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2018-08-07 Council MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, August 7, 2018 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 8:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Garlock called the meeting to order at 8:00 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 necessary documents contained therein, pulling items p. Approve Retirement of Firefighter. a. Approval of July 17, 2018 City Council Minutes b. Acknowledge the June 26, 2018 Planning Commission Meeting Minutes c. Ordinance 529 Amending City Code Through Streets and Stop Streets d. Approve Resolution 2018-53 Final Payment -Acceptance of the 2017 Storm Sewer Improvements Project e. Approve Reimbursement to Kensington Townhomes Association f Approve Collocation and Lease Agreement with Verizon Wireless g. Approve Natural Resources Technician Hire h. Resolution 2018-60 Accept Bids -Award Project for 2018 Sewer Cleaning -Televising Project i. Approve 2018 Street and Parking Lot Striping Project j. Approve a Temporary Liquor License to St. Thomas Academy for Reunion Weekend September 19- 21, 2018 k. Approve the June 2018 Par 3 Financial Report 1. Approval of June 2018 Treasurer's Report m. Approval of Claims List n. Approve Building Activity Report o. Resolution 2018-54 Approving Comcast Cable Franchise Extension p. Approve Retirement of Firefighter q. Approve the Promotion of Eric Hagelee to Police Officer r. Approve Resolution 2018-62 Formally Accepting Donation Of Equipment Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 PULLED CONSENT AGENDA ITEM P) APPROVE RETIREMENT OF FIREFIGHTER Councilor Miller congratulated Firefighter Steve Abrahamson on his retirement from the Fire Department. When Councilor Miller became a fire fighter, Steve was one of the first guys that reached out to him and he became a friend and a mentor. Steve was a bridge builder in the department and we need more of those across every avenue of our lives. Councilor Miller expressed his best wishes. Councilor Duggan seconded the sentiments. Councilor Petschel moved to accept, and acknowledge with regret, the retirement of Firefighter Steve Abrahamson effective July 31, 2018. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS Ms. Irene Cramer addressed a memo she sent to the Council about a loss she suffered because of an untenable situation. She asked if there was a City Attorney that could provide her some direction. Mayor Garlock stated that this is a civil matter and suggested she speak with City Attorney Andrew Pratt. PRESENTATIONS No items scheduled. PUBLIC HEARING No items scheduled. August 7, 2018 Mendota Heights City Council Page 2 of 14 NEW AND UNFINISHED BUSINESS A) RESOLUTION 2018-55 APPROVE LOT SPLIT AND LOT COMBINATION FOR 1629 DODD ROAD & 694 WENTWORTH AVENUE (PLANNING CASE NO. 2018-18) Community Development Director Tim Benetti explained that Robbie and Courtney Bluhm have requested approval to subdivide their property at 1629 Dodd Road into two parcels, one of which to be combined with their adjacent lot located at 694 Wentworth Avenue. Mr. Benetti noted that the original lot is 1.62 acres, approximately 350 feet deep and has 101 feet of frontage. This lot contains a single family home with an attached three car garage. The square shaped parcel on the backside at 694 Wentworth is 121 feet wide and 150 feet in depth. A copy of a survey showing the proposed lot split was reviewed. The piece of the original parcel to be split off would create a potential nonconformity. The Bluhm's have agreed to combine this with their abutting property, thereby eliminating this potential nonconformity. The 1629 Dodd Road lot would have 75 feet of setback from the front, well within the 30 -foot standard; 47 feet from the south, 39 feet from the west line, and only 4.2 feet from the north side — an existing setback to the house. The 4.2 feet does not meet the required setback; however, since they are not making additions or changes to the house, the house would remain as a legal non -conforming structure. Also, the driveway does not appear to meet the 5 -foot setback, but there are no changes or additions to be made with it. The applicants have agreed to provide 10 foot easements around all perimeters of the lots or parcels, which are typical drainage and utility easements. Staff also requested a 20 -foot trail easement for future needs, separate from the drainage and utility easements. There is an existing shed on the original property, which will remain Because there is a principal dwelling on that lot, staff either had to have them remove the shed or provide them a timeframe to either remove the shed or apply for a building permit for the new created lot. This has been addressed as Condition #5 in the resolution. Councilor Duggan, referencing the trail easements, asked if it was a 20 -foot or 25 -foot easement. Mr. Benetti replied that it is a 20 -foot wide easement. Councilor Duggan then asked if the easement would allowed with a building sitting where technically that easement would be. Mr. Benetti replied that the easement would only be along the frontage of Dodd Road. The 4.2 -foot easement along the north side is just for drainage and utility. Councilor Petschel moved to approve RESOLUTION 2018-55 APPROVING A LOT SPLIT (SUBDIVISION) AND LOT COMBINATION FOR PROPERTIES LOCATED AT 1629 DODD ROAD AND 694 WENTWORTH AVENUE (PLANNING CASE NO. 2018-18). Councilor Duggan, referencing the image shown with the new lot lines, asked for clarification on said lot lines. Mr. Benetti explained that the original lot would split off the back portion, but would retain the access off of Dodd Road. The back, or split off, portion would be combined with the 694 Wentworth property; having access from Wentworth only. August 7, 2018 Mendota Heights City Council Page 3 of 14 Mayor Garlock seconded the motion. Ayes: 5 Nays: 0 B) ORDINANCE NO. 530 AMENDING TITLE 12, CHAPTER 1, ARTICLE G TO ALLOW "DOG TRAINING FACILITY" AS A NEW CONDITIONAL USE IN THE I -INDUSTRIAL DISTRICT (PLANNING CASE NO. 2018-13) Community Development Director Tim Benetti explained that this was a continuation of discussions that were had previously regarding this dog training facility. The applicant, Ms. Kristin Elmquist, is the owner/operator of For the Love of Dogs, a training facility currently located in Hudson, WI. On June 26, 2018 this item was presented before the Planning Commission for their first iteration and their input and discussion. At that time they opted to have this item presented to the City Council for direction. On July 2, 2018 this item was presented to the City Council, who decided to focus only on the dog training facility. This item was returned to the Planning Commission on July 24, 2018 with the draft ordinance. The commission approved the draft ordinance by adding this dog training facility as a new definition under 12.1B-2; DOG TRAINING FACILITY; An indoor or outdoor facility utilized for the organized training and care of dogs. This would allow for a new Conditional Use, as part of the I - Industrial zone only; the dog training facility provided that the nine conditions are met. Councilor Duggan, referencing Condition E, asked if it should read '... enclosed area ... ' rather than `... enclosed building ...'. Mr. Benetti replied that it should be `area' and agreed to make the change. Councilor Duggan asked how large the outdoor area is. Mr. Benetti replied that this would be described more clearly in the upcoming Conditional Use Pettuit request. However, the outdoor area is just a relief area for the dogs in a penned in area or on a leash at all times. Councilor Paper moved to adopt ORDINANCE NO. 530 AMENDING TITLE 12, CHAPTER 1, ARTICLE G. INDUSTRIAL DISTRICT TO ALLOW DOG TRAINING FACILITY AS A CONDITIONAL USE with the changed wording to Condition E as proposed by Councilor Duggan. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 C) RESOLUTION 2018-56 APPROVE A CONDITIONAL USE PERMIT TO ALLOW A NEW DOG TRAINING FACILITY IN THE INDUSTRIAL ZONE, 1415 MENDOTA HEIGHTS ROAD (PLANNING CASE NO. 2018-20) Council member Petschel stated that she was delighted with the way the Planning Commission handled this request. She liked the idea of someone who actually has a plan making a request to the city to accommodate them. This appears to be a good fit and she is supportive of this. Councilor Petschel moved to adopt RESOLUTION 2018-56 APPROVING A CONDITIONAL USE PERMIT TO ALLOW DOG TRAINING FACILITY IN THE I -INDUSTRIAL DISTRICT LOCATED AT 1415 MENDOTA HEIGHTS ROAD (PLANNING CASE NO. 2018-20). August 7, 2018 Mendota Heights City Council Page 4 of 14 Mayor Garlock seconded the motion. Mr. Ron Berfelz, 688 Wentworth Avenue, asked where this is located in the Industrial Park and if there is any young pre-schools or anything like that located in the area. Also, he asked if pit bulls could be trained in this facility. Community Development Director Tim Benetti replied that the property is located at the northwest corner of Mendota Heights Road and Pilot Knob Road and is fully within the Industrial Park area. There are no child care centers or schools nearby. The applicant, Ms. Kristin Elmquist, replied that they do train all breeds of dogs, pit bulls included. They will be teaching basic obedience, dock diving, barn hunt, dog ball, nose work — they do all of those things to keep a dog entertained, happy, and well behaved so that they can live in a family environment and be good pets, and that their owners can enjoy them. Councilor Duggan, referencing Condition #2, asked what types of events would be held there. Ms. Elmquist replied that they would hold canine obedience trials, dock diving trials, nose work trials, barn hunt trials — any sort of dog competition (except for field training). They are an AKC (American Kennel Club) based facility; meaning that most of what they do earns the dogs AKC titles. Councilor Duggan asked if anyone on the Council had any problem with deleting the work `enclosed' from Condition #2. Councilor Petschel stated that she likes the idea of `enclosed building' because her concern was about outdoor activities and competition. Councilor Duggan asked if Ms. Elmquist was comfortable with Condition #6, hours of operations. It seemed somewhat limiting to him. Ms. Elmquist replied that most classes begin at 8:00 a.m. and they would finish up around 9:30 p.m. Events may be a bit longer on a given weekend. Condition #7 reads, in part "... must ensure that all parking for clients and guests ..." and Councilor Duggan asked if the word 'all' was necessary. Councilor Miller replied that his assessment would be that it would be all of the parking spaces that are contained within the parameters of that building site. Since no one voiced any objection it was determined that the word 'all' would remain. Councilor Paper asked for a description of a 'barn hunt'. Ms. Elmquist replied that the dogs are trained to hunt rats, which are hidden in tubes amongst hay bales. Councilor Paper asked if they would be installing a swimming pool for dock diving. Ms. Elmquist replied in the affirmative. The pool would 21 feet wide by 40 feet long and the dock is 40 feet long, and the water would be approximately 3 feet deep. The water would be treated with the minimal amount of chlorine needed to keep the water safe for dogs. Mr. Ron Berfelz, 688 Wentworth Avenue, asked if there was a restriction as to how many animals can be placed at this facility. Mr. Benetti replied that there are no restrictions on this specific conditional use; however, the classes are limited to approximately 8 — 10 dogs per class. Managing the parking is a good indicator that management is taking place on the site. There is also a limit on the number of dogs allowed per handler (4 to 1). Councilor Paper asked if this facility would be a second location or if she was moving her current business to this location. Ms. Elmquist replied that this is both a second facility and a move. They have a August 7, 2018 Mendota Heights City Council Page 5 of 14 facility in Hudson, Wisconsin, that will remain where they do their board and train program. They are not moving that program to Mendota Heights. They also do classes in the Hudson facility; so this is an additional place for them to hold classes. They also have a facility in Menomonie, Wisconsin, which holds the dock and pool. That facility will no longer exist in Menomonie, as it is being moved to the Mendota Heights facility. Councilor Paper asked how many employees she anticipates having. Mr. Elmquist replied that she has four contract trainers that teach classes for her. Councilor Duggan asked if the water in the pool would be tested and if so, how often. Ms. Elmquist replied that they take their water tests to a pool facility — a pool store — on a weekly basis for testing. They would make any necessary adjustments to the water themselves. There being no further questions, Mayor Garlock called for the vote: Ayes: 5 Nays: 0 D) AWARD CONTRACT FOR ARCHITECTURAL SERVICES TO CNH ARCHITECTS, INC. FOR NEW CONSTRUCTION AND REMODELING OF FIRE STATION City Administrator Mark McNeill stated that the Council had held a public hearing on July 2nd to consider whether or not to authorize direct issuance of General Obligation Bonds to construct an addition to, and a remodeling of the existing fire station. The amount of the bonds were to be approximately $6M. By doing that, the Council set in motion a 30 -day time period in which time a petition could be submitted to call for a referendum. At the end of that 30 -day period — August 1, 2018 — the city had not received any petitions. Therefore, the Council has the ability to proceed onward with the project. There are no specific votes to be taken currently financially to move that ahead; however, staff suggested that in order to commit to the project, the City should enter into a contract for the design of the building. He went on to say that for several months, the fire station building committee has been working with CNH Architects, Inc. of Apple Valley to do feasibility study estimates. Staff recommends continuing with that firm through construction. To do that, a proposed contract has been submitted to the City Council. The contract calls for a flat fee of $323,800 for the work to be done to move this through design, bidding, and construction inspection. Another alternative would be to go with a flat percentage rate; however, staff believes that the flat fee is more fair to both parties. Mr. McNeill stated that, if approved, the architect would start the design work immediately. The project could go to bid in January 2019. During that time, the city would not have the bond proceeds available; it is recommended that the city not issue those until the construction costs are known. The architect would be generating about $225,000 - $230,000 in fees. Staff recommends that this be paid in the interim with a loan from the reserves. Staff also recommended that the city use a construction manager for this project. This person would be on the job every day. Payment for the construction manager would be an additional cost; however, it is August 7, 2018 Mendota Heights City Council Page 6 of 14 the recommendation of the architect that it would likely be offset by reducing the overall costs for the contractors. Councilor Petschel asked how long the gap would be between borrowing money from the reserves and the reimbursement. Mr. McNeill replied that staff would likely be selling bonds in January 2019, after it is known what the construction costs are. The architect has provided estimated progress payments so staff would know each month how much they would be expected to pay. Councilor Petschel asked what that would leave the reserve level at, in teiiiis of percentage of the budget. Mr. McNeill replied that at this point, they have over 100% as a fund reserve. There is going to be another project staff will be recommending to come out of the reserves; and there are other Capital items which will be proposed to take out of the fund balances. Staff wants to make sure that the balance does not fall below 75%. Councilor Petschel stated that she is more comfortable with the fixed architectural fee because it almost becomes a not -to -exceed amount. She is unsure of hiring a construction manager. Mr. McNeill stated that this manager would be someone who would actually be working for the city. The standard AIA contract for the architect provides for them to visit the site usually once a week. With this sort of a project, because it is both a new construction and a remodel, it is expected that there will be things that come up on a regular basis that need to be addressed. Councilor Petschel asked, in regards to the salary for this person, if this salary would come out of the bonds. Mr. McNeill replied in the affirmative. In reply to Councilor Petschel's question about vetting and hiring a construction manager, Architect Quinn Hutson stated that CNH Architects has done work in general contracting public works and in construction management. Construction Management is a company the city would hire to have someone on site, and it would also include the project manager. It is cost neutral in the sense that the city would be paying some of those same people working for the general contractor, as it would for a construction manager. With a construction manager, the city would have the opportunity to hire someone with experience. Councilor Duggan noted that Mr. McNeill had indicated that using this skilled person to supervise the construction would probably provide the city some savings equal to the cost of this person. Mr. Hutson agreed and stated that is because the city would still have the superintendent, who is the person working for the general contractor; and the construction manager, who is on the site every day and supervising. When going with a general contractor, the city would get whomever they assign; under a construction manager process, the city would be part of that selection process. Councilor Duggan asked if the construction manager provides the architect with their observations and analysis. Mr. Hutson replied that the construction manager provides daily field reports. Councilor Duggan asked, with all of the construction activities currently taking place on Dodd Road in front of the fire station, if there would be any impediments in relation to that and the proposed construction scheduling, etc. Administrator McNeill replied that the TH 149 project should be completed by this fall and the fire station construction would not start until April, 2019. Councilor Paper asked how many months this project is anticipated to take. Mr. Hutson replied that the construction phase would be somewhere in the 10 — 12 month range, plus a remodeling phase. This would be one of the responsibilities of a general contractor or the construction manager. August 7, 2018 Mendota Heights City Council Page 7 of 14 Councilor Paper asked if they could be guaranteed that someone would be on-site running this project daily — taking into account vacation's and sick days. Mr. Hutson replied in the affirmative — there would be someone there every day. Mayor Garlock asked Mr. Hutson if, in his opinion, this construction manager gives the city the most control over the project. Mr. Hutson replied in the affirmative. Councilor Miller questioned the bid opening date of late January or early February. Mr. Huston replied that when speaking with other contractors, he received feedback that a bid opening in December has not yielded good results, so they have modified the bid opening date to late January or early February. This should not delay the spring start for construction. Mayor Garlock asked Assistant Fire Chief Scott Goldenstein if he was comfortable with what had been discussed so far. Mr. Goldenstein had no comments to add. Councilor Petschel moved to enter into a contract with CNH Architects, Inc. of Apple Valley, for architectural services for the addition and remodeling to the Mendota Heights Fire Station. Mayor Garlock seconded the motion. Ayes: 5 Nays: 0 E) RESOLUTION 2018-58 & 2018-59 ORDERING FEASIBILITY REPORT FOR THE MARIE AVENUE REHABILITATION AND WESLEY NEIGHBORHOOD IMPROVEMENTS Public Works Director Ryan Ruzek reminded the Council that earlier this year they ordered a contract for the design and inspection of the 2019 project, which is proposed to be the Marie Avenue from Lexington Avenue to Dodd Road; and the Wesley Neighborhood. Major highlights of the Marie Avenue project are proposed to be a pavement replacement, curb and gutter repair, and improved layout of the street lane configurations. Currently, staff is focusing on the addition of bike lanes, replacement of a retaining wall at Marie and Victoria, and fencing to be replaced east of 35E bridge. Dakota County is proposing that the city replace the pedestrian underway that currently exists under Marie Avenue; there are improvements to the trail along Lexington Avenue, which are proposed to have a curb added and the trail reconfigured; a section of cast iron pipe watermain between Dodd and Sutton that is going to be replaced on St. Paul's dollar; and they are looking at cleaning out two ponds located along this project. The Wesley Neighborhood would include a rehabilitation of Mager Court, Spring Creek Circle, Wesley Lane, Wesley Court, and South from Linden Street to the end. The major highlights would be pavement replacement; curb repair; some storm sewer extensions to alleviate drainage concerns; and staff is still looking at possible construction of the Dodd Road Trail from Maple to Marie Avenue. Councilor Miller, referring to the Dodd Road Trail, noted that the Council met with eight or nine residents on Dodd Road between Wesley and Marie around this time last summer and they were less than excited about that proposed path going in. It was not an issue of whether they wanted a trail or not, August 7, 2018 Mendota Heights City Council Page 8 of 14 it was the type of trail that was being proposed with the amount of setback that was being taken. He recommended bringing all of the groups together to discuss trail options. Councilor Petschel echoed Councilor Miller's sentiments as this is an issue that needs to be decided and solved before this project comes back to Council for final approval. Councilor Petschel asked, in regards to improvements to the Lexington Trail, if that was the one that was discussed at the Traffic Safety Committee. Mr. Ruzek replied that this is one of the three or four issues along the Lexington Trail. Yes, this will address what the committee agreed was a safety concern. Mayor Garlock noted that the width of Dodd Road was talked about several months ago. He then asked if the curb adjustment mentioned by Mr. Ruzek was this same topic. Mr. Ruzek replied yes; unfortunately, they only moved it in from Mager to Marie. They replaced the curb between Mager and Wesley, affecting two homes or approximately 200 feet of curb. Councilor Petschel suggested that staff review Highview being assessed here. Mr. Ruzek replied that the issue was that there are seven homes down in the Eagle Ridge Development that felt that they were paying more than their fair share as Highview was not being assessed. It was a decision of the Council that they felt that the Highview people have to pay 100% of the maintenance costs of their own private streets and they did not feel that they should be assessed for the public street. The Eagle Ridge properties made the opposite argument; but the Highview properties were never added to the assessment roll. Councilor Petschel asked that this be thoroughly researched. Councilor Duggan expressed concern for pedestrians using a trail along Dodd Road. Mr. Ruzek replied that the current situation is an eleven foot travel lane and a minimum of a five foot shoulder — up to 10 feet in some spots. Currently, the on -street trail is a side shoulder. Constructing this staff would also be required to have an approximate 5 foot boulevard plus the existing shoulder. The trail is a minimum of 10 feet off of the travel lane and there would be a barrier curb between that area. It would be very safe. Councilor Duggan then asked if it would be just a walking trail or a shared use trail (pedestrian and bicycle). Mr. Ruzek replied that it would be shared use trail. Councilor Duggan noted that the city spent quite a bit of money at the northeast intersection of Marie and Dodd. He asked with all of the construction going on if there had been any damage to all of the work that had been done. Mr. Ruzek replied that they dredged out that area and made more of a pond storage area. There are some wetland seed mixes there. Staff granted the state contractor permission to utilize that area as a staging area. Right now the area that was being mowed is being disturbed. He has asked that this area be restored with more of a pollinator friendly prairie type planting upon completion of the Dodd Road project. Councilor Petschel moved to adopt RESOLUTION 2018-58 ORDERING PREPARATION OF FEASIBILITY REPORT FOR THE MARIE AVENUE REHABILITATION PROJECT (PROJECT NO. 201805). Councilor Duggan seconded the motion. Councilor Paper asked if the trail along Marie Avenue would be an overlay. Mr. Ruzek replied that it would be a combination of overlay, replacement, or new construction. August 7, 2018 Mendota Heights City Council Page 9 of 14 Councilor Paper asked if the entire segment along Marie Avenue from Dodd Road to Lexington is going to be replaced. Mr. Ruzek replied that it would be rehabilitated in one form or another. Councilor Paper asked about the north/south in that area that runs along 35E through Valley Park; has the County taken over responsibility for that yet. Mr. Ruzek replied that the first step of the County's Mendota / Lebanon Greenway was the construction of the underpass under Highway 110. That is the only portion of that greenway that exists right now. They are slowly going to look at trying to acquire some of the portions of this trail through Mendota Heights; however, they do want the city to straighten out the trail north of the pedestrian underpass. Councilor Paper asked when the Council would find out the condition of the land bridge on Marie. Mr. Ruzek replied that if there is anything wrong there it would have a large impact on the budget. It may be that staff stops at those construction joints and come back and revisit the bridge at later date. Councilor Miller, referencing discussions started with Dakota County with respect to Valley Park, asked if it was the County's overall objective to completely take over the maintenance of that park if they are going to be putting a greenway through there. Mr. Ruzek replied that this is identified as a goal for Dakota County. The Council will need to determine, at that time, if they are comfortable giving this asset to the county. There being no other discussions or questions, Mayor Garlock called the vote: Ayes: 5 Nays: 0 Councilor Petschel moved to adopt RESOLUTION 2018-59 ORDERING PREPARATION OF FEASIBILITY REPORT FOR THE WESLEY NEIGHBORHOOD IMPROVEMENT PROJECT (PROJECT NO. 201805). Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 F) RESOLUTION 2018-61 ACCEPT BIDS -AWARD CONTRACT FOR MARIE PARK TENNIS COURT IMPROVEMENTS Public Works Director Ryan Ruzek stated that staff advertised for bids for the Marie Park Tennis Court Improvement Project and three bidders responded. The costs that came in were higher than the estimate of $60,000. Most of the costs that were higher were due to the chain link fencing. Staff is proposing that the existing 10 -foot fence and cross basin be removed. The original plan was to salvage the vertical posts and put new wire mesh around there. The pavement is proposed to be removed and replaced with two new lifts of pavement and acrylic surfacing and striping. The low bid submitted by Bituminous Roadways was $81,669.45. Staff has had conversations with the USTA regarding a grant that the city applied for. They estimated that the grants are up to a maximum of $20,000 and most of the eligible projects do receive the maximum amount. However, the USTA does need the project awarded to a contractor before they can give out a letter of the grant award. The grant is also not reimbursed to the city until completion of the project and verification that the project was constructed to its specifications. August 7, 2018 Mendota Heights City Council Page 10 of 14 Councilor Petschel asked where the funding would come from. Mr. Ruzek replied that this is proposed to be funded from the Special Parks fund. Councilor Paper asked if this was a complete rebuild. Mr. Ruzek replied that only the pavement, the gravel base underneath the asphalt, and the vertical fence posts are to remain. The chain link around the court would be replaced as it is showing signs of corrosion and it is wavy from being slammed with tennis balls for 30 years. The rebound board has not been assessed. If it is salvageable then it will be. Councilor Paper asked if the gate will be changed. Mr. Ruzek replied that currently this may not be addressed in this aspect, but it could be a small project done after the fact. Councilor Petschel moved to adopt RESOLUTION 2018-61 ACCEPTING BIDS AND AWARDING CONTRACT FOR THE MARIE PARK TENNIS COURT IMPROVEMENT PROJECT. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 G) APPROVE PURCHASE ORDER FOR RINK LIGHTING REPLACEMENT AT WENTWORTH PARK Public Works Director Ryan Ruzek explained that the lighting fixtures and wiring at Wentworth Park hockey rink are brittle and causing periodic outages. Staff has been told by an electrician that if another failure occurs they would not be able to repair it. Public Works staff spoke with three electrical contractors and received quotes for replacing the existing lighting with new LED fixtures, which would include new poles, wiring, as well as running an electric service for the next item, which would be the Warming House at Wentworth Park. The existing pole that has electric service coming in would be removed. They would also reconfigure where the practice rink lighting is aimed to provide better lighting to the practice rink area. The three quotes submitted were from: Mid Northern Services -$51,300; Wallraff Electric Company - $52,600; Merit Electric -$57,510. If approved the lighting would be installed sometime around Thanksgiving. Councilor Petschel asked if the funding for this project would come from the Special Parks fund. City Administrator Mark McNeill replied that the original recommendation was to be from the City Reserves. However, in speaking with Finance Director Schabacker, he was reminded that both the warming house and the rink lights at Friendly Hills was a Special Parks funded item. To be consistent Council could do that. Councilor Petschel moved that the funding for the Lighting Replacement of the Wentworth Park Hockey Rink come from the Special Parks Fund. Councilor Duggan seconded the motion Ayes: 5 Nays: 0 August 7, 2018 Mendota Heights City Council Page 11 of 14 Councilor Paper asked if there was a cost benefit to having LED lighting for the two months, 2 — 3 hours. Mr. Ruzek replied that the lights are on when it gets dark around 4:00 — 4:30 p.m. in the winter time. However, a cost benefit analysis has not been completed. He was also unable to answer if there was a large cost jump going to LED fixtures. Councilor Duggan, noting that LED lighting is brighter, asked if anyone had considered the impact to surrounding neighbors. Mr. Ruzek replied in the affirmative and noted that staff had to make adjustments to the Friendly Hills lighting. Typically LED lights do not bleed as much as other forms of lighting. It tends to stay pretty direct. Ms. Diane Berfelz, 688 W. Wentworth, noted that the park is on her street and lighting can be very invasive. She asked how many lights they intend to put up. Mr. Ruzek replied that there would be the same number of lights as there are currently. She asked if they would be on from dusk until dawn. Mr. Ruzek replied that these are hockey rink lights and would be on when the rinks are open — roughly 5:00 — 10:00 p.m. They may be on a little bit later than that if the flooders need to do some work. Councilor Duggan moved to authorize the purchase order for the lighting replacement to Mid Northern Services. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 H) AWARD PURCHASE ORDER FOR CONSTRUCTION OF WARMING HOUSE AT WENTWORTH PARK Public Works Director Ryan Ruzek explained that an additional project at Wentworth park would be the replacement of the warming house. The warming houses were originally constructed in 1989. Since then the city did a complete replacement of the Marie Avenue Warming House and the Friendly Hills Warming House. This is the final warming house that has not had any major work done to it. It is currently is a state of disrepair. The three quotes submitted were from Kirchner Contracting -$46,250; Paper Brothers Construction -$48,910; D.T. Mei singer Dev, Inc. -$79,554. The low bidder, Kirchner Contracting, would be able to start and complete this work in 2018 and it would tie in with the rink lighting project. Councilor Miller assumed that these improvements would make the warming house ADA compliant. Mr. Ruzek replied that he is also looking at some other parking lot and trail improvements at Wentworth Park that is needed; so full ADA improvements may not happen with just a construction. He may need to get a trail and a pedestrian ramp from the parking lot to the structure. Where the warming house is currently located is a really convenient spot to make improvements. Councilor Paper asked if they were planning on installing a paved ramp from the parking lot now and then having to redo it. Mr. Ruzek replied that he did not believe that the trail was part of the quotes received. The door widths and everything inside would be ADA compliant. The access to it could be August 7, 2018 Mendota Heights City Council Page 12 of 14 constructed in gravel or something onsite, which would be compliant for that surfacing. Pedestrian ramps are not needed off of a parking lot; they are only needed when crossing public street. Councilor Paper stated that his issue is that when he was on the Parks Commission they talked about replacing the warming houses, one very couple of years. They waited on Wentworth because it was the smallest and was going to require becoming ADA compliant. There was discussion along the way of doing something a little better; making a better improvement to it — not just replacing it as a shack. Mr. Ruzek replied that they could definitely look at that. However, adding these items to the project would raise it to approximately three times what the current quote is. Councilor Petschel, noting that the decisions and additions suggested by Councilor Paper could not be made this evening, recommended that this be sent back to the Parks Commission to come back with some kind of alternative recommendation that might address some of these concerns. Mr. Ruzek replied that due to the timing of the construction of this project, Councilor Paper's proposal would be feasible. Councilor Petschel moved to table the ordering of the purchase order for the construction of the warming house until possible other upgrades to a warming house or some kind of structure and ADA improvements can be analyzed via staff working with Parks and Recreation Commission Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 COMMUNITY ANNOUNCEMENTS City Administrator Mark McNeill announced that Mendakota Country Club demolition is supposed to be completed within the next couple of weeks; then they have a contractor on board to start the restoration. Golf season is going well and they have been able to bring in food for their catering events. Vikings Training Camp traffic impacts on Mendota Heights have been negligible, which is a reflection of preplanning on behalf of the Vikings, the cities, and the counties surrounding that development. A third concert of the season — Kids Dance Event — is going to be on August 22, 2018 at Mendakota Park. A reminder to vote online for one of three movie options there are for the September 22, 2018 outdoor event at Mendakota Park COUNCIL COMMENTS Councilor Petschel recognized Recreation Program Coordinator Meredith Lawrence and the USTA Youth Tennis Team that performed so very well at sections. Ms. Lawrence stated that it was a top six team. Councilor Petschel expressed congratulations to the ice rink at St. Thomas Academy for hosting the Stanley Cup. They had 700 youth hockey players there that day and a good time was had by all. August 7, 2018 Mendota Heights City Council Page 13 of 14 Mayor Garlock, commented on Scott Patrick's Memorial Dedication. It was very fitting and appropriate and they achieved their goal of honoring Officer Scott Patrick. Councilor Miller expressed his appreciation to all of the community members who put together a Night to Unite party in their neighborhood. It was a great evening and a lot of fun to see some familiar faces and meet some new ones. Councilor Paper expressed congratulations to two Mendota Heights Athletic Association baseball teams, both the 12 AA team and the 9 AA team won the state tournament. He also expressed appreciations to everyone who reached out to him. Ten weeks ago he was given a diagnosis of cancer and eight weeks ago it was all taken away from him. He was happy to report that he is now cancer -free. Councilor Duggan congratulated Chief of Police Kelly McCarthy on the hiring of a new police officer. He was amazed at the amount of young families that came to the Night to Unite events. He reminded everyone to mark their calendar for the August 22, 2018 Music in the Park event. He was impressed with the number of people that have signed up to run for City Council or for Mayor. He was also concerned about the number of letters and emails received regarding the Olin property. He wondered if this would be an appropriate time to address it or talk about outcomes. City Administrator Mark McNeill replied that staff has made the developer aware of the issues and he believes there may be a communication problem with some of the sub -contractors. Councilor Duggan noted that approximately 85 — 90 units have been rented at the At Home Apartments and they look terrific. ADJOURN Councilor Paper moved to adjourn. Councilor Duggan seconded the motion. Ayes: 5 Nays: 0 Mayor Garlock adjourned the meeting at 9:54 p.m. Lorri Smith City Clerk August 7, 2018 Mendota Heights City Council Neil Garlock Mayor Page 14 of 14