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2022-04-19 Council Agenda Packet
CITY OF MENDOTA HEIGHTS CITY COUNCIL AGENDA April 19, 2022 — 6.00 pm Tj Mendota Heights City Hall 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Adopt Agenda 5. Consent Agenda a. Approve April 5, 2022 City Council Minutes b. Approve April 14, 2022 Council Work Session Minutes c. Acknowledge the March 8, 2022 Parks and Recreation Commission Meeting Minutes d. Authorize Purchase Order for Dugouts and Fence Work at Civic Center, Victoria Highlands, Valley and Hagstrom King Parks e. Approve 2022 Workers Comp Renewal f. Approve Purchase Order for Tree Removal g. Approve Resolution 2022-27 Proclaiming Arbor Day h. Approve Resolution 2022-29 Approve Plans and Authorize an Advertisement for Bids for the Centre Pointe Street Improvements i. Approve an Agreement with Northern Lighter Pyrotechnics and Mendakota Country Club for Independence Day Fireworks j. Approve City of Mendota Heights Volunteer Policy and Program k. Approve Resolution 2022-30 Approving the Standard Allowance Election for American Rescue Plan Act Funds I. Approve 2021 Audit Items m. Approve February 2022 Treasurer's Report n. Approve the March 2022 Building Activity Report o. Approval of the Claims List 6. Citizen Comment Period (for items not on the agenda) *See guidelines below 7. Public Hearings none 8. New and Unfinished Business a. Resolution 2022-26 Appointments to the Natural Resources Commission b. Resolution 2022-28 Accept Bids and Award Contract for the Wentworth Warming House c. Consideration of a Permanent Pitching Mound at Victoria Highlands d. Memorandum of Understanding with Independent School District 197 for Sibley Park e. Support of No Mow May 2022 f. Review of First Quarter City Council Strategic Priorities and City Financial Report 9. Community Announcements 10. Council Comments 11. Adjourn Guidelines for Citizen Comment Period: "The Citizen Comments section of the agenda provides an opportunity for the public to address the Council on items which are not on the agenda. All are welcome to speak. Comments should be directed to the Mayor. Comments will be limited to 5 minutes per person and topic;presentations which are longer than five minutes will need to be scheduled with the City Clerk to appear on a future City Council agenda. Comments should not be repetitious. Citizen comments may not be used to air personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Council members will not enter into a dialogue with citizens, nor will any decisions be made at that presentation. Questions from the Council will be for clarification only. Citizen comments will not be used as a time for problem solving or reacting to the comments made, but rather for hearing the citizen for information only. If appropriate, the Mayor may assign staff for follow up to the issues raised." page 3 5a. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, April 5, 2022 Pursuant to due call and notice thereof,the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 6:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Levine called the meeting to order at 6:00 p.m. Councilors Paper, Mazzitello, and Miller were also present. Councilor Duggan was absent. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Levine presented the agenda for adoption. Councilor Miller moved adoption of the agenda. Councilor Mazzitello seconded the motion. Ayes: 4 Nays: 0 CONSENT CALENDAR Mayor Levine presented the consent calendar and explained the procedure for discussion and approval. Councilor Mazzitello moved approval of the consent calendar as presented,pulling items H, M,N, and O. a. Approval of March 9, 2022 City Council Minutes b. Acknowledge the January 19, 2022 Airport Relations Commission Meeting Minutes c. Acknowledge the February 22, 2022 Planning Commission Meeting Minutes d. Acknowledge the February 8, 2022 Parks and Recreation Commission Meeting Minutes e. Authorize Mayor/City Administrator to Execute Certificate of Completion and Termination of Contract for Private Redevelopment—The Village of Mendota Heights f. Approve Resolution 2022-23 Approving an Administrative(Minor Development)MRCCA Permit to 1902 Glenhill Road—Erik Johnson (Planning Case No. 2022-05) g. Approve Purchase of Police Department Radios h. Aeeept Notiee-vrzcccrr2i3}2i3 C;Iefkr6sit-1-6irrccemrcrrr2liZ i. Approve Use of Temporary Fence in Friendly Hills Park Outfield j. Approve a Temporary On-Sale Liquor License for Beth Jacob Congregation k. Out of Metro Area Travel Request for City Administrator and Assistant City Administrator 1. Approve the Hiring of Recreation Program Coordinator page 4 p. Approve 2022-2023 Minnesota Teamsters Local 320 Labor Agreement q. Approve Resolution 2022-22 State of Minnesota Joint Powers Agreements with the City of Mendota Heights on behalf of its City Attorney and Police Department r. Acknowledge February 2022 Fire Synopsis s. Approve the February 2022 Building Activity Report t. Approval of Claims List Councilor Paper seconded the motion. Ayes: 4 Nays: 0 PULLED CONSENT AGENDA ITEMS H) ACCEPT NOTICE OF RETIREMENT AND AUTHORIZE CITY CLERK POSITION RECRUITMENT Councilor Mazzitello congratulated City Clerk Lorri Smith on her upcoming retirement. He has worked with her on City staff, as a member of the Planning Commission and as a member of the Council. He commented that her work has been outstanding. Councilor Paper commented that Clerk Smith was his first point of contact when he registered to run for Council and found her to be very helpful. He thanked her for the assistance she provides to residents and as a member of City staff. Councilor Miller commented that Clerk Smith has been supportive of his family over the years. He noted his mom was an election judge for 40 years and worked with Smith. He thanked her for her work. Mayor Levine echoed the kind words for Clerk Smith and the hard work she accomplishes for the City. Councilor Mazzitello moved to accept NOTICE OF RETIREMENT AND AUTHORIZE CITY CLERK POSITION RECRUITMENT. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 M) APPROVE PUBLIC WORKS SITE IMPROVEMENTS Public Works Director Ryan Ruzek provided an overview of the public works improvement project. Councilor Mazzitello commented that this project is long overdue. He noted that this project will meet a desperate need in the public works department and allow that staff to better serve the community. Councilor Mazzitello moved to approve PUBLIC WORKS SITE IMPROVEMENTS. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 April S,2022 Mendota Heights City Council Page 2 of 9 page 5 N) APPROVE LETTER OF SUPPORT FOR DAKOTA COUNTY TO PURSUE TRAIL GRANTS ON DELAWARE AVENUE Public Works Director Ryan Ruzek reviewed the proposed project details and financing for the proposed trails planned along Delaware Avenue. Mendota Heights is not a financial partner in the section of trail between Highway 62 and Marie Avenue but would be a partner in the Delaware Avenue reconstruction project. He reviewed the connections the trail would provide. Councilor Mazzitello asked if the reconstruction project from Marie to Dodd has been in the County's Capital Improvement Plan (CIP)for several years. Director Ruzek replied that annually the City Council acknowledges the County's CIP, and this project has shown up twice in those reviews. Councilor Mazzitello asked and received confirmation that the Mendota Height's share of the project cost has been planned for within its own CIP and will use its State Aid account for funding. Councilor Paper referenced the Delaware Avenue trail and asked if it would be located on the shoulder of the road or separated.Director Ruzek replied that the trail on both sides of Delaware will have a boulevard. Councilor Miller asked why there is a difference in the trail width for the Mendota Heights side compared to the West Saint Paul side. Director Ruzek replied that this is a preliminary layout. The Mendota Heights side has less obstructions related to terrain and driveways, which is why it is proposed to be wider. He noted that most of the project would be within the existing right-of-way. Councilor Mazzitello moved to approve the LETTER OF SUPPORT FOR DAKOTA COUNTY TO PURSUE TRAIL GRANTS ON DELAWARE AVENUE. Councilor Paper seconded the motion. Ayes: 4 Nays: 0 O) APPROVE 2022 STREET SWEEPING CONTRACT Councilor Paper commented on the huge increase in cost for the hourly rate. He asked if a pre-inspection could be done to determine if the sweeping is necessary. Public Works Director Ryan Ruzek replied that he did not believe any streets would meet the criteria for not needing to be swept. He stated that the Storm Water Management Plan would actually support additional street sweeping, but the City has limited it to the spring and fall seasons. He stated that the spring sweeping is typically curb to curb. Mayor Levine asked when the street sweeping would be completed. Director Ruzek replied that this is scheduled to begin April 1 Ith and the process typically takes four days. Mayor Levine asked residents to not park on the street during that time. Councilor Miller moved to approve the 2022 STREET SWEEPING CONTRACT. Councilor Mazzitello seconded the motion. Ayes: 4 Nays: 0 April S,2022 Mendota Heights City Council Page 3 of 9 page 6 PUBLIC COMMENTS No one from the public wished to be heard. PRESENTATIONS A) FIRE CAPTAIN OATH OF OFFICE/SWEARING IN Assistant Fire Chief Scott Goldstein introduced Captain Dan Johnson, the newest Fire Captain. Mayor Levine administered the Oath of Office to Captain Dan Johnson. Assistant Fire Chief Scott Goldstein commented that the Fire Department is currently accepting applications for new members. Mayor Levine acknowledged the members of the Fire Department present tonight and thanked them for their service to the community. Councilor Miller commented that Dan Johnson is the perfect fit for this position noting that the department is better for having him and his spouse as members of the department. Councilor Paper thanked and congratulated Dan Johnson. Councilor Mazzitello also thanked and acknowledged the service of the department. PUBLIC HEARING No items scheduled. NEW AND UNFINISHED BUSINESS A) RESOLUTION 2022-24 APPROVING A WETLANDS PERMIT TO 790 HAVENVIEW COURT— PETER AND TERESA MOLINARO (PLANNING CASE NO. 2022-03) Community Development Director Tim Benetti presented Resolution 2022-24, approving a Wetlands Permit for 790 Havenview Court, for work conducted within 100 feet of an adjacent wetland. Councilor Mazzitello referenced conditions 94 and 911 in the proposed resolution which both mention back-flushing of the pool and asked why both were needed. Director Benetti replied that condition 911 was added by the Planning Commission. Councilor Mazzitello believed that would be covered by condition 94 but did not have a problem with the addition of condition 911. He asked if this permit and the next item on the agenda were after the fact applications. Director Benetti confirmed that staff stopped work on both sites and directed silt and erosion protection measures on the sites until a permit could be obtained. He noted that both sites complied. April S,2022 Mendota Heights City Council Page 4 of 9 page 7 Councilor Mazzitello commented that there should be a discussion at another time to address this issue as there continues to be more after the fact permit requests. Director Benetti replied that staff is in the process of putting information together for new residents that will be delivered as a welcome packet. He stated that staff is also including that information in the City newsletter to better educate homeowners. Councilor Miller stated staff could check with other cities to see how they are addressing this issue. He stated that he is encouraged that the 25-foot buffer will remain as that is critical to the health of the pond. Mayor Levine commented that the plan appears to have a good buffer and vegetation and will be a good enhancement to the yard. Councilor Mazzitello moved to approve RESOLUTION 2022-24 APPROVING A WETLANDS PERMIT TO 790 HAVENVIEW COURT. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 B) RESOLUTION 2022-25 APPROVING A WETLANDS PERMIT TO 601 POND VIEW DRIVE— DAVID AND JOLENE SYLVESTER(PLANNING CASE NO. 2022-06) Community Development Director Tim Benetti stated the Council was asked to consider a resolution approving a Wetlands Permit for 601 Pond View Drive,for work conducted within 100 feet of an adjacent wetlands. Councilor Miller asked why the boxelder trees would be considered invasive and be removed. Director Benetti replied that although the tree is indigenous, it is considered invasive. Director Ruzek replied that boxelder trees spread and take away opportunity for other native species. He acknowledged that they are native, but removal of some of the boxelder trees will allow for variety in the canopy. Councilor Paper asked what would be planted between the landscaping and water line. Director Benetti replied that it would be a special wetland seed mix which is similar to the MnDOT seed mix that the City recommends near wetlands and pond edges. Councilor Mazzitello referenced the inclusion of the come clean, leave clean provision for the contractor. He noted that is something that will be included more in the City permits as it helps to prevent the spread of invasive species. Mayor Levine agreed that is something the City should look at more closely in the future. Councilor Paper asked if the master gardeners and/or DNR provided comments on the plan. Director Benetti replied that the DNR does not review these applications. He commented that a member of the Planning Commission is a master gardener and suggested the come clean, leave clean provision. April 5,2022 Mendota Heights City Council Page 5 of 9 page 8 Craig Trenary, Landscape Designer from Ground One and representing the applicant,provided details on the proposed plantings within the 25-foot buffer noting it will be a pollinator friendly mix. The intention of the homeowner is to have a native landscaping that benefits pollinators and the wetland. Mayor Levine appreciated the consideration of the homeowners to include those plantings. She thanked the Planning Commission for its thorough review and Director Benetti for his work, as well as the homeowners for being better stewards of the environment. Mr. Trenary apologized for the misstep in not knowing the regulations and required permitting. He commented that he is now aware of the City procedure. Councilor Paper moved to adopt RESOLUTION 2022-25 APPROVING A WETLANDS PERMIT TO 601 POND VIEW DRIVE. Councilor Mazzitello seconded the motion. Ayes: 4 Nays: 0 B) CONSIDERATION OF THE EIGHTH AMENDMENT TO PLANNED UNIT DEVELOPMENT AGREEMENT FOR MENDOTA PLAZA (THE DEVELOPERS AGREEMENT) FOR NEW 58- UNIT APARTMENTS/PHASE II THE RESERVE—AT HOME APARTMENTS Community Development Director Tim Benetti presented the Eighth Amendment to the Planned Unit Development Agreement for Mendota Plaza. This agreement is specifically for Phase II of The Reserve Apartments, the new 58-unit apartment development approved for Lot 1, Block 1, Mendota Plaza Expansion 2nd Addition in the Mendota Plaza. The developer is At Home Apartments of St. Paul, MN. Councilor Mazzitello asked and received confirmation that the action before the Council tonight would be related to the version on the dais tonight and not the version in the packet. Councilor Paper suggested that the amendment to the agreement be reviewed. Director Benetti provided clarification on the change to the document related to Item 10. Consent to Transfer of the Subject Property. The City Attorney recommended a revision to this paragraph. Councilor Mazzitello moved to approve THE EIGHTH AMENDMENT TO PLANNED UNIT DEVELOPMENT AGREEMENT FOR MENDOTA PLAZA/PHASE II THE RESERVE— AT HOME APARTMENTS; AND AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE THIS AGREEMENT ON BEHALF OF THE CITY OF MENDOTA HEIGHTS. Councilor Paper seconded the motion. Ayes: 3 Nays: 1 (Miller) April 5,2022 Mendota Heights City Council Page 6 of 9 page 9 D) DODD ROAD/SOUTH PLAZA DRIVE PEDESTRIAN IMPROVEMENTS AND TRAFFIC SOLUTIONS UPDATE Public Works Director Ryan Ruzek stated the Council was being asked to approve the installation of temporary tube delineators on Dodd Road at South Plaza Drive to provide additional pedestrian crossing safety. Councilor Miller asked staff to describe what the delineator is. Director Ruzek stated it would be a base which would be glued to the street with a fiberglass rectangle extending up that would be flexible in case it were hit by a vehicle. He noted that if successful, the City would ask MnDOT to install a curb bump out. They are focusing on the west side of the road, but may add this to the east side if successful. He stated that MnDOT is doing two other projects and provided details on those project locations. Police Chief Kelly McCarthy stated that this is one of the first steps in the Traffic Safety Solutions Committee workflow. She stated that it was imperative to have a strategic plan before engaging stakeholders. She noted this would provide immediate safety for pedestrians and would be a good first step. She noted that this should dovetail nicely with the other data being collected. Upon a question from Mayor Levine, Chief McCarthy clarified this would impact the southbound traffic. Councilor Paper asked how easily the slats are replaced and whether that would be done by public works. Director Ruzek replied that the slats are glued to the pavement. Chief McCarthy commented that the slats are meant to handle tail swing from construction vehicles. Councilor Paper asked if the vegetation could be cut back to make the flashing lights more noticeable on the west side of the road. Chief McCarthy commented that Mendakota has been very cooperative, and the City could make that request. Councilor Paper thanked staff for their efforts and agreed this is a good first step. Councilor Mazzitello moved to approve THE QUOTE AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO ISSUE A PURCHASE ORDER TO SAFETY SIGNS FOR THE SOUTH PLAZA DRIVE PEDESTRIAN IMPROVEMENT. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 E) ESTABLISHMENT OF THE MENDOTA HEIGHTS VOLUNTEER PROGRAM AND VOLUNTEER POLICY APPROVAL Assistant City Administrator Kelly Torkelson stated the Council was being asked to consider adopting a formal volunteer policy along with a formalized volunteer program to facilitate volunteering in the city. Councilor Paper commented that this is something he has been looking for during the past eight years. He asked how long the background checks would be good for. Assistant Administrator Torkelson replied that the intention would be to run background checks for new volunteers. April S,2022 Mendota Heights City Council Page 7 of 9 page 10 Councilor Paper suggested that background checks be completed every three to four years. He believed that is important as things change. Assistant Administrator Torkelson commented that there is a cost of $15 per background check and noted that staff is interested in having a robust volunteer program. She confirmed that could be added to the program. Councilor Mazzitello echoed the comment that this is long overdue. He asked if the policy could be reviewed by the City Attorney, noting that he is concerned with liability and risk. Assistant City Attorney Leah Koch commented that she has not yet seen the policy but Campbell Knutson would be happy to review the policy. Assistant Administrator Torkelson commented that this language is based off established volunteer programs in Plymouth and Edina, but also made unique to Mendota Heights. Councilor Paper commented he likes the idea that hours will be tracked, as people should be recognized for their volunteerism. Councilor Miller stated he supports the program and agreed the City Attorney should review the policy. City Administrator Cheryl Jacobson commented that this policy and program has been a longtime coming and staff has put a lot of work into it. She stated that the City has a liability waiver that is signed by volunteers. She commented that it is nice to see this codified into a central program. She agreed that tracking hours would be helpful to understand where residents wish to spend their volunteer time. Mayor Levine commented that this has been discussed for years, going back to when she was a member of the Parks and Recreation Commission. She stated that it is great to see this moving forward in conjunction with the Mendota Heights Foundation. Councilor Paper asked if this could be placed on the Consent Agenda at the next meeting. City Administrator Cheryl Jacobson commented that she would prefer the Consent Agenda, as long as there are not significant changes proposed by legal counsel. The Council agreed. Councilor Mazzitello moved to table THE MENDOTA HEIGHTS VOLUNTEER POLICY AND PROGRAM TO THE APRIL 19, 2022 CITY COUNCIL MEETING. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 COMMUNITY ANNOUNCEMENTS City Administrator Cheryl Jacobson announced that the City is working to establish its Natural Resources Commission, noting that the Council received 20 applications from residents interested in serving. The Council will interview nine candidates at its April 19 Work Session, and official appointments will take place at the regular April 19 meeting. The Commission will hold its first meeting on May 11. She highlighted upcoming spring events. April 5,2022 Mendota Heights City Council Page 8 of 9 page 11 COUNCIL COMMENTS Councilor Mazzitello commented that road construction will soon begin and he asked drivers to slow their speeds in construction zones, abide by detour signing, zipper merge where needed, and be mindful of the construction crews attempting to do their job in a short season. He commented that the Firefighter Annual Recognition Dinner will be held Saturday honoring 82 years of firefighting in the community and stated that he will be happy to represent the Council at that event. Councilor Miller commented that the Fire Department is hiring and noted the need for firefighters. He encouraged residents to apply if they are interested. Councilor Paper congratulated Captain Dan Johnson on his new appointment. He commented on a pedestrian accident in Eagan that occurred in 2019, noting the Eagan resident was a teammate of one of his sons. He was glad to see the County taking action for more pedestrian safety. Mayor Levine reminded residents that the April water challenge has begun and encouraged residents to take the pledge. She noted that the City has been challenged by West Saint Paul to see which city can gain the most participants. ADJOURN Councilor Mazzitello moved to adjourn. Councilor Paper seconded the motion. Ayes: 4 Nays: 0 Mayor Levine adjourned the meeting at 7:31 p.m. Stephanie Levine Mayor ATTEST: Lord Smith City Clerk April S,2022 Mendota Heights City Council Page 9 of 9 page 12 CITY OF MENDOTA HEIGHTS 5b. DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Council Work Session Held Tuesday, April 14, 2022 Pursuant to due call and notice thereof, a work session of the Mendota Heights City Council was held at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Levine called the meeting to order at 4:00 p.m. Council members Mazzitello, and Paper(arrived at 5:00 pm)were also present. Councilors Duggan and Miller were absent. Staff in attendance included City Administrator Cheryl Jacobson and Natural Resources Coordinator Krista Spreiter INTERVIEWS FOR NATURAL RESOURCES COMMISSION The City Council interviewed nine candidates for seven open positions on the newly formed Natural Resources Commission. They were as follows: Marcus Battistim, Sean Fahnhorst, Rosemary Husbands, Rachel Quick, Ted McCaslin,Nissa Tupper, Heidi Swank, Heidi McEllistrem, and Will Stein. The candidates recommended for appointment will be forwarded to the next regular Council meeting. ADJOURN Mayor Levine adjourned the meeting at 7:40 pm. Stephanie Levine, Mayor ATTEST: Lorri Smith, City Clerk page 13 5c. CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING MARCH 8, 2022 The March meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, March 8, 2022, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order— Chair Bob Klepperich called the meeting to order at 6:30 p.m. 2. Roll Call —The following Commissioners were present: Chair Bob Klepperich, Commissioners: Jaffrey Blanks, Patrick Cotter, Stephanie Meyer, Michelle Muller, and Amy Smith; absent: Commissioner Dan Sherer and Student Representative Niko Hess. Staff present: Parks and Recreation Manager Meredith Lawrence and Assistant City Administrator Kelly Torkelson. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion Meyer/second Blanks to approve the agenda AYES 6: NAYS 0 5.a Approval of Minutes from February 8, 2022 Regular Meeting Motion Cotter/second Smith to approve the minutes of the February 8, 2022 Parks and Recreation Commission Regular Meeting. AYES 6: NAYS 0 6. Citizen Comment Period (for items not on the agenda) None. 7. Acknowledgement of Reports Chair Klepperich read the titles of the three updates (Par 3, Recreation, and Park Improvement Updates) and polled the Commissioners for questions. 7.a Par 3 Update Parks and Recreation Manager Meredith Lawrence stated that the City is still looking for employees for the upcoming season, noting that all information is available on the website and at City Hall. She stated that staff is preparing for the upcoming golf season; preparing equipment and training staff. She stated that the course opening will be weather-dependent. She stated that the annual report for Parks and Recreation and the Par 3 will be presented to the Commission at its next meeting. She provided details on the adult/youth scramble which will be held on Saturday, April 91" at 9 a.m. Commissioner Meyer asked if the Commission is still interested in hosting something for the opening of the Par 3. Ms. Lawrence stated that planning staff did not believe the Planning Commission would be interested. She asked how many of the Commission members golf that would be interested. She noted that April would be a busy month with other City events but stated that staff could attempt to plan if there is interest. page 14 Commissioner Cotter commented that there does not seem to be much interest. Commissioner Muller noted that members of the Commission could participate in the scramble in April if desired. 7.b Recreation Update Parks and Recreation Manager Meredith Lawrence provided the schedule for Tour de Rec. She stated that summer recreational programing has opened and some programs are already filled. She highlighted summer recreation programing, field trips, and other events. Commissioner Smith asked the number of participants allowed in the different sports camps. Ms. Lawrence replied that it would depend on the camp, ranging from ten to 20 children. Commissioner Smith asked how temperature readings are done, noting differences between Friendly Hills and Marie Park. Ms. Lawrence provided details on the process, noting that some of the numbers may be altered due to when staff was at that location. She noted that there were staffing issues at some of the warming houses therefore readings were not always taken during the different times of the day. Commissioner Cotter commented that it is amazing how fast recreational programming fills and believed that it was great to have these offerings in Mendota Heights. He appreciated the partnerships with other communities and encouraged staff to pursue additional opportunities. He asked if there was interest in the pickleball programming. Ms. Lawrence confirmed that there was interest in the pickleball programing, although it is not yet full. She noted that it's a program run by the City, therefore if it fills, additional opportunities could be added. Chair Klepperich asked if there would be a mailer with the recreational programming. Ms. Lawrence stated that the City chose a postcard option to advertise recreation registration and the full information is available on the City website. 7.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence provided an update on the Wentworth warming house project, dugout and fence work project, dog park, Mendakota dugouts, ribbon cutting for Friendly Hills pickleball courts, and mound request for Victoria Highlands notification for neighbors. She stated that the City Council considered the lighting request for the Friendly Hills pickleball courts, noting that the Council did not approve the request and directed staff to look further into park lighting. She noted that staff met with the frequent park users in January in preparation for permit submission. Chair Klepperich stated that he drove by Civic Center Park and noticed people taking measurements where dugouts would go, noting that perhaps more bids would be received for the project. Commissioner Cotter asked how long bidding would be open for the warming house project. page 15 Ms. Lawrence was unsure but noted that bid opening would occur on March 301" and bids would be brought to the Council on April 51n Commissioner Cotter stated that there has been a lot of discussion regarding the user groups and asked if there was resolution for the request for earlier permitting for tournaments. Ms. Lawrence stated that the Council adopted the fee schedule and users can petition the Council for a fee reduction if desired. She stated that user groups will be required to go through solid waste and recycling training through the City. She noted that they were unable to find resolution on the tournament deadline. She stated that the City changed the date for tournament permit submission to accommodate MHAA, but applications were not submitted on the date the City Council agreed to. She stated that staff is continuing to address issues with MHAA. Commissioner Cotter asked if he understood correctly that the City changed the submission date for tournament permitting as requested by MHAA, but then MHAA did not submit permit requests on that date. Ms. Lawrence stated that MHAA did not submit the permitting request on the earliest date it could have and instead submitted a week or so after. She noted that staff still worked within the 21-day review period to review the requests. She stated that tournament dates were permitted within that review window. She stated that the conflict arose from City reservation of the facility on a date which MHAA requested, noting that the City receives priority for its own facilities. Commissioner Cotter stated that perhaps MHAA is invited to the June Commission meeting in order to discuss fall sports. He commented that it would be nice to have an open line of communication with MHAA at least twice per year. Chair Klepperich stated that he would enjoy meeting some of the other user groups similar to the communication the Commission has had with MHAA baseball. Ms. Lawrence agreed that it would be helpful to hear from MHAA as a whole rather than just one sport/segment. Commissioner Muller recognized that City sponsored events, such as the Touch a Truck event, takes a lot of planning and takes priority over requests from other users. Ms. Lawrence confirmed that the City does take priority and alerted user groups of that date in December in attempt to avoid conflict. She stated that the City has chosen not to host other events at that location in order to allow other users groups to use the facility. Motion Meyer/second Blanks to acknowledge the staff reports. AYES 6: NAYS 0 8. New Business 8.a City Publications Survey Assistant City Administrator Kelly Torkelson stated that the City completed a resident survey using an online survey tool to gain input on the City's publications. She reviewed the results of the survey and how staff used that information in attempt to have the best communication with residents. page 16 Chair Klepperich stated that when speaking to a resident today, the resident was not aware the Mendota Magazine is not a City publication. Commissioner Meyer noted that she has received similar questions as to whether the City creates that publication. She stated that perhaps the invitation for the Mayor to comment within the magazine causes confusion. She noted that perhaps the magazine could make it clearer that the Mayor is speaking as an invited guest. Chair Klepperich thanked staff for the excellent job in providing this information. Commissioner Meyer recognized that residents are interested in road projects and asked if staff has thoughts about how to better inform residents. Ms. Torkelson stated that residents can be directed to City staff and noted that information is also available on the City website. She stated that the City newsletter will also feature spaces for communication of the top interests identified through the survey including road projects. 8.b Community Engagement Outreach Groups Parks and Recreation Manager Meredith Lawrence stated that in the past the Commission has expressed interest in community engagement and holding listening sessions in the community related to parks and recreation. She stated that community engagement is important as it helps to drive recreational programing and ensure that people are happy with the projects in the parks. She commented that Commissioners Smith and Meyer have volunteered to assist staff on this topic and have provided a list of user groups in the community. She stated that the Commission should determine what it would like to gain from this process, specifically the questions it would like asked to ensure the information provided through the engagement is purposeful. She reviewed the list of user groups developed thus far. Commissioner Meyer commented that there are different ways to look at community engagement, noting that she sees it as a way to do community organization, promote the visibility of the Commission, spread information about parks and recreation, and gathering feedback. She stated that this will also be a way to identify leaders in the community and people that would be passionate about a project. Commissioner Smith echoed the comments of Commissioner Meyer. She stated that getting these groups together will help to identify programing gaps and additional programing ideas. She stated that there could also be more points of contact for upcoming community events to increase participation. Chair Klepperich stated that originally, he thought the list was long but now understands the purpose. He stated that he does have concerns that some of the hot topics will continue to come through (splash pad, dedicated pickleball courts, senior center) and wanted to see other topics discussed as well. He stated that perhaps an online survey could be done along with this project to provide another dimension. He volunteered to meet with the Foundation. Commissioner Cotter asked if the Foundation should be invited to join a Park Commission member in meeting with these various groups. He noted that it would provide an opportunity for the group to become more visible and network in the community. He stated that if people want senior centers and splashpads, there needs to be support from the community as a whole. He noted that the Commission is being tasked with a vision for the short and long term and page 17 therefore this input will be important. He noted that identifying financial mechanisms will be important for park projects. Chair Klepperich asked how the Commission would like to move forward on this. He believed that they should ask the community to identify both short term and long term wants and needs. Commissioner Blanks stated that he would like the group to identify what they want out of this process in order to determine if this is the right list of groups. He noted that will also help the group develop the related document. He stated that he would love to participate in meeting with the groups. Ms. Lawrence commented that three members of the Commission can attend a meeting without triggering an open meeting. She stated that in the past this has been done in pairs and believed there is value in having two members. She confirmed that three Commission members could be on a subcommittee. Commissioner Meyer believed that the goal is to provide visibility of the Commission, inform the public of offerings and opportunities, to come back with common themes and interests, and to identify leaders in the community. She stated that she would like to keep the last question and second to last question but believed the playground-related questions could be replaced with items that were discussed during the strategic planning process. Commissioner Blanks appreciated that input. He noted that perhaps some specific questions would be developed for some users, such as MHAA. Commissioner Muller commented that she does not believe the general community is aware of the parks replacement schedule. She stated that this could be an opportunity to educate the public on budgeting, how decisions are made, and why a splashpad has not been a feasible option for the community. She stated that input was received from previous meetings that identified the wants and therefore believed that the ideas from Commissioner Meyer would be a good focus. Commissioner Cotter noted that last time the attempt was to gather information while the purpose of these meetings would be to educate the public on what has been done and what is being done. He agreed that it would be helpful to identify leaders. He stated that in addition to developing questions to be answered, it will be important to develop a list of things the Commission would like to communicate to the public. Ms. Lawrence challenged the Commission to think about how this process can help to fill in the gaps that were identified in the strategic planning process for the parks. She provided an example of senior programing and what programs that group would be interested in. She challenged the group to think about what they can get from people in terms of the recreation opportunities they would like to see in the community. She explained that there are more funds budgeted for programing and therefore it would be helpful to gain input on programing concepts for different age groups such as teens and seniors. She stated that there are some user groups that have made their voices loud and clear and noted that there are others that have not been addressed. She stated that Night to Unite could also be used for the members of the Commission to gain input from their own neighborhoods. Commissioner Cotter stated that it sounds like there is a need to identify programming ideas and wants and perhaps that should be the focus rather than facility wants. page 18 Ms. Lawrence stated that one of her goals for the year is to discuss recreational programing more and receive input from the Commission on that topic. Commissioner Meyer stated that it would be helpful to split up the user groups and by the next meeting, have a contact person identified for each group and knowledge of the availability of the group. The members of the Commission volunteered to reach out to different user groups on the list. Commissioners Meyer, Muller and Smith volunteered to work on the informational sheet with questions for the Commission to review at its next meeting. 9. Unfinished Business 9.a Frozen Fun Fest Recap Parks and Recreation Manager Meredith Lawrence stated that the City hosted the first Frozen Fun Fest in February and recapped the events that took place. She noted that portions of the weekend were successful and other portions were not successful. She stated that the weather played a factor. She welcomed input from the Commission on the event as staff begins to think about the event for next year. Commissioner Meyer stated that the ice sculpture carving was great in concept, but it was hard to get a good turnout because of the weather. She asked if the cost was worth the planning and setup. She asked whether it would make sense to combine that with the food truck portion. Ms. Lawrence stated that she did not have the costs present and noted that the vendor took care of setup. She believed it was a reasonable cost but noted that could be a multi-day event and could also be located in Market Square to bring customers to the local businesses. Commissioner Meyer noted that perhaps that could be combined with the snow sculptures. She stated that the food trucks are a great idea but believe the window of time of 2 to 5 p.m. was a tough time as it is not a mealtime. She stated that if that window is going to be used, perhaps the offerings are more treat/snack related. She noted that families seemed a bit confused about the snow sculpture event. Ms. Lawrence commented that there was not snow to sculpt with as it was not wet snow, so that element was scratched. Commissioner Meyer noted that perhaps that event does not move forward because it is so weather dependent. She suggested a vendor market with crafts for sale. Commissioner Smith suggested a snowshoe shuffle which could be a timed event but was unsure how many people have snowshoes. She noted that perhaps the City could partner with REI to provide snowshoes. She stated that she liked the community hike as it introduced her to residents she has not typically met. She stated that the outdoor concert and food truck were great offerings, noting that people were out searching for the medallion. She believed the medallion and color contest should stay as those were popular. She stated that perhaps the weather deterred people from participating in the kickball tournament. page 19 Commissioner Meyer suggested incorporating local talent to bring out more members of the community, such as a school choir or band. She noted that is fun for the kids, but it also draws family that would come to watch. Commissioner Smith stated that instruments may be tricky in the winter temperatures. Ms. Lawrence stated that staff struggled to find food trucks that operate in the winter as was finding a band. Commissioner Muller asked if there was a reason that date was chosen, as it aligned with the Saint Paul Winter Carnival. Ms. Lawrence noted that date was chosen based on availability of staff and a short planning window. She stated that staff will be able to do a better job in planning as this event moves forward. She recognized that the weather will always be a factor as you cannot predict that. Commissioner Muller asked if the City could have food trucks that serve alcohol. Ms. Lawrence replied that the City requires all food trucks to have a Mendota Heights license and one requirement is that alcohol is not allowed. She commented that the City would have to have a beer garden, with wristbands and service only in a fenced in area. Commissioner Muller asked if music in Market Square park could be included as that would allow people to go to the different restaurants. Ms. Lawrence commented that staff could look into that. Commissioner Muller commented that it was a fun event. She agreed that the medallion was a hit. She noted that perhaps boot hockey is offered rather than kickball as that would utilize the rinks. She stated that the nice thing about music at Mendakota is that there were a lot of families on the playground. Chair Klepperich stated that there is ample parking at Mendakota compared to Market Square. Commissioner Meyer commented that staff did an excellent job developing the clues for the medallion. 9.b Park and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence reviewed the monthly strategic planning update with the Commission. 10. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • The City is attempting to fill seasonal staffing positions for the Par 3 and recreational programs • Other events can be found on the city's website 11. Student Representative Update None. page 20 12. Commission Comments and Park Updates Commissioner Smith • The improvements at the dog park with the brush clearing provides better sightlines to the street parking • Friendly Hills hockey rink was well used during the cooler temperatures Commissioner Cotter • The Commission has come a long way since its strategic planning • Wentworth Park has had use of its ice rink during the cooler temperatures and looks forward to the updates for the warming house Commissioner Blanks • April 71" Tour de Rec will be held at Mendakota • Noticed young kids playing basketball at Valley Park on a court that had been cleared of snow • Encouraged residents to clean up after their dogs Commissioner Muller • Kensington has been quiet • People have shoveled the skateboard ramps at Rogers Lake for use • Congratulated Ms. Lawrence on the new position Commissioner Meyer • Marie Park had fantastic activity with the ice skating • Thanks to City staff for their hard work on recreational opportunities and new flyers • Congrats to Ms. Lawrence on her position Chair Klepperich • Visited Victoria Highlands and Ivy Hills and did not notice much activity but the trails were nicely plowed • The next meeting will be Tuesday, April 121" at 6:30 p.m. • Thanked staff for their participation tonight 13. Adjourn Motion Blanks/Second Meyer to adjourn the meeting at 8:26 PM AYES 6: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. page 21 5d. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com mCITY OF MENDaTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor, City Council, and City Administrator FROM: Meredith Lawrence, Parks and Recreation Manager John Boland, Public Works Superintendent SUBJECT: Authorize Purchase Order for Dugouts and Fence Work at Civic Center, Victoria Highlands, Valley and Hagstrom King Parks INTRODUCTION The City Council is asked to authorize a purchase order to add covered dugouts to Civic Center, Victoria Highlands, and Valley Park Fields. In addition, the City Council is asked to authorize a purchase order to add a 1st and 3rd baseline fence to the Valley Park Field, and install a 3rd baseline fence at Hagstrom King Park field. BACKGROUND The Mendota Heights Athletic Association (MHAA) has requested the City install covered dugouts at all city-owned ball fields. Covered dugouts provide shade for players and coaches and also provide a safety mechanism for foul balls. Staff solicited quotes from qualified contractors to add dugout fencing and covers to Civic Center, Victoria Highlands, and Valley Park fields. The scope of the project includes furnishing and installing two dugout cages per park to be constructed out of chain link fence. Each cage would open opposite end to home plate. Included in the project would be the roofs to match dugout cage dimensions and be pitched from front to back. The recommended dugouts are similar in design to those installed at Mendakota Park in 2022. The quotes received for a 2022 installation are as follows (lowest bidder is in bold): • Civic Center Field: Install two dugouts o Century Fence: $13,450 o Dakota Fence: $26,683 • Victoria Highlands: Install two dugouts o Century Fence: $19,850 o Dakota Fence: $22,683 • Valley Park: Install two dugouts and add 1st/3rd Baseline Fences (working around bollards) o Century Fence: $20,395 o Dakota Fence: $26,977 page 22 • Hagstrom King: Install 3rd Baseline Fence o Century Fence: $3,385 o Dakota Fence: $2,722 Both Century Fence and Dakota Fence have done work within Mendota Heights and are reputable contractors. BUDGET IMPACT The dugouts at Civic Center, Victoria Highlands and Valley Park and additional fencing being added to Valley and Hagstrom King Parks total $56,417 and qualify as a Special Parks Fund expenditure as they are a park enhancement. ACTION RECOMMENDED The Parks and Recreation Commission recommended approval of the installation of dugouts and fencing at Civic Center, Victoria Highlands and Valley Park Fields. Further, staff recommends approval of the installation of 3rd baseline fence at Hagstrom King Park. ACTION REQUESTED If the City Council concurs, it should, by motion, authorize staff to execute a purchase order for dugouts to be installed at Civic Center, Victoria Highlands and Valley Park fields, as well as necessary fence work be completed by Century Fence for$53,695. In addition,the Council should authorize staff to execute a purchase order for a 3rd baseline fence to be installed at Hagstrom King by Dakota Fence for $2,722. page 23 5e. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com mCITY OF MENDaTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: 2022 Workers Compensation Insurance INTRODUCTION The Council is asked to authorize a renewal of workers compensation insurance for a one-year period to begin on May 1, 2022. BACKGROUND On May 1, 2022, the City's workers compensation insurance renews. The premium for this year is $365,980 after adjustments for commission. This represents a 4.47% decrease from last year's premium of$383,110. Below are the amounts and number of claims that we have had for the last 5 renewal periods. 17/18 $962,308.09 22 claims ($97,179.80 in reserve) 18/19 $353,899.39 11 claims ($122,001.90 in reserve) 19/20 $ 98,807.14 14 claims ($28,565.56 in reserve) 20/21 $850,720.94 17 claims ($783,161.46 in reserve) 21/22 $ 0.00 9 claims The City's workers compensation policy includes a volunteer policy. This provides limited "no- fault"benefits for volunteers injured while working for the city(the firefighters and police reserves are covered under the city's worker's comp, and not this volunteer plan). Volunteers receive limited death, disability and impairment benefits. This policy would be covering people volunteering at events such as parks celebration, fishing derby, etc. The City has the option to pay a fixed premium or deductible premium option. The City has chosen to go with the regular premium option and pay a fixed premium amount in the past. We have the option of choosing a deductible per claim. This option reduces the amount of premium paid up page 24 front,but has the potential to have a greater cost, depending on the number of claims that the City experiences in the year. BUDGET IMPACT There is $370,000 in the 2022 budget for workers compensation costs. There will be a shortage of approximately $2,000. The workers comp costs will be 4 months of last year's policy and 8 months of the policy that is renewing. The shortfall will be made up with other adjustments to the budget during the year. RECOMMENDATION Given the City's recent claim history, staff recommends renewing with the regular premium option. The remaining unbudgeted amount will be covered by budget adjustments made during 2022. ACTION REQUIRED If the Council concurs, it should approve a motion accepting the regular premium option for the workers compensation renewal, with a premium of$365,980, to be effective Mayl, 2022 to May 1, 2023. page 25 5f. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com CITY OF MENGC]TA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor, City Council, and City Administrator FROM: John Boland, Public Works Superintendent SUBJECT: Approve Purchase Order for Ash Tree Removal INTRODUCTION The City Council is asked to approve a purchase order for the removal of 93 Ash trees infested with the Emerald Ash Borer. BACKGROUND The City removes diseased, dying and hazard trees from the park system and the road right-of- way when needed. Due to EAB, staff has been inventorying and tracking trees for removal. Depending on the size of the tree, the city contracts removals and stump grinding. Staff has solicited bids for 23 ash trees along the road right-of-way, and approximately 70 ash trees along the Valley Park trail just east of the Crown Point neighborhood that are diseased/infested and need to be removed. The right-of-way trees will be removed, and the stumps ground. Following this, staff will clean up stump grindings, fill the disturbed area in with soil and seed. The trees along the trail will be removed with no stump grinding. Staff received four quotes on this project: Kirchner Lawn and Landscape $69,750 Davey Tree $76,642 Arboreal Tree $58,505 SavATree $53,181 BUDGET The city has budgeted $50,000 for right-of-way tree removal, and $40,000 for park tree removals. The breakdown for the low bid is $28,241 for right-of-way removals, and $24,940 for the Parks removals. This expense is within our remaining balance for removals. page 26 RECOMENDATION Staff recommends that the Mendota Heights City Council authorize the purchase order for the ash tree removal and issue a purchase order to SavATree in the amount of$53,181. ACTION REQUIRED If Council concurs with the staff recommendation, they should pass a motion to authorize a purchase order to SavATree for $53,181. This requires a simple majority vote. page 27 5g. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com CITY OF MENGC]TA HEIGHTS Request for City Council Action DATE: April 17, 2022 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, Public Works Director Krista Spreiter, Natural Resources Coordinator SUBJECT: Resolution 2022-27 Proclaiming Arbor Day INTRODUCTION The City Council is asked to approve resolution 2022-27 proclaiming Arbor Day in Mendota Heights. BACKGROUND Trees clean the air we breathe, manage stormwater, keep us cool, reduce our stress levels, and so much more. Arbor Day is an excellent opportunity for homeowners to take a good look at the trees on their property and plan for the future by planting a variety of trees of differing species. Planting new trees provides several benefits to property owners including saving energy, improving air quality, combating climate change, providing pollinator and other wildlife habitat, and increasing property values. Residents should practice good tree care by checking existing trees for damage and disease, as well as mulching and watering. Thoughtful plans for tree planting and tree maintenance can make a real difference. DISCUSSION Mendota Heights is celebrating Arbor Day 2022 on April 23 in conjunction with Earth Day. This free event will be held at City Hall from 9am-noon. The event will provide information on how residents can protect and improve the lakes, rivers, streams, and wetlands in our community, as well as other natural resources topics. Park clean-up supplies will be available, as well as a free pollinator seed packet. There will also be a drawing to win a free 10-gallon potted tree or native plant nursery gift card. Following these events, on April 28 there will be a virtual workshop from Noon-2pm for planting resilient yards,provided by Blue Thumb and sponsored by Mendota Heights. There is a $15 registration fee for this event. page 28 BUDGETIMPACT The cost of the Earth and Arbor Day event is estimated at$2,877.00, the largest portion of the cost attributed to the `Resilient Yards' workshop ($2,500). The cost of the event would be taken from the City's stormwater budget. RECOMENDATION Staff recommends that the Mendota Heights City Council approve the attached resolution proclaiming Arbor Day and encouraging residents to participate in this annual event. ACTION REQUIRED If Council concurs with the staff recommendation, they should pass a motion approving resolution 2022-27 PROCLAIMING ARBOR DAY. This requires a simple majority vote. ■ ■ • •o AI{DAY ,� - - . - - I �Q LEARN SIMPLE WAYS TO PROTECT SURFACE WATERS Enter the drawing to WIN a free io-gallon wcontainer tree or native plant nursery gift card! Pick up a free pollinator seed packet to plant a pocket prairie for pollinators! � ` 1 1 146 Pick up free supplies for park cleaning! A - - • • • ResiLient Yards VirtuaL Workshop Register for this two-part virtualworkshop by Blue MJThumb&learn how to take climate action in your yard! page 29 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2022-27 A RESOLUTION PROCLAIMING ARBOR DAY WHEREAS,in 1872,the Nebraska Board of Agriculture established a special day to be set aside for the planting of trees; and WHEREAS,this holiday, called Arbor Day,was first observed with the planting of more than a million trees in Nebraska; and WHEREAS,Arbor Day is now observed throughout the nation and the world; and WHEREAS,trees can be a solution to combating climate change by reducing the erosion of our precious topsoil by wind and water, cutting heating and cooling costs, moderating the temperature, cleaning the air,producing life-giving oxygen, and providing habitat for wildlife; and WHEREAS,trees are a renewable resource giving us paper,wood for our homes, fuel for our fires, and countless other wood products; and WHEREAS,trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community; and WHEREAS,trees wherever they are planted are a source of joy and spiritual renewal. NOW THEREFORE IT IS HEREBY RESOLVED,by the Mendota Heights City Council as follows: I, Stephanie Levine, Mayor of the City of Mendota Heights, do hereby proclaim April 23,2022 as ARBOR DAY In the City of Mendota Heights, and I urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands. BE IT FURTHER RESOLVED,I urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations. Adopted by the City Council of the City of Mendota Heights this nineteenth day of April, 2022. CITY COUNCIL CITY OF MENDOTA HEIGHTS ATTEST Stephanie Levine,Mayor Lorri Smith, City Clerk page 30 5h. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com mCITY OF MENDaTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Resolution 2022-29 Approve Plans and Authorize Advertisement for Bids for the Centre Pointe Street Improvements INTRODUCTION The purpose of this memo is to request that the Council approve the plans and specifications and authorize advertisement for bid for the Centre Pointe Street Improvements. BACKGROUND The preparation of a feasibility report for the Centre Pointe Street Improvements which is required to follow the Minnesota Statutes Chapter 429 process was authorized by the Mendota Heights City Council by adopting Resolution 2021-78 at the City Council meeting held on September 23, 2021. The Statute 429 process is required because the city intends to assess a portion of the project. The feasibility report for the Centre Pointe Street Improvements was accepted by the Mendota Heights City Council and called for a Public Hearing on February 2, 2022 by adopting Resolution 2022-03 at the January 4, 2022, city council meeting. The recommendation of the feasibility report was to proceed with this project. The proposed streets to be rehabilitated are Acacia Boulevard, Carmen Lane, Centre Pointe Boulevard, Centre Pointe Curve, Centre Pointe Drive, Commerce Drive, Dakota Drive, Lemay Avenue, Pilot Knob Road, and Waters Drive. Based on our observations, as well as our pavement management system, a majority of these streets have deteriorated to the point where it is no longer cost effective to patch the street and rehabilitation is necessary. Council ordered the Centre Pointe Street Improvements at their February 2, 2022 meeting. DISCUSSION The total estimated construction cost of the project is $3,257,662.20 not including indirect costs. Due to the size of the bidding package (600 page specifications, 72 construction plan sheets), the plans are not included in the packet. The entire plan set is available for viewing at city hall. page 31 The Minnesota Department of Transportation (MnDOT) is committing $192,000 towards this project for the rehabilitation of Waters Drive. Waters Drive is currently in MnDOT right-of-way which the State desires to release to the city. The city requested that MnDOT rehabilitate the street prior to releasing back to the city. MnDOT will have a draft agreement that will be presented to the Council in May to commit to the funding and releasing this right-of-way to the city. BUDGET IMPACT The budget information below is from the feasibility report. The current project estimate is in alignment with the costs presented in the feasibility report. The city bonding portion for the project will be reduced due to the commitment from MnDOT to provide financing. Street improvement projects are proposed to be assessed to the benefiting property owners. Pursuant to the City's Street Rehabilitation and Reconstruction Policy, the benefiting properties should be assessed 50% of the street reconstruction and rehabilitation costs. The following tables show the estimated unit assessments based on the City policy. Project Total Mill and Overlay Reclamation Reconstruction Total Estimated Costs Street Improvements $ 610,390 $ 1,807,790 $ 234,030 $ 2,652,210 Indirect Costs for Street Improvements $ 122,080 $ 361,560 $ 46,810 $ 530,450 (20%)* Total Costs for Street Improvements $ 732,470 $ 2,169,350 $ 280,830 $ 3,182,650 Trail Improvements $ 130,090 $ 96,510 $ 16,180 $ 242,780 Indirect Costs Trail Improvements(20%)* $ 26,020 $ 19,310 $ 3,240 $ 48,570 Total Costs for Trail Improvements $ 156,110 $ 115,810 $ 19,420 $ 291,340 Storm Sewer Improvements $ 16,800 $ 93,380 $ 40,330 $ 150,510 Sanitary Sewer Improvements $ 3,000 $ 31,200 $ - $ 34,200 Water Improvements $ 8,100 $ 27,000 $ 1,000 $ 36,100 Total Cost for Utility Improvements $ 27,900 $ 151,580 $ 41,330 $ 220,810 St Paul Regional Water Improvements $ 4,500 $ 9,750 $ 22,340 $ 36,590 Total Indirect Costs for City(15%)* $ 680 $ 1,470 $ 3,350 $ 5,500 Total Cost for St Paul Regional Water $ 5,180 $ 11,220 $ 25,690 $ 42,090 Total Improvement Cost $ 772,880 $ 2,065,630 $ 313,880 $ 3,152,390 Total Indirect Costs for City* $ 148,780 $ 382,340 $ 53,400 $ 584,520 Total Cost $ 921,660 $ 2,447,970 $ 367,280 $ 3,736,910 Assessment Calculation Mill and Overlay Reclaim Reconstruction Total Total Project Cost $ 921,660 $ 2,447,970 $ 367,280 $ 3,736,910 Assessable Amount $ 732,470 $ 2,169,350 $ 280,830 $ 3,182,650 Assessment Amount 50%of Assessable Amount $ 366,235 $ 1,084,675 $ 140,415 $ 1,591,325 Total Units-Residential* 5 3 9 17 Total Units-City of Mendota Heights* 8 8 Unit Assessment Assessable amount/XX Units $ 3,000 $ 6,005 $ 8,260 Total Linear Feet-Business* 4,078 12,601 16,679 Total Linear Feet-Residential* 500 300 800 Total Linear Feet-City of Mendota Heights* 3,391 5,163 8,554 Total Linear Feet* 7,969 18,064 26,033 Linear Foot Assessment(Assessable amount/ $ 30.00 $ 60.05 $ XX Linear ** Total Business Assessment $ 122,340 $ 756,642 $ $ 878,982 Total Residential Assessment $ 15,000 $ 18,014 $ 74,335 $ 107,354 Total of Residential and Business Assessments $ 137,340 $ 774,655 $ 74,335 $ 986,335 Total City of Mendota Heights Assessment(Munqcqr)al Levy) $ 101,730 $ 310,020 $ 66,080 $ 477,830 Total Assessment $ 239,070 $ 1,084,675 $ 140,415 $ 1,464,165 *1 unit=100 frontage feet **Mill&overlay rate capped at$30.00/linear foot page 32 Many of the streets abut TH 62 or TH 55 within this area and therefore only provide access to one side of the street. This reduces the assessable front footage or number of units. In these areas, a frontage or unit count was added and assigned to the City. This normalized the assessment rates. However, even after this was completed, the mill and overlay rates were still larger than should be expected. The main reason for this is the wider width of the roadways for the mill and overlay area. For mill and overlay the assessment rate was capped at$30.00 per front foot or $3,000 for each residential unit. Residential assessments for the project are calculated to be $3,000 for the mill & overlay (Pilot Knob Road), $6,005 for the reclaimed streets (Dakota Drive), and $8,260 for the reconstruction of Carmen Lane. Business properties within the project area are proposed to be assessed using a front footage assessment as shown in the attached assessment maps. The front footage assessment for the mill& overlay area is $30.00 per foot(Commerce Drive, Lemay Avenue, Waters Drive, Pilot Knob Road, Acacia Boulevard), and is proposed to be $60.00 per foot for the reclaimed streets (Centre Point streets, Dakota Drive). Funding Source Mill&Overlay Reclamation Reconstruction Project Total Municipal Levy $ 549,510 $ 800,495 $ 159,840 $ 1,509,845 City Assessment(Municipal Levy) $ 101,730 $ 310,020 $ 66,080 $ 477,830 Total Municipal Levy $ 651,240 $ 1,110,515 $ 225,920 $ 1,987,675 Resident and Business Assessment(50%) $ 137,340 $ 774,655 $ 74,335 $ 986,330 State Aid Funding $ 100,000 $ 400,000 $ - $ 500,000 Utility Fund-Storm Sewer $ 16,800 $ 93,380 $ 40,330 $ 150,510 Utility Fund-Sanitary Sewer Fund $ 3,000 $ 31,200 $ - $ 34,200 Utility Fund-Water Fund $ 8,100 $ 27,000 $ 1,000 $ 36,100 St Paul Regional Water Fund $ 5,180 $ 11,220 $ 25,690 $ 42,090 Total $ 921,660 $ 2,447,970 $ 367,280 $ 3,736,910 The project is showing a Municipal Levy of$1,987,675. There is also $500,000 funding from the Municipal State Aid account. The total project cost is estimated at $3,736,910. It is presumed that the City would secure bonding for the Municipal Levy and Assessment portions of the project($2,974,010). The assessment amount of$986,330 is equivalent to 33.2% of the bond amount. Minnesota Statutes Chapter 429 Special Assessment Bond Issue requires that a minimum of 20% of the total bond issue amount be recovered through special assessments. As the project is designed and competitively bid, the calculated assessment amount will be updated leading up to the adoption of the assessment roll. The improvements are necessary to allow for safe and reliable street and utility services within the City of Mendota Heights. The project will be competitively bid to allow for a cost effective improvement. The feasibility study has provided an overall analysis of the feasible improvements for consideration within this project area. Therefore, the proposed improvements within the areas outlined in this report are necessary, cost effective, and feasible from an engineering standpoint. RECOMMENDATION Based on recent bid prices, staff has been conservative in this estimate. It is hopeful that pricing will be below the estimate although this bidding market is difficult to project. Staff recommends that the Council approve the plans and specifications for the Centre Pointe Street Improvements, and authorize the advertisement for bids. page 33 ACTION REQUIRED If City Council wishes to implement the staff recommendations, pass a motion adopting A RESOLUTION APPROVING FINAL PLANS AND SPECIFICATIONS, AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR THE CENTRE POINTE STREET IMPROVEMENTS. This action requires a simple majority vote. page 34 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2022-29 A RESOLUTION APPROVING FINAL PLANS AND SPECIFICATIONS,AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR THE CENTRE POINTE STREET IMPROVEMENT PROJECT WHEREAS, the Public Works Director reported that the proposed improvements and construction thereof were feasible, desirable, necessary, and cost effective, and further reported on the proposed costs of said improvements and construction thereof, and WHEREAS, the City Council has heretofore directed the Public Works Director to proceed with the preparation of plans and specifications thereof, and WHEREAS, the Public Works Director has prepared plans and specifications for said improvements and have presented such plans and specifications to the City Council for approval. NOW THEREFORE BE IT RESOLVED; by the Mendota Heights City Council as follows: 1. That the plans and specifications for said improvements be and they are hereby in all respects approved by the City. 2. That the Clerk with the aid and assistance of the Public Works Director be and is hereby, authorized and directed to advertise for bids for said improvements all in accordance with the applicable Minnesota Statutes, such as bids to be received at the City Hall of the City of Mendota Heights by 10:00 A.M., Thursday, May 11, 2022, and at which time they will be publicly opened in the City Council Chambers of the City Hall by the Public Works Director, will then be tabulated, and will then be considered by the City Council at its next regular Council meeting. Adopted by the City Council of the City of Mendota Heights this nineteenth day of April 2022. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie Levine,Mayor ATTEST Lorri Smith, City Clerk page 35 5i. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com mCITY OF MENDaTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator SUBJECT: Fourth of July Fireworks INTRODUCTION The City Council is asked to approve the budget expenditure for the city's Fourth of July fireworks display and authorize staff to execute the necessary agreements with Northern Lighter Pyrotechnics ("NLP") and Mendakota Country Club for the event. BACKGROUND As part of the City Council's priority to Enhance City Governance and Services with a focused strategy to Enhance Connections with Community Partners,Businesses and Residents, the Council has supported city sponsored fireworks on Independence Day (July 4). Northern Lighter Pyrotechnics, Inc. has been the city's partner, along with Mendakota Country Club, in this annual event. NLP is available again this year to produce the display and Mendakota Country Club is willing to be the host launch site. An agreement between the city, NLP and Mendakota Country Club is needed. The agreement drafted by the city attorney is similar to the agreement utilized in 2020 but has been updated with current protections and conditions covering all parties. Additionally, the city attorney is also recommending a temporary license agreement between the city and Mendakota Country Club for accessing their property as the launch site. BUDGETIMPACT The FY22 budget includes $15,000 for this year's fireworks display. NLP has noted a cost increase of about 15% for 2022 and provided two cost proposals. To have a display similar in length to last year, which was approximately 25-28 minutes long, the cost is page 36 $17,500. To stay within the city's budgeted amount of$15,000, the display length would need to be shortened to approximately 15-18 minutes. RECOMMENDATION Staff recommends approving the budget expenditure for the City's Fourth of July fireworks display with Northern Lighter Pyrotechnics in the amount of$15,000. Additionally, staff recommends providing authorization to, once finalized, execute the necessary agreements between NLP and Mendakota Country Club for carryout of the event. ACTION REQUESTED If the City Council concurs, it should by motion, approve the budget expenditure for the City's Fourth of July fireworks display with Northern Lighter Pyrotechnics in the amount of$15,000, and authorize staff to execute the necessary agreements between NLP and Mendakota Country Club for carryout of the event. page 37 5j. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com m{ CITY OF MENDaTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor, Council, and City Administrator FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Establishing the Mendota Heights Volunteer Program and Policy INTRODUCTION: Volunteering is a rich opportunity for both the City of Mendota Heights as well as the participating community members. Through volunteering with the City, community members gain an opportunity to serve the Mendota Heights community, to learn about municipal operations, services, staff and programs, and to build connections with neighbors. To better support the fulfillment of these goals, staff are proposing the adoption of a formal volunteer policy for the city along with a formalized volunteer program to facilitate volunteering in the community. BACKGROUND: Mendota Heights Volunteer Program Community volunteers are not new to Mendota Heights, however, what becomes possible through a formalized Mendota Hei2hts Volunteer volunteer program is the streamlining of opportunities Opportunities and staff resources to support community members who want to get involved. Staff reviewed common high levelProgram opportunities that community members have expressedProgram interest participating in as volunteers. The list of these Tree Planting opportunities is listed here in the blue box. Worker Species- Invasive • Within these initiatives, there are often different roles forLandscaping volunteers, some are leaders whereas others just want to • participate. Staff structured the Mendota Heights Volunteer Program in a way to provide support and opportunity to the full range of these participants. A critical component of the City's volunteer program is that each volunteer opportunity has a defined service agreement that defines roles, expectations, scope, and requirements. An example page 38 service agreement is included in the council packet. Staff have reviewed each of these opportunities and identified which programs would require different levels of participation. Mostly, these opportunities can be summarized as: Level 1: (Most Accessible) Volunteers who participate as a group or under the supervision of someone who has been trained. Level 2: (Some Training Required)People who want to lead a group or to volunteer individually. Level 3: (Training and Commitment Required)People who want to have an ongoing volunteer commitment where they also lead others. In the case that a community member wants to propose their own volunteer initiative or project, the process would be very similar to signing up for an existing opportunity with the additional need to meet with staff and have the proposed initiative reviewed and approved through the appropriate channels. Volunteers will be able to sign up for the program as well as to review upcoming volunteer opportunities through the City's website. The City will be utilizing the volunteer software Volgistics for the management of the volunteer program. This tool will allow staff to manage volunteer data and also to provide a resource for current volunteers to sign up for upcoming opportunities. The Volunteer Policy The purpose of the volunteer policy is to provide overall guidance and direction to staff and volunteers engaged in volunteer involvement and management efforts. It is critical to the successful utilization of volunteer interest and initiative that the all volunteer opportunities provide a beneficial experience to both the volunteers as well as to the City itself. To facilitate this, the volunteer policy outlines the process through which the city will perform proper due diligence in the development of volunteer opportunities for community members as well as how to work with community members proposing new initiatives to the City. In addition, the policy also provides guidance for the management of the program, and how to navigate incidents such as the need for termination of service, injury on duty, and how to include youth volunteers in the program. Articulating this within formal policy ensures consistency in administration and supports a streamlined process for staff to connect interested community members with opportunities to serve. The City Attorney has reviewed the proposed staff policy and minimal changes were made including the addition of the city's respectful workplace policy. Attachment: Volunteer Policy (Final Draft) BUDGET IMPACT The City will be utilizing the software Volgistics for the management of the volunteer program which has an annual cost of$342.00. Administration of the program will be done by the Assistant City Administrator and office support assistant staff as part of an existing position description. page 39 RECOMMENDATION Staff recommends the approval of the Mendota Heights Volunteer Policy and the establishment of a City of Mendota Heights Volunteer Program. REQUESTED ACTION If the Council concurs, it should, by motion, approve the Mendota Heights Volunteer Policy and the establishment of a City of Mendota Heights Volunteer Program. page 40 City of Mendota Heights, Minnesota VOLUNTEER POLICY CONTACT: City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 651-452-1850 APPROVED: xxxxx, 2022 DRAFT page 41 CITY OF MENDOTA HEIGHTS VOLUNTEER POLICY Contents 1. Overview ............................................................................................................................... 3 1.1 Purpose of Volunteer Policies.......................................................................................... 3 1.2 Scope of Volunteer Policies............................................................................................. 3 1.3 Definition of`Volunteer'.................................................................................................. 3 1.4 Types of Volunteers ......................................................................................................... 3 1.5 Special Case Volunteers................................................................................................... 3 1.6 Service at the Discretion of the City ................................................................................ 3 1.7 Scope of Volunteer Involvement.....................................Error! Bookmark not defined. 2. Volunteer Management Procedures .............................................................................. 4 2.1 Program Management..................................................................................................... 4 2.2 Conflict of Interest.......................................................................................................... 4 2.3 Maintenance of Records................................................................................................... 4 3. Volunteer Recruitment and Selection ........................................................................... 4 3.1 Recruitment...................................................................................................................... 4 3.2 Recruitment of Junior Volunteers .................................................................................... 4 3.3 Criminal Records Check.................................................................................................. 5 3.4 Professional Services........................................................................................................ 5 4. VOLUNTEER SUPERVISION AND EVALUATION ....................................................... 5 4.1 Absenteeism..................................................................................................................... 5 4.2 Corrective Action............................................................................................................. 5 4.3 Resignation...................................................................................................................... 5 5. VOLUNTEER SUPPORT AND RECOGNITION............................................................. 5 5.1 Access to City Property and Materials............................................................................. 5 5.2 Accidents or Injuries While Volunteering ....................................................................... 6 DRAFT page 42 CITY OF MENDOTA HEIGHTS VOLUNTEER POLICY 1. Overview 1.1 Purpose of Volunteer Policies The City of Mendota Heights is benefited through the engagement, participation, and contributions of community volunteers. The purpose of this policy is to provide overall guidance and direction to staff and volunteers engaged in volunteer involvement and management efforts. This policy is intended for internal management guidance only, and does not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. The City reserves the exclusive right to change any portion of this policy at any time and to expect adherence to the changed policy. Areas not specifically covered by this policy shall be determined by the City Administrator. 1.2 Scope of Volunteer Policies Unless specifically stated, this policy applies to all non-elected volunteers in all programs and projects undertaken by or on behalf of the City, and to all City departments and sites of operation. 1.3 Definition of `Volunteer' A "volunteer" is anyone who, without compensation or expectation of compensation beyond reimbursement, performs a task at the direction of and on behalf of the City. A "volunteer" must be officially accepted and enrolled by the Mendota Heights Volunteer Program prior to performance of the task. Volunteers are not considered "employees" of the City under state or federal law. 1.4 Types of Volunteers The City has two types of volunteers: Adult and Junior. Adult volunteers are those who are 18 years and older. Junior volunteers are under 18 years old. Youth under the age of 18 may volunteer either through their enrollment in a group or with a parent/guardian, providing the volunteer project is age appropriate. The sponsoring group or guardian must adequately provide all of the adult supervision necessary for all minors to perform the activity safely. The City shall not be responsible for providing adequate adult supervision for groups including minor volunteers. 1.5 Special Case Volunteers At times, the City will encounter emergency situations that will call to action "emergency volunteers." Depending on the circumstances and the quick turn around to assist, emergency volunteers might not be registered volunteers and the City is not required to keep records on them. 1.6 Service at the Discretion of the City The City accepts the service of all volunteers with the understanding that such service is at the sole discretion of the City. Volunteers agree that the City may at any time, for whatever reason, decide to terminate the volunteer's relationship with the City. The volunteer may at anytime, for whatever reason, decide to sever the volunteer's relationship with the City. Notice of such a DRAFT page 43 CITY OF MENDOTA HEIGHTS VOLUNTEER POLICY decision should be communicated as soon as possible to the volunteer's supervisor and/or Mendota Heights Volunteer Coordinator. 2. Volunteer Management Procedures 2.1 Program Management The Mendota Heights Volunteer Program will be managed by the Assistant City Administrator with the support of the Volunteer Coordinator. 2.2 Conflict of Interest A person, who has a conflict of interest with any activity or program of the City, whether personal or financial, can be accepted to serve as a volunteer with the City as long as said conflict of interest is disclosed and does not affect the ability to effectively perform in the position. 2.3 Maintenance of Records A system of records will be maintained on each volunteer with the City, including dates of service, positions held, and duties performed. Volunteers and appropriate staff are responsible for submitting all appropriate records and information. 2.4 Service Descriptions All volunteer opportunities will be approved via service description which is mutually agreed upon by both the City and the volunteer. The service assignment will articulate the scope of the volunteer opportunity and volunteer's responsibilities. If the city does not have a service assignment for a proposed project, members of the public may propose a project to staff to review and potentially develop a new service assignment. 3. Volunteer Recruitment and Selection 3.1 Recruitment Volunteers shall be recruited without regard to race, color, creed, religion, sex, national origin, marital status, familial status, age, disability, sexual orientation, gender identity, status with regard to public assistance, or membership or activity in a local commission. The sole qualification for volunteer recruitment shall be suitability to perform a task on behalf of the City. Volunteers may be recruited through either an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function. 3.2 Recruitment of Junior Volunteers DRAFT page 44 CITY OF MENDOTA HEIGHTS VOLUNTEER POLICY Volunteers, who have not reached the age of 18 prior to submitting an application, must affirm they have obtained parental/guardian permission when they complete the volunteer application. See also limitations in Section 1.4. 3.3 Criminal Records Check As appropriate for the protection of participants and the public, volunteers will be asked to submit to a background criminal check upon signing up as a Mendota Heights City volunteer. On occasion the City may ask volunteers to re-consent to the background check after a number of years. Volunteers who do not agree to a background check may be refused assignment, however, a past offenses do not necessarily preclude a person from volunteering. Human Resources will handle each background check on a case by case basis. The following criteria will be used by the Assistant City Administrator to determine if the applicant can volunteer: 1) Relationship of the offense to the volunteer position(s) 2) Amount of time since the offense 3) Upon conducting a follow up, whether the person is rehabilitated. 3.4 Professional Services Volunteers shall not perform professional services for which certification or licensing is required unless currently certified or licensed to do so. A copy of such certificate or license should be maintained by Human Resources. 4. VOLUNTEER SUPERVISION AND EVALUATION 4.1 Absenteeism Volunteers are expected to perform their duties as scheduled and in a timely manner. If expecting to be absent from a scheduled duty, volunteers should inform their staff supervisor as far in advance as possible so that alternative arrangements may be made. Continual absenteeism will result in a review ofthe volunteer's work assignment or term of service. 4.2 Corrective Action In appropriate situations, corrective action may be taken. Examples of corrective action include the requirement of additional training, re-assignment of a volunteer to a new position, suspension of the volunteer, or dismissal from volunteer service. 4.3 Resignation Volunteers may resign from their volunteer service with the City at any time. It is requested that volunteers who intend to resign provide advance notice of their departure 5. VOLUNTEER SUPPORT AND RECOGNITION 5.1 Access to City Property and Materials As appropriate, volunteers shall have access to City property and materials necessary to fulfill their duties and shall receive training in the operation of any equipment. Property and materials shall be utilized only when directly required for City purposes. DRAFT page 45 CITY OF MENDOTA HEIGHTS VOLUNTEER POLICY 5.2 Accidents or Injuries While Volunteering In the event of a medical emergency, the volunteer should seek treatment immediately at the nearest and most appropriate medical center. If an accident or injury occurs while volunteering, it must be reported as soon as reasonably possible to the staff supervisor. If the volunteer- related injury requires medical treatment, the volunteer will be directed to seek medical attention at a provider of their choosing. The supervisor will complete a written report titled "Volunteer Accident Form" with all the known details and circumstances related to the accident or injury, as well as the names and of all and any witnesses to the accident. The completed form must be immediately forwarded to the Human Resources Department for processing. 5.3 Authority to Represent the City City Volunteers are expected to conduct themselves respectfully and responsibility. However, volunteers are not representatives of the City in any official or legal capacity. 5.4 Respectful Work Environment. Maintaining a respectful public service work environment is a shared responsibility. This policy is intended to express to all employees, volunteers, members of boards and commissions, applicants, contractors/vendors, elected officials and members of the public the expectations by the city of Mendota Heights for respectful workplace conduct both in the workplace and other city-sponsored social events. While the city has a strong commitment to customer service, the city does not expect volunteers to accept verbal and other abuse from any customer. A volunteer may request that a supervisor intervene when a customer is abusive, or the volunteer may defuse the situation themselves, including professionally ending the contact. If there is a concern about the possibility of violence, the individual should use his/her discretion to call 911, and as soon as feasible, a supervisor. Volunteers should leave the area immediately when violence is imminent. Volunteers must notify their supervisor about the incident as soon as possible. The following behaviors are unacceptable and therefore prohibited, even if not unlawful in and of themselves: (a) Violent behavior: Includes the use of physical force, harassment, bullying or intimidation. (b) Discriminatory behavior: Includes inappropriate remarks about or conduct related to a person's legally protected characteristic such as race, color, creed, religion, national origin, disability, sex, gender, pregnancy, marital status, age, sexual orientation, gender identity, or gender expression, familial status, or status with regard to public assistance. (c) Offensive behavior: DRAFT page 46 CITY OF MENDOTA HEIGHTS VOLUNTEER POLICY May include such actions as: rudeness, angry outbursts, inappropriate humor, vulgar obscenities, name calling, disparaging language, or any other behavior regarded as offensive to a reasonable person based upon violent or discriminatory behavior as listed above. It is not possible to anticipate in this policy every example of offensive behavior. Accordingly, employees are encouraged to discuss with their fellow employees and supervisor what is regarded as offensive, considering the sensibilities of employees and the possibility of public reaction. If a volunteer is unsure whether a particular behavior is appropriate, the employee should request clarification from their supervisor or the city administrator. (d) Sexual harassment: Can consist of a wide range of unwanted and unwelcome sexually directed behavior such as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: • Submitting to the conduct is made either explicitly or implicitly a term or condition of an individual's participation in volunteering; or • Submitting to or rejecting the conduct is used as the basis for an assignment decision affecting an individual's participation in the volunteer program ; or • Such conduct has the purpose or result of unreasonably interfering with an individual's performance or creating an intimidating, hostile or offensive volunteering environment. (e) Sexual harassment includes, but is not limited to, the following: • Unwelcome or unwanted sexual advances. This means stalking, patting, pinching, brushing up against, hugging, cornering, kissing, fondling or any other similar physical contact considered unacceptable by another individual. • Verbal or written abuse, kidding, or comments that are sexually oriented and considered unacceptable by another individual. This includes comments about an individual's body or appearance where such comments go beyond mere courtesy, telling "dirty jokes" or any other tasteless, sexually oriented comments, innuendos or actions that offend others. The harassment policy applies to social media posts, tweets, etc., that are about or may be seen by other volunteers, employees, customers, etc. • Requests or demands for sexual favors. This includes subtle or obvious expectations, pressures, or requests for any type of sexual favor, along with an implied or specific promise of favorable treatment (or negative consequence) concerning one's current or future assignment. Names and Pronouns: Every volunteer will be addressed by a name and by pronouns that correspond to the employee's gender identity. A court-ordered name or gender change is not required. DRAFT page 47 5k. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendata•heights.com CITY OF MENDOTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor and City Council FROM: Kristen Schabacker, Finance Director SUBJECT: American Rescue Plan Funding INTRODUCTION The City Council is asked to adopt a resolution electing the standard allowance available under the revenue loss provision of the Coronavirus State and Local Fiscal Recovery Fund established under the American Rescue Plan Act. BACKGROUND The Coronavirus State and Local Fiscal Recovery Fund("SLFRF"), a part of the American Rescue Plan Act, delivers $350 billion to state, local and Tribal governments across the country to support response to and recovery from the COVID-19 public health emergency. The City of Mendota Heights has been allocated $1,239,588.42 under the American Rescue Plan Act. In May 2021, the U.S. Department of the Treasury issued an Interim Final Rule implementing the SLFRF. The Interim Rule broadly described eligible uses of the funds to support public health response, address negative economic impacts, replace public sector revenue loss,premium pay for essential workers, and infrastructure improvements to sewer, water and broadband. Funds must be committed by December 31, 2024, and be expended by the end of 2026. On January 6, 2022, the U.S. Department of Treasury published the Final Rule for SLFRF. The Final Rule is more comprehensive and is aimed at providing greater clarity and certainty on the use of funds than what was provided under the Interim Rule. The final rule went into effect on April 1, 2022 and provides broad flexibility and greater simplicity in the program. The most flexible spending category under the SLFRF is "Replacement of Lost Revenue" for government services. The Final Rule offers a significantly simpler option by permitting local governments to choose a standard allowance for revenue loss of up to $10 million. Under the page 48 Final Rule, the City may elect the standard allowance and use the amount allocated to the City for government services with streamlined reporting requirements. The guidelines for uses for government services is much broader than the original four categories that funds were to be used for. Funds would still be used for the Ridge Place Sanitary Sewer project as directed by the City Council at their meeting on March 1. The remaining funds will be a future topic for the Council to decide the best use for those funds given the new guidelines. BUDGET IMPACT The election of the standard allowance available under the revenue loss provision has no budget impact. This election is a one-time election and needs to be made with the reporting that is due to U.S. Department of Treasury on April 30, 2022. RECOMMENDATION Staff recommends that the Council confirm the election of the standard allowance available under the revenue loss provision by approving Resolution 2022-30. ACTION REQUESTED If the City Council concurs, it should, by motion, adopt Resolution 2022-30, A RESOLUTION TO ELECT THE STANDARD ALLOWANCE AVAILABLE UNDER THE REVENUE LOSS PROVISION OF THE CORONAVIRUS LOCAL FISCAL RECOVERY FUND ESTABLISHED UNDER THE AMERICAN RESCUE PLAN ACT. page 49 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2022-30 A RESOLUTION TO ELECT THE STANDARD ALLOWANCE AVAILABLE UNDER THE REVENUE LOSS PROVISION OF THECORONAVIRUS LOCAL FISCAL RECOVERY FUND ESTABLISHED UNDER THE AMERICAN RESCUE PLAN ACT WHEREAS, Congress adopted the American Rescue Plan Act("ARPA")in March 2021 which included $350 billion in recovery funds for cities across the country; and WHEREAS, ARPA funds are intended to provide support to state, local, and tribal governments in responding to the impact of COVID-19 and in their efforts to contain COVID-19 in their communities, residents, and businesses; and WHEREAS, the Coronavirus Local Fiscal Recovery Fund provides for$19.53 billion in payments to be made to States and territories which will distribute the funds to non-entitlement units of local government("NEUs"); and WHEREAS, The Coronavirus State and Local Fiscal Recovery Fund ensures that governments have the resources needed to fight the pandemic and support families and businesses struggling with its public health and economic impacts, maintain vital public services, even amid declines in revenue, and build a strong, resilient, and equitable recovery by making investments that support long-term growth and opportunity; and WHEREAS, the ARPA requires that States and territories allocate funding to NEUs in an amount that bears the same proportion as the population of the NEU bears to the total population of all NEUs in the State or territory; and WHEREAS, $1,239,588.42 has been allocated to the City of Mendota Heights ("City") pursuant to the ARPA; and WHEREAS, In May 2021, the U.S. Department of Treasury ("Treasury")published the Interim Final Rule describing eligible and ineligible uses of funds as well as other program provisions, sought feedback from the public on these program rules, and began to distribute funds; and WHEREAS, on January 6, 2022, Treasury issued the Final Rule which delivers broader flexibility and greater simplicity in the program,responsive to feedback in the comment process; and WHEREAS, the Final Rule offers a standard allowance for revenue loss of up to $10 million, allowing recipients to select between a standard amount of revenue loss or complete a full revenue loss calculation; and page 50 WHEREAS,recipients that select the standard allowance may use that amount, in many cases their full award, for government services, with streamlined reporting requirements. NOW, THEREFORE, BE IT RESOLVED,that the City Council of the City of Mendota Heights, Minnesota elects the standard allowance available under the revenue loss provision of the American Rescue Plan Act in the amount of$1,239,588.42 to be used for the general provision of government services. Adopted by the City Council of the City of Mendota Heights, Minnesota this 19th day of April, 2022. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie Levine,Mayor ATTEST: Lorri Smith, City Clerk Resolutions 2022-30 page 2 of 2 page 51 51. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com mCITY OF MENDaTA HEIGHTS Reauest for City Council Action DATE: April 19, 2022 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: 2021 Audit Items BACKGROUND There are a couple of housekeeping items for the Council to consider for the 2021 audit. There are debt service funds for bond issues that have been paid off. These funds no longer have any activity. I am recommending that these debt service funds be closed out to the consolidated debt service fund. Currently, forfeiture funds are accounted for within the general fund. These funds are coded separately but I am recommending that they be transferred into a separate forfeiture fund. Included in the 2021 budget is a transfer of$10,000 interest into the Sanitary Sewer Fund. In the past, this transfer was made because this fund was not operating with a positive cash flow. This fund is now showing a positive cash balance. I am recommending that this transfer not be made and that the Sanitary Sewer Fund has interest income calculated like all the other funds of the City. BUDGETIMPACT There is no budget impact for closing out the debt service funds and the creation of a separate forfeiture fund. The impact of not transferring the $10,000 into the Sanitary Sewer Fund will reduce the interest income that it will receive. By not making the transfer, it is a more equitable allocation of interest over all of the funds of the City. RECOMMENDATION Staff recommends that Council pass a motion approving the close out of debt service funds, creation and transfer of forfeiture funds and to not make the budgeted $10,000 transfer of interest income to the Sanitary Sewer Fund. page 52 CITY OF MENDOTA HEIGHTS 5m. TREASURER'S REPORT FEBRUARY 2022 BALANCE COLLATERAL Deerwood Bank Checking Account .03% $90,212.45 Collateral - Bonds $3,240,000.00 Gov't. Guar. $200,000.00 Investments Cost PV Saving Cert 7/27/2020 @ 1.50% Cherokee $14,064.33 $14,064.33 FHLMC 0.32% 11/24/23 $225,000.00 $220,952.25 Federal Farm Credit Bank Bond 0.31% 11/30/23 $490,000.00 $479,832.50 FHLB 1,35% 2/11/25 $490,000.00 $485,305,80 FFILB 0.30% 10/14/25 $500,000,00 $482,855.00 FHLB 0.50% 2/25/26 $340,000.00 $327,100.40 FHLB 0.50% 3/16/26 $505,000.00 $489,708.60 FHLB 0,65%6/30/26 $300,000.00 $290,016.00 FHLB .50% 8/26/26 $250,000.00 $242,275.00 Axos Bank 1.55% 3/28/22 $245,000.00 $245,257.25 Comenity Bank 2.25% 07/18/22 $200,000.00 $201,184.00 Capital One Bank 2.05% 8/15/22 $245,000.00 $246,859.55 Capital One 2.05% 8/15/22 $245,000.00 $246,859.55 Bank Hapoalim BM NY 0.20% 11/17/22 $200,000.00 $199,446,00 Eaglemark Savings Bank .20%4/28/23 $245,000.00 $242,662.70 BMW Bank America 0.40% 9/26/23 $245,000.00 $241,636.15 Webbank 0,55% 11/29/23 $110,000,00 $108,397.30 Bank United .45%4/15/24 $245,000.00 $239,20820 UBS Bank USA 0.35%6124/24 $245,000.00 $237,875.40 Texas Exchange Bank 0.50% 7/9124 $247,000.00 $240,489.08 Toyota Financial Savings Bank .55% 8/5124 $245,000.00 $238,532.00 Webbank 1.00% 12/30/24 $135,000.00 $132,171.75 JP Morgan 1.10% 1/31125 $245,000.00 $240,266.60 Morgan Stanley Private Bank 0,40% 3/20125 $245,000.00 $236,461.75 Sallie Mae Bank 1.00% 718/26 $144,000.00 $138,493.44 Goldman Sachs Bank 1.05% 9/22/26 $160,000.00 $153,69120 State Bank of India 1.10% 9/28/26 $245,000.00 $235,805.15 Fidelity Institutional Government Portfolio (Piper) $9,850,118.34 $9,850,118.34 Gov't. Securities Fund 28% Sold 6/4 $433,187.00 MMkt Fd (WF) $17,103.56 TOTAL FUNDS AVAILABLE 2/2812022 $17,395,685,68 Funds Available 1/1/2022 $21,400,714.92 Rates Money Market February Bank 0.03% 5 Yr. Tr. 2.42% 10 Yr. Tr. 2,32% page 53 TD Ameritrade Account Equipment Certificate Bond Proceeds Cash $7,314.46 Bulloch County GA School District 5/1122 $100,733.61 Dallas Texas Waterworks& Sewer System 10/1/2022 $39,938.58 Mine Hill Township NJ School District 9/15/2022 $178,206.52 Penncrest School District 10/1/2022 $200,792.12 Pennsylvania St 6/1/2022 $201,706.64 Valley Cottage NY Fire District 611122 $150,499.23 Wisconsin St 511/22 $50,367.64 Total for TD Ameritrade Account $929,558.80 o o M o m - N D N O � v m w o N m bq a+ v ^ a+ a+ 0 O N O O Q m O O O m °� n n N o No O T O Q r o H H y M O O Y L c N c c N m > n > > n Z o 0 0 °� °� C Z o ti 2 O N N O O O N — a u O L m 'v Etf � E I I 3 3 I I u 0 0 o N O o 0 0 o Y o 0 0 o ry ri ^ Y .6 o � M Y o QO o N a N O d cd I ch dLri b d W e - LI - n O 0 O y O O V V to V ti O O ^ ^ r O o N b b O m W W N M ty ty L C Qf C C Qf O O O m > tn. > > t/1' 0 Z O O O O N O O °� n O O A CL Z Z N 71 uo - a Q E bA c ._ 0 3 �_ E E y ,. m ¢ F c° c° F - 3 in Li - c° •3 Li 0 0 o N n o o W o M O m b b M o o O m T R o o o N M d o O N O M S y 16 o3 y o3 y o ti •� V V V � U O c 6 o o N H o H N O W C N N V y y w .ti wl o M M c LI c c uj O O O a > ^ > > n E v n Z O O O O 2 O 0 Q ; 0 c ti ti N O U a a a 0 3 E u E -O ol h rl c 0 0 o c0 ti o o ti o N M Woo 0 0 W « o 0 0 « o WW M Q O M O Q O M O oo o N N v N O 0 r r YO N ti j O m m N I 16 Ili o W b � ti ti O c N c c N Q O O O m m m m v U ZO O O R Z O O R Z O � U N N O +' bq d m 0 E r N "O EO 'E "O y E 3 F �i V z page 55 50. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-heig hts.com mr CITY OF MENDOTA HEIGHTS Request for City Council Action MEETING DATE: April 19, 2022 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: Claims List Summary BACKGROUND Sil4nificant Claims 106 Group—Pilot Knob Services $ 23,360.00 A to Z Home Inspection—March/April Inspections $ 7,995.38 Barbeau Architects—Wentworth Warming House Work $ 3,324.60 Berg Plumbing—Eye Wash Stations Safety Upgrade-Public Works $ 5,900.00 Carstar Bloomington North—Squad Repairs $ 11,197.18 Dakota County Property&Taxation—Special Assessment/TIF Fees $ 4,942.90 Excel Turf& Ornamental—Par 3 Chemicals/Fertilizer $ 5,696.44 LOGIS—IT Services/Computer Replacements $ 21,398.69 NAC Mechanical&Electric—Semi Annual Mechanical Service-Fire $ 3,567.00 TKDA—Centre Pointe Street Project Work $ 22,894.95 City of West St Paul—2021 Sanitary Sewer System Agreement $ 3,241.98 Manual Checks Total $ 5,819.97 System Checks Total $ 224,490.56 Total for the list of claims for the April 19,2022 city council meeting $ 230,310.53 RECOMMENDATION Staff recommends that the Mendota Heights City Council approve the list of claims for April 19,2022. page 56 CITY OF MENDOTA HEIGHTS 04/14/22 2:11 PM Page 1 Claims List MANUAL CHECKS 03/31/22 MAN Account Comments DEPT Descr Amount Search Name SPRWS E 01-4425-310-70 FEBRUARY 2022 SERVICE-243 Parks&Recreation $23.09 E 01-4425-310-50 FEBRUARY 2022 SERVICE-243 Road&Bridges $23.09 E 15-4425-310-60 FEBRUARY 2022 SERVICE-243 Utility Enterprise $23.10 E 01-4425-315-30 FEBRUARY 2022 SERVICE-212 Fire $382.96 E 08-4425-000-00 FEBRUARY 2022 SERVICE- 110 Spec Fds $95.57 Search Name SPRWS $547.81 Search Name US POSTAL SERVICE E 15-4318-060-60 1ST QTR UTILITY BILLING POS Utility Enterprise $902.16 G 01-1210 REPLENISH POSTAGE METER $1,200.00 Search Name US POSTAL SERVICE $2,102.16 $2,649.97 page 57 CITY OF MENDOTA HEIGHTS 04/14/22 2:09 PM Page 1 Claims List MANUAL CHECKS 04/12/22 MAN Account Comments DEPT Descr Amount Search Name B C A- BTS E 01-4490-070-70 BACKGROUND CHECKS Parks&Recreation $30.00 Search Name B C A-BTS $30.00 Search Name I C M A RETIREMENT 457 G 01-2073 04/01/22 PAYROLL $150.00 G 01-2072 04/01/22 PAYROLL $2,690.00 Search Name I C M A RETIREMENT 457 $2,840.00 Search Name NATIONWIDE RETIREMENT SOLUTION G 01-2072 04/01/22 PAYROLL $50.00 Search Name NATIONWIDE RETIREMENT SOLUTION $50.00 Search Name PLEAA E 01-4404-020-20 PLEAA 2022 SPRING CONFERE Police $125.00 E 01-4404-020-20 PLEAA 2022 SPRING CONFERE Police $125.00 Search Name PLEAA $250.00 $3,170.00 page 58 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 1 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount Search Name 106 GROUP E 09-4220-000-00 OHEYAWAHE PILOT KNOB PRE Spec Fds $23,360.00 Search Name 106 GROUP $23,360.00 Search Name A TO Z HOME INSPECTION, LLC E 01-4231-040-40 3/7/22-4/l/22 INSPECTIONS Code Enforcement/Inspe $7,995.38 Search Name A TO Z HOME INSPECTION, LLC $7,995.38 Search Name ALERUS RETIREMENT AND BENEFITS E 01-4490-110-10 MARCH 2O22 SERVICE FEE/AD Administration $36.00 Search Name ALERUS RETIREMENT AND BENEFITS $36.00 Search Name ALL CITY ELEVATOR,INC. E 08-4335-000-00 APRIL 2022 MAINTENANCE-CI Spec Fds $196.00 Search Name ALL CITY ELEVATOR,INC. $196.00 Search Name APPLIED CONCEPTS,INC. E 01-4330-440-20 EQUIP REPAIR-PD Police $90.00 Search Name APPLIED CONCEPTS,INC. $90.00 Search Name ARAMARK(AMERIPRIDE SERVICES) E 01-4200-610-70 MAT SERVICE-PW Parks&Recreation $10.00 E 01-4200-610-70 MAT SERVICE- PW Parks&Recreation $11.88 E 01-4200-610-50 MAT SERVICE-PW Road&Bridges $11.87 E 01-4410-050-50 UNIFORM- PW Road&Bridges $10.67 E 15-4200-610-60 MAT SERVICE-PW Utility Enterprise $11.87 E 01-4200-610-50 MAT SERVICE- PW Road&Bridges $10.00 E 01-4410-050-50 UNIFORM-PW Road&Bridges $9.67 E 15-4200-610-60 MAT SERVICE-PW Utility Enterprise $10.00 Search Name ARAMARK(AMERIPRIDE SERVICES) $85.96 Search Name ASPEN MILLS E 01-4410-020-20 UNIFORMS-PD Police $155.80 Search Name ASPEN MILLS $155.80 Search Name ASPEN WASTE SYSTEMS INC. E 01-4280-315-30 2022 RUBBISH SERVICE-FIRE Fire $187.51 E 45-4280-045-45 2022 RUBBISH SERVICE-PAR Golf Course $117.55 E 01-4220-085-85 2022 ORGANIC RECYCLING SE Recycling $361.92 E 01-4280-310-70 2022 RUBBISH SERVICE-PW Parks&Recreation $227.79 E 15-4280-310-60 2022 RUBBISH SERVICE-PW Utility Enterprise $227.80 E 01-4280-310-50 2022 RUBBISH SERVICE-PW Road&Bridges $227.79 E 08-4280-000-00 2022 RUBBISH SERVICE-CITY Spec Fds $335.64 Search Name ASPEN WASTE SYSTEMS INC. $1,686.00 Search Name AWARDS BY HAMMOND E 01-4490-030-30 PLAQUE-FIRE Fire $440.40 Search Name AWARDS BY HAMMOND $440.40 Search Name BCA-C J IS E 01-4223-020-20 1ST QTR 2022 CJDN ACCESS F Police $720.00 Search Name BCA-C J IS $720.00 Search Name BAN-KOE CO. E 01-4220-114-14 DURESS SYSTEM-CITY HALL Info Tech $958.54 page 59 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 2 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount Search Name BAN-KOE CO. $958.54 Search Name BARBEAU ARCHITECTS,INC. E 10-4620-000-00 WENTWORTH WARMING HOUS Spec Fds $3,324.60 Search Name BARBEAU ARCHITECTS,INC. $3,324.60 Search Name BERG PLUMBING&HEATING,INC. E 01-4335-310-70 BLDG MAINT-PW Parks&Recreation $1,966.67 E 01-4335-310-50 BLDG MAINT-PW Road&Bridges $1,966.67 E 15-4335-310-60 BLDG MAINT- PW Utility Enterprise $1,966.66 Search Name BERG PLUMBING&HEATING,INC. $5,900.00 Search Name BESSER WELDING&FABRICATION E 01-4305-070-70 OPERATING SUPPLIES-PARKS Parks&Recreation $150.13 E 01-4305-050-50 OPERATING SUPPLIES-STREE Road&Bridges $150.13 E 15-4305-060-60 OPERATING SUPPLIES-UTILIT Utility Enterprise $150.12 Search Name BESSER WELDING&FABRICATION $450.38 Search Name BLANKS,JAFFREY E 01-4490-070-70 1ST QTR PARK&REC COMMIS Parks&Recreation $100.00 Search Name BLANKS,JAFFREY $100.00 Search Name BLUE CROSS BLUE SHIELD G 01-2071 MAY 2022 HEALTH INSURANCE $535.20 E 01-4131-070-70 MAY 2022 HEALTH INSURANCE Parks&Recreation $3,022.19 E 01-4131-050-50 MAY 2022 HEALTH INSURANCE Road&Bridges $4,472.71 Search Name BLUE CROSS BLUE SHIELD $8,030.10 Search Name BLUE TARP FINANCIAL E 01-4305-070-70 OPERATING SUPPLIES- PARKS Parks&Recreation $46.91 E 01-4305-050-50 OPERATING SUPPLIES-STREE Road&Bridges $46.91 E 15-4305-060-60 OPERATING SUPPLIES-UTILIT Utility Enterprise $46.91 Search Name BLUE TARP FINANCIAL $140.73 Search Name BYRNES,KEVIN E 01-4490-110-10 1ST QTR ARC COMMISSION Administration $25.00 Search Name BYRNES, KEVIN $25.00 Search Name CAMPBELL KNUTSON E 01-4220-121-10 MARCH 2O22 MEETINGS LEGAL Administration $800.20 E 01-4220-120-80 MARCH 2O22 PLANNING LEGAL Planning $808.50 E 01-4220-120-80 MARCH 2O22 GENERAL LEGAL Planning $577.50 E 01-4220-120-10 MARCH 2O22 GENERAL LEGAL Administration $1,600.50 Search Name CAMPBELL KNUTSON $3,786.70 Search Name CARSTAR BLOOMINGTON NORTH E 01-4330-440-20 SQUAD REPAIR- PD Police $5,352.12 E 01-4330-440-20 SQUAD REPAIR-PD Police $5,845.06 Search Name CARSTAR BLOOMINGTON NORTH $11,197.18 Search Name COMCAST BUSINESS E 45-4210-045-45 APRIL 8-MAY 7 2022 SERVICE Golf Course $234.49 E 01-4268-030-30 APRIL 7- MAY 6 2022 SERVICE Fire $34.53 Search Name COMCAST BUSINESS $269.02 page 60 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 3 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount Search Name COMPASS MINERALS E 01-4421-050-50 SALT-STREET Road&Bridges $3,498.99 Search Name COMPASS MINERALS $3,498.99 Search Name CORBETT, PATRICK E 01-4490-080-80 1ST QTR PLANNING COMMISSI Planning $75.00 Search Name CORBETT, PATRICK $75.00 Search Name COTTER, PATRICK E 01-4490-070-70 1ST QTR PARK&REC COMMIS Parks&Recreation $100.00 Search Name COTTER, PATRICK $100.00 Search Name COVERALL E 15-4335-310-60 4/1/22-4/30/22 COMMERCIAL Utility Enterprise $86.66 E 01-4335-310-70 4/1/22-4/30/22 COMMERCIAL Parks&Recreation $86.67 E 01-4335-310-50 4/1/22-4/30/22 COMMERCIAL Road&Bridges $86.67 Search Name COVERALL $260.00 Search Name DAKOTA COMMUNICATIONS CENTER E 01-4275-020-20 2022 DISPATCH Police $22,523.01 E 01-4275-030-30 2022 DISPATCH Fire $758.99 Search Name DAKOTA COMMUNICATIONS CENTER $23,282.00 Search Name DAKOTA COUNTY PT&R E 14-4490-000-00 SPECIAL ASSESSMENTS Spec Fds $4,255.90 E 36-4220-000-00 2021 TIF MAINTENANCE Spec Fds $687.00 Search Name DAKOTA COUNTY PT&R $4,942.90 Search Name DUNN, BILL E 01-4490-110-10 1ST QTR ARC COMMISSION Administration $50.00 Search Name DUNN, BILL $50.00 Search Name EMERGENCY AUTOMOTIVE TECHNOLOG E 01-4330-440-20 EQUIP REPAIR-PD Police $345.31 Search Name EMERGENCY AUTOMOTIVE TECHNOLOG $345.31 Search Name EXCEL TURF&ORNAMENTAL E 45-4334-045-45 COURSE MAINTENANCE CHEMI Golf Course $5,696.44 Search Name EXCEL TURF&ORNAMENTAL $5,696.44 Search Name FIELD, LITTON JR E 01-4490-080-80 1ST QTR PLANNING COMMISSI Planning $75.00 Search Name FIELD, LITTON JR $75.00 Search Name FIRST NET/AT&T MOBILITY E 45-4210-045-45 IPAD WIRELESS SERVICE-PAR Golf Course $38.23 E 01-4210-070-70 IPAD WIRELESS SERVICE-REC Parks&Recreation $38.23 E 01-4210-110-10 CELL SERVICE-ADMIN Administration $38.23 E 01-4210-070-70 CELL SERVICE-PARKS Parks&Recreation $45.05 E 01-4210-105-15 CELL SERVICE-ENGINEERING Engineering Enterprise $45.05 E 01-4490-109-09 CELL SERVICE-CITY COUNCIL City Council $45.05 E 01-4490-080-80 CELL SERVICE-PLANNING Planning $45.05 E 15-4210-060-60 CELL SERVICE-UTILITY Utility Enterprise $45.05 E 01-4223-020-20 AIR CARDS-PD Police $344.07 E 01-4210-030-30 CELL SERVICE-FIRE Fire $95.14 page 61 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 4 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount E 01-4210-020-20 CELL SERVICE- PD Police $1,007.66 E 01-4223-020-20 AIR CARDS-PD Police $344.07 E 01-4210-030-30 CELL SERVICE-FIRE Fire $95.14 E 01-4210-070-70 CELL SERVICE-REC Parks&Recreation $50.09 E 01-4210-020-20 CELL SERVICE-PD Police -$1,136.95 Search Name FIRST NET/AT&T MOBILITY $1,139.16 Search Name FLEEfPRIDE E 15-4305-060-60 OPERATING SUPPLIES-UTILIT Utility Enterprise $19.86 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $39.96 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $19.95 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $49.76 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $9.37 E 15-4330-490-60 EQUIP REPAIR-UTILITY Utility Enterprise $9.38 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $7.27 E 01-4305-050-50 OPERATING SUPPLIES-STREE Road&Bridges $19.86 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $26.14 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $9.59 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $9.37 E 01-4305-070-70 OPERATING SUPPLIES-PARKS Parks&Recreation $19.86 Search Name FLEEfPRIDE $240.37 Search Name GOLDADE,STEVE E 01-4490-070-70 1ST QTR PARK&REC COMMIS Parks&Recreation $25.00 Search Name GOLDADE, STEVE $25.00 Search Name GOPHER STATE ONE CALL E 01-4210-040-40 MARCH 2O22 SERVICE Code Enforcement/Inspe $122.85 Search Name GOPHER STATE ONE CALL $122.85 Search Name GOVOFFICE LLC(AVENET, LLC) E 01-4220-114-14 2022 WEB HOSTING Info Tech $1,560.00 Search Name GOVOFFICE LLC(AVENET, LLC) $1,5%00 Search Name GRANNIS&HAUGE, P.A. E 01-4222-120-20 MARCH 2O22 PROSECUTIONS- Police $5,891.00 Search Name GRANNIS&HAUGE,P.A. $5,891.00 Search Name HAMIEL,JEFFREY E 01-4490-110-10 1ST QTR ARC COMMISSION Administration $25.00 Search Name HAMIEL,JEFFREY $25.00 Search Name HELPING HANDS HOME SERVICES E 01-4335-315-30 MARCH 2O22 BLDG MAINT-FI Fire $640.00 Search Name HELPING HANDS HOME SERVICES $640.00 Search Name HILDI INC E 01-4220-110-10 ACTUARIAL SERVICES Administration $725.00 Search Name HILDI INC $725.00 Search Name INNOVATIVE BASEMENT AUTHORITY R 01-3315 REFUND BUILDING PERMIT#2 $2.00 R 01-3250 REFUND BUILDING PERMIT#2 $82.60 Search Name INNOVATIVE BASEMENT AUTHORITY $84.60 page 62 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 5 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount Search Name INNOVATIVE OFFICE SOLUTIONS E 01-4300-110-10 OFFICE SUPPLIES-ADMIN Administration $26.47 Search Name INNOVATIVE OFFICE SOLUTIONS $26.47 Search Name INTERSTATE BATTERY SYSTEM G 45-2035 EQUIP REPAIR-PAR 3 -$4.77 E 15-4330-490-60 EQUIP REPAIR-UTILITY Utility Enterprise $7.96 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $7.96 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $7.96 E 45-4330-490-45 EQUIP REPAIR-PAR 3 Golf Course $74.22 Search Name INTERSTATE BATTERY SYSTEM $93.33 Search Name I-STATE TRUCK CENTER E 01-4330-490-30 EQUIP REPAIR-FIRE Fire $79.38 Search Name I-STATE TRUCK CENTER $79.38 Search Name JOHNSON,CINDY E 01-4490-080-80 1ST QTR PLANNING COMMISSI Planning $50.00 Search Name JOHNSON,CINDY $50.00 Search Name KALLIAH&BLACKWATER E 01-4435-200-70 5/4/22 CONCERT- REC Parks&Recreation $1,350.00 Search Name KALLIAH&BLACKWATER $1,350.00 Search Name KATZ,ANDREW E 01-4490-080-80 1ST QTR PLANNING COMMISSI Planning $75.00 Search Name KATZ,ANDREW $75.00 Search Name KENNEDY&GRAVEN E 01-4220-120-10 FEBRUARY 2022 LEGAL SERVIC Administration $107.50 E 01-4220-120-20 FEBRUARY 2022 LEGAL SERVIC Police $1,114.50 Search Name KENNEDY&GRAVEN $1,222.00 Search Name KLEPPERICH, BOB E 01-4490-070-70 1ST QTR PARK&REC COMMIS Parks&Recreation $100.00 Search Name KLEPPERICH, BOB $100.00 Search Name LAWSON PRODUCTS, INC E 01-4305-050-50 OPERATING SUPPLIES-STREE Road&Bridges $19.56 E 01-4305-070-70 OPERATING SUPPLIES-PARKS Parks&Recreation $19.56 E 15-4305-060-60 OPERATING SUPPLIES-UTILIT Utility Enterprise $19.57 Search Name LAWSON PRODUCTS, INC $58.69 Search Name LOGIS E 01-4220-114-14 HOSTED SEIM&SETUP Info Tech $3,386.00 E 01-4220-114-14 PROFESSIONAL IT SERVICES- Info Tech $2,015.00 E 01-4223-020-20 PROFESSIONAL IT SERVICES- Police $780.00 E 01-4301-030-30 PROFESSIONAL IT SERVICES- Fire $97.50 E 01-4220-114-14 PROFESSIONAL IT SERVICES Info Tech $65.00 E 01-4220-114-14 APPLICATION SUPPORT IT TEL Info Tech $2,285.00 E 01-4220-114-14 HOSTED BACKUPS/SERVER/PA Info Tech $3,586.50 E 01-4301-030-30 APPLICATION SUPPORT-FIRE Fire $79.00 E 01-4223-020-20 APPLICATION SUPPORT-PD Police $3,688.00 E 01-4220-114-14 HOSTED SEIM Info Tech $386.00 page 63 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 6 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount E 01-4220-114-14 COMPUTER REPLACEMENTS Info Tech $5,030.69 Search Name LOGIS $21,398.69 Search Name LORBERBAUM,SALLY E 01-4490-080-80 1ST QTR PLANNING COMMISSI Planning $75.00 Search Name LORBERBAUM,SALLY $75.00 Search Name M T I DISTRIBUTING COMPANY E 45-4330-490-45 EQUIP REPAIR-PAR 3 Golf Course $104.69 G 45-2035 EQUIP REPAIR-PAR 3 -$6.73 Search Name M T I DISTRIBUTING COMPANY $97.96 Search Name MCP SOLUTIONS LLC E 01-4305-040-40 CC PAPER ROLLS-CODE Code Enforcement/Inspe $31.25 E 01-4300-110-10 CC PAPER ROLLS-ADMIN Administration $31.25 Search Name MCP SOLUTIONS LLC $62.50 Search Name MENARDS E 08-4335-000-00 BLDG SUPPLIES-CITY HALL Spec Fds $21.98 E 01-4335-310-70 BLDG SUPPLIES-PW Parks&Recreation -$2.85 E 15-4335-310-60 BLDG SUPPLIES-PW Utility Enterprise -$2.85 E 01-4335-310-50 BLDG SUPPLIES-PW Road&Bridges -$2.85 E 08-4335-000-00 BLDG SUPPLIES-CITY HALL Spec Fds $19.33 Search Name MENARDS $32.76 Search Name MENDOTA HEIGHTS FIRE RELIEF G 06-2035 SUPPLEMENTAL BENEFITS $2,000.00 Search Name MENDOTA HEIGHTS FIRE RELIEF $2,000.00 Search Name MENDOTA,CITY OF R 15-3400 2022 1ST QTR SEWER BILLING $701.75 Search Name MENDOTA,CITY OF $701.75 Search Name MEYER, STEPHANIE E 01-4490-070-70 1ST QTR PARK&REC COMMIS Parks&Recreation $50.00 Search Name MEYER,STEPHANIE $50.00 Search Name MINNESOTA OCCUPATIONAL HEALTH E 01-4244-030-30 EXAMS-FIRE Fire $470.00 Search Name MINNESOTA OCCUPATIONAL HEALTH $470.00 Search Name MN ST ADMIN ITG TELECOM SRVCE E 01-4223-020-20 MARCH 2O22 WAN SERVICE Police $124.00 E 01-4220-114-14 MARCH 2O22 WAN SERVICE Info Tech $111.00 Search Name MN ST ADMIN ITG TELECOM SRVCE $235.00 Search Name MN TEAMSTERS LOCAL 320 G 01-2075 APRIL 2022 UNION DUES $861.00 Search Name MN TEAMSTERS LOCAL 320 $861.00 Search Name MULLER, MICHELLE E 01-4490-070-70 1ST QTR PARK&REC COMMIS Parks&Recreation $75.00 Search Name MULLER, MICHELLE $75.00 Search Name NAC MECHANICAL&ELECTRIC E 01-4335-315-30 SEMI-ANNUAL MECHANICAL SE Fire $3,567.00 page 64 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 7 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount Search Name NAC MECHANICAL&ELECTRIC $3,567.00 Search Name NEUHARTH,JIM E 01-4490-110-10 1ST QTR ARC COMMISSION Administration $50.00 Search Name NEUHARTH,JIM $50.00 Search Name NORLING,GINA E 01-4490-110-10 1ST QTR ARC COMMISSION Administration $25.00 Search Name NORLING,GINA $25.00 Search Name OLSEN CHAIN&CABLE E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $34.95 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $34.95 E 15-4330-490-60 EQUIP REPAIR-UTILITY Utility Enterprise $34.94 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $127.81 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $127.81 E 15-4330-490-60 EQUIP REPAIR-UTILITY Utility Enterprise $127.81 E 01-4330-490-70 EQUIP REPAIR-PARKS Parks&Recreation $140.00 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $140.00 E 15-4330-490-60 EQUIP REPAIR-UTILITY Utility Enterprise $140.00 Search Name OLSEN CHAIN&CABLE $908.27 Search Name OXYGEN SERVICE CO E 01-4200-610-50 CYLINDER RENTAL-PW Road&Bridges $52.08 E 01-4200-610-70 CYLINDER RENTAL-PW Parks&Recreation $52.08 E 01-4305-030-30 CYLINDER RENTAL-FIRE Fire $174.83 E 15-4200-610-60 CYLINDER RENTAL-PW Utility Enterprise $52.08 Search Name OXYGEN SERVICE CO $331.07 Search Name PER MAR SECURITY SERVICES E 45-4335-045-45 ALARM SYSTEM SERVICE 5/3/2 Golf Course $158.92 Search Name PER MAR SECURITY SERVICES $158.92 Search Name PERFORMANCE PLUS E 01-4244-030-30 RESPIRATOR QUALIFICATIONS Fire $68.00 Search Name PERFORMANCE PLUS $68.00 Search Name PETSCHEL, BRIAN E 01-4490-080-80 1ST QTR PLANNING COMMISSI Planning $50.00 Search Name PETSCHEL, BRIAN $50.00 Search Name PUBLIC EMPL INS PROGRAM G 01-2071 MAY 2022 HEALTH INSURANCE $729.84 E 01-4131-110-10 MAY 2022 HEALTH INSURANCE Administration $4,436.44 E 01-4131-020-20 MAY 2022 HEALTH INSURANCE Police $10,940.64 E 01-4131-070-70 MAY 2022 HEALTH INSURANCE Parks&Recreation $549.20 E 01-4131-105-15 MAY 2022 HEALTH INSURANCE Engineering Enterprise $3,377.60 E 08-4131-000-00 MAY 2022 HEALTH INSURANCE Spec Fds $549.20 G 01-2074 MAY 2022 HEALTH INSURANCE $2,564.48 E 01-4131-020-20 MAY 2022 HEALTH INSURANCE Police $13,548.56 Search Name PUBLIC EMPL INS PROGRAM $36,695.96 Search Name R D 0 EQ CO E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $3,200.84 E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $260.60 page 65 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 8 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount Search Name R D 0 EQ CO $3,461.44 Search Name RICHTER, KIM E 01-4404-020-20 2022 PLEAA DUES REIMBURSE Police $70.00 Search Name RICHTER, KIM $70.00 Search Name ROSEVILLE MIDWAY FORD E 01-4330-440-20 EQUIP REPAIR-PD Police $480.99 Search Name ROSEVILLE MIDWAY FORD $480.99 Search Name SAM S CLUB E 45-4310-210-45 CONCESSIONS-PAR 3 Golf Course $452.00 Search 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$16.93 Search Name SPRWS $244.77 Search Name SRIXON/CLEVELAND GOLF/XXIO E 45-4310-211-45 CONCESSIONS-PAR 3 Golf Course $190.00 E 45-4310-211-45 CONCESSIONS-PAR 3 Golf Course $450.00 Search Name SRIXON/CLEVELAND GOLF/XXIO $640.00 Search Name ST. PAUL PIONEER PRESS E 01-4240-080-80 MARCH 2O22 LEGAL NOTICES Planning $42.30 E 01-4240-070-70 MARCH 2O22 LEGAL NOTICES Parks&Recreation $43.24 E 01-4240-080-80 MARCH 2O22 LEGAL NOTICES Planning $40.42 Search Name ST. PAUL PIONEER PRESS $125.96 Search Name STREICHERS E 01-4410-020-20 UNIFORMS-PD Police $59.99 page 66 CITY OF MENDOTA HEIGHTS 04/14/22 2:08 PM Page 9 Claims List SYSTEM CHECKS 04/19/22 PAY Account Comments DEPT Descr Amount E 01-4410-020-20 UNIFORMS-PD Police $375.00 Search Name STREICHERS $434.99 Search Name THE ROCKIN HOLLYWOODS E 01-4435-200-70 DEPOSIT FOR 8/24/22 PERFOR Parks&Recreation $1,000.00 Search Name THE ROCKIN HOLLYWOODS $1,000.00 Search Name TIME SAVER OFF SITE SEC. SVC. E 01-4220-080-80 3/22/22 PLANNING COMMISSI Planning $174.25 Search Name TIME SAVER OFF SITE SEC. SVC. $174.25 Search Name TKDA E 27-4220-803-00 CENTRE POINTE STREET IMPR Spec Fds $22,894.95 Search Name TKDA $22,894.95 Search Name TOTH, MIKE E 01-4490-080-80 1ST QTR PLANNING COMMISSI Planning $75.00 Search Name TOTH, MIKE $75.00 Search Name TRI STATE BOBCAT E 01-4330-490-70 EQUIP REPAIR- PARKS Parks&Recreation $163.70 Search Name TRI STATE BOBCAT $163.70 Search Name TRUCK REPAIR&EQUIPMENT E 15-4330-490-60 EQUIP REPAIR-UTILITY Utility Enterprise $229.32 Search Name TRUCK REPAIR&EQUIPMENT $229.32 Search Name TWIN CITY SAW CO E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $89.00 Search Name TWIN CITY SAW CO $89.00 Search Name VERIZON WIRELESS E 01-4210-030-30 APRIL 2022 CELL SERVICE Fire $198.41 E 45-4210-045-45 APRIL 2022 CELL SERVICE Golf Course $40.01 E 01-4210-070-70 APRIL 2022 CELL SERVICE Parks&Recreation $115.17 E 01-4210-050-50 APRIL 2022 CELL SERVICE Road&Bridges $158.67 E 01-4210-110-10 APRIL 2022 CELL SERVICE Administration $41.22 Search Name VERIZON WIRELESS $553.48 Search Name WEGENER,WAYNE E 01-4400-020-20 CONFERENCE EXPENSE REIMB Police $657.24 Search Name WEGENER,WAYNE $657.24 Search Name WEST ST. PAUL,CITY OF G 15-2010 2021 SANITARY SEWER SERVI $3,241.98 Search Name WEST ST. PAUL,CITY OF $3,241.98 Search Name ZIEGLER INC E 01-4330-490-50 EQUIP REPAIR-STREET Road&Bridges $171.58 Search Name ZIEGLER INC $171.58 $224,490.56 page 67 8a. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-helghts.com mCITY OF MENDaTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator SUBJECT: Resolution 2022-26 Natural Resource Commission Appointments INTRODUCTION The City Council is asked to make appointments to the Natural Resources Commission. BACKGROUND At the February 2, 2022 City Council meeting, the Council approved Ordinance No. 572 establishing a Natural Resources Commission in and for the city of Mendota Heights. The Commission is responsible for advising the city council on matters pertaining to natural resources, sustainability, environmental and climate stewardship, and opportunities for the advancement of those areas including developing and recommending policies and initiatives that enhance and preserve natural resources within Mendota Heights. The Commission will also be responsible for prepare and assess plans, policies, goals and ordinances for the acquisition, enhancement, or preservation of natural resources in the City of Mendota Heights, as directed by the City Council. The Natural Resources Commission will consist of seven members appointed by the mayor and city council. Application materials from 20 residents were received during the application period. The City Council and staff reviewed the applicant's materials and interviewed nine of the applicants on April 14. BUDGETIMPACT None. RECOMMENDATION It is recommended that the City Council make appointments to the Natural Resources Commission by adopting Resolution 2022-26. ACTION REQUESTED If the City Council concurs, it should by motion, adopt Resolution 2022-26 Appointing Residents to the Natural Resources Commission. page 68 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2022-26 APPOINTING RESIDENTS TO THE NATURAL RESOURCES COMMISSION WHEREAS,the City Council of the City of Mendota Heights benefits from the active participation of citizens in representing the City on boards and commissions; and WHEREAS,the Natural Resources Commission serves as an advisory board to the City Council and advises the Council on matters pertaining to natural resources, sustainability, environmental and climate stewardship; and WHEREAS,the Natural Resources Commission will from time to time be responsible for preparing and assessing plans,policies, goals and ordinances for acquisition, enhancement or preservation of natural resources in the City of Mendota Heights, as directed by the City Council; and WHEREAS,the City Council recognizes the excellent qualifications of Mendota Heights residents Rosemary Husbands, Will Stein, Rachel Quick, Ted McCaslin, Nissa Tupper, Heidi Swank, Sean Fahnhorst to serve on the City on the Natural Resources Commission. NOW, THEREFORE,BE IT RESOLVED by the Mendota Heights City Council that it hereby appoints the following residents to the Natural Resources Commission: Rosemary Husbands Term Expires 2023 Will Stein Term Expires 2023 Rachel Quick Term Expires 2024 Ted McCaslin Term Expires 2024 Sean Fahnhorst Term Expires 2025 Nissa Tupper Term Expires 2025 Heidi Swank Term Expires 2025 Adopted by the Mendota Heights City Council this 19th day of April, 2022. CITY COUNCIL CITY OF MENDOTA HEIGHTS ATTEST: Stephanie Levine,Mayor Lorri Smith, City Clerk page 69 8b. 1101 Victoria Curve I Mendota Heig 651.452.1850 phone I 651.452.8940 fax www.mendota-heights.cnm OF MENDOTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Resolution 2022-28 Accept Bids and Award Contract for the Wentworth Warming House INTRODUCTION The Council is asked to approve Resolution 2022-28 accepting bids and awarding a contract for the Wentworth Warming House or an alternate resolution 2022-28 rejecting bids for the Wentworth Warming House. BACKGROUND City Council requested a replacement of the Wentworth Park warming house to be considered for expansion including restrooms, additional storage and other amenities. Due to rising lumber costs and construction in general, the warming house met the competitive bidding requirements per State Statute. State Statute requires any construction greater than $175,000 be competitively bid. For this process to occur, the city contracted with Barbeau Architects to develop architectural drawings and a bid package. DISCUSSION Four bids (see below)were received on Wednesday, April 13, 2022, at 10:00 a.m. for the Wentworth Warming House. NAME OF BIDDER AMOUNT OF BID Dering Pierson Group $534,600 Meisin er Construction Company, Inc. $554,000 Ebert, Inc. $593,800 Versacon Inc. $704,500 Dering Pierson Group submitted the lowest responsible bid of$534,600. Their bid was more than the Estimate of$360,000. The budget for this building was set at$250,000. Dering Pierson Group estimates a construction start date of 5/23/2022 and are estimating 75 days for construction. The bid by Meisinger Construction Company, Inc. is incomplete and is recommended to be rej ected. page 70 Staff is also soliciting quotes for extending sewer and water into the site. A bid package was sent to eight contractors, two contractors stated they cannot bid due to workload, five contractors have not responded, and one contractor submitted a quote which totals $126,000. BUDGET IMPACT The received bids are substantially more than the project estimate and budgeted amount. In addition to the building costs, staff solicited quotes for special inspections which are required per the State building code. The quote for this service is $6,400. The city will also have a Sewer Access Fee (SAC) for the connection to the sewer main of at least$2,485. RECOMMENDATION Staff recommends that the Council consider if they desire to proceed with the construction of the Wentworth Warming House based on the higher bid amounts. ACTION REQUIRED If City Council wishes to implement the staff recommendation,pass a motion adopting A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE WENWORTH WARMING HOUSE or A RESOLUTION REJECTING BIDS FOR THE WETNWORTH WARMING HOUSE. This action requires a simple majority vote. page 71 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2022-28 A RESOLUTION REJECTING BIDS FOR THE WENWORTH WARMING HOUSE WHEREAS,pursuant to an advertisement for bids for the construction of a warming house building at 739 Wentworth Avenue, bids were received, opened, and tabulated according to law and the following bids were received complying with said advertisement: NAME OF BIDDER AMOUNT OF BID Dering Pierson Group $534,600 Meisin er Construction Company, Inc. $554,000 Ebert, Inc. $593,800 Versacon Inc. $704,500 and WHEREAS, the bids received exceed the estimated costs for the project, and WHEREAS, the Public Works Director recommended that the bids submitted be rejected, and NOW THEREFORE BE IT RESOLVED, by the Mendota Heights City Council as follows: 1. That the bids for the Wentworth Warming House project are hereby received and rejected. Adopted by the City Council of the City of Mendota Heights this nineteenth day of April, 2022. CITY COUNCIL CITY OF MENDOTA HEIGHTS ATTEST Lorri Smith, City Clerk Stephanie Levine, Mayor page 72 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2022-28 A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE WENTWORTH WARMING HOUSE WHEREAS,pursuant to an advertisement for bids for the proposed construction of a warming house building at 739 Wentworth Avenue, bids were received, opened, and tabulated according to law and the following bids were received complying with said advertisement: NAME OF BIDDER AMOUNT OF BID Dering Pierson Group $534,600 Meisin er Construction Company, Inc. $554,000 Ebert, Inc. $593,800 Versacon Inc. $704,500 and WHEREAS, the Public Works Director recommended that the bid submitted by Meisinger Construction Company, Inc. be rejected for an incomplete bid, and WHEREAS, the Public Works Director recommended that the lowest responsible bid submitted by Dering Pierson Group of Rogers, Minnesota, be accepted. NOW THEREFORE BE IT RESOLVED, by the Mendota Heights City Council as follows: 1. That the bids for the Wentworth Warming House project are hereby received and accepted. 2. That the bid of Dering Pierson Group of Rogers, Minnesota, submitted for the construction of the above described improvements be and the same is hereby accepted. 3. That the contract be awarded to Dering Pierson Group of Rogers, Minnesota, and that the Mayor and Clerk are hereby authorized and directed to execute and deliver any and all contracts and documents necessary to consummate the awarding of said bids. Adopted by the City Council of the City of Mendota Heights this nineteenth day of April, 2022. CITY COUNCIL CITY OF MENDOTA HEIGHTS ATTEST Lorri Smith, City Clerk Stephanie Levine, Mayor M a) O) m Q N Q CO ON O J o ¢ O O O O M of ~O O O O O H O O O O O O O O p (O O a0 L 00 � � M � W M O O � r— m W di } J F �_ m a CM 0 > U 'O CD CD O CD CD CD m W W a) O O O W W 2 O O O co co co m (f) (A (A W w a m J U_ Z O O O _ O O O O W -a O O O O O O U W W L p C O O O m (f) I-tcn (A W m J yam+ W O O O O W O O O O (� O O O O (n (O lf) 114 O � p m M w N co -0 W LO I-t LO co O cn m N CO 7 N m O N O T m E E O U E m O _ 0 t9 a o C) _ o a)ai LL O 0 O O U Cl) z L U c W W O L U C Q m H H d a) a O U Q ui ,� y N H w w p a) a) a) m U a a m 0 W > page 74 8c. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-helghts.com mCITY OF MENDaTA HEIGHTS Request for City Council Action DATE: April 19, 2022 TO: Mayor, City Council, and City Administrator FROM: Meredith Lawrence, Parks and Recreation Manager John Boland, Public Works Superintendent SUBJECT: Consideration of Permanent Pitching Mound at Victoria Highlands INTRODUCTION The Mendota Heights Athletic Association (MHAA) has requested a permanent pitching mound be installed at Victoria Highlands ball field. BACKGROUND MHAA requested this item in the Fall of 2021 at a Parks and Recreation Commission meeting. Staff brought the request to the November 9, 2021 Parks and Recreation Commission meeting, where the item was discussed. The Commission recommended approval of the installation of a permanent pitching mound at Victoria Highlands,with the condition that MHAA cover 50 percent of the final project cost. The City Council reviewed this item on November 16, 2021 and asked for staff to engage the surrounding residents regarding the proposed change and research options for an improved portable mound. After the November 16 meeting date, staff started researching portable pitching mound options and prepared a notice to be sent to homes within 500 feet of the Victoria Highlands Park boundary. Notices were sent on March 8 and residents were encouraged to attend the April 12 commission meeting to provide input on the proposed project. Three residents spoke in favor of the project at the meeting. The Victoria Highlands field is utilized primarily for youth baseball, whether formal or informal, as well as softball, pickup wiffleball, kickball, and for general use to practice pitching/catching. When MHAA reserves/uses the field for baseball they utilize a portable pitching mound at the site. This is the practice at many of the fields in the City. Currently, Civic Center and Hagstrom King are the only two City-owned fields with permanent pitching mounds. Fields without mounds include: Mendakota(4), Friendly Hills, Ivy Hills, Marie, Valley and Wentworth. DISCUSSION In researching permanent and portable pitching mounds, staff has learned that permanent pitching mounds can be constructed out of aglime or clay. page 75 Aglime Permanent Mound Pros: • Cheaper than clay • Requires a lower level of maintenance from public works staff Cons: • Less durable than clay • Needs a water source to knit the material back into wear areas (Victoria Highlands Park does not have a water source/irrigation on site) • The mound needs to remain covered at all times (unless staff is watering it or it is being used). If not covered there is a potential the mound will wash away or materials will migrate away • Aglime does not hold its shape well Clay Permanent Mound Pro's: • More durable than aglime Con's: • More expensive than aglime • A higher level of maintenance from public works staff will be needed • A clay mound needs a water source to properly maintain the mound (Victoria Highlands Park does not have a water source/irrigation on site) • The City will be required to have clay material on hand to do small repairs; after each game ideally • Staff will need to regularly top dress the calcinated clay to manage moisture • Needs to remain covered at all times (unless staff is watering it or it is being used)to avoid washouts Portable Mound Pro's: • Cheaper in the long run • More durable than aglime and clay • Consistent surface providing more safety to the pitcher • Limited maintenance-wear areas will still develop in landing areas, but will last longer than permanent mound • Provides more versatility for the field as the distance from the mound to the plate changes by age group o Installing a permanent mound will limit the use on this field Con's: • Requires two adults to move it if the field is requested to be used for another activity or if another baseball team wants to use the field and has different pitching mound dimensions—the technology has come a long way since MHAA last purchased a portable mound After discussing the project with reputable vendors, staff was advised that a clay mound is not recommended for this field. Without having a water source, it is extremely difficult to ensure a quality and safe playing surface. With the necessary water, clay mounds need grooming 2-3 times a week to keep the consistency of clay within range. The Public Works Superintendent has page 76 concerns about the staff time needed to keep this mound in quality shape without a water source. It is also difficult to keep clay mounds from being contaminated with aglime on a field without infield turf. Victoria Highlands field does not have infield turf. If aglime and clay are contaminated, they make a"mushy" substance that is difficult to work with and play in. Costs for a clay mound are estimated at$3,500 and would need infield grading work completed, which costs an additional $750. An aglime pitching mound is approximately $2,000 and would also need infield grading work completed, which costs an additional $750. Below is an option staff has found for a quality portable mound: Victory Mound: Portable Game Pitching Mound • Made with Reinforced Fiberglass • Covered with turf • No lips or edges • 6"H, 7'6"W, 9'6"L • 180 lbs. • Landing Area: 5'1" Price: $3,195 At the April 12 Parks and Recreation Commission meeting staff presented information on mound options and the Commission heard in person comments and reviewed comments received from those not in attendance. Staff recommended the purchase of a portable mound for the Victoria Highlands field. The portable mound provides more safety in regards to a uniform surface, the ability for the mound to be moved quickly so the field in Mendota Heights can remain multi- purpose and can be suitable for a large range of baseball players, it limits time requirements needed from park maintenance staff, and will save money in the future in regards to ongoing maintenance. The Commission discussed the item and recommended 6-1 for a permanent clay mound to be installed at Victoria Highlands with MHAA responsible for 50% of the total project cost. If a permanent mound is approved MHAA will be responsible for watering, covering, tamping, and raking the mound. Attachments: Notice Mailed to Residents within 500 feet of the Park Photo of Portable Mound MHAA Currently Uses Option for Portable Mound Data on Mounds from Other Cities BUDGET IMPACT If a permanent or portable mound is desired, the City Council will need to determine how this project would be funded. Staff believes both a permanent or temporary mound could be funded through the Special Parks Fund. ACTION REQUESTED The City Council should consider adding a permanent or portable mound to Victoria Highlands and direct staff on how this project should be funded. page 77 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-helghts.com mCITY OF MENDOTA HEIGHTS NOTICE OF REQUEST TO ADD A PERMENANT PITCHING MOUND TO VICTORIA HIGHLANDS PARK FIELD VICTORIA HIGHLANDS PARK 1700 DIANE ROAD MENDOTA HEIGHTS MN, 55118 This notice is informing you that the Mendota Heights Parks and Recreation Commission, at its regular meeting on April 12 at 6:30pm, will discuss a request from residents to add a pitching mound to the existing baseball field at Victoria Highlands Park. The City Council/Parks and Recreation Commission would like to make area residents aware of the proposed addition before moving forward with a decision based on the request. Persons with comments about the addition of a permanent pitching mound at the Victoria Highlands Park field are asked to attend the Parks and Recreation Commission meeting on Tuesday, April 12 at 6:30pm at the Mendota Heights City Hall Council Chambers, 1101 Victoria Curve,Mendota Heights, Minnesota. There will be time during the meeting for those with concerns to voice their opinion. Questions or comments related to this notice may be directed to Meredith Lawrence, Parks and Recreation Manager at(651) 255-1354 or email mlawrence2mendotaheightsmn.gov page 78 CURRENT PORTABLE MOUND USED AT VICTORIA HIGHLANDS 7t. t �t y h Y b. "Y� K d•,� fir , "" ' z v. " 'g Sir oa r REV rrs . t 'b �'^4 y�`,� � `1a fff S, °Ty$ 'v '�' ',O`fS � �1'-4� ^.,y Wdyt � .tA�L+•yL„1r�M�' #y `, �� r�.ts . ,�. •� V.Y;"r`-.«`c,0:at�.:C�Y�:. ..sS' a�a%�,'ea� ,.. .a?�u ne'.P.r, Y�,. F}'���: �� „�. page 79 VICTORY MOUNDS: PORTABLE GAME PITCHING MOUND look �% `" O co N 0) co Q W z0N0 o L' o o -i oMo L`nn r-i r- v r1 0 00 0 0 Ln Ln M r1 N y� 00 O O N 00 c-I Ol -:i r- I= W a 0 z O C7 z U H a aN c-I M c-I lO 0 M to � M z W 2 oc W a Ll O oc W Cm G Z N f� J W LL J J a Co r1 O 00 Ln o �t to r1 Ln r1 LL c-I -i M Ln Ln N M 00 c-I O W Cm G Z 4- C N N 'a U to j 4- C L O C: 4 V) s 4' c s= tw � 0A ,� m m C7 O J S S0A (, N n M U O w W L O E N 2 LU N OO m Ln O 2 N 4� > 0 d O O J U m p C C: page 81 8d. 1101 Victoria Curve I Mendota Heig s,min D ,io 651.452.1850 phone 1 651.452.8940 fax www.mendota-helghts.com mCITY OF MENDaTA HEIGHTS DATE: April 19, 2022 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator SUBJECT: Memorandum of Understanding with ISD 197 Regarding the Transfer of Sibley Park Land INTRODUCTION The City Council is asked to consider approving a Memorandum of Understanding with Independent School District 197 as part of the Sibley Park land transfer process. BACKGROUND In the early 1990s,a joint City and School District 197 committee studied the athletic and recreational needs of both parties and came to agreement regarding the improvement of athletic facilities at Two Rivers(f/k/a Sibley) High School. The City and the School District agreed to contribute land to the project, while maintaining ownership of the land. The City funded the initial improvements at a cost of up to $354,000 and was responsible for the design,planning and construction of the following: • a softball field immediately north of the high school parking lot; • a soccer field east of the softball field; • a baseball field north of the soccer field; • a second softball field north of the first softball field; and • a comfort station and play area The City owns the section outlined in yellow on the attached aerial photo #1,which comprises a large section of the baseball field's outfield. The School District owns the rest. The City and School Districts relationship was memorialized in an agreement dated June 5, 1991. Highlights of the agreement include the following: • The initial term of the agreement is 40-years and identified an expiration date of June 30,2030. • Obligated each party to financially contribute towards maintenance and operation costs, calling for a mutually agreed upon operations and maintenance budget to be determined in June of each year.The agreement provided for a split of those costs with the School District. The operation and maintenance costs started at a minimum of$15,000 annually. For 2021, the city paid $21,327 towards maintenance. page 82 • Identified the School District as the primary entity responsible for maintenance and scheduling of fields. Use and availability was centralized within the School Districts operations to help minimize conflicts between those wishing to utilize the facility. Use and availability including the priority order for those users who are not the City or District is defined in Section 5 of the agreement. • Section 8 of the Agreement provides for termination and conveyance of the land,in the following manner: o If the City wishes to continue to use the underlying property, it can buy from the school district for $1, sufficient adjoining property to make a parcel of approximately 360 ft. x 360 ft.in size (as depicted on the attached aerial photo#2)and would be comprised of the baseball field. o If the City no longer wants to be apart of the arrangement,the school district is eligible to buy out the City's land interests(as depicted in aerial photo #1)for$1. Last fall, Council and staff discussed terminating the agreement and conveying the land to the School District. The City Attorney has drafted a Memorandum of Understanding which describes the process for transferring the land and terminating agreement, including the City's annual maintenance payment. BUDGET IMPACT The FY22 budget includes $21,500 for the City's portion of annual maintenance. Upon execution of the purchase agreement and conveyance of the property, the city shall no longer be responsible for making annual maintenance payments to the school district, which represents a budget savings for this fiscal year. RECOMMENDATION Staff recommends the City Council approve the Memorandum of Understanding with ISD 197 for the transfer of property known as Sibley Park. ACTION REQUESTED If the City Council concurs, it should by motion, approve the Memorandum of Understanding with ISD 197 for the transfer of the Sibley Park property. page 83 MEMORANDUM OF UNDERSTANDING MEMORANDUM OF UNDERSTANDING made this day of , 2022, between the CITY OF MENDOTA HEIGHTS, a Minnesota municipal corporation with a mailing address at 1101 Victoria Curve, Mendota Heights, MN 55118 ("City") and School District 197 with a mailing address of 1897 Delaware Ave., Mendota Heights, MN 55118 ("School District"), to set forth the parties' understanding concerning the parties' purchase agreement("Purchase Agreement") for property located in the City of Mendota Heights with parcel identification number 27-2500-01-010 and legally described in the attached Exhibit A ("Subject Property"), and the parties' 1990 agreement regarding the Subject Property, which shall be attached as Exhibit B ("1990 Agreement"). 1. Upon execution of the purchase agreement for Subject Property and the City's conveyance of the Subject Property to the School District, the City and School District hereby agree that the 1990 Agreement regarding the Subject Property shall immediately terminate with no further action required by either party. 2. The parties acknowledge that the 1990 Agreement originally extended until June 30, 2030, but the parties mutually agree to terminate the 1990 Agreement early pursuant to the terms of this Memorandum of Understanding. 3. The parties acknowledge that the legal description in the 1990 Agreement of the Subject Property differs from the legal description in Exhibit A, but the parties nonetheless agree that the 1990 Agreement and the Purchase Agreement pertain to the same parcel of land. 4. Upon execution of the purchase agreement for the Subject Property and the City's conveyance of the Subject Property to the School District, the City shall no longer make page 84 any payments to the School District pursuant to the terms of the parties' 1990 Agreement, and the City and School District shall no longer have any obligations under the parties' 1990 Agreement. DATED: CITY OF MENDOTA HEIGHTS By: Mayor Stephanie Levine Attest: Lorri Smith, City Clerk DATED: SCHOOL DISTRICT 197 By: page 85 EXHIBIT A TO MEMORANDUM OF UNDERSTANDING Legal Description of Property: The North one-half of the Northeast Quarter of the Northeast Quarter of the Northeast Quarter (N1/2 of NE1/4 of NE1/4 of NE1/4), of Section Twenty-five (25), Township Twenty-eight(28), Range Twenty-three (23), Dakota County, Minnesota, excepting therefrom the South 100 feet and also excepting therefrom the North 40 feet; and also excepting therefrom the West 426 feet. Abstract Property page 86 EXHIBIT B TO SIBLEY PARK 1990 AGREEMENT page 87 Feb-10-99 1O:44A P.01 f ENT This agreement made , 1990, between Independent School District No. 197, County of Dakota, State of Minnesota, and City of Mendota Heights, County of Dakota, State of Minnesota. REUTAL� 1. The District desires additional improved athletic facilities for its educational curriculum and extracurricular programs at Henry Sibley High School, and the City desires additional improved athletic facilities for its community recreation program and for the health, welfare and safety of its.citizenry. 2. Minnesota Statutes 471.15 through 471.19 and 471.59 authorize the District and the City to enter into this agreement for the purpose of jointly'establishing,a new athletic facility`to be known as Sibley Park, including acquisition, equipping,'oper8tion and maintenance of land, , buildings,:or other recreational facilitles, and Jo expend the funds for the operation of such programs which may be located at Sibley Park. 3. Each party desires to enter into a Joint Agreement establishing the responsibilities of - each of the parties regarding Sibley..Pade-- Each party is willing to provide property for Sibley Park. The City is willing to contribute funds for the development of facilities at Sibley Park. Each party is willing to contribute funds for the maintenance and operation of the facilities. 4. Along with the stated objectives, each party shall be responsible for'good faith performance of this agreement and fair dealing with the-other party. For the reasons recited above, and in consideration of the mutual covenants contained herein. the parties agree as follows: Section 1,, Qef nWans 1'.1 District - Independent School district No. 197 1.2 City - The City of Mendota Heights 1.3 District Property - Certain parcels of real property as legally described on Exhibit A. 1.4 City Property - Certain parcels of real property as legally described on Exhibit B. 1.5 Sibley park - The new athletic facility to be constructed as described on Exhibit C and illustrated on Exhibit D. Final design and specification subject to revision as mutually agreeable. Post-It".brand fax transmittal rnerno 7b71 A or uses s rl� Fro", Co. Phone 0 - Fax Feb--10-99 1 O:44A page 88P_02 2.1 By this agreement, the parties create a joint power and use program for public education and recreation purposes within the boundaries of each political subdivision. 3.1 This agreement will become effective when executed by both parties. 3.2 In the event that controversies regarding this agreement arise. the City and the District agree to submit their controversy to binding arbitration before the American Arbitration Association or outer dispute resolution process mutually acceptable to the City and the School District. Provided, however, that controversies respecting the property Interests of either party or the payment of funds above the agreed upon amount set forth in Section 6.3 by either.party shall not be subject to arbitration 4,1 The District agrees to make available the. District property upon which a portion of Sibley Park will be located (Exhibit A), and the City agrees to make available the City property upon which a_portion of Sibley Park will be located (Exhibit 13). 4.2 During the,duration of their agreement. ownership of the property is and shall remain In the names of the'present owners of the property. 4,3 The City consents to provide the payment for the construction of. (1) a softball field Immediately north of the high school parking lot, (2) a soccer field east of the softball field, (3) a baseball field north of the soccer field, (4) a second softball field north of the first . softball field, and (S) a comfort station. The City agrees to pay up to $354,000.00 for the construction of such facilities and is responsible for the design, planning and construction-of the facility subject to review by the District. In the event the amount committed is insufficient to complete all the proposed facilities, the facilities will be completed in the numbered sequence above set forth. The District is not obliged to contribute funds for. facilities construction. SaaJ1Qn S. Use and AvailaWffiv 5.1. The City and the District agree that the District shall employ a scheduler. The District and the City shall schedule their events by April 15th for the following 12 months. The scheduler may then schedule non-District or non-City group or team activity if neither the District nor the City has expressed a desire to use the Complex, The Complex scheduler may deny access privileges to a group or individual for noncompliance with regulations governing the use of the Complex. Fmb-10-99 10:45A page 89 P.os 5,2 The City and the District agree that the District's educational curriculum. extra curricular activities and athletic teams shall have priority usage of Sibley Park for classes, after-school supervised practices and regularly scheduled matches between the hours of 7:00 a.m. and 6:00 p.m. and for a maximum of four hours on Saturdays from August 15 through June i and the scheduler will schedule.accordingly. 5.3 The City and the District agree that daring other periods not referenced in 5.2, the priority will be established as follows: 1: Organized Youth Programs of Mendota Heights; 2: Organized Adult Programs of Mendota Heights; 3: Organized Programs of the District; 4. Organized Youth Programs of District residents; S. Organized Adult Programs of District residents; 6. Youth or Adult programs of non-residents. Priority will-rot be given: to any program that charges a non-resident fee to residents of the District. 5.4 The City agrees that the scheduler may decline to schedule an event when the-parking requirements for the proposed event could be expected to conflict with parking required for a major District-sponsored event. S,6 The parties agree that Sibley Park shall be treated as'school ground" as contemplated by the alcohol control provision on Minn. Stat. sec. 624.701; that the Districts alcohol and tobacco policies and regulations, and any additions or amendments thereto, shall apply to Sibley Park; that the area should be appropriately posted; and that the scheduler may Withhold access from groups for alcohol or tobacco violations. The City agrees to enforce applicable statutes and ordinances in and around Sibley Park in the same way that they enforce these ordinances on other school property. 6.1 During the term of this agreement Sibley Park shall be routinely maintained by the District, unless other arrangements are mutually agreed upon. Schedules for routine maintenance shall be agreed upon by the City and the District so as not to conflict with scheduled use of the facility. 6.2 The City and the District agree that the cost of minor repairs, utilities and maintenance of Sibley Paris shall be shared equally. Minor repairs shall Include turf and field repair, trash collection and routine maintenance, and minor comfort station and irrigation system repairs. 6.3 In Jto f each year the City and the District shalt mutually develop a budget for the operation and maintenance of the athletic facility for the following calendar year. It is the intent of this budget to assist in planning for the expenditures and priorities related to reasonable maintenance, operations, repairs, overhead and administrative matters related page 90 , Fab-10-99 10:45A P.04 i to the athletic facility. For such repairs X aintenance, each party agrees to Contribute in each fiscal year a minimum of $15• adjusted annually in accordance with changes in Consu rice Index-Urban (C.P.I.U.) as of May 1st or as mutually agreeable. Once each party has approved the proposed budget, the District shall invoice the Cityjor its agreed upon share in two separate installments due and payable one half in January of the following year and one half due and payable the next following July. 6.4 The School District and the City hereby each grant to the other party and Its constituents easements across all parcels owned by each and comprising a part of-the athletic facilities for.purposes of constructing, maintaining and using the facilities, Including parking areas serving the facilities. Section 7._Jnsurance 7.1 Liability: viability Insurance.- Independent School-District No. 197 shall obtain a comprehensive.liability Insurance policy.covering any loss, damage or Injury to any person or property arising out of the use of the athletic facilities. The limits of the policy shall not be less than Three Hundred Thousand ($300,000i Dollars'per per"son and Six Hundred iThousand ($600,000) Dollars per occurrence, or such other limits as may from time to . time be required under the provisions of Minnesota Statutes 466.04 and amendments thereto. The City of Mendota Heights shall be named as an additional insured.insofar as this joint agreement Is concemed. The parties shall share equally the cost of such policy. This cost is In addition to that covered by paragraph 6.2 herein. Section 8. Term 8.1 The term of the agreement shall extend from the date hereof to June 30, 2030, and shall be automatically renewed thereafter on an annual basis unless either party elects to terminate the agreement subject to the provisions of paragraph 8.2 8.2 Six months prior to June 30, 2030, and thereafter six months prior to each annual J renewal date, either party may terminate this agreement by written notice to the other party. 8.3 Upon termination of this agreement, the underlying property shall be conveyed as follows: If the City desires to continue to use an approximately 360' x 360' parcel, or a parcel modified in size as mutually agreeable, In the northeast corner of the Park for park or recreational purposes, the District shall convey to the City for $1.00 District property . adiaining the City's property sufficient to comprise such a parcel. If however, the City does not desire to continue to use such a parcel for park or recreational purposes, the City shall convey to the District for $1.00 the City's property in the northeast corner of the Park, as F,6b-10-99 10:45A page 91P .05 Identified in Exhibit B. Moreover, if, subsequent to a conveyance by the District to the City as described in this paragraph, the City discontinues its use of the approximately 360' x 360' parcel, or a parcel modified in size as mutually agreeable, for-park or recreational purposes, the City shall convey to the District for $1.00 such parcel. Sedan S. Bamadies 9.1 In the event that either party falls to perform any obligation under this Agreement, and such failure continues for 90 days after written notice from the other party, such other party may seek specific performance of this Agreement in addition to any other right or remedy available at taw or In equity. This agreement executed the day and year first written above. INDEPENDENT SCHOOL DISTRICT NO.197 CITY COUNCIL,CITY OF MENDOTA yEIGWS Y: Y• Chairperson Mayor I k elly Clerk Fob-10-99 10:45A page 92P.06 EXHIBIT A Legal Description of District Property: The North 480 feet of the East 473 feat of section 25, Iwship 28 North, range 23 West, except the North 230 feet of the East 234 feet of said sedion. FQb-10--99 10:45A page 93 P_o'7 EXHIBIT B Legal Description of 04 Property: The North 230 feet of the East 234 feet of section 26, township 28 North, range 23 West. i FQb-10-99 10:46A page 94P.08 EXHIBIT Q Unit Ltgm Ogantity JhJ2 ©escriotion Amoul]t 1. 40,000 CY Common Excavation @ $2.00 $80,000 2. 5 Acre " Topsoil,Seed, @ $2,000 $10,000 Fertilizer, Mulch 3. 2 Each Softball Field @ $24,000 $48,000 - Fully Fenced -Seeded 4. 1 Each Soccer Field, large @ $4,0 0 0 $4,0 0 0 - Movable Goals Seeded 5. 1 Each Baseball Field @ $36,000 $36,000 - Fully Fenced. 6. 1 Each Comfort Station @ $50,000 $50,000 - Approx. 1,000 S.F. . -Restrooms and Concession Area - City Equipment Storage - Drinking Fountain 7. 1 Each Storm Sewer @ $5,000 $5,000 8. 4 Each Irrigation @ $6,000 $24,000 9. 4 Ewh Bleachers @ $2,000 $8,000 10. 1 Each Playground @ $20,000 $20,000 11. 1 Each Landscaping @ $10,0 0 0 $10,0 0 0 12. Sibley Park Construction $295,000 13. Contingencies and Engineering (20%) 14. Subtotal $354.000 15. Property Acquisition Expense 9115.0012 16. Total Cost $469,000 Feb-10--99 10:46A P .09 page 95 • s y � pebd��{F 13E$Tl�+7 }'Lr1Q1� lf+Af4P Yeia�, 1 h' N y t 1 t 14 ti a _ r • � � r f / � 1 �� It 5 [ 7 f [ f t 1 � r page 96 p INDEPENDENT SCHOOL DISTRICT 197 "'VhW s • cow Eagan•Inver Grove I{eights•Lilydale•Mendota•MendotaHeights-Sunfish Lake•West St,Paul Learning and f eadzng Ti gr rher Howard C.Carlson,'Ed.D. Assistant Superintendent for Business Services (651)681-2383. April 9, 1999 Mr. Larry Shaughnessy City Treasures City of Mendota Heights 1101 Victoria Curve Mendota Heights;.MN 55118 Dear Mr. Shaughnessy, I ain responding to your inquiries of the three invoices we sent you for the city portion of the Sibley Park costs. The reality is the school:districts records for the years ended June 30, 1996&June 30, 1997 don't accurately reflect the costs for Sibley Park. Expenditures seem to have been miscoded so we are left with unreliable data. The city last paid $13,226.55 for Sibley Park for the year ended June 30, 1995. For the two years after that . we simply included a three-percent inflation factor and created the invoices. For the year ended June 30, 1998 the,.districts records are accurate and the.support is enclosed. I apologize for the.looseness of this process but Pm not sure how else to best resolve this problem. If.you have any questions on the billing,feel free to call.me at 6.81- 2383: incerely, � . Howard Carlson Assistant Superintendent for-Business Services 1897 Delaware Avenue Ivlendota I-ieights,MN SS 118 (651.)681-2300 E-Mail.culsoi4tCa1ISDI97,K12.MN.US FAX:(651)681-9102 I �� City Property City of Mendota N a 1ao Tj Heights Date: 9/23/2020 SCALE IN FEET 1777 1777 j I 535 539 1783 I 1820 481 473 I f, r� r r p 1811 . 864 1864 1865 , I 1833 1833 p 1'8781869 1 I. j 485 485 1885 GIS Map Disclaimer; This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat, survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information contained in this data.The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errors or omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact"Gopher State One Call"at 651-454-0002 for utility locations, 48 hours prior to any excavation. page 90 Sibley Park City of 360'x360' field N Mendota n 100 Heights Date: 'f 0/5/2020 SCALE IN FEET 1 i i t li 6 t. i I M " i I I I I I i 4 , d jj p � u i I I 1 GIS Map Disclaimer: This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat, survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information contained in this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errors or omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact"Gopher State One Call" at 651-454-0002 for utility locations,48 hours prior to any excavation. page 99 8e. 1101 Victoria Curve I Mendota Heights,MN 55118 - 651.452.1850 phone 1 651.452.8940 fax www.mendota-hei g hts.com CITY OF MENI]OTA HEIGH"' Request for City Council Action DATE: April 19, 2022 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, Public Works Director Krista Spreiter, Natural Resources Coordinator SUBJECT: No-Mow May 2022 INTRODUCTION The City Council is asked to support `No-Mow May' in Mendota Heights. BACKGROUND `No-Mow May' encourages residents who live in owner-occupied properties to protect pollinator habitat and food sources during this critical time of the year by avoiding mowing their yards during the month of May. The Mendota Heights City Council passed resolution 2016-01 declaring the City of Mendota Heights to be a Pollinator-Friendly Community on January 5, 2016. In keeping with this commitment of recognizing the importance of pollinators for a healthy ecosystem and food supply, `No-Mow May' provides additional food and habitat for pollinators in residential yards by allowing grass to grow during the critical transition period between winter and summer when these resources may be scarce. During the month of May, residents can choose to participate within their own property by reducing or forgoing mowing during this month. The height restriction associated with Mendota Heights City Code Title 4, Chapter 3, Weeds and Noxious Vegetation,will be temporarily suspended for the month of May for all residents wishing to participate. Businesses and all other properties must continue to comply with the City's Weed and Noxious Vegetation ordinance. All properties must come back into compliance by Monday, June 6, 2022. BUDGETIMPACT None. RECOMENDATION Staff recommends that the Mendota Heights City Council recognize the importance of pollinators for a healthy ecosystem and food supply and support No Mow May 2022 in the city of Mendota Heights. ACTION REQUIRED If the City Council concurs, it should, pass a motion recognizing the importance of pollinators for a healthy ecosystem and food supply and supporting No Mow May 2022 in the city of Mendota Heights. page100 8f. 1101 Victoria Curve I Mendota Heights,MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-helghts.com mCITY OF MENDOTA HEIGHTS REQUEST FOR COUNCIL ACTION DATE: April 19, 2022 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator Kristen Schabacker, Finance Director SUBJECT: City Council Strategic Priorities &Financial Report—First Quarter Update INTRODUCTION Staff will provide the City Council with a strategic priorities update and financial progress report for the first quarter. BACKGROUND Early in 2021, the City Council established priorities and strategies to pursue over the next two years (2021-2022). The resulting list, which includes five priority areas, 20 strategies and a number of example action items, serves as a framework to plan and budget city activities, services, amenities and facilities. As reflected in the update, strategies and action items are in varying stages of being addressed. Some are not yet started; some are parked/paused for future consideration and/or action; and some are in process or work is ongoing. Progress and outcome details are noted, as well. The update document is a flexible document. Information such as timing and status may change from time-to-time, depending on other strategies and action items, staff workload, and City Council decisions. Staff will report to the City Council on a quarterly basis progress made on identified strategic priorities. Staff will also report on first quarter financials and update the City Council on revenues and expenditures as compared to budgeted amounts. Attachments: 2021-2022 City Council Strategic Priorities Q1: 2022 Report BUDGETIMPACT None. However, many of the Council's strategies and resulting action items are interrelated and outcomes will depend on city budgets and funding and how the City Council will want to proceed overall. Potential costs and budget impacts will occur as individual action items are developed and proceed. REQUESTED ACTION Informational item. Council may choose to discuss items as needed. 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