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HomeMy WebLinkAbout12/08/2009LAUDERDALE CITY COUNCIL MEETING AGENDA TUESDAY, DECEMBER 89 2009 7:30 P.M. LAUDERDALE CITY HALL 1891 WALNUT STREET 1. ROLL CALL 2. APPROVAL OF THE AGENDA 3. APPROVALS a. Minutes of the November 24, 2009, City Council Meeting b. Claims totaling $81,169.44 4. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE COUNCIL 5. CONSENT a. 2010 Rental Licenses b. Deputy Clerk Step Increase c. City Administrator Step Increase 6. SPECIAL ORDER OF BUSINESS/RECOGNITION/PROCLAMATIONS 7. PUBLIC HEARINGS Public hearings are conducted so that the public affected by a proposal can have input in to the decision. a. 2010 Budget & Levy Public Hearing 8. REPORTS 9. DISCUSSION / ACTION a. Resolution 120809A - 2010 Budget & Levy Adoption b. Selection of Zoning Update Consulting Firms c. Rink Attendant Update, Job Description, and Pay d. Playground Design Proposals 10. ITEMS REMOVED FROM THE CONSENT AGENDA 11. ADDITIONAL ITEMS 12. SET AGENDA FOR NEXT MEETING a. Reception for New and Retiring Council Members b. PCIC Minutes c. 2010 City Council Meeting Schedule d. 2010 Fee Schedule e. 2010 Depository and Investment Institutions f. 2010 Investment Policy g. 2010 Committee Appointments h. 2010 Designation of Official Newspaper i. 2010 Business Licenses j. 2010 Mayor Pro Tem 13, WORK SESSION 14. ADJOURN LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 1 of 3 November 24, 2009 The Mayor called the City Council meeting to order at 7:30 p.m. Councilors present: Clay Christensen, Karen Doherty, Lara Mac Lean, and Mayor Jeff Dains. Councilor Absent: Denise Hawkinson. Staff present: Heather Butkowski, City Administrator; Jim Bownik, Assistant to the City Administrator. Mayor Dains asked for changes to the meeting agenda. There being none, Councilor Christensen moved to approve the agenda. Councilor Mac Lean seconded the motion and it passed unanimously. Councilor Mac Lean moved to approve the November 10, 2009, City Council meeting minutes. Councilor Doherty seconded the motion and it passed unanimously. Councilor Mac Lean moved approval of the claims totaling $30,853.92. Councilor Christensen seconded the motion and it passed unanimously. Mayor Dains asked if members of the public wished to address the Council. No one present wished to do so. Mayor Dains asked if councilors wished to remove items from the consent agenda. There being none, Councilor Christensen moved the consent agenda items including: 2010 rental housing licenses; resolution 112409A applying for SCORE grant funding; PCIC membership renewals; and the request by the owner of 1769 Walnut to move playground equipment in 2010. Councilor Mac Lean seconded the motion and it passed unanimously. Butkowski said the Council discussed the sewer and recycling rates at the last meeting. After reviewing cash flow projections, the Council proposed increasing the storm sewer rate by 10% and the sanitary sewer rate by 7.5%. The recycling rate was not slated for an increase in 2010. Councilor Doherty moved to adopt resolution 112409B — establishing 2010 storm sewer, sanitary sewer, and recycling rates. Councilor Mac Lean seconded the motion and it passed unanimously. Butkowski told the Council that Ramsey County recently sent property tax statements to residents. 59 percent of residents will see a small decrease in their city taxes while 37 LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 2 of 3 percent will see an increase of less than ten percent. Staff noted that there have been no changes in revenue or expenditure projections that warrant a change to the budget or levy as it was established in September. Unless the Council recommends changes, the final budget and levy will look like the one presented. Butkowslci said the Council approved the 2030 Comprehensive Plan in October, which means the City has until July 2010 to bring its internal controls in line with the Plan. The Council asked staff to solicit requests for proposals for a zoning code update. The City received eight proposals. Councilors Hawkinson and Mac Lean reviewed the applications with staff and selected three consultants for an interview with the Council. The three consultant candidates were from Bonestroo, the Cuningham Group, and SEH (Short, Elliott, Hendrickson). After each provided a brief overview of their experiences, zoning philosophy, and project approach, the Council had an opportunity to ask them questions. The Mayor thanked the consultant candidates for their presentations and noted that the Council would make a decision at the next meeting. Butkowslci reviewed the preliminary agenda for the next meeting, which included: selecting a zoning code update consultant; public hearing and adoption of the 2010 budget and levy; and employee step increases. Mayor Dains explained the Council was moving into the work session. Work sessions are a continuation of the meetings but not aired on community television. Larry Grell of Donnelly Development and Tom Betti of the 292 Design Group addressed the Council. Grell said Donnelly Development has been trying to sell the New Mech site for the last year without luck. Now they have a party interested in renovating one of the buildings into office space, so they are considering being the developer of the New Mech site. They presented the Council with a concept plan that included the office space plus two retail spaces that could accommodate a small grocer and/or a pharmacy. To make the development happen, Donnelly Development must find tenants for those spaces. The project must also be financially viable. Donnelly Development asked the Council whether they would partner on a Recovery Zone application. Recovery Zone money is funded by the American Recovery and Reinvestment Act and allows applicants to be awarded low-interest loans. The funding is generated through the sale of industrial revenue bonds which make cities a pass through for the money but not responsible for repayment. The Council thanked Grell and Betti for their presentations. The Mayor said the City would consider partnering on a Recovery Zone application if the project proved viable. He LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 3 of 3 asked staff and Stacie Kvilvang, the city's financial advisor, to follow up with Donnelly Development. There being no further business on the council agenda, Councilor Christensen moved to adjourn the meeting. Councilor Doherty seconded the motion and it carried. The meeting adjourned at 9:21 p.m. Respectfully submitted, Heather Butkowski City Administrator f CITY OF LAUDERDALE CLAIMS FOR APPROVAL December 8, 2009 City Council Meeting Payroll 11/27/09 Payroll: Direct Deposit # 500855-500864 11/27/09 Payroll: Payroll Liabilities, e -payments 405E -408E Vendor Claims 12/8/09: Check #s 19965-19980 $7, 723.24 $6,467.36 SUBTOTAL $81,169.44 Total Claims for Approval $81,169.44 CITY OF LAUDERDALE 11/25/09 12:53 PM Page 1 Payments Current Period: NOVEMBER 2009 Batch Name 112709payrol Payment Computer Dollar Amt $6,467.36 Posted Refer 1167 NORTH STAR BANK, CHECKING S Ck# 000405E 11/27/2009 Cash Payment G 101-21703 FICA WITHHOLDING. 11/27/09 Payroll $1,863.38 Invoice Cash Payment G 101-21701 FEDERAL TAXES 11/27/09 Payroll $750.09 Invoice Transaction Date 11/25/2009 Due 0 NORTH STAR CHEC 10100 Total $2,613.47 Refer 1168 ICMA RETIREMENT TRUST- 457 Ck# 000406E 11/27/2009 Cash Payment G 101-21705 ICMA RETIREMENT 11/27/09 Payroll $1,688.08 Invoice Transaction Date 11/25/2009 Due 0 NORTH STAR CHEC 10100 Total $1,688.08 Refer 1169 PERA _ Ck# 000407E 11/27/2009 Cash Payment G 101-21704 PERA 11/27/09 Payroll $1,358.38 Invoice Transaction Date 11/25/2009 Due 0 NORTH STAR CHEC 10100 Total $1,358.38 Refer 1170 MN DEPARTMENT OF REVENUE Ck# 000408E 11/27/2009 Cash Payment G 101-21702 STATE WITHHOLDING 11/27/09 Payroll $807.43 Invoice Transaction Date 11/25/2009 Due 0 NORTH STAR CHEC 10100 Total $807.43 Fund Summary BATCH Total $6,467.36 10100 NORTH STAR CHECKING 101 $6,467.36 $6,467.36 Pre -Written Checks $6,467.36 Checks to be Generated by the Compute $0.00 Total $6,467.36 CITY OF LAUDERDALE *Check Detail Register© DECEMBER 2009 Check Amt Invoice Comment 10100 NORTH STAR CHECKING Paid Chk# 019965 12/8/2009 AFSCME - G 101-21709 UNION DUES $107.52 11/09 Union Dues Total AFSCME $107.52 Paid Chk# 019966 12%8/2009 x0 9 BOYER TRUCKS E 101-43000-402 CITY TRUCK REPAIR/MAINTEN $2,666.95 repair'99 dump truck E 602-49100-402 CITY TRUCK REPAIR/MAINTEN $333.37 repair'99 dump truck E 601-49000-402 CITY TRUCK REPAIR/MAINTEN $333.37 repair'99 dump truck Total BOYER TRUCKS $3,333.69 Paid Chk# 019967 12/8/2009 CINTAS E 602-49100-425 CLOTHING $37.07 PW Clothing E 601-49000-425 CLOTHING $37.07 PW Clothing Total CINTAS $74.14 Paid Chk# 019968 12/8/2009 CITY OF FALCON HEIGHTS-:,.m:.-MF�.- E 101-42100-321 FIRE CALLS $847.70 11/09 Fire Calls E101-42100-322 FIRE FALSE ALARMS $423.85 11/09 False Alarm Total CITY OF FALCON HEIGHTS $1,271.55 Paid Chk# 019969 12/8/2009 CITY OF ST ANTHONY��� E 101-42100-319 POLICE CONTRACT $48,187.50 12/09 Police Services Total CITY OF ST ANTHONY $48,187.50 Paid Chk# 019970 12/8/2009 EUREKA RECYCLING E 203-50000-389 RECYCLING CONTRACTOR $2,198.29 10/09 Recycling Contract Total EUREKA RECYCLING $2,198.29 Paid Chk# 01997112/8/2009GLENWOOD GLEWOOD E 101-41200-208 WATER DELIVERY $38.23 11/09 Water & Cooler Rental Total GLENWOOD INGLEWOOD $38.23 Paid Chk# 019972 12/8/2009 GRACE, DUANE E 101-43400-312 BUILDING INSPECTOR $2,407.54 '09 Commerical Plan Reviews Total GRACE, DUANE $2,407.54 Paid Chk# 019973 12/8/2009 MAMA E 101-41200-308 TRAINING\CONFERENCES $25.00 HB Luncheon Meeting Total MAMA $25.00 Paid Chk# 019974 12f /8/2009 MINNESOTA POLLUTION CONTROL AG E 601-49000-308 TRAINING\CONFERENCES $300.00 DH - waste water conference ital MINNESOTA POLLUTION CONTROL AG $300.00 Paid Chk# 019975 12/8/2009 NORTH SUBURBAN ACCESS CORP E 202-49500-530 FURNITURE & EQUIPMENT $6,541.53 council chamber upgrade (pt. 1) Total NORTH SUBURBAN ACCESS CORP $6,541.53 CITY OF LAUDERDALE *Check Detail Register© DECEMBER 2009 Check Amt Invoice Comment Paid Chk# 019976 12/8/2009 ONE CALL CONCEPTS E 101-43400-386 GOPHER STATE ONE CALL $31.90 11/09 Locate Calls Total ONE CALL CONCEPTS $31.90 Paid Chk# 019977 12/8/2009 PARK SERVICE E 601-49000-212 MOTOR FUELS $39.29 11/09 Motor Fuels E 101-43000-212 MOTOR FUELS $183.33 11/09 Motor Fuels E 602-49100-212 MOTOR FUELS $39.29 11/09 Motor Fuels Total PARK SERVICE $261.91 Paid Chk# 019978 12/8/2009 PUBLIC EMPLOYEES INS PROm�...�....�m� GRAM .. G 101-21706 HEALTH INSURANCE $1,177.79 12/09 Employee Insurance Total PUBLIC EMPLOYEES INS PROGRAM $1,177.79 Paid Chk# 019979 12/8/2009 RAMSEY COUNTY, PROP REC & REV G 101-21706 HEALTH INSURANCE $379.23 12/09 Health Insurance E 101-42100-442 MISC $505.92 11/09 Dispatch E 101-41200-355 MISC PRINTING/PROCESS SER $25.00 12/09 Health Insurance Total RAMSEY COUNTY, PROP REC & REV $910.15 Paid Chk# 019980 a,-,� 12%8/2009, WA"S—T @�.–u.��,.�a��z_-. E MANAGEMENT .� ;_—'--,.�,�..xu�.� .�...s�.,�,..�w„a._,m.-- E 101-43000-384 REFUSE DISPOSAL $112.10 12/09 Waste Services Total WASTE MANAGEMENT $112.10 10100 NORTH STAR CHECKING $66,978.84 Fund Summary 10100 NORTH STAR CHECKING 101 GENERAL $57,119.56 202 COMMUNICATIONS $6,541.53 203 RECYCLING $2,198.29 601 SEWER UTILITIES $709.73 602 STORM SEWER ENTERPRISE FUND $409.73 $66,978.84 LAUDERDALE COUNCIL ACTION FORM TYPE OF REQUEST Consent X Action ❑ Resolution ❑ Information ❑ Work session ❑ MEETING DATE December 8, 2009 AGENDA NUMBER 5A Rental Housing Licenses DESCRIPTION 2010 Rental Housing_ Licenses BACKGROUND OR PAST COUNCIL ACTION I Attached is the list of rental property owners that successfully completed the rental housing inspection process or renewed their license for 2010 and do not need an inspection this year. OPTIONS STAFF RECOMMENDATION Approve rental housing licenses for 2010. COUNCIL ACTION MOTION BY SECOND STAFF ACTION LAUDERDALE COUNCIL ACTION FORM Rental properties successfully completed the application process ❖ Bonnie Gear Troska, 1813 Malvern Street ❖ Bernadette Janisch, 1638 Rosehill Circle ❖ Ernest & Virginia Dopp, 1816 Malvern Street LAUDERDALE COUNCIL ACTION FORM ACTION REQUESTED Consent X Public Hearing Discussion Action Resolution Work session Meeting Date: December 8, 2009 ITEM NUMBER Colleen's Step Increase STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Colleen became a permanent hire on June 16, 2009, and is eligible for a step increase after six months (December 16). Colleen was hired at step two and this moves her to step three at an hourly rate of $20.93. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, Colleen Callahan moves to step three on the deputy cleric step scale effective December 16, 2009. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM :1 ACTION REQUESTED Consent X Public Hearing Discussion Action Resolution Work session Date: December 8, 2009 ITEM NUMBER Heather - Pay Scale Step 3 STAFF INITIAL U✓ APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: I began step one of the city administrator pay scale on December 1, 2008. Per the City's step schedule, employees receive steps two and three at six month intervals and then annually thereafter. That means I qualify for step three as of December 1 (step four would be next December). Pay increases from $5,922.31 to $6,270.68 monthly. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, Heather Buticowslci moves to step three on the city administrator pay scale effective December 1, 2009. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action X Resolution X Work Session Meeting Date December 8, 2009 ITEM NUMBER _9A -2010 Levy & Budget STAFF INITIAL` APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Attached to this memo is Resolution 120809A - A resolution levying taxes for 2009 payable; in 2010. The budget book is a standalone document, hopefully to make it easier to review. If there are no corrections, the Council can make one motion to approve both. Thereafter, I will send a copy of the resolution to Ramsey County.$ I will create bound copies of the budget for distribution at year end. As you can see, the cur- rent draft only reflects revenue and expenses through October. n STAFF RECOMMENDATION: Motion to approve the 2010 Lauderdale City Budget and Resolution 120809A - A Resolu- tion Levying Taxes for 2009 Payable in 2010 in the amount of $571,738. COUNCIL ACTION: RESOLUTION NO. 120809A CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION LEVYING TAXES FOR 2009 PAYABLE IN 2010 BE IT HEREBY RESOLVED by the City of Lauderdale, Ramsey County, State of Minnesota as follows: The following tax levies are hereby made against all taxable property in the City of Lauderdale for the tax levy 2009, payable 2010: Total proposed levy for 2009 payable in 2010: $571,738 This includes estimated fiscal disparities amount of $113,154. BE IT FURTHER RESOLVED, that there will not be a certified debt levy for the General Obligation Bonds Series 2002A and the General Obligation Bonds Series 2003A. BE IT FURTHER RESOLVED that the City Administrator is authorized and directed at this time to certify this Resolution to the County Auditor of Ramsey County, Minnesota. CITY OF LAUDERDALE ) COUNTY OF RAMSEY ) ss STATE OF MINNESOTA ) I, Heather Butkowski, being duly qualified and City Administrator for the City of Lauderdale, Ramsey County, Minnesota, do hereby certify that the attached and foregoing is a true and correct copy of a Resolution duly adopted by the City Council of the City of Lauderdale on December 8, 2009, as the same appears in the minutes of said meeting on file and of record in City Offices. Dated this 8th day of December, 2009. Jeff Dains, Mayor (ATTEST) Heather Butkowski, City Administrator (SEAL) LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X_ Action X Resolution Work Session Meeting Date December 8, 2009 ITEM NUMBER 913-Zonina Undate Consultant STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: At the last meeting, representatives from Bonestroo, SEH, and Cuningham Group made their pitches to the City Council as to why they should be selected to do the zoning code up- date. Hopefully, you had some time to reflect on this. One of the big considerations is al- ways price and those are as follows: • Bonestroo: $15,100 • SEH: $22,900 • Cuningham Group: $24,500 Some of the price difference results from the varying amounts of time each firm plans to de- vote to the project and their methods of seeking public participation. Ultimately, the Coun- cil may choose the consultant they think is the best value as you are not obligated to pick the lowest responsible bidder. After a firm is selected, an agreement will be reached with them for the scope of the work. OPTIONS: Staff started a list of zoning issues that we want to make sure are addressed during the up- date. If you have any, please feel free to send them to me. For example, this week someone questioned why duplexes are required to have so few parking spaces. It is a good question. The current ordinance was adopted when families had one car and the homes weren't rented out to college students (who each have a car). STAFF RECOMMENDATION: Motion to select as the zoning code update consulting firm. COUNCIL ACTION: � Y � ACTION REQUESTED Consent LAUDERDALE COUNCIL ACTION FORM MEETING DATE November 8, 2009 Special Public Hearing ITEM NUMBER Rink Attendant Update, Report Job Description, and Pay Discussion/Action X STAFF INITIAL Jim Resolution Work session APPROVED BY ADMINISTRATOR BACKGROUND: Rink Attendant Update We propose hiring three attendants: Two returning from last year - Andy DuBord and Joe Sax, and one of nine applicants to fill the position vacated by Luke Hawkinson, who is ending his nine-year run after securing a full-time job. We plan to conduct interviews in the next week or two. Job Description A revised job description is attached for review and adoption. P We propose keeping the hourly rate at $9.00/hour. OPTIONS: 1) Approve proposed staffing of the warming house, hourly rate, and job description. 2) Do not approve proposed staffing of the warming house, hourly rate, and job description. STAFF RECOMMENDATION: 1) Motion to approve proposed staffing of the warming house, hourly rate, and job description. COUNCIL ACTION: CITY OF LAUDERDALE POSITION DESCRIPTION Job Title: Winter Rink/Warming House Attendant Department: Parks and Recreation Immediate Supervisor: Assistant to the City Administrator Date of Latest PD Revision: December 2006 FLSA Status: Non -Exempt Temporary Position Objective: Responsible for the operations of the ice rinks and warming house building on evenings, weekends and holidays from December — February for 10-30 hours per week. Includes supervising the activities and facilities located within the park assigned. Responsible for the overall safety of the participants. Essential Duties and Responsibilities: Attendants need to be people oriented with the ability to interact with many different people and ages. This position requires people who are able to work both independently and as a team member; who are able to make quick and appropriate decisions and able to handle difficult situations in a rational, positive direction. • Follows policies, procedures and guidelines set forth in the Winter Rink/Warming House Attendant's Manual. • Has a thorough understanding of all policies of the ice rink and warming house program. • Maintains a clean warming house and skating area by keeping all areas free of debris and garbage. • Maintains accurate reports and records as required on daily attendance. • Supervises free skating. • Maintains control and discipline in the warming house and skating areas. • Assures the safety of all participants. • Practices good public relations with participants, parents and other individuals using the park facilities. • Responds correctly in emergency situations. Minimum Qualifications: • Minimum age: 16 years. • Ability to work independently with minimal supervision. • Ability to relate and interact with all ages. • Ability to communicate effectively both orally and written. • Ability to maintain order and security. • Ability to utilize common sense. • Willingness to work afternoons, evenings, weekends, and school release days. • Must pass criminal background check. Supervision of others: None Responsible for Public Contact: • Effectively communicate with residents and the general public. • Able to relate and interact with people of all ages. Work Environment: • Work is performed in an inside temperature controlled environment with periodic monitoring of the pleasure rink, hockey rink, and sledding hill. • Work is also performed in an outside environment scraping and maintaining rinks. Essential Physical Requirements: • The physical demands are those encountered while performing the listed essential functions. Employee is frequently required to sit, talk, and hear. The employee is frequently required to walk (in snow and on ice); use hands and arms to move equipment and reach, balance, stoop, and kneel. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must frequently lift (above shoulder height) and/or move up to 30 pounds. Tools used include a fire hose for flooding and scrapers and shovels to clear the rinks. The City of Lauderdale does not discriminate on the basis of race, color, national origin, sex, religion, age, and handicapped status in employment or the provision of services. EOE/AA ACTION REQUESTED Consent LAUDERDALE COUNCIL MEETING DATE December 8, 2009 Special Public Hearing ITEM NUMBER Playground Design Services Report Discussion/Action STAFF INITIAL Jim Resolution Work session APPROVED BY ADMINISTRATOR BACKGROUND: This summer, the city applied for Community Development Block Grant Recovery Funds (CDBG-R) for playground improvements. All park projects nationwide were then pulled from consideration. However, the city can apply through the regular CDBG round in January/February. Lauderdale meets the low - moderate income requirements of the grant program. $35,000 has been allocated for the playground improvements in the draft 2010 budget based on the following recommendation: • Remove the existing swings and monkey bars; • Add three new pieces including a whirly twirly or sky runner, a climbing wall, and a single zip slide; • Add a new eight piece swing set at the site of the sand volleyball court; • Extend the concrete border around the expansion area; The previous recommendation also included reviewing the condition of the large play structure in three years (2011) and consider a replacement plan. The PCIC, in consideration of the next grant application, recently recommended the city consider including the large play structure and possibly a tot lot (2-5 year old play structure). A new playground surface, such as an engineered wood fiber and benches should also be included. Including these additions in the grant application means the entire project could be done in one phase instead of two, and could possibly be funded entirely by the grant because the grant program does not have a match requirement. In preparation for submitting the grant application, we need to design an area that meats ADA, safety, and use zone requirements. Bonestroo and Minnesota/Wisconsin Playground submitted the attached proposals for design services. Bonestroo's is $2,700, and would be appropriate if we didn't know which company's equipment we intended to purchase. Minnesota/Wisconsin Playground's proposal is $1,500. We have intended to purchase GameTime equipment to take advantage of their generous trade in program (involving the large play structure). Minnesota/Wisconsin Playground is the local GameTime distributor. Their proposal also includes a future credit for these fees if we ultimately choose to purchase equipment through them. OPTIONS: 1) Approve the attached design services proposal from MN/WI Playground not to exceed $1,500. 2) Do not approve the attached design services proposal from Minnesota/Wisconsin Playground. STAFF RECOMMENDATION: Motion to approve the attached design services proposal from Minnesota/Wisconsin Playground for playground improvements, not to exceed $1,500. COUNCIL ACTION: QUOTATION TO: City of Lauderdale Date: 02 -Dec -09 1891 Pleasant Street Lauderdale, MN 55113 Quote No. D37 Attn: Jim Bownik Drawing No. Phone: 651-792-7650 Fax: 651-631-2066 Project: City Park Design Qty Unit Description Price Extension 1 Hourly Rate Measure Site, Shoot Elevations and Design/CAD time $125.00 Hrs to be totaled NOTE: Unless otherwise stated thefollawing appliestothe purchased items requirina installation. Minnesota Wisconsin Play -ground Ina Will not be responsible for Ming delivery or storage of equipment, site preparation, unforeseen obstructions (may incur additional charges), or disposal of packaging materials Owner or General Contractor shall hold Minnesota Wisconsin Rayground, Inc. harmless in the event of injury dueto insufficient resilient safety surface Owner is respond ble for direct access to site for large trucks A flat dirt surface should be prepared prior to our arrival. Unless otherwise stated all Excavated material is to remain on site and all installation shall be done i n one trip. All material isguaranteed specified. All work is to be completed in aworkmanli ke manner accordi ng to standard practim Any alteration or division from above specifications i nvol vi ng extra costs must be executed upon wri tten orders and wi I I became an Extra charge over and above the purchase agreement. Al I Agreements are oo nti ngent upon stri kes, accidents or delays beyond our control. Owner isto carry fire, tornado and other necessary insurance Prices Good For Until 2-1-10. Sub Total Hrs to be totaled Shipping / Installation Date: Freight NA Prices Based on Wages Without Prevailing Wage Adjustments Installation NA Signed By: Tax Add Harlan Lehman CPSI Accepted By: Total Hrs to be totaled With Acceptance - Terms of Sale - Payment is Due Within 30 Days PO Box 27328 • Golden Valley, MN, 55427 • 763.546.7787 - 1.800.622.5425 • Fax 763.546.5050 e-mail info@mnwiplay.com • www.mnwiplay.com Jim Bownik From: Harlan Lehman [harlan@mnwiplay.com] Sent: Thursday, December 03, 2009 2:48 PM To: Jim Bownik Subject: clarification Hi Jim, Per your request, here is a recap of what we discussed and some other tidbits... 1. Our fee to layout the site, shoot elevations and design your play area is $125.00 per hour. We will put a " not exceed" amount of $1,500.00, but I don't think that it will get anywhere close to that unless there are challenges on site. If we are your selected vendor -we will put that design fee against your purchase price. 2. Trade In Program -if it is still available when you are ready ... You may be entitled to up to the amount for what you paid for the existing GT structure in your park (does not include freight, tax, surface, etc.) You will need to take down the structure and have all of the posts recycled (they are aluminum) and the check sent directly to us from the recycler to prove that the structure was taken down and put back into circulation (recycled). The money will be applied to the cost of a Powerscape Plus structure and this program is not valid with any other promotions or discounted items. Harlan Lehman Minnesota / Wisconsin Playground 743.546.7787 ( 800.622.5425 Fax 763.546.5050 harlan@mnwiplay.com I www.mnwiplay.com 1 November 16, 2009 City of Lauderdale c/o: Jim Bownik, Assistant City Administrator 1891 Walnut Street Lauderdale, MN 55113 Re: Letter of Authorization for Playground Design Services Dear Mr. Bownik; The City of Lauderdale has asked Bonestroo to work with and assist the City in locating new playground equipment. These services will be provided under our August 10, 1999 master agreement with the City. Project Description and Understanding 2335 Highway 36 W St. Paul, MN 55113 Tel 651-636-4600 fax 651-636-1311 www.bonestroo.com The "Project" consists of working along side City staff to locate new playground equipment in the Lauderdale Community Park. Bonestroo will arrange the new playground features the City has selected in the existing playground area to determine their best placement. Bonestroo will identify any additional site issues the City may need to address that include but are not limited to: ADA compliancy, safety, concrete curbing, and adjacent uses. Scope of Basic Services Bonestroo will first meet with City staff to review the playground amenities the City has selected and potential location of these features. Bonestroo will work with the designated playground suppliers to obtain AutoCAD information for each playground feature. Bonestroo will then use AutoCAD to create up to three playground layout options for the City to review. After the December City Park Board meeting, Bonestroo will refine the concepts into one final concept with a potential cost estimate. Information will be packaged to meet grant application requirements in order for the City to apply for the Community Development Block Grant program. Potentia/ Supplemental Services Any additional work not specifically mentioned in the scope of Basic Services will be charged as Supplemental Services. No additional work will be completed without prior authorization by the city. Compensation Payment for Basic Services St. Paul St. Cloud Rochester Milwaukee Chicago Jim sownik Playground design services Page 2 November 16, 2009 For the Basic Services outlined, the City will pay the Consultant the lump sum of $2,700, plus Reimbursable Expenses. Consultant will not provide services nor incur expenses which would cause its charges to exceed this amount without City authorization. Payment for Supplemental Services For Supplemental Services authorized by the City and performed by the Consultant, the City will pay the Consultant on an hourly basis, plus Reimbursable Expenses. When the need for additional services arises the Consultant shall consult with the Assistant City Administrator and he shall decide if a verbal authorization is sufficient or if a written Authorization Letter is necessary. As an alternative if agreed to by both parties, the City will pay the Consultant on a lump sum basis where the amount is negotiated between the two parties. Consultant's current Standard Rate Schedule is attached as Appendix A. If this work is authorized, please sign both copies and return one to Bonestroo. We appreciate this opportunity to work with the City of Lauderdale. Sincerely, BONESTROO L o Holly Reio Project Manager Date OlfJ61 Qavid 0. Loskota, Contracts Officer Date Accepted by CITY OF LAUDERDALE L35 Its Date Appendix A: 2009 Standard Rate Schedule Classification Range of Hourly Rates Senior Principal $125.00 - $159.00 Principal 119.00 - 149.00 Specialist * 110.00 - 228.00 Project Manager 115.00 - 144.00 Senior Engineer / Architect / Scientist / Planner / LA 110.00 - 144.00 Architect I Landscape Architect LA 99.00 - 119.00 Land Surveyor 127.00 - 157.00 Engineer 83.00 - 119.00 Planner 83.00 - 119.00 Environmental Scientist 83.00 - 119.00 Designer GIS Landsca e Designer I Graphics 83.00 - 104.00 Engineering Technician 65.00 - 98.00 Project Technician 44.00 - 67.00 Field Supervisor 88.00 - 135.00 Crew Chief 68.00 - 107.00 Inspector 67.00 - 92.00 Survey Technician 46.00 - 67.00 GPS Survey Equipment 38.00 Total Station Equipment 28.00 GIS Workstation Equipment 22.00 GPS Submeter Unit(per use 80.00 Flow Meter(per week 200.00 Air Detection Equipment (per half da 25.00 * Specialist: Experts in highly technical disciplines including and Market Analysts Principal Planners These rates are adjusted annually at the first of the year in accordance with the normal review procedures of Bonestroo, Inc.