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2019-03-19 Council MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, March 19, 2019 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 Paper, Miller, and Petschel were also present. Councilor Duggan was absent. 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 Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) OATH OF OFFICE — POLICE OFFICERS Chief of Police Kelly McCarthy introduced new police officers Eric Hagelee and Leif Vandersteen. Mayor Garlock presided over the ceremonial swearing in. CONSENT CALENDAR Mayor Garlock presented the consent calendar for approval. Councilor Petschel moved approval of the as presented, pulling items j.) Approve Amendment to Contract for Marie Avenue and Wesley Neighborhood Improvements. a. Approve March 5, 2019 City Council Minutes b. Acknowledge February 12, 2019 Parks and Recreation Commission Minutes c. Authorize 2018 Auditing Services with BerganKDV d. Approve First Amendment to 2019 Waste Abatement Community Funding JPA with Dakota County e. Approve Resolution 2019-21 Approve Administrative Critical Area Permit - 1217 Victoria Curve f. Approval of 2019 Street Sweeping g. Resolution 2019-23 Traffic Control Signal Agreement for Pilot Knob Road and Highway 494 h. Approve Professional Services Contract with Rainbow Treecare for Emerald Ash Borer Protection i. Resolution 2019-22 Community Roadside Landscape Agreement for Monument Beautification j. Approve Amendment #2 to TKDA Professional Services contract for the Marie Avenue and Wesley Neighborhood Improvements k. Approve the Hiring of Two Public Works Maintenance Workers 1. Approval of Claims List Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) PULLED CONSENT AGENDA ITEM J) APPROVE AMENDMENT TO PROFESSIONAL SERVICES CONTRACT FOR THE MARIE AVENUE AND WESLEY NEIGHBORHOOD IMPROVEMENTS Councilor Miller asked for an explanation of exactly what a land bridge is. Public Works Director Ryan Ruzek explained that the low spot on Marie Avenue, between Trail Road and Sutton, is basically a wetland of poor saturated soil. To span the poor soils, the city built a land bridge, with underground footings and support piers. The only thing visible indicating that this is a bridge are the three expansion joints that cross the roadway. The proposed plan is to remove the asphalt and use a concrete surface. As for repairs to the bridge, they have to repair a couple of the expansion joints and some bridge decking. Once the asphalt is pulled off they will be able to assess the bridge decking to see if there are additional repairs that may be needed. Councilor Petschel moved to authorize Amendment #2 to the TKDA professional services contract for the Marie Avenue and Wesley Neighborhood Street Improvement Project. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) PUBLIC COMMENTS Mr. Jack Koegel, 2301 Swan Drive, addressed the Council regarding the increase in his property taxes. His house value has gone up $200,000 in seven years. His point is, he loves living here and does not mind paying additional taxes for the school or fire station, however, he wants the city to work hard on keeping taxes lower going forward. City Administrator Mark McNeill asked if he has spoken with Dakota County about the valuation of his home. Mr. Koegel had not, but he will. Councilor Petschel noted that Mr. Koegel is not alone, they are hearing this from many residents. However, the city bases taxes on the valuation set by the county. March 19, 2019 Mendota Heights City Council Page 2 of 14 No items scheduled. PUBLIC HEARING NEW AND UNFINISHED BUSINESS A) ORDINANCE NO. 538 ALLOW PERSONAL SELF -STORAGE USES AS A CONDITIONAL USE IN THE I -INDUSTRIAL DISTRICT Community Development Director Tim Benetti explained this request from Metro Storage LLC to amend City Code Title 12 -IG -1 to allow personal self -storage facilities as a conditional use in the I - Industrial District. Metro Storage LLC is seeking to place an approximately 80,000 square foot indoor only self -storage facility in the Industrial Park. Currently, City Code Section 12-1G-2-2 includes a list of prohibited uses within the Industrial District, of which personal self -storage facility is included. A public hearing was held on this request at the February 26, 2019 Planning Commission Meeting, where they recommended denial on a vote of 6-1. Councilor Paper asked what an 80,000 square foot building would pay in property taxes. Mr. Benetti estimated this facility would pay a total of $150,000 to $160,000 per year. Mr. Benetti replied that a full office type building would have more value because of the improvement value that goes into it. Councilor Paper asked what the difference would be between a warehouse and a storage facility. Mr. Benetti replied that, in the city's definition, a warehouse is storing or warehousing of goods and services for the activity or use that is on that site. A storage facility would not fit that definition, this would be warehousing of personal goods and materials at a fee cost. Councilor Petschel, having been part of the discussion in 2016 when the prohibited list was generated, stated that the Council at that time depended on the Comprehensive Plan, which clearly identified the major goal in the Industrial Park which is to create jobs. This use was prohibited because it did not create new jobs. Councilor Miller asked how long this parcel of land has gone undeveloped. Mr. Benetti replied that the parcel was owned for a number of years by the adjacent property owner, General Pump. They held onto the parcel for a possible expansion of their business, but it has now been sold to a local businessman. The following individuals were available for questions: Mr. John Riley, Condor Corporation, Mendota Heights Mr. Steve Nielsen, Condor Corporation, Mendota Heights Mr. Bob Heilman, VP of Development at Metro Storage, LLC Mr. Kevin Friedman, Director of Acquisitions at Metro Storage, LLC Mr. Connor Nichols, involved in marketing the property Mr. Dave Carland, Venture Pass Partners March 19, 2019 Mendota Heights City Council Page 3 of 14 Mr. Riley commented that this would be a $ l OM development, very high for this parcel. The property has been vacant for 20 years. Mr. Nichols has been marketing the property but there has not been a lot of interest. Some of the inquiries for the property were for uses like auto body shops, car washes, places of worship, and car rental agencies. Those are not job generating uses either. The site itself is challenging. He also explained that market studies show a high demand for personal storage facilities. Councilor Miller asked who would be managing the facility. Mr. Heilman replied that Metro Storage is family-owned and has been in business since 1973; they develop, own, and operate 142 storage facilities. They would have a property manager, an associate property manager, and a maintenance tech that float around from facility to facility. There would be someone onsite every day, during the day. Councilor Miller asked if there was anything that would be off limits to store in the facility. Mr. Heilman replied that each state has their own lease form which explains what cannot be stored (hazardous materials, propane tanks, ammunition, etc.). Councilor Miller asked how they regulate that. Mr. Heilman replied that the facility is staffed from 9:30 a.m. to 6:00 p.m. Move -ins are typically required to happen while there is someone present. The facility is operational from 6:00 a.m. to 10:00 p.m.; requiring a proprietary key to get into the building when staff is not there. Mayor Garlock asked if they have periodic inspections of the site. Mr. Heilman replied that rounds are done twice a day; by law they cannot enter the storage units. Councilor Paper asked what they have seen as far as compliance with the restricted materials. Mr. Heilman replied that they have had very few issues. There is fire suppression in each building, which is reviewed by the municipality's code department. Councilor Miller asked why they were requesting three stories. Mr. Heilman replied that based on the uniqueness of this parcel, they have matrices that go into creating a facility that makes sense. One of the biggest drivers is the size of the parcel; it has to be three stories to get the amount of square footage needed, provide access around it, provide stormwater retention, and make the property function in a way that meets code. Mr. Riley returned and commented that besides the high tax value, it is very low on city services. Councilor Paper asked how the tenants are screened. Mr. Heilman replied that they do not do background checks, but the property manager is trained to work with a customer on what is being stored, their tenancy, and they screen the customer. Councilor Paper asked how many units this three story facility would have. Mr. Heilman replied it would have approximately 800 units, varying in size. Councilor Miller stated that having this listed as a prohibited use in the Industrial District is important. Before he would be comfortable approving this request, he would want to do more research. Councilor Petschel expressed her concerns by saying that a lot of time was spent on approved uses in the Industrial Park, both by the Planning Commission and by the City Council. She reiterated that the guiding document was the Comprehensive Plan and the goal was that the Industrial Park would create March 19, 2019 Mendota Heights City Council Page 4 of 14 jobs. Also, the city has a beautiful Industrial Park with some beautiful architecture. The architecture related to these facilities is very utilitarian, mainly because of its purpose. The problem is that, once approved, there would be a proliferation of this use. Councilor Paper stated that he likes the idea of this amenity within the community. However, he feels if this were allowed, there may be more requests. This is providing 1.5 jobs and the purpose of the Industrial District is to have job creation. Also, this property was previously in holding and was not marketed. He would like to wait to see what else could be developed now that the property is being marketed, rather than moving forward with this request now. Mayor Garlock asked the Council if they would like to table this item; providing Councilor Miller time to research his concerns, for the property owner to look at other the marketing possibilities, to research the possibility of a two story building rather than three stories, and to discuss the additional conditions suggested by Planning Commissioner Mazzitello [for a self -storage unit to be eligible for a Conditional Use Permit it must be abutting a State Trunk Highway and within 1,500 feet of an Interstate]. City Attorney Andrew Pratt reminded the Council that they are not considering zoning for this specific parcel, they are considering zoning for the entire Industrial District. It would be possible to fashion a more specific ordinance to make it clear that there are only a few parcels in the entire Industrial district where this use can be placed. Mr. Benetti noted that the extension on this application expires April 27, 2019. If this were to go beyond April 27, 2019, the city would need the applicant's permission. Councilor Miller moved to table ORDINANCE NO. 538 AMENDING TITLE 12, CHAPTER 1, ARTICLE G. INDUSTRIAL DISTRICT TO ALLOW PERSONAL SELF -STORAGE FACILITY AS A CONDITIONAL USE to a future workshop date to be determined. Councilor Paper seconded the motion. Ayes: 3 (Miller, Paper, Garlock) Nays: 1 (Petschel) Absent: 1 (Duggan) City Administrator Mark McNeill asked for direction on what follow-up the Council would like. Three of the four Councilors replied that they would like to visit other Metro Storage sites. B) RESOLUTION 2019-18 DENY LOT LINE ADJUSTMENT AND VARIANCE FOR PROPERTY LOCATED AT 1840 HUNTER LANE (PLANNING CASE NO. 2019-03) Community Development Director Tim Benetti explained a request from Ms. Julia Weisbecker, 1840 Hunter Lane, requesting a lot line adjustment for one of two parcels located on her property. The request includes a variance permit for a portion of the lot to have a lesser street lot width than what is required by City Code; thereby creating a flag lot type design. Harch 19, 2019 Hendota Heights City Council Page 5 of 14 The westerly parcel is 127' x 171 with 22,390 square feet of area. The easterly parcel, where the main house is located, is 130' x 171' with 25,783 square feet of area. The survey shows a gap between Ms. Weisbecker's properties and the property to the south. A quiet title action was required to remedy that situation. Ms. Weisbecker is looking to sell off the back half of her property, with the lot line adjustment creating a strip on the south side. The east parcel would remain at 25,783 square feet. The westerly parcel would shrink a little because they are dedicating a 14 -foot strip along the west end into a Hunter Lane right-of-way. There is a 15 -foot access easement that was dedicated by the previous owners to Ms. Weisbecker. The driveway, as it stands today, has moved into the neighboring property. The neighbor has agreed to provide a temporary driveway easement until the driveway is repaired, then it will be moved back into the original easement strip location. Mr. Benetti shared an image of what the proposed lots would look like should this application be approved. At the February 26, 2019 Planning Commission meeting, the Planning Commission recommended denial of the Lot Line Adjustment and Variance request by a unanimous vote of 7-0, based on the findings of facts that the applicant had not met the burden of demonstrating the requisite practical difficulties in order to justify the Variance and that economic considerations alone do not constitute a practical difficulty. The City Council was asked to either affirm the recommendation made by the Planning Commission by adopting the resolution denying a lot line adjustment with variance OR to reverse the recommendation made by the Planning Commission by adopting the resolution approving a lot line adjustment with a variance based on the amended findings of fact, as prepared by the City Attorney and staff, supporting such approval with conditions. Councilor Paper noted that the concern voiced by the Planning Commission seemed to be that the city would be setting a precedence for approval of flag -type lots. Mr. Benetti replied that all variance requests should stand on their own merits. The City Attorney agrees with this sentiment. He pointed out that the new Findings of Fact #D states that approval of this variance does not apply or give precedential value to any other properties throughout the city. Councilor Paper, in regards to the driveway, asked for a definition of repair. Mr. Benetti replied that he would define it as a full repair or a full reconstruct. Seal coating would not be considered a repair. The new conditions state `reconstruct' rather than `repair'. Councilor Miller asked if anyone had viewed the condition of the current driveway. Mr. Benetti replied that he has seen it but could not give an approximate life value to it. Councilor Petschel stated that when this area was a village, homes were platted without regard to placements. She remembered the deliberation on why the flag lots had become such an issue. One of the challenges that was not considered at that time was fire/life safety. Some driveways were long, narrow, gravel -lined, making it difficult for fire trucks to access the lot. Her understanding was that platting on this proposed lot, and the adjacent lot, went back to between 1957 and 1967. This is one of the old previously allowed lots that, under the ordinance, would not be allowed today. Mr. Benetti confirmed. March 19, 2019 Mendota Heights City Council Page 6 of 14 In some cases, where there is an easement for driveways, a new owner could decide that he no longer wants to allow that easement along his property for someone else's driveway. This situation can get messy. Mr. Benetti indicated that the request of both property owners is to create a fee title strip, not an easement. A fee title strip would transfer ownership of the driveway to the owner of the property that the driveway goes to. Councilor Petschel sympathized with the Planning Commission in not wanting to set a precedence because most of Hunter Lane looks like this. Their concern is that by approving this they are automatically approving platting just like this on the rest of the properties on Hunter lane. Mr. Benetti replied that there are other lots on the other side of Hunter Lane, where there are parcels situated behind the main residential parcel. If the owners of these lots requested to build on the rear parcel, they would need to create access to that parcel from either Hunter Lane or an adjacent road system. Therefore, they would have to ask for a similar situation to this. Councilor Petschel asked how this hypothetical situation would be any different than what is being request now. Mr. Benetti replied that the difference is there is already an access easement there; which suffices as a legal right to get back to this lot. The new owner is simply asking to have it formalized as a permanent fixture back to his property. Again, each variance request should be considered on its own merits. Councilor Petschel asked if it would be a reasonable argument be that this was platted prior to the ordinance; and that a new request for a new plat would be coming in post -ordinance. City Attorney Andrew Pratt replied that this would be a reasonable assumption. Councilor Paper asked for confirmation that this situation occurred prior to the prohibition of flag lots; this was confirmed. He then asked if the other parcels in this general area, that are platted out in a similar fashion, were all platted post -prohibition or are there other similar potential situations coming down the line. Councilor Petschel replied that the latter was correct — there are other similar potential situations coming down the line. Mr. Benetti noted that most of those lots are behind residential homes off of Hunter, whereas, this situation is reversed. The residential home is on the back lot and the front lot is the open lot. The difference is the other lots on Hunter Lane do not currently have access points to the rear lots as this one does. Also, this fee title strip would eliminate the possibility of ambiguity down the road for ownership. Comments from the public included: Mr. Charles Campion, 1836 Hunter Lane, stated that it was his understanding that there is a lot across the street from the subject parcel that already has been platted to do the same thing. That one has always been set up to be able to be split. He has no problem with anyone building a house there; however, there is no drainage coming off of that lot. As soon as they dumped the dirt on a lot, the remaining lots will have flooding issues. Public Works Director Ryan Ruzek confirmed that there was a high point about two properties south of the applicant's property. Water is intended to run along the lot line, between the properties. The snow bank along Orchard Place was preventing the water from making it to the street so it ponded in the yard. Public Works removed the snow bank along the side of Orchard Place. A new home would be required to put in stormwater retention, based on the city's new water quality and quantity standards. The new lot is proposing to dedicate the 30' drainage easement, the same as the surrounding properties. March 19, 2019 Mendota Heights City Council Page 7 of 14 He continued by explaining that some of the properties on Hunter do have a lot line through the middle of them, however, staff would have to look to see if there are any buildable areas within the critical area. Mr. Michael Orme, representative for Ms. Weisbecker, pointed out that the lots are already platted and both are buildable. It should be understood that a flag lot is already in existence. The utilities will run along the fee title strip. The current title issues eluded to earlier will be cleaned up. Councilor Paper moved to adopt RESOLUTION 2019-18 APPROVING A LOT LINE ADJUSTMENT WITH VARIANCE FOR PROPERTY AT 1840 HUNTER LANE (PLANNING CASE NO. 2019-03). Mayor Garlock seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Councilor Petschel pointed out that the Planning Commission recommended denial of this request by a vote of 7-0. It would be helpful if City Attorney Pratt would share with them the information that was shared with the Council that was found to be enlightening. C) APPROVAL OF VILLAGE LOTS DEVELOPMENT REQUEST FOR PROPOSALS City Administrator Mark McNeill explained the proposed Request for Proposal (RFP) for the sale of Outlot D and three lots that are within The Village development. This land was included in the original Planned Unit Development for The Village and was originally intended to be 14 detached townhomes and five home/offices (combination residential and commercial use). Because of the recession of 2008- 2009, the property went into tax forfeiture and the city became the owner. The city discussed the development of these lots and there is no obligation for the Council to adhere to the townhome concept, which was part of the original concept. There have been negotiations for a medical office building and a five -story apartment building with 150 units. Neither of those projects proceeded further. In January 2019, the Council gave direction to staff that they wanted to see the development of these lots pursued over the next two years. This proposed RFP would be what the city would use to advertise the availability of these lots for development. The RFP will include the following: • Top quality architectural design, landscaping, materials • Environmental low impact development techniques • Residential development — no more than 100 living units • Mixed use possible (commercial first floor with residential units above) • Single building or multiple building layout • Three-story limit; flat -top roofed preferred; sun -room or cabana on the roof could be considered • Connections to local trails and sidewalks • Relocation of Maple Street; the city would not pay for the relocation of any utilities • Underground parking preferred March 19, 2019 Mendota Heights City Council Page 8 of 14 The RFP would ask for an offer in price; however, that would not be the only thing that would be considered in terms of what the Council would like to see in development. The purpose of the RFP is to identify the types of developers that are interested. When the RFPs are returned, the Council would review and reach consensus on the preference for the development. Mr. McNeill noted that other residential and commercial uses are permitted under this Planned Unit Development (PUD). Once the final concept is approved, there would likely need to be an amendment to the PUD. A public hearing would be scheduled at that time. There is a paragraph in the RFP that talks about privacy when it comes to what can be made public. Basically, the state law says that the names of the developers would become public information once the deadline for submittal is received; however, the specifics of those RFPs are not public information until such time as negotiations have been completed with the preferred developer. Councilor Paper asked if a deadline of April 12th would leave enough time for the developers to prepare their RFP and he asked for an April 30th deadline. The remainder of the Councilors agreed. Comments from the public included: Ms. Carol Wallace, 715 Linden Street, read prepared statements. Residents have not yet been invited to a forum like the business community has. Their hope is that residents will have a chance to weigh in on a more meaningful way through this process. The city has made it publicly clear that staff and council prefers 72 to 100 units in The Village and her concern is that this may discourage some developers. The neighbors want a chance to be a part of the process in selecting the right project for their own backyard. Mr. Joe Kaplan, 715 Linden Street, stated that he and his wife welcome the development of this lot which is consistent with the original plan for this parcel. They hope the Council will proceed in the direction that actually does maintain the character and allure of Mendota Heights. Mr. Merrill Zieman, 715 Linden Street, president of the association, stated the association fully supports the comments made before and the people he has spoken to all agree with what has been said as well. Ms. Barb Theisen, 714 Linden Street, stated that she bought their townhome in 2016. They looked at the development as it was laid out, and they knew that the Outlot was right across the street from their townhome. She does not support a 100 unit apartment building right outside their door. They did not buy into this area expecting high density residential. One thing she did not see in the RFP was an option for commercial development. Mr. Fred Wallace, 715 Linden Street, recalled that at the last Council Work Session, he specifically remembered the comment made about the Council speaking to the businesses to receive their input. However, he came to the City Council meeting that evening and asked that that same consideration be given to the residents of the area. Regarding the RFP, 70 units would be a large building for that site. He pointed out that the Council forgets that this land was supposed to be part of their homeowners association. He understands that residents have to adapt to changing times; however, this request to have the residents accept a 70 to 100 unit apartment building is unreasonable. There is a group of residents within the homeowners association that wants to raise funds to make this purchase at its current value. Mach 19, 2019 Mendota Heights City Council Page 9 of 14 They have informed him that they have met that amount and if it's a situation where the city needed a quick sale, they are showing a great commitment to protecting their neighborhood. Councilor Miller noted a sentence in the RFP that reads "However, while a development of this size was preferred for the Council, it was also decided that other residential or mixed use proposals would be considered if submitted." To that point, he asked for confirmation that the Council would be keeping an open mind when reviewing the proposals as they need to find the right fit. After lengthy discussion on the benefits of opening up the RFP to cast as wide of a net as possible, City Administrator Mark McNeill suggested that he and the Community Development craft some parameters for that; include some office buildings, a sit down restaurant, etc. Mayor Garlock reiterated that the Council would review and look at every proposal that would come in for this site. Councilor Paper explained that the Council had workshops on this RFP and came to a consensus on what should be included. However, if there was something that was missing that someone felt strongly about, he would not have a problem including it. But he did not see any reason to go back and recreate the RFP. Councilor Miller reiterated his request that everyone keep an open mind; he did not necessarily want to rewrite the RFP. If the RFP is open to all proposals, then he is good with that. City Administrator Mark McNeill confirmed that the only change to the RFP was to extend the submittal due date to April 30, 2019. Councilor Paper moved to approve the Request for Proposals for the development of three city -owned lots and Outlot D in The Village at Mendota Heights as amended, and direct that notice be made, and advertising be done of its availability. Councilor Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) D) RESOLUTION 2019-20 PROVIDING FOR THE SALE OF GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS, SERIES 2019A City Administrator Mark McNeill explained that at the last Council meeting, they authorized entering into 20 separate contracts that would lead to the remodeling of, and addition to, the fire station. A decision needs to be made as to whether this would be funded through a 15 year or 20 year term bond. This is a $7M bond, the shorter the term of the bond, the larger are the overall savings in interest paid. The impact on a typical property valued at $365,000 would be $103.76 annually for a 15 year bond, or $84.77 for a 20 year term. The total interest over the additional five years would be $783,000. March 19, 2019 Mendota Heights City Council Page 10 of 14 Councilor Petschel clarified that even though the cost of the fire station has increased because of the unfavorable bidding climate, when they originally brought this to the residents, the impact on the average home was $91.00/year. If the city were to pay this off over 15 years, that impact would be $103.76/year — making a difference of $12.76/year. Each Councilor and Mayor Garlock expressed their desire to go with a 15 year term. Councilor Petschel moved to adopt RESOLUTION 2019 - 20 PROVIDING FOR THE SALE OF $7,000,000 GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS, SERIES 2019A. Mayor Garlock seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) E) AWARD CONTRACTS FOR PLAYGROUND IMPROVEMENTS Public Works Director Ryan Ruzek explained that the Parks & Recreation Commission developed a sub- committee to meet with two vendors for playground improvements at Wentworth and Hagstrom King parks. The authorized budget for Wentworth Park was $140,000. The recommendation made by the subcommittee was to accept the proposal from Flagship Recreation. Mr. Ruzek reviewed the recommendations that were included in the Wentworth playground improvements, which include replacing the 5 to 12 year old equipment with a topsy-turning spinner, teeter totter, ground mounted spring rider, and new swing sets with a companion swing, a climbing net structure, dual slide, climbing wall. The existing landscape structure will remain as it is in excellent shape. The container will remain the same. The surfacing will be excavated and new wood fiber surfacing will be installed. Drainage rock would be added. Mr. Ruzek shared the renderings provided by Flagship Recreation. The cost of the improvements was estimated to be $149,000, which would have been a turnkey installation. There is a line item of approximately $4,300, which would be the bonding cost to the vendor but the city could waive those. Some additional savings could occur if Public Works employees were do the modifications to the site work, bringing the actual cost closer to the budgeted amount of $140,000. Mr. Ruzek also shared the fact that staff has submitted a grant application of approximately 40% of the cost; the maximum amount the grant was eligible for was $250,000 and staff requested $190,000. Notification of acceptance/denial of the application would come early summer of 2019. The estimated install date for Wentworth Park is July 2019. Councilor Petschel asked how the cost of the warming house factors into this project. Mr. Ruzek replied that currently it does not factor into this project. The $140,000 budget was only for the playground project. There is a maximum budget amount of $150,000 for the warming house replacement. Both of these projects are being funded through the Special Parks Fund. March 19, 2019 Mendota Heights City Council Page 11 of 14 Councilor Petschel asked for confirmation that the Wentworth Park Playground Equipment, the Wentworth Park Warming House, and the Hagstrom-King Playground Equipment were to all be funded out of the Special Parks Fund, leaving a balance of $550,000. City Administrator Mark McNeill replied that the total amount in the Special Parks Fund assumes that Phase 2 of the Michael Development would be coming in this year (approx. $250,000). Councilor Miller asked what type of wood mulch would be installed. Mr. Ruzek replied that it would be the same playground surfacing that the city has been using. It is all natural shredded mulch. Councilor Paper asked why the replacement of the current swing set is needed. Mr. Ruzek replied that the existing swing needs a complete refurbishment. Swings are relatively inexpensive so a replacement is almost comparable to having it sand blasted and repainted. When asked about replacement of some other pieces of equipment, Mr. Ruzek explained that most of the pieces at Wentworth Park are original from the 1999 Park Referendum. The equipment is very much outdated and there are safety concerns. Councilor Paper asked if there was anything that could be refurbished like what was done at Mendakota. He strongly questioned the need to replace the old with new if it is pretty much the same pieces. Mr. Ruzek replied that keeping the posts and footings in the ground probably would not save the city that much money. After continued discussions on the need for all new equipment, Mr. Ruzek noted that staff could talk with the vendor to see if there are some pieces that could be reused. The authorized budget for Hagstrom King Park was set at $160,000. The recommendation made by the subcommittee was to accept the proposal from Mn-Wi Playground in the amount of $160,000. Public Works Director Ryan Ruzek explained that Hagstrom King Playground Improvement is proposed to be a complete reconstruction. The existing container is a plastic wall that goes around the outside in a square pattern. The plastic has damage from lawn mowers and is falling apart in the corners. The proposal includes a new container, which would be a concrete curb and gutter, all new surfacing, and a substantially larger footprint and new layout. The vendor was asked to include a Zip -line structure and they have included a dual zip -line, one with a seat for ADA Compliance and one with a disk on a suspended rope. There is a spinning structure, a tire swing structure, new swing sets including a companion swing, salvaged 2-5 year old equipment, dual slides, and a number of other features. Staff is looking to move the entire container about 10-15 feet to the west so they can utilize some existing trees for shade. Councilor Paper asked if there was anything else that could be reused, besides the salvaged 2-5 year old equipment. Mr. Ruzek replied that he would inspect the equipment that is out there. There was continued discussions on disposal or refurbishing of the existing equipment, plastic rather than concrete container edges, placement of additional equipment and the necessary safety zones, and other potential cost saving measures. March 19, 2019 Mendota Heights City Council Page 12 of 14 Mayor Garlock moved to award the Wentworth Park Playground Improvements to Flagship Recreation for a not -to -exceed amount of $144,542.66 with the understanding that staff would work with Flagship Recreation to bring the costs down by refurbishing / reusing existing equipment and to not include the tree toppers. Councilor Paper seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Mayor Garlock moved to award the Hagstrom King Playground Improvements to Mn-Wi Playground for a not -to -exceed amount of $160,000 with the understanding that staff would work with Mn-Wi Playground to bring the costs down by refurbishing / reusing existing equipment and to look at alternative material for the container. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) F) DISCUSSION OF CHANGE TO CITY HALL HOURS City Administrator Mark McNeill reminded the Council that City Hall is currently open 8:00 a.m. to 4:30 p.m., Monday through Friday. Staff has noticed especially in the summer months that contractors are waiting in the parking lot for City Hall to open so they can get their permits, etc. It is proposed to open city hall at 7:00 a.m. and close at 4:30 p.m. Monday through Thursday. On Fridays, City Hall would be open at 7:00 a.m. and close at 11:30 a.m. Councilor Petschel moved to approve the change in business hours for City Hall, to operate from 7:00 a.m. to 4:30 p.m., Monday through Thursday, and 7:00 a.m. to 11:30 a.m. on Fridays, to be effective April 29th through September 27th. The changes would be posted in the Heights Highlights, on the City's website, and on the City's Facebook page. After this first summer of implementation, the hours should be evaluated. Mayor Garlock seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) COMMUNITY ANNOUNCEMENTS City Administrator Mark McNeill announced that registrations are open for spring/summer recreation programs. The city is taking applications for seasonal positions in Public Works, Golf Course, and Recreation Programs. The Par 3 is anticipated to be open by April 15th, weather permitting. March 19, 2019 Mendota Heights City Council Page 13 of 14 COUNCIL COMMENTS Councilor Paper expressed his appreciation to Public Works for their excellent work with the localized flooding. He welcomed new employees Jerrod and Tom to Public Works. Councilor Miller echoed Councilor Paper's comments regarding Public Works. He added that with the warm weather, it is probably not safe to walk on Rogers Lake anymore. Mayor Garlock congratulated Minnehaha Academy Girls Basketball who won the State Championship in the Class AA. Councilor Petschel observed that there is still a lot of snow that needs to melt and there are still a lot of storm basins that are plugged. She encouraged residents to clean out the storm basins near their homes. ADJOURN Councilor Paper moved to adjourn. Councilor Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Mayor Garlock adjourned the meeting at 10:13 p.m. "Y"W ✓� Neil Garlock Mayor ATTEST: Lorri Smith City Clerk March 19, 2019 Mendota Heights City Council Page 14 of 14