2012-09-18 Council PacketCITY OF MENDOTA HEIGHTS
CITY COUNCIL AGENDA
September 18, 2012 – 7:00 p.m.
Mendota Heights City Hall
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
4. Adopt Agenda
5. Consent Agenda
a. Acknowledgement of September 4, 2012 City Council Minutes
b. Acknowledgement of September 11, 2012 Parks and Recreation Commission
Minutes
c. Acknowledgement of September 12, 2012 Airport Relations Commission Minutes
d. Receipt of August 2012 Par 3 Report
e. Receipt of August 2012 Fire Synopsis Report
f. Approval of Out-of-State Travel Request
g. Approval to Begin Recruitment and Hiring Process for Seasonal Employees
h. Approval of Resolution Accepting Gift to Police Department
i. Approval of Completion of Probationary Employment Period for Accounting
Clerk Hristo Galiov
j. Approval of Water Service Agreements for Lilydale Apartments, LLC and
Lilydale Senior Living, LLC
k. Approval of Building Permit, 2455 Visitation Drive (Convent of the Visitation
School)
l. Approval of Contractors List
m. Approval of Claims List
6. Public Comments
7. Presentations
a. District 197 Superintendent Dr. Nancy Allen-Mastro
b. Dodd Road/Hwy 110 Pedestrian Improvement update
8. Public Hearings
a. Crown Point and Overlook Neighborhood Street Improvement Project
9. Council Comments
10. Adjourn
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Regular Meeting
Held Tuesday, September 4, 2012
Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota
Heights, Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights,
Minnesota.
CALL TO ORDER
Mayor Krebsbach called the meeting to order at 7:00 p.m. The following members were present:
Councilmembers Duggan, Povolny, Petschel, and Vitelli.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Krebsbach presented the agenda for adoption. Councilmember Duggan moved adoption of the
agenda.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
CONSENT CALENDAR
Mayor Krebsbach presented the consent calendar and explained the procedure for discussion and
approval. Councilmember Petschel moved approval of the consent calendar as presented and
authorization for execution of any necessary documents contained therein; pulling item H) Approval of
Skate Park Repairs.
a. Acknowledgement of August 21, 2012 City Council Minutes
b. Acknowledgement of August 21, 2012 City Council Workshop Minutes
c. Acknowledgement of August 28, 2012 Planning Commission Minutes
d. Receipt of August 2012 Building Activity Report
e. Approval of Date Change for November 6th City Council Meeting
f. Approval of Date Change for September 25th Planning Commission Meeting
g. Approval of Temporary On-Sale Liquor License, Church of St. Peter
h. Approval of Skate Park Repairs
i. Approval of Repairs to Par 3 Clubhouse Roof
j. Approval of Contractors List
k. Approval of Claims List
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Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
CONSENT AGENDA TOPIC
H) APPROVAL OF SKATE PARK REPAIRS
Councilmember Duggan, in regards to the quote from Plywood Benders L.L.C., questioned what the
labor costs cover if city staff is removing the surfacing and underlayment and adding the additional
support to the ramp. Assistant to the City Administrator Jake Sedlacek replied that the labor quote
covers the installation of two layers of underlayment plywood and then the installation of the Skatelite
Pro surface.
Councilmember Duggan then asked if these repairs would extend the life of the rink by another fifteen
to twenty years. Assistant Administrator Sedlacek answered that staff and Plywood Benders believe that
since the initial framework is sound, these repairs will add an additional fifteen to twenty years to the
life of the rink.
Councilmember Duggan also referenced the city’s policy of obtaining three competitive quotes for
expenses over $5,000. Assistant Administrator Sedlacek agreed that this is the normal policy but staff
had difficulty finding qualified contractors for this type of work. In fact, most of the vendors staff
contacted suggested they just call Plywood Benders. Staff did review the cost of the materials and labor
and believe that the quote from Plywood Benders is fair.
Councilmember Duggan moved Approval of Skate Park Repairs.
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
PUBLIC COMMENTS
There were no public comments
UNFINISHED AND NEW BUSINESS
A) APPROVAL OF DEER POPULATION MANAGEMENT PLAN
Chief of Police Michael Aschenbrener gave a brief background on the deer population management plan
that was adopted in 1995 with the assistance of the Minnesota Department of Natural Resources (DNR)
and began working with Metro Bow Hunters Resource Base (MBHRB) to provide the hunters. Last fall
a group of citizens approached the Council with a petition to increase deer hunting within the city as a
way to control the population.
At the goal setting session, Chief Aschenbrener was tasked with doing research on what is the policy in
the areas surrounding Mendota Heights. The option he brought to the Council was essentially the same
plan the City has been following since 1995 and in the 2004 plan, with a few exceptions:
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1. Add in city-owned property; i.e. parks, open spaces, areas that could be hunted without
interrupting the primary public use and still help to reach the deer population management goals.
2. Include private property that is currently being hunted within the city without soliciting any
additional properties. However, the city would accept requests from citizens to come in and look
at their property and determine whether or not it is safe for that property to be hunted as part of
the deer population management plan.
3. Authorize the MBHRB to shoot nuisance coyotes as part of the hunt (they will not do exclusive
coyote hunting).
Chief Aschenbrener recommended that the city contract with the MBHRB to hunt on public and private
lands in the city; that the city continue to only approve MBHRB hunts; sign a contract with the MBHRB
and authorize them to shoot coyotes as part of the hunt; and allow private property owners to request
deer hunting on their property by the MBHRB, which would be subject to city approval. He also
suggested that the city staff develop a policy governing the deer population management process and
report the results of the hunt annually to the Council.
Councilmember Povolny commented that the deer have become pretty smart and, in the past, have
moved into the city-owned areas where hunting was not allowed. It is good that the city-owned
properties are now included in the hunt areas.
Councilmember Duggan moved Approval of “A Resolution Authorizing Deer Population Control Bow
Hunt on Private Property and Public Property” and to approve the contract with Metro Bowhunters
Resource Base, Inc. as recommended.
Councilmember Povolny seconded the motion.
Ayes: 5
Nays: 0
B) APPROVAL OF 2013 PRELIMINARY LEVY AND BUDGET,
SETTING DATE OF PUBLIC HEARING
Finance Director Kristen Schabacker reminded the Council of the Budget Workshop that was held last
month to discuss the preliminary 2013 budget and levy. That preliminary budget and levy is what was
before the Council for approval. Once approved it would be certified to Dakota County, which needs to
happen prior to September 15, 2012. Once the preliminary levy is adopted it cannot be increased;
however, it can be decreased at the final budget and levy approval in December. If approved, Dakota
County would send out parcel specific notices to the residents in November that would show the change
in the property taxes for the city, the county, the school district, and the other special taxing districts.
Approval of the final budget and levy would be before the Council at the December 4, 2012 City
Council meeting. At that time a public hearing would be held and any resident who wishes to speak to
their property taxes could do so.
Finance Director Schabacker explained that the preliminary levy is proposed to increase by $246,487; a
3.99% increase. She also shared a comparison of the proposed levy for 2013 to the final levy for 2012.
page 4
Councilmember Vitelli moved Approval of a “Resolution Approving Proposed 2012 Levy Collectible in
2013”; Approval of a “Resolution Adopting 2013 Proposed Budget”; and Approval of a “Resolution
Approving Final 2012 Tax Levy for Special Taxing District No. 1 Collectible in 2013”
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
COUNCIL COMMENTS
The Council recognized the Boy Scouts in the audience and invited each of them to come forward,
introduce themselves, and explain what Merit Badge they are working on.
Councilmember Duggan:
• Expressed his appreciation to TK’s for the fundraiser they do each year to benefit the Canine Unit
out of West St. Paul – they typically raise $2,200 to $2,500 each year
• The Holy Family Church Festival is the weekend of September 8
• Lilydale will have their annual Lilydaze celebration on Saturday, September 15
• He enjoyed the free Bluegrass Festival at Minnehaha Park last weekend
Councilmember Petschel:
• Read the weekly report from the police department and reminded residents that the ‘crime de jour’ in
Mendota Heights involves cars; cars in driveways (locked or unlocked) with valuables in plain sight;
cars in driveways with garage remotes in plain sight encourages garage burglaries
• She also commented on the person who had a motorized vehicle on Rogers Lake and asked Chief
Aschenbrener if he could identify where the person gained access to the lake. Chief Aschenbrener
indicated that the egress was the park. Councilmember Petschel then recommended that signage be
added to the park, especially since this is not an isolated incidence.
Councilmember Vitelli:
• Par 3 Golf Course continues to do well; over $6,000 positive (revenue over cost)
Mayor Krebsbach requested City Administrator Justin Miller to review the meeting changes that
resulted this evening. Administrator Miller listed the following meeting changes:
• Regular Council Meeting of Tuesday, November 6 was moved to Tuesday, October 30 because of
Election Day
• Planning Commission Meeting of Tuesday, September 25 was moved to Monday, September 24
because of Yom Kippur
Mayor Krebsbach also mentioned the possibility of a Council Workshop Meeting being scheduled on
Tuesday, October 30 to discuss the Property Maintenance Ordinance.
Councilmember Petschel asked City Engineer John Mazzitello to explain the project that is taking place
on the north end of Delaware. City Engineer Mazzitello stated he has not been in any conversations
with Dakota County on what they are doing on Delaware Avenue, but he will find out and inform the
Council.
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Mayor Krebsbach asked if staff is creating a holding pond on Marie and Dodd. City Engineer
Mazzitello replied that the northeastern corner of Marie and Dodd is a stormwater rate control pond as
part of the Marie Avenue Rehabilitation Project. This is designed to control the flow of water
underneath that intersection to the southwest corner to prevent stream bank erosion on the southwest
side of the intersection.
Mayor Krebsbach congratulated all of the students going back to school this year and wished them all
well.
ADJOURN
Councilmember Duggan moved to adjourn.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
Mayor Krebsbach adjourned the meeting at 7:32 p.m.
____________________________________
Sandra Krebsbach
Mayor
ATTEST:
_______________________________
Lorri Smith
City Clerk
page 6
MH Parks and Recreation Commission 09-11-2012 Page 1
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
PARKS AND RECREATION MEETING
September 11, 2012
The September meeting of the Mendota Heights Parks and Recreation Commission was held on
Tuesday, September 11, 2012 at Mendota Heights City Hall, 1101 Victoria Curve.
Chair Levine called to order the parks and recreation commission meeting at 6:31 p.m. The
following commissioners were present: Chair Stephanie Levine, Commissioners Mary McGrory-
Ussett, Ira Kipp, David Miller, Mike Toth and Pat Hinderscheid. Staff present: Assistant to the
City Administrator Jake Sedlacek and Recreation Programmer Teresa Gangelhoff.
Approval of the Agenda
COMMISSIONER MILLER MADE A MOTION TO APPROVE THE AGENDA;
COMMISSIONER MCGRORY-USSETT SECONDED THE MOTION.
AYES 6: NAYS 0
Approval of Minutes of July 10, 2012
COMMISSIONER MCGRORY-USSETT MADE A MOTION TO APPROVE MINUTES OF
THE MAY 8, 2012 MEETING; COMMISSIONER HINDERSCHEID SECONDED THE
MOTION.
AYES 6: NAYS 0
Recreation Programmer Update
Ms. Gangelhoff reviewed the programmer’s report which was provided at the meeting. Fall field
trips include supervision; registrations can be taken on line or at city hall. The fall issue of the
Heights Highlights will have more information on the upcoming ice skating season. The city is
currently accepting applications for ice rink attendants – applicants must be 16 years of age or
older.
Par 3 Update
Mr. Sedlacek provided the August 2012 update for the Par 3 golf course. Through the end of
August the golf course has a positive balance of just over $6,000. Mr. Sedlacek reviewed the
agenda materials, emphasizing that recreation programs have been identified by staff as a key to
course success in 2013. The end of the year wrap up with clubhouse manager Jenifer Zweber
will include refinements to current programs, including cuts and new activities. Staff intends to
have the updated marketing plan for 2013 drafted for the October parks and recreation
commission meeting.
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MH Parks and Recreation Commission 09-11-2012 Page 2
Mr. Sedlacek responded to questions regarding maintenance and programming. It was noted that
the current year-to-date cash balance is lower than the similar period in 2011. Mr. Sedlacek
reported that 2012 numbers are up-to-date, in comparisons to last year, where several late
billings came in the months of September, October and even November. Staff has taken steps to
ensure that billing occurs on a timely basis in 2012.
Future Meeting Topics
Mr. Sedlacek provided updates on current topics – the skate park improvements are underway
and the city council will be interviewing candidates for the open commission seat on September
18, 2012. Also, staff participated in a kick-off for a trail and resource planning process. The
Dakota County Greenway Master Plan looks to define opportunities to develop trail and natural
resource corridors through the county. A technical advisory group is focusing on the area from
the intersection of Hwy 110 and Dodd, down to Lebanon Hills Regional Park.
Mr. Sedlacek asked for commission feedback on topics for future meetings. After some
discussion, the following items were identified for October and November 2012 meetings:
Parks Status Updates from commissioners will be added as a regular agenda item.
A review of recreation program offerings will be included on the October agenda.
A report from Mendota Heights Athletic Association will be included on the October
agenda
The Mendakota Park playground update will be introduced in October, and discussed in
more detail in November.
The commission asked for an update on the project to upgrade restrooms at Kensington and
Mendakota Parks. The projects are complete – there are now two fully accessible bathrooms at
Mendakota Park (men’s and women’s), and one of the two (unisex) restrooms at Kensington
Park is now fully accessible.
Commission Comments
Parks maintenance staff was recognized for their work to keep our parks in good condition and
handling the challenges of storm clean up this summer.
Adjourn
COMMISSIONER MILLER MADE A MOTION TO ADJOURN THE MEETING;
COMMISSIONER TOTH SECONDED THE MOTION.
AYES 6: NAYS 0
The meeting adjourned at 7:16 p.m.
Respectfully Submitted by Jake Sedlacek
page 8
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
AIRPORT RELATIONS COMMISSION MINUTES
September 12, 2012
The regular meeting of the Mendota Heights Airport Relations Commission was held on Wednesday,
September 12, 2012 at 7:00 p.m. at 1101 Victoria Curve, Mendota Heights, MN.
The following commissioners were present: David Sloan, Kevin Byrnes, William Dunn, Paul Portz, Jim
Neuharth, Sally Lorberbaum, Gina Norling and Gretchen Keenan
Absent: None
Also present: Mark Storo, Ron Sieloff and Jenelle Teppen (Inver Grove Heights) and City Administrator
Justin Miller
Approval of Minutes
Lorberbaum made a motion, seconded by Dunn, to approve the August 8th minutes as approved - all voted
in favor.
Review of MAC 2013-19 Capital Improvements Plan
Miller presented the proposed 2013-19 MAC Capital Improvements Plan and stated that it was similar to
the plans presented by Executive Director Jeff Hamiel at his presentation to the commission earlier this
year. Norling suggested that it would be helpful if there was a “redlined” version showing how the plan
had changed from the previous year. Miller stated that he would ask MAC if such a version exists. Dunn
expressed his interest in making sure that there is no small print or reference to a third parallel runway.
Future Meeting Topics
Sloan indicated that the commission should invite Chad Leqve and Carl Rydeen to a meeting to discuss
the new RNAV tracks. It was also suggested that the commission consider holding another televised
meeting. Miller indicated that he would contact Leqve and Rydeen to see if they were comfortable with
speaking at a televised meeting in November.
Acknowledge Receipt of Various Reports/Correspondence
The monthly reports for July 2012 were acknowledged and commissioners updated their respective areas
of focus. Specifically Norling asked that staff inquire about the increase in 90db+ operations occurring
at sensor 23 and to ask about changing the “calm” wind definition in the Runway Use System (RUS).
Chart Format Discussion
Sloan indicated that he would be discussing a new chart format with Neuharth. His suggestion included
looking at “run charts” where the median is used as a basis rather than the mean. The two commissioners
will report back at a future meeting.
Adjourn
Dunn made a motion, seconded by Portz, that the meeting be adjourned. All voted in favor. Meeting
adjourned at 8:12 pm.
page 9
Page 1 of 1
DATE: September 11, 2012
TO: Parks and Recreation Commission, Mayor and City Council
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Par 3 Update – August 2012
BACKGROUND
The Par 3 Golf Course finished the month of August 2012 with expenditures slightly ahead of
revenues, bringing net revenue to just over $6,000.
Included in August 2012 expenditures is $1,680 for storm damage related to the June 19, 2012
storm. Also included are third payrolls for administrative and clubhouse staff. This is a factor of
how the calendar falls. The third payroll makes personnel costs for the month appear high, these
expenses remain on-budget for the year.
Course revenues year-to-date are up, with a nice increase in walk-up fees offsetting lower than
anticipated recreation program revenue.
SEASON WRAP-UP
As we near the end of the season, the Clubhouse Manager Jen Zweber and I have a number of
important tasks. This includes revisiting program offerings, the marketing plan, concessions
offerings, promotions, staffing and more. Ms. Zweber has implemented several new ideas and
has a number of ideas to enhance revenues.
After the Labor Day weekend, the course opens later in the mornings; the course stays open until
sunset. The clubhouse manager has been authorized to close the clubhouse depending upon
traffic and weather conditions.
MAINTENANCE UPDATE
Maintenance staff is responding to Japanese Beetles in the fairways, and Dollar Spot on the
greens. Both issues are common for golf courses; staff is well prepared to minimize their impact.
BUDGET IMPACT
The attached monthly expenditure report shows revenues and expenditures through the end of
August. The course has taken in $128,325 in revenues; expenditures for this period total
$122,194. This results in net revenue over expenditure of $6,129 year to date.
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page 13
DATE: September 18, 2012
TO: Mayor, City Council and City Administrator
FROM: Dave Dreelan, Assistant Fire Chief
SUBJECT: Fire Synopsis – August 2012
Fire Calls
The department responded to 11 calls for the month. The majority of calls were classified as false alarms
or as good intent calls. Six of the calls were residential in nature, two calls were EMS calls, and three
calls were gas leaks.
Monthly Department Training
The monthly department training was what we call “skill stations”. Firefighters rotated through four
different skill stations that were led by different instructors. This type of training is done when there are
several smaller training topics that need to be addressed. Examples of this would be reviewing a new
EMS standard or doing an in-service training on a new piece of equipment.
Monthly Squad Training
The squad training for the month required each firefighter to participate in our annual fire pump
certification program. Once a year, each firefighter must go through an evaluation process. This process
is to certify that each firefighter is capable of getting one of our trucks to the scene of an incident, charge
the initial attach lines, and are able to establish a water supply from the hydrant without any assistance.
page 14
MENDOTA HEIGHTS FIRE DEPARTMENT
AUGUST 2012 MONTHLY REPORT
FIRE CALLS NO. 12131 -12141 NUMBER OF CALLS:11
FIRE ALARMS DISPATCHED:NUMBER STRUCTURE CONTENTS MISC.TOTALS TO DATE
ACTUAL FIRES
Structure - MH Commercial $28,000
Structure - MH Residential $10,120
Structure - Contract Areas $16,000
Vehicle - MH $300
Vehicle - Contract Areas $0
Grass/Brush/No Value MH
Grass/Brush/No Value Contract TOTAL MONTHLY FIRE LOSSES
MEDICAL
Assist 1 $0 $0 $0
Extrication
HAZARDOUS SITUATION FIRE LOSS TOTALS MENDOTA HEIGHTS
Spills/Leaks 3
Arcing/Shorting ALL FIRES, ALL AREAS (MONTH)$0 $54,420
Chemical
Power Line Down MEND. HTS. ONLY STRUCT/CONTENTS $38,120
FALSE ALARM
Residential Malfunction 1 MEND. HTS. ONLY MISCELLANEOUS $300
Commercial Malfunction
Unintentional - Commercial 1 MEND. HTS. TOTAL LOSS TO DATE $38,420
Unintentional - Residential 2
Criminal BILLING FOR SERVICES
GOOD INTENT
Smoke Scare AGENCY THIS MONTH TO DATE
Steam Mistaken for Smoke
Other 3 MN/DOT $0
MUTUAL AID MILW. RR $0
CNR RR $0
TOTAL CALLS 11 OTHERS:
$0
LOCATION OF FIRE ALARMS:TO DATE LAST YEAR
TOTALS:$0 $0
MENDOTA HEIGHTS 7 123 113
MENDOTA 1 1 0 FIRE MARSHAL'S TIME FOR MONTH
SUNFISH LAKE 2 6 16
LILYDALE 1 9 17 INSPECTIONS 33.5
OTHER 2 8
INVESTIGATIONS 0
TOTAL 11 141 154
RE-INSPECTION 18
WORK PERFORMED HOURS TO DATE LAST YEAR
MEETINGS 7
FIRE CALLS 143.5 2365 2903
MEETINGS 19 285.5 318.5 ADMINISTRATION 16
DRILLS 130 1210.5 1185.5
WEEKLY CLEAN-UP 34 285.5 275 SPECIAL PROJECTS 3
SPECIAL ACTIVITY 218 1389 1563.5
ADMINISTATIVE 0 0 0 TOTAL 77.5
FIRE MARSHAL 77.5 481.5 304
TOTALS 622 6017 6549.5 REMARKS:SEE OTHER SIDE FOR SYNOPSIS
page 15
DATE: September 18, 2012
TO: Mayor, Council and City Administrator
FROM: Chief Mike Aschenbrener
SUBJECT: Out of State Travel for Investigative Training
BACKGROUND
The Mendota Heights Police Department has been a member of the Mid-States Organized Crime
Information Center (MOCIC) for many years. MOCIC is the Midwest regional part of the federal
Regional Information Sharing System (RISS). Since 2003 we have sent one of the two investigators to
the annual training conference. Investigator Spicer was signed up for the conference in June and the
Council notification was overlooked at that time, the conference starts the morning of the City Council
meeting.
Last year investigator Mario Reyes attended the conference in Fargo, North Dakota.
This year’s conference is September 18 – 20 in Dubuque, Iowa. This is a budgeted training item.
RECOMMENDATION:
I recommend that the out of state travel is approved.
ACTION REQUIRED:
If the Council so desires to implement the recommendation pass a motion authorizing Tanner Spicer to
attend the annual MOCIC training conference.
page 16
DATE: September 18, 2012
TO: Mayor, City Council and City Administrator
FROM: Tamara Schutta, HR Coordinator
SUBJECT: Approval to Begin the Re-Hire and Recruitment Process for Winter 2012-
2013 Parks & Recreational and Public Works part-time Seasonal
Employees.
BACKGROUND
Staff is requesting council approval to begin the re-hire and recruitment process for the Mendota
Heights winter 2012-2013 parks & recreation and public works staff.
Parks & Recreation: The city hires approximately 22 warming house/ice rink attendants to staff the
three outdoor rinks each winter season. Staff is requesting approval to send out re-hire packets, post
and recruit for the positions of Warming House/Ice Rink Attendants. Pay range is $8.25 to $9.00 per
hour.
Staff is also requesting approval to send out re-hire packets for the Ice Skating Instructor position.
Pay range is $22.00 to $22.75 per hour.
Public Works: The city hires approximately 6 ice rink flooders to flood the three outdoor rinks each
winter season. Staff is requesting approval to send out re-hire packets for the Rink Flooder positions
for Public Works. Pay range is $9.75 to $10.50 per hour.
BUDGET IMPACT
As noted above.
RECOMMENDATION
City staff recommends that you authorize the staff to begin the recruitment process for the above
listed winter 2012-2013 parks and recreation and public works seasonal positions.
If council concurs in the recommendation, a motion should be made to authorize staff to start the
re-hire and recruitment process.
page 17
DATE: September 18, 2012
TO: Mayor, Council and City Administrator
FROM: Chief Mike Aschenbrener
SUBJECT: Resolution Formally Acknowledging Receipt of Gift to Police Department
BACKGROUND
The city auditor has advised that Minnesota State Statute 465.03 “Gifts to municipalities”
requires all donations be acknowledged by resolution. This memo meets Minnesota State
Statutory requirements.
The Brenne family called for assistance with a suspicious person and they were so impressed
with Sergeant Petersen’s handling of the call they sent a very nice card along with two movies to
have on hand should we need them.
Thank you letters will be sent after the City Council formally accepts the gift.
BUDGET IMPACT
N/A
RECOMMENDATION
If Council desires to implement the recommendation, pass a motion adopting Resolution No.
2012-____: “RESOLUTION FORMALLY ACKNOWLEDGING THE RECEIPT OF THE
GIFTS FROM THE BRENNE FAMILY.”
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City of Mendota Heights
Dakota County, Minnesota
RESOLUTION NO. 2012-
RESOLUTION FORMALLY ACKNOWLEDGING RECEIPT OF
THE GIFT TO THE CITY
WHEREAS, the City of Mendota Heights desires to follow Minnesota Statute
465.03 “Gifts to municipalities”; and
WHEREAS, the Minnesota State Statute requires a resolution to accept gifts to
municipalities; and
WHEREAS, the City has previously acknowledged gifts with a resolution; and
WHEREAS, the City Council of the City of Mendota Heights has duly considered
this matter and wishes to acknowledge the civic mindedness of citizens and officially
recognize their donations.
NOW THEREFORE BE IT HEREBY RESOLVED that the City Council of the
City of Mendota Heights accepts a donation from the Brenne family of two movies to be
used when needed.
Adopted by the City Council of the City of Mendota Heights this 18th day of September,
2012.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Sandra Krebsbach, Mayor
ATTEST
_________________________
Lorri Smith, City Clerk
page 19
DATE: September 18, 2012
TO: Mayor, City Council and City Administrator
FROM: Tamara Schutta, HR Coordinator
SUBJECT: Successful Completion of Probationary Period
BACKGROUND
Effective September 21, 2012, Hristo “Chris” Galiov will have successfully completed his one-year
probationary period as Accounting Clerk. Hristo has been a great asset to the City. Hristo has a great
attitude and demonstrates professional expertise in all that he does. Along with the day-to-day
accounting responsibilities, Hristo has been instrumental in scanning 2012 accounts payable
documents using the city’s new document imaging software making it easier for staff to retrieve files.
BUDGET IMPACT
Hristo Galiov’s position is a Grade Level 14 in the City’s position and pay classification plan. Mr.
Galiov is currently at Grade Level 14, Step C. His next step increase is due 03/21/2013.
RECOMMENDATION
City staff recommends that the City Council officially appoint Hristo Galiov to the position of
regular, full-time Accounting Clerk, effective September 21, 2012.
If the council agrees with the recommendation, approve the official appointment of Hristo Galiov to
the position of regular, full-time Accounting Clerk effective September 21, 2012. This action
requires a simple majority vote.
page 20
DATE: September 18, 2012
TO: Mayor, City Council, and City Administrator
FROM: Ryan Ruzek, PE, Assistant City Engineer
SUBJECT: Agreement between Lilydale Apartments, LLC, Lilydale Senior Living LLC,
Saint Paul Regional Water, the City of Lilydale and the City of Mendota Heights
for Municipal Water Service
BACKGROUND
Lilydale Apartments, LLC is currently completing construction of a residential development
located on the site of the former Lilydale Racquet Club. As part of the development, municipal
water service was provided to the site through mains owned by Mendota Heights and operated
by Saint Paul Regional Water Service (SPRWS). The construction of the mains was approved
by Mendota Heights City Council on June 7, 2011.
Agreements have been submitted by SPRWS that outline the responsibilities of all parties as they
apply to the use of the municipal water service to the development site.
BUDGET IMPACT
None, staff time and expenses were reimbursed by the developer as part of the original
developer’s agreement.
RECOMMENDATION
Staff recommends city council pass a motion authorizing the mayor and staff to execute the
Private Water Main Agreement between Lilydale Senior Living LLC, Lilydale Apartment
LLC, the City of Mendota Heights, the City of Lilydale and the Board of Water
Commissioners of the City of Saint Paul and Dedication of Easement for Water Main
Purposes in Interstate Valley Park by a simple majority vote.
page 21
DATE: September 18, 2012
TO: Mayor, City Council and City Administrator
FROM: Paul R. Berg, Code Enforcement Officer
SUBJECT: Building Permit Approval for 2455 Visitation Drive
BACKGROUND
Opus Design Build, LLC has submitted plans, building permit application and supplemental
documents for council review and approval. The project consists of 4,000 square feet of new
space for a science, technology, engineering and math (STEM) center. The primary function of
the new space will be to house the Visitation school robotics team classrooms, robot assembly
space, and indoor practice areas. In addition, the project will alter approximately 1,800 square
feet. Two conference rooms altered into a large meeting/dining space will require demolition of
the existing space to accommodate a single floor elevation across the entire footprint.
BUDGET IMPACT
N/A
RECOMMENDATION
Staff recommends conditional building permit approval contingent upon staff completion of
review and approval of all outstanding issues.
page 22
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page 24
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page 25
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page 26
T.O. PRECAST
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page 27
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page 38
DATE: September 18, 2012
TO: Mayor, City Council, and City Administrator
FROM: Ryan Ruzek, PE, Assistant City Engineer
Michael Albers, PE, Civil Engineer
SUBJECT: Public Hearing for Crown Point & Overlook Neighborhood Rehabilitation
BACKGROUND
Staff identified the Crown Point Drive Neighborhood Rehabilitation as a 2013 street
rehabilitation project in the 2012-2016 Street Improvement Plan (SIP). The Overlook Road
Neighborhood Rehabilitation was also identified as a 2013 street rehabilitation project in the
2012-2016 SIP. Staff anticipates that the proposed improvements for these two neighborhoods
will be similar in nature and that combining the two neighborhoods into one project would
reduce staff time and could produce lower unit prices during construction due to the project size.
The combined project will be called the Crown Point & Overlook Neighborhood Rehabilitation.
The preparation of a feasibility report for the Crown Point & Overlook Neighborhood
Rehabilitation which is required to follow the Minnesota Statutes Chapter 429 process was
authorized by the Mendota Heights City Council by adopting Resolution 2012-32 at the City
Council meeting held on May 1, 2012. The Statute 429 process is required because the city
council intends to assess a portion of the project.
The feasibility report for Crown Point & Overlook Neighborhood Rehabilitation was accepted by
the Mendota Heights City Council and called for a public hearing on September 18, 2012 by
adopting Resolution 2012-65 at the August 7, 2012, city council meeting. The recommendation
of the feasibility report was to proceed with this project.
This project includes rehabilitating Crown Circle, Crown Court, Crown Point Drive, Lilac Road
between Marie Avenue and Douglas Road, Overlook Lane, Overlook Road, and Summit Lane
between Marie Avenue and Overlook Road. The proposed project also includes street
preventative maintenance including crack sealing and seal coating on Highway 110 Frontage
Road/Carmen Lane.
Street Rehabilitation – Crown Point Drive, Crown Circle, and Crown Court
Crown Point Drive, Crown Circle, and Crown Court were constructed in 1978. Concrete curb
and gutters were installed on these streets and the roadway widths currently measure 33 feet
page 39
from face of curb to face of curb. All streets have a pavement cross-section consisting of a 2”
bituminous surface over a 6” aggregate base. Storm sewer, sanitary sewer, and water main were
also constructed on these streets in 1978.
Proposed improvements for Crown Point Drive, Crown Circle, and Crown Court will include the
reclamation of the existing bituminous roadway and the placing of a 2.5” bituminous base course
and a 1.5” bituminous wear course over the reclaimed pavement material, curb and gutter repair,
and catch basin repair.
Street Rehabilitation – Overlook Road, Overlook Lane, Lilac Road, and Summit Lane
Overlook Road, Overlook Lane, Lilac Road, and Summit Lane were constructed in1969.
Overlook Lane, Lilac Road, and Summit Lane were eventually extended south to connect to
Marie Avenue in 1976. Concrete curb and gutter was installed on these streets under and the
roadway widths currently measure 33 feet from face of curb to face of curb. All streets have a
pavement cross-section consisting of approximately 3” bituminous surface over a 6” aggregate
base. Storm sewer, sanitary sewer, and water main were also constructed on these streets in
1969 and 1976.
Proposed improvements for Overlook Road, Overlook Lane, Lilac Road, and Summit Lane
(north of Marie Avenue) will include the reclamation of the existing bituminous roadway and the
placing of a 2.5” bituminous base course and a 1.5” bituminous wear course over the reclaimed
pavement material, curb and gutter repair, and catch basin repair.
Park Improvements
Proposed improvements to the Marie Park include placing a 2” overlay over the existing parking
lot and trail.
Preventative Maintenance - Highway 110 Frontage Road/Carmen Lane
The Highway 110 Frontage Road was constructed in 1965 by MnDOT during the I35E
construction. The roadway width is approximately 20 feet measured from edge of road to edge
of road. A bituminous curb was installed on the south side of the street. The pavement section
consists of a 1.5” bituminous surface over an 8” aggregate base. In 1994, MnDOT placed a 2”
bituminous overlay on this street. Also in 1994, a cul-de-sac named Carmen Lane was added to
the end of the Highway 110 frontage Road. In 2010, MnDOT turned back this street to the City
of Mendota Heights from Highway 110 to the cul-de-sac.
Proposed improvements for Highway 110 Frontage Road/Carmen Lane will include crack
sealing and seal coating.
Issues
A Neighborhood Informational Meeting was held on August 27, 2012 to provide the property
owners an opportunity to discuss the projects in an informal setting prior to the Public Hearing.
There are 82 properties in the project area. Twelve (12) property owners representing eleven
(11) properties attended the meeting regarding the proposed rehabilitation project. Staff
presented the proposed improvements, project costs, estimated assessments and answered
questions. The property owners asked a variety of questions regarding assessments, construction
issues, project costs, and the pavement condition of the Highway 110 Frontage Road/Carmen
Lane. Overall, residents appeared to be in favor of the project.
page 40
The purpose of the Public Hearing is to determine if plans and specifications should be ordered.
Details of the project and proposed financing will be presented to the public at the hearing.
BUDGET IMPACT
The total estimated cost of the project is $913,453.50.
PROJECT COSTS
ITEM CONSTRUCTION INDIRECT* TOTAL
Street Rehabilitation – Crown Point $280,667.75 $56,133.55 $336,801.30
Street Rehabilitation – Overlook Road $356,335.25 $71,267.05 $427,602.30
Curb Replacement & Trails $119,051.25 $23,810.25 $142,861.50
Preventative Maintenance $5,157.00 $1,031.40 $6,188.40
Totals $761,211.25 $152,242.25 $913,453.50
* Includes 20% indirect costs for legal, engineering, administration, and finance.
The Crown Point & Overlook Neighborhood Rehabilitation is proposed to be financed by special
assessments and municipal bonds. Funding sources and amounts are shown below:
FUNDING SOURCES
ITEM
COST
ESTIMATE ASSESSMENT
MUNICIPAL
BONDS
Street Rehabilitation- Crown Point Neighborhood $336,801.30 $124,100.00 $212,701.30
Street Rehabilitation- Overlook Neighborhood $427,602.30 $175,200.00 $252,402.30
Curb Replacement & Trails $142,861.50 $142,861.50
Preventative Maintenance $6,188.40 $6,188.40
Totals $913,453.50 $299,300.00 $614,153.50
Street improvement projects are proposed to be assessed to the benefiting property owners.
Pursuant to the City’s Street Rehabilitation and Reconstruction Policy adopted by the city
council on June 16, 1992, the Crown Point & Overlook Neighborhood Rehabilitation is proposed
to be assessed to the benefiting property owners as follows:
• All units with a driveway located on Crown Circle, Crown Court, Crown Point Drive,
Lilac Road between Marie Avenue and Douglas Road, Overlook Lane, Overlook Road,
and Summit Lane between Marie Avenue and Overlook Road will be assessed per the
Street Rehabilitation and Reconstruction Policy.
o City costs include curb and gutter replacement, sod restoration, Marie Park
parking lot overlay, Marie Park bituminous trail overlay, and appurtenant work.
• All units with a driveway located on the Highway 110 Frontage Road/Carmen Lane will
not be assessed due to crack sealing and seal coating being preventative maintenance
which the City finances 100% of the project costs.
The following tables show the estimated unit assessments based on the City policy and proposed
unit assessments that are being recommended by staff.
page 41
ASSESSMENT CALCULATIONS - STREET REHABILITATION - CROWN POINT
NEIGHBORHOOD
Assessable Costs $336,801.30
Assessment $168,400.65
50%
Assessable Units 34
Estimated Unit Assessment per City Policy $4,952.96 $168,400.64 50%
Proposed Unit Assessment $3,650.00 $124,100.00 37%
ASSESSMENT CALCULATIONS - STREET REHABILITATION - OVERLOOK
NEIGHBORHOOD
Assessable Costs $427,602.30
Assessment $213,801.15
50%
Assessable Units 48
Estimated Unit Assessment per City Policy $4,454.19 $213,801.12 50%
Proposed Unit Assessment $3,650.00 $175,200.00 41%
The estimated unit assessments for the street rehabilitation are higher than the rates that staff
anticipates for future rehabilitation projects with pavement reclamation due to the anticipated
sub-grade correction. Staff proposes to assess the benefiting properties $3,650/unit in order to
bring the rate closer to anticipated rehabilitation projects costs.
RECOMMENDATION
Staff recommends that the council conduct the Public Hearing and order the improvements,
authorizing staff to prepare the plans and specifications for the rehabilitation of Crown Circle,
Crown Court, Crown Point Drive, Lilac Road, Overlook Lane, Overlook Road, and Summit
Lane and the preventative maintenance (crack sealing and seal coating) on Highway 110
Frontage Road/Carmen Lane.
Conduct the public hearing, and then if city council wishes to implement the staff
recommendation, pass a motion adopting A RESOLUTION ORDERING OF
IMPROVEMENT PROJECT AND PREPARATION OF PLANS AND
SPECIFICATIONS FOR THE CROWN POINT & OVERLOOK NEIGHBORHOOD
REHABILITATION (PROJECT #201207). This action requires a four fifths majority vote.
page 42
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2012-
A RESOLUTION ORDERING OF IMPROVEMENT PROJECT AND PREPARATION OF PLANS
AND SPECIFICATIONS FOR THE CROWN POINT & OVERLOOK NEIGHBORHOOD
REHABILITATION (PROJECT #201207)
WHEREAS, the city council adopted Resolution 2012-65 on August 17, 2012 setting the date for a
public hearing on the proposed improvements to Highway 110 Frontage Road/Carmen Lane, Crown Circle,
Crown Court, Crown Point Drive, Lilac Road between Marie Avenue and Douglas Road, Overlook Lane,
Overlook Road, and Summit Lane between Marie Avenue and Overlook Road; and
WHEREAS, ten (10) days mailed notice and two weeks published notice of the hearing were given
and the hearing was held on the 18th day of September, 2012, at which all persons desiring to be heard were
given an opportunity to be heard thereon on the question of the proposed construction of the following
described improvements:
Street rehabilitation improvements consisting of, but not limited to, bituminous milling or removal,
bituminous reclamation, catch basin repair, concrete curb and gutter repair, bituminous surfacing and
appurtenant work to Crown Circle, Crown Court, Crown Point Drive, Lilac Road between Marie
Avenue and Douglas Road, Overlook Lane, Overlook Road, and Summit Lane between Marie Avenue
and Overlook Road.
Preventative maintenance consisting of, but not limited to, crack sealing and seal coating and
appurtenant work to Highway 110 Frontage Road/Carmen Lane.
WHEREAS, the proposed assessable area for said improvements is situated within the City of
Mendota Heights in Dakota County, Minnesota and includes those parcels that currently have driveway access
on the project.
NOW THEREFORE BE IT RESOLVED, by the Mendota Heights City Council as follows:
1. Such improvements are necessary, cost-effective and feasible as detailed in the feasibility
report.
2. That the city engineer be and is hereby authorized and directed to prepare plans and
specifications for said improvement.
Adopted by the City Council of the City of Mendota Heights this eighteenth day of September, 2012.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Sandra Krebsbach, Mayor
ATTEST
_________________________
Lorri Smith, City Clerk
page 43