HomeMy WebLinkAbout10-03-95 CCMMINUTES APPROVED:10-17-95
LAKE ELMO CITY COUNCIL MINUTES
OCTOBER 3, 1995
I.AGENDA
2. MINUTES: September 19, 1995
3. PUBLIC INQUIRIES/PUBLIC INFORMATIONAL:
A. Public Inquiries
B. Design Team Visit Update
C. Entrance into Regional Park
4. CLAIMS
5. PARKS/MAINTENANCE DEPARTMENTS:
A. Mower for 950 John Deere Tractor (Parks)
B. Gas Tank Replacements (Maintenance)
6. PLANNING/LAND USE & ZONING:
A. Sub/V/95 Resolution approving Final Plat of Eagle Point Creek Estates
B. Ordinance defining Recreational Lake Lot
7. CITY ENGINEER'S REPORT:
A. Contract with T.A. Schifsky for 1995 Overlays
B. Surface Water Drainage on Stillwater Blvd.
C. 42nd Street Overlays:Damage from watermain project
D. Olson Lakes Estates Outlet
8. CITY ATTORNEY'S REPORT:
A. Hammes Update
9. CITY COUNCIL REPORTS:
10. CITY ADMINISTRATOR'S REPORT:
A. City Assessment Policy
B. SW-1
C. Policy for notification to public when maintenance dept. will cut trees in city's r-o-w
D. Fire Department Study
E. Ramsey/Washington Cable Commission's 1996 Budget
F. National Organization on Disability (NOD)
Mayor John called the council meeting to order at 7:00 p.m. in the council chambers. PRESENT: Conlin,
John, Johnston, DeLapp, City Engineer Bohrer, City Planner Terwedo, City Attorney Filla and
Administrator Kueffner. ABSENT: Councilman Hunt.
1. AGENDA
ADD: 3C. Entrance into Regional Park, 7B. Surface Water Drainage on Stillwater Blvd., 7C. 42nd Street
Overlays -Damage from watermain project, 7D. Olson Lakes Estates Outlet
M/S/P DeLapp/Conlin -to approve the October 3, 1995 City Council agenda as amended. (Motion
passed 4-0).
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 3, 1995 2
2. MINUTES: September 19, 1995
M/S/P Johnston/Conlin - to approve the September 19, 1995 City Council minutes as amended. (Motion
passed 4-0).
3. PUBLIC INQUIRIES/PUBLIC INFORMATIONAL:
A. Public Inquiries - None
B. Design Team Visit Update
Planner Terwedo gave an update on the Minnesota Design Team Visit and will place a summary of their
visit in the City's newsletter. In six months, the Council will meet with the Design Team to discuss their
progress. The city will schedule a town meeting to discuss the proposals raised by the visit.
C. Entrance to Regional Park
Mike Polehna, Washington County Park Director, informed the City Administrator that the St. Croix
Brittany Club uses the gate to the western side of the Regional Park and have parked their cars without
permission on the south edge of Lake Elmo Heights 3rd Addition or with permission on the Eberhard
property. There are several dog clubs that use the park by a Special Use Permit for training dogs in the
high grass to be tracked by horses. To get the equipment to the site that they use, this is the entrance
that causes the least damage to the amenities of the park. Polehna pointed out the reason there is only
one access to the Regional Park was because Lake Elmo would not have it any other way. The Council
questioned whether or not the people have a permit when the gate is not opened and had a concern on
the vehicles parked when it is not an improved driveway and not a safe access to County Road 13. At a
reconstruction meeting for County Rd. 13, Don Theisen was asked since people use that entrance was
the County planning on improving the driveway. He said he didn't know that was being used for an
entrance. Administrator Kueffner will contact Mr. Theisen on this question.
4. CLAIMS
M/S/P Johnston/DeLapp -to approve the October 3, 1995 claims #4079 through #4110 as presented.
(Motion passed 4-0).
5. PARKS/MAINTENANCE DEPARTMENTS:
A. Mower for 950 John Deere Tractor (Parks)
Mike Bouthilet, Parks Supervisor, provided Flail Mower Prices and recommended purchasing the Rhino
Flail Mower from LZ Co. for $2,859.00. The Parks Commission approved the purchase of the flail mower
and money was allocated on Parks CIP under all parks equipment in Spring, 1994.
M/S/P Conlin/Johnston - to purchase the Rhino Flail Mower from LZ Co, for $2,859 based upon the
recommendation of the Parks Supervisor, Mike Bouthilet and Bill Wacker, MAC, and on a review of
quotations received. (Motion passed 4-0).
B. Gas Tank Replacements (Maintenance)
Maintenance Foreman, Dan Olinger, provided two quotes for replacement of the underground fuel tanks
at the maintenance site. These tanks are replacing underground tanks that are being removed according
to MPCA regulations. They are budgeted items and there is money specifically designated for their
replacement.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 3, 1995
M/S/P DeLapp/John - to approve the purchase for two 1,000 gallon fuel skid tanks complete with pumps
( and meters at $1,389 each and one 500 gallon fuel skid tank with pump and nozzle at $1,031 for a total
of $3,809 plus sales tax for installation at the maintenance site with the understanding that these tanks
can be relocated. (Motion passed 4-0).
6. PLANNING/LAND USE AND ZONING
A. Sub/V/95 Resolution approving Final Plat of Eagle Point Creek Estates
Preliminary Plat approval for the subdivision of a 33.24 acre parcel Into 16 lots (7 developable) was
approved by the City Council on August 1, 1995. The Planning Commission approved the final plat at
their regular meeting on September 25, 1995. Larry Bohrer reported the Final Plat reflects the preliminary
plat as previously approved by the City Council.
Planner Terwedo reported she met with the developer and reviewed the existing vegetation on the site.
The grading plan indicates the amount of trees required based on the landscape ordinance. A suggestion
was made for installation of "Not -a -Through Street" sign at the cul-de-sac off Inwood Avenue.
M/S/P Conlin/Johnston - to adopt Resolution No. 95-50. A Resolution approving the Final Plat of Eagle
Point Creek Estates as presented and enter into a developer's agreement conditioned on the following:
1. The applicant meets conditions set forth by the Valley Branch Watershed in its letter dated September
1, 1995.
2. The applicant meets the conditions set forth by the City Engineer in his letter dated July 6, 1995 and
August 1, 1995.
3. The access permit from Washington County shall be submitted to the City.
4. The in -lieu -cash park land dedication shall be submitted to the City before the final plat is signed.
5. All City code requirements and comments made by the City Engineer regarding storm water detention
facilities, grading, erosion control measures and road construction shall be completed.
6. The developer enters into a Development Agreement with the City subject to approval by the City
Attorney.
7. All the Outlots (A-1) shall be combined with the lots in the Beau Haven subdivision as outlined. The
City shall review all legal descriptions for these lots.
8. No construction permits shall be issued until all property to be added to the existing properties in Beau
Haven has been transferred and recorded with Washington County.
9. The development agreement shall not be signed until the city receives an updated DNR permit for the
bridge crossing. (Motion passed 4-0).
B. Ordinance defining Recreational Lake Lot
Recreational Lake Lot. An existing non -conforming lot in the Shoreland District that is identified by its own
parcel identification number; which is unbuildable for single family residential purposes; or may provide
private access to a lake or can be used to support water oriented accessory structures as permitted in
the City's Shoreland District.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 3, 1995 4
M/S/P John/Johnston - to adopt definition of Recreational Lake Lot for purposes of preparation of the
Assessment Hearing for the 1995 Bituminous Overlay Projects and to table discussion until impact of
definition -on -the -city -code is -studied further. —Notion -passed 4-0).
7. CITY ENGINEER'S REPORT:
A. Contract with T.A. Schifsky for 1995 Overlays
Larry Bohrer provided correspondence from awarding the bid to T.A. Schifsky & Sons to the letter from
T.A. Schifsky requesting an extension of contract completion date from the specified September 1,1995
to September 15, 1995 due to wet weather as the justification.
Gerald Wright, Vice Pres, of T.A. Schifsky, stated they were working on the sports center for the City of
Woodbury which was supposed to be done in June and are still trying to complete the job because of
delays caused by the wet weather. Wright pointed out that Tower Asphalt was awarded the contract for
reconstruction of Jamaca Ave. and had to request an extension to finish the job the following year.
Schifsky has done work in Lake Elmo for 40 years and this is the first time he has been called in front of
the council and assessed damages.
M/S/F DeLapp/Conlin - to conclude contractual payments as written and reconsider next season, specific
language on liquidated damages and what value it is to the City. (Motion failed 2-2:Conlin:at this point
she would favor waiving fees because there is minimal, if any, damages and to look at this clause and
tighten it up, Johnstowthere should be better communications between the working groups)
M/S/F DeLapp/John - to split the liquidated damages of $6,000 with T. A. Schifsky. (Motion failed 2-
2:Conlin, Johnston)
M/S/P John/Conlin - to waive any liquidated damages against T.A. Schifsky & Sons, but to convey to the
contractor the city's concern for better communications between the contractor and the city. (Motion
passed 4-0).
B. Surface Water Drainage on Stillwater Blvd.
Larry Bohrer reported he has reviewed the plan Washington County prepared to install storm sewer on
the south side of Stillwater Blvd. From the time the County reconstructed Stillwater Blvd., early'80s, they
had continued erosion problems on the south side of Stillwater Blvd. in Oakdale. This project was an
attempt to enclose that drainage in a storm sewer pipe. The pipe ends at the boundary between Oakdale
and Lake Elmo so the water continues to go eastward into Lake Elmo. There is an existing culvert that
brings the water to the north side and joins up with Eagle Point Creek and meanders through the Eagle
Point Creek Estates subdivision.
Charles Houck, Oakdale, stated he is the property owner of the last home bordering Lake Elmo, that the
project has dug a ditch into Lake Elmo for 50 yards. Near the point where they stopped, there is a creek
which runs through his back yard and through the wetlands in the lower part of Lake Elmo Heights 3rd
Addition, Houck complained the workers dammed the creek with a big berm. Now, a slot has been dug
through the dam.
Council member DeLapp pointed out there is a beginning of a street entrance where the City of Oakdale
wants Helmo Avenue to come in and there has been no approach to the City of Lake Elmo for
encroaching on the easement to make that happen.
Larry Bohrer will examine this site to make a proper assessment of what has been done and visit 50th
Street on an erosion concern where the County has laid pipe and filled in the ditch. Bohrer will report
back at the next Council meeting to discuss preparation of a memo to the County and Oakdale in relation
to what he has found in regard to the street extension.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 3, 1995
C. 42nd Street Overlays:Damage from watermain project
Jackie Pierre and Kim Tomek objected to the assessment for the 42nd Street Overlay because of the
amount of damage done to the street when the public water system was installed. At the public hearing
for the proposed project, these residents voiced this concern and asked a City representative come out
and look at the road patching and suggested requesting money from Washington County since they
installed the water system. At the hearing, they were told the City would get back to them and are
offended that the city did not. A public hearing is scheduled for October 17 where these comments and
concerns can be voiced.
D. Olson Lakes Estates Outlet
Larry Bohrer reported he has received the preliminary construction plans for the Olson Lake Estates
Outlet project. VBWD hopes to receive bids this Fall. Bohrer has concerns on the portion along Lake
Jane Trail between the Pebble Park entrance and westerly to the connection of the main stem pipe east
of Councilman DeLapp's driveway. The pipe will be 30' deep and the plans says that the contractor will
maintain one lane of traffic. The in -place watermain serves the 81 homes in the Landfill affected area
which has to remain in service. His concerns on method of construction will be conveyed to Randy
Peterson so they can be placed in the contract document.
The Council suggested the VBWD conduct a neighborhood meeting to insure they understand the
problems generated by the construction.
8. CITY ATTORNEY'S REPORT:
A. Hammes Update
Attorney Filla reported he, Ann Terwedo, and the Attorney from the League of Minnesota Cities will be
meeting on October 18, 1995 to complete a list of issues that need to be resolved as part of the lawsuit.
After that meeting, they will meet with the attorney for the Hammes' and then come to the Council with a
report.
9. CITY COUNCIL REPORTS:
Mayor John reported he attended the meeting of the Legislative Commission on Minnesota Resources
and provided the Council with information
Council member DeLapp will send his comments on the use of cul-de-sac islands to the City Planner.
10. CITY ADMINISTRATOR'S REPORT:
A. City Assessment Policy
Administrator Kueffner explained the City should have a comprehensive 5-year Capital Improvement
Program which would include such things as road improvements and capital improvements for the
maintenance department, fire department, parks department and city office. Having an approved Capital
Improvement Plan would assist the City at budget time so that adequate funds are directed towards
specific projects.
Kueffner asked the Council to consider the overall objective of the Policy:
1. Expand the responsibility of the Planning Commission
2. Planning Commission work with consultants and staff in preparing a 5 year Capital Improvement
Program relative to all physical development in the City.
3. Develop an assessment policy that is fair and equitable.
The Council asked for reaction from the Planning Commission on this proposal.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 3, 1995
I-A&ATIT51
The Council discussed short term needs, which are one year in length, and long tern needs, which would
be the permanent housing of the maintenance dept. and location of the fire dept. and other uses the
council foresees. The council needs to establish the purpose, design, and cost of the building needed, if
the existing maintenance building can accommodate long term needs, and if anyone is interested in the
existing fire station if the City determines it does not want the building. Attorney Filla stated the PCA will
want to have the agreement finalized by the end of the month. If there are special provisions the Council
wants in the agreement, he should know about it. The Council was anxious to proceed; therefore, the
following motion was made: (A suggestion was made to include in the task force a member of the
community, but was not included in the motion.)
M/S/P Johnston/John - to appoint Councilman DeLapp, ask the Fire Department and Maintenance Dept.
each to appoint a representative, to work with the City Administrator as a task force to address this issue
and report back to the Council no later than the November 7 meeting. (Motion passed 4-0).
C. Policy for notification to public when maintenance department will cut trees in City's right-of-way
Administrator Kueffner suggested the City notify residents in general on a quarterly basis, in the City
Newsletters that placement of objects in the City's right-of-way are prohibited. Second, before the
maintenance department does its annual tree -trimming, the City will notify the property owner of the work
to be done. Included in this notification the property owner has a right to keep the debris, if they chose,
or it will be removed by the maintenance crew. Mayor John proposed that the Administrator prepare a
notification form.
D. Fire Department Study
The Council had directed the staff to find someone to study and evaluate the functions of the fire
department. Administrator Kueffner contacted the League of Minnesota Cities and they could not
suggest nor did they know of anyone that did this type of study. Kueffner contacted Don Salverda who
suggested that the City Council hold a retreat to discuss issues of this nature. The cost for a retreat
would be approximately $2,600 and would include all departments. The staff has done some research on
other fire departments and with the information compiled, the staff has been able to deal with some of the
concerns raised by making a few changes in the department such as what type of calls the department
responds to, how many fire department members respond. The Mayor and City Administrator will hold a
workshop with the Fire Department to discuss Mayor John's letter concerning these issues.
E. Ramsey/Washington Cable Commission's 1996 Budget
The Council received the proposed 1996 budget of the new Ramsey/Washington Suburban Cable
Commission II. The Council suggested that instead of hiring another part-time employee (Associate
Producer part-time), they investigate internships and more volunteering. The Cable Commission was
contacted in advance by our City Planner for someone to cable the MN Design Team visit and was told
they only had personnel available for one day.
F. National Organization on Disability (NOD)
The City received a letter from the Vice Chair of the National Organization of Disability, James Brady,
requesting the City's participation in the Community Partnership Program (CCP). The CCP Fact sheet
explained the program and how the City goes about being a member. Administrator Kueffner felt it is
very important that the City support this organization and recommended the City's participation.
LAKE ELMO CITY COUNCIL MINUTES OCTOBER 3, 1995
M/S/P Johnston/John - to advertise in the next City newsletter that the City has been approached about
joining this organization and are asking for a representative in the Community Partnership Program
(CCP). (Motion passed 5-0).
M/S/P Del-app/Johnston - to adjourn the council meeting at 12:00. (Motion passed 5-0).
Resolution No. 95-50, Approving the Final Plat of Eagle Point Creek Estates
OCTOBER 3, 1995 LAY.E EL210 COUNCIL MEETING
List of Claims for Approval
For the period @9129/95 to 10/03/95
09129195
CLAIM
TOTAL
ACCOUNT
ACCOUNT
TO WHOM PAID
FOR WHAT PURPOSE
DATE
NUMBER
CLAIM
NUMBER
AMOUNT
BUSINESS RECORDS CORP.
ELECTION SUPPORT AGREEMENT
TO103/95
4079
720.00
100-41410-2B3
720.00
LEAGUE Of MINNESOTA CITIES
LEAGUE'S'ANNUAL DUES
10103/95
4080
3,487.00
108-41300-433
3,487.00
MINN, BENEFIT ASSN.
OCTOBER INSURANCE PREMIUM
10/43/96
4081
665.43
IDO-41500-130
72.12
100-43100-130
593.31
ALLIED GROUP INSURANCE TRUST
OCTOBER INSURANCE PREMIUM
10103195
4082
125.64
100-41500-130
68,34
100-42400-130
30.20
100-431@0-130
27.10
MEDICA HEALTH PLANS
OCTOBER INSURANCE PREMIUM
10/03195
4083
3,354,28
100-41500-131
2,779,87
100-42400-130
233.94
100-43100-130
340.47
AMERICAN MEDICAL SECURITY
OCTOBER INSURANCE PREMIUM
10/0319S
4084
381.00
100-41550-139
226.26
100-42400-130
38.55
100-43100-130
116.19
BEST LOCKING SYSTEMS
OFFICE KEYS
10/63196
4085
13.64
100-41500-400
13.64
GENERAL OFFICE PRODUCTS
OFFICE SUPPLIES
10103/95
4086
350.75
100-41500-200
350.75
STILLWATER GAZETTE
LEGAL PUBLICATIONS
18/03/95
4087
79.10
100-41500-351
79.00
FOUR SEASONS SERVICES
OFFICE MAINTENANCE
10/03/95
4088
49.25
100-41500-400
49.25
KINKO'S NATIONAL ACCOUNTS REC.
NEWSLETTER PRINTING 9/25/95
10/03/95
4089
713.65
100-41510-354
713.55
MARKHURO
MAPS FOR PLANNING
16/03195
4090
131.30
100-41500-200
131,30
D . r . HEY CO.
COPY MACHINE MAINT & SUPPLIES
10/03195
4691
234.88
160-41500-200
234.80
.EY RISK SERVICES
LMCIT LEGAL FEE
10/13195
4092
103,28
109-41600-300
103.28
U. S. WEST
SEPTEMBER TELEPHONE
10/03/95
4093
480.94
100-41690-320
281,07
100-42200-320
$1.88
100-43100-320
64.34
100-45200-320
$3.65
A T & T
SEPTEMBER TELEPHONE
10103196
4894
84,16
100-41500-320
73.56
100-431OB-320
5130
100-45200-320
5.31
F.K,L., INC.
ASSESSOR PAYMENT
10/03/96
4095.
1,401.00
100-41550-300
1.400.00
MICHAEL SMITH
SEPTEMBER ANIMAL CONTROL OFFICER
10103/95
4096
725.00
100-42780-110
725.00
ROSEVILLE RADIO
FIRE DEPT. RADIO SERVICE
18/03195
4@97
28.00
100-422@0-323
26,00
CLAREY'S SAFETY EQUIPMENT
FIRE DEPT SUPPLIES
10I03/95
4098
15.00
100-42200-217
15.00
VALLEY LETTERING
FIRE PREVENTION BANNERS
10/03/95
4099
186.38
100-42200-431
186.38
CHARMING L BETE CO INC
FIRE PREVENTION MATERIALS
10103195
4101
492.86
100-42200-431
492.86
AT & T WIRELESS SERVICES
FIRE DEPT TELEPHONES
10'03f95
4101
11.23
100-42200-320
11.23
METRO FIRE
FIRE DEPT SUPPLIES
10103195
4112
175.35
100-42200-217
175.35
AT & T WIRELESS SERVICES
MAINT DEPT PHONES
1/103195
4103
10.11
160-43100-326
10.11
CLEVELAND COTTON PRODUCTS
MAINT DEPT SUPPLIES
10103195
4104
79.70
100-43100-223
79.70
T.R. SCHIFSKY & SONS
PUBLIC WORKS PATCHING
14103195
4105
30.76
100-43100-407
30.76
BOYLE INCORPORATED
PUBLIC WORKS EQUIPMENT MAINT.
10/03195
4106
412.39
100-43100-221
412.39
ARCA MINNESOTA, INC.
CLEAN-UP DAYS APPLIANCES
10103/95
4107
749.00
110-43100-384
749.01
MIO-AMERICA POWER DRIVES
PUBLIC WORKS EQUIPMENT MAINTENANCE
10103/95
4118
298,21
100-43101-221
298.21
MENARDS
P.W,. & PARKS SUPPLIES
10/03/95
4109
273.23
100-431DO-223
3.58
100-45200-219
269.65
"JINMY'S JOHNNY'S"
PARKS SATELLITES
10103/95
4110
224.29
10@-45200-386
224.29
TOTAL FOR NORTH
16,077.52
16,077.52
TOTAL YEAR TO DATE
24,810.21
24,810,27
Mayor's Report October 3,199s
Last night, I attended the meeting of the Legislative Commission on
Minnesota Resources. This was one of four regional forums where the
relative priorities of requests for support from the Environment and Natural
Resources Trust Fund as defined in their Strategic Plan, were discussed by
applicants, members of the public, the DNR and BWSR. I went to the meeting
to see if the Commission could be a funding source for a small municipal
sewage treatment plant combined with a park amenity.
The Commission's priorities cover the rehabilitation, acquisition and
development of regional parks and trails, the acquisition, protection, and
enhancement of critical habitat, prairies, unique sensitive areas, scenic bluffs
and aquatic resources. It was stated that they would like to be involved in
joint programs with local government to acquire land for permanent set
aside.
The Design 'ream visit indicated that Lake Elmo residents were prepared to
set up funds to cover the acquisition of development rights on properties to
preserve the rural nature of the land in perpetuity. Consequently, I indicated
to the Commission that we would be approaching them with a proposal as
soon as this had been properly defined. This would depend on our having
evidence of community support, via a referendum, which would indicate
that local funding at a particular level would be available. I feel I had an
interested and sympathetic response from the Commission, although that
was easy to achieve in the absence of anything specific.
I also indicated that we might approach them on a self contained sewage
treatment plant for the old village where the polished effluent would be
discharged though an area with pathways and plantings to be used as a scenic
amenity. The chair pointed out that the commission was prohibited, under
State Law, from funding environmental clean up programs. My response -
that the proposal was not to clean up existing pollution, but to provide an
environmentally sound civic amenity - was accepted as an unusual approach
which might be considered.
This is intended to indicate one potential source of funds. Proposals are
considered annually, have to be submitted h1 the fall, and are awarded
following year. Consequently, we should work towards a proposal for
submission in late 1996 with funding available in 1997.
1G1 -YS r�v��
cebruar•- 28. 1991
To: "layor and City- Council
Lake Elmo, MN
From: Dick Johnson
Re: Maintenance Advisory Committee
The proposal for the subject committee was made at the
January 19th meeting of the council at which time it was
requested by Councilman Williams that more information be
provided to the Council for the need for this committee. In
view of the budget constraints that we are facing, it seems
more urgent than ever to have a group of knowledgeable
citizens advising this council on equipment purchases and
giving us recommendations on cost saving measures. I
therefore recommend adoption of a motion to establish a
Maintenance Advisory Committee.
I have outlined below the reasons for creating this committee
and a recommended plan for implementation. This outline was
developed in discussions with the Cit? Administrator and
represent both our views on the matter.
JUSTIFTCATTON
1. Help provide inventory control, develop fixed asset
list and provide annual audit of inventory.
2. Provide expert advise on heavy equipment
specifications and purchase for trucks, fire
equipment and other CIP.
3. Citizen participation. Reduced citizen criticism of
City purchases.
4. Cost Reduction/Tax Savings through well-advised
capital purchases.
5. Provide creative suggestions on improved operation
savings.
a. Preventive Maintenance
b. Lubrication schedules
c. Improved efficienc7
d. In-house repairs
e. Expand suppliers list (other bidders)
f. Lower cost supplies, etc.
ORGANIZATION
I. Suggested Committee Membership:
3 to 5 Citizen Members
1 Fire Dept. Member (Chief or rep.)
1 Staff Member (Maintenance Foreman)
1 Council Member (Liaison)
2. Frequency of meetings:
Monthly to start/ as needed thereafter when
major purchases are considered or when
audits are needed (once a year).
IMPLEMENTATION
1. Council motion to establish Maintenance Advisory
Committee.
2. Request resident volunteers in nest newsletter (due
to be issued 3/15 or -before).
3. Appoint members and set agenda.
Suggested motion: "Move to establish a Lake Elmo
Maintenance Advisory Committee consisting of five
citizen members, one representative from the Lake
Elmo Fire Department, one representative from the
Public Works Department and one City Council liaison
representative. Also move to direct the City ((
Administrator to request volunteers for citizen
committee members in the nest Newsletter."
CITY OF LAKE ELMO
PURCHASING POLICY
1. DEFINITIONS:
Capital Purchase - Purchase of any physical property of value greater than $500.00
and an expected life of 5 years or more.
Ca it�ai Improvement Plan - A 5 year plan to purchase new or replacement equipment
of facilities, revised annually. 3 rt
hk
Capital Improvement Reouest Farm - The form submitted by the Department for
approval of C.I.P. purchases. Copy attached hereto.
2. For all purchases above $50.00, the Department Head shall submit a purchase
requisition to the Finance Director. 2
4!
3. LEVELS OF CONTROL•
EXPENSES to $206 Purchases within budget based on ..
Discretion of Department Head.
"� EXPENSES $200 '$500 `
Budgeted " ' , Department Head can approve
purchase based on three quotations:
Administrator takes request W1 price "
quotations to City Council for:approval.
Department Head obtains three quotes.
City Administrator or Finance Director
approves purchase. - Y'
Administrator takes request with written
price quotes to City Council for approval.: ;
Written quotes mandatory to City.
Council; Council may require sealed
bids; Council approves purchase:
i1.
kesa..• r, e: A.." r... .s, .i .."...'.:�.sut rrn...:.. .+.afc;C.,..:..: „.�.
Unbudgeted or Written quotes and budget status
Not Identified In mandatory to City Council; Council may
Budget require sealed bids; Council approves
( purchase.
EXPENSES OVER $5000 Sealed bids mandatory; Proper bid and
contract procedures followed; Council
approves issuance of bids and purchase.
Note A. If sealed bids are not received, written quotes may be obtained up to
$15,000. State statutes require sealed bids over $15,000.
Note B: An emergency expenditure that is required to restore operational
,,..:. capabilities can be approved by the City Administrator or Finance
Director. A written explanation of the expenditure is added to the claims
for City Council review.
s
4. All purchases on the Capital Improvement Plan (C.I.P.) shall be referred to the
Maintenance Advisory Committee (M.A.C.) for review and recommendation to the City
Council. Department Head will complete a Capital Improvement Request. form and
submit to City Administrator for approval. Approved form is submitted to the M.A.C. for
review. Other capital purchases may also be referred to the M.A.C. by the Council.
S. Petty cash funds may be established to handle small City purchases where the City
does not have an account with the supplier.
,( Fire Department - $50.00
City Office - $50.00
Maintenance Department - $50.00
Parks Department - $50.00
6. City Council members will continue to have $500.00 authorization for emergency
purchases subject to subsequent Council approval.
7. All expenses will be approved with claims by City Council.
8. The City's purchasing policy will be amended as State Statutes are rewsed
Adopted: April 17, 1979
Revised: December 11, 1979
Confirmeds January 15, 1983
Revised: July 21, 1967
Revised/Adcpted: February 16, 1988
Revised/Adopted: ?tare?% 2, 1993 k
)
EQUIPMENT
PURCHASE
MILEAGE
REPLACEMENT'•
MODEL/YEAR
PRICE
HOURS
YEAR EST.
1991 Dodge
$10,925
28,051
2006
150 Pick-up
1978 Dodge
$1,500
19,850
.2000
1 Ton Utility
�
t
1986 950 JD
$6,045
645 Hr
•2009
Tractor
1979 Toro GM
$5,840
2,555 Hr
2000
1979 Toro
$1;645
N/A
1995
Trailer
1988 932 JD
$8,096
1,645 Hr
1998
Mower
1995 REPLACEMENT COSTS
EQUIPMENT
1991 Dodge
150 Pick-up
1978 Dodge
1 Ton Utility
1986 950 JD
Tractor
1976 Toro GM
Mower
1979 Toro
Trailer
COST UPGRADES/CHANGES
$19,500 3/4 Ton
(194 Chev. 3/4 Ton)'
$14,500 4 Wheel
(Ford Ranger 4x4) 1/2 Ton
$13,900 Hydrostatic Trans.
(JD 955 Hy.Tr.): Add. HP
$12,700 Diesel
(Est. Toro 325 D)
July 24, 1995
USAGE
Utility
Towing Mower Trailer
Utility
Mowing Mower Trailer
Mowing Trails,Spraying Pest.
Grading Ballfields, Blow Snow
Mowing Ballfields
Trailer Toro & 932
Mowing Ballfields
$1,800 Possible additional trailer
1988 932 JD $10,625
Mower (State Contract)
1995
t'o inventory (2 mowers)
Diesel
(935 Diesel)
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1996
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1999
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Since the City Council does not have time to discuss every point presented, it may appear that decisions are
preconceived. However, staff provides background information to the City Council on each agenda item in advance;
and decisions are based on this information and experience. In addition, some items may have been discussed at
previous council meetings.
If you are aware of information that has not been discussed, please fill out a "Request to Appear Before the City
Council" form; or, if you cam elate, raise your hand to be recognized, Comments that are pertinent are appreciated.
Items may be continued to a future meeting if additional time is needed before a decision can be made.
AGENDA
LAKE ELMO CITY COUNCIL MEETING
OCTOaER3,1995
7:00 p.m. Meeting Convenes
Pledge of Allegiance
1. Agenda
2. Minutes: September 19, 1995
3. Public Inquiries/Public Informational
A. Public Inquiries
B. Design Team Visit Update
C. Other
4. Claims
5. Parks/Maintenance Departments
A. Mower for 950 John Deere Tractor (Parks)
B. Gas Tank Replacements (Maintenance)
6. Planning/Land Use and Zoning
A. Sub/V/95 Resolution approving final plat of Eagle Point Creek Estates
B. Ordinance 81- Defining Recreational Lake Lot
C. Other
7. City Engineer's Report
A. Contract with T.A. Schifsky for 1995 Overlays
B. Other
8. City Attorney's Report
A. Hammes Update
B. Other
9 City Council Reports
A. Mayor John
B. Council member Conlin
C. Council member DeLapp
D. Council member Hunt
E. Council member Johnston
10. Administration
A. City Assessment Policy
B. SW I
C. Policy for notification to public when maintenance department
will cut trees in City's right-of-way.
D. Fire Department Study
E. Ramsey/Washington Cable Commission's 1996 Budget
F. National Organization on Disability (NOD)