2023-01-03 City Council Agenda PacketCITY OF MENDOTA HEIGHTS
CITY COUNCIL AGENDA
January 3, 2023
6:00 pm
Mendota Heights City Hall
1. Call to Order
2. Oath of Office
Mayor Stephanie Levine and Councilmembers Sally Lorberbaum and John Mazzitello
3. Roll Call
4. Pledge of Allegiance
5. Adopt Agenda
6. Consent Agenda
a. Approval of December 6, 2022 City Council Meeting Minutes
b. Approval of December 20, 2022 City Council Meeting Minutes
c. Approval of December 20, 2022 City Council Work Session Minutes
d. Designation of 2023 Acting Mayor
e. Designation of Official Newspaper for 2023
f. Approval of Resolution 2023-03 Appointment Fire Relief Board of Trustees
g. Approval of Appointments to Commissions and Boards
• Resolution 2023-04 Appointment of NDC4 Cable Commission Representatives
h. Approval of Resolution 2023-05 Changing the Start Time of City Council Meetings
i. Approval of Massage Therapist License
j. Approval of 2023 Financial Items and Authorize Finance Director to Execute
Electronic Payments and Prepay Claims
• Resolution 2023-01 Establishing 2023 City Depositories of Funds
• Resolution 2023-02 Accepting Pledged Securities for 2023
k. Acknowledgement of November 2022 Fire Synopsis
I. Approval of Purchase of Bobcat Toolcat for Public Works
m. Approval of a Professional Services Contract for Planning Services with Swanson
Haskamp Consulting, LLC
n. Approval of Claims List
7. Citizen Comment Period (for items not on the agenda)
8. Presentations/Recognitions
9. Public Hearings
10. New and Unfinished Business
a. Request for Proposals —Valley View Heights Playground Replacement
11. Community Announcements
12. Council Comments
13. Adjourn
Guidelines for Public Comment Period: The Public Comment Period of the agenda
provides an opportunity to address the Council on items which are not on the agenda. All are
welcome to speak.
Comments should be directed to the Council. Comments will be limited to 3 minutes per
person; presentations which are longer will need to be scheduled with the City Clerk to appear
on a future City Council agenda.
Public comments may not be used to air personal attacks, to make political endorsements, or
for political campaign purposes. Council members will not enter into a dialogue, nor will any
decisions be made at that presentation.
Questions from the Council will be for clarification only. If appropriate, the Mayor may
assign staff for follow up to the issues raised or occasionally called on to respond.
City Council I Tuesday, January 3, 2023 1 Page 1 of 72
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651.452.8940 fax
www.rnendota-heights.com
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CITY OF
MENDOTA HEIGHTS
Request for City Council Action
DATE: January 3, 2023
TO: Mayor and City Council, City Administrator
FROM: Christine Lusian, City Clerk
SUBJECT: Oaths of Office — Mayor, City Council
INTRODUCTION
The following individuals will take their Oath of Office:
• Stephanie B. Levine, Mayor
• Sally M. Lorberbaum, City Council
• John R. Mazzitello, City Council
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City Council I Tuesday, January 3, 2023 1 Page 3 of 72 6a
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Regular Meeting
Held Tuesday, December 6, 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 Duggan, Paper, Mazzitello, and Miller,
were also present.
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: 5
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 E, N, and O.
a. Approval of November 15, 2022 City Council Minutes
b. Approval of November 15, 2022 Council Work Session Minutes
c. Acknowledgement of September 21, 2022 Airport Relations Commission Meeting Minutes
d. Acknowledgement of October 12, 2022 Natural Resources Commission Meeting Minutes
f. Approval of Personnel Policy Amendment Regarding Employee Vacation Leave
g. Approval of City Council Regular Meeting Dates
h. Accept Police Officer Resignation and Authorize Recruitment
i. Accept Probationary Firefighter Resignation
j. Approval of Tobacco License Renewals
k. Approval of Massage Therapist License
1. Approval of 2023 Seasonal Pay Matrix
in. Resolution 2022-92 Designating Polling Locations for 2023
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e. Resolution 2022 94 Aeeepting Donation fFofn the Coss Family Foundation
p. Approval of a Joint Powers Agreement between the Cities of Lilydale and Mendota Heights for
Storm Sewer Inspection, Maintenance, Illicit Discharge Inspection Services
q. Approval of October 2022 Treasurer's Report
r. Approval of Claims List
Councilor Paper seconded the motion.
Ayes: 5
Nays: 0
PULLED CONSENT AGENDA ITEMS
E) RESOLUTION 2022-91 CITY ADVISORY COMMISSION REAPPOINTMENTS
Mayor Levine recognized the expiring terms of Commission members and thanked them for their service
to the community. She thanked those that have expressed interest in continuing to serve.
Councilor Mazzitello moved to adopt RESOLUTION 2022-91 CITY ADVISORY COMMISSION
REAPPOINTMENTS.
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
N) RESOLUTION 2022-93 ADOPTION OF DAKOTA COUNTY ALL -HAZARD
MITIGATION PLAN
Councilor Duggan noted that this is a long and detailed report and perhaps there should be a workshop
scheduled to further discuss this information. He noted an error in relation to the terrorist impacts in
Mendota Heights which was off by one.
City Administrator Cheryl Jacobson noted that she has reviewed that error and will pass it on to the
County.
Councilor Miller moved to adopt RESOLUTION 2022-93 ADOPTION OF DAKOTA COUNTY ALL -
HAZARD MITIGATION PLAN.
Councilor Paper seconded the motion.
Further discussion: Councilor Duggan suggested that his idea also be noted to further discuss this in
workshop.
Mayor Levine noted that there is a 45-day public comment period and perhaps that discussion aligns with
the time period for comments.
Ayes: 5
Nays: 0
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City Council I Tuesday, January 3, 2023 1 Page 5 of 72
O) RESOLUTION 2022-94 ACCEPTING DONATION FROM THE COSS FAMILY
FOUNDATION
Councilor Duggan noted the significant contributions that the Coss family has donated to the City. He
believed that something more should be done to recognize those contributions.
Councilor Duggan moved to adopt RESOLUTION 2022-94 ACCEPTING DONATION FROM THE
COSS FAMILY FOUNDATION.
Councilor Miller seconded the motion.
Further discussion: Councilor Miller commented that the Coss family has been exceedingly generous to
the City, its residents, and its institutions on many occasions. He echoed the sentiments of sending the
family a thank you.
Ayes: 5
Nays: 0
PUBLIC COMMENTS
Frank Stifter, 1260 Sylvandale Road, noted the potential proposed path on Sylvandale Road which was
very concerning. He commented that it seems a big change for a problem that seems to be fairly small
related to bicycles and pedestrians. He noted that the road is not heavily trafficked and does have
pedestrian traffic but has not recalled any difficult encounters between vehicles on the street when
bicycling or walking. He stated that he and his neighbors are concerned with the potential of losing on
street parking if a path were to be marked out on the street. He asked the city to consider the streets of St.
Clair and Margaret in St. Paul as examples and stated that these streets have stenciled bicycles and there
is no designated path which would preserve the parking on the street and alert vehicles of the potential for
bicycles.
Resident Victor Sherbanenko stated that he is also present to discuss the potential bike trail. He stated
that the mailing was not very specific and lacked detail. He noted that it seems like a poorly thought-out
plan, and he has not spoken with any neighbors that support the concept. He agreed that there is pedestrian
activity on the road and also could not recall any conflicts.
Public Works Director Ryan Ruzek stated that the pavement is failing on Sylvandale and sent out a
questionnaire asking the neighborhood what they want. He stated that there is nothing proposed for a path
at this time and the street could be reconstructed as it exists. He noted that they could also look at the
different options mentioned in the mailing. He stated that they will review the results from the
questionnaire and hold a public meeting to discuss those results and determine the best option for the street
project. He explained that homeowners are assessed a portion of the cost for a street project, where or not
there is a trail. He noted that a trail is not specifically assessed to adjacent property owners. He noted
that he would also be happy to speak with residents individually if desired.
Martin Fisher commented that he and his wife moved here 22 years ago and love their street and yard and
would not want to lose that for a bike path. He stated that parking is needed on that street. He stated that
he does support maintenance and repair of the existing roadway.
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Kate Fisher, 1324 Sylvandale Road, commented that she found the letter to be upsetting in that part of her
yard may be taken away. She stated that they have a strong need for on street parking. She commented
that there are no conflicts between vehicles and pedestrians.
Robert Hanson, teacher at Two Rivers High School, commented that even though the communities have
done great in restricting access to vaping for youth, it continues to be a problem for the youth. He stated
that his youth group created a video against vaping that will be premiered on January 2" d at 5:30 p.m. at
the school. He invited the Council and Police Chief to attend.
Mayor Levine recognized the work the group has done that has inspired the community to be tobacco free
and tobacco 21.
Councilor Duggan thanked Mr. Hanson for the great work he continues to do.
PRESENTATIONS
There were no presentations.
PUBLIC HEARING
A) ORDINANCE 574 — APPROVING AMENDMENTS TO THE FEE SCHEDULE FOR 2023
City Clerk Christine Lusian explained that the Council was being asked to hold a public hearing and
amend the fee schedule for 2023.
Councilor Duggan noted on page 387, under public data, and asked if that fee would be in addition to the
charge per copy.
City Clerk Christine Lusian provided additional details on the allowance for the City to charge for actual
time for digital requests.
Councilor Duggan asked the approximate research time of staff for these types of requests.
City Clerk Christine Lusian noted that some requests are easy and not subject to charge while others are
substantial.
Councilor Paper noted page 395, where the senior pass is eliminated for the Par 3 and asked what that is
being done.
City Clerk Christine Lusian replied that the change is recommended by the Parks and Recreation
Commission.
Parks and Recreation Coordinator Meredith Lawrence replied that this was the second year with the pass.
She stated that the first year no passes were sold and this year only four passes were sold, therefore staff
believes their effort could be better used to market the course to seniors.
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City Council I Tuesday, January 3, 2023 1 Page 7 of 72
Councilor Paper asked how the card was promoted and what would be done different to promote the
course for seniors.
Parks and Recreation Coordinator Meredith Lawrence commented that staff spent between 45 and 50
hours on the implementation of the pass, which is a lot compared to the engagement received. She
reviewed the different marketing that was done to promote the pass. She stated that many seniors that she
spoke with preferred to use the ten round punch card.
Councilor Paper asked if the number of uses for the senior passes were tracked.
Parks and Recreation Coordinator Meredith Lawrence confirmed that information was tracked for a total
of 177 rounds between the four passes, providing more specific information on the number of rounds
played by each pass holder.
Councilor Paper commented that he does not feel that the pass has been given enough time but recognized
the amount of staff time spent offering this pass. He stated that clearly two of the pass holders were
heavily using the pass.
Parks and Recreation Coordinator Meredith Lawrence stated that they are going to start a senior golf
league this spring as a way to engage seniors. She stated that they could attempt the pass for another year,
but it would be nice to see more of a return on the staff time.
Councilor Paper commented that he would like to see one more attempt, recognizing that there was a late
start the first year and only four people were reached this year. He stated that perhaps they could reach
out to the pass holders to determine how participation could be increased.
Mayor Levine commented that she would like to put a pin in that concept as the entire fee schedule will
go into a public hearing and then discussion can continue.
Councilor Duggan asked if the senior pass is only available for use on evenings.
Parks and Recreation Coordinator Meredith Lawrence reviewed the eligibility for the pass and the hours
it can be used.
Councilor Paper stated that next year he would like to see an increase for priorities four and five for the
field use.
Councilor Miller moved to open the public hearing.
Councilor Duggan seconded the motion.
Ayes: 5
Nays: 0
There being no one coming forward to speak, Councilor Duggan moved to close the public hearing.
Councilor Mazzitello seconded the motion.
Ayes: 5
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Nays: 0
Councilor Mazzitello commented that he hears the comments of Councilor Paper but also hears the
number of restrictions on the pass, noting that perhaps there would be more success if there were less
restrictions on the pass. He stated that the Parks and Recreation Commission and City staff both
recommend discontinuing the pass and therefore he would support that recommendation.
Councilor Duggan stated that he agrees that there are a number of restrictions on the pass. He noted that
he has played on other small courses in the area and understands the concepts of a season pass. He
noted that if you are trying to increase interest in the golf course, which staff has done a great job of in
recent years, he would wonder what changes should be made to the pass and whether that should be left
to the Parks and Recreation Commission.
Mayor Levine agreed noting the recommendation from the Parks and Recreation Commission. She
stated that the pass does not seem to have traction, whether that is because of the restrictions or because
there is more favor for the punch card. She stated that she would favor continuing to promote the punch
card rather than the senior pass. She stated that she does like the concept of adding a senior league, as
leagues are very popular at the course. She commented that the clubhouse is an underutilized City asset
where people can gather. She noted that there is opportunity to expand the use of the clubhouse for
people of all ages. She stated that she would support the recommendation to eliminate the senior pass
and allow staff to focus on other efforts.
Councilor Miller commented that he trusts the recommendation of staff and the Commission. He stated
that there are also reasons why the parameters were put on the senior pass and believed that if there were
changes that could be made to those restrictions, he believes that those would have been brought
forward. He stated that he will be supporting the recommendation from staff and the Commission.
Mayor Levine confirmed consensus with elimination of the senior pass.
Councilor Miller commented that if staff believes that there would be benefit in bringing the senior pass
back in the future, he would be open to that.
Councilor Paper commented that next year he will propose to raise the fees for priority four and five for
field use and noted that he just wanted to provide that information now, prior to the workshop in 2023.
Councilor Miller commented that he also agrees with Councilor Paper. He stated that costs continue to
increase, and he would support increasing the rates for others outside the community to use the City
fields.
Mayor Levine noted that it is a complicated discussion, as SALVO is a priority four and its members are
50 percent Mendota Heights residents. She agreed that it should be discussed in workshop in 2023.
Councilor Duggan commented that it was interesting that multiple members of the Council mentioned
that they support the recommendations from advisory bodies but that is not always the case.
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Councilor Miller explained that in this case he believes the appropriate recommendation was made
related to the senior pass and he supports that recommendation. He agreed that it was a fair point that
the Council does not always vote in the same direction as a recommending body.
Councilor Mazzitello moved to approve ORDINANCE NO. 574 AMENDING THE FFE SCHEDULE.
Councilor Duggan seconded the motion.
Ayes: 5
Nays: 0
Councilor Mazzitello moved to approve SUMMARY PUBLICATION OF THE ORDINANCE NO. 574
AN ORDINANCE AMENDING THE FEE SCHEDULE.
Councilor Duggan seconded the motion.
Ayes: 5
Nays: 0
NEW AND UNFINISHED BUSINESS
A) RESOLUTION 2022-90 APPROVING FINAL 2023 TAX LEVY AND FISCAL YEAR 2023
BUDGET
Finance Director Kristen Schabacker explained that the Council was being asked to adopt the final budget
and levy for Fiscal Year 2023.
Councilor Duggan referenced Item 4620 related to street lighting and asked for more information.
Finance Director Kristen Schabacker stated that there were three projects proposed for streetlights and
provided a summary of those details.
Councilor Duggan noted the budget of $113,000 but noted a percentage change of zero. He commented
that considering the productivity and work of the Finance Director, the Council is very pleased that she
continues to represent the City. He noted that he does not see proposed expenditures proposed for the
upcoming designs/changes for the Police Department and City Hall.
Finance Director Kristen Schabacker replied that this is the operating budget for City Hall and not the
budget for that particular project.
Councilor Paper referenced the parks and trails mentioned on page 444 and asked why the boards are
proposed to be replaced at Wentworth for the ice rink.
Public Works Director Ryan Ruzek stated that staff recently walked all the parks to develop the capital
improvement plan and those boards are in rough shape. He noted that they are hoping to salvage some of
the posts. He stated that it has been identified as a potential need for that year but could possibly be pushed
back as well.
Mayor Levine commented that the City has a fine structure, using the example of after the fact permits.
She stated that she would like the Council to discuss how people are fined for after the fact permits in the
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City Council I Tuesday, January 3, 2023 1 Page 10 of 72
upcoming year. She recognized the effort that staff has put forth to alert residents to the process and
permits that would be necessary. She stated that if people do not follow the rules, it seems that they get a
little slap on the wrist and would like to see that increased.
Councilor Duggan stated that he would be cautious about moving forward with that type of increase until
they have further educated residents about the ordinance changes that have been implemented.
Mayor Levine agreed but noted that it is also something she would like to explore through further
discussion in the future.
Councilor Mazzitello stated that perhaps that could be discussed when the increase in field use fees are
discussed.
Councilor Duggan noted that a few break the rules and would not want to see others penalized in return
for some not following the rules.
Councilor Miller moved to open the public hearing.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
There being no one coming forward to speak, Councilor Duggan moved to close the public hearing.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
Mayor Levine commented that this was a great budget process and noted that the City continues to save
for the future. She also recognized that the City is very fiscally responsible while providing high quality
services. She was proud that they were able to present a budget with modest increases in this time of
inflation and increasing costs.
Councilor Mazzitello moved to approve RESOLUTION 2022-90 APPROVING FINAL 2022 TAX
LEVY COLLECTIBLE IN 2023 AND ADOPTING PROPOSED BUDGET FOR 2023.
Councilor Duggan seconded the motion.
Further discussion: Councilor Duggan noted on page 423 there is a line item for tennis lessons but did not
see an item for pickleball lessons.
Parks and Recreation Coordinator Meredith Lawrence noted that item is for supplies that may be necessary
and can be used for pickleball as well. She confirmed that there is funding available within the budget for
pickleball lessons as well.
Ayes: 5
Nays: 0
COMMUNITY ANNOUNCEMENTS
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City Administrator Cheryl Jacobson announced upcoming openings on advisory commissions and
provided details on how interested parties can apply. She also announced upcoming activities and events.
COUNCIL COMMENTS
Councilor Duggan asked for an update on the indoor pickleball court that will be occupying a building in
the business court.
Community Development Director Tim Benetti replied that the owner of the site, and applicant for the
project, has not yet started the project and is exploring the option of requesting outdoor recreational uses
in that zoning district. He noted that would allow for outdoor courts as well. He stated that request could
come forward in January, but some work could begin on that site very soon. He confirmed that permits
have not yet been pulled for the indoor work.
Councilor Duggan wished everyone blessings for the holiday season and games for those involved in
games.
Councilor Paper thanked the residents that spoke from the Sylvandale neighborhood as it is good to hear
from residents. He also thanked staff for explaining that the letter had the sole purpose of soliciting input
from residents on what they want from the project. He thanked Mr. Hanson and reminded residents that
the students will be debuting their anti-vaping video on January 2nd at Two Rivers High School at 5:30
p.m.
Councilor Miller stated that in 2017 a small group of residents put together the first annual Greater
Mendota Pub Crawl, which has grown since that time celebrating local businesses and establishments. He
stated that the event will take place Saturday, December 171h and noted that additional information can be
found on social media. He stated that there will be designated drivers to help residents celebrate local
businesses. He encouraged residents to participate.
Councilor Mazzitello echoed the comments of appreciation for resident input from Councilor Paper. He
noted that the process to solicit resident input is important to gather information from those that are
impacted by projects in order to provide the best design. He invited residents to apply to serve on advisory
commissions, noting that all members of the Council have served on advisory commissions. He thanked
the Public Works Department for continuing to provide quick, efficient, and thorough service when it
snows.
ADJOURN
Councilor Duggan moved to adjourn.
Councilor Mazzitello seconded the motion.
Further discussion: Mayor Levine commented that Coffee with the Council will be held January 10' at 9
a.m. at the Copperfield.
Ayes: 5
Nays: 0
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Mayor Levine adjourned the meeting at 7:34 p.m.
Stephanie B. Levine
Mayor
ATTEST:
Christine S. Lusian
City Clerk
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CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Regular Meeting
Held Tuesday, December 20, 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 Duggan, Paper, Mazzitello, and Miller,
were also present.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Levine presented the agenda for adoption. Councilor Mazzitello moved adoption of the agenda.
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
PRESENTATIONS/RECOGNITIONS
A) RECOGNITION OF CITY COUNCIL MEMBER ULTAN DUGGAN
Mayor Levine and Councilors Miller, Paper and Mazzitello presented a resolution recognizing the service
of Councilor Duggan to the City of Mendota Heights.
Councilor Mazzitello moved to adopt RESOLUTION NO. 2022-98 PROCLAIMING THANKS FOR
THE SERVICE OF ULTAN DUGGAN TO THE CITY OF MENDOTA HEIGHTS, MINNESOTA
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
Councilor Duggan thanked everyone in attendance. He commented that it has been a distinct honor to
serve the City and be elected by the residents to serve. He thanked the members of the councils that he
has served with, the residents, and the staff members. He recognized his family that has allowed him to
serve the community and support him.
Mayor Levine acknowledged the leadership that Councilor Duggan has provided over the years.
City Council I Tuesday, January 3, 2023 1 Page 14 of 72
CONSENT CALENDAR
Mayor Levine noted that Item A would be pulled as comment was received from a resident requesting
amendment. She noted that staff will be reviewing the tape and will present those minutes at the next
meeting for review.
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 A, I, J, K, and
N.
a. Approval of Deeember- 6, 2022 City Couneil Minutes
b. Approval of December 6, 2022 Council Closed Session Minutes
c. Acknowledge the November 9, 2022 Parks and Recreation Commission Minutes
d. Acknowledge the December 1, 2022 Parks and Recreation Commission Work Session Minutes
e. Acknowledge the October Par 3 Financial Report
f. Resolution 2022-95 Agreement Appointing MnDOT as Agent for the City on Federally Funded
Projects
g. Approval of HVAC Replacement at the Mendota Heights Par 3 Community Golf Course
Clubhouse
h. Approval of Memorandum of Understanding with the City of West St. Paul for Joint Recycling
Services
i. Aeeept Gemffrdnity Development Difeeter- Resignation and Authorize Position Postin
1. Resolution 2022-96 Adopting the 2023 Pay Classification Plan for Non -Union Employees
m. Approval of Massage Therapist License
n. Approve Sanitmy Sewer- Conneetion Agreement for- the River- Bluff-s Development
o. Approval of November 2022 Treasurer's Report
p. Approval of November 2022 Building Activity Report
q. Approval of Claims List
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
PULLED CONSENT AGENDA ITEMS
A) APPROVAL OF DECEMBER 6, 2022 CITY COUNCIL MINUTES
Mayor Levine noted that this item has been pulled for consideration at the next meeting.
I) ACCEPT COMMUNITY DEVELOPMENT DIRECTOR RESIGNATION AND AUTHORIZE
POSITION POSTING
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Councilor Duggan acknowledged Community Development Director Tim Benetti's consistency in the
performance of his work. He expressed appreciation and a job well done. He thanked Mr. Benetti for
his service and wished him the best of luck in his next endeavor.
Councilor Duggan moved to accept COMMUNITY DEVELOPMENT DIRECTOR RESIGNATION
AND AUTHORIZE POSITION POSTING.
Councilor Mazzitello seconded the motion.
Further discussion: Councilor Mazzitello wished the Community Development Director Tim Benetti the
best of luck and encouraged him to stay in touch. He commented that he will be missed.
Ayes: 5
Nays: 0
J) ACCEPT RECREATION PROGRAM COORDINATOR RESIGNATION AND AUTHORIZE
POSITION POSTING
Councilor Duggan moved to accept RECREATION PROGRAM COORDINATOR RESIGNATION
AND AUTHORIZE POSITION POSTING.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
K) ACCEPT FIRE MARSHAL RETIREMENT AND AUTHORIZE POSITION POSTING
Councilor Mazzitello recognized the Fire Marshal noting that he has been a terrific public servant and
wished him the best in his retirement.
Councilor Duggan moved to accept FIRE MARSHAL RETIREMENT AND AUTHORIZE POSITION
POSTING.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
N) APPROVE SANITARY SEWER CONNECTION AGREEMENT FOR THE RIVER BLUFFS
DEVELOPMENT
Councilor Duggan asked for an overview of the project.
Public Works Director Ryan Ruzek provided a brief overview of the development approved by the city of
Lilydale at the Diamond Jim's/Moose Country site. He stated that the city has provided the sanitary sewer
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City Council I Tuesday, January 3, 2023 1 Page 16 of 72
connection to the site since the 1970's. He noted that the proposed agreement continues having the city
of Mendota Heights provide the sanitary sewer service to the property.
Councilor Duggan asked about working with the city of Lilydale on potential traffic impacts and what
might be done.
Public Works Director Ruzek stated that the city was not asked to comment on potential traffic impacts.
He noted that the property is located on state highway 13 and that the state would have provided approvals.
He noted that Mendota Heights was only asked to provide the sewer connection in relation to the
development.
Councilor Duggan asked about whether a traffic sign or traffic light at the bottom of Wachtler is
considered.
Public Works Director Ruzek noted potential traffic improvements that could occur in the future as
proposed in the plans of MnDOT.
Councilor Duggan moved to approve SANITARY SEWER CONNECTION AGREEMENT FOR THE
RIVER BLUFFS DEVELOPMENT.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
PUBLIC COMMENTS
Bernard Friel, an unidentified speaker, Jill Smith, John Maczko, and Thomas Smith expressed
appreciation to Councilmember Duggan for his service.
No items scheduled.
PUBLIC HEARING
NEW AND UNFINISHED BUSINESS
A) RESOLUTION 2022-97 ACCEPTING FEASIBILITY REPORT AND CALLING FOR A PUBLIC
HEARING FOR THE VICTORIA CURVE STREET IMPROVEMENTS
Public Works Director Ryan Ruzek introduced Larry Poplar to provide the presentation on this item. Larry
Poplar, TKDA, explained that the Council was being asked to approve the feasibility report and schedule
a public hearing for the Victoria Curve Street Improvements.
Councilor Paper asked for more details on what a truncated dome would be.
Mr. Poplar described what a truncated dome would be for a pedestrian ramp, noting that it is a delineator
for those with visual impairment.
December 20, 2022 Mendota Heights City Council Page 4 of 7
City Council I Tuesday, January 3, 2023 1 Page 17 of 72
Councilor Paper asked if there has been information on potential pricing for projects in 2023.
Mr. Poplar stated that they have adjusted estimates based on the costs of this last year. He noted that a lot
of work was completed last year, even with increased material costs. He noted that the labor costs may
decrease while material prices increase.
Councilor Duggan referenced the property at the intersection of Hunter Lane and Victoria Curve and asked
for details on why that is not shown to be included.
Public Works Director Ryan Ruzek noted that property was assessed for the work on Hunter Lane as that
is where their driveway resides.
Councilor Duggan asked about the impact of the three units that would be known as the synagogue area.
Mr. Poplar commented that there is wetland on the property which reduces the frontage to the three units.
Councilor Duggan asked if that property has been made aware of that.
Public Works Director Ryan Ruzek noted that once the report is approved, they will have an idea of the
costs and can move forward with sending the notices to properties.
Councilor Mazzitello referenced the assessment amount and asked how that compares to similar projects
in other neighborhoods.
Public Works Director Ryan Ruzek provided a comparison for a project completed in 2022 and estimates
of previous years. He noted that in 2018/2019 the assessments were capped at $5,000.
Councilor Mazzitello asked, if approved tonight, the assessment could not be increased but could be
decreased.
Public Works Director Ryan Ruzek replied that legally the assessment could be increased but informally
the City has been conservative in its reports and assessments come in under the proposed amount. He
stated that they are hoping for more competitive bids from the contractors.
Councilor Mazzitello commented that the City made an effort to keep assessment amounts consistent over
the years in order to be fair to residents.
Public Works Director Ryan Ruzek confirmed that would likely be the cap for the project.
Mayor Levine asked the length of the reclamation roadway.
Mr. Poplar replied that this total project area would be about 4,500 feet. Public Works Director Ryan
Ruzek replied that this would basically be a brand-new street with a lifespan of 25 years that could be
extended with proper maintenance.
December 20, 2022 Mendota Heights City Council Page 5 of 7
City Council I Tuesday, January 3, 2023 1 Page 18 of 72
Mayor Levine commented that in order to do this reclamation it would be $2,000,000 for less than one
mile. She commented that this is more expensive than she thought it would be.
Public Works Director Ryan Ruzek replied that the typical cost for a new roadway would be about
$4,000,000 per mile. Mr. Poplar commented that this also includes a retaining wall which is expensive
and noted that they can look to minimize that as the project moves forward.
Mayor Levine asked if parking would be eliminated on the south side of the road.
Public Works Director Ryan Ruzek replied that he anticipated that certain areas of the street have curb
and gutter and he would keep the rural sections rural, which would leave parking available on the south
side of the road. He noted that parking may be restricted across from City Hall.
Mayor Levine commented that expansion is adding to the cost and asked if alternatives have been
considered. She stated that on street parking should remain.
Public Works Director Ryan Ruzek commented that there would be issues with narrowing the roadway
west of Hunter Lane would eliminate parking on that section of the roadway. He stated that both north
and south parking is needed between Lexington and Hunter. He noted that the road is wider than it needs
to be for the volume of traffic. He provided details on the existing trails and proposed connections.
Councilor Miller asked if the narrowing and additional parking would satisfy the needs with the City Hall
overflow parking as well as the synagogue.
Public Works Director Ryan Ruzek replied that this is still feasibility design, and he could not say the
exact number of spaces being used. He noted that most of the conflicts are between the athletic field usage
and City Hall meetings. He stated that most of the synagogue traffic is on weekends or during business
hours of the work week.
Councilor Duggan asked the age of Victoria.
Mr. Poplar was unsure. Public Works Director Ryan Ruzek replied that he could not find a single record
on when the section in front of City Hall was constructed. He noted that from Hunter Lane to Highway
13, that was built by MnDOT in the early 1990s. He stated that there is substantial boring information
available from that project.
Councilor Mazzitello moved to approve RESOLUTION 2022-97 ACCEPTING FEASIBILITY REPORT
AND CALLING FOR A PUBLIC HEARING ON THE VICTORIA CURVE STREET IMPROVEMENT
PROJECT #202305.
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
ADJOURN
December 20, 2022 Mendota Heights City Council Page 6 of 7
City Council I Tuesday, January 3, 2023 1 Page 19 of 72
Mayor Levine moved to adjourn.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
Mayor Levine adjourned the meeting at 7:19 p.m.
Stephanie B. Levine
Mayor
ATTEST:
Christine Lusian
City Clerk
December 20, 2022 Mendota Heights City Council Page 7 of 7
City Council I Tuesday, January 3, 2023 1 Page 20 of 72
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City Council I Tuesday, January 3, 2023 1 Page 21 of 72 6c
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the City Council Work Session
Tuesday, December 20, 2022
CALL TO ORDER
Mayor Levine called the work session to order at 4:00 pm. Councilmembers Mazzitello, Miller,
and Paper were present.
Staff in attendance included City Administrator Cheryl Jacobson, Public Works Director Ryan
Ruzek, Assistant City Administrator Kelly Torkelson, Parks and Recreation Manager Meredith
Lawrence, Community Development Director Tim Benetti, Natural Resource Coordinator Krista
Spreiter, Finance Director Kristen Schabacker, and City Clerk Christine Lusian.
Council member -elect Sally Lorberbaum was also present.
RIVER TO RIVER GREENWAY
Tony Wotzka and Chris Klatt from Dakota County provided background on the River to River
Greenway and presented a proposed plan looking for direction from council on developing final
construction plans. From this discussion with council on improvement details, the plan will be
updated and presented to the Parks and Recreation Commission, Natural Resources Commission
and at a regular city council meeting for comments and recommendations.
Project objectives discussed include identifying an underpass of Trunk Highway 149/Dodd Road
and potential alternative alignments in Valley Park while improving safety and accessibility of
greenway alignments by addressing curve and steep grade issues; improving connections to local
trails and sidewalks; improving and adding elements like wayfinding, landscaping and
interpretive signage, and improving water quality and habitat in the corridor.
Council feedback indicted support for the TH149/Dodd Road underpass and creating safe local
connections to existing trails. Council discussed and opposed alignment changes through Valley
Park and the proposed removal of the White Pine Plantation. Council was not in favor of
creating loops that result in islands. Council indicated mixed support for a 10-foot-wide trail in
the section near the tennis courts and playground.
The schedule for the plan is preliminary design in 2022, engagement and final design in 2023,
trail construction in 2024, and underpass construction in 2026.
Mayor Levine stated her preference for Dakota County to work with community members.
Councilor Mazzitello expressed concerns with ADA compliance. Residents expressed concerns
City Council I Tuesday, January 3, 2023 1 Page 22 of 72
with trail widening, tree root and wildlife disturbance, lack of ongoing management and
maintenance.
LAKEVIEW PROPERTY SALE
Ryan Ruzek presented findings regarding the potential sale of a city -owned lot on Lakeview
Avenue PID 272840005090. The Perron Family, its original owners, have inquired about
purchasing the property back.
Outstanding questions exist and information is needed on the history of the property namely the
terms of how the property was acquired by MnDOT.
Councilor Mazzitello noted that if the property was not originally condemned, it should be
offered back to the family. Mazzitello believes MnDOT is in error. Staff will do additional
research to resolve outstanding original acquisition questions.
MEETING TIMES
City Administrator Jacobson explained that the city council from time to time considers
changing the start time of regular city council meetings. She noted that councilmember-elect
Lorberbaum requested that city council start meetings later due to her work schedule.
Lorberbaum proposed that workshops begin at 5pm and regular meetings begin at 7pm.
Councilor Paper was not in favor. Councilor Miller was in favor.
Mazzitello reiterated the purpose of workshops — to work through and discuss. He would like
better notes and suggested audio recording, but not televising the work sessions and noted that
the proposed later time worked better for him.
Mayor proposed to try 5pm start time for workshops and 7pm start times for regular meetings,
although a resolution is needed first and can be passed in January; time change will begin in
February.
ADJOURNMENT
Mayor Levine adjourned the meeting at 5:50 p.m.
Stephanie B. Levine, Mayor
ATTEST:
Christine Lusian, City Clerk
City Council I Tuesday, January 3, 2023 1 Page 23 of 72
M
"000006-
m* CITY or
MENDOTA HEIGHTS
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone � 651.452.8940 fax
www.mendota-heig hts.com
Request for City Council Action
DATE: January 3, 2023
TO: Mayor and City Council
FROM: Cheryl Jacobson, City Administrator
SUBJECT: Designation of Acting Mayor for 2023
INTRODUCTION
The City Council is asked to appoint one of its members to serve as acting mayor.
BACKGROUND
Minnesota Statutes §412.121 requires the Council to choose an acting mayor at the first City
Council meeting of the year. The law provides that the acting mayor shall perform the duties of
the mayor during the disability or absence of the mayor from the city or in event of vacancy in
the office of the mayor, until such time a successor has been appointed.
The practice in Mendota Heights has been that the Mayor has recommended a candidate, and
the Council then affirms the recommendation, or comes up with an alternate candidate. Since
2017, the acting mayor position for the City of Mendota Heights has been held by council
member Joel Paper.
RECOMMENDATION:
Mayor Levine recommends the appointment of council member John Mazzitello to be acting
Mayor for 2023.
ACTION REQUIRED:
If the Council concurs, it should approve a motion naming council member John Mazzitello to
serve as the acting mayor for 2023. If there is a different councilor nominated, the Council
should then make a decision from amongst those nominated.
This action requires a majority vote.
City Council I Tuesday, January 3, 2023 1 Page 24 of 72
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City Council I Tuesday, January 3, 2023 1 Page 25 of 72 6e
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651.452.8940 fax
www.rnendota-helghts.com
CITY OF
MENDDTA HEIGHTS
Request for City Council Action
DATE: January 3, 2023
TO: Mayor and City Council, City Administrator
FROM: Christine Lusian, City Clerk
SUBJECT: Designation of Official Newspaper
INTRODUCTION
Minnesota Statutes §412.831 requires the city council to designate an official newspaper each year
for publication of ordinances, other matters required by law and as council deems advisable or in
the interest of the public.
BACKGROUND
The St. Paul Pioneer Press is currently the city's official newspaper and conveniently publishes
seven days a week. The rate for 2023 is $6.86 per column inch per publication ($0.49 per line and
there are 14 lines per column inch).
BUDGET IMPACT
News publication is a budgeted administrative item in the general fund with no change for 2023.
RECOMMENDATION
Staff recommends that the city council designate the Pioneer Press as the official city newspaper.
ACTION REQUESTED
If the Council concurs, it should approve a motion designating the St. Paul Pioneer Press as the
city's official newspaper for 2023. This action requires a simple majority vote of the city council.
City Council I Tuesday, January 3, 2023 1 Page 26 of 72
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City Council I Tuesday, January 3, 2023 1 Page 27 of 72 6f
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651.452.8940 fax
www.mendota-heights.com
s
mR CITY OF
MENDOTA HEIGHTS
Request for City Council Action
DATE: January 3, 2023
TO: Mayor, City Council, and City Administrator
FROM: Christine Lusian, City Clerk
SUBJECT: Resolution 2023-03 Appointing Municipal Trustees to the Mendota
Heights Fire Relief Association Board of Trustees
INTRODUCTION
The city is required to annually appoint three municipal trustees to the Mendota Heights Fire
Relief Association Board of Trustees.
BACKGROUND
Minnesota Statutes §424A.04, subd. 1, requires that the city appoint three municipal trustees to
the Board of Trustees for the Mendota Heights Fire Relief Association. Of the three municipal
trustees one must be an elected municipal official, one must be an elected or appointed
municipal official and one must be the fire chief.
Municipal trustees have all the rights and duties accorded to any other trustee, except the right
to be an officer of the Relief Association. Appointments of Municipal Trustees is done on an
annual basis or at which time a successor is determined, whichever is later.
The current Mendota Heights Relief Association statutory Board of Trustees members are
Mayor Stephanie Levine and City Clerk Christine Lusian, and Fire Chief Dave Dreelan.
BUDGET IMPACT
None.
RECOMMENDATION
Staff recommends that the City Council approve Resolution 2023-03 Appointing Municipal
Trustees to the Mendota Heights Fire Relief Association Board of Trustees.
ACTION REQUESTED
If the Council concurs, it should, by motion approve Resolution 2023-03 Appointing
Municipal Trustees to the Mendota Heights Fire Relief Association Board of Trustees.
City Council I Tuesday, January 3, 2023 1 Page 28 of 72
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023-03
A RESOLUTION APPOINTING MUNICIPAL TRUSTEES TO THE MENDOTA
HEIGHTS FIRE RELIEF ASSOCIATION BOARD OF TRUSTEES
WHEREAS, the City Council of the City of Mendota Heights desires to make municipal
appointments to the Board of Trustees for the Mendota Heights Fire Relief Association; and
WHEREAS, Minnesota Statutes Section 424A.04 states the three municipal trustees
must be one elected municipal official and one elected or appointed municipal official who are
designated as municipal representatives by the municipal governing board annually, and the
chief of the municipal fire department.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Mendota
Heights, Minnesota, as follows, that Mayor Stephanie Levine, City Clerk Christine Lusian, and
Fire Chief Dave Dreelan, are hereby appointed to serve as Municipal Trustees of the Mendota
Heights Fire Relief Association for the year 2023, or until their successor has been appointed.
Adopted by the Mendota Heights City Council this 3rd day of January, 2023.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Stephanie B. Levine, Mayor
ATTEST:
Christine Lusian, City Clerk
"0000016-
m* CITY of
MENDOTA HEIGHTS
City Council I Tuesday, January 3, 2023 1 Page 29 of 72 6g
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone � 651.452.8940 fax
www.mendota-heig hts.com
Request for City Council Action
DATE: January 3, 2023
TO: Mayor and City Council
FROM: Cheryl Jacobson, City Administrator
SUBJECT: City Liaison Assignments and Appointments
INTRODUCTION
At the beginning of each year, the City Council reviews and updates the list of commission and
board assignments and appointments for the year.
BACKGROUND
The following boards and commissions require City representation either by an elected official or
citizen representative:
Dakota 911 Board of Directors
Formerly known as the Dakota Communications Center (DCC), Dakota 911 is a joint safety project
established by a partnership of 11 cities and Dakota County. Dakota 911 provides centralized 911
and emergency dispatch services. Dakota 911 is headed by a 12-member Board of Directors
consisting of an elected official from each jurisdiction.
Proposed appointments for a 2-year term:
Primary Representative: Joel Paper
Alternate: Stephanie Levine
NDC4 Cable Commission
The Northern Dakota County Cable Communications Commission serves its member cities by
administering and enforcing the cable franchise ordinance, managing institutional programming
and overseeing local community programming on their behalf. NDC4 is a municipal joint powers
cooperative formed in 1982 by the seven cities of Inver Grove Heights, Lilydale, Mendota,
Mendota Heights, South St. Paul, Sunfish Lake, and West St. Paul.
Proposed appointments for a 2-year term:
Citizen Representative: Mickey Kieffer
Elected Official Representative: Sally Lorberbaum
Appointments to the NDC4 Cable Commission need to be done so by city council resolution.
BUDGET IMPACT
N/A
City Council I Tuesday, January 3, 2023 1 Page 30 of 72
RECOMMENDATION
Staff recommends the approval of the recommended appointments to the Dakota 911 and
Northern Dakota County Cable Communications Commission.
ACTION REQUESTED
If the City Council concurs, it should, by motion, approve the appointment of councilmember
Joel Paper as the primary representative and Mayor Stephanie Levine as the alternate
representative to the Dakota 911 board; and approve Resolution 2023-04 Approving
Appointments to the Northern Dakota County Cable Commission.
City Council I Tuesday, January 3, 2023 1 Page 31 of 72
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023-04
APPOINTING REPRESENTATIVES TO THE NORTHERN DAKOTA COUNTY
CABLE COMMUNICATIONS COMMISSION (NDC4)
WHEREAS, the Northern Dakota County Cable Communications Commission serves its
member cities by administering and enforcing the cable franchise ordinance, managing
institutional programming and overseeing local community programming on their behalf; and
WHEREAS, as a member, the city of Mendota Heights appoints two representatives to
the commission. One of these representatives must be a city council member, and the other a
citizen representative.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mendota
Heights, Minnesota that Mickey Kieffer is hereby reappointed as the city's citizen representative
and council member Sally Lorberbaum is hereby appointed as the city's elected official
representative to the NDC4 Commission for a two-year term beginning January, 2023 through
January, 2025.
Adopted by the Mendota Heights City Council this Yd day of January, 2023.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
ATTEST:
_ Stephanie B. Levine, Mayor
Christine Lusian, City Clerk
City Council I Tuesday, January 3, 2023 1 Page 32 of 72
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City Council I Tuesday, January 3, 2023 1 Page 33 of 72
6h
"000006-
m* CITY of
MENDOTA HEIGHTS
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone � 551.452.8940 fax
www.mendota-heig hts.com
Request for City Council Action
DATE: January 3, 2023
TO: Mayor and City Council
FROM: Cheryl Jacobson, City Administrator
SUBJECT: City Council Meetings —Start time change
INTRODUCTION
Regular city council meetings are held on the first and third Tuesday of the month and begin at
6:00 p.m., unless posted otherwise. City Council work sessions are held prior to the regular city
council meeting on the third Tuesday of the month and typically begin at 4:00 p.m.
BACKGROUND
City council regular meeting times were set in December, 2020 under resolution 2020-88. From
time to time, depending on schedules of city council members, the city council evaluates city
council meeting times.
The city council is proposing to change the start time of regular city council meetings to 7:00 p.m.
City Council work sessions held prior to the regular city council meeting on the third Tuesday of
the month would begin at 5:00 p.m.
Attachment: Resolution 2020-88
BUDGETIMPACT
N/A
RECOMMENDATION
Staff recommends that the Council approve its own recommendation changing regular city council
meeting start times from 6:00 p.m. to 7:00 p.m. and work sessions held prior to the regular city
council meeting on the third Tuesday of the month to 5:00 p.m. effective February 1, 2023.
ACTION REQUESTED
If the City Council concurs, it should, by motion, approve Resolution 2023-05, "Changing the
Start Time of Regular Meetings of the Mendota Heights City Council".
City Council I Tuesday, January 3, 2023 1 Page 34 of 72
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023-05
CHANGING THE START TIME OF REGULAR MEETINGS OF THE MENDOTA
HEIGHTS CITY COUNCIL
WHEREAS, in December, 2020 the Council approved resolution 2020-88, which established a
6:00 p.m. start time for regular City Council meetings effective January, 2021; and
WHEREAS, Section 1-5-3(A)(1) of the Mendota Heights City Code requires that any changes
to the City Council's regular meeting time shall be established by a resolution of the Council;
and
WHEREAS, the City Council of the City of Mendota Heights has duly considered this matter,
and desires to change the starting time of regular City Council meetings to 7:00 p.m.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mendota
Heights that effective February 1, 2023, the starting time of regular City Council meetings held
on the first and third Tuesdays of the month shall be 7:00 P.M.; and the starting time of work
sessions held prior to the regular city council meeting on the third Tuesday of the month shall be
5:00 p.m. and shall remain so until future action is taken by the City Council.
Adopted by the City Council of the City of Mendota Heights this Yd day of January, 2023.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Stephanie B. Levine, Mayor
ATTEST:
Christine Lusian, City Clerk
City Council I Tuesday, January 3, 2023 1 Page 35 of 72
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, NIINNESOTA
RESOLUTION 2020 - 88
A RESOLUTION CHANGING THE STARTING TIME FOR REGULAR
MEETINGS OF THE MENDOTA HEIGHTS CITY COUNCIL
WHEREAS, on August 4th, 2020, the City Council approved resolution 2020-45, which changed
the starting time for the regular meetings of the City Council from. 6:00 PM, to 5:00 PM, to become
effective January 1, 2021; and
WHEREAS, since adoption of Resolution 2020-45, there have been changes in the make-up of
the City Council; and
WHEREAS, the City has also become aware of potential staffmg difficulties that would be seen
by the individuals who cablecast the meetings, if a time earlier than 6:00 PM is adopted; and
WHEREAS, a change to 6:00 PM would better accommodate the schedules of the members of
the City Council and technical staff, and
WHEREAS, Section 1-5-3(A)(1) of the Mendota Heights City Code requires that any changes to
the City Council's regular meeting time shall be established by a resolution of the Council; and
WHEREAS, the City Council of the City of Mendota Heights has duly considered this matter,
and desires to change the starting time of regular City Council meetings to 6:00 P.M.
NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of
Mendota Heights that the starting time of regular City Council meetings held on. the first and third
Tuesdays of the month shall be changed to 6:00 P.M. and shall remain so until future action is taken by
the City Council.
BE IT FURTHER RESOLVED that the effective date of this change shall be January 1, 2021.
Adopted by the City Council of the City of Mendota Heights this 15' day of December, 2020.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Neil Garlock, Mayor
ATTES
Lorri Smith, City Clerk
City Council I Tuesday, January 3, 2023 1 Page 36 of 72
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City Council I Tuesday, January 3, 2023 1 Page 37 of 72 6I
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651.452.8940 fax
www.rnendota-heights.corn
Of CITY OF
MENDOTA HEIGHTS
Request for City Council Action
DATE: January 3, 2023
TO: Mayor, City Council, and City Administrator
FROM: Christine Lusian, City Clerk
SUBJECT: Massage Therapist License
INTRODUCTION
City Council is asked to approve a new massage therapist license.
BACKGROUND
Massage therapist applicant, Mary Denison, has completed application requirements, paid the
associated license fees, and secured employment at licensed massage establishment Hush
Therapeutic Massage.
RECOMMENDATION
City staff recommends City Council approve a massage therapist license for Mary Denison
effective through June 30, 2023.
City Council I Tuesday, January 3, 2023 1 Page 38 of 72
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City Council I Tuesday, January 3, 2023 1 Page 39 of 72 6j
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651.452.8940 fax
www.mendota•helghts.com
s
m* CITY OF
MENDOTA HEIGHTS
Request for City Council Action
DATE: January 3, 2023
TO: Mayor, City Council and City Administrator
FROM: Kristen Schabacker, Finance Director
SUBJECT: 2023 Financial Items
INTRODUCTION
At its January 3 meeting, the City Council is asked to approve three routine financial actions.
BACKGROUND
There are three items that need to be reviewed by the council on an annual basis. Two of the items
have attached resolutions and the other item needs to be authorized and reviewed by the council.
• Each year the city designates financial institutions that may be used as depositories for city
funds. The attached resolution lists those institutions that may be used in 2023.
• Minnesota Statue § 118A.03 requires that to the extent city funds in a financial institution
exceed FDIC insurance amounts, a collateral security be pledged to cover the difference.
The attached resolution states the collateral that is in place for the city at Deerwood Bank.
• The council needs to authorize the finance director to execute electronic payments and
prepay claims. This is not a change in process, but an acknowledgement that there are
claims paid prior to council approval on the agenda. This item was recommended to be
formally authorized by the city auditors.
BUDGETIMPACT
N/A
RECOMMENDATION
City staff recommends that the Mendota Heights City Council approve the attached resolutions
2023-01 and 2023-02 designating city depositories and accepting pledged securities.
In addition, the staff recommends that the finance director be given the authority to prepay
claims. All of these actions require a majority vote of the city council.
City Council I Tuesday, January 3, 2023 1 Page 40 of 72
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023 - 01
RESOLUTION ESTABLISHING 2023 CITY DEPOSITORIES OF FUNDS
BE IT RESOLVED by the city council of the City of Mendota Heights that the following
institutions be designated as depositories for city funds and securities for 2023:
Deerwood Bank
Wells Fargo Bank
Cherokee State Bank
Gateway Bank
U.S. Bancorp
Piper Sandler & Co.
TD Ameritrade
Minnesota Municipal Money Market Fund
Wells Fargo Advisors, Inc.
BE IT FURTHER RESOLVED that investments of city funds be in any securities
authorized by Minnesota Statutes Chapters I I8A.04 and 427.02.
Adopted by the City Council of the City of Mendota Heights this 3rd day of January, 2023.
IM
ATTEST:
Christine Lusian, City Clerk
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Stephanie B. Levine, Mayor
City Council I Tuesday, January 3, 2023 1 Page 41 of 72
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION NO. 2023 - 02
RESOLUTION ACCEPTING PLEDGED SECURITIES FOR 2023
WHEREAS, every designated depository of city funds must provide collateral or other
security to the city to protect against financial loss, pursuant to Minnesota Statutes Chapter I I8A.03
and 427.01; and
WHEREAS, all financial institutions designated as depositories for 2023 are members of the
Federal Deposit Insurance Corporation (FDIC) which provides suitable security up to established
limits; and
WHEREAS, the city's depositories in financial institutions routinely exceed these
established limits necessitating the provision of additional security.
NOW, THEREFORE, BE IT RESOLVED that the following pledged securities be
accepted by the city as additional collateral for calendar year 2023.
Deerwood Bank
$ 200,000 FNMA 2.500% due 08/01/2034
$3,240,000 FFCB 0.210% due 12/28/2023
Adopted by the City Council of the City of Mendota Heights this 3rd day of January, 2023.
MIX
ATTEST:
Christine Lusian, City Clerk
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Stephanie B. Levine, Mayor
City Council I Tuesday, January 3, 2023 1 Page 42 of 72
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City Council I Tuesday, January 3, 2023 1 Page 43 of 72 6 k
1101 Victoria Curve I Mendota Heights, MN 55118
651,452,1850 phone 1 651.452,8940 fax
www.rnendota-heights.com
CITY OF
m MENDOTA HEIGHTS
Request for City Council Action
MEETING DATE: January 3, 2023
TO: Mayor, City Council, and City Administrator
FROM: Scott Goldenstein, Assistant Fire Chief
SUBJECT: November 2022 Fire Synopsis
COMMENT:
Fire Calls: 45
For November 2022, the Fire Department was paged for service a total of 45 times.
Mendota Heights
32 calls
Lil dale
5 calls
Mendota
2 calls
Sunfish Lake
3 calls
Other
3 calls
Total:
45 calls
Types of calls:
Fires: 4 November found the fire department responding to two house fires in Mendota
Heights as well as to two vehicle fires (these numbers do not include mutual/auto aid fire
requests shown at the bottom of this section).
Medical/Extrication: 8 Seven fire calls were medical in nature and of those eight, one
involved an elevator extrication.
Hazardous Situations: 3 November had two carbon monoxide incidents (with carbon
monoxide found to be present) and one call for power lines down.
Service Call: 1 One call came in as a building fire but ended up being burnt food. The home
did require ventilation to help clear out the smoke.
False Alarms/System Malfunctions: I I This past month of November had 11 false alarms:
five were due to malfunction, five were coded as being unintentional trips, and the 1 lth was
malicious intent. The person that pulled the pull station ended up being taken in by the police
department.
Good Intent: 5 Under the category of "Good Intent" two calls were carbon monoxide call
investigations and three were coded as smoke scares with no actual problem found.
City Council I Tuesday, January 3, 2023 1 Page 44 of 72
Dispatched and Cancelled En route: 10 Ten calls were paged to the department and then
cancelled before crews arrived on scene.
Mutual/Auto-Aid Other: 3 Auto/Mutual Aid requests were received from Eagan, and South
Metro Fire for structure fires (the Eagan request was cancelled before the MHFD responded).
For the two South Metro fire call requests, Mendota Heights Fire crews participated in helping.
November Trainings
November 9 18:30 RIT/Mayday Mandatory 3 Offering 1 of 3
This drill was a multi station drill held at our station that featured scenarios reinforcing
emergency mayday and rescue procedures and skills.
November 10 07:00 RIT/Mayday Mandatory 3 Offering 2 of 3
This drill was a multi station drill held at our station that featured scenarios reinforcing
emergency mayday and rescue procedures and skills.
November 16 18:30 VEIS Mandatory 4 Offering 1 of 3
VEIS = Vent, Enter, Isolate and Search. This drill was held at the fire station and had both a
classroom element as to where this high -risk procedure would be used. Then it was practiced via
ladders entering a structure via a second -floor window scenario in the fire station bays.
November 21
18:30
Fire Extinguishers
This drill was dedicated to the proper selection and usage of fire extinguishers. It included
classroom, hands on deployment, and maintenance refilling (where applicable).
November 22
07:00
Fire Extinguishers
This drill was dedicated to the proper selection and usage of fire extinguishers. It included
classroom, hands on deployment, and maintenance refilling (where applicable).
City Council I Tuesday, January 3, 2023 1 Page 45 of 72
MENDOTA HEIGHTS FIRE DEPARTMENT
NOVEMBER 2022 MONTHLY REPORT
Number of Calls 45 Total Calls for Year 371
FIRE ALARMS DISPATCHED
ACTUAL FIRES
Structure - MH Commercial
Structure - MH Residential
Structure - Contract Areas
Cooking Fire - confined
Vehicle - MH
Vehicle - Contract Areas
Grass/Brush/No Value MH
Grass/Brush/No Value Contract
Other Fire
OVERPRESSURE RUPTURE
Excessive heat, scorch burns
MEDICAL
Emergency Medical/Assist
Vehicle accident w/injuries
Extrication
Medical, other
HAZARDOUS SITUATION
Spills/Leaks
Carbon Monoxide Incident
Power line down
Arcing, shorting
Hazardous, Other
SERVICE CALL
Smoke or odor removal
Assist Police or other agency
Service Call, other
GOOD INTENT
Good Intent
Dispatched & Cancelled
Smoke Scare
HazMat release investigation
Good Intent, Other
FALSE ALARMS
False Alarm
Malfunction
Unintentional
False Alarm, other
MUTUAL AID
Total Calls
NUMBER STRUCTURE
2 $6,500
2
5
1
1
1
2
1
1
10
3
2
CONTENTS
TOTAL MONTHLY FIRE LOSSES
$6,500 $20,000 $4,300
FIRE LOSS TOTALS
FIRES, ALL AREAS (MONTH) $30,800
Mendota Heights Only Structure/Contents
Mendota Heights Only Miscellaneous
Mendota Heights Total Loss to Date
Contract Areas Loss to Date
LOCATION OF FIRE ALARMS
Current To Date
Mendota Heights
Lilydale
Mendota
Sunfish Lake
Other
5
5 Total:
1
3
45
WORK PERFORMED
Hours
To Date
Last Year
Fire Calls
628
4692
4785
Meetings
33
522.5
338.5
Training
359
3118.3
4023.75
Special Activity
53.5
1037
909.5
Fire Marshal
47
376.5
508
TOTALS 1120.5 9746.3 10564.75
3 26
45 371
TOTALS TO DATE
$25,000
$637,400
$14,400 1
$637,400
$14,400
$676.800
Last Year
235
18
7
13
38
FIRE MARSHAL'S TIME FOR MONTH
Inspections
32
Investigations
0
Re -Inspection
0
Meetings
3
Administration
12
Plan Review/Training
0
TOTAL:
47
City Council I Tuesday, January 3, 2023 1 Page 46 of 72
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City Council I Tuesday, January 3, 2023 1 Page 47 of 72 61
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651.452.8940 fax
www.mendota-heights.com
of CITY OF
MENDOTA HEIGHTS
Request for City Council Action
DATE: January 3, 2023
TO: Mayor, City Council, and City Administrator
FROM: John Boland, Public Works Superintendent
SUBJECT: Approval to Purchase a Bobcat UW65 Toolcat
INTRODUCTION
Staff has proposed to add a Bobcat Toolcat to its fleet, and is asking approval to purchase.
BACKGROUND
Public Works continues to look for ways to improve efficiency in its operations. The Toolcat
from Bobcat is a machine that Public Works has looked into and used as a demo in 2022. The
Toolcat was used for various operations, and it was decided that it will increase efficiencies with
time, effort, and ease of operation. This machine can use the same attachments that are presently
used on the skid steers that the city owns. It will be used for sweeping pedways, plowing snow,
hauling materials, loading trucks, etc. This will be a new addition to the fleet, and has
approximately a 6-month lead time for delivery.
DISCUSSION
Tri State Bobcat has provided a quote per the Minnesota State Contract #206794 for the price of
$63,000.
BUDGET
There is $63,000 in the 2023 CIP for the purchase of this machine.
RECOMENDATION
Staff recommends that the Mendota Heights City Council approve the purchase of a Bobcat UW64
Toolcat from the state contract for the price of $63,000.
ACTION REQUIRED
If Council concurs, they should pass a motion to approve the purchase of a Bobcat UW64 Toolcat
from the state contract for the price of $63,000. This requires a simple majority vote.
City Council I Tuesday, January 3, 2023 1 Page 48 of 72
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City Council I Tuesday, January 3, 2023 1 Page 49 of 72
6m
"000006-
m* CITY of
MENDOTA HEIGHTS
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone � 551.452.8940 fax
www.mendota-heig hts.com
Request for City Council Action
DATE: January 3, 2023
TO: Mayor and City Council
FROM: Cheryl Jacobson, City Administrator
SUBJECT: Professional Services Proposal for Consulting Planning Services
INTRODUCTION
With the departure of the city's Community Development Director, the city is in need of interim
planning services.
BACKGROUND
Community Development Director Tim Benetti's last day with the city is January 6. The city is
currently recruiting to fill the vacant Community Development Director position and anticipates
having someone in place by March 1. To fill the gap in city planning services and staff, the City
Administrator is recommending a professional services contract with Swanson Haskamp
Consulting, LLC.
Swanson Haskamp Consulting, LLC (SHC) has provided municipal consulting services to a
variety of clients for more than 15 years. Most recently, SHC was hired to work with the city to
complete an update to the Zoning Code. Jennifer Haskamp, CEO and principal planner has worked
closely with the Planning Commission and staff and is deeply familiar with the city's plans and
policies relating to land use, zoning, etc.
Services included under the proposed professional services contract will focus on the following
tasks and activities:
• Review and processing of all land use applications
• Resident and stakeholder response and communication
• Meeting attendance, participation and coordination
• Miscellaneous/other activities as needed
Providing the above planning services is estimated to take 10-15 hours per week. Depending on
the timing for filling the Community Development Director position, it is anticipated that the
length of time needed for interim services will be 10-12 weeks. SHC will continue its work on
the Zoning Code Update, which is expected to be completed in the first quarter of 2023. The
proposed contract for planning services supplements the work but does not change the approved
activities or budget defined for the Zoning Code Update project.
City Council I Tuesday, January 3, 2023 1 Page 50 of 72
BUDGET IMPACT
The Community Development Director position is a budgeted position. Budgeted funds would
be used for the proposed consulting planning services. Work performed by SHC would be
billed by service area and on an hourly basis.
RECOMMENDATION
Staff recommends the approval of a professional services contract with Swanson Haskamp
Consulting, LLC for consulting planning services.
ACTION REQUESTED
If the City Council concurs, it should, by motion, approve a professional services contract with
Swanson Haskamp Consulting, LLC for consulting planning services.
City Council I Tuesday, January 3, 2023 1 Page 51 of 72
JL
1r
December 23, 2022
Ms. Cheryl Jacobson
City Administrator
City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
RE: Proposal for Interim Planning Services
City of Mendota, MN
Dear Ms. Jacobson,
Thank you for reaching out and requesting this proposal for Interim Planning Services to assist the City of
Mendota Heights. We understand that Mr. Benetti has recently accepted a position with another community
and that there will be a gap between his departure and the City bringing on a new Community Development
Director to lead the City's planning efforts into the future.
SHC is positioned perfectly to assist the City during this transition given our experience with the City's policy
and regulatory documents. Over the past year we have worked closely with the Planning Commission,
intermittently with the City Council, and other members of the City Staff on the Zoning Code Update
Project. We are confident that the work and relationships we have built with the City will provide us with a
perfect foundation to provide seamless interim planning services to your residents, stakeholders and policy
makers.
In addition to our experience in Mendota Heights, SHC has provided municipal consulting services to various
clients for more than 15-years. Our municipal consulting service contracts are structured in multiple ways
including on -going consulting services (open ended, usually renewed annually) to interim services (specific
time duration stated in the contract) or project based services that are established for a specific application.
The following proposed scope of work is based on our meeting and preliminary discussion on December 17,
2022, but we are happy to modify or tailor the following scope based on the City's needs. Given our
understanding of your request, we propose a contract period not to exceed 12-months, understanding that
our services will likely terminate, or become on an as -needed basis, once a new Community Development
Director is appointed.
City of Mendota Heights — Proposal for Interim Planning Services
City Council I Tuesday, January 3, 2023 1 Page 52 of 72
JL
I
Scope of Work
We propose to perform interim planning services that generally includes the following tasks and activities:
• Review and Process all Land Use Applications.
o Determine completeness of applications in compliance with MN State Statute 15.99 or
462.358 (as applicable).
o Monitor processing timelines to ensure compliance with 15.99 and 462.358.
o Coordinate with other City Staff on applications if other technical review is needed.
o Prepare Staff Reports and analysis of each land use application or request.
o Present Staff Reports and Draft findings, resolutions, permits etc., to the Planning
Commission and City Council, as necessary.
• Resident/Stakeholder Response and Communication.
o SHC will check voicemail and email daily to respond to resident and/or stakeholder inquiries
regarding land use and zoning related questions.
o Coordinate with other City Staff, as needed, regarding any code enforcement questions or
formal complaints.
o Ensure level of service is maintained throughout the transition period so that resident,
business and stakeholder inquiries are appropriately responded to in a timely manner.
• Meeting Attendance, Participation and Coordination.
o SHC will attend meetings with City Staff as needed throughout the transition period.
o Assist with onboarding of new Community Development Director, if requested.
o Attend Planning Commission and City Council meetings as requested (note, it is assumed
that SHC will attend if there is a land use agenda item and will NOT attend if there are no
planning agenda items unless requested.)
• Miscellaneous Activities/Other
o SHC will continue to work on the Zoning Code Update which is expected to be complete in
the first Quarter of 2023. This work scope supplements the work but does not change the
approved activities or budget defined for the Zoning Code Update Project.
o We will work with the City Administrator, City Council and Planning Commission to
identify any other work tasks that must be completed during the transition period. We will
only perform services beyond those identified in this scope as directed and authorized in
writing.
SHC Assigned Team
SHC's assigned team members are Jennifer Haskamp and Jess Points. Jess will be responsible for daily
monitoring of the email account and voice mails to assure prompt responses to land use and zoning inquiries.
Jess will prepare technical review and reports and I will provide oversight and QA/QC of all reports and
deliverables. Jennifer will attend Planning Commission and City Council meetings, as need, and as directed.
City of Mendota Heights — Proposal for Interim Planning Services
City Council I Tuesday, January 3, 2023 1 Page 53 of 72
JL
I
Budge/Time Allocation
We understand that this work is irregular and that some weeks will include more time and effort, while others
may be relatively quiet. Based on conversations with Mr. Benetti, we estimate that the work performed will
average between 10 and 15 hours per week, including active land use applications. Given the irregularity of
the scope, we propose to bill according to our standard hourly rates that are attached to this proposal. (See
Attachment 1) We will submit invoices that categorize and track our time by individual land use application
so that our time can be accounted for according to the established escrows, if desired. All other time will be
properly documented and submitted as a general billing code.
SHC is excited to continue our work with the City of Mendota Heights and we are confident that we can
provide near -seamless delivery of services during this transition period. If you have any questions regarding
the contents of this proposal, please do not hesitate to contact me.
Thank you for your time and consideration.
Sincerely,
Jennifer Haskamp, AICP
CEO & Principal Planner
Swanson Haskamp Consulting, LLC
jhaskamp@swansonhaskamp.com
(d.) 651.252.1101
City of Mendota Heights — Proposal for Interim Planning Services
City Council I Tuesday, January 3, 2023 1 Page 54 of 72
Attachment 1: Fee Schedule
(2022/2023)
Service
Rate
Principal, Planner
$150/1-lour
Sr. Planner/ Sr. Landscape Architect
$135/1-lour
Planner
$115/1-lour
Document Preparation/Layout/Production
■ GIS Mapping
■ Document Layout
■ Graphics
$90/1-lour
Mileage rate (Standard 2022 IRS rate)
$0.585/mile
Printing and Mailing Services
Actual Expenses
City Council I Tuesday, January 3, 2023 1 Page 55 of 72 6 n
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651,452.8940 fax
www.nnendota-heights.com ,
CITY OF
MENDOTA HEIGHTS
Request for City Council Action
MEETING DATE: January 3, 2023
TO: Mayor, City Council and City Administrator
FROM: Kristen Schabacker, Finance Director
SUBJECT: Claims List Summary
BACKGROUND
SiLrnificant Claims
US Bank — Monthly Purchases $ 7,500.78
Action Fleet — Utility Vehicle Upgrades — Fire $ 6,715.79
Dakota County Financial Services — Election Equipment Costs $ 3,539.01
Dataworks —New Squad Equipment - Police $ 3,130.00
Ehlers — Arbitrage Reporting $ 3,000.00
Great River Greening — Invasive Species Work $ 4,527.58
Mansfield Oil — Fuel $ 6,658.41
LOGIS — IT Services $ 16,817.00
Swanson Haskamp Consulting — Zoning Code Updates $ 4,367.50
Manual Checks Total
System Checks Total
Total for the list of claims for the January 3, 2023 City Council meeting
$ 149,007.17
$ 79,105.15
$ 228,112.32
RECOMMENDATION
Staff recommends that the Mendota Heights City Council approve the list of claims for January 3, 2023.
City Council I Tuesday, January 3, 2023 1 Page 56 of 72
Account
CITY OF MENDOTA HEIGHTS 12/29/22 8:06 AM
Claims List Page 1
MANUAL CHECKS
12 22 22 MAN
Comments
Search Name MENDOTA HEIGHTS, CITY OF
G 45-1155 CREDIT CARD TRANSFER
G 15-1155 CREDIT CARD TRANSFER
G 01-1155 CREDIT CARD TRANSFER
Search Name MENDOTA HEIGHTS, CITY OF
DEPT Descr
Amount
$17,000.00
$18,000.00
$60,000.00
$95,000.00
$95,000.00
City Council I Tuesday, January 3, 2023 1 Page 57 of 72
CITY OF MENDOTA HEIGHTS 12/29/22 8:07 AM
Page 1
Claims List
MANUAL CHECKS
12 28 22 MAN
Account Comments DEPT Descr Amount
Search Name DRIVER & VEHICLE SERVICES
E 01-4306-020-20
BACKGROUND CHECK - PD
Police
$10.50
Search Name DRIVER & VEHICLE SERVICES
$10.50
Search Name Driver Records (WI)
E 01-4306-020-20
BACKGROUND CHECK - POLICE
Police
$12.00
Search Name Driver Records (WI)
$12.00
Search Name MISSION SQUARE (ICMA RETIREMENT)
G 01-2072
12/23/22 PAYROLL
$3,090.00
G 01-2073
12/23/22 PAYROLL
$150.00
Search Name MISSION SQUARE (ICMA RETIREMENT)
$3,240.00
Search Name PUBLIC EMPL INS PROGRAM
G 01-1215
JAN HEALTH INSURANCE PREM
$42,205.52
G 08-1215
JAN HEALTH INSURANCE PREM
$627.83
Search Name PUBLIC EMPL INS PROGRAM
$42,833.35
Search Name SUN LIFE (ASSURANT
BENEFITS)
G 01-1215
JAN 2023 PREMIUM
$169.60
Search Name SUN LIFE (ASSURANT
BENEFITS)
$169.60
Search Name U. S. BANK
E 01-4330-490-50
EQUIPMENT REPAIR - STREETS
Road & Bridges
$234.78
E 01-4435-200-70
MARKETING SUPPLIES - RECRE
Parks & Recreation
$668.97
E 01-4490-109-09
COUNCIL SUPPLIES
City Council
$243.08
E 01-4435-200-70
RECREATION SUPPLIES
Parks & Recreation
$327.22
E 01-4330-440-20
EQUIPMENT REPAIR - STREETS
Police
$18.98
E 15-4305-060-60
OPERATING SUPPLIES - SEWER
Utility Enterprise
$5.32
E 01-4305-070-70
OPERATING SUPPLIES - PARKS
Parks & Recreation
$5.31
E 01-4330-440-20
EQUIPMENT REPAIR - POLICE
Police
$89.30
E 01-4330-440-20
EQUIPMENT REPAIR - POLICE
Police
$25.98
E 01-4300-110-10
OFFICE SUPPLIES - ADMIN
Administration
$92.44
G 45-2035
PAR 3 OPERATING SUPPLIES
-$13.60
E 45-4300-045-45
PAR 3 OPERATING SUPPLIES
Golf Course
$211.35
E 01-4305-040-40
OPERATING SUPPLIES - CODE
Code Enforcement/Inspe
$324.72
E 01-4330-215-70
BUCKTHORN REMOVAL SUPPLI
Parks & Recreation
$274.73
E 01-4305-050-50
OPERATING SUPPLIES - STREE
Road & Bridges
$5.31
E 01-4220-020-20
PROF SERVICES - POLICE
Police
$110.00
E 45-4300-045-45
OPERATING SUPPLIES - PAR 3
Golf Course
$44.93
E 01-4400-200-70
CONFERENCE EXPENSE - RECR
Parks & Recreation
$129.00
E 15-4400-060-60
TRAINING - SEWER
Utility Enterprise
$25.00
E 01-4400-070-70
TRAINING - PARKS
Parks & Recreation
$25.00
E 01-4400-050-50
TRAINING - STREETS
Road & Bridges
$25.00
E 01-4305-040-40
OPERATING SUPPLIES - CODE
Code Enforcement/Inspe
$98.97
E 01-4223-020-20
NOV TRANSUNION - POLICE
Police
$75.00
E 01-4490-110-10
VOLUNTEER SUPPLIES
Administration
$494.85
E 01-4330-440-20
EQUIPMENT REPAIR - POLICE
Police
$26.77
E 01-4400-020-20
TRAINING - POLICE
Police
$3,105.03
E 01-4400-030-30
CONFERENCE EXPENSE - FIRE
Fire
$220.06
E 01-4490-030-30
ZOOM - FIRE
Fire
$16.06
E 01-4490-080-80
PLANNING COMMISSION SUPPL
Planning
$61.84
E 01-4490-109-09
CITY COUNCIL WORKSHOP SUP
City Council
$177.63
City Council I Tuesday, January 3, 2023 1 Page 58 of 72
CITY OF MENDOTA HEIGHTS
12/29/22 8:07 AM
Page 2
Claims List
MANUAL CHECKS
12 28 22 MAN
Account
Comments DEPT Descr
Amount
E 04-4610-000-00
CAPITAL - POLICE SQUAD Spec Fds
$32.50
E 01-4330-440-20
EQUIPMENT REPAIR - POLICE Police
$32.50
E 08-4280-000-00
CITY HALL RECYCLING Spec Fds
$7.80
E 01-4403-030-30
TRAINING SUPPLIES - FIRE Fire
$75.00
E 01-4300-050-50
OFFICE SUPPLIES - STREETS Road & Bridges
$2.98
E 01-4220-020-20
PROF SERVICES - POLICE Police
$195.00
E 01-4300-070-70
OFFICE SUPPLIES - PARKS Parks & Recreation
$2.98
E 15-4300-060-60
OFFICE SUPPLIES - SEWER Utility Enterprise
$2.99
Search Name U. S. BANK
$7,500.78
Search Name XCEL ENERGY
E 45-4211-046-45
UTILITIES Golf Course
-$41.63
E 01-4211-320-70
UTILITIES Parks & Recreation
$14.57
E 01-4211-320-70
UTILITIES Parks & Recreation
$25.77
E 01-4211-320-70
UTILITIES Parks & Recreation
$16.38
E 01-4211-320-70
UTILITIES Parks & Recreation
$67.73
E 45-4212-046-45
UTILITIES Golf Course
$78.00
E 45-4211-047-45
UTILITIES Golf Course
$80.12
Search Name XCEL ENERGY
$240.94
$54,007.17
City Council I Tuesday, January 3, 2023 1 Page 59 of 72
CITY OF MENDOTA HEIGHTS 12/29/22 8: 10 AM
Page 1
Claims List
SYSTEM CHECKS
01 03 23 PAY
Account Comments DEPT Descr Amount
Search Name A P W A
E 01-4404-105-15 1/1/2023-12/31/2023 MEMBER Engineering Enterprise $925.00
Search Name A P W A $925.00
Search Name ACTION FLEET, INC.
G 04-2010 FIRE EQUIPMENT
$6,715.79
Search Name ACTION FLEET, INC.
$6,715.79
Search Name ADVANCED SPORTSWEAR
G 01-2010 REC STAFF CLOTHING
$775.00
Search Name ADVANCED SPORTSWEAR
$775.00
Search Name ALLEGRA PRINT & IMAGING
G 01-2010 BUSINESS CARDS - S. LOBERBA
$58.08
Search Name ALLEGRA PRINT & IMAGING
$58.08
Search Name ARAMARK (AMERIPRIDE SERVICES)
G 01-2010 MAT SERVICE - PW
$11.87
G 01-2010 UNIFORM - PW
$9.67
G 01-2010 MAT SERVICE - PW
$11.87
G 15-2010 MAT SERVICE - PW
$11.88
Search Name ARAMARK (AMERIPRIDE SERVICES)
$45.29
Search Name BTR OF MINNESOTA
G 01-2010 EQUIP REPAIR - PARKS
$210.75
Search Name BTR OF MINNESOTA
$210.75
Search Name CUB FOODS
G 01-2010 OPERATING SUPPLIES - FIRE
$15.96
Search Name CUB FOODS
$15.96
Search Name DAKOTA COUNTY FINANCIAL SERVIC
G 01-2010 2022 ELECTIONS EQUIP/BALLO
$3,539.01
Search Name DAKOTA COUNTY FINANCIAL SERVIC
$3,539.01
Search Name DATAWORKS PLUS LLC
G 04-2010 NEW SQUAD EQUIP - PD
$3,130.00
Search Name DATAWORKS PLUS LLC
$3,130.00
Search Name EHLERS & ASSOCIATES INC
G 14-2010 ARBITRAGE REPORT 2017A ISS
$3,000.00
Search Name EHLERS & ASSOCIATES INC
$3,000.00
Search Name ELROY S ELECTRIC SERVICE
G 01-2010 EQUIP REPAIR - STREET
$113.50
Search Name ELROY S ELECTRIC SERVICE
$113.50
Search Name EMERGENCY AUTOMOTIVE TECHNOLOG
G 01-2010 EQUIP REPAIR - PD
$480.00
G 01-2010 EQUIP REPAIR - PD
$90.00
Search Name EMERGENCY AUTOMOTIVE TECHNOLOG
$570.00
Search Name ESS BROTHERS & SONS INC
G 15-2010 EQUIP REPAIR - UTILITY
$383.80
Search Name ESS BROTHERS & SONS INC
$383.80
City Council I Tuesday, January 3, 2023 1 Page 60 of 72
CITY OF MENDOTA HEIGHTS 12/29/22 8:10 AM
Page 2
Claims List
SYSTEM CHECKS
01 03 23 PAY
Account Comments DEPT Descr Amount
Search Name FASTENAL INDUSTRIAL & CONSTR
G 15-2010 OPERATING SUPPLIES - UTILIT
G 01-2010 OPERATING SUPPLIES - PARKS
G 01-2010 OPERATING SUPPLIES - STREE
Search Name FASTENAL INDUSTRIAL & CONSTR
Search Name FISHING FOR ALL LLC
E 01-4435-200-70 2/12/23 ICE FISHING PROGRA Parks & Recreation
Search Name FISHING FOR ALL LLC
Search Name FLEET SERVICES
G 01-2010 NOV 2022 SQUAD LEASES - PD
Search Name FLEET SERVICES
Search Name FURTHER (SELECT ACCOUNT)
G 01-2010 DEC 2022 PARTICIPANT FEE
G 08-2010 DEC 2022 PARTICIPANT FEE
Search Name FURTHER (SELECT ACCOUNT)
Search Name GERTENS GREENHOUSE
G 01-2010 SCREENED SAND - STREET
Search Name GERTENS GREENHOUSE
Search Name GOLDENSTEIN, SCOTT
G 01-2010 REIMBURSEMENT TOOLS FOR
Search Name GOLDENSTEIN, SCOTf
Search Name GREAT RIVER GREENING
G 01-2010 INVASIVE SPECIES - PARKS
Search Name GREAT RIVER GREENING
Search Name GREEN2 SOLAR LEASING, LLC
E 01-4213-030-30
JAN
2023
SOLAR
PANEL LEASE
E 08-4213-000-00
JAN
2023
SOLAR
PANEL LEASE
E 15-4213-060-60
JAN
2023
SOLAR
PANEL LEASE
E 01-4213-050-50
JAN
2023
SOLAR
PANEL LEASE
E 01-4213-070-70
JAN
2023
SOLAR
PANEL LEASE
E 15-4213-060-60
JAN
2023
SOLAR
PANEL LEASE
E 01-4213-050-50
JAN
2023
SOLAR
PANEL LEASE
E 01-4213-070-70
JAN
2023
SOLAR
PANEL LEASE
E 45-4213-045-45
JAN
2023
SOLAR
PANEL LEASE
E 01-4213-030-30
JAN
2023
SOLAR
PANEL LEASE
Search Name
GREEN2
SOLAR LEASING, LLC
Search Name INNOVATIVE OFFICE SOLUTIONS
G 01-2010
OFFICE SUPPLIES - ENGINEERI
G 01-2010
OFFICE SUPPLIES - FIRE
G 01-2010
OFFICE SUPPLIES - ADMIN
G 01-2010
OFFICE SUPPLIES - ENGINEERI
G 01-2010
OFFICE SUPPLIES - PD
G 01-2010
OFFICE SUPPLIES - ADMIN
G 15-2010
OFFICE SUPPLIES - UTILITY
G 01-2010
OFFICE SUPPLIES - STREET
G 01-2010
OFFICE SUPPLIES - PARKS
Fire
Spec Fds
Utility Enterprise
Road & Bridges
Parks & Recreation
Utility Enterprise
Road & Bridges
Parks & Recreation
Golf Course
Fire
$44.04
$44.04
$44.04
$132.12
$400.00
$400.00
$8,693.48
$8,693.48
$82.05
$2.25
$84.30
$927.00
$927.00
$425.29
$425.29
$4,527.58
$4,527.58
$155.18
$378.49
$120.66
$120.67
$120.67
$60.34
$60.33
$60.33
$166.66
$181.01
$1,424.34
$105.72
$6.02
$9.96
$55.00
$50.71
$9.45
$13.70
$13.71
$13.71
City Council I Tuesday, January 3, 2023 1 Page 61 of 72
CITY OF MENDOTA HEIGHTS
12/29122 8:10 AM
Page 3
Claims List
SYSTEM CHECKS
01 03 23 PAY
Account
Comments DEPT Descr
Amount
G 01-2010
OFFICE SUPPLIES - ENGINEERI
$6.88
Search Name INNOVATIVE OFFICE SOLUTIONS
$284.86
Search Name KAT KEYS
G 15-2010
OPERATING SUPPLIES - UTILIT
$54.88
G 01-2010
OPERATING SUPPLIES - STREE
$54.88
G 01-2010
OPERATING SUPPLIES - PARKS
$54.88
Search Name KAT KEYS
$164.64
Search Name KENNEDY & GRAVEN
G 01-2010
NOV 2022 LEGAL SERVICES
$494.50
Search Name KENNEDY & GRAVEN
$494.50
Search Name L E L S
G 01-2075
JAN 2023 UNION DUES
$877.50
Search Name L E L S
$877.50
Search Name LAWSON PRODUCTS, INC
G 15-2010
OPERATING SUPPLIES - UTILIT
$115.35
G 01-2010
OPERATING SUPPLIES - STREE
$115.36
G 01-2010
OPERATING SUPPLIES - PARKS
$115.36
Search Name LAWSON PRODUCTS, INC
$346.07
Search Name LOCAL UNION NO. 70
G 01-2075
JAN 2023 UNION DUES
$81.50
Search Name LOCAL UNION NO. 70
$81.50
Search Name LOGIS
G 01-2010
PROFESSIONAL IT SERVICES
$6,760.00
G 01-2010
APPLICATION SUPPORT IT TEL
$2,285.00
G 01-2010
APPLICATION SUPPORT - PD
$3,688.00
G 01-2010
APPLICATION SUPPORT - FIRE
$79.00
G 01-2010
HOSTED SEIM
$386.00
G 01-2010
PROFESSIONAL IT SERVICES
$32.50
G 01-2010
HOSTED BACKUPS/SERVER/PA
$3,586.50
Search Name LOGIS
$16,817.00
Search Name LUBE-TECH
G 01-2010
WINDSHIELD WASH
$173.85
Search Name LUBE-TECH
$173.85
Search Name M R P A
E 01-4404-070-70
2023 MRPA MEMBERSHIP - M. Parks & Recreation
$300.00
Search Name M R P A
$300.00
Search Name MANSFIELD OIL COMPANY
G 01-2010
FUEL
$6,658.41
Search Name MANSFIELD OIL COMPANY
$6,658.41
Search Name MCCARTY, PHILIP
G 01-2010
TUITION REIMBURSEMENT - P.
$1,291.24
Search Name MCCARTY, PHILIP
$1,291.24
Search Name MENARDS
G 01-2010
OPERATING SUPPLIES - FIRE
$20.96
City Council I Tuesday, January 3, 2023 1 Page 62 of 72
Account
G 01-2010
G 01-2010
G 15-2010
G 08-2010
Search Name MENARDS
Search Name METRO SALES
G 01-2010
G 01-2010
G 15-2010
G 01-2010
G 01-2010
G 01-2010
Search Name METRO SALES
CITY OF MENDOTA HEIGHTS 12/29122 8: 10 AM
Page 4
Claims List
SYSTEM CHECKS
01 03 23 PAY
Comments
OPERATING SUPPLIES - STREE
OPERATING SUPPLIES - STREE
OPERATING SUPPLIES - UTILIT
BLDG SUPPLIES - CITY HALL
NOV 2022 COPIER/PRINTER LE
NOV 2022 COPIER/PRINTER LE
NOV 2022 COPIER/PRINTER LE
NOV 2022 COPIER/PRINTER LE
NOV 2022 COPIER/PRINTER LE
NOV 2022 COPIER/PRINTER LE
Search Name MID NORTHERN SERVICES
G 28-2010 STREET LIGHT REPAIRS
Search Name MID NORTHERN SERVICES
DEPT Descr
Search Name MN DEPT OF AGRICULTURE
E 01-4404-070-70 2023 PESTICIDE LICENSE - A. Parks & Recreation
E 15-4404-060-60 2023 PESTICIDE LICENSE - R. Utility Enterprise
E 01-4404-070-70 2023 PESTICIDE LICENSE - J. K Parks & Recreation
Search Name MN DEPT OF AGRICULTURE
Search Name MN STATE FIRE DEPARTMENT ASSN
E 01-4404-030-30 2023 MSFDA MEMBERSHIP DUE Fire
Search Name MN STATE FIRE DEPARTMENT ASSN
Search Name MNPEA
G 01-2075
Search Name MNPEA
Search Name MOBILE MINI
G 01-2010
E 01-4330-215-70
Search Name MOBILE MINI
Search Name NARDINI FIRE EQ
G 01-2010
Search Name NARDINI FIRE EQ
Search Name OLSEN CHAIN & CABLE
G 15-2010
Search Name OLSEN CHAIN & CABLE
]AN 2023 UNION DUES
WARMING HOUSE RENTAL - PA
WARMING HOUSE RENTAL - PA Parks & Recreation
EQUIP REPAIR - PD
EQUIP REPAIR - UTILITY
Search Name OREILLY AUTO/FIRST CALL
G 01-2010
OPERATING SUPPLIES -
PARKS
G 15-2010
OPERATING SUPPLIES -
UTILIT
G 01-2010
OPERATING SUPPLIES -
STREE
G 01-2010
OPERATING SUPPLIES -
PARKS
G 01-2010
OPERATING SUPPLIES -
STREE
G 15-2010
OPERATING SUPPLIES -
UTILIT
Search Name OREILLY AUTO/FIRST CALL
Amount
$25.78
$83.85
$8.13
$46.34
$185.06
$13.18
$13.18
$13.17
$141.53
$286.41
$1,293.86
$1,761.33
$2,870.00
$2,870.00
$10.00
$10.00
$10.00
$30.00
$375.00
$375.00
$117.00
$117.00
$648.61
$748.39
$1,397.00
$308.55
$308.55
$395.50
$395.50
$27.92
$25.96
$25.96
$25.96
$27.92
$27.92
$161.64
City Council I Tuesday, January 3, 2023 1 Page 63 of 72
CITY OF MENDOTA HEIGHTS
12/29/22 8:10 AM
Page 5
Claims List
SYSTEM CHECKS
01 03 23 PAY
Account Comments DEPT Descr
Amount
Search Name PARTY UNIT
E 01-4435-200-70 2/11/2023 DEPOSIT - FROZEN Parks & Recreation
$200.00
Search Name PARTY UNIT
$200.00
Search Name RES GREAT LAKES, LLC
G 01-2010 NATURAL RESOURCE MGMT PL
$371.25
Search Name RES GREAT LAKES, LLC
$371.25
Search Name ROSEVILLE MIDWAY FORD
G 01-2010 EQUIP REPAIR - PD
$80.50
Search Name ROSEVILLE MIDWAY FORD
$80.50
Search Name ST. PAUL PIONEER PRESS
G 01-2010 NOV 2022 LEGAL NOTICES
$46.53
G 01-2010 NOV 2022 LEGAL NOTICES
$329.00
G 01-2010 NOV 2022 LEGAL NOTICES
$17.39
Search Name ST. PAUL PIONEER PRESS
$392.92
Search Name ST. PAUL, CITY OF
G 01-2010 ASPHALT MIX - STREET
$1,485.05
Search Name ST. PAUL, CITY OF
$1,485.05
Search Name STREICHERS
G 01-2010 UNIFORM - PD
$19.99
Search Name STREICHERS
$19.99
Search Name SWANSON HASKAMP CONSULTING
G 01-2010 ZONING CODE UPDATE
$4,367.50
Search Name SWANSON HASKAMP CONSULTING
$4,367.50
Search Name TIME SAVER OFF SITE SEC. SVC.
G 01-2010 12/13/22 PARK & REC COMMIS
$154.00
G 01-2010 12/6/22 CITY COUNCIL MINUT
$222.00
Search Name TIME SAVER OFF SITE SEC. SVC.
$376.00
Search Name TOTAL ENTERTAINMENT/ KIDSDANCE
E 01-4435-200-70 2/10/23 FROZEN FUN FEST Parks & Recreation
$550.00
Search Name TOTAL ENTERTAINMENT/ KIDSDANCE
$550.00
Search Name TRI COUNTY LAW ENFORCE. ASSOC.
E 01-4404-020-20 2023 DUES - PD Police
$75.00
Search Name TRI COUNTY LAW ENFORCE. ASSOC.
$75.00
City Council I Tuesday, January 3, 2023 1 Page 64 of 72
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City Council I Tuesday, January 3, 2023 1 Page 65 of 72 1 0a
1101 Victoria Curve I Mendota Heights, MN 55118
651.452.1850 phone 1 651.452.8940 fax
www.mendota-heights.com
CITY OF
MENDOTA HEIGHTS
Request for City Council Action
DATE: January 3, 2023
TO: Mayor and City Council, City Administrator
FROM: Meredith Lawrence, Parks and Recreation Manager
SUBJECT: Request for Proposals —Valley View Heights Playground Replacement
INTRODUCTION
The City Council is asked to authorize the issuance of a Request for Proposals (RFP) for the
playground replacement at Valley View Heights Park.
BACKGROUND
Based on the age and current condition, the Valley View Heights Park playground needs to be
replaced. The majority of the existing playground was built in 2006. The cost of the playground
remodel in 2006 was $36,014. A standard life expectancy for playgrounds is typically between
15-20 years of service.
The Parks and Recreation Commission established a playground work group that met with staff
in order to develop criteria for the attached Valley View Heights Park Playground RFP. The
Commission reviewed the RFP at their December 13 meeting and recommended unanimous
approval of the RFP and process.
Features requested to be included in all proposals for reconstruction include:
• Swings (Parent Child, Accessible Swing, Etc.)
• Climbing feature
• At least two slides
• Covered canopy over the deck area
• At least two vinyl coated steel benches with backs anchored in the ground within the
container area
• Engineered wood fiber surfacing
All proposals must include demolition and disposal of current playground equipment, any
necessary sitework, container shape update, playground equipment, engineered wood fiber
surfacing, and installation for the playground site. The work group requested a bright color pallet
be used for the playground features.
The 2023 budget included $75,000 for this project —which includes all costs associated with the
project, including all demolition of existing equipment, an updated container and the addition of
an entry sidewalk, surfacing, structures, delivery, installation, construction permits, taxes and
service charges.
City Council I Tuesday, January 3, 2023 1 Page 66 of 72
The attached map outlines the updated container shape that will increase the size of the
playground.
The proposed RFP is an invitation by the City for qualified consultants to submit responses and
use their professional expertise and creativity to develop a unique play structure plan within
budget.
The projected timeline for the project is as follows:
• Proposal submittal deadline February 22, 2023 at 10:00 AM
• Staff review proposals the week of February 27, 2023
• If more than three proposals are received, staff and the playground work group will
narrow down the proposals to the top three for engagement with the community
• Review by residents (survey and open house) and Parks and Recreation Commission
completed by April 11, 2023
• Approval by City Council April 18, 2023
• Notification of contract award April 19, 2023
• Delivery of playground TBD
• Installation of playground structure at Valley View Park must be completed by August 1,
2023
Attachments: RFP for Valley View Heights Playground Replacement
Map of Updated Playground Container
BUDGET IMPACT
There is no cost associated with the release of the RFP. The 2023 budget included $75,000 from
the City's Fund Balance to cover the expenses of this project. Based on the increased size of the
new playground, a portion of this project will be paid for out of the Special Park Fund.
RECOMMENDATION
Staff recommends the City Council review the attached Request for Proposals, make any
necessary changes, and authorize staff to release the Request for Proposals for the Valley View
Heights Park Playground Replacement.
ACTION REOUESTED
If the council concurs, it should, by motion, authorize the release of the Request for Proposals for
the Valley View Heights Park Playground Replacement.
City Council I Tuesday, January 3, 2023 1 Page 67 of 72
REQUEST FOR PROPOSAL
VALLEY VIEW HEIGHTS PARK
PLAYSTRUCTURE
CITY OF MENDOTA HEIGHTS
1056 Cullen Ave
Mendota Heights, MN 55118
I. GENERAL INFORMATION
A. OBJECTIVE
The purpose of the Request for Proposal (RFP) is to obtain site plan design and quotes to include
demolition and disposal of current playground equipment, any necessary sitework, an expanded
container, playground equipment, engineered wood fiber surfacing and installation for the
playground site at Valley View Heights Park, 1056 Cullen Ave, Mendota Heights, MN 55120.
B. ISSUING OFFICE
The RFP is issued by the City of Mendota Heights Parks & Recreation Department. All
correspondence regarding the RFP should be addressed to: Meredith Lawrence, Mendota Heights
Parks & Recreation, 1101 Victoria Curve, Mendota Heights, MN 55118.
C. CONTRACT ADMINISTRATOR
All communications concerning the contract should be directed to Meredith Lawrence, Parks and
Recreation Manager at 651-255-1354 or mlawrencegmendotahei_ht�gov
D. INCURRING COSTS
The City of Mendota Heights is not liable for any cost incurred by the prospective firms prior to
the signing of the contract.
E. PROPOSALS
To be considered, each firm must submit a complete response to this RFP, using the format
provided in Section IV. The proposal must be signed in ink by an official authorized to bind the
submitter to its provisions. The proposal must include a statement as to the period during which
the proposal remains valid. This period must be at least ninety (90) days from the due date for this
proposal. Respondents shall include 1 digital and 1 hard copy of their proposal document.
F. ACCEPTANCE OF THE PROPOSAL CONTENT
The contents of this proposal will become contractual obligations if a contract ensues. Failure of
the selected consultant to accept these obligations may result in cancellation of the award.
G. SELECTION CRITERIA
Responses to this RFP will be evaluated based on the following process:
1. Staff will review the firm's response to the RFP, including a computerized drawing of the
proposed project and determine if the proposal meets all criteria for consideration.
2. The Parks and Recreation Commission's subcommittee and staff will narrow down the
complete proposals to the top three designs to be considered by the community.
3. A neighborhood meeting and community survey will be conducted so residents can review
the proposed play structure options and provide feedback on a preferred plan.
4. The Parks and Recreation Commission will review the neighborhood meeting and
community survey results and make a recommendation to the City Council on the desired
playground for the park.
5. City staff will present the Parks and Recreation Commission's recommendation to the City
Council for a final decision.
City Council I Tuesday, January 3, 2023 1 Page 68 of 72
H. PROPOSAL RECEIPT
Proposals must arrive at the Mendota Heights City Hall, 1101 Victoria Curve, Mendota Heights,
MN 55118 on or before 10:00 AM Wednesday, February 22, 2023.
I. RIGHT TO REJECT BIDS
The City of Mendota Heights reserves the right to award the total proposal, to reject any and all
proposals in whole or in part, and to waive any informality or technical defects, in the City's
judgment. In determination of award, the qualification of the proposal submitter, the conformity
with the specifications of services to be supplied and delivery terms will be considered.
J. COST LIABILITY
The city assumes no responsibility or liability for costs incurred by the firms prior to the
submission of a proposal. Total liability of the City of Mendota Heights is limited to the terms
and conditions of this agreement.
K. OWNER
The City of Mendota Heights is designated as Owner. All work shall be on public property. The
contractor shall confine operations, at all times staying within the limits of the property. Any
repairs or restorations required outside the property limits due to the Contractor's carelessness
shall be repaired by the Contractor at their expense.
L. AWARD OF CONTRACT
The City of Mendota Heights will award one contract for this entire project to a responsible bidder
submitting the Quote meeting all performance and required criteria as set forth by this set of
contract documents, plans and specifications.
M. INSURANCE
The successful respondent will be required to furnish appropriate certificates of insurance as part
of the final contract negotiations.
N. TAXES
The contractor shall pay all sales, consumer, use and other taxes required to be paid by them in
accordance with the law of the place where the work is to be performed.
O. TEMPORARY ENCLOSURES, BARRICADES AND FENCES
The Contractors shall provide and maintain all necessary temporary enclosures and barricades to
adequately protect the work and materials from the elements and persons not involved with
construction. The Contractor shall remove all temporary enclosures, barricades and fences upon
completion of the work.
P. PROTECTION OF EXISTING FACILITIES
The Contractor shall provide for and be responsible for protection of existing pavements, utilities,
fencing, etc. In general, all existing materials, surfaces, sod, etc., to remain which are affected bX
the work shall be repaired and restored to an original and functional condition.
Q. SHIPMENT OF MATERIALS
Before making any shipment of materials to the site, Contractor shall ascertain whether the site is
in a condition to receive the shipment. Where this provision is neglected and material is delivered
to the site when the latter is not in condition to receive it, such materials shall be properly stored
City Council I Tuesday, January 3, 2023 1 Page 69 of 72
elsewhere at the Contractor's expense and adequate insurance coverage provided for off -site
storage.
R. STORAGE OF MATERIALS ON OR OFF -SITE
1. Contractor shall provide storage as required to protect and preserve all materials stored at
the site. Materials are not to be stored directly on the ground. Storage of materials is to be
confined to areas designated by the City. City will not sign for or be responsible for
materials delivered to the site.
2. Equipment delivered early will not be paid in full. Full payment of structure and
installation will be paid when installation is complete and a compliance audit has been
received.
S. WORKING HOURS
Working hours shall be from 7:00am- 8:00pm on Monday -Friday and 9:00am-5:00pm on
Saturday and Sundays.
T. CLEANUP
All work areas shall be returned to a condition equal to or better than was in existence at the
beginning of the project. All construction debris, including excavated soil, shipping materials
including cardboard, pallets, etc. shall be removed and disposed of in a manner satisfactory to the
City.
II. SELECTION PROCESS
A. Staff will use the feedback from the resident groups and a recommendation from the Parks and
Recreation Commission to enable the City Council to make a formal decision.
B. If necessary, an interview/informational meeting may be requested by staff with potential vendors.
III. SPECIFICATIONS
A. Structure shall meet and comply with all current ADA Legislation and ASTM F1487 and include
demolition and disposal of current playground equipment, any necessary sitework, a new
container, playground equipment, engineered wood fiber surfacing and installation for the
playground site.
B. All equipment must meet age related design criteria suitable for 2-5-year olds and 5-12 year olds
and be IPEMA certified.
C. Recycled wood timber container expansion must be included to meet the design of the updated
enclosure attached and match the color and style of the existing container timbers to remain. The
existing container does not need to be replaced, but must have portions replaced to ensure it meets
ADA requirements and safety requirements.
D. Play structure quote must include the following features:
a. The addition of an ADA accessible ramp and sidewalk made out of concrete
b. Swings (Parent Child, Accessible Swing, Etc.)
c. Climbing feature
d. At least two slides
City Council I Tuesday, January 3, 2023 1 Page 70 of 72
e. Covered canopy over the deck area
f. At least two vinyl coated steel benches with backs anchored in the ground within the
container area
g. Engineered wood fiber surfacing
E. Other amenities shall include, but not be limited to, plastic slides, climbing walls/units, ladders,
play panels, transfer deck, fire pole, spinner, overhead glider, play accessories, etc.
F. Wear pads must be installed below bottom of slides and swings.
G. The playground container is currently 2,400 square feet. The new playground will include a
container boundary of 3,000 square feet. The attached map outlines the container space available
for the new playground in blue.
H. Site shall have signage information provided appropriate to the structure/area. If signage includes
photos of individuals, the photo must include a diverse group of users.
I. All plastic and coating products must be UV and color stabilized to resist fading.
J. Supplier must be able to provide a tool kit for fasteners, parts manual (both hard copy and
electronic) and touch up paint kit for all structure colors.
K. All parts must have a corrosion resistant finish and be capped on the top end.
L. All metal decks must be manufactured from sheet steel conforming to ASTM specification A-569
and be finished with a vinyl coating.
M. All connecting hardware used must be zinc plated or stainless steel, free of protrusions, vandal
resistant and have a tamper proof design. Service kit for tamper proof fasteners must also be
provided.
N. The color pallet for the playground is requested to portray bright colors.
IV. PROPOSAL
A. PROPOSAL FORMAT
The firm will be responsible for submitting a written proposal listing outline of equipment and
cost for equipment/container/surfacing, demolition, delivery and installation.
B. FEE QUOTATIONS
The fee proposal not to exceed $75,000 for the project will include all costs associated with the
project, including all demolition of existing equipment, new container, surfacing, structures,
delivery, installation, construction permits, taxes and service charges. Each firm is requested to
provide the maximum amount of play activities for that fee.
C. SUBMITTAL REQUIREMENTS
Each of the following items shall be considered an integral part of the Contractor's proposal and
shall be submitted to the City on or before the date and time as stated on the Proposal Form:
1. One copy of a completed and signed Proposal Form.
2. List all base materials
3. List of all equipment included in the plans, with quantities.
City Council I Tuesday, January 3, 2023 1 Page 71 of 72
4. One copy of a play area equipment layout drawing to scale showing layout, safety zones,
accessibility, border and outside dimensions.
5. One bound notebook or plan size sheet of all components and features specific to the
project.
6. One complete copy of all warranty information.
7. The contractor shall indicate all deviations from the specifications.
8. Provide a letter from the manufacturer or an independent consulting firm stating all
equipment meets the current ASTM F1487 standards.
9. Installation of the entire playground must be completed by paid professional staff. Any
deviation from the use of paid professional installers must be approved by the Parks and
Recreation Manager.
10. Estimated timeline for construction
11. Documentation that all equipment quoted is covered by product liability insurance.
D. SITE REVIEW
Consultants desiring a pre -bid on -site visit should contact Meredith Lawrence at 651-255-1354 to
set up an appointment to meet with staff prior to submitting a proposal.
E. REGULATORY COMPLIANCE
1. All equipment provided and all areas around and between equipment must comply with
most current Consumer Product Safety Commission (CPSC) guidelines and The American
Society for Testing and Material (ASTM) standards. It is the responsibility of each bidder
and manufacturer to be aware of these guidelines. Please list all deviations where your
proposal does not comply totally and explain each in detail when submitting the proposal.
Equipment that requires labor intensive measures or modifications, after installation, such
as the cutting of bolts, to bring equipment into conformance with CPSC and ASTM will
not be accepted. As recommended by CPSC, a project specific maintenance manual shall
be provided at the end of the project.
2. The entire playgrounds must meet the current requirements of the Americans with
Disabilities Act and ASTM F1487.
3. All equipment must be IPEMA certified.
4. All surfacing materials must meet current CPSC guidelines, ASTM F1951 and ASTM
F 1292 standards, as well as be IPEMA certified.
5. Once installation is complete on all equipment, supplier must provide a formal safety
audit of the installed equipment. Audit must document that equipment meets all
current standards listed above. Final 1/2 payment for structure, payment for base
materials and installation will not be processed until after the safety audit inspection
and document has been completed and delivered from a certified playground
inspector. CPSI documentation must be included.
6. Supplier must invoice City for all payments.
F. PROJECT PHASING
The Parks and Recreation Department is challenging various playground manufacturers to use
their professional expertise and creativity to develop a unique play structure.
G. TENTATIVE TIMETABLE
1. Proposal submittal deadline February 22, 2023 at 10:00 AM
2. Review by residents and Parks and Recreation Commission by April 11, 2023
3. Notification of contract award week of April 17, 2023
4. Delivery of playground TBD (contact Meredith Lawrence)
5. Installation of playground structure at Valley View Park must be completed by
August 1, 2023
City Council I Tuesday, January 3, 2023 1 Page 72 of 72
Valley View Playground
Improvements
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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.
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END