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HomeMy WebLinkAboutAgenda Packets - 2018/08/13CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, August 13, 2018 6:30 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Mueller, Gunn, Hull, Meehlhause, Bergeron 4. APPROVAL OF AGENDA 5. CONSENT AGENDA A. Approval of Minutes: July 23, 2018 B. Just and Correct Claims C. Resolution 8995 Approving Promotion of Jon Sevald to Community Development Director D. Resolution 8989, Adopting a Market Adjustment for the Deputy Police Chief Position E. Resolution 8999 Adopting a Modification to Sections 2.2, 2.3, 2.4, and 2.5.5 of the City’s Purchasing Policy F. Resolution 8994 Adopting a Market Adjustment for the HR Coordinator position G. Resolution 8996 Authorizing the Installation of the JWC Grinder at Groveland Lift Station H. Resolution 8997 Approving Electrical Circuits for Fitness Equipment at the Community Center I. Resolution 8998 Approving the Purchase of GPS Software 6. PUBLIC COMMENT 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. SPECIAL ORDER OF BUSINESS A. Lisa Baker – Ralph Reeder Food Shelf B. Chief Harder – Second Quarter Report 8. COUNCIL BUSINESS A. PUBLIC HEARING: Resolution 8992, Approving a Conditional Use Permit for an Accessory Building exceeding 952 sq ft, to be located at 2210 Bronson Dr B. Resolution 9000 Approving the Purchase of (2) Hi-E Dry Dehumidifiers for Water Treatment Plant 1 C. Resolution 8991, Approving the Hire of Alexander Aase to Police Officer 9. REPORTS A. Reports of Mayor and Council B. Reports of Staff C. Reports of City Attorney 10. Next Council Work Session: Tuesday, September 4, 2018 at 6:30 pm Next Council Meeting: Monday, August 27, 2018 at 6:30 pm 11. ADJOURNMENT PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1 CITY OF MOUNDS VIEW 2 RAMSEY COUNTY, MINNESOTA 3 4 Regular Meeting 5 July 23, 2018 6 Mounds View City Hall 7 2401 County Road 10, Mounds View, MN 55112 8 6:30 P.M. 9 10 11 1. MEETING IS CALLED TO ORDER 12 13 2. PLEDGE OF ALLEGIANCE 14 15 3. ROLL CALL: Bergeron, Gunn, Hull, Meehlhause, Mueller 16 17 NOT PRESENT: None. 18 19 4. APPROVAL OF AGENDA 20 A. Monday, July 23, 2018, City Council Agenda. 21 22 Council Member Gunn noted Item 7B - Executive Director of CTV had been added to the 23 agenda. 24 25 MOTION/SECOND: Gunn/Meehlhause. To Approve the Monday, July 23, 2018, agenda as 26 amended adding Item 7B – Executive Director of CTV Dana Heally. 27 28 Ayes – 5 Nays – 0 Motion carried. 29 30 5. CONSENT AGENDA 31 A. Approval of Minutes. 32 B. Just and Correct Claims. 33 34 Mayor Mueller requested a change to the minutes on Page 4, Line 27 noting the correct spelling 35 for the woman’s name was Jeanette. 36 37 MOTION/SECOND: Gunn/Bergeron. To Approve the Consent Agenda as amended. 38 39 Ayes – 5 Nays – 0 Motion carried. 40 41 6. PUBLIC COMMENT 42 43 Chuck Durand, 2732 Mounds View Boulevard, stated he has owned the Holiday Gas Station in 44 Mounds View for the past 22 years. He explained all three of his children have worked at this gas 45 Mounds View City Council July 23, 2018 Regular Meeting Page 2 station. He commented on the changes the City was proposing to make regarding the legal 1 tobacco age. He encouraged the City not to change the age from 18 to 21. He stated he believed 2 it was not the local government’s responsibility to make this change. He explained 18-year-olds 3 are old enough to go to war, be arrested and be married. He suggested the City Council focus 4 their efforts on counterfeit cigarettes and not pursue a change to the smoking age. He 5 recommended local law enforcement teach classes and instruct retailers to ensure minors are not 6 able to purchase cigarettes and that minors better understand how smoking will impact their 7 health. 8 9 7. SPECIAL ORDER OF BUSINESS 10 A. State Representative Randy Jessup. 11 12 Representative Randy Jessup provided the Council with a recap on the 2018 legislative session. 13 He commented on the bi-partisan pension reform bill that was passed. He updated the Council 14 on the I-35W project. He noted health care costs and health care access was another issue 15 addressed by the legislature. He reported improvements have been made to MNLARS but 16 understood this program was still a frustration for the State. He explained state income tax and 17 distracted driving would be addressed in 2019. He commended the City on their efforts to 18 encourage new construction both residential and commercial. He stated he was pleased to see 19 the investments people were making in this community. 20 21 Council Member Meehlhause asked if the income tax bill was brought in alone or as an omnibus 22 bill. Representative Jessup explained the income tax bill was separate. He stated it was his hope 23 the leaders in 2019 would be more willing to work together on this issue. 24 25 Council Member Meehlhause thanked Representative Jessup for his work on behalf of the 26 community. 27 28 Council Member Bergeron thanked Representative Jessup for his observations and noted the 29 population of Mounds View had increased 9% in the last eight years. He discussed how this 30 growth has created a need for more public transportation. He encouraged Representative Jessup 31 to keep in mind the importance of local governmental control. 32 33 Mayor Mueller thanked Representative Jessup for his presentation and noted he was recognized 34 by the League of Minnesota Cities as an Outstanding Legislator during the 2018 session for his 35 willingness to reach across the aisle. 36 37 B. Executive Director of CTV Dana Heally 38 39 Dana Heally, Executive Director of CTV, introduced herself to the City Council. She noted she 40 was in a learning period in her new position and stated she looked forward to meeting with the 41 City Council members at some point in the future. 42 43 Council Member Bergeron welcomed Ms. Heally and wished her all the best in her new position. 44 45 Mounds View City Council July 23, 2018 Regular Meeting Page 3 Council Member Meehlhause stated he was excited to see the new direction CTV would be 1 taking going forward. Ms. Heally explained all programming was being reviewed and new 2 approaches were being considered for the future. 3 4 Mayor Mueller indicated she was pleased CTV would have a fresh set of eyes overseeing all 5 programming. She wished Ms. Heally all the best in her new position. 6 7 Further discussion ensued regarding Ms. Heally’s prior work experience. 8 9 8. COUNCIL BUSINESS 10 A. Ordinance 947, Second Reading and Summary Publication, Updating and 11 Amending Chapter 400 of the City Code – ROLL CALL VOTE. 12 13 City Administrator Zikmund requested the Council approve the Second Reading of Ordinance 14 947 which would amend Chapter 400 of the City Code regarding Commissions. He commented 15 on the proposed amendments and recommended approval. 16 17 Mayor Mueller asked what the difference was between the work staff was doing on the City 18 Code and the work completed by the Charter Commission. City Administrator Zikmund 19 described the differences between his work and the work done by the Charter Commission. 20 21 MOTION/SECOND: Hull/Gunn. To Waive the Second Reading and Adopt Ordinance 947, 22 Second Reading and Summary Publication, Updating and Amending Chapter 400 of the City 23 Code. 24 25 ROLL CALL: Bergeron/Gunn/Hull/Meehlhause/Mueller. 26 27 Ayes – 5 Nays – 0 Motion carried. 28 29 B. Ordinance 948, Second Reading and Summary Publication, Amending 30 Chapter 200 of City Code, Contracting Provisions – ROLL CALL VOTE. 31 32 City Administrator Zikmund requested the Council approve the Second Reading of Ordinance 33 948 which would amend Chapter 200 of the City Code. He commented on the proposed 34 amendments and recommended approval. 35 36 Council Member Bergeron commented the proposed amendment would keep the City consistent 37 with State Statute. City Administrator Zikmund reported this was the case. 38 39 MOTION/SECOND: Meehlhause/Bergeron. To Waive the Second Reading and Adopt 40 Ordinance 948, Second Reading and Summary Publication, Amending Chapter 200 of City 41 Code, Contracting Provisions. 42 43 ROLL CALL: Bergeron/Gunn/Hull/Meehlhause/Mueller. 44 45 Mounds View City Council July 23, 2018 Regular Meeting Page 4 Ayes – 5 Nays – 0 Motion carried. 1 2 C. Resolution 8988, Adopting Traffic Policy. 3 4 City Administrator Zikmund requested the Council adopt a Traffic Policy. He commented on the 5 policy further noting this document would assist staff in addressing traffic concerns in the City. 6 He noted the application for a traffic/stop sign request has been placed on the City’s website. 7 8 Council Member Gunn stated she approved of the formal process that was being proposed. 9 10 Council Member Bergeron noted an error within the numbering in the Resolution. City 11 Administrator Zikmund stated he would correct this error. 12 13 Mayor Mueller commented on several other grammatical errors in the Resolution. She requested 14 the second bullet point of Item 3 on Page 2 that states residents would have to pay for the 15 installation of signs be removed from the Resolution. She believed that residents should not be 16 responsible for this expense due to the fact they already pay property taxes. City Administrator 17 Zikmund commented the way the language reads, the cost for the signs would be covered by the 18 City, but all other traffic calming measures would be the responsibility of the resident. 19 20 Council Member Bergeron agreed the cost for signs should be covered by the City. He discussed 21 how the expense of signs and the socio-economic status of different neighborhoods could hinder 22 some residents from pursuing traffic signs. 23 24 Council Member Meehlhause supported the bullet point on Page 3 being redrafted. 25 26 MOTION/SECOND: Mueller/Bergeron. To Amend Resolution 8988, Removing the Second 27 Bullet Point of Item 3 on Page 2 that states residents would have to pay for the installation of 28 signs and direct staff to redraft this item. 29 30 Ayes – 5 Nays – 0 Motion carried. 31 32 MOTION/SECOND: Gunn/Meehlhause. To Waive the Reading and Adopt Resolution 8988, 33 Adopting Traffic Policy as amended. 34 35 Council Member Meehlhause thanked staff for his efforts on the Traffic Policy. 36 37 Mayor Mueller asked if the residents along Groveland Road would have to follow the City’s new 38 policy in order to have a stop sign considered. City Administrator Zikmund reported this would 39 be the case. 40 41 Mayor Mueller questioned if staff would have to redo the research and findings for Groveland 42 Road. City Administrator Zikmund reported staff would have to redo the research. 43 44 Council Member Bergeron stated he was pleased to see the City would have a proactive process 45 Mounds View City Council July 23, 2018 Regular Meeting Page 5 in place for residents to address traffic concerns in their neighborhoods. 1 2 Ayes – 5 Nays – 0 Motion carried. 3 4 9. REPORTS 5 A. Reports of Mayor and Council. 6 7 Council Member Gunn invited the public to attend Cones with Cops on Thursday, August 2nd at 8 McDonalds from 6:00 p.m. to 7:00 p.m. She noted the rock wall would be at this event. 9 10 Council Member Gunn stated on Sunday, August 5th the Police Department would be hosting a 11 pre-National Night Out party at City Hall Park from 2:00 p.m. to 4:00 p.m. She encouraged 12 residents to register their National Night Out/Night to Unite parties with the City. It was noted 13 National Night Out would be on Tuesday, August 7th. 14 15 Council Member Gunn commented on Saturday, August 11th the Police Department would be 16 hosting a Street Hockey with a Cop event at the Mounds View Mobile Home Park from 12:00 17 p.m. to 2:00 p.m. 18 19 Council Member Gunn invited all residents to attend the Street Dance celebrating Mounds 20 View’s 60th Anniversary on Friday, August 17th. She stated Jonah and the Whales would be 21 playing from 5:00 p.m. to 10:00 p.m. The cost for this event was $5 per person. 22 23 Council Member Gunn encouraged all residents to attend Festival in the Park on Saturday, 24 August 18th. She commented on all of the events that were scheduled for Festival in the Park. 25 26 Mayor Mueller stated on Tuesday, August 21st the Ralph Reeder Food Shelf would be hosting an 27 Open House and Ribbon Cutting Ceremony at 3:00 p.m. She explained she was delighted to 28 have this organization in the City of Mounds View. 29 30 Council Member Bergeron stated he was scheduled to attend a seminar at Bethel Seminary called 31 Faith and Urban Development two weeks ago. Due to unfortunate weather, he was unable to 32 attend but has been supplied with a video and reading materials from the event. He commented 33 on the points that were made during the seminar that addressed needs versus wants. 34 35 Council Member Meehlhause reported he attended a Twin Cities Gateway board meeting last 36 week with City Administrator Zikmund. He explained the Ggateway’s website continues to see 37 increased activity, which was very positive and noted hotel revenues were on the rise. He 38 suggested the directors of Twin Cities Gateway be invited to attend a future Council meeting. 39 40 Council Member Meehlhause stated he would be attending an NYFS Board meeting on 41 Wednesday, July 25th. He commented on an opportunity NYFS youth would have to assist with 42 Festival in the Park games. 43 44 Mounds View City Council July 23, 2018 Regular Meeting Page 6 Mayor Mueller invited the public to attend story time on Tuesday, July 24th at the corner of 1 Groveland Road and Ardan Road at 10:00 a.m. 2 3 Mayor Mueller stated the next Festival in the Park committee meeting would be held on Tuesday, 4 July 24th at 7:00 p.m. at City Hall. She reported this would be one of the final planning meetings 5 prior to Festival in the Park. 6 7 Mayor Mueller commented on a recent issue of the Sun Focus and commended the Mounds 8 View Theater Community for their recent production of Chitty Chitty Bang Bang. She 9 encouraged the public to take in a performance Wednesday, July 25th through Sunday, July 29th. 10 11 Mayor Mueller thanked Police Chief Harder for inviting her to attend the active shooter training 12 that was hosted by the Mounds View Police Department. She discussed the agencies that were in 13 attendance and commented on the emergency personnel training that occurred during this event. 14 She thanked all of the police officers and first responders that participated in this valuable 15 training. 16 17 B. Reports of Staff. 18 19 City Administrator Zikmund presented the Council with a wooden plaque that a Mounds View 20 resident, Roger Estwick, created from an Ash tree. He explained this plaque was made to 21 celebrate Mounds View’s 60th Anniversary. He encouraged the Council to invite the artist to 22 attend a future meeting in order to offer him a proper thank you. The Council supported this 23 recommendation. 24 25 City Administrator Zikmund commented on a situation staff was dealing with regarding an 26 unlicensed tree trimmer. He encouraged residents to use only licensed tree trimmers. 27 28 City Administrator Zikmund reviewed the upcoming worksession agenda with the Council. 29 30 Bob King, 7408 Silver Lake Road, explained he was a member of the Mounds View Police 31 Foundation. He thanked the public for their support at recent events and noted the funds raised at 32 their events would assist the Police Department in sponsoring future outreach events. 33 34 C. Reports of City Attorney. 35 36 There was nothing additional to report. 37 38 10. Next Council Work Session: Monday, August 6, 2018, at 6:30 p.m. 39 Next Council Meeting: Monday, August 13, 2018, at 6:30 p.m. 40 41 Mounds View City Council July 23, 2018 Regular Meeting Page 7 11. ADJOURNMENT 1 2 The meeting was adjourned at 8:15 p.m. 3 4 Transcribed by: 5 6 Heidi Guenther 7 TimeSaver Off Site Secretarial, Inc. 8 Item No: 5.C. Meeting Date: August 13, 2018 Type of Business: Consent Agenda Administrator review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Rayla Sue Ewald, Human Resource Coordinator Item Title/Subject: Resolution 8995, Approving Jon Sevald Promotion to Community Development Director Background: The City Council discussed promoting Jon Sevald from City Planner/Supervisor to Community Development Director during the May 21, 2018 Retreat. Discussion: Mr. Sevald started working at the City of Mounds View on February 2, 2016 as the City Planner. On August 26, 2017 Mr. Sevald was promoted to City Planner/Supervisor. In the capacity of City Planner/Supervisor, Mr. Sevald has surpassed the job expectations and has been performing duties more in line with the Community Development Director job description. Mr. Sevald has a wealth of knowledge in Community Development and additionally has a Master’s Degree in Public Administration. Mr. Sevald is a valued employee at the City of Mounds View. Staff feels Mr. Sevald should be promoted to Community Development Director and a wage increase to $40.39 per hour is appropriate. Mr. Sevald’s current rate of pay is $35.45. Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5 $40.39 $41.65 $42.91 $45.44 $47.96 $50.49 Recommendation: Staff recommends the Council approve the promotion of Mr. Sevald to Community Development Director effective August 26, 2018. Staff additionally recommends that Mr. Sevald start at Step 1 of the 2018 Compensation Plan and observe a six month probationary period. At the end of six months, Mr. Sevald will advance to Step 1.5. Respectfully submitted, ________________________ Rayla Sue Ewald Human Resource Coordinator RESOLUTION NO. 8995 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING JON SEVALD PROMOTION TO COMMUNITY DEVELOPMENT DIRECTOR WHEREAS, Jon Sevald is the City Planner/Supervisor in the Community Development Department; and WHEREAS, Mr. Sevald has surpassed the City Planner/Supervisor job expectations and has been performing duties more in line with the Community Development Director position; and WHEREAS, the City Council discussed the City Planner/Supervisor position at its May 21, 2018 retreat, concurring with the City Administrator that the City Planner/Supervisor should be promoted to Community Development Director; and WHEREAS, a wage scale for the position is proposed as follows: Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5 $40.39 $41.65 $42.91 $45.44 $47.96 $50.49 WHEREAS, Mr. Sevald would be assigned to Step 1 of the revised wage scale effective August 26, 2018, in accordance with the adopted Personnel Manual; and WHEREAS, pursuant to Section 1.37 of the Personnel Manual, Mr. Sevald shall be subject to a six-month probationary period and at the end of six months in the Community Development Director position, advance to Step 1.5. NOW, THEREFORE IT BE RESOLVED THAT the City Council of the City of Mounds View approves the following: 1. Jonathan Sevald shall be promoted to Community Development Director effective August 26, 2018, and be assigned to Step 1 of the wage scale. 2. Mr. Sevald shall be subject to a six month promotional probationary period and at the end of six months in the Community Development Director position, Mr. Sevald will advance to Step 1.5. Adopted this 13th Day of August, 2018 ________________________________ Carol A. Mueller, Mayor ATTEST: ________________________________ Nyle Zikmund, City Administrator (seal) Item No: 5.D. Meeting Date: August 13, 2018 Type of Business: Council Consent Administrator review: _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Nyle Zikmund, City Administrator Item Title/Subject: Resolution 8989, Adopting a Market Adjustment for the Deputy Police Chief Position Background The City Council authorized a market study for all non-union personnel in 2017 in an effort to maintain a competitive pay structure in light of significant staff turnover. That study was completed in late 2017 with the intent to implement any adjustments in 2019. The Police Department will be making some personnel changes in the fall of 2018. This would provide capacity to make a market adjustment to the Deputy Police Chief position. The Deputy Police Chief is currently at step 5 with a rate of $49.42. There is $1,300 in personnel savings to apply to a wage adjustment if the Council authorizes this adjustment, this would translate to $1.48 increase over the current rate for 9 pay periods or 720 hours. This has been reviewed by the Human Resources committee and the Police Chief supports the early adjustment. Discussion The table below represents the new market adjusted pay scale for the Deputy Police Chief position for 2018. The interim rate would be $50.90 effective on August 26, 2018 which would fall in between step 4 and step 5 of the new scale. This rate would be adjusted for any Cost of Living Adjustment (COLA) granted by the City Council for 2019. The Deputy Police Chief would then go to step 5 on August 26, 2019. The projected step 5 for 2019 would be $54.24. Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5 42.13 43.44 44.76 47.39 50.03 52.66 Recommendation Staff recommends adjustment to the interim rate of $50.90 effective August 26, 2018 and adoption of the new pay scale. Respectfully submitted, _______________________ Nyle Zikmund City Administrator RESOLUTION NO. 8989 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA ADOPTING A MARKET ADJUSTMENT FOR THE DEPUTY POLICE CHIEF POSITION WHEREAS, the City commissioned a market study in 2017 to maintain a competitive pay structure in light of significant staff turnover; and WHEREAS, the Deputy Police Chief would be subject to a market adjustment based on the study; and WHEREAS, the Deputy Police Chief is currently at step 5 or $49.42 per hour; and WHEREAS, the police department will be making personnel changes in the fall of 2018 that will provide capacity for a market adjustment of approximately $1,300 or $1.48 per hour, which would increase the interim rate to $50.90; and WHEREAS, the interim rate and the new wage scale would be adjusted for any Cost of Living Adjustment (COLA) the City Council grants for 2019. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does hereby adopt the interim wage rate of $50.90 for the Deputy Police Chief, effective August 26, 2018 and progression to step 5 of the new wage scale on August 26, 2019. Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5 42.13 43.44 44.76 47.39 50.03 52.66 Adopted this 13th day of August, 2018. ________________________________ Carol A. Mueller, Mayor ATTEST: ________________________________ Nyle Zikmund, City Administrator (seal) Item No: 5.E. Meeting Date: August 13, 2018 Type of Business: Council Consent Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Mark Beer, Finance Director Item Title/Subject: Resolution 8999 Adopting a Modification to Sections 2.2, 2.3, 2.4, and 2.5.5 of the City’s Purchasing Policy Attached is Resolution 8999 adopting a modification to sections 2.2, 2.3, 2.4 and 2.5.5 of the City’s purchasing policy to reflect changes in Minnesota statute §471.345 regarding uniform municipal contracting. There are additional changes to update small purchases to recognize that there will be administrative efficiencies and cost savings by raising the corresponding thresholds. The statutory changes became effective on August 1, 2018. The statutory change increased the threshold for sealed bids and advertising to $175,000. The legislature increases this limit from time to time to recognize that things cost more and that governments should not incur additional advertising costs and administrative costs because they do. Staff recommends that the City Council consider the above changes to save advertising costs and improve administrative efficiencies. Respectfully submitted, ________________________ Mark Beer, Finance Director RESOLUTION NO. 8999 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA ADOPTING A MODIFICATION TO SECTIONS 2.2, 2.3, 2.4, AND 2.5.5 OF THE CITY’S PURCHASING POLICY WHEREAS, the City desires to maintain a purchasing policy that is up-to-date with Minnesota State Statutes, administratively efficient, and cost effective; and WHEREAS, Minnesota statute 471.345 was amended by the legislature to increase the threshold for sealed bid requirements from $100,000 to $175,000; and WHEREAS, the policy in sections 2.2, 2.3, 2.4, and 2.5.5 on uniform municipal contracting would need to be modified to reflect this amendment in addition to increases in the threshold for small purchases; and WHEREAS, the City Council has considered the proposed changes and wishes to include the modifications in the City’s purchasing policy. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View that the City’s purchasing policy, sections 2.2, 2.3, 2.4, and 2.5.5 are amended as indicated in the attached policy. Adopted this 13th day of August 2018. __________________________ Carol A. Mueller, Mayor ATTEST: __________________________ Nyle Zikmund, City Administrator (SEAL) 1 Adopted by Resolution 5733 On March 25, 2002 Amended by Resolution 6702 On January 9, 2006 Amended by Resolution 6999 On January 8, 2007 Amended by Resolution 7407 On February 9, 2009 Amended by Resolution 8992 On August 13, 2018 CITY OF MOUNDS VIEW PURCHASING POLICY GENERAL DISCUSSION 1.1 AUTHORITY The purchasing policies of the City of Mounds View are established by the City Council under the City Charter, the City Code and state statute. City funds may only be spent for purposes that are expressly or implicitly authorized by statutes or by the City’s charter and must be for a public purpose. 1.2 PURPOSE The purpose of this policy is to provide a legal process for the purchase of materials and services that will be the right product, in the right quality, in the right quantity, delivered to the right place, at the right time, for the right price, to allow for the efficient and effective delivery of public services to the citizens of the City of Mounds View. 1.3 BUDGET Under state statute and City Charter, the annual adoption of the budget shall constitute City Council appropriations for the year. Budgetary control shall be exercised on the department and fund levels. 1.4 RESPONSIBILITY The City Administrator shall identify Department Heads or other staff who shall be responsible for each fund or department in the annual budget. These individuals shall be responsible for compliance with the annual budget and for all expenditures for their departments and funds. 1.5 DECENTRALIZED PURCHASING The majority of City purchases are decentralized, meaning that each department handles procurement of materials and services needed for their own operation. The responsibility lies with each department to obtain bids or quotes, maintain records of bids or quotes, place actual orders, receive deliveries, and approve invoices for payment. To be uniform and save time and money in quantity purchases, the City Administrator may assign a department to centrally purchase some products. An example of this would be office supplies. 2 TYPES OF CONTRACTS AND PURCHASES 2.1 UNIFORM MUNICIPAL CONTRACTING LAW, CHAPTER 471.345 It shall be the policy of the City of Mounds View that the Uniform Municipal Contracting Law, Minnesota Statutes Chapter 471.345 shall be the policy of the city. Changes in this law will automatically become the policy of the city. City policy may be more restrictive than State Law, but may not be less restrictive. Records of quotes and bids shall be retained for at least one year after the completion of the contract or purchase or until the annual audit for the year of the purchase is completed, whichever is longer. 2.2 MAJOR PURCHASES Sealed bids shall be obtained by public notice for major purchases with final award by the City Council. From August 1, 201809 onward, this shall be for purchases over $175,000$100,000, per Chapter 471.345. 2.3 INTERMEDIATE PURCHASES TwoThree or more written quotes shall be obtained for intermediate purchases with final award by the City Council. From August 1, 201809 onward, this shall be for purchases between $25,000 and $175,000$100,000. 2.4 SMALL PURCHASES Purchases may be made by at least two written quotes when possible, or in the open market, at the discretion of the Department Head after consultation with the City Administrator with final award by the City Council. From August 1, 201802 onward, this shall be for purchases between $10,000 and less than $25,000. Department Heads shall advise the City Administrator prior to purchases between $2,500$1,000 and $10,000$5,000. Purchases between $5,000$2,500 and $10,000$5,000 shall be approved by the City Council if they were not part of the annual budget. ONGOING SERVICE CONTRACTS Contracts for ongoing services shall be submitted to the City Council for approval if above $2,500 regardless of their dollar amount. 2.5 PROFESSIONAL SERVICES 2.5.1 Applicability This procedure applies to all advisory auditing, engineering, financial, legal, personnel, technical, training, or other services. 3 2.5.2 Competency Contract shall be made only with responsible consultants who have the capability to successfully fulfill the contractual requirements. Consideration shall be given to their past performance and experience, their financial capacity to complete the project, the availability of personnel, and other appropriate criteria. 2.5.3 Solicitation The nature of the professional service shall be illustrated in a request for proposals for services of greater magnitude or in a description of work for services of lesser magnitude. This shall be advertised or otherwise distributed to likely and potential service providers commensurate with the value of the contract. 2.5.4 Selection Professional service providers shall be selected so as to provide the best value to the City considering the difficulty of the work proposed, its value to the City, the expertise and capacity of the consultant and cost. 2.5.5 Award All one-time contracts of over $10,000$5,000 and any ongoing service contracts over $2,500 shall be awarded by the City Council. The City Administrator shall approve one- time contracts less than $10,000$5,000 and any ongoing service contracts less than $2,500. Contracts between $5,000$2,500 and $10,000$5,000 shall be approved by the City Council if they were not part of the annual budget. 2.6 EMERGENCY PURCHASES Occasions arise where an immediate purchase is necessary to protect the life, health, safety, or convenience of the citizens or to preserve the property of the City or its citizens. To the greatest extent possible, normal purchasing procedures shall be followed. However, when expediency is required to rectify an emergency situation, any or all of these procedures may be waived. If possible, the City Administrator shall be contacted to approve the purchase. In the absence of the City Administrator, a Department Head shall approve the purchase and report to the City Administrator at the earliest opportunity. A report to the City Council shall be made at the next regular City Council meeting. 2.7 COOPERATIVE PURCHASING AGREEMENTS Where a purchase contract has been awarded by the State of Minnesota, another local government, a cooperative of local governments, or a federal agency in compliance with applicable State Statutes, and where it is legally permissible for the City of Mounds View to participate, a purchase may be through the vendor named in that contract without advertising for bids or obtaining quotes locally. The City Council or City Administrator must still be notified and approve the purchase as defined in this policy. 2.8 ROUTINE PAYMENTS 4 The Finance Director may authorize certain routine payments with approval by the City Council in the form of the Just and Correct Claims List. These include: partial or progress payments on contracts or bids previously awarded by the City Council; payments to federal, state, or other local governments under a cooperative agreement previously approved by the City Council or as required by law; payment of employee payroll withholdings, taxes, and benefits; and payment of ongoing monthly utility services to city buildings and properties. At a minimum, these costs shall be reviewed during the annual budget preparation. PAYMENT METHODS 3.1 JUST AND CORRECT CLAIMS LIST A list of checks paid will be submitted for approval by the City Council at each regular City Council meeting. Approved checks will be released the following day. Any checks paid by means of Direct Expense Authorization since the previous City Council meeting will also be listed. 3.2 DEPARTMENTAL AUTHORIZATION OF INVOICE PAYMENTS Each Department Head identified by the City Administrator as being responsible for a department budget shall report to the Finance Director any deputies they are authorizing to approve invoices for payment. All authorized persons shall submit a sample of their signature or initials to the Finance Department for verification of invoice approvals. 3.3 DIRECT EXPENSE AUTHORIZATION The Finance Director is authorized to approve immediate payment of invoices, without waiting for the Just and Correct Claims List, in cases where it is necessary to make a payment to avoid penalties, secure discounts, or avoid disruption of city business. These payments will be included in the next Just and Correct Claims List. 3.4 CREDIT CARDS The City Council may authorize the issuance of credit cards to a limited number of city employees per MN Statutes Chapter 471.382. Credit cards will be issued to the City Administrator, Assistant City Administrator, and the Finance Director. Credit cards may be used to make purchases in instances where payment by check won’t work and extension of credit by the vendor isn’t available. The Department Head needing to make such purchases shall approach the credit card holders to make the purchase in the order of City Administrator, Assistant City Administrator, and Finance Director. Detailed documentation shall be secured either at the time of order or the time of receipt for the service or product purchased. All provisions of the purchasing policy apply to credit card purchases. 3.5 PETTY CASH The petty cash fund is used for the purchase of small items needed at once. The City Administrator shall authorize the number and location of petty cash funds and the amount of cash deposited in each. To be reimbursed, an employee must fill out a petty cash slip with their name, description of the purchase, account to be expensed, and amount of 5 reimbursement. A receipt, invoice, or other documentation must accompany the slip. The Department Head or their deputy must sign the petty cash slip. 3.6 CHARGE ACCOUNTS In certain cases, it will be advantageous to open charge accounts with local businesses and vendors which allow employees to purchase needed goods and services with periodic (usually monthly) billing to the city. Employees must sign sales slips or other vendor documentation at the time of sale and submit any documentation received to their supervisor. The creation of any new charge accounts will be approved by the Finance Director. MISCELLANEOUS 4.1 TRAVEL, CONFERENCES, SCHOOLS, & TRAINING The City will reimburse elected officials and employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All out of state business travel must be approved in advance by the City Council. The Department Head must approve all in state business travel in advance. When approved, the cost of airfare, lodging, and registration may be paid by check or credit card to the vendor in advance of the travel date. The travel policy is stated in section 1.50 in the Personnel Manual as follows: POLICY: TRAVEL EXPENSES A. Meals B. Lodging C. Transportation 1. Airline 2. Automobile D. Reimbursement An elected official’s or employee’s approved expenses incurred while conducting City business or attending approved conferences or training are paid by the City. Expenses incurred by a spouse or other person attending a conference with an elected official or employee must be paid by the elected official or employee. A. MEALS City staff and officials are eligible for meal reimbursement while traveling on City business more than 35 miles from the permanent work location. City staff and officials will be eligible for a breakfast meal if required to depart prior to 6:00am and will be eligible for an evening meal if returning after 7:30pm while traveling on City business. Meals that are part of membership in local organizations are exempt from the distance requirement if membership is authorized by the City Council. The amount of reimbursement will be for actual expenses only. Individual itemized receipts must be submitted with the expense report for reimbursement. Liquor is not an allowable expense. 6 The amount of reimbursement will be based on the Standard Meal Allowance established by the IRS and the General Services Administration (GSA) in the annual Continental United States per diem rates for the Minneapolis/Saint Paul/Hennepin/Ramsey County service area (CONUS). This rate shall be applicable for all travel. The new rates will be effective on January 1 subsequent to the annual publication by the GSA. The City will reimburse amounts up to the Standard Meal Allowance including the cost of the meals, taxes, and a reasonable gratuity for the breakfast, lunch, and dinner meals. The City will reimburse incidental expenses for tips to porters, baggage carriers, bellhops, and maids consistent with the above Standard Meal Allowance. When no overnight travel is involved, meals shall be reimbursed according to CONUS rates based on the following times: Breakfast 12:00am (midnight) to 11:00am Lunch 11:01am to 3:00pm Dinner 3:01pm to 11:59pm Specific rates are on file with the finance department. B. LODGING The actual cost for lodging is paid by the City. Room service, personal telephone calls and other extras must be paid for by the elected official or employee. A telephone call home of reasonable length will be paid if the elected official’s or employee’s schedule has changed, and the return time/date is different than originally planned. C. TRANSPORTATION 1. Airline The actual cost for coach class is paid by the City. Prizes, bonuses or free trips awarded by the airlines as a result of travel paid by the City, become the property of the City and may not be accepted for personal use. Airline Travel Credits: Minnesota Statutes §15.435 Whenever City funds are used to pay for airline travel by an elected official or employee, the elected official or employee for whom the ticket is purchased is responsible for ensuring airline travel credits (i.e., frequent flyer miles) or benefits resulting from the travel are transferred to the City. This policy applies to all airline travel paid for by the City for City elected officials or employees. 2. Automobile If an elected official or employee uses his or her own personal vehicle, he or she will be 7 reimbursed for the amount allowed by the IRS permitted basic mileage rate. However, staff cars are to be used in most instances. This amount will automatically be adjusted per the IRS. Actual costs for parking fees will be reimbursed. Parking receipts are required. The appropriate forms must be completed and approved by the Department Head or Deputy. See Vehicle Use Section 1.55 for automobile usage. D. REIMBURSEMENT Elected officials or employees must complete an expense statement form and attach receipts for any allowable meals, lodging, transportation, and/or parking expenses incurred. After obtaining Supervisor approval, submit the completed form to the Finance Department. All expenses must be supported by receipts. 4.2 MEETING EXPENSES Expenses for business meetings that incorporate a meal into other training, business, or official activities shall not be limited by the “per meal” costs defined in section 4.1.A in recognition that some of the cost will be for non-meal elements of the event. 4.3 MEMBERSHIPS Memberships in professional organizations shall be listed in the proposed budget and be reviewed during the budget process. Memberships not listed in the budget will need to be approved by the City Administrator prior to payment. Item No: 5.F. Meeting Date: August 13, 2018 Type of Business: Council Consent Administrator review: _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Nyle Zikmund, City Administrator Item Title/Subject: Resolution 8994, Adopting a Market Adjustment for the HR Coordinator position. Background The City Council authorized a market study for all non-union personnel in 2017 in an effort to maintain a competitive pay structure in light of significant staff turnover. That study was completed in late 2017 with the intent to implement any adjustments in 2019. However, an inconsistency was discovered with respect to the HR Coordinator Position which resulted in an administrative review, investigation, and an update from our consultant to the Market Rate Plan. This has been reviewed by the Human Resources Committee which supports this adjustment. Discussion As part of the negotiation at point of hire the HR Coordinator position started at Step 4 and moved to Step 5 or $28.49. The updated/market rate corrected Step 5 amount per the consultant is $35.02. The fiscal impact for the remainder of the year is $6,053 and for a full year is $14,611 which is included in the draft budget. Recommendation Staff recommends adjustment to the updated Market Rate of $35.02 effective August 11, 2018 and adoption of the new pay scale. Respectfully submitted, _______________________ Nyle Zikmund City Administrator RESOLUTION NO. 8994 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA ADOPTING A MARKET ADJUSTMENT FOR THE HR COORDINATOR POSITION WHEREAS, the City commissioned a market study in 2017 to maintain a competitive pay structure in light of significant staff turnover; and WHEREAS, an inconsistency in the market rate for the HR Coordinator position was recently discovered; and WHEREAS, the HR Coordinator is currently at step 5 or $28.49 per hour; and WHEREAS, the updated, HR Committee recommended Step 5 rate is $35.02; and WHEREAS, the new wage scale would be adjusted for any Cost of Living Adjustment (COLA) the City Council grants for 2019. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does hereby adopt the interim wage rate of $35.02 for the HR Position effective August 11, 2018. Adopted this 13th day of August, 2018. ________________________________ Carol A. Mueller, Mayor ATTEST: ________________________________ Nyle Zikmund, City Administrator (seal) Item No: 5G Meeting Date: August 13, 2018 Type of Business: CA Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Director of Public Works Item Title/Subject: Resolution 8996 Authorizing the Installation of the JWC Grinder at the Groveland Lift Station Background/Discussion: The Public Works Department is responsible for overseeing the operation of the sanitary sewer system which includes over 44 miles of sanitary sewer lines and two Lift Stations. The Groveland Lift Station is located at Ardan Avenue and Groveland Road and has a grinder installed to handle larger debris that enters the sanitary sewer system. On March 19, 2018, Public Works received a high level alarm for the Groveland Lift Station; the grinder had failed. The motor and grinder were pulled and brought to Electric Pump, the vendor who services the JWC In-line grinder. Upon completion of the inspection of the motor and grinder, Electric Pump notified Staff that the motor and the grinder would need to be replaced. A large amount of flushable wipes had clogged the grinder causing the grinder to bind and in turn burned out the motor. On May 14, the City Council approved the purchase of the JWC In-line grinder from Electric Pump. Not included in the proposal was the installation of the new grinder. Staff has received a proposal from Electric Pump, having Electric Pump install the new grinder will ensure the operation and secure the warranty of the new grinder. The proposed cost is $5,882.80. Recommendation: Staff recommends the City Council approve the attached Resolution authorizing Electric pump to install the new JWC grinder at the Groveland Lift station at a cost of $5,882.80 to be funded from account 730-4823-5150, Wastewater, Repairs Utilities. Respectfully submitted, Don Peterson Director of Public Works RESOLUTION 8996 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AUTHORIZING THE INSTALLATION OF THE JWC GRINDER AT GROVELAND LIFT STATION WHEREAS, the Public Works Department is responsible for overseeing the operation of the sanitary sewer system; and WHEREAS, the Public Works Department is also responsible for the operation of the Bronson and Groveland Lift Stations; and WHEREAS, on March 19, 2018, Public Works received an alarm for the Groveland Lift Station for high water level; and WHEREAS, a large amount of flushable wipes had clogged the grinder causing the grinder to bind and therefore burning out the motor; and WHEREAS, City Council; approved the purchase of a new JWC Grinder for the Groveland Lift Station; and, WHEREAS, the cost for installation of the Grinder was not included in the original proposal; and, WHEREAS, Staff received and recommends the cost proposal of $5,882.80 for the installation of the new JWC grinder from Electric Pump of New Prague MN. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1) Approves the proposal from Electric Pump of New Prague of $5,882.80 to install (1) JWC model 3004T-1200-DI-WI In-line grinder at the Groveland Lift station. 2) The amount will be funded from the 2018 adopted budget, account 730- 4823-5150. 3) The Mayor and City Administrator are hereby authorized and directed to execute all appropriate documents to effectuate the actions contemplated by this resolution. 4) The Mayor and City Administrator, Staff and consultants are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Resolution 8996 Cont’d Adopted this 13th day of August, 2018 ____________________________________ Carol A. Mueller, Mayor ATTEST: ____________________________________ Nyle Zikmund, City Administrator SEAL: Item No: 5H Meeting Date: August 13, 2018 Type of Business: CA Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Public Works Director Item Title/Subject: Resolution 8997 Approving Electrical Circuits for Fitness Equipment at the Community Center Background: Public Works Staff has met with the YMCA Staff members regarding building alterations and maintenance needs for the Community Center. Staff has meet with vendors and contractors in order to obtain quotes for the building alterations and maintenance needs. These building alterations were then presented to the YMCA Advisory Committee to gain input and further direction was decided to move forward with projects. During the 2018 budget process the City Council was presented with the projects and approved moving forward also. The March 26, 2018 City Council meeting included expanding the fitness center to accommodate for the new fitness equipment. The fitness equipment required a dedicated power source. Discussion: Staff contacted Muska Electric to provide a proposal for installing the needed electric power and dedicated circuits, before this proposal could be approved by the City Council the contractor started the installation. The contractor was asked to finish the work and these items would be brought to the City Council for formal approval. The cost for the electrical installation is $4,975.00, funding for this repair would be from 252- 4350-5110. Recommendation: Staff recommends the Council approve the costs for the installation of electrical and dedicated circuits for the new fitness equipment at the Community Center. Respectfully submitted, Don Peterson Public Works Director RESOLUTION 8997 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING ELECTRICAL CIRCUITS FOR FITNESS EQUIPMENT AT THE COMMUNITY CENTER WHEREAS, the City has an agreement with the YMCA to operate the Community Center; and WHEREAS, the City Council will adopt a budget and a 5 year capital improvement plan for the Community Center; and WHEREAS, Staff has met with the YMCA Staff members regarding building alterations for the Community Center and the YMCA advisory committee; and WHEREAS, Staff had been working for several months to acquire quotes for these building alterations and maintenance items; and WHEREAS, the City Council approved expanding the fitness center at the March 26th meeting; and WHEREAS, as the YMCA Staff started to obtain the fitness equipment, they were informed that some of the equipment would need dedicated power on separate circuits; WHEREAS, this cost was not in the original scope of work when Staff obtained a proposal for providing the electrical and separate circuits; and WHEREAS, before this proposal could be approved by the City Council the contractor began the installation. The contractor was asked to finish the work and these items would be brought to the City Council for formal approval. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. Approves the proposal from Muska Electric for running the electric and circuits for the fitness equipment at the Community Center for a cost of $4,975.00 to be funded from account 252-4350-5110. 2. The Mayor and City Administrator are hereby authorized and directed to execute all appropriate documents to effectuate the actions contemplated by this resolution. 3. The Mayor and City Administrator, Staff and consultants are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Resolution 8997 Cont’d Adopted this 13th day of August, 2018. ____________________________________ Carol A. Mueller, Mayor ATTEST: ___________________________________ Nyle Zikmund, City Administrator (Seal) Item No: 5I Meeting Date: August 13, 2018 Type of Business: CA Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Public Works Director Item Title/Subject: Resolution 8998 Approving the Purchase of a GPS Device Introduction: Public Works has been engaged in software/technology upgrades specific to asset management to aid in the inventory, management, and maintenance of the City of Mounds Views capital dollar investment in streets, municipal water utilities, storm and sanitary sewer utilities, parks, trees, as well as other infrastructure. Discussion: The City Council were provided an overview at the July 2, 2018 Work Session of certain technology as it applies to the Public Works department and the consensus was to proceed with obtaining quotes and information. The Council approved the purchase of an additional license for GIS software and the smart phones necessary to operate it at the July 9th City Council meeting, Resolution 8986. The next step of this process is to purchase a high quality GPS device to accurately (within inches) locate latitude/longitude coordinates for crucial infrastructure such as but not limited to, water valves. Staff contacted two vendors to provide proposals: 1) FONDRIEST Environmental $6,995.00 2) TreeBiz LLC f $7,025.00 Recommendation: Staff recommends the Council approve the purchase of (1) Arrow 200 L1/L2 GNSS receiver from FONDRIEST Environmental for a total of $6,995.00. The purchase will be funded from the 2018 Adopted budget from the following accounts: Forestry (100-4380-1200) $1,399.00, Street Sign Maintenance (100-4475-1600) $1,399.00, Water Department (700-4823-1600) $1,399.00, Sanitary Sewer (730-4823- 1600) $1,399.00, Storm Water (745-4415-1600) $1,399.00. Respectfully submitted, ________________________ Don Peterson Public Works Director RESOLUTION 8998 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE PURCHASE OF A GPS DEVICE WHEREAS, the City Council directed Staff to research asset management software for Public Works to manage publicly owned infrastructure; and WHEREAS, the City Council included this directive in the probation requirements for Public Works Director Don Peterson and Administrator Nyle Zikmund; and WHEREAS, Staff provided information and a recommendation at the July 2, 2018 Work Session; and WHEREAS, the Council was supportive of the technology and recommendation; and WHEREAS, Staff contacted two vendors to provide proposals: 1) FONDRIEST Environmental $6,995.00 2) TreeBiz LLC $7,025.00 NOW, THEREFORE BE IT RESOLVED THAT by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1) Approves the purchase of (1) Arrow 200 L1/L2 GNSS receiver from FONDRIEST Environmental for a total of $6,995.00 2) To be funded from the 2018 Adopted budget from the following accounts; Forestry (100-4380-1200) $1,399.00, Street Sign Maintenance (100-4475- 1600) $1,399.00, Water Department (700-4823-1600) $1,399.00, Sanitary Sewer (730-4823-1600) $1,399.00, Storm Water (745-4415-1600) $1,399.00. 3) The Mayor and City Administrator are hereby authorized and directed to execute all appropriate documents to effectuate the actions contemplated by this resolution. 4) The Mayor and City Administrator, Staff and consultants are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Resolution 8998 Cont’d Adopted this 13TH day of August, 2018 _______________________________ Carol Mueller, Mayor ATTEST: _______________________________ Nyle Zikmund, City Administrator (seal) Item No: ___08A Meeting Date: Aug 13, 2018 Type of Business: CB City of Mounds View Staff Report To: Honorable Mayor, and City Council From: Jon Sevald, City Planner/Supervisor Item Title/Subject: PUBLIC HEARING: Resolution 8992, Approval of a Conditional Use Permit for an Accessory Building exceeding 952 sq ft, located at 2210 Bronson Dr. Introduction The applicant, Doug Watson, requests to build an addition onto a detached garage, located at 2210 Bronson Dr. A Conditional Use Permit (CUP) is required for a garage to exceed 952 sq ft (1,536 sq ft is proposed). Analysis The property is zoned R-1 Single-Family Residential, and includes a single-family home, detached garage, and shed. Existing Proposed Detached garage 576 sq ft 1,536 sq ft Detached shed 240 sq ft 240 sq ft TOTAL 816 sq ft 1,776 sq ft The City Code allows up to three accessory buildings, totaling 1,800 sq ft.1 The garage addition will be set back 33’ from the side property line (5’ is the minimum). The garage addition will have a garage door facing the side yard. It will not be connected to the driveway, and is not required to, unless used “regularly”.2 The garage addition will be used for storage of recreational vehicles and tools. Conditional Use Permits may be approved by the City Council, after the Planning Commission has considered possible adverse effects 3, including: 1. Relationship to Municipal Comprehensive Plan. The property is guided “Single Family Detached” in the Comprehensive Plan (2010). The Comprehensive Plan does not specifically address oversized accessory buildings. 2. The geographical area involved. The proposed addition will be behind the existing detached accessory building. 1 City Code, Section 1106.03, Subd 1(a) (Accessory Buildings) 2 City Code, Section 1121.09, Subd 7(a) (Surfacing) 3 City Code, Section 1125.01, Subd 1(c) (Adverse Effects) Item 08A Page 2 3. Whether such use will tend to or actually depreciate the area in which it is proposed. It is not anticipated that the accessory building will have any effect on area property values. 4. The character of the surrounding area. The accessory building will be set back 33’ from the east side yard property line. The adjacent property (2200 Bronson Dr) includes a detached accessory building 864 square feet in size, and is the nearest structure to the proposed accessory building addition (45’ distance, building to building). 5. The demonstrated need for such use. The applicant has demonstrated a need for an allowable use (e.g. accessory building). Summary Doug Watson is requesting approval of a Conditional Use Permit for an oversized garage, 1,536 sq ft. A Public Hearing Notice was published in the August 3, 2018 edition of the New Brighton/Mounds View Sun Focus, and mailed to property owners within 350’ of the subject property. Planning Commission Recommendation The Planning Commission considered the request on August 1, 2018, recommending approval of the Conditional Use Permit (Resolution 1085-18). Staff Recommendation Staff recommends approval of the Conditional Use Permit. Recommendation The City Council is requested to conduct a Public Hearing, and consider the following options: 1. Resolution 8992, recommending approval the Conditional Use Permit. 2. The City Council may deny the request. If the City Council chooses this option, Staff would need to be directed to draft a resolution of denial with findings of fact appropriate to support the denial. 3. Table the request. If additional information is needed before a decision can be rendered or if more discussion is needed, the City Council can simply move to table the request until such information has been provided. Because of the 60-day requirement (Deadline: Sep 27, 2018) the City Council would need to act upon the request as soon as reasonably possible to avoid an inadvertent approval. Item 08A Page 3 Respectfully submitted, __________________ Jon Sevald, AICP City Planner/Supervisor Attachments 1. Resolution 8992 2. Site Plan and Elevation Drawings, date stamped Jul 27, 2018 3. Site Photos 4. Zoning Map 5. Aerial Map RESOLUTION 8992 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA A RESOLUTION APPROVING A CONDITIONAL USE PERMIT FOR AN ACCESSORY BUILDING EXCEEDING 952 SQUARE FEET, LOCATED AT 2210 BRONSON DRIVE WHEREAS, the City of Mounds View City Code, Section 1106.03, Subd 1(c) states; no accessory building in an R-1 District shall exceed 952 square feet in area, except by Conditional Use Permit; and, WHEREAS, the applicant, Doug Watson, has requested a Conditional Use Permit for an accessory building exceeding 952 square feet to be located on property zoned R-1 Single-Family Residential, and legally described as: PID: 08-30-23-13-0004 Lot 3, Block 1, Lambert’s Addition WHEREAS, the property includes a single-family home, and two accessory buildings (detached garage and shed). The applicant proposes an addition onto the detached garage, after which, the detached garage will be 1,536 square feet in area; and, WHEREAS, the City of Mounds View City Code, Section 1106.03, Subd 1(a) permits every R-1 zoned property improved with a single-family dwelling to be allowed a maximum of 1,800 square feet of combined accessory building area; and, WHEREAS, the property includes a single-family dwelling. The detached garage and shed will total 1,776 square feet in total area; and, WHEREAS, the Planning Commission reviewed the Staff Report, Site Plan and Elevation drawings, date stamped July 27, 2018, and considered possible Adverse Effects, as stated in the City Code, Section 1125.01, Subd 1(c), and recommended approval of the Conditional Use Permit (Resolution 1085-18); and, Resolution 8992 Page 2 WHEREAS, the Mounds View City Council held a duly-noticed Public Hearing for this request on August 13, 2018; and, WHEREAS, according to the Mounds View City Code, Section 1125.01, Subd 3, the City Council is to review a standard set of criteria when considering a Conditional Use Permit, including making Findings; and, NOW THEREFORE, BE IT RESOLVED, the Mounds View City Council does hereby find that the criteria as identified in Section 1125.01, Subd 3(b) are satisfied and makes the following Findings of Fact related to its decision: 1. The use will not create an excessive burden on existing parks, schools, streets and other public facilities and utilities which serve or are proposed to serve the area. Finding: The accessory building will have no additional burden onto public services. 2. The use will be sufficiently compatible or separated by distance or screening from adjacent residentially zoned or used land so that existing homes will not be depreciated in value and there will be no deterrence to development of vacant land. Finding: The accessory building will be set back from the side yard 33’, which exceeds the minimum 5’ setback. It is not anticipated that the accessory building will have any effect on area property values. 3. The structure and site shall have an appearance that will not have an adverse effect upon adjacent residential properties. Finding: The addition onto the accessory building will have the same roof pitch and siding as that of the existing accessory building, will complement the home. 4. The use, in the opinion of the City Council, is reasonably related to the overall needs of the City and to the existing land use. Finding: The accessory building to be used for personal storage, is a reasonable use within the R-1 zoning district. 5. The use is consistent with the purposes of the Zoning Code and the purposes of the zoning district in which the applicant intends to locate the proposed use. Finding: The use is consistent with the Zoning Code, and allowable accessory uses within the R-1 zoning district. 6. The use is not in conflict with the Comprehensive Plan of the City. Resolution 8992 Page 3 Finding: The use is consistent with the Comprehensive Plan: Residential Goal 3: Encourage a creative approach to the use of land and related residential development. Policy c: The City will encourage the upgrade and expansion of homes by providing flexible standards that address the unique circumstances of expanding existing single dwellings. 7. The use will not cause traffic hazards or congestion. Finding: The use will not generate any additional traffic. 8. Adequate utilities, access roads, drainage and necessary facilities have been or will be provided. Finding: Adequate utilities and drainage exists. NOW, THEREFORE, BE IT FINALLY RESOLVED, the Mounds View City Council, based upon the above findings, the staff report, recommendation by the Planning Commission, and consideration of public testimony, hereby approves of a Conditional Use Permit for an accessory building exceeding 952 square feet, as requested by Doug Watson, for property located at 2210 Bronson Dr., subject to the following conditions: 1. The applicant shall construct the addition onto the accessory building, consistent with the site plan and elevation drawings date stamped July 27, 2018, and shall apply for all necessary permits within one year of the date of approval of the Conditional Use Permit. Adopted this 13th day of August, 2018 ________________________________ Carol A. Mueller, Mayor ATTEST: ________________________________ Nyle Zikmund, City Administrator (SEAL) Item 08A Page 7 Site Plan and Elevation Drawings, date stamped Jul 27, 2018 Item 08A Page 8 Site Plan and Elevation Drawings, date stamped Jul 27, 2018 Item 08A Page 9 Site Plan and Elevation Drawings, date stamped Jul 27, 2018 Item 08A Page 10 Site Photos, Jul 26, 2018 1: 2010 Bronson Dr. Proposed garage addition will be located behind detached garage. 2 Behind detached garage, looking towards east neighbor. Foreground is the location of proposed garage addition. Item 08A Page 11 Zoning Map Item 08A Page 12 Arial Map Item No: 8B Meeting Date: August 13, 2018 Type of Business: CB Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Public Works Director Item Title/Subject: Resolution 9000, Approving the Purchase of (2) Hi-E Dry Dehumidifiers for Water Treatment Plant 1 Background/Discussion: The Public Works Department has many responsibilities and one is to efficiently operate the water distribution system. In each of the water treatment plants are dehumidifiers. These dehumidifiers are required to keep the heavy moisture out of the electronic controls and equipment that is used to properly run the water system. At Water Treatment Plant 1 there are two of these industrial dehumidifiers called Hi-E Dry, both of these units have failed, the units are over ten years, and the repair costs exceed the return on investment. Staff has received two quotes for replacement Hi-E Dry units: USA Bluebook $3,427.95 each plus shipping costs Sylvane $3,427.95 each with no shipping costs Recommendation: Staff recommends the purchase of (2) Hi-E Dry dehumidifiers from Sylvane at a cost of $3,427.95 each for a total of $6,855.90, shipping included, to be funded from Water Department 700-4823-1250. Respectfully submitted, Don Peterson Public Works Director RESOLUTION 9000 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE PURCHASE OF (2) HI-E DRY DEHUMIDIFIERS FOR WATER TREATMENT PLANT 1 WHEREAS, the City has the responsibility to efficiently operate the water distribution system; and WHEREAS, in each of the water treatment plants are dehumidifiers used to keep the heavy moisture out of the electronic controls and equipment used to properly run the water system; and WHEREAS, both these units have failed, the units are over ten years, and the repair costs exceed the return of investment; and WHEREAS, Staff has received two quotes for replacement Hi-E Dry units: USA Bluebook $3,427.95 each plus shipping costs Sylvane $3,427.95 each with no shipping costs NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. Purchase of (2) Hi –E Dry Dehumidifiers from Sylvane for a cost of $3,427.95 each for a total of $6,855.90 which includes shipping. 2. Funded from the Water department 2018 adopted budget account 700-4823- 1250. 3. The Mayor and City Administrator are hereby authorized and directed to execute all appropriate documents to effectuate the actions contemplated by this resolution. 4. The Mayor and City Administrator, Staff and consultants are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Adopted this 13th day of August, 2018 ____________________________________ Carol A Mueller, Mayor ATTEST: __ Nyle Zikmund, City Administrator Seal: Item No: 8.C. Meeting Date: August 13, 2018 Type of Business: Council Business Administrator Review: _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Rayla Sue Ewald, Human Resources Coordinator Item Title/Subject: Resolution 8991, Approving Hire of Alexander Aase to the position of Police Officer Background The Mounds View School District requested to have a School Resource Officer (SRO) position filled at Pinewood Elementary. Police Officer Kasey Keckeisen has been assigned to fill the SRO position. The City Council approved Resolution 8977 on June 11, 2018 in order to recruit for the vacant position created by Officer Keckeisen, Pinewood’s new SRO. Discussion: Officer Kasey Keckeisen will begin his new assignment as the Pinewood Elementary SRO effective September 4, 2018. A recruitment process started, with first interviews held July 19th for 15 candidates. Six (6) candidates were invited to return for a second interview followed by agility testing the next day. Four (4) candidates returned for interviews with the Chief. The top candidate in the interview process was Alexander Aase. You may recall Mr. Aase was offered a position as Police Officer in February 2018. However the offer from February 2018 was rescinded due to Mr. Aase’s failed hiring assessment. Mr. Aase continues to be a highly qualified candidate and has undergone a new hiring assessment with a different testing facility. It is with the concurrence of the second testing facility that City staff recommends Mr. Aase for the position of Police Officer with the City of Mounds View. Mr. Aase not only successfully passed the required hiring assessment, but he also passed all testing procedures which included oral board examinations, physical agility testing, a police background investigation, and a pre-employment physical. Staff is requesting to begin employment of Mr. Aase as a Police Officer on or about September 1, 2018. Unfortunately, at this time staff does not have additional candidates available to present City Council with an eligibility listing for future vacancies. There is a potential of two (2) viable candidates from this current recruitment process, however staff needs further time for consideration before moving the candidates forward. Item 08C August 13, 2018, City Council Meeting Page 2 Recommendation: Staff recommends City Council approval of Resolution 8991, a resolution authorizing the hiring of Alexander Aase to the position of Police Officer at Step 1 ($25.66/hour) of the compensation schedule in accordance with the Law Enforcement Labor Services Contract. Respectfully Submitted, ________ __________ Rayla Sue Ewald Human Resources Coordinator RESOLUTION NO. 8991 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE HIRING OF ALEXANDER AASE TO THE POSITION OF POLICE OFFICER WHEREAS, the City Council has approved recruitment for the position of Police Officer in the Police Department, and; WHEREAS, the approved hiring procedures consist of a competitive written examination, training and experience scoring, oral interviews, physical agility testing, a thorough background investigation, physical examination and a psychological examination, and; WHEREAS, the top candidate in the interview process is Alexander Aase, and; WHEREAS, staff of the Police Department has met with Alexander Aase, and the Chief of Police recommends that he be appointed to the position of Police Officer, and; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View, Ramsey County, Minnesota does hereby appoint Alexander Aase to the position of Police Officer at the step one rate of pay ($25.66/hour) as indicated in the Law Enforcement Labor Services contract. Adopted this 13th day of August, 2018. ____________________________________ Carol A. Mueller, Mayor ATTEST: _______________________________ Nyle Zikmund, City Administrator (seal)