2020-05-11 Council Work Session AgendaCITY OF MENDOTA HEIGHTS
CITY COUNCIL WORK SESSION
AGENDA
May 11, 2020
2:00 pm
Mendota Heights City Hall
MN Stat. 13D.021 - Meeting by telephone or other electronic means: Conditions - MN stat. 13D.021 provides that a
meeting of a public body may be conducted via telephone or other electronic means if meeting in a public location
is not practical or prudent because of a health pandemic or declared emergency.
At its meeting on March 17, 2020, the Mendota Heights City Council declared a local emergency due to the COVID-
19 pandemic. As a part of this action, until further notice all City Council and committee meetings will be held by
telephone, through other electronic means, or with social distancing measures in place. All public meetings will
continue to follow the requirements of the Minnesota Open Meeting Law.
Please note, to comply fully with the Governor’s Executive Order No. 20-20 and stay-at-home guidelines, the
Council Chambers will not be open to the public during the May 11, 2020 meeting. Interested individuals may
access the meeting by using the dial-in information below.
With the dial-in option, the line will be muted, so no outside comments or noise will be recorded. Note that long-
distance telephone charges may apply. Because of technological limitations, the number of participants using dial-
in cannot exceed 100.
Dial in information 1-312-535-8110
Access Code: 282 415 381 #
1) Call to Order
2) Discussion on the Temporary Reduction of On-Sale Liquor License Fees
3) Discussion of Natural Resources Plan Proposals
4) Discussion of COVID-19 related issues on City operations and finances
5) Update on Fire Station Changeable Message Sign, and Outside Use of Training
Room
6) Adjourn
Request for City Council Action
DATE: May 11, 2020 TO: Mayor, City Council, and City Administrator FROM: Lorri Smith, City Clerk SUBJECT: Ordinance Approving Code Change Concerning Liquor License Fees
COMMENT:
Introduction
The Council adopted Ordinance 551 on December 3, 2019, which approved the licensing fees for
alcoholic beverages. In light of the current COVID19 pandemic which has caused the restaurants
to be closed to the public, staff is requesting that the Council review the curren t liquor licensing
fees for on-sale establishments and considering reducing the fees.
Background
The liquor licensing period runs from July 1st through June 30th, and the licenses are renewed
annually. Per our City Code language, the renewal applications and the license fees are due by May
1st each year. Liquor license fees are meant to pay for license issuance, inspection, monitoring
compliance (insurance, training, etc.), enforcement, and compliance checks of the licensee.
The City Clerk has received a few requests from the licensees for the Council to consider a
reduction in the renewal fees due to the fact that the restaurants have been closed to the public
since the middle of March, or to consider that installment payments be allowed.
One licensee is requesting a license for only seven months, instead of the usual full year. They
intend to not renew their property lease after this time and have stated they intend to close their
business. They are asking if their annual licensing fee can be prorated now. Per our City Code
Section 3-1-10 B., licenses shall be issued for one year. City staff has learned that the State of
Minnesota will only issue a license for a full year, and not for a partial year. Per our City Code,
Section 3-1-10 D., the licensee could request to be reimbursed for a pro rata share of the annual
license fee once their business closes.
In regards to a reduction in the license fees, the larger Dakota County cities were surveyed to see if
they are considering a temporary reduction in liquor license fees. Responses received included:
Farmington –waived one month, possibly will waive one more month.
Lakeville –reducing fees by 20% and will allow payments in two installments (May 30 & Nov 30)
Inver Grove Heights – no reduction, already allows fee to be in installments
Burnsville – no reduction in total fee paid, but will allow 3 installments (May 8, June 30, Sept 30)
Northfield –giving a fee refund for the period starting April 1st continuing until the executive order
relating to the closure of restaurants ends.
West St. Paul—no reductions have been considered yet, but it may do so in the future. WSP
currently allows license payments in two installments, on January 1st, and July 1st.
In Mendota Heights, there may be some limited license use for the on-sale licensees from the
executive order allowing limited off-sale of alcohol that was effective on April 18, 2020.
However, staff considers that use to be insignificant in relation to the overall license fees. In
addition, there is no reporting required on which licensees are using this limited off-sale provision.
Budget Impact
The current liquor licensing fees are attached . The information also shows the reductions if two
months’ credit would be given or refunded, which assume s a closed period for the licensee from
March 15th to mid-May; these amounts could be adjusted, depending on how long the period of
closure is. If granted to all on-sale license holders, each month of refund or credi t would cost the
City about $1,966.67.
Another column shows the impact of a 20% reduction, similar to that of Lakeville. Extending that
to all on-sale licenses would cost the City $5740 from the amounts which have been budgeted for
FY 2020.
Discussion
Some options include:
- Allowing the on-sale licensees to pay their renewal fees in 2 or 3 installments
- Giving the on-sale licensees a 20% discount on their renewal fees
- Giving the on-sale licensees a number of months reductions on their renewal fees
- Make no changes--keep as is
Regarding the request for an on-sale license for only 7 months, instead of the usual 12 months, the
Mendota Heights City Code does allow licensees who close their business to request for a pro-rata
reimbursement for the unused portion of their license fees. Following our City Code language,
staff feels the applicant could request for the reimbursement once the restaurant has permanently
closed its doors.
Action Required
The Council should discuss if they feel a reduction for on -sale liquor licensing fees is appropriate.
Staff will then prepare an ordinance for consideration at the June 3, 2020 Council meeting.
2020 Liquor Licensing Fees
Intoxicating Liquor
Licenses 2 month credit
would equal
20% credit
would equal
Intoxicating Liquor Off Sale $ 150 Mendota Liquor Barrel
Intoxicating Liquor On-Sale
Tier 1 $ 10,000 Teresa’s $ 1,666.67 $ 2,000
Intoxicating Liquor On-Sale
Tier 2 $ 7,500 Haiku $ 1,250 $ 1,500
Intoxicating Liquor On-Sale
Hotel $ 3,000 Courtyard by Marriott $ 500 $ 600
Club Liquor On-Sale $ 350 (201-500 members)
$ 300 (under 200 members)
Mendakota
Somerset
$ 58.33
$ 50
$ 70
$ 60
Sunday Liquor $ 200
Teresa’s
Haiku
Mendakota
Somerset
$ 33.33 $ 40
Wine On-Sale $ 2,000
Mendoberri
Tommy Chicago’s
King and I Thai
$ 333.33 $ 400
Malt Liquor Licenses
Malt Liquor Off Sale (3.2%) $ 50 Both Super Americas
Malt Liquor On Sale (3.2%) $ 250
Mendoberri
Tommy Chicago’s
King and I Thai
$ 41.67 $ 50
DATE: May 11, 2020
TO: Mayor, City Council, and City Administrator
FROM: Ryan Ruzek, P.E., Public Works Director
Krista Spreiter, Natural Resources Technician
SUBJECT: Review the Natural Resources Management Plan Update Proposals
COMMENT:
INTRODUCTION
At its work session meeting on May 11th, the Council will be asked to discuss and give direction
as to proceeding with an update to the City’s Natural Resources Management Plan (NRMP).
BACKGROUND
As part of the City’s Comprehensive Plan process, the need for an update to the City’s existing
Natural Resources Management Plan was identified, and was approved by City Council for
inclusion in the City’s 2020 budget. The Plan was authored in 2002, and has not been
substantially updated since then.
A NRMP Steering Committee was formed as a result of work done on the 2040 Comprehensive
Plan. It is comprised of four residents (Cindy Johnson, Leslie Pilgrim, Sue Light, and Will
Stein), and were assisted by Krista Spreiter and Ryan Ruzek from City staff. The NRMP
Steering Committee developed and solicited a Request for Proposals for the update to the City’s
NRMP (attached).
Six proposals were submitted, and ranked by City Staff and the Steering Committee in the
following categories:
• Overall approach,
• Clarity of issue identification and implementation plan process,
• Understanding and approach of measureable goals,
• Public input and communication,
• Field work and data collection,
• Experience, and
• Cost and value of services.
DISCUSSION
The compiled scoring is shown on the attached spreadsheet with comments.
The proposal submitted by AES ranked very high in all categories, and was the overwhelming
choice for most reviewers. Supporting comments included an overall comprehensive and clear
understanding of the City’s goals for the plan update, as well as overall approach to the plan
development process, specificity in carrying out the goals of the plan update, approach to goal
and issue identification and implementation, the use of SMART goals as a strategy for goal
implementation and achievement, and their detailed and thorough approach to field work and
data collection.
Although AES did not provide the lowest bid, they offer a flexible approach, breaking the project
into two phases, with the first phase encompassing the majority of what the plan is expected to
accomplish. The second phase could then be implemented with the remaining goals in mind, as
budget allows. The first phase of the plan has been quoted at $71,449. The second phase is
proposed for the amount of $50,001.
The other five proposals ranged in price from $69,685 to $138,038.
BUDGET IMPACT
City Council has allotted $75,000 in the 2020 City Budget for the update to the Natural
Resources Management Plan. This amount would allow for the first phase of the plan, in the
amount of $71,449.
If budget allows, and City Council so desires, the second phase may be completed in 2021 for an
additional $50,001.
ACTION REQUIRED
The Council should discuss, and give direction as to whether this topic should be brought to a
regular Council meeting for formal consideration.
REQUEST FOR PROPOSALS (AMENDED)
NATURAL RESOURCES MANAGEMENT PLAN
CITY OF MENDOTA HEIGHTS
March 17, 2020
City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
2
The City of Mendota Heights hereby solicits and is requesting proposals for a Natural Resources
Management Plan for the City of Mendota Heights.
A. Background
The City of Mendota Heights, Minnesota, seeks to update, expand, and enhance the City’s 2002
Natural Resources Management Plan (NRMP). This plan will be a stand-alone document that will
provide a framework and roadmap for short-term (five-year) implementation steps as well as a long-
term vision (10 years and beyond) and implementation plan for natural resources management within
the City.
Proposals are being solicited from qualified environmental consulting firms with a proven track
record, staff expertise, and commitment to conduct and complete a comprehensive, well-written, and
implementation-driven Natural Resources Management Plan for the City of Mendota Heights
(hereinafter referred to as the City). The chosen respondent should be capable of conducting
background analyses, in-depth research, and access existing resources and natural resource inventory
data, as well as additional necessary actions, in order to deliver a comprehensive plan. The successful
applicant will work closely with city staff, as well as others selected by staff, to assist in the
development of the NRMP.
B. Project Scope
Project Overview and Goals
The desired outcome of this project will be the improved management and stewardship of natural
resources within the City’s boundaries through the development of a Natural Resources Management
Plan that clearly focuses on a scientific, technical and historic understanding of the City’s natural
resources, as well as how to best protect and improve these resources.
The NRMP shall provide a framework and roadmap for short-term implementation steps as well as a
long-term vision for natural resources management.
Privately owned natural resources within the City’s boundaries, which are essential and integral to
overall ecosystem function, should also be identified. Recommendations for planning for,
improving, and maintaining these resources shall be included and mapped as needed for an overall
analysis. Additionally, recognizing that natural resources cross political boundaries, environmental
conditions outside and adjacent to city boundaries that directly impact or interact with the City’s
natural resources, and influence findings or recommendations within this report, should be identified
so that the City can coordinate with neighboring municipalities and governing agencies.
Also recognizing that ecosystems do not function in isolation, the ideal plan will not be restricted
solely to public parks and open spaces. An informative overview of both the community’s public
and private resources should be integrated into the Natural Resources Management Plan in order to
assess their connectivity and importance to the priorities described in the NRMP.
3
A further desired outcome of the NRMP is the development of a creative, innovative, forward-
thinking, and cost-effective approach to the management and stewardship of the City’s natural
resources, including the identification of priority areas and action steps.
Note: There are some parcels within the City that are currently undergoing natural resources
management according to approved individual management plans. Management plans for these areas
will be provided to the successful respondent, and are to be identified in the NRMP, but may be
excluded from consideration for this proposal. These are:
The Oheyawahe/Pilot Knob property
The Dodge Nature Center Lily property
The Xcel corridor within Valley Park, from Marie Avenue to Park Place Drive
The ideal Natural Resources Management Plan will consist of:
1. Vision, Goals, and Objectives for the City’s Natural Resources: The vision must be an
aspirational description of what the City would like to achieve or accomplish for natural
resources management. The NRMP should describe the City’s goals and methods, and
include succinct descriptive summaries of each prioritized natural resource, including
distribution and relative quality. Stated vision, goals and objectives must use best
management practices.
2. Both written and mapped overview, as well as a detailed written account, of the
community’s historic and current natural resources. This should include a general
assessment of the vegetation, water features, wildlife, topography, soils, and other notable
natural features throughout the City. Resources should be observed throughout all four seasons.
Include an overall description of and recommendations for (but not limited to):
Tree Inventory/Tree Survey
Soil Surveys
Geologic and Topographic Features
Plant and Wildlife Communities
Invasive terrestrial plant species, as well as observable or known aquatic invasive
species
Invasive animal species of special concern, and well as those that pose a future threat
Species of Greatest Conservation Need
Current City policy as it relates to natural resources
3. Comprehensive list of the City’s natural resources issues and opportunities.
4. Provide recommendations for any additional City policies relating to natural resources,
after reviewing related, existing local and regional studies, plans, policies, and agreements.
The Consultant will coordinate with outside partnering agencies, such as Dakota County, in
order to integrate future planned or potential activities that may complement actions
recommended in the NRMP.
5. Overview of ongoing volunteer activities currently taking place within the City.
4
6. Tables, maps and other graphics necessary to provide an account, and comprehensive
overview, of the City’s natural resources and management activities, using gathered and
available data.
7. Data, maps, images, inventories and information used to support the development of the
NRMP, made available to the City in its original format (including source information), as
well as a digital format that is easy to read and understand.
8. A plan and general schedule for future review of natural resources management within
the City between the NRMP Steering Committee, City liaison, public, and other agencies
and community groups as needed.
9. Approach, priorities, and recommendations for management and conservation.
Prioritize natural resource areas and actions, and provide priority ranking and recommended
management strategies for each. Prioritization is to be based on, but not limited to current and
potential ecological value. Secondary criteria may be utilized at the discretion of the chosen
respondent.
Develop an implementation table of prioritized actions to address and manage issues
and key areas, including: schedule, cost estimate, funding sources, and roles and
responsibilities.
Provide outcomes, objectives, and goals for each prioritized action.
Provide recommended short-term and long-term implementation schedule and plan
for the prioritized list of actions.
10. Target Plant Communities. Map Target Plant Communities (TPC) throughout the City.
A description of each TPC, as well as a table listing each type, size, predominant existing
community, and its primary soil type. Slope and aspect should be included if deemed
necessary for planning purposes. Include a brief description of each TPC and recommended
restoration methodology and goals to assist with future management activities.
11. Implementation plan, including recommendations and potential solutions that
include alternate and progressive approaches to natural resource management that
mitigate for potential negative impacts or unintended consequences.
12. Develop generalized goals and objectives that will effectively address additional
natural resources, projects and actions that were not included in the priority list. Include
the issues, challenges, and opportunities that merit further exploration.
13. Include potential issues related to climate change. Identify natural areas and actions
that may provide climate resilience. Identify areas of concern such as heat islands, projected
changes in precipitation patterns, etc., and how these may specifically impact the City’s
natural resources. Offer recommendations as to how to implement strategies to plan for and
mitigate these assessed risks.
14. Detail and describe existing and potential revenue, resources, and funding sources,
including a list of potential grant sources.
15. Goals, objectives, and specific recommendations for public engagement,
volunteerism, education and awareness. Describe specific cost-savings through volunteer
programs and initiatives.
5
Proposals
Services and proposals provided shall include:
Statement of understanding stating the requirements of the project and a description of services to
be provided
Relevant project experience, and list of any comparable plans that the consultant has recently
completed and how they may be viewed, as well as any provided references
Describe your proposed strategy, work plan, and budget for achieving the objectives of the City’s
NRMP
Provide a description of your firm’s familiarity with the natural resources found within Mendota
Heights
Certificate(s) of Insurance – the successful respondent will be required to furnish appropriate
certificates of insurance as a part of the final contract negotiations (listed below)
Respondents shall include 1 digital and 1 hard copy of their proposal document not exceeding
twenty (20) pages (font size 11)
Detailed, proposed cost estimate for completing the project, including time and materials
Work guaranties in the form of a signed contract between the chosen consultant and the City
Identify Staff to be utilized throughout the project and their specific roles, as well as related
experience and qualifications
Identify any outside firms, contractors, or subcontractors that your firm may utilize throughout
the process
Proposed project timeline and schedule of work
Insurance Requirements
INSURANCE
ENGINEER shall secure and maintain such insurance as will protect ENGINEER from claims under
the Worker's Compensation Acts, automobile liability, and from claims for bodily injury, death, or property
damage which may arise from the performance of services under this Agreement. Such insurance shall be
written for amounts not less than:
Commercial General Liability $2,000,000 each occurrence/aggregate
Automobile Liability $2,000,000 combined single limit
Excess/Umbrella Liability $2,000,000 each occurrence/aggregate
The OWNER shall be named as an additional insured on the general liability and umbrella policies on a
primary and non-contributory basis. That part of the Excess/Umbrella Liability Insurance limit in excess of
the required Excess/Umbrella coverage may be utilized to supplement and meet the required limits for
Commercial General and Automobile Liability Insurance.
Professional Liability Insurance. The ENGINEER shall secure and maintain a professional liability
insurance policy. Said policy shall insure payment of damages for legal liability arising out of the performance
of professional services for the OWNER, in the insured's capacity as ENGINEER, if such legal liability is
caused by a negligent act, error or omission of the insured or any person or organization for which the insured
6
is legally liable. Said policy shall provide minimum limits of $1,000,000 with a deductible maximum of $50,000
unless the OWNER agrees to a high deductible.
Before commencing work the ENGINEER shall provide the OWNER a certificate of insurance
evidencing the required insurance coverage in a form acceptable to OWNER. The certificate shall provide that
such insurance will not be canceled, materially changed, or renewal refused until at least 10 days prior
written notice has been given to ENGINEER and OWNER in the case of cancellation due to non-payment
of premium and at least 30 days prior written notice for any other reason, or such longer notification
periods as may be required by statute. Within three days of receipt of such written notice, ENGINEER
shall provide a copy of the notice to OWNER.
Primary Deliverables
Project deliverables include the following:
1. Project Kick-Off Meeting with the Consultant, City Staff, and NRMP Steering Committee. The
Steering Committee will include members of the public selected by Staff and/or City Council, for the
purpose of providing feedback and guidance throughout the process.
2. A minimum of one (1) meeting thereafter (in person or via teleconference) with the chosen respondent,
City Staff, and NRMP Steering Committee to report on NRMP development progress, gather input, and
clarify direction following the Project Kick-Off Meeting and in advance of delivery of the draft NRMP.
The chosen respondent will be available on an as-needed basis to touch base with City staff.
3. An electronic copy of a preliminary draft NRMP for City Staff and Steering Committee review and
comment will be delivered to the Public Works Director.
4. An in-person meeting or teleconference following submission of the draft NRMP to review comments
and make revisions.
5. One (1) public hearing and presentation to the City Council and public.
6. Two maps suitable for public display identifying key natural resources, areas of focus, areas of special
concern, topography, etc.
7. One (1) hard copy and one (1) electronic copy, in PDF format, of the final Natural Resources
Management Plan submitted to the City of Mendota Heights, plus shapefiles (.shp) for all maps that are to
be included in the NRMP.
7
C. Selection Criteria
1. Understanding of work and proposed approach
2. Cost
The ideal consultant will:
Be familiar with applicable local, state and federal laws that direct or limit policy development in
regards to natural resources.
Regularly interact with and engage the NRMP Steering Committee in the development of the
final document.
Able to provide examples of recent, similar plans that were successfully completed.
Possess a familiarity with the geography, natural resources, and ecosystems found in Mendota
Heights.
The City reserves the right to reject any or all proposals. The City also specifically reserves the right to
negotiate with proposers to potentially modify the scope of the work.
D. Other Terms and Conditions
All materials submitted in response to this RFP shall ultimately become public record.
All proposals and related materials become the property of the City upon receipt and shall not be
returned to the proposer.
Authorization to Begin Work: Work is not to begin until Notice to Proceed has been given by the
City’s Public Works Director.
E. Proposal submittal
This Request for Proposals (RFP) document is available upon request to respondents in hard copy and/or
PDF formats. Submittals and requests for the RFP documents should be made to:
Ryan Ruzek, P.E., Director of Public Works
City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
(651) 255-1152
ryanr@mendota-heights.com
PROPOSAL SUBMITTALS ARE DUE BY 4:30 PM ON APRIL 6, 2020.
Any questions regarding the proposal may be directed to Krista Spreiter, Natural Resources Technician
using the contact information provided below.
Krista Spreiter, Natural Resources Technician
City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
(651) 255-1123
kristas@mendota-heights.com
Review Criteria Proposer 1 Proposer 2 Proposer 3 Proposer 4 Proposer 5 Proposer 6Total Hours614862 568 693Total Cost121,450.00$ 75,000.00$ 69,685.00$ 138,038.00$ 72,765.00$ 71,947.00$ Cost/Hour Not Available $122.15 Not Available $160.14 $128.11 $103.82Optional Services $6,300 - Engagement $7,000 - Water Resources $5,200 - Tree Canopy Assessment Clarity of proposal 20 15 13 16 15 14Overall approach to plan update process 25 19 16 21 18 16Clarity of issue identification and implementation plan process24 17 18 18 20 17Understanding and approach for prioritized, targeted, measureable goals22 17 18 15 18 15Approach to public input and communication, and staff and steering committee involvement in Plan update process22 22 17 20 17 15Approach to field work and data collection 22 17 20 15 18 17Staff and Consultant Experience, including MH Experience22 25 13 21 20 16Cost and value of services 20 20 17 13 21 18Total Score 177 152 132 139 147 128Comments:Ranking 1 = (worst response to criteria) and 5 = (best response to criteria)Note: Reviewers shall weigh proposals against the details provided in the original RFP. Ranking should be done individually, that is, rank each RFP based on the response on a 1 to 5 scale for each critera. For example, each consultant could receive a "5" ranking for clarity of proposal.Impressive proposal. Liked Task 10 - 'Recommend Changes to City Natural Resource Policies' and that they have experience doing this for other Midwestern Cities. Strong experience with Dakota County.I did not rate lower on cost as they are both bringing a lot of experience and a very solid approach to the table (I think the value is there for the cost). Ranked them lower on goals as this part of the proposal was more vague to me in terms of what goals might be set and how they would be measured. Important that plans like this are implemented. I would recommend "swapping" much of the time they propose for publicengagement with the optional stem-by-stem survey along city boulevards and parks. Good points: City-owned parkland can only do so much to support the ecological health and resilience. Sharing responsibility among the City's institutions, businesses, and private landowners is important. *Lay out a year-by-year roadmap to plan and budget for the conservation, restoration and mgmt of city's NR. Systematic schedule and estimate of costs for specific tasks. Ecosystem approach for controlling invasives. SMART goals is a solid process. Ecological quality rank (necessary for communication with the public). Implementation plan for 5 and 10 years considering climate change, city policies, identification and prioritization of grant funding sources. Recommendations for a community engagement and education plan. Benefits section: imporant for community understanding. Supporting maps of geo and soil, tree canopy and wildlife populations , water features and drainage patterns. Review of policies and ordinances. Strong focus on resiliency. Suggestions for biocontrols. Prioritization of locations and actions with budgets and funding sources. *Cost effective methods and incentives for controlling invasive plants on private lands. Describe climate-induced changes in City ecosystems and recommend mitigating actions. Heat loading and land cover types to map hottest locations. Draft tree protection ordinance. Creative ideas for delivery methods for public: guided field trips, sandwich boards, evening talks, etc. Living document with adaptive management (important). Use of ecosystem approach with goal to restore natural processes. Developing a new ecological land cover map (pg.5) writing a story of ecosystem change. - good for public understanding.Pg. 5 acknowledges city property is only 16% of the area. Just looking at city property will not be effective.Use of SMART Goals. Conservation Concept. Table 18 on page 10 - 10 year phasing with costs is a good roadmap While their approach is sound, I don’t think we need this level of public input. Field survey scheduled during each season. Tree Canopy mapping. I also think it would be very good to purchase the optional boulevard and solitary tree survey. - Use money saved by not having so much public engagement.While the total cost is more than $75,000 the services they would provide are worth the investment in the future of Mendota Heights Natural Resources. History of work with Mendota Heights is a strength. If City staff has been pleased with past work, that should carry some weight.Their examples of priority actions for the City of Burnsville were strong. Examples of how goals were implemented and measured was more vague. How plans like these are implemented is very important. Will develop an outline of the NRMP document for staff to review after project kickoff. Drafts of each section will be delivered as they are developed. Context map of significant natural resources outside the city's boundaries. GIS tree canpoy assessment of city urban forest to include a map of opportunities for tree planting with focus on heat islands. Develop an approach for funding. Not clear that a detailed strategic plan with priorities, action items, and timeframes will be the deliverable. Questions/unclear: Data gaps (under task 2): "Data gaps will then be determined and survey needs will be identified". Is the time/expense of filling in data gaps covered in this proposal? Privately owned properties (under task 2): couldn't strategic private land owners be asked for permission for access to analyze if deemed helpful (e.g., golf courses, places of worship, and cemeteries comprise a large land area in MH). Task 4: GIS map development: how will these proposed maps be integrated into the strategic plan in support of specific action items/tactics? Task 7.4 "A management strategy will be developed for each of the city's natural areas." What does a management strategy entail? More information needed on add-on options of tree canopy improvement strategy through wide-spectrum aerial photographs and water resources plan review (impervious surface reduction good) .not much detail and vague, general language. There is no spring field work scheduled. should be each season. Tree survey and water resources assessment is optionalFamiliarity with Mendota Heights because of past projects with the city. Experience seemed heavy on the water resources side. This is important but only part of what's needed.Approach was not as clear as some of the other proposals and used some jargon and acronyms that I was not familiar with.Was impressed by some of the public outreach tools like crowd-sourcing to gather data. expertise appears to lean toward watershed and wetland restoration. Seasonal field visits well defined. Unclear what reference to "city staff and NRMP Steering Committee will be open to completing assignments during the planning process" means. They have a heavy emphasis on water management. Their completed projects don’t have the scope the Mendota Heights NRMP needs.This group relies too much on staff and steering committee to provide information and to perform “assignments”. City staff and volunteers will not be able to fill that role.Impressive proposal. Success with helping clients obtain grant funding.Co-leads monthly volunteer events. A good way to keep implementation going. Strong emphasis on better ways to do lawns and turf.Wasn't sure about special emphasis on Valley Park.Lebanon Hills NRMP is impressive experience. Good to have experience and relationship with Dakota County, a key partner.Overweighted focus on Valley Park? Analysis of our "engineered" parks could be done in-house separate from this proposal and not a good use of professional time ("conduct a field visit to evaluate each park for the potential to integrate native plantings and water quality features.") Page 7: Water quality. "A significant opportunity exists to improve water quality through the design of shoreland vegetative buffers, low maintenance turfs, and oak woodland enhancements to regulate nutrients and improve water quality." What is the specific work that would be done based on that comment? Iconic oak trees and bearing/witness trees very much a valued resource. Worth identifying on private property but need a process for engaging with landowners which seems beyond scope of RFP. Ecological turf educational program: good for an in-house/Master Gardener seminar but not as part of this NRMP project. Questions: Task 4. "We will also analyze public tree canopy using point data collected by the City to understand tree distribution." Does this data exist? How many field visits does this entail (4 seasons?). The approach seemed scattershot. From identifying areas where there could be collaboration with private homeowners next to public lands, to recommending a NRMP for Valley Park to locating spring ephemerals. These things would be good to do, but I think a more overall approach is best for the city.The project schedule looks good. I didn’t get a feeling for what their priorities are or how they will measure themThe kind of public engagement they recommend (open houses, etc) was done during the 2040 plan process. I don’t think we need to spend money and time on this for the NRMP. The 2 workshops they recommend or similar workshops could be done by Master Gardeners or Master Water Stewards. They said they would use the city’s tree data, but I don’t think the city has that data. The tree canopy survey they propose looks good. Otherwise the approach seems too high level in this proposal to know what they will do.They are the highest bid and offer a plan that is not specific and offers work/projects the RFP didn’t ask for.Good experience with aquatic management plans, one of the challengs for MH.Project Manager formerly worked for Dakota County, a key partner. Mentioned specifically reaching out to the County for input.Overall, approach was not as clear and detailed as some of the other proposals.Specific ideas or examples of implementation not as strong.Good: ID implementation strategies that may be more grant ready. Not sure of the value of the Crowd source/Citizen science map if we have no ability to act on the measurement. Better to focus on high priority areas that will be restored, maintained, regulary monitored (and funded)? Field work: 4 days? Is one day per season enough? Good: seasonal sampling for AISTheir suggestion to present a draft vision and goal statement at kickoff meeting is interesting and could be efficient. I would like to know if they have used this approach with other NRMP plans and how it worked for the clients. I am also not sure how a drone survey would help the plan. More info necessary.Their proposal says on page 4 they will provide general assessments of: soil survey, plant and wildlife communities and tree survey etc. I would like to see more explanation of what these assessments will include. for example is the tree survey just park trees?Graphic scorecards to highlight key info and keep project priorities and costs on track for 5 and 10 year goals.The crowd source/citizen science Map implementation looks interesting, but is this already being done in another way? For example Krista is involved in a project with Dakota County to map invasive plants. I don’t think a public open house/comment collection is necessary for this plan because comments were gathered in the 2040 comp plan process.Fieldwork updates with city after 2 site visits is good. can robust fieldwork be completed without the optional crowd source map? Schedule looks goodGood related project experience and qualified staffCover letter mentioned 2018 Surface Water Management Plan for MH, but proposal did not provide anything further about that effort. Was confused by that.Targeting Augusta, LeMay, and Rogers Lakes for aquatic vegetation surveys.Mentioned reviewing City policies, ordinances, rules.Did not seem to have as much experience developing and implementing City-wide NRMP's.not enough detailwetland assessment, tree assessment, aquatic surveys all look good
APPLIED ECOLOGICAL SERVICES
Specialists in Ecological Science, Restoration, Management, and Research
City of Mendota Heights April 29, 2020
1101 Victoria Curve
Mendota Heights, MN 55118
Dear Selection Committee:
Applied Ecological Services (AES) and SRF Consulting Group (SRF) appreciate the opportunity to refine our
proposed scope of services for the City of Mendota Heights’ Natural Resources Management Plan. As we
discussed during our April 27, 2020 call, we have eliminated from our scope of work elements not explicitly
identified in your Request for Proposals (RFP), and we developed a recommended phasing plan for work over
2020-2021. The attached table represents our proposed phasing of the project, addressing all services requested
in your RFP.
Deliverables that will be provided during Phase 1 include:
• Kick-Off Meeting (with City & Steering Committee)
• Web page & social media content
• Opinion survey (on-line and paper) and summary of public input
• Draft Phase 1 NRMP including:
o Vision
o Goals
o Updated Natural Resources Inventory (NRI) of City (including City-wide land cover map and tree
species classification of wooded areas; review of historical and others’ data)
o Assessment of City’s Natural Resource Program (including existing volunteer activities)
o Challenges & Opportunities (including climate resilience planning with regard to natural resources
management; recommendations for public engagement, education & volunteerism; prioritized
funding opportunities, etc.)
o Define Target Plant Communities & Restoration Approaches
o Prioritized Natural Resources Actions/Projects
• End of Phase 1 NRMP Review Meeting (with City & Steering Committee)
We are committed to adjusting our approach to meet the City’s needs, so please let us know if you would like to
discuss further. Thank you again, and we hope to have the opportunity to work with you on this exciting project.
With kind regards,
Kim Alan Chapman, PhD
Regional Director/Principal Ecologist | Project
Director
651-341-5980 | kim@appliedeco.com
Doug Mensing, MS
Senior Ecologist | Project Manager
612-202-2252 | dougm@appliedeco.com
21938 MUSHTOWN RD • PRIOR LAKE, MN 55372 • (952) 447-1919
Mendota Heights Natural Resources Management Plan – Applied Ecological Services (AES) Proposal
Summary of Tasks and Estimated Costs Proposed Phasing
Task
Number Task Description AES Labor AES Expenses SRF Labor &
Expenses Total Budget Phase 1
(2020)
Phase 2
(2021)
01 Prepare Vision, Goals & Natural Resource Summary $ 1,080 $ - $ - $ 1,080 $ 1,080
02 Describe Historical & Existing Natural Resources $ 41,520 $ 890 $ - $ 42,410 $ 39,685 $2,725.00
03 List Challenges and Opportunities for City’s Natural Resources $ 720 $ - $ - $ 720 $ 720
04 Assess City’s Existing Natural Resources Program & Volunteer
Activities $ 1,400 $ - $ - $ 1,400 $ 1,400
05 Define Target Plant Communities & Restoration Approaches $ 3,000 $ - $ - $ 3,000 $ 3,000
06 Identify & Plan for Priority Natural Resources & Actions $ 1,170 $ - $ - $ 1,170 $ 1,170
07 Prepare Implementation Plan & Innovative Management Approaches $ 18,610 $ - $ - $ 18,610
$ 18,610
08 Identify & Plan for Other Natural Resource Projects & Actions $ 3,180 $ - $ - $ 3,180
$ 3,180
09 Plan for Climate Resilience through Natural Resource Management $ 2,610 $ - $ - $ 2,610 $ 2,610
10 Recommend Changes to City Natural Resource Policies $ 2,320 $ - $ - $ 2,320
$ 2,320
11 Plan for Public Engagement, Education & Volunteerism $ 2,160 $ - $ - $ 2,160 $ 2,160
12 Describe Existing and Potential Funding & Resources $ 2,230 $ - $ - $ 2,230 $ 2,230
13 Future Review & Schedule $ 720 $ - $ - $ 720
$ 720
14 Meetings & Public Engagement Process $ 9,350 $ 96 $ 3,740 $ 13,186 $ 9,398 $ 3,788
15 Draft & Final NRMP $ 22,350 $ - $ 4,304 $ 26,654 $ 7,996.20 $ 18,658
PROJECT TOTAL $ 112,420 $ 986 $ 8,044 $ 121,450 $ 71,449 $ 50,001
Note: Row colors represent phase during which all or the majority of work will be conducted. Total: $ 121,450
From:Mark McNeill
To:Mark McNeill
Cc:Cheryl Jacobson
Subject:City Hall Back to Work Plan
Date:Tuesday, May 5, 2020 3:43:09 PM
I hope this finds you well.
Thank you for your collaboration and patience as we professionally and personally navigate
the new world of COVID-19. The past several weeks have been interesting, to say the least.
It’s been a couple of weeks since I’ve updated you on City business. Overall, the impact of the
COVID-19 pandemic has been widespread on the City and the services we provide. We closed
City Hall to the public on March 17. Our playgrounds, basketball courts, fields and other
recreational facilities are closed as well. Regular city meetings, such as City Council and
Planning Commission meetings have been moved online or via conference call. Many of our
recreational programs and community events such as the Parks Celebration and 4th of July
fireworks have been cancelled. It is truly a unique time in city government.
We continue to take our marching orders from the Governor; as the Governor begins the slow
move towards bringing workers and business back to life, the City is doing the same. Our
Public Works Department reopened for business the week of April 20, implementing a variety
of COVID-19 modifications in doing so. The Par 3 opened for the season on April 27 with
significant modifications in both play and clubhouse and maintenance procedures.
For City Hall, our goal is to have staff return to work beginning the week of May 18. The
following is information and expectations as you prepare to return to work:
· You will be expected to work your full complement of hours each work week (40 hours,
20 hours, etc.) depending on your individual position beginning the week of May 18.
· If you are able to work from home to fulfill your hours, you may continue to do so with
your supervisor’s approval. If you are unable to work from home, you are expected to
report to City Hall, or to other job sites to fulfill your hours.
· You will need to develop an individual work plan to achieve working your normal
weekly hours. Based on your job description and your work functions, you will need to
work with your supervisor to establish a work plan that shows how you will fill your
work hours. There may be elements of your job that you are unable to do because
they are dependent upon another external/internal process or person, which results in
you being unable to work your normal amount of weekly hours. For those situations,
we have identified other projects to be completed and can assign staff to do that
work. Please work with your supervisor in determining your workload and how best to
carry it out.
· Flexible work schedules will be considered so as to allow for staggering of staff in the
office. You may determine your start time and the days you want to work—you can
include Saturday, Sunday as part of your normal work week. Again, you should work
with your Supervisor to set your work week hours in order to fulfill your job
responsibilities.
The City is committed to providing a safe and healthy workplace for all workers and is
finalizing a COVID-19 Preparedness Plan for City Hall. All staff are important in implementing a
successful COVID-19 Preparedness Plan. Our Preparedness Plan follows Centers for Disease
Control and Minnesota Department of Health guidelines and the Federal Occupational Safety
and Health Administration (OSHA) standards related to COVID-19 and addresses: hygiene and
respiratory etiquette, engineering and administrative controls for social distancing,
housekeeping including cleaning and disinfecting, and prompt identification of exposed or sick
employees. Our work practices will focus on maintaining healthy business operations and a
healthy work environment. Examples of plan elements include:
· City Hall will NOT open to the public on Monday, May 18. Public interaction will
continue to be via telephone, email, US mail, and public drop off in the City Hall
vestibule or mailbox. A date for the public to return to transacting business in
person at city hall has not been set and will be dependent upon Governor Walz.
· Social distancing will still be a “thing”. The small conference room will generally be
off limits for use due to its size. The large conference room will be able to be used
but only by very small (2-3 people) groups. You will see fluorescent tape on the
floor in office spaces. This tape serves as a visual reminder to keep your distance.
You will be able to prepare and store your food in the upstairs breakroom/kitchen
but the number of chairs will be reduced.
· You will be expected to self-monitor for signs and symptoms of COVID-19. You will
be responsible for performing a daily self-symptom assessment and self-
temperature check.
· Staying home if you are sick or have symptoms of COVID-19 (i.e. fever, cough, or
shortness of breath).
· You will be expected to inform your supervisor if you are experiencing symptoms,
are sick or have a sick family member at home with COVID-19 and are needing to
self-quarantine in order to care for them.
o You were notified on April 1 regarding the availability of employee paid sick
leave and FMLA leave under the FFCRA. If you have questions about this
leave, please see your department director/supervisor or Cheryl Jacobson.
· Practicing good respiratory etiquette and hand hygiene.
· Routinely disinfecting and cleaning your work space and equipment.
· Use of Personal Protective Equipment (PPE) including face masks or face coverings.
While the past two months have brought about uncertainty and unease, we feel fortunate to
have such a great team of staff. I look forward to seeing you more regularly, beginning May
18th.
Mark
Mark McNeill
ICMA-CM
City Administrator
1101 Victoria Curve
City of Mendota Heights, MN 55118
markm@mendota-heights.com
651-255-1153
Please note that my regular office hours are:
8:00 AM to 5:30 PM, M-Th
8:00 AM to Noon, Friday
DATE: May 11, 2020
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Fire Station Sign; Training Room Use policies
Comment:
Introduction:
Work continues on the remodeling of the existing portion of the Fire Station, However, as the occupancy
of the whole building is drawing closer, there are a couple of things for which policies should be discussed
and established:
• The Changeable Message Sign—We anticipate that there will be requests for non-Fire Department
announcements, such as youth group fundraisers, church suppers, and the like.
• Training Room—One of the understandings for the new addition was that the Fire Training Room
would be available for use by community groups. This would reduce some of the demand to use
meeting space at City Hall by HOA’s, clubs, continuing education groups, etc.
The City should establish policies to govern granting permission for these types of requests.
I have reached out and received policies from other cities on the above. On Friday, Chief Dreelan and I are
meeting to discuss these two things. If time permits at our work session meeting on Monday, I will let you
know what progress has been made to establish relevant policies, and will be interested in your reaction.
Mark McNeill
City Administrator
Mendota Heights
Fire Station and City Hall Public Meeting Space Use Criteria
May, 2020
1. Priorities
• City Hall --Official governmental meetings --City of Mendota Heights; ISD 197
School Board; MNDOT; Dakota County
• MHFD—Training and Monthly meetings; MH Fire Relief Association
• Both Mendota Heights -based organizations, businesses, and individuals.
Mendota Heights residents may not register on behalf of organizations that are
not MH -based
• Organizations, businesses, and individuals which are not MH -based
2. Registration Procedure
All non -fire reservations must be made through Mendota Heights City Hall
(651-452-1850), or on-line through the City website.
• Reservations made on a first come, first served based.
• Reservations may be made no more than 60 days in advance
• Due to need to setup, take down, and sanitize after use, a charge of
$50 will be assessed for Council Chambers and Fire Training Room for
non-governmental or school users; $25 for Large Conference Room in
City Hall
• Damage Deposit of $100 is required at time of reservation
• City Hall users must receive key fob in advance, and will be responsible
for locking and unlocking doors, and turning off all lights upon exiting.
3. Other Requi
Fire Station will be staffed by firefighters during the meeting; inability of the City
to provides staffing will result in cancellations of reservation, and refund of
payment.
• No food or beverages permitted, other than bottled water.
• Users under 18 years of age must be accompanied by a responsible adult.
• City WiFi is available. User must provide own laptop for connection to City
projector.
• No smoking or tobacco use, including the use of e -cigarettes
• Fire Station—Parking is restricted for use in designated areas for Fire Fighters.
Users must observe, and park on Mendakota Road when necessary.
4. Cancellation Policies (to be determined)
Proposed Mendota Heights Fire Station
Changeable Message Board Sign Message Criteria
May, 2020
Permitted Uses:
1. Inform or promote City of MH meetings, hearings, and events at Mendota Heights City Hall,
Fire Station, or other City meetings being held throughout the community
2. Messages to inform or promote MH Fire Department or Fire Relief Association events:
a. Fire Prevention Week
b. Fire Station Open House—Oct 10 9 AM to 3 PM
c. Fire Dept. Dance or other Fire Fundraisers
3. Inform or promote City -sponsored or sanctioned events; examples:
a. Halloween Bonfire
b. Cliff Timm Fishing Derby
c. Annual Parks Celebration
d. Scott Patrick Memorial 5K
e. Mendakota Park Concert or Movie Series
f. 4th of July Fireworks
g. Nite to Unite August 5th Call 651-452-1366 To Register
h. Road Closed at XX—Check City Website
i. Hydrant flushing Begins Monday
j. MNDOT Neighborhood Meeting (for MH -impacted projects)
4. General Information
a. Check Smoke Detector Batteries
b. Daylight Savings Time Ends
c. Sign Up for Summer Rec Programs
d. Vote Today!
e. Apply for Summer City Seasonal jobs
f. Watering Restrictions in Place
Examples of Not permitted:
g. School is in Session—Drive carefully!
h. Watch for Pedestrians
i. Happy Holidays
J. Support Local Businesses (generic)
• Holiday Tree Lighting at the Village
• Menorah Lighting
• MHAA Sports registrations open
• Congratulations to XX High School—State Champions!
• Cub Scout Pack XX Pancake Breakfast
• XYZ HOA Meeting June 30
• Farmers Market info (or other for profit)