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2018-07-17 Council Packet
CITY OF MENDOTA HEIGHTS CITY COUNCIL AGENDA July 17, 2018 – 7:00 pm Mendota Heights City Hall 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Moment of Silence – In memory of Officer Scott Patrick (EOW July 30, 2014) 5. Adopt Agenda 6. Consent Agenda a. Approval of June 19, 2018 Council Work Session Minutes b. Approval of July 2, 2018 City Council Minutes c. Approval of July 2, 2018 Council Work Session Minutes d. Approval of May 9, 2018 Joint Council-Parks and Rec Commission e. Acknowledge June 12, 2018 Parks and Recreation Commission Meeting Minutes f. Approve Temporary On-Sale Liquor License-Holy Family Maronite Catholic Church g. Approve Bike Racks in City Parks h. Approve Purchase of Tables for Market Square Park i. Approve Picnic Table and Shade Structure at Dog Park j. Approve Resolution 2018-51 Final Payment and Acceptance of the Ivy Hills Park Pond Improvements k. Approve Delivery Order for Wentworth Park Pond Improvements l. Approve City Clerk Salary Adjustment m. Authorization to Renew the Contract with MBRB and Continue to Conduct an Annual Limited Deer Hunt within Mendota Heights n. Approve Renewal of a Joint Powers Agreement with Dakota County for Pharmaceutical Drug Disposal Program o. Approve the Auction of City Owned Vehicles p. Approval of Claims List 7. Citizen Comment Period (for items not on the agenda) *See guidelines below 8. Public Hearing - none 9.New and Unfinished Business a.Consider the Purchase of Turf Maintenance Equipment for the Par 3 Golf Course b.Approve Plans and Authorize Advertisement for Bids for Marie Park Tennis Court Improvements 10. Community Announcements 11. Council Comments 12. Adjourn Guidelines for Citizen Comment Period: “The Citizen Comments section of the agenda provides an opportunity for the public to address the Council on items which are not on the agenda. All are welcome to speak. Comments should be directed to the Mayor. Comments will be limited to 5 minutes per person and topic; presentations which are longer than five minutes will need to be scheduled with the City Clerk to appear on a future City Council agenda. Comments should not be repetitious. Citizen comments may not be used to air personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Council members will not enter into a dialogue with citizens, nor will any decisions be made at that presentation. Questions from the Council will be for clarification only. Citizen comments will not be used as a time for problem solving or reacting to the comments made, but rather for hearing the citizen for information only. If appropriate, the Mayor may assign staff for follow up to the issues raised.” DATE: July 17, 2018 TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Moment of Silence—Officer Scott Patrick COMMENT: INTRODUCTION At its meeting of July 17th, the City Council and members of the audience will be asked to observe a moment of silence to remember Officer Scott Patrick. BACKGROUND Officer Patrick lost his life while in the service of others on July 30, 2014. As a way to remember his sacrifice, it is the practice of the Mendota Heights City Council to observe a moment of silence at its second regular July meeting. This is the meeting which is the closest to, and in advance, of the anniversary date of his death. It should be noted that the commemoration in 2018 will be different, in that a permanent memorial for Officer Patrick will be dedicated at noon on Monday, July 30th. The site will be in Market Square Park, at the Village of Mendota Heights. The public is invited to attend. ACTION REQUIRED Those in attendance at the July 17th City Council meeting will be asked to observe a moment of silence to honor the memory of Mendota Heights Police Officer Scott Patrick. _________________________ Mark McNeill City Administrator page 3 page 4 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Council Workshop Tuesday, June 19, 2018 Pursuant to due call and notice thereof, a workshop of the Mendota Heights City Council was held for the purpose of conducting a tour of the Reserve residential apartment building, located in Mendota Heights, Minnesota. CALL TO ORDER The tour convened at 5:45 PM. The following members were present: Mayor Garlock, Councilmembers Duggan, Petschel, and Miller. Absent: Councilmember Paper. Staff Present: City Administrator Mark McNeill, Community Development Director Tim Benetti, Public Works Director Ryan Ruzek, Assistant City Administrator Cheryl Jacobson, City Clerk Lorri Smith, Finance Director Kristen Schabacker. Also present: Leanna Stefaniak, and Mike Cashill, representing At Homes Residential development; former Mayor Sandra Krebsbach, and former City Councilmember Steve Norton. TOUR Those present were taken on a tour of the residential apartment building, which was nearing completion. No action was taken. ADJOURN The tour adjourned at 6:40 p.m. ____________________________________ Neil Garlock ATTEST: Mayor _______________________________ Lorri Smith, City Clerk page 5 page 6 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, July 2, 2018 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 Garlock called the meeting to order at 7:00 p.m. Councilors Duggan, Paper, Miller, and Petschel were also present. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Garlock presented the agenda for adoption. Councilor Petschel moved adoption of the agenda. Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 CONSENT CALENDAR Mayor Garlock presented the consent calendar and explained the procedure for discussion and approval. Councilor Petschel moved approval of the consent calendar as presented and authorization for execution of any documents, pulling items b.) Approve Orchard Place Boulevard Repair; c.) Accept Bids and Award Contract for the Lexington Highlands & Mendakota Neighborhood Improvements; f.) Authorization to Place Officer Scott Patrick Memorial in Market Square Park; and i.) Approval of Claims List. a. Approval of June 19, 2018 City Council Minutes b. Approve Orchard Place Boulevard Repair c. Accept Bids, Award Contract for Lexington Highlands & Mendakota Neighborhood Improvements d. Approve Part-time Communication Coordinator Hire e. Authorization to Receive Price Quotes for Replacement and Purchase of Par 3 Equipment f. Authorization to Place Officer Scott Patrick Memorial in Market Square Park g. Acknowledge Building Activity Report from May 2018 h. Approval of May 2018 Treasurer’s Report i. Approval of Claims List Councilor Miller seconded the motion. Ayes: 5 Nays: 0 page 7 PULLED CONSENT AGENDA ITEM B) APPROVE ORCHARD PLACE BOULEVARD REPAIR Councilor Duggan stated the report states ‘satisfactory soluble salt levels’, and wondered if that was bad or good. Public Works Director Ryan Ruzek replied that the salt levels are within tolerance so staff is not thinking that the die-off was contributed by any excess deicing materials. That is a good thing. Councilor Duggan noted that under Budget Impact it talks about the project being finalized so an alternate funding source will need to be utilized. Mr. Ruzek explained that a street project is open for a year after completion in case something has to be repaired. In this case, the project has been closed, so the funding source is not available. Funding for this repair would need to come from an alternate source. Councilor Duggan moved to authorize the Public Works Director to issue a ‘not-to-exceed’ purchase order in the amount of $4,920 to Nice Yard from Cologne, MN. Mayor Garlock seconded the motion. Ayes: 5 Nays: 0 C) ACCEPT BIDS AND AWARD CONTRACT FOR THE LEXINGTON HIGHLANDS & MENDAKOTA NEIGHBORHOOD IMPROVEMENTS Councilor Petschel asked for some background information on the vendor. Mr. Ruzek noted that the low bidder, Midwest Asphalt Services, LLC, is a company that has been around since 1968. He checked the Minnesota Department of Transportation (MnDOT) list and the company has never been barred from bidding on projects through the State of Minnesota. On the contractor’s website, they list a number of projects that they have received awards for. They are currently doing two jobs in the City of Edina and the inspector from that city said the project is on time and on budget, with no complaints received. Councilor Paper asked if Mendakota Court was not going to be repaved. Mr. Ruzek replied that it would not be repaved at this time. The Mendakota Court / Mendakota Drive intersection will be done, but the street in front of the residential properties will not be disturbed during this project. Councilor Petschel moved to approve RESOLUTION 2018-48 ACCEPTING BIDS, AWARDING CONTRACT FOR LEXINGTON HIGHLANDS AND MENDAKOTA NEIGHBORHOOD IMPROVEMENTS. Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 F) AUTHORIZATION TO PLACE OFFICER SCOTT PATRICK MEMORIAL IN MARKET SQUARE PARK Mayor Garlock stated that the Officer Scott Patrick Memorial Committee has done a lot of work for this memorial site and monument. The panel members include City Administrator Mark McNeill, Councilor Petschel, Mayor Garlock, Michelle Patrick, and Officer John Larrive. Mrs. Patrick preferred the site to be at Smith and Dodd. The committee tried to negotiate that with the City of West St. Paul, but because page 8 there are plans to redesign a street intersection through that site, this location was not feasible. The Market Square Park site has a lot of visibility. The monument has arrived and some concrete work will be completed at the site. There are plans for a ceremony for July 30, 2018 at 12:00 pm. Councilor Petschel stated that the monument has exceeded the committee’s expectations. Councilor Duggan stated that this is sadly a wonderful thing they are doing in the sense that it is memorializing someone who was killed in the line of duty. He suggested that parking spaces be reserved for the family and other higher level participants in the ceremony on July 30th. He suggested that all of the businesses in the area be notified so they can accommodate the large turnout. Councilor Petschel noted that most of the costs have been paid for through private donations. Councilor Duggan moved to approve the request to place the memorial stone, plaque, and flag pole at the southeastern corner location of Market Square Park. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 I) APPROVAL OF CLAIMS LIST Councilor Duggan, referring to the Barr Engineering – Ivy Hills Pond Improvements payment in the amount of $4,430.62 and the BKJ Land Company – Ivy Hills Park Pond Improvements payment in the amount of $65,162.18, asked for a breakdown of the expenses. Also, referring to the Institute Environmental Assessment – Playground Safety Inspection, noted that he has not seen or heard of a report on what that safety inspection found. Councilor Petschel moved to approve the list of claims. Mayor Garlock seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS Councilmember Duggan noted that the Henry Sibley High School marching band left yesterday for Washington DC, representing Minnesota in the Independence Day Parade. Watch for them on July 4th. He also noted the fireworks display is scheduled for the 4th. Donation information can be found on the city’s website. Mr. Jonathan Zagel, 2230 Copperfield Road, stated that he had spoken previously about transparency and putting the audit on the website, which has been done. He thanked the Council for that. Traditionally, the audit is coupled with a management letter which would speak to any significant audit findings, as well as any internal control issues. He asked if that could be added to the website. Also, some of the comments made during the presentation of the audit said to keep an eye on some of the funds, and he believes that updated financials and the past quarterly statements should be made available. page 9 PRESENTATIONS No items scheduled. PUBLIC HEARING A) RESOLUTION 2018-50 PRELIMINARY APPROVAL OF ISSUANCE OF FIRE STATION IMPROVEMENT BONDS City Administrator Mark McNeill explained that this public hearing was for the proposed improvements to the fire station. In 2015, the city began researching improvements needed to update the fire station at 2121 Dodd Road. This facility was first constructed in 1984 and is lacking many safety and technology features necessary to provide the protections needed in a modern suburban community. Information provided included a summary of the process for issuing the bonds needed to finance the project, the financial impact on property taxpayers, and information prepared by the City’s Financial Consultant, Ehlers and Associates. Mayor Garlock moved to open the public hearing. Councilor Petschel seconded the motion. Ayes: 5 Nays: 0 Fire Chief Dave Dreelan discussed the need and the solutions for the improvements to the station. The initial focus of the study was to make an accurate assessment of the building’s physical condition and identify the operational issues. That process identified the following issues: • Overcrowding in the apparatus bay, the administrative space, and storage areas • Air quality issues related to the diesel exhaust in the apparatus bay • Lack of appropriate training facilities • Unable to support current ambulance operations • Building systems are beyond their useful life and not upgradeable • Design and operational issues as it relates to firefighter parking and emergency response • Facility is void of any technology system expected for a modern building of today The committee explored various options to solve the problems. With the help of two architectural firms, the committee presented a total of five plans to City Council. The plans ranged from basic upgrades of the building systems and fixtures, with an estimated price tag of $1.5 to $2.0 million, up to the process of completely tearing down the existing station and rebuilding a new station with a price tag of $9.0 to $10.0 million. Ultimately, the Council agreed that the design submitted by CNH Architects addressed the major deficiencies outlined. The project, which is estimated to cost $5.4 million, addresses the operational issues by adding onto the existing station, and remodeling the operating parts of the current station. This plan captures the value that is to be had in the existing building and allows full operation during the construction process. Fire Chief Dreelan shared images of the overall site plan. Councilor Petschel pointed out that the city has never had a formal emergency operation center. In response to those who ask if a city the size of Mendota Heights requires one, she mentioned various emergencies that have happened in Mendota Heights. The possibility that this space would be utilized as community meeting space is a positive. page 10 Mayor Garlock asked for information on the importance of the HealthEast Ambulance space. Chief Dreelan stated that the relationship with HealthEast goes back has far has he can remember. The HealthEast model has changed over the years; the crews are not necessarily sleeping overnight and there is a lot more rotation of crews. The space that was originally designed to have two paramedics sometimes now has six or eight paramedics and two or three ambulances running outside. The ambulances need to be climate controlled. The committee’s focus was to make sure they solved the department’s issues first. In doing so, they effectively added a garage to the back so those ambulances could be kept in a heated, climate controlled, and secure environment. Councilor Paper asked what kind of formal agreement the city has with HealthEast to ensure a certain level of service? Chief Dreelan replied that HealthEast is granted a license through the Minnesota Emergency Services Board to provide medical services to our geographical area. HealthEast Ambulance has a PSA (Public Safety Agreement) with the Minnesota EMSRV Board to provide coverage in a relatively large area (Rosemount to West St. Paul, South St. Paul), so the contract for them to provide medical coverage to our citizens is actually not with the City of Mendota Heights. With this plan, if Council wanted to look at ways to recoup some of the costs, the city would have specific square footage that they could allot in terms of electrical use, water use, and could charge per square foot. Most of the contracts that he has seen between other fire departments and ambulance providers, is typically titled Mutual Agreement of Understanding. In this case, the City of Mendota Heights would have the ambulances at this location, which provides a huge benefit to Mendota heights residents. The City would not charge HealthEast; however, the City could expect assistance with the Fire Department’s EMS training, help split the cost of new pieces of equipment, etc. They are usually willing to do those types of things. Councilor Paper asked if their garage space would have a separate electric meter or gas meter. The answer was that it was not currently in the plans. Councilor Paper asked, in terms of the meeting room being used as a community space, if there would be a door directly to the exterior, and what measures would be in place to keep the area secure. Chief Dreelan replied that the entryway would remain available to the public and two restrooms. The rest of the facility would be locked. The public would have access to restrooms and the entryway and, if need be, a pass-through window for someone to provide direction to anyone coming in. Councilor Paper asked if parking would be available adjacent to the building or further out. Chief Dreelan shared the image of the proposed building and suggested parking areas. Councilor Miller noted that seconds matter in an emergency and having HealthEast located within the city is imperative to the health and well-being of the residents. Councilor Petschel noted there was some concern at the time when the construction of sleeping rooms for the HealthEast personnel was previously discussed. She noted that in previous times of inclement weather, ambulance personnel have resorted to sleeping in their rigs with the engine running. She believes that the city could provide better accommodations than that. Councilor Paper asked how the first open house was attended. Chief Dreelan replied that there were three firefighter retirees and four members of the general public in attendance. A second open house scheduled for July 9, 2018. Councilor Duggan encouraged all residents to attend the open house. page 11 City Administrator Mark McNeill reminded the Council that this is a public hearing and explained that this is a major project. For cities, a bond sale enables them to fund large projects. One of the components of this bond sale is for the Council to adopt a Capital Improvements Program (CIP), separate from the 5- year CIP that is adopted as part of the city’s annual operating budget. Ehlers and Associates has prepared the documentation and Ms. Stacie Kvilvang came forward to explain. Ms. Kvilvang explained that in 2003 the legislature changed the bonding laws and authority to allow cities to issue bonds for fire stations, police stations, city halls, and public works facilities. These are considered as essential public facilities for a city. One of the caveats is a reverse referendum opportunity. After the public hearing, if the Council receives a petition signed by 5% of the voters from the last general election stating they do not want the city to finance the fire station this way, then it would go to a referendum or the city would need to look at an alternate financing mechanism. She stated that the CIP before the Council was a bond amount of up to $7 million, much more than what is needed per the estimates of the fire station costs. The reasoning is to allow flexibility as prices continue to go up, especially considering the fact that bids would not be sought for another four to five months. The CIP also included some public purpose findings, related to the condition of the facility, and detailed two reports in the council packet; the demand for this facility and the estimated costs. These types of bonds have two restrictions on them: • They count against the city’s debt limit, which is 3% of the taxable market value • The annual principal and interest cannot exceed .16% of the taxable market value of the city The public hearing is on the adoption of the Capital Improvement Plan only; not whether to build the facility or not. Councilor Duggan asked if there was any idea of the average cost to Mendota Heights for this bond payment in relation to home values. Administrator McNeill replied that there is a number of ways to structure these bonds. The estimated market value of homes in Mendota Heights is $356,000; making the annual property tax increase approximately $91/year; commercial property would be approximately $155.55/year – assuming a 15 year straight repayment, starting in 2019. Councilor Paper, referring to the commercial building value, asked where those figures came from. Administrator McNeill replied that there were three examples that Ehlers provided. Ms. Kvilvang explained that residential properties are taxed at 1% of their marketability and for commercial, the first $150,000 is at 1.5% and everything above $200,000 is at 2.0%. Administrator McNeill reviewed the timing of the project. Comments from the public included: Mr. Bernard Friel, 750 Mohican Lane, speaking on behalf of the Mendota Heights Community Resource Association, stated the group believes this is a necessary improvement to the fire facility. The group toured the facility and met with the chief and the assistant chief. He and his wife have had the benefit of page 12 the service provided by the firefighters. The city has a professional volunteer fire department and they need all of the tools that the city can provide them. He is in favor of the ambulance facilities needed. Councilor Petschel, seeing no one else wishing to speak, moved to close the public hearing. Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 Councilor Duggan moved to adopt RESOLUTION 2018-50 PRELIMINARY APPROVAL TO THE ISSUANCE OF GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS IN AN AMOUNT NOT TO EXCEED $7,000,000 AND ADOPTING THE CAPITAL IMPROVEMENT PLAN FOR THE YEARS 2018 THROUGH 2022. Mayor Garlock seconded the motion Ayes: 5 Nays: 0 NEW AND UNFINISHED BUSINESS A) RESOLUTION 2018-44 APPROVING A CONDITIONAL USE PERMIT FOR PROPERTY LOCATED AT 1133 DELAWARE AVENUE (PLANNING CASE NO. 2018-12) Community Development Director Tim Benetti explained that Mr. Erick Schmidt, 1133 Delaware Avenue, requested a Conditional Use Permit approving a 992 square foot detached garage. Mr. Benetti shared the City Code (Title 12-1D-3, Subpart C.2) stating the reasoning behind the need for a Conditional Use Permit. The property is 100 feet wide by 150 feet in length; 0.34 acres. The lot currently has a 1,922 square foot 1.25 story residence with a 20-foot x 20-foot detached garage with an 8-foot x 8-foot lean-to storage shed on the backside. The existing garage sits approximately 34 feet from the south property line and 24 feet from the rear property line. The new garage footprint would be 18.2 feet from the south property line and 30 feet from the rear property line; well within the setback standards for a detached garage. There are no plans to change the driveway. The current garage and lean-to would be removed. Mr. Benetti made it clear that even though the report indicated that this new garage would be 26 feet by 40 feet, with the off-set of the third parking stall, the overall footprint area of the new garage would be 992 square feet. Councilor Duggan asked what the impact would be on the impervious surface measurements in relation to the addition of this larger garage. He noted that there should be a restriction on the amount of impervious surface allowed on residential properties. Public Works Director Ryan Ruzek noted that the city does have regulations for industrial and commercial properties; however, he was not aware of regulations for residential homes. However, looking at the photos of the property, it appears that more than 50% of the lot is green space. Councilor Petschel moved to adopt RESOLUTION 2018-44 APPROVING A CONDITIONAL USE PERMIT TO ALLOW OVERSIZED DETACHED GARAGE IN THE R-1 DISTR ICT LOCATED AT 1133 DELAWARE AVENUE (PLANNING CASE NO. 2018-12). Councilor Paper seconded the motion. page 13 Ayes: 5 Nays: 0 B) RESOLUTION 2018-45 APPROVING A LOT SPLIT AND LOT COMBINATION FOR PROPERTIES LOCATED AT 1673 DELAWARE AVENUE AND LOT 3, BLOCK 1, FOXWOOD ADDITION (PLANNING CASE NO. 2018-14) Community Development Director Tim Benetti explained that Mike and Michelle Bader were seeking approval for a Lot Split and Lot Combination for the property located at 1673 Delaware Avenue. The intent is to split their property located at 1673 Delaware Avenue into two separate parcels, one of which keeps the existing dwelling and will be sold to a third party, while the remaining parcel would be retained by the Baders and be combined with a lot on Foxwood Lane. The lot on Foxwood Lane is known as Lot 3, Block 1, Foxwood Addition. City code requires that anytime a parcel is split, there has to be frontage with it. In this case, per the R-1 standards, it is 125 feet of frontage. By approving the lot split, the lot would become non-conforming due to its lack of frontage. However, the Bader’s have agreed to attach this split off parcel with Lot 3, which has frontage on Foxwood Lane; thus removing the nonconforming situation. Mr. Bader has no plans to subdivide this large parcel at this time. Councilor Miller asked if Foxwood Lane was a public street. Mr. Benetti replied that it is actually a private road within a public right-of-way easement. When Foxwood Addition was platted, Foxwood Lane was created with a narrow 50-foot width right-of-way; which, by today’s standards, would not be acceptable as the city now requires a 60-foot width. This was dedicated as part of a plat for Foxwood Addition, so the roadway itself is privately maintained by the residents. Councilor Miller stated that if the parcel being split off is not adjacent to a public road, then the city could not approve this request. He also asked if the lot combination should take place before the lot split. Mr. Benetti replied that this was an option that was discussed, however, Mr. Bader has requested the lot split to accommodate the sale of the home right away. As part of the conditions, he must attach the new parcel with Lot 3, Foxwood Addition. Councilor Miller stated that the wish of Mr. Bader to rush the sale of the homes instead of doing things in the proper order is not a good reason to do so. However, the main concern was the status of the road. Councilor Petschel, in an effort to clarify, indicated that this is an irregular status. It was approved for development with a non-standard road and is a unique situation. Councilor Miller noted that he drove down Foxwood Lane and it appears that it is an extension of the property owner’s driveway next to Lot 3. City Attorney Andrew Pratt stated that the subdivision regulations state that every lot must have the minimum frontage as required in the zoning ordinance on a ‘city approved street’ other than an alley. He questioned what a ‘city approved street’ was since there is no definition in the regulations. Looking at the county GIS records of Foxwood, it certainly shows that there is a right-of-way there. The city could make an argument that it is a city approved street. On the other side, it appears to be privately maintained. If taken too literally, then the other properties on Foxwood do not have frontage access either. page 14 Speaking to the order of consolidation or split, there is nothing in the regulations that requires one order over the other. The application was for a certain order but the Council could switch that around. Councilor Duggan noted that, historically, the people that bought into a developed area did so with a private road so they would be able to maintain it. The lots were primarily 10 acres each. As things started to fill in, they were concerned about protecting their investment. The people wanted to have control of the private road. As was stated at the Planning Commission meeting, all of these restrictive covenants are in place. He said that it is true that the city is not technically connected to these covenants; however, because they are legal the city really is connected to them. The city and the county both need to pay attention to those and work with Mr. Bader in trying to develop a plan that works. The key seems to be that the new created lot to the west side will only have one eventual residence on it. Councilor Duggan continued by stating that he would like to have compelling language in there that the residents in the area will be guaranteed that will be only one additional house in that area. Councilor Petschel pointed out condition number three, which reads “The new 8.32 acre parcel to be created after the combination process can only be used for one single-family residential dwelling development; unless the Owner receives full approval by the city of a new subdivision under separate application, per City Code Title 11 – Subdivision Regulations” and explained that this is not a recommendation, but a condition of approval. Councilor Miller asked for an explanation of the long-term liability of condition number three. City Attorney Pratt replied that to have a development agreement as a condition to the lot split would be a way for that to be a long-term condition. It could be added as a brief sentence that a contractual development agreement be drawn up and everyone would sign it so it is memorialized going forward. Councilor Petschel asked if the Council were looking to approve this tonight if that sentence could be added to the conditions. Attorney Pratt replied in the affirmative. Councilor Petschel stated that she was impressed with Mr. Aune’s statements at the Planning Commission meeting and asked Attorney Pratt and Mr. Benetti to clarify for her that his statement was that as soon as the new lot lines are drawn up for the west lot, the covenants that are being enforced do not change. Mr. Benetti replied that since Lot 3 and the other two lots have current covenants and restrictions on them, by combining this added land to Lot 3 – Lot 3 restriction do not change. Councilor Duggan asked to hear from the applicant and the other residents around the area. Mr. Paul McGinley, principle surveyor and vice-president of Loucks Associates, noted that he has worked on this project for years. He stated in regards to the city’s concern about the sequence of events, that as a consultant, it makes no difference to the outcome. If the Council were to approve the lot split, then there is a form that the Bader’s have to fill out to combine the west parcel with Lot 3. He suggested that the city hold the resolution, and get the combination form from the Baders and the city controls the recording of both so that they are convinced that it has taken place. He also pointed out that the resulting 8.32 acre west parcel would only be a single family home parcel. It would be combined on the tax statement. There is a state statute requiring that if anyone wants to take that parcel and subdivide it in any way, the process has to go through the city process for subdivision. Once the combination takes place, the city is protected by that statute. page 15 Councilor Miller asked the City Attorney on how the city could avoid another situation like what is happening on the Orchard property where there were 13 acres now being platted into small lots. Are the covenants that are in place as iron-clad as the language the Council wants. Attorney Pratt replied any future subdivisions or developments have to go through a planning process with the city. Normally, if all of the underlying zoning requirements and planning requirements could be met, then yes the development moves forward. In this case, the upgrading of Foxwood Lane to a public road would have to happen, and that would only happen if the residents that live on Foxwood would agree to it. Councilor Paper asked why the property line that is currently running north/south has a jog in it. Mr. Bader explained that a neighboring buyer wanted less than four acres and this seemed to be the smart way of accomplishing that. Mr. Tim Aune, 554 Foxwood Lane, stated that he was in favor of this approval if the conditions listed remain intact, and if the residents of the adjacent properties are given copies of the resolution. He understands that the city is not a party to any private contract; however, they do exist and this resolution would remove some of the ambiguity. He requested that the city ensure that the recording process is thorough. He stated that the Bader’s desire to monetize their lot is a reasonable one and rational. Ms. Lisa Gray, 540 Wentworth Avenue, stated that her property borders the Baders on the west as well as Foxwood Lot 3. In the past she objected to the Bader’s requests to subdivide their property. However, she understands this proposal and asked the Council to clarify that the covenants that currently exist with Lot 3 would apply to what would now be the new Lot 3. She was also in support of adding language that would only allow for one single family home to avoid further time, money, and effort by the Council and the neighbors fighting this battle again. She also supports the Baders being allowed to immediately split the lot with all of the conditions. Councilor Paper asked if there would be one house with one septic and the remaining homes tie into the city sewer. Mr. Benetti replied that, per city policy, any new subdivision has to be hooked into city services. If one house is built on that 8.32 acres, a septic system would be allowed because it supports one unit. If it were to go beyond that, then they need to have full city utility connections. Councilor Paper asked what constitutes a development. Mr. Benetti replied that most developers would create more than two lots. If this were to be considered, conceptually for five new lots, policy states the lots need to be connected to city utilities. How they make those connections is the burden of the developer. Councilor Petschel clarified that the Council does not enforce neighborhood’s covenants, however she expects that Lot 3 would still be covered by covenants. City Attorney Pratt confirmed. Councilor Petschel moved to adopt RESOLUTION 2018-45 APPROVING A LOT SPLIT (SUBDIVISION) AND LOT COMBINATION FOR PROPERTY LOCATED AT 1673 DELAWARE AVENUE (PLANNING CASE NO. 2018-14) with the addition to condition number three that this condition shall run with the land and to all future ownership of said parcel, and a requirement that all final materials be disseminated to the Foxwood neighbors. Councilor Duggan seconded the motion. page 16 Councilor Paper asked for confirmation that the city was ensuring in their language that this will be a new Lot 3 and would support one single family residential home – no hardships in place. This was confirmed. Ayes: 5 Nays: 0 C) RESOLUTION 2018-46 APPROVING A CRITICAL AREA PERMIT FOR PROPERTY LOCATED AT 1680 MAYFIELD HEIGHTS ROAD (PLANNING CASE NO. 2018-15) Community Development Director Tim Benetti explained that Jackie and Mike Chase were seeking a Critical Area Permit to allow for the construction of a new swimming pool and patio/deck on their property located at 1680 Mayfield Heights Road. The subject property is located within the Mississippi River Corridor area and a critical area permit is required. The plat is a 1.42 acre parcel, just under 62,000 square feet and is zoned R-1 Single Family Residential. On March 3, 2018, the City Council approved a critical area permit, conditional use permit, wetlands permit, and variance requests in order to demolish an old dwelling and a new home was built in its place. Mr. Benetti shared images of the location for the proposed new pool and patio/deck. He also showed images of the footprint of the current dwelling and the proposed pool and patio/deck. New retaining walls are planned to help with drainage issues; however, not a lot of grading work will need to be completed. The plan calls for a 16-foot by 38-foot in-ground swimming pool, with a concrete patio/deck around the perimeter. They also plan to install a new fence around the outer areas, as required by City Code. Boulder-style retaining walls would be integrated along the outer edges of the pool patio/deck. Mr. Benetti explained the standards and provisions that need to be met when considering a Critical Area Permit, which this application meets. He also explained that, as with all Critical Area Permit requests, materials were sent to the Minnesota Department of Natural Resources for review and comment. They had no comments or issues with the proposed improvements. Councilor Petschel asked if the retaining walls would create a problem for the neighbors. Public Works Director Ryan Ruzek replied that he was unaware of any drainage problems going towards the north off of this property. There is a city pond just west of this property and most of the stormwater from this property is draining into that area. Councilor Duggan moved to adopt RESOLUTION 2018-46 APPROVING A CRITICAL AREA PERMIT FOR PROPERTY AT 1680 MAYFIELD HEIGHTS ROAD (PLANNING CASE 2018-15). Mayor Garlock seconded the motion. Ayes: 5 Nays: 0 D) RESOLUTION 2018-47 APPROVING A LOT LINE ADJUSTMENT WITH VARIANCES AND LOT SPLIT - LOT COMBINATION FOR PROPERTY LOCATED AT 754 AND 760 UPPER COLONIAL DRIVE AND PART OF WENTWORTH PARK LAND PROPERTIES (PLANNING CASE NO. 2018-16) page 17 Community Development Director Tim Benetti explained that Jason & Sarah Barrett of 754 Upper Colonial Drive [Parcel B] and John & Deanne Bennett of 760 Upper Colonial Drive [Parcel A] were seeking approval of a lot line adjustment with a variance and lot split and combination of city-owned lands. This joint project is a lot line adjustment between the two properties and also a lot-split of city park land on the back side of their properties. The two properties are located at the end of Upper Colonial Drive. The properties are located adjacent to Wentworth Park. When the Cherry Hill Addition was approved in 1960, there were two outlots created that were identified as low wet-ground areas. In January 1963, the city received certificates of title that passed ownership of these low wet-ground areas to the Village of Mendota Heights. Eventually these lots were incorporated into Wentworth Park. The last four houses along Upper Colonial were misplaced – the foundations were misjudged within the lot boundaries. In 2008, 766 Upper Colonial Drive realized they had a problem with the lot line going right up to a house or almost over. The owners then acquired a portion of the Bennett property (760 Upper Colonial Drive) to help alleviate that lot line encroachment. In 2015, between 754 and 750 Upper Colonial Drive, a lot line adjustment was made. To alleviate an existing driveway encroachment, the city sold off a piece of Wentworth Park. Councilor Petschel, for clarification purposes, stated that the city did not sell the piece of Wentworth Park property. The property owner found out that his driveway was platted in Wentworth Park. His house was platted incorrectly, which set up a domino effect on the houses down the line as they were all incorrectly platted. The city transferred the small piece of Wentworth Park and it became incorporated into his lot for $100. Mr. Benetti continued by explaining that the Barretts and the Bennetts have agreed to adjust the lot line between their two properties. The current property line runs right on the building edge of the Bennett’s home. The Barretts have agreed to give up whatever they could so that it would not cloud up any more title work on their properties. This adjustment, however, will not bring the properties into compliance with the required side-yard setbacks or minimum lot size standards. Therefore, they must be processed under the related variance review. Earlier this year, the city was notified of a shed being built within city-owned land. Upon investigation it was discovered that this was city park land; it was also noted that the property on the other side had fencing and a garden area within city park land. Staff met with the homeowners and a suggestion was made that the city sell off that portion of the park land. The Public Works Department determined that this area of Wentworth Park was not being used, and had not been used for a while. Staff then directed the applicants to provide a survey to show not only the lot line adjustment but the two parcel descriptions. They came up with 5,792 square feet for Parcel A and 7,242 square feet for Parcel B. Mr. Benetti shared photos of the city park land areas being used as back yard space by the property owners. The city did not have the park land appraised or any values determined. The Bennetts and the Barretts have offered to pay $500 each for these parcels; which would be contributed to the city’s general park fund. Councilor Miller stated that he sees this application as two separate issues. The issue of the lot line adjustment, something that the city should correct. The other is the issue of the city park land being page 18 encroached upon and the property owners asking to have that deeded to them. He stated he does not believe that the city should be selling off portions of parkland. He understands that there is language in the resolution that says it does not set a precedence; but the sheer act of doing this could give residents the mindset that if they live next to a park and it appears that no one uses it, they can put up a shed or a fence or install a garden and see what happens. He also stated that he believes $500 is a low figure. Councilor Paper, in regards to an appraisal, asked why the city could not take the square footage and figure out what the county is already charging for this, per square foot of land. He also believed that $500 is too low. Councilor Duggan, noting that the two lots consist of 5,792 square feet and 7,242 square feet, stated that he views them as being one-third of a minimum lot size. He does not want to get bogged down in the monetary values as he does not believe this is the right direction to go. He believes the Council should remember that this is public land. Councilor Petschel noted that there have been two incidents recently. One was the CDA property that was being encroached upon by the residents in Friendly Hills. Another was the Dodge Nature Center property. People had landscaped and hardscaped into that area and the nature center came through and put up their boundaries and everyone had to remove what they had done. The concern was that if the CDA had allowed it to remain, the neighbors who had encroached might someday have it as their property. Councilor Petschel has no issue with the lot line adjustment; however, she was really troubled by the issue of the park. She asked if this request could be handled in two parts instead of a single resolution. Mr. Benetti replied that he believed it could be. Mr. John Bennett, 760 Upper Colonial Drive, stated when they acquired the property the fence was already in place. They took privileges they thought were their own. Councilor Petschel replied that the Council is not viewing them in a negative light and understands there are issues here that precede them. Councilor Petschel moved to adopt RESOLUTION 2018-47 APPROVING A LOT LINE ADJUSTMENT WITH VARIANCES AT 754 AND 760 UPPER COLONIAL DRIVE. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 Councilor Petschel moved the table the consideration of the park encroachment until a future date when all parties can be consulted and other solutions can be suggested. Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 E) CONSIDERATION AND DIRECTION IN PREPARING A PROPOSED ORDINANCE AMENDING CHAPTER 12 – ZONING TO ALLOW DOG TRAINING AND/OR PET CARE FACILITIES IN THE I-INDUSTRIAL DISTRICT page 19 Community Development Director Tim Benetti explained that Kristin Elmquist, owner of For the Love of Dogs, was looking at providing some type of specialized dog training facility within the city. Dog and pet uses are becoming more popular. A lot of cities are allowing some types of activities. Most of them are on the doggie daycare type uses. Ms. Elmquist is looking to open a dog training use, which would include an indoor pool for dock diving competitions. The city’s code is silent on identifying types of animal training. However, the city does have a definition for animal kennels and veterinary offices. They also have, under the B-1 Limited Business District, an allowance for cat clinics as a conditional use. The B-2 and B-3 districts also allow for animal hospitals and veterinary clinics. Even though animal kennels are defined, there are no allowances or provisions. Ms. Elmquist provided a list of other communities that allow for dog training uses. Staff discovered that the City of West St. Paul has a definition of a dog training facility and some new standards. The center they have is very popular and has been very well received with zero complaints. Councilor Petschel noted that the City of Eagan had conditions in their ordinance. She liked West St. Paul’s definition but she liked the provisos that were in the Eagan document as they were very thorough. Councilor Duggan asked if the city already had an ordinance that permitted kennels in homes. Mr. Benetti replied in the negative and stated that there is a definition for animal kennels; however, there are no allowances or provisions. Councilor Duggan disagreed and stated that the Council worked on an ordinance to house dogs and cats in homes in Mendota Heights. If there is no record of this; that is very interesting and disappointing. He recommended the Council go out and view some of these facilities. Councilor Petschel stated that she is concerned about breeding being included. She does not believe that the city wants to have a dog breeding business. That is fraught with policing and oversight challenges. Councilor Duggan also stated that the city should not get involved with the selling of animals. Mr. Benetti stated that the ordinance could limit the conditions of approval to not include breeding or selling of pets but could possibly allow for the Doggie Day Care type of use. Discussions continued on the possible uses that could be allowed under this ordinance and the conditions for it – no overnight stays, owner must be present at all times, limited to the I-Industrial District only, etc. It was determined to focus on the needs of Ms. Elmquist for the dog training facility as a conditional use permit in the Industrial Zone. Mr. Benetti explained that Ms. Elmquist is under a very tight timeframe and asked if the Council would be supportive of providing her with a tentative conditional use permit under the guise of a proposed ordinance. City Attorney Andrew Pratt noted that this option had been discussed with him and he is very comfortable with it given that in this conditional use permit application, there would be a statement saying that the city recognizes there is no ordinance right now but there will be one proposed. There is risk, as the city may decide to not adopt the ordinance. COMMUNITY ANNOUNCEMENTS City Administrator Mark McNeill reminded the public of the fireworks display planned for July 4th. The fund is still $2,000 short of being fully funded. page 20 COUNCIL COMMENTS Councilor Petschel wished everyone a happy and safe 4th of July. She is looking forward to the July 30th Memorial for Officer Scott Patrick. Councilor Paper wished best of luck to the Henry Sibley marching band in the national parade and wished everyone a Happy 4th of July. Councilor Duggan noted that there will be a meeting on July 11 at Wesley Church. The topic is ‘traffic issues’ and he encouraged everyone to attend. Councilor Duggan noted a small pond that flows into a little creek in Wentworth Park. The bridge over the creek needs repair and he suggested the public works department take a look at it. He stated that he and his neighbors cleaned up a little island near his home. It has been cleared of debris, weeds, and dead trees. He encouraged everyone to get together with their neighbors and clean up areas in their neighborhoods. ADJOURN Councilor Paper moved to adjourn. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 Mayor Garlock adjourned the meeting at 9:51 p.m. ____________________________________ Neil Garlock Mayor ATTEST: _______________________________ Lorri Smith City Clerk page 21 page 22 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the City Council Work Session Held July 2, 2018 Pursuant to due call and notice thereof, a work session of the City Council, City of Mendota Heights, Minnesota was held at the City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Garlock called the meeting to order at 6:33 pm. Councilmembers Duggan, Miller, Paper, Petschel were present. City staff present included Mark McNeill, City Administrator; Kristen Schabacker, Finance Director; Dave Dreelan, Fire Chief; Scott Goldenstein, Assistant Fire Chief; Andy Pratt, City Attorney; and Stacie Kvilvang of Ehlers and Associates. FIRE STATION BOND STRUCTURING City Administrator McNeill said that an earlier meeting with the City Council on May 30th resulted in the raising of a question as to how the termination of the Par 3 Bonds in 2023 might impact the City in the repayment of any municipal bonds for the Fire Station improvements, should those be determined to be issued. In response, Stacie Kvilvang reviewed several options for structuring the Fire Station Bonds which had been created by Ehlers, the City’s financial consultant. Those options included straight 15 and 20 year repayment schedules; paying interest only for the first four years (until the Par 3 Bonds are retired) and then applying approximately $260,000 of Par 3 proceeds to the fire station bonds; and options for interest only for four years, with $160,000 to be applied to fire bonds. In the latter case, $100,000 of the Par 3 bonds would then go to ongoing Parks facilities improvements. Councilor Petschel asked Ms. Kvilvang if any of these options would negatively affect the City’s AAA Bond rating? She was told that these would not. Councilor Duggan said that he had seen a report that the average value of a home in Mendota Heights had gone up to $400,000, as compared to the $356,000 figure which has been used in the estimates provided to the City Council. Administrator McNeill reviewed the impact of the May, 2018, ISD 197 School referendum; Councilor Petschel stated the need to be certain that taxpayers are educated on those impacts. Councilor Miller asked if it was better to go with the straight repayment, or to one of the options which provided for Par 3 bond payments supplementing the fire bond payments? Administrator page 23 McNeill said that from an aspect of minimizing the amount of interest to be repaid, the straight repayment plan would be preferable. However, the choice of structuring would be a policy decision of the City Council. Councilor Paper felt that a straight repayment is preferable, but that the City needs to find a good way to fund parks. Ms. Kvilvang said that bonds should not be issued until bids are received, so that the correct amount of the bonds will be known. Assuming the fire station project goes ahead, she said that the City will pay interest only on the bonds in 2019; principal and interest payments would begin in 2020. ADJOURNMENT There being no further business, Mayor Garlock adjourned the meeting at 6:55 PM. _________________________ Neil Garlock, Mayor _______________________ Lorri Smith, City Clerk page 24 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Joint City Council – Parks Recreation Commission Work Session Held May 9, 2018 Pursuant to due call and notice thereof, a work session of the City Council, City of Mendota Heights, Minnesota was held at the City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Garlock called the meeting to order at 5:33 pm. Councilmembers Duggan, Miller, Paper, Petschel were present. Parks and Recreation Commission members present included Chair Hinderscheid, and Members Miller, Klepperich, Tupper, and Goldade. Commissioner Levine was absent. City staff present included Mark McNeill, City Administrator; Ryan Ruzek, Public Works Director; Cheryl Jacobson, Assistant City Administrator; Kristen Schabacker, Finance Director; and Meredith Lawrence, Recreation Program Coordinator. REVIEW OF PARKS FINANCING City Administrator McNeill reviewed the finances of the Special Parks Fund, and financing sources for improvements to the Parks system. He reviewed state law, which restricts the use of dedicated funds going into the Special Parks fund to improvements or acquisitions. The Special Parks Fund cannot be used for routine maintenance. He said that it was sometimes a “gray area” as to what qualifies as an improvement. Chair Hinderscheid asked about what revenues had come in from new developments in the City; McNeill reviewed the fees which had come in from the Reserve Apartment building, THE Orchard Heights plat, and what could be expected from the Swenson development at the site of the old Mendota Motel. A question was asked about what revenue was anticipated from the Woodspring Hotel development? Member Klepperich asked about revenues from residential lot splits. CAPITAL IMPROVEMENT DISCUSSION Assistant City Administrator Jacobson reviewed several capital improvements projects being contemplated by the City, which were described in the April 30th Parks Projects Proposal List: Marie Park Tennis Courts—She reviewed the pros and cons of a sport court surface, vs. asphalt. She said that Recreation Coordinator Meredith Lawrence was applying for a grant from the US Tennis Association. Improvements would be a new surface, and net posts and chain link fence. Marie Park Basketball Backboards and hoops Mendakota Park Improvements—Lights for the ballfields were discussed. Councilor Petschel said that lights were controversial because of the neighbors; member Miller stated that the Commission has appeared to have no interest in field lighting. The condition of the parking lot in that park was also discussed. Public Works Director Ruzek said that it is in poor condition, and should be page 25 replaced. Member Tupper asked if any cost sharing had been discussed with MHAA? The consensus appeared to be that any revenue generated from charging for fields in the future should go to field improvements. Rogers Lake Improvements—Permanent restrooms at this park were discussed; Councilor Petschel expressed concerns about the cost of maintenance. A water connection for canoes and kayaks between the two parts of the lake under Wagon Wheel Trail was discussed. Member Kipp said that having 40% of the lake cut off from users seemed like a waste of resources. He didn’t think permanent restrooms are warranted. Wentworth Park—Councilor Paper said that it should be a destination park for the northern part of the City. Chair Hinderscheid commented on the need for improvements for the warming house, rink lights, and tennis courts. Mr. Ruzek said that the warming house and rink lights are estimated to be be in the $100,000 range. Ivy Hills Park—The basketball court there would be expanded, for an estimated cost of $75,000. Discussion of those present was that the courts did not appear to be getting a lot of use. Member Goldade said that the courts at Somerset School got more use with a smaller court and adjustable baskets. Skate Park at Rogers Lake—It was reported that the repair contract for approximately $10,000 was moving forward. Ms. Jacobson said that any replacement of the skate park in the future should be larger. Friendly Hills—The tennis courts were in need of repair. Dog Park—Ms. Jacobson said that a shade structure is proposed. Public Works staff has stated that they think that it is the same 6 to 8 people who use the dog park. General Projects—Chair Hinderscheid asked about the possibility of pickle ball courts at Henry Sibley High School. Councilor Duggan suggested adding one bike rack at each park. Councilor Paper asked about the addition of teeter totters, and how much space is needed for those. At the conclusion of the review of the Parks Capital Improvements discussion, the members of the Parks and Recreation Commission, and the Mayor and City Council were asked to rank their top priorities for those projects. Preferences were directed to be split by those to be funded by the Special Parks Fund, and by those which would be financed through the general levy. Following the participants’ submittal of their individual rankings, a break was taken at 7:05 PM. Councilors Duggan and Miller left the meeting at this time. The meeting reconvened at 7:16 PM. The results of the voting showed the following results: page 26 Special Parks Fund: Project Votes Received Cost Bike Racks and Repair Kiosks 9 $ 5000 Basketball Hoop Replacement—Marie Park 8 10,000 Friendly Marsh Soccer Field 8 100,000 Dedicated Pickleball Courts 7 60,000 Mendakota Dugouts 5 140,000 Shade Structure at Dog Park 5 10,000 Tables/Umbrellas at Market Square Park 4 10,000 Playground Equipment Improvements 3 265,000 $600,000 Property Tax Levy Funded: Wentworth Warming House 6 $45,000 Wentworth Rink Light Replacement 5 55,000 Marie Park Tennis Resurfacing 3 50,000 Wentworth Trail Improvements 3 50,000 Wentworth Parking Lot Improvements 2 50,000 $250,000 Administrator McNeill said that this prioritization could be used to determine which projects could be pursued for installation in 2018 and 2019. PAR 3 DISCUSSION M.s Jacobson and Ms. Lawrence reviewed the 2017 Year End report for the Par 3. That report showed a slight deficit for operations in 2017, but it was noted that there were a couple of larger one- time expenditures which impacted the year end numbers. Ms. Lawrence that the Par 3 golf course uses equipment which mechanically are past the time of recommended replacement. If, for example, any of the mowers currently being used would break down, a policy decision will need to be made as to the source of funding for replacements, as the current Par 3 fund balance is insufficient to fund the more expensive of those pieces of machinery. It was agreed to continue to monitor the Par 3. ADJOURN The meeting was adjourned at 7:42 pm. Minutes Taken By: __________________________ Mark McNeill, City Administrator page 27 page 28 CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING June 12, 2018 The June meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, June 12, 2018, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Pat Hinderschied called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Pat Hinderschied, Commissioners Steve Goldade, Ira Kipp, David Miller, and Nissa Tupper. Commissioner Bob Klepperich was absent; and Commission Stephanie Levine arrived late. Staff present: Recreation Program Coordinator Meredith Lawrence, Assistant City Administrator Cheryl Jacobson and Public Works Director Ryan Ruzek. 3. Approval of Agenda The agenda was approved as presented. 4. Approval of Minutes from April 10, 2018 Motion Tupper /second Goldade to approve the minutes of the April 10, 2018 Parks and Recreation Commission meeting. AYES 5: NAYS 0: ABSENT 2 5. Unfinished and New Business 5.a Recommendation of Proposed Lot Split Request of a Portion of Wentworth Park Land (Behind 754 and 750 Upper Colonial Drive) Community Development Director Tim Benetti explained that the city has received an application from Jason and Sarah Barrett, owners of 754 Upper Colonial Drive; and John and Deanne Bennett, owners of 760 Upper Colonial Drive to split portions of Wentworth Park located immediately behind each property. As part of this application, Mr. and Mrs. Barrett are also requesting a lot line adjustment as a correction of a surveying error committed at the time of the original development by shifting the property line between 754 and 760 Upper Colonial Drive. In 1960, when the Cherry Hill Addition was platted, they created two outlots (Outlot A and B), which were subsequently acquired by the city and incorporated into the Wentworth Park property. These wedge-shaped parcels are located immediately behind the Barrett and Bennett properties. Last September, planning staff was notified that each property owner was encroaching on the city-owned land. Staff met with the property owners, who stated that they thought their backyards extended farther back and were unaware that the land belonged to the city. The owners have requested the city to consider transferring or selling a small area of the “wedge-shaped” park land behind their properties, in order to keep the shed, fence and gardens in place, and legally acquire this city-owned property for additional yard space. page 29 There are three properties affected by the two outlots; however, the property owner at 750 Upper Colonial Drive has declined to participate in this request and that piece of property would remain as city-owned park land. Mr. Benetti shared images of the subject properties and noted that the splits would not affect the tennis court areas in Wentworth Park. Chair Hinderschied asked for confirmation that the city really has no useful purpose as far as park land for these two parcels. Mr. Benetti confirmed. Chair Hinderschied indicated that he was agreeable; however, he wanted to hear from the other commissioners. Commissioner Miller referenced the monies offered for each parcel and asked if it wasn’t the city’s normal procedure to have an appraisal done on the parcels and then selling them to the applicants. Mr. Benetti confirmed that this would be the normal procedure if the land had some development value or added value. In this case, it is evident that the property owners have been mowing and maintaining the land for many years and the encroachments has existed for so long, staff felt that it would be better to just ask them to provide a value or offer to purchase. The property owners have already spent quite a bit for surveys and title work. They have offered to pay $500 each, or $1,000 total, to the city’s general park fund as payment for these parcels. Once the parcels were acquired, the property values would increase slightly but is considered to be a nominal amount. Commissioner Goldade asked if there were any other situations where the city sold off portions of park land. Mr. Benetti replied that he was unaware of any such situation. Commissioner Kipp stated that it was his belief that when the city passed the bond issue to purchase park land, it included these parcels. He did not believe it was their intent to sell or give a portion of that park land to anyone else at a later point in time; therefore, he was against vacating any park land owned by the city. Mr. Benetti noted that he could not find any record or establishment of when the city acquired this parcel; it may have just been deeded over at one point in time. There is no record of a bond or bond issue. Commissioner Kipp asked if the land was unequivocally owned by the city for park land. Mr. Benetti replied that it is owned by the city; however, it was not dedicated for park land. It was dedicated as an outlot under the original Cherry Hill Addition. Public Works Director Ryan Ruzek noted that technically it is noted as a park on the city’s park and trail map; however, this underlying plat is Outlot B. It was not purchased via referendum so that is not an issue. At the time of the platting, the city did not have an established park dedication program; however, the city would accept land. It is a very wet area so public works mows it very minimally as they would cause more damage than good. Park staff is very much in favor of this process. Commissioner Kipp stated that if the Planning Commission and the Council allows this sale they would be setting up a strong precedence for future sales of park land. Commissioner Tupper echoed the comments made about the future precedence and noted that the third property owner declined to participate at this time. She questioned what would prevent any future owner of the third parcel from coming back and saying they wished to purchase the outlot from the city as well. page 30 Mr. Ruzek replied that the property owner that declined had just acquired 10 feet from the city up near the tennis courts a few years ago as part of the lot line adjustment to correct the same surveying error noted in this application. They did all of the title work and survey work and the city granted them that property. Commissioner Kipp questioned the value of the properties being added as it appears that the land size would increase by one-third to one-fourth. He reiterated his opposition to selling any park land to any citizen of the city, no matter the price. Commissioner Tupper stated that part of her concern is that there are no active programs on this spot because it is wet; however, there is a pond there and she wondered if the city could or would consider or start looking at that parcel as a piece of natural resource to add to the park context. She reiterated her concerns about setting up a precedence that could come back down the road. Commissioner Goldade asked if the residents were to purchase these parcels if there was anything they could do on that land that could change any sort of value to the park. Once they are the owner of the land is there anything they could do to negatively impact the city’s park. Mr. Benetti replied that in his professional opinion there is nothing they could do to negatively impact the park land. The property owners are currently using the land as part of their backyards and garden space and he does not foresee them doing anything out of the ordinary. Commissioner Kipp asked if there were other residential properties adjacent to city park land and what would stop those individuals from asking for the same considerations. Mr. Benetti replied that the city could object whenever they want to. This is a very rare and unique situation that does not come across the city’s desks very often. It is unique because of a situation that was investigated and determined that they have been mowing and maintaining the land for their own purposes. If the city has not used or missed it at the point it makes sense to deed it off. Chair Hinderschied asked if the parcels, according to the public works departments, were a nuisance to maintain. Mr. Ruzek replied in the affirmative and added the homeowners would keep their existing fence in the area. The appearance of the parcels would not lead anyone walking by to think that they are part of the park. Chair Hinderschied asked if there were any other similar situations around the city’s parks where someone could use this example to purchase city park land. Mr. Ruzek replied that he was unaware of any other situation similar to this. Actually, it would be just the opposite – where the city may be looking to acquire some outlot properties. Chair Henderscheid summarized the two concerns as: 1. Are the properties valued properly; and 2. Would this action set a precedence and open the city to other requests to sell park land Mr. Benetti stated that he would encourage the Commission not to worry about setting a precedence, as this is a very unique and very isolated situation. He reminded them that as owners of the park land, the city can always say no to other requests. This is a situation where the city offered the land to the homeowners and they accepted the chance to acquire additional lands, with the understanding that they would pay for the title work. The city requested they make the fair value offer, which they did. Motion Miller /second Goldade to recommend approval and let the City Council wrestle with the two stated concerns. page 31 Commissioner Kipp expressed his thoughts that, by approving this motion, the Commission would be suggesting to the City Council that the Commission approves of this lot split. He reiterated that he believes this would be detrimental to the city and he would be against it. AYES 3 (GOLDADE / MILLER / HENDERSCHIED): NAYS 2 (KIPP / TUPPER) 5.b StarTribune Adopt A Park Article Discussion Chair Hinderschied read an article in the StarTribune about Adopt A Park programs sweeping the suburbs and invited discussion for Mendota Heights to consider the program. Commissioner Miller noted that there were mixed reviews from the participating communities. Commissioner Kipp thought it to be an excellent idea if they could find some people and/or businesses interested in adopting a park and helping the city maintain the parks. It would reduce city costs and make the parks a little bit better – what would the city have to lose. Chair Hinderschied stated that one of the items mentioned to get people motivated was signage in the parks giving recognition by name. Chair Hinderschied asked for thoughts or event ideas from Recreation Program Coordinator Meredith Lawrence. Ms. Lawrence suggested that Assistant City Administrator Cheryl Jacobson call around and get some policy and procedure ideas from other communities and work with staff to come up with suggestions. Other considerations raised were in regards to recognition, implementation, planning, goals, anticipated outcomes, and additional details. A suggestion was made to start with one park and see how it goes and, if successful, add other parks as time goes by. Motion Hinderschied / second Miller to direct staff to explore an Adopt A Park program, draft a policy for review, and return to the Commission with an implementation plan to consider AYES 5: NAYS 0 5.c Results of the Parks Celebration Survey Chair Hinderschied expressed appreciations to Recreation Program Coordinator Meredith Lawrence, staff, Commissioners Levine and Tupper, and Clair for their hard work and assistance during the Parks Celebration on June 2, 2018. Ms. Lawrence then shared the results of the survey conducted during the Park Celebration. There were 29 responses to the survey and the top three items chosen were Splash Pad (19 votes), Restrooms at Roger’s Lake (11 votes), and Zipline (11 votes). Commissioner Tupper stated that she took the survey questions and copied them into the two Facebook community groups the city has. Between the two groups there were a total of 16 responses. There were six more votes for Splash Pad, 1 more vote for the Zipline, and a couple for the Wentworth Trail, addition of basketball hoops to Marie Park, Marie Park Tennis Court replacements, and expanding the Ivy Hills Basketball court. page 32 New suggestions received included a new skate park at Rogers Lake with a dedicated roller skating area, adding parent/child swings in the parks, water spigots at all of the park with seals, and a Ninja Warrior-style playground. Chair Hinderschied noted that the Commission should probably try to get more public input and asked how the Commission would go about getting that. Commissioner Miller noted that he is ready to move forward; and recommended the Commission give themselves a deadline for moving forward, which could include receiving additional feedback. The Commission has received input from the City Council, from their own commission, the Parks Celebration, and now Facebook. Suggestions were made on timing and ways to solicit additional feedback. Assistant City Administrator Cheryl Jacobson asked how formal of a survey would the Commission like to have as this could determine the best way to communicate said survey. An opinion-type survey would be best served through social media; however, if the desire is for more of a scientific result then it may be best to go the route of a more formal survey. Ms. Lawrence reminded the Commission that a more scientific survey would cost additional dollars. Motion Hinderschied / second Goldade to direct staff to prepare a survey using SurveyMonkey® to obtain feedback from the residents on playground improvement projects. Staff should bring the draft survey to the July Parks and Recreation Commission meeting. AYES 6: NAYS 0 5.d Wentworth Park Improvements Public Works Director Ryan Ruzek explained that the Commission is being asked to prioritize improvements to Wentworth Park. The city has a potential funding source to install approximately $100,000 in 2018 and then hopefully wrap up the remaining improvements in 2019. The four options, separate from the playground equipment replacement to be discussed later, were: Project 1: Replace Warming House (new location, expanded size, ADA compliant) - $50-$60K Project 2: Rehabilitate Tennis Court Surface with Asphalt - $50K Project 3: Rehabilitate Trails and Parking Lots - $75K Project 4: Replace Rink Lighting - $55K Staff proposed that the Commission choose two projects. After discussion and answering of questions, the Commission chose Project 1 as the highest priority and Project 4 as second priority. The Commission had also been asked to provide a recommendation whether to pave the Hockey Rink for summer use; however since Project 3 was not one of the priority choices then this recommendation was not needed. 5.e Market Square Park Public Works Director Ryan Ruzek explained that staff was looking for direction from the Commission regarding placing tables in Market Square Park. page 33 Questions were raised as to the type of table or benches could be put there. Staff recommended something permanent (i.e. pergola) that could be cemented in place to prevent inclement weather from moving the equipment and causing potential damage to surrounding businesses. Commission Levine expressed her desire to not have something permanent in place since this space was previously used as a stage for concerts, showing movies, or hosting other community events. She would hate to have something permanently installed and then not have anywhere to go if the idea of those types of usages would return. She suggested installing two tables so as to have the flexibility to put up a stage if desired. Commissioner Goldade suggested two tables as far away from the fountain as possible; one table with backs on the chairs and the other table having shade. Mr. Ruzek also expressed staff’s desire to have movable tables. He further explained that a table could be movable; however, a shade structure would need to be permanent. Discussion occurred on having trees provide shade instead of a permanent structure. Final determination was for two movable tables with chairs that have backs and the use of trees for shade. 5.f Marie Avenue & Wesley Lane Neighborhood Improvements For informational purposes, staff shared with the Commission that the City Council awarded a contract to provide consultant work on the Marie Avenue and Wesley Lane Neighborhood Improvements. Any proposed layout options for trail and traffic lanes would not be available until winter time. Mr. Ruzek shared other project details with the Commission. This information was provided since the city-owned property on the corner of Lexington Avenue and Marie Avenue is a city park. Staff is looking to do some pond improvements there via sediment removal, clean up some of the forested areas, and the possibility of installing curb and reconstructing the trail due to the minimum boulevard. 5.g Special Parks Funding Discussion Chair Hinderscheid asked that this topic be moved to the next Parks and Recreation Commission Meeting; however, Commission Kipp had a question. Commissioner Kipp asked if the new hotel going up on I-494 and Pilot Knob Road contribute by the number of rooms they build to the Special Parks Fund. Public Works Director Ryan Ruzek replied that this was a legal platted lot and there was $0 park dedication from that site. Commissioner Kipp suggested that the City Council look at changing that since the building of hotels means a lot more people coming into the city that do not live here but use the parks. Mr. Ruzek stated that he would pass that information on to the Community Development Director Tim Benetti. 6. Reports 6.a Par 3 Update page 34 Recreation Program Coordinator Meredith Lawrence shared the Par 3 Update by stating that they opened the season on May 1, 2018. The maintenance equipment, although outdated, is still functioning well. The city mechanic regularly checks the equipment. The financial report was made available to the Commissioners immediately before this meeting and Ms. Lawrence provided a quick review and answered questions; specifically regarding the replacement of two pieces of equipment that, if they broke down, would not be repairable. Suggestions and discussions were had regarding raising of funds for equipment replacement and different venues to purchase said equipment; possibly used. 6.b Recreation Update Recreation Program Coordinator Meredith Lawrence shared that the Registration for Summer Programs opened on March 1, 2018. She then shared the current number of participants for each of the 16 programs. The Park Celebration took place on Saturday, June 2 at Mendakota Park. It was well attended even with the inclement weather. Activities included the hamster ball, recycling trailer, rock climbing wall, putting green, petting zoo, and inflatables. The Officer Scott Patrick Memorial 5K run had a total of 349 participants. Staff is finalizing the last portion of the USTA grant for Marie Park tennis court repairs. Staff will keep the Commission updated. Summer Concert Series began on June 1, 2018 at Mendakota Park. Other events are scheduled for Wednesday, July 18, Wednesday, August 22, and Saturday, September 22. Community Kickball Event took place on Sunday, June 10, 2018. Participation was great with approximately 150 people. Puppet Wagon starts on Monday, June 18, 2018 and will continue each Monday through August 13, 2018. There will not be a program the week of July 4th. This event is held at Market Square Park and is free to the public. The first Summer Playhouse event was held today (Tuesday, June 12) at Mendakota Park and will take place again on June 19, 26, and July 10, 17, 24, and 31 at 11:00 a.m. This event is also free to the public. 6.c Playground Inspection Report and Bike Rack Locations Public Works Director Ryan Ruzek provided the Playground Inspection Report and Bike Rack Locations. This report identified corrective actions based on priority levels. Level 1 action items were identified at Wentworth Park (highest priority), Ivy Hills Park, Rogers Lake Park, and Mendakota Park. Level 2 and 3 action items were identified at all parks. The report also included the year that playground equipment was last installed in the parks. Many of the repairs can and will be completed by city staff; others will have quotes solicited for repairs. page 35 Mr. Ruzek shared a map showing the location of the city parks and each inspection report had a map of the park attached. Staff requested Commission input for recommended locations for bike racks. It was noted that a bike rack is proposed to be installed near the northeast corner of Market Square Park. Commissioner Tupper had visited each park and provided Mr. Ruzek with suggested placement and types of bike racks to be installed. Mr. Ruzek noted that there are three different mounting options of bike racks; free standing, anchored into concrete, and mounted on the surface. Staff is currently looking at the surface mounted ones. He then reviewed the suggested locations for each bike rack and asked if the Commission had any other suggestions. Chair Hinderschied shared the he was comfortable with Commissioner Tupper’s suggestions and asked staff to move forward. 6.d Commission Park Updates Chair Hinderschied asked if any Commissioners had any updates on the parks they check each month. Commissioner Kipp commented that Roger’s Lake Park is becoming increasingly popular, so much so that people are starting to park on the grass. He suggested that consideration be given to additional parking places being added or the current ones being extended. Commissioner Goldade noted that at Hagstrom-King, one can get a good sense of what a chain-link dugout looks like. Commissioner Levine stated that while traveling she had an opportunity to utilize a Zipline; it was so much fun. This activity has become the identifying point for this park; when someone were to say the name of the park no one would know where it was but if they say it’s the park with the Zipline, they know exactly where it is. She suggested that the city consider putting a Zipline on one of its parks. Chair Hinderschied echoed her suggestion. Mr. Ruzek identified three parks as possibly being ideal for the installation of a Zipline: Rogers Lake Park, Hagstrom-King Park, or Ivy Hills. This installation would require the removal of some equipment or creating a new engineered wood fiber base field (giving up some green grass areas). A suggestion was made to replace some of the older equipment at Hagstrom-King Park with a Zipline. Chair Hinderschied commented on the dog park by saying that when he was there this evening there were a number of people there and quite a few dogs. They shared with him how much they love the dog park. They did mention that they would really like to get some shade there somehow. 6.e Natural Resources Update Public Works Director Ryan Ruzek explained that the City Council authorized the advertisement of a newly created Natural Resources Technician position. This opening closes June 27, 2018, after which staff would review the applications, score them, and schedule interviews. Staff has been working with local master water stewards and 13 properties have signed up for rain gardens in the Lexington Highlands neighborhood. page 36 Dakota County Master Gardeners, in cooperation with Mendota Heights and Dakota County SWCD and Par 3 staff, have scheduled a volunteer planting event at Par 3 on June 26, 2018 to rehabilitate a previously constructed rain garden. All volunteers are welcome and registration is available on the city’s website. He also noted that the city contracted with Rainbow Treecare for bulk treatment options to residents for Emerald Ash Borer treatments. The plan is to have postcards mailed to all of the properties on June 25, 2018. Homes and residents are welcome to contact Rainbow Treecare directly. The price to residents is $5.75 per diameter inch of the tree, measured at breast height (approximately 4.5 feet above the ground) per treatment (which occurs every two years). 7. Announcements and Commission Comments Recreation Program Coordinator stated that the only announcement from staff was regarding the rain garden event taking place at the Par 3 Golf Course – June 26, 2018. Commissioner Tupper expressed her appreciation for the robust meeting and kudos to everyone who work on the Park Celebration. She looks forward to the rest of the summer programming. Commissioner Miller stated that he believed a lot of ground was covered this evening. He suggested that as the Commission moves into July that they have a bias towards action as the funds are available to move forward on the list of projects and he would like to see some movement forward. Commissioner Kipp noted that a lot of information was shared and expressed his appreciation to everyone for their time and effort. Commissioner Goldade thanked staff for a very detailed and specific agenda, a positive start to the summer programming, and the playground assessment information. Commissioner Levine shared that she had the opportunity to meet some of the wonderful new parks employees for the summer. She wished everyone a great summer and encouraged use of the trails, the parks, and get to know all of the great employees. Chair Hinderschied expressed appreciation for all of the work that went into preparing all of the information that was had, very detailed, and they covered a lot of ground. There are some exciting opportunities ahead to improve the parks and he is looking forward to that. 8. Adjourn Motion Goldade / Second Tupper to adjourn the meeting at 8:54 PM AYES 6: NAYS 0: ABSENT 1 Minutes Taken By: C. Darlene Oehlke Independent Contractor page 37 page 38 Request for City Council Action DATE: July 17, 2018 TO: Mayor, City Council, and City Administrator FROM: Lorri Smith, City Clerk SUBJECT: Temporary On-Sale Liquor License-Holy Family Maronite Catholic Church COMMENT: Introduction The City Council is asked to approve a temporary on-sale liquor license for Holy Family Maronite Catholic Church, and approve the use of the City Hall parking lot for overflow parking during the event. Background Pursuant to State Statutes and the Mendota Heights City Code, no person shall sell or give away liquor without first having received a license. Temporary On-Sale Liquor licenses shall be granted only to clubs and charitable, religious or nonprofit organizations for the sale of intoxicating liquor. The licenses are subject to final approval by the Director of Alcohol and Gambling Enforcement. Holy Family Maronite Catholic Church, located at 1960 Lexington Avenue South, is planning to hold a fall festival on their property September 7 – 9, 2018. They have submitted an application for a Temporary On-Sale Liquor license to allow for the sale of wine and beer at this event. Liquor liability insurance has also been obtained. It should be noted that Temporary On-Sale Liquor licenses have been issued in the past to charitable, nonprofit and religious organizations within the city with no incidents or negative reports. The church has also requested use of the City Hall parking lot for the overflow parking during the event. This has been approved in the past with no problems or issues reported. Recommended Action Staff recommends the City Council approve the Temporary On-Sale Liquor license for Holy Family Maronite Catholic Church for September 7-9, 2018, and approve the use of the City Hall parking lot for overflow parking during the event. page 39 page 40 REQUEST FOR COUNCIL ACTION DATE: July 17, 2018 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Purchase Bike Racks for City Parks COMMENT: INTRODUCTION The Council is asked to approve a purchase order for adding bike racks to the city parks. BACKGROUND The Parks and Recreation Commission is recommending the addition of bike racks in city parks. Bike rack improvements were also prioritized at the joint City Council Parks and Recreation Commission workshop in May, 2018. DISCUSSION The Parks and Recreation commission is recommending to install a rolling style bike rack capable of locking 5 bicycles (photo attached). Staff is proposing to purchase 14 bike racks to be installed in 12 parks (Friendly Hills (2), Hagstrom King, Ivy Hills, Kensington, Marie, Market Square, Mendakota (2), Rogers Lake, Valley, Valley View Heights, Victoria Highlands, and Wentworth). All bike racks are proposed to be installed on concrete pads. BUDGET IMPACT Staff researched the bike racks and are proposing to purchase online from the “Park Catalog” for $279 each or $3906 plus shipping. Staff also received quotes for the concrete pads, Kirchner Contracting, Inc. quoted $1,250 per rack or $16,250 for 13 locations (Market Square has an existing pad). The other quote from another company was $1,390 per pad. The costs for this Improvement will be funded by the Special Parks Fund. RECOMMENDATION Staff recommends that the Council approve the addition of bike racks in city parks. ACTION REQUIRED If Council agrees with the recommendation, it should pass a motion approving a purchase order for bike racks and a purchase order to Kirchner Contracting, Inc. for the bike rack concrete pads. This action requires a simple majority vote. page 41 page 42 REQUEST FOR COUNCIL ACTION DATE:July 17, 2018 TO:Mayor, City Council, and City Administrator FROM:Ryan Ruzek, P.E., Public Works Director SUBJECT: Approve Market Square Tables Purchase COMMENT: INTRODUCTION The Council is asked to approve a purchase order for adding two tables at Market Square Park. BACKGROUND The Parks and Recreation Commission is recommending the addition of two bike racks at Market Square Park. Market Square Park Tables were also prioritized at the joint City Council Parks and Recreation Commission workshop in May, 2018. DISCUSSION The Parks and Recreation commission is recommending to install two ADA complaint tables with backs (photo attached but will be black in color). The tables are proposed to be portable to allow for varying uses at the park. The tables are able to be anchored to the surface if needed. BUDGET IMPACT Staff researched the tables and are proposing to purchase online from the “Park Catalog” for $1,068 each or $2,136 plus shipping. The costs for this Improvement will be funded by the Special Parks Fund. RECOMMENDATION Staff recommends that the Council approve the addition of two tables at Market Square Park. ACTION REQUIRED If Council agrees with the recommendation, it should pass a motion approving a purchase order for tables at Market Square Park. This action requires a simple majority vote. page 43 page 44 REQUEST FOR COUNCIL ACTION DATE:July 17, 2018 TO:Mayor, City Council, and City Administrator FROM:Ryan Ruzek, P.E., Public Works Director SUBJECT: Approve Picnic Table/Shade Structure Purchase for Off-Leash Dog Park COMMENT: INTRODUCTION The Council is asked to approve a purchase order for a Picnic Table with built in shade structure at the Off-leash Dog Park BACKGROUND The Parks and Recreation Commission is recommending the addition of a picnic table and shade at the Off-leash Dog Park. A shade structure was also prioritized at the joint City Council Parks and Recreation Commission workshop in May, 2018. DISCUSSION The Parks and Recreation commission is recommending to install a picnic table with a built in shade structure (photo attached). The structure will need to be installed with a footing to support the structure. This table can be relocated if the city chooses to change the status of this park. BUDGET IMPACT Staff researched the tables and are proposing to purchase Minnesota-Wisconsin Playground (supplier of playground equipment in some Mendota Heights Parks) for $4,444 plus shipping ($350). The table is also proposed to be installed by a contractor for a fee of $1,115. The total cost of improvement would be $5,909. The costs for this Improvement will be funded by the Special Parks Fund. RECOMMENDATION Staff recommends that the Council approve the addition of the picnic table shade structure at the Off-Leash Dog Park. ACTION REQUIRED If Council agrees with the recommendation, it should pass a motion approving a purchase order for Picnic Table with shade canopy at the Off-Leash Dog Park. This action requires a simple majority vote. page 45 page 46 Request for City Council Action MEETING DATE: July 17, 2018 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, Public Works Director SUBJECT: Final Payment and Acceptance of the Ivy Hills Park Pond Improvements Project #201709 COMMENT: Introduction The Council is asked to approve Resolution 2018-51, to accept work and approve the final payment for the Ivy Hills Park Pond Improvement. Background The City Council awarded the contract to BKJ Land Company at their March 6, 2018, City Council meeting for their low bid of $57,488.50. The project included sediment removal, outlet improvements, rip rap, and restoration. Discussion The contract work for the 2017 Ivy Hills Park Pond Improvements has been completed, inspected, and approved. Acceptance of the Resolution will start the one-year guarantee period. All required paperwork needed before final payment has been submitted. The cost was higher by $7673.68 than the contract amount due to additional material being hauled off-site. Staff had estimated 500 cubic yards of material to be left on-site. Only 60 yards of this material was used in the north portion of the park. The final payment for this contract is $65,162.18. Budget Impact There are sufficient funds in the Storm Water Utility Fund to cover the final payment. Recommendation Staff recommends that the City Council approve the attached Resolution No. 2018-51 “RESOLUTION ACCEPTING WORK AND APPROVING FINAL PAYMENT FOR PROJECT #201709” Action Required If Council concurs with the staff recommendation, they should pass a motion adopting Resolution No. 2018-51 “RESOLUTION ACCEPTING WORK AND APPROVING FINAL PAYMENT FOR PROJECT #201709”, by simple majority vote. page 47 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 2018-51 RESOLUTION ACCEPTING WORK AND APPROVING FINAL PAYMENT FOR PROJECT #201709 WHEREAS, pursuant to a written contract with the City of Mendota Heights on March 7, 2018. BKJ Land Company of Jordan, Minnesota, has satisfactorily completed the improvements for the Ivy Hills Park Pond Improvement Project #201709, in accordance with such contract. NOW THEREFORE IT IS HEREBY RESOLVED by the City Council of the City of Mendota Heights that the work completed under said contract is hereby accepted and approved; and BE IT FURTHER RESOLVED that the Mayor and City Clerk are hereby directed to issue a proper order for the final payment on such contract in the amount of $65,162.18, taking the contractor’s receipt in full. Adopted by the City Council of the City of Mendota Heights this seventeenth day of July 2018. ATTEST CITY COUNCIL CITY OF MENDOTA HEIGHTS BY____________________________ BY___________________________ Lorri Smith, City Clerk Neil Garlock, Mayor page 48 REQUEST FOR COUNCIL ACTION DATE: July 17, 2018 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Award of a Professional Services Contract for the Wentworth Park Pond Improvements COMMENT: INTRODUCTION The Council is asked to award a contract for the design, surveying, testing and construction management for the Wentworth Park Pond Improvement Project. BACKGROUND Staff has received a number of calls regarding the pond in Wentworth Park having excessive algae growth and failing outlet structure. Staff assessed the pond and discovered that the outlet structure is needing replacement and the pond has an accumulation of sediment. Residents use the existing outlet structure as a trail to walk a circular path around the pond. The excessive sediment is recommended to be removed and the outlet structure replaced. DISCUSSION Staff consulted with Barr Engineering on the project and is proposing to issue a delivery order through the preapproved consulting pool for the engineering work on this project. Barr Engineering submitted two proposals based on the classification level of the sediment that is to be removed from the pond. If the material is contaminated (Level 2 or 3) it will be required to go to a landfill. If the Material is Level 1 it can be used for fill anywhere. The cost to the consultant will be cheaper if the material contaminated as quantities will be weighed at the landfill. If the material is Level 1, the consultant will then need to do a post construction survey to calculate the volume of material removed. The construction costs would be higher if the material needs to be landfilled. This project was originally scheduled for 2020. Wentworth Park is also in need of other improvements including a rehabilitation of the trails and parking lots. The pond work should occur prior to the paving improvements as large equipment and trucks will be needed to improve the pond. BUDGET IMPACT The Dredging of the pond would be paid for through the Storm Water Utility Fund. The Fund does have monies to complete this project in 2018. page 49 RECOMMENDATION Staff recommends that council accept the proposal from Barr Engineering for the proposed not- to-exceed price of $23,375. ACTION REQUIRED If Council wishes to enact the staff recommendation, it should pass a motion authorizing staff to enter in to a contract with Barr Engineering for the pond improvement at Wentworth Park. This action requires a simple majority vote. page 50 Task1 Survey and Data Analyses Perform bathymetric survey 2,985.00$ Sediment coring and chemical analysis 2,540.00$ subtotal 5,525.00$ Task 2 Plans and Specs Prepare plans using Civil3D 2,075.00$ Change order creation 2,050.00$ subtotal 4,125.00$ Task 3 Geotech Investigation Geotech Investigation 3,500.00$ Design of outlet structure 1,140.00$ subtotal 4,640.00$ Task 4 Survey for Material Quantities Survey for Material Quantities 2,210.00$ subtotal 2,210.00$ Task 5 Construction Administration Pre-Construction Coordination with Contractor 1,125.00$ On-site contstruction observation 2,940.00$ Evaluate and process pay requests 930.00$ Conduct final inspection 750.00$ Prepare as build drawing 1,130.00$ subtotal 6,875.00$ Project Total 23,375.00$ Project Name: Wentworth Park Pond Improvements Client Name: City of Mendota Heights Date: July 12, 2018 Approved by: Steve Klein Total page 51 Task1 Survey and Data Analyses Perform bathymetric survey 2,985.00$ Sediment coring and chemical analysis 2,540.00$ subtotal 5,525.00$ Task 2 Plans and Specs Prepare plans using Civil3D 2,075.00$ Change order creation 2,050.00$ subtotal 4,125.00$ Task 3 Geotech Investigation Geotech Investigation 3,500.00$ Design of outlet structure 1,140.00$ subtotal 4,640.00$ Task 5 Construction Administration Pre-Construction Coordination with Contractor 1,125.00$ On-site contstruction observation 2,940.00$ Evaluate and process pay requests 930.00$ Conduct final inspection 750.00$ Prepare as build drawing 1,130.00$ subtotal 6,875.00$ Project Total 21,165.00$ Project Name: Wentworth Park Pond Improvements Client Name: City of Mendota Heights Date: July 12, 2018 Approved by: Steve Klein Total page 52 Request for City Council Action DATE: July 17, 2018 TO: Mayor and City Council FROM: Mark McNeill, City Administrator Cheryl Jacobson, Assistant City Administrator SUBJECT: City Clerk Salary Adjustment Introduction The City Council is asked to approve an adjustment to the City Clerk’s salary in accordance with the City’s Compensation Plan and 2018 Pay Matrix. Background The annual salaries and hourly rates for employees are provided for under the City’s Compensation Plan. As part of the City’s compensation study completed in December, 2017, each staff position was re-evaluated and adjusted both in position grade and salary range. Implementation of the new plan has been carried out over the course of the year. Adjustments to move employees to a step within the new matrix generally occurs on the employee’s anniversary date. The position of City Clerk is ranked at position grade 11 and has a 2018 salary range of $66,386 (step one) to $81,606 (step seven). The City Clerk is an exempt position and is responsible for preparing and keeping minutes, maintaining official records of City Council actions, handling election duties and processing license applications. With the adjustments to the grade and salary range of the City Clerk position and in anticipation of the significant amount of additional work that is required of the City Clerk to coordinate elections, and for which no overtime compensation is made, the City Administrator is recommending that the pay of the City Clerk be adjusted to step seven of pay grade 11 on the City’s 2018 Pay Matrix. If approved, this increase would be effective retroactively to June 11, the City Clerk’s work anniversary date. Budget Impact The City Clerk’s current annual salary is $76,060, which is between steps four and five of position grade 11 on the 2018 pay matrix. Placement on the 2018 pay matrix at step seven would result in an increase of $5,546, or an annual salary of $81,606. The position is included in the 2018 budget and the increase can be accommodated. page 53 Recommendation Staff is recommending that the City Council approve an adjustment to the City Clerk’s salary to step seven of position grade 11, retroactive to the City Clerk’s anniversary date of June 11, 2018. Action Requested If the City Council concurs, it should, by motion, approve the adjustment to the City Clerk’s annual salary to step seven of position grade 11, retroactive to June 11, 2018. page 54 DATE: July 2, 2018 TO: Mayor, Council and City Administrator FROM: Kelly McCarthy, Chief of Police & Emergency Manager SUBJECT: Authorization to Renew the Contract with MBRB and Continue to Conduct an Annual Limited Deer Hunt within Mendota Heights INTRODUCTION The Council is asked to renew a contract with the Metro Bowhunters Resource Base for deer population control hunts, and include nuisance coyotes. BACKGROUND In 1995, the City of Mendota Heights adopted its first deer management plan with assistance from the Minnesota Department of Natural Resources (DNR) and began working with the Metro Bowhunters Resource Base (MBRB) to source and provide hunters. Since that time, the hunt has changed, along with the density of the populations in the City of Mendota Heights. Over the years, council has adopted resolutions to continue working with the MBRB on deer management plans. The MBRB has also received high marks over the years from the property owners on whose land they have hunted. City Code 5-1-1 prohibits discharge of firearms or bow and arrow with four exemptions, one of which is for deer population control hunts under city direction. Code 5-4-3 prohibits all other hunting in the city with exemptions for government employees and other persons who meet an exemption requirement in 5-4-3 B. In the past 16 years, the city has not granted a hunting exemption to a private party and has only issued a single archery permit. Since the inception of the program: • Police staff meets and communicates with MBRB staff to review the hunt plan, dates, options and other scenarios with MBRB staff. • Notifications are distributed annually to those residents who wish to continue participating in the hunt • Options are provided to residents should they wish to refrain from participating in the hunt. • The hunt has expanded to include certain city owned/public areas, including the cemetery areas, Friendly Marsh and Valley Park. • For the safety of the public, hunting notices of the hunt dates are posted in advance at entrances to public parks and right of ways, the authorized hunters are provided with a City page 55 of Mendota Heights ID badge and vehicle permit, and a list of the hunters’ vehicles are provided to the Police Department. MBRB hunters have stated that over the years they have seen several coyotes, and many of these coyotes have become so accustomed to humans, they were unafraid of them while hunting. The current plan allows hunters to shoot coyotes while hunting deer. This is legal under Minnesota State Statutes. They will not do exclusive coyote hunting, but they will shoot and properly dispose of nuisance coyotes as authorized. The MBRB contracts with numerous other cities and counties in the metro area to keep the deer population under control. In recent history, they have only stopped working with communities and/or counties when the elected officials chose to open the hunt areas to public hunting. I recommend the City of Mendota Heights renews the contract with the MBRB to hunt on authorized public and private lands in the city. I further recommend the city continues to approve only MBRB hunts, sign a five year contract with the MBRB authorizing them to shoot nuisance coyotes as part of the hunt, and allow private property owners to request deer hunting on their property by the MBRB (subject to city approval). As in past practice, the city will work with the MBRB to secure permission for hunting on private land. The proposed new contract will expire December 31, 2022. BUDGET IMPACT The police department spends approximately 5 hours of staff time annually working with MBRB to manage this project and by extending the permissions out another 5 years , that amount of staff time should remain the same. The City would agree to pay $50 per year to be named as an insured on the MBRB liability policy. RECOMMENDATION We recommend that the Council renew the contract with the MBRB, to be effective through December 31, 2022. ACTION REQUIRED If the Council concurs, it should by motion renew the following contract, to be effective through December 31, 2022: CONTRACT BY AND BETWEEN THE CITY OF MENDOTA HEIGHTS, AND METRO BOWHUNTERS RESOURCE BASE, INC page 56 CONTRACT BY AND BETWEEN THE CITY OF MENDOTA HEIGHTS, AND METRO BOWHUNTERS RESOURCE BASE, INC WHEREAS, the City of Mendota Heights (City), a political subdivision of the State of Minnesota, is in need of services and/or goods (hereinafter "services") and Metro Bowhunters Resource Base, Inc., located at PO Box 161, Circle Pines, MN 55014 (Contractor) is capable of, and desires to provide such services, and WHEREAS, in consideration of the mutual promises and agreements contained herein the parties enter into this Contract and agree as follows: SCOPE OF SERVICES. The City requests and the Contractor agrees to be responsible for the following services: • Provide a crew of MBRB qualified archers with sharpshooter status. • Provide certificate of liability insurance with the City listed as an additional insured before start of hunt. • Send a mailing list of MBRB hunt participants to City before start of hunt. • Hold a Hunt Orientation Check-in and Meeting presentation before start of hunt. o Provide agreed upon hunter identification to hunters o Provide agreed upon hunter vehicle markings for each vehicle to be used in hunt. o Post main entrances to public lands hunted at beginning of season advising of hunt dates. • Have four hunt periods per season in Mendota Heights. • Gather hunt data from each participant each day. • Provide the City a verbal report on hunt progress and issues monthly. • Administer hunts in accordance with hunt rules and other procedures necessary for a safe and orderly hunt event. • Assist in tracking and recovery of deer that are reported hit by participants. • Provide liaison with the City and Police Department so that there is one point of contact for all hunting activities. • Report rule infractions and other pertinent incidents to City. • Take nuisance coyotes during hunt and dispose of properly. • Send final hunt summary data to City staff one month after completion of hunt. • And other such services as may be mutually agreed upon. The services provided under this Agreement will be conducted in a manner which is consistent with that level of care and skill ordinarily exercised by members of the Contractor's occupation while performing services under similar conditions. PAYMENT FOR SERVICES. The City agrees to pay for the services, including expenses in an amount $50.00, and in accordance with payment rates or schedule as provided herein. The City will reimburse the MBRB for the cost to list the City as an additional insured party on its insurance policy for these services. page 57 LIAISONS. The City and Contractor shall each provide a designated liaison to facilitate effective communications between the two parties. TERM AND TERMINATION. The term of this Contract is from the date of execution by all parties, through December 31, 2022, unless otherwise terminated. Either party may terminate this agreement upon providing 60 days written notice to the other party. IN WITNESS THEREOF, the parties hereto have executed this Contract on the date(s) indicated below: FOR CITY OF MENDOTA HEIGHTS: METRO BOWHUNTERS RESOURCE BASE ___________________________ ___________________________________ Neil Garlock, Mayor Signature ___________________________ ___________________________________ Lorri Smith, City Clerk Print Name and Title ___________________________ ___________________________________ Date Date I hereby certify that I represent the MBRB, and have the authority to enter into this document on behalf of the organization. page 58 DATE: July 17, 2018 TO: Mayor, City Council and Administrator FROM: Kelly McCarthy, Chief of Police SUBJECT: Approve Renewal of a Joint Powers Agreement with Dakota County for Pharmaceutical Drug Disposal Program INTRODUCTION The City Council is asked to authorize the renewal of the Joint Powers Agreement (JPA) with Dakota County for Pharmaceutical Drug Disposal Program. BACKGROUND In 2010 the Dakota County Sheriff’s started working with the Drug Enforcement Administration to sponsor prescription drug drop off events at the Dakota County Service Centers. In 2013, the program was expanded to include drop off boxes at police departments throughout the county, including one located at the Mendota Heights Police Department. A sworn police officer is responsible for emptying, weighing and logging in the materials collected and placing them into secure storage. All pertinent MN Pollution Control and MN Board of Pharmacy regulations are be followed. The Dakota County Drug Task Force arranges for the transport and disposal of the waste. The attached joint powers agreement (JPA) has been approved by the Dakota County Board and an earlier version was approved by the Mendota Heights City Council in 2013. BUDGET IMPACT There is no impact to the budget. On-going costs of the program consist of approximately one hour of on-duty time per week to empty the box and secure the items for storage. RECOMMENDATION Approve renewal of the JPA with Dakota County for Pharmaceutical Drug Disposal Program. page 59 page 60 DATE: July 17, 2018 TO: Mayor, Council and City Administrator FROM: Kelly McCarthy, Chief of Police / Emergency Manager SUBJECT: Auction of city owned vehicles INTRODUCTION: The Police Department is asking for Council approval to auction two city owned vehicle pursuant to Chapter 9 of the city code. BACKGROUND There are two city owned vehicles that are used so infrequently that continued ownership cannot be justified when weighed against repair and maintenance costs. We are asking for Council approval to sell the vehicles at public auction as dictated by Chapter 9, section two, paragraph A of city code. One vehicle is a 2013 Hyundai that was authorized for purchase in January of 2015. The intent was to use the vehicle for drug enforcement activities. At the time of purchase, the vehicle had 65,313 miles on it. As of June 28, 2018, the vehicle has 70,905 miles on it. The vehicle was purchased with $6,000 in budgeted funds and $4,550 in forfeiture funds. The other vehicle in question is a 2012 Ford Interceptor that was purchased in May of 2016. The vehicle had previously been leased from the state of Minnesota. The vehicle was purchased for $16,750 and assigned to members of the Reserve Program. The funds to purchase the vehicle came from a Budget Improvement Package ($12,185), the Police Reserve Program fund ($1,410) and $3,155 from the police department general repair fund. If council approves the sale of the vehicles, a notice will be published in the legal newspaper. The notice will contain the description of the vehicles, as well as the time and location of the auction. Ten days after the posting, the vehicle will be turned over to Total Auto Solutions in Little Canada. Total Auto Solutions will facilitate the auction of the vehicle to the highest bidder. Total Auto Solutions accepts bids both in person and on-line. The fees for facilitating the auction are dependent on the final sale amount of the vehicle, but will not exceed $500 each. page 61 BUDGET IMPACT Proceeds from the sale of the 2012 Ford Interceptor vehicle will be deposited in the general fund. Because forfeiture funds were used towards the purchase of the Hyundai, the proceeds will need to be disbursed according to Minnesota State Statute 169A.63 (vehicle forfeiture). RECOMMENDATION Council approves the auction of the City owned 2013 Hyundai and 2012 Ford Interceptor. page 62 page 63 page 64 page 65 page 66 page 67 page 68 page 69 page 70 page 71 page 72 page 73 page 74 page 75 page 76 Request for City Council Action DATE: July 17, 2018 TO: Mayor and City Council, City Administrator FROM: Meredith Lawrence, Recreation Program Coordinator Cheryl Jacobson, Assistant City Administrator SUBJECT: Approval of Par 3 Mowing Equipment INTRODUCTION City Council is asked to approve the purchase of a rough mower and debris blower for the Mendota Heights Par 3. BACKGROUND To properly mow the golf course, Par 3 maintenance staff uses three primary pieces of mowing equipment—a rough mower, a fairway mower and a greens/tee mower. The equipment is owned and maintained by the City. The current rough mower is a 2002 Toro Groundsmaster 3500D with a 65” mowing deck and approximately 4,200 hours on the machine (or the equivalent of approximately 250,000 miles). With a high amount of rain in May and June, the rough was needing to be mowed more often due to clumping grass. The current machine is being used 24-36 hours per week in order to cut the entire rough area two times per week. The rough mower had approximately $2,000 in needed repairs made to it at the beginning of the 2018 season, and additional repairs are recommended. The City Council authorized staff to obtain price quotes for the replacement of the Par 3 rough mower and for the purchase of a debris blower at its July 2 meeting. Staff worked with MTI, a state cooperative purchasing contract holder to investigate the equipment, and determine which piece of equipment would be the best fit for the Par 3 golf course. MTI submitted an equipment proposal recommending a Toro Groundsmaster 4000-D as a replacement rough mower. A primary feature of this model includes adjustable mowing decks. Mowing can be done using one, two, or three decks. Resulting in a mowing width of 62 inches to 132 inches wide. Given the mowing width, the rough can be mowed in one fourth of the time that it currently takes. page 77 This machine allows staff to quickly change the cutting height when necessary, something the current mower is not able to do quickly. This mower features three rollers on each deck, which have castor wheels that can turn, and not slide when trimming. This feature will reduce maintenance costs immensely. This machine will also not tear up the turf when turning, which allows for better trimming and aesthetic maintenance of the course. MTI offered $3,000 for a trade in value for the current mower. With the trade in factored in to the cost of the machine and the addition of a leaf mulching kit, sunshade, and 8 inch foam filled tires, the total cost of the GM 4000-D machine including tax is $65, 989.70. With the unusually wet season, in addition to mowing the rough more frequently, staff has tried other ways to reduce the clumping of wet grass. One solution is to disperse the grass over the course using a debris blower. Staff tested a debris blower on the course and the appearance of the rough was improved. For many courses a debris blower is a standard piece of equipment and is used for grass and leaves. The total cost of the Toro Pro Force Debris Blower is $7,987.50. Staff explored leasing the equipment, versus buying the equipment. With the source of funding being the general fund balance, the City Administrator and Finance Director recommend the outright purchase of the equipment. BUDGET IMPACT The Par 3 budget does not include funding for the replacement of mowing equipment or the purchase of new/additional equipment. However, because of a favorable balance in the City’s general fund, a one-time transfer of funds from the General Fund to the Par 3 Golf Course fund is available. These pieces of equipment could be used by other City departments if needed. In consultation with the Finance Director, a transfer from the General Fund balance to the Par 3 Golf Course Fund is recommended as the source of funding. RECOMMENDATION Staff is recommending that Council approve the purchase of a Toro Groundsmaster 4000-D with a leaf mulching kit, sunshade, and 8 inch foam filled tires for $65,989.70. It is also staff’s recommendation to purchase a Toro Pro Force Debris Blower for $7,987.50. ACTION REQUESTED If the Council agrees, it should, by motion authorize staff to purchase a Toro Groundsmaster 4000- D and a Toro Pro Force Debris Blower for the Par 3. page 78 MTI Distributing Equipment Proposal June 27, 2018 City of Mendota Heights Merideth Lawerence Expiration Date:7/27/2018 Qty Model Number Description Price Price Extension 1 44552 Pro Force Debris Blower $7,473.68 $7,473.68 Sub-total $7,473.68 Tax $513.82 Total $7,987.50 Quote is valid for 30 days New Toro commercial equipment comes with a two-year manufacturer warranty Equipment delivery at no additional charge Thank you for the opportunity to submit this quote. If you have any questions, please do not hesitate in contacting us. Bob Frank, SCPS Mandi Prinsen Outside Sales Representative Inside Sales Representative 612-877-0837 763-592-5641 MTI Distributing, Inc. • 4830 Azelia Avenue N. #100 • Brooklyn Center, MN 55429 Tax is not included in pricing. A 2.5% service fee will apply for all credit card transactions. page 79 Call your Toro distributor at 800-803-8676©2018 The Toro Company. All rights reserved. Rev. 1/18 FEA TURES Groundsmaster ® 4000-D/4010-D WIDE AREA ROTARY MOWERS Groundsmaster® 4010-D • 55 hp (41 kW) Yanmar® engine, Tier 4 Final Compliant, turbo-diesel engine • Smart Power® - optimized mowing in all conditions • Foldable ROPS • 11’ (3.4 m) width of cut • Full-time 4WD forward and reverse • All-time traction assist assures full-time 4WD • 0” uncut circle in turns • SmartCoolTM auto-reversing cooling fan • HybridDriveTM cutting deck system delivers unmatched reliability • 4-way adjustable seat and Air Ride Suspension • InfoCenter™ displays simple operating info while monitoring machine health • Integrated ControlHubTM with fingertip electronic controls • Top and rear air intake for increased cooling • Climate-controlled safety cab with air conditioning and heater (4010-D) • Isolated operator platform for greater comfort and smoother ride Operator-friendly and smart by design. With Smart Power® technology, high engine torque and patented, HybridDriveTM cutting deck system, the Groundsmaster 4000-D and 4010-D deliver power where you need it most – to cut grass, no matter how tough the conditions. With their excellent trimming capability, you’ll maneuver around obstacles with ease. Both mowers can mow a 0” uncut circle, allowing you to mow back and forth patterns without leaving any uncut grass. The patented, parallel hydraulic traction system maintains consistent hydraulic flow between the front and rear wheels to assure full time 4-wheel drive. This allows you to mow with confidence, even on hills and wet grass. Groundsmaster® 4000-D toro.com/4000 page 80 2 2018 Toro Commercial Equipment Guide 18-003-T Rev. 1/18 The Groundsmaster 4000-D & 4010-D are manufactured in Tomah, WI ISO 9002 Certified Plant. Groundsmaster® 4000-D/4010-D Specifications* * Specifications and design subject to change without notice. Products depicted in this literature are for demonstration purposes only. Actual products offered for sale may vary in use, design, required attachments and safety features. See distributor for details on all warranties. **Per EN ISO 5395: 2013 GROUNDSMASTER 4000-D, TIER 4 DIESEL, MODEL 30609 GROUNDSMASTER 4010-D, TIER 4 DIESEL MODEL 30636 ENGINE Yanmar® 4-cylinder, liquid-cooled, turbo-charged diesel. 127 cu. in. (2.1 liter) displacement. Engine rated at 55 hp (41 kW) net and 125 ft.-lbs. (169 Nm) torque at 2,000 rpm. 8 quart (7.6 liter) oil capacity. EPA Tier IV Final Compliant AIR CLEANER Dry, replaceable primary and safety elements. RADIATOR Rear-mount, cross-flow, 7-row, 6.3 fins per inch, 9 quart (8.5 liter) capacity. FUEL CAPACITY 21 gallons (79.5 liters) diesel fuel. Biodiesel-Ready for use up to B-20(20% biodiesel and 80% petroleum blend) TRACTION DRIVE Parallel hydrostatic, closed loop system with full-time 4WD. Forward/reverse in low (mow) and high (transport) range with full-time, automatic traction assist (forward only) standard on Groundsmaster 4000-D models. Variable displacement piston pump with electronic servo control powers dual speed displacement piston motor drive into double reduction planetary in front, and mechanical axle in rear. SmartPowerTM feature controls traction speed to maintain optimal cutting blade speed. HYDRAULICS/COOLING 8.75 gallon (33.1 liter) capacity with 10 micron remote spin-on filter. 9 row, single pass cooler, 6.3 fins per inch, that tilts out for cleaning. Variable speed radiator cooling fan with automatic (based on coolant and oil temps) and manual reversing capabilities. DIAGNOSTICS Diagnostic pressure test ports: forward and reverse traction, left, center and right decks, reverse 4WD, lift, steering, charge and deck counterbalance circuits. GROUND SPEED Transport: 0-16.2 mph (0-26.1 km/h) forward, 0-8.1 mph (0-13 km/h) reverse. Mow: 0-8.3 mph (0-13.4 km/h) forward, 0-4 mph (0-6.4 km/h) reverse. TIRES Front: 26 x 12-12, 6-ply tubeless Multi-Trac. Rear: 20 x 10-10, 6-ply tubeless Multi-Trac. MAIN FRAME All welded formed-steel frame with integral tie-down anchors. BRAKES Mechanically actuated, internal wet disc brakes on input to each planetary drive. Individual foot-operated steering brake control of left and right wheel. Lock pedals together and latch to engage parking brake. SEAT 4-way adjustable, right armrest travels with seat and suspension. STEERING Power steering with dedicated power source. Steering wheel tilts to desired operator position. Uncut circle: 0" diameter. INSTRUMENTATION InfoCenter™: Onboard LCD display shows gauges, alerts/faults, service reminders, electrical system diagnostics. Indicates fuel level, coolant temp, intake temperature, low oil pressure, alternator, engine hours, engine rpm, hydraulic oil temperature, voltage CONTROLS Tilt steering, ignition switch, throttle switch, foot-operated traction pedal, lockable individual brake pedals, parking brake lock, mow/transport speed selector switch, 3-two position switches for individual deck lift/lower, counterbalance adjustment, tow valves, cup holder, toolbox, radio holder, fan switch and 12-volt power outlet. CRUISE CONTROL Standard ELECTRICAL 12-volt, 690 cold cranking amps battery, 80 amp alternator (4010-D). Overload protection with automotive type fuses. INTERLOCKS Prevents engine from starting unless traction pedal is in neutral and deck is disengaged. If operator leaves seat while moving or deck is engaged, traction and / or deck stops, info center alarms and gives message. Mowing only permitted in low range. Traction not allowed if parking brake engaged and pedal moved out of neutral, info center alarms and gives message. Deck transport latches. GROUND CLEARANCE 6.5" (16.5 cm) OVERALL DIMENSIONS Height Length Width Transport Width Wheelbase 85" (216 cm) w/ROPS up 135" (343 cm) 136" (346 cm) 71" (180 cm) 55.5" (140 cm) 93.9” (237 cm) w/ cab w/decks down w/decks down @ 2" (5 cm) HOC WEIGHT 4205 lbs. (1907 kg) w/ full fluids (GM4000). 4759 lbs. (2159 kg) w/ full fluids (GM4010). SAFETY CAB (4010) MODEL 30636: ROPS certified cab with heat, AC and the following standard features: climate system pressurized cab, heavy-duty pantograph front windshield wiper and washer, front windshield has 38” of visibility, interior mirror, fold away exterior side mirrors, molded front fenders, right and left doors and rear window have tinted (50%) glass, front and rear windows open, quick release window latches act as emergency exit, rubber sound isolator cab mounts and upholstered interior panels and headliner, textured neoprene floor mat, interior dome light. SAFETY Complies with American National Standards Institute (ANSI B71.4-2012) and applicable ISO EN 5395 (CE) (machine directive 89/392, 91/368, 93/44, 84/538, 89/336) requirements; Optional lights. Meets ANSI/ASAE 5279.12 (Lighting and Marking of Agricultural Equipment on Highways). Foldable ROPS, ISO 21299 certified. SOUND PRESSURE OPERATOR EAR**<80 dB when GM4010-D models (30636 & 30635) have "Quiet Mode" activated by Toro Distributor. WARRANTY Two-year limited warranty. Refer to operator’s manual for further details. ACCESSORIES Work light, Road lights consisting of dual taillights, dual headlights, slow moving vehicle sign, turn signal, flasher and lights; Sunshade Beacon CUTTING DECKS WIDTH OF CUT Overall: 132" (335 cm), Front: 62" (157.5 cm), Wings: 42" (106.7 cm), Overlap: 7" (12.8 cm). MOWING RATE Mows up to 11.0 acres/h (4.5 hectares/h) at 8.5 mph (13.4 km/h) (assumes no overlap or stops). CONSTRUCTION Welded .100" (25 mm) steel with 7 and 10-guage steel channel and plate reinforcements, bullnose bumpers. DECK DRIVE Direct mounted hydraulic motor into spindle. Remaining spindle(s) driven by individual B section Kevlar belt. Quick release belt covers. HEIGHT-OF-CUT 1"-5" (25-127 mm) in .5" (13 mm) increments. SPINDLES 1.25" (3.17 cm) diameter spindle shafts, 9" (22.9 cm) diameter conical ductile iron housing, and 2 greaseable tapered roller bearings. BLADES 21.75" (55.2 cm) long, 2.5" (6.4 cm) wide, .25" (.64 cm) thick. CASTER WHEELS 8 x 3.50-4, 4-ply, smooth, pneumatic, sealed precision ball bearings. GROUND FOLLOWING 6" anti-scalp cups on each blade, adjustable skids on each deck, 4 anti-scalp rollers on front deck and 1 on each wing. WING PROTECTION Bi-directional, impact absorption device on each wing deck. RECYCLER® KIT Model 30420 will convert decks into Guardian® Recycler® decks. MULCHING KIT Model 30422. SKIDS Reversible polymetric. page 81 3 2018 Toro Commercial Equipment Guide 18-003-T Rev. 1/18 The Groundsmaster 4000-D is manufactured in Tomah, WI ISO 9002 Certified Plant. Groundsmaster® 4000-D Attachment Specifications* *Specifications and design subject to change without notice. ** Manufactured by M-B Companies Inc. *** Manufactured by Erskine Attachments. Note: The Toro Company does not manufacture or sell the snowthrower or rotary broom, nor does Toro guarantee these accessories in any manner whatsoever. SUNSHADE UNIVERSAL MOUNT SUNSHADE White, Model 30349 UNIVERSAL MOUNT SUNSHADE Red, Model 30552 ROTARY BROOM, MB MODEL HCT** TYPE Windrow type, front mounted hydraulic broom with dual motors. Electric/hydraulic angling, 30° left and right. BROOM SIZE 32" (81 cm) diameter x 60" (153 cm) wide. BRUSH Sectional brush with combination polypropylene/wire radial segments. WEIGHT 460 lbs. (209 kg) OPTIONS Dirt Deflector, Storage Stands. SNOWTHROWER ERSKINE MODEL 2000*** STAGE 2 WIDTH OF CUT 61" (155 cm) CUTTING HEIGHT 29" (74 cm) CUTTING EDGE 3/8" x 3" (9.5 mm x 7.6 cm) bolt-on SKID SHOES Adjustable AUGER DIAMETER 16" (41 cm) open flight FAN DIAMETER 20" (51 cm) 4-blade CHUTE ROTATION Hydraulic 270° SHEAR PROTECTION Pressure relief CASTING DISTANCE Up to 30' (9.14 m) APPROXIMATE SHIPPING WT.850 lbs. (386 kg) HOSES Included TWO-POST ROPS EXTENSION SYSTEM GM4000 MODELS Fits Models 30605 or 30609 TWO-POST ROPS EXTENSION KIT Base steel frame attached to existing ROPS and includes a white sunshade. Model 31352 EXTERIOR MIRROR Quantity (1) Part Number 130-5448 INTERIOR MIRROR Quantity (1) Part Number 130-5449 ABRASION-RESISTANT POLYCARBONATE WIND SCREEN Improved resistance to golf ball impacts or vandalism. Model 31324 TEMPERED GLASS WINDSHIELD Similar safety glass used in Toro all-season safety cabs. Model 31325 WINDSHIELD WIPER KIT FOR TEMPERED GLASS WINDSHIELD For use with the tempered glass windshield only. Not for use with the polycarbonate wind screen. Model 31311 OPERATOR FAN & INTERIOR HEADLINER KIT Overhead fan with adjustable speeds – mounts directly over operator. Part Number 132-3435 WIRE HARNESS KIT Required for all electrical accessories such as wipers, lights and fan. Part Number 122-0729(GM5900 SHOWN) page 82 MTI Distributing Equipment Proposal July 11, 2018 City of Mendota Heights Merideth Lawerence Expiration Date:8/10/2018 Qty Model Number Description Price Price Extension 1 30609 GM 4000-D (Tier 4 Final Compliant) $61,949.26 $61,949.26 1 30669 Universal Sunshade $559.91 $559.91 8 93-5974 8 INCH FOAM FILLED WHEEL ASM $132.92 $1,063.36 1 30422 Leaf Mulching Kit $1,172.22 $1,172.22 1 xx-ue Less trade in Toro GM 3500 30821-22000668 ($3,000.00)($3,000.00) *MN State Contract Pricing* Sub-total $61,744.75 Tax $4,244.95 Total $65,989.70 Quote is valid for 30 days New Toro commercial equipment comes with a two-year manufacturer warranty Equipment delivery at no additional charge Thank you for the opportunity to submit this quote. If you have any questions, please do not hesitate in contacting us. Bob Frank, SCPS Mandi Prinsen Outside Sales Representative Inside Sales Representative 612-877-0837 763-592-5641 MTI Distributing, Inc. • 4830 Azelia Avenue N. #100 • Brooklyn Center, MN 55429 Tax is not included in pricing. A 2.5% service fee will apply for all credit card transactions. page 83 Call your Toro distributor at 800-803-8676©2018 The Toro Company. All rights reserved. Rev. 1/18 FEATURES Pro Force® TURBINE DEBRIS BLOWER Pro Force trailer model – DOT trailer model available Groundsmaster® 360 Pro Force front mount model A force to be reckoned with. The Toro® Pro Force® debris blower delivers tremendous air power for fast removal of grass clippings, leaves, aeration cores, or other debris from your golf course, sports field, and maintained turf areas, as well as paved areas such as golf car paths, park trails or parking lots. Operated by a wireless remote control with unmatched functionality, and with design features such as the durable one-piece plastic nozzle, the Pro Force sets a new standard. Experience the new Pro Force debris blower–the better way to get your job done. • 24.6 hp (18.3 kW) Kohler® Command Pro™ engine: – Heavy-duty air cleaner – Air-cooled – Electronically-governed • Efficient turbine-type axial flow fan assembly design • Wireless Remote Control: – Start and stop the engine from the utility vehicle platform for complete operational control – 360 degree nozzle rotation in either direction – Adjust engine throttle for power through full RPM range of operation – Ergonomic weather-resistant design • Single-piece impact-resistant plastic nozzle • Fully-enclosed exhaust system • Rugged construction includes steel trailer frame and sturdy plastic wheel fenders • Heavy-Duty Trailer & Tow Hitch is adjustable in height and length to accommodate different towing utility vehicles • Warranty: Two-year or 1,500 hour limited manufacturer’s warranty page 84 2 2018 Toro Commercial Equipment Guide 18-003-T Rev. 1/18 * Specifications and design subject to change without notice. Products depicted in this literature are for demonstration purposes only. Actual products offered for sale may vary in use, design, required attachments and safety features. See distributor for details on all warranties. The Pro Force is manufactured in Tomah, WI ISO 9002 Certified Plant. Pro Force® The Pro Force is a self-contained engine-driven Debris Blower operated with a hand-held wireless RF controller. It utilizes a high-efficiency turbine-type fan assembly designed to deliver greater air power to clear turf or pavement of leaves, grass clippings, twigs, pine needles or other undesirable debris. PRO FORCE DEBRIS BLOWER, MODEL 44552, 44553, 44554* ENGINE 24.6 hp (18.3 kW) Kohler® Command Pro™ 725 cc, gas, 2-cylinder, air-cooled, electronically-governed FAN DESIGN High-efficiency, axial flow, turbine-type fan assembly. CONTROL Hand held wireless RF controller provides capability to start and stop the engine, adjust engine throttle up and down for high to low RPM range of operation, and rotate nozzle 360 degrees in either direction. Ergonomic, weather resistant. Note: Model 44554 includes tethered controller and is offered in regions where wireless control is not available. NOZZLE Single-piece impact-resistant plastic with 13” outlet diameter. ROTOR DIAMETER 14” (35.5 cm) FAN ASSEMBLY DIAMETER 14” (35.5 cm) WEIGHT 475 lbs. (215.4 kg) LENGTH Standard 97” (246 cm) from adjustable tow hitch to nozzle outlet. 18” (45.7 cm) adjustable length for length range of 79”-115” (200.6 - 292.1 cm) WIDTH 48” (122 cm) HEIGHT 44” (111.7 cm) TOW-BEHIND TRAILER Lawn-tractor style hitch (Category 1). Three hole locations to accommodate varying receiver heights. TIRE SIZE:20 x 10-8, 4-ply turf tire. FENDERS Custom injection molded plastic. WARRANTY Two-year or 1,500 hour limited warranty. See operator's manual for details. page 85 page 86 DATE: July 17, 2018 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Approve Plans and Authorize Advertisement for Bids for the Marie Park Tennis Court Improvements COMMENT: INTRODUCTION The purpose of this memo is to request that the Council approve the plans and specifications and authorize an advertisement for bid for the Marie Park Tennis Court Improvement. BACKGROUND The Marie Park Tennis Court is in need of resurfacing. The existing surface is approximately 30 years old and was installed with the 1989 Park Referendum. DISCUSSION Staff has applied for a grant from the US Tennis Association (USTA). The USTA grant recently responded to the final round of revisions and has requested the city receive quotes prior to awarding a grant amount. Staff is requesting authorization to bid the project for determination of the USTA grant. Mendota Heights purchasing policy requires projects estimated to cost over $50,000, be competitively bid (State law is $100,000). The project includes replacement of the chain link fencing on existing fence posts, removal of the entry barrier for ADA compliance, removal and replacement of the asphalt surface, new nets and net posts, acrylic surfacing/striping, and repair of the low areas in the Marie Park Hockey Rink including restriping of the rink. Staff will bid the project according to State law. Bids are scheduled to be opened on August 1, 2018 and if USTA approval is determined, bids will be brought to the August 7th Council meeting for approval. BUDGET Staff has estimated an approximate cost of $60,000 for this improvement. Funding is proposed to be from city reserves. page 87 RECOMMENDATION Staff recommends that the Council approve the plans and specifications for the Marie Park Tennis Court Improvement, and authorize the advertisement for bids. ACTION REQUIRED If city council wishes to implement the staff recommendations, pass a motion approving plans and specifications and authorize an advertisement for bid for the Marie Park Tennis Court Improvements. This action requires a super majority vote. page 88 page 89