HomeMy WebLinkAbout07-15-08 CCMPCity of Lake Elmo
3800 Laverne Avenue North
July 15, 2008
A. CALL TO ORDER
B. PLEDGE OF ALLEGIANCE:
C. ATTENDANCE: Johnston, DeLapp, Johnson, Park, Smith
D. APPROVAL OF AGENDA: (The approved agenda is the order in which the City
Council will do its business.)
E. ORDER OF BUSINESS: (This is the way that the City Council runs its meetings
so everyone attending the meeting or watching the meeting understands how the
City Council does its public business.)
F. GROUND RULES: (These are the rules of behavior that the City Council
adopted for doing its public business.)
G. APPROVE MINUTES:
1. Consider approval of June 17, 2008 minutes
Consider approval of July 1, 2008 minutes
H. PUBLIC COMMENTS/INQUIRIES: In order to be sure that anyone wishing to
speak to the City Council is treated the same way, meeting attendees wishing to
address the City Council on any items NOT on the regular agenda may speak for
up to three minutes.
. CONSENT AGENDA: Items are placed on the consent agenda by city staff and
the Mayor because they are not anticipated to generate discussion. Items maybe
removed at City Council's request.
7, Approve Resolution no. 2008-032 payment of claims
3. Approve Lake Elmo Jaycees liquor license for Hain Puff Days
4. Schedule closed meetings on July 22 and August 12 for the city
administrator's performance review
5. Accepting the infrastructure improvements of the HOA 2nd Addition
improvements (Eagle Point Circle) Development; Resolution no. 2008-033
6. Approve agreement between Washington County Conservation District and
members of the 2009-2012 East Metro Water Resources Education Program
for surface water quality education services that is part of the city's
authorized/approved NPDS surface water management plan
PUBLIC HEARINGS
7. Hold a public hearing, receive comments and consider approval of the
Wellhead Protection plan.
K. REGULAR AGENDA:
8. Receive a project report detailing the proposed rights and restrictions for the
Sunfish Lake Park Land Trust Easement
9. Receive and accept the 2007 Annual Financial Report
10. Consider approving contracting for routine account processing services
11. Review the timeline for the 2009 Budget Process
L. REPORTS AND ANNOUNCEMENTS:
(These are verbal updates and do not have to be formally added to the agenda.)
• Mayor and Council Members
• Administrator
M. ADJOURN
City of Lake Elmo
City Council Meeting Minutes
June 17, 2008
Mayor Johnston called the meeting to order at 7:04 p.m.
Present: Mayor Johnston and Council Members DeLapp, Park and Smith
Absent: Council Member Johnson
Also present: City Administrator Hoyt, City Engineer Griffin, Planning Director Klatt,
Senior Planner Gozola, City Attorney Filla, Finance Director Bouthilet and City Clerk
Lumby.
APPROVAL OF AGENDA:
MOTION: Council _Member Smith moved to approve the June 17th agenda as presented.
Council Member Park seconded the motion. The motion passed unanimously.
ORDER OF BUSINESS:
APPROVE MINUTES:
The minutes ofJune 3, 2008 were approved by consensus.
PUBLIC COMMENTS/INQUIRIES: None
CONSENT AGENDA:
MOTION: Council Member Smith moved to approve the consent agenda as presented
Council Member Park seconded the motion. The motion passed unanimously.
Approved Resolution no. 2008-027 approving disbursements in the amount of
$96,803.82.
Grant approval of an 18 month extension to the variance issued for 8961 31st
Street North,
Approve Change Order No. 1 for the SCADA Project, thereby increasing this
contract in the amount of $3,364.00 to the revised contract amount of $69,519.00.
REGULAR AGENDA:
Consider appointing a Second Alternate to the Planning Commission
The City interviewed Mike Pearson, 2805 Lisbon Avenue N. and Thomas Bidon 5757
Manning Avenue N. for the Second Alternate position to the Planning Commission,
LAKE ELMO CITY COUNCIL MEETING MINUTES JUNE 17, 2008
The City Council appointed Mike Pearson, 2805 Lisbon Avenue North to the Second
Alternate position on the Planning Commission. Mr. Bidon's application will be kept on
file.
Authorize hiring Design Forum to prepare conceptual schematic designs of park shelters
Carol Krieger, Project Assistant, asked the City Council to authorize the hiring of Jerry
Mazzara of Design Forum to do some conceptual schematic designs of park shelters. The
fee for these initial concepts will be $1,200.00. The purpose of this request was
generated by the Park Commission's opportunity to receive a $7,000 grant from Lowes
for materials to build a park shelter as well as the Cormnission's interest in developing
some park design symbols that provide the consistency and design elements reflective of
Lake Elmo. If approved, the park fund will cover the costs of this out of its capital fund
balance.
Council Member DeLapp voiced his concern that the plan for a park shelter would
mushroom to a much larger project with a cost of $40,000.
MOTION: Mayor Johnston moved to authorize the 11/1'111g ofDesign Forum Architect
Jerry Mazzara to do conceptual schematic designs of park shelters with patterns and
themes fbr consideration infuture architectural park elements for up to $1,200 from the
Park Dedication fund Council member Park seconded the 111011011. Alayor Johnston and
Council Members Park and Smith voted infvor of the 11101 1011 and Council Member
DeLapp voted against the 111011'011
Receive comments from the park commission on the possible lift station locations in Reid
Park for the 1-94 to 301 Street Infrastructure Proiect and select a preferred lift station site.
City Engineer Jack Griffin asked the City Council to select a preferred lift station location
for the project, among three sites which would allow the design work on the project to be
finalized. The Council received the park commission's comments on the possible lift
station locations and the commission's comments preferring the location to be outside of
Reid Park and at Site No. 3. Site No. 3 is a city -owned parcel adjacent to the southeast
corner of Reid Park,
Council Member DeLapp thought the owner of the townhouses should be part of this
process from the beginning of the lift station location discussion because site 3 requires
an easement over this property.
MOTION: Mayor Johnston moved to select Site No. 3 for the 10001i011 o .the 1-94 to 30th
Street Infrastructure Project Lift station. Council Member Park seconded the motion.
Alavor Johnston and Council Members Park and Smith voted in favor of the motion and
Council Member DeLapp voted against the motion.
LAKE ELMO CITY COUNCIL MEETING MINUTES JU1
7, 2008
Consideration of three separate ordinances to address specific siun related issues as
directed by the City Council.
Ben Clozola, Senior Planner provided three ordinances which would amend the City's
sign regulations to address the following:
1. Allowance of off premises signs for season sales businesses;
2. Allowance of off -premises advertizing signs for land developments
3. Ensuring seasonal sales businesses are a permitted use in the RR district.
Consideration of ordnance to amend the administrative lanaiatze governing sins in Lake
Elmo (nennittin2 reauirements, area and height computation lauuae, and needed leval
Provisions)
MOTION: Council Member DeLapp moved to adopt Ordinance no. 08-006, an
ordinance to amend general sign regulations. Council Member Smith seconded the
motion. The motion passed unanimously
MOTION: Council Member Smith moved to adopt Resolution no. 2008-028 authorizing
publication of Ordinance no, 08-006. Council member Park seconded the motion.
The motion passed unanimously.
Consideration of an ordinance to amend auicultural business definitions and regulations
(cleans up an abundance of different definitions to allow staff to authorize on and off
Premises sins for specific uses as desired by Council)
MOTION: Council Member DeLapp moved to adopt Ordinance no. 08-007 an ordinance
to ((Mend agricultural business definitions and regulations, Council Member Park
seconded the 11701i011. The motion passed unanimously.
MOTION: Council Member DeLapp moved to adopt Resolution no, 2008-029
authorizing publication of Ordinance no. 08-007. Council Member Smith seconded the
motion. The motion passed liliallin7011Sly.
Consideration of an ordinance to amend off -site adyertisiiw sins (establishes the new,
readations on temporary sins, on premises sins and off premises sins).
MOTION: Council Member DeLapp moved to adopt Ordinance no 08-008 an ordinance
regulating offpremise.s signs fbr agricultural sales businesses only - Option A
recommend by the Planning Commission. Council Member Smiih seconded the 11101i017.
The motion was passed unanimously.
MOTION: Council Member DeLapp moved to adopt Resolution no. 2008-030
authorizing the publication of Ordinance no. 08-008. Council Member Smith seconded
the motion. The 11701i011 passed unanimously.
LAKE ELMO CITY COUNCIL MEETING MINUTES JUNE 17, 2008
Provide direction to the city attorney to enforce outstandirm items on the settlement
aueement dated September 5, 2006 with Rod and Diane SeSSiI1V. 5699 Keats Avenue
The City Council was asked to review the status of the settlement agreement between the
City and Rod and Diane Sessing and to give direction to the city attorney on how to
proceed with determining the Sessing's compliance to the settlement agreement.
Rod Sessing, 5699 Keats Avenue, said this property was inspected by two building
officials and passed all inspections.
Joan Ziertman, 5761 Keats Avenue, provided pictures showing the terms of the
settlement agreement have not been met.
MOTION; Council Member DeLapp moved to refer the settlement agreement dated
September 5, 2006 with Rod and Diane Sessing to Attorney FillajOr compliance action.
Mayor Johnston seconded the 1170a011. The motion passed unanimously.
Consider at -mainline: a member of the City Council to apply for the Grant Evaluation and
Rankint System (GEARS) Transportation Committee
The City Council discussed sending a nomination to the Grant Evaluation and Ranking
System (GEARS) Committee, which is an advisory committee to the County Transit
Improvement board (CTOIB).
MOTION: Council Member Smith moved to appoint Mayor Johnston to be the city of
Lake Elmo's candidate for the Grant Evaluation and Ranking System (GEARS)
Committee. Council Member Park seconded the motion. The 171011017 passed
unanimously.
REPORTS AND ANNOUNCEMENTS:
Mayor Johnston attended the League of Minnesota Cities conference in Rochester,
Minnesota.
Mayor Johnston adjourned the meeting at 9:50 p.m.
LAKE ELMO CITY COUNCIL MEETING MINUTES JUNE 17, 2008 4
City of Lake Elmo
City Hall
3800Loveme Avenue
City Council
Special Meeting
July 1'2008
The meeting was called |oorder bvMayor Dean Johnston ot5PM,
Present: Mayor Dean Johnston, Council members DeLopp'Johnson, Park and Smith
(arriving of 5�09 PM)
Public comment and inquiries: No persons were present to speak
Cpunci|memberJnhnson moved approval of the consent agenda,
Counci\rnemberDoLopp seconded the motion.
The motion passed unanimously to approve l\ Resolution 2008'31 payment of claims
and 2} repairs to the ladder truck.
Council member Smith arrived at 5:09 PM.
Mayor Johnston adjourned the meeting of5:l l PM.
City Council
Date: 07/15/2008
CONSENT
Item: 2
Resolution 2008-032
ITEM: Approve resolution No. 2008-032approving disbursements in the amount of $182,285.08.
SUBMITTED BY: Tom Bouthilet, Finance Director
SUMMARY AND ACTION REQUESTED: The City Council is being asked to approve disbursements in
the amount of $ 182,285.08.
CITY OF LAKE ELMO
WASHINGTON COUNTY, MINNESOTA
RESOLUTION NO. 2008-032
RESOLUTION APPROVING CLAIMS
BE IT RESOLVED THAT Claim Number 471 was used for sales & use tax payment
for the 2111 qtr, 469, 470, DD1724 through DD1736, 32813 through 32820 were used for Staff
Payroll dated July 03, 2008; 32821 through 32867 were used for Accounts Payable, in the
total amount of $182,285.08 are hereby approved.
ADOPTED, by the Lake Elmo City Council on the 15th day ofJuly, 2008.
Dean Johnston
Mayor
ATTEST:
Susan Hoyt
City Administrator
Accounts Payable
To Be Paid Proof List
User: Administrator
Printed: 07/10/2008 - 1:03 PM
Batch: 004-07-2008
Invoice # Inv Date
ARAM Aramark
62--6529345 07/09/2008
101-430-3100-44170 Uniforms
62--6529345 Total:
629-6519366 06/25/2008
101-430-3100-44170 Uniforms
629-6519366 Total:
629-6524198 07/02/2008
101-430-3100-44170 Uniforms
629-6524198 Total:
629-6527008 07/07/2008
101-410-1940-44010 Repairs/Maint Contractual Bldg
629-6527008 Total:
ARAM Total:
RIFFS Biffs Inc,
W356448-ITN
101-450-5200-44120
W356449-1N
101-450-5200-44120
W356450-1N
101-450-5200-44120
W356451-IN
101-450-52(10-44120
W356452-1N
101-450-5200-44120
W356453-IN
101-450-5200-44120
07/02/2008
Rentals - Buildings
W356448-IN Total:
07/02/2008
Rentals - Buildings
W356449-1N Total:
07/02/2008
Rentals - Buildings
W356450-1N Total:
07/02/2008
Rentals - Buildings
W356451-IN Total:
07/02/2008
Rentals - Buildings
W356452-IN Total:
07/02/2(108
Rentals - Buildings
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
Amount Quantity Pmt Date Description Reference
32,18 0.00 07/15/2008 Uniforms - Public Works
32.18
32.18 0.00 07/15/2008 Uniforms - Public Works
32.18
32.18 0.00 07/15/2008 Uniforms - Public Works
32.18
61.37 0.00 07/15/2008 Linen City Hall
61.37
157.91
55.26 0.00 07/15/2008 Portable Restrooms
55.26
110.52 0.00 07/15/2008 Portable Restrooms
110.52
55.26 0.00 07/15/2008 Portable Restrooms
55,26
55,26 0.00 07/15/2008 Portable Restrooms
55.26
95.26 0,00 07/15/2008 Portable Restrooms
95.26
55.26 0.00 07/15/2008 Portable Restroorns
Task
111111,,1111A11111111 1111,111111 MI II I I Ili!.
Type PO # Close POLine #
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
Page 1
Invoice # Inv Date
Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
W356453-1N Total: 55.26
W356454-IN 07/02/2008 55.26 0.00 07/15/2008 Portable Restrooms No 0000
101-450-5200-44120 Rentals - Buildings
W356454-IN Total: 55.26
W356455-IN 07/02/2008 55.26 0.00 07/15/2008 Portable Restrooms No 0000
101-450-5200-44120 Rentals - Buildings
W356455-IN Total: 55.26
W356456-IN 07/02/2008 55.26 0.00 07/15/2008 Portable Restrooms No 0000
101-450-5200-44120 Rentals - Buildings
W356456-IN Total: 55.26
W356457-IN 07/02/2008 55.26 0.00 07/15/2008 Portable Restrooms No 0000
101-450-5200-44120 Rentals - Buildings
W356457-IN Total: 55.26
BIFFS Total: 647.86
CPTELECO CP Telecom
651-207-1000 07/07/2008 516.33 0.00 07/15/2008 Telephone/Data Service - City Hall No 0000
101-410-1940-43210 Telephone
651-207-1000 Total: 516.33
651-207-1701 07/07/2008 437.64 0.00 07/15/2008 Telephone/Data Service - Public Works - No 0000
101-430-3100-43210 Telephone
651-207-1701 Total: 437.64
CPTELECO Total: 953.97
EARLANDE Earl F. Andersen, Inc.
0083091-IN 06/30/2008 114.55 0.00 07/15/2008 Signs
101-430-3100-42260 Sign Repair Materials
0083091-IN Total: 114.55
EARLANDE Total: 114.55
No 0000
EMERGAPP Emergency Apparatus Maint.
35773 06/05/2008 407.44 0.00 07/15/2008 Annual Inspection & Repairs 3173 No 0000
101-420-2220-44040 Repairs/Maint Contractual Eqpt
35773 Total: 407.44
35985 06/05/2008 489.45 0.00 07/15/2008 Annual Inspection & Repairs 3183 No 0000
101-420-2220-44040 Repairs/Maint Contractual Eqpt
35985 Total: 489.45
36377 06/25/2008 2,684.56 0.00 07/15/2008 Annual Inspection & Repairs 3175 No 0000
101-420-2220-44040 Repairs/Maint Contractual Eqpt
36377 Total: 2,684.56
36406 06/05/2008 495.67 0.00 07/15/2008 Annual Inspection & Repairs 3173 - No 0000
101-420-2220-44040 Repairs/Maint Contractual Eqpt
36406 Total: 495.67
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
Page 2
Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLinc #
36408 06/19/0200 1,394,40 0.00 07/15/2008 Annual Inspection & Repairs 3176
101-420-2220-44040 Repairs/Maint Contractual Eqpt
36408 Total; 1,394.40
EMERGAPP Total: 5,471.52
No 0000
GOVTRNG Government Training Services
13731 06/24/2008 65,00 0.00 07/15/2008 Planning Commission Training No 0000
101-410-1910-44370 Conferences & Training
13731 Total: 65.00
GOVTRNG Total: 65.00
JARDINE Jardine, Logan & O'Brien
68227 06/11/2008 1,704.00 0.00 07/15/2008 Legal Services -Civil No 0000
101-410-1610-43040 Legal Services
68227 Total: 1.704.00
JARDINE Total: 1,704.00
KDV Kern DeWenter Vicre
83086 06/27/2008 6,441,50 0.00 07/15/2008 Financial Services - June 2008
101-410-1520-43150 Contract Services
83086 Total: 6,441.50
KDV Total: 6,441.50
KRIEGLER Carol KriegIer
Employee Claim 06/16/2008
101-410-1320-43310 Travel Expense
Employee Claim Total:
KRIEGLER Total:
No 0000
81.81 0.00 07/15/2008 Employee Mileage Reimbursement No 0000
81.81
81.81
LEOIL Lake Elmo Oil, Inc.
S01203 06/30/2008 802.51 0.00 07/15/2008 Fuel - Fire Department
101-420-2220-42120 Fuel, Oil and Fluids
S01203 Total; 802.51
SO1208 06/30/2008 26.35 0.00 07/15/2008 Fuel Public Works
101-430-3100-42120 Fuel, Oil and Fluids
S01208 Total: 26.35
LEOIL Total: 828.86
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
No 0000
No 0000
Page 3
Invoice # Inv Date
Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
LINNER Lipner Electric Company, Inc.
19631 07/02/2008 218.50 0.00 07/15/2008 Install Electric Outlet - New Copy Mach - No 0000
101-410-1940-44040 Repairs/Maint Contractual Eqpt
19631 Total: 218.50
LINNER Total: 218.50
LOFF LOFFLER
91998 07/02/2008 60.49 0.00 07/15/2008 Copy Machines Maintenance No 0000
101-4 I 0-1940-44040 Repairs/Maint Contractual Eqpt
91998 Total: 60.49
LOFF Total: 60.49
MCNAM McNamara James
07/10/2008 1,900.00 0.00 07/15/2008 Contract Inspector No 0000
101-420-2400-43150 Inspector Contract Services
Total: 1,900.00
MCNAM Total: 1,900.00
MENARDSO Mcnards - Oakdale
56235 06/26/2008 50.37 0.00 07/15/2008 Paint Supplies - Wellhouse No 0000
601-494-9400-42270 Utility System Maintenance
56235 Total: 50.37
MENARDSO Total: 50.37
MES Municipal Emergency Services
00041755-SNV 06/23/2008
101-420-2220-42400 Small Tools & Equipment
00041755-SNV Total:
00041964-SNV 06/24/2008
101-420-2220-42400 Small Tools & Equipment
00041964-SNV Total:
MES Total:
381.38 0.00 07/15/2008 Blades Replacement
381.38
184.84 0.00 07/15/2008 Storz Adaptor
184.84
566.22
No 0000
No 0000
METCOU Metropolitan Council
877208 07/02/2008 1,081.72 0.00 07/15/2008 Monthly Wastewater Service - August 2008. No 0000
602-495-9450-43820 Sewer Utility - Met Council
877208 Total: 1,081.72
METCOU Total: 1,081.72
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
Page 4
Invoice # Inv Date
Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
METROFIR Metro Fire
31897 06/30/2008
101-420-2220-45800 Equipment
31897 Total:
METROFIR Total:
MILLEREX Miller Excavating, Inc.
13491 06/30/2008
101-430-3100-43150 Contract Services
13491 Total:
MILLEREX Total:
MOGRSOD Mogren Turf
06/20/2008
202-494-9400-44300 Miscellaneous
Total:
MOGRSOD Total:
91.16 0.00 07/15/2008 Drag Harness for Training
91.16
91.16
450,00 0.00 07/15/2008 Grade Roads
450.00
450.00
1,874.00 0.00 07/15/2008 Sod for Tabl eights Project
1,874.00
1,874.00
MOST MOST DEPENDABLE FOUNTAINS, INC
INV11839 06/17/2008 3,660.00 0.00 07/15/2008 Drinking Fountains VFW & Pebble Parks -
404-480-8000-45300 Improvements Other Than Bldgs
INV11839 Total: 3,660.00
MOST Total: 3,660.00
NATREPRO National Reprographics, LLC
55198 05/31/2008
101-410-1320-42030 Printed Forms
55198 Total:
NATREPRO Totab
NEXTEL Nextel Communications
761950227-063 06/26/2008
I 01-410-1940-43210 Telephone
761950227-063 06/26/2008
101-420-2220-43210 Telephone
761950227-063 06/26/2008
101-420-2220-43210 Telephone
761950227-063 06/26/2008
101-420-2220-43210 Telephone
761950227-063 06/26/2008
101-420-2220-43210 Telephone
AP - To Be Paid Proof List (07/10(08 - 1:03 PM)
No 0000
No 0000
No 0000
No 0000
539.32 0.00 07/15/2008 Park Comp Plan Printing No 0000
539.32
539.32
121.01 0.00 07/15/2008 Cell Phone Service - Administration
125.11 0.00 07/15/2008 Cell Phone Service - Fire Department
39.62 0.00 07/15/2008 Cell Phone Service - Building Department -
71.02 0.00 07/15/2008 Cell Phone Service - Public Works
52.74 0.00 07/15/2008 Cell Phone Service - Parks
No 0000
No 0000
No 0000
No 0000
No 0000
Page 5
Invoice # Inv Date
Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
761950227-063 Total: 409.50
837908817-007 06/18/2008 53.15 0.00 07/15/2008 Phone Card - Laptop Fire No 0000
101-420-2220-43210 Telephone
837908817-007 Total: 53.15
NEXTEL Total: 462.65
NORTHL Northland Trust Services, Inc.
ELM004A 06/06/2008 72,306.25 0.00 07/15/2008 Interest - G.O. Capital Improvement Bond - No 0000
313-480-8000-46110 Bond Interest
ELM004A Total: 72,306.25
NORTHL Total: 72,306.25
OAKDRC Oakdale Rental Center
10058823 06/25/2008 77.72 0.00 07/15/2008 Patching Trailer - Propane No 0000
101-430-3100-42240 Street Maintenance Materials
10058823 Total: 77.72
OAKDRC Total: 77.72
OLSONLEE Lee Olson
Claim 07/01/2008 68.00 0.00 07/15/2008 Meals for MSFCA Conference No 0000
101-420-2220-43310 Travel Expense
Claim Total: 68.00
OLSONLEE Total: 68.00
ONECALL One Call Concepts, Inc Gopher Stat
8060604 06/30/2008 364.60 0.00 07/15/2008 Line Locates - June 2008 No 0000
101-430-3100-43150 Contract Services
8060604 Total: 364.60
ONECALL Total: 364.60
PETERSO Peterson Fram & Bergman
11135M 05/31/2008 2,657.21 0.00 07/15/2008 Legal Services - Civil No 0000
101-410-1610-43040 Legal Services
11135M Total: 2,657.21
11 140M 05/31/2008 5,318.61 0.00 07/15/2008 Legal Services - Criminal No 0000
101-410-1610-43045 Civil Attorney Criminal
11140M Total: 5,318.61
11155M 05/31/2008 1.35 0.00 07/15/2008 Legal Services - Civil No 0000
101-410-1610-43040 Legal Services
11155M Total: 1.35
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
Page 6
Invoice # lnv Date Amount Quantity Pmt Date Description Reference Task
Type
PO # Close POLine #
11161M 05/31/2008
101-410-1610-43045 Civil Attorney Criminal
11161M Total:
PETERSO Total:
P1TNEYSU Pitney Bowes Supplies
550223 06/26/2008
101-410-1320-44300 Miscellaneous
550223 Total:
PITNEYSU Total:
PRAXAIR PRAXAIR DISTRIBUTION 1NC.
30051678 06/27/2008
101-430-3100-42150 Shop Materials
30051678 Total:
PRAXAIR Total:
PTNCOMP PTN
1179
101-410-1520-43
1244
101-410-1520-43
1247
101-410-1520-43
1472
101-410-1520-43
Computer Sales & Services
02/17/2008
185 Hardware Support
1179 Total:
04/04/2008
180 Software Support
1244 Total:
04/04/2008
180 Software Support
1247 Total:
06/30/2008
185 Hardware Support
1472 Total:
PTNCOMP Total:
ROSE City of Roseville
008798 07/08/2008
101-410-1520-43180 Software Support
008798 Total:
ROSE Total:
ROTARYLE Lake Elmo Rotary Club
06/30/2008
101-410-1320-44330 Dues & Subscriptions
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
44.00 0.00 07/15/2008 Legal Services - Criminal
44.00
8,021.17
212.44 0.00 07/15/2008 Postage Machine Supplies
212.44
212.44
77.25 0.00 07/15/2008 Welding Gas
77.25
77.25
853.57 0.00 07/15/2008 Swittch Replacement
853.57
65.00 0.00 07/15/2008 IT Support Services
65.00
65.00 0.00 07/15/2008 IT Support Services
65.00
263.06 0.00 07/15/2008 Battery Back up Power Supply
263.06
1,246.63
1,380.83 0.00 07/15/2008 IT Services - July 2008
1,380.83
1,380.83
125.00 0.00 07/15/2008 Membership Dues -Lake Elmo Rotary
No
No
No
No
No
No
No
No
No
0000
0000
0000
0000
0000
0000
0000
0000
0000
Page 7
Invoice # Inv Date
Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
Total:
ROTARYLE Total:
125.00
125.00
RUD Prince-Rud Diane
07/09/2008 240,00 0.00 07/15/2008 Cleaning - City Hall
101-410-1940-44010 Repairs/Maint Contractual Bldg
07/09/2008 240.00 0.00 07/15/2008 Cleaning - Fire Hall
I 01-420-2220-44010 Repairs/Maint Contractual Bldg
Total: 480.00
RUD Total: 480.00
No 0000
No 0000
STILLGAZ Stillwater Gazette
20495284 07/08/2008 29.50 0.00 07/15/2008 Res. 2008-028 No 0000
101-410-1320-43510 Legal Publishing
20495284 Total: 29.50
20495286 07/08/2008 29.50 0.00 07/15/2008 Res, 2008-029 No 0000
101-410-1320-43510 Legal Publishing
20495286 Total: 29.50
20495288 07/08/2008 29.50 0.00 07/15/2008 Res. 2008-030 No 0000
101-410-1320-43510 Legal Publishing
20495288 Total: 29.50
STILLGAZ Total: 88.50
STILLMED Stillwater Medical Group
12469 06/13/2008 764.00 0.00 07/15/2008 Physicals -Firefighters
101-420-2220-43050 Physicals
12469 Total: 764.00
STILLMED Total: 764.00
No 0000
TASCH T.A . Schifsky & Sons
44706 06/23/2008 392.15 0.00 07/15/2008 Asphalt No 0000
101-430-3100-42240 Street Maintenance Materials
44706 Total: 392.15
44789 07/03/2008 415.82 0,00 07/15/2008 Asphalt - No 0000
101-430-3100-42240 Street Maintenance Materials
44789 Total: 415.82
TASCH Total: 807.97
TRISTATE Tri State Bobcat, Inc,
01-S12253 06/25/2008 1,917.00 0.00 07/15/2008 Annual Bob Cat Trade-in
410-480-8000-45800 Other Equipment
AP - To 13e Paid Proof List (07/10/08 - 1:03 PM)
No 0000
Page 8
Invoice # Inv Date
Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
01-S12253 Total: 1,917.00
TRISTATE Total: 1,917.00
TWINC1T Twin City Water Clinic, Inc.
4808 07/07/2008 65.00 0,00 07/15/2008 Bacteria Analysis - June 2008
601-494-9400-43030 Engineering Services
4808 Total: 65.00
TWINC.rr Total: 65.00
U of M University of Minnesota
06/30/2008 100.00 0.00 07/15/2008 Storm Water Mgmt Seminar for 2 employees
603-496-9500-44370 Conferences & Training
Total: 100.00
U of M Total: 100.00
USBANK US Bank Trust N.A.
33395470 07/07/2008 13,427.50 0.00 07/15/2008 Interest G.O. State Aid & Imp. Bond
312-480-8000-46110 Bond Interest
33395470 Total: 13,427.50
USBANK Total: 13,427.50
Verizon Verizon Wireless
1877726304 06/28/2008 138.16 0.00 07/15/2008 Cell Phone Services - Admin
101-410-1940-43210 Telephone
1877726304 Total: 138.16
Verizon Total: 138.16
VISA-SL VISA
0791 07/01/2008 408.94 0.00 07/15/2008 Software Programs Upgrades
101-410-1520-43190 Software Programs
0791 Total: 408.94
VISA-SL Total: 408.94
VISALE40 VISA
06/27/2008 189.19 0.00 07/15/2008 Lodging- State Fire Convention
101-420-2220-43310 Travel Expense
Total: 189.19
VISALE40 Total: 189.19
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
Page 9
Invoice # Inv Date
Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
WASH-REC Washington County
60760 06/27/2008
101-410-132(1-44300 Miscellaneous
60760 Total:
60773 06/30/2008
101-410-1550-43100 Assessing Services
60773 Total:
WASH-REC Total:
WASHCONS Washington Conservation Dist,
1375 06/30/2008
603-496-9500-44370 Conferences & Training
1375 Total:
WASHCONS Total:
XCEL Xcel Energy
51-4504807-7
101-450-5200-43810
51-4504807-7
602-495-9450-43810
51-4504807-7
101-430-3160-43810
51-4572945-7
101-430-3160-43810
51-4576456-3
101-420-2220-43810
51-4733556-8
101-450-5200-43810
51-5044219-0
101-450-5200-43810
51-5275289-3
101-450-5200-43810
51-5356323-8
601-494-9400-43810
51-5522332-2
101-430-3160-43810
06/24/2008
Electric Utility
06/24/2008
Electric Utility
06/24/2008
Street Lighting
51-4504807-7 Total:
06/24/2008
Street Lighting
51-4572945-7 Total:
06/24/2008
Electric Utility
51-4576456-3 Total:
06/24/2008
Electric Utility
51-4733556-8 Total:
06/24/2008
Electric Utility
5 I -5044219-0 Total:
06/24/2008
Electric Utility
51-5275289-3 Total:
07/10/2008
Electric Utility
51-5356323-8 Total:
06/24/2008
Street Lighting
51-5522332-2 Total:
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
1,200.00 0.00 07/15/2008 Monthly Parcel Updates Acctft 20498
1,200.00
7,340.00
7,340.00
8,540,00
0.00 07/15/2008 Tax Petition Services & Assessment Fees -
500.00 0.00 07/15/2008 2nd Quarter Shared Water Resource Ed. -
500.00
500.00
263.94 0.00 07/15/2008 Utilities - Legion Park
65.59 0.00 07/15/2008 Utilities - Hudson Lift Station
29.07 0.00 07/15/2008 Traffic Lights - 100 Inwood
358.60
51.96 0.00 07/15/2008 Street Lights - Jamely
162.28 0.00 07/15/2008 Utilities - Fie Station 2
8.95 0.00 07/15/2008 Tennis Courts
44.62 0.00 07/15/2008 Utilities - Parks Bldg
8.63 0.00 07/15/2008 Utilities - Pebble Park
2,211.44 0.00 07/15/2008 Utilities Wells 1 & 2
36.49 0.00 07/15/2008 Traffic Lights 998 Inwood
51.96
162.28
8.95
44.62
8.63
2,211.44
36.49
No
No
No
0000
0000
0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
No 0000
Page 10
Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine #
51-5747685-4 06/24/2008 107.93 0.00 07/15/2008 Utilities - Art Center No 0000
101-450-5200-43810 Electric Utility
51-5747685-4 Total: 107,93
51-5916043-7 06/24/2008 15.93 0.00 07/15/2008 Utilities - 34th Street Lift Station No 0000
602-495-9450-43810 Electric Utility
51-5916043-7 Total: 15.93
51-6429583-8 06/24/2008 14.57 0.00 07/15/2008 Utilities -Legion Lift Station - No 0000
602-495-9450-43810 Electric Utility
51-6429583-8 Total: 14.57
51-6433976-2 06/24/2008 204.30 0.00 07/15/2008 Utilities - Fire Station 1 No 0000
101-420-2220-43810 Electric Utility
51-6433976-2 Total: 204.30
51-6625457-1 06/24/2008 52.42 0.00 07/15/2008 Utilities - Legion Park No 0000
101-450-5200-43810 Electric Utility
51-6625457-1 Total: 52.42
51-6736544-2 06/24/2008 1,714.71 0.00 07/15/2008 City Street Lights - No 0000
101-430-3160-43810 Street Lighting
51-6736544-2 Total: 1,714.71
51-6928283-3 06/24/2008 27.41 0.00 07/15/2008 Traffic Lights Manning & Stillwater Blvd - No 0000
101-430-3160-43810 Street Lighting
51-6928283-3 '1'otal: 27.41
5 I-6956201-4 06/24/2008 494.20 0,00 07/15/2008 Utilities - VFW Park No 0000
101-450-5200-43810 Electric Utility
51-6956201-4 Total: 494.20
51-7538112-1 06/24/2008 382.18 0.00 07/15/2008 Utilities - Public Works No 0000
101-430-3100-43810 Electric Utility
51-7538112-1 Total: 382.18
51-8126093-5 06/24/2008 19.85 0.00 07/15/2008 Utilities - Water Tower 2 - No 0000
601-494-9400-43810 Electric Utility
51-8126093-5 Total: 19.85
51-8711719-3 06/24/2008 9.73 0.00 07/15/2008 Speed Sign - Hwy 5 No 0000
101-430-3160-43810 Street Lighting
51-8711719-3 Total: 9.73
XCEL Total: 5,926.20
YOCUM Yocum Oil Company, Inc.
159547 06/30/2008 159.75 0.00 07/15/2008 Bulk Tank No 0000
101-430-3100-44010 Repairs/Maint Contractual Bldg
159547 Total: 159.75
YOCUM Total: 159.75
Report Total: 144,813.51
AP - To Be Paid Proof List (07/10/08 - 1:03 PM)
Page 11
City Council
Date: 7/15/08
CONSENT
Item: 3
ITEM: Approve an on -sale non -intoxicating liquor license for Huff'n
Puff Days
SUBMITTED BY: Sharon Lumby
SUMMARY AND ACTION REQUESTED: The City Council is being asked to
approve the Lake Elmo Jaycees liquor license for its annual Huff'n Puff festival,
August 7-10, 2008, and to waive the fee for the liquor license.
MOTION:
Motion to grant approval of the on -sale non -intoxicating malt liquor license and
waiving of the liquor license fee for August 7-10, 2008 Huffn Puff Days,
Al I ACHMENTS:
1. Liquor license application
2. Insurance certificate
Al<64,1ti C•1tArlIt tnctlt
.mumamatoonsormumadeksturomm.....
Minnesota Department of Public Safety
Alcohol and Gambling Enforcement Division (AGED)
444 Cedar Street, Suite 133, St, Paul, MN 55101-5133
Telephone 651-201-7507 Fax 651-297-5259 TTY 651-282-6555
Certification of an On Sale Liquor License, 3.2% Liquor license. or Sunday Liquor License
Cities and Counties: You are required by law to complete and sign this form to certify the issuance of the following liquor
license types: 1) City issued on sale intoxicating and Sunday liquor licenses
2) City and County issued 3.2% on and off sale malt liquor licenses
Name of City or County Issuing Liquor Licensel,' al< e. 5:1 mo. License Period From: ) , To:
(.1
Circle One: License Transfer
License type: (circle all that apply)
Suspension Revocation Cancel
(former licensee name) (Give dates)
3.2% Off Sale
Fee(s): On Sale License fee:$ Sunday License fee: $ 3.2% On Sale fee: $ 3,2% Off Sale fee: $
Licensee Name: ?K C.. t',,i .K., v - th tnavve
dct.locceS — • '5 le00B 41 - 1 - 147g Social Security 4 1-1'71- 6 Z - 1/471C)g
(corporation, pailnersliip, LLe, or Indir•idual) (eit qt., .3:v-A r....t.e.'-' , 7,17c,1 e. ,
Business Trade Name
On Sale Intoxicating Sunday Liquor
ct,f r 0 ICI Business Address 49 .6 13A V )9_1 City La Eir770 i.03A1
Zip Code550-1 a County
Horne Address A tA), 147cth/A./e: IA 1 City_
Licensee's Federal 'Fax ID - 1 LI 1 1.‘l
(To apply call IRS 800-8294933)
Business Phone Horne Phone
it,u415_0.513t6.3 Licensee's MN Tax ID # 7
(To Apply call 05(-296-6181)
If above named licensee is a corporation, partnership, or LLC, complete the following for each partner/officer:
;'—
K5Jni. a A/ c,. 0/1 U1:/-/ - 7g ii77-62-4/ 4-/DY ';-it /I inkra. -ley .6154
Partner/Officer Name (First Middle Last) DOB Social Security 4 Horne Address
(Partner/Officer Name (First Middle Last) DOB Social Security # Home Address
Partner/Officer Name (First Middle Last) DOB Social Security # tromeAddress
Intoxicating liquor licensees must attach a certificate of Liquor Liability Insurance to this form, The insurance certificate
must contain all of the following:
1) Show the exact licensee name (corporation, partnership, LLC, etc) and business address as shown on the license.
2) Cover completely the license period set by the local city or county licensing authority as shown on the license.
Circle One: (Yes o) During the past year has a summons been issued to the licensee under the Civil Liquor Liability Law?
Workers Compensation Insurance is also required by all licensees: Please complete the following:
Workers Compensation Insurance Company Name: Policy 4
I Certify that this license(s) has been approved in an official meeting by the governing body of the city or county.
City Clerk or County Auditor Signature Date
(tiile)
On Sale Intoxicating liquor licensees must also purchase a $20 Retailer Buyers Card. To obtain the
application for the Buyers Card, please call 651-201-7504, or visit our website at wwwAtpsstalk%mn,us.
(Form 901 1-5/06)
ACORD„ CERTIFICATE OF LIABILITY INSURANCE
PRODUCER (952) 808-7002 FAX: (952) 808-7004
Insurance By Design, LLC
15 West Cliff Road, Ste A
Burnsville MN 55337
INSURED
Minnesota Jaycees, Inc
Affiliated Local Chapters
2101 West Highway 13
Burnsville MN 55337
COVE.RAC EB
DATE (MMIODIYYYY)
5/29/2008
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE NAIC #
URERA Chubb Custom Insurance Co
INSURER B.
INSURER C:
INSURER D:
INSURER E
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY
REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,
THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 15 SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.
AGGREQATF LIMITS SHOWN MAY HAVE BUN REDIIC_ F n RY PAID CLAIMS
INSR ADD'L
LTR ULIEn TYPE OF INSURANCE
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE ! X OCCUR 7953-48-94
X Excl Athletic Part
X $2500 Deductible
A
GENII.. AGGREGATE LIMIT APPLIES PER:
X ! POLICY I I JECOT P1 LOC
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
HIRED AUTOS
NON -OWNED AUTOS
GARAGE LIABILITY
ANY AUTO
EXCESS/UMBRELLA LIABILITY
OCCUR 1 CLAIMS MADE
DEDUCTIBLE
ETENTION
WORKERS COMPENSATION AND
EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
If yes, describe under
SPECIAL PROVISIONS below
OTHER
POLICY EFFECTIVE POLICY EXPIRATION
POLICY NUMBER DATE IMM/DOIYYI DATE IMMIDD!YYI
9/22/2007 9/22/2008
LIMITS
FACH OCCI.IRRFNCF $ 1,000,000
$ 50,000
MED EXP (Any one person) 5 5,000
PERSONAL &ADV INJURY 5 1,000,000
GENERAL AGGREGATE $ 2,000,000
PRODUCTS - COMPIOPAGG $ 1,000,000
DAMAGE TO RENTED
PREMISES (Ea occurrence)
COMBINED SINGLE LIMIT
(Ea accident)
BODILY INJURY
(Per person)
BODILY INJURY
(Per accident)
PROPERTY DAMAGE
(Per accident)
AUTO ONLY - EA ACCIDENT
OTHER THAN EA ACC
AUTO ONLY:
E CH OCCURRENCE
AGGREGATE
AGG
WC STATU-OTH-
TORY OMITS i FR
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - PCLICY LIMIT
DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLESfEXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS
Provides evidence of insurance for the Lake Elmo Jaycees as respects their various events
CERTIFICATE HOLDER
Kristy.Maw@bayportbank.com
Lake Elmo Jaycees
PO Box 198
Lake Elmo, MN 55042
ACORD 25 (2001/08)
ItUC110S rnino, nn.,
$
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL
10 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT
FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE
INSURER, ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
100 - LuAnn
ACORD CORPORATION 1988
IMPORTANT
If the certificate holder is an ADDITIONAL |NSUuED, the poUcyem) must be endorsed, A statement on this
certificate does not confer rights to the certificate holder in lieu of such enclorsement(s),
If SUBROGATION IS YA|YEO, subject to the terms and conditions of the pohcy, certain policies may require on
endorsement. A statement on this certificate does not confer UgNo to the certificate holder in lieu of such
enuorsement(o).
DISCLAIMER
The Certificate of Insurance on the reverse side of this form davn not constitute a contract between the issuing
innurer(o), authorized representative or producer, and the certificate holder, nor does haffirmatively or negatively
amend, extend oralter the coverage afforded bythe policies listed thereon.
ACOwo25p001mm
|mSnoyw,oe)�oaa
ITEM:
City Council
Date: 7.15.08
CONSENT
Motion
Item. 4
Schedule closed meetings on July 22 and on August 12 for the city
administrator's performance review
SUBMITTED BY: Dean Johnston, Mayor
SUMMARY AND ACTION REQUESTED: The city council is being asked to schedule two
closed meetings for the purpose of the city administrator's performance review. These
are legally closed meetings under the open meeting law.
• Tuesday, July 22, 2008 at 6 PM
• Tuesday, August 12, 2008 at 6:30 PM (in place of the city council workshop)
MOTfON
Move to schedule a closed meeting on July 22 at 6 PM and a closed meeting on August
12 at 6:30 PM for the purpose of the city administrator's performance review.
City Council
Date: July 15.2OO8
CONSENT
Item: 5
K0OT(DM
ITEM: Resolution accepting the infrastructure improvements of the H.O.A. r» <Eag|e Point
Circle) Development
REVIEWED BY:
Susan Hod City Administrator
Ryan Stempski, Assistant City Engineer
SUMMARY AND ACTION REQUESTED: The City Councj|sbeinoasked th
e
infrastructure �
ucb�na|not�|�edeap�oftheH.{}.A.2m'AddiUon(Eog|ePoi-tCiro|e)deve|opmenL The
City Engineering Staff has reviewed the requirements of the Developer's Agreement dated July
10. 2008 conducted final field inspection, and has found that the public infrastructure has been
installed according hoCity standards, Asnoted inthe attached letter from the City Engineer, the
bwo-yearworronh/periodvviUbeginonJu|y15.28U8andendonJu|y14.2OlO,
ADDITIONAL INFORMATION
The City Forester inspected the landscaping required as part of the developer's agreement in
early June and noted afew deficiencies that have since been corrected,
'Move totapprovgResolution No, O8-030 cev�u�+�o��d�b�o����c��
improvements f��e��A,�nA��n(Eagle Point Circle) Development.
A||ACHyWENTS:
1. City Engineer's letter ofdevelopment approval, dated July 8.2OD8
2. Resolution No. 08-033
IN 'ERS • ARCHITECTS. PLANNERS 4,14 Cedar Strad, Suite 1500
Saint Pau, MN 55101-2140
July 8, 2008
Mr. Dale J. Glowa
Mr. George Burkards
United Properties
3.500 American Boulevard West, Suite 200
Minneapolis, Minnesota 55431
Re: Engineer's Recommendation for Final Acceptance
H.O.A. 2nd (Eagle Point Circle)
City of Lake Elmo, Minnesota
TKDA Project No, 14078.001
Dear Mr. Glowa and Mr. Burkards:
1,651) 292-4400
(651) 292-0083 Fax
wilet.tiiida,coin
We have reviewed the developer -installed improvements for 110,A, 2.nd Addition (Eagle Point
Circle), and find that the work has been fully completed in all respects and in accordance with
the Developer's Agreement, the Contract, Plans and Specifications, and the applicable standards
and ordinances of the City, The Improvements are hereby declared to be complete and
acceptance of the improvements by the City is recommended.
Pursuant to Lake Elmo City Code, Section 153.15(C), a two-year Warranty period for the
improvements will begin on July 15, 2008, and will end on July 14, 2010, The Developer shall
warrant and guarantee the improvements against any defect in materials or workmanship for this
period. ln the event of the discovery of any defect in materials or workmanship within the two-
year period, the defect shall be promptly repaired or corrected, and the warranty and guarantee
for the entire project shall be extended for one additional year beyond the original two-year
period, for a period of three years following the completion and acceptance,
Sincerely,
st)
n (Jack) W. Griffin, PH
-y Engineer
CES:cme
cc: Susan Hoyt, City Administrator
Kyle Klatt, Planning Director
Mike Bouthilet, Public Works Superintendent
An Employee Owed Company Promoting Affirmative Action and Eve, Opportunity
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2008-033
A RESOLUTION ACCEPTING
THE DEVELOPER -INSTALLED PUBLIC INFRASTRUCTURE IMPROVEMENTS FOR
THE H.O.A. 2nd ADDITION (EAGLE POINT CIRCLE) DEVELOPMENT
WHEREAS, the City entered in a Development Agreement dated July 10, 2006, with
United Land, LLC (the "Developer"), for the development of H.O.A. 2nd Addition (Eagle Point
Circle);
WHEREAS, the City's Engineer has prepared final record drawings of the Developer -
installed public infrastructure improvements (the "Improvements");
WHEREAS, the City's Engineer in correspondence dated July 8, 2008, declared the
Improvements complete and recommended that the City accept the Improvements;
WHEREAS, the Two -Year Warranty for the Improvements will begin on July 15, 2008,
and will end on July 14, 2010, and a Two -Year Warranty inspection will be completed prior to the
expiration of the warranty period, and the Developer will be required to repair or replace, as
directed by the City, any work or materials that are found to be defective, at the Developer's sole
cost and expense;
WHEREAS, the Developer has provided a list of the Improvements and the aggregate
costs relating to the installation of $250,000.00; and
WHEREAS, the City shall, upon acceptance of the Improvements, account for those
assets in accordance with the City's Capital Assets Policy.
NOW, THEREFORE, BE IT RESOLVED, the City Council accepts the Developer -
installed public infrastructure improvements for H.O.A. 2nd Addition (Eagle Point Circle) effective
as of July 15, 2008.
Date: , 2008 CITY OF LAKE ELMO
By:
ATTEST:
Susan L. Hoyt
City Administrator
Resolution No. 08-033
Dean Johnston
Mayor
ITEM:
City Council
Da0e� 7/15/08
CONSENT
Kem:O
Consider approving mnagreement between Washington County
Conservation District and members ofthe 2UO8'2D12East Metro Water
Resource Education Program for surface water quality education
services that iopart ofthe city'uauthorized/approved NPDSsurface
water management plan.
SUBMITTED BY: Carol Kriegler, Project Assistant
REVIEWED BY: Susan Hoyt, City Administrator
Jack Griffin, City Engineer
SUMMARY AND ACTION REQUESTED: The city council isbeing asked approve afour year
agreement between the Washington Conservation District and members for an education
program that deals with surface water quality. Education is a mandated part ofthe NPO8 surface
water rules. The city's approved NPDS management plan includes providing this education
through this consortium because it is both comprehensive and fiscally reasonable. The Valley
Branch Watershed uses the same education resources which creates tremendous benefits in
promoting a consistent message for surface water management and water quality. The cost is
$2.000 and |o paid for through the nity'n surface water utility fee,
The City of Lake Elmo joined the East Metro Water Resource Education PrnQ[ann in 2007.
Members of the program include Washington County, several watershed organizations and a
number of cities partially or wholly within Washington County, (Cottage Grove, Forest lake
Sd||vva0er` De|kwoodand VNUernie). These entities have partnered inaneffort hzcollaborate in
efficiently and effectively educating the citizens of the Twin Cities east metro area about water
resource, storm water, and groundwater management in order to improve water quality. These
educational services are a part of the city's authorized/approved NPDS surface water
management plan, Continued membership in the program will provide for the continued delivery
of the following types of educational services: Coordinate and implement East Metro Water
Resource Education Program including presentations, workshops, in -field training, demonstration
projects, and published materials; maintain web -based educational material; prepare annual
education report (which meetoN184 requirements). Thane efforts are coordinated with "watershed
partners" in an effort to minimize overlap and maximize effectiveness in educating the public.
The annual contribution amount for the City ofLake Elmo is $2.00U,(with o3.596annual increase
beginning in 2010). This is paid for through the surface water fund.
MOTION
Approved an agreement between N/bah/ngb7n Conservation District and Members of the 2009'
20Y2EontMebnNa&y,ReaounceEducatiVnPnzoronnatacuutof$2,000/n20OQwdhanannua/
increase of 3.5% to be paid for through the surface water utility fee,
ATTACHMENTS
1 Contract between Washington Conservation District and Members ofthe East Metro
Contract Number: 09-EMWREP
AGREEMENT BETWEEN
WASHINGTON CONSERVATION DISTRICT
AND MEMBERS OF THE 2009-2012
EAST METRO WATER RESOURCE EDUCATION PROGRAM
PARTIES
This Agreement is made and entered into by Washington Conservation District, hereinafter referred to as
HOST, and members of the East Metro Water Resource Education Program, hereinafter referred to individually
as a PARTNER. A PARTNER is defined as an entity that executes this agreement. Eligible PARTNERS
include watershed organizations and municipalities partially or wholly within Washington County.
PURPOSE
WHEREAS, the PARTNER has a common objective of educating the citizens of the Twin Cities east metro
area about water resource, stormwater, and groundwater management in order to improve water quality; and
WHEREAS, the PARTNER has identified a need for education assistance; and
WHEREAS, 9 watershed organizations in Washington County have education components in their respective
watershed management plans; and
WHEREAS, 23 communities, including multiple watersheds and the County, in Washington County are
required to obtain a Municipal Separate Storm Sewer System (MS4) Permit from the Minnesota Pollution
Control Agency (MPCA), which requires nonpoint source pollution education; and
WHEREAS, the PARTNER agrees it is in their best interest to define their respective responsibilities and
obligations; and
WHEREAS, the PARTNER agrees that collaborative efforts are needed to more effectively and efficiently
deliver water resource education and meet MS4 permit education requirements; and
WHEREAS, the PARTNER requests assistance from the HOST to implement the policies specified in MINN.
STAT. §§ 103A.206; and
WHEREAS, the HOST is authorized to enter agreements to provide such assistance pursuant to MINN. STAT.
§§ 103C.331, SUBD. 3 and 7.
NOW, THEREFORE, the PARTNER agrees as follows:
C. TERM OF CONTRACT
The term of this agreement shall be from May 1, 2009 to December 31, 2012 unless extended or terminated
earlier as provided herein.
D. MEMBERSHIP STRUCTURE
In accordance to the program goals of collaboration and partnership, entities may become a PARTNER by
signing the Signature Page at the end of this Agreement. A new PARTNER shall apply to the HOST and sign a
separate contract and their signature page shall be attached to the original document. The HOST will
coordinate with each PARTNER, update the project budget, and distribute it to each PARTNER.
2009-2012 Share Water Resource Education Program Agreement
Each PARTNER will assign a member to the Steering Committee of the East Metro Water Resource Education
Program. This Committee will assist the Shared Water Resource Educator and HOST to prepare the Annual
Workplan, Annual Budget, and Annual Report. A Membership Summary will be included in the Annual Report
prepared by the HOST.
E. SCOPE OF SERVICES
The HOST will perform for the PARTNER the services and furnish and deliver work products generally
described in Exhibit A, attached and made part of this agreement. PARTNER -specific services will be defined
in the Annual Workplan noted in Exhibit A. The targeted PARTNER -specific services will be approximately
15% of the total annual workplan. Eighty-five (85) percent of the total annual workplan will be committed to
shared, multi -jurisdictional benefit educational activities.
F. COST
In full consideration for services under this agreement, the PARTNER shall provide their portion of the annual
costs to the HOST in accordance with their executed Signature Page at the end of this Agreement. The total
annual budget for the program is shown in Exhibit B with contributions outlined in Paragraph G. If PARTNER
Contributions are below the Total Budget, educational material expenses will not be incurred.
In the case that overall funding contributions from all of the PARTNERS exceeds the budget in Exhibit B by
less than 20%, the excess contributions will be used to fund additional educational materials or support staff.
Once the revised overall funding contribution from all of the PARTNERS exceeds the budget in Exhibit B by
20%, the PARTNERS have the option of having their proportional amount of the excess budget returned or can
direct the funds to be used for EMWREP activities.
G. FUNDLNG STRUCTURE
Each PARTNER is suggested to contribute annually in accordance with the following funding structure:
County: $10,000/year
Small Watershed Districts (Taxable Market Value < $1 Billion): $10,000/year
Medium Watershed Districts (TMV $1-5 Billion): $15,000/year
Large Watershed Districts (TMV >$5 Billion): $20,000/year
Watershed Management Organizations: $5,000/year
Watershed Districts with existing educational staff: $2,000/year
Large MS4 Cities: $2,000/year (Population > 5,000)
Small MS4 Cities: $500/year (Population < 5,000)
In -kind matches from existing educational staff from within partner organizations are also encouraged. The
WCD shall provide $10,000 of in -kind match to the program per year. As shown in Exhibit B, PARTNER
contributions will increase by 3.5% per year to account for inflation.
• PAYMENTS
1. The services in Exhibit A provided by the HOST will be billed in accordance to Exhibit B.
Invoices will be sent on a quarterly basis and will summarize the work performed. Invoices are
payable within 60 days.
2. Office supplies, in-house reproduction expenses, and transportation are included in the overhead
noted above. Out source reproduction, special bulk mailings and other direct costs beyond the
actual current budget (the combined contributions of each PARTNER) noted in Paragraph F are to
be reimbursed at actual cost with prior approval from the PARTNERs.
2009-2012 Share Water Resource Education Program Agreement
1. EQUAL EMPLOYMENT OPPORTUNITY- CIVIL RIGHTS
During the performance of this Agreement, the HOST agrees to the following: No person shall, on the grounds
of race, color, religion, age, sex, disability, marital status, public assistance, criminal record, creed or national
origin, be excluded from full employment rights in, be denied the benefits of, or be otherwise subjected to
discrimination under any program, service, or activity under the provisions of and all applicable federal and
state laws against discrimination including the Civil Rights Act of 1964.
J. STANDARDS
The HOST shall comply with all applicable Federal and State statutes and regulations as well as local
ordinances now in effect or hereafter adopted. Failure to meet the requirements of the above may be cause for
cancellation of this contract effective the date of receipt of the Notice of Cancellation.
K. DATA PRIVACY
All data collected, created, received, maintained, or disseminated, or used for any purpose in the course of the
HOST's performance of the Agreement is governed by the Minnesota Government Data Practices Act,
Minnesota 1984, Section 13.01, et seq. or any other applicable state statutes and state rules adopted to
implement the Act, as well as state statutes and federal regulations on data privacy. The HOST agrees to abide
by these statutes, rules and regulations and as they may be amended.
AUDITS, REPORTS, AND MONITORING PROCEDURES
The HOST will:
1. Maintain records that reflect all revenues, cost incurred and services provided in the performance of
the Agreement.
2. Agree that the County, the State Auditor, or legislative authority, or any of their duly authorized
representatives at any time during normal business hours, and as often as they may deem reasonably
necessary, shall have access to the rights to examine audit, excerpt, and transcribe any books,
documents, papers, records, etc., and accounting procedures and practices of the HOST which are
relevant to the contract. The annual audit conducted for the Washington Conservation District that
includes EMWREP activities.
INDEMNITY
The HOST and PARTNER mutually agrees, to the fullest extent permitted by law, to indemnify and hold each
other harmless for any and all damages, liability or cost (including reasonable attorneys' fees and costs of
defense) arising from their own negligent acts, errors or omissions in the performance of their services under
this agreement, to the extent each party is responsible for such damages and losses on a comparative basis of
fault. The PARTNER agrees to provide proof of contractual liability insurance upon request. This paragraph
does not diminish with respect to any third party, any defense, immunity, or liability limit that the HOST or
PARTNER may enjoy under the law.
N. INDEPENDENT CONTRACTOR
It is agreed that nothing herein contained is intended or should be construed in any manner as creating or
establishing the relationship of co-partners between the parties hereto or as constituting the HOST as the agent,
representative, or employee of PARTNER organization for any purpose or in any manner whatsoever. The
2009-2012 Share Water Resource Education Program Agreement
HOST is to be and shall remain an independent contractor with respect to all services performed under this
Agreement.
The HOST represents that it has, or will secure at its own expense, all personnel required in performing
services under this Agreement. Any and all personnel of the HOST or other person, while engaged in the
performance of any work or services required by the HOST under this Agreement, shall have no contractual
relationship with the PARTNER and shall not be considered employees of the PARTNER.
O. MODIFICATIONS
Any material alteration or variation shall be reduced to writing as an amendment and signed by the parties. Any
alteration, modification, or variation deemed not to be material by written agreement of the HOST and the
PARTNER shall not require written approval. Contract extensions will be handled in this manner.
P. MERGER
It is understood and agreed that the entire agreement of the parties is contained here, except as modified during
the term of the Agreement by a writing under Paragraph 0 above concerning a non -material change, and that
this contract supersedes oral agreements and negotiations between the parties relating to this subject matter. All
items referred to in this contract are incorporated or attached and deemed to be part of the contract.
Q. TERMINATION
This agreement shall commence when executed by all parties and shall continue until terminated. This
agreement shall terminate immediately upon completion of the activities enumerated herein and the program
duration expires. Any party to this agreement may withdraw participation with ninety days written notice prior
to the annual anniversary for this Agreement (January 1 of each year). Termination by any one PARTNER
shall not constitute the termination of this agreement in whole and pro -rated contributions will be returned to
the terminated PARTNER. Termination by the HOST will constitute termination of this agreement in whole
and pro -rated contributions will be returned to each PARTNER.
R. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY
All property of the HOST or PARTNER used, acquired or created in the performance of work under this
Agreement, including documents and records of any kind, shall remain the property of the HOST and
PARTNER. The HOST and PARTNERS shall have shared rights to use, sell, license, publish, or otherwise
disseminate any product developed in whole or in part during the performance of work under this Agreement.
Durable goods purchased by the HOST, such as office equipment and computers, shall remain the property of
the HOST.
2009-2012 Share Water Resource Education Program Agreement
EXHIBIT A
SCOPE OF SERVICES
EAST METRO WATER RESOURCE EDUCATION PROGRAM
HOST responsibilities:
1. Hire, employ and supervise the Water Resource Educator/s that will successfully serve the education
needs as prescribed herein.
2. Obtain financial reimbursement from each PARTNER as prescribed in this agreement.
3. Work in good faith to achieve the goals identified in this agreement.
4. Maintain a strict accounting of all financial transactions.
5. Develop and disseminate annual summaries of accomplishments and budgetary analysis to partners of
the East Metro Water Resource Education Program.
6. Provide office space, office furniture, computer, transportation, and phone. Equipment purchased by
the HOST will remain the property of the HOST following the term of this agreement.
PARTNER responsibilities:
1. Provide a single representative to the Steering Committee of the East Metro Water Resource Education
Program. This person shall actively participate in the Steering Committee and assist in employee
selection, Armual Workplan Development, and other tasks as needed.
2. Provide funds for the East Metro Water Resource Education Program described herein.
3, Provide appropriate and timely feedback to the HOST manager regarding the performance of the Water
Resource Educator/s.
4. Share equipment, staff, and educational resources to facilitate Education Program planning and
implementation.
5. As initiated by the HOST, discuss the progress of the Water Resource Educator/s and agree to take any
action that is appropriate to ensure the successful fulfillment of project objectives.
6. Work with the Water Resource Educator/s to ensure that services are being used to address high
priorities at the local level.
Water Resource Educator/s responsibilities:
1. Prepare, coordinate, and revise East Metro Water Resource Education Program Plan annually with the
Steering Committee of the East Metro Water Resource Education Program.
2. Review and advise watershed district PARTNERS annually on educational aspects of their watershed
district plans.
3. Develop annual plan of work with the Steering Committee of the East Metro Water Resource Education
Program. Workplan will reference Washington County MS4 education programs and watershed district
PARTNERS education plans.
4. Implement annual work plan, including plarming, implementing, evaluating, and reporting on such
anticipated activities as presentations, workshops, in -field training, demonstration projects, and
published materials.
5. Pursue grants and other funding sources to enhance the East Metro Water Resource Education Program.
6. Coordinate with "Watershed Partners" and other entities conducting water resource education efforts to
minimize overlap and maximize effectiveness.
7. Maintain educational information for web -based East Metro Water Resource Education Program.
S. Presents papers as appropriate at professional meetings within Minnesota.
9. Prepare annual education report (which meets MS4 requirements) and conduct shared MS4 annual
meetings for participating East Metro Water Resource Education Program members
2009-2012 Share Water Resource Education Program Agreement
EXIIIBI I B
BUDGET
Shared Water Resource Educator Position - Washington Conservation District Estimate
Hourly Rate Yearly Salary I (1) Benefits (25%) Subtotal I (2) Overhead (40%)
$23.08 48,000 12,000 60,000 24,000
Appx. 2009
Salary
(3) Total
84,000
(I) WCD benefits include: health, dental (optional), basic life insurance, retirement, deferred compensation, vacation and holiday.
(2) WCD overhead includes administrative and clerical support, equipment, mileage, supplies, rent, and in-house reproduction expenses.
Overhead does not include out source reproduction, special bulk mailings, displays, hooks, or other educational program hard -goods and
expenses.
(3) WCD total does not include some costs, such as managerial, accounting, reporting and clerical support, which would be provided as
an in -kind contribution.
Year
2009
2010
2011
2012
Salary, Benefits, and
Overhead*
$84,000
$88,200
$92,610
$97,240.50
Materials
$5,000
$5,250
$5,512.50
$5,788.
Total
$89,000
$93,450
$98,122.50
$103,029
* Budget includes 5% annual increase for wage adjustments and inflation.
MEMBERSHIP STRUCTURE AND CASH CONTRIBUTIONS**
PARTNER
SWWD
VBWD
BCWD
Washington
County
WCD (in -kind)
LSCWMO
MSCWMO
RWMWD
Cottage Grove
Forest Lake
Lake Elmo
Stillwater
Dellwood
Willernie
2009 Annual
Contribution
$20,000
$15,000
$15,000
$10,000
$10,000
$5,000
$5,000
$2,000
$2,000
$2,000
$2,000
$2,000
$500
$500
91,000.00
2010 Annual 2011 Annual 2012 Annual
Contribution Contribution Contribution
$20,700 $21,425 $22,174
$15,525 $16,068 $16,631
$15,525 $16,068 $16,631
$10,350 $10,712 $11,087
$10,350 $10,712 $11,087
$5,175 $5,356 $5,544
$5,175 $5,356 $5,544
$2,070 $2,142 $2,217
$2,070 $2,142 $2,217
$2,070 $2,142 $2,217
$2,070 $2,142 $2,217
$2,070 $2,142 $2,217
$518 $536 $554
$518 $536 $554
94,185.00 97,481.48 100,893.33
** Partner Contributions includes 3.5% annual contribution increase to cover inflation and program expenses.
2009-2012 Share Water Resource Education Program Agreement
CONTRACT BETWEEN
WASHINGTON CONSERVATION DISTRICT
AND MEMBERS OF THE
EAST METRO WATER RESOURCE EDUCATION PROGRAM
HOST: Washington Conservation District
PARTNER: City of Lake Elmo
Annual Contribution Amount: $2,000 (with 3.5% annual increase beginning in 2010)
Term: May 1, 2009 to December 31, 2012
IN TESTIMONY WHEREOF the parties have duly executed this agreement by their duly authorized officers.
APPROVED:
PARTNER HOST
BY: BY:
Title
BY: BY:
Title
Approval as to form and execution:
Date
Board Chair Date
WCD Manager Date
2009-2012 Share Water Resource Education Program Agreement
City Council
Date: 7-15-08
REGULAR
Item: 7
PUBLIC HEARING
& MOTION
ITEM: Hold a Public Hearing on Part 2 of the Wellhead Protection Plan
and Consider Approval of the Wellhead Protection Plan
SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Susan Hoyt, City Administrator
Ryan Stempski, Assistant City Engineer
SUMMARY AND ACTION REQUESTED: The city council is being asked to hold a public
hearing for the Wellhead Protection (WHP) Plan, Part 2. The plan is required to protect
the public health and safety of the city's water supply. This meeting is a requirement of
Minnesota Rules and State Statute. The city council is also being asked to approve the
WHP Plan, Part 2, contingent on the incorporation of public comments received tonight
The purpose of this mandatory public hearing is to:
• make land owners aware of the proposed management strategies that affect
their property,
• to provide the public with information regarding the level of protection needed
for Lake Elmo's public water supply wells, and
• to solicit comments regarding the potential future contaminant sources that may
impact Lake Elmo's public water supply wells.
What is meant by Wellhead Protection?
Wellhead protection is a means of protecting public water supply wells by preventing
contaminants from entering the area that contributes water to the well. The wellhead
protection area is determined by using geologic and hydrologic criteria, such as the
physical characteristics of the aquifer and the effects which pumping has on the rate
and direction of groundwater movement. A management plan is developed for the
wellhead protection area that includes inventorying potential sources of groundwater
contamination, monitoring for the presence of specific contaminants, and managing
existing and future land and water uses that pose a threat to groundwater quality.
When communicating with the public on Wellhead Protection issues, City staff is charged
with the responsibility to balance the need to inform and educate the public and
receive public input, with the need to adhere to Homeland Security requirements and
guidelines. In this endeavor, City staff is available to meet with the public and make
materials available for public review. City mapping and planning documents, however
will not be made available on the city website, or released in copy.
Bob Schumacher, Lake Elmo resident, assisted with gathering data information for this
plan.
ADDITIONAL INFORMATJON
In Minnesota, the wellhead protection program is implemented in two phases, Part 1 and
Part 2, Part 1 of the City of Lake Elmo's WHP plan was completed and approved by the
MDH on April 10, 2007. Part 1 is an assessment of current well and groundwater
conditions. It involves the delineation of the wellhead protection area and the
delineation of the Drinking Water Supply Management Area (DWSMA) boundaries. Part
1 also includes an assessment of the wells' vulnerability. On June 5, 2007, Lake Elmo's
WHP Plan, Part 1, public meeting was held to inform the public of DWSMA boundaries
and DWSMA vulnerabilities.
The WHP, Part 2 then focuses on the management strategies for plan implementation.
On August 21, 2007 the City of Lake Elmo authorized TKDA to prepare the WHP, Part 2,
Specifically, the WHP Han, Part 2, contains:
1. The drinking water protection goals that the City would like to achieve,
2. An inventory and map of potential contaminant sources, know as the Potential
Contaminant Source Inventory' (PCSI).
3. Problems, issues, and opportunities concerning land use issues relating to the
aquifer, well water, or the Drinking Water Supply Management Area (DWSMA).
4. Management strategies, objectives, and action plans for managing the existing
and possible future potential sources of contamination to prevent groundwater
contamination.
Since the City wells can receive water from both the surface and subsurface areas,
potential contaminant sources in both areas need to be assessed. The principal sources
of contamination can include wells, underground storage tanks, hazardous waste
generators, and surface water sites. This list of possible contamination sites comprises the
PCSI. This list was developed using resident volunteers from the City.
In accordance with program requirements, the draft Part 2 report was made available to
agencies required by the Minnesota Department of Health (MDH) for a 60-day comment
period (the agency listing has been included as attachment No, 1). This comment
period ends July 14, 2008. Following tonight's public hearing, the city council will be
asked to approve the WHP Han, Part 2. Staff will address all comments to finalize the
plan and must submit the plan to the MDH prior to July 19, 2008. The Minnesota
Department of Health will then have a 60 day review period to approve the plan. By
September 26, 2008, the City of Lake Elmo will need to provide notice to agencies and
local units of government of MDH approval and begin plan implementation. The WHP
Plan, Part 2, project schedule has been included as attachment No. 2.
Please refer to the draft WHP Plan, Part 2, for more detail. This document is available for
public review at Lake Elmo City Hall.
BACKGROUND
Under the Federal Safe Drinking Water Act, all states are required to have a Wellhead
Protection (WHP) Program. The Department of Health (MDH) administers this program in
Minnesota and requires every public water supply well in the state to have a Wellhead
Protection Plan, and to implement WHP measures as identified in the approved plan.
The Minnesota Department of Health is granted authority under Minnesota Statutes,
Section 1031, subdivision 5, and Minnesota Rules, parts 4720.5100 to 4720,5590. The
statutory authority was granted in 1989 with the passing of the Minnesota Groundwater
Protection Act, which was a response to the 1986 amendment to the Federal Safe
Drinking Water Act. The rules governing wellhead protection were adopted in
November 1997.
Suggested Motion for Consideration:
Move to approve the Wellhead Protection Plan, Part 2,
ORDER OF BUSINESS
• Introduction
• Report by staff or other presenter
• Questions to the presenter
(3 minutes)
Questions/comments from the public
(3 minutes)
Hold public hearing Mayor facilitates
• Call for a motion Mayor and Council members
• Discussion Mayor and Council members
• Action City Council
Susan Hoyt, City Administrator
Jack Griffin, City Engineer
Mayor and Council members
ATTACHMENTS:
1. WHP Plan, Part 2, project schedule
2. Agency listing for MDH 60-day comment period
Mayor facilitates
LUG List
Wellhead Protection Plan
City of Lake Elmo
12781.001
Tom Carr, Mayor
City of Grant
9550 Joliet Avenue North
Grant, Minnesota 55082
Carmen Sarrack, Mayor
City of Oakdale
1584 Hadley Avenue North
Oakdale, Minnesota 55128
David Beaudet, Mayor
City of Oak Park Heights
14168 Oak Park Boulevard North
P.O. Box 2007
Oak Park Heights, Minnesota 55082
William Hargess. Mayor
City of Woodbury
8301 Valley Creek Road
Woodbury, Minnesota 55125-2320
Kent Grandlienard
Town Board Chair
Baytown Township
4220 Osgood Avenue North
Stillwater, Minnesota 55082
Dan Kyllo
Town Board Chair
West Lakeland Township
13520 North Greenwood Trail
Stillwater, Minnesota 55082
Susan Hoyt
City Administrator
City of Lake Elmo
3800 Laverne Avenue N.
Lake Elmo, Minnesota 55042
Amanda Goebel
Washington County Public Health
14949 62nd Street North
P,O. Box 6
Stillwater, Minnesota 55082
John Hanson
Valley Branch Watershed District
4700 West 7th Street
Minneapolis, Minnesota 55435-4803
Karen Kill
Browns Creek Watershed District
1380 West Frontage Road Highway 36
Stillwater, Minnesota 55082-2104
Matt Moore
South Washington County Watershed District
8301 Valley Creek Road
Woodbury, Minnesota 55125-2320
Art Persons
MDH Planner
18 Woodlake Drive Southeast
Rochester Minnesota 55904
Mr. Jim Kelly
Minnesota Department of Health
625 Robert Street North
Box 64975
St. Paul, Nlinne.,iota 55101
Jack Griffin
TKDA
444 Cedar Street, Suite 1500
St, Paul, Minnesota 55101
CITY OF LAKE ELMO
WELLHEAD PROTECTION PLAN, PHASE II
TKDA PROJECT NO. 12781 .001
PROJECT SCHEDULE
June 5, 2007 Public Information Meeting was held on Phase I of the
Wellhead Protection Plan - presentation by MHD staff
July 25, 2007 Scoping meeting held per MN Rules with MDH staff and
City staff
August 21, 2007 City council authorized TKDA to prepare Phase II of the
Wellhead Protection Plan
May 14, 2008 Draft Wellhead Protection Plan was submitted to Local
Units of Government for a 60 day review and comment
period.
July 14, 2008 Comment period ends
July 15, 2008
July 19, 2008
September 19, 2008
September 26, 2008
Public Hearing for public review and comment on the
draft Wellhead Protection Plan, city council approves
Wellhead Protection Plan
Address any comment received from local and public
comment and submit plan to MDH
End MDH review and receive MDH approval.
Provide notice to LUGs about MDH Plan Approval, and
staff begins plan implementation
**Wellhead Protection Plan Amendement Requirements
1. Annual review of each strategy implemented and modifications needed
2, WHP Evaluation Report needs to be submitted periodically
3. WHP must be amended with the addition of a new Well and every 10 years
City Council
Date: 7-15-08
REGULAR
Item: 8
Motion
ITEM: Receive a project report detailing the proposed rights and restrictions for
the Sunfish Lake Park Land Trust Easement
REOUEOTEOBY� Park Commission
SUBMITTED BY: Car|Kheoler, Project Assistant
Mike Bouthilet, Public Works and Parks Superintendent
REVIEWED BY:
Susan Hoyt, City Administrator
SUMMARY AND ACTION REQUESTED: The city council hsbeing asked boreceive eproject
report related to placing Sunfish Lake Park, a 315 acre park that is used for hiking and skiing, in
conservation easement with the Minnesota Land Trust and to endorse the concept presented in
the naporL The intent of this project report is to identify the proposed land use restrictions that will
be included in the conservation easement. The overriding goal of the Sunfish Lake park
conservation easement is to ensure it's permanency as park and preserve and protect its
natural obaha through land use restrictions and rights. The gno| of the report is to confirm the
proposed land use restrictions and rights asthe Land Trust will next proceed with crafting the
easement legal document based onthe project nepnrt.
The city council gave the park commission the authority to explore the option of securing a
conservation easement for the pork on June G. 2000. The Park Comnhisu|on spent several
meetings crafting a report and recommendation for the city council to consider that identified
future uses for the pork. The Park commission submitted the Sunfish Lake Park Report, dated
October 17 and made presentation tothe city council at its January8 2008 meeting. The report
is attached. The Commissions Sunfish Lake Park Report was prepared for the purpose of
providing guidance for how the city plans to use the park into the future. The project report has
been prepared by the Land Trust in response tothe commissions report and city council
comments as means toconfirm the associated proposed land use restrictions and rights to be
included in the conservation easement document.
ADDITIONAL INFORMATION
A conservation easement lists the permitted current and future uses of the land which it covers,
The proposed park improvements identified for Sunfish Lake Parkin the 1990 Comprehensive
Park Plan, now 17 years old, included a fire pit' fishing dock, trail interpretation sites and
emergency telephone. The Park Commission identified all ofthese park improvements os
unnecessary and not consistent with the future use ofSunfish with the exception ofthe trail
interpretation sites.
Sunfish Lake Park is included in the DNR Metro Conservation Corridors 2007 Focus Areas. A
OPTIONS
Accept the Park Commission recommendation for proposed rights and restrictions for the
two areas klSunfish Lake Park inits entirety, Area Three isrestricted bvaneasement
and nochanges are proposed.
o The three areas include:
• Area one ieapproximately 2%5acres which ismostly wooded and
contains access to Sunfish Lake itself and three ponda, as well as an
extensive system ofdirt and woodchiptrails.
• Area Two isapredominantly open area inthe southern part ofthe park
consisting ofapproximately 2Oacres.
• Area Three iaapproximately 7Oacres insize and controlled byanPNPCA
easement.
Amend the project reports proposed rights and restrictions asthe city council determines
Suggested motion for consideration:
Move �pmv�of�Commission recommendation n�ac�p�nceof�apn���pc�
outlining proposed rights and restrictions /nSunfish Lake Park and authorize the Land Trust to
proceed with crafting the conservation easement document.
ORDER [)FBUSINESS
o Introduction
o Report
Questions to presenters
(3 minutes)
o Questions from public
To council (3 minute max)
o Call for omotion
Discussion
(3minuhas)
A||ACHN1ENTS:
Susan Hoyt, City Administrator
David Steele, Chair, Park Commission
Sarah5— Minnesota Land Trust
Mayor and Council members
Mayor facilitates
Mayor and Council members
Mayor and Council members
City Council
I Land Trust Project Report Proposed Rights mnd Restrictions, Sunfish Lake Park
2 Park Commission Sunfish Lake Report, October 15. 2007. with illustrations
Minnesota Land Trust
Proposed Rights and Restrictions
For a Conservation Easement
Sunfish Lake Park
City of Lake Elmo
Land Use Restrictions & Rights Detail
Industrial or commercial use Prohibited.
Agricultural use Current agricultural use of Area
Two allowed to continue until
restoration occurs.
Residential use and development Prohibited.
Structures and improvements Area 1 - Prohibited except for:
• Minor rustic structures
such as trail barriers,
benches, picnic tables,
boardwalks, observation
platforms, birdhouses, and
information kiosks.
Area 2 - Prohibited except for:
• Minor rustic structures
such as trail barriers,
benches, picnic tables,
boardwalks, observation
platforms, birdhouses, and
information kiosks,
•"Interpretive center" and
other low impact
recreational improvements
according to a Park Plan
approved by the Land
Trust, The "interpretive
center" will be limited to
textures, colors, and
materials that blend with
the natural surroundings.
Utilities Utilities(to be defined) serve those
activities permitted by the
easement but otherwise prohibited.
Lighting Permanent outdoor lighting will be
prohibited in Area 1. Lighting in
Area 2 must be downcast and
consistent with city policy.
Division of the property Prohibited.
Development Rights Transfer of development rights to
6/11/08
Minnesota Land Trust
Proposed Rights and Restrictions
For a Conservation Easement
another property is prohibited.
Rights of way Access across the property to
develop adjacent land is
prohibited.
Mining Prohibited.
Signs Small, unlighted signs for
informational or interpretive
purposes is allowed. A sign
designating the name of the park
also is allowed.
Roads and trails The access road and parking area
are allowed. Roads are otherwise
prohibited. Unpaved paths or foot
trails, including footbridges and
boardwalks are allowed. A paved
trail will be allowed in Area 2.
Surface alteration Alteration of the natural
topography or surface of the land
is limited and consistent with the
park plan.
Vegetation and habitat Management of natural vegetation
management to improve its habitat and scenic
values is allowed, subject to an
approved management plan.
Water Alteration of natural water bodies
and wetlands, or actions
detrimental to water quality are
prohibited. Restoration of
wetlands or water bodies is
allowed according to a plan
approved by the Land Trust,
Dumping Dumping or accumulation of trash
or other unsightly material is
prohibited,
Vehicles Prohibited except in conjunction
with otherwise authorized
activities (i.e. habitat restoration or
management).
Recreational and educational use Recreational and educational
purposes that do not impact the
conservation values of the land are
allowed. This would include
walking, hiking, horseback riding,
cross-country skiing, orienteering,
etc. This would not include
6/11/08
Minnesota Land Trust
Proposed Rights and Restrictions
For a Conservation Easement
mountain biking.
6/1 I /08
Minnesota Land Trust: Overview of Uses for Sunfish Lake Park.
SUMMARY AND ACTION REQUESTED�
The City Council is asked to review the following recommendations developed by the Parks
Commission relating hofuture uses ofSunfish Lake Park. |fapproved byCouncil, the Parks
Commission will use the vision iterated below as a blueprint for developing a draft of a Minnesota
Land Trust conservation easement for Sunfish Lake Park.
PURPOSE
The Minnesota Land Trust utilizes easements 0aprotect land and water resources permanently
and to preserve important natural and scenic resources bylimiting the use and development of
land. Conservation easements allow current citizens to enjoy the land while safeguarding it for
future generations,
The purpose ofplacing Sunfish Lake Park within oMinnesota Land Trust conservation easement
is to protect the water and shoreland of Sunfish Lake itself, preserve the water quality of ponds
within the park, protect the natural flora and fauna that make the park home, and define
acceptable uses ofthe park. Tndoy'ovision for the park would besustained indefinitely bythe
easement and would not be subject to political or other influences in the future,
WHY |T}SAGOOD CANDIDATE FOR THE LAND TRUST
The Park Commission finds that Sunfish Lake Pork is unique in our region as it is a la,go,
onnUguous, and undeveloped area that has been left almost entirely in its natural state. The
woods has been identified eopart ofagnsenwaycorridor bythe DNR. |n1871. Michael Scanlan
of the Nature Conoomoncy, identified a portion of the pork as "probably the best upland forest in
the county" and stated that the "area |aalso unique because ofthe unusually high diversity nfthe
fauna and, especially, the flora,"
GEOGRAPHIC INFORMATION
Sunfish Lake Park is approximately 314 acres in size with an easement for the MPCA restricting
uses onapproximately 7Oacres. The central y'|ooatwdpark ioprimarily accessed off ofStillwater
Lane, has three ponds and provides epublic access point onto Sunfish Lake,
Location Map, Sunfish Lake Park inthe city o[Lake Elmo
CURRENT USES OFTHE PARK
The current uses of the park include picnicking, walking or jogging on dirt or woodchip trails,
canoeing, flora/fauna identification, sledding, cross-country skiing, horseback riding,
snm*ohoeing.and fenning/hayinA. Afew benches, onunpaved parking lot, anunpaved access
road, and aportable toilet can also befound inthe park.
2
Approximate MPCA
. Easement Boundaries
2000 Aerial of Sunfish Lake Park
�--j
m
"
DISCUSSION OFSUNFISH LAKE PARK
The Parks Commission has discussed the future use of Sunfish Lake Park and its possible future
inclusion in the Minnesota Land Trust at m number of meetings over the course of the past few
years. Staff from the Minnesota Land Trust have met with the Commission on at least two
occasions \odiscuss the purpose ufmland trust,
Emerging from those discussions, the Parks Commission produced the following statement
Statement ofthe Lake Elmo Parks Commission
February 2t2O07
Asthe Parks Commission puts the final touches onadraft ofaLake Elmo
Comprehensive Park and Recreation Plan this ophn8, the members of the
Commission would like to share with their colleagues serving on the City Council
and the Planning Commission our strong commitment to the following principles
relating to the City'u stewardship of Sunfish Lake Park:
1. The Park isaunique natural oasis within the Lake Elmo park system, and all
future development within the Park should be pursued in a way that fosters
only quiet, low -impact uses that are protective and sustaining of natural
environment that the citizens of Luke Elmo hope to bequeath to future
generations.
2, The oou8hemmost, non -wooded area of Sunfish Lake Park is an integral part
of the Park and should be developed in ways that are consistent with the
overall vision for Sunfish Lake Park as a whole. No future development
should be pursued in this section that does not speak directly tnorenhance
the overall vision of Sunfish Lake Park as m natural oasis. Nor should this
open area be used for non -pork purposes or for organized sports and
recreation that require significant allotment of |ond, the construction of large
facilities, nroutdoor lighting that does not conform hoLake Bmo'yDark Skies
practices.
3. Consistent with the designation by the Minnesota Department of Natural
Resources of corridor of land encompassing all of Sunfish Lake Park as
well as large areas surrounding the Park on all sides an "Regionally
Significant Ecological Arano." all future development within the Park as well
as in those adjoining areas should be significantly informed by a need to
protect natural nyuounonn, hotitat, and flyways, and the City should explore
thepoosibility— as land becomes available for purchase — of extending the
southern borders of the Pork to Highway 5 as e strategy for creating a
contiguous natural wildlife corridor between Sunfish Lake Park and the Lake
Elmo Park Reserve,
These principles will guide the Lake Elmo Parks Commission as itprepares a
detailed pmzpoao| to the Council to create a land easement with the Minnesota
Land Trust that will encompass all ofSunfish Lake Park.
Respectfully Submitted,
Lake Elmo Parks Commission
ROLE CJFSUNFISH LAKE PARK |NLAKE ELMO
In both the 1990 ond20O8 Comprehensive Park Pionu, Sunfish Lake Park iadesignated as a
' Community Park owing in pert to its large size. It is one of two existing community parks in Lake
4
DEFINING TERMS
Sunfish Lake Park has three distinct areas by virtue of topography and current use:
Area One
The largest area ofthe park — consisting ofapproximately 225acres —|omostly wooded
and contains access to Sunfish Lake itself and three ponds, as well as on extensive
system of dirt and woodchip trails.
Area Two
This is a predominantly open area in the southern port of the park consisting of
approximately 20 rolling acres that are currently used for agricultural purposes.
Area Three
This area is approximately 70 acres in size and controlled by an MPCA easement,
EXISTING AND FUTURE USES OF SUNFISH LAKE PARK
Area One pfSunfish Lake Park
The Parks Commission has reached o consensus that all areas not currently used for parking or
tanning (Area One as shown below) should continue to be used in their present form. The trail
system should belimited towhat exists except onnecessary 10provide limited access toadjacent
future neighborhoods. Maintenance o/both trails and natural areas should becontinued inways
that are consistent with current pnsodneo, The existing trail system should be guxomed, movwad,
or maintained with dirt or biodegradable wmodohipa. It should be nagu|ody groomedwith dirt or
biodegradable mmodoh/poantheir base. The Parks Commission also agreed that the current trail
system could be augmented with interpretive signage to help users better navigate the trail
system and understand the flora and fauna.
The uses currently allowed inArea One are:
° Horseback riding
" Walking and jogging
~ Flora and fauna idendficaUon
* Cross-country skiing
° Sledding
° Snmwahneing
2000 Aerial of Sunfish Lake Park, Area 1
Area Two ofSunfish Lake Park
More recently, the Parks Commission has discussed the approximately 20 acres of the park
located south ofArea One (see map be|ow), Thiosedion—AnsaTwo—incummndybeingused
for farming/haying and contains a portable toilet and an unpaved parking lot. The Parks
Commission has considered the following onpotential uses inArea Two:
* Ball fields
w Environmental learning center/nature interpretive center —ncdtoexneedXXuq.fL
° Ice skating rink (with boards and accompanying lighting, if necessary)
° VVorminghouoe/ohekor
� Picnic area
� Swing set/tot lot
° Pavilion
= Volleyball court
* Indigenous wildflower gardens
� Prairie restoration with interpretive aignage
° Archery range
w Off -leash dog run
Trails
6
2000 Aerial of Sunfish Lake Park; Area 2
Area Three mfSunfish Lake Park
This area cfthe park was previously used osalandfill. Ausuch, itiacurrently regulated byan
yWPCAeaneme/x.
7
�
2000 Aerial of Sunfish Lake Park; Area 3
After discussing this broad spectrum ofoptions, thePorkoCummisoiondenidedtorecommend
uses for Area Two that are consistent with the nature ofthe much -larger Area One and draw on
the natural resources ofthe area and the uniqueness cdthe setting.
Future uses of Area Two may include:
° Environmental learning area
~ Ice skating rink with warming house
° Picnic area
Prairie restoration with interpretive signage
The existing parking lot, signage, and portable toilet would also be retained and maintained,
The installation ofpermanent ball fieldswas discussed inthis area, but the Commission felt
strongly that Area Two isnot suited for such facilities owing k/the rolling topography o/the land
and its location auelow-impact entrance hothe park. The Commission has recommended
against utilizing either Area One or Area Two of Sunfish Lake Park for permanent ball field use 'in
the draft 2OO7Comprehensive Park Plan.
ADDITIONAL FACTS:
° Atthe July 5.2OO5.City Council meeting, orequest was made byaresident to consider
placing Sunfish Lake Park into the Minnesota Land Trust.
= The Parks Commission formed orecommendation k»place Sunfish Lake Park into
Minnesota Land Trust easement. The recommendation was brought tothe City Council
etthe June G.2U0Gmeeting. Atthat time, the Council authorized the Parks Commission
to formulate a full recommendation on whether Sunfish Lake Park should be placed into
oneasement held bythe Minnesota Land Trust. The Parks Commission delayed making
such a recommendation until the completion of the Lake Elmo Comprehensive Park Plan,
° The proposed park improvements identified for Sunfish Lake Perk in the 1990
Comprehensive Park Plan included efire pit, fishing dock, trail interpretation niteu, and
emergency telephone. Recent discussion by the current Parks Commission has
identified all of these proposed park improvements as unnecessary nrunwanted uses
with the exception of the trail interpretation sites.
Sunfish Lake Park is included in the DNR Metro Conservation Corridors 20O7Focus
Areas. A portion of the park may be included as a W1CB5 Site of EUodiveneby
Significance.
PARK COMMISSION RECOMMENDATION
The Park Commission iarecommending unanimously that Area One and Area Two cfSunfiyh
Lake Park be protected by a Minnesota Land Trust conservation easement with the following
Within Area One:
Allowable Uses:
1. Allowable uses shouid not be expanded to include activities not currently pursued in this
area. Current uses include horseback riding, jogging walking, flora/fauna idendfioadon
cross-country skiing, sledding, picnicking, and unovvshoeing.
Facilities and Construction:
1. Trails should be regularly groomed and left natural or covered in biodegradable material
mcovered with other materials consistent with the natural environment of the park.
2. The trail system should be limited to what exists except as necessary to provide limited
access tnadjacent future neighborhoods,
1 Interpretive s\gnago.additional benches located atspecial vistas, and alimited number of
picnic tables should beallowed within Area One.
4. Reinforcing timbers and small footbridges should be constructed on a limited basis and
as necessary to maintain the existing trail system and the new connection to Tapestry.
Within Area Two:
Allowable Uses:
Uses within Area Two should be governed by the overall character of Sunfish Lake Park as an
urban natural oasis in which only quiet and low -impact activities are allowed:
1. When appropriate, the use of Area Two for agricultural purposes should be terminated,
and the area should be converted to park purposes.
2. Allowable activities should not include uses beyond those integrated here; ice skating,
picnicking,walking/jogging, cross-country skiing, flora/fauna identification, sledding,
periodic deer harvesting, and snowshoeing will be allowed in Area Two.
Facilities and Construction:
1. The existing unpaved parking lot, signage, and portable toilet facilities are adequate and
should not be improved.
2. The construction of an ice skating rink and lighting that are consistent with the Lake Elmo
Dark Skies policy would beallowed. This recreational area could beconverted to, and
maintained as, a small field where people could gather for informal games of softball,
ooncer. Frisbee tog or other such low -impact sporting activities. No construction of
backstops or other permanent structures relating to these sports would be allowed.
I Tuaccommodate both ice skating and anenhanced educational function, itwould be
desirable toconstruct osmall environmental learning center containing information onthe
flora and fauna to be found in the park, maps of the hiking trails, etc., for use by hikers,
cross-country skiers, and snmwshoero. Aconnecting room could serve onwwarming
house for cross-country skiers and ice skaters.
4� The bulk of the 20 acres in Area Two should be used as a prairie restoration area
containing native grasses and wildflowers, bird houses, and alimited system cf trails with
interproUveyignage, Such an improvement would not only provide o more diversified
ecosystem for plants and animals (as well as for park visitors), it would also contribute to
the development ofnative habitat and help establish ameaningful nature corridor
between Sunfish Lake Park and the Lake Elmo Park Reserve. The trails inthis area
should be natural o, maintained with vvoodohips.
5. A small covered picnic area, containing picnic tables, a grill, and perhaps a covered area,
inArea Two would beallowed.
Within Area Three:
Area Three is an integral part of Sunfish Lake Park, but is currently under an easement by the
K8PCAand could not beincluded inthe Minnesota Land Trust easement.
Not all of the recommended uses will necmuyoh|y be needed for the area. By including dlam in
the easement, the City can ensure that each could become n*a|dy in keeping with the Land
Trust easement.
10
REQUESTED ACTION
The City Council is asked to give consideration to the recommendation provided by the Parks
Commission along with staffs guidance, and to approve a final list of uses deemed appropriate
for Sunfish Lake Park. Direction from Council will then beused hzcraft the easement document
incoming months.
Suggested nnohonfor consideration:
Move to recommend approval of the uses as recommended by the Lake Elmo Parks Commission
for Sunfish Lake Park,
11
City Council
7/15/08
REGULAR
Item: 9
Motion
ITEM: Receive and accept the 2007 Annual Financial Report
REQUESTED BY: Steve MacDonald, City Auditor, Abdo, Eick and Meyer
SUBMITTED BY: Susan Hoyt, City Administrator
REVIEWED BY:
Tom Bouthilet, Finance Director
Joe Rigdon, Finance Manager, KDV
SUMMARY AND ACTION REQUESTED: The city council is being asked to receive and to
accept the city's 2007 Annual Financial Report. The city auditor, Steve MacDonald, will
review the highlights of the report for the city council and answer questions. In early 2008,
the city hired a financial expert, Joe Rigdon, to organize, reconcile and rework its 2007
accounts at the recommendation of the city auditor as a result of the findings for the
2006 audit. The city council received this report in June. The 2007 audit reflects these
changes.
ORDER OF BUSINESS
Introduction Susan Hoyt, City Administrator
Report Steve MacDonald, Abdo, Eick and Meyer
Questions from the council Mayor and Council members
(3 minutes maximum)
Questions from the public
To the city council
(3 minute maximum)
Mayor facilitates
Motion Mayor and Council members
Discussion Mayor and Council members
Action City Council
ATTACHMENTS:
1 2007 Management Letter
2 2007 Annual Financial Report
City Council
Date: 715.08
REGULAR
|Uam 10
Motion
ITEM: Consider approving contracting for routine account processing services
SUBMITTED BY: Susan Hoyt, City Administrator
Tom8outhilet. Finance Director
REVIEWED WITH: Joe Rigdon, Finance Advisor, KOV
Steve MacDonald, Auditor, Abdo, Bokand Meyer
SUMMARY AND ACTION REQUESTED: The city council isbeing asked to enter into an
agreement with the city ofRoseville for routine account processing services hoc accounts
payab|e, payro||, utility bUUng, reconciliation of accounts, routine monthly and quarterly financial
reports and data input into the budget tobecharged onanhourly basis. This iapart nfthe city's
effort to effio|andy, effectively and economically move forward as ittransitions to excellence in
financial management for better decision making and accountability to the citizens and taxpayers
of Lake Elmo, it is also fulfills the administrator's responsibility to efficiently manage city staff and
financial resources — in other words find ways to meet the city council's goal for financial
accountability and openness. The proposed services are routine accounting activities that the
finance director has taken on as part of the city's effort to make its financial records more
understandable and public while maximizing the use of its staff resources.
The finance director currently spends at least 50 hours a month on routine billing and related
reporting that must be worked inwith his other work time, which creates inefficiencies in
processing these accounts and takes him away from other work that he is responsible for carrying
out. Prior to February, 2008 the city had a full time employee at an annual cost of $63,000
(2080 hours a year/173 hours per month) that processed these accounts and assisted the finance
director with related reports and doing reconciliations oq the city was spending over 200 hours a
month on these activities or at least 2400 hours a year. The proposed contracted services
anticipate about 28 hours a month toaccomplish this routine processing work, reconciliations and
related reports. These services ans behindthesoenes'aV\hac\tyvvU\not|ose the personal
connection between the nity'ofinnnoe director and the community and staff since he will continue
to answer questions regarding the accounts payable and utility billing and other financial
questions as they emerge. An additional 4 hours per month at level of finance director expertise
has been built into the estimate for an additional $ 320 per month and $1,600 for five months for
expertise in budgeting and recommending upgrades and efficiencies inthe city's software. The
cost of the 32 hours per month for these services is about $ 1,840 per month or an estimated
$8.2OOfor five months remaining in2OO8 This includes some additional costs for getting started
with the zity'ssoftware and for budget data input work. The costs can becovered through the
oity'ocurrent budget, The funds for the general fund activities (about $1 340omonthhJrpayro//.
accounts poyab|e, reports and reconciliation and potential expertise o,$G.7OOthrough the end of
the year) will come from the savings inthe finance director's time (efficiency in using his time) and
from savings in the general fund budget related to personnel expenses that will not be incurred.
(This includes not hiring a building official prior to year end and having no expenses related to
pay outs for retiring or resigning employees for accrued paid time off. There may be remaining
funds from the $63,000 budgeted for the former permanent employee depending upon the
demands placed on Joe Rigdons' firne), The $500/month or $2,500 for five months for utility
billing is already included in the utility fund budgets.
|naddition, this service will reduce the demand onthe finance advisor, (Joe Ri dVn's)houdvdme
commitment to the city because his expertise in accounting software, organizing and inputting
information onthe budget document and financial reporting can bereduced, Although another
option included contracting with atemporary service for this work, the auditor encouraged the city
to approach the city ofRoseville because the existing trained expertiseand familiarity with the
accounting software and government accounting makes this a more cost efficient way to proceed
and Roseville has had an excellent reputation for sound financial practices for many years and it
has provided these services hoother cities in the past.
ADDITIONAL INFORMATION
Gettinq financial records and systems in olace usina the riqht skills for the riaht job.
In response to the auditor's recommendations and the city council's interest in making sure it is
managing its finances according to best practices and in a public venue, the city has hired a
finance advisor to provide the government finance expertise and experience needed to manage
government accounts by todoy'm standards, This approach does not commit the city to having this
level nfexpertise and the associated expense permanently onthe city staff, Asecond area of
finance work is the processing of the routine mccounts, which needs to be done an efficiently and
accurately as possible without draining critical staff resources. This is another step /n the process
of getting the right level of resources assigned to the tasks at hand, Once the city's financial
systems are organized and working efficiently costs for financial management expertise will be
significantly reduced. In other words, the $36.O0Ospent on reconciling the city's financial records
and bringing them into conformance with government accounting standards will not have to be
repeated ifbest practices are followed and the city has access tofinancial expertise onanas
needed basis asitgoes forward, With the opportunity bocontract for trained, experienced
accounting personnel for budget organization and input data, the financial advisor (Joe Rigdon)
time can focus onthe overall budget and its impacts, onthe capital improvement financial plan,
on evaluating Mlecib/'o inveshnents, and developing o system for charging and tracking individual
development costs rather than relying onaone time fee. This work will likely beone ortwo days
a week and also include city council meetings on the budget through the end of the year.
Evaluatinq the efficiencies and costs of staff
Upon analysis by the finance team, the team determined that the finance director's time, which
costs the city about $44/hour(salary with benefits), is now dominated by processing routine
accounts. The team believes that his time would be better spent in managing the processing of
the accounts (rather than doing the nuts and bolts), continuing to respond to resident and
property owner questions about utility bills and other charges and financing topics and by doing
other important management level work related to personnel po|ioies, personnel management,
safety and insurance aowell asactivities like the Fall Festival and other internal projects thot
need management and someone tooversee and implement otcity hall. These routine
accounting services currently being done by the finance director can be done for an estimated 28
hours amonth bythe city ofRoseville with the majority oythe services ot $5Oper hour because
the city of Roseville has staff designated, trained, and experienced in these processes and in the
same financial software, The city ofRoseville has contracted out these services hnother cities in
the pooL In addition, the finance director has asked that the city'a accounting software be
evaluated and that the city be given recommendations for upgrades from the city of Roseville
personnel who work with these systems, |nitiaUy, this would have been part ofthe finance
manager (Joe Rigdon) (asko, but using Roseville for this analysis will save the city time and
money, There is ultimately acost savings huthe city by freeing upthe finance director's time on
critical organizational activities like OSHA requirements, updating the very outdated personnel
policy, developing o performance pay plan and salary plan for the city nounni|'u review.
In addition there are other management issues at play. First, this will give the cih/'sfinance
director exposure to and access to staff in another city, which uses the same financial tools,
Second, |tishighly recommended that a finance director beout ofthe office onvacation for at
least one week every year. Given the finance director's work schedule and his being tied hothese
routine accounts, he has not been able bodn this for atleast the past two years. Again' this is not
aconcern about the finance director's integrity, but it is a standard best practice that the city
should beimplementing and the finance director expects. Third, the finance director's work week
is much longer than it should be from an employee perspective. This service will allow Tom to use
his management skills and to focus on less routine octivities, pay attention to other critical areas
in the organization that fall under his responsibility and to maintain a 40 hour work week.
PROPOSAL
Service Estimated Estimated Cost per Estimated cost Estimated cost Funding
hours per hours hour per month through year end Source
rnontn through
year end
Accounts payable Ohoum 40hvue $50 $400 $2.VoU General
Fund
Payroll w. all reports 8 hours 30hovrs $ 50 $aoD $ 1.500 General
mPERAtax Fund
payments etc, and
answer employee
nueedonv
Utility Billing including 10houm 50hvvm $50 $500 $2.500 Utility Funds
loading meter paid by
readers, preparing users
mailings, doing
related required
reports (LE Finance
Director is contact
with the public)
Reconciliation of «hvvrs 20hnvrs $80 $320 $1.uon General
month end including Fund
revenue and
expenditure reports
Additional support for
advice on software.
budget input etc.
4 hours
20 hours
$80 $320 *1,5oo General
Fund and
UtilitvFunun
32 hours 160hours $1,840 $9,200
$Onmvu,is for Assistant Finance Director level help; $5oihovrisfor experienced accountant's time
OPTIONS
Once the finance team determined that it was time hotransition from having the finance director
actually do the day to day accounts, and instead. contract for this work. Since baking on an
employee at a very part time basis is difficult to find the government expertise would be difficult to
find and require training. (Several cities are seeking accountants now) and since committing bzan
employee has long term financial imp|ioationo, this was not considered asonoption. Hiring a
temporary accountant through atemp agency was aconcept considered and would come ata
cheaper hourly rate, about $30 per hour, but without the expertise and financial training on the
odv'g software this would like require more than a 32 hour month commitment and take upmore
ofthe finance director's time that weare trying tofree upfor other tasks. \twould batied tothe
individual hired by the city through the ogenny, rather than to the service being provided
(Roseville is agreeing to provide the service and it will be served through the most appropriate
and available people), It will also help Lake Bnno in its transition to excellence in financial
management since the city of Roseville has been practicing best financial management practices
for decades. In addition. the efficiency of Roseville being part of the IT network makes the
exchange of information and records much easier and very efficient.
RECOMMENDATION
It recommended that the city contract with the city of Roseville for accounting processing services
through year end because it provides the services and skills through trained accountants who use
for high quality city financing and accounting standards, The city kaassuring the quality ofthe
work regardless ofwhat employee (o)are assigned bothe work. (The utility billing clerk may be
different than the accounts payable clerk because Roseville has a large finance department with
specialties. In addition, the availability ofexpertise nnimprovements hobo made inthe software
and the billing systems an well as the budgeting process will already be built into the service. .
During the budget process the staff will evaluate and recommend a financial staffing model that is
most cost effective for 2OO8including how this contracting for service isworking.
SUGGESTED MOTION FOR CONSIDERATION
Move bxauthorize entering into anagreement with the city ofRoseville for accounting processing
services for anestimated $Y[\0OOb7befunded through the general fund and utility funds through
the end o/2OO8with the intent toevaluate the efficiencies and value ofcontracting for this service
as part of the city'o2O09budgeting process.
ORDER C}FBUSINESS
Introduction / Report Susan Hoyt, City Administrator
Tom Bouthilet, Finance Director
Questions from the city council Mayor and Council members
(3 minutes maximum)
Questions from the public Mayor facilitates
(3minutes maximum)
Call for amotion Mayor and Council members
Discussion Mayor and Council members
Action City Council
Al iACHKAENT 1:
City of Lake Elmo
Agreement for Accounting Services
with the City of Roseville
The agreement for accounting services between the city of Lake Elmo and the city of
Roseville for accounting services to include:
• Accounts payable (twice monthly)
• Payroll (twice monthly for regular employees, once monthly for firefighters)
o Answer payroll related questions from the city of Lake Elmo employees.
• Utility billing for water, sewer and surface water (quarterly for water and sewer
and annually for surface water)
• Managing the updates to the utility billing data base
• Month end reconciliations
• Monthly revenue and expenditure reports fo the city administrator
• Quarterly revenue and expenditure summary reports tor the city administrator to
distribute to the city council
• Input into the budget document (as needed from August through December)
• Recommendations on financial accounting software and efficiency
improvements in the financial accounting systems( as needed) including the
chart of accounts and report formats
The city of Lake Elmo will:
• provide the required information to the accountant to process these tasks and
update the systems in a timely way so the accounts can be processed on
schedule.
• provide accurately coded accounts payable
• provide data to update the utility billing accounts
• provide access to the city of Lake Elmo's accounting systems on an on -going
basis so there is no delay
• answer calls and questions related to accounts payable and utility billing
• provide the budget document format and the budget information to be input
into the budget document
• provide work space, a computer, a copier, and other routine office supplies at
the city of Lake Elmo, when required to provide these services by the city of
Roseville staff
• provide access to the city administrator and finance team in a timely fashion to
answer questions and give direction as needed
The city of Roseville will charge an hourly rate as identified in Appendix 1.
Appendix 1 is annually subject to change based upon a change in costs for
providing this service by the city of Roseville that is mutually agreed upon by the
two parties.
Additional charges may include: 11 travel time, 2) copies, 3) postage, 4) other
miscellaneous out of pocket expenses that the city of Lake Elmo would typically
cover as part of these processes,
Payment will be made monthly.
Draft 7-11-08
City of Lake Elmo
Agreement for Accounting Services
with the City of Roseville
The accounting work will be assigned to accounting personnel by the city of Roseville in
consultation with the city of Lake Elmo administrator and finance team.
The city of Roseville is responsible for the quality and accuracy of work performed
through this contract.
All personnel providing this service from the city of Roseville are city of Roseville
employees and are not employees of the city of Lake Eimo.
The city of Roseville is not responsible for errors and omissions that the city of Lake Elmo
makes in providing information or in its accounting software.
The city of Roseville is not responsible for policies related to the payments, payroll, fees
and charges made by the city of Lake Elmo.
The agreement may be terminated by either party with a 30 day written notice.
City of Lake Elmo City of Roseville
Draft 7-11-08
City of Lake Elmo
Agreement for Accounting Services
with the City of Roseville
APPENDIX 1
Assistant Finance Director Services $80/hour
Accountant $50/hour
Mileage rate as required
Draft 7-11-08
ITEM:
SUBMITTED BY:
REVIEWED WITH:
City Council
Date: 7.15.08
REGULAR
Item 11
INFORMATION/DIRECTION
Review the timeline for the 2009 Budget Process
Susan Hoyt, City Administrator
Joe Rigdon, Finance Manager, KDV
Tom Bouthilet, Finance Director
SUMMARY AND ACTION REQUESTED: The city council is being asked to review the timeline for the 2009 budget
process. The 2009 budgeting process will include reviewing all the city funds rather than just the general fund
budget. It will also include education about how the new levy limit law will impact the city's budget. Joe
Rigdon will lead the city staff and city council on the budget initiative, anticipated impacts from funding
options and education on the budget. The staff management team meets this week to begin the budgeting
process. A new format will be part of this process.
See Attachment 1 for process
ORDER CF BUSINESS
Introduction/Report
Susan Hoyt, City Administrator
Questions from the city council Mayor and Council members
(3 minute maximum)
Questions / comments from the public to
The city council
(3 minute maximum)
Mayor facilitates
Direction from the city council City Council
ATTACHMENT:
Proposed schedule for the 2009 Budget Process
PROPOSED SCHEDULE FOR THE 2009 BUDGET PROCESS
This schedule may be subject to change. AU meetings will be on the web site.
Tuesday, July 15
Tuesday, August 5
Tuesday, August 19
Tuesday, September 2
(If ready)
If needed:
Tuesday, September 9
(if not ready on Seat.
November 18, 2008
(if needed)
December 1, 2008
If needed
Oecernber 8, 2008
December 9, 2008
October,
November,
December
A process and a timeline for a
comprehensive CIP with financial
planning and financial resources
will go beyond 2008 and into 2009
Staff Meeting
5:30 PM to 6:45 PM
5:30 to 6:45 PM
7 PM regular meeting
workthop
- -
7 PM regular meeting
7 PM special meeting
(may combine Dec 2 regular
meeting into this meeting - TBD in
the future)
7 PM special meeting
7 PM special meeting
To Be Determined
Lr-Shddingirepreseri ' ndSithat, lOealieCided
Budget guidelines
Budget document
Internal budget deadlines
Introduction
General Fund Numbers
General Fund modifications (if any)
Special Revenue Funds Numbers
Enterprise Funds Numbers
(Water, Sewer, Surface Water)
Adopt preliminary 2009 fax levy
Adopt preliminary 2009 general
fund budget
Adopt budget public hearing and
budget adoption dates
Revisit the preliminary budget, if
needed
Budget information and truth in
taxation hearing
Continuation heaing, eded
Subsequent hearing to Adopt final
2009 tax levy
Adopt final 2009 general fund
budget
CIP process / 2009 capital projects
Internal staff
MAC review of proposed
equipment needs in CIP
Review CIP with City Council tor
input
Review CIP with Planning
Commission
City Council adopt 2009 - 2014 CIP
11 July 2008