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Home My WebLink AboutAgenda Packets - 2004/12/13 CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA Monday, December 13, 2004 7:00 p.m. (Revised as of 5pm; Monday, December 13, 2004) 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Linke, Quick, Marty, Stigney, Gunn 4. APPROVAL OF AGENDA 5. SPECIAL ORDER OF BUSINESS A. Presentation of 2004 Mounds View Citizenship Award 6. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 7. CITY BUDGET QUESTIONS AND COMMENTS: Citizens may speak to issues regarding the City Budget. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 8. JUST AND CORRECT CLAIMS 9. CONSENT AGENDA A. Set a Public Hearing for 7:05 P.M., Monday, January 24, 2005 on the Capital Improvement Plan and Authorization for the Future Sale of CIP Bonds for the Fire Station and Equipment. B. Set a Public Hearing for 7:10 P.M., Monday, January 24, 2005 for the Introduction and First Reading of an Ordinance Setting Storm Water Management Fees for Service in 2005. C. Set a Public Hearing for 7:15 P.M., Monday, January 24, 2005 for the Introduction and First Reading of an Ordinance Setting Street Light Utility Rates for Service in 2005. D. Cancellation of the December 27, 2004 City Council Meeting. Consider cancellation of the December 27, 2004 City Council Meeting. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ E. Resolution 6409 Awarding a Contract for the Tree Inventory Program. Award a contract for the Tree Inventory Program. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ F. Resolution 6410 Acceptance and Final Payment of the County Road H2 Street Improvement Project . Adopting the Resolution and authorize final payment to Palda and Sons, Inc., in the amount of $34,914.99. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ G. Establish Executive Session Immediately Following the Meeting for Union Contract Negotiation. H. Resolution 6413 Approving a Contract Extension with Secure Benefits Systems Corporation for Flexible Spending Accounts Administration. Secure Benefits has offered to extend the contract for 2005 on the same terms and conditions that were in the first contract. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ I. Resolution 6414 Approving the 2005 Compensation Schedule for Non-Union Personnel. Approving 2005 Compensation Schedule and monthly benefits contribution for Non- Union Personnel. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ 10. COUNCIL BUSINESS A. 7:05pm Public Hearing Resolution 6401 Adopting the 2005 Mounds View Fee Schedule. Hold a Public Hearing and approve the attached 2005 Mounds View Fee Schedule. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ B. Resolution 6402 Adopting the 2005 Property Tax Levy. City Council needs to either adopt the tax levy on December 13th or schedule an additional meeting to adopt it no later that Dec. 20, 2004 Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ C. Resolution 6403 Adopting the 2005 Budgets for All Funds. Resolution regarding the 2005 Budgets for all funds. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ D. Consideration of a Minor Subdivision at 7656 and 7658 Silver Lake Road. Recommend approval of a zero-lot minor subdivision of 7656/7658 Silver Lake Rd. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ E. Resolution 6404 Awarding a Contract for the Greenfield Park Playground Equipment Replacement Project. Award a contract for the Greenfield Park Playground Equipment Replacement Project. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ F. Consider Bids for Carpet at the Mounds View Community Center. Bids will happen on Dec 13 prior to the City Council Meeting. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ G. Resolution 6405 Approval of the TimeSaver Recording Secretary Contract Addendum for 2005. Award a contract for taking Minutes on City meetings. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ H. Resolution 6406 Setting the 2005 Meeting Dates to City Council. Approve Resolution to set the 2005 Meeting Schedule. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ I. Resolution 6407 Approve a Charitable Gambling Permit for the Twin Cities North Chamber. Charitable Gambling Permit at the Mermaid. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ J. Resolution 6411 Approve a Cigarette/Tobacco Business License for CVS Pharmacy. CVS submitted a Business License to sell tobacco products. They are scheduled to open on or about Jan. 23, 2005. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ K. Resolution 6408 Approval of Step and Wage Increase for Robin Marion, Public Service Officer. Award a step increase from step 1 to step 2. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ L. 2005 Special Election Ballot Review Review Ballots for the City Election. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ M. Resolution 6415 Approving a Contract for Decision Resources to conduct a Quality of life Residential Survey for the City of Mounds View. Motion Made: ____________________ Motion Second: _____________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ 11. APPROVAL OF MINUTES A. City Council Minutes November 22, 2004. 12. REPORTS A. Reports of Council B. Reports of Staff 1. Public Works Quarterly Report C. Reports of City Attorney D. Report of Mayor 13. Next Council Work Session: Monday, January 3, 2005 7pm (Meeting will be called to order) Next Council Meeting: Monday, January 10, 2005 ADJOURN TO EXECUTIVE SESSION CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA Monday, December 13, 2004 7:00 p.m. (Revised as of 5pm; Monday, December 13, 2004) 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Linke, Quick, Marty, Stigney, Gunn 4. APPROVAL OF AGENDA 5. SPECIAL ORDER OF BUSINESS A. Presentation of 2004 Mounds View Citizenship Award 6. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 7. CITY BUDGET QUESTIONS AND COMMENTS: Citizens may speak to issues regarding the City Budget. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 8. JUST AND CORRECT CLAIMS 9. CONSENT AGENDA A. Set a Public Hearing for 7:05 P.M., Monday, January 24, 2005 on the Capital Improvement Plan and Authorization for the Future Sale of CIP Bonds for the Fire Station and Equipment. B. Set a Public Hearing for 7:10 P.M., Monday, January 24, 2005 for the Introduction and First Reading of an Ordinance Setting Storm Water Management Fees for Service in 2005. C. Set a Public Hearing for 7:15 P.M., Monday, January 24, 2005 for the Introduction and First Reading of an Ordinance Setting Street Light Utility Rates for Service in 2005. D. Cancellation of the December 27, 2004 City Council Meeting. E. Resolution 6409 Awarding a Contract for the Tree Inventory Program. F. Resolution 6410 Acceptance and Final Payment of the County Road H2 Street Improvement Project . G. Establish Executive Session Immediately Following the Meeting for Union Contract Negotiation. H. Resolution 6413 Approving a Contract Extension with Secure Benefits Systems Corporation for Flexible Spending Accounts Administration. I. Resolution 6414 Approving the 2005 Compensation Schedule for Non-Union Personnel. City Council Agenda Monday, December 13, 2004 Page 2 10. COUNCIL BUSINESS A. 7:05pm Public Hearing Resolution 6401 Adopting the 2005 Mounds View Fee Schedule. B. Resolution 6402 Adopting the 2005 Property Tax Levy. C. Resolution 6403 Adopting the 2005 Budgets for All Funds. D. Consideration of a Minor Subdivision at 7656 and 7658 Silver Lake Road. E. Resolution 6404 Awarding a Contract for the Greenfield Park Playground Equipment Replacement Project. F. Consider Bids for Carpet at the Mounds View Community Center. G. Resolution 6405 Approval of the TimeSaver Recording Secretary Contract Addendum for 2005. H. Resolution 6406 Setting the 2005 Meeting Dates to City Council. I. Resolution 6407 Approve a Charitable Gambling Permit for the Twin Cities North Chamber. J. Resolution 6411 Approve a Cigarette/Tobacco Business License for CVS Pharmacy. K. Resolution 6408 Approval of Step and Wage Increase for Robin Marion, Public Service Officer. L. 2005 Special Election Ballot Review M. Resolution 6415 Approving a Contract for Decision Resources to conduct a Quality of life Residential Survey for the City of Mounds View. 11. APPROVAL OF MINUTES A. City Council Minutes November 22, 2004. 12. REPORTS A. Reports of Council B. Reports of Staff 1. Public Works Quarterly Report C. Reports of City Attorney D. Report of Mayor 13. Next Council Work Session: Monday, January 3, 2005 7pm (Meeting will be called to order) Next Council Meeting: Monday, January 10, 2005 ADJOURN TO EXECUTIVE SESSION Item No.09D Meeting Date: December 13, 2004 Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Administrative Assistant Item Title/Subject: Consider Cancellation of the December 27, 2004 City Council Meeting On November 8, 2004, City Council Meeting, Staff was directed by Council to see if it was necessary to have the December 27, 2004, City Council Meeting, due to the holidays. Staff feels that this City Council Meeting is not necessary and recommends that the meeting be cancelled. Respectfully submitted, Desaree Crane Item No. 9E Meeting Date: December 13, 2004 Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Resolution 6409 Awarding a Contract for the Tree Inventory Program Background: The City of Mounds View has been offered a Tree Inventory Grant contract with the State of Minnesota. On October 13, 2003 the City Council approve resolution No. 6115 authorizing the execution of the State of Minnesota Agreement for a Tree Inventory / Database Grant. This tree inventory program includes data collection on trees located on City-owned property, mainly roadway rights-of-way and parks. The data that will be collected includes: location using a sub-meter Global Positioning System (GPS), identifying the genus and species of each tree, providing a diameter and condition, identifying general pruning or removal needs, and providing the City with a geographical information system (GIS) compatible shapefile and database of all collected information. This tree inventory of public land will provide a solid basis for future management and financial decisions. The Grant Contract with the State is in the amount of $5,000. The City is required to provide matching funds. These funds have been included in the 2005 Forestry Fund of the General Budget. The grant requires that a maximum of $2,500 of the grant monies could have been spent in 2004, with unspent monies in 2004 being carried over to 2005. Since there would have been an additional cost for the data collection company to mobilize a second time, Staff programmed all of the work to occur in 2005. Discussion: The City of New Brighton developed a tree inventory program and database a few years ago. This work was performed by the Kunde Companym, Incorporated with great success. Since the main person utilizing this data is the City Forester and since this is a shared position with the City of New Brighton, Staff, as well as the City Forester, felt that there are many advantages to contracting with the same company that supplied the City of New Brighton with their tree inventory data. The City has received a letter quote from the Kunde Company, Incorporated in the amount of $9,000.00 to perform activities associated with the Tree Inventory Program. The Grant contract with the State that was approved by City Council on October 13, 2003 is in the amount of $5,000; the City is required to provide matching funds. These funds have been included in the 2005 Forestry Fund of the General Budget and will be derived from Account 100-4380-3900. If approved, work on this project will begin in the spring of 2005. Recommendation: It is recommended that the City Council award a contract for the Tree Inventory Program. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION NO. 6409 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AWARDING THE CONTRACT FOR THE TREE INVENTORY PROGRAM. WHEREAS, the City of Mounds View has been offered a Tree Inventory Grant contract in the amount of $5,000 with the State of Minnesota; and WHEREAS, On October 13, 2003 the City Council approve resolution No. 6115 authorizing the execution of the State of Minnesota Agreement for a Tree Inventory / Database Grant; and WHEREAS, a tree inventory of public land will provide a solid basis for management and financial decisions; and WHEREAS, the City of New Brighton has contracted with Kunde Company, Incorporated to assist them in developing their tree inventory program; and WHEREAS, Staff, as well as the City Forester, felt that there are many advantages to contract with the same company that supplied the City of New Brighton with their tree inventory; and WHEREAS, the City has received a letter quote from the Kunde Company, Incorporated in the amount of $9,000.00; and WHEREAS, the funds for this project have been included in the 2005 Forestry Fund of the General Budget and will be derived from Account 100-4380- 3900. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. That the quote received from Kunde Company Incorporated in the amount of $9,000.00 for work associated with the Tree Inventory Program is acceptable and reasonable. 2. That a contract to perform said work is awarded to Kunde Company Incorporated and that the Mayor and City Administrator are hereby authorized and directed to enter into a contract with Kunde Company, Incorporated. 3. That the funds to finance this project would be derived from Tree Inventory Grant with matching funds derived from the 2005 Forestry Fund of the General Budget (Account: 100-4380-3900). Adopted this 13th day of December 2004. (ATTEST) ____________________________________ Jerry Linke, Mayor (SEAL) ____________________________________ Kurt Ulrich, City Administrator Item No: 10A Meeting Date: December 13, 2004 Type of Business: CB Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Administrative Assistant Item Title/Subject: Public Hearing, Resolution 6401 Adopting the 2005 Mounds View Fee Schedule Attached is the Fee Schedule for 2005. This was reviewed by City Council on the November 1, 2004, Work Session and the November 22, 2004 City Council Meeting. Staff was directed by City Council on November 22, 2004, to get additional information on what other cities charge for Automobile Sale Business license and the cost of processing a Candidate for Public Office. Automobile Sale Licenses The only area that responded to the City’s request in what other cities charge for automobile lots was the City of Maplewood. The City of Maplewood has two business licenses relating to Automobiles: Motor Vehicle Repair License ($141.00/yr) and Used Car Lot Business License ($292.00/yr). Most new automobile lots in Maplewood also sell used cars and also have facilities that do vehicle repair. The City of Mounds View charges $150/yr whether the dealership sells new or used cars. The City of Mounds View currently does not have a Motor Vehicle Repair Business License. Staff has made a phone call to Roseville to research what they charge. City of Roseville has not responded and staff will let the City Council know as soon as they respond. Candidacy Filing Staff was directed by the City Council on November 22, 2004, to assess the cost of processing an affidavit of candidacy for residents who want to run for City Offices. Staff used the same formula that is used to Data Practices requests and added a Notary Fee (hourly rate x time x 40% + 1.00 Notary). All Affidavits of Candidacy forms must have a notarized signature. The process of filing a candidate includes: • Assisting the Candidate in filling out the Affidavit. • Collecting the Money. • Issuing a Receipt to the Candidate. • Notarizing the Affidavit. • Faxing the Affidavit to Ramsey County Staff came up with the following: Desaree Crane’s Hourly Rate Time 40% (employee benefits, etc) Notary Fee Total 21.97/hr 15 minutes 40% ($2.19) $1.00 $8.86 Recommendation: Have the Public Hearing and adopt Resolution 6401, adopting the 2005 Mounds View Fee Schedule. Respectfully submitted, Desaree M. Crane RESOLUTION 6401 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION ADOPTING THE 2005 FEE SCHEDULE WHEREAS, revisions and updates to the Fee Schedule are necessary; and WHEREAS, each City of Mounds View Department Head has reviewed all fees relevant to his/her department and recommended changes to the City Council where necessary; and WHEREAS, the City Council reviewed and discussed changes to the Fee Schedule at the November 1, 2004 Work Session and the November 22, 2004 City Council Meeting; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View does hereby approve the 2005 Fee Schedule, which is attached to this resolution. Adopted this 13th day of December, 2004. ____________________________________ Jerry Linke, Mayor ATTEST: ____________________________________ Kurt Ulrich, City Administrator (seal) Item No: 10D Meeting Date: December 13, 2004 Type of Business: Council Business Administrator Review : _________ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kristin Prososki, Planning Associate Item Title/Subject: Consideration of Resolution 6412, a Resolution Re- approving a Zero-Lot Line Minor Subdivision Request for 7656/7658 Silver Lake Road; Planning Case MI2004- 001 Introduction: Zach Dyab, representing the applicant RM Michaels Construction Inc., is requesting re-approval of a minor subdivision to convert the lot at 7656 Silver Lake Road into a zero-lot line subdivision. The lot would be divided down the middle and both lots would have frontage on Silver Lake Road Minor subdivisions are those divisions of land less than two acres in size in which only one additional lot is created. Minor subdivisions do not require a public hearing and in contrast to a major subdivision, a certificate of survey rather than a plat is all that is needed to record the change with Ramsey County. The applicant has submitted the required certificate of survey that describes the proposed subdivision. The Planning Commission reviewed this proposal on Wednesday, December 1, 2004. Planning Commission Resolution 776-04, which recommends re-approval of the minor subdivision request, is attached for Council review. Background: This minor subdivision request was presented to the Planning Commission on February 19, 2003 and was approved by the Council on April 28, 2003. City Council Resolution 6002, which approved the minor subdivision, stated that, “The applicant shall record the deeds with Ramsey County no later than 60 days beyond Council approval…Failure to record the deeds shall render this subdivision approval null and void.” The applicant at that time, Rose Osbourne, failed to record the deeds and therefore the subdivision was not finalized. Mr. Dyab, who is now handling the case, is requesting re-approval of the same proposal. The applicant will still need to record the deeds with Ramsey County within sixty (60) days of Council approval. During the initial review of the request, the City required that certain restriction be placed on the deeds (see following page.) The former applicant did not present the City with deeds that reflected the required restriction. The new applicant will be responsible for having those restrictions placed on the deeds prior to the City recording the resolution approving the minor subdivision. In addition to the minor subdivision, the lot was previously subdivided and rezoned to R-2, Single and Two Family Residential, in 2002 by Terry Martinson, the previous property owner. 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 2 Discussion: The property at 7656 Silver Lake Road is presently 27,060 square feet. The proposed subdivision would split off the north 66 feet of the lot from the south 66 feet. Both lots would have frontage on Silver Lake Road. The applicant has submitted a Certificate of Survey for the proposed subdivision that identifies the lots to be created as Parcel A and Parcel B. Zoning Requirements The lot has 132 feet of frontage on Silver Lake Road, 32 more feet that the minimum required. As shown on the attached site plan, the applicant is proposing to subdivide the parcel horizontally into to two equal halves of 66 feet. A twinhome was built on the property straddling the lot line as shown on the attached Certificate of Survey. Both lots created by the subdivision would conform to the minimum lot size requirements and setbacks as established in the zoning code. The minimum lot size for a two-family attached home is 6,250 square feet. Each of the proposed new lots would have a size of approximately 13,530 square feet, which exceeds the minimum size requirement by 7,280 square feet. Easements shown on the survey are easements that have already been dedicated from the previous subdivision. Staff is recommending that the easement along the rear property line be increased to cover the existing utilities that were installed. Park Dedication Requirements. During the previous review of this minor subdivision request it was determined that due to the fact that a park dedication fee was already paid for the previous lot split, a new park dedication fee would not be required for this lot split. Deed Restrictions According to Subdivision 1107.03 of the Mounds View Zoning Code, deeds associated with zero lot line subdivided parcels shall have certain restrictions added to the deed that protect what happens in the event of damage or destruction. The restrictions are as follows: a. If one dwelling unit is burned or destroyed, it shall be reconstructed in a uniform appearance. b. If both dwelling units are burned or destroyed, minimum lot widths shall then prevail as for single-family homes. c. A double dwelling unit may be rebuilt meeting the original conditions of this Title. d. A uniform exterior appearance, in terms of color, design and maintenance shall be maintained. 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 3 Recommendation: Staff and the Planning Commission recommend approval of Resolution 6412, a Resolution re- approving a zero-lot line minor subdivision of 7656/7658 Silver Lake Road. Respectfully submitted, Kristin Prososki Planning Associate Attachments: 1. Planning Application 2. Zoning Map 3. Photographic Documentation 4. Certificate of Survey 5. Planning Commission Resolution 776-04 6. Resolution 6412 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 4 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 5 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 6 Zoning Map Subject Property * All lots zoned R-1, Single-Family Residential, unless otherwise indicated. 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 7 Photographic Documentation Photograph of Twinhome Constructed at 7656/7658 Silver Lake Road 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 8 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 9 MOUNDS VIEW PLANNING COMMISSION RESOLUTION NO. 776-04 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION RECOMMENDING RE-APPROVAL OF A ZERO-LOT LINE MINOR SUBDIVISION OF 7656 SILVER LAKE ROAD; MOUNDS VIEW PLANNING CASE NO. MI2004-001 WHEREAS, Zach Dyab, representing the applicant RM Michaels Construction, Inc., has requested approval of a zero-lot line minor subdivision of 7656 Silver Lake Road, zoned R-2, Single and Two-Family Residential, legally-described as follows: The east 205.10 feet of Lot 3, Spring Lake Park Knolls Addition Ramsey County State of Minnesota WHEREAS, the applicant proposes to subdivide the north 66 feet from the south 66 feet of the above mentioned lot to create a zero-lot line subdivision with both lots fronting Silver Lake Road; and, WHEREAS, the applicant has submitted a Certificate of Survey date-stamped November 23, 2004 for the proposed minor subdivision, indicating the new lots as Parcel A and Parcel B; and, WHEREAS, the proposed Certificate of Survey has been forwarded to the City Attorney for review; and, WHEREAS, the Planning Commission has reviewed the applicant’s request for a minor subdivision and has determined that it is in conformance with Chapters 1104, 1201, and 1202 of the Municipal Code. NOW, THEREFORE, BE IT RESOLVED, having found that the proposed subdivision satisfies City subdivision and zoning code requirements, the Mounds View Planning Commission recommends approval of the minor subdivision of 7656 Silver Lake Road requested by Zach Dyab, representing RM Michaels Construction, Inc., subject to the following requirements: 1. The applicant shall arrange to have a Registered Property Abstract (RPA) or other acceptable title commitment provided to the City Attorney for review prior to the approval of the subdivision by the City Council. 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 10 2. The deeds shall bear the following restrictions: a. If one dwelling unit is burned or destroyed, it shall be reconstructed in a uniform appearance. b. If both dwelling units are burned or destroyed, minimum lot widths shall then prevail as for single-family homes. c. A double dwelling unit may be rebuilt meeting the original conditions of this Title. d. A uniform exterior appearance, in terms of color, design and maintenance shall be maintained. 3. The dedicated drainage and utility easements shall be revised to cover the utilities that have already been installed on the west side of the property. BE IT FURTHER RESOLVED that the Mounds View Planning Commission directs staff to forward this resolution to the City Council prior to approval of the minutes. Adopted this 1st day of December, 2004. __________________________________________ Gary Stevenson, Chairperson ATTEST: __________________________________________ James Ericson, Community Development Director (SEAL) 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 11 RESOLUTION NO. 6412 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION RE-APPROVING A ZERO-LOT LINE MINOR SUBDIVISION OF 7656 SILVER LAKE ROAD; MOUNDS VIEW PLANNING CASE NO. MI2004-001 WHEREAS , Zach Dyab, representing the applicant RM Michaels Construction, Inc., has requested re-approval of a zero-lot line minor subdivision of 7656 Silver Lake Road, zoned R-2, Single and Two-Family Residential, legally-described as follows: That Part of Lot 3, Spring Lake Park Knolls Addition, which lies East of the West 205.10 feet, and West of the East 7 feet thereof, County of Ramsey, State of Minnesota WHEREAS, the applicant proposes to subdivide the north 66 feet from the south 66 feet of the above mentioned lot to create a zero-lot line subdivision with both lots fronting Silver Lake Road; and, WHEREAS, the applicant has submitted a Certificate of Survey date-stamped November 23, 2004 for the proposed minor subdivision, indicating the new lots as Parcel A and Parcel B; and, WHEREAS, the proposed Certificate of Survey and Title Commitment have been forwarded to the City Attorney for review; and, WHEREAS, park dedication fees have already been paid associated with this lot as a result of a previous subdivision, and as such, no further dedication is required. WHEREAS, the Planning Commission has reviewed the applicant’s request for a minor subdivision and has recommended approval of the request. WHEREAS, the City Council has reviewed the applicant’s request for a minor subdivision and has determined that it is in conformance with Chapters 1104, 1201, and 1202 of the Municipal Code; and NOW, THEREFORE, BE IT RESOLVED, having found that the proposed subdivision satisfies City subdivision and zoning code requirements, the Mounds View City Council re-approves the minor subdivision of 7656 Silver Lake Road requested by Zach Dyab, representing RM Michaels Construction, Inc., subject to the following requirements: 7656/7658 Silver Lake Road Minor Subdivision December 13, 2004 Page 12 1. The applicant shall submit proof of consent to the minor subdivision from each entity that has an interest in the property due to mortgages or liens, as determined by the City Attorney. 2. Prior to the City affixing its seal on the deeds, the deeds shall bear the following restrictions: a. If one dwelling unit is burned or destroyed, it shall be reconstructed in a uniform appearance. b. If both dwelling units are burned or destroyed, minimum lot widths shall then prevail as for single-family homes. c. A double dwelling unit may be rebuilt meeting the original conditions of this Title. d. A uniform exterior appearance, in terms of color, design and maintenance shall be maintained. 3. The dedicated drainage and utility easements shall be revised to cover the utilities that have already been installed on the west side of the property. The applicant shall grant an easement to the City and the document shall be recorded with Ramsey County. 4. The Certificate of Survey shall be revised and resubmitted to reflect the correct legal description of the property. 5. The applicant shall record the deeds with Ramsey County no later than 60 days beyond City Council approval. Failure to do so shall render subdivision approval null and void. The applicant shall submit proof of recordation to the City of Mounds View. Adopted this 13th day of December, 2004. _____________________________________ Jerry Linke, Mayor ATTEST: _____________________________________ Kurt Ulrich, City Clerk / Administrator (SEAL) Item No. 10E Meeting Date: December 13, 2004 Type of Business: CB WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Resolution 6404 Awarding a Contract for the Greenfield Park Playground Equipment Replacement Project Background: In the fall of 2003, the Parks and Recreation Commission preformed a “Needs Analysis” for all City parks. Based on the analysis, the Commissioners developed a list of desired changes and improvements to the City parks system. This list was divided into three components: Short Term Items (items that could be done without budgeting), Intermediate Items (items that needed to be budgeted for) and Long Term Items (item that were capital expenditures and several years out). During this process a neighborhood group requested that something be done with the Greenfield Park play equipment. They requested, at minimum, new play equipment for smaller children be added to Greenfield Park. As part of the ”Needs Analysis” the Commissioners recommended an expenditure of $5,000 in 2005 to add new additional play equipment for smaller children. The Commissioners also recommended that all of the playground equipment at Greenfield Park be replaced in 2010 at an estimated cost of $50,000 to $55,000, plus the cost of fiberfill, which was estimated at an additional $8,000. On April 22, 2004, the neighborhood group for Greenfield Park requested to address the Parks and Recreation Commission. The neighborhood group requested that the playground equipment be entirely replaced at this time. They stated that the Greenfield Play equipment does not meet consumer product safety and League of Minnesota Cities requirements. They also stated that Greenfield Park play equipment is the oldest play equipment in the City and should be replaced. The Commissioners requested that an equipment design be put together for Greenfield Park. The Parks Supervisor, Steve Dazenski, worked with the neighborhood group to create plans. The plans were presented to the Commission on May 27, 2004. The proposed playground would be 76’ X 85’. It would have wood fiberfill base. The estimated cost was $60,000, plus $8,000 for the wood fiberfill base. The Commissioners requested additional proposals from other vendors. The Parks and Recreation Commission did not have a quorum on June 24, 2004; this prompted the calling of a special meeting for July 8, 2004 to specifically discuss the Greenfield Park Playground equipment replacement. On July 8, 2004, the Commissioners met with the neighborhood group to discuss the Greenfield Park playground equipment. The Commissioners made a motion to recommend that the City dedicate funds in the amount of $40,000 from the City’s Park Dedication Fund in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project. On July 26, 2004, the City Council approved Resolution 6313, which dedicated the expenditure of $48,000.00 from the Park Dedication Fund in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project. This amount included the original amount of $40,000 recommended by the Parks and Recreation Commission, and $8,000 for the wood fiberfill and playground border. As previously stated, the total cost of the Greenfield Playground Equipment Replacement Project, as proposed, was $68,000. This included the equipment, the wood fiberfill, and the playground border. The $20,000 difference in funds from what the City Council approved and the estimated costs was to be derived from donations. The neighborhood group had submitted a donation request letter that they intended to send out to all of the businesses in Mounds View. Discussion: As of December 8, 2004 the Greenfield Neighborhood Group has raised $16,541.05. This amount has been deposited into the City’s Greenfield Playground Equipment Replacement Project account. The total budget for this project is currently $64,541.05. For approximately the last thirty (30) years the City has been purchasing its playground equipment from Minnesota Playground Equipment, Incorporated of Golden Valley, Minnesota. They are a large vendor that supplies several brands of playground equipment. Because of the City playground equipment specifications, the City has historically purchased ”Game Time” brand playground equipment. This brand has proven to be durable, easy to erect, safe for all users, and an overall value for the City. Specification used for the Greenfield Playground Equipment Replacement Project are similar to past City projects. Advertisement for bids was published on December 1, 2004. Review Bids - Bids for the Greenfield Playground Equipment Replacement Project were received at 4:00 p.m. on Monday, December 13, 2004 at City Hall. A total of three (3) bids were received for this project. The low bid of $60,000.00 was submitted by Minnesota/Wisconsin Playground of Golden Valley Minnesota. The bid has been reviewed and found to be in order. A complete bid summary is as follows: SUPPLIER NAME BID AMOUNT Clarence Thornberry – Gametime $71,231.85 Flanagan Sales Inc. $60,843.89 Minnesota/Wisconsin Playground $60,000.00 It should be noted that the bid of Flanagan Sales Incorporate did not meet the City’s specifications. Budget As stated, the budget for this project is currently $64,541.05. Should the bids come in higher than this budgeted amount, there are several alternatives that could be utilized for the project. These include: • Seek more donations • City dedicate more funds to the project • Reduce the scope of the project However, since the bids were less than the budgeted amount, the Greenfield Neighborhood Group has requested that a climbing wall be added to the project. The estimated cost of a climbing wall is $4,000. Funding for this project will be the two aforementioned sources; donations raised by the Greenfield Neighborhood Group in the amount of $16,541.05, and as per Resolution 6313, funding in the amount up to $48,000.00, derived from the Park Dedication Funds in the 2005 Budget. Recommendation: It is recommended the Council adopt a resolution to award a contract for the Greenfield Park Playground Equipment Replacement Project to Minnesota/Wisconsin Playground in the amount of $60,000.00. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION NO. 6404 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AWARDING A CONTRACT FOR THE GREENFIELD PARK PLAYGROUND EQUIPMENT REPLACEMENT PROJECT WHEREAS, on April 22, 2004, a neighborhood group requested that the Parks and Recreation Commission recommend that the playground equipment at Greenfield Park be entirely replaced at this time; and WHEREAS, on July 8, 2004, the Commissioners made a motion to recommend that the City dedicate funds in the amount of $40,000 from the City’s Park Dedication Fund in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project; and WHEREAS, on July 26, 2004, the City Council approved Resolution 6313, which dedicated the expenditure of $48,000.00 from the Park Dedication Funds in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project; and WHEREAS, as of December 8, 2004 the Greenfield Neighborhood Group has raised $16,541.05; and WHEREAS, Staff has prepared plans and specifications that meet the City of Mounds View’s standards and are consistent with specifications utilized for other recent projects; and WHEREAS, funding for this project will be derived from donations raised for this project from the Park Dedication Fund in the 2005 Budget; and WHEREAS, sealed bids were received and tabulated on December 13, 2004, at 4:00 p.m. for the Greenfield Playground Equipment Replacement Project; and WHEREAS, the low responsive and responsible bid was received from Minnesota/Wisconsin Playground at their bid price of $60,000.00. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. Said improvements are hereby ordered and shall hereafter be known and referred to as the Greenfield Playground Equipment Replacement Project. Said ordering of the improvements shall be valid for a period of eighteen (18) months from the date of adoption of this resolution. 2. Funds for this project are to be derived from the donations raised by the for the Greenfield Playground Equipment Replacement Project with the remaining amount, up to $48,000.00, as per Resolution 6313, from the Park Dedication Fund in the 2005 Budget. 3. That the bid of Minnesota/Wisconsin Playground in the amount of $60,000.00 for the Greenfield Playground Equipment Replacement Project is the lowest responsive bid. 4. That a contract to perform said work is awarded to Minnesota/Wisconsin Playground and that the Mayor and City Administrator are hereby authorized and directed to enter into a contract with said bidder. 5. That the contract will also include a climbing wall at an estimated cost of $4,000, with the total project cost not to exceed the budgeted amount of $64,541.05. The inclusion of said climbing wall is contingent on receiving majority approval from the Parks and Recreation Commission. 6. The Public Works Department is authorized and directed to return the deposit made for said bids, except the deposit of the successful bidder, which shall be retained until a contract has been signed. Adopted this 13th day of December 2004. (ATTEST) ____________________________________ Jerry Linke, Mayor (SEAL) ____________________________________ Kurt Ulrich, City Administrator Item No: 10F Meeting Date: 12/13/04 Type of Business: CB City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Consider Bids for Carpet at the Mounds View Community Center Background: The City Council approved solicitation of bids for the Mounds View Community Center (MVCC) carpet at the meeting of November 22, 2004. Based upon this action, staff requested sealed bid proposals from six local carpet companies and advertised in the official newspaper. In order to allow enough time for bid submittals, the bid closing was established for Monday, December 13, 2004, the date of the regular Council meeting. Due to the potential complexity of making bid comparisons, it is likely that staff will request this item be postponed to allow additional time to conduct an appropriate analysis of all bids. It was noted in the staff report of November 22nd that during the last year the City has received a number of complaints about the appearance of the carpet within the Mounds View Community Center. Most recently, building tenants such as the Twin Cities North Chamber and the Mermaid have requested that the carpet be replaced. The carpet is original to the building. Upon receiving complaints about the condition of the carpet, the City attempted deep-cleaning methods in several areas and has been unable to significantly improve the soiled appearance of the carpet. Most of the stains are so imbedded in the carpet fabric and backing that they reappear after cleaning. Discussion: The carpet is an important aspect of the facility and timely replacement will protect the image of the community center as a quality facility in which to host families and events. The fabric of the carpet is not worn-out, but the stains appear to be beyond repair. While the carpet could be kept, it is aesthetically unpleasing and unwelcoming to the public. Part of the reason the carpet has failed is due to the fact that a rigorous cleaning schedule has not been maintained. The future operating budget for the facility calls for twice a month cleaning of the carpet as recommended by most manufacturers. Due to the fact that quotes have generally been over $50,000, state statute and City purchasing policy require a sealed bid be solicited. Staff solicited sealed bids to install new carpet at the Mounds View Community Center, specifying carpet tiles, with an alternate of broadloom carpet. Recommendation: Staff recommends that the Council consider the bids received on December 13th, and postpone action on this item to the January 10, 2005 meeting in order to conduct a proper analysis of the bids received. A re-bidding of the project might also be in order depending on the amount and type of bids received. Item No. 10G Meeting Date: December 13, 2004 Type of Business: CB City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Administrative Assistant Item Title/Subject: Resolution 6405 Approval of the TimeSaver Recording Secretary Contract Addendum for 2005 BACKGROUND: TimeSaver Off Site Secretarial (TOSS) has been providing recording secretary services for the City since 1999. Discussion: The contract addendum for 2005 includes an increase from the 2004 contract addendum as follows: 2004 RATES 2005 RATES BASE RATE: $109.00 Add’l ½ Hours: $27.00 BASE RATE: $112.00 Add’l ½ Hours: $27.75 or 2004 RATES 2005 RATES Per Hour Fee: $23.30 Per Page Fee: $10.60 Per Hour Fee: $24.00 Per Page Fee: $10.90 Recommendation: Given the City’s satisfaction with TimeSaver’s performance, Staff is recommending approval of the 2004 contract addendum and adoption of attached Resolution 6405. RESOLUTION NO. 6405 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVAL OF THE TIMESAVER RECORDING SECRETARY CONTRACT ADDENDUM FOR 2004 WHEREAS, TimeSaver has been taking minutes for City Council, EDA and Planning Commission meeting since 1999; and WHEREAS, the City Council and staff are pleased with the thoroughness and accuracy of the minutes taken by TimeSaver; and WHEREAS, the contract proposed for 2005 includes a nominal increase of fees over the approved 2004 addendum. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council agrees to and accepts the terms of TimeSaver 2005 contract (see attachment). Adopted this 13th day of December, 2004. ___________________________________ Jerry Linke. Mayor ATTEST: ___________________________________ Kurt Ulrich, City Administrator (seal) Item No. 10H Meeting Date: December 13, 2004 Type of Business: CB City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Administrative Assistant Item Title/Subject: Resolution 6406 Setting the 2005 Meeting Dates for City Council Meetings DISCUSSION: Based on the Council’s schedule of conducting a Work Session the first Monday of each month and conducting Council meetings the second and fourth Mondays of each month, attached it a proposed list of Council meeting and Work Session dates for 2005. Three legal holidays fall on dates that would otherwise be considered Council meetings— Independence Day (July 4, 2005), and Labor Day (September 5th), and the day after Christmas (December 26, 2005 - in accordance with Section 3.10 of the Personnel Manual). For these dates, the schedule reflects a Tuesday meeting date. In addition, Staff has scheduled two Special City Council meetings for 2005. The first meeting will be on Monday, January 3, 2005, at 7pm to administer the Oath of Offices for the newly elected Mayor and Councilmembers. The Work Session will immediately follow this Special City Council Meeting. The second Special City Council meeting will be on Wednesday, February 2, 2004 at 7pm. This meeting will canvass the Special Election and administer the Oath of Office to the newly elected City Councilmember. The Planning Commission meeting will immediately follow this Special Meeting. RECOMMENDATION: Reschedule the meetings that fall on the identified holidays and adopt Resolution 6406 setting the 2005 Meeting Dates for City Council Meetings and Work Sessions. Respectfully Submitted, Desaree Crane RESOLUTION NO. 6406 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION ESTABLISHING THE CITY OF MOUNDS VIEW OFFICIAL 2005 MEETING CALENDAR FOR THE CITY COUNCIL WHEREAS, Minnesota Statute 412.191 requires that City Councils set an official calendar for Council Meetings; and WHEREAS, the City’s Charter states that the City Council shall meet regularly at least twice monthly as they may designate by ordinance; and WHEREAS, Chapter 105 of the Mounds View City Code states that regular meetings of the City Council shall be held on the second and fourth Monday of every month at 7:00 p.m.; and WHEREAS, the City Council has traditionally scheduled Work Sessions on the first Monday of the month; and WHEREAS, the City’s Code further state that if that Monday is a legal holiday the meeting shall be canceled or held on another date and time; and WHEREAS, July 4, 2005 and September 5, 2005, December 26, 2005, are legal holidays falling on a Monday that would otherwise be a regularly scheduled Council meeting date; in accordance with the City Code, these meetings dates have been rescheduled to the following July 5, 2005, and September 6, 2005, December 27, 2005; and WHEREAS, due to the 2004 Election and the upcoming 2005 Special Election, Special City Council Meetings were added to canvass elections and to administer Oaths of Office to the newly elected members of the Council. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does hereby establish the Official City of Mounds View City Council Meeting Calendar for the year 2005 as shown in Exhibit A and that unless otherwise posted, all City Council meetings are to begin at 7:00 pm. Adopted this 13th day of December, 2004. ____________________________________ Jerry Linke, Mayor ATTEST: ____________________________________ Kurt Ulrich, City Administrator (SEAL) EXHIBIT A WORK SESSIONS COUNCIL MEETINGS January 03 January 03 (Special) January 10 January 24 February 07 February 02 (Special) February 14 February 28 March 07 March 14 March 28 April 04 April 11 April 25 May 02 May 09 May 23 June 06 June 13 June 27 July 05 (Tuesday) July 11 July 25 August 01 August 08 August 22 September 06 (Tuesday) September 12 September 26 October 03 October 10 October 24 November 07 November 14 November 28 December 05 December 12 December 27 (Tuesday) Item No: 10I Meeting Date: December 13, 2004 Type of Business: CB City Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Administrative Assistant Item Title/Subject: Resolution 6407 Approve a Charitable Gambling Permit for the Twin Cities North Chamber of Commerce The Twin Cities North Chamber of Commerce is , a non-profit charitable organization would like to hold charitable gambling on a permanent basis at The Mermaid Entertainment and Event Center located at 2200 Highway 10 in Mounds View. The Twin Cities North Chamber of Commerce has operated within the City for a number of years and has always submitted their tax reports in a timely manner. The Gambling Control Board requires that local unit of government (city or county), pass a resolution specifically approving or denying the Premises Permit Application. This resolution (approving or denying the application) must be voted on and the resolution forwarded to the Minnesota Gambling Control Board. Attached are the Lawful Gambling Application, and other supporting documentation. Recommendation: Staff recommends approval of the Premise Permit to permit Charitable Gambling for the Twin Cities North Chamber of Commerce, at the location stated above. Respectfully Submitted, Desaree M. Crane RESOLUTION NO. 6407 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING A PERMIT APPLICATION FOR TWIN CITIES NORTH CHAMBER OF COMMERCE TO ALLOW CHARITABLE GAMBLING AT THE MERMAID ENTERTAINMENT AND EVENT CENTER WHEREAS, Twin Cities North Chamber of Commerce, has requested that Council allow them to conduct charitable gambling at The Mermaid Entertainment and Event Center; and WHEREAS, the Gambling Control Board requires that the local unit of government (city of county) pass a resolution specifically approving or denying requests to conduct charitable gambling; and WHEREAS, the Twin Cities Chamber is in compliance with all requirements of the Mounds View Municipal Code with regard to charitable gambling regulations; and WHEREAS, it is the desire of the City of Mounds View to assist in the economic prosperity of local business owners. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does hereby authorize Twin Cities North Chamber of Commerce to conduct charitable gambling at The Mermaid Entertainment and Event Center. Adopted this 13th day of December, 2004. _______________________________ Jerry Linke, Mayor ATTEST: _______________________________ Kurt Ulrich, City Administrator (seal) Item No: 10J Meeting Date: December 13, 2004 Type of Business: CB City Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree M. Crane, Administrative Assistant Item Title/Subject: Resolution 6411 Approving a Cigarette and Tobacco License for CVS Pharmacy located at 2800 County Road 10 CVS Pharmacy requests a Cigarette/Tobacco License. CVS Pharmacy is scheduled to open on or about January 23, 2005. A Fire Inspection has not been done on this establishment, and the license will not be issued until a final inspection is done on the property. Recommendation: Staff recommends that the City Council approve the Cigarette/Tobacco License, pending a satisfactory fire inspection. Respectfully submitted, Desaree M. Crane RESOLUTION 6411 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA A Resolution Approving a Cigarette/Tobacco License for CVS Pharmacy #5999 WHEREAS, all City of Mounds View businesses wishing to operate certain types of businesses must apply to the City for business licenses; and WHEREAS, CVS Pharmacy #5999 has applied for a Cigarette/Tobacco License; and WHEREAS, CVS Pharmacy #5999 has submitted the proper paperwork and fees, and WHEREAS, all City of Mounds View business licenses must be approved by the City Council. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does hereby approve a Cigarette/Tobacco License for CVS Pharmacy #5999 pending a satisfactory fire inspection. NOW, THEREFORE, BE IT FURTHER RESOLVED that the licensing period shall be from January 23, 2005-June 30, 2005. Adopted this 13h day of December, 2005 Jerry Linke, Mayor ATTEST: Kurt Ulrich, City Administrator (seal) Item No: 10K Meeting Date: December 13, 2004 Type of Business: CB Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Administrative Assistant Item Title/Subject: Resolution 6408 Approval of Step and Wage Increase Robin Marion, Public Service Officer Background: Robin Marion is a current employee with the City of Mounds View. Robin Marion’s supervisor reviewed his performance as it relates to his responsibilities outlined in the job description. Discussion: It was determined that Robin Marion has more than satisfactorily performed in the capacity of his position, and therefore a wage adjustment is consistent with the City’s Personnel Policy. Respectfully Submitted, Desaree Crane Administrative Assistant RESOLUTION 6408 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING STEP ADJUSTMENT FOR ROBIN MARION WHEREAS, Robin Marion is a regular part-time employee who is currently working for the City of Mounds View as a Public Service Officer within the Police Department; and WHEREAS, Robin Marion’s supervisor reviewed his performance as it relates to the responsibilities outlined in the job description; and WHEREAS, his supervisor determined that Robin Marion has more than satisfactorily performed in the capacity of his position as documented in his performance review on file; and WHEREAS, a wage adjustment is consistent with the City’s personnel policy. NOW, THEREFORE BE IT RESOLVED that the Mounds View City Council does hereby approve a wage adjustment for Robin Marion as indicated in the chart below: NAME CURRENT POSITION DATE OF EMPLOYMENT / CURRENT POSITION CURRENT STEP & WAGE STEP & WAGE ADJUSTMENT EFFECTIVE DATE OF ADJUSTMENT Robin Marion Public Service Officer May 4, 2004 Step 1 $10.61/hr Step 2 $11.27/hr November 4, 2004 Adopted this 13th day of December, 2004. __________________________________ Jerry Linke, Mayor ATTEST: __________________________________ Kurt Ulrich, City Administrator (seal) Item No: 10L Meeting Date: December 13, 2004 Type of Business: CB City Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree M. Crane, Administrative Assistant Item Title/Subject: 2005 Special Election Ballot Review Attached for the Council’s review are the Mounds View Ballots for the Special Election on February 1, 2005. The City Attorney would also be reviewing these ballots for final approval. The City Attorney will be signing the Ballot Approval Form to ensure all Minnesota Statutes are followed, and Staff will be forwarding the approval to the Ramsey County. Staff has reviewed all documents, and all candidates have their names correctly spelled. The layout, titles and headers are correct, and the City has a ballot for each Precinct. Attached are the Ramsey County Rotation Sequence of Candidates and Affidavits of Candidacy for your information. Recommendation: To review the ballots for City Office to ensure that names match between the Affidavits of Candidacy and the Ballots. The City Attorney will be the final approval on all ballots to ensure all Minnesota State Statute laws are followed. Respectfully submitted, Desaree Crane BALLOT APPROVAL FORM CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Municipality or Hospital District: Municipality: City of Mounds View I have examined the ballot layouts for the 2005 Special Election and give my approval to the City of Mounds View and Ramsey County to print the ballots for the following precincts (please check). P1 ______ P2 ______ P3 ______ P4 ______ ____________________________ ___________________________________ Scott Riggs, City Attorney Date Item No: 10M Meeting Date: December 13, 2004 Type of Business: Council Business Administrator Review: _________ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Consideration of Resolution 6415, a Resolution Approving a Contract for Decision Services to conduct a Community Survey for the City of Mounds View On the November 1, 2004 Work Session, City Council advised Staff to move forward with the Community Survey. On December 13, 2004, Staff was sent a project proposal and a contract from Decision Resources, Ltd. Attached are the Project Proposal and Contract Agreement. The City Attorney has reviewed the proposal and contract, and sent Staff an e-mail outlining his concerns and suggested revisions (attached). According to the agreement, this survey will cost $10,200.00. Decision Resources, Ltd., has indicated that they need a contract executed prior to beginning work on the project. Not approving or delaying approval of the contract is an option. However, if information is desired by the Council prior to, or concurrent with, making decisions regarding the golf course, then contract approval is recommended now. Recommendation: Staff recommends changing the contract per City Attorney suggestions, and pass Resolution 6415 approving the contract pending these changes. RESOLUTION NO. 6415 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING A CONTRACT FOR DECISION SERVICES, LTD. TO CONDUCT A COMMUNITY SURVEY WHEREAS, the City Council has determined that the community survey is needed to address specific community issues; and WHEREAS, Decision Resources, Ltd., has submitted a proposal to conduct a survey at a cost of $10,200.00 for a 50 question survey; and WHEREAS, the expenses related to the survey will be budgeted from the Special Projects Fund; AND WHEREAS, the contract will not be signed unless the suggested revisions are made per the City Attorney’s advice. NOW, THEREFORE, BE IT RESOLVED, that the City Council approve the agreement with Decision Services, Ltd., to conduct a Community Survey pending revisions made by the City Attorney. Adopted this 13th day of December, 2004. ________________________________ Jerry Linke, Mayor ATTEST: ________________________________ Kurt Ulrich, City Administrator (seal) PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1 CITY OF MOUNDS VIEW 2 RAMSEY COUNTY, MINNESOTA 3 4 Regular Meeting 5 November 22, 2004 6 Mounds View City Hall 7 2401 Highway 10, Mounds View, MN 55112 8 7:00 P.M. 9 10 11 1. MEETING IS CALLED TO ORDER 12 13 2. PLEDGE OF ALLEGIANCE 14 15 3. ROLL CALL: Quick, Marty, Stigney, and Gunn 16 17 ABSENT: Mayor Linke 18 19 4. APPROVAL OF AGENDA 20 21 Monday, November 22, 2004 City Council Agenda. 22 23 MOTION/SECOND: Stigney/Gunn. To Approve the Monday, November 22, 2004 Agenda as 24 presented. 25 26 Ayes – 4 Nays – 0 Motion carried. 27 28 5. PUBLIC INPUT 29 30 William Werner, 2765 Sherwood Road, asked how the budget gets arrived at with these high city 31 taxes. 32 33 Acting Mayor Marty stated that the Council and Staff had been working on the budget for 34 months, and they have been trying to find parts of the budget that they could eliminate or reduce. 35 He stated that the next item on the agenda was actually city budget questions. 36 37 Mr. Werner stated he would like to have a 5 percent ceiling on the increase in city taxes like the 38 city of Fridley does. 39 40 Nicole Humphrey, 5532 St. Michael St., stated that a group home has been put in across the 41 street from her home, and that there have been parking difficulties, including cars parked up and 42 down the street and on her lawn. She stated that the lighting is poor. She stated that she does 43 daycare, and two of her parents have run into parked cars across the street. She stated she has 44 spoke with Ellen Hill, the director of Access Corporation, and also the head of staff, and she has 45 Mounds View City Council November 22, 2004 Regular Meeting Page 2 warned them that a tragedy could occur as a result of the parking problem. She stated that the bus 1 that transports her special needs child has a hard time getting out of her driveway when there is a 2 car parked across the street. She stated that a large school bus picks up the children from the 3 group home, causing a traffic jam. 4 5 Acting Mayor Marty stated that staff have looked into this. 6 7 Associate Planner Prososki stated that at the time she inspected the property, there were no cars 8 in the driveway, and there were four vehicles in the street. She stated she called Ellen Hill, who 9 stated that she would have the evening shift employees park their cars in the driveway after the 10 day employees leave. Ms. Prososki stated she would continue to monitor the property and try to 11 observe the bus pickup or dropoff. 12 13 Ms. Humphrey stated that another concern is that when the bus is idling in the street, the 14 mailman does not drop off their mail. 15 16 6. CITY BUDGET QUESTIONS AND COMMENTS 17 18 None. 19 20 7. SPECIAL ORDER OF BUSINESS 21 22 A. Resolution 6395, A Resolution of Appreciation for Peg Meyer for her hard 23 work and dedication while serving on the Cable Committee. 24 25 Acting Mayor Marty read aloud the Resolution of Appreciation for Peg Meyer, and presented her 26 with the Resolution. The Council thanked Ms. Meyer for her years of service on the Cable 27 Committee. 28 29 8. JUST AND CORRECT CLAIMS. 30 31 Councilmember Gunn pointed out the number of sump pump reimbursements, and stated that 32 maybe it will have an effect on the $43,742.10 waste water bill that they have. 33 34 Acting Mayor Marty asked if the bill for Kennedy and Graven on page 10 for $7,900 was for the 35 Bridges possible redevelopment. 36 37 City Attorney Riggs stated that it was, and there were some costs for title work. 38 39 Acting Mayor Marty asked if the $1,100 for legal fees for the Charter Commission were the total 40 for the year. 41 42 City Attorney Riggs stated that this was for some of the items for the ordinances that have come 43 before the Council, and he stated that not much had been done for the Charter Commission this 44 year. 45 Mounds View City Council November 22, 2004 Regular Meeting Page 3 Acting Mayor Marty asked if the $1,600 for the Community Center Project was for the banquet 1 lease. 2 3 City Attorney Riggs stated that the majority would be. 4 5 Acting Mayor Marty asked if the amount on page 13, No. 114901, Redstone Construction 6 Company for the Hidden Hollow project, was for street reconstruction. 7 8 Public Works Director Lee stated that it was a payment to the contractor doing the work. 9 10 Acting Mayor Marty asked whether this was the final bill, and Public Works Director Lee stated 11 that there will be additional bills, but probably not quite this large. 12 13 Acting Mayor Marty stated that on the last page it stated the total expense and total invoice had 14 been paid for Bethlehem Baptist Church under Kennedy and Graven, so that could probably be 15 removed for future Council members. 16 17 MOTION/SECOND: Gunn/Stigney. To approve Just and Correct Claims as presented. 18 19 Ayes-4 Nays -0 Motion carried 20 21 9. CONSENT AGENDA 22 23 Acting Mayor Marty stated he wanted to remove Item B. 24 25 Councilmember Stigney stated he wanted to remove Item D. 26 27 A. Licenses for Approval 28 B. Resolution 6397, a Resolution Establishing City Contribution Levels for 29 Employees Electing the Health Savings Account Option in the Employee Benefits 30 Program. 31 C. Resolution 6398 Approving a Contract Award for the 2004 Well Rehabilitation 32 Project 33 D. Set a Public Hearing for 7:05 pm, Monday, December 13, 2004, Resolution 6401 34 Adopting the 2005 Mounds View Fee Schedule. 35 36 MOTION/SECOND: Stigney/Gunn. To Approve Items A and C of the Consent Agenda. 37 38 Ayes –4 Nays – 0 Motion carried. 39 40 B. Resolution 6397, a Resolution Establishing City Contribution Levels for 41 Employees Electing the Health Savings Account Option in the Employee 42 Benefits Program. 43 44 Mounds View City Council November 22, 2004 Regular Meeting Page 4 Acting Mayor Marty asked whether the amounts listed were per month, and Finance Director 1 Hansen stated that they were. 2 3 Acting Mayor Marty asked if the employees were becoming informed on this type of insurance 4 option. 5 6 Finance Director Hansen stated that they had had an open enrollment meeting with a 7 representative of the insurance company. He stated that a number of employees had expressed 8 interest, but nobody knew enough about it to commit to it, so the representative is scheduled to 9 come back for a second meeting on November 30th. He stated the purpose of this resolution is to 10 remove any doubt about what the city contribution would be. 11 12 Councilmember Stigney asked whether the amount was for the term of the contract or whether 13 it was permanent. 14 15 Finance Director Hansen stated it was for the term of the contract. 16 17 MOTION/SECOND: Marty/Quick. To waive the reading and approve Resolution 6397 as 18 presented. 19 20 Ayes –4 Nays – 0 Motion carried. 21 22 C. Set a Public Hearing for 7:05 pm, Monday, December 13, 2004, Resolution 23 6401 Adopting the 2005 Mounds View Fee Schedule. 24 25 Council Member Stigney noted that this item was going to be discussed at 10K, so he saw no 26 problem with it. 27 28 MOTION/SECOND. Stigney/Quick. To waive the reading and approve Resolution 6401 as 29 presented. 30 31 Ayes-4 Nays-0 Motion carried. 32 33 10. COUNCIL BUSINESS 34 35 A. 7:05 PM Public Hearing to Consider the Second Reading and Adoption of 36 Ordinance 739, Rezoning Portions of Lots 1 and 2, Block 1, Velmeir CVS 37 Addition, Located at 2800 County Road 10 – Roll Call Vote 38 39 Planning Associate Prososki stated this item rezones portions of the lots that were involved with 40 the CVS development, and the first hearing on this item was held on May 24, 2004. She stated 41 the reason for the long delay was that they were waiting for it to be recorded, which it is in the 42 process of doing. She stated that Staff feels these are appropriate designations of the parcels, and 43 it is consistent with the Comprehensive Plan. She stated that the Planning Commission 44 reviewed this in May of 2004 and recommended approval. 45 Acting Mayor Marty asked if they approve this, it wouldn’t be official until it’s duly recorded. 46 Mounds View City Council November 22, 2004 Regular Meeting Page 5 1 Planning Associate Prososki stated that that was correct, and she expected that the recording 2 process would be finished soon. 3 4 Acting Mayor Marty opened the public hearing. There being no public comment, the public 5 hearing was closed. 6 7 MOTION/SECOND. Gunn/Quick. To waive the reading and adopt Ordinance 739 as presented. 8 9 ROLL CALL: Quick/Marty/Stigney/Gunn. 10 11 Ayes-4 Nays-0 Motion carried. 12 13 B. 7:10 PM Public Hearing to Consider a Conditional Use Permit Request for 14 “The Station” at 2280 County Road I 15 16 Director Ericson stated that The Station, which is located at 2280 County Road I, is applying for 17 a conditional use permit to allow them to expand the station from two to four pumps. He stated 18 adding two additional pumps would constitute an expansion, which would not be allowed by 19 virtue of the fact that this is a nonconforming use being that the property is zoned B2, a limited 20 use business, and a gas station needs to have a B3 designation. He stated in addition that it 21 doesn’t meet the qualifications or criteria of a conditional use permit for a fuel station. 22 23 Director Ericson handed out a packet of information that was submitted by the applicant, along 24 with a petition signed by customers asking that the Council approve the Conditional Use Permit. 25 He stated that City Code requires 15 parking stalls for a property of this size, and they don’t have 26 that, and they may lose one or two more stalls in the process of this expansion. 27 28 Director Ericson stated that the Planning Commission had had a couple of meetings regarding 29 this item, along with a public hearing, and they did not support an expansion at this time given 30 the site constrictions and the fact they didn’t meet the conditional use permit requirements, and 31 they are recommending denial of this request. 32 33 Acting Mayor Marty opened the public hearing. 34 35 Don Menke, one of the owners of The Station, stated they wanted to go from four fueling spots 36 to six because of stacking problems during peak morning and evening times. He stated he had 37 submitted a petition from 670 customers. He stated they would be losing one parking spot by 38 this addition. 39 40 Acting Mayor Marty asked where they would be putting the air hose. 41 42 Mr. Menke stated they would mount it on the building over by the trash receptacle, and they 43 would also relocate their telephone. Mr. Menke stated they would change the three parking stalls 44 along County Road I to parallel rather than diagonal parking. 45 Mounds View City Council November 22, 2004 Regular Meeting Page 6 1 Acting Mayor Marty closed the public hearing. 2 3 Acting Mayor Marty stated that the City Attorney had indicated that adding a fuel pump island 4 would constitute an expansion of a nonconforming use, which is prohibited, and the station does 5 not satisfy the minimum conditional use permit requirements for a fuel station as far as lot size, 6 parking setbacks, lot width, and zoning. He stated this would not fit within the Comprehensive 7 Plan. 8 9 Councilmember Stigney stated he had attended the Planning Commissioner meetings on this 10 item, and that they had conducted a very thorough examination of all the criteria involved in this, 11 and he stated that he supported the Planning Commission’s recommendation to deny the 12 conditional use permit. 13 14 MOTION/SECOND. Stigney/Gunn. To approve Resolution 396, denying approval of the 15 conditional use permit for The Station. 16 17 Ayes-4 Nays-0 Motion carried. 18 19 C. Second Reading and Adoption of Ordinance 753, an Ordinance Establishing 20 a New Chapter 609 of the Mounds View Municipal Code Entitled “Cleanup 21 of Clandestine Drug Labs Sites -- Roll Call Vote 22 23 Director Ericson stated that this ordinance had been discussed at the meeting on November 8th, 24 and it would give the city additional tools to seek reimbursement for costs associated with the 25 cleanup of an illegal drug lab if one were found in the community. 26 27 MOTION/SECOND. Quick/Stigney. To waive the reading and adopt Ordinance 753, an 28 Ordinance Establishing a New Chapter 609 of the Mounds View Municipal Code Entitled, 29 “Cleanup of Clandestine Drug Lab Sites. 30 31 Director Ericson stated that by voting on this, they would also be approving that a summary of 32 the ordinance be published in the newspaper. 33 34 ROLL CALL: Marty/Quick/Stigney/Gunn. 35 36 Ayes-4 Nays-0 Motion carried. 37 38 D. Consider a Site Plan Amendment to the CVS Pharmacy Site Plan Requested 39 by The Velmeir Companies 40 41 Associate Planner Prososki stated that the applicant is requesting to revise the curb line between 42 the CVS building and the Pack Building. She explained the request on a diagram for the 43 Council. 44 Jim LaBelle, 7900 International Drive, Bloomington, stated that the request to change the curb 45 Mounds View City Council November 22, 2004 Regular Meeting Page 7 line was to allow better site circulation and better access for fire and safety, and also provide less 1 motor impact to the adjacent residential properties. 2 3 Rick Parosi, 7791 Groveland Road, stated that if the curb was put in, it would cause a great 4 hardship on them because of water and the grades. He stated that the water will not flow to the 5 catch basin, and it would flow into his building. He stated that before he had closed on the 6 property, he was told all along that the curb would not be put in, and he has documentation to 7 prove that fact. He stated he wouldn’t like to resort to litigation over this matter. 8 9 There was a discussion regarding repaving the parking lot. 10 11 Associate Planner Prososki stated that the Public Works Department had reviewed this, along 12 with SEH and Rice Creek Watershed District, and that the grading of the property was fine the 13 way it was. 14 15 Councilmember Stigney asked what Ms. Prososki’s recommendation was. 16 17 Planning Associate Prososki stated it was her recommendation to approve the resolution before 18 them to deny the amendment. 19 20 Director Ericson stated that there could potentially be through traffic regardless of whether the 21 Council denied the amendment because Velmeir could take the gate down on the other side of 22 the building. He stated by opening up the curb that was originally required to be there, it 23 probably wouldn’t make any difference. 24 25 A five minute recess was taken. 26 27 MOTION/SECOND. Gunn/Stigney. To approve the Site Plan Amendment to the CVS 28 Pharmacy Site Plan Requested by The Velmeir Companies 29 30 Ayes-4 Nays-0 Motion carried. 31 32 E. Resolution 6394 Amending the 2004 TIF District Funds and Community 33 Fund Budgets. 34 35 Finance Director Hansen stated that several times this year the City Council had approved 36 contracts or expenditures that were not contemplated in the original 2004 Budget, and Resolution 37 6394 was a housekeeping measure to amend the Budget at this time. He stated the expenditures 38 had been for the Street Light Program, the County Road H sidewalk, and business assistance to 39 the Velmeir Corporation for the CVS Pharmacy. 40 41 MOTION/SECOND: Quick/Gunn. To waive the reading and Approve Resolution 6394 42 Amending the 2004 TIF District Funds and Community Fund Budgets. 43 44 Mounds View City Council November 22, 2004 Regular Meeting Page 8 Acting Mayor Marty stated that the Silver Lake Wood Condominium Association streets aren’t 1 yet city streets, so he was suggesting tabling this item until they are city streets. 2 3 Councilmember Quick asked whether the lights were a separate issue from the streets. 4 5 Public Works Director Lee stated that they could be. 6 7 Acting Mayor Marty asked when the business assistance to Velmeir Company for the CVS 8 Pharmacy would be paid back. 9 10 Finance Director Hansen stated that he wouldn’t be in a hurry to decertify more parcels because 11 he wanted to see how things go in 2005 before he made any recommendations on further 12 decertifications from TIF District No. 2. 13 14 Director Ericson asked if Acting Mayor Marty was asking how long it would take to generate 15 enough taxes to pay back this assistance, and Acting Mayor Marty stated that he was. Director 16 Ericson stated he had not made that calculation, but it would be a few years before that would 17 happen. 18 19 Ayes –4 Nays – 0 Motion carried. 20 21 F. Approve Bid Solicitation for Community Center Carpet 22 23 City Clerk/Administrator Ulrich stated that there had been attempts to clean the carpets at the 24 Community Center, and they do not come clean and need to be replaced. 25 26 Acting Mayor Marty asked if they would be receiving any assistance from the Canyon Grill for 27 the carpet. 28 29 City Clerk/Administrator Ulrich stated that the Canyon Grill would be picking up their 30 proportionate share of the maintenance responsibilities for the carpet. 31 32 Councilmember Gunn explained how by using carpet squares, sections could be replaced if they 33 became stained. 34 35 MOTION/SECOND: Marty/Quick. To Approve soliciting bids for the Community Center 36 carpet. 37 38 Finance Director Hansen stated that they had been adding $20,000 a year to the replacement 39 reserve for the Community Center fund to cover this cost. 40 41 Ayes –4 Nays – 0 Motion carried. 42 43 Mounds View City Council November 22, 2004 Regular Meeting Page 9 G. Special Election Discussion 1 (1) Discuss the option of Special Election versus appointment for filling of 2 a vacant Council seat (City Charter vs. State Statute) 3 4 City Attorney Riggs stated the City Charter does require a special election to fill a vacancy, so he 5 believes the recommendation for an election is appropriate at this time. 6 7 Acting Mayor Marty stated that they already had it set up for a special election, so he didn’t think 8 there needed to be any further discussion on this item. 9 10 (2) Discuss the possibility of City Council to put a question on the Ballot 11 for the Special Election. 12 13 Deseree Crane stated that if they wanted to put a question on the special election, it needed to be 14 submitted to the County Auditor no later than December 10th, and it needed to be authorized by 15 the City Attorney. 16 17 Councilmember Quick stated that they were missing one member of the Council tonight, so he 18 didn’t feel they should put any questions on at this point. 19 20 Councilmember Stigney stated he didn’t think so either, especially if it boils down to one 21 question. 22 23 Councilmember Gunn stated that she agreed that there was not enough time to work on it. 24 25 Councilmember Stigney stated that there was not enough turnout anyway. 26 27 Councilmember Quick stated that it wouldn’t be an accurate sampling. 28 29 Jonathan Thomas, 8040 Groveland Road, stated that questions would actually have to be separate 30 ballots. 31 32 Acting Mayor Marty stated that they had a consensus to not have a special question on the ballot. 33 34 H. Resolution 6392 Authorizing a Step Increase for Kristin Prososki, Planning 35 Associate 36 37 MOTION/SECOND: Quick/Stigney. To Approve Resolution 6392 Authorizing a Step Increase 38 for Kristin Prososki, Planning Associate. 39 40 Councilmember Stigney read the Resolution aloud. 41 42 Councilmember Stigney stated he had watched Ms. Prososki at many Planning Commission 43 meetings, and she is a very excellent and diligent employee. 44 45 Mounds View City Council November 22, 2004 Regular Meeting Page 10 Director Ericson stated that he agreed. 1 2 Acting Mayor Marty stated that she is a very efficient and effective employee. He stated that she 3 could be counted on, and that actually all the planning staff could be counted on. 4 5 Ayes –4 Nays – 0 Motion carried. 6 7 I. Resolution 6399 Approving a Contract Award for Work Associated with the 8 County Road 10 Redevelopment and Revitalization Project 9 10 Public Works Director Lee stated that on September 27th the City Council authorized 11 advertisement of a request for proposal for work associated with the County Road 10 12 Redevelopment and Revitalization Project, and that the City had received three proposals for this 13 project. He stated the proposals had been reviewed by Ramsey County and his staff, and he 14 provided the Council with a summary of the comments. He stated that Staff is recommending 15 that the City Council award the contract to the engineering firm of Bonestroo, Rosene, Anderlik 16 & Associates, and that Ramsey County concurred with this recommendation. 17 18 Acting Mayor Marty stated that it was a very good staff report, as usual. 19 20 MOTION/SECOND: Gunn/Stigney. To Approve Resolution 6399 as written. 21 22 Ayes –4 Nays – 0 Motion carried 23 24 Public Works Director Lee introduced Joe Ryan and Kevin Hoagland, who are members of the 25 project team. 26 27 J. Consider purchase of Recreation Software 28 29 Public Works Director Lee introduced Jenette Steves and Marta McIntyre from the YMCA, who 30 would be the ones utilizing this program. He outlined the benefits of purchasing this softwear. 31 32 Acting Mayor Marty stated that this had been talked about at the Community Center when they 33 met with the YMCA, and that this is going to make it more efficient for staff to book and manage 34 the fields. 35 36 Councilmember Stigney asked whether they could reserve the fields on line with this product. 37 38 Ms. Steves stated they wouldn’t actually book them on line because the fees are different for 39 certain groups, but they could check the availability on line. 40 41 Acting Mayor Marty asked whether they needed a resolution for this item. 42 43 City Clerk/Administrator Ulrich stated that this item would be brought back to the Council for 44 final action after 45 Mounds View City Council November 22, 2004 Regular Meeting Page 11 the City Attorney had reviewed the contract. 1 2 City Attorney Riggs stated there was a clause in the contract for arbitration in California, which 3 is not something they would want to agree to, as well as there were no warranties in the 4 agreement, so it needed to be reworked before the Council approved it. 5 6 Mr. Thomas stated that the fees that go along with the credit cards need to be looked at to see 7 whether they were captive. 8 9 K. 2005 Mounds View Fee Schedule Discussion. 10 11 Acting Mayor Marty asked whether the room rental fees for the Community Center had been 12 verified as far as the fire marshal. 13 14 Director Ericson stated they had been verified and were under the allowable limits. 15 16 Acting Mayor Marty stated he had received calls from citizens saying that the nonresident fees in 17 Mounds View weren’t as great as other cities, so he was happy to see that they had changed it 18 from $15 to $20 an hour. 19 20 Acting Mayor Marty asked what happened to the meter testing and MIU-MXU costs on page 24. 21 22 Finance Director Hansen stated that those two items had moved to pages 27 and 28 in order to 23 group them in a more logical fashion. 24 25 Councilmember Stigney asked whether they were charging enough for automobile sales of $150 26 per year. 27 28 Ms. Crane stated that she could research that. 29 30 There was a short discussion regarding the fee for public office, and it was decided that City 31 Clerk/Administrator Ulrich could research the costs of processing. 32 33 11. APPROVAL OF MINUTES 34 35 A. November 8, 2004 City Council Meeting 36 37 Councilmember Gunn made a correction at page 1, where she said Al Hall should be changed to 38 Al Hull. 39 40 Councilmember Stigney made a correction at page 7, lines 12 and 13, to say, “and so now the 41 City doesn’t have the same contract with the Canyon Grill that they would have had.” 42 43 MOTION/SECOND. Stigney/Marty. To approve the November 8, 2004 City Council Meeting 44 Minutes as amended. 45 Mounds View City Council November 22, 2004 Regular Meeting Page 12 1 Ayes-4 Nays-0 Motion carried. 2 3 12. REPORTS 4 5 A. Reports of Mayor and Council. 6 7 Councilmember Gunn stated that she and Acting Mayor Marty had attended a meeting today 8 regarding the proposed school closings, and nothing had been determined yet, but there will be 9 another meeting at 7:00 tomorrow night at the Mounds View High School cafeteria. She stated 10 that on November 30th at 6:00 there would be another meeting regarding truth in taxation at the 11 District Service Center. She stated there would be a regular School Board meeting at the 12 Community Center at 7:00 p.m. on December 14th, and another meeting on December 16th at the 13 Mounds View High School cafeteria at 7:00 p.m. to discuss the preferred school closing scenario. 14 She stated on December 21st at 7:00 at the Mounds View High School auditorium the School 15 Board plans to take action approving the school closing scenario. 16 17 Acting Mayor Marty stated that the school districts in the state are being impacted by cuts to 18 education by the state government, and they are operating at a deficit of $4.9 million for next 19 year, and they are trying to bring it down to $3.1 million. He stated that not all the schools are 20 full, so they are trying to consolidate schools. He stated the school district has leased out some 21 other buildings that they are trying to negotiate out of the leases in order to use actual school 22 buildings instead. 23 24 Acting Mayor Marty stated that during the campaign he had noticed that many residents do not 25 have the blue boxes at their mailboxes, and he would like to have the papers contacted to supply 26 these boxes to the residents who don’t have one. 27 28 Councilmember Quick requested that staff contact Ms. Humphrey to inform her about the 29 procedure for getting a street light put on her street. 30 31 B. Staff 32 33 City Clerk/Administrator Ulrich stated that he had received a call about the airport runway 34 extension, and that the east/west runway would be expanded from 4,000 to 5,000 lineal feet, and 35 that Barb Hockey indicated it was her opinion that it was consistent with the state statute and the 36 agreement that had been reached after the lawsuit the city was involved with. 37 38 1. Hidden Hollow update (Ericson) – verbal 39 40 Director Ericson handed the Council some written materials on Hidden Hollow, and he explained 41 that they are hopeful that they will have a couple of more building permit applications come in 42 on this development, and Procraft will be working through the winter on the model home. 43 44 Mounds View City Council November 22, 2004 Regular Meeting Page 13 C. City Attorney 1 2 None. 3 4 13. Next Council Work Session: Monday, January 3, 2004 5 Next Council Meeting: (Special) Monday, December 6, 2004, 6:00 p.m.) 6 7 14. ADJOURNMENT 8 9 Mayor Linke adjourned the meeting at 9:52 p.m. 10 11 Transcribed and recorded by: 12 13 14 Sheree Theobald 15 Timesaver Off Site Secretarial, Inc. 16 Item: 12B(1) Meeting Date: December 13, 2004 Type of Business: Quarterly Report (Reports of Staff) City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Public Works Department Quarterly Report CITY OF MOUNDS VIEW PUBLIC WORKS DEPARTMENT QUARTERLY REPORT DECEMBER 13, 2004 Presented to: THE MOUNDS VIEW CITY COUNCIL Mayor Jerry Linke City Council Member Sherry Gunn City Council Member Rob Marty City Council Member Gary Quick City Council Member Roger Stigney Compiled by: THE MOUND VIEW PUBLIC WORKS EMPLOYEES Steve Dazenski Marla Manypenny Nick Fleischhacker Bruce Meehan Tim Fredberg Tim Pittman Bill Hanggi Mike Schnur Jim Hess Pete Szurek John Hughes Steve Vacek Tracy Juell Jeff Wienke Greg Lee In accordance with and as prescribed by Chapter 6, Section 6.02, Subdivision 3 of the Mounds View City Charter, the Public Works Department respectfully submits to the City Council for their review the following Quarterly Report. Respectfully Submitted, 2 Greg Lee, Director of Public Works 3 PROJECT UPDATES COUNTY ROAD H2 STREET IMPROVEMENT PROJECT All the remaining punch list items have been addressed earlier this year. The areas calling for seed and mulch have been addressed and the traffic signage has been re-installed. In May the City forester oversaw the plantings of a couple dozen trees that were required as part of this project. Most were planted in the area of the theatre site; a few will be planted at the northwest corner of Silver Lake Road and County Road H2. There was an issue with the acceptance of the paving portion of the contract. The wear course of bituminous was installed in mid-November of 2003. The conditions in which the material was installed were in violation of the specifications. The resulting product is also in violation of the specifications. The depth of the wear course bituminous is too thick in many areas. The results are manholes and gate valves embedded far too deeply into the pavement. The wear course bituminous also does not match into the curb elevation in many places as required by specification. The subcontractor, Midwest Asphalt, in an attempt to rectify this issue, had offered to mill down the edges, raise manholes and gate valves, and then apply a rock chip seal to the roadway surface. The engineering consultant hired by the City to design and oversee this project recommended that city accept Midwest’s rock chip sealing offer. Staff had questioned SEH as to where chip sealing of this nature has been applied to a roadway carrying 5000 vehicles per day, as County Road H2 does. Staff’s position was that chip sealing County Road H2 would create other problems. Because of the problems associated with chip sealing higher volume roadways, Mn/DOT and the County no longer seal their roadways. The specifications call for the removal and reconstruction of all portions of the wear course that are not in compliance with the specification tolerance. Staff therefore rejected Midwest’s offer. Midwest Asphalt milled down the bituminous in areas that were applied incorrectly and repaved the project. The extra quantities of bituminous that were used in the original application were removed from the billable quantities. On June 28, 2004 the City received bids to perform a saw and seal on County Road H2. This is a technique to maximize the investment and increase the longevity of a new bituminous pavement. The project was awarded to Bergman Companies in the amount of $7,105.00 for saw and sealing 4,900 linear feet or $1.45/ LF. Saw and Seal involves creating expansion joints by sawing a joint into the pavement at selected locations – typically every 40 to 60 feet. These joints are then sealed with a rubberized compound. The purpose of adding joints is to allow for the expansion and contraction of the paved surface. Without them, the pavement will crack on its own, leaving areas where moisture / frost can accelerate deterioration of the roadway. This technology has been studied by Mn/DOT for years, and with its minimal expense, has proven to be cost effective as part of the construction of new streets. On November 29, 2004 the City received a letter from SEH recommending the acceptance and final payment for this project. This will be presented to the City Council for approval on December 13, 2004. On November 24, 2004, City Staff, SEH, the project contractor, and the Rice Creek Watershed District met on-site to address three issues the watershed was concerned with. As a result of that meeting, the City will be modifying the pond on the south side of County Road H2 near the entrance to Hidden Hollow by adding a skimmer structure and cleaning out the muck that has accumulated in this pond. Staff will also be modifying the gutter line (saw cutting) near a few inlets to rain gardens along County Road H2 to allow more water to be directed to these water infiltration devises. 4 COUNTY ROAD H SIDEWALK PROJECT This project is essentially complete. There is a punch list of minor items that need to be addressed. Staff anticipates that these punch list items will be completed in the next week or two and that SEH will be submitting a letter recommending acceptance and final approval by the end on this month. As a note, there was a recent water main break along County Road H, which resulted in the loss of a small portion of this sidewalk. This will be repaired and replaced, as weather permits, next spring. CITY HALL REHABILITATION PROJECT This project was discussed at the April 5, 2004 City Council Work Session. At the work session Staff brought the City Council around the portion of the building that houses the Police Department. There was not enough time to go through the entire building. On May 17, 2004 a complete walk through review of City Hall was conducted with the City Council. This project is currently in the Design and Development stage. On October 11, 2004, the City Council approved Resolution No. 6370 approving and authorizing the execution of a Letter Agreement with SEH for the Development of Plans and Specifications for the City Hall Rehabilitation Project. Staff has been meeting weekly with the project architect and design team to go over the construction plan, room by room. These meetings will help in defining a more accurate and probable construction cost for the critical improvement components of the renovation. The Police Department will be undergoing a complete renovation so considerable time will be spent addressing their space needs. Staff is also looking into ways to stage this project in a way that will avoid relocating employees off site. The Police Department will need to relocate due to the total renovation in that part of the building. The overall schedule would be to complete bidding documents by the spring of 2005, with construction starting late spring to late summer with completion in approximately 7 months. Because this project involves mostly interior remodeling, a late season start may be more advantageous for receiving favorable bids. The project architect anticipates that there may be more contractor interest with a late season start. There has been a lot of employee interest in this renovation project to make City Hall a more efficient and enjoyable work environment. TRUNK HIGHWAY 10 NOISE WALL / BERM PROJECT On June 7, 2004, Ulteig Engineers presented a draft report which had draft designs and cost estimates for Phase One of the Trunk Highway 10 Noise Wall / Berm Project. Phase One starts in Ardan Park where the existing wall terminates and runs easterly past the LaPort Neighborhood to Jackson Drive. Phase one is then broken down into three segments: Segment "A", the area adjacent to Ardan Park, Segment "B", the wetland area east of Ardan Park and west of the LaPort Neighborhood, and finally Segment "C", the LaPort Neighborhood. For segment "A", the report called for extending the existing wall approximately 432 feet to the east and then tying it into a berm - at an estimated cost of $213,758.05. For segment "B", the report called for a berm - at an estimated cost of $89,177.00. For segment "C", the report called for a 15-foot high wall - at an estimated cost of $347,690.20. These were “construction costs” only and did not include engineering, administration, staff, and landscaping costs. 5 At the June 7th Work Session, Staff stated that if these construction costs were adjusted to reflect estimated total costs, that segment A would be equal to or greater than $300,000 - the amount promised to the City by Mn/DOT. Given this, Staff recommended that the City contact Mn/DOT and demand that they install the wall through the Ardan Park area (Segment A) as they were originally required to do. The City Council then focused on the cost of constructing a wall through the LaPort Neighborhood (Segment C). This was estimated to be $400,000 after adding in engineering and other costs. Based on this amount, the City Council questioned what impacts this expenditure would have on the City finances. On July 6, 2004, Staff presented two options for Segment A. The option of extending the wall and not impacting the pond (Option 1), and the option of extending a berm and impacting the pond (Option 2). The estimated cost of Option 1 was $277,189.43 and the estimated cost of Option 2 was $267,800.60. Neither option accounted for Staff time and costs. Since the proposal for Segment “A” would be to have Staff administer and inspect the project, this cost should be factored in. The Public Works Director will need to dedicate numerous hours to perform project administration. The Public Works Supervisor will act as the on-site project foreman - again, requiring the dedication of numerous hours. It was conservatively estimated that Segment “A” will require $20,000 to $25,000 in Staff time. Given the following: 1. ) The costs of any option involving a berm in Segment “A” and a project managed by the City will be equal to the amount offered to the City by Mn/DOT. 2.) A wall will require the removal of only a couple of trees, whereas the berm option would require removal of over seventy (70) trees. 3.) The City will be taking on all liability for the construction and performance of a berm, whereas Mn/DOT will take on all responsibility and liability for a wall. Staff continued to recommend that the City require Mn/DOT to construct a noise wall through segment “A”. On July 6, 2004 Staff presented new cost estimates that included engineering and other factors. These cost estimates were: For segment "A", estimated total cost (excluding Staff costs) is $277,189.43 for a wall / berm combination or $267,800.60 for a berm only. Including Staff time both options would be equal to or exceed $300,000. For segment "B", estimated total cost $127,669.50. For segment "C", estimated total cost $426,710.70. On July 12, 2004, the City Council approved Resolution No. 6302 authorizing the preparation of final plans and specifications for Segments B (wetland berm area) and C (the LaPort Neighborhood) of the Trunk Highway 10 Noise Wall / Berm Project. Council also directed Staff to submit a letter to Mn/DOT requesting the installation of a noise abatement wall in the Ardan Park area. On July 22, 2004, Mn/DOT responded by stating that they do not have the capability to produce the Ardan Park wall plans in time for a combined bid letting of the Ardan Park and LaPort wall. Their design staff is all booked up. However, one of their construction crews is free and therefore has the capability to do the construction inspection work in the fall / winter of this year. 6 On August 24, 2004, City Staff and representatives of Ulteig Engineers met with Mn/DOT to discuss their proposal. At the meeting, Mn/DOT reiterated that they would like the City of Mounds View to perform all of the design activities for the portion of wall that Mn/DOT is now responsible for (Segment A through the Ardan Park Area). In return, Mn/DOT will provide construction inspection. In addition, Mn/DOT informed Staff at this meeting that because Mn/DOT is now responsible for the Ardan Park segment of wall, they would like to evaluate the effectiveness of a wall by performing a noise model of the area. Based on this model Mn/DOT will determine what needs to be constructed in the Ardan Park Area (Segment A). In late August, Mn/DOT performed a noise modeling of the Ardan Park Area. The model utilized six (6) noise receptors located at the front of the six (6) closest homes to the highway along Long Lake Road. A model was then set for the following several conditions: existing conditions, extending the twenty foot (20’) high wall 200 feet to the east, then 400 feet, 500 feet, 600 feet, and finally 800 feet. Mn/DOT’s interpretation of the data collected was that “any added length beyond 500 feet really does not change the noise levels for most of the homes”. Based on this, Mn/DOT is proposing a twenty-foot (20’) high wall, extending five hundred feet (500’) from the existing wall to the east. At the August 24, 2004 meeting, Mn/DOT confirmed that that they could dedicate a maximum of $300,000 to this project. The aforementioned information was presented to the City Council at a Work Session on October 4, 2004. The City Council expressed dissatisfaction with Mn/DOT’s position on this issue and directed Staff to set up a meeting with the City’s State Representatives. The Mayor, Mayor elect, City Administrator, and Public Works Director met with State Representative Benardy and State Senator Betzold on December 6, 2004. Based on this meeting City Staff will see what assistance the League of Minnesota Cities can provide us. The State Representative will also look into this matter to see if they can provide assistance. As of this date, the City has spent $53,361.62 in engineering fees to the City’s consultant assisting the City on this issue. Staff estimates that that approximately the same amount has been spent in Staff time over the last three years. SILVER LAKE ROAD SIDEWALK PROJECT – FROM CO. RD. H TO CO. RD. 10 The preparation of a preliminary feasibility report and consultant selection was authorized at the March 22, 2004 City Council meeting. The consultant selected was Bonestroo, Rosene, Anderlik & Associates Inc.(BRAA). A project kick off meeting was held April 5th. Representatives from the County attended this meeting. Earlier this summer, the County performed a mill and overlay on Silver Lake Road from County Road H to County Road 10. Base on the preliminary data collected, there will be great difficulty in constructing a sidewalk along the east side of Silver Lake Road, between County Road H and County Road H2. For this reason, BRAA will also determine a cost estimate for construction on the west side for this segment. BRAA will be submitting a draft report in early 2005. 2003 STREET IMPROVEMENT PROJECT Work on this project is complete for this year. There are several punch list items that will need to be completed in the spring of 2005. Also, as required in the specifications, the wear course will be paved in June/July of 2005. This delay allows for the roadway to be subjected to freeze/thaw cycles, which may make evident any weak or soft spots in the subgrade. It then allows for corrections to be made and the base course of bituminous patched before the wear course is added, providing a clean newly paved roadway surface. 7 On November 23, 2004, Staff met with the consultant of this project to discus the successes of this project and to make changes to processes and procedures that could be done better and more efficiently on the next project. 2005 STREET IMPROVEMENT PROJECT BRAA is continuing to collect data and work on the feasibility report. The draft report will be submitted to the City in January 0f 2005. HIDDEN HOLLOW STREET AND UTILITY INSTALLATION (RESIDENTIAL DEVELOPMENT) PROJECT Similar to the 2003 Street Improvement Project, work on this project is essentially complete for this year. There are several punch list items that will need to be completed in the spring of 2005. Also, as with the 2003 Street Improvement Project, the wear course will be paved in June/July of 2005. The grading of this project was not complete as proposed on approved grading plan. The developer did not have enough soil (fill material) on site, nor did he haul enough in. Normally this has the potential to cause issues with the building phase of a project. However, in this case, this issue is lessened because the builder and developer are essentially the same entity. The builder / developer has proposed adding the fill as part of the building process – on a lot-by-lot basis. GROVELAND PARK BUILDING REPLACEMENT PROJECT On May 10, 2004 the City Council approved Resolution No. 6203 which authorized the preparation of a site plan, construction plans, specifications, and consultant selection for the Groveland Park Building Replacement Project. In addition, the City Council authorized “the execution of a letter of agreement with TKDA for the preparation of the site plans, construction plans, specifications, and any other planning phase aspects of this project”. On June 21, 2004, the City’s engineering firm of TKDA submitted a Letter of Agreement with a list of the scope of work to be provided. Although the concept of a letter of agreement was previously approved, now that the actual letter was available which included the estimated cost of the proposed work, Staff wished to have the City Council review and the letter agreement. On June 28, 2004, Staff presented Resolution No. 6292 approving and authorizing the execution of a Letter of Agreement with TKDA for the Groveland Park Building Replacement Project. The estimated cost of the proposed work was $19,600. At this meeting, the Council voiced an objection to the estimated costs submitted by TKDA for the proposed work for the Groveland Park Building replacement plans. The City Council did not approve Resolution No. 6292 and gave Staff direction to develop a Request For Proposal (RFP) for other engineering and architectural firms. On July 12, 2004, the City Council approved Resolution No. 6300 rescinding Resolution No. 6203 and authorizing the preparation of a Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement Project. On August 23, 2004, the City Council approved Resolution 6333 authorizing the publication of a Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement Project. 8 On October 25, 2004, the City Council approved Resolution 6383 approving and authorizing the execution of a Letter Agreement with TKDA for the Groveland Park Building Replacement Project in the amount of $19,600. City Staff has met on site with TKDA’s architect and project engineer to discuss design issues. There are slight changes to the Hillview plan recommended for this project. These changes will increase the efficiency and utility of this building. TKDA wil be surveying the site during the week of December 6, 2004 and will have draft plans completed by the end of that week. These draft plans will be presented to the Parks and Recreation Commissioners on December 16, 2004 for review and comment. A complete proposal, including cost estimates, will be presented to the City Council early in 2005. At that time, the City Council will be presented the opportunity to revise the plans, approve the plans and solicit bids, or reject the project. WELL NO 3 & 5 REHABILITATION PROJECT The City established a maintenance program whereby the wells would be evaluated and rehabilitated on a seven-year cycle. A longer period of eleven years was tried; however, it was discovered that this period was too long to identify minor problems and correct them before they became major replacements. Wells Number 3 and 5 were last rehabilitated in 1997. Based on the seven-year evaluation schedule, they are therefore due for rehabilitation this year. The 2004 adopted budget has a total of $60,000 for well inspection and preventative maintenance. Typically, the amount needed to rehabilitate each well is $30,000. Past practice has been to rehabilitate two wells per contract. Economy of scale is realized due to the reduced cost of administrating two separate projects. A larger project also improves the possibility of receiving favorable bids. Bids for the 2004 Well Rehabilitation Project were received at 10:00 a.m. on Wednesday, November 17, 2004 at City Hall. A total of three (3) bids were received for this project. The low bid of $44,893.80 was submitted by E.H. Renner & Sons of Elk River Minnesota. On November 22, 2004, the City Council approved Resolution 6398 approving a contract award for the 2004 Well Rehabilitation Project. A preconstruction meeting was held on December 6, 2004 with E.H. Renner & Sons. Work on this project will commence at the end of December 2004. GROUND WATER RESERVOIR (2.0 MG) CLEANING AND INSPECTION PROJECT 2.0 MG The two million gallon ground reservoir was drained, cleaned and inspected during the week of April 12t.h. Spring was selected as the season for performing this work since water demand is relatively low. Over time sediment and debris collects in the reservoir. The reservoir was last cleaned in 1992. City Staff performed this work as a cost saving measure (as opposed to contracting). SANITARY SEWER ILLICIT CONNECTION INSPECTION PROGRAM In August of 2004, the City began inspecting the plumbing of single-family residential homes to ensure that only proper connections are made to the sanitary sewer system. Illicit connections of drainpipes and sump pumps into the sanitary sewer cost the City tens of thousands of dollar per 9 year. These cost are then passed on to the users of the system. The following is the most current information regarding the inspection program: Total Homes Notified of the Program 3045 Total Homes Inspected as of November 16, 2004 2856 Out of 2856 Homes Inspected: Total Homes that DO NOT have a Sump Pump 2386 Total Homes that have a Sump Pump 470 Of the Homes that have a Sump Pump: Total Homes that are IN Compliance 412 Total Homes that are NOT in Compliance 58 Total Homes that have their A/C or Furnance Draining into their floor drain (sanitary sewer) 769 Total Homes Refused Entrance for an Inspection 5 The following persons have devoted the last 3 months to performing inspections after hours: Staff Hours Bruce Meehan 151.5 Bill Hanggi 111 Jeff Wienke 107.5 Mike Schnur 85 Pete Szurek 9.50 Nick Fleischhacker 6.75 Steve Dazenski Flex Time Earned Tim Pittman Flex Time Earned Tracy Juell took 462 appointment calls and with the assistance of Jodi Salmonson, entered all of the individual information into a database program. Staff will continue to take inspection appointments and re-inspect properties as residents call. Staff will make every effort to bring all properties into compliance. This will include sending letters to owners of properties that are currently out of compliance with the City Code and need to be inspected or re-inspected. As required by the City Code, those properties that are not in compliance will receive a seventy-five dollar ($75) surcharge on their first quarterly bill for 2005. Further notices to non-complying properties will greatly stress the implementation of this surcharge. As previously stated, the initial phase of this program included the inspection of single-family residential homes. Staff will be initiating the second phase of this program in the spring of 2005 whereby the remaining properties connected to the City’s sanitary sewer system will be inspected. This will include commercial, industrial, and multi-family residential properties. 10 Staff participating in this program took on additional duties and time commitments, without which, this inspection program would not have been so successful. Great Job! STREET LIGHT REPLACEMENT PROGRAM Currently there are about 260 public streetlights throughout the City. Of these, the City owns only 54 of them, of which nine (9) are scattered throughout the City and the remainder are grouped in the Park View Neighborhood, around Mounds View Drive, and the majority are in the City’s Industrial Park, along Program Avenue, Woodale Drive, and Quincy Street. The City does not have the equipment or the manpower to maintain the streetlights. In most cases, the City has been contracting this work out at a large expense to the City. The bottom line is that it is not cost effective to maintain these streetlights. When Staff developed the City’s Capital Improvement Program in 2002, Staff proposed eliminating the City-owned streetlights by converting them to Xcel Energy Lights and having Xcel maintain them. It was proposed that the lights be slowly converted to Xcel Energy over a period of ten (10) years. The plan was five (5) lights per year at $3,500 per light for a total annual program of $17,500. Recently however, within the City’s Industrial Park there were several posts that have corroded to the point where wooden posts have been added by Staff to help keep the streetlights from toppling over. Given the condition of these poles and the liability taken on by the City, in the event that one of these poles damages property or endangers life and safety, it was imperative that the City address this situation immediately. On August 9, 2004, the City Council approved Resolution 6327 approving a contract award with Xcel Energy for the Street Light Replacement Program. Staff has consulted with Xcel Energy and developed the following proposal: Industrial Park Area – 40 Lights $191,000 Parkview Area – 5 Lights $ 24,000 Various Locations - 3 lights $ 18,000 TOTAL $233,000 The cost to add the Silver Lake Woods Condominium Area is $36,000 for the six (6) additional lights. Silver Lake Woods has contracted with Xcel Energy to replace their lights. It should be noted that at the March 8, 2004 City Council meeting, the issue of dedicating the streets in the Silver Lake Woods Condominium association was discussed. The Private Street Maintenance Policy requires that the private streetlights within this development be upgraded before the City will accept them. However, at that meeting, the City Council made a verbal commitment to the association that the City would pay 50% of the cost to convert the private streetlights to Xcel energy lights, should the streets be dedicated to the City. Xcel Energy currently has the poles on backorder. It is anticipated that they will resume with this project in late December when the pole are available. Xcel Energy estimates that they will be completed with this project by mid-January of 2005. 11 STORM SEWER REHABILITATION PROJECT In 2004, the City identified numerous drainage problems. Staff is currently reviewing the list of larger storm sewer problems and issues and developing a project list to be bid on by outside contractors. Smaller storm sewer issues will be handled internally. Potential 2005 projects follow: Greenfield Park & Oakwood Park outlying areas and ditches - trench and reestablish. Pinewood Elementary School – re-install 48-inch pipe. Woodcrest Park – fix washout and eroded swale ArdanPark holding ponds – clean drainage restrictions MOUNDS VIEW MANUFACTURED HOME SECOND ACCESS This project this completed. The only outstanding work is to install the street name blades on top of the newly erected stop sign at this new intersection. Traffic counts have been taken at this intersection. Staff will be providing a report on this data early in 2005. The Mounds View Manufactured Home Park Community is financially responsible for a portion of this project. This will be added to the assessment hearing scheduled for the spring of 2005. County Road 10 Redevelopment and Revitalization Plan On November 22, 2004, the City Council approved Resolution No. 6399 approving a contract award for work associated with the County Road 10 Redevelopment and Revitalization Project to the engineering firm of Bonestroo, Rosene, Anderlik & Associates Inc (BRAA). Work on this project started the week of December 6, 2004. This work mostly entails surveying and data collection (see attached notice that was sent out to adjacent property owners). One of the first priorities of this project is to evaluate the feasibility of installing an Emergency Vehicle Preemption System (EVP) at all signalized intersections. This is the system that allows emergency and safety vehicles to pass through intersections without conflict with opposing traffic. Staff will also be conducting a project “kick-off meeting”. All government agencies involved in this project will be invited. This will be held toward the end of December or first part of January, depending on individual schedules. --------------------------------------------------------------------------------------------------------------------------------- December 3, 2004 County Road 10 Redevelopment and Revitalization Project Preliminary Data Collection Notice Dear Resident / Property Owner: 12 Beginning in December, the City will be collecting data from and evaluating the area along the County Road 10 corridor. This exploratory and investigative work will entail surveying the corridor and adjacent properties to determine elevations and noting existing objects in selected areas. City personnel and / or their representatives at the engineering firm of Bonestroo, Rosene, Andelik and Associates (BRAA) will perform this work. Background: On August 26, 2002, the City Council approved resolution No. 5824 adopting the County Road 10 Redevelopment and Revitalization Study. The City Council also named the implementation of this study as a strategic goal on the City Council Priority List for 2004. The County Road 10 Redevelopment / Revitalization Study was initiated several years ago. It was intended to provide the vision and long-term plan for this segment of County Road 10. The focus of the study was to evaluate the existing functions of this roadway corridor and determine if there was an opportunity to increase the development potential, increase the aesthetics of the area, increase safety along the roadway and at intersections, and provide a pedestrian corridor. The goals of the plan were to improve safety in the County Road 10 corridor, integrate the corridor by strengthening links to areas within Mounds View and the region, enhance the image of the corridor, expand economic development opportunities, and maintain and restore natural resource systems. Given that the overall corridor plan for County Road 10 has been developed, the next step in making the plan a reality is to develop and initiate an implementation plan. The City is currently working on this portion of the plan. Once the data had been collected, the City, along with the other agencies such as Ramsey County, will develop a draft proposal and schedule for upgrading various intersections along County Road 10 as well as adding pedestrian trailways on both sides (as called for in the approved plan). At that time, the City will hold public informational meetings and solicit input from interested parties. Thank you for your patience and understanding during this project. If you have any questions, please do not hesitate to contact me, or the Public Works Department at 763-717-4050. Sincerely, Email: greg.lee@ci.mounds-view.mn.us Greg Lee Telephone Number: 763-717-4051 Public Works Director Fax Number: 763-784-3462 --------------------------------------------------------------------------------------------------------------------------------- SILVER VIEW SEDIMENTATION POND This project has been completed. This project did not follow a typical public improvement process. This project was bid in two separate parts – excavation and final restoration. This was done for two reasons: first, to allow for the project to proceed with an accelerated schedule and secondly, to save several thousands of dollars (approximately $20,000) A full report will be submitted to the City Council once all invoices have been submitted. 13 SPRING CREEK REGIONAL WATER QUALITY POND On May 24, 2004, the City Council approved Resolution 6266 authorizing the preparation of a preliminary feasibility report and consultant selection for the construction of the Spring Creek Regional Sedimentation Pond to be located south of Woodale Drive. The City’s Capital Improvement Program had the creation of a feasibility report for a regional sedimentation pond to be located south of Woodale Drive scheduled for 2004. The adopted 2004 Budget had allocated in the Storm Water fund $15,000.00 for a feasibility report for the creation of this sedimentation pond. As part of the permit for the 2003 Street Improvement Project, the Rice Creek Watershed District required a letter from the City “stating its intent to enhance water quality treatment for this area and outlining specifics on the future regional practice mentioned for the Spring Lake Road trunk storm sewer system“. What the Watershed was looking for is written commitment from the City to perform regional storm water treatment. With the City intending to perform another Street Major Maintenance Project in 2005 and given that the neighborhood streets proposed to be included in the 2005 project are located in the same are as the Spring Creek Regional Sedimentation Pond, it is certain that the Watershed will require that this pond be constructed with the 2005 Street Project. Work on the feasibility report has begun. Data collection was initiated in November. On November 17, 2004 a notice was sent out to all properties in this area. PROGRAM AVENUE / COUNTY ROAD H2 CURVE ANALYSIS On October 11, 2004 the City Council approved Resolution 6369 approving and authorizing the execution of a Letter Agreement with BRAA for the investigation and development of vehicle safety measures at Program Avenue and County Road H2 Curve. BRAA is working on a report that will provide recommendations of measures that can be taken to make that curve safer. A draft of the report will be submitted in early 2005. WELL NUMBER 4 REHABILITATION Well Number 4 has been out of service since 1992, due to water quality issues. It is located at the southeast corner of Edgewood Drive and Hillview Road. The cost and issues of making it operational are being studied by the engineering firm of Short, Elliot, Hendrickson Inc. (SEH). A water quality analysis of the water contained within the aquifer from which Well Number 4 pumps was performed. The tests indicated that the contaminants can be effectively treated at Treatment Plant No. 1. A draft feasibility report, including cost estimates to bring Well No. 4 on line, will be submitted to the City in early 2005. Staff will present the draft report to City Council and seek direction for further action. The City’s Capital Improvement Program has this listed as a potential project in 2008. However, based on the data contained within the draft feasibility report, that schedule status may change or the project could be eliminated if it was determined that it was not cost effective and in the City’s best interest. 14 ADDITIONAL UPDATES LONG-RANGE STREET MAJOR MAINTENANCE PLAN The Public Works Department has developed a long-range street major maintenance plan. A draft plan was presented to the City Council on October 4, 2004. This draft plan indicated, by year for the next five years, streets that would be targeted for the application of a street major maintenance. The City Council directed Staff to also provide a revised plan that shows an accelerated program along with the financial impacts to the City. The original draft plan and the accelerated program, along with their financial impacts, will be presented to the City Council in early 2005. INFORMATION SYSTEMS The fiber optic line to the Public Works Garage was replaced on December 2, 2004, due to a break in the line. This fiber optic line passes all network traffic to and from the garage. The cause for the break was not known until the fiber was removed. A mouse had chewed through all but one pair of fiber optic lines. As preventative action, the conduit was sealed at all points to avoid this in the future. Also, the replacement fiber optic line was rated for an underground application - the original line was not. Staff has also replaced two (2) six year old network switches. The City now has half of its switches upgraded with more recent technology. The new switch technology allows for network traffic speeds to be greatly increased for the sixty (60) plus computers Staff manages. DATA ENTRY POSITION On June 14, 2004, the City Council approved Resolution 6280 approving a temporary Data Entry Position. The purpose of this position was to assist the City in entering the necessary data to develop a database on all commercial and industrial property within the City. This database could be used for the Finance Billing Database, organizing plans and records, and assigning the Storm Water Utility Charge. This existence of this database will simplify many operations and represents an overall cost savings. The City hired Paul Sandell, a City resident, to perform this task. Mr. Sandell has done a great job and has exceeded all expectations. It is anticipated that the database will be fully completed by mid December. SKATE PARK PROJECT On January 22, 2004 the Park and Recreation Commissioners discussed the installation of a Skate Park at their meeting. The Commissioners decided, and made a motion, not to consider or discuss the installation of a skate park until 2005. If a Skate park was recommended by the Commission and approved by the City Council the earliest date that it could be open is spring 2006. COUNTY ROAD H PATHWAY – FROM OLD HIGHWAY 8 TO EDGEWOOD DRIVE This project was completed in the fall of 2002. The City will be reimbursed by the Ramsey County Parks Department at which time the County would have constructed the pathway. This is estimated to be 2006 or 2007. Staff will continue to work with the Ramsey County Parks Department to ensure payment is made. 15 NPDES PHASE II The City has submitted its NPDES Phase II permit, which included the Municipal Separate Storm Sewer permit and the Storm Water Pollution Prevention Program (SWPPP). As part of the SWPPP, the City has formalized and started to implement forty-eight (48) storm water pollution prevention programs. As part of the requirements of the NPDES Phase II permit, the City must conduct an annual public informational meeting. This will be scheduled for January of 2005 at a regular City Council meeting. The informational meeting is intended to provide the public with an update on what goals were met that calendar year and to allow an opportunity for the public to comment and provide input on the storm water program. TRAFFIC COUNTS Every other year the City of Mounds View is required by the Minnesota Department of Transportation to conduct Traffic Counts at specified locations. In 2003 the City conducted traffic counts at a total of forty-eight (48) locations throughout the City. Thirty-six (36) locations were required by Mn/DOT. Twelve other locations were selected to obtain traffic data related to specific City projects or issues. Public Works will be conducting traffic counts in 2005 at the same number of locations as in 2003. PARKS AND RECREATION COMMISSION UPDATE The Parks and Recreation Commission has completed updating and revising the PARKS NEEDS ANALYSIS. This analysis was performed by reviewing all City Parks and developing a list of needs or deficiencies within the parks. This list was then separated in to three main categories: A. Maintenance (do now) B. Budget (budgeted item for 2005, 2006, or 2007) C. Long Term (add to Capital Improvement Program) Other Issues and Activities the Parks and Recreation Commission has been or is working on:  Facility Guide Update  Greenfield Park Playground Equipment Replacement Project  Groveland Park Building Replacement  Park Usage Survey *LAKESIDE LIONS PARK – FISHING PIER The Department of Natural Resources (DNR) has a program entitled, “Fishing in the Neighborhood” (FIN). As part of this program, the DNR has dedicated a grant to the Lakeside Lions Park for constructing a floating fishing pier. The pier would be 104 feet in length and have a “T” section on the end. The estimated cost is $22,000. The DNR Grant is for $12,200. The remaining $10,000 was raised from several sources, some of which may include: Spring Lake Park Lions, Fridley Lions, and donations. This will be installed in the spring of 2005. The DNR will also be stocking the lake this spring with large mouth bass and black crappies. 16 MISCELLANEOUS NOTES Silver Lake Woods Condominiums – Dedication of Private Streets This issue continues to be discussed between the City’s legal counsel and the association’s legal counsel. City’s legal counsel believes that the City has given them enough information as to the issues involved. It is now up to the association to decide how they want to proceed. Staff and the City’s legal counsel will continue to work on this with the association. PUBLIC WORKS DEPARTMENT GOALS FOR 2004 PUBLIC WORKS DEPARTMENT ANALYSIS AND REVIEW: To analyze the operations and structure of the Public Works Department, to make it more efficient, to better serve the needs of the citizens and businesses of Mounds View, and to better achieve the goals and objectives set by the City Council. UPDATE LONG TERM CAPITAL PROJECTS AND PROGRAMS - CAPITAL IMPROVEMENT PROGRAM (CIP). DEVELOP DETAILED CIP SHEETS DEVELOP A LONG RANGE STREET MAINTENANCE PLAN, PATHWAY CONSTRUCTION PLAN, PATHWAY REHABILITATION PLAN, PARK EQUIPMENT MAINTENANCE PLAN DEVELOP A STORM SEWER / SURFACE REPAIR PROGRAM DEVELOP AN IMPLEMENTATION PLAN FOR THE COUNTY ROAD 10 REDEVELOPMENT AND REVITALIZATION PLAN DEVELOP A FILING SYSTEM / RECORD RETENTION PROGRAM DEVELOP POLICIES DEVELOP PROCEDURES DEVELOP A NEW GRADING PERMIT SYSTEM DEVELOP A RIGHT-OF-WAY PERMIT TRACKING SYSTEM MAJOR PURCHASES Replacement Dump Truck Resolution No. 6173 January 12, 2004 Replacement Pick-up Truck Resolution No. 6171 January 12, 2004 Replacement Sewer Televising Unit Resolution No. 6164 May 10, 2004 SPECIAL RECOGNITION Step Increase for John Hughes. On October 25, 2004 Mr. Hughes was approved for the step increase from Step 3 to Step 4 in the Parks Division of the Public Works Department. Sanitary Sewer Illicit Connection Inspection Program. A special thanks and a job well done to the Public Works employees who participated in the Sanitary Sewer Illicit Connection Inspection Program. These people were: Bruce Meehan, Bill Hanggi, Jeff Wienke, Mike Schnur, Pete Szurek, Nick Fleischhacker, Steve Dazenski, Tim Pittman, and Tracy Juell. 17 PUBLIC WORKS 3rd QUARTER REPORT 2004 Water Division Third Quarter Report 2004 Maintenance • Pumped 66,631,000 gallons in July • Pumped 62,011,000 gallons in August • Pumped 50,868,000 gallons in September Miscellaneous • Had OSHA inspection • State Fluoride sample • State Nitrate samples • Worked on bid specs for the pulling of wells 3 and 5 • Worked on bid specs for the water service repair contract • Held meeting on new SCADA system computer and software • Turned water off and on for main work on 03 street project, and Hidden Hollow project • Assisted sewer department with lowering and raising of manholes and valves on Silver Lake Rd overlay • Inspected installation of water and sewer at new CVS building (tested water as well) Repairs • Repaired / Raised Hydrants at 7729 Long Lake Rd. • Repaired / Raised valve box number 59, 64, 83, 132, and 523 • Just raised valve box number 13, 14, 23, 26, 34, 36, 45, 56, 60, 65, 70, 76, 78, 79, 83, 141, and 486 • Lowered valve box number 599 • Replaced 50-60 MXU batteries during sump pump inspection program • Inspected and turned one third (1/3) of the City’s valves • Replaced nut on valve at Edgewood and County Road H Well # 1 • Replaced broken belts on air compressor Well # 3 (Treatment Plant #1) • Replaced security system door magnet on SO2 door • Cleaned the reclaim tank. • Replaced 10” main line meter (spare in well No, 4) • New landscaping around building 18 Well # 5 • Flushed floor drain in chemical room Well # 6 • Flushed floor drain in chemical room • Repaired CL2 cylinder unit • Installed new pump packing • Repaired de-humidifier • Repaired irrigation leak Streets Division Third Quarter Report 2004 Education • Fall Expo. Set up and Participation Street Repair • Grind & Fill bad spots on Edgewood Drive between Co. Rd H & H2 to make smooth • Grind & Fill bad spots in Business Park • Installed & Build Mailbox posts & boxes – 2003 Street Project • Fall Annual Street Sweeping • Catch Basin Maintenance • Concrete Work at water main break on Bronson • Street Sign maintenance • Clean up Public Works grounds for Fall Cleanup Day • Cut and Asphalt street opening on Hill view & Red Oak Miscellaneous • Shop Maintenance • Equipment maintenance • Assist sewer department raising manhole castings & water valve bells on Silver Lake Road 19 Surface Water Division Third Quarter Report 2004 Maintenance • Grind & Fill bad spots on Edgewood Drive between Co. Rd H & H2 to make smooth • Greenwood north of Hillview - installed and repaired backyard manhole casting/inlet • Gloria Circle outlet repair fabric and riprap placement • 8150 Long Lake Road easement and ditch maintenance, (stump removal) • Fall Annual Street Sweeping • Catch Basin Maintenance • Investigate homeowner concern due to back yard “ponding” issue • Assist Water Dept. on water main break (Bronson Drive) • Repair outfall to Rice Creek on H place riprap and erosion control fabric • Assist sewer department raising manhole castings & water valve bells on Silver Lake Road • Shop Maintenance & Garage door repair • Equipment maintenance • Clean up Public Works grounds for Fall Cleanup Day • Cut and Asphalt street opening on Hill view & Red Oak • Data Base Info. Update (Surface Water) (re-file zoned area photos) • Meet with staff of Rice Creek Water Shed Ditches & Trenches Coordinator & request permit per • Replace catch basin grates Sunnyside • Silver View Sedimentation Pond Contract Bids, Approval and Erosion and Stabilization finalizations. (Job finished 10-26-04) Sewer Division Third Quarter Report 2004 Maintenance • Up-keep & maintenance on plowing vehicles. • Maintaining pumps at lift stations. • Cleaning out catch basins. • Cleaning & Televising Sanitary &Storm Sewer Lines • Chemical treatment of roots • Help repair of broken lines • Help Parks clean up from Festival • Help change batteries in some water meters • Help in cleaning shop 20 • Cleaning Lift Stations • Sump pump Inspections • Outfitting replacement camera trailer • Manhole raising silver lake road • Sweeping streets • Blacktop Patching Miscellaneous • Assisted the golf course in cleaning catch basins Central Garage Division Third Quarter Report 2004 Maintenance • Maintain and repair squads, staff cars, trucks and equipment as necessary • Installed necessary snow and ice control equipment on the new dump truck (#137) Miscellaneous • Maintain records of the repairs Education • Currently enrolled in a college course on Public Works Operations and Maintenance Parks Division Third Quarter Report 2004 Silver View Park • Chipped Frisbee Golf Course • Removed ten trees around Silver View Pond • Landscaped around both silver view sign’s • Installed two new Frisbee Golf goals due to theft • Removed leaves from park and parking lot • Fall fertilizing • Irrigation blowouts and winterizing park building 21 Groveland Park • Removed weeds in volleyball area • Leaf removal from tennis court and park • Blow out drinking fountains • Take down tennis nets Hillview Park • Put temporary carpet down in building • Installed new tornado slide • Cleaned rollerblade rink • Blow out fountain • Leaf removal • Improved drain North of rink • Laid out soccer field and nets • Take down of soccer nets Greenfield Park • Installed new rubber and repacked mound with new clay • Removed leaves from park/tennis court • Removed tennis nets • Blow-outs on drinking fountain and Irrigation • Fall fertilizer City Hall Park • Cleaned up around marquee sign weed, chip • Blow-out irrigation and drinking fountain • Leaf removal • Added sand to volley ball court • Groomed ball fields • Trimmed trees Random Park • Removed or trimmed bushes and shrubs • Leaf removal Woodcrest Park • Maintained path • Trimmed major trees • Cleaned out drains for pond 22 Community Center Maintenance • Leaf removal • Worked with new tenant • Contracted installation of walk in cooler • Various small plumbing jobs • Went thru complete sound/paging system • Did a comparison inventory • Blew out irrigation • Met with various contractors pertaining to carpet and flooring • Did some additional wiring to accommodate new ovens for the kitchen On a Daily or as Needed Basis Performed • Mowing of grass • Irrigation maintenance • Weed trimming • Equipment maintenance • Athletic fields maintenance and set-up as needed • Trash removal • Tree trimming • Shelter building maintenance • Rough cut mowing, ditches and delinquent lots • Winterizing of mowers, Jacobsen, Aebi Tractor, Ford Tractor, and Paint sprayer • Fertilized all parks