and contractors, including engineers, planners, inspectors and public works. Stormwater U workshops are hosted in collaboration with University of Minnesota Extension and the Minnesota Erosion Control Certification Program. This year, EMWREP collaborated on a Turf Management workshop and three raingarden design and installation courses for contractors during the spring, as well as two erosion control seminars during the summer. Presentations were also given at Woodbury and Washington County Public Works trainings. NEMO: The Northland NEMO program (Non -point Education for Municipal Officials - www.northianditcmoorg) provides local elected officials and decision makers with resources and information to make informed decisions about land use and water quality in their communities. Northland NEMO is hosted by the University of Minnesota Extension and EMWREP is one of more than a dozen partner organizations. Program offerings include several basic presentations, as well as the interactive Watershed Game. During the spring of 2011. EMWREP conducted a focus group session with local communities as part of the St. Croix Basin Minimal Impact Design Standards (M1DS) grant project and gave presentations to the West Lakeland Planning Commission and the Cottage Grove Environmental Planning Commission. EMWREP also helped to organize the third annual Workshop on the St. Croix River, which was attended by nearly 1 00 local decision makers. MS4 Month: EMWREP developed the MS4 Toolkit www.cleanwatemin.ora/MS4toolkit) with a grant from the Minnesota Pollution Control Agency. The toolkit includes educational materials that partners can use to meet the six minimum control measures in the MS4 permit, such as brochures, posters, slide shows, training. videos and more. In addition to the on-line materials, training videos for parks and public works staff and pop-up banners for community events are available partners to borrow. EMWREP continues to provide basic website maintenance for the MS4 toolkit and to occasionally add new materials to the kit as they are developed. MS4 STORMWATER POLLUTION PREVENTION PROGRAM Correlating Minimum Control Measures with EMWREP Programs and Audiences 1. Public Education and Outreach • General Education Campaign (general public) Blue Thumb (homeowners) • Go Wild! (rural landovvners) • Blue Biz (commercial property owners) 2. Public Participation • General Education Campaign • Blue Thumb • Go Wild! • Blue Biz 3. Illicit Discharge Detection and Elimination • General Education Campaign • MS4 Toolkit (multiple audiences) 4. Construction Site Storm Water Runoff Control • Stormwater U (municipal staff and contractors) MS4 Toolkit 5. Post Construction Storm Water Management • Stormwater U • NEMO (local elected officials and decision makers) • Blue Biz • MS4 Toolkit 6. Pollution Prevention and Good Housekeeping n Municipal Operations • Stormwater U • MS4Toolkit 4 2011 Program Activities and Highlights Public Education: General public education and outreach activities in 2011 included community events, student programs, mailings, newspaper columns, press releases, city newsletter articles, websites and social media. EMWREP also took part in the WaterShed Partners Clean Water Minnesota media campaign and launched the "Save the Fish" marketing campaign. Save the Fish: This summer, EMWREP worked with the St. Croix River Association and Lift Bridge Brewery to create the "Save the Fish" campaign. JJ Taylor Companies distributed 100,000 drink coasters to 11FT; Dfjt bars and restaurants in the St. Croix Valley between June and July. Coasters directed people to the wow, 11,1 StCroix360.com newly created \A'Avw.stcroix360xor1 : to sign up for an e-newsletter. be entered to win prizes, and learn about protecting, water quality. " - so' FLIPTHE R0 111WINI VEEP TIE ElSri Bain, la.ta TIE T. CliG7,!: Mar e. Community events: EMWREP reached more than 5000 people at local community events including: • Power's Lake Trees workshops, March 1-2 (65) • Washington County Fair, Aug. 3-7 (5000) • Cottage Grove Public Works Open House, Sept. 15 (500) • Newport Community Buckthorn Pull, Oct. 29 (40) Student Programs: EMWREP participated in several water education programs during 2011 for K-12 students: • Da Vinci Festival, Stillwater1SD - Jan. 8 (2500 K-12 students and parents) • MN Youth Outdoor Expo, Hugo, May 21-22 (50 K-12 students and parents) • OH Anderson Field Day, Mahtomedi —May 13 (100 3rd-5th grade students) • Children's Water Festival, St. Paul — September 28 (175 5111 grade students) Friends pose as native flowers at the 2011 Washington County Fair. Proiect WET Teacher Training: EMWREP sponsored a teacher training at Valley Creek ELC in June. Twenty-five teachers from South Washington School District attended. - Left: April Rust, MDNR. instructs a group of teachers on watershed science for their classrooms. Storm Drain Stenciling: On July 18, EMWREP worked with Minnesota Conservation Corps to stencil storm drains in downtown Stillwater. Targeted Mailings: Postcards andior letters were sent to 2540 residences during the year to advertise workshops and opportunities, including: • 2000 homeowners in RWMWD near Battle Creek Lake and Tamarack Swamp • 300 homeowners in VBWD near Silver Lake •180 homeowners in MSCWMO near Lily Lake • 60 landowners in southern Washington County identified by the Top5OP! project Newspaper articles: The EMWREP educator writes weekly articles (52 per year) for several local papers. These articles can be found on-line at the East Metro Water blog httryheastmen-owater.areavoices.com. In addition, the articles were printed in the following papers: • Valley Life - 49,000 readers in Stillwater, Bayport, Oak Park Heights, Stillwater Township, Afton, Lakeland, Marine, Hugo, Lake Elmo, Houlton, Somerset and New Richmond. • Lillie Reviews —34,392 readers in Oakdale, Lake Elmo, North St. Paul, Maplewood, White Bear Lake, White Bear Township, Gem Lake, Western Mahtomedi, and Landfall. (Articles are occasionally printed in Lillie owned papers outside the EMWREP area as well, reaching another 83,608 readers.) • South Washington County Bulletin — 861 6 readers in Cottage Grove, St. Paul Park, Newport and Grey Cloud. • Oakdale Patch — on-line newspaper with 6700 monthly readers, 312 facebook followers and 270 Twitter followers • Stillwater Patch - on-line newspaper with 6434 monthly readers, 613 facebook followers and 302 Twitter followers • Woodbury Patch — on-line newspaper with 8243 monthly readers, 813 facebook followers and 393 Twitter followers East Metro Water -Slog 4., Press releases: Several other papers print press releases and news articles from EMWREP one to five times per year. including: • Hugo Citizen - 10,000 readers • Forest Lake Times — 13,029 readers • Scandia Messenger — 1075 readers • Woodbury Bulletin — 7811 readers • Pioneer Press — 185,736 weekday readers 6 Citv newsletter articles: Information about water resources and EMWREP partner activities reached more than 175,000 people through community newsletters in 2011: • Afton (pop. 2800) o March — Go Wild! Program; WCD Tree Sale; Septics and flooding info; Bird Workshop o Anril — Rain barrel sale; Buckthorn grants o June — Artful Raingardens; Si. Croix River Paddle o Jule — St. Croix Garden Tour; St, Croix Paddle; Artful Raingardens; Save the Fish o Sept. — Native plant sales o Oct. — Fall leaf raking • Bayport (pop. 3200) o March — Green Streets grant project • Baytown (pop. 1.970) - "Baytown Neighbors" goes to 140 households) o May — Well water testing • Cottage Grove (pop. 34.000) o April — Blue Star Award o :July — Car washing o Aug. — Phosphorus in the Mississippi River • Lake Elmo (pop. 7647) o Anril — WCD tree and rain barrel sale: septic sytems o Sent. — Blue Star Award; Stormwater pollution prevention • Lake St. Croix Beach (pop. 1051) o March — Go Wild! o April — Axdahl's Raingarden workshop; pesticide use o julv — Lawn care Lakeland• (pop. 1630) o March — Go Wild! o May — Phosphorus and St. Croix o July — Summer calendar of water events o Aug — Save the Fish o Sept — Fall native plan sales • Mahtomedi (pop. 8000) c Anril — June — Axdahl's Raingarden Workshop — Sept — Stormwater pollution o Oct — Dec — Rake for Lakes Sake • Newport (pop. 3715) o Spring — Stormwater pollution prevention • Oak Parks Heights (pop. 4724) o Second ouarter — Axdahl's Raingarden Workshop o Third ottarter — Calendar of summer water events: Groundwater protection • Oakdale (pop. 27.300) o Scot Nov, - Fall yard care 7 • Stillwater (pop. 18,000) o — Axdahl's raingarden workshop • West Lakeland (pop. 3547) o iv1=h — Go Wild!: Blue thumb spring events • Woodbury (pop. 57345) o F — Blue Thumb workshop o — Native plant sale o — Fall yard care Websites and Social Media: EMWREP uses several websites to provide information and resources for the public and also uses social media, such as facebook, twitter and the East Metro Water blog to reach people in the community: • Between Jan. 1 and Nov. 1, 2011. the Washington Conservation District website received 10,118 visits from 4,832 visitors. EMWREP programs and partners are featured on several pages within the website, including and WCD has 74 followers on facebook. • The Blue Thumb website .:1) received 24,873 visits from 17,926 visitors. Blue Thumb has 526 friends on facebook. • The Clean Water Minnesota website received 3661 visits from 2880 visitors. • The East Metro Water Blog ) averages 92 readers per week. Clean Water Minnesota Media Campaign: EMWREP is one of 65 partners in the WaterShed Partners, an innovative. dynamic. coalition of public, private and non-profit organizations in the Twin Cities metro arca that work collaboratively to teach residents • .... how to care for area waters, WaterShed Partners coordinate the Clean Water Minnesota Media Campaig,I1, maintain the website and MS4 Toolkit, and have prominent exhibit space in the DNR Building at the Minnesota State Fair. 2011 Media Campaign activities included ... on television (Cable & Channel 45). at sporting events (MN Twins Radio & St. Paul Saints TV), and on Minnesota Public Radio. During 2011 WaterShed Partners also began developing the new which will help communities to engage their citizens in stormwater pollution prevention efforts such as building raingardens, sweeping up grass clippings, redirecting downspouts and using less fertilizer. The Clean Water Challenge will also provide a way for communities to track and measure the impact of their outreach. Media activities in 2011 generated more than 6 million impressions. Blue Thumb: During 2011. EMWREP hosted Blue Thumb workshops in North St. Paul, Scandia, Stillwater and Woodbury, in addition to giving presentations in many other communities in the area. EMWREP also participated in several local events, including the Family Mean St, Croix Valley Garden Tour and the Phipps Artful Raingardens Project. Additionally, Blue Thumb partners had prominent exhibit space in the Eco Experience at the Minnesota State Fair. Outreach this year has resulted in 128 new projects being initiated. Workshops. meetings and presentations: In 2011, 375 people attended EMWREP sponsored Blue Thumb workshops, open houses and presentations. • Presentation (West Lakeland Columbine Garden Club), Feb 5 people) • Workshop (Silver Lake. North St. Paul), Feb. 28 (1..1) • Lily Lake Open House (Stillwater), March 7 (40) • Workshop (Oakdale & Woodbury), March 8 (43) • Workshop (Scandia), Apri] 12 (34) • Presentation (FIS in Woodbury). April. 19 (15) • Env. Sustainability Workshop (Woodbury). Apri] 22 (50) • Presentation (White Bear Lake Unitarian in Mahtomedi), May 18 (25) • Presentation (lzaak Walton League in Mahtomedi). May 19 (15) • Workshop (Axdahl's in Stillwater), May 21 (25) • Presentation (Heritage Glen HOA in Woodbury), Oct. 18 (50) • Presentation (Lion's Club in Stillwater). Nov. 1 (50) Community Events: EMWREP reached around 300,000 people at local community events and Blue Thumb partner events. • Master Gardener Spring Fling, March 12 (300) • Lakes Area Expo (Forest Lake). April 30 (50) • Master Gardener Plant, Sale (Lake Elmo), June 5 Sr. Croix Valley Garden Tour (Stillwater and Lake Elmo), July 16-17 (850) • Artful Raingardens Project, June — July • Minnesota State Fair, Aug. 25-Sept 5 (295,000) The Artful Raingardens Exhibit kicked off with a performance by Elean of the Beast Punnet theater. Axdahl's Garden Center worked with BCWD to build two rain2ardens and then hosted a Blue Thumb workshop. Visitors at the State Fair were amazed by the lengths of native plant roots. The Grabowski home it Lake Elmo (VBWD) was featured on the St. Croix Valley Ciarcien Tour, The Zemcuznicov home in Stillwater (BCWD ) was also featured on the tour. Go Wild!: During 2011, EMWREP completed preliminary audience research to help develop outreach efforts for rural landowners, hosted a bird habitat workshop in central Washington County, participated in the MN Outdoor Youth Expo and the Hugo Feed Mill Open House and used city newsletters and websites to begin promoting services for rural landowners. Bird Habitat Workshop: EMWREP collaborated with "Bird Chick" Sharon Stiteler on a workshop at Gander Mountain in Woodbury on March 29. The workshop was geared towards rural landowners with 5-10 acres looking to improve bird habitat. MN Outdoor Youth Expo: Wild Wings Hunt Club in Hugo sponsored the MN Outdoor Youth Expo on May 21-22. EMWREP led a bird habitat scavenger hunt and wildflower hike for the event and used the opportunity to meet representatives from local sportsmen groups. Sharon Stiteler "Bird Chick" is a well-h-nown author and blogger. Hugo Feed Mill Open House: We provided information for horse owners and others at this event on March 7. Promotions: Durin.c.., 2011, EMWREP began promoting services for rural owners. focusing on projects that improve wildlife habitat and are also good for water quality. Information was posted on the county's WashNET site from January 28 — February 3. Articles were also published in several city newsletters, and a new page was created on the Conservation District website — www.muwcd.org:gowild. Next Steps: We plan to organize two workshops for woodland landowners in 2012, as well as a landscaping workshop for people with 3-5 acres and two events for horse owners and boarders. Blue Biz: In 2011, two commercial entities identified in South Washington Watershed District's Hwy 61 subwatershed assessment - Target and the school district service center — initiated projects. Two businesses in Stillwater are interested in projects as well. Stormwater U: This year, EMWREP collaborated on a Turf Management workshop and four raingarden design and installation courses for contractors during the spring, as well as two erosion control seminars during the sununer. Presentations were also given at Woodbury and Washington County Public Works trainings. Turf Management Workshop: This course, offered on February 8, was held in Maplewood in conjunction with the Ramsey — Washington Metro Watershed District. The workshop was geared toward private turf management contractors and covered topics such as mowing, watering, fertilizers and weed control. • 65 participants attended from companies in the east metro 10 City staff and contractors visited an active construction site in Cottaee Grove, Raingarden Design and Installation: EMWREP collaborated with Blue Thumb program partners on a series of raingarden workshops for city staff and contractors. • Workshop 1 — The first workshops focused on design considerations and maintenance of raingardens. o 30 Blue Thumb partners attended on Feb 11. o 45 independent contractors attended on Feb. 15. • Workshop 2 — The second workshops were held at the Hedberg indoor training center in Plymouth, allowing participants to practice installing techniques using real equipment and tools. o Two sessions were held with around 20 participants at each. Erosion Control Field Seminars: On August 9, EMWREP collaborated with the Minnesota Erosion Control Association to hold two outdoor field seminars for city staff and contractors. The sessions began at Cottage Grove Ravine. where participants learned about a project underway to build a new road, bridge and city hall. Part two of the seminar took place at a McDonalds in Woodbury that was under reconstruction. Discussion at this location focused on the constraints of working in a small site. 37 people attended. The first set of workshops The second workshop allowed hands-on experience. Presentations: Woodbury and WashingtonCounty requested presentations for thei- Public Works training,s. • Woodbury — April 14 — We focused on preventing stormwater pollution during common activities and viewed the Lawn Care video created for the MS4 Tookit, • Washington County — Sept. 14 — We talked about Blue Thumb — Planting for Clean Water and encouraged county employees to help promote the program to the public and use it themselves. 1 I NEMO: During the spring of 2011, EMWREP conducted a focus group session with local communities as part of the St. Croix Basin Minimal Impact Design Standards (MIDS) grant project and gave presentations to the West Lakeland Planning Commission and the Cottage Grove Environmental Planning Commission. EMWREP also helped to organize the third annual Workshop on the St. Croix River, which was attended by nearly 100 local decision makers. MIDS Focus Group: A focus group session was held on April 27 with representatives from eight local communities in Washington County. The goal of the session was to learn what support the cities need to implement the St. Croix TMDL plan and to identify training needs as well. Some of the findings included: • Local cities are alreadytaking many steps to reduce phosphorus. • Public education plays an important role in helping cities to reduce phosphorus. • Communities in Washington County are very different and face very different challenges in reducing phosphorus. • Agriculture is a big part of the problem that cities don't have control over. • Cities need to lead by example. • Funding is a major barrier to meeting the TMDL goal. Other barriers included: o Lack of public support o Lack of support from public works staff. o Stormwater regulations only apply to MS4 communities. o Staffing o Lack of participation from agricultural producers in the area. • With more funding, cities would: o Do more public education. o Build demonstration and CIP (capitol improvement projects) o Establish stronger ordinances and enforcement • Cities have support from their public officials to implement storrnwater management activities but not funding. • Most cities have amended their ordinances to meet new watershed requirements. • Cities desire support from the WCD and watersheds to: o Work with agricultural producers in the area. o Meet MS4 permit. requirements. o Conduct special workshops or presentations at regularly scheduled council meetings. o Provide materials and support for public education. Workshop on the St. Croix River: 85 local officials and 25 staff attended the third annual workshop on the water held on June 29. During the workshop, participants learned about aquatic and terrestrial invasive species, Lakeland's new vegetation management ordinance, techniques for public education, funding opportunities and the MIDS pilot project. People who attended reported that they learned a lot and value these regional workshops. Amy Carolan and Jennv Shillcox discussed Lakelancrs new ordinanm Presentations: West Lakeland and Cottage Grove requested presentations for their planning commission and environmental planning commission in the spring. Both talks focused on activities underway in the region to protect and restore water resources, as well as action that the communities can take leadership on. MS4 Toolkit: In 2011, EMWREP continued to use materials from the MS4 Education Toolkit for education and outreach to a variety of audiences about non -point source water pollution. 13 ")anti. priorities for 2011 1,1 INA)) ' g I ittttStsi " Pttg tgtt, ,g.tgt ' Ittgg 1Z( g tt,t, ,gg g ggit:tSg Ilfgg, ttg tgt ,t;ttfig ""gtgt.' tt'tg gt').-"ggggg- g' g Agtg, tgltglggt.gtOttgt, .t. Pt, t'tt) gg:Cgt g .t.t) —kg` lit1 I) '"'"g-tgt tglt gtiggitt!')), Wo. titCt,gt ggtg g gtOttggt,, t I tg.tt), Itl%11) IcItttc ttgIlt Ogg:: ietN\ ‘IWI) e \NI) ION V11% I) .c,ct I c)c c),It cec ^^ ,,•••,• ,,N%tvrw 0 ') et ‘Ictt ‘') I) !tttgtIttt, ggSr gtt g tg tttItg gtg:gt, g higttIgt )))1' ‘II)t 'tt )10 ttt gtgt: ggttg Cgt.ttitIgtgt tgigtg gtt)tg• titCtttg gggttt. tittgtt ggt: tgg4 NV); S) I N't ‘1110 gtttittgttgt)1 :t ttlt 51, !' gtig.ttgt "tt!)Cttggt Q1.4.0.)))..11,1)011.m.) \ t 1 011000) 2011 EMWREP Activities Public Education Blue Thumb & Water Blue Biz M54 Tookd Stormwate.r. NEMO THE CITY OF LAKE ELMO MAYOR AND COUNCIL COMMUNICATION DATE: 6/5/2012 REGULAR ITEM #: 14 MOTION AGENDA ITEM: Cedar Pet Clinic Parking Authorization SUBMITTED BY: Nick M. Johnson, City Planner THROUGH: Sandie Thone. City Clerk REVIEWED BY: Dean A. Zuleger, City Administrator SUMMARY ANPAcTION REPUESTED: The Cedar Pet Clinic, 11051 Stillwater Blvd, N., is requesting to expand their parking lot, utilizing an allowance for 6 additional parking stalls set forth in the "proof of parking" item of their conditional use permit. This allowance is found in condition #7 of Resolution 2006-084, authorizing, the conditional use permit. BACKGROUND INFO TION: At the time of the approval of the Cedar Pet Clinic on August 15th, 2006, a condition to provide 6 "proof of parking" stalls was attached to the conditional use permit. These stalls were intended to provide additional parking in the instance of increased traffic and business growth. The Cedar Pat Clinic has noted in the attached letter that their business has since grown, causing more congestions in the parking lot and a need for additional parking stalls. They wish to utilize the 6 "proof of parking" stalls to expand their parking lot. STAFF REPORT: The Cedar Pet Clinic has submitted a site plan detailing their plans to expand the parking lot at their facility. This plan shows the addition of 2 compact parking stalls, as well as 4 full size parking stalls. The sizes of these parking stalls comply with the applicable provisions of the City Code. These additional parking stalls will be installed on the Western and Southwestern potion of the existing parking lot. It is important to note the current design of the parkingiot is not the same as the original site plan that was approved as part of the original conditional use permit. The original site plan is attached and details the original design of the parking. However, the new design does not increase the amount ch impervious surface beyond the original design, and Staff feels that the design does not conflict with the original intent of Resolution 2006-084. RECOMMENDATION: Staff is recommending the approval of the request to expand the Cedar Pet Clinic parking lot, utilizing the 6 "proof of parking" stalls as determined by Resolution 2006-084. Given the fact that the new design does not add additional impervious surface to the site. Staff feels comfortable that the new design is consistent with the intent of the conditions attached to the conditional use permit. ATTACHMENTS: 1. Resolution 2008-084 2. Letter requesting the expansion of the parking lot at Cedar Pet Clinic. 3. Cedar Pet Clinic site plan 4. Cedar Pet Clinic construction proposal 5. Original Cedar Pet Clinic site plan (8-18-06) CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2006-084 A RESOLUTION GRANTING A CONDITIONAL USE PERMIT/SITE PLAN AT l I 051 STILLWATER BOULEVARD NORTH TO LOCATE A VETERINARY CLINIC WHEREAS, Dr, Iohn Baillie and Gary Harty have requested a Conditional Use Permit at 11 051 Stillwater Boulevard North to locate a Veterinary Clinic in the General Business Zone, WHEREAS. the Lake Elmo Planning Commission held a Public Hearing, on August 14. 2006, and reviewed and recommended approval of the- Conditional Use Permit/Site Plan for a Veterinary Clinic based on the following findings: A Conditional Use Permit for a veterinary clinic in the General Business Zone is allowable. per Section 300.07, Subdivision 4H1e of the Zoning Ordinance. The required general Findings for a Conditional Use Permit specified by Section 300.06, Subdivision 4 of the Zoning Ordinance can be made in the affirrnative subject to several conditions related to the operations of the veterinary clinic. 3. The Section 520 Site Plan for parking and drive modifications to the site genera complies with applicable provisions of the City Code, NOW, THEREFORE, BE IT RESOLVED, by the Lake Elmo City Council hereby approves a Conditional Use Permit/Site Plan at 11051 Stillwater Boulevard North to locate a veterinary clinic, based on the Findings and subject to the following conditions: Barking dog complaints shall be reviewed by the City Council and may be the basis for revocation of this CUP if such conduct creates a nuisance to adjoining property — as determined by the City Council. Site modifications shall be consistent with the Section 520 Site Plan staff dated August 9. 2006 as may be modified by the conditions of the Site Plan approval resolution. 3. The septic system for the sub, ct property shall be in compliance with City regulations and shall be determined to be in compliance by the Building Official prior to occupancy responsive to this CUP. Thereshall be no outside kenne1 or anirnal 5. All disposals of animal parts and waste shall be in compliance with applicable State, County, and City laws. 6. Specific veterinary practices permitted by this CUP shall be limited to veterinary medicine, surg.ery, dentistry, and related service for small domestic and non - domestic household pets. 7 The Site Plan shall be modified to convert at least six proposed off-street parking space to "Proof of Parking_ to be constructed only if directed by the City. All existing parking area located within the Highway 5 right-of-way shall be removed, including any impervious surfacing related to such parking. Compliance with any recommendations of the City Engineer and City Attorney. 9. Upon occupancy of this site as a veterinary clinic the Conditional Use Permit for a veterinary clinic issued to John N. Baillie at 3417 Lake Elmo Avenue (Resolution 97-54) shall expire and become null and void. ADOPTED by the City Council this 15th day o Dean A. Johnson Mayo ATTEST: BailiicrHart)- 1 . .51 SallwaLcr Boulevard (Hwy 5) Lako Elmo, MN 55042 Ph. 051-770-3250 5/29/2012 City of Lake Elmo Council 3800 Laverne Avenue North Lake Elmo, MN 55042 Dear Council: We are writing to ask you to let us take advantage of the clause in Resolution No. 2006-084 which would allow us to expand our parking lot. Our business has grown, and the expansion will add 6 needed spots. Thank you so much for your help. Sincerely, John W:"Baillie 651-770-3250 aordivan'Carcjorl'ourEx wwW.CCdarpeAdinic.corrt AMERICAN ANIMAL 140SPITA: ASSOCIATION 50'-5 • . (7-) existing parking stre.=i P-- 0 271,C" 1 Fier parking lot R t 50C L '°" Cedar Pet Clinic 11051 Stillwater BLVD Lake Elmo MN 55042 ci; ir--k,)ic,d1))); 611, ) :252i i ; 0 tLJ!f4--x (651) 770-3250 - Additions to the existing lot Seal Coal the lol Remove existing grass and dirt - Saw cut the edge of the old lot - Excavate up to 6 1/2" deep - Add class 5 as needed to ensue of base - Surface with 2 1/2" of asphalt pavement 2 1/2" after compaction - Use IV1NDOT 2342A materials Total = $ 4,940.00 5114/7012 190c, Prep lot. as needed 1\pply corrinicircial grade asphalt 1seal coat Total = 650.00 Crack tilling Clean cracks free of dirt d debris nit wittLhot pour filler - Patch at er avarice to lot 6X24 -Striplot Savv cut around existing patch - Remove existing asphalt - Add class 5 as needed - Surface with 2 1/2" of asphalt pavement Total = 500.00 Restrip existing lot and new Total = 200.00 1 owl = 250.00 Cost of the 1:)ortttilwill be added to the total If needed .540.00 1;n1w2.1; Lc.' 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